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Home My WebLink About2010-1101 Study Session PACKET CITY OF ASHLAND ImDortant AnY citizen may oraliyaddress the Council on non.-agenda items during the Public Forum. 'Any citizen may submit written comments'to the Council on .any item on the Agenda, unless it is the subject ofa puplic hearing andtherecord is closed. Except for publi~ hearings;there is n'o absolute right to orally adqress theCo'uncil on an agenda item. Time pemitting,the Presiding Officer may allow oral testimony; however; public meetings law guarantees only public attendance, not public participation. Jfyou wish to speak, please fill out the Speaker Request forin l?cated near-thc'c;:ntranceto tht: Council Chambers. The chair will recogpize you and-inform you as to the amount of time allotted to.ypu. if any_ The time granted will be dependent to some ex~ent o~ theriature of the item under disc~ss'ion, thenumbet,ofpeop'e w~o, wish~~ be h~ard, and the length of the agenda. .- . ... .. . CITY COUNCIL STUDY SESSION AGENDA Monday, November 1, 2010 at 5:30 p.m. Siskiyou Room, 51 Winburn Way 5:30 p.m. Study Session 1. Look Ahead Review 2. Does Council have direction about the projects and work priorities of the Community Development Department? [60 Minutes] In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35. 104 ADA Title I). COUNCIL MELTINGS ARE BROADCAST LIVE ON CHANNEL. <) ViSIT I'll E CITY OF ASH L\ND'S WEB SITE AT WWW.ASHIAND.OrU!S . 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CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approva]: Study Session to Review Community Development Department Projects and Priorities November ],2010 Primary Staff Contact: Community Deve]opment E-Mai]: None Secondary Contact: Martha Benne Estimated Time: Bill Mo]nar molnarb(al,ashland.or.us None 60 minutes Question: Does the Council have direction about the projects and work priorities of the Community Development Department? Staff Recommendation: This is presented to the Council as a discussion item. Background: During deliberation on the Croman Mill Master Plan members of the Council asked about the status of other Community Deve]opment Projects. In addition to the mandatory work related to development, the department has several projects that relate to City Council goals. The department also has several projects that relate to State and Federal mandates and to Regiona] Problem Solving. Lastly, there are several long-range Planning projects that staff could take on as time is available. Staff is seeking Council concurrence with the project priorities and timelines. Staff also seeks Council direction on the priority that should be given to the other projects. Existine: Proiects Related to Council Goa]s 1. Develop a Strategy for Funding Public Facilities and Infrastructure for Economic Development Projects. As a poten1ia] too] to help advance the objectives of the Council's Economic Development Strategy, the Community Deve]opment Department will evaluate the feasibility of forming one or more urban renewal districts, and financing projects with Tax Increment Financing (TIP). At the September 2] st meeting, Council authorized Community Development staff to move ahead with an Infrastructure Financing Plan and Urban Renewal Feasibi]ity Study. The initial feasibility study will be conducted by a consultant with expertise in the area of urban renewal and the results presented to the Council consideration of next steps. Which would include determination of district boundaries, types of projects, maximum amount of indebtedness, and urban renewal board governance. 2. Integrated Land Use and Transportation System Plan (TSP) This comprehensive update will integrate future land use and transportation system elements thereby including innovative ways to increase multi-modal trips and to make walking, bicycling and transit real options for a wider variety of people. A concise list of project steps include: establishment of advisory committees, review of existing plans and policies, conduct system inventory, evaluate existing and future conditions, pedestrian node (places) evaluation, Page I of6 r~' CITY OF ASHLAND alternative analysis and funding programs, sustainability, preferred alternatives and drafting of implementing ordinances. 3. Pedestrian Places Project This project was folded into the larger project of updating Ashland's citywide Transportation System Plan (TSP). The Community Development Department will study three locations as Pedestrian Places - Tolman Creek Rd. IAshland St., Walker Ave. IAshland St., and N. Mountain Ave. IE. Main St. Pedestrian Places are intended to provide attractive and functional places for the people living and working within walking distance of the intersections, while promoting a variety of housing and transportation choices, including public transit. The sites selected for the Pedestrian Places proj ect have future development potential because of the vacant or under developed properties surrounding the intersections. The project is an opportunity to plan for these areas ahead of time, so that the community's vision and needs for the area are incorporated into city guidelines and standards. This hopefully will give greater certainty to property owners who are interested in developing or redeveloping their land. The Pedestrian Places project will ultimately culminate with the adoption of illustrated plan amendments and development standards. 4. Convene Stakeholders Working on Issues Related to Homelessness to Develop a Plan for: ~ Replacing services previously provided by ICCA. ~ Developing an emergency shelter for minors. ~ Improving connections to services available in Jackson County to Ashland's homeless. --+ Ensuring Jackson County's 10 Year Plan addresses the specific issues faced in Ashland. Staff have has completed the initial first step of identifying the services previously provided by ICCA, and have reconciled those services with those services currently being provided locally by church groups and non-profit organizations, as well identifying services which are no longer available. Staff is in the process of meeting with providers of social services throughout Jackson County to evaluate the level of services provided to Ashland residents outside of the Ashland area and better identify service gaps locally. To ensure that Jackson County's IO-Year Plan to address homelessness addresses issues specific to Ashland, City Staff continues to be an active member ofthe Homeless Task Force, to advocate for the needs of Ashland's homeless and at-risk populations and to work to create and maintain partnerships with providers of homeless services throughout the County. The City's Housing Program Specialist is currently the chair of the Homeless Task Force, which allows the City to have more involvement in the Department of Housing and Urban DeveloplI!ent, McKinney-Vento funding process and puts the city in a better position to connect the City's homeless and at-risk populations with services that are available throughout Jackson County. Staff has met with the only youth shelter provider in Jackson County, Hearts with a Mission (HW AM), to gain a better understanding of the funding needs of that organization, the demographic trends in homeless youth populations that they serve and what state and federal requirements they are subject to. HW AM reports that of the 65 homeless youth that they have Pagc2of6 r.l' CITY OF ASHLAND provided 2,110 nights of shelter for since they opened in December of2009, none have identified as coming from/residing in Ashland. The majority of the population that they serve is female. The youth that utilize the shelter report leaving home due to issues of physical, sexual, and drug abuse in the home. HW AM received $200K CDBG funding from the City of Medford to acquire the building and the site then received monetary and in-kind donations of approx 250K to complete repairs, upgrade, furnish and supply the shelter. HW AM spends approx $300K annually to pay for staff and run the mission. Currently they receive no state or federal funding. s. Complete the Sale of the Clay Street Property to the Parks Department and Propose Development Scenarios for the Remaining Land. The majority of housing units are nearing completion and the Housing Authority of Jackson County is advertising their availability for qualified tenants. The entire 60 unit project remains on schedule to be completed before the end of the year. Prior to the end of the year, Community Development and Parks Department staff will present a proposal where by an approximately 4-acre portion of the parent 10-acre parcel will be partitioned off for a park. A memorandum of understanding between the City Council and Parks Commission will clearly outline the obligations for each party. Lastly, Community Development staff will present options to the Council for the remaining one-acre ofland. This could include retaining the land in public ownership, selling the land for market value or soliciting proposal for an affordable or mixed-income project. 6. Improve Clarity, Responsiveness and Certainty of the Development Process The Community Development Department will build upon the work completed in the 2007 Organizational Audit, by Zucker Systems. A number ofthe audit's recommendations are being re-examined and fine-tuned to improve the effectiveness of permit processing procedures. Improvements to the existing pre-application process will continue to be evaluated. By providing meaningful comments up front, staff saves time and the applicant saves money when formal applications are filed. Additionally, the city's permit tracking program is being assessed to determine if internal coordination among city departments can be improved. For example, if a permit is electronically put on hold by a department, what tracking parameters are in place to notify the applicant in a timely matter as to the deficiencies of the application? During the last City Budget adoption process, the Community Development Department set benchmarks for evaluating the effectiveness of the development review process. The Department is putting in place systems to more accurately collect information on identified targets, such as the percentage of applications complete at filing, turnaround time for building permit review and issuance as well as average response time to inspection requests. Lastly, a customer questionnaire will be sent applicants, contractors, design professionals, etc. that have been involved with a development review permit (i.e. building permit or land use application) over the past 5-years. The questionnaire is similar to the one sent out in 2007 as part of the Community Development Organizational Audit. It is intended to provide an assessment of the effectiveness of the development review process in a variety of areas and identify specific areas for potential improvement. Page) of 6 ~~, CITY OF ASHLAND 7. Adopt Land Use, Building Codes, and Fee Structures that Create Strong Incentives that Promote Green Development (energy, water, and land efficient and supports a multi- modal transportation system) The project will evaluate ways to adjust the City's planning application and building permit process to support new development that saves energy and water, uses land efficiently and promotes non-automotive travel. Existing regulations that create disincentives to energy, water, land efficiency and transportation savings will be identified and repealed if necessary, while changes to the development process that offer incentives for green building methods will be analyzed and recommended for implementation. Community benefits from instituting changes to fee structures that reward green building practices will be assessed. Staff will track the current effort to adopt an optional statewide green building code (i.e. "Reach" code) and, upon adoption by the State, will make these alternate methods readily available to the local building community. Other Proiects 1. Historic District Rehabilitation and Remodel Standards The Community Development Department's historic preservation program receives periodic grants to complete related planning and public education efforts. A recent grant was awarded from the State Historic Preservation Office (SHPO) allowing the Department to seek proposals from qualified professionals to revise and expand our existing Historic District Design Standards to provide greater internal consistency, bring the standards in line with the Secretary of the Interior's Standards for Rehabilitation and create greater certainty for property owners contemplating develop within the district. In 2008, the City of Ashland adopted a Historic Preservation Plan for the period of 2009-201 8 to provide a strategic roadmap for implementing preservation related projects in Ashland. Included within that Plan is an identification and prioritization of upcoming projects. One of the first priority projects identified is the establishment of more detailed rehabilitation and remodel standards for residential projects within historic districts. These current standards are most useful for the review of residential projects within the historic districts. However, it has been noted that some of these standards conflict with the standards for commercial development within Section VI, the Downtown Ashland section of the Site Design and Use Standards, and that some of the Standards in Section IV-B conflict with or contradict the Secretary of the Interior's Standards for Rehabilitation. 2. Buildable Lands Inventory Update The Community Development department is currently undertaking a full update of the City's Buildable Lands Inventory (BLI) which will be completed this fiscal year. The BLI was most recently updated in 2005, and this current effort will evaluate all development that has occurred since that time as well as any changes in development potential due to recent ordinance or zone changes. This update of the BLI will quantify all available land suitable for development within the City's Urban Growth Boundary. The City of Ashland maintains the BLI to assess long range planning needs and to assist in evaluating economic development opportunities. IThe update of the BLI in conjunction with Quarterly Census of Employment and Wage (QCEW) databases will permit the city to closely monitor where employment locates, what rate vacant employment land is being absorbed and Page 4 of6 r.l' CITY OF ASHLAND how much new employment is occurring. Under statewide planning goals a land component of a BLI is utilized to assess whether the Urban Growth Boundary (UGB) contains enough land to satisfy the community's 20 year housing and employment land needs. 3. Regional Problem Solving (RPS) - Plan Amendments Mayor Stromberg and city staff presented Ashland's recommendations relating to adoption of the Greater Bear Creek Regional Problem Solving Plan to the County Planning Commission on. August 12th. County staff has begun crafting some revisions to the plan in response to issues raised to date, and a draft of these revisions will be forwarded to Council in the near future. The County Planning Commission will continue to meet regularly into February 2011 to consider the remaining chapters of the plan and any outstanding issues as they prepare a recommendation to the Board of Commissioners, who will ultimately consider adopting the RPS Plan in 2011. The Jackson County Planning Commissioners will meet to discuss any remaining issues relating to Talent, Ashland and Phoenix at a special night meeting tentatively scheduled for 6:00 p.m. on Thursday, November 18th, 2010. Should the Jackson County Board of Commission choose to adopt the RPS Plan, participating cities would need to draft plan and code amendments which acknowledge the regional plan, as well that implement relevant sections of the plan. Potential Other Proiects 1. Adoption of Railroad Master Plan As a result of the past public involvement process that lead to the draft 2001 Ashland Railroad Property Master Plan, a local street network plan for the railroad plan was adopted for the property to guide future development of the site. A work plan would be developed that identifies the significant elements from the 2001 draft Plan to consider for adoption and implementation. Plan amendments, standards and code incentives would be presented to encourage the future physical development of a District Core that incorporates key elements of the draft Plan, such as a civic roundhouse building and centrally located transit center. Additionally, the project would analyze the feasibility of integrating an urban park corridor adjacent to Mountain Creek, as the easterly bookend of this railroad area employment center. Lastly, a transportation study would be completed to understand benefits and costs (i.e. impacts) associated with the proposed Fourth Street railroad crossing. 2. East Ashland St. Redevelopment Plan This would likely involve the adoption of a planning overlay for the employment corridor along Ashland Street, which extends west of the Tolman Creek intersection and east of the railroad overpass. The planning effort would focus on the land area with redevelopment potential that has been the spotlight ofrecent development interest. This includes but is not limited to the Goodwill, Bi-Mart, Shop n Kart, Handyman, Richard's Sheet Metal and Ray's Nursery sites. The planning project would focus on ways to provide incentives and certainty to property owners through illustrative codes and standards intended to overtime allow for the orderly replacement of existing low-intensity, auto-oriented land uses with mixed-use development, consisting of pedestrian and bicycle friendly land use patterns that support transit-use. 3. Normal Neighborhood Master Plan As a whole, this project will guide future development to provide for a compact neighborhood form which better accommodates needed housing types, considers existing natural resources Page 5 of6 ~:., CITY OF ASHLAND (i.e. wetlands), and enhances overall mobility while reducing existing levels of reliance on the automobile in the plan area. Given the project area's central location it presents an opportunity for medium to higher density housing in support of a transit-oriented development. This project entails completion of a land use and transportation plan for what is locally referred to as the Normal Avenue area. Currently the area has a mix of comprehensive plan designations including single family residential and suburban residential, and is presently outside of Ashland's City Limits yet within the Urban Growth boundary. The development of an integrated land use and transportation plan will identify new local streets, bike and pedestrian paths, evaluate transit route opportunities, and consider the location of future, major access points onto East Main Street. Residential development in the area has historically been low density consistent with County zoning standards, which unfortunately did not anticipate future growth. In recent years, the City has received pre-applications for annexation and development of housing on individual properties within the plan area. The piecemeal conceptual plans provided by applicants address each individual parcel in isolation, and thus do not present a coordinated approach to planning the entire area. Potential Motions: None Attachments: Estimated Project Timelines Page6of6 ~~, N 0 .. ~ . ~ ~ I" I Ii- :II N j Q i N ::;; of N .. . ~ j t z ~ 1 j i!i ~ ~ ~ i j j ::;; . ~ j i Q t z Q ~ j Q .. . .. a ~ .il "" c '" III ., == 'u '" ... .2 ::E '" a.. Cl c '6 c '" ... l!! ~= - .. ~.6 ., III - '" l! ~ - - m.5 c o ~ o a. III c l! ~ "" c '" ., III ::;) "CJ C ~ ""a.. Sm l!t:=, Cl ., C - '" c_ -a.. 8'E - ., .,- > III ., >0- om l;' u ~ 2 o 'C '" C ., .. m - o III III ., C ~ '0; c o a. III ., 0:: III "CJ III li ~ .2:'~ 'C a.. ..!I'C (.) ., "" E ., a. > 0 ~"ii a.~ Eo "" c '" III 1: III "'ll -g ., .SoE' ma.. ., c "" ., O' ., (.) ~ ClCl cS :a 0 = E '" 0 CD ~ ""a.. c 0 ",- ., III III ., ::;)~ "" c c ., ~ g III III ., C III III ., a; E o ::J: III l!! 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