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HomeMy WebLinkAbout2009-0217 Council Mtg PACKET CliTY OF ASHLAND AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 17, 2009 Council Chambers 1175 E. Main Street 6:00 p.m. Executive Session for Labor Negotiations pursuant to ORS 192.660(2)(d) 7:00 p.m. Regular Meeting I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES V. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? [5 minutes] 1. Regular Council of February 3, 2009 VI. SPECIAL PRESENTATIONS & AWARDS None. VII. CONSENT AGENDA [5 minutes] 1. Does the Council accept the Minutes of Boards, Commissions, and Committees? 2. Does the Council wish to approve a Liquor License Application from Anne Root dba Myron Root & Co. at 17 N. Main Street? 3. Does the Council wish to confirm the Mayor's appointment of Laurence Blake to the Planning Commission with a term to expire April 30, 2009? 4. Does the Council wish to confirm the Mayor's appointment of the following individuals for the newly formed Transportation Commission? · Term to expire April 30, 2012: Matt Warshawsky, Eric Heesacker, David Young · Term to expire April 30, 2011: Colin Swales, Julie Sommer, Brent Tompson · Term to e~pire April 30, 2010: Tom Burnham, John Gaffey 5. Will the Council, acting as the Local Contract Review Board, approve the additional public contracts required to complete the Distribution Rack Expansion Project at the Mountain Avenue Substation? 6. Will the Council approve two contracts for flexible surveying services that will exceed a 24 month contract period and may exceed the $50,000 contract threshold? COUNCIL IvIEEfINGS ARE BROADCAST LIVE ON C:HANNEL 9 VISrr IIlE crrv OF ASHLAND'S \VEB S1'1'E AI'vV\V\V.ASHLAND.OR.US 7. Does the Council wish to approve a Liquor License Application from Lisa Beam dba Sesame Asian Kitchen at 21 Winburn Way? 8. Does Council have any questions about the quarterly financial report as presented? VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC ~2.04.050}) None. IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS 1. Does the City Council agree with the recommendations of Mayor Stromberg, Councilor Jackson, and Councilor Voisin regarding 2009 City Council Goal Setting? [15 Minutes] XI. NEW AND MISCELLANEOUS BUSINESS 1. Will the Council direct staff to begin the process of adopting the Croman Mill Site Redevelopment Plan and to prepare the necessary accompanying Ashland Land Use Ordinance and Comprehensive Plan Amendments? [30 Minutes] 2. Does the Council wish to consider changes in the allocation of Transient Occupancy Tax (TOT) revenue different from those dollars and percentages identified in Resolution 2008-35 because of the projected decrease in revenue to be generated and changes in economic conditions? [30 Minutes] 3. Will the Council adopt staff's recommended pavement management strategy? [20 Minutes] XII. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Should Council approve Second Reading of an Ordinance titled, "An Ordinance Amending the Ashland Municipal Code Chapter 2.36.030 Initiatives and Referendums - Deposit Required?" [5 Minutes] 2. Should the Council approve a Resolution titled, "A Resolution Establishing Deposit Required on any Initiative or Referendum Petition for Final Filing?" [5 Minutes] 3. Should Council approve Second Reading of an Ordinance titled, "An Ordinance Relating to Ambulance Response Times and Amending AMC 6.40.060?" [5 Minutes] XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT 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 MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US '. I ASHLAND CITY COUNCIL MEETING Februan: 3, 2009 PAGE I of7 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 3, 2009 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7 :00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Navickas, Lemhouse, Jackson, Silbiger and Chapman were present. MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES Mayor Stromberg announced this is the time for applications for the Annual Appointment to the various Commissions and Committees. Deadline for applications are March 13,2009. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? The minutes of the Regular Council meeting of January 20,2009 were approved as presented. SPECIAL PRESENTATIONS & AWARDS (none) CONSENT AGENDA 1. Does the Council accept the Minutes of Boards, Commissions, and Committees? 2. Shall the Council approve a Resolution that authorizes approved signatures on the City of Ashland bank accounts with Bank of America? 3. Does the Council wish to approve the recommendation of the Public Art Commission to implement Reflections of Ashland: Utility Box Beautification Project? 4. Will Council approve a resolution acknowledging the City of Ashland's contractual relationship for membership in the City County Insurance Services Trust? 5. Will Council accept an Alliance for Community Traffic Safety (ACTS) Building Safer Communities Mini Grant in the amount of $5,000 and authorize the City Administrator or her designee to sign the grant agreement? 6. Will Council approve funding for the reconstruction of the Siskiyou Boulevard / Garfield Street intersection to improve pedestrian safety and accept the final report from the Siskiyou Safety Ad Hoc Committee? 7. Will Council approve a Liquor License Application from Michelle Alexander dba O'Ryan's Irish Pub located at 137 E Main Street? 8. Will Council approve a Liquor License Application from Teresh Nguyen dba Motif Restaurant and Lounge at 62 E Main Street? Councilor Jackson requested that Consent Agenda items #6 and #3 be pulled for discussion. Councilor Jackson/Chapman m/s to approve Consent Agenda items #1, 2, 4, 5, 7 and 8. Voice Vote: all AYES. Motion passed. Councilor Jackson provided background on the Siskiyou Safety Ad Hoc Committee. Engineering Services Manager Jim Olson presented a map that indicated the improved areas. Members came forward and introduced themselves as Delta Ferguson, Matt Warshowsky and Eve Woods. Gratitude was expressed to those that participated on the Committee and the staff that worked on the project. Councilor Jackson/Chapman m/s to approve Consent Agenda items #6. Voice Vote: all AYES. Motion passed. ASHLAND CITY COlJiVC'fL AfEETfNG Februwy 3. 2009 PAGE 2 of7 Councilor Lemhouse/Silbiger m/s to dissolve the Siskiyou Ad Hoc Committee. Voice Vote: all AYES. Motion passed. Melissa Markell Chair of the Public Arts Commission explained the proposed project was a suggestion from the community. A grant was awarded to the City from the Jackson County Cultural Coalition and Miller Paint will donate materials. A Request for Proposal (RFP) will be sent out to local artists and the Commission is expecting project completion by July 2009. Councilor Voisin/Chapman m/s to approve Consent Agenda item #3. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS 1. Should Council approve a resolution adjusting the FY 2008-2009 Budget to create appropriations and authorize expenditures for unanticipated expenses during this year? Administrative Services Director Lee Tuneberg presented the staff report that explained ways to change appropriations after the Budget is adopted. He stated that a supplemental budget is needed to adjust the FY 2008-09 budget. Public Hearing Open: 7:19 p.m. Public Hearing Closed: 7:20 p.m. Councilor Jackson/Silbiger m/s to approve Resolution #2009-03 Voice Vote: all AYES. Motion passed. PUBLIC FORUM Mike LaNier/155 Suncrest Road, TalentlRequested that staff receives authorization to work with the Ashland Gun Club on some changes to the approved lease agreement and a possible lease extension if necessary . Chuck Parlier/6801 Irish Lane/Commented on the length of time the Ashland Gun Club has been at the present location. City Administrator Martha Bennett suggested if the Council wanted to continue the discussion, they add it to the Council Agenda under New & Miscellaneous Business. Councilor Chapman/Lemhouse m/s to add item to agenda under New & Miscellaneous Business. Voice Vote: all AYES. Motion passed. Noreen Tubbs/792 St. Andrews CircleIDirected her comments to Councilor Navickas and expressed her disappointment over his involvement in a publicized throwing of shoes at a picture of former President George Bush. Councilor Navickas expressed concern that using the Public Forum to criticize and attack specific Council members was inappropriate. Ron Roth/6950 Old Hwy 99 South/Submitted an article from Growing Magazine regarding Solar Farming. He sited a good area to build the solar panel and it is truly sustainable. He encouraged Council to look into it further. Councilor Voisin noted that she and Councilor Silbiger attended a Rogue Valley Council of Governments (RVCOG) meeting where a representative of the Energy Department of Oregon thought there was great potential for Southern Oregon to create a valley of solar. ASHLAND CiTY COUNCIL kIEFT/NG Fehruan: 3. 2009 PAGE 3 of7 UNFINISHED BUSINESS 1. Will the City Council continue the First Reading of an ordinance titled, "An Ordinance Authorizing Execution of an Intergovernmental Agreement, the Greater Bear Creek Valley Regional Problem Solving Agreement" for the Bear Creek Valley Regional Problem Solving Program, providing a Process for Participants to Implement the Adopted Greater Bear Creek Valley Regional Plan to a future meeting? City Administrator Martha Bennett recommended the Council delay the discussion to March 3, 2009 as the RVCOG has asked the City to delay due to a possible amendment to the original agreement. Councilor Navickas requested staff include the differences between the original and final agreement in their report to the Council. Ms. Bennett added that staff would also analyze how the Participant's Agreement will affect the Metropolitan Planning Organization (MPO). Councilor Jackson/Lemhouse m/s to continue the deliberation and first reading to the March 3, 2009 Council meeting. Voice Vote: all AYES. Motion passed. 2. Will the Council adopt a new resolution that amends the subsidies the City provides for Local Improvement Districts (LIDs)? Public Works Director Mike Faught presented the staff report that outlined the City participation in a Local Improvement District (LID) Project. Staff recommended that Resolution #1999-09 be repealed, the percentages for City subsidy types of improvements be changed and removal of the overall cap on residential assessments. Mr. Faught continued the presentation by providing background information and a summary of the current subsidy, cap and the financial impacts. The proposed Resolution would allocate the City subsidy for LID projects, remove the cap and repeal the current Resolution. In addition, a proposed amendment would allow the Council to increase or decrease the amount of subsidy for any LID project by a majority vote. Mr. Faught explained arterial collectors were main thoroughfares through town and sited Highway 66 as an example. East Main as it passes Council Chambers was considered a collector street. The Street Classification Map was accessible on the City website. It was explained that if the Council removed the cap, the cost to the majority of property owners would range from $10,000-$12,000 depending on project size and number of participants. Mr. Faught clarified the definition for residential is everything less than the average daily trips (ADT) for a neighborhood collector. Mr. Faught continued when the City builds a street, it is responsible for maintaining it in perpetuity curb, gutter, sidewalk and road. The lifecycle of a street is 20 years with overlay occurring at year 15 for $400,000 extending the life of the street another 20 years. If overlay is deferred, the last 4-5 years incur the majority of deterioration and repair costs increase to $2.5 million. The concern was spending on LIDs when the City does not have enough money defers maintenance on the existing road system at an additional long-term cost. The majority of streets on the LID list are gravel and not up to City standards. The cost per mile to construct a new road is $2.5 million and the total cost for road construction on the LID list is $14 million. Carol Custodio/1460 Fielder Street/Understood LIDs were complicated but requested flexibility in terms of the percentage and expressed concern the increase might make LIDs unaffordable. She hoped if the subsidy was raised the City would base it case by case. It was noted that grant monies are available that could decrease the costs at a Federal level in terms of air quality. Councilor Navickas explained the 40% subsidy on the General Storm Drain was based on the Department of '.' I ASHLAI\!J) CiTY COUNCIL MEETING Februwy 3, 2009 PAGE 4 of7 Environmental Quality (DEQ) standards regarding storm water discharge. Mr. Faught added the 400/0 would apply to every storm drain system. Councilor Navickas/Jackson m/s to maintain the cap while raising it to $8,000 with the appropriate construction costs index adjustment and approve the subsidies recommended by Council including the proposed language amendment regarding flexibility. DISCUSSION: Councilor Navickas commented the Council always has the option to oppose an LID and can do so to avoid deferring maintenance. Removing the cap could create disparity in neighborhoods whereas retaining the cap would keep it level. City Administrator Martha Bennett explained another concern is for neighbors who signed a waiver of remonstrance they are obligated to pay could raise equity issues. Alternately, the reason they were able to move forward with development without putting the full improvement in is that they signed a waiver of remonstrance ensuring the cost was theirs. Councilor Lemhouse added if there was not a cap and an LID came forward, and it was clear to the Council there were people who would have a difficult time with it the Council could deny the LID. Councilor Jackson was sensitive to overall cost noting her responsibility was to protect the taxpayer's money. A waiver of remonstrance is given at the time of construction of new properties and the property owner then has value in it and the waiver is a signature that when the time comes they will help pay for that improvement. Even though it was difficult maintaining or raising the fees to continue the street maintenance program and the fact LIDs have been taking money out of that system, she still agreed on removing the cap. Councilor Chapman commented the percentage subsidies were originally designed without a cap and if the cap was retained, the percentages should be recalculated. Overall, he thought the cap should be removed. Councilor Voisin agreed to remove the cap as long as individuals had the opportunity to be heard and the Council had the ability to be flexible in their decision. Councilor Silbiger noted the cap was arbitrary, $8,000 relative to the value of the homes involved could be large or small. Councilor Navickas preferred a policy that was strictly defined; the flexibility issue will create problems and burden the Council. Roll Call Vote: Councilor Voisin, Jackson, Lemhouse, Silbiger, Chapman NO; Councilor Navickas YES. Motion denied 5-1. Councilor Lemhouse/Jackson m/s to accept staff recommendation to remove the cap on the LIDs, to accept Council's recommendation of the subsidy matrix and adopt the final statement created by staff regarding flexibility and adopt Resolution #2009-04. DISCUSSION: Councilor Navickas reiterated flexibility was dangerous and it was better to make policy that is clear on what the City will subsidize. Councilor Navickas motion to amend main motion to remove the flexibility clause. Motion dies for lack of second. Roll Call Vote on main motion: Councilor Lemhouse, Chapman, Silbiger, Voisin and Jackson YES; Councilor Navickas NO. Motion passed 5-1. NEW AND MISCELLANEOUS BUSINESS 1. Discussion regarding Ashland Gun Club Lease proposed changes. (item added to the agenda) City Administrator Martha Bennett requested direction from Council and that neighbors are notified when this item comes back to the Council. Ms. Bennett suggested letting the Gun Club provide the changes to staff who will determine if the policy requires action. Councilor N avickasN oisin m/s to allow staff to communicate with the Gun Club to determine their issues with the lease and they have authority to extend the lease up to one year on a month to month basis with new lease beginning at the termination of the last lease. .. r ASHLAND CiTY COl/;VCIL MEETING Februarv 3, 2009 PAGE 5 of7 DISCUSSION: Councilor Navickas explained the Council has put a 5-year deadline on clean up. He supported the Gun Club and wants it maintained as one of the City's recreational amenities but noted there has not been a clean up for the 40 years the Gun Club has leased the property and did not want the deadline extended. Councilor N avickasN oisin m/s amended the motion to state the timeline set on clean up will begin at May 1, 2009 as suggested previously and the Council gives the Mayor authority to sign an order to extend the lease for a one year period. Voice Vote: all AYES. Motion passed. ORDINANCES~ RESOLUTIONS AND CONTRACTS 1. Should Council approve First Reading of an Ordinance titled, "An Ordinance Amending the Ashland Municipal Code Chapter 2.36.030 Initiatives and Referendums - Deposit Required" and move the ordinance on to Second Reading? City Recorder Barbara Christensen provided the staff report explaining the ordinance will increase the deposit from $200 to $500. The $200 deposit was set in 1962 and the costs associated with filing, noticing and recording had increased since then. Ms. Christensen followed up with other Cities and determined the average amount requested for deposit was $500. The deposit is returned to the Chief Petitioner if voters pass the initiative. If iris not passed by the voters, the cost associated with the initiative is taken out of the deposit and normally the cost is more than $500. The cost applies to all citizen-initiated referendums and initiatives and the deposit is not required until it becomes a measure with signatures approved by the County. The initiative requires 150/0 signatures based on the percent of those that voted in the last Mayoral election. Once a citizen has obtained the required amount of signatures, they bring it to the City Recorder who has the signatures confirmed by Jackson County. Once confirmed, a deposit is required. City Attorney Richard Appicello read the ordinance title in full. Councilor Chapman/Jackson m/s to approve to approve first reading and place on agenda for second reading of Ordinance to February 17, 2009. DISCUSSION: Councilor Navickas did not support the change, making it more costly might exclude people from the process and the cost is small to the City. He commented the Council should support subsidizing citizens' access to government. Councilor Lemhouse thought it was a prudent change to the ordinance, considering $200 47 years ago was probably worth more than $500 present day and it has made it this far and people were able to pay it when it was probably more restrictive to do so. They do not have to pay the $500 until all the signatures are obtained and verified. At that point, assuming there are many people interested in the same measure gives them the opportunity to raise money to pay for the deposit. He did not think it was restrictive. Councilor Silbiger pointed out that if they win they get their money back and the actual costs they would be responsible for if they put a measure out on an off election year would be higher. The increase to $500 is a small amount and not reflective of actual costs which are substantially higher. Ms. Christensen clarified the actual cost is approximately $1 per voter and used the Ashland Library as an example noting the total cost was approximately $10,000. Councilor Navickas commented the City is subsidizing the process anyway and raising the cost might exclude people or make it more difficult. Councilor Silbiger pointed out the petitioner was responsible for the entire amount. Mayor Stromberg clarified if a citizen filed the petition in an off election year the $500 is a deposit and the Chief Petitioner would be financially responsible for the costs of the election if they lost. Councilor V oisin did not think it would leave people out of the process. The citizen initiating the referendum or initiative should be responsible and the amount was appropriate. Roll Call Vote: Councilor Lemhouse, Chapman, Jackson, Voisin and Silbiger, YES; Councilor Navickas, NO. Motion passed 5-1. '. r ASHLAND CITY COUNCfL kfEETfNG Februarv 3. 2009 PAGE 6of7 2. Should Council approve First Reading of an Ordinance titled, "An Ordinance Relating to Ambulance Response Times and Amending AMC 6.40.060" and move the ordinance on the Second Reading? Interim Fire Chief Larry Langston stated it was unusual to have response times defined by an ordinance. The City is unable to meet those standards currently or in the near future. Chief Langston suggested repealing the ordinance and defining response times according to industry standards through the annual budget approved by the Council and Budget Committee, the Standards of Cover that define operational expectations for the City and the current Ambulance Service agreement. Chief Langston explained the Fire Department is working on Standards of Cover and that defines along with the budget, the level of service the department can realistically provide citizens with current resources. The ordinance response standard of 95% in 4 minutes was not realistic and unobtainable. Chief Langston noted that the Fire Department's current response time of 75010 in 4 minutes was terrific. He proposed response time not be less than the current Ambulance Service Area (ASA) agreement of900/0 in eight minutes and added the Fire Departments budget document has the response time at 900/0 in 6 minutes. City Attorney Richard Appicello read the ordinance title in full. Councilor Jackson/Lemhouse m/s amend AMC 6.40.060 and move it to second reading. Roll Call Vote: Councilor Navickas, Voisin, Silbiger, Chapman, Lemhouse and Jackson; YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Does the Council wish to hold a Goal Setting Session, and what direction does the Council have? Councilor Silbiger briefly shared the Council's history of goal setting and opened the discussion on whether to have goal setting and what process to use. City Administrator Martha Bennett discussed logistics and the use of a facilitator. Councilor Lemhouse was interested in having a goal planning session but thought a facilitator might complicate the session. Councilor Jackson noted it was time to initiate the strategic plan and identify some short-term goals. Councilor Silbiger explained the goal setting he was familiar with was a three-step process with larger goals established first, staff creating a time line, determining costs then presenting it to Council for further consideration. Regarding facilitation, it was important to have someone in charge of the process who can remain unbiased. Councilor Navickas agreed the facilitator was important and thought the goal setting session should happen soon. Councilor Chapman attended three goal sessions and did not think they were effective adding that last year Council identified ten goals that required 10 study sessions and had the Council known prior that visioning would cost $400,000; they might have rethought that goal. Councilor Lemhouse was not against having a facilitator, he thought that staff and the Council could successfully manage the goal-setting meeting without facilitation. He envisioned goal setting as determining a collective vision for the City, putting together a general framework of goals, deciding what the Council wants to do and then clarifying the goals within the larger framework. Councilor Jackson commented that the strategic plan would be where the community participated in the discussion regarding the 40-50 year plan. The 18-month goals were items the Council wanted the City to work on for that period. The larger vision came as part of the strategic plan that was currently in the budget. . r ASHLAND ClTY COUNCIL kfEE'TING Fehruw:v 3. 2009 PAGE 70f7 The Council clarified the Mayor's role in goal planning. Ms. Bennett thought the goal setting session was a key opportunity for the Mayor to discuss his agenda with Council and articulate what he wants to accomplish. Mayor Stromberg was not comfortable with a facilitator who was not familiar with the substance of the discussion. Councilor Lemhouse added that it might be crucial to set 12-month goals since economic conditions could change and shift goals during the year. Ms. Bennett suggested forming a sub committee to set up the goal planning session. Councilors Jackson, V oisin and Mayor Stromberg volunteered to help with the sub committee. 2. What direction does the Council want to provide to city advisory committees working on sustainability efforts? Councilor Jackson explained the Conservation Commission and Planning Commission have sub-committees working on aspects of sustainability and asked if the Council should provide input for those activities. Mayor Stromberg shared he hosts a brown bag lunch with the Commissions' Chairs the fourth Friday of every month in an effort to connect the Commissions with what is going on with the Government. It was important for the Council to be aware of what the Commissions wanted to work on and that it was in line with the Council's expectations. The Council expressed support and resistance because Commissions varied and should have some independence in their direction. City Administrator Martha Bennett reviewed the items on the Council Look Ahead. ADJOURNMENT Meeting was adjourned at 10:01 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor '. r ASHLAND AIRPORT COMMISSION January 13, 2009 MINUTES MEMBERS PRESENT: LINCOLN ZEVE, TREGG SCOTT, DAVID WOLSKE, BRITTANY WISE, RICHARD HENDRICKSON, RUSS SILBIGER, BILL SKILLMAN STAFF: JIM OLSON MEMBERS ABSENT: ALAN DEBOER, SCOTT FEURY (STAFF) Visitors: Dave and Liz Risdale, Glen Ward, Larry Graves 1. CALL TO ORDER: 9:30 AM 2. APPROV AL OF MINUTES: December 2008, Motion by Wise for approval, second by Silbiger, unanimous vote, minutes approved as written. 3. Public Forum: Glen Ward asks Commission about the appropriateness of storing other items within a hangar. Commission informs Ward that other items are allowed as long as an airplane is housed within the hangar. 4. OLD BUSINESS: A. Hangar Inspection: Hangar inspection is scheduled for January 21 st 2009. Skinner to attend inspection and report back to commission at next meeting with findings. Wolske raises issue of hangar numbering scheme. Commission would like to invite Lea Light and Margueritte Hickman to next meeting to discuss numbering layout. Wise to contact Margueritte to discuss numbering changes to existing assigned address's at Airport. B. Avionics Business: Dave Risdale owner/operator gives report on JLC Avionics. He has sent out a 1-page flyer as an introduction to service. He is working with the FAA to do responsible repairs and service. Risdale inquires about sign for aviation business. Risdale to contact Fleury regarding signs placement and permit process. C. Electrical Power: No report. D. ODA Inspection Repairs: Skinner gives overview of items that have been addressed already, which include, tree removal and Vasi light bases re-rocked. Hendrickson to contact Kevin Christensen as USDA Wildlife Services for advice on deer and ground squirrel problem. 5. NEW BUSINESS: A. WAAS Approach: No Report. B. Hangar Door: Skinner has been working with firm for engineering and installation of hangar door. Attached email for agenda shows cost breakdown and total cost of approximately $20,000. Skinner will arrange for installation of door with payback plus interest by the City of Ashland in a timely manner. Staff will need to investigate funds availability for reimbursement. Funds may need to be allocated into next year's budget. Motion by Wolske to enter into an agreement with City of Ashland to allocate funds for door installation on a fast track basis, second by Zeve, unanimous C:\DOCUME-1\shipletd\LOCALS-1\Temp\January 13 2009.doc 1 '. r vote passes. C. Airport Rates and Charges: Olson handed out Josephine County Airport Rates and Policy for review. Skinner to review and copy will be sent to DeBoer for review. This Rate and Policy sheet can be edited for Ashland specific items and possibly adopted in the future. Previous Commission rental rate sheet to go before City Council in February for approval. This may not provide enough time to create and include a specific "policy" portion and may need to be adopted separately. D. Silbiger suggested that staff report on the proposed riparian ordinance's affect with regards to the Airports operations. Silbiger suggested to invite a member of the City's planning staff to discuss at the next meeting. 6. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Airport Financial Report, Review of Safety Reports: Skinner gives overview of fuel sales locally and statewide. Statewide sales are down 15% over the past three year, while Ashland has only experienced a 10% reduction in Jet A and 1 % reduction in Avgas over the same time frame. The self service gas system is still working well. Skinner waiting for police to get back to him regarding boat owner, who is storing boat at south-east corner of hangars. B. Maintenance Updates - Willows at south-end of runway 30 need to be removed. City will look into permitting for removal of willows and trees at north-end of runway 12 that are mentioned in ODA inspection report. Hangar inspections rescheduled for January 21, 2009. 7. OTHER: The meeting of the JC airport commission is the third Monday of the month at 12:00 PM. 8. NEXT MEETING DATE: February 3, 2009,9:30 AM ADJOURN: Meeting adjourned at lO:55AM C:\DOCUME-1\shipletd\LOCALS-1\Temp\January 13 2009,doc 2 '. r ASHLAND CONSERVATION COMMISSION MINUTES 7 p.m. - December 10,2008 Community Development Center CALL TO ORDER The meeting was called to order by Chairperson Chapman at 7:06 pm. Attendees: Risa Buck, Russ Chapman, Ross Finney, Tracy Harding, Jim Hartman, Shelly Lotz were present. Jim McGinnis and Stuart Corns were not present and unexcused. City Council member and Chair: Dave Chapman, not present Staff representative: Robbin Pearce APPROVAL OF MINUTES Commissioner Chapman moved to approve the minutes for October 22, 2008. Corrections to the minutes: Commissioner Finney listed as both present and absent. Commissioner Lotz was not present. Commissioner Buck seconded the motion to approve minutes with attendance corrections. Voice Vote: All Ayes. The motion passed with a unanimous vote. PUBLIC FORUM Huelz Gutcheon mentioned to the Commission about the importance of Zero Net Energy. GUEST SPEAKER Cynthia Salbato, producer for PLAN-IT YOU! presented to the Commission a Power Point presentation showing how the new application/video would be utilized by individuals and a community. The first segment, regarding health, will launch with the YMCA on January 20. She was hoping to receive support to help design the next segment regarding conservation, called Green Plan-It Ashland. There was a lot of discussion regarding how her web application would fit with conservation and sustainable goals. For more information you may contact her at 541.261.2828 or www.planitvou.com. ASHLAND SANITARY & RECYCLING UPDATE hap:/ !www.ashlandsanitarv.com! Commissioner Buck updated the Commission for the month. Jackson County Health Department They have developed a leaf exchange program that focuses on air quality. They will help connect people who want leaves with those who want to get rid of leaves. Contact Ashland Sanitary for information if interested. Commercial Compost Program There are now 31 participants; their next goal is a total of 40. Leaf Bag Program The program has been going really well with support from the Commission and Public Works. In 2007 there were 94 set sold of the 5 paper bags and 20 were subsidized. This year so far there have been 150 sets sold and 82 of those were subsidized. -- I E-Waste Collection In the past 4 months they have collected 18 tons and in November alone they collected 9 tons. In the past 5 months they diverted 27 tons of electronics from the landfill. Battery Recycling Program Ashland Sanitary is starting an in house pilot battery recycling program with a company called Thinkgreen.com to see how well the program functions. Plastic Bag and Shrink Wrap Collection On January 9 every plastic water bottle will have a return value of .05 cents. The unredeemed nickels, Including aluminum cans, are kept by the distributors. The Oregon Beverage Recycling Coop is taking over CRINC (Container Recovery Inc.) and any store over 5,000 square feet must accept all water bottle returns not just what they sell. A store under 5,000 square feet are only required to accept what beverages they sell. Boy Scout Christmas Tree Pick Up Troop 112 will pick up trees January 10th, Saturday. Plastic Roundup Very successful, 453 cars were received at the Valley View Transfer Station over a period of 2 days. 13 Master Recyclers volunteered and the event collected 6.9 tons. Combined plastic collection from all three locations was 21.70 tons. Materials Recovery Report Jackson County was down in 2007, first time the rate has been down in a long time. SOU Pilot Program Residential Hall, Suzanne Holmes, have a pilot project where every room has a small recycle bin. The Residential Advisor reported the project is working and going well. Quality control was being performed by the janitorial system. OLD BUSINESS ClearMax Update ClearMax is an opportunity for the City to begin a pilot collection of plastic water bottles and aluminum cans. A total of 4 businesses to participate and purchase the bins would make the project more cost effective. Standing Stone is interested in participating and trying to work with the City. Chairperson Ordinance Change/Commission Name Change In August, the Commission voted to make the mayor's representative a full voting member, with full voting powers, which includes the ability to be chair. Also, the Vice-Chair would automatically become the new Chair following the year they were Vice. The Conservation Commission was formed by Resolution and in order to make any changes, there would need to be a new resolution. Commissioner Finney will contact Dave Chapman to see if he is moving that forward, and this item will be placed on the next agenda. Sub Committee Reports Green Business The current Green Businesses have been approved, and there are 6 new applications for next year. Fourth of July Committee No report. Again the Commissioners talked about unexcused absences. Plastic Bag/Non-Petroleum Dinnerware Committee Commissioner Harding reported she will try and approach the Chamber of Commerce to see if they are interested in partnering with this project. Education Committee The Commission discussed reusable cloth bags for consumers. Cities for Climate Protection Committee No Report. NEW BUSINESS Budget Review Earth Day Contribution Commissioner Chapman suggested the Commission match or increases their donation to the Earth Day Event this year. Commissioner Hartman made a motion to give the Earth Day Event $800.00 and Commission Lotz seconded the motion. Voice Vote: All Ayes. The motion passed with a unanimous vote. COMMISSION ITEMS NOT ON THE AGENDA Commission Finney remarked about updating the Commission display and asked to put this item on the agenda for next month. There was a suggestion that the Education committee could take the lead in this project. Commissioner Lotz asked to be on the agenda regarding the subcommittees and which need help and where she can be assigned. ANNOUNCEMENTS Commissioner Harding announced that the Car Share Pilot Program has obtained a car (Prius) and will hold a membership drive on Sunday at the Community Center from 2-5pm. The next meeting is January 28, 2009. ADJOURNMENT - Meeting adjourned after 8:50pm. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Community Development office at 541-488-5305 (TTY phone number is 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 Title1). CITY OF ASHLAND r.l' . r CITY OF ASHLAND ASHLAND HISTORIC COMMISSION Meeting Minutes November 5, 2008 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room CALL TO ORDER - REGULAR MEETING Historic Commissioners Present: Dale Shostrom, Terry Skibby, Allison Renwick, Keith Swink, James Watkins, Sam Whitford, Henry Baker, Alex Krach Absent Commission Members: Tom Giordano Council Liaison: Eric Navickas, absent Hiah School Liaison: None Appointed SOU Liaison: None Appointed Staff Present: Planner: Angela Barry; Clerk: Billie Boswell APPROVAL OF MINUTES Mr. Baker moved to approve the minutes of the October 8, 2008 meeting as presented. Mr. Whitford seconded the motion and they were approved unanimously with Mr. Shostrom and Mr. Krach abstaining due to their absence from the meeting. PUBLIC FORUM: There being no one wishing to speak, Chairman Shostrom closed the Public Forum. DISCUSSION ITEMS: PreApp - 21 Winburn Way: Tom Sager and Tom Beam discussed the need to run an exhaust duct for the kitchen range attached to the rear of the building and running up to the roof. Because of an apartment on the second story, they could not install it within the building. The 22" x 10" duct would be metal and painted to match the building color. The plan was to move the rear awning to the left. Chairman Shostrom preferred the awning to remain in the same location and asked if the awning could be designed to allow the duct to go through it. The applicants suggested minimizing the pitch of the awning to allow it to be attached below the duct and allow it to be in the position suggested by Chairman Shostrom. This suggestion was accepted by the Commissioners. PreApp - 426 A Street: Christopher Brown, designer and Louis Plummer, owner presented preliminary plans for a mixed use building on the corner of A Street and Third Street. The existing house is too deteriorated to save. The 2-story L-shaped building would be sited 8-feet from the front property line and 4-feet from the east property line. Chairman Shostrom was concerned about the lack of eaves on the east side closest to the residential lots. He suggested using sheetrock above the eave timbers and utilizing timber sizes that would meet fire codes. Mr. Brown stated he would investigate the suggestion and try to incorporate it into the design. The applicants explained that the block wall on that side would be softened with vegetation as part of the landscape plan. The two large trees on the street sides were being retained and protected and a pedestrian common area was being planned in front of the entrances. Mr. Brown also commented the building would be Leeds certified. The Commissioners felt the building would be compatible with the neighborhood and appreciated the design elements and the public spaces. PUBLIC HEARING: None OLD BUSINESS: Ashland Historic Commission Minutes 1/30/2009 .. r CITY OF ASHLAND A. Review Board Schedule November 6 November 13 November 20 November 26 December 4 , Keith, Alex ,Hen , James ,Tom,Sam , Allison, Dale , Keith, Alex B. Proiect Assiqnments For Planninq Actions - No new projects. BD-2005-00092,93 BD-2007 -00545 BD-2008-00275 BD-2007 -01764 BD-2007 -00792 PA-2007 -01939 BD-2008-00627 BD-2008-0 1083 P A#2008-00596 P A#2008-0 1 005 P A#2008-0 1526 C. Sinqle Familv Residential Desiqn Standards - No report Swink I Skibb I Shostrom I Shostrom/Giordanol Whitford I Renwick .-1 Skibbl Shostrom ---1 Swink/Shostrom l Renwick '1 Whitford --] COMMISSION ITEMS NOT ON THE AGENDA - Mr. Baker discussed Guy Fawkes Day and suggested a bon-fire celebration be organized. ANNOUNCEMENTS The next Historic Commission meeting will be on December 3, 2008 at 7:00 pm in the Siskiyou Room. ADJOURNMENT It was the unanimous decision of the Commission to adjourn the meeting at 8:35 p.m. Ashland Historic Commission Minutes 1/30/2009 .. r CITY OF ASHLAND ASHLAND PLANNING COMMISSION STUDY SESSION MINUTES JANUARY 27,2009 CALL TO ORDER Chair Michael Dawkins called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Planning Commissioners Present: Michael Dawkins Tom Dimitre Deborah Miller Pam Marsh Melanie Mindlin Mike Morris David Dotterrer Michael Church Staff Present: Bill Molnar, Community Development Director Brandon Goldman, Senior Planner Maria Harris, Planning Manager April Lucas, Administrative Assistant Absent Members: None Council Liaison: Eric Navickas POSSIBLE CHANGES TO THE SIGN CODE (Based on the Downtown Task Force Recommendations) Dawkins noted the public hearing for this item is scheduled for the February Planning Commission meeting. He stated this is the time for the Commissioners to get their questions answers and to raise any issues so that staff knows what needs to be addressed before this ordinance comes back for approval. Community Development Director Bill Molnar noted the packet includes a letter from the Public Arts Commission outlining their issues with the 3D sign provision. He added members from that Commission are here tonight to provide testimony. Mr. Molnar provided a brief explanation of the Sign Code and stated it is based on where the property is zoned, and then there is a formula for the overall amount of signage allowed. Then there is a breakdown for wall signs and ground signs, and an allotment for incidental signs. Mr. Molnar stated the public hearing on this ordinance is scheduled for the February 10th Planning Commission meeting and noted Staff is in the process of scheduling a combined walking tour with the City Council that will likely be held on February 5th at 4:30 p.m. Senior Planner Brandon Goldman provided a presentation to the Commission. The presentation included several depictions of what permitted signage with the current Sign Code looks like, and what it would look like with the proposed changes. He also displayed several photos of what the downtown area and Siskiyou Boulevard used to look like before the Sign Code was adopted. He stated the purpose of tonight's meeting is to gather input from the Commission and asked if they had any questions or comments on the draft ordinance. Mr. Goldman provided a brief explanation of internal illuminated signs and indirect illuminated signs. He stated internal illuminated signs can be used outside the downtown area and the sign can have lighting within it, but the lighting mechanism itself cannot be visible. He added indirect illumination is when light is directed onto the face of the sign, but is not part of the sign itself. Mr. Molnar commented on neon signs and noted the Sign Code was amended to recognize neon represents the character of a certain period in time, and locations such as the Varsity theater and Palm Motel could maintain or bring back their neon signage. Planning Commission Study Session January 27, 2009 Page 1 of 4 -- r Staff was asked to clarify in what ways the proposed ordinance differs from the Downtown Task Force recommendations. Mr. Goldman stated the provision to limit the use of vehicle signs was added by staff (vehicles parked exclusively for the purpose of displaying business signage). Another change not recommended by the Task Force but requested by the City Council was the opportunity for additional business frontages. Lastly, staff is recommending the ordinance include a distinction between real estate signs and construction signs. Mr. Goldman stated one last item that staff needs clarification on is whether the 3D sign (3-cubic feet) inside the downtown area is a separate allocation or whether it should be subtracted from the 7 -sq. ft. allotment. He stated the current draft of the ordinance has this as a separate allocation. Commissioner Morris asked for clarification on the public art provision. Mr. Goldman explained the ordinance removes public art from consideration as a sign, and it would no longer be regulated under the Land Use Code. He added public art would fall under a difference process and different chapter in the Code. Morris questioned which section of the Code would apply if the Planning Commission required public art as part of a large scale development. Mr. Molnar did not have an answer, but stated he would consult with the City Attorney. Morris questioned the 35-ft width provision on page 3 of the ordinance, under "Shopping Center or Business Complex." He also questioned the language regarding temporary construction signs on page 4, item G, and asked if there was a limit on the number of signs or just the maximum square footage. Mr. Goldman stated the intent was to limit this to one larger sign per lot. Comment was made suggesting this language be revised to allow multiple signs so long as they do not exceed the total allowable square footage. Morris suggested the language on page 5, "Strings of Lights" also be clarified. Comment was made that they may want to remove the word "incandescent." Mr. Goldman presented some sign area calculation examples and noted the different options and formulas that could be utilized. He requested the Commission provide input on which option they prefer. He noted what they are currently doing is looking at the rectangular shape that bounds the sign, and while a circle or triangle shape could be used as well, staff is hesitant to expand much beyond this. Dana Bussell/Public Arts Commission/Noted she was also a member of the Downtown Task Force. Ms. Bussell stated the Public Arts Commission supports the exemption of public art from the Sign Code, but they are opposed to 3D signs outside the downtown area. She expressed their concerns for 3D signs of significant size and stated it is likely that many businesses would take advantage of this change. Ms. Bussell stated the object that the Task Force hoped to bring into compliance was the Alfredo statue outside Wiley's Pasta. She questioned how the size of these objects would be configured and questioned if the Alfredo statue was too big to fit within the proposed size limit. She noted the desire of businesses located near Exit 14 to be noticed and urged the Commission to be cautious. She stated once these items are in place it will be difficult to have them removed. Ms. Bussell suggested an alternative is to recognize the item that prompted this amendment (Alfredo) is not a sign and should not be treated as such. David Wilkerson/Public Arts Commission/Noted he is also a local architect and is familiar with the City's Sign Code. Mr. Wilkerson voiced his concerns with the unintended consequences that the Task Force recommendations would allow. He stated the City is not allowed to limit the sign content and stated the current ordinance is what has prevented the visual clutter that you see in Medford. He stated the Sign Code has helped to maintain Ashland's charming environment and encouraged them to take another path. Mr. Wilkerson suggested if these items are considered public art, they could be subjected to a separate process and thinks this is a much safer approach. He concluded by urging the Commission to consider the alternative presented by the Public Arts Commission. Council Liaison Navickas indicated that the City Council was reluctant to the 3D allowance outside the downtown area, but wanted the Planning Commission's opinion before they moved forward. PLANNING COMMISSION SUST AINABILlTY WORK GROUP Commissioner Mindlin presented an update of the Sustainability Work Group. She commented on the Planning Commission's decision to make sustainability a priority this year and stated the two paths the Group wanted to look into were: 1) what is going on in the community, and 2) what are the other local governments doing. Mindlin commented on how they went about gathering this information and their decision to not take the public hearing approach. She noted the ongoing meetings that were held at the Ashland Library and noted some of the regulars who attended those meetings are also here tonight. Planning Commission Study Session January 27. 2009 Page 2 of 4 '. r Mindlin reviewed the questionnaire that was used by the Work Group during their telephone interviews and clarified most of the interviews took 30-45 minutes and the individuals were anxious to share their input. Mindlin commented on the different sustainability frameworks that are utilized and commented on how her contacts were formed. She noted they ended up with 300 contacts and were able to inventory 150 of them. Mindlin stated that Ashland has been considered a leader in sustainability for a long time, and a lot of this has to do with the City's Comprehensive Plan. She noted some of the cities who are working on sustainability plans, and clarified a lot of this reference material has come from California. Mindlin commented on Portland, Oregon and noted the recent merging of Portland's Bureau of Planning with the Office of Sustainable Development. She shared some information from the City of Portland's website and what they are doing to support sustainability. Mindlin provided an overview of the information gathered by the Work Group, which was submitted to the Commission at the beginning of the meeting. The sustainability inventory submitted by Mindlin was separated into the following categories: 1) Nature Stewardship, 2) Built Environment, 3) Transportation, 4), Recycling & Reusing, 5) Energy, 6) Education and Culture, 7) Health & Spirituality, 8) Economics and Business, 9) Local Government, 10) Community Connections, 11) Food Resources, and 12) Youth. Mindlin noted the work of Triple Bottom Line for the 21st Century and THRIVE. She stated Ashland has a program for certifying Green Businesses which is administered through the Conservation Department. She also commented on the efforts of the Ashland Chamber of Commerce. Mindlin noted the Work Group prioritized contacting Ashland based businesses and stated 80% of those inventoried are Ashland based. Mindlin provided a brief overview of the work being conducted by Lomatski. She also commented on Willow Winds, the Wilderness Charter School, and stated Southern Oregon University is listed as one of the Top 20 Green Colleges by the EPA. She noted the Sentient Times, Plan-It You, Heart Circles, and Transition Town. Mindlin commented on the need for intergenerational dialogue. She stated there are a lot of young people in the community that want to make a difference in the world and stated Ashland needs to think about what it can do to keep our young people here. Mindlin commented on how this inventory might be accessed, including a possible database housed on the Chamber of Commerce website. She commented on how the information is organized and noted a lot of things did not fit within the City's Comprehensive Plan, including food security and sustainable food resources. Mindlin commented on the huge upwelling of sustainability projects that were started in the past year and stated people are really concerned and want to find out what they can do. She stated when individuals were asked what three issues were of most concern, she received a variety of responses. However the most common responses were: 1) solar orientation, 2) rainwater catchment and infiltration, 3) food security, 4) city land for community gardens, and 5) clustering housing on farms. Comment was made questioning what the next undertaking is for this Work Group. Mindlin stated that her sense is that the Planning Commission as a whole needs to take this issue up at a future meeting and discuss where they would like to go from here. She noted the City Council usually sets their annual goals in the spring and this might be something that comes up in that context. CROMAN MILL SITE REDEVELOPMENT PLAN Planning Manager Maria Harris provided a brief overview of the Croman Mill Site Redevelopment Draft Plan. The presentation outlined the elements in the Plan, including the following: . Locations of the Office & Employment District, Compatible Industrial District, Neighborhood Center, and Open Space . Traffic Circulation . Street Framework . Pedestrian & Bicycle Framework . Transit Framework . Parking Planning Commission Study Session January 27, 2009 Page 3 of 4 . r Harris indicated the next steps for this project includes an update to the City Council on February 17, 2009, and then the City will take the Plan through the local land use process for adoption. She noted this project is similar to the North Mountain Plan and the City will need to draft a new chapter in the Zoning Ordinance. She noted if any of the Commissioners wish to look at the full Draft Plan, it is available on the City's website. ADJOURNMENT Meeting adjourned at 9:25 p.m. Respectfully submitted, April Lucas, Administrative Assistant Planning Commission Study Session January 27. 2009 Page 4 of 4 .. r CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JANUARY 13, 2009 CALL TO ORDER Chair Michael Dawkins called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Michael Dawkins, Chair Mike Morris Debbie Miller Pam Marsh Melanie Mindlin Michael Church Tom Dimitre Dave Dotterrer Staff Present: Bill Molnar, Community Development Director Brandon Goldman, Senior Planner Amy Anderson, Assistant Planner Richard Appicello, City Attorney April Lucas, Administrative Assistant Absent Members: None Council Liaison: Eric Navickas ANNOUNCEMENTS Community Development Director Bill Molnar announced the public hearing on the Water Resource Protection Zones Ordinance has been rescheduled to the March 3, 2009 City Council meeting. He also noted staff would be presenting a brief update of the Croman Mill Redevelopment Plan at the February 3, 2009 Council meeting. Commission Chair Dawkins requested the Commission save a few minutes at the end of the meeting to discuss absenteeism on the Planning Commission. CONSENT AGENDA A. Approval of Minutes 1. December 9, 2008 Planning Commission Meeting B. Approval of Findings for 232 Vista Street, PA #2008-01517 Commissioners Church/Mindlin m/s to approve the December 9, 2009 Planning Commission minutes. Voice Vote: Commissioners Dawkins, Morris, Miller, Marsh, Mindlin and Church, YES. Commissioners Dimitre and Dotterrer, ABSTAINED. Motion passed 6-0. Declaration of Ex Parte Contact No ex parte contact was reported by any of the commissioners in regards to 232 Vista Street. Commissioners Marsh/Morris m/s to approve the Findings for 232 Vista Street. Roll Call Vote: Commissioners Church, Marsh, Miller, Mindlin, Morris, and Dawkins, YES. Commissioners Dimitre and Dotterrer, ABSTAINED. Motion passed 6-0. PUBLIC FORUM Ron Roth/6950 Old Highway 99S/Commented on the increased amount of cigarette butts discarded on City streets now that smoking is banned in restaurants and bars. Mr. Roth recommended the City provide and maintain outdoor cigarette receptacles in the downtown area and stated these could be emptied each week along with the regular trash pickup. Ashland // (?f 7 - I PUBLIC HEARINGS A. Greater Bear Creek Valley Regional Problem Solving Agreement PLANNING ACTION: 2008-01984 DESCRIPTION: Consideration of the City of Ashland entering into an Intergovernmental Agreement, the "Greater Bear Creek Valley Regional Problem Solving Agreement", (the" Agreement"), for the Bear Creek Valley Regional Problem Solving (RPS) Program, which provides for the participants to implement the Bear Creek Valley Regional Plan. Mr. Molnar explained the task before the Planning Commission tonight is to determine whether the Participant's Agreement is consistent with the RPS statute, and issue a recommendation to the City Council on whether or not they should sign the Agreement. He provided a brief overview of the Regional Problem Solving process and noted five of the other communities involved have already signed the Agreement. He clarified that by signing, the City is not adopting the Regional Plan, but rather is agreeing to send the Plan through Jackson County's Comprehensive Plan amendment process. Mr. Molnar noted a recommendation from the Planning Commission is required because this is a land use decision and therefore needs to go through the City's normal process, which includes a public hearing before the Planning Commission. Mr. Molnar provided a brief overview of the elements in the Agreement and stated it is Staffs opinion that the Agreement is consistent with the RPS statute. He noted the City did not identify any urban reserve areas and instead plans to accommodate increased population by utilizing existing lands within the Urban Growth Boundary. Mr. Molnar commented on his experience with the Ashland Planning Department over the last 20 years and noted the importance of Ashland being a participant in regional planning. He commented that Ashland's approach to planning has often been viewed as different from the rest of the valley, and noted at times there has been frustration within the community when the City's accomplishments are diluted by other actions occurring in the region. He stated this is Ashland's opportunity to not just influence change within our community, but also among the other jurisdictions in the valley. Mr. Molnar stated the Agreement represents the City's solidarity with the other participants in letting the Plan go through the County's process. He added there would be an opportunity for the City and the other participants to present comments and concerns during the County's land use process. Mr. Molnar introduced City Councilor Kate Jackson, who is also the Chair of the RPS Policy Committee. Councilor Jackson elaborated on her involvement with regional planning and expressed her hope for the City to continue its current level of involvement. Jackson explained tonight's decision is whether the City should sign the Agreement and remain a participant with the project. She noted the Regional Plan will need to go through the County's land use adoption process, and individual cities that have identified urban reserves will need to take those changes through their own Comprehensive Plan amendment processes. Jackson clarified this Agreement would coordinate these land use changes into a standard timeframe. The Commission opened the discussion and shared their preferences and concerns regarding the signing of the Agreement. Miller applauded Councilor Jackson for her efforts, but expressed concern with the wording "agree to abide by a Plan" which is contained on page 3 of the Agreement. City Attorney Richard Appicello clarified the Planning Commission is charged with reviewing the Agreement for consistency with the RPS statute. He stated the Agreement does not adopt the Draft Plan, but it does agree to submit it through the County's land use process and agrees that Ashland will abide by and make consistent Comprehensive Plan amendments to what is adopted by the County. Jackson added that any group or City can testify for or against the elements of the Plan at the County's public hearings. If the adopted Regional Plan is found to be unsatisfactory to a particular City or group, they can appeal the County's decision under the standard land use law. Council Liaison Navickas noted the comments that were submitted by the City Council in November 2007 and expressed his disappointment that they have not received a response. Councilor Jackson indicated the Council's comments were addressed and are available for review on the Rogue Valley Council of Government's website. Dawkins questioned what would happen if Council signs the Agreement and the City ends up disagreeing with the outcome. Mr. Appicello clarified the City has not designated any urban reserves, and signing the Agreement empowers the City to have a place at the table and a say in the process. He stated if the City signs the Agreement, we will need to participate in the public hearings in order to protect our point of view. He added participation in this process is the only way the City will be able to influence what is going on in the other jurisdictions. Ashland " r Dimitre noted "Section XII: Termination of Participation" on page 15 of the Agreement. He stated the City of Jacksonville decided not to sign the Agreement and asked for clarification of that decision. Councilor Jackson indicated the City of Jacksonville took the position that the Agreement did not need to be signed until after the Regional Plan is adopted. She provided a brief overview of how the Agreement was developed and stated a signed Agreement is necessary at this point to identify which groups are participating. She added it is her belief that this is the best way to submit the Plan to a public process and to make further adjustments. Comment was made that because Ashland did not identify any reserves, they have nothing to lose. Navickas disagreed and stated if the City ever wanted to expand its Urban Growth Boundary, they could not do so without going through an amendment process. Miller noted the Council has already expressed their support and asked if there was any legal reason why this Agreement had to be signed prior to the Plan being developed. Trish Bowcock/705 East C Street, Jacksonville/She stated she does not oppose Regional Problem Solving or the draft version of the Plan, but opposes the process. Ms. Bowcock said the City is being asked to sign a legally binding contract and at this point nobody knows what the Final Plan will be. She stated if they do sign the Agreement and are unsatisfied with the Final Plan, the only way to avoid implementing it is to abide by Section XII, which subjects the City to strong disincentives. Ms. Bowcock claimed the statue does not suggest that this Agreement needs to be reached before the Plan is finalized, but rather is only needed prior to the adoption of the Plan by the Land Conservation and Development Commission. She added if a Participants Agreement is needed at this stage in the process, a much simpler agreement should be drafted. Ron Roth/6950 Old Highway 99S/Expressed concern with the City signing the Agreement and questioned what they were agreeing to. He disagreed with the inevitable doubling of population and stated the Agreement before the City is too vague. Mr. Roth voiced his appreciation for Staffs optimism that Ashland's values would rub off on the rest of the County, but does not think this will happen. He stated regional planning is conceptually a good idea, but does not believe it is a good idea for Ashland to sign the Agreement. Brent Thompson/582 Allison Street/Allocated his time to Greg Holmes. Greg Holmes/235 NW 6th Street, Grants Pass/1,000 Friends of Oregon/Expressed concern with the process and the Agreement itself. Mr. Holmes voiced his objections to agreeing to the outcome of a process that has not been completed yet, and noted once the Agreement is signed, they would not be able to remove themselves from the process without sanctions being imposed. He noted two other RPS processes in Oregon that made it further along in the process than they are now, and neither one had an agreement in place before they started their hearings. He indicated there is nothing in the statute that states the Agreement needs to be signed at this point in the process, and stated they can go forward with the regional planning process without this Agreement in place. Mr. Holmes stated there are significant flaws in the Agreement and feels that it incorporates the Regional Plan. He stated the goal is not to try and stop RPS, but rather for the public hearings to be held before the participants agree to abide by what is ultimately decided. Mr. Holmes clarified his belief that the statue indicates agreement needs to be reached by the participants prior to the Plan being adopted by the Land Conservation and Development Commission. He also claimed some of the cities who have already signed the Agreement did so because they would be getting things out of this Plan that they would not get from the normal process. Councilor Jackson disagreed with Mr. Holmes assessment that the Agreement does not need to be signed until the Plan is ready for adoption by the Land Conservation and Development Commission. She clarified this Agreement sets forth the "how" and the structure for implementation, and the details of the Plan will be decided through the County's land use process. She added any City can and likely will appeal the County's decision if they do not find it satisfactory. Commission Chair Dawkins closed the Public Hearing at 8:30 p.m. Ash/and Pfannfiifj Cornrmssion :3 of '. r Comment was made questioning when the Policy Committee anticipated individual cities would hold their public hearings. Mr. Appicello clarified the official process is the County's land use process, and the City could hold hearings at any time to decide what they would like to present at the County hearings. Commissioners Dotterrer/Morris m/s to recommend the City Council approve the RPS Participants Agreement. DISCUSSION: Dotterrer clarified the Regional Plan will only address the three problems that have been identified. Miller expressed her concern that the Agreement is too binding on the individual jurisdictions and feels the Plan should be finalized before they agree to it. Dotterrer commented that this is a two-way street, and voiced his support for the City being involved in this process. He stated he agrees with the intent of the Agreement, and noted the need to have general consensus before you enter a planning process. Marsh voiced her support for regional planning and although there is some risk, she stated Councilor Jackson's involvement with this process provides her a level of comfort. She recommended if the Council approves the Agreement, that they schedule a public hearing in order to gather input on the Plan, and that they insert into the regional process an affirmation by the participants at the end. Dawkins noted his opposition to the draft Plan in regards to the City of Central Point. Church noted that each city is giving up some level of autonomy and stated it makes sense to have this type of Agreement in place at this point in the process. He added the process needs to have some momentum going forward and thinks this process would self destruct at the end if they all waited until the Final Plan was completed before they agreed to participate. If the Agreement is signed, Morris encouraged the City to push their concepts, otherwise Ashland will be stuck with what everyone else decides. Dimitre stated he has a problem agreeing to this because it is not clear what they are agreeing to. He stated he is not against the idea and the process, but feels this Agreement is premature. Commissioners Marsh/Dotterrer m/s to amend motion to include recommendation that the City Council hold a public hearing on the substance of Plan in order to prepare input for County's planning process, and that the Council recommend to the Regional Planning Process that they incorporate a process for explicit affirmation by the participants at the end of the process. DISCUSSION: Marsh clarified the public hearing would be for citizens to provide input on the substance of the Plan itself. Roll Call Vote: Commissioners Dotterrer, Dawkins, Morris, Church and Marsh, YES. Commissioners Mindlin, Dimitre and Miller, NO. Motion passed 5-3. Roll Call Vote on Motion as Amended: Commissioners Dotterrer, Marsh, Morris and Church, YES. Commissioners Miller, Dimitre, Mindlin, and Dawkins, NO. Motion failed 4-4. Commissioners Dimitre/Mindlin m/s to recommend the City Council not sign the RPS Participants Agreement. Roll Call Vote: Commissioners Dawkins, Dimitre, Miller, and Mindlin, YES. Commissioners Church, Dotterrer, Marsh and Morris, NO. Motion failed 4-4. B. PLANNING ACTION: 2008-01986 SUBJECT PROPERTY: 2915 Highway 66 APPLICANT: Myles Comstock DESCRIPTION: A request for a Modification of a previously approved Site Review (PA#2008-01315) for a Variance to exceed the maximum 20-foot height limitation in the Airport Overlay Zone. The proposed structure is 26.5 feet in height. COMPREHENSIVE PLAN DESIGNATION: Employment; ZONING: E-1; ASSESSOR'S MAP #: 39 1E 13B; TAX LOT: 2005 Dawkins read aloud the public hearing procedures for land use hearings. Declaration of Ex Parte Contact No ex parte contact was reported by any of the commissioners. Staff Report Assistant Planner Amy Anderson presented the Staff Report. She explained in September 2008, Staff administratively approved a request to construct a 3,000 sq. ft. single-story building, which was proposed to be 20-feet in height. This is a modification of that approval to allow the building to have an average height of 26.5 ft. Ms. Anderson noted all other aspects of the previous approval will stand, however there would be a few small changes to the storefront entry in regards to the doors and windows. She explained the height limitation imposed by the Airport Overlay Zone is 20 ft., however the City's Airport Master Plan and the Federal Aviation Administration (FAA) would allow for a much taller structure in this location. She noted Ashland . r the City's Airport Commission has reviewed this modification and their letter of approval is included in the record. Ms. Anderson stated Staff feels the height modification would result in a positive change to the buildings design and they are recommending approval of the request. Ms. Anderson provided a brief overview of the FAA's calculation for building heights, and clarified this is determined case by case based on the structures height, elevation and proximity to the runway. Community Development Director Bill Molnar commented briefly on the Airport Overlay Zone and explained this provision has not been revisited since the Municipal Code was codified in 1982. He noted the original intent may have been for the 20 ft. height restriction to only apply in an approach zone, but this clarification no longer exists in the Code. He added it may be beneficial to modify this section of the Code to make it more site specific and calculated closer to the way the FAA does it. Applicant's Presentation Steve Shapiro and Myles Comstock addressed the Commission. Mr. Shapiro explained this site is the location of Valley Equipment Rental and the modification to the buildings height would allow them to store their taller equipment in a safer environment. He noted the Staff Liaison to the Airport Commission indicated that based on the FAA calculations, they could have a 40 ft. building at this location. He stated this property is 2,000 ft. from the runway and they are nowhere near where the planes circle. Mr. Shapiro clarified the nearby towing company could have a building height of 35 feet and the building adjacent to this property has a building height of 28.5 feet. Dawkins closed the record and the Public Hearing at 9:30 p.m. Public Testimonv None Deliberations and Decision Commissioners Dotterrer/Mindlin m/s to approve Planning Action #2008-01986. Roll Call Vote: Commissioners Dawkins, Morris, Church, Mindlin, Dimitre, Miller, Dotterrer and Marsh, YES. Motion passed 8-0. Commissioners Marsh/Morris m/s to approve the Findings for Planning Action #2008-01986. Roll Call Vote: Commissioners Church, Dawkins, Dimitre, Dotterrer, Marsh, Miller, Mindlin and Morris, YES. Motion passed 8-0. Commissioners Dotterrer/Church m/s to continue to meeting to 10:00 p.m. Voice Vote: all AYES. Motion passed. OTHER BUSINESS A, Discussion of possible changes to the City's Sign Code based on the Downtown Task Force Recommendations. Commissioner Dawkins noted there are two components to the Downtown Task Force's Recommendations: 1) possible Sign Code revisions, and 2) issues with public right-of-way encroachments. He clarified the Planning Commission will not be discussing the right-of-way issues and this will be handled by the City Council. Community Development Director Bill Molnar noted tonight's discussion will include an overview of the proposed Sign Code revisions, and the Planning Commission will hold a public hearing and make a formal recommendation to the City Council at a subsequent meeting. Mr. Molnar provided a brief summary of the charge given to the Downtown Task Force, which included addressing concems raised by local business owners. He stated a number of recommendations came out of the Task Force meetings, however there was general consensus that the Sign Code has been a benefit to the City. He noted Ashland's downtown area is a nationally registered historic district and it is common to have regulations for signs in these districts. Mr. Molnar clarified the Planning Commission is being asked to focus on the Sign Code recommendations, and the second phase to this process which includes review of encroachments on public property will be handled by the City Council at an upcoming meeting. He noted the goal is for the Commission to have a recommendation ready for the Council by March so the Council can hear these two issues jointly. Ashland - r Senior Planner Brandon Goldman provided a presentation on the recommendations that came from the Downtown Task Force. These recommendations included amending the Sign Code to permit the following: . An additional exempt incidental sign allowance (3 sq. ft) . Small three-dimensional (3D) signs in the Downtown area (3 cubic ft.) . Larger 3D signs outside the Downtown area (20 cubic ft.) . Portable sandwich boards and pedestal signs . City installed identification signs . Increased projection distance for signs The Task Force also recommended the Sign Code include a definition for "public art", and allow additional business frontages. Mr. Goldman's presentation provided examples of different sign types, as well as further clarification of exempt incidental signs, the 3D sign provision, and the portable sign provision. He also clarified how the proposed ordinance would treat signs consisting of block letters or irregular shapes and stated the square footage would be determined by measuring the entire area within the perimeter of the sign. Dimitre requested Staff provide examples of what the maximum signage amount looks like now, and what it would look like with the proposed revisions. Mindlin questioned if there was any deviation from the Task Force recommendations to what is proposed in the draft ordinance. Mr. Goldman noted George Kramer, who was a member of the Task Force, had spoken to him earlier this evening and indicated it was his recollection that if a business wanted a 3D sign in the Downtown area (3 cubic ft.), this would be subtracted from their incidental sign allowance. Brent Thompson/582 Allison StreetlWritten statement was read into the record by Commissioner Dawkins. Mr. Thompson's concerns related to additional frontages and he asked the Commission to cease the discrimination to businesses that have their main entrance on the 3rd or 4th side of a building. John Stromberg/252 Ridge Road/Provided input from his service on the Downtown Task Force and commented on how the Commission should link the work of the Task Force to the Council, so that the City Council does not have to start over when this issue comes before them. Mr. Stromberg suggested they ask George Kramer to provide input during their discussions and also recommended they conduct a walking tour so that they can get a good picture of the issues they are dealing with. He listed some specific businesses that have signage issues and stated he has come to the conclusion that different areas of town deserve different treatment. He shared his hope that the Commission will look into these issues in detail so that they can feel confident with their recommendation to the Council. Mr. Molnar clarified staff is attempting to keep a fairly expedited timeline and the goal is to have these amendments in place before next summer's season. Comment was made that the Sign Code can be very difficult to understand and requesting Staff provide ideas of how they would illustrate the requirements. It was stated that the City should have a user's guide, or something that makes these provisions easy for people to understand. B. 2009 Hearings Board Assignments Mr. Molnar clarified the Hearings Board no longer meets every month and only convenes when needed. Commissioners Dawkins, Dotterrer, Mindlin and Miller all volunteered to serve on the Hearings Board when needed. C. Planning Commission Attendance Commissioner Dawkins noted the attendance provision in the "Planning Commission Rules" and requested the Commission's input on how strictly they would like these requirements enforced. He noted Commissioner Church is planning a four month vacation and asked how the group would like to handle this situation. Dimitre commented on his absences in 2008 and indicated this will change. Marsh stated that she is not bothered by the occasional absence, and because there are nine Planning Commissioners, even if some are absent they still have enough members to carry on. She stated that Commissioner Church's situation is a legal issue and should be left to the Mayor to decide. City Attorney Richard Appicello suggested the Planning Commission consider amending the Ordinance to allow the Commission to excuse absences that exceed the 2/3 attendance provision. Comment was made that they may also want to further define "excused" and "unexcused" absences. Dawkins requested the commissioners submit any further thoughts on this topic to staff. Ashland ADJOURNMENT Meeting adjourned at 10:30 p.m. Respectfully submitted, April Lucas, Administrative Assistant Ashland (:"()!};rnlssje){J january'! 3, 2009 '7 " -. I CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Liquor License Application February 17, 2009 Primary Staff Contact: City Recorder E-Mail: None Secondary Contact: Martha Bennet Estimated Time: Barbara Christensen christeb@ashland.or.us None Consent Question: Does the Council wish to approve a Liquor License Application from Anne Root dba Myron Root & Co. at 17 N Main Street? Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the GLCC proceed with the processing of this application. Background: Application is for a new liquor license. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). Related City Policies: In May 1999, the council decided it would make the above recommendations on all liquor license applications. Council Options: Approve or disapprove Liquor License application. Potential Motions: Approve or disapprove Liquor License application. Attachments: None Page 1 of 1 ~~, '. I CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Appointment to Planning Commission February 17,2009 Primary Staff Contact: City Recorder E-Mail: None Secondary Contact: Martha Benne Estimated Time: Barbara Christensen christeb~ashland.or. us None consent Question: Does the City Council wish to confirm the Mayor's appointment of Laurence Blake to the Planning Commission with a term to expire April 30, 2009? Staff Recommendation: None Background: This is confirmation by the City Council on the Mayor's appointment to the Planning Commission on application received. This vacant position was created on the election of John Stromberg as Mayor for the City of Ashland. Related City Policies: Ashland Municipal Code (AMC) Chapter 2.17.020 Council Options: Approve or disapprove Mayor's appointment of Laurence Blake. Potential Motions: Motion to approve appointment of Laurence Blake to the Planning Commission with a term to expire April 30, 2009. Attachments: Application received Page 1 of 1 r~' ... r CITY OF ASHLA~ APPLICATION FOR APPOINTMENT TO ~~ CITY COMMISSION/COMMITTEE a @A s ~') .'S~ Please type or print answers to the following questions and submit to the City Reco~er at ! j' fb>A City Hall, 20 E Main Street, or email christeb@ashland.or.us. If you have any questions,............ A?Jq; <~ please feel free to contact the City Recorder at 488-5307. Attach additional sheets if ~ , necessary. ........ .... .. ", Name Laurence Blake Requesting to serve on: Transportation (CommissionlCoHlffiittee) Address 411 Briscoe Place. Ashland. OR 97520 Occupation Education Administrator Phone: Home 482-2564 Work 552-6233 Email BlakeL@,sou.edu Fax 552-6235 1. Education Back2round What schools have you attended? University of Nebraska-Lincoln What degrees do you hold? Bachelor of Architecture. Master of Business Administration. Master of Community and Regional Planning What additional training or education have you had that would apply to this position? I am a Registered Architect in the State of Nebraska. I am also a Certified Planner (American Institute of Certified Planners). 2. Related Exnerience What prior work experience have you had that would help you if you were appointed to this position? I was the Chief Facilities Officer and Campus Planner at Boise State University for eight years and oversaw the Parking & Transportation Department. I am the Associate Vice President for Facilities Management & Planning at Southern Oregon University. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Onlv if it was necessary to expand mv knowledge of traffic regulations. ~~, ~.l' 3. Interests Why are you applying for this position? I have a great interest in transoortation olanning. and I am very concerned about traffic safetv. I am interested in continuing to serve the communitv. 4. Availabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I would be able to attend soecial meetings. I would orefer to attend evening meetings. 5. Additional Information How long have you lived in this community? Two years. nine months Please use the space below to summarize any additional qualifications you have for this position. I worked in the Traffic Engineering Department of the Nebraska Department of Roads for two summers while I was an under~raduate. I was in charge of planning for transportation. parking. and vehicular & pedestrian circulation at Boise State University CBSU) for eight years. I served as the BSU reoresentative on the Boise Transportation Improvement Program Committee for three years. I oarticipated in transportation workshoos for Boise and Ada County. I met with Federal Transit Administration officials in Seattle to solicit grant funds in suooort of oublic transoortation for olanning. vehicle purchases. facility construction. and operations for BSU. I participated in the Rogue Valley Transportation Summit in May 2008. I was apoointed to Ashland's Traffic Safety Commission in 2008. I currently serve on the Siskiyou Safety Ad Hoc Committee. I ').a /14-' / ~ot>t Date . ~ 13~~ r.l' LAURENCE BLAKE, AICP 4 1 1 BRISCOE PLACE ASHLAND, OR 97520 (54 1 ) 482-2564 December 16, 2008 City Recorder Ashland City Hall 20 E. Main Street Ashland, OR 97520 Ref: Transportation Commission To whom it may concern: I am writing to express my interest in serving on the new Transportation Commission. I was appointed to the Traffic Safety Commission and served on the Siskiyou Safety Ad Hoc Committee in 2008. I have listed my qualifications that relate to transportation and planning on the enclosed application. I have earned Bachelor of Architecture, Master of Business Administration, and Master of Community and Regional Planning degrees from the University of Nebraska-Lincoln. I have been a Registered Architect in Nebraska since 1977, and I have been a Certified Planner since 1998. I was the Chief Facilities Officer and Campus Planner at Boise State University (BSU) for eight years before coming to Southern Oregon University, where I have been the Associate Vice President for Facilities Management & Planning for nearly three years. While at Boise State University, I worked very closely with the Director of Parking & Transportation to transform that department into a modern university parking and transportation operation. I met with Federal Transit Administration officials in Seattle to solicit grant funds in support of public transportation for planning, vehicle purchases, facility construction, and operations for BSU. I was also involved in the planning, design and construction of two parking structures at BSU. I participated on the Boise City Transportation Improvement Program Committee from 2003 to 2006, and I participated in several transportation workshops for Boise and Ada County. I participated in the Rogue Valley Public Transportation Summit held in May 2008. I would like very much to continue to serve the community of Ashland on the Transportation Commission and appreciate your consideration of my credentials for this appointment. Sincerely, cJ~~~ CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Appointment to Transportation Commission February 17, 2009 Primary Staff Contact: Barbara Christensen City Recorder E-Mail: christeb@)ashland.or.us Mayor's Office Secondary Contact: Mayor Stromberg Martha Bennet Estimated Time: consent Question: Does the City Council wish to confirm the Mayor's appointment of the following individuals for the newly formed Transportation Commission? Term to expire April 30, 2012: Matt Warshawsky, Eric Heesacker and David Young Term to expire April 30, 2011: Colin Swales, Julie Sommer and Brent Thompson Term to expire April 30, 2010: Tom Burnham and John Gaffey Southern Oregon University (SOU) Liaison: Eve Woods Staff Recommendation: None Background: This is confirmation by the City Council on the Mayor's appointment to the newly formed Transportation Commission as set by Ordinance 2975 effective December 18, 2008. Applications were received until December 19, 2008. As stated by this ordinance, the initial term transitions are as follows: Three members to be appointed to initial terms expiring April 30, 2010; Three members to be appointed to initial terms expiring April 30, 2011; and Three members to be appointed to initial terms expiring April 30, 2012 Following these initial terms, all members shall serve 3 year terms expiring on April 30. Including the staff liaisons, there will be eleven (11) total non-voting ex officio members who will participate as needed and will include one member of the Council as appointed by the Mayor, Community Development & Planning, Police, Fire, Southern Oregon University, Ashland Schools, Oregon Department of Transportation, Rogue Valley Transportation District, Ashland Parks & Recreation and Jackson County Roads. In addition to the eleven non-voting ex officio members, a student member may be appointed and would serve as an additional non-voting ex officio member. Related City Policies: Ashland Municipal Code (AMC) Chapter 2.17.020 Page 1 of2 ~A' .. I CITY OF ASHLAND Council Options: Approve or disapprove Mayor's appointments of Transportation Commission. Potential Motions: Motion to approve appointments of Matt Warshawsky, Eric Heesacker and David Young with terms to expire April 30, 2012; Colin Swales, Julia Sommer and Brent Thompson with terms to expire April 30, 2011; Tom Burnham and John Gaffey with terms to expire April 30, 2010 and Eve Woods as SOU liaison to the Transportation Commission. Attachments: Applications received Page 2 of2 r.l' CITY OF ASHL.AND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Stree~ or email christeb(a).ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional Shltb ~.~ necessary. \:~..> j !:."' ';"':"1 ~ ('"0, C~'--I' f \. - ~ Name J..:)REIAI 75<'11,/ N:/ 2.5~~8ij Requesting to serve on: -r;.~~s 1'" - -J... -/.-. ~ (~lSs~ittee.).~ ---.-.. // S ), /&4 #1 cI () R t; 75 Z D- Address .,~~ Al. L elt..( re / S --f~ I , Occupation "'J? e., ;., ..-t ~ / ,:R ~,.o ~ s,,, "'~ Phone: Home ~ S- 2 - 9 ~ b g' W ork( S 4f/ J) 9 ~ / - 0'2."7.3 Email dr~,^" @ O'-A.. 0";) Fax 1. Education Back2round What schools have you attended? Alo -/: .-,..., A. / C D I /~ 5 L ,/ ~ J ,-t!' ~ .. E"c..s-t- FI"'ct;Q'-A~e )./. S. 4nc-h,-A~,il-K. So L<.. - C 1-,'..... ;,.;;~ 4tj Y C r~ d ' .~s . - .:2 yrs ..:s"tl'"-.#-, .5c-~...~t!!.. C#""'~lA"'~ Cd/k5 c.. / 5~~~ tt/lf What degrees do you hold? What additional training or education have you had that would apply to this position? fA. S. {D4 t; f tFc.... o.-e/- Ac -I j,r~ Z>C4 '7' - L/ Y'C!! ~ __ s . O/i!. ej 0" D ~~ +- ?.. 6/:c S... -H 4- .5' -h. .../e.-J p.,~ - Po /." ~ ~ /!1 c C>. <-/,.'"/"" J~ r~ r S (). k,qtJ I '1Ll!.(;.1"<- 6..? -r;...A ~S,-",,.y-~.,t':.v- CQ;-r.~,.,~ S /1 As ~ 4~1 cZ 2. Related Exoerience What prior work experience have you had that would help you if you were appointed to this position? -JI,~~ y~A ~ -I,'~~ ../.../ Y (' Do.. S -f C:-ca. -1 ~Q -,:...e .s ... ~ 7 t!J? -hoc 1!"1 S... ..{,t/... / W I'i J1f6 - 2001 ;L1sltlc..., cI J?" J"~ j)t"~(, ("""n?~"'~/ St!'r v/r ~ IJ~ ., /' c~,- .:J(JOI-~()O"J ,I1sJ,k...'/ ~"J;q. Jl'~ I. ?oj'-ce tJ~r~__ .200:1- .;100'3 '8"t.~k ,&;/!s Po/,'q b~~-I. Pc>/,'r-.t!- o~~"t!',.-. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? A" '7 .ell d~/,~/ ~-~ ;.,./.~-' '4..-. r/ i"how-klY' +- W'L.../e/ J L A~'~"" <. ~~ -I~- ~Q,6 7b , v .-e I ~",.. <'-d ~ I"1..f a ell/~.. ~!J~ o~ s . ~ (" O"?"" t..,. ~ :j7 rA' ~ ----...--- ---.-_._----_._-----~_._-_.. ------ .. I 3. Interests Why are you applying for this position? J I-vA,..-!- -::10 h~ rH6'-~ ;r1Vd/V~C/ in -II,~ ( ""'" W'1 Co( ,. J ~ ~ S~"""V""J I>r'I -,I),~ "!;A~~'", ~..,t;,>...., ~o,...., ,., r' ~ s ) ~ ., .... / /Dvv ~ ~ .,b 4) "0/ ~ ~&It c:.. 4:. 7'b IN'"O'- ~ -e )iCtp~,.-/' e h CL 4. A vailaWlitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I j-o___ / c/ ~~ k v- , ,.,.,..., e V4! ~ ,. 11:J J?-? ~ ~ y-;,.., j ~ -::L +'c.."~ J -rrt;f,...", -!-;"..,<-. ~ +;~ -11..':5 W~K I~/ ~c>-I- ;~ *- ~~ ."./ ~+A J?\7 $c ~e~ ~ ~ Ill'""'" t../ .-; ~" , ~", J lA...,t,' /; z ~ ,.", y a.s ""L Yo /lA..h .,Le t!!'~. ,& .....:f- 5. Additionallnfonnation How long have you lived in this community? --r- l",..,~ Iv ~ yeA....s ~ Please use the space below to summarize any additional qualifications you have for this position I .lSA"<=.. N~-, 4. A~.h Ie.. H co! r~S ,..C'/~" ~ -r;:;.. ~V~- ~~Iv~ v~&; #"S , -::r- A ~~ ~A..c/c...4 As A (,.,p d c .A....."... t!. ''''7 ~ /~ ~ ~ ~/..,- r ~ .c/-<. My J'Y{)rL... ~)tC. ~~ "/Lf12... c e Iv "~4 -.,I--~ ~ c , ~ ..L y o..,c /1-s.J, /A" e/; , As-). /&.1"./ pc>/,'~ ProA~~+'" r/!'_ ~ / ~/d t- &'-t: ~d_k/~ ~60,,",,-f S..,l~ ~ + Z)r-..-et. rr- ~r!'.rl."c ~; _~ ""'t ~ ~ ~ e. ,. .,L 1/ / -.L AA "'~ c:::c.. ;b,-o~ / :K-;,o iN' /'r!" c~ ~ ,,-jC ~ ~4-Fe11':L J 7f..~ ~r ~~"P' ~c, ~,-. ,. , l. .~, ff!'r-'?J ;11 AA/c.-,~~ ::.L r~prt!' S,n + A- p(j~~ 1A...f~'......, . . ,~ /9~~ Ic,r).~ ~A-~ ~lli1:.s C'/'t'k-/r~41 ,,~ .$c.. to dol, -::::r- Jiv't!:.: IN-g,-~) 4\..,-/ ,~y I,... ~ c P"" ..,., "< ,,". tLv 4 h J / )k ~ Sp ,,~'C.-~ 4'o'wt:S' ~O. ::z- "'~/" -/ ~ ~1!'~ ~r~rcr* ~ r (! 0"" ,., ~ ~'I'.J. Y 4- ~o 1(.. -I -t-rc... ..f:.,r, 'c- ) -1--&l ~ ~ L)' r- ~ A ~\1'v1 tt*,~ , ~; -"F S J s ,Ic- ~"&.I'" S, , " / 11/zS-/OS Date f I -- ~7. / Signature r., '. I CITY OF ASHLA~ APPLICATION FOR APPOINTMENT TO @'~ CITY COMMISSION/COMMITTEE a @A s ~') .'S~ Please type or print answers to the following questions and submit to the City Reco/lier at ,I j' [bA City Hall, 20 E Main Street, or email christebuuashland.or.us. If you have any questions, ............ ~bf1f ~~ please feel free to contact the City Recorder at 488-5307. Attach additional sheets if ~ , necessary. ........ .... .. .... Name Laurence Blake Requesting to serve on: Transoortation (Commission/Committee) Address 411 Briscoe Place. Ashland. OR 97520 Occupation Education Administrator Phone: Home 482-2564 Work 552-6233 Email BlakeL@sou.edu Fax 552-6235 1. Education Backe:round What schools have you attended? University of Nebraska-Lincoln What degrees do you hold? Bachelor of Architecture. Master of Business Administration. Master of Community and Regional Planning What additional training or education have you had that would apply to this position? I am a Registered Architect in the State of Nebraska. I am also a Certified Planner (American Institute of Certified Planners). 2. Related Exoerience What prior work experience have you had that would help you if you were appointed to this position? I was the Chief Facilities Officer and Camous Planner at Boise State University for eight years and oversaw the Parking & Transoortation Department. I am the Associate Vice President for Facilities Management & Planning at Southern Oregon University. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Only if it was necessary to exoand mv knowledge of traffic regulations. r.l' -~-- --- ._--------------~-----_.- -------------------- ---_._--- - _.----,- ~.l' 3. Interests Why are you applying for this position? I have a great interest in transoortation olanning. and I am very concerned about traffic safety. I am interested in continuing to serve the community. 4. Availabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I would be able to attend special meetings. I would prefer to attend evening meetings. 5. Additional Information How long have you lived in this community? Two years. nine months Please use the space below to summarize any additional qualifications you have for this position. I worked in the Traffic Engineering Department of the Nebraska Department of Roads for two summers while I was an undergraduate. I was in charge of planning for transoortation. parking. and vehicular & pedestrian circulation at Boise State University (BSU) for eight years. I served as the BSU reoresentative on the Boise Transoortation Imorovement Program Committee for three vears. I oarticioated in transoortation workshoos for Boise and Ada County. I met with Federal Transit Administration officials in Seattle to solicit grant funds in suooort of oublic transoortation for olanning. vehicle ourchases. facility construction. and operations for BSU. I participated in the Rogue Valley Transoortation Summit in May 2008. I was aooointed to Ashland's Traffic Safety Commission in 2008. I currently serve on the Siskiyou Safety Ad Hoc Committee. I ').- /14- / ""0 t:> ~ Date . ~ 13~~ ~.l' .. I LAURENCE BLAKE. AICP 4 1 1 BRISCOE PLACE ASHLAND. OR 97520 (54 1 ) 482-2564 December 16, 2008 City Recorder Ashland City Hall 20 E. Main Street Ashland, OR 97520 Ref: Transportation Commission To whom it may concern: I am writing to express my interest in serving on the new Transportation Commission. I was appointed to the Traffic Safety Commission and served on the Siskiyou Safety Ad Hoc Committee in 2008. I have listed my qualifications that relate to transportation and planning on the enclosed application. I have earned Bachelor of Architecture, Master of Business Administration, and Master of Community and Regional Planning degrees from the University of Nebraska-Lincoln. I have been a Registered Architect in Nebraska since 1977, and I have been a Certified Planner since 1998. I was the Chief Facilities Officer and Campus Planner at Boise State University (BSU) for eight years before coming to Southern Oregon University, where I have been the Associate Vice President for Facilities Management & Planning for nearly three years. While at Boise State University, I worked very closely with the Director of Parking & Transportation to transform that department into a modern university parking and transportation operation. I met with Federal Transit Administration officials in Seattle to solicit grant funds in support of public transportation for planning, vehicle purchases, facility construction, and operations for BSU. I was also involved in the planning, design and construction of two parking structures at BSU. I participated on the Boise City Transportation Improvement Program Committee from 2003 to 2006, and I participated in several transportation workshops for Boise and Ada County. I participated in the Rogue Valley Public Transportation Summit held in May 2008. I would like very much to continue to serve the community of Ashland on the Transportation Commission and appreciate your consideration of my credentials for this appointment. Sincerely, (J~~~ CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb@ashland.or.us.Ifyouhave any qUesti~ please feel free to contact the City Recorder at 488-5307. Attach additionalshee @ necessary. 11 ~~f?c-... ~ 'j) 'tC ) W.!l:j Name I 0 rv\ Q Ut n. ~'" lv) S J.: -_____ '1<) 1700 lJ Requesting to serve on: f(41\~P' rf"t tin (CommissionlCommittee~""" .... .... ..... l~'+4 ~~Jt W,'1 A,c;..k I~n J Address Occupation 'R t. ~ ,., t J Phone: Home '-Ie':J..: ""~h f. Work Email rdbu"t\ l\,,,- Q 1 h..~\. (o1W\ Fax 1. Education Baclmround What schools have you attended? What degrees do you hold? lJft. v.. J (I) hp\ ech,ut 'R. ~ . F't'f't..~i fl( What additional training or education have you had that would apply to this position? b Ch\.~t,' ('(1Y'\J.f~..CJ(J(' ~ ~~'L.fi~ ~"~CM~ j" Vi) tv; ^1 4 n 'P 1,.,. ~ <of frlY'<f ~rl r d,"<. IJtL'J f hi ... f .{ ,.~ s ',k tv.. "- -t" ~ u'./ ~'r ('llW'itrllL1 i Ili\ 2. Related EXDerience ~ What prior work experience have you had that would help you if you were appointed to this position? 'F".,. "-" ~ <-f' d r ~ p 1 't.n r\ Inj (P Iv\....., ~:., "'" "to,) 0.;./ r C.w ~L~} f~ ~~u~b '.(,1 <Sf"'''1l f" I. OlD ""d.o (Slwtl\ ~ ; ry -\.. L"'" I ..,. 5 ~ T ",r. "> '" ( "dv .., ~ /' 7 Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 'i t.. ~ t () be ( /frtI,. ~... 1\ ll, up hi ",1 ( (.51 NU,,! 'P 14. .....'''5 1 54:~Jl / .f<-md) "5 r~ of,.J i"j 'ill /'n.~ , f Tr (....~ P""1r.t-V l~ ~ PhV' l '-i' fJ(A.."'; /tk"1\..1 t:~ ",f 05 t: T)rI~~-< ..f -f{~:t;4;v. ~{ut.. tJV{~ tfI~ft" 6~ .,,-cl "flfrlof',t ~V'l. IN 'I H~ In;1ftJ;lJ1 r.l' 3. Interests Why are you applying for this position? ? f't' (....Jt, ~ "^~""'~ ~ ...{ -~ 13 ""-t d../ ft:l o-lr.... (6IY..,; I~~ t'- ( 'l.... yr .') 1> ~[j ....J.ly UJ '" 6...., 1M M. ~ u p ~ f ;.....1 cs f 6; (..'1 J ~ ~ rr Ld.c or 1 r, ~ r ~(:1 'r ~ A~ ~l ",..,J l. J< t..ks "v\ (0 4. A vailabilitv Are you available to attend special meetings, in addition to the reg1.!larly scheduled meetings? Do you prefer day or evening meetings? - ~: tf,e..,- 1', M. L '\ 4j 0 k \ \{ tl 5. Additionallnformation How long have you lived in this community? ) '~LC. , q 8 ~ 2.. ~ 'J f:.V C, Please use the space below to summarize any additional qualifications you have for this position ?""l.rle-.--~~ -s~.,.~ r'l ~ -t~ <:;'t~k; ~~ 4c:! t..t)~ ~6Mh...:,~( 7''''>1 brxrd. ~ '5~.... 0"'1"'1 L.4" ~ ~(\I4l"l'-7 ~1b b()v~ ~1t-C -- <)f,...J-t4r tJ.,.~~ R~U'f t.rub ~ " r .c;t~!z ~ ~UVI. Vt.l 0 ~ he!. pf"l!>~1:Lr -tk ~rk4 ~d Lt;s. ; ~8lI\ -t b f4 LA.t ~I t Llu b . SL'-v, 4- t.N\ ~"4- ~-rll (J) 'W\.~'. t{ ~, fr'f l(r--) ~ Tilt',l ~ ; v-.. ~ ~\-l~~ ~ ~ F6-f!~~ 51 fI\IiL~ 4"'v L A.4 ,~l 11\ \J()) v"'J f~-rt~ 4Mot... ((r~r( Jot.- - f r1-c-. 1 () + k A'5kL~~t Wool !Jt)\t.S ~ ,.,. ~ I' 1'( ~ b 4 ':6o~\I..111--(> 1>~~lrY\<.1l1 '''\JJlw.{ In /t:k.'-hjt ('u"'/'l>n51 l.1jU'''', d '-S'('\ I\~ ~ fJ. ~ t . 't l-#'~ I r ~ '"j ( If" A ~ 1..1~ t\..! " th '/ 6 (J <! '. .,.. tJ ?~iW': r!.. c. pr ~ r ~ IF ~ 1),,-., ~J ; ..,.." -tor pe~J.rt~r, '-yd,~l-f, 1~d m~-t~ VMl(.!t, -f(THJIv-.J/ ft..L c.;lr~ ~~~ ~( (I.{ tJ '6 Date Signature ~.l' -'-------- "----- -" TTT 1 ~?/17/2~~8) Barbara christensen - APPLICATION FOR APPOINTMENT Pag~ From: To: Date: Subject: City of Ashland "Matt Frey" <mrfrey@charter.net> <christeb@ashland.or.us> 12/17/2008 12:29 PM APPLICATION FOR APPOINTMENT JlC@lCll DEe 1 '; ~n:~ B .' 2008 )': . ....-..... ...... -...... -..... APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Name; Matt Frey Requesting to serve on: Transportation Commission Address; 33 North Main Ashland Or. 97520 Occupation; Founder and owner of Rare Earth for over 37 years. I act as the consultant for my wife Marcy Frey who is the majority owner of Rare Earth. I am the landlord of 31,33,35 and 37 North Main on the Plaza Self employed investor. Phone Home; 535-5011 Work; 482-9501 Email;mrfrey@charter.net Fax; 488-0715 Education Background What schools have you attended? Roseburg High School, Southern Oregon College (two years) & University of Oregon What degrees do you hold? I am several hours short from a BS/BA in Criminology with a minor in Chinese philosophy. What additional training or education have you had that would apply to this position? I have work in everything from logging, construction, retail business to cooking in restaurants, driven truck and been an entrepreneur i.e. Rare Earth which I expanded into four locations including Medford, Grants Pass, Eugene and of course Ashland. I've done everything there is to do concerning a retail business, included but not limited too the re-construction of turn of the century commercial buildings, sweeping the floors, dumping the garbage, buyer, stock room labor, purchasing merchandise from international companies, bookkeeping, budgets, dealt with the public in sales and customers complaints. I have attended almost every major trade show dealing with retail all over the US and Hong Kong. I now own the Perrine's building and am the landlord of four of the oldest businesses downtown including Alex's, Mountain Supply, Renaissance Rose and Rare Earth. I have also traveled around the world several times including a year in Africa getting to and going up the Congo River, worked with Peace Corp volunteers J:1_?~J7/2008) Barba_ra christensen - APPLICATION FOR APPOINTM~~,!:______ drilling wells in remote villages and spent several years traveling overland in Asia. I have been on every continent in the world except Antarctica and South America. Most of the time I traveled overland and for better and worst used the public transportation and stayed in local hotels near the marketplaces in some very strange places. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Besides living in Ashland since 1965, with the exceptions of several years away traveling and attending the U of 0, I have watched and contributed to Ashland's growth into a World Class Community only to have now seen our community fall on some very hard times. I have recently accomplished one of the most difficult tasks I have ever encountered in the downsizing of a business like Rare Earth. No matter what anybody tells you it is far more difficult to successfully downsize than grow a company, business, city or government. Recently, after living in Ashland for the past 39 years we temporarily moved to Talent but still own a lot in Ashland where we hope to build our dream home when the economy shores up a bit. I have also invested in all aspects of the stock market, real estate, gems, rare coins and rare books. I understand budgeting and finance, hard work and the need to get others involved in a viable vision. I understand the need to accomplish tasks in a timely manner with successful results that can accomplish the best for the majority of our community while protecting and having concern for those that are less fortunate or just out of the loop. It always amazes me how luck really hard working people become--of course there is seldom any luck involved except in the eyes of those calling others lucky. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Of Course knowledge is always advantageous, so yes, I would like to learn and attend these events. While not underestimate the need to learn I do have a lot to bring to the table after running a successful business for so many years on the Plaza in Ashland. It gives one a perspective seldom obtained by only working within a system as an employee for a pay check. I have the ear and confidence of many in the business community. I am known as focused and determined when it comes to business but fair if at times rationally disagreeable when it comes to dealing with unmovable people and objects. I do understand the need for good will and compromise. Interests Why are you applying for this position? To learn from others while hopefully helping Ashland and our community obtain an understanding of what makes us unique and to help strengthen those amenities that can make us successful as a community on all levels of concerns that can reasonable be accomplished. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Yes Do you prefer day or evening meetings? Mornings, but it really does not matter. Additional Information How long have you lived in this community? I have lived in Ashland 43 years but first came to Ashland three years prior to moving here while participating in high school wrestling tournaments. Page - ?J nr T 1(12/17/2008) Barbara christensen - APPLICATION FOR APPOINTMENT Page 3) Please use the space below to summarize any additional qualifications you have for this position. I have lived in almost every part of Ashland at one time or another. I am acquainted with many of the people who have lived in town for more than ten years. I can work with others very well, especially when the goals are set and defined in a logical manner with reasonable expectations. I got my first job at 13 years old patching tubes at my dad's gas station and have not stopped trying to accomplish goals and needs in a common sense manner that produces realistic and positive results. Having driven up and down the west coast multiple times a year for fun and business and having visited every major and most minor Cites on the west coast I do have a unique understanding and knowledge of what actually works. I have driven trucks and understand the roads from that perspective. I rode a bike across New Zealand and it taught me a lot about the problems and needs of bikers. Having walk, crawled and traveled the world I have seen how others deal with the very issues that Ashland is facing now and for the future. I am an inquisitive person who loves science, math and solving problems. General social theories are great and needed but the solutions have got to be realistic and actually work for all concerned. Having run a successful life and business I can bring to this commission something it is seldom offered-- real experiences and knowledge in the real world. Signature Matt Frey mrfrey@charter.net Date 12/8/08 m T m1~~crert8 ~oo~) C I T Y 0 F I Dt- 1 L ~ ':/ ASHLAND B ,)\ppl:;leA"T~ FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb({i)ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name --YOV1 VI ~~~ Requesting to serve on: Y.<;Ncmp \(O\~~(COmmiSSiOnlcommittee) Address b 21: cb1 \L ~c> Aon \ otV1c71 J Pi<-- Occupation CAD j 6w?AOh,c--S Phone: Home qgL.. Lq3~ r- Work Email{)~~ qrtJ1~f?[e\I'. ~t- Fax lAdO\ lIlo We, SolA / r j -bloVl e r 1. Education Back2round What schools have you attended? What degrees do you hold? What additional training or education havwu had th~ouId lJPply to this position? ~V' 'I~~ ~V1o{~CUl ~Vt) Vl 0 ~ 2. Related EXDerience What prior work experience have you had that would help-you if you were appointed to 3:on? ~~ ~ UJ~h~ms o~ U;:r(~:. - - a~r 11C _~ple-skd))5 Do you feel it would be advantageous for you to have furth~ training in thi,field, such as attending conferences or seminars? Why? i-€$ . ~ q Com p * '7<<17 mCCl/1 and Joc(O/! {,fVKkr-Nb~ r-fcJ rnak ~IU<2 rfmnFf'tJtttoJ1 planS ~' tji~f2f ~A' 3. Intergts ,---a , of rfk.. t . Why are you applying for this position? .-1:t3 One _ ~'<. Y ~mr/lgtScfha( tJtJ! gffd- c(,he ?ClC/ Irt( ~ /~ 1i2r/~ p'ue IjqlfrP/ 4. A vailabilitv Are you available to attend special meetings, in addition to the regularly sc~ meetings? Do you prefer day or evening meetings? :f=f/t"'-f7/:!J fJlr2. I f 5. Additional Information How long have you lived in this community? ~ jRlrf, Please use the space below to summarize any additional qualifications you have for this position Date Signature ~.l' m , CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(cuashland.oLus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name_Stephen J. Hauck Requesting to serve on: Transportation (Commission/Committee) Address _453 Wightman Street Ashland OR 97520 Occupation_Executive Director, URCC Phone: Home 494-7253 Work 878-2702 Email_stephenhauck@yahoo.com Fax 878-2702 1. Education Back!!round What schools have you attended? University of Oregon and Southern Oregon University What degrees do you hold? Bachelor's in Political Science and a Master's In Management What additional training or education have you had that would apply to this position? Seminars at the annual Oregon Transportation Association conference 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? 8 years on the Ashland City Council and 10 years on the Rogue Valley Transportation District Board of Directors. I have also served on two statewide transportation committees, as well as the local Metropolitan Planning Organizatio, and run a transportation service at my current position. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? It never hurts to keep up todate on current information in any field. -. r r.l' 3. Interests Why are you applying for this position? 1 have long had a strong interest in transportation issues, most particularly how the different modes interrelate and work with each other. 4. A vailabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, can do both day and evening, but prefer evening. 5. AdditionalInformation How long have you lived in this community? 53 years Please use the space below to summarize any additional qualifications you have for this position 12/19/2009 #-. j ~~~1- Date Signature r.l' .. I CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(Cl>ashland.oLus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Eric Heesacker Requesting to serve on: _Transportation (Commission/Committee) Address_670 Berry Lane Ashland, OR 97520 Occupation ~Planner, R YCOG Phone: Home 541-482-6034 Work 541-423-1364 Email_eric.heesacker@gmail.com Fax n;/a 1. Education Backe:round What schools have you attended? College, Grand Canyon University Univ.of Utah; Portland State Univ., Prescott What degrees do you hold? B.S. Political Science; B.S. Psychology; M.S. Urban Planning What additional training or education have you had that would apply to this position? _18 years of planning experience processing urban, rural, and transportation projects. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? _Transportation Planner at Washington County in 1993; Planner at Rogue Yalley Council of Governments (R YCOG) from August, 2007 to present Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? _ Yes, it would be advantageous to have more training, no matter what field you are a part of. One can never have too much training. ~.l' .. I 3. Interests Why are you applying for this position? I have been serving on the Traffic/Safety Commission for about a year and I love the work involved with that volunteer commission. I am very interested in transportation (evidenced by my job) and consider it a great opportunity to be able to serve my community. My parents instilled the volunteer spirit in me and I hope to pass it on to my children. 4. A vailabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? _Yes, I'm available to attend special meetings, and prefer night meetings due to my 8-5 job in Central Point. 5. Additional Information How long have you lived in this community? 1 7 months Please use the space below to summarize any additional qualifications you have for this position Familiar with Robert's Rules of Order _Familiar with terms/concepts utilized by transportation planners _Familiar with federal, state, and local transportation laws, goals, and guidelines_ 12/1/2008 Date Eric Heesacker Signature ~.l' CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb@ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional shetj~@ necessary. It fJte 'lJ:ltT!?~Ji!J Name 1>0 ~ s H '>"", /01') 8 y...... ~'-'I 2000 1 Requesting to serve on: fi4 M IDa. r/f-po tJ tor( 1'1/ ~ rill') (COmrniSSiOnlCornmitte1t:.... .... Address b '73 j'; L. ~",,J ~ RJ.., I ASr,LAny, t"\.-- 9 7( ~ 0 ........ Occupation I)L,/~ Phone: Home 'f 0)..-"-1"70 Work Email )f...Mt9r)nl On e IWL. <10 '^1 Fax 1. Education Backeround What schools have,you _attende~~ _ t.s u..... ..s 19. (! Q. n-l'1l rrrO f What degrees do you hold? B 5 ( -A ~(l{1 o.n .., "' 0 ) What additional training or education have you had that would apply to this position? /rJ 1 tNtj ih-\ TIl.I'l"~1 ~ S tQf' ~., "I 0 (} N "1, 3 - t.:, 'rill.. W f) M.:s ft/n IJ (;,. ~~~JQcL I I 6, '!le""r ~ iv, L ~ AT 6:.-"-tL~7 ",";.;) : C' 1J 0. . C ~o r J:..J D \/e'1'4S 5 ved es '9 'I 2. Related Exnerience What prior work experience have you had that would help you if you were appointed to this position? /h (A. 17 1 eM? .h l.(.S1 aU'! ~ f "A.M r'(J L - ( oJ f'( ,II P 1 'l S.-I,,/.i) ~ IF 'f M !, U f ~ fi.- \/'0' \),,,-J~ ~ , 11 ~ "Ad,uL- ,...,~ bi~,h, IJ OJ-, vA~'OlAS 6okt1> .-n.$SfAIUA.-- , i 7~ of. 6..t, Jd: ~\A.~5 (ILtlo.$fI\AlI- / AfJ.~J Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? -yes. Not- 011L, ' S ~ft( '4e.Jd. 7 "1 ~~(l~f1'L1,^~ 10'1 uf"t1dJJot1, b~"'i-h ~~eJd../()7'1 '!J'1-J,1$ Ccr-t"1I:?IOY> W , 1\ e rlUJr-If 14;5.5 ,., €J,J { d e.1LS .t.' Of po A.i 1M '~,~> q;, L ~h ~ tL,$ , IJ~' 3. Interests Why are you applying for this position? ~~t o/R."T' Il-TuJf\ t S:i u..LS I n A-s~n ') a..tt~ v~, ~ ~ -.J.'''lLs~t,,) ~. -;0 CA~ ~ ~~-H 0-11 Its fel-1s i.vj.)}/~ tAlJ~ B-nJ- d .-4"" ~'.'l w,I/ k Cho..lle~}"i ~ rt~J'l)b' 4. Availabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Y<-5. 5. Additional Information How long have you lived in this community? /j 1L/Jf~S Please use the space below to summarize any additional qualifications you have for this position -,'h Q..- ~t4!.1 tTl ~"-5 ltC, ~I ~a. L 111:5 ~(l T ,aT) "" A):) y'L i~1-- "'I~ ~ IJ.I)~~ 'J'2~ ..~. .~',!~~.~~~.L)~~,~.s/('"^-.-.~L-7l~bjlvl...S :' N~~( tL de~i510J?- i:c II 0..,.) \). r.ro"'1~? ~ J a.L-SO I b ~ {le,. r bl ~. f IW nJ-5 ()../ fflo-~ J I') 'Hv... IYJ J'" 5'~~ '\.5 'J.N., ~ "-I.itr, fill} re.de SJ9f1; ~ cLtPOR~~ hOlA.sl "1 f:}-n tj "1 st', '-}k ~ f) " llLS I 0") 1 ~ it f'/~'l cd... Jro I:w-..-- j R. _ h.l.~~.~~, "~~~~~~~~1~~".'~ Ef,J-f' j. CVhL 'tt .- fJLL WI)l ~ "IV L 10"1 ~ /U'1 1f~7 l~ f R.~M f eX'- -r'+/.rJ <, I '1 ''IN- ()s iJ ",-i- t)..il,4J.- ,. o..t 'L ~....., jl~ ClIlile. i"'-L- rl ",dl ., -Ii 1'1 oJ, I Lf 7,1 . / .1=11 ",Ud-,oY] ) ~ "',.5..5 lor} ~ 'Hu- f)W r"'f'fM,3;5)<J(1 sl-A/L5, l-7 ~ · '~11 0 vJ l{7 ~ I? l'/oJQ.. to "J " ~ 4--\<19 ~ "-"'~ 0 ~ a.-, ~ +- C. ""f'1 /Vl "'1 I /!,.. 10.;1,,<1- CJ ~1 "f ~ + i tl ~ f"" f ",I ".,h}<') 15. ('CJ f #L - ~ a)'/c/l to-r-1R L- o...~e- ,vL VV ul'-tllit5 - PA 5JuJ eSJ~1 ~5i~I})rrJ-5i f '" ul ...a f-- N v.ef-. l.\..~(..... '1 j) I.LL ) Ill- ~lULe.,.., -n-j (l 0 ~ lAM L-- 'l- ~ t) $. ft. v' '" " 0.. /,J <L- ~ ~" '" ftAL... vJ OA- To}- s:..l.t. 1~"It7~ . ~ -IL )y)~. Date Signature ~.l' CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(LD.ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name_Stephen Daniel Ryan Requesting to serve on: Transportation (Commission/Committee) Address_801 Siskiyou Blvd, Ashland Occupation_Technical writing, video production_ Phone: Home 5419511409 Work Email resolutionvideo@yahoo.com Fax 1. Education Back!!round What schools have you attended? SOU, SWOCC, PCC What degrees do you hold? BS Economics, BS English Tech Writing, expect MS in Social Science Winter 2008-09 What additional training or education have you had that would apply to this position? 20 hours graduate level land use planning coursework 3 years service R VTD committees heard extensive public input gathering 10,700+ votes for R VTD board of directors election May 15, 2007 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? SOU Student body chief financial officer, managed $2.5 million incidental fee budget Organized first-ever Ashland Commuter Challenge 2008 1 year + as Ashland Bicycle and Pedestrian Commissioner member Ashland Siskiyou Blvd. Safety Subcommittee Professional advertising, fundraising, outreach and presentation experience since 2000 and more Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? _Yes. The more we can understand the world we face, the better will our decisions become. We need training, the public needs training, and the dividend will be less work for a better outcome. r.l' 3. Interests Why are you applying for this position? I have special expertise as a non-driver, and understand and have experienced the issues pedestrians and other emergent forms of transportation face, first-hand. I really believe transportation and urban planning are so integral as to be unseparable, but given the workload constraints planning them together, I want to serve my constituency by ensuring their representation in long range planning. I also owe a debt to the nearly 11,000 voters who chose me for R VTD Board of Directors last year. This commission will also give me valuable insight for my doctoral thesis, which I hope will be to inquire if the removal of bus service to a municipal region affected the performance of the other public agencies in that region. We have a valuable laboratory in the Rogue Valley, and I want to advocate for public transportation as an investment rather than a cost; participating on this commission will help me serve the public with that project. 4. A vailabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? _Yes, and I prefer day meetings because the transportation-disadvantaged public has less access to government when meetings are after bus times or not on the bus line like so many of them are. 5. AdditionalInformation How long have you lived in this community? 4-5 years. Please use the space below to summarize any additional qualifications you have for this position Due disclosure: If I am accepted for my doctoral program this Spring, I will have to leave Ashland to study for the Ph. D. starting late September 2009. Ifnot, I'd like to stay here. 12-4-08 signed, Stephen D. Ryan Date Signature ~.l' CITY OF ASHLAND APPLICA nON FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the Ci City Hall, 20 E Main Street, or email christebCwashland.or.us. If you have any ,,~ ~ please feel free to contact the City Recorder at 488-5307. Attach addition sh~ s If:> .G...~."""..' ~.."." [f;JilJ necessary. Dce 1 7 ~ '_, , Name .:K l \ fA So (Y)vYH?A/--- a'r:..6!!..~"a ...... Requesting to serve on: ~t1.JY) s~k.l-1 dY}- ~mmiSSion/committee;""'''' AddressJ Isg, lJ~ ~-t'_ ,~. :PY'. Occupation \J V'l --hev-) WI u g i c.. ItA VI. Phone: Home ~5";;:L,. - /9 '+2- Work Emailju..lia. goW'l~U--~AAcrt>, CVrV) Fax 1. Education Back2l"ound U +- I. 1 What schools have you attended? l 0 (}J i .s c e:wl ~ n I What degrees do you hold? 1:> ' 1+ a ( U ~ -1S) ~~~I\ \ C~ -eol-P--f\ tJ oJ CLJ~-E.) / Lk!--Bevkelj What additional training or education have you had that would apply to this position? 2. Related Exoerience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further trainiJlg in this field, such as attending conferences or seminars? Why? ~ l>..- V e- ~+ ~ (BIke -t-- ?.e!) '~IT ~J. ~ , W\ D'I\-f'>'j , ~.l' ~ 3. Interesu J Why are you applying fo~ this position? ~_ ~ V'eOA ~ Jt;1"J~\S ~0--Jde -+- redes.+v-l tU\ . UNY)vY\tSSlI ~ gll}~ 2rrCYI-) ~ iJ)fjU(d II k-e 10 (~(\lAe 4. A vailabilitv Are you available to attend special meetings, in addition to the regularly scheduled /" _ .-I- m*~ou prefer day or evening meetings? E \J et11V\1 - -~ r>1'1 Le.s I 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position c,.t-5 oA\ v , ,- D fl'\ \ .J.- ~ ~$ \1lc-e-c.J.~olv 2) ~ ~ke+?~ Aov~ cNJ~ ?- /~5,.~ ~ ~,r-€~ ;;0J0rJ tZ-DvV\rS~9'Vl ~e:hY\~. rt bok ~L00J\ ~ ~ .' (\111. ul~- y~DJo.1" fr~>fVv~~ .~ r&/~t[ ~~~~~' ~ ~ ~~ ~~~blel - ~ . ~ IAk, '1: ~~ . d /va-Pftc ~A~~ Signature S~~ ~tY\m1S~ErY1 Wte-eJ1~_s/ ~~.l' ~d ers~ ~ V lreJ\ l~ 242 ~ .Jw--D -- vJLEl1A.J w edJ-e&.' ~ C-VrYI f(l ; S<;4 b11 S. /2 ~( ) 0 ?: Date / I . I CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO W~cg~J1. W~~ CITY COMMISSION/COMMI"TEE O'-C t ~ 2 (1 2008 Please type or print answers to the following questions and submit to the City ~<r?rder at City Hall, 20 E Main Street, or email christebrmashland.or.us. If you have any que~ohs:--------.--""u- please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary . Name DA V , D STVART Requesting to serve on: --I" V c.V\~J o.~cd-I OV\ Q QvY\lN) I s~ o~CommissionlCommittee) ~ ~r . Address 1DI Jloavlb0 ;tfo~aJ> C?,yde · /j<.:LLul~ C2Q. 9l5iXJ Occupation t e+ I W<i::l -"Sr < ~+; -:, T Phone: Hom~ S<f I) ':il?!( -- 7 !?4' WorR~. Email dc::-.+ut1rf~0f.PvJOOY.CI.vvI Fax I" I 1. Education Back2round What schools have you attended? What degrees do you hold? (=--:, -+*V'd 1) ?7\ fJJs " ( ) ~~Of-1CI5C 0 )13 ~ . RS'lb qrolO(j(j) hi S i~ &u:utr1vnawf-c{JhwrQ!IM~ What additional training or education have you had that would apply to this p- q S ny\ et-'l V\ v Or'\MQ..(."d cJJ 2. Related Exnerience What prior work experience have you had that would help you if you were appointed to this position? , . f.\1iQS:i> IViWl"i,f C'o"c. Ccr "gMt) C-fer"( <>.I'lo) ::\-- D \.AJ 0 rtL ~ : ~ (~I r j, Yt) t1\I\ dIe -A -+D 7- tv D"W1 S a.-vz ~\(i\N1 C{ ~c D Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? . 7../ i.,l/lJu./d ~ cPd u:ttltlJfJlt5> b:rauM -r t:nu.{tI /:wOOdie ~~ a'~[IGI.;,+e"- n:~;R ~ tssUes F-+H1eu:{- +v A~lavd; r.l' rr , 3. Interests Why are you applying for this position? 'J .<, {')r~'fr1 It ~ f-n d-ud'j Y: (2fqrJv"d G.V1d <9::.'-mtam'IL I~ct ~r~ -I tc ,'"""k ; ~ ~ rOCLies ~,.- &=sf ,A~7~ \aMd 5 '-I ~a(f- 4. Availabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? r .f"~1r aa1-' j,KJ- Could Q\-\ec",f 111\ P<.le.vJIVlg5 5. Additional Information 11- How long have you lived in this community? ;.-/ .~e~ vs Please use the space below to summarize any additional qualifications you have for this position {)~/rmOt , r/f;nI21IC~ S'~'V~ ('(cUa? r:?v/ / ~rhu/~~ ./q~$orla Y/U'h , ~ D (II1PC .J-tJV5 .l eLL\[ r~'W (~~71J (In///) f /91#- && ) / i'" k lYe 1'/ J1 II'} /)Jen! hel .//tcKbuJ ~ ,-") fA) YJ~y c; L D-( l 31)~ v'cl of' . J~ -/ ~()8 Date (.C ~ ~-A~ :R ~~~.g ^. ....... ~ Signature "~ ~.l' . rr 1 CITY OF ASHLA"D APPLICATION FOR APPOINTMENT TO ~@~ CITY COMMISSION/COMMITTEE Ote j ~:cr~~ P~ease type or print. answers to the ~ollowing questions and submit to the City Re~Jid~!.~t .9 1000' '.$,,) CIty Hall, 20 E Mam Street, or ematl christeb@ashland.or.us.Ifyouhaveany questIons, ..~~~ II please feel free to contact the City Recorder at 488-5307. Attach additional sheets if .......... .... necessary. .. Name .:-0 L- I ,J S{;.t~~ Requesting to serve on: ~S p c>l'2T1T1' <.:.) N (Commission/Committee) Address 4 b} A--t- t-I ~" N Si. Occupation -S ELf - 8V\ (>ko'/8~ Phone: Home 4-6'6 l? c1 ~'"4 'i:n::~'1 N e:rL I w i L;>c-\2- Work Email (.2>\.-....::.~Ie..-~c.:>:.y/.I\.~(.co "''V) Fax 1. Education Back2round What schools have you attended? U Nl veil'€> , TY o-F e,f2tslV "L j U /<.. What degrees do you hold? t?> A M Gi11 'f'EL1l.> V2E:... "t 'ID \,-I N P <<....AN N , N ci What additional training or education have you had that would apply to this position? ~($-1) ~ (...0 . P t...PrY"J 1"11 N 1 t'V\ ~ (..,.0 VV'\ VV'lI &-SlO N '~N i,.J ~ S Pc:€\~ {~(V\ p ~ :::> EV"" I N ~ , 2. Related Exoerience What prior work experience have you had that would help you if you were appointed to this position? 4.-0 V ~ Co N slfl-v LA\ o.I'J I N ~ $'-rQ 'f '3 '12- 'f as 0 rl P L- \.)~ ~ ., '- '/(1,5> ON \~L- ( LA.> (L.fl.eNt '-\of VH-vn a. ') Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? p\ (2A\A '- ( B 8- I E\I t:::" IN L l F1:: - L.-ON S Lt=:A~l"N ~ er~' 3. Interests Why are you applying for this position? ~'f Of'i ~ ~L- VIJIj I NfL*-C:> '~ (-rLo ""^- S A-r€:t-( (..1) VV\ VV\.\ ~~ J oN . P ~N IN ~ Cu V\I\ \s t-l 4. Availabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? y r-s QJ E.\N IN C, .s 5. Additional Information How long have you lived in this community? -:5 J rJ GfC '~<1D . Please use the space below to summarize any additional qualifications you have for this position 'J.-I~-'U& Date ~~. Signature ~.t. , CITY OF .,~.. ~'~,". "". ASHLANl . '.'A~P,l:I~~TIO~~~~:APPOI~:rM~NTTO. . . . ~@' . " CITY COMMISSION/COMMITTEE . .'. '. . Of'C ~.a-~ .. Pieas~ type or print: answers to tlie~oli~fin,g. 'l~e~ti<?'1s ail" sti~n1if t~ !~e ciiy R:~~or~r~~. J Ii lt7t76' ~I CIty Hall, 20 E Mam Street, or emall christcbrma~nl<lnd~or.us: llyOU have any questions, . . ........... Iff please feel free to contact the City Recorder at 488-5307. Attach additional sheets if .................. n~c~~sary." ,'.', ' .......... ~, ". ~'. '... "'". Name ..8I(G~r. .LJld~I'S"N . ,".. ,. ... ........ " .',. ',' .... Requesting to serve on: r~A)lS P&1/l77'1-n ~JY' Address ,~~""u.IS'OA/ dVIL./vNt: ,II!. t!::NI? v~ TV'" " Occupation ~A#JI1&!t.rv MM-Al~t!:A..... Phone: Home ~rz--oYd7 r Work. . '- Emailj)~e~/)..I.lI#!..Lr- f.~x . '..... ... .. '"", , t . . ". . .. ~inlniss~ommirtee)' 1. 'Education Back2toun'd " What schools have you attended? Uf:. J:)AvJ~ ,I 'vie .sA~JI'I- d""L~"; .." . . " J/A/JYeU)nj ;,,;' ~ "4'~/c~i ~Gr/~ C/rri Wh~t degre~s d? you hold? c$IfAlr~,A,I c tr~ _~',;"'.::r-&- VAV,/I/,yaf /ry ; ~~t,( ..'. tt:1fi. --'~/w!~A--:/C, C.l~/4!-o~ ~A"~A/ ~A!A/)~~ ~h~ ,I4P s..~ ~Id/)&,I~ /1/6"1'- __~6ef&1,c./A'~ ~QI/~fS.. t1 r~,l' What additiona~JrainJng or ~du~ation t6ve you had th~t w<;mld apply to this position? I " ~ 1/1:.,# '. irA!A'y~ ; JlfAAlI/ Y.4+""'P~ t-P"A-C ~A'~ t'C~ ... " ~..... ~ , " . ..., '. /(/Hi!V 4N"m? Y?~~)'#.6 CJ1b?~,LrJ:lil,l!:/ ;=:-~A1'/ '. -:nhtJ ~S-~~..h!~....#()V.IPf~ ~ 2. Related Expenence ., . What prior work experience have you had that would help you if you were appoi~ted to this position? . -. .. L~V'A-rlv6 ~/~/~J . y /dA'#/m:;/~tI"'. ~~p~rY . ' . . .. '. "". . -. .. r... \." /# ~~J~ 'Clry.C?~.. t ..... . '.. .'. , } 'po you feel it would. b.e advantageous. fQr you toha;ve furth~r training inthisfield, such as attending conferences or semirraJfS? Why? y~ . .' r1I~ '~6- ~ #6-w 1/J~J'I;r "L~bvf6-i) ~J rp?A/P~~ 1 se /If I ,V Atfl.1 rA' 3. Interests Why are you applying for this position? ~ nl/1/6- ~~ nHr5- , 77tW"' I ;k JP,~~j) G/k:6- nJ' ne-y ~ e:;~#7n/dl/~ :rz:? , /ldJY~) c/~r/ /VJ///V~ 72J1',4!# ~ ~.,~~ ""'V.L..r/ ~ ,.,j)/!-L. /~ .,..~ ""11IA.r~a,J1/ 4. A vailabiUtv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? C.I ~I:... rb.Hlt' T7 ~-6-1 //~r T7/116-. f 6',< S~GC/~ ~66-.r-/ A/6 J ~ ,~ ~. /#6:...., '. f'. ~ 5. Additional Information ' ", I "". How long have you lived in this community? ,. ~ S- . .V'6'zt~ , . r . . . .. .. ,. , t ~ ... . _ . Pl'e8se'usethe space below to summarize any addiiional qu~lifTc~tj'oQs you)lave for this .. . ~. . I ... .. _ . posItion . '. . . , . ~1'/~ .tfI,.,." 77Y~ ~~~/Pt5" C/~~JJ,f/J''' / -f!!!1'~~ ~~/17A,)6 ~./P k~ Vcf~ ? , . :,:' r~;""N..s~~~nO~ ~~~.G- ...z:. J~ /7;JJ~ . . .... . /V '/N.G- iL~, ~ ~I>i?;> ;;l:!:' r-;fLVe?,c, , ~ /fV~' .0''' fl?~/CN /,V ,/-?~~~ ~.I~d "If . i / \ ""'"-- , , ~~\ . ~ ' LV/14TE- ~j) //V, ~~'~I ~ .si'v6. I "$ /f6-tfl//~/.K./a )ZP~ /R?V'CnF ~~~ .rl ~Jlh/IL/Pt ~)VG- If rw~ J 7tJA,y'~#//L,i>/-)t/tf$ t? /!.It '1 ~ AI/,-pfR tPi/.I1t-/ ~CI'I-77r;AJ7 ,:z- n~ 4'"\ 7'iG- ~~/Ty ". ....... , ;t!J ~IJIVe- ~~ti?~rr' ~~~1/~S ';t!; ~Ce?~- CL-t!J/ttfI,e; ~I!/ _'1' /r:L' ~,~/~ ~ A'P~ /4/ , dYe- A/cA'/ I~J~c ~ " F,~;Jl:IL CIf1( C'lV~CIUJJt.. r"'I.LI'II~ ~Af""1/.P'/~. /r.cP~~Q ~.~~~~~l Date Signature r..., CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(a!,ashland.oLus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Matt Warshawsky Requesting to serve on: Transportation Commission Address: 821 Indiana St Occupation: Business Owner: Independent Software Vendor for Factory Automation Software Home: 541-488-0917 Work: 877-478-5945 Email: ashland@azeotech.com Education Backeround What schools have you attended? Cornell University, University of Colorado What degrees do you hold? Bachelors of Arts in Chemistry, Masters in Atmospheric Chemistry What additional training or education have you had that would apply to this position? Received some training during my tenure on the Traffic Safety Commission. 1. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Many of my current customers are in related industries such as auto, public transportation, even bicycling. Before starting my current company I worked for an alternative fuels startup and before that NOAA in their Aeronomy Lab where we studied air pollution. These experiences give me a better understanding to the pluses and minuses of various forms of transportation as they effect the environment that is usually not discussed in the mainstream. I also worked in theatre for many years doing set construction and lighting design and setup. This has given me construction experience (including, of course, reading plans) and experience in lighting design, which helps with street lighting decisions. My current job also involves a lot of marketing, web design, brochure design, etc. which would help in the public education aspects of this commission. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, and I have attended several seminars while on the Traffic Safety Commission. I believe that there is no such thing as too much education, though time and money are often a constraint. 2. Interests Why are you applying for this position? I have been on the Traffic safety commission for 3 years and am currently chair of the Siskiyou Safety ad hoc committee. I have also attended many of the Bike and Ped meetings during this time. I would like to continue my work in these areas and am looking forward to participating in long term transportation planning. 3. A vailabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, and no preference on time of day. 4. Additional Information How long have you lived in this community? Since 2002, with a brief stint in 1999. Please use the space below to summarize any additional qualifications you have for this position I utilize most of the different forms of transportation found here. Like most people, I drive when necessary, which is more often now that I have a young child. Our family has only one car, which my wife takes to work, so I am often using other forms. I am an avid cyclist, both for commuting and pleasure, and spend a significant amount of time walking around town especially since my baby is not big enough for a bike trailer yet (and even then, she loves walks). I do not currently use the bus, largely because I find it deficient here. When I lived in Boulder Colorado, I used the bus often and I believe they are a model for a good bus system. I can bring my personal experiences from Boulder's bus (and for that matter bike/walking) to the commission in hopes of improving our bus system. My use of all these different forms gives me a more broad understanding of the interactions between them which is important when making transportation decisions in a town that is so multi-modal. Date Signature ~... , .p.~i9~..1 From: To: Date: Subject: Eve Woods <eve_woods@hotmail.com> Ashland City Recorder <christeb@ashland.or.us> 1/20/2009 11 :25 PM Student Liaison position' Barbara Christensen I have come to realize that I never turned in an application to keep my student Liaison Position for when . the new traffic safety commission/Bike and Pedestrian Commission become one. Do I actually need to fill out a new application? I am the only one with this position. I was just appointed last Spring. If indeed it is required of me please let me know. I will make time later this week to fill it out. I am still not done with what I set out to do as a student Liaison. I am currently working with some students at SOU to inform other students of pedestrian laws. Feb 14th will mark a year passed since SOU lost one of our best and brightest. My mission is to see that this doesn't happen again, Community education is the key. We have a lot of people still out there that need a safety reminder. Thank you for your time Eve Woods SOU Student (541) 773-8515 eve_woods@hotmail.com Windows Live TM Hotmai~: Chat. Store. Share. Do more with mail. http://windowslive.com/explore?ocid=TXT_T AGLM_ WL_t1_hmjustgotbetter _explore_01200~ CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(cDashland.oLus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name_David Young Requesting to serve on: Transportation (Commission/Committee) Address 747 Oak Street, Ashland, OR 97520 Occupation Teacher/Musician Phone: Home 488-4188 Email dyoung(QJ,leffnet.org 1. Education Back!!round What schools have you attended? UC Berkeley, UCLA, SOU What degrees do you hold? -B.S., Political Economy of Natural Resources, UC Berkeley, 1985; -MAT, Education, SOU, 2002 What additional training or education have you had that would apply to this position? -Professional EMT-Paramedic, Municipal EMS systems in Denver and San Francisco, 1977-86 -Member, and Chair, Ashland Bicycle and Pedestrian Commission, 1998-2001; 2004-present. -Member, Siskiyou Blvd. ad hoc Citizens Redesign Committee, 2000-1; -Town Health Officer, Richmond, Vermont, 1990-3; -Member, Ashland Downtown Planning Phase II Committee, late 90's; -Member, Citizens Advisory Committee, ODOT's lAMP 1-5 Interchange Project; 2. Related Exverience What prior work experience have you had that would help you if you were appointed to this position? 10 years Paramedic and EMT instructor in Denver and San Francisco; member City Bike/Ped Commission; non-profit administrator; member of non-profit boards; self-employed music business; teach in Ashland School District (currently substitute); coach youth soccer, baseball, and flag football; Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? It is always advantageous to learn and become more conversant in the state of the art of a discipline, and I welcome further training and education in the area of enhancing the transportation infrastructure in Ashland. 3. Interests Why are you applying for this position? Believe it or not, I originated the idea of merging the TIS and BIP Commissions into one Transportation Commission in 2001, while chair of the BikelPed Commission. I am steadfast in my approach toward a safe and efficient transportation system for ALL modes of transit in Ashland. 4. A vailabilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am often available for special meetings and prefer evenings, but have some daytime availability given enough notice. 5. AdditionalInformation How long have you lived in this community? 15 years. Please use the space below to summarize any additional qualifications you have for this position I believe that I have been a living example of one who "walks the talk" in regards to working toward a safe and efficient transportation system in Ashland. My wife, children and I walk, bike and ride the bus whenever possible which, in our case, is most of the time, since we work in Ashland and kids go to school here. In fact, I have a bike trailer in which I carry our instruments for small music gigs ( Growers Mkt., Calle Guanajuato, Coffee Houses, etc.) and rehearsals. I have worked for years to make Ashland a more civil, safe and efficient place to travel, and I would hope that my demonstrated experience, as well as my position as the last Chair of the Bicycle and Pedestrian Commission before dissolution this December 17th, would allow me to continue serving in this capacity. st December 1 , 2008 Date DGY Signature ~~, CITY OF ASHLAND Council Communication Approval of Additional Public Contracts for Distribution Rack Expansion Project - Mountain Avenue Substation Meeting Date: February 17,2009 Primary Staff Contact: Dick Wanderscheid Department: Electric E-Mail: wandersd@ashland.or.us Secondary Dept.: Finance/Purchas' Secondary Contact: Scott Johnson Approval: Martha Bennet Estimated Time: Consent Agenda Statement: Will the Council, acting as the Local Contract Review Board, approve the additional public contracts required to complete the Distribution Rack Expansion Project at the Mountain Avenue Substation? The initial contract for materials ($134,261.00) was approved by Council and the following contracts exceed that amount by approximately $95,500.00. Staff Recommendation: Staff recommends that the additional public contracts be approved by the City Council. Background: The Electric Department in conjunction with the engineering firm, CVO Electrical Systems (Corvallis, Oregon) has been working together on the Distribution Rack Expansion Project at the Mountain Avenue Substation. The initial public contract with Hamby- Young, resulting from an Invitation to Bid in FY 2008, was for materials only costing $134,261.00 and it was approved by the City Council on October 2, 2007. This was the first step needed to begin the shifting of 2MW' s of load from the Pacific Power owned Ashland substation on Nevada Street to the BP A owned substation on Mountain A venue. The subsequent steps are as follows: The amount budgeted for the current fiscal FY 2009 was $70,000.00, and the following three individual public contracts are required for this Distribution Rack Expansion Project: Versatile Concrete: $33,000.00 - Contractor to engineer, layout, and construct concrete foundations at Mountain Avenue Substation to adequately support the steel structure erection, assembly and equipment mounting. Sourcing method: Intermediate Procurement (Three (3) written quotes) Lanz Industrial Welding: $17,500.00 - Contractor to perform specialized buswork connection welding. This work requires experienced welders in inert-gas metal arc welding. Lanz Industrial Welding was identified as the only firm in the Northwest that has the experience and capabilities to perform this type of welding, and they are included on BP As Preferred Contractor's List. Sourcing method: Sole Source (Research confirmed sole source) Page 1 of2 r~' . r CITY OF ASHLAND Additional Equipment: A single Cooper recloser, including substation mountain frame and wildlife guards is estimated not to exceed $15,000. Sourcing method: Sole Source (Manufacturer: Cooper/Agent: HD Supply) At this time the amount budgeted for FY 2010 is approximately $40,000, and the following public contract has been forecasted for this proj ect: Additional Equipment: Two additional Cooper reclosers, including substation mountain frames and wildlife guards, are estimated not to exceed $30,000. Sourcing method: Sole Source (Manufacturer: Cooper/Agent: HD Supply) The Electric Department staff will be installing the reclosers and if required, any additional equipment, that is required to complete the Distribution Rack Expansion Project. Related City Policies: Section 2.50.015 Authority Unless otherwise expressly authorized by these Rules or by ordinance or order of the Council, all contracts must be approved by the Council before they can be executed. The Council gives its approval through its Consent Agenda which authorizes the Public Contracting Officer, his or her designee or the contracting Department to execute the contract. The Council may also execute contracts itself. (Ord 2934, Replaced, 11/21/2006) Section 2.50.020 Public Contracting Officer's Authority A. Authority to Execute Contracts Without Prior Council Approval. The Public Contracting Officer may execute without prior Council approval contracts that satisfy all of the following: 1. The contract has a total value of seventy-five thousand dollars ($75,000) or less; Council Options: The Council, acting as the Local Contract Review Board, can approve the additional public contracts or decline to approve the additional public contracts. Potential Motions: The Council, acting as the Local Contract Review Board, moves to approve the additional public contracts required for the completion of the Distribution Rack Expansion Project at the Mountain Avenue Substation. Attachments: None Page 2 of2 r:., , I CITY OF ASHLAND Council Communication Approval of Two Public Works Contracts for Flexible Surveying Services Meeting Date: February 17,2009 Primary Staff Contact: James Olson, 552-2412 Department: Public Works/Engineering E-Mail: olsonj@ashland.or.us Secondary Dept.: Finance Secondary Contact: Michael R. Faught Approval: Martha Bennet Estimated Time: Consent Agenda Question: Will Council approve two contracts for flexible surveying services that will exceed a 24 month contract period and may exceed the $50,000 contract threshold? Staff Recommendation: Staff recommends Council approve two contracts for flexible surveying services that will exceed a 24 month contract period and may exceed the $50,000 contract threshold. Background: On October 1, 2008, staff advertised a request for proposal from qualified surveying firms to provide surveying services on an ongoing and flexible basis. On November 5, 2008 eight firms provided formal responses which were reviewed, scored and ranked by engineering staff. The results of the scoring follows: Rankin2 Firm Number of Points 1 Terrasurvey 89.0 2 Polaris Land Surveying 87.7 3 Neathamer Surveying 84.7 4 OBEC Consulting Engineers 82.0 5 Hardey Engineering & Associates, Inc. 80.7 6 HBH Consulting Engineers 79.3 7 Hoffbuhr & Associates, Inc. 77.0 8 Rhine-Cross Group 72.3 The terms of the request for proposal and of the resulting contract were that two firms were to be selected as primary and secondary services providers. The primary service provided was the firm receiving the highest rating while the secondary firm had the next highest score. Terrasurvey, Inc. selected as the primary consultant was offered a contract to expire on June 30, 2011 (29 months). The secondary consultant, Polaris Land Surveying LLC was offered a similar 29 month contract. The value of the primary contract is $20,000 and $5,000 for the secondary contract. The RFP and contract both contain a clause whereby the contract may be extended for two additional one-year contracts. With the maximum number of extensions for each contract the total combined cost may exceed $50,000 depending on the number of projects developed in the upcoming years. Council's consideration should be for the current contract approvals plus authorization for two one- year extensions for each contract. Page 1 of2 r~' CITY OF ASHLAND Related City Policies: AMC 2.50.020 Public Contracting Officer's Authority. ""The Public Contracting Officer may execute without prior Council approval contracts that satisfy all of the following: ... ii. The contract does not exceed a twenty-four month contract period." Council Options: Council may approve or reject the primary and secondary flexible surveying services contract. Potential Motions: 1. Move to approve the contracts and potential contract extensions with Terrasurvey, Inc, and Polaris Land Surveying LLC. 2. Move to approve the contracts without potential contract extensions with Terrasurvey, Inc, and Polaris Land Surveying LLC. 3. Move to reject the contracts with Terrasurvey, Inc. and Polaris Land Surveying LLC. Attachments: Copies of contracts Page 2 of2 r~' ,. r Contract for Personal Services CITY OF ASHLAND 20 East Main Street Ashland, Oregon 97520 Telephone: 541/488-6002 Fax: 541/488-5311 CONSULTANT: Terrasurvey, Inc. CONTACT: Richard F. Alspach ADDRESS: 274 Fourth Street, Ashland, OR 97520 TELEPHONE: 541-482-6474 DATE AGREEMENT PREPARED: January 22,2009 BEGINNING DATE: February 1, 2009 COMPENSATION: Not to Exceed $20,000.00 FAX: 541-552-0292 COMPLETION DATE: June 30,2011 SERVICES TO BE PROVIDED: Primary flexible surveying services ADDITIONAL TERMS: This contract may be extended for two additional one-year contracts FINDINGS: Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the sta~ement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability suffICient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the ~ity; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings I Recitations. The ftndings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specifted, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and wOt"ker-tike manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shaU start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Once work commences, invoices shall be prepared and submitted by the tenth of the monTh for work completed in the prior month. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.53O are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $18,088 or more, Consultant is required to compty with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its offacers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's emptoyees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, daims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 10. Termination: G:\pub-wrks\eng\dept-admin\SURVEYOR\Terra 2009\Terra Survey Contract Jan 09.doc Page 1 of 2 a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b, Citvs Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: l. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or approprit:lte for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iil. If any license or certifICate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. ili. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. ObUaationlLiabilitv of Parties. Termination or modifICation of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modifICation. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, cord of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Il'!dependent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, .certifICation, or obligation it owes under the Contract; its ORF status pursuant to the ORF Rules or loses any license, certifICate or certiftcation that is required to perform the Services or to qualify as a ORF if consultant has qualified as a ORF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Comoensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1.000.000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. c. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1.000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall indude contractual liability coverage for the indemnity provided under this contract. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, 1 000000, or Not licable for each accident for Bodil In.u and Pro ert Dama e, G:\pub-wrks\eng\dept-admin\SURVEYOR\Terra 2009\Terra Survey Contract Jan 09.doc Page 2 of 9 including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or chanQe. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additionallnsured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, offICers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriatlons Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority suffICient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract w;thout penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall s. n the certifICation attached hereto as Exhibit A and herein inco CONSU~ ~ . / CITY OF ASHLAND: BY ~M~ BY / Signa~ FINANCE DIRECTOR TITLE ~~\De~1 DATE DATE \ 11k11-oo1 I I CONTRACT AWAAD AND FINDINGS DffiRMINED BY: By: City Department Head Approved as to form by Legal: Date: Federal 10# ~1 1., to?J l, ACCOUNT , (For City purposes only) *Compfeted W9 form must be submitted with contract PURCHASE ORDER # G:\pub-wrks\eng\dept-admin\SURVEYOR\Terra 2009\Terra Survey Contract Jan 09.doc Page 3 of 9 ... r TERRASURVEY, INC. PROPOSED SURVEYING SERVICES FEE SCHEDULE FOR CITY OF ASHLAND PROJECT NO 2008-21 SURVEY CREW: (Two Person or One person w/Robotic) S120.00/HR PROFESSIONAL: $80.00/HR SURVEY TECHNICIAN: $65.001HR DRAFT PERSON: $65.001HR CLERICAL: $45.001HR THERE IS NO ADDITIONAL CHARGE FOR COMPUTER TIME, MILEAGE, IN- HOUSE PRINTS, MAIL, COPIES, FAXES, PHONE CALLS, OR NORMAL SURVEYING SUPPLIES SUCH AS LATH OR STAKES. THESE ITEMS ARE CONSIDERED TO BE INCLUDED IN THE HOURLY RATE. 1. Contract for Personal Services CITY OF ASHLAND 20 East Main Street Ashland, Oregon 97520 Telephone: 541/488-6002 Fax: 541/488-5311 CONSULTANT: Polaris Land Surveying, LLC CONTACT: Shawn Kampman ADDRESS: PO Box 459. Ashland. OR 97520 TELEPHONE: 541-482-5009 DATE AGREEMENT PREPARED: January 22,2009 , BEGINNING DATE: February 1. 2009 COMPENSATION: Not to Exceed $5,000.00 FAX: 541-488-0797 COMPLETION DATE: June 30. 2011 SERVICES TO BE PROVIDED: Secondary flexible surveying services ADDITIONAl TERMS: This contract may be extended for two additional one--year contracts. FINDINGS: Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability suffICient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE .as follows: 1. Findings I Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and. unless otherwise specified. furnish all labor, equipment and materials required for the proper performance " of such service. . 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Once work commences, invoices shall be prepared and submitted by the tenth of the month for work . completed in the prior month. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505. 279C.515. 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $18,088 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments. subrogations, or other damages resulting from injury to any person (induding injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsibte for any losses, expenses, claims, subrogations. actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 10. Termination: G:\pub-wrks\eng\dept-admin\SURVEYOR\PoIaris 2009\Polaris Surveying contract Jan 09.doc Page 1 of 2 ., r a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. c. For Cause. City may terminate or modify this contract, in whole or in part, effective .upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: . i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; Ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certifICate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. il. Time Is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to 'Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obliaationlliabilitv of Parties. T ennination or modifICation of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modifICation. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, cord of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an Independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant Is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subconfract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certifICation, or obligation it owes under the Contract; Its QRF status pursuant to the QRF Rules or loses any license, certiftcate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at Its own expense provide the following insurance: a. Worker's Comoensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. ProfessionalliabHity insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1.000.000, $2,000,000 or Not Applicable for each daim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. c. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1.000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liabilitv insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, 1 000000, or Not Iicable for each accident for Bodil ln'u and Pro ert Dama e, G:\pub-INrks\eng\dept-admln\SURVEYOR\PoIaris 2009\Polaris Surveying contract Jan 09.doc Page 2 of 9 including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or chanqe. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles. self-insured retentions and/or self-insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however. the claim must be brought in a federal forum. then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County. Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT. MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS. AGREEMENTS. OR REPRESENTATIONS, ORAL OR WRITTEN. NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT. AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has suffICient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion. to continue to make payments under this contract. In the event City has insuffICient appropriations, limitations or other expenditure authority. City may terminate this contract without penalty or liability to City. effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall s' n the certifICation attached hereto as Exhibit A and herein inco CONSULTANT CITY OF ASHLAND: ~~~ I Signature ~~w ~ Print Nam BY BY FINANCE DIRECTOR TITLE JV1 '" k. 41\ .,. L, "..- DATE DATE 0'11 h VV1\ r7 z..t:: t 2,00 9 , CONTRACT AWARD AND FINDINGS DETERMINED BY: By: FederallD# "Iif-/31J ?~~"7 City Department Head Approved as to form by Legal: ACCOUNT # Date: (For City purposes only) *Completed W9 form must be submitted with contract PURCHASE ORDER # G:\pub-wrks\eng\dept-admin\SURVEYOR\Polaris 2009\Polaris Surveying contract Jan 09.doc Page 3 of 9 , r LAND SUR.VEYING, LLC + ?- .. , - -4.~",,_.,'if" ';~ - ......__-'~.....A.' ""'.....'~."""...k....,.L~,i; -~ -.. ~"....~~"'~..,.....-.......,-....."'.- '....,.....-~~:.6J -""'---Ji;'''''''' ,"" -.'~~,~, - ,-: ~,~~",,,:;;.....~~~'; ;Ad"";~'>.'..s. EXHIBIT -A- POLARIS LAND SURVEYING LLC FEE SCHEDULE (EFFECTlYE JANUARY 1. 2008) PRINCIPAL LAND 5URVEYOR................................$120'OO I hour PROFE5SIONAl LAND SURVEYOR..........................$l00'OO I hour 5ENIOR SURVEY TECHNICIAN ....................... ........ $ 85.00 I hour SURVEY TECHNiCiAN........................................ $ 75.00 I hour D~FTlNG TECHNICIAN ..................................... $ 70.00 I hour SURVEY FIELD CREW (5TANDARD) ...................._ $150.00 I hour 5URVEY FIELD CREW (wI GP5) ............................ $175.00 I hour DOCUMENT PROCESSiNG............... ....... .............. $ 60.00 I hour MILEAGE (out of town project5)..................... ....... $ 0.585/ mile OUT-OF-POCKET EXPENSES... ...................... ....... .AcruAL COST P. O. 80. 459, ~5hI6nd. Oregon 97520 Phone: (541) 482-5009 F6C (541) 488-0797 Mobile: (541) 601-3000 www.pot~rissuryey.com CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Liquor License Application February 17, 2009 Primary Staff Contact: City Recorder E-Mail: None Secondary Contact: Martha Bennet Estimated Time: Barbara Christensen christeb~v,ashland.or. us None Consent Question: Does the Council wish to approve a Liquor License Application from Lisa Beam dba Sesame Asian Kitchen at 21 Winburn Way? Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the GLCC proceed with the processing of this application. Background: Application is for a new liquor license. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). Related City Policies: In May 1999, the council decided it would make the above recommendations on all liquor license applications. Council Options: Approve or disapprove Liquor License application. Potential Motions: Approve or disapprove Liquor License application. Attachments: None Page 1 of 1 ~~, CITY OF ASHLAND Council Communication Current Year Financial Report - October through December 2008 Meeting Date: February 17, 2008 Primary Staff Contact: Lee Tuneberg Department: Administrative Services E-Mail: tuneberl@ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: Martha Benn Estimated Time: Consent Question: Does Council have any questions about the quarterly financial report as presented? Staff Recommendation: Staff recommends Council accept the quarterly report as presented. Staff also notes that much of the materials covered in this quarterly report will be the subject of the joint Budget Committee and Parks & Recreation study session on February 19,2008. Background: The Administrative Services Department submits reports to Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. Information can be provided in differing formats and timetables at Council's request. This report includes the first six months of the fiscal year and will be the basis for projecting revenues, expenses and ending fund balances for the year and beginning budget discussions with the Budget Committee. The reports are intended to present information in formats consistent with the department, fund and business activity presentations included in the adopted FY 2008-09 budget document and the manner in which they will be shown in the end of year report. Unaudited, detailed balance sheets, revenues and expenditure reports are available for your review in the Administrative Service Department office should you require any additional information. Related City Policies: City of Ashland Financial Management Policies, Budget Document Appendix Council Options: Council may accept this report as presented, recommend modifications as discussed or defer acceptance (takes no action) awaiting further information or clarification. Potential Motions: This report is on the Consent Agenda and can be approved with other items. If removed from the Consent Agenda for separate discussion one of the following motions may be employed: A. Council moves to accept the financial report as presented. B. Council moves to accept the report as modified by discussion. Pagelof8 r~., CITY OF ASHLAND C. Council takes no action pending further information or clarification. Attachments: Attached is the City of Ashland financial report for the fiscal year ended December 31, 2008. This report includes: 1. Financial Narrative (pages iii-viii) 2. Summary of Cash and Investments as of December 31 for the last two years (page 1) 3. Combined Statement of Financial Position City Wide (page 2) 4. Schedule of Revenues by Fund (page 3) 5. Schedule of Budgetary Compliance per Resolution #2008-13 as amended by Council action (pages 4-7) 6. Schedule of Expenditures by Fund (page 8) The numbers presented are unaudited and unadjusted. Page 2 of8 r~., CITY OF ASHLAND Financial Narrative Summary of Cash and Investments provides an understanding of changes in the City's cash position across funds and investment types. The city-wide cash balance has decreased $5.7 million between FY 2008 and FY 2009 at the end of December. The key reasons for this decrease are: 1. Youth Activity Levy ended - results in $2.2 million less cash in the form of tax proceeds held on December 31. By contract, the first disbursement was normally done in January each year. 2. Water & Wastewater CIP and operational expenditures during the last 12 months were not offset by borrowing or rates - $2.0 million. 3. Internal service fund balances were reduced to support other funds and to finance Clay St purchase for a total across internal service funds of approximately $1.0 million. 4. Capital expenditures in CIP Fund for Clay St. and Parks SDC projects - $524,000. 5. General Fund operational expenditures during the last 12 months were not fully offset by revenue - $444,000. 6. Electric Fund rate proceeds were reduced by 1.30/0 in favor of the General Fund when the surcharge was eliminated and other rates have not kept pace with costs - $441,500. Each fund's cash varies for its own reasons. In general, total cash balances increase in the second quarter of the fiscal year as a majority of property tax revenue is received in November. Even though cash balances are $3.7 million more than the first quarter of this year they are significantly less than a year ago due to the items above. All are of concern to staff and will require work to maintain or boost cash levels. Only the Debt Service Fund cash balance is significantly greater than a year ago. That is primarily due to the timing of annual debt service payments and the additional amount placed in that fund when Bonneville Power reimbursed the City as a partial settlement for over- charging for wholesale power. Please note that the Water and Wastewater have the largest reductions in cash between years. In part this is due to the timing of revenue generation (sales) and receipt being different than timing for expenditures. Also, borrowing for capital projects has been approved by Council but not done as staff considers alternatives to issuing bonds on its own. Operations, capital improvements, borrowing and related rate adjustments will be presented to Council on March 16 and 17, 2008. Cash balances for funds that rely on property taxes are significantly higher than last quarter. A good example is the Parks and Recreation Fund. At the end of September this fund's cash was about $350,000 and little or no tax receipts would be posted in October. November and December tax receipts have raised the balance to approximately $2.8 million as of this report. Cash balances for this and other funds that primarily rely on property taxes will reduce until next November. Page 3 of 8 r.l' CITY OF ASHLAND The distribution of cash and investment balances shows a shift of cash from the Local Government Investment Pool to other short term investment instruments to minimize risk through a diversified portfolio. As of this report less than half the amount of the prior year cash is currently held in the local investment pool. The Combined Statement of Financial Position is similar to presentations in the annual financial report. It is intended to provide the reader an overall sense of the City's financial position at the present time. Unappropriated Ending Fund Balance (EFB) is $20 million, which represents the same $5.7 million reduction from FY 2008 that was discussed above. The City budgeted for an all-funds reduction in EFB of $1.7 million for the year. At the halfway point it is only down $69,270 because of recent tax receipts. The difference or shortfall between total resources and total requirements will worsen as property tax receipts are consumed as part of normal operations. Management has, and is, taking steps to balance changes in revenues with changes in expenditures where possible. A contributing factor is the $2,3 million less than projected EFB being carried forward from FY 2007 -2008. This occurs because the City did not sell bonds to finance capital projects in FY 2007-08, which would have improved EFB and cash balances. Additionally, the City would likely have been more successful in selling bonds prior to September 2008 because of changes in the finance and insurance markets. In FY 2008, only $304,000 in bonds was issued for the Clean Renewable Energy Bonds in the Electric Fund for the Solar Pioneer II project, which cost over $400,000. The balance of the project was paid for by State of Oregon business energy tax credits (BETCs) purchased by a bank. Revenues and Budqetarv Resources at December 31 , 2008, total $32,593,153 as compared to total year-to-date requirements of $32,662,423 which results in a $69,270 decrease to Unappropriated Ending Fund Balance. This decrease is a fraction of the $1.7 million decrease budgeted and will be short lived since it relates to the timing of receipts (especially property taxes) and expenses (especially operations paid for by property taxes). The end result is dependant upon many factors such as variations in utility sales from weather and customer demand, capital project construction and funding, tourism and tax collections. Total Revenues on a city-wide basis are $1.0 million less than the prior year. General tax receipts are down because of the Y AL tax coming to a close. No external financing has been done and only 290/0 of internal transfers were completed in the first half of the year. The $166,384 Transfer In represents the amount paid between funds for general debt service. Total Requirements are at 43.30/0 of the annual budget for this "second quarter" of the year with Personal Services at 48.80/0 and Materials and Services at the 500/0 mark. Total Operating Expenditures are also at 500/0, despite some annual costs and debt service being paid in the first half of the year that would tend to push the City over the 500/0 mark. Excluding pre-payments, being at the 500/0 mark would indicate that most activities and related expenses have occurred, leaving little room for error going into the last half of the year. Since prepayments are included and management has already requested departmental reductions, staff anticipates that the City will not have a problem keeping under Page 4 of8 rj.' n I CITY OF ASHLAND budgeted expenditures, just balancing revenues and expenses. Capital Outlay is only 18.60/0 of the annual budget and is being held low until the City determines the projects that can be funded and moves forward in the construction season. Budqetarv Requirements activity includes the $166,384 Transfer Out mentioned above and only $310,000 of the $670,000 inter-fund loan approved as part of the Clay Street acquisition. The remainder of the inter-fund loan will be transferred to the Capital Improvement Fund as needed. City-wide Contingency unused is $1,676,665 or 50/0 less than originally budgeted as $91,335 has been transferred with Council approval per Fire, Police and Public Works requests. The Schedule of Revenues by Fund provides an overview of total resources by fund for the year. It is too early in the year to make definitive predictions since many funds include financing or seasonal revenue streams that have not occurred as of the date of this report. More telling information is found later in this report in the individual fund narratives to help the reader get a "sense" of how the year is progressing. The Schedule of Budgetary Compliance is intended to present expenditures on a budget basis by fund consistent with the resolution adopting appropriation levels in the budget compliance section of the document. At the half-year mark a 500/0 target should be considered for budgetary categories that operate all year long. Seasonal activities such as capital improvements, debt service and granting may be considerably higher or lower than the target. Total appropriations were increased by supplemental budgets recognizing additional resources such as grants, transfers and loans. At the time of this report four resolutions had been approved to change the budget. An overview by fund is as follows: General Fund - Total revenues are 520/0 and expenditures are 45.50/0 with $11,335 of the budgeted $482,000 in Contingency used. Charges for Services are 47.60/0 and taxes are 59.80/0 of budget, respectively. Taxes exceed the 500/0 mark for multiple reasons but primarily due to the majority (87010 of budget) of property taxes received to date. The budget includes $1 million in revenue for the sale of Strawberry properties and a similar amount to be spent on the affordable housing program. Neither has been accomplished at this time. The General Fund budget has been amended to fund Police expenditures for utilizing forfeited revenue and grants for specific uses like Fire turn out gear. Social grants, Economic & Cultural grants, City Band and the Police Department are above the 50010 mark for the reasons mentioned above and will come in under their respective budgets. The annually budgeted $500 transfer to the Cemetery Trust Fund has been done. CDBG Fund - No revenue has been received and little in expenditures have been year to date but staff is working on projects that will be recognized before June 30. Street Fund - Cash flow is negative by $101,784 to date due to drops in development-based revenues such as SDCs, fees, Assessment payments and in interest. The impact has been Page 5 of8 r~' CITY OF ASHLAND minimized by Public Works staff holding off on capital projects. No project borrowing has been done and total expenditures are at 23.20/0 of budget. Airport Fund - Operational revenue exceeds expenditures by $1,914. No capital work has been done this year. Hangar rental revenues fund the debt service. Capital Improvements Fund - Charges for services are at 51.20/0 of the annual estimate with total revenues at 44.90/0 of the budget. Development related revenues are down. An inter- fund loan of $310,000 ($670,000 was approved) from the Equipment Fund has been recorded here. Expenditures are 69.300/0 of the budget resulting in $246,413 negative impact on ending fund balance. This will change as the rest of the loan is made when needed. Debt Service Fund - Charges for services, taxes, transfers and interest total $1,279,884 (including Telecommunications Fund's $356,000) with Debt service payments at $1,672,520 (74.30/0) of budget. This has resulted in an Ending Fund Balance $853,873 (270/0) below the budgeted $1,166,758. EFB is expected to increase closer to the budgeted amount by June since 400/0 of the budgeted revenue is yet to be realized as compared to 260/0 of debt service remaining to be made in the last half of the year. Water Fund - Revenue from water sales has improved over the prior year because of the rate increase in August but it still below two and three years ago due to weather. Total revenues are $2,822,687 (42.20/0 of budget) compared to expenditures of $2,735,964 (34.10/0 of budget). The difference is a positive $86,723 thanks to a reimbursement to this fund from the Insurance fund for costs relating to the Mt Ashland lawsuit. All operational divisions are below the 500/0 mark except for those relating to debt service. No borrowing has been done and most capital projects are on hold until cash availability and financing has been determined. Most of the fund balance is restricted from operational use. Wastewater Fund - Expenses exceed Revenues by $544,097 with half of the DEQ annual debt service made. Charges for services are at 50.70/0 but Tax revenue (800/0 of Food & Beverage Tax proceeds) is only 31.1 % year-to-date. Significant F&B tax payments will be recorded in the second half of the year but consumed by the debt service payment for the treatment plant. All divisions are below the 500/0 mark since capital projects have been delayed awaiting financing decisions. External borrowing is budgeted at $3.0 million and will be needed if capital projects are to proceed. Several years ago Food & Beverage Tax revenue was expected to completely fund the annual treatment plant debt service but this has not happened. The drop in Food & Beverage tax proceeds and increases in operational costs will require significant rate increases in the near future if other revenue streams are not identified and implemented. Electric Fund - Total Expenses are above Revenues by $364,525 with the Ending Fund Balance at $1.1 million or 53.50/0 of budget. Recent cold weather will positively impact sales and the bottom line as we move into Spring when wholesale power raters are at their lowest. Only the Distribution Division is below the 500/0 mark at this time but the other divisions will improve before the end of the year. Replacing the Surcharge revenue with reduced rates have contributed to the shortfall and staff will need to monitor this closely through the budget process. Page 6 of8 ".l 1 .. r CITY OF ASHLAND Telecommunications Fund - Revenues and expenses are just above the 500/0 of budget mark but posting a $195,454 negative impact on EFB. Telecommunications pays $356,000 of the AFN $1.4 million debt service and that contribution has already been made in full. Despite that early payment the EFB is $674,265 or 1700/0 of budget at the time of this report. Another positive carry forward above the target is projected this year but staff will have to continue monitoring and managing changes in technology and related revenue and expense streams in the coming years. Central Services Fund - Revenues and Expenditures are near breakeven with $180,603 in positive cash flow for the first half of the year resulting from revenues at 51.60/0 and expenditures at 44.9%) of budget. The fund balance was budgeted to drop $473,516 for the year so the fund is doing better than expected yet carry forward from the prior year was $212,044 less than projected. All divisions are below the 500/0 mark with Public Works the highest at 49.40/0 due to additional staffing costs during the transition in directors. The fund balance is $442,000 above target and will provide some offset to expenses or charges to other funds by end of this year or in the budget for FY 2010. Insurance Services Fund - Expenses total $897,059 (66.90/0 of the amended budget) including annual premiums being paid in the first two quarters and a reimbursement to the Water Fund for Mt Ashland Association lawsuit costs of approximately $270,000. Revenue to date is $439,051 (63.20/0 of budget). EFB is stable but less than originally budgeted because of the court case expense. The City should increase this reserve when ever possible due to changes occurring in the liability and workers compensation programs. Equipment Fund - Revenues are $679,321 or 42.90/0 of the budget that includes a $91,000 grant yet to be received. Expenditures to date are $909,043 including a $310,000 loan to the capital Improvements fund. A total loan amount of $670,000 has been authorized. The actual amount loaned, now estimated at about $625,000 will be paid back with interest within three years. During this time the cash balance portion of the EFB will be less than projected. Cemetery Trust Fund - Charges for Service are 47.60/0 of budget. Interest earnings are at 15.70/0. Interest earnings are transferred to the General Fund periodically through the year and were intentionally estimated high to avoid the need for a budget adjustment comply with the Ashland Municipal Code and Oregon Budget Law. Parks and Recreation Fund - Revenues are ahead of Expenditures at this point by $1.6 million due to sizeable distributions of property taxes in November. Divisional expenses average 490/0 of the budget with Charges for services at 720/0. The $2.87 million ending fund balance will continually drop through June and into October as expenditures funded by property taxes reduce the amount. APRC should set this fund's target EFB at an amount sufficient to carry it through to tax distributions in the following November. Ashland Youth Activities Levy Fund - The levy ended last fiscal year. Any tax receipts and disbursements relate to prior years, unpaid taxes that must still conform to the levy's requirements. Tax receipts to date are $56,406 and Expenses are $168,237 reducing the carry forward from $160,590 to an EFB of $48,759. Page 7 of8 r~' .. r CITY OF ASHLAND Parks Capital Improvements Fund - Revenues for charges for service and interest earnings total $6,463. Capital expenditures on various improvements total $151,082. They combine to reduce the EFB to $118,724 or 1100/0 of the amount budgeted. Unaudited, detailed balance sheets, revenues and expenditure reports and fund statements are available for your review in the Administrative Services Department office should you require any additional information. Page 8 of8 ~~, City of Ashland Summary of Cash and Investments December 31, 2.008 Fond Balance ~~mbef31,200a Genera! Fund Community Block Grant FlJnd Stroot fund Airport Fund $ 1585A33 3f).961 2.054,t339 81:1,846 847 ,j 26 1,264,698 Fund Debl ServiceFuoo Water Fund Wastewater Fund Electric Fund T aleoommunications Fund Central Ser'ijces Fund tnsuranceServices Fund EqUipment ful1d Fund i 'HU 84 803,61)0 565 A 29 84J345 Sk.i Ashland Agency Fuoo ParKs & Recreatlon Agency Fund Total Cash Distribution Petty Cash C'~ralBankjng Accounts LCf'.Aa1 Gcwemment In\/' Pool IrwBstments s il50lJ 1,S8o,G95 it ,489,329 T otat Cash and kwestmenls DoHar Oistrlhuth::m Pm;~ !I.%!' ROO'~ tilr4", 11% jA!ltl'tli~~. l11_~ aM f;~rwrl~ It%- C_n~j 42% :t~i Balance Oec:ember 31,2007 Change From FY200a ~ " 4,02&,609 $ 6,919 2:,575,841 32,876 1,027}Oi 2'f8,451 2,882,791 3,931.107 1 }J45,235 585,254 1.011,752 1,308,628 tJi1ft879 {441,545} 29,042 55,970 886,247 $ $ 50 55BJH 6 $ $ Cash Balance Distribution Cla1mt & SDt's 6.528)00""" 31% UrmMtkWd 9J06,Wjl 41% 13% 24 !<l{'{, City of .Ashland Combined Statement of Financial Position City Wide For the sixth month ended December SIt 2008 R(I$ource Summary Revenues r axes Licsnses and Pflrmits Revenoos >> Rats &: Internal Mise ServiCe fees System Develnprnent Charges Fines and Forfeitures Assessment Payments Interest on Investments Miscellaneous Revenues Total Revenl.l~ Budgetary Resources: Other F hk1ncing Sources T ransfem In Tota! Budgetary Resources Total Resources Requirements by Classification Personal SeNlces Mate;dals and Services Debt Service Total Otmratlng Expenditures Capital Capital Otitiay lntertund Loans Transfers Out Contlngem.:;ies Total Budgetary Requkemants Total ReqiJlr~~nt$ over Requirements WOtklng Capaal Carryover Unappropriated Ending Fund aalanee Fiscal Year 2009 Year. T o-Oate Actual$ Fiscal Year 200S Ameru:lerl $ 11,251,138 556A28 l25,592 17, H3iJ76 800,964 1133,826 8.5,796 13,640 215,4<3/ $ 13.109,325 1,132,l:)l)) 4, 195J}22 34,476,194 1,344, ,) eiD 930fJOO 160,000 100,000 794,600 45S.961 1t13D9,400 11 A73. 104 UU 49.,870 23,490,058 30,262,733 31O.{}OO 100.384 670J)CD 571146 2 Peresn! Colle.cted t Ex~ndoo 521% $ 49.2% 17.3% 498% 60JI% 18,8% 53.6% 136'% 271% 56. Z~1o 50,8% 45% 291,YY" 5.7% 44,2~/!I 48.S'};} 501% 55.0% SO,OIYll 18.6% 463'10 29J)% (10% 16,3% 413% 958% 89.8% 96>1% Bait....;::. Fiscal Year ZOOS Year.To>>Oate Actuals (6.858,187) $ {575,S72} 1 LOO7,839 428,74D tOO7Jt31 16,059,959 1,132,650 394,936 81,257 40J)mj 563,599 {I 72fM,418) (537,1343) (746,074) (86,360) (579,113) (738,016) {30,95S,511 ) (41,21$,312) 33,150,036 12,016,954 15,112,003 11,346Jj61 13,SrB4,6S6 300.000 407.362 nO)11 1,500,046 2,295,651 City of Ashland Schedule of Revenues By Fund December 31,2008 Fiscal Year 2009 Year*lc>>Date Aetual$ $ 8.358,J05 City Gonara! F ufld Community Blc,ck Grant Fund Stroot Fund Airport Fund CapitallrnproVetTlBnts Fund DBb! Service Fund Water Fund Wastewater FunG Eioc1rtc Fund Telecommunications Fund Central Ser\fi~s Fund Insurance SBrv\ces Fund Equipment Fund Fund Total City Components Pam and Recreation Component Parks and Recreation Fund Ashland Youth Activities Levy Fund Improvement Fund Total Park$ Comp,>Ilents Tota! CIty Working Capital Carryover Total audg~t 1,544 A84 49,~)54 1,071,246 1,279,884 2,822,687 1 ,98-9,293 6,147,497 882,525 3,1)09,778 439,051 679,321 19A63 2$,293,139 4,237,0<:35 56A1J6 6,463 4,299.964 Ltl052,793 Fiscal Year 2000 Amended $ 16,081..245 439,886 8,015,001 447,500 2,383,60'0 2147,846 6,695,000 7}26,QOO 13228,l00 1,738,389 5,828,895 695,O()\) 1,584,000 5208,805 2CXlDDiJ 13,.809,461 22,335,3&;) PerC$nt to Budget 520'}'Q 0.0% 17.1 % 11.0% 449% 596'% 422Y4 257% 46.S~!j) 50.8% 51,6% 63.2% 42<9~jo 24.2% 4L5% 81.3% 28.2%, 2,10/,) 75.3% 442% 898% 54,8% 3 aalanca Fiscal Year 200$ Year:ro--Oate Actuals c:; '"' 7,836,121 $ (7 A11,417) 28,681 1,601,251 1134,511 r86426 1 J325,697 2,597,330 2,049,835 6,O{)1,571 906,454 2,745,595 359,475 737.102 {9ft7Wj (14:3,594l 3,863,337 2,238,500 5,412 6,107,300 33,683,493 {41,21S,314) 23,352,522 H r City .of Ashland Schedule of Budgetary Compliance Per Resolution #2008-13 As Amended Resolutions #2008-27 j2008-28j 2008-41 j 2008-42 For the sixth month ended December 31,2008 fiscal Year 2009 Year.. T o*Oate Actual5- General fund Administration Administration Library Administration * Court Administratlve Services. Socia! Services Grants Administrative Services - Economic &, Cultural Grants Administrative Services" Misc.ellaneous Administrative Services Band Pollee Department Fire and Rescue Public WorlKs * Cemetery Division Community Development- Planning Division Community Development. Division Transfers Connngency s 30.375 167,373 108,672 338))10 4,102 40,71 i 2,492.513 158,336 639.529 364 ,200 500 Total General Fund Community OevelopmentBloek Grant Fund Personal Services Matenalsand Services Toml Community Development Grant fund in,184 Street fund Public Works. Public Works. Storm Water Operations Public WorlKs * SOC's Public Works - Storm'Watet SOGs Public Works ~ Loca! Improvement DistrIcts Debt Transfers 44,658 Total Street Fund Airport Fund Materialsund Services Debt SeMee Contingency Total Airport Fund 4 Fiscal Year 2009 Amended $ 334,000 334.746 442.180 124,570 508,333 9,,000 60,619 5,116,997 339,630 2,325,414 786,690 500 4. 70.,665 16,643.459 3,928,428 972,521 381,310 308.000 813.588 400,000 200,000 314.J80 Percent Used 9.1% 50 J)'% 49.6%) 872il!il 66.5%l 45,13% 67 2~!" 51.9% 48.7% 46.6% 27,5% 46.3% 100.0% \10*'10 455% 4:l1~'6 (JO% 2, 3~!o 31,0\);;' 33.8% lt7% 1 L5~'Q 2.6%, O.O~ii;l OJ)%, 0.0% 232% 38.9% !.L6%l (),()% 11.2"/;' Balance s 167,373 15,898 110,323 4J398 1 tt908 2,624.484 181,294 422.490 643,845 272.496 792,661 400,000 200,000 297,244 Schedule of Budgetary Compliance Per Resolution #2008-13 As Amended Resolutions #2008-27,2008-28, 2008-41, 2008,..42 For the sixth month ended December 31, 200S Fiscal Year 2009 Y'ear*f o~Oate Actuals Capitallmprovemerrts Fund Peroona! Services Materials and Services f\3,045 180,796 887,381 156,438 T ranslefs Contlngency Total Capital Improvements fund Debt Service Fund fi$cal Year 2009 Amended 178,566 389,325 970,otm 313,246 50,000 1,901,137 Debt Service Total Debt Service fund Water fund E!ectric - Conservation Public Works>> Forest Lands Management Division Public Worts << Water Supply Public Works>> Water Treatment Publ#:; Works>> Water Division Public Works ~ Reimbursement SOt's PubHc Works>> Improvement SDC's Publlc Wolt.s. Debt BDC's Contingency 84.,661 65,609 200,124 484,813 , ,335,247 2,842 695 107.188 lo-tal Water Fund WasteWater fund Public Works << Wastewater Cotleclion Public Works - Wastewater Treatment Publjc Works ..Reimbursot'l'leflts SDC's Public Works ~ Improvements SDC's Debt SeNice Contingency 1350,701 838.,301 7.766 602 846,020 loud Wastewater Fund Electric Fund Division 328,548 Electric<< Supply Electric '^ Distribution Electric - Transmission Debt Service Contingency 23366,031 460,771 lotal Electric Fund 5 188,645 190.,435 658,.569 1,157,444 4,036.032 611>\00 122,928 53,000 8.034.922 2,149.780 2,830,024 127,890 133,110 1,782,949 135,000 7,158,753 5,860,204 5,574,770 903,600 Percent Used 52, 1 t!/ll 46,4tt!-n 91 ,5~/() 49J)% (LO%' 69,3% 74,3%) 74,:3% 44,9% 34,5% 30A~~ 41J}% 33,1~f~ 1.2% 0.1% 87,2% 033% 34,1% 39,6% 2fM3% III ~I{) 0,5% 475'% 0,0% 35.5% 62,3% 522% 47,8% 5U)% OJ)% !JO% 49.0% Balance 208.529 82,619 156,808 511000 583,477 103JJ64 124,826 458,445 612,631 2,700,785 610,405 15,740 120,124 199,002 , T Schedule of BudgetaryCompUance Per Resolution #2008..13 As Amended Resolutions #2008-27 \2008-28, 2008-41, 2008-42 For the sixth month ended December 31, 2008 Fiscal Year 2009 Year~To..!)ate Actuals T elecommunicatlons Fund IT, Internet'" 1'7 .. High Speed Access Debt. To Debt Servlce Fund U Contingency Total.. Telecommunications Fund ... Note: in Internet appropriation 575,891 145,083 356,000 Central ServitesFund Adminislratkm Departrrtent Administrative SeNices Department IT . Computer Servlces Division City Recorder PubHc Works- Administration and Engineering Contingency tt32.953 826.4-27 518,025 126,659 725.111 T Dtal Central Services Fund Insurance Services Fund Personal Services Materials and Services 41,054 856,005 lotailnsurance Services Fund Equipment Fund 139,823 245;602 21:1618 3'10,000 Personal Services Materials and Services Capital Ou11ay Interfund Loan Transfers T eta I Equipment Fund Cemetery Trust Fund Total Cemetery Trost Fund 6 Fiscal Year 2009 Amended 439,922 356,000 100,000 2,141,420 1,448,833 1 ,735,725 1,196,824 303,337 1,467,692 $4,524 1,t30.,803 125,000 1,340,327 283,682 562.,122 772,000 670,000 60,000 60,,)00 Percent Used 46.2% 332$16 10CtOO/O (LO% 5t13% 43,7% 47,6% 43.3'M_ 41.8% 49Au/o Q,O% 44,9% 48J,% 75.7% OJJiJ!o 66Jl% 49,3% 43<70/0 27,1% 46,3~!o (LOlllb 3fHI';S 15,7% 15.7% Balance 293.834 815J~aO 909,298 678.199 176,578 742,581 150,000 3,4T3,236 43,470 274,798 125,000 443,268 143,859 316,520 558,382 360;000 Schedule of BudgetaryComplia.nce Per Resolution #2008...13 As Amended Resolutions#.2008-27~2008-28, 2008-411 2008-42 F or the sixth month ended. December 31, 2008 Fiscal Year 2009 Year- T o--Oale Actuals Parks and Recreation Fund Parks Division Recreation Division Golf Division Contingency Total Parks and Recreation Fund 1.812,392 571,053 18:1159 Youth Activities levy Fund Materials and Services Total Youth Actlvities Levy Fund Parks Capital improvement Fund Outlay Totat Parks Capital Improvement Fund Fiscal Year 2009 Amended 412,211 T otat Appropriations 7 Percent Used 50.4% 49J~% 44 A#jQ 0.0% 49.3% 36,8% 36$% 37,8% 37,13% 43.3% Balance 1,780,.279 575,536 229,052 50,000 2,634,867 City of Ashland Schedule of Expendit.uresBy Fund December 31, 2008 Requirements by Fund City Funds General Fund Block Grant Fund Street Fund Fund improvements Fund Debt Service Fund Water Fund Wastewater Fund Eloctnc Fund T eic."Communications Fund Centra! Services Fund Insurance S€1'\itcBS Fund Equipment Fund Trust F una Total City Components Parks and RecreaUon Component Parks and Recreation Fund y ooth Activities Levy Fund Parks Caprtai!mprovements Fund Total Parks Components Tota~ Requirements by Fund Ending Fund Balance r otal Budget 6: Fir~~:;~ Rt@;")jt f~ It FY .(rfJ.g.._,$~:m Fiscal Year 2009 Year*To*Date Actus!s $ 7 10,234 1,646,268- 47,340 2,735,964 009,043 9,447 29.176,495 2,566,509 168,237 15't,082 2,885,927 32,662,423 Fiscal Year 2009 Amended $ 7,096,847 421,340 8,034,922 13,288,724 6,302,411 1,340,327 2,335,804 60,000 69,415,634 5,201,476 457,671 400,000 6,059~147 75.414l83 20, 670J)44 8 Percent Expended Balance 41:L5% $ 9,075,063 $ 2.3% 212O/c 5,450,579 i 1.2% 374,000 693% 583,477 74.3% 579,883 34,1% 5,298,958 35,5% 4,615,363 49,{)tl/:J 6,776,702 50.3% 1,063,441 44,9% 3,473,236 66,f~% 443,268 3891J/il 1,426,761 157% 50,553 429% 391639,139 49,3tl/il 2,634,867 36,8% 289,434 37.8% 248,918 47,6% 3,173,220 43,3% 42..812,358 96J'% (686,521) 54.8% $ 42t 1251837 $ Fiscal Year 2008 Year- T o*Oato Actuals 7,164,713 1,366,604 447,998 1,136,571 457,401 18,983 28,350,762 2,477,684 2~503~612 30,854,375 25,648,183 56.5021558 CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Goal Setting Session - Next Steps February 17, 2009 Primary Staff Contact: Administration E-Mail: None Secondary Contact: Martha B Estimated Time: Martha Bennett bennettm@ashland.or.us None 15 minutes Question: Does the City Council agree with the recommendations of Mayor Stromberg, Councilor Jackson, and Councilor Voisin regarding 2009 City Council Goal Setting? Staff Recommendation: Staff agrees with the committee recommendations related to Goal Setting. Background: The City Council discussed holding an annual goal setting session at your February 3,2009 meeting. At that time, Council asked Mayor Stromberg, Councilor Voisin, and Councilor Jackson to meet to make recommendations about the session. I staffed this group, and we make the following recommendations: o A Goal Setting Retreat should be held as soon as possible. The most likely date for the session is March 14, 2009. If Council confirms this date, staff will look for a location for the retreat, if possible the Parks & Recreation offices in Lithia Park. o The committee recommends that the Council look for a facilitator who is reasonably priced, has a fairly good awareness of City/Ashland issues, and who does not use constructed techniques as part of the process. The City Administrator is charged with looking for the right person. o Prior to the retreat, a Council needs to review past documents that have established Council Vision/Values/Long Term goals. The Mayor recommends that Councilor Jackson, Councilor Silbiger, and he summarize some of these documents from the past decade. o Prior to the retreat, Councilors should do some homework to accelerate the discussion at the retreat of the Council's Vision, Values, and Long-Term Goals. The Mayor or staff can summarize and create an initial proposal from the Council's homework as a way to jump start the conversation during the retreat. o At the retreat, Council will agree on a "working" vision that would be used in a variety of settings by the Council and City while the larger community planning effort is taking place. Council will also have a discussion of City Values. Council will also set some working "Long-Term" goals that will guide decision making while the larger strategic plan takes place. Council will decide at the retreat whether these will be formally adopted or whether they will remain in draft form while the larger community planning effort is going on. Page 1 of2 r~' .. T CITY OF ASHLAND o Prior to and during the retreat, Council will review the current list of adopted City Council goals/projects. During the retreat, Council will confirm which of these goals/projects are complete, are less important, are delayed, and are continuing. Prior to the retreat, staff will provide a status report to Council on the proj ects on this list. o At the retreat, Council will discuss and prioritize a list of goals/projects that it hopes to complete during the next 12 to 24 months. As with past Goal Setting Sessions, the list developed at the retreat would return to Council for formal adoption. o Council will also discuss the community planning effort, make some of the initial decisions for this effort as time allows during the retreat. Attachments: None. Page 2 of2 r~' CITY Of ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Update on Croman Mill Site Redevelopment Plan February 17,2009 Primary Staff Contact: Maria Harris Community Development E-Mail: harrisnl(a~ashland.or.us None Secondary Contact: Bill Molnar Martha Bennet Estimated Time: 30 minutes Question: Will the Council direct staff to begin the process of adopting the Croman Mill Site Redevelopment Plan and to prepare the necessary accompanying Ashland Land Use Ordinance and Comprehensive Plan amendments? Staff Recommendation: Staff recommends the Council direct staff to begin the process of adopting the Croman Mill Site Redevelopment Plan and to work collaboratively with the Planning Commission to prepare the necessary accompanying Ashland Land Use Ordinance and Comprehensive Plan amendments. Background: Implementation of the Croman Mill Site Redevelopment Plan likely would require the creation of a new zoning or overlay district along with a new chapter in the Ashland Land Use Ordinance (ALUO) to govern the new district. A similar approach was used with the North Mountain Neighborhood Plan, in which the North Mountain Neighborhood zoning district was created and Chapter 18.30 was added to the ALUO. Upon direction from the Council, Staffwill work with the Planning Commission to prepare the necessary ALUO and Comprehensive Plan amendments. Summary of Croman Mill Site Redevelopment Plan The Croman Mill Site Redevelopment Plan includes two primary components - a redevelopment plan, and an implementation plan. The redevelopment plan includes a land use framework and a circulation framework. The implementation plan identifies time-sensitive projects that are necessary to create the regulatory framework to implement the plan and key projects that are needed to support the future development. Further detail is provided below. Land Use Framework The land use framework identifies the type and location of office uses, industrial uses, neighborhood-serving land uses, workforce housing, parking and open spaces. . Office and Employment District - Emphasizes companies providing family-wage jobs. A collection of complementary office employers within the district could create a unique and distinctive identity (e.g. technology and innovation park). . Compatible Industrial District - Location for hybrid industries that include office and industrial functions. Emphasis on clean industries that are water and energy efficient, do not emit unacceptable levels of pollutants and emphasize creativity, craft and innovation. . Neighborhood Center - Located on the existing ODOT maintenance facility site near the intersection of Mistletoe Road and Tolman Creek Road, the neighborhood center is situated at Page 1 of3 r~' CITY OF ASHLAND the crossroads of the adjacent neighborhoods and the future employment center. The neighborhood center includes small-scale, street oriented commercial uses, a future commuter rail station and multi-family housing. · Parking - Parking is provided for the employment area through a combination of on-site parking, on-street parking and a parking structure centrally located in the office and employment district. A site for a park and ride lot or structure to be used in conjunction with the future commuter rail service is reserved within the neighborhood center. · Open Space - The open space framework includes a central park, a transit plaza and enhancement of the Hamilton Creek corridor. Circulation Framework The circulation framework identifies street, pedestrian, bicycle, transit and rail networks and improvements that are needed to support the development and that are connected to the City's larger transportation system. · Street Network - The street network includes a new signature street providing primary access to the employment center, intersection improvements to Ashland Street and Tolman Creek Road, the realignment of Tolman Creek Road, and an interconnected local street network providing access to and between parcels in the employment center. · Pedestrian and Bicycle Circulation - Pedestrian and bicycle transportation is provided through sidewalks on all new streets, a protected bike lane on the new signature street, the extension of the Central Ashland Bike Path adj acent to the railroad tracks, accessways providing connections between the Central Ashland Bike Path and the local street network and a multi-use trail in the Hamilton Creek corridor. · Transit - The transit framework identifies the extension of the R VTD bus service through the employment center on the signature street, two locations for stations for the future commuter rail line, and a rail spur location for freight service. Implementation Plan The executive summary describes in detail priority projects crucial to the successful implementation of the Croman Mill Site Redevelopment Plan. The two types of priority projects, time-sensitive and key, are outlined below. · Time-Sensitive Projects o Adopt the Croman Mill Site Redevelopment Plan o Create and adopt a Croman Mill District Overlay Zoning Plan o Update the City's Comprehensive Plan and Transportation System Plan o Identify feasibility of creating an Urban Renewal District and Urban Renewal Plan o Develop a parking management strategy and financing plan for structured parking · Key Projects o Create new sustainable development guidelines for redevelopment of the Croman Mill site o Acquire ODOT property and relocate maintenance facility o Redevelop ODOT property as neighborhood center o Annex county parcels with the study area and City's Urban Growth Boundary o Study the potential for future street car transit in downtown Page 2 of 3 r~' CITY OF ASHLAND Proiect Historv Cities in Oregon are required to provide an adequate land supply for economic development and employment growth to address Goal 9 Economic Development of Oregon's Statewide Planning Goals. Specifically, Oregon Administrative Rule (OAR) 660-009 requires cities to periodically conduct an Economic Opportunity Analysis (EOA). The EOA must include identification of economic trends, identification of potential growth industries in the planning area, employment projections, an inventory of vacant and developed lands for industrial and employment uses and identification of the number of sites needed to accommodate expected employment growth. The City of Ashland completed an Economic Opportunities Analysis (EOA) in April 2007. The EOA identified a need to retain the Croman Mill site for industrial and employment uses to meet projected employment growth, and recommended developing a master plan for the redevelopment of the site. The EOA suggested exploring the concept of developing the Croman Mill site as an "eco-industrial park" to attract industries that provide family wage jobs, are non-polluting, use comparatively little water and are compatible with Ashland's community values. The Croman Mill site is considered an ideal location for employment uses for a variety of reasons including the ability to accommodate large parcels of up to ten acres, the proximity to the interstate and the railroad line, the ability to accommodate the needs of existing Ashland businesses that may wish to relocate within the city and the ability to attract new businesses. In 2007, the Community Development Department applied for a Transportation and Growth Management (TGM) grant to prepare a master plan for the Croman Mill site. The TGM program is a joint program of the Oregon Department of Land Conservation and Development (DLCD) and the Oregon Department of Transportation (ODOT). The City of Ashland received the TGM grant and Crandall Arambula, an urban design and architecture firm, was selected to prepare the draft plan. Project work began in December 2007 and the draft Croman Mill Site Redevelopment Plan was completed in December 2008. The planning process involved three public workshops, two joint Planning Commission and City Council study sessions and numerous stakeholder meetings with property owners, nearby residents and government agency representatives. Related City Policies: Economic Element of the Ashland Comprehensive Plan Transportation Element of the Ashland Comprehensive Plan Chapter 18.108, Procedures Council Options: Direct staff to begin the process of adopting the Croman Mill Site Redevelopment Plan and to prepare the necessary accompanying Ashland Land Use Ordinance and Comprehensive Plan amendments. Potential Motions: Move to direct staff to begin the process of adopting the Croman Mill Site Redevelopment Plan and to prepare the necessary accompanying Ashland Land Use Ordinance and Comprehensive Plan amendments. Attachments: Draft Croman Mill Site Redevelopment Plan Page 3 of3 r~' .. T on ()-f 00 ::=on (II 7'\-' ::::+:0 (l)::lO (/)0 (I) .... )>:J "<5: ()~ 0.0 V> Q s'O (l)""n V> 0 3 -4 (I) 3 0= Q. )> )> ~. IT < C o -, V> () (D -+-0 ::::fA !!l:::J ~ :3 --; Q;u 1"0 0- :J CD 0 0 ~ c 0 0.. V> 0 "C "D ex> -. -u 0 3 - n :J - V> (I) ~ CD -. -+-> ::s ..... 0 ..... (I) ~ -+ -a ::::f CD - C :::J .. r CI) ..... c Q) E (J) C) "'0 (1) j o c ~ u <( u e :) o 0 u>- ~~ U C -0 ~ "E e 0 o~ ... , o~ ~c O.c :EQ C ~~ QVI-mCo oO)N~~ill .c12-~uQ) U 0 0 U 'S; ;Q U I I Q 0 ,- ,- 0) 0) 0) Z ~ ~gOOU:S o<(u~;EQ::: .c l o l5 -0 e o C_ O e += CI> o E t CI> o en Coo ut e e 0 ~:E e o oC;; o~ E E VI o -5 .~ 1> ~ U:s~-::~ en.c 0 'E 2 eUooo 02 "Q) "Q) 0 0 COO E 0) o-5-5o~ a:ii~o F 2 c.o C ~ 9 -~- ~ ~ ''';0 ;:: . -. 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O'lOn ro ....., 0 ~ &;:J 2 (t> 'J) '"0 2 ? 2. ~ - (1) 0' ~ ~ ;:J ~~. ~ o ~ <' ~ :r '-~' 2-. ~ n 3,% g 'JI '4 n~& o r- S ~ ~ c; ~ ~ 0 5 ~ & e ~ (') ;:l (5' 0- to:> ;:J ~ ~ c.- t-1 ~,: ,... 0.. ,. ~ ~) '< 0' ;:J u (\) VI n '"1 "S. o' :::1 g ~ ~ ~ 2, 0:. ;2 3 ~ ~ ~. :r a' 'i::; (\) ;:l a s:::, ::::: ~ ~ ~: g' '~ f""-, ;3 s:::".. ~ ~ ,.,., Ciq (\, ;:l ~ ~ g '" ~ ~ ',:::- a ~ ~ 5" 3. ;:;r to n o ~ C"It -+ ~ c n -+ ()" ::::J 3 1J o n -+ <<It CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Discussion of Economic & Cultural Grant Allocation Amounts and Update on Transient Occupancy Tax Revenue February 17,2009 Primary Staff Contact: Administration E-Mail: None Secondary Contact: Martha Bennet Estimated Time: Lee Tuneberg tuneber1@ashland.or.us None 30 minutes Question: Does Council wish to consider changes in the allocation of Transient Occupancy Tax (TOT) revenue different from those dollars and percentages identified in Resolution 2008-35 because of the projected decrease in revenue to be generated and changes in economic conditions? Staff Recommendation: Staff recommends Council revise the allocations of TOT revenue, given the impact on the City's grant program from declining revenue. Background: Resolution 2008-35 was approved on October 7,2008, changing the distribution of the tourism- restricted and the unrestricted portions of the revenue generated from the Transient Occupancy Tax (TOT). The intent of the new allocation in 2008-35 was to: 1. Comply with State requirements for tourism spending for the original 7% tax and for the additional 2% tax implemented on October 1, 2008. 2. Continue to fund city operations in the General Fund at similar levels. 3. Provide increased amounts to small Economic/Cultural grant recipients. 4. Fund additional programs desired by Council. Resolution 2008-35 clarified the percentage allocation of tourism-restricted TOT proceeds based upon Council's direction from April 15, 2008, with 430/0 to YCB, 23% to OSF, 21 % to small grants, 3% to public art and 100/0 to other tourism projects. Allocation of unrestricted TOT was also simplified with the greater of $1 million or 70% of total unrestricted proceeds gong to General Fund operations and the greater of $150,000 or 10% going to the City's economic development program. The remainder was to go to other non-tourism projects determined by Council, such as the City's grant program and the City's contract with the Ashland Chamber of Commerce for economic development work. See the attached resolution and tables for specific details. The initial projection of TOT proceeds (including the additional tax for the whole year) was approximately $2 million. Implementation of the tax increase was delayed to October 1, 2008, to allow the lodging industry time to notify guests and resulted in a revised estimate of$I,775,000. It now appears that the revenue generated by the tax may only reach $1,656,000 for FY 2008-2009 and is projected to be only $1,720,000 in FY 2009-2010. Page 1 of 3 r., CITY OF ASHLAND These new estimates have a significant impact on the programs and recipients when allocated based upon Resolution 2008-35. The attached table presents the allocations by amounts and percentages approved for this year and the "shortfalls" based upon the new estimate. On the left side of the table the reader can see how the total of$I,775,000 was budgeted for distribution with corresponding percentages of the total tax revenue and within the two categories - Non Tourism and Tourism. The FY 2008-2009 Estimate column shows how the distributions will occur based upon receiving only $1,656,000. In the Non Tourism category the reduced amount results in only $89,933 being available for City Economic Development/Strategic Planning instead of $170,000. It also shows that there is a shortfall in funding the $9,000 to Small Tourism grants of $933 and no residual monies for Public Art or Other City tourism projects. Since the items are already budgeted, the City will make up these differences out of the General Fund. On the right side, the table shows how Resolution 2008-35 would distribute the projected $1,720,000 in total revenue. At that level the minimum dollar figures for General Fund support and City Economic Development/Strategic Planning are utilized at $1 million and $150,000, respectively. None would be dedicated to Small Grants or Chamber Economic Development as per the second box on page two of the resolution. This would leave $112,079 for Council to allocate before going into the FY 2009-2010 budget preparation process. Staff anticipates that part or all of the $112,079 may be shifted to Small Grants and/or the Chamber for economic development but it would fall significantly short ofFY 2008-2009's $196,000 total. In the Tourism section the allocations are per the percentages identified by Council on 4/15/08 in conjunction with state requirements for spending at 14.230A, of the proceeds from the original 7% tax and 70% of proceeds calculated on the additional 2% tax. Please note that the rate increase calculates at 28% but the growth in tax proceeds is estimated at less than 19%. The current estimate results in $65,921 more for distribution than was budgeted in FY 2008-2009 but the agreed upon percentages of allocation on page 2 of the resolution shifts proceeds away from VCB and OSF to Small Tourism grants, Public Art and City Tourism Projects. Council would need to identify how they would like the $45,792 to be used in FY 2009-2010 before the budget process. Council could consider shifting those funds to the VCB, OSF or small grants. In summary, the attached Transient Occupancy Tax Allocation table identifies how monies will be categorized for Tourism and Non Tourism budgeting in FY 2009-2010. Staff seeks Council's direction on any changes desired, how the $112,079 in Non Tourism funds should be allocated and how $45,792 in City Tourism Project funds should be utilized. Related City Policies: AMC 4.24.020 Council Options: Council can consider impacts of the revised estimates and give staff direction on how to proceed including, but not limited to: Page 2 of 3 r., CITY OF ASHLAND · Employ the resolution in the budget process and identify how the Tourism and Non Tourism amounts are to be utilized. · Direct staff to bring back a new resolution based upon Council discussion. Potential Motions: Council moves to accept staff estimates for Transient occupancy Tax revenues for FY 2009-2010 and directs staff to. . . . . . . . Attachments: . Transient occupancy Tax Allocation Table . Resolution 2008-35 The council packets from April 15 and June 3, 17 and 30, and October 7, 2008, are available online. Hard copies are available upon request. Page 3 of3 r., ... I Transient Occupancy Tax Allocation Percentages derived from 4/15/08 City Council Direction and Resolution 2008-35 a. The greater of $1,000,000 or 70% of tax proceeds not dedicated to tourism. b. The greater of $150,000 or 10% of tax proceeds not dedicated to tourism. c. Gray scale percentages are identified in the resolution. Tourism total complies with State requirements (14.23% of original 7% tax proceeds and 70% of proceeds from additional 2% tax). I I Approved 10/1/08 TOT Distribution: Increasing from 7% to 9% Subtotal Non Tourism million) (a.) . Small Grants . Chamber Economic Dev. Strategic Planning (10%/$150,000) (b.) by Council prior to budget process $1.383.000 $1,017,000 $116,000 $80,000 Subtotal Tourism (c.) . VCB grant .OSF . Small tourism grants . Public Art projects $392.000 $225,000 $120,000 $9,000 $9,000 $29,000 77.9% 57.3% 6.5% 4.5% 9.6% 22.1% 12.7% 6.8% 0.5% 0.5% 1.6% Per Resolution for 2009-2010 Projected ~ 100.0% 73.5% 8.4% 5.8% 100.0% 57.4% 30.6% 2.3% 2.3% 7.4% I =f $457 .921 $196,906 $105,322 $96,163 $13,738 $45,7921 I I 26.6% 11.4% 6.1% 5.6% 0.8% 2.7% I ... I RESOLUTION NO. dCD~-3S A RESOLUTION OF THE CITY COUNCil OF THE CITY OF ASHLAND REITERATING ITS POLICY RELATING TO THE EXPENDITURE OF MONIES FOR ECONOMIC AND CULTURAL DEVELOPMENT TO THE HOTEUMOTEl (Transient Occupancy) TAX AND REPEALING RESOLUTION 2007-08. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. That the City Council recognizes that the source of monies for the Economic and Cultural Development Grant program is the Hotel/Motel Tax. SECTION 2. The following are the goals which the Budget Committee is attempting to meet by granting money to applicants for: a) Tourism Promotion: 1. Attract someone who travels to Ashland from more than 50 miles away to attend an event. 2. Attract someone who stays the night in Ashland to attend an event. b) Economic Development: 1. Promote increased number, variety and size of employers. 2. Encourage wages at or above median wage. 3. Promote businesses that employ 5 to 100 people or is locally owned. 4. Encourage use of local resources. 5. Work with Southern Oregon University, especially for international commerce. 6. Encourage businesses that efficiently use water and minimize their impact on the environment such as water and air pollution or creation of toxic waste. c) Cultural Development: 1. Increase the number. variety and size of cultural opportunities in Ashland 2. Support diversification of the local economy 3. Showcases local talent 4. Work with Southern Oregon University on cultural programs SECTION 3. The City of Ashland has determined that as of July 1, 2003, $186,657 or 14.230/0 of total Hotel/Motel tax revenues were expended on tourism promotion, as defined in Chapter 818 of the 2003 Oregon Laws, and will continue to be spent on tourism promotion increased or decreased annually consistent with the estimated TOT revenues budgeted. Additionally, Chapter 818 requires 700/0 of any increased TOT revenue generated by a higher tax rate is committed to tourism promotion. Beginning in Fiscal Year 2009-2010, the City Council will appropriate: 1- 100708 TOT Revised Resolution.res 1. A minimum of 14.230/0 of the estimated TOT revenue to be generated by the first 70/0 tax rate for tourism promotion per Chapter 818, 2. A minimum of 700/0 of the estimated TOT revenue to be generated by additional tax rates approved by Council on June 3, 2008 for tourism promotion per Chapter 818. The amount to be calculated and appropriated for tourism through the budget process with the following percentage distribution: Chamber of Commerce VCB Ore on Shakes eare Festival Economic and Cultural Develo ment Grants - Tourism Public Art Remainin to tourism ro'ects determined in bud et rocess 43%) 230/0 210/0 30/0 100/0 The remaining TOT revenue (not restricted by use) calculated and appropriated for other uses through the budget process with the following priorities and dollar amounts as minimums unless insufficient tax proceeds remain after meeting tourism requirements: 1st Priority General Fund operations - the greater of 700/0 of $1,000,000 Unrestricted funds or 2nd Priority City Economic Development program the greater of 100/0 $150,000 of Unrestricted funds or 3rd Priori Other non-tourism ro'ects determined b Council Remainin Economic Development programs or other projects are City activities unless otherwise specified by Council prior to the budget process. Council may determine that such funds are available for Economic granting purposes and they will then be made available for the coming budget process and allocation. If insufficient TOT revenues are generated for the above allocations, the highest priority uses will receive their full allocation before a lower priority allocation. By January 31 of each year each recipient of a grant shall submit a report to the city council setting forth how the grant funds received were expended in furtherance of the goals set forth in Section 2. SECTION 4. The following guidelines and criteria are established for the Economic and Cultural Development Grants: a) Grantee shall be a 501 (c) non-profit agency. b) Grantee shall be a non-governmental agency. c) Grantee shall promote livability for the citizens of Ashland. d) The minimum grant proposal will be $2,500. e) The grant will benefit Ashland in regards to enrichment and activities of an economic nature. f) Grantee shall serve the population in Ashland but may encompass other venues in the Rogue Valley. Monies granted are intended to be used for programs or 2- 100708 TOT Revised Resolution.res services performed or provided within the City of Ashland or immediate areas. SECTION 5. Resolution 2007-08 is repealed upon passage of this resolution. This resolution was duly PASSED and ADOPTED this '7 , day , 2008, and takes effect upon signing by the Mayor. If'M ~ arbara Christensen, City Recorder SIGNED and APPROVED this /0 day of tJc/6 kr- ,2008. ison, Mayor 3- 100708 TOT Revised Resolution.res ---T Attachment: Allocation for FY 2008-2009 only. Table Revised for New Tax 10/1/08 Estimation Starting 10/1/08 Staff Recommendation TOTAL REVENUE $1,775,000 Subtotal Non Tourism $1,383,000 . General Fund $1,017,000 . Small Grants $116,000 . Chamber Economic Dev. $80,000 . City Economic Dev./StrateQic PlanninQ $170,000 Subtotal tourism $392,000 . VCB grant $225,000 . OSF $120,000 . Small tourism grants $9,000 . Public Art $9,000 . Qualified city proiects $29,000 4- 100708 TOT Revised Resolution.res CITY OF ASHLAND Council Communication Ordinance Amending AMC Chapter 2.36 Initiatives and Referendums Meeting Date: February 17, 2009 Primary Staff Contact: Richard Appicello Department: City Attorney's Office E-Mail: appicelr@ashland.or.us Secondary Dept.: City Recorder's 0 lice Secondary Contact: Barbara Christensen Approval: Martha Benne Estimated Time: 5 Minutes Question: Should the Council approve Second Reading of an ordinance titled, "An Ordinance Amending the Ashland Municipal Code Chapter 2.36.030 Initiatives and Referendums - Deposit Required?" Staff Recommendation: Staff recommends Council approval of Second Reading by title only. Background: The City Recorder recommends updating a fee for initiatives and referendums as it was set 47 years ago, and costs have increased since then. The current ordinance regarding deposit for filing an initiative or referendum is $200. As with other ordinances, staff recommends deleting the fee from the ordinance and setting it by resolution. Staff proposes Council consideration of a Resolution at second reading of this ordinance with a proposed deposit of $500. The deposit would be applied to expenses associated with the filing of the initiative or referendum (notice/publishing costs, trips to county, staff time). The deposit would still be returned to the Chief Petitioner if the measure was successful. The time to bring this forward was based on it being a non-election year for city elected offices and no active initiative currently in process. The intent is not to make this process unaffordable but only to bring to a level where the lowest level of expenses are being covered and not passed on to the taxpayers unless it is something that is supported as whole by the community. Related City Policies: City Charter Article 10, Ordinance adoption provisions Council Options: Move to approve Second Reading. Potential Motions: Staff: [Conduct Second Reading of Ordinance by Title only} Council: Motion to approve Second Reading. Attachments: Proposed ordinance amendment r., . I ORDINANCE NO. AN ORDINANCE AMENDING THE ASHLAND MUNICIPAL CODE, CHAPTER 2.36 INITIATIVES AND REFERENDUMS Annotated to show deletions and additions to the code sections being modified. Deletions are lined through in bold and additions are in bold underline. WHEREAS, Article 7. Section 3 Elections of the Ashland City Charter provides: Section 3. Special Elections The Council shall provide the time, manner and means for holding any special election which shall comply with applicable State laws. The Recorder shall give at least ten (10) days notice of each special election in the manner provided by the action of the Council ordering the election. WHEREAS, Jackson County elections office charges the City of Ashland for the cost of an election on an initiative or referendum petition based on a formula of one dollar for each registered voter in the City of Ashland; and WHEREAS, the two hundred dollar deposit for election costs for initiative and referendum elections in the Ashland Municipal Code has not been updated since 1962; and WHEREAS, the current deposit for costs is inadequate to cover the costs of initiative and referendum elections and must be updated to reflect actual costs charged to the City by the County; and THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1: Section 2.36.030, Deposit Required, is hereby amended to read as follows: Section 2.36.030 Deposit Required. Any person or persons, organization or organizations presenting or offering any initiative or referendum petition for final filing shall, at the time of offering said petition, deposit with the City Recorder either tv:o hundred dollars ($200.00) cash or a certified check drawn to the order of the City of Ashland, for a sum as established by Resolution of the City Council, said sum, which sum or check shall be held by the City Recorder until after the election and, in case the referred or proposed measure is defeated at such election, the entire cost of holding the election on such measure shall be paid from such deposit, and if any balance remains after payment of such election expense, such balance shall be returned to the proposer of any such measure. In the event any such initiative or referendum measure is enacted at the election held thereon, the entire amount of such deposit shall be returned to the proposer of such measure, and the expenses of such election shall be paid from the general funds of the by the City. This provision is made for the purpose of preventing the depletion of City funds by Page 1 of2 elections on matters in which the public is not interested and which have no merit. SECTION 2. Severability. If any section, provision, clause, sentence, or paragraph of this Ordinance or the application thereof to any person or circumstances shall be held invalid, such invalidity shall not affect the other sections, provisions, clauses or paragraphs of this Ordinance which can be given effect without the invalid provision or application, and to this end the provisions of this Ordinance are declared to be severable. SECTION 3 Codification. Provisions of this Ordinance shall be incorporated in the Ashland Municipal Code and the word "ordinance" may be changed to "code", "article", "section", or another word, and the sections of this Ordinance may be renumbered, or re-Iettered, provided however that Sections 2 thru 3, unincorporated Whereas clauses and boilerplate provisions need not be codified and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X Section 2 (C) of the City Charter on the day of 2009 and duly PASSED and ADOPTED on this day of 2009. Barbara M. Christensen, City Recorder day of 2009. SIGNED and APPROVED this John Stromberg, Mayor Reviewed as to form: Richard Appicello, City Attorney Page 2 of2 .. I CITY OF ASHLAND Council Communication Resolution Establishing Deposit on Initiatives and Referendums Meeting Date: February 17, 2009 Primary Staff Contact: Barbara Christensen Department: City Recorder's Office E-Mail: christeb@ashland.or.us Secondary Dept.: none Secondary Contact: Barbara Christensen Approval: Martha Benne Estimated Time: 5 Minutes Question: Should the Council approve Resolution establishing deposit of $500 for Initiatives and Referendums upon final filing? Staff Recommendation: Staff recommends Council approval of Resolution establishing $500 deposit for Initiatives and Referendums upon final filing. Background: An amendment to AMC Chapter 2.36 Initiatives and Referendums removes reference of set fees as it is the current practice to set fees by Resolution. The current deposit for filing an initiative or referendum is $200 (set in 1962). The proposed Resolution increases the deposit to $500 which would be applied to expenses associated with State required noticing in local newspapers, travel expense to and from County Elections Office, staff time and when filed during a Special Election. The deposit amount for initiatives and referendums was set in 1962 (47 years ago), and costs have increased since then. The current ordinance regarding deposit for filing an initiative or referendum is $200. The deposit would be returned to the proposer if the measure was successful. Related City Policies: City Charter, Resolution Adoption Procedures Council Options: (1) Move to approve the resolution. (2) Postpone consideration. Potential Motions: Move to approve Resolution Attachments: Proposed Resolution r., .. I RESOLUTION NO. A RESOLUTION ESTABLISHING DEPOSIT REQUIRED ON ANY INITIATIVE OR REFERENDUM PETITION FOR FINAL FILING THE CITY OF ASHLAND RESOLYES AS FOLLOWS: SECTION 1. The City of Ashland recognizes and respects the public's right to the election process through an Initiative or Referendum process. SECTION 2. The five hundred dollar deposit is for election costs associated with State required noticing in local newspapers, travel to and from Jackson County Elections Office for filing purposes, staff time in processing Initiative or Referendum and any additional fees set by Jackson County Elections Office if filed during a Special Election. SECTION 3. Any person or persons, organization or organizations presenting or offering any initiative or referendum petition for final filing shall, at the time of the offering of said petition, deposit with the City Recorder either cash or a certified check drawn to the order of the City of Ashland in the sum of$500.00. Deposit will be held by the City of Ashland until after the election and, in case the referred or proposed measure is defeated at such election, the entire cost of holding the election on such measure shall be paid from such deposit, and if any balance remains after payment of such election expense, such balance shall be returned to the proposer of any such measure. In the event any such initiative or referendum measure is enacted at the election held thereon, the entire amount of such deposit shall be returned to the proposer of such measure, and the expenses of such election shall be paid by the City of Ashland. SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder. SECTION 5. This resolution was duly PASSED and ADOPTED this day of , 2009 and after signing by the Mayor takes effect on March 20, 2009. Barbara Christensen, City Recorder SIGNED and APPROVED this _day of , 2009. John Stromberg, Mayor Reviewed as to form: Richard Appicello, City Attorney -- I CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Ambulance Response Times: AMC 6.40.060 February 17, 2009 Primary Staff Contact: Larry Langston Legal E-Mail: langstol@ashland.or.us Legal Secondary Contact: Megan Thornton Martha Benn Estimated Time: 5 minutes Question: Should the City Council conduct and approve the Second Reading of an ordinance titled, "An Ordinance Relating to Ambulance Response Times and Amending AMC 6.40.060?" Staff Recommendation: Staff recommends Council approve the Second Reading of this ordinance. Background: After reviewing the Ashland Municipal Code provisions that apply to the Fire Department, the Fire Department determined that ambulance response times should not be set by ordinance. Response times are determined administratively; thus, AMC 6.40.060 should be amended to eliminate section A. AMC 6.40.060 provides: 6.40.060 Minimum Response Times and Minimum Levels of Care A. The ambulance operator shall have an ambulance response time within four minutes or less 95% of the time for life threatening emergencies determined to require advanced or basic life support care and eight minutes or less 950A, of the time for all other non-emergent responses. (ORD 2838, S 1, 1999) B. Ambulance operators and their employees shall comply with all procedures and protocols outlined in the Jackson County EMS Standing Orders for this area. No changes to the ordinance were made at First Reading on February 3,2009. Related City Policies: City Charter Article 10, Ordinance adoption provisions Council Options: (1) Move to approve Second Reading and adopt" An Ordinance Relating to Ambulance Response Times and Amending AMC 6.40.060" (2) Postpone consideration Potential Motions: Staff: [ Conduct Second Reading) Council: Motion to approve Second Reading and adopt "An Ordinance Relating to Ambulance Response Times and Amending AMC 6.40.060. Attachments: Proposed ordinance -. I ORDINANCE NO. AN ORDINANCE RELATING TO AMBULANCE RESPONSE TIMES AND AMENDING 6.40.060. Annotated to show doletions and additions to the code sections being modified. Deletions are bold lined through and additions are bold underlined. WHEREAS, it is not necessary to establish the response times for ambulances by ordinance; and WHEREAS, response times are set administratively by the City of Ashland fire and police departments. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Amendment. Ashland Municipal Code Chapter 6.40.060 [Minimum Response Times and Minimum Levels of Care] is hereby amended as follows: 6.40.060 Minimum Response Times and Minimum Levels of Care Procedures A. The ambulance operator shall have an ambulance response time 'flithin four minutes or less 95~(G of the time for life threatening emergencies determined to require ad'Janced or basic lif.e support care and eight minutes or less 95010 of the time for all other non emergent responses. (ORn 2838, S1, 1999) &-Ambulance operators and their employees shall comply with all procedures and protocols outlined in the Jackson County EMS Standing Orders for this area. SECTION 2. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re-Iettered, provided however that any Whereas clauses and boilerplate provisions (i.e. Sections 2-3) need not be codified and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the _ day of ,2009, and duly PASSED and ADOPTED this _ day of , 2009. Barbara M. Christensen, City Recorder SIGNED and APPROVED this _ day of ,2009. John Stromberg, Mayor Reviewed as to form: Richard Appicello, City Attorney Ordinance No. Page 1 of 1 .. I CITY OF ASHLAND Council Communication Pavement Management Strategy Meeting Date: Department: Secondary Dept.: Approval: February 17,2009 Public Works Admin Finance Martha Bennet Primary Staff Contact: E-Mail : Secondary Contact: Estimated Time: Michael R. Faught faughtm@ashland.or.us John Peterson 20 Minutes Question: Will the City Council adopt staff s recommended pavement management strategy? Staff Recommendation: Staff recommends that Council approve its pavement management strategy. Background: At the October 1, 2007 council study session staff presented the findings of the City's Transportation Financing Task Force. After reviewing the condition of the City's street system and evaluating the needs for new or extending transportation links, the task force identified a $2 million per year transportation funding short fall. As a result, the task force recommended that the council consider implementing new transportation funding options. The task force transportation funding recommendations/options included: . Partial food and beverage allocation to the street fund . Regional gas tax . Local or regional vehicle registration . Increase business license fees for those with heavy vehicle/truck activities . Bicycle registration . Increase transportation utility fee to meet all or a portion of debt service gaps In addition to recommending new transportation funding options, the task force also recognized the need to reduce the community's reliability in the traditional automobile use and recommended looking at modal equity opportunities. Staff recognizes that with the current economic conditions, it would be difficult to generate new revenue sources to meet the $2 million per year transportation funding gap. Therefore, in the interim, staff is recommending a pavement management strategy that focuses limited transportation funds on maintaining the existing street system based on pavement life cycles. Not unlike the roof on a house, a street has a design life of 20 years. Equally like the roof on a house, if the street is not maintained during those twenty years then structural failures will begin to develop. The only real difference is that structural deterioration of a street is significantly more expensive to repair than it is for a home. The following chart demonstrates the street life cycle: Page 1 of 4 r., ... r CITY OF ASHLAND PCI 10 9 8 7 6 5 4 3 2 1 o 5 10 Age of Asphalt 15 20 25 YRS A new street generally performs very well for the first 15 years and deteriorates very quickly over the last five years of the design life. If that street is not maintained during the first 15 years, then it will fall into a reconstruction category, which is the most expensive street maintenance treatment at about $1.4 million per mile. Once the street is reconstructed, it begins a new 20 year life cycle. If the pattern of no street maintenance continues for the next twenty years, then that street section will need to be reconstructed again. With 90 miles of improved streets, this maintenance strategy will cost $126 million every twenty years. In contrast, the street life cycle can be extended for another twenty years if the street is overlaid at year 15 at a cost of about $270,000 per mile. Applying the overlay treatment at 15 year intervals reduces the over all cost to maintain the street system dramatically. The cost to maintain the 90 mile street system by overlaYing at year 15 is $24.3 million or about 1/5 the cost to wait for the end of the street life cycle and then reconstruct it. Timely overlays represent the most cost effective method to maintain a street. ...... Slurry Seals -+- ..---. Overlay +----+ Overlay 100 " "- "- " "- "- "- \ " PCI , \ , \ , \ , \ '\ \ \ \ \ \ \ \ \ \ 0 \ 5 10 15 20 25 30 35 40 45 50 55 60 65 70 Age of Asphalt Page 2 of 4 r., .. I CITY OF ASHLAND There are additional street maintenance treatments (crack sealing, slurry sealing, base repair, etc) that can also extend a streets life cycle to twenty five years for residential streets. These street maintenance treatments can reduce the overall cost of the street maintenance program as residential streets represent 90 % of the streets in Ashland. The paved street classification inventory is as follows: Street Classification Miles Residential Collector Arterial 83.0 4.5 4.2 Ashland has a comprehensive pavement management program that tracks street defects section by section for every street in town (see attached map). Using an overall condition index (OCI), the program identifies street maintenance treatments for each of those street sections. Currently the pavement management program has identified the following streets maintenance needs: . 3.50 Miles of Reconstruct Projects @ $ 5.5 Million . 10.25 Miles of Overlay Projects @ $ 3.1 Million . 76.50 Miles of Slurry Seal Projects @ $ 2.5 Million o Total $11.1 Million The financial impacts of focusing on those streets identified as reconstruction projects is that the limited street funds will quickly be expended on 40/0 of the total miles of streets requiring maintenance and 490/0 of the total cost needed to bring the street system to a satisfactory condition. That would then leave the remaining 86 plus miles of streets with out funds for maintenance ensuring that they too will fall in to a reconstruction category which is the most expensive street maintenance plan. Staff therefore recommends that those projects identified as reconstruction projects become the lowest priority projects and that future capital funds for street maintenance projects be prioritized for overlay and slurry seal projects as it represents the most cost effective method to manage the street system. The timing of this presentation is important as staff is requesting approval of the pavement management strategy prior to the final development of the Capital Improvement Plan (CIP) and subsequent budget process. To that end, the following four street reconstruction projects are listed in the 2009-20014 CIP: Street Section B Street - Grani te Street - Harrison Street East Main Oak to 5th Nutley to Pioneer Street Siskiyou to Iowa to Euclid North Mountain to RRX Total Budget $ 407,000 $ 402,000 $ 600,000 $ 380.000 $1,789,000 If the pavement management strategy is approved, staff would remove those reconstruction street sections from the CIP and reallocate the $1,789,000 to Overlay and Slurry Seal Projects. In order to meet a more aggressive street maintenance schedule, some of the funds should be reallocated to the street operation budget to pay for additional temporary staff, asphalt and crack seal materials. Page 3 of 4 r., .. I CITY OF ASHLAND The interesting fact here is that most of those streets which fall into the overlay or slurry seal category will visually appear to be in good shape, while those projects which fall into the reconstruction category clearly show high levels of deterioration. Therefore, most people believe that the best course of action is to focus on the street that looks like it has deteriorated (reconstruction) first and wonder why the City is repairing a street that looks like it is in great shape. Therefore if the council approves this pavement management strategy, it will be important to provide the community with detailed information regarding street maintenance strategies. As to what to do about existing reconstruction projects, the plan is to continue to look for other funds (grants, bonds, new revenues, etc.) to fix those streets. Staffhas submitted an application for Federal Stimulus funds to reconstruct both B Street and Granite Street. Related City Policies: None. Council Options: 1) The City Council could approve staffs recommended pavement management strategy 2) The City Council could recommend modifications to staffs recommended pavement management strategy 3) The City Council could decide not to take any action. Potential Motions: 1) Move to approve staff recommended pavement management strategy. 2) Move to modify ( ) staffs recommendations. Attachments: 1. City of Ashland's 2009 Pavement Treatment Map Page 4 of 4 r., .. I en c w ..- Q) W Q)o u..o Z In ex) -c l- e') W CI) U ..J CI) ::> <( 0 z ~ w Z I- ~ en 0 CI) en ~ 0 <( z 0') U ..J ~ Z tn C 0 ~ ~ ... co u w ::> 0 W c > LO C W ..J 0') I- CI) CI) ~ 0 en Z E ... 0 c - C) .- <( CI) co ::E tn :E (7) 0 0 is 3iYMfd N o ...z 0<( >-..J ~:r: UrJ) ~ ( ~-~