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Home My WebLink About1985-1119 Regular Meeting lmpo!dant: . .. ~ "lI I. II. III. IV. V. VI. VII. 2. VIII. NEW 1. 2. 3. 4. 5. Any ci;Uzen ctttencUng Coundt\mee.t.i:nfj6 ."t!{ ,(lp~lc 0': {ClUJ .l~~" on .the. a.;l.ll~, untu~ .i. -0., -the J.Ju;bject. 06 a. pubuc. heivU.ng wh{.C;h-'~,.!'~~'Ati !('''' w.v..h -to ~peak, ~ pleMe .lU.6e and a6t.Vt you have been lteeoglU.zea by ;c....uJ1.,'--g-!-ve. youJt name and add.tr.U-6. The ChiUJr. wil..t -then aUow you -to ~peak and av.,o .i.n6~. you M -to -the amoun 06 time aUotied -to you. The time gJz.an,ted wil..t be dependent -60me extent on the na.t.uJte 06 -the dem undVt d-U,C'.UJ.JJ.J.i.on, the numbVt 06 people who . h -to be he~d, and . -the length 06 -the agenda. I _r! -:::;;r~ t. V-' ) AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November' 19, 1985 (" 'v~ L\.. APPROVAL OF MINUTES: Regular Meeting of November 5, 1985 l. AWARD PRESENTATION: Governor's Physical Fitness Leadership Award to Mark Gibbons, Providence HosPital ;f PUBLIC HEARINGS: ~ 1. Proposed revisions to the Manufactured Housing Ordinance, A.M'COEC' 18.04.08.83( to clarify the conditions under which a mobile home may be used .or temporary occupancy. , 2. Proposed adoption of an ordinance establishing a transportation utD1ity, authoriz- ing the establishment of a monthly fee, dedicating funds for street(repair and improvement, providing for exemptions, and providing a discount for low-income elderly persons. . ~ COMMUNICATIONS, PETITIONS & REMONSTRANCES: \ 1. Letter from Ashland Parks & Recreation Commission relative to concept of Hilltop Park in Northwest Ashland. i ( 2. Application for liquor license' from James & Daryl Reel, dba Giovanni's Pizzeria, 5 Granite Street. "-. PLEDGE OF ALLEGIANCE: 7:30 P.M., Civic Center Council Chambers ROLL CALL \ UNFINISHED BUSINESS: 1. commer~conCerning on proposed ordin- ( ( . Report by Director of Public Works on improvement of Loop Road by Dev~ Lew1s, developer of Park Estates Subdivision. ( '. . ~~\ Acceptance of Offer of Grant from L..(;.D.C. for Comprehen;>ive'P1an Maintenance and authorization for City Administrator to sign' acceptance agreement. ~~ Request by City Administrat~r to call,p~b1ic hearing on application f~ Oregon Lottery Funds for !mprovement of Water Street parking lot for December~,1985. Budget Calendar for Fiscal Year 1986-87. \ Report by Councilor Laws relative to meeting with Chamber of Downtown Parking District enforcement.'(Ca11 public hearing ance for December 3, 1985). & MISCELLANEOUS BUSINESS: , , Presentation of Development Guidelines booklet prepared by Community Develop- ment Depart~~nt.' ~ Addendum to guidelines for administration of Performance Evaluation Pay ~lan. . ,.-----. .~ ,. r) \ -~--'(: \~t PUBLIC FORUM: Business from,the audience not included on the dgenda. I ORDINANCES, RESOLUTIONS & CONTRACTS: ,-r-' 1. Second reading by title only of an ordinance ordering th~dmprovement of a "'. /-", 52-car parking facility at Water and "B" Streetso V I 2, First reading of an ordinance amending Section 18084.080(c) ofjhe Municipal Code relative to the temporary occupancy of a mobile homeo ~ IX. X. ,. ~ ~ 4. First reading by title only of an ordinance establishing a transportation utility. ~ ~ First reading of an ordinance changing certain 2 hour parking zones, on "c" Street and Lithia Way to 4 hour zones. Resolution transferring appropriations within funds (1985-86 salary se~t1ements). Resolution assigning additional duties to Director of Planning. 3. 5. 6. XI. OTHER BUSINESS FROM COUNCIL MEMBERS XII. PRESS CONFERENCE XIII. ADJOURNMENT Attachments: 1. Monthly Departmental Reports - October 1985 2. Minutes of Boards, Commissions & Committees 3. Performance Review Forms for City Attorney ( I \.. " \ ~ <0,-, ~ \ ) \. ( f-' ' ~r" r- . .,-..-......--- I' , I . , \ \ MINUTES OF THE REtULA,R MEETING ASHLAND CITY\COdNCIL November 5'\~J~85 ~~yor, Medaris led the Pledge of Allegiance and called the meeting to order at 7:30 P.M., on the above date in the Council Chambers. Present were Reid, Bennett, Acklin, Laws and Smith. E1erath was absent. lOLL C,~.L ~PROVAL OF MINUTES Smith moved to approve minutes of the adjourned meeting and executive session of October 8, 1985 and regular meeting of October 15, 1985; Acklin seconded the motion which passed unanimously on voice vote. :OHMUNITY SERVICE Councilwoman Reid introduced Serena St. Clair and commended her as Coordinator of recreational activities at the Community Center, 59 Winburn Way, and noted that under the direction of Sto Clair that many other buildings have been used for a board community program. Smith agreed with the success of the newly organized community rec- reation programs, St. Clair was thanked by Council for her efforts. 'UBLIC SAFETY PLAN Mayor Medaris reviewed the Public Safety Plan status and noted the public hearing had been closed at the previous meeting on October 15. Councilman Laws thanked all those involved in helping Council make a decision as to the future of the Public Safety Department, includ- ing management, police and fire rank and file personnel and the citizens of the communityo Laws said he was gratified by all of the communications and telephone calls relative to the status of Public Safety.and said although some of the information was incorrect, the overall input was valuable. Laws reviewed the benefits of a central communication center over both departments and cited the Volunteer Program as being very valuable to the City. Laws said the most imp- ortant way a Public Safety Department can benefit our City is to continue with a combined administration that will continue to work with all personnel in the Public Safety Department to find new ways to deliver service at less cost, Laws said the Public Safety Depart- ment experiment with revisions of call-back procedures has saved thousands of dollars. Laws said examination of the way in which personnel in the Police Department have been redeployed to meet the needs more ideally, has succeeded;, Laws said the police and fire specialist program has promise, but needs to be revised in the future. He said the need to reduce administration is apparent and Council should direct staff to bring back a recommendation to the Budget Committee by March 1, 1986. Laws said the staffing level of the Public Safety Department should be maintained until the end of the current fiscal year. Acklin agreed with Laws' proposal to reduce administrative personnel and that the Budget Committee is the most effective body to review. Acklin noted the Budget Committee meetings are open to the public and that there is a subcommittee on Public Safety. Bennett agreed with Laws' comments but noted it was unfortunate that input from rank and file personnel was not offered earlier. Bennett added that she is in favor of the proposed time frame discussed by Laws. Reid said she sees Ashland as a growing community and feels the need to increase fire and police personnel and that we need more and not less. She recommended creative budget- ing with new ways of generating dollars which may include help from the tourists and a possible new property tax to support needed services.. oo..o..continued 11/5/85 P. 1 ~gular !'leeclng '0BLIC SAFETY cont, 'UBLIC HEARING Nater Street Parking PUBLIC HEARING 3upplemental Budget _"""1::>l.l...Lc:l.I1U l,..o.1.LY l,..oVUUI,..-l..J. .J...I.JI V.J J.;> ,;.. \ .. Smith thanked citizens and others for their input and expressed regret that employees had not contacted Councilmembers earliero Smith agreed that reduction of administration is necessary and the Budget Committee should review this aspect. Smith said she supports the status quo of Public Safety staffing but wants the review of the Budget Committeeo Laws moved to accept the Public Safety Plan as presented by staff and place on file; to extend the Public Safety concept until the end of the fiscal year (June 30, 1986); that communications center and its supervision should remain over both functions; and that Director Lively should retain overall super- vision of police, fire and communications. Acklin seconded the motion. Laws asked Acklin to include in the motion an instruction to staff to bring back proposal reducing management to the 1981-82 level, and rejection by Council of concept of cross-training at rank and file level. Acklin agreedo Reid agreed that the threat of cross-training should be eliminated, including requiring new employees to sign agreement for future cross-trainingo Acklin said that the agreement with new employees is an independent issue and is not appropriate for consideration with the motion. On roll call vote the motion passed unanimouslyo Mayor Medaris commended Council for their patience and efforts leading up to the decision which he said was a wise one. Smith thanked Lively for the many hours he spent trying to pull everyone together and urged fire and police personnel to turn to Lively with new ideas. The City Administrator reviewed the proposed Water Street parking lot improvements to provide 52 spaces at a total cost of $35,000 to include landscaping, lighting and stairs etco, and recommended the ordinance be given first reading. The public hearing was opened and there were no comments from the audience so the public hearing was closed. The ordinance was given first reading and Smith moved to second reading; Reid seconded the motion which passed unanimously on roll call vote. Director of Finance Nelson reviewed the proposed Supplemental Budget and the Mayor opened the public hearing. There were no comments from the audience so the public hearing was closedo The resolution was read and Acklin moved to adopt; Reid seconded the motion. Almquist noted there have been bills introduced by the Senate and House which if passed, could cut revenue sharing funds appreciably so the Budget may have to be reconsidered at a later time should this happen. .On roll call the motion passed unanimously on roll call vote. 11/5/85 Po 2 "=gular ~leeting . \BLE TV PAY STATION ,IQUOR LICENSE REQUEST iindmill Inns of America ARK ESTATES ,oop Road Specifications 'ARK ESTATES ,and Exchange Proposal i\till.LdllU l,...i LY t.l,...VUUI,...J....... \ \ .........., J,....J ... _ \ " \ \ .. \, \",j A petition with 800 signatures proposing that McCaw Cable TV install a paystation in Ashland was presented and Regional Administrative Manager Kathi Joy was asked to comment on McCaw's position relative to the request. Joy said that only a few persons have called McCaw requesting a paystation in Ashlando Joy said they are conferring with other utilities and are looking throughout the county for possible sites and would like a 45 day delay on the matter for review of the petition etc. Joy said the matter of who will pay for the paystation'will have to be explored. Smith moved to post- pone until the meeting of December 17; Bennett seconded the motion which passed unanimously on roll call voteo A memo from the Police Department recommending approval of liquor license application by Windmill Inns (Ashland Hills Inn) was read and Smith moved to approve; Bennett seconded the motion which passed unanimously on voice vote. A letter from Dave Lewis requesting consideration for special stand- ards for improving a 350 ft. portion of Ashland Loop Road to serve two lots was read. Lewis reviewed the need saying:,thatthe traffic,will be light. Alsing said after the ,subdivisision is :developed, . ,there wiT: be considerably more','traffic using it. " Lewis said the proposal calls for 4" depth paving with a minimum width of 18 ft. with no curbs to serve the two lots shown on map. Alsing noted that streets and roads are improved for twenty year period and said if the road is tilted, a curb on one side will be sufficient for drainage and he would prefer not to require a storm drain. Alsing said the 4" depth may be wi thin an allowable range but would like to do soils test ::',' before commitment. Ack lin moved to refer to the engineering depart- ment for recommendation; Bennett seconded the motion. Reid urged that Council consider a second standard road policy which people can apply for under certain circumstances. On voice vote the motion passed unanimously. A letter from Dave Lewis requesting consideration of an exchange one acre of City owned property for three plus acres owned by Lewis "8sreviewed by the City Administrator. ,Lewis said the proposed acre site would give better solar access and would mean an economic gain of two lots to Levis who pointed out that approval of R 1:10 zoning had been acquired. Laws reminded Lewis that the Itopen space" being proposed for exchange has been dedicated fo~ recreational space for the subdivision and the City owned twenty acres is in the UGB and zoned for a twenty acre parcel. Lewis said in speaking with Ron Waitt of the Forest Service, that Waitt would like to see the road cut off to City-owned land because it is being used as a dump. Smith said that Waitt should come to the City Council with any proposals he might have. On question of Fregonese as to what would be necess- ary to consider proposal, Fregonese said the Urban Growth Boundary would have to be amended as would the Woodland Res. to incorporate one acre to the property ~t a cost of $500 for a Zone change. ......continued 11/5/85 P. 3 5U.J..C1L 1-.<;:<;:........1.0 'ARK ESTATES EXCHANGE :ofitinued illPAIR OF SIDEWALKS JNCOLLECTIBE UTILITY BILLS ............., Acklin noted that the five year review of the Comprehensive Plan will be done soon and suggested nothing be done at least until that is done and noted that Lewis had committed the open space land for bonus points on the subdivision would preclude any exchangeo Bennett said she usually like to reveiw proposals on the site and had not toured the area in questiouo Lewis expressed concern on upkeep of "open space" land and Acklin said the Homeowner's Association would be responsible for thato Laws suggested that it be left alone or with installation of benches for viewing etc. Acklin moved to deny request based on the fact that Lewis has made an agreemenet and the lot is outside the Urban Growth Boundary; Smith seconded the motion which passed unanimously on voice vote. A memo from the City Attorney was reviewed and Salter explained that after conferring with staff it was decided that an old section of the AMC calls for the penalty of a misdemeanor for failing to properly maintain sidewalks which would subject a person to possible jail sentence, jury trial etco Salter said that an infraction should be substituted which could be handled with a fine. Smith moved to instruct staff to bring back an ordinance to change AMC accordingly; Reid seconded the motion which passed unanimously on voice vote. Laws moved to write of uncollectible utility accounts; Smith seconded the motion which passed unanimously on voice vote. :E~WORARY USE OF MOBILE HOME A public hearing was set for November 19, 1985 at 7:30 P.Mo to consider revisions to the Manufactured Housing Ordinance relative to conditions under which someone may occupy a mobile home on property where home is under construction. 'UBLIC SAFETY PROPOSAL 'orfeiture of property ord. Postponed. 'Rfu~SPORTATION UTILITY JRAFT ORDINA.Jo;CE 'UBLIC FORUM Postponed. Student Firefighter Scott Hollingsworth asked Council jfits aware ,that student firefighters have to pay $200 and Acklin said Council is aware and the change was called for due to the Fair Labor Standards Act. Reid said she doesn't want to charge people for living where they are required to be while employed. The City Administrator said each student was offered lodging and paid $~OO.OO with the City paying full tuition at SOSCo Almquist noted that when the FLSA changed requirements, the City had to pay minimum wage plus full benefits which came to $865 and a compromise was made at that time wherein the students would voluntarily pay $200 to the City. Almquist said that each student signs a contract and the City cannot require them to stay on the premises. Hollingsworth said the new student firefighters are having a hard time at the end of the month and Chief King said the students work less hours the first month and he extends time for payment. Almquist said that at the National ..00. continued 11/5/85 P. 4 gular Heeting '. PUBLIC FORUH cont. Student Firefighters ORDINANCES, RESOLUTIONS & CONTRACTS CSt. & Lithia Way Park- ing Restrictions N. Pioneer & Oak parking Restrictions Webster St. Vacation 1985-86 Budget Approp. . BPA Short-term Programs Paving of Sheridan St. Paving of Auburn Sto from Gresham to Iowa Streets OTHER BUSINESS FROH COUN- CIL ~[EMBERS Ashland City Council H/)/l$) P. ) League of Cities conference it was noted that changes in FLSA would become effective on April 15, 1986 and it is possible it would call for reverting back to the old system. Smith and Laws each invited the student firefighters to come to Councilor see the Mayor during his office hours should they have any reason to feel the FLSA criteria is not being followed. At this point the Public Forum was closed. Postponedo A resolution changing parking restrictions on Oak and North Pioneer Streets was read and Smith moved for adoption; Acklin seconded the motion which passed unanimously on roll call vote. A resolution setting a public hearing on the vacation of Webster Street between Wightman Street and Walker Avenue for December 3, 1985 was read and Smith moved to adopt; Laws seconded the motion. Reid noted that the College should be notified of the public hearing and Laws suggested a news release be sent to the Siskiyou newspaper. On roll call vote the motion passed unanimously. A resolution authorizing funds and accounting methods for the 1985- 86 fiscal year was read and Laws moved for adoption; Smith seconded and the motion passed unanimously on roll call vote. A resolution accepting a contract closeout agreement with BPA for short-term conservation assistance programs was read and Laws moved to adopt; Bennett seconded the motion which passed without opposi- tion on roll call vote. A resolution was read setting a public hearing for December 3, 1985 at 7:30 P.M. relative to proposed improvements on Sheridan Street from No Main Street to Prim Streeto Laws moved to adopt; Acklin seconded the motion which passed unanimously on roll call vote. A resolution was read setting a public hearing for December 3, 1985 at 7:30 P.M. relative to proposed improvements on Auburn Street from Gresham to Iowa Streets and Acklin moved for adoption; Smith seconded the motion which passed unanimously on roll call vote. Reid noted she had spoken with an attorney for ACLU position concern- ing Occult Arts Ordinance and advised Council that he said it would cost the City around $7,000, should the matter go to court. Almquist noted that a list of litigation proceedings was given Council but that most are handled by the City's insurance carriero Smith noted that pictures are being shown by Sue Harris and Bill ooo.ocontinued 11/5/85 Po 5 2gular ~feeting Ashland City Council 11/5/85 P, 6 )l~ER BUSINESS FROM ;OUNCILMEMBERS conto Mansfield at the League of Oregon Cities conference of the trip to England taken by Reid, Smith and Harris and Mansfield's trip to the Soviet Union. IDJOURNHENT The meeting adjourned at 9:37 P.M. ,an E. Franklin :ity Recorder Lo Gordon Medaris Mayor 11/5/85 Po 6 ijI 0: . Jlf rom: ~ubjed: c:Memnrandum October 15, 1985 Mayor & Common Council ~\ Planning Department ~ Revisions to the Manufactured Housing Ordinance In an effort to clarify the conditions under which a mobile home may be used for temporary occupancy other than in a manufactured housing development, Staff is proposing to revise l8.84.080(C) of the Land Use Ordin- ance. Currently, this section reads: C. Temporary occupancy of a manufactured housing unit as a residence on the premises of a residence which premises do not meet the requirements of this chapter for a manufactured housing development, may be per- mitted for a period not to exceed ninety (90) calen- dar days upon the granting of a permit by the City Building Official. Said permit shall not be renew- able within a 6-month period beginning at the first date of issuance, except with approval of the Staff Advisor. Staff had proposed to add a single sentence at the end of the paragraph to read: Such temporary occupancy shall be permitted only in conjunction with the construction of the applicant's residence on the site." At their meeting of October 8, 1985, the Citizen's Planning Advisory Committee voted unanimously to re- commend approval of Staff's proposed revision. How- ever, they have proposed the following wording for l8.84.080(C) : C. Temporary occupancy of a manufactured housing unit on premises which do not meet the requirements of this chapter f.or a manufactured housing development, may be permitted for a period not to exceed ninety (90)' calendar days upon the granting of a permit by the City Build- ing Official. Such, occupancy may only be allowed in conjunction with the construction of the applicant's residence on the site. Said permit shall not be re- newable within a 6-month period beginning at the first date of issuance, except with approval of the Staff Advisor. Page 2 At their regular meeting of October 9, 1985, the Planning Commission voted unanimously to recommend approval of the Staff's proposed revision to the ordinance adopting CPAC's wording. . Please schedule a Public Hearing on this matter at your earliest convenience. Thank you. ORDINANCE NOo AN ORDINANCE AMENDING SECTION 18.840080(C) OF THE ASHLAND MUNICIPAL CODE RELATIVE TO THE TEMPORARY OCCUPANCY OF A MOBILE HOMEo . THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 18.840080(C) of the Ashland Municipal Code is hereby amended to read as follows: "C. Temporary occupancy of a manufactured housing unit on premises which do not meet the requirements of this chapter for a manufactured housing develop- ment, may be permitted for a period not to exceed ninety (90) calendar days upon the granting of a permit by the City Building Official. Such occup- ancy may only be allowed in conjunction with the construction of the applicant's residence on the site. Said permit shall not be renewable within a 6-month period beginning at the first date of issuance, except with approval of the Staff Advisoro The foregoing ordinance was , 1985, and duly , 1985. first read on the day PASSED and ADOPTED this of day of Nan Eo Frankl~n Ci ty Recorder day of ' , 1985. SIGNED and APPROVED this L. Gordon Medaris Mayor { \~ SECOND DRAFT ORDINA.,,~CE NOo AN ORDINM1CE OF TlIE CITY OF ASHLAND ADDING A NEW CHAPTER 4.26 TO THE ASHLAND MUNICIPAL CODE, ESTABLISHING A TRANSPORTATION UTILITY AND FUNDING THEREFOR. the Council of the City of Ashland, Oregon, has determined that the local streets of the city are an essential element of the transportation network of the city; and WHEREAS, the Council has further detennined that t !-ere is a need to create and establish a system by which funding for the maintenance of the local street system can be assured. I.JHEREAS , . NmJ THEREFORE, THE PEOPLE OF THE CITY OF ASHLfu~D DO ORDAIN AS FOLLOWS: SECTION 1. A new Chapter 4.26 is hereby added to the Ashland Municipal Coae and shall read as follows: "Chapter 4.26 TRANSPORTATION UTILITY FEE Sections: 4.26.010 4.26.020 4.26.030 4.26.040 4.260050 4026.060 4.26.070 4.26.080 4.26.090 4.26.100 4.26.110 Declaration of Purpose. Establishment of Transportation Utility Fee. Transportation Utility Fee--Dedicated. Ci ty to 11aintain Local Streets; Exceptions. Billing for Fee., Enforcement. Administrative Review; Appeals. Notice of Decision. Dispositio~ of Fees and Charges. Exemptions. " , Discount for the Elderly. 4026,010 Declaration of Purpose. There ,'is hereby created a Transporta- tion Utllity for the purpose of providing funds for the maintenance of local streets under the jurisdiction of the City of Ashland. The Council hereby finds, determines and declares the necessity of providing mainten- ance and upkeep of the City's local streets arid related facilities with a comprehensive Transportation Utility with such maintenance to include, without limitation, the following activities: patching, crack sealing, seal coating, overlaying and other activities as are necessary in order that local streets and related facilities may be properly maintained and that the health, safety and welfare of the city and i~s inhabitants may be safeguarded, . ',! '-.' I' -1- , 4,26,020 ortation Utilit-- Feeo The City Council mav esta is y reso ution a transportat~on utL ity ee (Fee) to be paid by the o~~ers or occupants of property within the corporate limits of the City. Such Fee shall be established in amounts which will pro- vide sufficient funds. to properly maintain local streets. Assessments aeainst individual properties shall be based upon a flat fee for single and multiple family dwellings and based upon the number of parking spaces r~quired by Chapter 18.92 of this Code for all non-residential uses. Said assessments shall also apply to the Downtown Overlay District defined in Section 18.32.050 as if off-street parking were required. The City Council may, by resolution, establish such amount dependent upon tile use of the property or the proposed use of the property under exist- ing zoning as such use relates to the vehicular traffic which will be generated by the property. Collection of the Fee against each property shall be made by a monthly charge to be added to the utility bill for such property, and shall commence on the 1st day of June, 1986 for developed property, and for undeveloped property upon issuance of a building permit for such property. The City Council may from time to time by resolution change the Fee based upon revised estimates of the cost of properly maintaining local streets, revised categories of dev- eloped use, revised traffic generation factors, and other factors. 4.26.030 Trans ortation Utilit Fee -- Dedicated. All fees collected y t e c~ty an suc ot er moneys as m~g t e available to the city for the purposes of this chapter shall be paid into the Street Fund (Fund). Such revenues shall be used for the purposes of ,the operation, adminis- tration, and maintenance of the local street network of the City. It shall not be necessary that the operations, administration, and mainten- ance expenditures from the Fund specifically relate to any particular property from which the fees for said purposes were collected. To the extent that the fees collected are insufficient to properly maintain local streets, the cost of the same may be paid from such other city funds as may be determined by the City Council, but the City Council may order the reimbursement to such fund if additional fees are thereafter collected. All funds collected pursuant to the provisions of th~s chapter for opera- tion, administration, and maintenance shall be separately designated as such and shall be used solely for those purposes. 4.26.0~0 Cit to Maintain Local Streets; Exce tions. The city shall ma~nta~n a accepte oca streets w~t ~n c~ty-owne land, city rights- of-way, and city easements and may maintain other accepted local streets "ithin or adjacent to the city. Such local streets specifically exclude private streets and streets not yet accepted by the city, for maintenance. 4,260050 Billing for Fee. The fee shall be billed and collected with the monthly ut~lity bill tor those lots or parcels utilizing city utili- ties and billed and collected separately those lots or parcels and owners thereof not utilizing city utilities. In the case of those lots or parcels "hich are not occupied by the owner thereof, the fee shall be billed with the monthly utility bill, if any, billed to the 'resident of the propertyo All such bills shall be rendered monthly by the Department of Finance and s~all become due and payable in accordance with the rules and regulations or the De~artment of Finance pertaining to the collection of utility fees, and the D~rector of Finance shall place all such fees so collected into the Fund to be deposited and separately kept to be used only for the pur- poses provided hereino -2- 4.26,060 Enforcement. Any charge due hereunder which is not paid when due may be recovered in an action at law by the city. In addition to any other remedies or penalties provided by this or any other ordin- ance of the city, fa{lure of any user of city utilities within the city to pay said charges promptly when due shall subject such user to dis- continuance of any utility services provided by the city and the City Administrator is hereby empowered and directed to enforce this provis- ion against such delinquent users. The employees of the city shall, at all reasonable times, have access to any premises served by the city for inspection, repair, or the enforcement of the provisions of this chapter. 4,26.070 Administrative Review; Appeals 0 A. Any owner or occupant who disputes the amount of the fee made against such owners or occupants's property, or disputes any deter- mination made by or on behalf of the city pursuant to and by the authority of this chapter may petition the City Council for a hearing on a revision or modification of such fee or determination. Such petitions may be filed only once in connection with any fee or determination, except upon a showing of changed circumstances sufficient to justify the filing of such additional petition. B. Such petitions shall be in writing, filed with the City Recorder, and the facts and figures shall be submitted either in writing or orally at a hearing scheduled by the City Council. The petitioner shall have the burden of proof. C. Within thirty (30) days of filing of the petition, the City Council shall make findings of fact based on all relevant information, shall make a determination based upon such findings and, if appropriate, modify such fee or determination accordingly. Such determination by the City Council shall be considered a final order. 4026.080 Notice of Decisiono Every decision or determination of the C~ty Council shall be in writing, and notice thereof shall be mailed to or served upon the petitioner within a reasonable time from the date of such action. Service by certified mail, return receipt requested, shall be conclusive evidence of service for the purpose of this chapter. 4.260090 Dis osition of Fees and Char es. The fees paid and collected y virtue 0 t ~s c apter s a not e used for general or other govern- mental proprietary purposes of the city, except to pay for the equitable share of the cost of accounting, management and government thereof. Other than as described above, the fees and charges shall be used solely to pay for the cost of operation, administration, maintenance, repair, improvement, renewal, replacement and reconstruction of the local street network of the city and costs incidental thereto. 4,26.100 Exemptions. The City Council may by resolution, exempt any class of user when they determine that the public interest deems it necessary or that the contribution to street use by said class to be insignificanto 4,26.110 Dis coun t for the Elderl. Dis counts ,applying to low income e aer y persons or water, sewer and electric utility fees shall also apply to transportation utility fees." ~ -.)- SECTION 20 The fees imposed by this ordinance shall be effective ~it~ tne first utility billing cycle subsequent to June I, 1986. The foregoing ordinance was first read by title only with Article X, Section 2(C) of the City Charter on the , 1985, and duly PASSED and ADOPTED on the , 19850 in accordance day of day of ATTEST: Nan E. Franklin City Recorder - Treasurer SIGNED and APPROVED this day of , 1985. L. Gordon Medaris Mayor -4- ASHLAND PARKS AND RECREATION COMMISSION CITY HALL. ASHLAND, OREGON 97520 . 482-9215 or 482-9216 PARt< COMMISSIONERS: JEAN M, CRAWFoRD . DENISE W. HARNLY . DENNIS JOHNSON GARY NELSON L, B, (BERNIE) SEARS KENNETH J. MICKELSEN Director November 4, 1985 Brian Almquist City Administrator CITY OF ASHLAND Ashland, Oregon 97520 Dear Brian: The Ashland Parks and Recreation Commission reviewed your letter of September 5, 1985 concerning a hilltop park. It was the concensus of the Commission that there was no objection to the concept of a hilltop park if the right property was available. If land becomes available to the City which it may want to con- sider as a site for a hilltop park, the Commission would like to be involved in that selection or decision making process. The Commission chose not to comment on possible funding sources since it does not have the authority to purchase land. However, the Commission would suggest that one possible solution to obtaining a public access for viewing could be achieved through street design with turn-outs for viewing purposes rather than by having a l'park'l per see Would you please pass this letter on to the City Council. Thank you for your cooperation. SincerelyJ. " I ',\ \ \, I ~ . J L'\ t , 'U"\\.;,,~!~ Kenneth J;'Mickelsen, Director ASHLAND pARKS AND RECREATION DEPARTMENT '~\~' \ ,j}\ ' ~~-\'j(\... Home of Famous Lithia Park .QIf emorandum C'~" 11 13 85 , ij1 0: HONORABLE MAYOR and MEMBERS of the CITY COUNCIL . ~ rom: DAYMON BARNARD, CHIEF of POLICE ~ubjed: LIQUOR LICENSE APPLICATION An application for a liquor license has been received from JAMES and DARYL REEL dba GIOVANNIS PIZZERIA 5 Granite St. This is a new liquor license application. Background checks have been completed on the above named persons and no criminal record was found. I recommend approval of this application. DA~R~' c~r~t o~A Police DM:am C1", Y.5-0e-?7,f APPLICATION STATE OF OREGON OREGON LIQUOR CONTROL COMMISSION Return To: !,::.: ,J. ~ GENERAL INFORMATION ThiSwspplication form costs $5.00. A non. refundable processing fee is assessed when you submit this completed form to the Commission (except for Druggist and Health Care Facility Licenses). The filing of this application does not commit the Commission to the granting of Jhe license for which you are applying nor does it permit you to operate the business named below. '. (THIS SPACE IS FOR OlCC OFFICE USE) Otopplication is being made for: o DISPENSER, CLASS A 0 Add Partner o DISPENSER, CLASfjlUl;ATlO~~tional Privilege o DISPENSER, CLAS1ilf9~ CO L ~ation o PACKAGE STORE Change Ownership HI RESTAURANT 0 Change of Privilege o RETAil MALT BEloMlJ..I.GEi 2C1Bll&ater Privilege o SEASONAL DISPENSER 0 Lesser Privilege o WHOLESALE MALT ~ .ti~w Outlef BEVERAGE & WINElJCENSE D l'lIJIher ...j., o WINERY .. W;:t'~?) OTHER ~ JA~,:r )~~~~~T0:1 B:~:j . ~ :AUTION: If yoL'r' gp~~~j~~'o~1;';~~h~ihe~~I&I~s on y start construction until your license is granted. No. 12862 ,:::..~"-.... f~1~~;; ';;'--. ~':". (THIS SPACE IS FOR CITY OR COUNTY USE) NOTICE TO CITIES AND COUNTIES: Do not consider this applica- tion unless it has been stamped and signed at the left by an OLCC representative. ".,.: THE CITY COUNCIL, COUNTY COMMISSION, OR COUNTY " COURT OF (Name of City or County) RECOMMENDS THAT THIS LICENSE BE: GRANTED DENIED BY (Signature) TITLE r receiving a liquor license, OLCC cautions you not to purchase, remodel, or 1. Name of Corporation, Partnership, or Individual Applicants: 1) ..:TIM R.e..e.l 3) . : , >~ 2) D~II i'~~j~~ 1\ e.. e..-I 4) 5) 6) (EACH PERSON LISTED ABOve MUST FILE AN INDIVIDUAL HISTORY AND A FINANCIAL STATEMENT) 2. Present Trade Name 3. New Trade Name Glova..nrH\ S- G,...a...rtL P /'z_ Ze.. n <.L Year filed with Corporation Commissioner fJv S 2J) ( (Zip) BY S"lA (Zip) .. ~ . ~i!~~ 4. Premises address (Number. Street, Aural Aoute) 5. Business mailing address S ' (P.O. Box. Number. Street. Aura! Route) 6. Was premises previously licensed by OlCC? Yes~ No_ 7,lfyes,towhom: \!IV\.~.c.... LV\.Y\... 8. Will you have a manager: Yes -p.- No _ Name k~ (County) ::T~ Year 7~ -77 (City) Typeo/license: f3~! {}'J~ 9. Will anyone else !"9t signing this application share in the ownership or receive a percentage of profits or bonus from the business? Yes-b.. No_ Ash.~ I (Name of City or County) 3, V\f\. R u..... (Name) 'I Bl. -,<;,~~1.( ~~t~~;~~ J..~o~ 1.- L~ ) iO. What is the local governing body where your premises is located? 11. OlCC representative making investigation may contact: J-70 A+~ Stre.e.t (Address) ..:Ji W\ R.e d (Manager must fill out Individual History) :AUTION: The Administrator of the Oregon Liquor Control Commission must be notified if you are contacted by anybody offering to influence the Commission on your behalf. 1/-/-8S:- DATE Applicant(s) Signature ,lIn ."",,,,,,, of "'('lrnn,~I. ,L dulv 1) -CD!~ ~ ORDINANCE NO, AN ORDINANCE ADDING A NEW CHAPTER 11.30 TO THE ASHLAND MUNICIPAL CODE ESTABLISHING A DOWNTOWN PARKING DISTRICT: RESTRICTING EMPLOYEE AND EMPLOYER PARKING WITHIN SAID DISTRICT: AND ESTABLISHING EXCEPTIONS AND PENALTIES FOR VIOLA- TION OF SAID RESTRICTIONS. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. A new Chapter 11.30 shall be added to the Ashland Municipal Code and shall read as follows: "Chapter 11.30 DOWNTOWN PARKING DISTRICT . Sections: 11.30.010 11. 30.020 11.30.030 11. 30.040 11.30.050 Downtown Parking District -- Established Duration and Effect Loading, Unloading and Delivery Parking Improvement Fund Violation -- Penalties 11.30.010 Downtown Parkin District,-- Established. There is hereby esta ~s e a Downtown Par ~ng D~str~ct w ic s a 1 encom- pass the following areas as depicted on Exhibit "A" attached hereto: A. Lithia Way between Second and Fourth Streets; "c" Street between Helman and Second; East Main Street between Winburn Way and Gresham Street; North Main Street and the Plaza between Winburn Way and Church Street; and Oak, Pioneer, First, Second and Third Streets between Hargadine, Lithia Way, and "c" Street. B. All on-street timed parking spaces and public timed parking facilities within the Downtown Commercial District, Zoned C-l-D. 11.30.020 Duration and Effe'ct 0 No person shall, while at his or her place of employment, educational or non-profit institution cause any motor vehicle owned; operated or controlled by that person to be parked in anyone or more parking spaces upon a public street or timed off-street parking facility within the Downtown Parking District described in Section 11.30.010 between the dates of June 1 and September 30, and between'the hours of 8:30 A.M. and 5:30 P.M. on any day except Sunday and legal holidays. Motorcycles parked in designated motorcycle parking spaces shall be exempt from this Title. This Title shall be in effect through September 30, 1986 unless extend- ed by Resolution of the City Council. -1- and Deliver 0 Loading and un- e perm~tte as prov~ ed in Chapter 11.240030 of the Ashland Municipal Codeo A Special Vehicle Permit may be granted by the City Administrator when substantial evidence is sub- mitted that shows that the permit is necessary for frequent delivery and pick-up which is vital to the normal operation of the business, edUcational or non-profit institution. In the case of Real Estate offices, one (1) such special vehicle permit may be granted for each broker or licensed salesperson in excess of the number of private off-street parking provided by said office. 11.300040 parkin~ Imtrovement Fund. There is hereby imposed an annual five dollar $50 0) surcharge on every employee and business owner working within the Downtown Parking District estab~ lished herein as reported on the business tax registration required by Chapter 6.04 of the Ashland Municipal Code. The annual $5;00.per employee fee shall also apply to governmental and non-profit entit~es within said Districto In addition, there shall be a one dollar , ($1.00) surcharge on all overtime parking citations issued within said District. All revenues received from said surcharges shall be placed in the Capital Improvement Fund and segregated for meeting debt service on bonds issued for parking improvements, leases, and/or future parking improvements and studies. 11.300050 Violation -- Penalties. Any person parking in violation of the provisions of this Chapter shall receive a written warning for the first violationo Each violation and conviction thereafter, shall carry a fine of not more than $25 dollars for the first conviction, not more than $50 dollars for the second conviction, and not more than $100 dollars for the third conviction and every conviction thereafter of a violation of this Chapter. Any person, business, or institution affected ,by this Chapter who fails to comply with the requirements herein, shall be guilty of an infraction and punished as provided in Chapter 1.08.020 of the Ashland Municipal Code." The foregoing ordinance was first read by title only in accord- ance with Article X, Section 2(C) of the City Charter on the day of December, 1985, and duly PASSED and ADOPTED on the day of December, 1985. ATTEST: Nan E. Franklin City Recorder day of December, 1985. SIGNED and APPROVED this L. Gordon Medaris Mayor -2- ~emnrattdum November 8, 1985 . '(fi 0: Mayor and City Council Brian L. Almquist, City Administrator "' ~rOnn:JAllen A. Alsing, Director of Public Works j&ubjed: IMPROVEMENT OF LOOP ROAD The Council, at its meeting of 11-05-85, requested staff to recommend standards for the improvement of Loop Road adjacent to Park Estates P.U.D. Loop Road in this area does not appear to be a city street, county road, or Forest Service road. I would assume, however, that if the subdivision is approved, the Planning Commission will require that Loop Road be dedicated as a city street. In the event that it is dedicated and improved, the City will then assume all maintenance thereafter. While this road will only serve two not be classed as a private drive. of Morton Street, a fully developed width, curb, gutter, and paving. homes in the near future, it should It will be, in fact, an extension street with current standards for Further, Loop Road is a through street connecting Terrace St. and Mount Ashland. This street will also eventually carry traffic from Park Estates PUD to Terrace St., Lithia Park, and other areas to the west. since the City will be assuming future maintenance obligations, the street should be improved to standards which provide normal material life and which will hold maintenance costs and activities to a minimum so that, in effect, excessive maintenance costs will not be placed on the taxpayers of Ashland as a result of private development. Because of the physical constraints of the area, it will be impossible to develop this street to the standard width of 36 feet between curbs. Because of lack of sight distance and traffic, however, the street width should be at least two standard 10-foot wide lanes. Due to the steepness of the general terrain, we might find that it will be impos- sible to obtain a total width of 20 feet in some locations. In these areas the street should be paved as wide as practicable, up to 20 feet. Because of the substandard street width available, no parking should be allowed on either side of the street. Improvement of Loop Road November 8, 1985 Page Two 'storm water from this area presently flows in a ditch on the inside of the road and dicharges through 16-inch culverts at several loca- tions along its length. The ditch accommodates surface water from the road and hillside, not only adjacent to the subdivision, but from above the subdivision. Unlike Ridge Road, the drainage water must be carried off by some means rather than flowing onto private property. Also in this case, the area now used for the ditch is needed for roadway purposes. Because the ditch now carries a certain amount of granite we would not recommend that a storm sewer be installed, but rather that the storm water be carried through the area by curb and gutter. This is consistent with the treatment approved for the south end of Ridge Road where curb and gutter will be installed to carry off drainage water from the steeper area. Since the road section slopes to the inside, it would not be necessary to construct curb and gutter on the outside of the road for water collection purposes. The inside curb and gutter would also prevent deterioration, under- mining, and breakoff of the edge of the pavement by vehicle wheels, and would eliminate future ditch maintenance. We have reviewed the soil characteristics and have determined that a four-inch pavement will meet the City's current paving standards. In summation, the Public Works staff recommends that the road be improved to the following standards: 1. Pavement Thickness - 4 inches of Class B asphaltic concrete. 2. Pavement Width - 20 feet (2 standard 10-foot lanes) with enough dedicated right of way to accommodate necessary cuts and fills. At the time of final design, the width should be reviewed in those areas where a 20-foot wide pavement might be impractical. 3. Curb and gutter on the inside edge of the roadway to provide extra travel width and conveyance of storm water. -' \~ ' ~.) ". ." '. ,.' Department of L/;Jnd Conservation and Development VICTOR ATIYEH ......... 1175 COURT STREET N,E,. SALEM, OREGON 97310-0590 PHONE (503) 378-4926 M E M 0 RAN 0 U M November 8, 1985 TO: Chief Administrative Officer James F. Ross, Director~ 1985-87 MAINTENANCE GRANT AGREEMENT FROM: SUBJECT: On behalf of the Land Conservation and Development Commission, I am pleased to offer a Plan Maintenance Grant for 1985-87 to maintain your acknowledged comprehensive plan. The maintenance program provides State of Oregon funds to protect and keep active the considerable work already placed in your acknowledged plan. This investment recognizes the task before all of us to make comprehensive plans work to keep pace with Oregon's growth. The enclosed agreement indicates your grant amount and terms of the grant. An authorized individual should complete and execute the agreement. Return the green copy to the Department of Land Conservation and Development, 1175 Court Street, NE, Salem, to receive payment. The white copy is for your' records. The full amount of your grant will be sent to you after our receipt of the accepted grant. For additional information on the plan maintenance grant program requirements, please contact your local field representative. Questions regarding grant amounts, disbursement, or reporting should be directed to Karla Barr in the Salem office at 378-5452. JFR:KB 5959A/46C Enclosure DEPARTMENT OF LAND CONSERVATION AND DEVELOPMENT COMPREHENSIVE PLAN MAINTENANCE AGREEMENT CONDI{IONS , '- A. Eligible Activities , - '-' - I.... 1. The grant funds received by Grantee pursuant to this grant agreement shall be expended only to accomplish and carry out the ,activities appropriate to maintenance grants as described below. , a. Review and amend comprehensive plans and ordinances based upon plan review and update cycles required by Goal 2. This includes plan and ordinance amendments resulting from land use as a single change affecting a large area of jurisdiction. Cities with less than 5,000 people (and counties/With an unincorporated population of less than 5,000) may also use the fu~ds for administering actions including zone changes, conditional uses, var~ances, permits and similar ministerial and quasi-judicial actions; \ r" \ Support citizen and agency involvement programs; ~, b. c. Sponsor and carry out special public workshops programs on land use; and ~. , d. Keep maps and inventory data current. e. County Coordination programs. B. Standard Conditions and technical trainin~ I.. ( I .. 1. A report of work performed as a result of this grant during the grant period shall be submitted by the grantee to DLCD as requested and within 45 days after termination of the grant period. Eligibility for subsequent comprehensive plan maintenance funding is contingent upon receipt of such reporting by the Department of Land Conservation and Development. , 2. Standard accepted accounting and fiscal records will be maintained by Grantee of the receipt and expenditure of funds pursuant to this grant agreement. Grant accounting records will be separately maintained from other accounting records. , 3. The Attorney General of the State of Oregon and the Director of the Department of Land Conservation and Development (DLCD) or any other duly authorized representative, shall have access to and the right to examine any pertinent books, documents, papers, and records of transactions related to this agreement for three years after the final report is submitted. During the grant period" reports on work activities will be furnished promptly to the Director of DL~D if requested. ' ( , 4. If Grantee shall fail to comply with any of the requirements ilr conditions of \ this agreement, the LCDC may, in its sole discretion and without incurring , liability therefore, refuse to perform further pursuant to this agreement, \. except that LCDC shall make further disbursement to Grantee necessary to pay for\ services accrued, but not paid prior to the date of such refusal. Grantee shall upon demand by LCDC promptly repay LCDC any unobligated fupds. 5. Post acknowledgment plan and land use regulation amendments will be processed through DLCD on standard forms available from the Department. 6. If additional planning tasks were adopted by the Land Conservation and Development Commission at the time of acknowledgment, these tasks must receive highest priority, for the expnditure of these funds. This requirement can be waived in writing by the DLCD. KB/0213H/173C \.-I' "'"--...r- . '- LCDC GRANT NUMBER M-85006 '- STATE OF OREGON DEPARTMENT OF LAND CONSERVATION AND DEVELOPMENT COMPREHENSIVE PLAN MAINTENANCE GRANT AGREEMENT A. " By this agreement dated tlovember 8, 1985 the Director of the Departmen,t^6f Land Conservation and Development, acting in behalf of the Land Conservation and Development Commission, agrees to provide funding for comprehensive plan majntenance activities for the period beginning no earlier than July 1, 1985 and ending;not later than April 30, 1987: \ , " 1. Grantee Name: City of Ashland \ 2. 1985-8i Maintenance Grant Amount: $ 7,912.00 ~ 3. Local Funds to be spent $ 25,000.00 ( 4. Total Plan Maintenance Project $ 32,912.00 - \ B. The Grantee in consideration of the grant amount, agrees to perform comprehensive plan maintenance activities and agrees to the standard and special conditions of this agreement. Grantee's application work program is incorporated herein by this reference. C. If not accepted and returned to the Department of Land Conservation and Development before December 5, 1985 ,this agreement to provide maintenance funding is vpid. D.' Grantee data (to be completed by Grantee upon acceptance): ( Contact Person Telephone Number Mal11ng Address 1-<' For the Department of Land Conservation and Development Authorized signature and title for the Grantee: '--., , , , , , , Printed Name and Title , \. ( , Date ( ( . (See Reverse for Standard and Special Conditions) #lemnrandum November 14, 1985 " 'ID 0: Honorable Mayor & City Council Jff rom: ~uhjed: Brian Lo Almquist, City /) ( //)~ Adminis traUr Application for Lottery Funds - Water Street Lot The guidelines were recently published by the State Intergovern- mental Relations Division (IRD) for the allocation and distribution of State lottery funds for "Infrastructure" grants and loanso The deadline for the first round of grants is December i3, 1985. Other future deadlines are February 14, 1986, June 1, 1986, and August 1, 1986. In order to be eligible for funding, the project must have both an engineering feasibility study and a financial feasibility study completedo The only project which meets this criteria at present is the Water Street parking lot improvement project on which we have both a detailed engineering cost estimate, and an economic needs assess- ment report which was prepared for the Mayor's Parking Committee 0 The project qualifies as a "public transportation" project which specifically includes public parking lots by definition. RECOMMENDATION: It is recommended that the staff be authorized to pre- pare a grant application for an Infrastructure Grant from Oregon Lottery funds and that a public hearing on the proposed application be called for December 3, 1985 at 7:30 P.M. , --.---- ~-- c - J~ -"-." '-- \. c#I~mnraudum '- l..'-' '(if 0: All Department Heads 'i --'-, ;/ ;;"'\. 7>._ !,~f :_~~ ,'~. t .. I i/ ..:;..".,/",;. .~:.' ::"'f~':,,,; '. ,r d .. ~'. .~; b' '0' i" --., ': I ,; t "'--".","~~~""..,... ,,!:.J Jlf rom: City Administrator and Budget Officer ~ubjed: BUDGET CALENDAR - 1986-87 \ It will be necessary to begin the budgeting process earlier than usual. This is because of (l) the decline and possibly the demise of Federal Revenue Sharing, (2) the lack of sufficient resources" to support the General Fund, and (3) the probability of at least one serial levy (recreation) being on the May primary ballot. \ i , The following is a schedule of proceedings. We have indicated the latest practical dates on the schedule. If your budget is ready prior to the deadline, please make arrangements for meeting wi~h-.fhe City Administrator as soon as possible, rather than on the deaq!ines indicated. ' " ~ Please be sure to avoid budgeting maintenance-type expendit~res under Capital Outlay (the "60000" series of accounts). Also, please , do not capitalize any single item costing less than $1,000', ,as agreed wi th the Ci ty I S independent audi tors. Computer software should be capitalized only during the year in which the hardware fS acquired. , Personnel Services estimates should reflect present wages .and , ,r scheduled step increases, but no cost-of-l~ving or other ~ncreases. \ Please submit all Revenue Sharing requests on or before January 16. The prefix "c" means Mayor and Council only need attend, "sc" denotes a subcommittee, and "BC" indicates meetings which we hope the entire Budget Committee will attend. All Budget Committee and Human Resources Development Subcommittee meetings will be held in the civic Center, and all other subcommittees will meet in the City Administrator's office. , November 7 Budget Officer provides worksheets (except Central Services Operational Services) for all departments. The proposed budgets must be submitted 'on these forms; but supplementary materials are permissible. , , , { November 15 Budget Officer provides Central Services Operational Services budget worksheets to' Operational Services divisions. , \ ~~---- -- ..-.. , -- ',,- '- All Department Heads Budget Calendar 1986-87 Page 2 December 1 (C) December 3 December 17 December 18 December 18 December 19 December 25 December 26 January 1 January 2 January 3 January 7 January 8 January 9 January 10 January 15 January 16 January 17 January 20 (C) January 21 , - \..,....... Deadline for' department meetings with City Administra- tor re Central Services Operational Services. Long-range Sharing. fiscal ( ( Revenue '-- projection, for State RFP's to currently funded human resources development agencies. Long-range fiscal projection to Intergovernmental Relations Division. Central budget to " ( EqUipm\nt~ Services Maintenance City Administrator. Services Last day for Central budget reviews. , Services \ Services Operational , , (Christmas Holiday) ( '" Budget Officer completes Central Services Operafional Services budget and submits it to City Administrator. I \ (New Year's Day Holiday) Cemetery, Cemetery Trust, Bond Sinking Funds and Insurance Services budgets to City Administrator.~, Senior Program, Public Safety and Municipal Couct budgets to City Administrator. Electric Utility budget to City Administrator. " \ Community Development budgets, including Rehabilita- , tion, to City Administrator. Equipment, Assessments, Street and Airport budgets to City Administrator. Water Quality budget to City Administrator. ('" (Martin Luther King's Birthday Holiday) I Last day for Revenue Sharing requests. '. \ Hospital, Band and Parks & Recreation budgets to Bud- get Officer. I \, Budget Officer mails summaries of Revenue Sharing requests to Budget Committee and'press. First reading of Ordinance electing to receive State Revenue Sharing. , , .......----. - - ~~ .... "'-..J~ .---. -... " \.- '" All Department Heads Budget Calendar 1986-87 Page 3 January 23 January 24 January 31 February 1 (C) February 4 (C) February 4 February 5 (BC) February 13 February 17 (SC) February 19 (SC) February 20 (BC) February 25 (BC) February 27 (BC) March 6 ( BC) March 11 , \..r.......... Budget Officer completes first draft of entire budget. j, Notice of February 13 Budget Committee meeting {o The Daily Tidings. Include reference to State and F~deral Revenue Sharing. '-- Budget Officer notifies O.S.F.A. concerning March 6 meeting and available for these agencies. and V. possible & 'C.B. amounts Publication of notice of February 13 Budget Committee meeting. Council adopts annual Resolution authorizing funds ~nd accounting methods. \ Second reading of Ordinance electing to receive State Revenue Sharing. ( State Revenue Sharing Ordinance certified to State. I~ BUDGET COMMITTEE elects officers, recei ves ~llnual budget proposal, hears budget message and rece~ves overview per ORS 294.401 and 51.l4(a) of Revenue Sharing regulations, and conducts a preliminary reView of Revenue Sharing (wi th focus upon human resou'rces development funding). lJ \ , (Washington's Birthday Holiday) Public Works ment, Streets, (3:00 p.m.). \ , / r J Subcommi ttee reviews Community Deve4op- and possibly Airport and Water Quality ( ( fir'st I Electric Utility Subcommittee (3:00 p.m.). Budget Committee meeting) . reviews Safety Public Budget Committee - optional). reviews Public Safety (second meetin9, J Band, Parks, Recreation and related funds considered. AlsoO.S.F.A. and V. & C.B. , , ~ ,.'. Budget Committee decides whether to sUDmit serial levy or levies to voters for recreation, public safety or other purposes. (Note: If these decisions have been reached by March 6, Budget Committee meeting might not be needed.) '--- ----- --- All Department Heads Budget Calendar 1986-87 Page 4 (C) March 11 --(SC) March 12 March 13 (SC) March 13 , (SC) March 17 (SC) March 19 (SC) March 20 March 24 March 28 (BC) April 3 (BC) April 10 (C) April 15 April 22 April 25 May 7 May 14 May 20 Council, after Budget Committee meeting adjourns, adopts Resolution calling for serial levy or levies to be on May 20 primary ballots. Publ ic Works Subcommi t tee reviews any of its depart- ments not completed on February 20. (Optional) Recorder del i vers Clerk's office. election Resolution to County Central Services Subcommittee (3:00 p.m.). Human Resources Development Subcommi t tee - Agencies.' Hearing #1. (Civic Center) Human Resources Development Subcommi ttee - Agencies' Hearing #2. (Civic Center) Human Resources Development Subcommi tt'ee allocates available funding among agencies. (Spring Break Begins) (Spring Break Ends) Budget Committee hears and acts upon all Subcommittee recommendations except those affecting Federal Revenue Sharing. Budget Committee holds public hearing, finalizes State and Federal Revenue Sharing budget, and submits approved budget to Council. Council receives Budget and sets public hearing for May 27. Budget Revenue Revenue to The Daily Tidings. Includes reference to Sharing. (See ORS 294.416 and 51.l4(c) of Sharing Regulations.) Second Notice to The Daily Tidings. Includes reference to Revenue Sharing. (See ORS 294.430(2).) List of proposed construction projects to Department of Labor (ORS 279.023(2).) Publication of Budget. publication of Notice of Budget document publication. Primary election. ',- , -- ----- ,-. ~- ~ll Department Heads Budget Calendar 1986-87 Page 5 '- (C) May 27 Council reviews outcome of May primary election and holds public hearing on entire Budget. June 2 , Budget Officer certifies to State Executive Department that both public hearings were held. . (C) June 3 Council adopts Resolution adopting Budget and making appropriations; and hears first reading of Ordinance levying property taxes. (C) June 17 Second reading and passage of Ordinance. , June 18 Budget filed with County Assessor and County Clerk. and tax levy certified to County Assessor. " July 5 Publish notice that Revenue Sharing Budget is avail- able, per Revenue Sharing Regulation 51.14(g). July 7 Deliver copies of Revenue Sharing Budget to c~ty Recorder I per Revenue Sharing Regulation 51.14 (f). ' Robert D. Nelson Budget Officer Brian L. Almquist City Administrator cc: Budget Committee City Recorder Daily Tidings Medford Mail Tribune , ~emnraudum November 15, 1985 'mO: Honorable Mayor and City Council Jfrnm: Bri~ L. Atmqui,t, Chy Admin"tra~ ~ubjed: Addendum to Guidelines for Administration of Performance Evaluation Pay Plan Approximately two years ago, the City Council adopted guidelines for the administration of the performance evaluation pay plan for super- visory and management personnel. This has worked very well these past two years and has provided the needed flexibility to reward exceptional performance, and has tied pay increases directly to the attainment of the goals in each employee's management work plan. The only "problem" with the guidelines adopted by the Council, is that there was no process to include the City Administrator within these same guidelines. RECOMMENDATION: It is recommended that the same guidelines apply to the City Admin~strator as apply to other management employees, but that the Mayor (rather than the Administrator in the guidelines) be authorized to grant a merit increase, based on the Administrator's annual evaluation on September 1 of each year. This would be consistent with both the guide- lines and the Charter which directs the Mayor to "exercise careful super- vision....over appointive officers". Attached is a copy of the guidelines previously adopted by the Council. Attachment (1) ,. i l), II. ~. III. L- August 16. 1983 CITY OF ASHLAND GUIDELINES FOR ADMINISTRATION OF }~NAGEMENT PAY PUUl AND ~~NAGEMENT PERFOID1ANCE EVALUATION PLAN. I. STARTING PAY RATES Appointment shall normally be made at Step A of the appropriate salary range. Upon recommendation of the department head and approval by the City AGQinistrator, starting pay may be at a higher step within the range for the position, This will only be permitted when based on the outstapding qualifications of the employee, when compared to the minimum qualifications required for the position and/or the qualifications of other applicants for the job, A present employee promoted into a management position shall always receive a salary increase of not less than four percent. ADVANCEMENT WITHIN SALARY RANGE Salary step advancement within a range is not automatic, and shall take place only when recommended by the department head and approved by the City Administrator. Such advancement shall be recommended and approved only when an employee has received "Satisfactory" or better ratings on all the applicable ESSENTIAL MAi~AGEHENT FUNCTIONS on the MANAGEMENT PERFORMANCE r..VALUATION REPORT. The ACCOHPLISill1ENT OF SIGNIFICANT OBJECTIVES and OVERALL EVALUATIOtl sections also must be rated "Satisfactory" or better for salary step advancement. When approved, such advancement shall take place six months after employment for employees hired or promoted into a position at Step A. Those employees shall thereafter be e1igibi1e to be considered to advance to succeeding salary steps every 12 months. Employees hired or promoted into a position above Step A, shall serve in that position 12 months 'before they are eligible for their next salary step advancement, unless an exception to this rule has been approved by the City Administrator in writing at the time of hire or promotion. MERIT INCREASES Merit increases beyond Step D of the salary schedu~e will be approved only for those employees who have demonstrated an exceptionally high level of work perforoance during the previous six months. This means they have not only performed the normal duties of their position in a,more than satisfactory manner, but have also made extra, significant, measurable contributions to the management of the City organization. Only employees who have been at Step v'for a full 12 months will be eligible for a merit increase. A merit increase must be recommended by an employee's department head and approved by the City Administrator. Merit increases will be for six months and will be computed as a percentage of the employee's /T / ./ l.~ ~ \...,' ""--, monthly salary. Such an increase may be for any amount between 1% and 8%. Merit increases may be taken at the employee's option as (1) a one time lump sum cash payment; (2) a reimburse- ment of expenses for an employee to attend a work-related educational function; (3) a payment into a deferred compensation plan; or (4) a combination of the foregoing options. A. Management Performance Evaluation Plan To be considered for a merit increase, an employee must have a majority of the applicable 10 ESSENTIAL MANAGEHENT FUNCTIONS rated either "Exceptional" or "Very Good". The other applicable functions must be rated "Satisfactory". Any "Improvement Needed" or "Unacceptable" ratings will disqualify that employee from consideration for a merit increase. Ratings for the ACCOMPLISHMENT OF SIGNIFICANT OBJECTIVES and OVERALL EVALUATION sections must also be either "Exceptional" or "Very Good". B. Management Work Plan To be considered for a merit increase an employee's MANAGEMENT WORK PLAN must be submitted in a timely manner and must conform to the di~ections for preparing Goal Statements and Significant Objectives Statements. To receive a merit increase, all Significant Objectives. must be accomplished, unless accomplishment was not possible due to circumstances beyond the employee's con- trol. The more accurately measurable and significant to the City; and the more difficult to achieve the Significant Objectives are, the greater the 1ik1ihood of approval of a merit increase and the higher the percentage of increase possible. C. Documentation Complete and thorough written documentation must accompany a recommendation for a merit increase from the department head to the City Administrator. This documentation must elaborate on all "Exceptional" and "Very Good" ratings on the MANAGElolENT PERFORMANCE EVALUATION REPORT,. and discuss in considerable detail the actual res,u1ts accomplished for each of the SIGNIFICANT OBJECTIVES. D. Appeals Appeals of a department head's decision may be made to the City Administrator, whose decision shall be final. -2- ORDINlu'lCE NO. " //17 A;j OP',lI;'jA,:'iCE At1E:mING SECTION 11.28.010 OF 'ERE ASHLAND MUNICIPAL CODE SO .l\S TO CHANGE THE PARKING RESTRICTIONS ON "c" STREET AND ON LITHIA r ~ ~- v .'\j........~ . : THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 11.28.010(A) of the Ashland Municipal Code is hereby amended to delete sub-part 5 and renumber accordingly, ~nd to amend sub-part 4 to read as follows: "4. All of Lithia Way except for the North side of Lithia Way between Second Street and Fourth Street." SECTION 2. Section 11.28.010 is hereby amended so as to add thereto a new part (D) to read in its entirety ~s follows: "D. Parking shall be limited to four (4) hours on the following streets: 1. "e" Street between First and Second Streets. 2. Lithia Way on the North side thereof, and between Second Street and Fourth Street." The foregoing Ordinance was first read at a regular meeting of the Conmon Council held on the day of October, 1985, and passed to its second reading and duly passed on the day of , 1985, the vote being as follows: Ayes: Nays: Dated: , 1985 APPROVED: MAYOR ATTEST: CITY RECORDER " 0:-::::1':-: :lC2 )To. RONALD L. SALTER ATTORNEY AT LAW 94 THIRD STREET ASHLAND,CREGON 97520 November 14, 1985 FROM: SUBJECT: Brian L. Almquist, City Administrator Robert D. Nelson, Director of Finance ~~~ REQUEST FOR TRANSFERS OF APPROPRIATIONS WITHIN FUNDS .;-.....c_ TO: The following to meet the settlements: transfers of appropriations within funds are needed rrequirements of wage, salary and employee benefit .- * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * RESOLUTION NO. 85- A RESOLUTION TRANSFERRING APPROPRIATIONS WITHIN FUNDS WHEREAS, due to circumstances set forth above, the Mayor and Ci ty Council of the City of Ashland hereby determine that it is I necessary to transfer 1985-86 appropriations within funds as follows: 1. From General Fund Operating Contingency to General Fund Personnel Services - $110,595. 2. From Cemetery Fund Operating Contingency to Cemetery Personnel Services -$5,000. 3. From Central Services Fund Operating Central Services Personnel Services Materials & Services - $180. 4. From Hospital Fund Operating Contingency to Hospital Personnel Services - $169,007. Contingency to $38,000 and to 5. From Electric Utility Operating Contingency to Electric Utility Personnel Services - $43,000. 6. From Water Quality Utility Operating Contingency to Water Quality Personnel Services - $30,000. 7. From Street Fund Operating Contingency to Street Personnel Services - $8,000. 8. From Capital Improvements Capital Outlay to Capital Improvements Personnel Services - $2,700. (Details for accounting purposes are set forth in Exhibit "A" attached.) NOW, THEREFORE, BE IT RESOLVED, that appropriations are hereby transferred as indicated above. The foregoing Resolution regular meeting of the Ashland I 1985. was READ and City Council DULY ADOPTED at a on the day of Nan E. Franklin, City Recorder SIGNED and APPROVED this day of , 1985. L. Gordon Medaris, Mayor EXHIBIT "A" '~ ,.' .' 1985-86 BUDGET Details of Transfers of Appropriations MATERIALS & WAGES & EMPLOYEE OPERATING FUND AND DEPARTMENT SERVICES SALARIES BENEFITS CONTINGENCY .- INCREASE INCREASE INCREASE DECREASE GENERAL FUND Municipal Court 1,958 (1,958) Senior Program 1,342 (1,342) Community Development 5,053 (5,053) Public Safety - General 5,972 2,228 (8,200) Fire 39..070 18,930 (58,000) Police 11,455 26,545 (38,000) Total General Fund 64,850 45,745 (110,595) , CEMETERY FUND 1,396 3,604 (5,000) CENTRAL SERVICES FUND Operational Services *180 21,203 14,797 (36,180) Maintenance Services 1,284 716 (2,000) Total Central Services Fund 180 22,487 15,513 (38,180) HOSPITAL FUND 169,007 (169,007) ELECTRIC UTILITY FUND 18,200 24,800 (43,000) WATER QUALITY FUND 19,000 11 ,000 (30,000) STREET FUND 7,000 1,000 (8,000) * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * CAPITAL IMPROVEMENTS FUND - Community Block Grant Salaries Employee Benefits Capital Outlay $ 2,700 (2,700) *Professional Services (Legal) , RESOLUTION NO. 85- A RESOLUTION AMENDING RESOLUTION NO. 79-55 AS AMENDED, ASSIGNING ADDITIONAL DUTIES TO THE DIRECTOR OF PLANNING AND PROVIDING FOR A SALARY ADJUSTMENT. WHEREAS, there is a need to coordinate the acquisition of equip- ment, and data processing functions of various city departments in the interests of economy and efficiency; and WHEREAS, there is a need to provide training in the use of data processing equipment for personnel at all levels; and WHEREAS, the Director of Planning has the expertise and is will- ing to carry out these additional duties and responsibilities: NOW THEREFORE, BE IT RESOLVED by the Mayor and City Council as follows: SECTION 1. A new footnote (8) shall be added to Resolution No. 79-55 as amended which shall read as follows: "(8) Shall be assigned to the same range as Director of Public Safety, when assigned the duties of data processing manager by the City Administrator." SECTION 2. Pursuant to Section 2.28.360 of the Ashland Municipal Code, the following duties may be assigned to the Director of Planning by the City Administrator: "Responsible for planning and coordinating the data processing systems for the City; projecting data processing resource require- ments; developing long and short range opera- tions and systems plans; assisting other city departments with implementation of data process- ing applications; and coordinates and provides training for personnel in the use of data pro- cessing equipment and programs." The foregoing resolution was READ and DULY ADOPTED at a regular meeting of the City Council of the City of Ashland on the' day of December, 1985. Nan E. Franklin City Recorder SIGNED and APPROVED this day of , 1985. L. Gordon Medar~s Mayor MINUTES ASHLAND AIRPORT COMMISSION November 6, 1985 CA~L TO ORDER The meeting was called to order at 12:10 P.M. at the Copper Skillet Restaurant by Chairman Bill Porter. Other commissioners in attendance were Ron Bartley, Bill Knowles, Jerry Lausmann, Rod Stevens, Kenn Conger and Ken Jones. : MINUTES The minutes of the October 2, 1985, meeting were approved as written. MOGAS Staff reported that, as a follow up to Council action adopting the Mogas regulations, letters had been sent to all known Mogas users noting the new procedures. Three letters of protest were received and distributed to the commissioners. Because of these letters and as a public relations gesture, it was decided to hold an airport informational meeting at the airport on December 5, 1985, at 7:00 P.M. Airport users will be invited to attend. AIRPORT SECURITY The recent theft of avionics at the airport was discussed. Staff reported that it is working with the Police Department on security measures through- out the airport property. Work is also underway to provide additional apron area lighting. LICENSE FEE In an attempt to accommodate businesses on the airport, staff has been investigating ways to allow the use of airport property for commercial uses. City Attorney Ron Salter has proposed a licensing procedure. The draft ordinance was distributed to the commissioners for their review and comments. Special review is to be made of fees to be charged to the aircraft washing and aircraft painting businesses now at the airport. The item will be discussed further at the next meeting. ADJOURNMENT The meeting adjourned at 12:55 P.M. ASHLAND COMMUNITY HOSPITAL MINUTES OF THE BOARD OF DIRECTORS' MEETING October 18, 1985 The Board of Directors of Ashland Community Hospital met at 12:30 p.m. on Friday, October 18, 1985, in the Conference Room of the Hospital. Those present were: Walt Hoffbuhr, presiding; Linda Jackson, Michael Jewett, Dr. Allen Johnson, Bob Rasmussen, Maggie Skerry, B. D. Greene, and Jerry Cooper, Board members; Dr. Bruce Johnson, Medical Staff representative; Michael McGraw, chief financial officer; Thomas Mack, chief executive officer; and Sharlene Stephens, executive secretary. Others present were: Dr. Earl Lawson, Foundation president; Rick Hendricks, Director of Laboratory Services; Carolyn Johnson, Publ ic Information and Project Coordinator; and Gordon Medaris, Mayor. Those absent were: Dawn Tooker, Board member, and Pat Ackl in, City Counci I liaison. AUTO ANALYZER PRESENTATION: After Board President Wait Hoffbuhr cal led the meeting to order, Rick Hendricks, Director of Laboratory Services, was cal led on to make this presentation. Mr. Hendricks began his presentation by stating that the Laboratory needed to be automated. He reported that they were working on reducing costs by reviewing staffing patterns, reviewing labor and salary, reducing inventory, evaluating underuti lized capital equipment, and by increasing productivity. He also reported that the medical community was being marketed by studying the size; the share of the market we reasonably expect to capture, and the projected income and cost indications to see if a return is sufficient to make expanded operations worthwhi Ie. Hendricks stated a marketing package would be put together by reviewing the pick up and delivery services, sample test reports, and attractive packaging, which would include fees. In introducing automation, Hendricks stated that they were looking at cost, productivity, keeping up with test demands, adapting to change, and reliabi I ity. It was reported that $1,886 would be the cost per month for the auto analyzer. Total purchase price for this instrument was reported as $140,000. Hendricks explained that the auto analyzer could be used monthly without ever purchasing--many companies are becoming flexible in their terms for renting, leasing, and buying equipment of this nature. Grafts were then shown comparing our present Abbott 200 system against this new automation system; individual grafts comparing the technolo- gist's time, test time, and the prices pertest were shown. Grafts showing labor savings and reagents savings were also shown. After a question and answer period, Mr. Mack reported that now that our package is developed, Rick Hendricks can go to'the physicians and the veterinarians to see if they wi I I buy our package. He also reported that there is some very strong concern amongst the laboratory staff regarding staffing for automation and the volume of work we currently have and what is being projected in relation to becoming automated at the present time. Mr. Mack then made the recommendation that $1500 (or less) be spent to bring ,in an outside laboratory consultant to review the situation discovering if automation is reasonable at this time, what the attitudes are : Page 2 in the Laboratory, to look at the staffing situation and laboratory leadership, and so forth. Linda Jackson moved and Maggie Skerry seconded a motion giving Tom Mack the aufhority to to expend $1500 or less to bring in a laboratory consultant to review the'situation in the Laboratory; this person to be hired by next week if at al I possible. AI I approved. Mr. Mack stated that by the next Board meeeting, he hoped that the conclusions on both what Rick Hendricks finds out on the physicians' interest in our Laboratory's marketing package and what the laboratory consultant findsout can be presented. INTRODUCTION OF NEW MEMBERS: Mayor Medaris introduced the Board's two new members. Dr. Jerry Cooper, a professor at SOSC (fi I ling Fran Jacquemin's term of office) and Michael Jewett, an attorney practicing in Ashland, (fi I I ing Judy Schaefer's term of office) were both welcomed to the Board. Both members' terms expire the end of 1987. APPROVAL OF BOARD MINUTES: B. D. Greene moved and Maggie Skerry seconded a motion approving the September 27, 1985, Board meeting minutes as typed and mai led. AI I approved. COMMITTEE REPORTS AND MINUTES: Strategic Planning Committee Walt Hoffbuhr gave a brief update on our wel Iness and fitness programs stating that our Shape-up For Ski Season clinic was in progress. He added that this cl inic was being sponsored by our hospital in c06peration with Ski Ashland, Inc., and the Division of Continuing Education at SOSC. Tom Mack then reported on what had transpired regarding a joint venture with Ashland Fitness Center. Mack stated that we have the col lege here, which is a plus, and we have Phi I Pifer, who is part owner of the Ashiand Fitness Center and affi liated with olympic training. Pifer already gets referrals. Mack added that the mayor feels reasonably positive about this possible joint venture. He added that this would be our first venture with a private, for-profit organization and that we are presently checking with the city attorney to see if we would be legal in doing so and sti I I protect our tax-exempt status. Mr. Mack stated that he had already met with City Attorney Ron Salter and City Finance Director Bob Nelson; both felt positive about pursuing this idea. Mr. Mack added that this would give us our niche in health care. He reported that it would cost us $50,000 to $70,000 to buy in, becoming a part owner of the Ashland Fitness Center; definite figures wi I I be avai lable at a later date. Mike McGraw then' gave a brief report of the Fitness Center's financial situation having reviewed their reports. It was reported that the Fitness Center would be getting a larger faci I ity and more equipment. Referrals would g6 from the hospital's Sports Medicine program to the Ashland Fitness Center and from the Fitness Center back to us. The Sports Medicine program would be housed at the hospital in the old laundry bui iding. Carolyn Johnson commented that the Wel Iness Committee felt that ai I they could do were screening and education types of things but that the Ashland Fitness Center would be great for us; it would keep people coming back to us,and identifying with Ashland Community Hospital. The decision was made to keep pursuing this idea. Carolyn Johnson reported that the mammography machine was to be del ivered this month. She stated that the Medical Staff would be meeting to see if this program can be set up as a self-referral. If and when this is decided, we wi I I be ready to market our program. Two T.V. channels are wi I I ing to work with us. Brochures .. Page 3 ,. wi I I be developed closer to the time we are ready to implement the program. Linda Jackson then moved and Bob Rasmu5sen seconded a motion that the Board accept the Strategic Planning Committee minutes from October 4, 1985, and approve the actions of this committee as reflected in these minutes. AI I approved. Marketing and Finance Committee Walt Hoffbuhr appointed Jerry Cooper to serve as a consultant on the Marketing and Finance Committee for the remainder of the year. Maggie Skerry reported that the Home Health car had 'been repainted with Dr. Lawson managing to get a 25% discount off the cost involved. She also reported that many ideas regard i ng logo ideas were be i ng rev i ewed. I t was a I so reported that th i s committee would be purchasing a $350 ad in the Chamber's booklet Living and Doing Business in Ashland, Oregon revising the section on health faci I ities. Maggie Skerry then moved and Michael Jewett seconded a motion that the Board accept the October I I, 1985, minutes of the Marketing and Finance Committee and approve the actions of this committee as reflected in these minutes. AI I approved. Mike McGraw presented the financial report. He stated that historically we do see a decrease in the month of September. He reported that we had a decline in inpatient usage and an increase in outpatient usage. Operating statistics were reviewed. In reviewing the Statement of Revenues and Expenses, McGraw pointed out even though there were more outpatients and less inpatients, it sti I I takes the same amount of time and work for such departments as Fiscal Services, Medical Records, and Administration. In reviewing the Budget Expense Summary, it was noted that we were under budget in al I areas. McGraw explained the DRG process and also reviewed the balance sheets with those present. Questions regarding the 1984-85 audited financial report were directed to Mike McGraw. McGraw reported on Medicare and Medicaid's settlements for the year on the Cost Reports exp I a i n i ng why th i s was exc I uded from the aud i ted report. Dr. Allen Johnson moved and B. D. Greene seconded a motion that the Board approve the 1984-85 audited financial report. AI I approved. Executive Committee Dr. Allen Johnson moved and B. D. Greene seconded a motion that the Board accept the Executive Committee's October I I, 1985, minutes and approve the actions of this committee as reflected in these minutes. AI I approved. 'iED I CAL STAFF ,EPORT: No report was given as there was nothing to report to the Board at this time. \PPROVAL OF :XPEND I TURES: B. D. Greene moved and Linda Jackson seconded a motion approving payment of the October bi I Is. AI I approved. ;EO'S REPORT: Mr. Mack reported on the malpractice issue stating that research showed that 9 out of 35 physicians do not carry $1,000,000 malpractice insurance--6 of these are fami Iy practitioners. He reported on the different insurance companies we checked with for coverage explaining the problems encountered with each company, He reported that it would cost us $84,500 to buyout our tai I from St. Paul. ; Page 4 He added that St. Paul was our only real choice, and that choice would result in our having to incorporate in our bylaws that the physicians carry $1,000,000 malpractice insurance by Apri 1 I, 1986; Dr. Allen Johnson stated that this issue had already been addressed to the medical staff just this week. He added that the hospital really has no choice, however, this situation may hurt the hospital as some of our physicians may not be able to do obstetrics. After discussing this issue further and reviewing premium costs, Linda Jackson moved and Dr, Allen Johnson seconded a motion to change the Board's bylaws to read that as of April I, 1986, all staff physicians wi I I be required to carry a minimum of $i,OOO,OOO in malpractice insurance. All approved. It was also agreed that we stay with St. Paul. Mr. Mack reported that he had receiyed a letter from OMPRO (Oregon Medical Pro- fessional Review Organization) stating that we had lost our waiver of liabi I ity. He reported that 3 out of 43 admissions reviewed did not meet the admission requirements. (A 2.5 denial rate is at lowed.), He stated that this now means that every record on every patient wi I I be reviewed by Medicare for a three-month period, In addition, we must notify Medicare patients that their care may not be paid. Dr. A. Johnson explained the rules for patient admissions. We are reviewed every three months. This lost of waiver wi II increase our turnaround time in reimbursement. Current mechanisms are in place to help prevent this lost from occurring in the future. ~LECTION OF )FFICERS: Walt Hoffbuhr appointed Maggie Skerry to chair a committee come up with a possible slate of officers for the next two of officers wi I I be held at the December meeting. of her choice to years. The election HHER BUS I NESS: Mr. Mack reported that he wi I t be'reviewing the AEA contract with City Attorney Ron Salter. XDJ OURNMENT: There being no further business, Walt Hoffbuhr adjourned the meeting at I :48 p.m. Respectfully submitted, ~-"') ~--..c~ ,) . l ~..- :A..-<l.SI.~'~f< . D. Greene, Secretary Approved: Walt Hoffbuhr, Acting Board President :.. >' ~,~ CITY OF ASHLAND PARKS AND REC~EATION COMMISSION REGULAR MEETING ,. Octob"-'t 16, 1985 The meeting WM caU.ed to OItdeJt by the ChiWunan at 7'00 P.M. at 340 S. P.toneeJt S:tJtee:t. TheJte weJte no adcU;UoYll.> OIL de!etioM to the ag mda. I. ADDITIONS OR DELETIONS II. APPROVAL OF MINUTES -- - A. SeptembelL 18, 1985 Re,gu!afl Meeting Comm.0.l./>.toneJt Adam./> moved to accept the. m.tmu;u 06 the SeptembeJt 18,1985 Re.gu1M. Meeting M W1U:t:ten. Comm.0.l./>.toneJt Sea1L.6 ./>econded. The vote WM' 5 yu - 0 no III. BILLS AND FINANCES A. ApplLova! 06 V,L6 buILl) emew Comm.0.l./>.toneJt Nwon made. a motion to acce.pt the. plLe.v.tOw., mon:th'./> d.0.lbuJLl.>eme.w M .tncUc.ate.d by Payablu Chec.k.!> #8467 thILough 8493 .tn the amount 06 $13,913.51 and PaYlLoll Chec.Q'/> #4952 thILough 4974 .tn the amoun:t 06 $8,122.25. Comm.0.l./>.toneJt Adam./> ./>ec.onded. The vote WM: 5 lju - 0 no IV. AUDIENCE PARTICIPATION ON HfE AGENDA None V. AUDIENCE PARTICIPATION NOT UiiJ THE AGENDA Mit. Paul Runquv.,t 06 1030 Neill ClLeeQ Road PlLuen:ted the Comm.0.l./>.ton w.tth a./>um 06 monelj ($143.12) wh.tc.h WM eaflYled at a 10K ./>whn even:t at the VaMe! MeljeJt MemoJU.a! PooL PaJz.:t.[cUpaw.tn that even:t weJte :tJtY.tng to eafln money w,ith wh-ic.h to pUitc.hMe. .fane L<.nu 601t the pool. VA.itec.:tolL M-ic.Qwen expWned that GlLeg r~Olvnile.LtVt, a loc.al c..tt-ize.n -in:tc.ILute.d -in ./>whnm-ing, hM oitgan-ized a "./>whn-a-thon" at the poo! w.tth the. -idea 06 1LtU6-ing monelj 601t .fane UnU and wh.tc.h the depafl,tmen:t Iwd M.-i,d that .tt woufd hold 601t pUILc.hMe. 06 .fane Une!>. Th.0.I dona;Uon WM money ,~a,(~6ed il,wm tfULt event. The c.C'mm.0.l6-ioneJrJ.> thanQed Mit. Rllnquv.,t 60it ,the dona;t{.on (wd ,Lnd-icate.d tha-t they wOIled wJU:te a !ertc.IL to MJt. FlLown6e.UeJt than lUng !Um 601t h,L~ t,une and e6iloM. The c.omm.0.l./>-ioneJrJ.> a-Uo -incUc.a-ted tha-t they woui.d cW,cuM the pllf[cha6e 06 fane Une6 dUit-ing budge:t ~tudlj th.0.1 c.om,Lng H)-in:teIL. VI. OLD BUSINESS A. RepOf[,t OJ! 6ea6-i.bd.dlj 06 c.ovvvi.ng DaMe! MeyeJt Poo! w.tth bubble ./>:tJtuc.:tuJr.e VVrec.:toit M-Lc.QW en pf[,,-,~ en:ted a f[epoll-t to the cOInmLM,LOI1 wh-ic.1t ,HpitC; c.ute.d a ./>tudy by the. pool c.omm-i.ttee. on the. C.Mt 6ac.:tolL~ aMoc,Latc.d walt pUlLcha./>-i.ng a tc.mpOf[CVlY bubble ./>.t~uc.:tUite. 601L the Van-i.e! MeyeJt ,\Iclilo,~,i.al Poof M that the pool c,ould itemaLn ope.n ye.alL-lLolmd. The .~epOl1~ -i.ncl~c.ate.d . /' REGULAR MEETLVG Octobe,~ 16, 1985 PAGE 2 Bubbteo,t,wctuJ1.e e.ont,tnued that .oue.h a bubbte .obLuctuJ1.e e.ouhl be puJ1.e.hlUed and made op~ona.f. nolt an appltOx.unate Capda.f. Outlay e.o.ot 06 $48,500. It a~o ind{e.ated that the e.ommWee I .o be!,t e!>timate at tw me ,U, that d wouhl have to opeJtated wdh an aveJtage monthly and $3,037, A6teJt ~~. Mie.R~en'.o Itepoltt, the Cha.iJtman e.omm,U,.oioneJt6 and the aud{ene.e' .o commenh>. " .oub.o~dy 06 b~veen $1,661 aoRed 601t ~e.u.o.oion 6ltom Comm'u'.oioneJt N~on Mud tlmt in doing {,Ome Itough ~~glU1,tng he had e6,Umated that d woutd cMt the e.omm'u'.oion thJwtLgh .oub.oidy abom: $75 pVL month 601t eae.h tap .ow~mmeJt. He Mid that he 6eft that tw WIU not in t~He wdh e.omm'u'.oion poue.y to maRe adtLU lteVLeaUon pltogltam6 6et6 6uppolLting. Commi..MioneJt Cltaw60ltd po.{.n;t:ed om: that that 6iguJ1.e ine.tuded the entilte ma.i.ntenane.e e.o.ot 601t the 6a~y lvhie.h the Comm'u'.oion dOe!> not IUR otheJt adtLU ltec.Jtea.t{on pltogltam6 to bealt. Comm,U,6ioneJt Ne~on .oa.i.d that that wao bLue; aLthough, he 6tiil 6eft that $75 pelt month was a .oixable peJt peJt60n 6ub6idy. MIt. Rundq~t, 6ltom the aud{ene.e, aoRed whetheJt Olt not thVLe wa6 now a 6-(xed e.06t 601t the pool dwting winteJt month/, w?Ue.h the CommiM,tOn had to pay 601t anljWay. ~~. Mie.Re~en Itepued that that eMt L\U.6 m-tnimctl. Comm'u'.oioneJt N~on .oa.i.d that he wao not opp06ed to ,the. e.oncept 06 a tvnpOftaJty bubble 601t the pool peJt 6 e bm: that he wouhl need to ,; ee mo,~e 011 a gUaltan,te,e ao 6a1t ao ine.ome Mom gltOup6 otheJt than the ./'ap 6W.unmeJt6 bc,60f1e he e.otLtd c,ndoMe the pltO pM a.f.. He 6eft that d WIU too mueh 06 a 61ib6idy a6 tile pltop06a.f.6tood now. He Iteeommended that the Comm'u'6ion taRe no adion on tile pltopOMl at thi..6 t.une. CommU6ioneJt SeaM .oa.i.d tlmt he MW an $80,000 ou;Uay the I).uu.,t yealt in oltdeJt to .oeJtve appltox~matety 40 ./'ap 6w.UnmeJt6; tlmt,U" $50,000 -iJ1 Capda.f. Outlay and a minimum 06 $1,400 a month 6ub6idy 601t 40 people. Even i6 Ot!,e-~ gltOUp6 Me.h ao the Sehool. V,U,;tiUd 0It the YMCA Mnted 0It lcuued the 6ae-iLUy, d wOIJ'.d M.<il be an avtnua.f. .oub.oidy 06 abom: $12,000 whie.h would have to be pa.i.d 60/1 blf the Cdlf tlvz.oLtgh the RecJ1.eation Viv,u,.{on Of[ by the Rec.Jtea.UoYla.f. SeJU.at Levy whidl the votCfL,; would have to Ite-appltove iYl aYlotheJt yeaJt. onON Comm,U,6ioneJt SeaM made a motion that the Comm,U,6ioYl not go 60fUVaf1d wdh the pita j ect at thM. me bm: i6 theJte ,u, molte inteJte!>t 6hown by o,the.f1. g/10tLp.o in the eommuYldy lateJt that d eou.1.d be eOlUideJted agcUn. Comm.u..o.{oneJt John60n .oeeoYlded. In ~e.u.o.oion, Comm,U,6ioneJt N~on Ultged de6eat 06 the motion ,tn that he dA.d not 6eet d WIU nee.e!>6a1ty to vote not to. taRe ac.U.oYl at tM6 .t.tme. He M,id that tile Comm,tMion e.ou.e.d ju.ot not taRe ac.U.on and,i6 the 6duaUon ehanged, eou.R.d lte-colUideJt the p/10p06a.f. in the 6m:Ulte. Comm.u.6ioYleJt Adll1lk\ eommented tllat .Lt ,U, obviouh that the lap MJ-WzmeJt6 ao a gltoup:: wou.e.d URe to 6ee the pltOj ed 1)0 allead and61igge6ted that they e.ould get togetheJt to bLy to il.aA.6e eommundy M1PP0f1,t in the, way 06 donaUOM to help 6und .the pltOj ed. Comm.u.6ioneJt Cltaw601td COrlcuMed i'1dte.ating that that ,U, the manHe~ -in w?Ueh the pool met6 WIU bt.U.U. Comm,t'Hio'1e/1 NelMn eailed 601t the vote. The vote wao: 3 Ye!> - 2 no (N~on, ClUUv601td) , ..-. REGULAR MEETING Octobeh 76, 1985 PAGE 3 vn. ,\JEW BUSINESS None 'VIII. CORRESPONDENCE, COMMUNICATIONS, VIRECTOR'S REPORT None IX. ITEMS FROM THE COMMISSIONERS A~ F~vtanc.e 06Mc.e, CommiM~OneJL Sea/1..6 mevt:t~oned ;that ;the ~nc.ome ;that ;the depaMmevt:t wa.o Ilec.e).v~ng ;tlvtOugh ~nvv.,;tmevt:t had been dec.Jtea.o~ng ~;teadily due, ;to ;the c.hange ~n ~vt:teJLv.,;t JULtC6, The C,UM.V~t "ate 0 6 ~vt:teJLC6;t ,(J., abou;l: 7y,% wheJteail U had been a.o (ugh a.o 18%. CommiM~oneJt C"aw60J1.d a.oked abou;l: llC6pOM e 61l0m ;the S;tate WateJt Ma.o;teJt on ;the wateJt iUgld:6 60fl ;the Bityavt:t-JonC6 PllopeJtty. Mil. M~c.kwen .!laid ;that he had had no 60JUnat c.oMC6pOndenc.e wUh ;the WateJt Ma.o;teJL a.o ye;t. CommW~~oneJt SCa/1..6 ~!Ltd ;that he had had ;the. oppoJrJ:urtUy ;to ~peak ;to ;the Wate.1l Ma.o;teJt, Mil. Sund, ~1160fUnaUlj and he had ~aid ;that a.o long a.o ;the wateJt iUglu: ,(J., U6ed ~n an "agtL-tc.llUUJtat manneJt", wh~c.h would ~nce.ude ;the. gllOw.l.ng 06 glUl.6~ artd cU..d no;t have ;to be a cwp wh~c.h wa.o Mld, ;that ;the iUgh;(: would ~;tay ~vt:tac.:t. D-iJte.c.:tOh M~c.kwe.n 6a;'d ,that he woufd c.oI16,L'l,m ;that and ge;t U ~n wiU):~ng 61l0m ;the WateJt Ma.o;teJt. X. NEXT MONTH'S AGENDA The ne.x;t RegtU'M. Memng 06 ;the Comm,(J.,~~on wa.o ~c.heduled 601l NovembeJL 21, 1985 at 7:00PM. XI. ADJOURN/WiT WUh no 6uJLtheJL bU6~nC6.!l, ;the Ch.wunM adj ouJme.d ;the memng. RC6pe.c.:t6uUy .!lubmd;ted, AnJ1 Bel1ecU..c.:t De.paJLtmevt:t Sec.Jte;tMY , .\ DEPARTMENT OF PUBLIC SAFETY MONTHLY REPORTS FOR OCTOBER, 1985 .E.QU~s~.\Ll.2 ION, : Steve Brown, a Talent Pol ice Officer, was selected to fi II a vacancy in the Patrol Division. Brown is a certified Police Officer and is expected to begin work with us in mid-November. Lieutenant Clements attended a two week middle management COurse c.t. the Oregon Pol ice Academy. The course, which is mandated, covered al I aspects of supervision and management of personnel. Sergeant Van B I aream, who was injured in an auto ace i dent in June, has nOw returned to ful I duty and Officer Sutherland remains on a ! i m j ted duty status. The Detective Division case load for this month was dominated by a series of sex abuse reports involving minors. Seven cases were under investigation and al I have been cleared by arrest. In other caSES) an arrest was made on a rape/kidnap cases reported in September and a juven i Ie fema I e was arrested for escape and assault. A feder~1 fugitive and an escapee from the Oregon State Pen i tent i ary were arrested by our off i cers fa II ow i ng an assau I t and robbery attempt at a local gas station, The subjects fled the scene at a high rate of speed and were involved in an accident outside Ashland, 80th subject were brought to Ashland Community Hospital where they were treated for their injuries. The female, a federal fugitive, was lodged in the Jackson County Jai I, The male, an escapee trom the Oregon State Penitentiary, was returned to the custody of the State, Patrol Division activities included assisting with traffic control during a cross country run on Saturday, October 5th and again tor a Fun Run sponsored by SOSC on October 12, The Halloween activities in downtown Ashland went fairly well. There were a few fights, firecrackers and drinking in the street but overal I the revelers behaved extremely wel I. We estimate a crowd of 4,000-5,000 at the height of the event, We had one incident of egging involving a patrol vehicle. The first monthly report from the patrol log was completed showing that approximately 40% at the time is spent on patrol, 11i'0 on reports, 25i'0 On criminal calls for service, 7% On non-criminal calls for service, just over 7i'0 On traffic and almost 10ro not available, There were a number of incidents involving collegE students. A case of reckless burning incident in which paper was ignited scorching a car, we have suspects in this case and it has been turned over to the District Attorney's office, The arrest of two college students from Cal ifornia On theft charges, Numerous loud and disorderly parties, Officers also apprehended a suspect in the pulling of a fire alarm in the Cascade Dorm complex, he will be ,"espons I e for about a thousand do liars in costs for th i s incident. .. .. Off i cer Bob Sm i th now has 13 Exp lorers who were inducted dur i ng October, Bob is doing an outstanding job with these students, He took over the Post two months ago when membership was down to four and has gotten it 90 i ng aga in. Th i 5 is a very worthwh i I e prOgram and under Bob's leadership will be very beneficial to both the membership and the ~ivision, Explorers put in 60 1/2 hours of service in October. " '(;.QMMUNl TY SsE~ I CE_~OLUNTEER.J:E.Q.!2RAtL There were 52 volunteers active this month who worked 236 days for a total of 736,5 volunteer hours, Hours per volunteer ranged from ,a low of 2 hours to a high of 67 hours, There are currently over 100 volunteers signed up in this program. MUNICIPAL COURT Thel'e were 1141 cases f i led in October wh i ch i nc I uded 300 traff i c violations, 45 formal complaints and 796 parking citations, There were a tota I of 1244 cases closed, these i nc I uded 190 traff i c violations, 35 formal complaints, 135 suspended fines, 30 cases dismissed, 1 case transferred to District Court, 0 found not gu i I ty, 1 person was p laced on city work deta ii, 2 persons were sentenc~d to serve jai I time for a total of 20 days, 771 parking citations were paid and 79 were dismissed, A total of 298 persons appeared before the violations bureau and 89 appeared before the Court, There were 8 trials and 2 people were placed on probation, fJ.ELOIVISION The Fire Division responded to 67 calls for service which included 13 fires, 39 medical assistance, 7 public service, 1 public assist, 3 move-up and 4 false alarms, The 13 fires consisted of 2 bark fires at [roman Corp., 6 car tires, 3 brush fires resulting from unauthorized burning and 2 structure fires. The structure fires resulted in a total estimated loss of $17,000, T8~lJ::!! NG Fire tra i n i ng was rout i ne with the to II ow i ng subjects on the schedule: Pretire Planning> Emergency Medical Subjects, Fitness Evaluations and Aerial Ladder Training, Unfortunately the exercise with the Aerial Ladder did not occur as the Medford Fire Department chose not to a II ow the use of the i r aer i a I truck, Th i s was a disappointment as this training has been held in the past and is part of Our mutua! aid. A special c'lass on Hazardous Materials was offered through the Rogue Fire Training Association and the State Fire Marshals Training Division and held in Medford. This class was open for all fire personne 1 j n the va 1 I ey and one that f j re per sonne I have often requested, however we were only able to get 2 members of the Division to attend, a B.C. and an Engineer. . , Firefighter Pfeifer attended special training in Portland on Technical Rescue Orientation. This dealt with rope rescue and display of available equipment, .' Police Division training was in the use of batons and come-along ho I ds, I nstructors Were from the Medford Po lice Department and the training was held in the Ashland Middle School gym, Officers also reviewed a video tape from BPST outlining 1985 Legislative changes in Oregon statutes. George Brown from the Jackson County Juven i 1 e Department discussed recent changes in the laws relating to juveniles, Officer Brent Jensen and Clerk/Dispatcher Sharon Cruz attended an 8 hour c I ass at the Po lice Academy in Monmouth on Po lice Department Accreditation procedures. It, Mel Clements attended a two week M i dd I e Management c I ass at the Po lice Academy and received his Middle Management Certification. COMMUNICATIONS/RECORDS DIVISION The,'e were 58D po lice cases in i t i ated in October and 67 fire/rescue runs, The dispatch center rece i ved 238 ca II s on the 911 Emergency number which were actual emergency calls, and 260 which were non-emergency situations. There were '3,478 business calls and 7,859 radio log entries, The Computer Aided Dispatch (CAD) system has been reinstalled in the dispatch center and is being used. We are still experiencing some JbugsJ but these are written up and corrected by Our computer consultants, Additional enhancements are being developed and wi I I be added to the basic system, We have lost a I I of Our part time dispatch per SOnne I, 2 to fu II time jobs elsewhere and the 3rd was released because she was not progressing at an acceptable pace. After 4 months of training she stated that she sti I I did not feel secure Or comfortable working in the center. BUILDING ACTIVITY REPORT DATE October 1985 * PROJECT fF OF VALUATION PERMITS , RES I DENTJAL I New SFR 1 75 000 New Multiole Dwellinq 1 100 000 Multiole Dwellina Addition 1 3 000 Solar Eouioment 6 29 508 Mechanical 13 18 002 Plumbinq 4 1 250 Remode 1 s 21 183 400 Mobile Home Installation 8 142.148 COMMERCIAL New Structures 1 20,000 Mechanical 2 4,269 Plumbing 1 1,000 Remodels 7 58,756 rOTAL THIS t10NTH 66 636,333 TOTAL THIS MONTH LAST YEAR 42 310,335 TOTAL THIS YEAR 1985 - 1986 224 2,569,316 TOTAL LAST YEAR 1984 - 1985 152 1,373,810 " TOTAL FEES THIS MONTH THIS Ho:nH $7,132.78 THIS YEAR $17,927.94 ' LAST YEAR $4,568.12 TOTAL Ii\SPECTIONS THIS MONTH THIS i'-IOi~T} 181 THIS YEAR 568 LAST YEAR 135 NOTE: "This year" refers to the total so far for the current fiscal year. * September Report Valuation Total figure should be corrected to $1,932,983. . SINGLE FAMILY RESIDENCE 820 E. Pebble Beach Drive MULTIPLE DWELLING 67 Nursery OCTOBER 1985 NEW CONSTRUCTION CONTRACTOR Jerry Toney VALUATION $ 75,000 CONTRACTOR Raymond Hansen VALUATION $100,000 . To The Honorable Mayor and City Council City of Ashland, Oregon 97520 The following is a condensed report of the activities of the Public Works Department for the month of October 1985. ENGINEERING DIVISION: . Issued six street excavation Issued two driveway/sidewalk Field checked two minor land Performed the following work Project: a. Inspected work performed by the contractor. b. Replaced lost hubs and grade stakes. c. Prepared progress payment no. 1. d. Supervised density tests and sewer air tests. Prepared final payment on the Ashland Creek Bridge Abutment construction. Inspected landscaping installed at Alsing Reservoir. Researched deeds and documents pertaining to First Street. Attended P.U.C. hearing on the Walker Ave. railroad crossing, and prepared exhibit maps for same. Performed the following work on the Park Extension survey: a. Ran control traverse, 2.1 miles. b. Tied centerline monuments, survey points and building corners. c. Reduced, adjusted and plotted control survey. d. Analyzed deeds, documents and old survey data. Performed the following work on the 1985 Street Improvement Project: a. Inspected work performed by the contractor. b. Computed quantities for progress billing. c. Prepared punchlist for project completion. d. Prepared final billing for contract. Updated F.A.A. rules and regulations. Prepared and distributed notice of neighborhood meeting concerning West Street. Prepared maps showing all streets improved and over1ayed since 1970. Prepared petition and estimate for curb, gutter and paving on Susan Lane. Prepared petition and estimate for curb, gutter and paving on Central St. Prepared easement in Kensington Subdivision. Set grades for 30-inch pipeline at Reeder Reservoir. Prepared plans and specifications for a precast concrete bridge deck at the Wastewater Treatment Plant. Revised street excavation regulations. Sent petition for Nutley Street paving to adjacent property owners. Ran levels from Lithia Park to Hitt Road. Prepared cross-section of proposed Strawberry Lane reservoir. Prepared computer printout of Reeder Reservoir draw~down data. Engineering personnel attended seminars on land survey law, and several classes at the APWA Fall Conference. permits. permits. partitions. on the Fordyce St. Sanitary Sewer . . Public Works Monthly Reports October 1985 Page Two ENGINEERING DIVISION: (Continued) . Organized and indexed miscellaneous maps and plats in engineering vault. Prepared plan and estimate of proposed sanitary sewer assessment district in northeast Ashland. Inspected work performed on the Park Estates Subd. improvements. Prepared "punch1ist" of remaining construction items on Park Estates. Prepared notice of final acceptance on the bridge abutment constr. Updated paving moratorium list. Prepared estimate and petition for paving of alley off Nursery St. Staked centerline of Sheridan Street for waterline placement. Acquired State Highway permits on Siskiyou Blvd. for water service and storm drain connection. Prepared estimate for construction of pedestrian path from Ashland Hills Inn to East Main St. Prepared pre1imina~y notice of construction for the following streets: a) Otis Street; b) Elizabeth St.; c) Sheridan St.; d) Ridge Rd. e) Auburn St.; f) Hersey Street; g) Granite st. (overlay). Computed waterline location for 24-inch line on Terrace Street. Surveyed existing features for the proposed Garfield left-turn lane on Siskiyou Blvd. STREET DIVISION: Swept G12 miles of street and collected 238 yards of debris. Flushed and rodded several storm drain systems. Ran catchbasins. Installed 40 feet of G-inch storm drain at the end of taxiway at the airport. Replaced 24.5 feet of bad 8-inch steel drain line with 12" con- crete storm drain on Winburn Way above Nutley St. Also installed catchbasin. Continued Strawberry Lane 12" storm drain project. Installed catchbasin on Wightman and Quincy. Cleaned ditches on several streets. Graded several streets and alleys. Removed 50 yards of sod and put GO yards of Granite on fueling station at the airport. Widened and sloped Wightman St. from railroad tracks to Quincy; used 140 yards of granite. Repaired or replaced several signs. Installed new bikepath signs - 12. Installed "reduced speed ahead" sign on E. Main between railrqad tracks and Fordyce Street. Installed left curve sign on Terrace above Summit St. Removed unauthorized 15 m.p.h. sign in alley off Palm Avenue. Removed time limit (4 hr.) parking signs on Winburn Way and from Hargadine St. parking lot. Patched several potholes and sunken services. Completed paving project at the Filter Plant. Subgraded and paved new bikepath extension from Iowa and Wightman to existing bikepath. . . Public Works Monthly Reports Page Three October 1985 STREET DIVISION: (Continued) . Patched at the College for the Electric Department. Patched in large area at Walker and the railroad tracks where Southern Pacific moved their signal. Responded to 24 locates and one vision clearance service request. Verified completion of 34 utility permits. Built a fence on the east side of Wightman St. from the railroad tracks to 615 feet south. Mowed weeds at the airport. Cleaned creek channel along taxiway at the airport. Cleaned up sweeper durnpsite; 290 yards of debris. Backfilled new bikepath extension. picked up tack coat from White City. Straightened up cinder pit for delivery of cinders. Sawcut curb and sidewalk in front of Campus Drive-In for drain line. Sawcut curb, gutter and pavement on Winburn Way above Nut1ey for replacement of storm drain and installation of catch basins. Backfilled new bridge abutments at Sewage Treatment Plant; 410 yards of fill. Completed white painting; switched to yellow. Dug out ditch in pasture at the end of Almeda St. Dug test holes in Blvd. island at Garfield St. for future left-turn bay. Started grinding sidewalks downtown. Serviced and filled the two traction sanders. Cleaned up tack coat applicator for winter. FLEET MAINTENANCE DIVISION: Two mechanics completed work City equipment and vehicles. are as follows: on 58 repair orders on various types of The divisions and departments involved Street Div. 19 repair orders Police Dept. - 13 repair orders Water Qual. 10 repair orders Elect. Dept. - 5 repair orders Fire Dept. 4 repair orders Cemetery Dept.- 4 repair orders Building Div.- 1 repair order Engr. Div. 1 repair order Pub. Wks. 1 1 repair order The emergency generators at City Hall and the Civic Center were fueled and manually tested weekly. WATER QUALITY DIVISION: Repaired six water service line leaks and two water main leaks. Replaced one water service line and 12 water meter box lids. Replaced twelve 3/4" water meters. Raised two meter boxes to grade, and repaired three fire hydrants. Repaired the domestic drinking fountain on the Plaza. Replaced Lithia drinking fountain at the Gazebo in Lithia Park. Finished setting all meter boxes in Park Estates. Removed check valve from Park Street below Crestview Drive. Flushed all water lines in Park Estates Subdivision. Connected Ashland Street line into 12" line on Terrace Street. . . Public Works Monthly Report October 1985 Page Four WATER QUALITY DIVISION: (Continued) . Installed a 4" vent at the Hi11view pumping station. Installed 5 new customer hand valves. Raised service line on Strawberry Lane for Street Division. Changed over a water service on Terrace Street. Installed 4 new water meters and hand valves. Installed a 4" sewer service for Southern Oregon State College. Replaced 468' of 24" steel transmission line with 30" DIP and in- stalled 468' of 2" conduit to house telemetry line on North side of Reeder Reservoir. Installed 522' of six-inch DIP water main in Sheridan St. from Walnut to end of steet. Raised a manhole 6' on trunk line between Wightman and Walker. City sewers were rodded on Scenic, Indiana, Beach and Terrace. All city pumps were checked weekly. There were 26 requests for location of city utilities. There were 23,800 gallons of slugde removed and spread on D.E.Q. approved land. All irrigation meters were turned off. There were 87.010 million gallons of water treated at the Water Treatment Plant; and 49.33 million gallons treated at the Wastewater Plant. " / - t1') '/ ,;;,/ ~~ Ill//-.<.. l jyt Allen A. Alsing, Dir: t:;) ". , :/!::::-;e.P; of Publio/ Works /y v ~ . - . To the Honorable Mayor and City Council City of Ashland, OR 97520 . The following is a condensed report of the activities of the Pub- lic Works Department for the month of September 1985. ENGINEERING DIVISION: Issued three street excavation permits. Issued three driveway/sidewalk permits. Field checked two minor land partitions. Performed the following work on the Airport Project #3-41-0002-02: a. Computed final quantities and costs on the project. b. Made final inspection. c. Issued final project acceptance. d. Prepared final request for F.A.A. grant payment. e. Prepared project final report. f. Prepared project "as-built" plans. Performed the fOllowing work on the Fordyce Street Sanitary Sewer: a. Staked and computed grades for sewer line. b. Held pre-construction conference. c. Issued notice to proceed. d. Inspected work performed by-the contractor. e. Replaced lost grade stakes. Performed the following work on the Ashland Creek Bridge Abutment: a. Inspected work performed by the contractor. b. Prepared progress payment no. 1. c. Prepared concrete test cylinders. Researched surveys and deeds pertaining to G1enview Drive, Granite Street, North Main Street and Winburn Way. Performed the following work on the 1985 Street Improvement Proj.: a. Replaced lost grade stakes on various streets. b. Inspected work performed by contractor. c. Prepared progress payment no. 1. Prepared the following for the Ridge Road and Auburn Street public hearings: a. Map of improvement. b. Ownership map and list. c. List of estimated costs per lot. d. Construction data sheet. Prepared easement for electrical lines on Slusser Property west of Bristol Street. Established misc. grades for storm drains at the Water Treatment Plant. Revised subdivision agreement form. Surveyed a portion of G1enview Drive. Drafted plan of Resthaven Mausoleum. Began survey of the Lithia Park Extension boundary. Attended 1985 Western Conference of Professional Land Surveyors. r . iublic Works Monthly Reports September 1985 Page Two STREET DIVISON: swept 430 miles of street and collected 142 yards of debris. Ran catch basins. Rodded and flushed several storm drain systems. Dug a drainage ditch on the west side of Walker Ave. from E. Main up t to first driveway - 755 feet. Installed 12" storm drain cross-over on Granite Street at Strawberry Lane. Rebuilt catch basin on the east side. . Replaced or repaired several signs. Installed "Dead End" sign on Beach St. above G1enwood Drive. Continued painting parking stalls, bike lanes, etc. Graded several streets and alleys. Responded to two vision clearance problems and 30 locates. Sawcut and removed curb return on the northeast corner of Wightman and Iowa for addition to the bikepath. Backfilled new curb and gutter on Hillcrest between Iowa and Holly. Patched potholes and services. Removed and/or patched bad areas on Granite St., Library alley, Summit and Hillcrest, and Iowa and Meade. Subgraded and paved Hillcrest from Iowa to Holly - 186.82 tons. Prepatched 'c' Street from 3rd to 4th using 63.35 tons, resurfaced same using 112.22 tons. Prepatched 'C' Street from 6th to 7th using 63.35 tons, resurfaced same using 116.19 tons. Subgraded a road and covered parking area at the new shop building for the Parks Department in Lithia Park. Paved same - 154.53 tons. Subgraded area around chemical building at the filter plant and began paving same, thus far using 38.01 tons. Began subgrading addition to the bikepath from the northeast corner of Wightman and Iowa to the existing bikepath. FLEET MAINTENANCE DIVISION: Two mechanics completed work on City equipment and vehicles. are as follows: 53 repair orders on various types of The divisions and departments involved Street Div. - 24 repair orders Fire Dept. 1 repair order Water Qual. 9 " " Police Dept.- 8 repair orders Electric 5 " " Admin. - 2 " " Fleet Maint. 1 repair order Warehouse 1 repair order Engineering 1 " " Cemetery - 1 " " The emergency generators at City Hall and the civic Center were fueled and manually tested weekly. c Works Monthly Reports ember 1985 Page Three UALITY DIVISION: <! paired two 3/4" water services damaged by contractors. epaired six water service line leaks and two water main line leaks. epaired one 2" water meter leak. Replaced six meter box lids. Repaired irrigation box for Dick Cottle. ~ Repaired fire hydrant near 518 Granite Street. Connected Park Estates water lines at Morton Street. Connected Park Street water main into new 12" line on Crestview Street. Connected five fire hydrants on Crestview into new 12" Installed 24" fittings at Terrace reservoir for future Installed a 1" air tap and chlorinated water mains and lines at Park Estates. Finished 10" water main and water services on 'c' Street. Relocated water service and abandoned part of old service on Tolman Creek. Adjusted meter boxes on Wightman and Morada. Installed drains and catch basin at the Water Treatment Plant. Installed conduits for liquid alum at the Water Treatment Plant. Installed a 1" irrigation service on Luna Vista. Installed two 3/4" water services on Bristol. Installed a 4" sewer service on Fordyce Street. Rodded sewer mains on Lincoln, Union and Auburn, Black Oak Way, and Terrace off of Ridge Road. Changed out eight 3/4" water meters. All city pumps were checked weekly. There were 23 requests for locations of underground utilities. The secondary clarifier was painted and bolts securing the fiberglass floats were replaced at the Sewage Treatment Plant. There were 52,000 gallons of sludge removed and spread on D.E.Q. approved land. Painting in the pipe galley continues at the Water Treatment Plant. Hardware was installed on windows and door at the Power House. Slow mix basins were flushed and cleaned with repair to both mixers. Trestle supporting supply pipe from little dam above plant was repaired. There were 87.070 million gallons of water treated at the Water Treatment Plant; and 50.11 million gallons treated at the Sewage Treatment Plant. main. water work. water service ,-' /0//# aj;'tA:~;F~/t. Allen A. Director Li2 ~?7 { . ",/, ~~ Alsing /, of Public Works