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Home My WebLink About1998-0203 Council PACKET ,,;" ~ u - ~ ~ o .tI) Zl- p.,~ g?O 'a~ 30 ::gu ~~ g>< 61:: uu Imoortant: Any citizen attending councD meetings may speak on any Item on the agenda, unless It Is the subject of a public hearing which has been closed. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and Inform you as to the emount of time allotted to you. The time granted wUl be dependent to some extent on the nature of the Item under discussion, the number of people who wish to be heard, and the length of the agenda I I ; VI. I I i I AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 3,1998 I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. II. ROLL CALL: III. APPROVAL OF MINUTES: Regular meeting minutes of January 20, 1998. IV. SPECIAL PRESENTATIONS & AWARDS: 1. Reading of Mayor's Proclamation by title only proclaiming the month of February, 1998 as Prevent a Utter Month. V. CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. 2. Monthly Departmental Reports - January, 1998. 3. Confirmation of Mayor's appointment of Darrel Jarvis to the Building Appeals Bn::mLfors~ term expiring December 31, 1998. 4. Memorandum froO'.'.tl1e Fire Chief, regarding Annual Review of City Buming Regulations. 5. Memorandum from the Director of Electric Department, regarding Presentations of Strategic Plan, Electric Cost of Service Study and Telecommunications Business Plan. 6. Set a public hearing for February 17, 1998, to consider adoption of an amendment to the Ashland Municipal Code which would regulate, facilitate and provide for telecommunications within the City of Ashland. PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. All hearings must conclude by 9:30 p.m. or be continued to a subsequent meeting). 1. Consideration of a recommendation by the Planning Commission to modify the Ashland Land Use Ordinance Chapters 18.40 (Employment) and 18.32 (Commercial) Pertaining to "Eating, Drinking, Entertainment and Dancing Establishments" (Applicant: City of Ashland). 2. Acceptance of public testimony regarding Ashland's continued participation in the Talent/Phoenix Water Project (Note: this item will also be heard at the February 17, 1998, Council Meeting). VII. PUBLIC FORUM: Business from the audience nQ1 included on the agenda. (Umited to 5 minutes per speaker and 15 minutes total.) '" VIII. UNFINISHED BUSINESS: (None) IX. NEW AND MISCELlANEOUS BUSINESS: 1. Mayor's appointment of Council liaison to various boards and commissions. X. ORDINANCES. RESOLUTIONS AND CONTRACTS: 1. Second reading by title only of "An Ordinance Amending Chapter 2.32 of the Ashland Municipal Code to Repeal Specification of Rates for Compensation of Counsel Appointed to Defend Indigents Accused of Crimes. " 2. First reading of "An Ordinance Repealing Section 2.28.050 of the Ashland Municipal Code Which Relates to the Duties and Responsibilities of the City Administrator for the Utility System." 3. First reading by title only of "An Ordinance Modifying the Commercial and Employment Chapters of the Ashland Land Use Ordinance Regarding Restaurants, Nightclubs and Bars." XI. OTHER BUSINESS FROM COUNCIL MEMBERS: XII. 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Internet AddrftS: ~:I /YMW.uhIand.or.UI 'l~l."1 ....,....,;" ,"j '1." .' ...'1~:1;I" , ,,} . , MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 20, 1998 PLEDGE OF ALLEGIANCE Mayor Golden called the meeting to order at 7:00p,m"in the Civic Center Council Chambers, ROLL CALL Councilors Reid, Hauck, Wheeldon and DeBoer were present. Councilors Laws and Hagen were absent, APPROV ALOF MINUTES The minutes of the Regular meeting of January 6, 1998 were approved as presented, a correction to the minutes of the January 6, 1998 Executive Session to reflect Greg Scoles as "Interim. City Administrator". SPECIAL PRESENTATIONS & AWARDS 1. Introduction and Presentation by the Tree Commission. Tree Commission members were introduced and .presented their committee through a slide show presentation, The presentation noted an award that the Tree Commission received and the annual recognition of a favorite tree in our community. Commission commented on one of their goals, which involved finding correct types of trees for particular areas and which were illustrated through the slide presentation. Explained the responsibility of the commission in reviewing site plans and the types of problems that trees present to the community. Commission explained how Arbor Day is celebrated and some of the activities that surround this celebration, 2. Mayor's Proclamation of February 5,1998 as Girls and Women in Sports Day. Mayor read proclamation, CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. 2. Monthly Departmental Reports - January,I998. 3. Approval of National Register Nomination for 321 North Main Street. 4. Adoption of findings for approval of a three-lot Minor Land Partition at 610 Ashland Street (applicant Steve Morjig). Councilor Wheeldon requested that item 4 be pulled and placed under New & Misc. Business, Councilors ReidffieBoer m/s to approve consent agenda items 1 through 4. Voice vote: all A YES. Motion passed. PUBLIC HEARINGS None PUBLIC FORUM Joe Eckhardt/l08 Bush Street/Made comments regarding the community and government working together. Made reference to actor Jerry Seinfeld. Feels that meaningful interaction between government and some citizens is not taking place. Strongly objects to the manner in which the search for a new city administrator is being conducted, Noted a letter that he had previously sent to council and mayor. Questions the panel selected by the Mayor for the interview process. Feels that some members of the panel are not taxpaying citizens of the City of Ashland. Noted comments made during a previous study session regarding the hiring of a new city administrator. Requested viewers to call into the public access phone line, channel 31. City Council Meeting 01-20-98 < , , Requested council to assure citizens that they will be heard during the interview process for the new city administrator. UNFINISHED BUSINESS None NEW AND MISCELLANEOUS BUSINESS I. Adoption of findings for approval of a three-lot Minor Land Partition at 610 Ashland Street (applicant Steve Morjig). Councilor Wheeldon commented on a letter received from attorney for Steve MOIjig, and she did not feel comfortable with the decision that was made at the January 6, 1998 council meeting regarding the appeal and the condition that was added to the appeal. Felt that because the condition was added after the public hearing was closed, it did not allow the council to explore this condition with the applicant. Requested guidance from Planning Director or City Attorney regarding options the council had on this matter. Mayor clarified that the request would be for reconsideration, not to table the issue. Councilor Reid confirmed with City Attorney that because she had viewed the tape of the past hearing, she could now vote on a possible reconsideration of this matter. Requested clarification on what would happen if council were to deny approval of findings. City Attorney Paul Nolte explained that it was possible, because it was before the council on appeal, and because it was a de novo hearing, council could have voted at that time to deny the application. To do so at this time, council would have to move to reconsider. Nolte explained that if council fails to adopt the findings, then the council has not come to a final decision. Explained that the 120 day period is still running, and that the applicant may get an approval for the project because the 120 day period had ended. Stated that in order for council to re-discuss this, the council could move to reconsideration. If the council wants to take additional testimony, council would have to assure that the applicant has granted an extension of the 120 days and then notice all involved to give them an opportunity also. Nolte clarified that council is not required to take additional testimony, and noted a complicating factor in that the council had all read a letter from the applicants attorney. Council would need to make it clear that any reconsideration given to this issue is not based on anything that the applicant's attorney has put before them, Nolte stated that once the findings become final and are adopted, there would not be an opportunity for reconsideration according to our ordinances, Nolte stated that it is arguable that someone did not have a full and fair hearing, if council were to add or delete to the findings before adoption. Planning Director John McLaughlin clarified that Section 2.4 and Section 3, condition 2 were modified in the findings, Nolte stated that there is no provision for remanding it back to the Planning Commission if moved for reconsideration. Councilor Reid voiced her frustration in that there are questions that she would ask and explore, but is not allowed because it is not up for discussion due to the lack of motion to reconsider. Commented on her desire to have consistency in the city for people to follow. 2 ) .. Nolte clarified for council. that if new information is brought to the table, either side could argue that council discussed new information and they weren't given opportunity to respond, Councilors Reid/Wheeldon m/s to approve Findings with amendment to delete section 2.4 and the language of the condition that follows section 2.4. DISCUSSION: Councilor DeBoer concerned that council is approving a subdivision. Noted that auywayin or out of this would be an 18 degree street to a dead end. Stated that the reason for supporting the initial addition to the appeal is because of safety and development issues. Does not feel it is in the best interest of the citizens of Ashland to approve any subdivision that you could possibly not get out of in bad weather. Does not disagree with development, only believes there should be two ways in or out. Councilor Wheeldon disagreed with initial amendment because she felt they were jumping ahead as this was only for a minor land partition. Felt it was complicated by the fact that there is a driveway in the middle of the street that was asked to be dedicated. Felt it was an issue for a minor land partition and that other things came up that made it more than a minor land partition, and that council went too far by putting a condition on this planning action of this nature. Mayor questioned whether denying a minor land partition in development in an area that is designated for development, because of council's perceived ingress/egress issues, places a moratorium in this area? Nolte explained that this argument could be made, but doesn't believe that an isolated denial of a partition would be considered as a moratorium. Strawberry Lane subdivision was discussed as an example compared to this issue. Planning Director John McLaughlin clarified that the moratorium on Strawberry Lane was due to inadequate water and there is not a moratorium on Strawberry Lane any longer. McLaughlin clarified that council did not deny action based on resolution of grade, nor prohibited people from applying for application. Mayor reminded council that this is a minor land partition that is before the council, not development. Mayor questioned if council denies building, because it is thought there is not adequate gridding, it may in essence be putting a moratorium on a property owner. McLaughlin explained that minimum standards for transportation have to be detennined for access and if it is found that those minimum standards are not met, in application, it can be denied. Stated that you can equate this to water supply. Councilor Reid commented that she believes that the same goals should be set for each application. Felt that council may have been developing a new standard with a single application rather than through an appropriate process. Councilor Hauck clarified that based on his interpretation of the minimum standards and the testimony he heard at the time of the public hearing, he felt that the additional condition was necessary in order to meet those standards. Roll Call vote: Councilors Reid and Wheeldon, YES. Councilors Hauck and DeBoer, NO. Mayor Golden stated that she believed this is a minor land partition and meets minimum standards. Agrees that there . should be alternative routes in and out of properties. Does not believe that it is the right time, when a planning action is before the council, to come up with new ideas. Believes it shoutd be brougbt forward as a concern from a policy board, that there are a number of planning actions where they do not have ingress and egress in more than one way. The change should be made at the policy levet and then this would be applied to all future planning actions. Felt that if council tries to make changes or adjust planning actions after they have been introduced it creates an inconsistent system for either neighbors or developers. Urges council, if they do not like this policy, to change it. Mayor Golden, YES. Motion passed. 3-2. City Council Meeting 01.20-98 3 , ,. '. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. First reading by title only of "An Ordinance Amending Chapter 2.32 of the Ashland Municipal Code to Repeal Specification of Rates for Compensation of Counsel Appointed to Defend Indigents Accused of Crimes." Councilors HaucklWheeldon mls to approve first reading and put ou agenda for second reading. Roll call vote: Reid, Hauck, Wheeldon and DeBoer, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Mayor Golden confirmed for Councilor DeBoer that the committee regarding LID's was being formed and that he would be welcome be on that committee when it is formed, Councilor Wheeldon commented on a recent meeting with the League of Women Voters where the issue of Public Forums was discussed. Frustration was voiced in that issues are brought to the council at this time, but there is no way to bring them forward past the public forum, Council discussed ways to make the public forum more user friendly. Discussion and suggestions regarding changing the format of the council agenda. Councilor Reid voiced appreciation to Director of Electric Department, Pete Lovrovich for information on the Greensprings Power Plant. Council was reminded of Study Session scheduled for January 21,1998 at 12:300n the topic of water needs. ADJOURNMENT Meeting was adjourned at 8: 10 p.m, Barbara Christensen, City Recorder Catherine M. Golden, Mayor 4 .. :~ "~ ~.;. ~ ~ ~;.:\ 'S~ ,. ~ "N"" " .." o,~:.:; ~f.," ....1"-oJ '%,,~1~ :-J'\,..'$ ~ .,I.~ , .W ~.~t '....";:;;r;..' ".~... -,''''f: . 'f,; .. .' """S. 0':"" .;.,-~., "i!E'1 .~t."~.:~ ";'irlk:; .,~~ ~"!\I!i '~i<; .~!"tt ~l.l';~ ...~., "','''- ;if- ~...:\:'-(~. ,;t..h' (".s> :. ~~.; .~ ::t~ ~~~. ....;,.. .~.~,~ ,.'-,<\ . ~.:r.... .- "<;,j : .~;~~ i .~t' (.~"" 'f' . ~~. ~,~:~ -~-'~,.. ..';......!: ,':;'.t\.. ~1-#i; ;;t ':.'~'l:'." .:m1 ,:...~. 1 )~.r .~jZ:~ :'"' '~:f~' ~{0~% .~t.~:.;~' v;,.~ \....1.1. '..&' ";,1 ...',; .:i..,~; .:e.I>!' ::';..i ,. . .1>:-: .... -:- ..'".. ~:;:.., , ~ =r' , '.. .' :r- ..~ '--., .-..~:",';~' '., ," .' ~ , MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL January 21, 1998 CALL TO ORDER Mayor Golden called the meeting to order at 12:30 p.m, IN ATIENDANCE: Mayor Catherine M, Golden and Councilors Laws, Reid, Hauck, Hagen. Wheeldon and DeBoer. Also present were staff members Paula Brown, Dick Wanderscheid, Barbara Christensen, John McLaughlin. Paul Nolte, Greg Scoles, Pete Lovrovich, Robbin Pearce and Derek Severson. Mayor Golden explained that this study session would deal with water resource issues, and pointed out that there would be a "Community Forum on Ashland's Future Water Supply" at the SOU Britt Ballroom, at 7:30 p.m. on January 27th, 1998. Regional AffairslConservation Manager Dick Wanderscheid noted that this is the first afternoon study session to be televised live on RVTV, citing the importance of immediate information access to citizens and the use of new channels to make this information more readily available. Wanderscheid presented an overhead with data from the 1989 report by R.W. Beck dealing with how much water could be produced within the Ashland Creek Watershed. Stated that in ninety of one hundred years, Ashland Creek produces 8500 acre-feet of water, and noted that city's current use is only about 4000 acre-feet per year. Explained that potential problems arise around the issue of the timing of the water's availability. Reminded councilors of 1992 situation, where the driest year on record led to mandatory water curtailment measures after the T.LD. irrigation season ended in mid-August. Ashland was forced to rely entirely on Ashland Creek to meet the city's water needs. Wanderscheid noted that Reeder Reservoir holds 850 acre-feet, which serves as storage for water to meet the city's water needs for roughly 80 days. Recounted the history of water supply planning in Ashland, citing the 1989 report by R.W. Beck. Noted that one agreement with TID expired in 1996 and has been extended during negotiations but not yet renewed, and stated that in 1989 R. W, Beck had cited options as either an intertie or Winburn Dam. Beck report recommended the Dam option, despite a cost of roughly $11,000,000. Wanderscheid then explained that in 1992, at the council's direction, the city looked into conservation programs and adopted the S.R.C. report. Conservation programs were begun in mid-1992. Wanderscheid presented an overhead explaining water saved as result of conservation programs. Stated that the numbers are accurate (conservative in his view). Noted the Toilet Rebate Program where 905 residents had been paid to change to ultra-low flush toilets. This programs has saved the city roughly 8'h million gallons of water per year. Also noted that currently, the only new toilets available are ultra-low flush models. Also cited savings from "incentive based water rates" that arose from citizen committee suggestions, Under this water rate program, blocks of water are sold to citizens at increasing rates as more water is used. Wanderscheid stated that this price-induced conservation may be even higher than indicated in his report. Wanderscheid noted that a Leak Detection Survey had been conducted with a hired firm using high tech equipment. Felt that savings from detected leaks were as much as 220,000 gallons per day, though this amount was reduced in his report to 150,000 per day to ensure "conservative accuracy", Cily Council-Study Session 01-21-98 y \ As a result of these programs, approximately 413,000 gallons a day have been saved, which is roughly 80% of S.R.C. Report's target. Noted costs of programs have been very close to original estimates. Briefly discussed changes since 1992, stating that conservation costs and savings are well on track, and that more conservation occurs than is commonly believed. Provided example of horizontal axis washers which cost $800-900 a short lime ago but are now available with incentives and tax credits at a cost similar to standard washers. Public Works DirectorlCity Engineer Paula Brown applauded the City's Conservation efforts, and stated that these efforts should continue independently from seeking other water sources, Brown explained that while there is a 101 of water available to the Ashland Creek Watershed. there is a timing issue between the end of the T.LD. irrigation season and the fall rains. Noted that the current agreement with T.LD. only allows the City to take water during the irrigation season. Suggested that City look at possibility of revising agreement to take water outside of the T,LD. season when it is available, Noted that there was information on the T.A.P. intertie project in the council packets, along with information on existing TID agreements, a water summary and a graph. Brown noted that primary concerns relate to water availability during the fall and during emergencies. Pointed out that questions have come up relating to how the intertie would have made a difference during the Flood of 1997, Brown stated that at very least, Ashland would have had water available on outskirts of town rather than having to go to Medford. Explained that water provided through the intertie wouldn't need retreatment, and that it could be pressurized for the City's water system. Noted that this project is costly, at roughly $6 million, and that Ashland's portion of the initial intertie is just over $1 million. Incremental cost to upsize pipe from Phoenix to Talent is roughly $600,000. Emphasized that this wouldn't bring any water to Ashland, as there would still need to be a pipe from Talent to Ashland. Stated that amounts are fully explained in her report, noting that for the three mile stretch of pipe from Talent to Ashland the cost would be roughly $4-6 million. The entire project cost would be approximately $7 million for full involvement in T,A,P, project and connection to the Ashland water system. Brown outlined another possible alternative, a gravity-fed pipe to carry T.LD. water to Ashland. This would require that the water be retreated. The cost would be $4-7 million, and there are some questions of reliable availability, with issues around Klamath Indian tribal water rights and the fact that the T.LD. water source dries up at the same time as Ashland Creek. This would make the value of a pipeline questionable in drought. Discussed Ashland's water storage capacity for dealing with a fire, stating that water stored would last about JO hours, which is typical for a community of Ashland's size, Stated that a forest fire could prove awkward, and that a fire in the forest interface could devastate the watershed's water sources. Brown explained that the proposal to upsize the T,A.P. intertie line from Phoenix to Talent covers 12,000 lineal feet. The pipe would need to be upsized from 18" to 24" at roughly $30 per foot for a total cost of $360,000 for the pipe, with additional costs for the increased labor involved. Councilor Reid questioned existing T,LD. agreements. Brown noted that there are four. Those from 1924 and 1926 are perpetual stored rights, and the first three combine to provide a total of 769 acre-feet. The fourth expired in 1996, but was extended pending further negotiations. These negotiations were characterized as presently incomplete with a positive outlook. Mayor Golden inquired about how much of Ashland's daily demand could be satisfied through the intertie, Brown indicated that it should provide about twenty five percent of average daily demand. A T.LD. pipeline, combined with leak reduction would mean a savings of at least thirty percent of the fifteen hundred acre-feel per season purchased from T.LD., or roughly ten percent of total demand. 2 , , Clarified amount from previous cost estimates by R.W. Beck, noting that amounts had decreased slightly. Conservation Manager Wanderscheid clarified that the pipe would be shorter now, covering only half of the distance previously considered, but that it would be a bigger pipe and prices have risen, so the cost would be only slightly less than the previous estimate. Discussion of T.LD. negotiations, with Brown noting that T.I.D. would likely allow use of water outside of irrigation season at a higher cost. Discussion of water needs and usage, Councilor Laws noted that the options being discussed are for dealing with emergencies, and emphasized the need to weigh the costs against potential contingencies, Questioned the likelihood of contingencies. Noted alternative of reusing water from sewage treatment plant. Questioned pursuing intertie or pipeline when these options would not meet City's needs and other alternatives could be pursued to meet full needs, Councilor Hauck clarified that currently, there is a 2 % chance of not meeting needs in any given year. Brown noted that just two years ago the City had required conservation measures, Stated that under normal circumstances, the City is able to meet water needs. Brown noted previous discussion of retreating effluent, stated this alternative wasn't popular although it is being done in San Diego now. Discussion of the possibility of educating people toward reuse. Wanderscheid noted the possibility of separate uses -- using retreated effluent to water lawns and watershed water for drinking, Mayor Golden emphasized that the treatment at the Wastewater Treatment Plant is nearly to drinking water standards now. Councilor DeBoer stated that the $600,000 to upsize the intertie pipe and keep options open is cheap insurance against a potential emergency. Questioned what other costs might be involved, including purchasing of water rights. Brown responded that the water rights would be a one-time charge $300,000 plus annual maintenance costs. Stated that there would be a time frame to allow Ashland a first right of refusal, Councilor Laws questioned total cost of "insurance". Brown noted that water rights would not be needed to respond to an emergency. Councilor Hauck questioned maintenance cost for the waterline. Brown said there would be maintenance costs, but that they would be minimal. Councilor Hagen noted that this is not a growth/no-growth issue, but one of efficient use of resources as the City grows. Questioned size of line from Ashland to Talent. Brown responded that it would be an 18". Hagen questioned possibility of using 18" pipe to Phoenix. Discussion of engineering issues around maximizing flow capabilities. Brown noted that 18" line from Phoenix to Talent couldn't handle additional flow needed to serve Ashland, Hagen questioned extending a 10" parallel pipe from Ashland to connect to the 24" line in Phoenix. Stated that this is expensive insurance, Brown uncertain if 10" line is a possibility due to line losses and length of line. Hagen feels this needs to be answered. Feels would be possible. even if pump stations needed to be placed along the way. Councilor Wheeldon questioned the possibility and cost of more reservoirs in Ashland. Discussion of need for additional storage reservoirs. Brown noted this would be $600-800,000 for an additional one million gallons of storage. Brown clarified water rights would be a one-time purchase, but that there would be annual maintenance costs of $17 ,500, Councilor Wheeldon questioned possibility of gelling water, even if a water right were purchased, from these sources in the long term. Wheeldon noted political and environmental concerns that affect the availability of the water. Wanderscheid stated that there are issues concerning salmon and indian tribes, explained that the best option is probably the one with the least uncertaiilty. Stated that there is no way to predict conditions fifty years from now, Councilor Hagen questioned whether there is any funding assistance available. Brown noted that according to the Rogue Valley Council of Governments there are no funds available. Hagen questioned Bureau of Reclamation funds and inquired as to the possibility of revising agreements. City Council Study Session 01-21-98 3 ( \ As the RVTV broadcast was about to end, Mayor Golden again announced the January 27, 1998 forum on these issues to be held at SOU's Britt Ballroom, for the benefit of television viewers. Announced numbers to call for details. Mentioned some of the issues to be discussed and the groups that are supporting the event. Also noted the live call-in program to be televised on RVTV, January 29th at 7 p.m. Councilor Hagen stated that based on previous discussions with Brian Almquist, he believed that Bureau of Reclamation funds were available to make the system more efficient and that a percentage of these funds would be available to Ashland, Wanderscheid noted that the "Conserve Water Statute" would allow the City to keep half of what was saved. Hagen questioned costs and energy needed to distribute water to and through the Ashland water system. Brown stated existing sources would fill the upper reservoirs, and T.A.P. water would fill lower portions of the system, with pressurization at mixing points. Wanderscheid noted $1500-2000 per acre-foot per year for pumping, and stated that there would be 500 acre-feet to be pumped. .' Councilor Reid noted that the T.A.P, intertie is a Medford Irrigation District project. They have made the decisions relative to costs and have set parameters of pipe size, It is not Ashland's decision to use smaller pipe at this point. Stated that costs have doubled since 1984, as the cost is roughly the same to cover only half of the distance, Stated that it is best to remain players in the process now, as water will have increasing value in future. Noted her concerns with regard to proposed state legislation prohibiting conversion of agricultural water rights to municipal uses. Explained that council must do the best possible job today to preserve rights for tomorrow. Discussion of intent and interpretation of the legislation mentioned. Paula Brown suggested that the State Watermaster could provide information on political and environmental issues. Mayor Golden briefly restated the issues that had been covered. Councilor Laws complimented the written and oral reports from Conservation Manager Wanderscheid and Public Works Director Brown. Wanderscheid introduced Keri Green and John Morrison, who will be acting as facilitators for the community water forum on January 27th. Briefly restated details of the forum. Clarified that public hearing on the intertie issue will be held at the regular meeting of the Ashland City Council to be held on February 3rd, 1998 and that a decision will be reached at the regular meeting of February 17th, Councilor Hauck noted that councilors had received a proposal for revising the telecommunications ordinance. ADJOURNED The meeting was adjourned at I :47 p.m. Submitted by Derek Severson, Assistant to the City Recorder 4 .,. ASHLAND HOUSING COMMISSION MINUTES DECEMBER 17, 1997 CALL TO ORDER The meeting was called to order at 4:10 p.m. by Chairperson Gerty Sea. Other Commissioners present were McKeever, Hill, Vaughn, Harris and Medinger. Tiffany joined the meeting at 4:30 p.m. Medinger left the meeting at 4:35 p.m.. Staff present were Molnar and Yates. Absent members were Hauck and Ware. HOME OWNERSHIP AND RENTAL ASSISTANCE Sea and Molnar went before the Council at their last meeting and explained the program. The Council endorsed both programs, allocating $30,000 for each. The Council asked for an annual report on the programs, Molnar reported the request for proposals have been sent out, The deadline for submittal is Januaty 5, 1998. Molnar thought it would be beneficial to review some of the questions asked by ACCESS about the request for proposal. Hill, Medinger and Sea volunteered for the selection committee. A lormat for an evaluation is available. Hill thought it was best if only the selected proposal was made public. The rest should remain confidential. Evetyone agreed. Harris asked if this was being presented as a pilot project. If so, at some point the project can end and be assessed or could from that point go forward with some form of permanency. Sea said it had more to do with the contract with the agency that was selected. Molnar said the period of time could be limited if all the funds have been expended. Harris wondered if there was more money that could be put into the program if the Council wanted to keep it going, If there is, everything could possibly. be left in place. Vaughn said it needs to be taken into consideration who will keep on administering a one-year pilot program when it comes to payback of loans. Molnar said the rental assistance program will be run through the City's Utility Department. He said the five year deferment on home ownership will probably go to the City but he needs to check. Harris said if the agency is doing their job and things are being done properly, it would be advantageous to use the original agency. Getting everything set up is a big job. Tiffany joined the meeting. Sea recapped there are some contract issues that can be worked out later. Medinger left the meeting. .~ .~ . \~ - ~. ACCESS'S Questions 1. Q: What is the maximum grant amount that can be requested for each program? A: By keeping the amount to less than $30,000 for each program, it will give the Commission time to do an evaluation. 2. Q: Re: Home Ownership Program criteria, there is a specific maximum grant award amount of $2,500, but no mention of a minimum contribution required by the recipient. Is this up to each applicant's discretion or was this overlooked in the preparation of the R.FP.? A: Molnar reminded the Commissioners that in previous discussions they did not want a minimum. Harris mentioned the importance of people having a vested interest in the property and if they have to put $1,000 of their very own money in it, that would be good, Molnar referred to the Springfield home ownership program. They have to contribute $1,500 minimum and a maximum of $4,000. Tiffany liked using a percentage such as one percent of the purchase price. Everyone agreed. 3. Q: What about different wording for residency requirements? A: The wording should read: "The participant must have resided or worked in Ashland'. 4. Q: How is the $25 loan fee handled? A: The loan fee has to be paid and will go to the administering agency. 5. Q: Who will be responsible for collection of the loan in the event of late or defaulted payments? A: Molnar thought it would be the City of Ashland. Status of Home Ownershio Prooram The next step in this program will be marketing and education. This might be premature until the agency is selected. Harris said whoever gets the administration of this program needs to build an education program into their program. Tiffany said teaching a course on how to manage their money would be good for applicants. Hill volunteered to work on realtor education after they know who is selected. She might do a possible presentation to the Board of Realtors. UPDA TE - HOUSING REPAIR PROGRAM. Molnar reported that Ware had a meeting at Hunter Park (materials in your packet). McKeever was there. McKeever volunteered to do the coordination. There are problems of liability, lien forms, matching the right repair person to the right problem. What are the parameters for qualifying? The program needs to be carefully scrutinized. The Commissioners might want to form a committee to work out some details. Also, a block grant is being given to Jackson County Housing Authority for $30,000 for home repairs. AGENDA fTEMS FOR NEXT MONTH Housing Element Marketing and education with the home buyers and rental assistance programs. Housing repair program Grant award ASHLAND HOUSING COMMISSION MINUTES DECEMBER 17, 1997 2 .. .' Molnar said some of the other Commissions advertise through the utility billing newsletter. Maybe the Housing Commission should consider this. ADJOURNMENT The meeting was adjourned at 5:30 p.m. ASHLAND HOUSING COMMISSION MINUTES DECEMBER 17, 1997 3 MINUTES ASHLAND AIRPORT COMMISSION Noon, Wednesday, November 5, 1997 COUNCIL CHAMBERS MEMBERS PRESENT: Chairman Paul Mace; Marty Jacobson; Kenneth Ehlers; Donald Fitch; Jennifer Hall; Lillian Insley; and Alan DeBoer. Staff present: Jim Olson, Pam Barlow and Caralyn Dusenberry I. CALL TO ORDER: 12:00 Noon, COUNCIL CHAMBERS: Chairman Mace called the meeting to order at 12:02 p.m. A. Public request for additional agenda items: II. APPROVAL OF MINUTES: Wednesday, October 1,1997 Corrections to the October 1, 1997 minutes: Page 3, Item 'C', lease will begin "1998." Page 4, item '6. A.' fourth paragraph should read Glen "Ward" not George. Mace stated the minutes would stand approved as corrected. III. OLD BUSINESS: A. Pendina Proiects: --Green Hangar Repairs: Jacobson stated this project will probably be completed next year (1998). -- T-Hangar Development: Barlow stated there was a memo in the packet from Public Works Director Paula Brown. Barlow recommended a sub-committee be formed to address the T-hangar development. Ehlers, DeBoer, & Jacobson volunteered to meet as a subcommittee and prepare a proposal and also an agreement. Discussion was held on "T-hangars" verses "Open Hangars." Jacobson asked about Tara Labs hangar development. DeBoer stated Tara Labs was listed on the City Council's list of issued building permits. --Status of Compass Rose: Skinner stated he heard discussion that Clark Hamilton is out of town and will get back to us when he returns. Discussion was held on who would lay PAGE 1- (e :airp\minutes\nov97 .Minl out the design on the runway. B. Maintenance Issues: Staff --Fuel Tanks: Update: Olson stated there is nothing new on the fuel tanks. We are still working on the RFP. Discussion was held on the need on a 100 Octane fuel tank. This jet fuel is the second largest fuel sales. Olson asked if there would be 80 Octane fuel available and Skinner stated this is a debatable issue at this point. Discussion was held on the two types of fuel that would be most feasible to install. The City needs to look into a card-lock in order for fuel to be available 24 hours a day. Discussion was held as to whether there would be above ground or underground tanks and whether or not the old ones need to be removed. Olson stated it would depend on whether or not there is soil contamination from leakage of the old tanks. He also stated an RFP draft will be available for the next meeting. -- Tree Trimming: Status: City is waiting for the survey to be completed before the tree trimming can be advertised for bids. --Star Thistle: Barlow stated she talked to Steve Gies in the City's Parks Department and the star thistle will be taken care of by the Parks Department. Barlow stated the City is looking at using persons needing to do community service work for this particular project. --Striping Touch-up: Barlow stated nothing has been done on the striping. Skinner stated touch up is needed where the additions to the water line were made. He said it should not take more than a couple hours to complete. C. Renewal of FBO Lease: Status Report: Barlow stated she attended aa meeting held with Almquist, Skinner, Brown, and Nolte. After the meeting Skinner submitted a letter requesting a few changes. Discussion was held on possible changes to the lease. IV. NEW BUSINESS: A. County Land Use Actions: Barlow stated the first application from Jackson County to be addressed is for the sale of communication equipment. She displayed an overhead and reviewed the location. (Application attached.) Discussion was held on the PAGE 2 - (c :airp\minutes\nov97 .Min) tower location. DeBoer stated if the tower is not any taller than the ones already in place in this area that there should not be a problem. Barlow stated a recommendation needs to be made by the Commission. Ehlers moved to recommend approval of this application with the usual staff conditions. Jacobson seconded motion. motion approved. Barlow stated the next application is for a residence and a greenhouse. She displayed the proposed site on an overhead and discussed this with Commission. (Application attached.) The building is consistent with current buildings in the immediate area. The site is approximately 450 feet from the center of the runway. Mace stated the residence is located at the back of the building next to the Airport. After discussion Mace called for a motion. Ehler moved to recommend approval with the usual "holdharmless Agreement" and the residence be located close to East Main. Fitch seconded motion. Motion approved. B. Other: V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Airport--Skinner: Skinner stated activity is in line with this time of year. There has been a little more activity because of fog in Medford the past week, Some freight carriers have landed in Ashland because of the fog. First Lear jet landed at Airport, even though runway was a little short. The services that are available creates more activity. Skinner stated his maintenance shop is keeping very, very busy and he is considering hiring a third full-time mechanic to keep up with the work load. A copy of the financial report was in the Commissioners packet. During the month of September 6,100 gallons of fuel. This amount is above the previous year's sales. Safety report: Skinner stated everything is pretty straight forward. Other issues were addressed by the Commission earlier in this meeting. Skinner will talk to Tim Stewart and see if he will line out the compass rose on the runway. The weeds up around the hangars are still a problem. Since the crack- sealing has been done it has been better. A real good job needs to be done along the edge of the runway. Star thistle is not a problem but look bad with new people coming into the Airport. Fitch asked who receives the noise complaints. Skinner stated he receives some but he does not have a recording method. During the past year this has not been a major concern. Noise complaints are usually on isolated incidents. The noise complaints in the past have been calmed down. Discussion was held on how this is handled amongst the pilots and the F.B.O. PAGE 3 - (c :airp\minutes\nov97 .Min) B. Airport Association: Clark Hamilton is out of town. VI. INFORMATIONAL ITEMS: A. Other: Insley read information that stated there are 99 airports in Oregon. These airports generate 11.5 billion dollars. Mace stated he is half way through the survey for airports in the State of Oregon. VII. ADJOURN: There being no further business the meeting adjourned at 12:58 p.m. Caralyn usenberry Admini trative Secretary Public Works Administration PAGE 4 - (c :airp\minutes\nov97 .Minl MINUTES ASHLAND AIRPORT COMMISSION Wednesday, December 3rd, 1997 COUNCIL CHAMBERS 1175 East Main Street Members Present: Chairman Paul Mace; Marty Jacobson; Kenneth Ehlers; Donald Fitch; Jennifer Hall; Lillian Insley; John Yeamans; William Skillman; and Alan DeBoer. Staff present: Paula Brown; Pam Barlow & Caralyn Dusenberry I. CALL TO ORDER: 12:00 Noon, COUNCIL CHAMBERS A. Public reQuest for additional aQenda items Chairman Mace called the meeting to order at 12 noon. II. APPROVAL OF MINUTES: Wednesday, November 5th, 1997 Third paragraph on page three should read the "compass rose will be placed on the apron" . Mace stated the minutes were approved as corrected. III. OLD BUSINESS A. PendinQ Proiects: -Green Hangar Repairs Jacobson stated this project is still pending, - T-Hanaar Development Barlow stated Jim Olson will meet with the committee (Ehlers, DeBoer & Jacobson) next week to discuss T-hangar development. The meeting date will be Tuesday, December 9th, 3 p,m. at the Airport. The purpose of this meeting will be to discuss the lay-out and size of hangars (nested), Discussion was held in reference to those items that would be discussed at this meeting. -Status of compass rose Fitch stated he had talked to Clark Hamilton he was going to attend this meeting. PAGE 1- (c:airp\minutes\dec97.Min) B. Maintenance Issues: Staff -Fuel Tanks: Update Barlow stated the RFP is prepared but not ready for Commission review. The RFP will be placed in packet for the next meeting. - Tree Trimming: Status Barlow stated the objective of the tree trimrning is to have this done by February. Discussion was held on surveying for elevation points. Brown will check with Jim about expediting this project. Discussion was held on the location of trees and the City's responsibility. Brown stated she will have a date by the January meeting. -Striping Touch-up Skinner stated there are two areas that need to be painted where the fire hydrant was placed. Street Division will contact Skinner for location. C. Renewal of FBO Lease: Status Report The City Attorney Paul Nolte is still reviewing the FBO lease. The lease will be addressed by the Comrnission at their January meeting. Skillman stated the water and electricity issue needs to be addressed in the lease, Brown stated these issues have not been settled. Discussion was held on water use and payment responsibility, It was recommended the water bill be placed in the Airport budget. D. Skillman asked about drainage in the area of Disharoon's hangar. Mace stated he will look into this issue. IV. NEW BUSINESS: A. Airports Survev: Mace Mace stated the spreadsheet has not been cornpleted. B, Other Barlow stated an application for building in the Airport area was submitted to her the previous day (see attached). Barlow displayed overhead and discussed location with the Commission. Discussion was held on the application. Insley moved the application be approved and Hold Harmless Agreement being filed with City, Skillman seconded motion. Motion approved, Discussion was held on trash pick up at the Airport. Mace will discuss this issue with the City Parks & Recreation Department. Skinner stated he does not mind paying his fair share. He pays $26 for the 2-can service which is picked up weekly. Cost for a dumpster is $70 per month. A can is needed for the fuel island and the transients. Skinner stated it would be convenient for him if he could be notified of any and all work the City will be performing in the Airport vicinity. There was an incident wherein a tie-down line had been ran over by a truck and almost hit PAGE 2 - (c :airp\minutes\dec97 ,Min) the tail of the plane. Barlow stated the WEB page distributed is in need of more information about the Airport. Discussion was held on information to place on the WEB page. DeBoer stated that there should not be a lot of time spent by City employees on preparing and updating the airport WEB page. Fitch will work with Barlow on this project. V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION A. Status of Airport.Financial Reoort. Review of Safety Reoorts- Skinner stated they have had increased traffic because of fog in Medford. Every1hing is running smoothly. Maintenance shop is still busy. Skinner stated the safety issues were discussed earlier in the meeting. This time of year we need to set goals for weed control that comes up in March. Skinner stated the monthly financial report is in the Commission packet. Fuel sales were over $4,000 for the month of November. B. Ashland Airport Association Yeamans stated AI Alsing called him and wants to retire as the treasure of the Airport Association, Yeamans would also like to retire from the Commission. C. Other Building permits have been submitted for the two hangars that were granted through the lottery drawing. VI. INFORMATIONAL ITEMS: A. Other: VII. ADJOURN: There being no further business the meeting was adjourned, aralyn senberry Administrative Secretary Public Works Administration PAGE 3 - (c:airp\minutes\dec97.Min) ASHLAND AIRPORT COMMISSION Wednesday, January 7th, 1998 COUNCIL CHAMBERS COMMISSIONERS PRESENT: Jennifer Hall, Lillian Insley, Ken Fitch, Paul Mace, Alan DeBoer, and Bill Skillman. Staff present: Paula Brown; Pam Barlow and Caralyn Dusenberry. I. CALL TO ORDER: 12:00 Noon, COUNCIL CHAMBERS Chairman Mace called the meeting to order at 12:02 p.m. A. Public reauest for additional aaenda items: Mace stated an additional item is added under "new business:" Alan Sandler, proposal for 22 acres. II. APPROVAL OF MINUTES: Wednesday, December 3rd, 1997: Mace stated the minutes are approved as presented. III. OLD BUSINESS: A. Pendina Proiects: -- T-Hangar Development: Report on Committee Meeting: A meeting was set for Monday, February 12th, 9 a.m. at the Airport to discuss future development. Mace stated anyone interested in meeting with the City Engineer and Commissioners was welcome to attend. Barlow will contact Jacobson and Ehlers to inform them of the meeting. DeBoer stated a few of them had met and the general consensus was to build double-nested hangars. The cost will be $25,000 per hangar. Discussion was held on rental fee and size of hangars. B. Maintenance Issues: Staff: --Fuel Tanks: RFP Review Mace stated a copy of the proposed RFP was in the Commission packet. PAGE 1- (e :airp\minutes\jan98 .Hio) -- Tree Trimming: Status Barlow stated the contract work is to be completed by February 15, 1998. Barlow distributed information on the number of trees and trimming. Discussion was held on the process for tree trimming in the Airport area. --Striping Touch-up Fitch stated where the additional hangars will be located there will need to be striping placed between Deboer's hangar and the maintenance hangar. Mace asked this item be removed from the next agenda. --Spring Weed Control Program Mace stated a memo from Steve Geis, Parks Department, in reference to weed control was in the packet. Skinner stated he would like to see the weed cutting scheduled as soon as possible in order get control of the weeds. --Drainage E. end of T-hangars Mace Stated he talked to Disharoon and he stated the drainage problem has not changed. Brown stated they should meet and review the area. Mace recommended this be addressed at their Monday meeting at the Airport. --Garbage Service: Update Barlow stated proposal is that the City will split the price, up to four cans maximum. Skinner will keep a watch on the trash receptacles. C. FBO Lease: Review of Final Draft Brown stated they met with Bob at the Airport and worked through a majority of the issues in the proposed FBO lease. Brown would like to meet with Skinner and a Commission members to discuss two issues which include ownership of any buildings and maintenance of FBO office interior. The meeting was set for Friday, January 16th at 1 :30 p.m. The lease expires January 31st. Mace asked if it was agreeable to the other Commission members that if a decision could be made by those Commissioners attending this meeting. Commissioners not attending agreed to the members meeting to make a decision. PAGE 2 - (c;airp\minutes\jan98.Min) IV. NEW BUSINESS: A. Sandler discussed with the Commission the possibility of re-Iocating Oak Street Pipe and Tank. He would like the City to sell the 22 acres located at the top of the Airport. The land is zoned industrial. He would like to buy the land for the Morris family. They would like to purchase two of the three acres. The City planners have identified this area as a good place to locate the business. The factory would be well maintained. The plant would cover an 18,000 square foot area. Discussion was held on FAA approval of selling the land. Discussion was held on the FAA's grant money used to purchase and improve the land. Mace stated there are two basic questions: Can this be done in a way that cannot make FAA uncomfortable; and the second is whether the City would sell. Staff will to contact FAA and request if possible to sell land and if tank manufacturer and an aircraft are compatible. Mace asked about the amount of funds this would involve. Discussion was held on sewer service. Discussion was held the noise levels. Mace asked for a consensus of the Commission. Mace asked if Sandler would be willing to pay for the appraisal. Sandler stated they are thinking of paying to the City $35,000 per acre. Brown stated there are a couple items that need to be looked at and one is FAA approval for the City to sell and second is the criteria to sell public property. Discussion was held on the Airport Master Plan relative to this specific section of Airport property. Deboer asked Sandler to prepare a proposed drawing. Mace stated Brown would follow through with the two issues she addressed. This item will be placed on the February 4th agenda. Sandler will have a drawing prepared for the Commission. Sandler asked if the Commission was interested in selling and it was the consensus of the Commission that they are interested. B. Jackson County Plannina Actions: Barlow stated an application from Jackson County to build a home was reviewed previously by the Commission. The height of the building that was noted before was 20' maximum but a neighbor was complaining because it was 20' 6". It would not matter to the City if it was 20' or 30'. The concern was the power lines and they are generally 60 to 65 feet high. PAGE 3 - (c :airp\minutes\jan98 .Min) The second issue was the change of use of a storage unit from a tanning salon to a mortuary. C. Other: The City Council has scheduled February 4th to use the Council Chambers. If this takes place the Commission will meet at the Airport. V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION A. Status of Airoort.Financial Report. Review of Safety Reports: Skinner stated there is not a lot of activity because of the time of the year. The charter business has picked up. They have chartered flights for Oregon Department of Fish and Wildlife. Skinner stated that the financial report was in the packet. There were 2500 gallons of fuel pumped in November. The safety report includes the weed control program and the tree trimming addressed earlier in the meeting. Fitch asked about the construction of the new hangars. Skinner stated the owners are receiving bids and the building permits have been issued. Bob Given and Tara Labs are building the two proposed hangars. B. Other: Dave Everson stated he is the owner of a helicopter school and is interested in building a hangar in Ashland or Medford. VI. ADJOURN: There being no further business the meeting adjourned at 1 :07 p.m. PAGE 4 - (e :airp\minutes\jan98 .Minl BICYCLE COMMiSsioN City Council Chambers 1175 East Main Street Thursday, November 20th, 1997 Members Present: Tom Powell; Russ Rickert; Landon Hilliard; Darrel Gee; Larry Hobbs and Chairman Den Hagen. Staff Present: Maria Harris; Mindy Bath; and Caralyn Dusenberry. I. CALL TO ORDER: Councilor Hagen called the meeting to order at 4:40 p.m. II. APPROVAL OF MINUTES: October 16,1997 Commissioner Gee stated an item in the minutes has Bob "Budesa" spelled incorrectly. Councilor Hagen stated the minutes would stand as corrected. III. ITEMS FOR DISCUSSION: A. Public Forum B. Plannina Issues: -Bicycle Parking at Ashland High School, School District #5: Subcommittee Tim Gerry and Jim Hartman were in attendance at the meeting held on the Ashland High School expansion. Also, Julie Reynolds, the school principal, Maria Harris and Mark Knox, City of Ashland Planning Division, Russ Rickert, Bicycle Commission and Alan Deboer were present. There was a tour of the facilities for the bicycle parking. Many of the ideas were under stairways and over-hangs, There was no discussion of enclosed lockers. They prefer outdoor "U" shaped bike racks. They are susceptible to vandalism, Planning staff recornmended the number of bicycle parking spaces be phased over 3-5 years with 340 total. They would begin with 60-80 and see how many spaces are actually being used. After two years they would return to the City with a plan, phasing the additional parking spaces, Hagen stated he thought phasing was a good idea because of the proposed Siskiyou Boulevard improvements not being completed. The improvements would require bike lanes. Bike lockers downtown would be a way to get people interested in lockers and their use. Three quarters of the bike spaces at the school would be covered by over-hangs or stairwells. Maria stated she thought they did a good job citing places for bike parking. Jim and Tim are committed to bicycle parking. Hagen stated when the school district comes forward with a plan the Bicycle Commission will review the plan. Planning will check the dimensions and possibly an on-site review. Principal Julie Reynolds is interested in the bike parking and will work with the City. -Review Planning Actions: Subcommittee Comments Discussion was held on Maria preparing a condensed version of Planning actions pertaining to Bicycle Comrnission issues. Councilor Hagen outlined the Planning Commission packets/meetings/input etc, Hilliard will coordinate the packet for the Bicycle Commission. Gee will help Hilliard. -Letter from Brent Thompson reo Walker Street Bike Lanes Discussion was held on Brent Thompson's letter in reference to "No Parking," grade school students, and Walker Street being a thoroughfare. Rickert stated this is an existing bike lane that they do not have to worry about car doors etc. Gee stated he does not think any bike lanes should be given up because we are short of bike lanes. Hagen stated it would be a definite 'no' to close the bike lane between Siskiyou and Ashland on Walker Street. Hagen stated a copy of the minutes would be sent to Thompson. C, Future Events/Promotions: -Bike Commute Events/Ideas, Etc. Rickets stated he would volunteer again for the bike commute day next year. The banner has been scheduled. It was recommended that the League of American Bicyclists national commute day be requested. Gee moved that a National Bike Month Event Organizer's Kit be ordered. Rickets seconded motion. Motion approved. It was decided Commissioner's would bring to the December 18th meeting ideas for the bike commute event. - T-Shirt Project: Status Hagen stated we need to be promoting the benefits of cycling and this is the purpose of the T-shirts. Discussion was held on the different styles of T-shirt. The BTA T-shirt will be researched and lettering on the back of the T-shirt would be larger letters. Hagen requested Hilliard to bring his BTA T-shirt to the next meeting and a picture will also be brought by Hilliard, Maria will investigate the sarne logo on the front along with letters on the back, "ONE LESS CAR." D. Facilitv Development: -RR Bikepath: Status -Groundbreaking Ceremony It is recommended that a ground breaking ceremony be set. -Bicycle Lockers: Update Discussion was held on purchasing these. Maria will send Commission members a flyer in their next packet. E. Community Bicycle ProQram: Status The persons on the Community Bicycle Program board wanted active members that would be fixing and repairing the bikes, The bikes have been pulled off the street for the winter, Their goal is 150 bikes for next spring. There are currently 100 bikes stored, One of the key goals of the Community Bicycle Program board is to get enough bikes out on the streets in order that the number damaged would be srnall compared to those in use. F, Bicycle Safety Education: Committee Rickert stated they held a bicycle safety education program at one school located in Sams Valley. Miranda Briggs, in the audience, is interested in helping through the Siskiyou Wheelmen and Bike Commission. She will introduce the education program to the school beginning with a cover letter that will explain their goals. They want to do a program outside or in the gym. Bike handling skills would be addressed by having drills, This will be funded under the Jackson County grant program. Two thousand five hundred dollars is allotted to Ashland. Rickert stated Briggs will be helping and that she is very good. She also has been a teacher. The other safety challenge is the facilities for bicycles (riding on sidewalks and narrow streets), -Siskiyou Whee/men Activities Rickert stated this was addressed in the aforementioned item. Flyers need to be posted in schools that state the Siskiyou Wheelrnen organization and the City of Ashland Bicycle Commission will be giving the education prograrn. Hilliard stated he would prepare the flyer. They will meet with Briggs and brainstorm ideas for the flyer. The education would be open to private organizations also. G. Review and Update Action List Hagen asked Maria to check with Pam on item number 97-23 to see if the "T- shirts have been ordered?" Jane, owner of Evo's, spoke with Rickert in reference to a program to support bike commuting. Star thistles have been removed from section of bicycle path. H. Other Hagen stated we need to track down the video "Possible Dream" sponsored by "World Team." This video is a story about cyclist traveling around the world. Hagen stated the L.I.D, issue is continuing to be worked on by the City Council and they are discussing adding a fee to the utility bill to fund transportation needs. He feels this would defeat our purpose of using less automobiles because there are many residents that do not own cars, The Oregon Department of Transportation proposed bicycle signage changes survey and it was decided "c)" would be 3 points and "d)" would be 2 points. Maria will pick the 1 point item and return to the State. Sam McCurry, City of Talent Councilor, wanted to work with Russ Rickert in reference to bicycle education. Hagen asked Maria to tell the Commission a little about herself. Maria stated she is an associate planner in the City Planning Department and is excited about working with the Bicycle Commission. This Commission is a real important part of their planning and she is looking forward to working with the Commission. Hagen stated there are realities the Commission knows and is willing to work on. Maria stated they were told this was a motivated and committed group and this type of Commission will be a tremendous help for the implementation of the City's transportation plan. Ashland's major problems are the long corridors that ODOT has in the City. There is a possibility of jurisdictional transfer. IV, COMMENTS: Commission or Spectators. V. INFORMATIONAL ITEMS A. Information/Comments on BTA "Makinq the Connection" Conference: 8. Other VI. ADJOURNMENT: There being no further business the meeting adjourned at 6:55 p,m. aralyn usenbenry Admini trative Secretary Public Works Administration BICYCLE COMMISSION Thursday, December 18th, 1997 Meeting Minutes Members Present: Tom Powell; Russ Rickert; and Landon Hilliard; Chairman Ken Hagen. . Staff Present: Maria Harris; and Mindy Bath I. CALL TO ORDER: Councilor Hagen called the meeting to order at 4:40 p.m. II. APPROVAL OF MINUTES: November 20,1997 Councilor Hagen stated the minutes would stand approved as submitted, III. ITEMS FOR DISCUSSION: A. Public Forum B. PlanninCl Issues: -Review Planning Actions: Subcommittee Comments Rickert stated he would like to see items that need to be addressed by the Bicycle Commission to be identified with an asterisk etc. Applicant: Van de Kerckhove's is a transfer of ownership of an existing bed and breakfast - bike parking is not be reviewed in this application. Applicant: Mcintosh - Espresso Cart at comer of Water and N. Main St., is temporary use; parking is not required. Applicant: Pete Seda-a prayer roorn near the college in an existing single-family residence. They are required to install two bicycle parking spaces, Skate Park- has no parking, Bike Commission feels bike parking should be provided, Maria will talk to Planning and Park staff and try to get bike parking added. She will bring any plans back to the Bike Commission for review. C. Future Events/Promotions --T-Shirt Project: Status The Bicycle Commission made the decision to purchase 50 T-shirts with total not to exceed $1,000. They will sell them for $10. Two dollars will go BTA. Harris will contact the Ashland Community Food Store to see if they are willing to sell them using the same set up as the Conservation Commission. Hagen stated that he would like to somehow have Ashland printed on the T-shirt. Discussion was held on the Commission having their own T-shirts. The Commission decided to move ahead on the BTA T-shirts. -Bike Commute Day Discussion was held on Bike Commute day in reference to reducing sites for stops and having three key stops (no lower> and six or seven sites. The Bike Commute day will be held the second week in May. There will be free coffee and muffins for cyclists. Discussion was held on registration cards. This will be placed on the next meeting PAGE 1- (c:bikemins.Dec) agenda. Harris said she ordered the Bike Commute Day Kit from the League of American Bicyclists. D. Facilitv Development: -RR Bikepath: Status -Ground breaking Ceremony Discussion was held on advertising for the groundbreaking ceremony. Ceremony will be held Thursday, January 15th, 12 noon, at the Railroad Park. --Bicycle Lock.ers: Discussion There are still no lockers and no place to put them. The City really wants to get going with this project and will do just about anything to make them available. Commission needs to check into insurance and liability for City-owned bike lockers. Also, Key Bank needs to be contacted again. The Commission has lots of support, and money to purchase lockers but they need a location before anything can begin. Their first choice is Key Bank; and their second choice is Shakespeare. E. Bicvcle Safetv Education: Committee -Siskiyou Wheelmen Activities Rickerts would like to do an activity that pushes younger kids to wear their bike helmets. He would like to get two very well known young men (ages 15-17) stunt bikers to do a demonstration. Someone that would be recognized and cause the kids to believe wearing helmets is "cool." Rickerts stated there are too many accidents happening and he would like to put brochures and other safety features into the local schools. F. Review and Update Action List No discussion was held. IV. COMMENTS: Commission or Spectators. . Ashley Horcek, Commission member to be appointed at the January 6th City Council Meeting was present. Her address is 131 Oak Meadows Place in Ashland. Her telephone is 482-0731. V. INFORMATIONAL ITEMS VI. ADJOURNMENT There being no further business the meeting adjourned at 6:15 p.m. 1Ifi"YS~ Mindy Ba~ Public Works Administration PAGE 2 - (c:bikemins.Dec) Ashland Forest Commission January 14, 1998 Council Chambers Bill Robertson, Tom Sander; Eric Schehen, Richard Brock, Teri Coppedge and Councilor Susan Reid. Staff Pam Barlow, Paula Brown; Keith Woodley; Jeff McFarland. MEMBERS PRESENT: Guests: Charlie Booth; Patty Acklin's SOU Land Use Planning Class. I. CALL TO ORDER: Meeting was called to order at 5:35 p.m. II. MINUTES OF OCTOBER 10, 1997: Minutes were approved as submitted. III. ITEMS FOR DISCUSSION: A. Comments on 10/1 Hazred Public Meeting: No new comments. B. Forest Lands Contracting: 1. Fuel Breaks/Fuel Reduction Work - Review Work Plan: Woodley: Marty is proceeding with the work plan--burning piles created by work on fuel break wings. Marty and Main recommend proceeding with completing the fuel break at Alice & Wonderland Trail as a high priority. This will not preclude use of the trail. He would like a recommendation to proceed. Robertson spoke about this modification at the Trail Meeting of November 12; there was no public concern expressed by the public. Woodley noted Marty's crew did some temporary water bars on this trail last spring; he directed Marty to do that again prior to a long term erosion solution. Material will be removed in a mosaic--more removed on the ridge top for the fuel break. Woodley will discuss the "lighter touch" request with Main. Commission is concerned about immediate erosion problems with Alice and Wonderland trail and the need for long-term solution of this problem. Woodley acknowledged that there is controversy over fuel break design standards. Sander noted that there are trade-offs between aesthetics and effectiveness. Very effective and slightly aesthetic removal of manzanita at Alice and Wonderland Trail requested by consensus of the Commission. Key Club at the High School, Kiwanis sponsored, removed all the exotic . weeds from the fuel break and received good press coverage. Woodley will convey the Commissions approval and appreciation. Robertson will write the letter. Woodley will request a recommendation and budget from Main for erosion mitigation work in the trail. Fleeger will also work with Woodley to see if there is a role for REALCorps in the work. 2. REAL Corps (Americorps)-Program Status Bill Fleeger was present and reported that their program was doing well. He is meeting with Keith and Marty in the morning regarding potential projects. They would like to bring Ashland Parks into this partnership. (Parks Commission: 1/26 at 7:00 in the Chambers) C. Proiect Review/Action Plans: 1. Recreation - Status Report on Trail Planning: Marty Main has been given the go-ahead to finish the fuel break at Alice in Wonderland Trail. Schehen and Brock had concerns regarding impact on trail erosion. Robertson described trail planning process and objectives. Schehen noted that Mike Ricketts, USFS Recreational Trails, indicated to him they may be able to develop trails as soon as two years out. Robertson noted the concept was a five year plan. Reid wondered if erosion mitigation work could be added to the work to be performed by Marty's crew. This request is to be discussed with Main. REALCorps Bill Fleeger noted his crew would be interested in doing the erosion control work. Schehen hosted the Monday 1/12 Trail Users Meeting. Chair Robertson commended him for doing an excellent job. Schehen reported an there was an excellent turnout. The next meetings will be 2/9 Monday, and 3/9 Monday, at Pioneer Hall. They are making an effort to ensure different kinds of users are represented and will be breaking into subcommittees to accomplish more work. Robertson noted Coppedge's presentation was excellent, too. Coppedge will investigate creating an officially designated Parks Commission subcommittee to join the trail planning meetings. Robertson requested PWD Brown's attendance at these meetings. Advertising needs were discussed. Coppedge and Robertson will coordinate on a letter to the editor. Schehen described the PR plan from the subcommittee. Advertising needs were further discussed. Meeting process ideas presented. 2. Other Subcommittee Projects: None to report on. Robertson is concerned about getting more neighborhoods in the interface involved in fuel reduction work. It continues to be the one issue that stands out to him as an item needing more work, and he described the kind of work that needs to be done. Reid suggested that the students at the college could develop a video if the Commission developed a script and offered to work with someone to move this project ahead. She noted she believes it is a high City priority. Robertson requested the Homeowners Fuel Reduction Video be added as an . on-going item to the agenda. Reid felt it would be an important communication tool. Woodley has contacts; prevIOus CommIssIOner l'nemarK will be contacted for comments or assistance. ! Brock requested information on the current City fuel reduction requirements. Booth reported that the Park Estates Homeowners Association is accumulating funds at $2,OOO/year to do cleanup work in their common area. McFarland noted the Jackson County Fuel committee can do some fuel reduction. This is a free wood program for needy families. D. Watershed Partnership Group: Info/Coordination: Coppedge spoke with rep. Joanne Eggers who reported that they are not actively involved with our Forest Lands issues at this time. They are working on the TID issue. F. Other: Wayne Rolle's write up from the preyious meeting is in the packet. The plants that are rare are geographically rare here, and widespread nearby to the south. The Forest Activists conference in February was noted. N. REVIEW/SET COMMISSION CALENDAR: V. OTHER BUSINESS: VII. ADJOURN There being no further business the meeting adjourned at 7:56 p.m. Respectfully submitted, Pam Barlow, Administrative Assistant Public Works Administration . , . Traffic Safety Commission December 11, 1997 Monthly Meeting City Council Chambers MEMBERS PRESENT: David Fine; Bob Goeckerman; Councilor Don Laws; Joanne Navickas; Susan Beardsley. Staff present: Jim Olson; Pam Barlow; Police Officer Brent Jensen. I. CALL TO ORDER: 7:00 p.m., Council Chambers Chairman Laws called the meeting to order at 7:03 p.m. I. APPROVAL OF MINUTES: October 23, 1997 The minutes were approved as written. III. ITEMS FOR DISCUSSION A, Public Forum No items were presented for the public forum, B. Review of Traffic Reouests/Proiects Pending --Crosswalks on East Main at Walker and Wightman: School Crossings: Barlow reported that the Waldorf School had requested a crosswalk on East Main at Campus Way. After reviewing the site, Public Works recommended crosswalks at Walker and Wightman on East Main to facilitate all school children making crossings. The crosswalks have been installed; Traffic Safety Commission supported this decision. --Ashland at Elkader: "Stop Ahead" Sign: Staff received a complaint that, due to the steep slope on Elkader, the stop sign at Ashland Street does not have enough advance visibility. Staff recommended an advance warning sign reading "Stop Ahead" be installed in accordance with the MUTCD. Since there is no change to existing traffic control, Barlow recommended it be installed as a maintenance issue and suggested a traffic regulation was unnecessary. Commission discussed the proposal and approved the staff recommendation. C. Ped Safety Imorovements at Fire Station #1: Discussion with ODOT Staff John Vial, District Manager 8 Manager for Region 3 of ODOT, attended to discuss the issues of concern at this intersection. He introduced Engineer David Breshears. Concerns at various crossing points were discussed. Vial committed ODOT to reviewing the existing data to determine if warrants are met for the installation of signalization at this intersection. He will give an update at the January 22, 1998 meeting. D. Handicao Access Issues: Uodate Barlow noted that she and Engineering Tech II Ray Smith toured Ashland Street from Faith to Siskiyou Boulevard with disabled resident James McCaulley to review his safety and access concerns. PAGE 1- (e :traf\minutes\dec97 .Min) .. , . E. Traffic Safety Education Comm ittee: -Halloween Safety/Walker School Program: Report: Barlow reported that the 500 reflective mylar bags safety stickers and flyers were distributed by Safety Chicken at the children's parade. --sou Traffic Safety Commillee: Report SOU Security Chief Joey Ngan attended and presented a report from the University which included pedestrian crossings and right of way violation infonnation. Commissioner Fine noted that their data indicated one jaywalker crossing every 34 seconds. Ngan requested a lighted sign and additional enforcement. The sidewalk in the median encourages jaywalking by students. Olson noted that crosswalk marking tape has had a 200% increase in materials cost; Vial described the parallel bar type of crosswalk markings. Breshears noted he would check with State Bicycle and Pedestrian Program advisor Michael Ronkin for alternatives. Discussion was held on the number of crosswalks needed. ODOT and City staff will report back with additional recommendations. F. Misc.: TSC Council Presentation 12116/97 Commission discussed their presentation: Barlow will present the section on accessibility for the disabled; Beardsley will present the crosswalk program; Shumacher will be contacted to see if she can present the neighborhood traffic control program. G. Goal Setting H. Q!W: Staff liaison will now be provided by Assistant City Engineer Jim Olson, with support from Administrative Assistant Barlow. Goeckennan reported a concern regarding signal timing on Siskiyou at Mountain Avenue. IV. INFORMATIONAL ITEMS Next Tuesday, ODOT will be presenting a course: "Improving Traffic Safety Features of Local Roads". Olson, Fine and Goeckennan will be attending. February 2, 1998, is the Northwest Transportation Conference. Olson and Public Works Director Brown have additional infonnation. Commissioner Beardsley announced her resignation. Traffic Safety Commission thanked her for her service and commended her for her work with Walker School and the youth safety program. V. ADJOURN There being no further business, the Commission adjourned at 8:45 p.m. Respectfully submitted, Pam Barlow, Administrative Assistant Public Works Administration PAGE 2 - (e: traf\minutes\dee97 .Minl -. ASHLAND HISTORIC COMMISSION Minutes December 3, 1997 CALL TO ORDER The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:40 p.m. Members present were Jim Lewis, Terry Skibby, Curt Anderson, Vava Bailey, Dale Shostrom (arrived at 8:20), and Joan Steele. Also present were Associate Planner Mark Knox and Secretary Sonja Akerman. Members Keith Chambers, Joyce Cowan and Carol Abrahamson were absent. APPROVAL OF MINUTES Steele moved and Anderson seconded to approve the December 3, 1997 Minutes as submitted. The motion was unanimously passed. PUBLIC HEARINGS Planning Action 98-009 Conditional Use Permit 372 Iowa Street Steven M. Meeks This Planning Action was called up for a public hearing so it will be heard next month. OLD BUSINESS 542 "A" Street Mark Reitinger submitted three schemes for replacement of the existing structure located on this property. For these designs, he said he picked architectural features from buildings around the City that appealed to him. He also stated he and his wife liked the mix of material for the front of the building, such as concrete and brick. Commercial business(es) will be located on the ground floor, the second level will accommodate his office and an apartment will be located on the third floor which will only be in the rear. From" A" Street, the building will only look like two stories. The back and sides will most likely be stucco. Lewis asked Skibby to photo document the building, as the Commission recognizes its significance of being one of the oldest original standing commercial buildings in the Railroad District. He stated it is likely the structure was never designed to be permanent. When asked about the height of the building, Reitinger stated he wants ten foot ceilings on all the floors. The highest the building will be is 31'h feet. The Reitingers are also proposing false balconies on the second floor on both sides of the building. These would only project out one foot. Knox related Staff will have a concern with the balconies because of the projections. He also said a false deck is not traditional and would make a false statement. Discussion ensued regarding the balconies but no decision was made. ./ The Commission agreed it preferred the first floor of scheme 1 and the second floor of scheme 2. (Shostrom arrived at this time). The Reitingers next step will be to schedule a pre-application conference. BUILDING PERMITS Permits reviewed by members of the Historic Commission and issued during the month of December follow: 155 Sixth Street 85 Winburn Way 862 Siskiyou Boulevard 265 Fourth Street 6 Beach A venue 307 Hillcrest Street 532 North Main Street Allison Renwick Parks & Rec Department Community Works Tres Star Ann Garrison Ann & Doug Sierka Sunshine Hair & Nail Designs Remodel/Addition Garage Remodel Deck Enclosure Dormer SFR Sign REVIEW BOARD Following is the schedule (until the next meeting) for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the Planning Department: January 8 January 15 January 22 January 29 Skibby, Lewis and Bailey Abrahamson, Skibby and Anderson Abrahamson, Skibby and Steele Skibby, Bailey and Steele OLD BUSINESS Proiect Assil!lllllents for Planninl! Actions I PA # I Address I Person(s) Assigned I 96-086 685 "A" Street Curt Anderson/Jim Lewis 96-110 499 Iowa Street Joyce Cowan 96-143/97-030 136 North Second Street Terry Skibby 97-018 661 "B" Street Jim Lewis 97-053 565 "A" Street Jim Lewis 97-075 40 North Main Street Dale Shostrom Ashland Historic Commission Minutes January 7, 1998 2 " - , OLD BUSINESS Southern Oreeon Landmarks Commission Trainine Workshop Knox related we have had a good response so far and he is optimistic we will have a good turnout. One more notice will go out before the workshop. Southern Oreeon Historical Society Presence in Ashland Lewis updated the Commission on the self-guided tour booklet, stating SOHS is going ahead with it and has someone who will put it together. He will be getting information from Skibby, then make sure the Commission reviews it before it is printed. He also noted it is completely different than the Heritage Committee brochure. They will compliment each other. The committee has not yet located a downtown site for the building. Goals The Commissioners turned in the goals they had ranked. They will be discussed at the next meeting. NEW BUSINESS National Reeister Nomination of Harrv L, Whited House - 321 North Main Street With a motion by Skibby and second by Bailey, the Historic Commission unanimously supported the inclusion of the Harry L. Whited House in the National Register of Historic Places. Staff will write a memo to the City Council. Pelton House Knox stated he had spoken with the people who would like to buy the Pelton House, located at 228 "B" Street. They would like to build an innkeeper's unit on the property and wanted direction from the Commission. The Commission agreed the new structure should not mimic either the Pelton House or the Carriage House. ADJOURNMENT It was the unanimous decision of the Commission to adjourn the meeting at 10:00 p.m. Ashland Historic Commission Minutes January 7, 1998 3 City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES Dcccmber 15, 1997 A'ITENDANCE: Present: Absent: AI Alsing, Bob Bennett, Teri Coppedge, JoAnne Eggers, Laurie MacGraw, Director Ken Mickelsen, Councillor Wheeldon None I. CALL TO ORDER Chair Coppcdge called the mecting to order at 7:00 p.m. at the Council Chamber, 1175 East Main Street. II. ADDITIONS OR DELETIONS TO THE AGENDA None III. APPROVAL OF MINUTES A. Regular Meeting - November 17. 1997 Commissioner Eggers asked to correct a phrase on page 2. paragraph three indicating that the phrase "steepness of the creek channel" should be changed to read "steepness of the creek banks". Also, in paragraph four, it states that rules and regulations for the skateboard park have been adopted by the Commission. Commissioner Eggers inquired whether or not the Commission has actually voted on those rules. In discussion among Commissioners, it was determined that the rules and regulations had been discussed on several occasions but had not been formally adopted by a vote of the Commission. Consensus was to change the word "adopted" to "discussed." Commissioner Alsing made a motion to approve the minutes of the November 17, 1997 Regular Meeting as corrected. Conunissioner Bennett seconded. The vote was: 4 yes - 1 abstain (MacGraw) B. Special Meeting - November 19. 1997 Referring to the motion regarding acceptance of the "Lithia Park Trail and Bridge Rehabilitation - Implementation Plan" report presented at the meeting, Commissioner Eggers asked to have her conunent on the motion be amended to include her statements that it was a $55,000 report containing a lot of valuable information and that she did not believe she would be acting responsibly to accept it without additional time to review and study it. Commissioner Bennett made a motion to approve the minutes of the Special Meeting of November 19, 1997 as amended. Commissioner MacGraw seconded. The vote was: 4 yes - I abstain (Alsing) Regular Meeting - December 15, 1997 Ashland Parks and Recreation Commission Page 2 III. REVIEW OF FINANCES A. Approval of previous month's disbursements Commissioncr Alsing madc a motion to approve the prcvious monUl's disbursements as indicated by chccks 1118165 -1118368 in Ule amount of $151,637.90. Commissioncr Eggers secondcd. Thc vote was: 5 yes - 0 no IV. PUBLIC PARTICIPATION A. OSFA donation to Ashland Parks Foundation Emily Mostue, President of the Board of Directors of Ule Oregon Shakespeare Festival Association, was present in the audience to present the Ashland Parks Foundation with a donation of $31,177.68, the proceeds from the July 4th performance at the Elizabethan Theatre. Ms. Mostue said that over the last several years, with the exception of last year, the Festival has made a contribution to Ashland's parks system because of the unique and special relationship that the Festival and play goers have with the community and with Lithia Park in particular. She also said that there was a great sense of sadness felt by the Festival Board and staff due to the damage Lithia Park received due to the 1997 New Year's Day flood. Speaking on behalf of the Ashland Parks Foundation, Commissioner Alsing thanked the Festival for the donation and it's ongoing commitment to Ashland's park system. Commenting on the special relationship, he indicated that it was his understanding that this was the sixth donation of this kind which the Festival had contributed to the community and that, including the donation this evening, the Festival has contributed approximately $102,000. In prior years, the Festival Board requested that the Ashland Parks Foundation invest the donations and use only the interest income. Commissioner Alsing said that he had heard Ulat there had been some discussion earlier this year that this particular donation could be used for flood restoration. He asked if there had been any determination made by the Festival Board as to whether or not the donation could be spent on flood restoration. Ms. Mostue said that she did not recall any recent discussion but would bring the question up with the Festival Board and get back to the Foundation Board. B. Open Forum None VI. OLD BUSINESS None VII. NEW BUSINESS A. Oak Knoll Golf Course - 1998 Fees Conunissioners reviewed the proposed rate structure for Oak Knoll Golf Course for calendar year 1998 as had been discussed in a Study Session on November 13, 1997. Regular Meeting - December IS, 1997 Ashland Parks and Recreation Commission Page 3 1998 golf course fees - continued Essentially the fees would remain the same as in 1997 with the following exceptions: daily green fees for 18-hole rounds would increase by $1.00, Golf and Cart Specials for two pcrsons for the monUls of April through September would increase to four dollars for both 9-holes and 18-holes. Commissioner Alsing commented that he would not oppose the ratc structure as presented for 1998 but Ulat he believcd modest increases to keep up with Ule cost of doing business would be preferable to substantial increases in anyone year. Commissioner Eggers commented Ulal alUlOugh she was comfortable wiul the rate structure as proposed, she had some overall concern about generating enough money for needed capital improvements. MOT]ON Commissioner MacGraw made a motion to approve Ule 1998 fee structure for Oak Knoll Golf Course as outIincd. Commissioner Bennett seconded. The vote was 5 yes - 0 no 13. Request for monies for vouth basketball Commissioners reviewed a letter from Ed Houghton which explained that three teams from Ashland began participating in the S.O. Youth 'Basketball League (SOYBL) this past year. The letter requested that the Commission support this new program for Ashland's youth by assisting with the purchase of uniforms. In discussion of the request, Commissioner MacGraw said that she had spoken with several members of the community and one of the coaches who felt that the program served a large number of youth in the community. She said that she felt that it would appropriate to use Youth Activities Levy monies as a means to enhance youth opportunities. In response to questions by Commissioner Bennett, she indicated that the program was organized by parents and volunteers similarly to Little League and that they were hoping to purchase a quantity of uniforms which would be owned by the league which would defray some of the costs to the families of participants. Commissioners Eggers and Coppedge expressed interest in knowing more about the program prior to making a decision on granting funding. Commissioner MacGraw said in considering tIle request she was torn between- two views: on the one hand she felt that using Y.A.L. monies in this manner would indeed be supporting youth activities and would be a positive response to those voters who supported and voted for the levy, however, on the other hand, there are several private non-profit groups within the community who support youth sports and to grant such a request from all those groups would not be feasible. Commissioner Alsing said that one of the ways that the Commission had used Y.A.L. monies previously was to grant start-up monies for programs which would give new programs Ule opportunity to get off tIle ground and Ulen be self supporting; buying uniforms did not appear to be a similar kind of support. He also said that he had some concern about the manner in which tIle Commission reccives requests for funding, Regular Meeting - December 15. 1997 Ashland Parks and Recreation Commission Page 4 Request for monies for S.O. Youth Basketball - continued particularly, in that they come in one at a time as they come up. He said that he personally would like for the Commission to develop a policy whereby there would be advertising and a time frame in which groups would come to the Commission with .their requests. The Commission would tllCn evaluate tlle programs and make funding available to tllOse which would most benefit the community. He said tl,at regardless of thc decision tlle Conunission made on tlle request tllis evening, he would like to havc somc kind of procedure adopted for tlle future. Other Commissioner responded favorably to the idea. MOTION Commissioner Bennett made a motion to table tlle item until such a time that the Commission had developed a procedure and criteria for granting requests for monies from the Youth Activities Levy. Commissioner MacGraw seconded. C. Suggested items for 1998-99 budget vear Each Conunissioner spoke briefly about particular items which they would like to have considered during the budget study process for fiscal year 1998-99. Director Mickelsen indicated that staff would work up preliminary cost estimates related to the various items so that they could be discussed in Budget Study Sessions. Commissioner Eggers indicated that she would like invite the public to bring topics to the Commission to be considered for the upcoming budget. Director Mickelsen said that the Budget Study Sessions would be advertised and the public would be invited to attend the meetings to offer suggestions. VIII. COMMUNICATIONS and STAFF REPORTS Referring to the memorandum indicating that the Department was in the process of obtaining a building permit for expansion of the Lithia Park shop, Commissioner Eggers referred to her previously expressed interest in having the shop relocated. During discussion of possible budget considerations she said that, although it might be a long-term goal, that she would like to have tlle Commission consider moving the shop from its current location. Her primary concern was tile close proximity of the shop to tile creek and tlle potential risk of harmful chemicals from vehicles and such finding its way to the creek. She said that she would also be interested in seeing some of tile hard surface area removed from close proximity to the creek. She said tl,at she would like to postpone adding to tlle shop until there is time to consider moving the operation to another location. Superintendent Gies said that the proposed addition would be about twenty square feet and that it would be used for office space for maintenance staff: it wasn't adding to the "shop" area per se. In response to a question from Commissioner MacGraw, Commissioner Eggers said tl,at she did not have a specific alternative location in mind but felt that sometlling without the close proximity to the creek would be better. Director Mickelsen said that when the new . , Regular Meeting - December 15, 1997 Ashland Parks and Recreation Commission Page 5 COMMUNICATIONS and STAFF REPORTS - continued maintenance facility aI the golf course is constructed, much of the vehicle maimenance activities which now take place at the LitJlia shop will be moved tJlere. And, tJlere will be an additional shop facility at N. Mountain Park. He said tJlat as tJlese other facilities are . developed, the LitJlia Park shop will no longer be the main shop for tJle system. He also . commented tJlat due to the high level of maintenance which needs to be performed in Lithia Park, there will continue to be a need to have some kind of shop facility available in the park. IX. ITEMS FROM COMMISSIONERS Conccrning the letter which the Conunission had received last month about paiming the . Bandshell, Councillor Wheeldon said tJlat she had spoken to Jill Turner, Finance Director, who administers the Band Budget who said that monies had been allocated to paim this year. Ms. Turner also explained tJlat tJle color would remain the same because several years ago a it was decided to paint the Bandshell a color appropriate to its historic architectural design of the 1950's. Councillor Wheeldon also said that she had received a letter about the large cement blocks at Railroad District Park and the safety of children who are playing on them. Director Mickelsen said that the Department had also received recent comment on the structures. To give some background, he said that when the design of Railroad District Park was in the planning process, two members of the Historic Commission had suggested that the structures be incorporated into the design because of their significance as the foundations for the original water towers which provided steam for the train engines. At that time, the Commission decided to leave them in place to determine whether or not they would present a safety hazard. Children are now using them to jump from block to block and recently one child broke an arm. Director Mickelsen said that he and Superintendent Gies have been working with the Historic Commission and have come up with a plan to remove most of the blocks which will eliminate the hazard of children trying to jump from block to block. The Historic Commission has decided to design a plaque to be placed in the spot to describe what Uie blocks are and their historic significance. X. UPCOMING MEETING DA TE(S) and PROPOSED AGENDA ITEMS Following brief discussion, due to the tJlird Mondays in January and February falling on a holiday, Commissioners decided to reschedule the Regular Meetings on those months to the fourth Monday: January 26, 1998 and February 23, 1998. XI. ADJOURNMENT WitJI no further business, Chair Coppedge adjourned the meeting. Respecyully su~mitted, 1/ 0 .J' f.l/}j) III ,-,-t'I)'-1-~ Ann I3cnedict, Business Manager Ashland Parks and Recreation Department CITY OF ASHLAND Office of the Mayor MEMORANDUM DATE: January 28, 1998 City Council Members Mayor Catherine M. Golden fY\. TO: FROM: RE: APPOINTMENT OF DARREL R. JARVIS TO BUILDING APPEALS BOARD I would like to recommend and seek council approval for the appointment of Darrel R. Jarvis to the Building Appeals Board for a term to expire December 31, 1998. One vacant position remained available following the reappointments/appointments process earlier this year. With the appointment of Darrel Jarvis, the Building Appeals Board will have the required five members. Darrel Jarvis' letter of interest is attached. Attachments: January 26, 1998 Mayor Catherine Golden City of Ashland City Hall 20 E. Main Street Ashland, OR 97520 fii1r? ,';.>r':.-,ni" '-"~""""'"' IU~"'.'.I:"\ If&::t' .}k; 2 'i ';"j'G,' i ' ,.,') ~'i. _ _ '__. :..~. '1~~.~-~~) ---__a_. Dear Mayor Golden: I am writing to express my interest in the vacant position on the Ashland Building Appeals Board. I recently spoke with Mike Broomfield regarding the vacancy. Based upon what Mr. Broomfield told me about the position, I believe I would enjoy the opportunity to be involved with the Board. I am an Ashland resident and work as a lawyer in the Medford law firm of Hornecker, Cowling, Hassen & Heysell. A significant part of my practice involves working on land use and real property/development issues. This experience and my interest in such issues relates well to the vacant position. Mr. Broomfield informed me that the Board is also involved with various Americans with Disabilities Act (ADA) matters. I believe my legal background will be of assistance to the Board when such issues arise. Aside from my professional background, I feel that my personal experiences and desire to get involved in the community would make me a worthwhile addition to the Board. Thank you for your considering me for the vacant position. If you have any questions regarding my background or qualifications, I would be happy to meet with you or provide additional information. SincereJ.y Yours, ~/~;:0::;'-...'..,.:,) (. <:::~ ..." ;;,.....,.-- ;;;- /' . '/:;-:;::>~ Da1;;J"s=l--. R. Jarvi s 3cl9 Luna Vista Ashland, OR 97520 (541) 482-3474 ASHLAND FIRE & RESCUE MEMO TO: Mayor Cathy Golden & City Council FROM: Keith E. Woodley, Fire Chief M DATE: January 2, 1998 SUBJECT: Annual Review Of City Burning Regulations Backl!round AMC Section 10.30.020, provides for an annual report to the Mayor & Council each year during the month of January. "The Fire Chief shall annually report to the Council in January of each year the outdoor fIres regulated under this section and any recommendations the Chief may have regarding such fIres or this section. The Council shall consider the report at its fIrst meeting in February." (ORD 2795, 51 1997). This memo is provided as a report of residential burning activity for the calendar year 1997 in fulf1llment of ordinance requirements. With the amendments to our burning ordinance in the spring of 1997, our burning practices within the city are in full harmony with Jackson County Air Quality regulations. The opportunity to dispose of wildfIre fuels through the burning permit process continues to provide residents of our community with another viable option for fuels removal, in addition to composting and recycling efforts. The addition of the month of March has been of great benefIt to residents who have historically experienced prohibitions on burning due to extended fIre seasons during fall periods, and also for Fire Department personnel who have safety concerns associated with fall burning activities. Memo to Mayor Golden And City Council January 2, 1998 Page Two A summary of our opening burning activity for the past eight years is depicted below: PERMITS ISSUED Period 1990 1991 1992 1993 1994 1995 1996 1997 Spring 43 76 87 106 79 175 143 159 Fall 10 16 29 42 .J.l .2J. 2.Q 46 Total 53 92 116 148 110 208 173 205 The fall burning period in 1997 occurred from October 1 through October 31st, an extended period as compared to previous years. This was due to above average rainfall during the fall period, which brought a prompt closure to fire season. The fall burning window consisted of a 31 day period, which provided 18 "burning days", during which 46 permits were issued. The spring burning period in 1997 occurred from March 1st through June 22nd. This constituted a 112 day burning window, of which 92 days were "burning days" under existing air quality regulations. We issued 159 burning permits during this period. The total number of burning permits issued during 1997 was 205. Burning activity during 1997 suggests a resident preference for burning during the month of March, and that property owners are progressing in their efforts to mitigate the impact of a catastrophic wildfire in our community. Recommendation Staff recommends the council accept this report and retain AMC 10.30, Controls On ODen Burning, as presently written. 590 Glenview Drive Ashland, Oregon 97520 January 28, 1998 Mayor and City Council City Hall Ashland, Oregon 97520 REGARDING: BURN ORDINANCE Dear Mayor and Council: Keith Woodley sent us a letter dated Jan. 21, 1988 explaining that the Burning Ordinance would be "considered for modification" by City Council at their February 3, 1988 meeting. The existing time frames and regulations work well for us and we simply urge you not to shorten the bum season in any way. Thank you, 1J!1:j:::~p ~~~t:~ ~ MEMORANDUM CITY OF ASHLAND Department of Electric Utilities DATE: January 28, 1998 TO: Honorable Mayor and City Council FROM: Peter V. Lovrovich, Director of Electric Utilities SUBJECT: Strategic Plan Presentation Electric Cost of Service Study Presentation Telecommunications Business Plan Presentation STRATEGIC PLAN PRESENTATION: As requested by the Mayor and Council, the Department of Electric Utilities has completed a Strategic Plan and will present it to the Mayor, Council, Budget Committee and all interested citizens, at the Budget Committee Meeting, on February 12th at 7 pm. Please join us as we discuss and explore a comprehensive and coordinated strategic "road map" which will help the Department move into a world of great change and increased competition. ELECTRIC COST OF SERVICE STUDY/TELECOMMUNICATIONS BUSINESS PLAN PRESENTATIONS: Both the Electric Cost of Service Study and the Telecommunications Business Plan will be ready for presentation as of February 23, 1998. We respectfully request the Mayor and City Council to consider acceptable dates in which staff and consultants will be allowed to deliver presentations on these two documents. Considering the financial implications the two projects have on each other, we feel it is important the presentations be made in close proximity of each other, if possible. We anticipate presentations to be approximately one hour each, which does not include questions and interactions with Mayor and Council. A suggestion would be for the Council to reschedule the regular study session from February 18, 1998 to February 25, 1998 for the Telecommunications Business Plan. This would be followed by a presentation of the Cost of Service Study at the Council study session on MarchI8,1998. Tentative Schedule: Strategic Plan - 7:00pm, February 12, 1998 Telecommunications Business Plan - 12:30pm, February 26, 1998 Cost of Service Study - 12:30pm, March 18, 1998 We will proceed with the above schedule unless advised otherwise by the Council. CITY OF ASHLAND MEMORANDUM Department of Community Development Planning Division DATE: January 29, 1998 TO: Honorable Mayor and City Council Development @ FROM: Jobo McLaughlin, Director of Community RE: Ordinance Modification Restaurants, Nightclubs and Bars To address concerns regarding the potential location of nightclubs and bars in E-1 and C-1 zones in close proximity to residential areas in the historic interest area we have proposed a modification to the land use ordinance. The modification would make nightclubs and bars conditional uses in these areas, while retaining restaurants as a permitted use. Nightclubs and bars would remain as permitted uses in the downtown area, and in the commercial zone along Ashland Street. No existing nightclubs or bars would be non-conforming uses as a result of this ordinance change. No opposition has been raised regarding the ordinance change. The Planning Commission reviewed this modification at their November 12, 1997 meeting and recommended approval. Staff encourages the Council to adopt the modifications. ORDINANCE NO. AN ORDINANCE MODIFYING THE COMMERCIAL AND EMPLOYMENT CHAPTERS OF THE ASHLAND LAND USE ORDINANCE REGARDING RESTAURANTS, NIGHTCLUBS, AND BARS. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The following new sections are added to Chapter 18.08 - Definitions of the Ashland Land Use Ordinance: "18.08.635 Restaurant. An establishment where food and drink are prepared, served, and consumed. Consumption may occur within the principal building or outside the confines of the building. 18.08.517 Nightclub. An establishment dispensing liquor and meals and in which live music, dancing, or entertainment is conducted. 18.08.077 Bar. Premises used primarily for the sale or dispensing of liquor by the drink for on-site consumption and where food may be available for consumption on premises as accessory to the principal use." SECTION 2. The following section is revised in Chapter 18.32 - C-1 Retail Commercial District of the Ashland Land Use Ordinance: "18.32.020 Permitted Uses (;:.E;C1tir'l€l, drinl(ing, cntcrtainRlont and dancing ostal:JlishRlcnts B~$@Yr@l'lw" SECTION 3. The following new section is added to Chapter 18.32 - C-1 Retail Commercial District of the Ashland Land Use Ordinance: "18.32.020 Permitted Uses K. Nightclubs and Bars. Except as provided in 18.32.030, however, no nightclub or bar is permitted within the Historic Interest Area unless it is located in the "D" Downtown Overlay District." SECTION 4. The following section is revised in Chapter 18.40 - E-1 Employment District of the Ashland Land Use Ordinance: "18.40.020 Permitted Uses C. Eating, drinl(ing, cntcrtainA'lcnt and dancing cotablishmcnts / Rest~lljriihts" SECTION 5. The following new section is added to Chapter 18.40 - E-1 Employment District of the Ashland Land Use Ordinance: "18.40.040 Conditional Uses K. Nightclubs and Bars." 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 ,19_, ,19_. and duly PASSED and ADOPTED this _ day of Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 1997. Catherine M. Golden, Mayor Approved as to form: Paul Nolte, City Attorney ,;( MEMORANDUM JANUARY 6, 1998 ~~'.M~~ f1 '\1\0\; \ ~ TO: Greg Scoles, City Administrator FROM: Scott Fleuter, Chief of Police by: Linda Hoggatt, Administrative Services Manager SUBJECT: Report to Council on activity at 475 North Main Street At the request of Council on August 5, 1997 the Ashland Police Department has observed the activities at 475 North Main Street (Dugout Sports Pub & Grill) with respect to parking violationslcomplaints and liquor law violations. During the period of August 5, 1997 through January 5, 1998, there have been no parking violations or liquor law violations noted. Additionally, the establishment known as Dugout Sports Pub and Grill is no longer in business. j . Private drive construction and erosion control measures for the entire subdivision site shall be installed prior to signature of the final survey plat." This condition asks for stabilization of the site and improvements before beginning any construction. A concept must be incorporated into each home plan so a buyer would have to follow the premise of stepping it up the hill. Molnar added wording to the end of Condition 13: "That building sections be provided at Final Plan for each lot, incorporating those above measures for slope stability." Molnar suggested the reclamation strategies be made part of Condition 11. Amend Condition 4 by adding a sentence: "That the ten foot pedestrian easement indicated on the plan from Granite Street to the ditch be dedicated for public pedestrian use and designated through appropriate signage provided at Final Plan. Final construction design of the pedestrian path be supplied at Final Plan indicating change of texture for pedestrian surface and addressing the need for stairs." Howe would like to specify "rock face" in the strategy. Armitage moved to approve Planning Action 97-087 as presented with modfflcations to Conditions 4, 11, and 13 and with the addition of Condition 16 discussing the placement and approval at Final Plan of the erosion control plan. Howe seconded the motion and it carried with Briggs voting "no". TYPE III PLANNING ACTIONS PLANNING ACTION 97-107 REQUEST FOR MODIFICATION OF THE ASHLAND LAND USE ORDINANCE CHAPTERS 18.40 (EMPLOYMENT) AND 18.32 (COMMERCIAL) PERTAINING TO "EATING, DRINKING, ENTERTAINMENT AND DANCING ESTABLISHMENTS". APPLICANT: CITY OF ASHLAND There is a new definition for restaurant, nightclubs and bar. In the C-1 Retail Commercial District, restaurants are an outright permitted use and nightclubs and bars are outright permitted uses except when in the Historic Interest Area. Then it becomes a Conditional Use, unless in the downtown. After some discussion, Mclaughlin said Staff would look at teen dance clubs and see where they fit. Howe moved to recommend to the Council adoption of Planning Action 97-107 and consider entertainment that does not include alcohol. Hearn seconded the motion and it was approved unanimously. PLANNING ACTION 97-108 REQUEST FOR MODIFICATION OF THE ASHLAND LAND USE ORDINANCE CHAPTER 18.84 PERTAINING TO MINIMUM SIZE REQUIREMENTS FOR MANUFACTURED DWELLING DEVELOPMENTS. APPLICANT: CITY OF ASHLAND This ordinance reflects changes at the state level and just matches our ordinances to the state requirements. Briggs moved to recommend to the Council adoption of Planning Action 97-108 as written. Armitage 5 ASHLAND PLANNING COMMISSION REGUlAR MEE11NG MINUTES NOVEMBER 11, 1997 1- . ASHLAND PLANNING DEPARTMENT STAFF REPORT November 12, 1997 PLANNING ACTION: 97-107 APPLICANT: City of Ashland ORDINANCE REFERENCE: 18.108.170 Legislative Amendments REQUEST: Modification of the C-l and E-l zoning ordinance regarding restaurants, nightclubs and bars. I. Relevant Facts 1) Background - History of Application: The Planning Commission discussed this item during a study session in September, 1997 2) Detailed Description of the Proposal: Currently, eating, drinking, entertainment and dancing establishments are allowed as permitted uses in the C-I and E-l zones. While this has been successful in the downtown area and around Ashland Street, potential conflicts have arisen in other commercially zoned areas of the city, primarily the E-l zone in the North Main area and the E-l zone in the Railroad District. In response to these potential conflicts, the City Council has directed the Staff to prepare a modification to the existing ordinance to recognize these issues and allow additional discretion on the part of the Planning Commission during the review of new requests. To that end, we have made the following recommendations: PROPOSED AMENDMENTS: ~ r!~~';II;;I;II;III.iilll~rtll!iqiirI1iqlml*!~liP~!Sn 5 . 11;[ii~II_~ll~'t~lrti~;il~~IIIIII~ti_il;P Rg.ptflll~.:ll!II~l!ggm'l!..~.i ..... . C-l Retail Commercial District 18.32.020 Permitted Uses C. Eating, ariflkiHg, eRtertainmeflt ai'll! aaHeing eamlllishmeBta f{~~t!mnt~ 18.32.040 Conditional Uses ~;I!l!'fS~~ll~.I~~~~I~~~ ~:..:tIi~Ifl1i$tQP#l#tl;\r~t\Nt~a; E-l Employment District 18.40.020 Permitted Uses C. ~t~nw.. Eating, ariBldng, eRtertainmeflt aOO aaHeing estalllisliffieftts 18.40.040 Conditional Uses ~jII!m!HB~.I~~~ II. Proiect ImDact The amendments provide new definitions for "restaurant," "nightclub," and "bar." In the C-l zone, all of the uses are permitted, except that nightclubs and bars are conditional uses ill the Historic Interest Area, excluding the downtown. Nightclubs and bars become conditional uses in the E-l zones, which are those areas in the Railroad District, Hersey Street, North Main, and other areas not directly on arterials but zoned for commercial uses. The conditional use process will allow for greater discretion on the part of the Planning Commission in reviewing nightclubs and bars in relation to their impact on nearby neighborhoods. The CUP ordinance allows the commission to attach PA97-107 City of Ashland Ashland Planning Department - Staff Report November 12, 1997 Page 2 ~ conditions . . . . that: regulate noise, vibration, dust, odors or similar nuisances regulate hours of operation and the conduct of certain activities regulate duration of use make possible the development of the city in an orderly and efficient manner and in accordance with the provisions of this Title. III. Procedural - Required Burden of Proof This is a legislative amendment processed under 18.108.170 IV. Conclusions and Recommendations Staff recommends approval of the ordioance amendments and forwarding the action on to the City Council. PA97-107 City of Ashland Ashland Planning Department -- Staff Report November 12, 1997 Page 3 7 . ~ CITY OF ASHLAND Department of Community Development Planning Division MEMORANDUM DATE: September 30, 1997 TO: Planning Commission FROM: Planning Staff RE: Modifications of E-l and C-l zones Eating, Drinking, Entertainment and Dancing Establishments As seen by the attached memo, the City Council and Planning Staff have discussed the issue of the impacts caused by entertainment uses in proximity to residential zones. A recent change in use by OJ's Diner on North Main Street to the Dugout Sports Bar and Grill raised concerns within the surrounding neighborhood about the compatibility of nightclubs and bars with residentially zoned uses. Similarly, concerns were raised in the Railroad District by the potential location of a nightclub on "A" Street. Staff believes that the concerns raised are valid, and that some efforts should be made to amend the ordinance to address the compatibility of the proposed uses with nearby residential uses. We would recommend that the following amendments be considered: CURRENT ORDINANCE: C-I Retail Commercial District 18.32.020 Permitted Uses C. Eating. drinking, entertainment and dancing establishments E-I Employment District 18.40.020 Permitted Uses C. Eating, drinking, entertainment and dancing establishments 2 PROPOSED AMENDMENTS: Definitions (new) 18.08.635 Restaurant. An establishment where food and drink are prepared, served, and consumed. Consumption may occur within the principal building or outside the confines of the building. 18 08 517 Nightclub. An establishment dispensing liquor and meals and in which music, dancing, or entertainment is conducted. 18.08.077 Bar. Premises used primarily for the sale or dispensing of liquor by the drink for on-site consumption and where food may be available for consumption on premises as accessory to the principal use. C-L Retail Commercial District 18.32.020 Permitted Uses C. Restaurants 18.32.040 Conditional Uses 7. Nightclubs and Bars 18.31050 "U" Downtown Overlay District D. Permitted Uses,- Nightclubs and Bars E-L Employment District 18.40.020 Permitted Uses C. Restaurants 18.40.040 Conditional Uses M. Nightclubs and Bars CITY OF ASHLAND Q. Department of Community Development Planning Division MEMORANDUM °_�aEGO�,.' ,y DATE: September 11, 1997 TO: Honorable Mayor and City Council FROM: John McLaughlin, Director of Community Development RE: Modifications to C-1 and E-1 zones Eating, Drinking, entertainment and dancing establishments As was discussed at a recent City Council meeting regarding the former DJ's restaurant, and now Dugout Sports Bar on North Main Street, the underlying zoning allows such uses as outright permitted uses. Specifically, both the C-1 and E-1 zones sate the following: Permitted Uses Eating, drinking, entertainment and dancing establishments. While we have had few issues with this provision of the ordinance, the potential is there for conflicts between these permitted uses and nearby residential zones. We would recommend that the Council direct the Staff to prepare an ordinance amendment addressing the conflicts between these uses, and forward that on to the Planning Commission for review and public hearing, ultimately returning to the City Council for a public hearing. Staff has considered possible amendments, the most likely being to separate the uses in the code. The existing ordinance lumps all these uses in the same category, as permitted uses. A recommended approach would be to continue to allow restaurants and eating establishments as permitted uses, but change the wording to have bars or night clubs within 200 feet of a residential zone require a conditional use permit. Limitations could also be placed based on the type of liquor license obtained by the establishments. It appears appropriate to maintain bars and nightclubs as permitted uses in the downtown commercial area, and in commercial areas greater than 200' from a residential zone. We would maintain the existing uses as permitted. /O Existing Bars/Nightclubs outside of C-1-D zone Name Street Zonin Comments 1. Omar's Siskiyou Blvd. SO Already a CUP - zone Southern Oregon - university zone 2. The Dugout North Main St. E-1 Across North Main Street from residential zone 3. Oak Knoll Hwy 66/Golf Course R-1 Already a CUP - residential zone/golf course 4. Oak Tree Ashland Street C-1 250' from a potential residential zone (currently in county) 5. Ashland Hills Hwy 66/1-5 C-1 Structure with bar is 250' from a residential zone, property is across Hwy. 66 from R-1 zone. CITY OF ASHLAND Office of the Mayor s` v .�`y.. EGO MEMORANDUM DATE: January 28, 1998 TO: All City Council Members FROM: Cathy Golden, Mayor V, RE: Council Liaison Appointments Listed below are the new Council liaison appointments: Airport Commission Alan DeBoer Audit Committee Susan Reid Band Board Don Laws Bear Creek Greenway Committee Susan Reid Bicycle Commission Ken Hagen Cable Access Commission (RVTV) Mayor Golden Chamber of Commerce Board Carole Wheeldon Chamber Business Facilitating Carole Wheeldon Citizens' Commun Committee(adhoc) Don Laws Conservation Commission Ken Hagen Forest Lands Commission Susan Reid Historic Commission Steve Hauck Hospital Board Mayor Golden Housing Commission Steve Hauck ODOT Stakeholders Alan DeBoer League of Oregon Cities Energy Comm. Susan Reid Parks & Recreation Commission Carole Wheeldon Planning Commission Alan DeBoer Regional Planning Effort Susan Reid Rogue Valley Basin Steering Comm. Steve Hauck Rogue Valley Council of Govt. Steve Hauck Senior Program Board Susan Reid So Or Regl Econ Dev Inc. (SOREDI) Carole Wheeldon Traffic Safety Commission Don Laws Trans Advisory Comm. (i"RADCO) Mayor Golden Tree Commission Don Laws CITY OF ASHLAND '°"°°""'` Office of the City Attorney (541) 488-53W ° 20 East Main,Ashland, OR 97520 (541) 488-6311 - Fax MEMORANDUM P.,EGO Paul Nolte, City Attorney Sharlene P.Stephens, Legal Assistant DATE: January 30, 1998 TO: Mayor and City Council FROM: Paul Nolte RE: Ordinance Amending Administrator's Duties The attached ordinance modifies the description of the functions for the position of city administrator by removing specific references to management of the utility system. The various city utilities are directly managed by either the Director of Public Works under AMC §§ 2.28.320 through 2.28.340' or the Director of Electric Utilities under t 2 28`20 Public Works Department--Created. A Public Works Department Is hereby created which is under the direction of the Director of Public Works, and consists of such employees provided for in the position classification plan or a City budget, and such other employees as may be assigned by the City Administrator to said Department 2 28 330 Public Works Director—Duties. The Director of Public Works, subject to the approval of the City Administrator and City Council, shall organize and maintain such divisions in said Department as the operations may, in the judgement of the Director, require and shall be responsible for the supervision and control of all divisions of said Department and for the functions herein assigned to said Department. The Director of Public Works shall be ex officio City Engineer, ex officio Street Commissioner, and ex officio Water Superintendent. 2 28 340 Public Works Department—Functions. The functions of the Public Works Department are the construction and maintenance of all streets, alleys, sidewalks, paths, bikepaths, lights-of-way, and courts now open or which hereafter may be opened; the cleaning of streets; the construction, maintenance, and operation of the sewer and storm drain systems; the maintenance and operation of the sewage disposal plant; the construction, maintenance and operation of the water distribution systems, the maintenance and operation of the water filtration plant; the supervision of all work done on streets, alleys, or other public ways, land, buildings, or other structures by anyone other than the City; supervision of the repair and maintenance of all motor equipment of the City, except equipment of the City Hospital or the Parks and Recreation Commission; the performance of traffic engineering; the planning, Improvement and maintenance of the Ashland Municipal Airport; the performance of all phases of engineering work required in connection with all the functions of said Department; the keeping of records of all surveys and measurements made, which records shall be open for public inspection. AMC §§ 2.28.080 through 2.28.1002. The general administrative duties of the city administrator remain unaffected as sections 2.28.030 and 2.28.0403 of the code remain in place. The personnel functions mentioned in the section to be repealed are comprehensively covered in Title 3 of the code and are the responsibility of the Personnel Assistant. Ip:dai1YXW.mem) 2 2 28 man Eleatic utilities Department—Created. An Electric Utilities Department is created which is under the direction of the Director of Electric Utilities, and consists of such employees authorized by the position classification plan or City budget, and such other employees as the City Administrator may assign to said Department. . 2 28 nan Electric Utilities Department—Director. The Director of Electric Utilities, subject to the approval of the City Administrator and City Council, shall organize and maintain such divisions in said Department as the operation may, In the judgment of the Director, require. The Director of Electric Utilities shall be responsible for the general supervision and control of all divisions of said Department and for the performance of the functions herein assigned to said Department. 2 28 100 Electric Utll@les Department—Functions. The functions of the Electric Utilities Department are the construction, operation, and maintenance of the electric distribution system; the Installation of all new lines, services and meters; the maintenance of the hydro-generation plant; the preparation and submission of proposed work programs Including estimates of cost; the installation, maintenance and operation of all electrical equipment and facilities of the City; and the Implementation of programs for energy conservation required by state or federal law, or as approved by the City Council. 3 2 28 030 City Administrator—Duties—Generally. The City Administrator shall have the duties, responsibilities, authorities, and jurisdictions provided by the City Charter, the ordinances and resolutions adopted by the Council, and the laws of the state wherein they relate to the administration of the City. With City Council acknowledgment, the City Administrator Is hereby empowered to make such rules and regulations for the conduct of the various administrative departments of the City as may be deemed necessary from time to time. 2 28 040 City Administrator—Administrative responsibilities. The City Administrator shall have responsibility for the general administrative coordination of all City departments, and, excepting those officers and employees of the Park Department, Community Hospital, and Public Library under the control of administrative boards and commissions which are either separately elected or appointed by the Mayor, with confirmation by the City Council. The City Administrator shall have the right to submit recommendations to the Mayor, with confirmation by the City Council, as to the appointment or dismissal of any principal officer or Department head. The Mayor and City Council, City Administrator, or the appropriate Department head may directly appoint or dismiss any subordinate employee. ORDINANCE NO. AN ORDINANCE REPEALING SECTION 2.28.050 OF THE ASHLAND MUNICIPAL CODE WHICH RELATES TO THE DUTIES AND RESPONSIBILITIES OF THE CITY ADMINISTRATOR FOR THE UTILITY SYSTEM ANNOTATED TO SHOW DELETIONS AND ADDITIONS. DELETIONS ARE wNE8 THROUGH AND ADDITIONS ARE Skiftt3d . THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 2.28.050 of the Ashland Municipal Code is repealed. Fate studies, eensefvatien ffegffims, and maintain elese lialsen wkh state and The foregoing ordinance was first read on the day of February , 1998, and duly PASSED and ADOPTED this day of 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1998. Catherine M. Golden, Mayor Approved as to form: Paul Nolte, City Attorney PAGE 1-ORDINANCE REPEALING AMC § 2.28.050 (o:o, admalw1moi CITY OF ASHLAND ° �'°"°°" ,�pf ASy `°•.o Conservation .•� O MEMORANDUM ••. REGO?,.• DATE: January 28, 1998 TO: Honorable Mayor and City Council Members FROM: Dick Wanderscheld �N RE: January 15, 1998 - Meeting Summary On January 15, the Ad Hoc Citizens' Communication Committee met to discuss how the Communication Plan produced by the Committee and adopted by the Council has been implemented. Each action item in the plan was discussed and it was determined if the Rem had been implemented or if further action was necessary. The meeting started with a discussion with City Recorder, Barbara Christensen, about the new City newspaper, the City Source. There was general consensus from everyone of the quality and value of the first two issues, and Barbara was congratulated for the fine Job she is doing on this paper. There was a discussion about the need to establish a Citizen committee to meet with Barbara to help her determine future articles and content. Her feeling is that are adequate opportunities for input already and this is not necessary. She said she would, however, be willing to set up a time and place for a meeting where citizens could provide input about what they would like to see in future newspaper editions. The discussion then moved to implementation of the action items on the plan. Item Status Further Action Required 1-1 Monthly meeting calendar Fully Implemented None 1-2 Posting City Council agendas Fully Implemented None 1-3 City Council packet at City Recorder's office Partially Presently not and library Implemented placed at library- All be done from now on Comment: It was also suggested that a description of the contents of the packet and its availability in the City Recorder's office on Monday prior to the Council meeting and at the library on Saturday prior to the Council meeting should be put in the City Source newspaper. Item Status Further Action Required 1.4 Citizen right to speak Fully implemented None 1-5 Mayor summarizes Issue brought upon Partially More closure Public Forum and how Issue will be Implemented needed addressed 1 11 Comment 1 -The City has a form which is used to respond to citizen requests for action. it was suggested that when an issue is brought up at the Public Forum that needs further action by City Staff that this form be available for the City Administrator to use to ensure that follow up is done and the follow up is tracked by the Administrator. Comment 2 - It was also pointed out that some issues are brought up which the Council Is not interested in pursuing or exploring. It was felt that citizens need to be told that the issue, in the Council's opinion, does not warrant follow up and the City will not be pursuing the issue. Comment 3 - Sometimes follow up will require the action to be placed on a future City Council agenda. It was suggested that some verbiage be placed on the agenda pointing out that the Public Forum is used only to raise issues. If the issue is a substantive issue that warrants council discussion and/or action, the issue should be placed on a future agenda. It is important to note that resolution of issues of this kind will not be resolved during the Public Forum but at a later date. Upon council approval this additional language can be added to the agenda. Comment 4 - There was a discussion about the timing of the Public Forum after Public Hearings instead of at the beginning of the meeting. it was pointed out that if one or two lengthy public hearings precede the Public Forum, often times the hour is very late and it is difficult for citizens to wait until the Public Forum time. It was suggested that since Public Forum never exceeds 15 minutes and often times is much shorter, that it should be located before Public Hearings on the agenda. There was no consensus or resolution of this issue but the Council might want to consider the merits of this idea. (Note: Chapter 2.04.040 of the City Code sets forth the Order of Business at City Council meetings -- an amendment to the ordinance would have to come before council for proposed amendment) 2 /tom Status Further Action Required 1-6 New candidates to commissions Fully Implemented None 1-7 Introduce commissions at council meetings Fully Implemented will start rotation again in future 1-8 Expand citizen Involvement In Goal Setting Not Implemented Will be Implemented in August 1998 for next year's goal setting Comment - Because of the flood and a change In City Administrator this item was not implemented. Councilor Laws indicated a willingness to work with the Committee to help implement the change in goal setting, as spelled out in an appendix to the Communication Plan in 1998, for 1999 Goal Setting. /tem Status Further Action Required 1-9 Create an ad hoc committee to evaluate Not implemented Meet with Planning past planning processes to try and Implement In future 1-10 Create brochure about City Meeting Fully Implemented Make brochure procedures I more available Comment - It was pointed out that this brochure should be made available at Council Chambers for citizen information during City meetings and also at the City library with the Council packet. /tam Status Further Action Required 1-11 Sponsor celebration/Open House for Not Implemented Will be discussed Councilors, volunteers and commission at Council Goal members Setting Comment-The Department Heads recently discussed this idea and are prepared to bring it up to the City Council at their goal setting for feedback and implementation If desired. 3 J /tom status Further Action Required 1-12 Use senior vehicle Not Implemented None (not feasible) 1-13 Update assisted hearing equipment at Not Implemented Needs to be Council Chambers budgeted for in FY 98-99 1-14 Update'vkleo equipment at Council Not implemented Needs to be put in Chambers Capes Improvement Plan -1s Implement closed-captioning for RVTV Not implemented Needs to be put In programming Capes Improvement Plan 2-1 Create City newsletter Fully Implemented None 2-2 Utilize newsletter, homepage and RVTV for Fully implemented None Info, update, meeting schedules, etc. 23 Ust Council liaison on Internet Fully implemented None 2.4 Televise commission/committee meetings Not implemented Needs to be budgeted for in FY 98-99 2-6 Televise Parks & Recreation Meetings Fully Implemented None 2.6 Write description of City records availability Not Implemented Will be done by and how to access them City Recorder in the future Comment - While the Recorder's office has not produced this brochure, they have included Information in the City Source newsletter about what kind of information is available and methods to attain it. / status Further Act on Required 3-1 Initiate public discussion in advance of Partially Community Forum Issues. Involve citizens In the process Implemented on Water- 1/27/98 Is 1st step - Future forums will be held 3-2 Council attend meetings of civic or volunteer Not Implemented Council action groups 33 Moderated forum on Internet Not implemented None (not feasible) 3-4 Implement visionary or strategic planning Not Implemented Local groups need to take the lead 4 Comment - It was the feeling of the committee that this would happen better if the idea originated from Community Groups which would be willing to take the lead on this issue. The City will lend its support to any group willing to do this. gem status Further Action Required 41 Create form for citizen feedback to City Not implemented Will be done by Recorder on City operations City Recorder in future 42 Create forth to track City response to citizen Fully implemented None complaints about City operations 4.3 Include general public In development of Not Implemented Will be done when future citizen opinion surveys ne)d survey Is undertaken Comment - No survey was done in 1997 because of the shift in funds to enable the City newspaper to be published. When the next survey is undertaken the public will be given an opportunity to help on the development of the survey. /tern status Further Action Required 5-1 Include evaluation of Communication plan In Not implemented Will be done in annual City Council goal setting process 1998 Comment - This will be the first Council Goal Setting session since adoption of the Communication Plan. This memo will be provided to them prior to goal setting so it can be a part of the process this year. /tam status Further Action Required 5-2 Access other municipal models to structure Not Implemented Requires City City Recorder position as a Public Recorder action Information Center Comment-The Recorder has received some information on this idea from Hal Cloer and Steve Hauck. She has not worked on this but will try to as time permits in the future. Item status Further Action Required 5-3 Priorhize recommendation and create action Fully Implemented This meeting and plan for implementation memo are part of this hem 6 5-4 include Information on benefits of citizen Partially Staff training needs participation in commission orientation Implemented to be Implemented packet and staff training After the discussion of the implementation of the plan, a brief discussion about the future of the committee and its role commenced. It was decided that the committee or portion of it will continue to be involved in helping plan future community forums on an as-needed basis. There was also agreement the full committee should meet again in about six months to review additional progress in implementation of the Communication Plan. VWVV .rzo 6 r CITY OF ASHLAND .•{of Asyly' Office of the City Attorney (641) 4883350 a�M ° 20 East Main, Ashland, OR 97520 (541) 488-5311 -Fax MEMORANDUM ••.°.,EGO Paul Nolte, City Attorney Sharlene P.Stephens, Legal Asslstent DATE: January 30, 1998 TO: Mayor and City Council FROM: Paul Nolte RE: Ordinance Amending Administrator's Duties The attached ordinance modifies the description of the functions for the position of city administrator by removing specific references to management of the utility system. The various city utilities are directly managed by either the Director of Public Works under AMC §§ 2.28.320 through 2.28.340' or the Director of Electric Utilities under t 2 28 320 Public Works Department—Created. A Public Works Department Is hereby created which is under the direction of the Director of Public Works, and consists of such employees provided for in the position classification plan or a City budget, and such other employees as may be assigned by the City Administrator to said Department 2 28 3330 Public Works Director—Duties. The Director of Public Works, subject to the approval of the City Administrator and City Council, shall organize and maintain such divisions in said Department as the operations may, In the judgement of the Director, require and shall be responsible for the supervision and control of all divisions of said Department and for the functions herein assigned to said Department. The Director of Public Works shall be ex officio City Engineer, ex officio Street Commissioner, and ex officio Water Superintendent. 28 339 Public Works Department—Functions. The functions of the Public Works Department are the construction and maintenance of all streets, alleys, sidewalks, paths, bikepaths, rights-of-way, and courts now open or which hereafter may be opened; the cleaning of streets; the construction, maintenance, and operation of the sewer and stone drain systems; the maintenance and operation of the sewage disposal plant; the construction, maintenance and operation of the water distribution systems, the maintenance and operation of the water filtration plant; the supervision of all work done on streets, alleys, or other public ways, land, buildings, or other structures by anyone other than the City; supervision of the repair and maintenance of all motor equipment of the City, except equipment of the City Hospital or the Parks and Recreation Commission; the performance of traffic engineering; the planning, Improvement and maintenance of the Ashland Municipal Airport; the performance of all phases of engineering work required In connection with all the functions of said Department; the keeping of records of all surveys and measurements made, which records shall be open for public Inspection. r AMC H 2.28.080 through 2.28.1002. The general administrative duties of the city administrator remain unaffected as sections 2.28.030 and 2.28.0403 of the code remain in place. The personnel functions mentioned in the section to be repealed are comprehensively covered in Title 3 of the code and are the responsibility of the Personnel Assistant. (p:dailykn.m ) . 2 2 28 080 Electric Utilities Department—Created. An Electric Utilities Department is created which Is under the direction of the Director of Electric Utilities, and consists of such employees authorized by the position classification plan or City budget, and such other employees as the City Administrator may assign to said Department. 2 28 090 Electric Utilities Department—Director. The Director of Electric Utilities, subject to the approval of the City Administrator and City Council, shall organize and maintain such divisions In said Department as the operation may, In the judgment of the Director, require. The Director of Electric Utilities shall be responsible for the general supervision and control of all divisions of said Department and for the performance of the functions herein assigned to said Department 2 28 100 Electric utilities Department—Functions. The functions of the Electric Utilities Department are the construction, operation, and maintenance of the electric distribution system; the Installation of all new lines, services and meters; the maintenance of the hydro-generation plant; the preparation and submission of proposed work programs including estimates of cost; the Installation, maintenance and operation of all electrical equipment and facilities of the City; and the implementation of programs for energy conservation required by state or federal law, or as approved by the City Council. 3 2 28 030 Pity Administrator—Duties—Generally. The City Administrator shall have the duties, responsibilities, authorities, and jurisdictions provided by the City Charter, the ordinances and resolutions adopted by the Council, and the laws of the state wherein they relate to the administration of the City. With City Council acknowledgment, the City Administrator Is hereby empowered to make such rules and regulations for the conduct of the various administrative departments of the City as may be deemed necessary from time to time. 2.28.040 City Administrator—Administrative responsibilities. The City Administrator shall have responsibility for the general administrative coordination of all City departments, and, excepting those officers and employees of the Park Department, Community Hospital, and Public Library under the control of administrative boards and commissions which are either separately elected or appointed by the Mayor, with confirmation by the City Council. The City Administrator shall have the right to submit recommendations to the Mayor, with confirmation by the City Council, as to the appointment or dismissal of any principal officer or Department head. The Mayor and City Council, City Administrator, or the appropriate Department head may directly appoint or dismiss any subordinate employee. ORDINANCE NO. AN ORDINANCE REPEALING SECTION 2.28.050 OF THE ASHLAND MUNICIPAL CODE WHICH RELATES TO THE DUTIES AND RESPONSIBILITIES OF THE CITY ADMINISTRATOR FOR THE UTILITY SYSTEM ANNOTATED TO SHOW DELETIONS AND ADDITIONS. DELETIONS ARE LME04HROUGH AND ADDITIONS ARE JYM. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 2.28.050 of the Ashland Municipal Code is repealed. adMiRiStFative duties and Fespensibilifies, the Gky AdFniniStFatw shall also be Fate studies, eensewatien ffegffims, and Fna4nta'A elese lialsen with state and The foregoing ordinance was first read on the day of February_ 1998, and duly PASSED and ADOPTED this day of 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 1998. Catherine M. Golden, Mayor Approved as to form: Paul Nolte, City Attorney PAGE 1-ORDINANCE REPEALING AMC § 2.28.050 jp;"aeniel«2.m0) - Carl Oates 776 Glendale Ave. Ashland. PUBLIC HEARING FEBRUARY 3rd -- INTERTIE I speak in favor of conservation and in opposition to hooking up to the intertie as an auxiliary water supply. First ... The TAP plan is seductive. It starts with an estimated 600,000 dollars initial cost and then escalates to 6-7 million as an on- call arrangement for 25% of Ashland's water needs. Second... It irrevocably ties Ashland to the Medford water system and of metro Medford control. We must continually remind ourselves of the hazards of the Los Angeles basin example. Third... Some of us remember that Medford had to curtail its district water use during the 1992-3 drought. Question: How would Ashland be served in the next drought if we are at the end of the pipe? The excellent program which the city has started in water conservation should continue and be accelerated for the following reasons: 1. Conservation remains the most cost effective method of increasing supply, even with the need for modest increases in funds allocated for conservation programs. 2. Water conservation saves money for citizens who pay water bills. 3. There is long term damage in relaxing the conservation effort by bringing a pipe to Ashland. Water conservation efforts in the future should include: 1. Enclosing the west-side TID ditch into a pipe to save evaporation and leakage from the ditch and to eliminate pond weed and algal growth. This will protect residents from the hazards of Magnacide H application. 2. Site and develop secondary water impoundments within the urban growth boundry. 3. Begin a program of metering TID water to Ashland residents to reduce water use and waste. 4. Encourage TID to begin enclosing in pipe other ditch laterals. Rough estimates of water loss in the TID system are as high as 40% before the water reaches large scale irrigators. 1/30/98 CITY OF ASHLAND Office of the Mayor s . MEMORANDUM EGO s DATE: January 28, 1998 TO: All City Council Members FROM: Cathy Golden, Mayor RE: Council Liaison Appointments Listed below are the new Council liaison appointments: Airport Commission Alan DeBoer Audit Committee Susan Reid Band Board Don Laws Bear Creek Greenway Committee Susan Reid Bicycle Commission Ken Hagen Cable Access Commission (RVTV) Mayor Golden Chamber of Commerce Board Carole Wheeldon Chamber Business Facilitating Carole Wheeldon Citizens' Commun Committee(adhoc) Don Laws Conservation Commission Ken Hagen Forest Lands Commission Susan Reid Historic Commission Steve Hauck Hospital Board Mayor Golden Housing Commission Steve Hauck ODOT Stakeholders Alan DeBoer League of Oregon Cities Energy Comm. Susan Reid Parks & Recreation Commission Carole Wheeldon Planning Commission Alan DeBoer Regional Planning Effort Susan Reid Rogue Valley Basin Steering Comm. Steve Hauck Rogue Valley Council of Govt. Steve Hauck Senior Program Board Susan Reid So Or Regl Econ Dev Inc. (SOREDI) Carole Wheeldon Traffic Safety Commission Don Laws Trans Advisory Comm. (TRADCO) Mayor Golden Tree Commission Don Laws