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1998-0519 Council Mtg PACKET
attending council: unless it is the subject of a public heartngwhich has beers closed If yuu wfstr to speak, please #Ulouf the S.peakar Request form located near the entrance ta!the CouricU Chambers, The chair will .............. d .......... ........... 150A d M Car dtscu53roh, the number of iieo le wha W1 W'.10 tie heard, M 9 t I Ah adfidg'P' 1 AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL May 19, 1998 I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. 11. ROLL CALL: Ill. APPROVAL OF MINUTES: Regular meeting minutes of May 5, 1998. IV. SPECIAL PRESENTATIONS & AWARDS: 1 . Presentation by RVTD regarding proposed new bus route. V. CONSENT AGENDA: 1 Minutes of Boards, Commissions and Committees. Authorization for Mayor and City Recorder to sign Quitclaim Deed releasing existing access easement off Ditch Road. VI. 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 adoption of "An Ordinance Amending Section 9.08.060.J of the Ashland Municipal Code Relating to Trackout Restrictions." 2. Consideration of adoption of "An Ordinance Amending Ashland Municipal Code (AMC) Chapter 9.24 and AMC Section 10.30.010 by Incorporating the Provisions of the Model Woodheating Ordinance and Repealing Ordinance No. 2555." V11. PUBLIC FORUM: Business from the audience not included on the agenda. (Limited to 5 minutes per speaker and 15 minutes total.) Council Meeting Pkt. BARBARA CHRISTENSEN CITY RECORDER VIII. UNFINISHED BUSINESS: (None) IX. NEW AND MISCELLANEOUS BUSINESS: 1 . Written briefing regarding the Year 2000 computer problem. 2. Memorandum from Public Works Director regarding Oak Street Pedestrian Access and Traffic Calming Project - Final Approval and Financing Option. 3. Letter from Oregon Association Chiefs of Police announcing Chief Scott Fleuter's appointment to serve on Oregon Association Chiefs of Police Board of Directors. 4. Request from Assistant City Engineer to Cut Moratorium Protected Pavement on Leonard Street. X. ORDINANCES RESOLUTIONS AND CONTRACTS: 1 . Second reading y title only of "An Ordinance Adding Section 1.48.025 to the Ashland Municipal Code Authorizing the Code Enforcement Officer and Community Service Officer to Issue Citations." 2. First reading by title only of "An Ordinance Authorizing the Municipal Court to Require Mediation in Certain Cases." 3. First reading by title only of "An Ordinance Amending Chapter 13.24 of the Ashland Municipal Code Regarding Standards for Naming and Renaming Streets." Reading by title only of "A Resolution Transferring Appropriations Within the 1997-1998 Budget." XI. OTHER BUSINESS FROM COUNCIL MEMBERS: XII. ADJOURNMENT: Cauncd Study Session iXredn...... May 22, 1998; at 1:�D0 P m, xn>Coune�k Chambers=ta discuss the Electnc l�epartmelnt's Cast-of Semce Study follow ug,the Ashlata;�fiber nehvarlc, Arid of�xce;�pac�. Traffic Calming Measures on Oak Street May Have the Unintended Effect of Increasing Traffic at Heiman School & on Heiman and Laurel Streets May 16, 1998 The Concern • That after traffic calming measures, planned for this year, are implemented on Oak Street, traffic on Helman and Laurel streets may significantly increase, due to diversion of traffic from Oak Street. • After street improvements are completed, there will be sidewalks and, improved street crossings on Oak Street. Yet all truck traffic will continue to be diverted by City ordinance, mainly to Helman Street, where there is an elementary school and no sidewalks. • That it will not be clear that we support Oak Street residents improving their neighborhood, as long as improvements there do not significantly impact our neighborhood. Given These Concerns, We, the Undersigned, Urge the City Council to Take the Following Steps: 1) The City take a comprehensive look at how changes on Oak Street may change traffic flow from Eagle Mill Road to downtown Ashland. At a minimum, we ask that the City undertake simultaneous traffic counts, before school ends, and before construction on Oak Street begins, on Oak, Helman, and Laurel streets. In approximately one year, the counts be retaken at the same locations. If the ratio of traffic changes significantly towards more traffic on Helman and Laurel Streets, that the City Council re-evaluate the traffic calming measures on Oak Street. 2) The truck route section of City ordinances (Chapter 11.60.020) singling out Oak Street for reduced truck traffic, be deleted, and the weight limit signs be removed. Signature Printed Name Address �. 1 eQ� 3q5 e I vkaK i n 9 3 212 b,WNIn�tt Traffic Calming Measures on Oak Street May Have the Unintended Effect of Increasing Traffic at Heiman School & on Heiman and Laurel Streets May 16, 1998 The Concerns • That after traffic calming measures, planned for this year, are implemented on Oak Street, traffic on Helman and Laurel streets may significantly increase, due to diversion of traffic from Oak Street. • After street improvements are completed, there will be sidewalks and, improved street crossings on Oak Street. Yet all truck traffic will continue to be diverted by City ordinance, mainly to Helman Street, where there is an elementary school and no sidewalks. • That it will not be clear that we support Oak Street residents improving their neighborhood, as long as improvements there do not significantly impact our neighborhood. Given These Concerns, We, the Undersigned, Urge the City Council to Take the Following Steps: 1) The City take a comprehensive look at how changes on Oak Street may change traffic flow from Eagle Mill Road to downtown Ashland. At a minimum, we ask that the City undertake simultaneous traffic counts, before school ends, and before construction on Oak Street begins, on Oak, Helman, and Laurel streets. In approximately one year, the counts be retaken at the same locations. If the ratio of traffic changes significantly towards more traffic on Helman and Laurel Streets, that the City Council re-evaluate the traffic calming measures on Oak Street. 2) The truck route section of City ordinances (Chapter 11.60.020) singling out Oak Street for reduced truck traffic, be deleted, and the weight limit signs be removed. Si ature Printed Name Address W !J o es �3 1-10 1 S ( . ' GfC) i �; r D ��+c Prue-✓� u a par �e�, c �� oh land 1 ' 1 KL(�J<_, 1 6kLi y0c' Cl.F�r L(Zo f4amw� Az�L&10 ck- 5'-7 �a<J ya4fiA� y�� A194 RU 145W,4Xu24 7 fz5-zo Traffic Calming Measures on Oak Street May Have the Unintended Effect of Increasing Traffic at Heiman School & on Heiman and Laurel Streets May 16, 1998 The Concerns • That after traffic calming measures, planned for this year, are implemented on Oak Street, traffic on Helman and Laurel streets may significantly increase, due to diversion of traffic from Oak Street. • After street improvements are completed, there will be sidewalks and, improved street crossings on Oak Street. Yet all truck traffic will continue to be diverted by City ordinance, mainly to Helman Street, where there is an elementary school and no sidewalks. • That it will not be clear that we support Oak Street residents improving their neighborhood, as long as improvements there do not significantly impact our neighborhood. Given These Concerns, We, the Undersigned, Urge the City Council to Take the Following Steps: 1) The City take a comprehensive look at how changes on Oak Street may change traffic flow from Eagle Mill Road to downtown Ashland. At a minimum, we ask that the City undertake simultaneous traffic counts, before school ends, and before construction on Oak Street begins, on Oak, Helman, and Laurel streets. In approximately one year, the counts be retaken at the same locations. If the ratio of traffic changes significantly towards more traffic on Helman and Laurel Streets, that the City Council re-evaluate the traffic calming measures on Oak Street. 2) The truck route section of City ordinances (Chapter 11.60.020) singling out Oak Street for reduced truck traffic, be deleted, and the weight limit signs be removed. Si nature Printed Name Address o»to-t) bAV; Ib C4*5K4R- 468- At L cu'.e f S ivt f V� ytv vj% Z Traffic Calming Measures on Oak Street May Have the Unintended Effect of Increasing Traffic at Heiman School & on Heiman and Laurel Streets May 16, 1998 The Concerns • That after traffic calming measures, planned for this year, are implemented on Oak Street, traffic on Helman and Laurel streets may significantly increase, due to diversion of traffic from Oak Street. • After street improvements are completed, there will be sidewalks and, improved street crossings on Oak Street. Yet all truck traffic will continue to be diverted by City ordinance, mainly to Helman Street, where there is an elementary school and no sidewalks. • That it will not be clear that we support Oak Street residents improving their neighborhood, as long as improvements there do not significantly impact our neighborhood. Given These Concerns, We, the Undersigned, Urge the City Council to Take the Following Steps: 1) The City take a comprehensive look at how changes on Oak Street may change traffic flow from Eagle Mill Road to downtown Ashland. At a minimum, we ask that the City undertake simultaneous traffic counts, before school ends, and before construction on Oak Street begins, on Oak, Helman, and Laurel streets. In approximately one year, the counts be retaken at the same locations. If the ratio of traffic changes significantly towards more traffic on Helman and Laurel Streets, that the City Council re-evaluate the traffic calming measures on Oak Street. 2) The truck route section of City ordinances (Chapter 11.60.020) singling out Oak Street for reduced truck traffic, be deleted, and the weight limit signs be removed. Sienature Printed Name Address CIA.. ARM" F— AlfIC61 i O AA 19 fJ �Y u5 D QL. t4 a-44 CIP-1- ,rND e.S Traffic Calming Measures on Oak Street May Have the Unintended Effect of Increasing Traffic at Heiman School & on Heiman and Laurel Streets May 16, 1998 The Concerns • That after traffic calming measures, planned for this year, are implemented on Oak Street, traffic on Heiman and Laurel streets may significantly increase, due to diversion of traffic from Oak Street. • After street improvements are completed, there will be sidewalks and, improved street crossings on Oak Street. Yet all truck traffic will continue to be diverted by City ordinance, mainly to Heiman Street, where there is an elementary school and no sidewalks. • That it will not be clear that we support Oak Street residents improving their neighborhood, as long as improvements there do not sign kantly impact our neighborhood. Given These Concerns, We, the UndersigneJi Urge the City Council to Take the Following Steps: 1) The City take a comprehensive look at how changes on Oak"Street may change traffic flow from Eagle Mill Road to downtown Ashland. At-a'°minimum, we ask that the City undertake simultaneous traffic counts, before school ends, and.before construction on Oak Street begins, on Oak, Heiman, and Laurel streets. In approximately one year, the counts be retaken at the same locations. If the ratio of traffic changes significantly towards more traffic on Heiman and Laurel Streets, that the City Council re-evaluate the traffic calming measures on Oak Street. 2) The truck route section of City ordinances (Chapter 11.60.020) singling out Oak Street for reduced truck traffic, be deleted, and the weight limit signs be removed. S u Printed Name Address au-66 9, 50 w AA&IA C14 e' a rn a o lei 1. S z zr 4, 3 G 6• ju W. W J14, 16 )& a .cif s Sas' man MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL May 5, 1998 PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid, Wheeldon and DeBoer were present. Councilors Hauck and Hagen were absent. APPROVAL OF MINUTES Councilor Wheeldon noted that on page 9, the change in her office hours was 8:30-10:30 a.m. on the Monday before the first council meeting of each month and that this was temporary so there was no need to include the change in the Ashland City Source. The minutes of the regular meeting of April 21, 1998 were approved as amended. SPECIAL PRESENTATIONS & AWARDS 1. Mayor's Proclamations Mayor Shaw read the following proclamations by title only: 1) National Emergency Medical Services Week(May 17-23, 1998) 2) National Public Works Week(May 17-23, 1998) 3) National Historic Preservation Week(May 10-16, 1998) 4) Older Americans' Month (May, 1998) 5) "Pledge Not-To-Drive Day" (May 15, 1998) CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. 2. Quarterly Financial Report from Staff Accountant Patrick Caldwell 3. Application for Liquor License for Azteca Mexican Restaurant, 2345 Ashland Street(Applicant: Arturo Pascual). 4. Appointment of Michael Savko to Traffic Safety Commission for a term to expire 4/30/99. Councilors Wheeldon/Reid m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS None. PUBLIC FORUM None. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Memorandum from Public Works Director regarding Flood Repairs and Improvements along Calle Guanajuato. City Council Meeting 05-05-98 City Administrator Mike Freeman noted that both council members and citizens had requested information and that this item was placed on the agenda as an informational presentation to council. Stated that public comment was not being sought at this time as there would be public meetings at a later date. Public Works Director Paula Brown gave a brief overview of the status of repairs and improvements on Calle Guanajuato, noting that the Parks Department is taking the lead in approaching this project. Explained that as work will be beginning on the Calle in the near future, decisions need to be made concerning what specifically will be done to address issues such as flood mitigation. Stated that this could involve constructing a flood wall, or laying out the Calle so that it is oriented more to the uphill side of the creek. Brown explained assumptions that have been involved in planning process until this point, including the fact that bridges built should be designed to carry 100-year flood event flows (3 100 cubic feet per second). Noted that a decision needs to be made as to whether the Calle Guanajuato reach of Ashland Creek's channel should convey flows of that size downstream. Discussed the sheet flows on Winburn Way mentioned in the memo, explaining that they would likely re-enter just across the street from the Hillah Temple parking lot. Brown noted that Brian McCarthy is preparing information on alternative scenarios for the Parks Department. Stated that some work might begin this summer, but work can only be done during certain months and must be approved by several outside agencies,and it is not likely that this approval process could be completed this year. Discussion of concerns over approaching further repairs and improvements in a piecemeal manner. Suggested a study session to break down the Otak report and look at projects within a larger framework. Brown noted that recent Watershed Partnership meetings had discussed the possibility of split flows through the plaza and down Water Street. Explained that this had not been intended in the work done by Otak. Noted concerns over Main Street bridge and areas downstream from there. Brown noted that the Otak report presents a holistic plan, and explained that this had been discussed at the last joint study session. Discussion of whether creek channel below Main Street could handle 100-year flows, and whether to divert flows downstream without splitting flows if the channel would not be able to contain the flows. Brown noted that measures taken to date have been intended to convey 100-year flows downstream from Winburn Way. Discussion of the New Year's Flood of 1997, noting that even though the flow had split, the water re-entered the creek near the Blue Bird Park area. Emphasized that the flood had not been at 100-year levels. Discussed whether money should be diverted to Calle Guanajuato repairs to prepare it for a 100-year event if the decision might be made later not to convey the full flows further downstream. Discussed the possibility of engineering a split flow at Main Street. Brown noted that she would apply Otak's model downstream to the Water Street bridge and bring the results back to council before a decision is made on the Calle. Noted concerns over constriction points around the Brewery and Thai Pepper. Brown explained that the modeling by Otak was done based on existing conditions. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of"An Ordinance to Correct a Clerical Error in Ashland Municipal Code Section 18.76.060.B to Correct An Erroneous Cross Reference from Section 18.76.060.L to Section 18.76.060.K." Councilors Laws/Wheeldon m/s to adopt Ordinance#2815. Roll call vote: DeBoer, Reid, Laws, and Wheeldon: All YES. Motion passed. City Council Meeting 05-05-98 2 2. Second reading by title only of"An Ordinance to Amend Ashland Municipal Code Section 2.28.190 to Change the Reference from District Judge to Circuit Court Judge to Reflect the Consolidation of the State Circuit and District Courts." Councilors Wheeldon/DeBoer m/s to adopt Ordinance#2816. Roll call vote: Laws, DeBoer,Wheeldon, and Reid: All YES. Motion passed. 3. First reading of"An Ordinance Adding Section 11.48.025 to the Ashland Municipal Code Authorizing the Code Enforcement Officer and Community Service Officer to Issue Citations." City Administrator Mike Freeman read the ordinance in its entirety. Councilor Wheeldon questioned how the citation issuance process has been dealt with in past. City Attorney Paul Nolte clarified that police officers have issued citations in the past. Noted that police officers' knowledge of civil aspects of the Ashland Municipal Code is limited as it is not a part of their training. When a police officer had to issue a citation in the past, the code enforcement officer had to explain the situation to them. Councilor Wheeldon questioned whether there was a need for special training to prepare the code enforcement and community service officers to issue citations. Nolte noted that he would review each citation to ensure that each situation had been thoroughly investigated. Stated that investigative skills and proper citation issuance are needed,but that no additional training would be involved. Noted citations are a last resort and are issued infrequently. The primary duties of both positions are educational. It is only after several verbal warnings that a citation would be issued. Councilors Laws/Wheeldon m/s to move the ordinance to a second reading. Roll call vote: Reid, Laws, DeBoer,and Wheeldon: All YES. Motion passed. 4. Reading by title only of "A Resolution Changing the Composition of The Municipal Audit Committee by Making the City Recorder an Ex-Officio Member and Repealing Resolution No. 95- 24." Councilors DeBocr/Reid m/s to adopt Resolution #98-06. Roll call vote: Wheeldon, Reid, DeBoer,and Laws: All YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Councilors and audience members were reminded that a City Council Study Session will be held on Wednesday, May 6, 1998, at 1:00 p.m. in the Council Chambers to discuss the Electric Department's Cost-of-Service Study. ADJOURNMENT The meeting was adjourned at 7:27 p.m. Barbara Christensen, City Recorder Catherine M. Shaw, Mayor City Council Meeting 05-05-98 3 W r ! \ CD 1 ly gN If)co 12 �—7Yw °�� ` • , ( I B i....,. ASHLAND AIRPORT COMMISSION April 1st, 1998 J AT THE ASHLAND MUNICIPAL AIRPORT 401 Dead Indian Road MINUTES MEMBERS PRESENT: Chairman Paul Mace; Jennifer Hall; Lillian Insley; Bill Skillman; Councilor Alan DeBoer; Ken Ehlers; Marty Jacobson. Staff Present: Public Works Director Paula Brown and Dawn Curtis. Other City Members in the Audience: Mayor Shaw, John McLaughlin; FBO, Bob Skinner I. CALL TO ORDER: 12:00 Noon Meeting was called to order at 12:06 p.m. A. Public Forum: Request for additional agenda items II. APPROVAL OF MINUTES: Wednesday, February 4th, 1998 Ehlers remarked that his last name was misspelled on page 2. Minutes were approved with corrections. III. OLD BUSINESS: A. Pending Projects: —Beamis/Sandler(Oak Street Tank& Steel): Ehlers motioned for commission to recommend the proposal of 5 acres being removed, by sale or lease, from the Airport Master Plan for economic development and make this recommendation to the City Council. Insley seconded motion. Commission individually voiced their opinions and concerns. Hall commented on her informal survey reflecting the majority of pilots are against the sale and development of the land. Jacobson handed out research on airport planning and management. Jacobson's opinion is the airport will suffer greatly if the land is sold. This is the only land the airport will have for future expansion. Other City lands could be sold before negatively affecting the airport. The airport lands should be the last resort for land sales. Discussion occurred regarding the amount of M-1 land available in Ashland. McLaughlin informed commission of an official inventory being instituted to show number of vacancies for various zones in Ashland. Inventory will be complete within 6-8 months. Skillman expressed strong thoughts regarding the sale of the land. Skillman stated he felt giving in to development pressures to gain a sewer system will adversely affect the airport. Once land is sold from the airport there will be no control on the new owners. There will be no way of retrieving land that was difficult to acquire in the first place. The future expansion of the airport should be considered before land is sold. City should be willing to put sewer in without selling airport land. (G:airptrninuteswleeting Minutes April 1998.wpd) Page 1 Skillman does not agree to selling land. A long term lease with City control could be possible, but no land sale. Insley's comments were against the sale also. She feels we should feel fortunate to have an airport in the first place. Land should not be sold, but should be left for future development of the Airport. Ehlers expressed a concern for the sewer stating DeBoer asked to hear from the audience regarding the opinion of the land usage. Skinner asked for Commission to inform him of why there had been a change from the February meeting in the amount of acreage to be sold. The acreage agreed upon in that meeting was only two acres as he recalled. Mace informed him that the acreage had been adjusted at the advice of the FAA to not split parcels, but to keep the land from being broken across the roadway. Brown clarified the FAA's concern not to have a portion of airport land surrounded by City (or sold) land. Mayor Shaw assured members that the use for the land, if sold or leased, would be for M-1 zoning. The idea is to sell or lease to "airport friendly" businesses so that there are no complications with airport noise or restrictions. Improvements for the Ashland Airport, specifically sewer, are not reflected in the upcoming Capital Improvements Program for next five fiscal years. Mayor Shaw expressed that the land sale would open up more opportunities for the Airport and community by expanding economic growth possibilities for the Airport. Skinner questioned the Commission on the status of the SOREDI grant application. Brown and Mace commented that this has been submitted and not approved in the past. Current application may have same portion approved, but probably not the whole thing. The Airport needs to support the idea of economic development for the airport to qualify for the grant. Glen Ward (neighboring resident) is accepting of the possibility of Oak Street Tank & Steel purchasing property with two questions: 1) will a land sale effect future endowments from the FAA or other Federal Agencies?; 2) will the size and operation of a manufacturing business cause noise pollution or other ecological problems? Ward is in favor of airport development. Michael Moore who owns an aviation upholstery business was in favor of development, and would consider the leasing option beneficial. Insley questioned the cost of the sewer line. Mayor and Brown confirmed that estimates run from $170,000 to $212,000 and that the cost would have to be balanced between revenue from sale, refund to FAA (or FAA set-aside) on grant money and the future sale of remaining land to offset out-of-pocket expense of the sewer line. Public benefit must balance out the uncertainties. Conversation resulted regarding the need for sewer line. Hangar owners reminded the Commission that they have never had sewer and questioned the need to put a high priority on this project. Brown commented on the use of the facilities at the airport (septic holding tank at the FBO and separate facility for one hangar) and the need for adequate sewerage for additional users. The airport is reaching the maximum occupancy for its capabilities. In the very near future, this will become a high priority if any expansion or grow that the airport is to happen. After hearing voiced concerns, DeBoer summarized that the support for the sale was inhibited by the issues that will surface, i.e. loss of airport controlled land, lack of pilot support, compromising our image with the FAA could damage future grants, the process itself to sell land is extremely complicated, but sale could be profitable to the (G:airp4ninutesXMeeting Minutes April 1998.wpd) Page 2 airport and the airport does have continuing financial pressures. Mayor Shaw added that the sewer line and the sale of the land could make the airport more accessible to future developers interested in aviation related business and also make the airport more significant in the political and economical part of the City. Ehlers feels a sewer line to the airport is still needed. Ehlers expressed a concern for the sewer stating it is needed to maintain a thriving airport livelyhood. Skillman requested an explanation of the improvement price of land and the unimproved price of the land, DeBoer offered explanation and reasons. Insley requested a recorded vote be taken. Mace called the vote: Does Commission want to recommend to the City Council the proposal of 5 acres being removed from the Airport Master Plan for capital improvements? Commission voted 3 in favor; Mace Ehlers, DeBoer and 4 against; Skillman, Hall, Insley, Jacobsen. Motion declined. —T-Hangar Development: Next Steps - Staff Report Brown stated the Engineering Department is currently working on the cut and fill and site analysis. Brown will have more information at the next meeting. A suggestion was made from DeBoer that a letter be sent to current hangar renters and the twenty prospective renters including the price and descriptions of the hangars to ensure interest. Skinner advised that the present renters should have first choice at the new hangars. B. Maintenance Issues: Staff —Fuel Tanks: Brown conveyed to the Commission the findings from Bergeson& Boese regarding contamination. The extent and exact source has yet to be determined. Further information will be available upon receipt of the Bergeson & Boese 20 day report. Concern was voiced over the time limit for tank replacement and closure of tanks. Skinner assured Commission that above ground tanks or tanker trucks would be brought in immediately if the tanks were indeed shut off. Insley asked for clarity on the clean-up cost percentages for the airport and City. Brown responded that the exact price would not be known until further determination on the extent of the spill for both sites was calculated and separated. Dialogue followed regarding the type of replacement tanks to be researched. DeBoer felt the airport should have split tanks to contain three grades of fuel. Skinner has already considered this possibility and it seems feasible. Commission commented on above ground tank possibilities. Budget was reviewed concerning costs for new tanks and for contamination clean-up costs. —Tree Trimming: We have targeted trimming for March 15th RFPs have been sent and are due in on April 15. Consultant will be brought in to confer with contractor to ensure the safety of the fledgling hawks occupying one tree. —Spring Weed Control Program Skinner stated that weeds are becoming an issue and requested this item be taken care of. Brown will contact Parks Department. (G:airptrninutes\Meeting Minutes April 1998.wpd) Page 3 —Drainage East End of T-hangars- Staff Drainage improvements are in place. Item is closed unless drainage improvements prove to be insufficient. Mace said he would check with the hangar owner and assess the fix. -High Electric Costs: Discussion regarding high costs was brought to the Commission by Brown. DeBoer reminded Commission that there are three meters reporting to different agencies, Federal, City and Airport. Brown commented that the amounts of the electricity bills seems to increase this time of year and posed the question to Skinner as to why they would be higher now? Skinner reminded Brown there are City responsibilities. Green stated that the meter feeds more than his hangar and perhaps there should be separate meters Insley suggested that the meters be checked for proper operation and accuracy. Brown agreed. The meters will be checked. IV. NEW BUSINESS: A. Airport Appreciation Day May 17th: Clark Hamilton of the Airport Association passed out flyers to Commission and commented that preparations are proceeding well. Schools have been made aware of the event and public notification will be forth coming. V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Airport Financial Report Review of Safety Reports: Skinner discussed the safety and monthly report. Weed removal becoming an issue. Tree trimming needs to be accomplished soon. Airport traffic was down due to weather. A 206 Turbo was purchased for Charter Service. B. Ashland Airport Association: Status Report None. C. Other: None VI. INFORMATIONAL ITEMS: A. New Hangars: Skinner informed the Commission that the two new occupants were asked to pay $2000 a piece in airport maintenance and improvement costs. The airport fund is now in possession of the $4000, what would Commission suggest the money be used for? Item to be placed on next month's agenda. B. Response to Lois Schafer letter Brown noted response was attached in the March Meeting Minutes package. No comments from Commission. (G:airpkninutesWleeting Minutes April 1998.wpd) Page 4 C. FAA Fifth NW Regional Airport Annual Conference Attention was brought to the flyer in meeting minutes. D. SOREDI Grant Request Request was addressed during discussion on land sale. Request is pending with SOREDI. E. Budget Discussion Commission went over budget allocations. F. Meeting Location Commission will meet next month in the Council Chambers. Commission will meet twice annually at the airport. VII. ADJOURN: There being no further business. The meeting adjourned at 1:45 p.m. Respectfully submitted, Dawn Curtis Administrative Secretary Public Works Administration (G:airpVninutesNeeting Minutes April 1998.wpd) Page 5 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL May 6, 1998 CALL TO ORDER Mayor Shaw called the meeting to order at 1:08 p.m., Civic Center Council Chambers IN ATTENDANCE: Councilors Laws, Reid, Hauck, Hagen, Wheeldon and DeBoer were present. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Recorder Barbara Christensen, City Attorney Paul Nolte, Director of Electrical Utilities Pete Lovrovich, Director of Community Development John McLaughlin, Public Works Director Paula Brown, Fire Chief Keith Woodley, Director of Finance Jill Turner, Supervising Accountant Karen Huckins, Account Representative Russ Chadick, Account Clerk Pat Woods and Assistant to the City Recorder Derek Severson. Cost-of-Service and Rate Desien Study Presentation Director of Electric Utilities Pete Lovrovich presented Kevin Harper and Barbara Sands, of R.W. Beck, Inc., and explained that they would be presenting the possible scenarios to reduce electric rates for each customer class and providing their recommendations for reductions in each class based on the study performed. Kevin Harper briefly summarized the information that was presented at the study session held March 18, 1998. Noted that overall, rates could be reduced by 7.4%, and the Department of Electric Utilities would still be able to cover all costs of doing business. Explained that today's presentation would show how that a 7.4% reduction would be spread over the various customer classes. Gave an overview of today's presentation, noting that following his brief summarization of previously presented information he would review the City's current rates, present the results of the cost-of-service study and discuss R.W. Beck's rate design recommendations. Harper noted that the rate study's objectives had been to prepare the Department of Electric Utilities for a competitive environment; to develop rates that send appropriate price signals to customers while fostering conservation efforts; to ensure the flexibility to offer additional products and services in the future; to eliminate the problem of cross subsidization; to provide a cost-of-service model for the utility; and to identify longer-term rate design issues. Presented a breakdown detailing revenue uses for the 1996-'97 fiscal year, noting that the Electric User Tax adds $1.6 million to the General Fund. Explained the purposes typically involved in doing a cost-of-service analysis: financial stability; ensuring that revenues are sufficient to meet costs for the projected period; prepare for competition; cost-of-service equity among the various customer classes; equity among customers within each class; encouraging conservation through incentives built into the rate schedule; and simplicity, so that customers are able to understand the billing structure. Noted that in terms of cost-of-service equity, it would be wise to bring customer charges up to ensure that actual costs are being recovered. Briefly discussed an overview of the electric ratemaking process and cited the various customer classes and rate schedules currently in use. Noted that currently, existing residential rates are on schedules 4 and 10, which include a two-tiered energy charge. This tiered system means a higher per unit cost for usage over 300 Kwh to encourage conservation. Ashland City Council Study Session Minutes 05-06-95 1 Discussed the existing commercial rates, governed by schedule 25, which are more complex than the residential rate schedules. Customers are charged rates based on whether they have a single-phase or three-phase meter, and charges include tiered basic customer charges, incremental charges, demand charges and energy charges. Noted that existing commercial rates are not structured to encourage conservation. Explained that institutional rates, under schedule 30, primarily apply to government agencies and are similar in complexity to the tiered commercial rate schedules. Noted additional "Time-of-Use" Rate Schedules 48 and 50 which cover Croman Corporation and Southern Oregon University respectively and are less complex as they were developed to reflect the specific needs of those customers. Lovrovich clarified that these customers require power to be delivered in voltages that differ from standard commercial users. Harper provided a rate comparison with other utilities in the region, noting that without the user tax the City's rates are reasonably competitive with investor-owned utilities and less so with municipal power providers. With the user tax, the City's rates do not compare as well, especially on the commercial side. Briefly discussed the issues of uncertainty around eventual competition that will come with deregulation of the industry. Barbara Sands discussed the results of the cost-of-service study. Sands began by listing the key input assumptions: that the study would look at a three year horizon and then at the two years beyond that to ensure rate stability for five years; that regulation will continue; that the hydroelectric facility will begin operation in June of 1998 to provide a small percentage of the City's power; that the average growth rate of the customer base will be 1.5%; that conservation funding will continue at reduced levels; and that power supply unit rates will continue at the current level. Presented a summary of the proposed overall rate decrease. Explained that beginning with fiscal year 1998-'99, the proposed decrease would result in a slight overbalance for the first two years, but after that revenues would equal annual costs. Noted that greater rate reductions could be made up front but this would require increases soon after the reductions. Stated that after the initial five year period, the issues of competition, deregulation, and capital outlay will need to be revisited, and that in light of these uncertainties there isn't enough budget information available to look beyond 2002-'03 at this point in time. Explained the study had determined actual costs of service, identifying each type of cost in terms of demand charges, energy charges, and customer charges and then looking at each customer class in terms of what percentage that class's usage represents of the overall usage to determine allocation percentages. Allocated costs were then compared to the current rates to determine by what amount the rates needed to be adjusted. Current residential rates are being over collected by 4.7%; seasonal residential rates were where they should be, and commercial/institutional rates were over collected by anywhere from 5.7% to 29.4%, depending on the schedule used. Sands continued to explain that unit costs had also been determined to serve as a guide in developing new rate schedules. Emphasized that customer charges need to be brought more in line with allocated costs of service as the city prepares for competition, as the customer charges meeting costs allows competitive rates for usage. Sands then presented the study's rate design recommendations, noting that they had taken into consideration the size of the overall decrease and the need to apply decreases equally for all customer classes, in order to move toward true cost-of-service rates as an interim step in preparing for competition. Explained that for each schedule, four options would be presented. The first would reduce all existing structures by the same percentage, the second would include increases in the customer charges to cost-of-service levels while trying to simplify rate structures, and attempting to achieve an overall reduction based on the cost-of-service. The third and fourth options would vary by rate class. Ashland City Council Study Session Minutes 05-06-98 2 Sands then presented each of the existing rate schedules with the possible options for rate reduction, and discussed the possible options for reduction in terms of their cost-of-service equity, equity among customers, conservation effect, and simplicity for customer understanding. For Residential Schedule 04, option one would reduce all existing rates by 7.8%, option two would increase customer charges and remove the tiered structure, and option three would increase the customer charges by only one dollar and retain a tiered structure with reduced rates for usage. Sands noted that increasing the customer charge could mean an increase in overall bills for smaller users as the customer charge represents a greater proportion of their bills. Also noted that the second option here would not serve to encourage conservation. Explained that the third option was tiered to encourage conservation and only increased customer charges by one dollar to begin moving toward cost-of-service, making it the more preferable option. Discussed Residential Schedule 10, which applies to customers who fall between residential and commercial usage patterns such as bed and breakfast operators. Noted that cost-of-service was determined through the allocation process in this category, pointing out that demand requirements were higher at their peak than residential customers, and that the customer charge was set between residential and commercial. Explained that as all customers cannot be evaluated on an individual basis, they had to look at customer classes, averages and patterns of usage that are known based on experiences elsewhere. As the owner of a seasonal lodging business, Councilor Reid concurred that these methods were reasonable. Sands noted that the first option was a percentage reduction from existing rates, option two went to single block rates with customer charges increased to cost-of-service levels, and the third option had a smaller increase in the customer charge, with incremental blocks to encourage conservation and adjusted rates. Again, Sands stated that option three was recommended as it had less negative effects to smaller customers while reducing rates and encouraging conservation. For Commercial Schedule 25 (single phase and three phase), the first option would be to reduce current structures by a set amount across the board, the second option would have a tiered customer charge for usage with 30 kilowatts of usage as the breakpoint, the third option would set the customer charge lower than the second option to accommodate smaller customers while setting demand charges at cost-of-service levels, and option four would modify the third option by decreasing the customer charge at lower usage levels so there would be no negative effect on smaller customers. Emphasized that the fourth option is recommended here for both the single and three phase schedules. Discussed the fact that meeting customer costs through the customer charge allows a utility to offer competitive rates, which is the primary area looked at by customers in choosing a utility. Noted that this will be more of a factor when competition comes into play, contracts are renegotiated, and the Department of Electrical Utilities considers unbundling of services. For Institutional Schedule 30 (single phase and three phase), which applies primarily to governmental customers, the first option would reduce charges to cost-of-service levels with existing structures, while the second option would have a simplified tiered customer charge, the third option would have reductions in the demand charge to cost-of-service levels and the fourth option would reduce both the customer and demand charges toward cost-of-service levels. Sands noted that both the single phase and three phase elements of Schedule 30 were looked at along with Schedule 50 to ensure equitable reductions. Otherwise, Schedule 50 would have increased as the others decreased. Discussion of whether there were small users within this class who would be affected by customer charge increases. Mayor Shaw explained that there was no need to dwell on this issue for institutional users, and that negative impacts to smaller customers were more of a concern when considering small residential customers. Ashland City Council Study Session Minutes 05-06-98 3 For Institutional Schedule 50 (time-of-use), the options were much the same, but the first option's adjustment of current structures by cost-of-service percentages would result in a 61h% increase in the monthly bill. The second option would adjust the customer charge to cost-of-service levels, the third would set demand charges at cost-of-service and include the user tax in the rate, and the fourth option would set demand charges at cost-of- service levels while adjusting customer charges towards cost-of-service to keep the rates low. The second, third and fourth options all result in a 2% decrease in the total bill for Schedule 50 customers. Sands concluded by discussing the general philosophy behind the recommended rates, noting that the full reduction is based on overall cost-of-service results, and is designed to prepare for competition and move towards cost-of-service in terms of both class-specific and rate elements, to simplify structures and maintain conservation inducements for residential customer classes. Noted that Schedule 48, which previously applied only to Croman Corporation, should be retained but that Croman should be moved to Commercial Schedule 25 as their usage patterns have changed. Noted that language should be included in this schedule to allow for rate negotiation. Discussed the overall impact of a cost-of-service rate reduction on the general fund, noting that user tax revenues would increase $107,754 while revenues from the franchise fee would decrease $56,657 for a total increase in the General Fund of$51,097. Kevin Harper noted issues that would need to be addressed in the future as competition in the industry becomes a factor. Noted that the rate study had been drawn from the strategic plan, and explained that this linkage would be discussed in more detail in the fmal.report. Cited issues to address in the future as including the unbundling of services, negotiated rates for larger customers, restructuring of the BPA contract, looking into the continued ability to charge the users tax and the need to increase community understanding of the users tax, the need for additional revenue sources and the need to secure alternative funding for conservation programs. Also noted that the Department of Electrical Utilities would need to complete a marginal cost-of-service study before the next rate study, develop inventory and characteristics of unbundled products and services, assess the competitiveness of existing products and services relative to expected competitors, identify customer loads at risk, and establish information system requirements to track and allocate revenues and costs by product, service, and customers. City Administrator Mike Freeman noted that this study session had provided council with a summary of the results of the Cost-of-Service Study. Stated that the next step should be to look at issues and scenarios for each customer class and discuss some legal issues at the study session to be held Wednesday, May 20. Once council has had the opportunity to look at issues raised by this study, the ordinances and resolutions setting electric rates would need to be modified based on the council's decision. ADJOURNED The meeting was adjourned at 2:55 p.m. Submitted by Derek Severson, Assistant to the City Recorder Ashland City Council Study Session Minutes 05-06-98 4 CITY OF ASHLAND ........•....... pF ASl�� Department of Public Works Engineering Division 1 MEMORANDUM OREGON,,,:° DATE: May 13, 1998 TO: Honorable Mayor Shaw and City Council Members FROM: James H. Olson, Assistant City Engineer 4 RE: TERMINATION OF ACCESS EASEMENT ON ROBERT REINHOLDT'S PROPERTY REQUEST: In February of this year, Mr. Robert Reinholdt of 270 Skycrest Drive approached the City regarding the release of an existing access easement across a corner of his property off Ditch Road. A formal written request (attached)was received on April 29, 1998, following an analysis of the request by Engineering, Planning and Parks. A similar release has already been acquired from other private parties having an interest in the easement. BACKGROUND: With the sale of the tax lot 2900 to the Reinholdt's in the early 1960s, T.S. Wiley reserved a 35 foot wide road easement across the easterly portion of the lot to provide access to his other properties to the south and west. Because of the steep terrain and the high, abrupt cut bank along Ditch Road, this easement was needed to provide a road of reasonable grade to lot 3002 which until three years ago was a buildable lot. When the City acquired lots 3002, 205 and 400, they were removed from a "buildable" status and included in the open space inventory. Lot 3002 is now a part of lot 205 and 400 and presents an access frontage along Ditch Road of over 1000 feet, providing nearly limitless access possibilities. Additional access is also available further south from Strawberry Lane. From a physical access viewpoint this easement is no longer needed and can be relinquished as Mr. Reinholdt requests. Other parties having an interest in the easement have signed a similar quitclaim deed relinquishing their interest in the easement (see attached deed). It only remains for the G:Dawn\Engineer\Easement\Reinholdt Property Easement Memo to Mayor.wpd . City to release its interest. RECOMMENDATION: This request has been reviewed and approved by John McLaughlin, Planning Director, Ken Mickelsen, Parks and Recreation Director and Paul Nolte, City Attorney. It is recommended that Council approve this request and authorize the Mayor & Recorder to sign the attached Quitclaim deed. Attachments: Vicinity Map Map of Easement Letter from Reinholdt Quitclaim Deed From McWhinney et al. To Reinholdt Quitclaim Deed from City to Reinholdt G:Dawn tEngineertEasement\Reinholdt Property Easement Memo to Mayor.wpd _ rr April 29, 1998 Mr. Mike Freeman City Administrator City Hall 20 E. Main St. Ashland, OR 97520 Re:Easement Dear Mr. Freeman: When we purchased the property for our home at 270 Skycrest Drive In August, 1956, the deed from Mr. and Mrs. Thornton Wiley contained an easement for a 35 foot road right of way at the bottom of the property at Ditch Road. In February , I contacted Paul Nolte and asked if we couldn't get this easement removed as a housekeeping measure, as it would be impossible to build any road there under present regulations concerning hillside development and open space. The title company agreed to this removal but asked that we get a quit claim document from the Wiley family who are the heirs of the persons issuing the original deed, the McWhinneys who are the owners of the property to the North, and the City of Ashland now the owner of the property abutting to the South. Wiley family and McWhinneys have signed off and all that is needed now is the approval of the City. Mr.Nolte took the paper work to the Engineering Dept. who have stated they have no objection to the City s approval. And, the Park Dept. likewise has no objection. As I understand it, the next step in the process is to obtain your approval and request Mr. Nolte to draw up the necessaary document. And that is the purpose of this letter. Should you have any questions, I would be happy to visit with you at any time. My phone is 482-3630. Thank you for your cooperation, and welcome to Ashland. Yours very truly, dt Robert B. Reoldt cc: Paul Nolte I N I M I � I fJ'i I rD I t\ I 40 I Ot I O :a , C :::i: ::i: :::a:::adi; a ,:, : :a][:rari : a,l ::a:r:lir: : • ,: ,::i t : ] : t:33a: r:3, t JZ22.23 . - •_ _ 7J , : e _ 3 3 i . 1 d ` f i II . . , 3 : i3y ._ T: 4 : 1 f p aLS•__]_ 3 . I „ '$i Ji sllkT3 ,S, 7JS:c� ��� S �131[ ! 1 !_ •.r�3� 71�1 S1ii � 77id Tliii t ,isiietJJ311 ! 11 Iti! 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I i/�,` /oo• /oo• W ST. STREET --- 2792 , _ 900 z.e• OV . . 1502.. ,.. I �• w-•nJ l0 0.66.1 PART RAT' 16 7 la P-14-1991 t. o92�;•; . b.h I� IP.123821 27 �P�l •• •[700 • I •�• 01. 1503 1W 1000 � I: .io 9294 2600 \ r«r t 17 � a 1100,• I` 16 L _ _ HOWSER i I 2900 woo I_S McWHINNEY .,,= l 1_n_ INI6131 — Y lw.,7 2a \t I 1301 130OVA: - ue 2900 I I ' wn02t RIRTITION �1�-{ ' EASEMENT TO BE TERMINATED ;' t PLAT P-1 2 IP42�� REINHOLDT 10° 1 oI 13 � I; 112 'I Imo , ..,.. 1 93Yc I 3002 •�\ a3oa I ..Rtt, CITY +^' 1 •Lm r Fiy\ \ 205 4.71 ft _ \: •' I y 9413361 \ � \a 300 39 1E 8AB \ \ 4 0 WA. " \ LININGER" CITY ' 201 066Pt 203 " o66x \ PAR PL WILEY \ P-95-199 (P-1263 \ t ffrJf l\\ of Jf ......... ,m. uoq CITY © ACCESS EASEMENT TO BE TERMINATED O CITY OF ASHLAND. ENGINEERING DIVISION MAY 4, 1998 REDUCED SCALE ASHLAND PARKS AND RECREATION COMMISSION 340 SO.PIONEER STREET ASHLAND,OREGON 97520 COMMISSIONERS: Kenneth J.Mickelsen OF AS{� Director Allen Alsing Bob Bennett Ted CoPP9dge ' JoAnne Eggers TEL:(501)488-5344 •�'.,ORE60�•••�, FAX:(541)488-5314 Laude MacGraw MEMORANDUM TO Paul Nolte, City Attorney FROM Kenneth M. Mickelsen,Director I10 DATE April 24, 1998 SUBJECT Reinholdt Quickclaim Deed I reviewed the request for a quitclaim deed for the Reinholdt property with John McLaughlin. We concluded that the City has sufficient access points into the adjacent park property and that this easement could be relinquished. cc:Jim Olson,Assistant City Engineer t� AB:Misc 98\Reinholdt Quitclaim APR 2 7 Home of Famous Lithia Park lNxauta r _ --- ...-.----------------------. KNOW ALL MEN BY THESE PRE That___..._._.. ....................... _ •• CITY_QF'ASHTJ1NDce_A MUN_=CIPAL CORAJRATION�WII.LIN4 S,..w=1;EY•a•^CHRI'`T Vsreindfer called grantor, for the consideration herelnaltor staled,does hereby rend",release Rod quitclaim unto ROBERT B. REINHOLOT AND MARGARET H___REINHOID _-- .___._._. ._ ._ hereinafter ........called grants-,end ante grantee's heirs•eucosson end aaaigts aff n the s the o a to right,belonging and interns • in that careain red property with the tenements, horeditementa end epPurtsnancaa !hereunto belonging or in any way appertaining,situated in the County of Jackson .—.._,State o1 Oregon,described m follows,to •e WILEY AND CHARLES H. WILEY I �j See Exhibit "A' Attached hex tO i i 11 I' I FOR ROAD PURPOSES RECORDED �) THIS DOC'[ADIT IS BEING FEOJRDFD TO TERMINATE AN EASEb1ENT IN Vol 430 page 305. �i i i �i �I (IF SPACE IMUFDCIFNT,CONTINUE 00CMPTION ON aaVFASE SIDE) To Have and to Hold the same unto the grantee and grantee a hers,wocessm,and assigns forever. i The true and -fuel consideration paid for this transfer,dated efterms value van or promised wluclx is (DHowavar, the actual consideration consists of or irlcludaa other property g i tea whole consideration(indicale which)-WTae w nae ntonfweon tae gmaotAl,lfnol sapllrabla,should G ddafd.5w ORS 93.00-) ! part et tlo In construing this deed, where the context m requires, the singular includes the plural and all irsou'raticAl !� changes Shelf be made So that this deed Shall apply equally to corporations and to individuals. In Witness Whereof,the grantor has executed this instrument thin affixed by an officer or othat non if a corporate grantor,it has caused its Dome to be dgned and Its a d ar'y, duly authorised thereto by order of its board of directors. ITD.SINSTRUMENTWILL NGFNIRV USE 0F7HE PR0PERf/DESdUBW IN TH6fr — � 1 Lca-: � UlSTRUME1tT 01 VIOLARON OFMPLxADLE LAND USE lAWS ANDRWUW10N5. a _ ii BEFORE SIGNWG OR/gxEPIING RILS UISIRI1MBtL 7HE PERSONAWNNNG •_ •. _ a mLFronxEProPFRlrsrouLDalaacwm+n+EAFPIePwaEarvaR - . . .. _-----. _ PLANNING OEPARDABIT 10 VEN%APPRWED USES AND Rl 1If11ERMIltE . LIMBS ON lA1'SUI15 AGAINST FARMING OR FD AS DEfiNEO ��� ) !� 00.5 GGS7O STATE OF w( ,County o♦�IY�{GXL }t, _LFj§• i� This uut[vwent was aaknxow�fe�g�a„d befo{a me on_� bY -f'LC•�dLYYl��,�A•,�/•-•s{I-'."•'GId_CL�H� .�1.LY1t1U{ I�,ot7_19 �; Thin i^��ant wee acl�howledged before me an ' ;i by Z.LR[1f.�S1.,��:�d?.h_LLt1LC...•j-----_.__.___._-_._..___---._—.._.._.__--_._.--_-.__ ace...._. _.—... ._..._—_..—..__..._-__.._.^�—._._ of Ssmler xmua�NaCY.Y Aq Ea frNW 49M lemaaa.wzfam aY61YA9 n { ^- -_'3e oNx/4lJ,•---r1a MY commis on expires 6.F�lcdr en d -'•_ �i STATE OF OREGON, >,• --• --- County of�---- Ii --._•----•—'--- I cortify that the within instrument was received for record on the19 d of at 'i — —• and recorded in !i ---- .I book/reel/volume No on page ownl«4 Nw r ua..N arAas a�aNVsv and/or as fee/tile/irotru- aN..,„aaYS wlw,l Y Mw.ua..,.ar4 sacesoaN•o use went/microfilm/reception No li --••-•••-^- Record of Deeds of said County. W and creel of , ___�_ -•— itnaaa my hand County affixed. Nl l o 4I Ie IN...,A,N�Dal, .-�.._...__._.-_-•-_-..-._._--...-_ _ NAY{ TnL[ BY Deputy STATE OF OREGON COUNTY OF JACKSON This in ment was acknowledged before me on a (� /2 99 7 by ® OFFICIAL SEAL I Notary Public fo regon YlENDI GREB NOTARY PUBLIC OREGON COhiidL:SION No 055197 MY COMMISSION EXPIRES JULY 1 2000 k*ftomnz9sfbn e ires FORM N..17—AO070WIXIMMENT. STATE OF OREGON, SM«u•Nm law WhliAkp W. 92 Nt 3 Ma- OR 9 F O 1971 Ss. County Of_.__`.i_^�"-'w.,+��•------•-- BE IT REMEMBERED, That on this day of before me, the undersigned, a Notary Public in and for the State of Oregon, Personally appeared the within named._..__.__. _....__. ._--czK d__.......L�3t�i ....._.._.....-..-------- --_- known to me to be the identical individual.:5 described in and who executed the within instrument and acknowledged tome that_.�...r�=t's�-•---•-- executed the same freely and voluntarily. IN TESTIMONY WHEREOF,I have hereunto set my hand and affixed OFMCUILSEAL my official seal the day and year last above written. LAURA W FLYNN NOTARY PUSLIC•ORE00N —_ COMMISSIONNO.048045 '---'Xn=ussion Not Publiyg for Oregon MY COMMLSStiON EXPIRES OCT.23,1988 My xpires Name of Transaction: Quit Claim Deed Grantor: City of Ashland, Oregon Grantees: Robert B. Reinholdt and Margaret H. Reinholdt Return Document to: Barbara Christensen, City Recorder, 20 East Main, Ashland, OR 97520 True and Actual Consideration: $1.00 Send Tax Statements to: Not Applicable. QUITCLAIM DEED City of Ashland, Oregon, Grantor, releases and quitclaims to Robert B. Reinholdt and Margaret H. Reinholdt, Grantees, all right, title and interest in and to the following described real property: See the attached Exhibit A. The true consideration for this conveyance is $1.00 plus other property or value is a part of the consideration. THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 30.930. Dated this day of , 1998• Catherine M. Shaw, Mayor Barbara Christensen, City Recorder State of Oregon County of Jackson This instrument was acknowledged before me on 1998, by Catherine M. Shaw as Mayor of the City of Ashland, Oregon, and by Barbara Christensen as Recorder of the City of Ashland, Oregon. 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The City Attorney has utilized the model ordinances provided to the City and has developed these draft ordinances. They are attached to this memo for your information. At that meeting, Staff expressed a concern that the proposals in the PM 10 State Implementation Plan (SIP) for the Air Quality Maintenance Area (AQMA) did not address all of the relevant issues and could be strengthened in a number of areas. We feel we should specifically express the items we think should be added to the SIP to make it clear what our concerns are and how the SIP should address them. A draft letter has been attached to this memo which attempts to do this. We also indicated we would discuss implementation of the new ordinances and recommend how best to approach these issues. IMPLEMENTATION OF ORDINANCES Trackout -The trackout ordinance is quite straight forward and relatively easy to implement. We currently have a trackout ordinance on the books but the proposed one follows the model ordinance format and is more comprehensive than our existing one. Currently, the ordinance is enforced by our Code Compliance Officer. He attends all pre-construction conferences and notifies developers of trackout requirements. In discussing this, we feel that in addition to our current enforcement efforts, we will develop a handout on trackout that will be attached to all building permits and also put trackout issues and requirements in a periodic contractor newsletter which is currently under consideration by the City's Community Development Department. Woodstove Curtailment - Implementation of the woodstove curtailment ordinance is more complicated, however. While we haven't had any "red" or curtailment days in five years, we still must be prepared to enforce the ordinance in the future. Since red days rarely occur, we feel we could work out an enforcement plan with our existing Code Compliance Officer and Conservation Staff, thus not requiring any new staffing. This plan would require a major commitment of time (at least four hours) during red days, but very little staff at other times. If the ordinance is adopted between now and November 1998 which is the beginning of the heating season, the Community Development Department will develop an enforcement plan for curtailment days which establishes adequate enforcement while ensuring efficient use of Code Compliance and Conservation Staff. Exemptions -The City will also need to set up a mechanism for granting exemptions to the curtailment requirements of the proposed ordinance. The ordinance contains three different types of exemptions. There is one for economic need and ACCESS, Inc. in Medford has been certifying these exemptions for all curtailment jurisdictions in the County. It would also be willing to do this for our program. We suggest ACCESS be utilized to do this and the ordinance draft reflects this approach. The second exemption is for homes with wood heating as their sole heating system. We suggest the City's Conservation Division is the appropriate entity to provide this exemption. We will utilize County forms and procedures as a base to design our procedures, but feel we would benefit from providing this exemption at least initially (i.e. the first heating season). The third type of exemption is a temporary exemption for a special need. The draft ordinance delegates this to the City Administrator or designee, which we envision to mean the Conservation Manager, with Conservation Staff support for any field investigation needed to grant this exemption. WOODSToyE REPLACEMENT PROGRAM A successful implementation strategy which provides long term air quality benefits must include a mechanism to replace woodstoves in homes where it is the sole heating source. The draft ordinance is worded to allow a sole source exemption if the household is on a waiting list for a woodstove replacement program. We feel the Conservation Division could efficiently operate such a program and easily integrate it with other offerings we provide which are very closely related to this type of program. One question would be how to fund such an effort. In other jurisdictions, they have relied on Community Development Block Grant (CDBG) funding funneled through the Jackson County Housing Authority. This could also be a viable option here. What we propose is the City track our sole source exemptions during the first heating season to get an idea of the required financial resources needed per year. Then, during next spring's budget process, we will make a request for an allocation of City CDBG funding. At that time, we would work with the Council to determine if the funding request should be proposed as a joint request with Jackson County Housing Authority, or ACCESS, or whether it should be a City request with the program operation handled in-house by the City's Conservation Staff. RENTAL PROPERTY The ordinance contains a provision which requires all rental units must have an alternative heating system, in addition to wood heat, by June 30, 2000. It makes this a responsibility of the property owner. We will need to publicize this requirement well in advance so property owners have as much notice as possible and are not taken by surprise by this requirement. Since it is very difficult to enforce this requirement, it will probably be done via complaint after June 30, 2000. OTHER SIP ISSUES As pointed out earlier, we feel a letter ought to be sent to all appropriate agencies addressing the City's concerns regarding the SIP and how to improve it. That draft letter has been attached to this memo for discussion. We feel after the Council reviews and approves this letter, it ought to move along concurrently with adoption of the two ordinances. STAFF RECOMMENDATION A public hearing has been scheduled on these ordinances for May 190'. Following the hearing, we should respond to any relevant concerns, modify the ordinances if necessary and prepare them for adoption in June. After adoption, Staff will begin working on procedures for granting exemptions and enforcement. The draft letter, with any modifications, will be finalized for the Mayor's signature and forwarded to all appropriate agencies. I will be present at the Council meeting for questions or if other information is needed, but as always, feel free to give me a call at 552-2061 if you wish to discuss this memo or this issue prior to the meeting. Mayor and City Council 3 May 11, 1998 Air Quality Ordinances Memo "DRAFT" ___ -partment of Environmental Quality RE: Medford-Jackson County AQMA PM-10 State Implementation Plan (SIP) Dear Ten years ago, particulate matter (PM10) exceeded the daily health standard of 150 mg/m' with levels above 300 mg/m', and they were also 50% above the annual standard of 50 mg/m3 in both Medford and White City. Mortality rates for diseases associated with smoke pollution in Jackson County were among the highest in Oregon and they were the 11' highest in the ount Much has happened during the last ten years and our collective progress in addressing these issues has been impressive. This great progress is very likely to be reversed if we don't take proactive steps to ensure the new SIP we are developing now includes all the strategies needed to preserve this progress and improve upon the efforts we have made already. As we view the proposals recommended by the advisory committee, there are areas that should be strengthened or enhanced. Here are our suggestions: 1. Industrial Sources - This SIP ought to include a certain date when controls must be placed on the press and cooling vent emissions on major industrial sources. These controls should be in place by 2003 at the latest. Also, the requirement in the existing SIP that requires industrial sources to offset new emissions by reducing emissions from other sources by a 1.2:1 ratio should continue to be included in the new SIP. 2. Heavy Duty Diesels - Locally registered heavy duty diesels should be required to pass the I & M inspection just as light weight diesel vehicles do now. This is already required in California and Washington and should be included in the SIP. 3. Rogue Valley's Transportation Issues - Addressing transportation issues can significantly help improve the valley's air quality. However, they must be implemented in a proactive manner and include all parties who can make a difference. Therefore, we feel strongly the Metropolitan Planning Organization's (MPO) boundaries should be increased to the same boundaries of the AQMA. This would ensure that Ashland, Talent, Eagle Point and Jacksonville are included and thus become voting members of the MPO. Also, we think it is very important that we cap transportation emissions at current levels and do not allow them to increase in the future. This will ensure that transportation will receive the appropriate level of attention and effective transportation strategies will become an integral part of all future air quality efforts. RENTAL PROPERTY The ordinance contains a provision which requires all rental units must have an alternative heating system, in addition to wood heat, by June 30, 2000. It makes this a responsibility of the property owner. We will need to publicize this requirement well in advance so property owners have as much notice as possible and are not taken by surprise by this requirement. Since it is very difficult to enforce this requirement, it will probably be done via complaint after June 30, 2000. OTHER SIP ISSUES As pointed out earlier, we feel a letter ought to be sent to all appropriate agencies addressing the City's concerns regarding the SIP and how to improve it. That draft letter has been attached to this memo for discussion. We feel after the Council reviews and approves this letter, it ought to move along concurrently with adoption of the two ordinances. STAFF RECOMMENDATION A public hearing has been scheduled on these ordinances for May 19th. Following the hearing, we should respond to any relevant concerns, modify the ordinances if necessary and prepare them for adoption in June. After adoption, Staff will begin working on procedures for granting exemptions and enforcement. The draft letter, with any modifications, will be finalized for the Mayor's signature and forwarded to all appropriate agencies. I will be present at the Council meeting for questions or if other information is needed, but as always, feel free to give me a call at 552-2061 if you wish to discuss this memo or this issue prior to the meeting. Mayor and City Council 3 May 11, 1998 Air Quality Ordinances Memo "DP►F " Oregon Department of Environmental Quality RE: Medford-Jackson County AQMA PM-10 State Implementation Plan (SIP) Dear Ten years ago, particulate matter (PM10) exceeded the daily health standard of 150 mg/m3 with levels above 300 mg/m', and they were also 50% above the annual standard of 50 mg/m' in both Medford and White City. Mortality rates for diseases associated with smoke pollution in Jackson County were among the highest in Oregon and they were the 11`s highest in the ount Much has happened during the last ten years and our collective progress in addressing these issues has been impressive. This great progress is very likely to be reversed if we don't take proactive steps to ensure the new SIP we are developing now includes all the strategies needed to preserve this progress and improve upon the efforts we have made already. As we view the proposals recommended by the advisory committee, there are areas that should be strengthened or enhanced. Here are our suggestions: 1. Industrial Sources - This SIP ought to include a certain date when controls must be placed on the press and cooling vent emissions on major industrial sources. These controls should be in place by 2003 at the latest. Also, the requirement in the existing SIP that requires industrial sources to offset new emissions by reducing emissions from other sources by a 1.2:1 ratio should continue to be included in the new SIP. 2. Heavy Duty Diesels - Locally registered heavy duty diesels should be required to pass the I & M inspection just as light weight diesel vehicles do now. This is already required in California and Washington and should be included in the SIP. 3. Rogue Valley's Transportation Issues - Addressing transportation issues can significantly help improve the valley's air quality. However, they must be implemented in a proactive manner and include all parties who can make a difference. Therefore, we feel strongly the Metropolitan Planning Organization's (MPO) boundaries should be increased to the same boundaries of the AQMA. This would ensure that Ashland, Talent, Eagle Point and Jacksonville are included and thus become voting members of the MPO. Also, we think it is very important that we cap transportation emissions at current levels and do not allow them to increase in the future. This will ensure that transportation will receive the appropriate level of attention and effective transportation strategies will become an integral part of all future air quality efforts. As you are aware, the City feels that air quality is a vital issue to the future of our valley, and we feel that by adopting the woodstove curtailment and trackout ordinances as requested, we are demonstrating our resolve to help improve the entire valley's air quality. We offer our suggestions to improve the SIP and transportation planning in the spirit of cooperation and improved air quality. We would like to be part of the solution and are committed to help in this vital issue. Sincerely, Catherine M. Shaw Mayor c: City of Jacksonville City of Medford City of Phoenix City of Eagle Point City of Central Point City of Talent Jackson County ORDINANCE NO. AN ORDINANCE AMENDING ASHLAND MUNICIPAL CODE (AMC) CHAPTER 9.24 AND AMC SECTION 10.30.010 BY INCORPORATING THE PROVISIONS OF THE MODEL WOODHEATING ORDINANCE AND REPEALING ORDINANCE NO. 2555 THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: Annotated to show deletions and additions to the code sections being modified. Deletions are finetl-thrati and additions are tffi W. SECTION 1. Chapter 9.24 of the Ashland Municipal Code is amended to read as follows: Chapter 9.24 R7 . g OPACITY LIMITATIONS Sections: 9.24.010 Definitions. 9.24.020 f'rehi bit iert aaW vt 5 a11t p�u 1ea i y e n tnf/ & ll�l,F",yl c.� ,r y 9 24 030 PertaftytlltfL � gVt4WG'f�5t4 a 4tt1 q I 2,i �t i�Nf ne als1 9.24.010 Definitions. For the purposes of this Chapter, the following definitions are hereby adapted P Y {4 . "Residential Soled Fuel Burning Bevieee" rneens-any fiFepleee, fireplaw insert, wood stove, wood burning heater, wood fired beiler, eeal-fired fufnaee, coal stove, or similar deviee buming any selid fuel used per hetiF 4 v.'y '<S�a,?�...'JP.1..: 'j '..2Y'.%.B"ff �..%'Sxa,. i .3:: . G.s/ � 9/ i� �; f'/. .lit Mnt �] '*l.�J"yjCll3�18 1 i� ➢j" �y ° N'Gl pfim' sloYy9 �IYTA IYy'NOGi"fy :hG fh 'Jac CSd' any. !� tttli9t'iti� bi3 � rt § b th B. "Opacity" means a measuremeni of visible emissions defined as the Page 1 —ANNOTATED ORDINANCE (c:wnULwROmioodneat.ano.ano) ':i?y'S.`i!:�u.:%.':P!F:W.'dt:]'.:..::.�.a:•."i.:H�:u^XOR:�.°..i::7�.'O�xfe`:a'.+ SH' � /Q: k`:J'.'%:$i. #�syuFttetr��rt�tt�sa � �asvfitc���aetk���e'� £� f�rf ,�fie c /£ -££ ���n gb/3' x �'/ k,�h w,si/fuac•z r� r...sF"�fh.?r^ ire �, yy�GF£ '� cE/� 9'�-/�£ rs.nsrt�t tart fi� �d r £zr f i � r c�na3 �r39#ket g & tbtr$ �'l...,3sGtl es . mrttlisrae wum � ��� If•�:'R,� N.YIND.y^ MIMI W . sn 9 Vff islififir No ng 9.24.020. Page 2 —ANNOTATED ORDINANCE (GAPAWORDWoodheat.ano.ano) grest ter 41han "e" epee YOWN.".::o d- Y T 'u �kh;€ssiar€€s Ys�'#edus tie ar�a�r`tt of r� �t�: tlu�h�an�`�sulta�fg"frt€ A it�t)a14 tae �iawt'ut frr�`any;r)ew or�as�ci svl)��f€.uai fiteaf)ng.�a�€€ce t��� ).esx ���u��atit5ra �Eif°##�a`D��!:�ti� � t€i��H�ri �3�u�1�rr►��rid f�En�nr�er�at+L�ca�i€ky 1? ��a�Ymtss€csrtisndar±d��rrr u..::. a :r <eSry r ah y x rA' dx•.o"y cr fr w�✓ar/i 4ri> ot�UA€ern l sc � tnsre€ er e ivies. �''g$• leP viav a w{j „va s ✓ Pte" m lA A ......v spec•.+r €eb€ arrArs #W.-gicrca€uir� r $'dl %y rl 't?,' shs' a�'aPc l� �A ea �.a v7' • �w A F a.'qf 9 APPx .kY x p a l$c A` :4'»' /.® • l � �'9,G°b"',m s, as��J{{ySAA',�f {. y.' .QS.$ �` Pa x3x°i' .4a' y'�.&^A✓� a.&rl3 vf, ,{ .k.A'. �rt .......... tlae����.�ca K? 8n �f��ts€ tis�rpvt€itrn}f^ €a p' R A'' (a.6°'°��Ci`FNa59f 3"�/GS'�(` • 'Xd le'VLxr A4':�'W�4 495'W�'•If�MA dw"A fN lI 1W A t!6 9,... s.a1 ' ` ans��trt�ta(axrah du vr';•,�.n ``��x{m�x.%g�'a9,�x ///rt's`,'9a?f.:.�..': ����yyl ,�. .�_ .'3 / oft :1 __ : t .:of< f„%,. i,^,.'..«�„/.A�.l.e `S . 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W ill Page 4—ANNOTATED ORDINANCE (G:WAUL%0RDWmWhevt.ano.am) prc)geam gu�deltnes or ) the absence of such a pyragram when t.e tread of the househoid�an shc5w'#hat the#act)i1y )nccy�e �s lass#i�an 8`p"ib afth� ttii�d�a�r� ut�c►me'least far,#Cte Medfo #r�eustpol)#fin are as ss#atal)shsd ley tl��Fed�rai�?�p�r#r�e�f oaf Hauslhg and tJ�t �7� Cc��ant �s 33 spa"a�1 l�aedf.�tpan a sttc�iu�of,s>�ec�'#hied, ss r��t�fatd by the°r# adm7sia#prsor designee;a# tr"y ?af yrrifon"icy k grantedauthor►z)ngthc btunrng of a sot[d1U�et tam ttr►g dev)ce t#v�ifhtndin " ed�n J �4y/t}A€?54 's'� pt�al iced"'fail tnct€�da E t ip t 2l� tt #u at �cr�is£ fiei� �atns a 'ref fr l h,Rf ors s#ems 1s fnapetlet�( rtl�art##srsE#g the;cser olroetatarza �l y,• � 5 •'nu.!.,, ..wM,v,.r{.H„ :#9K'£!.:F e:<vvM:°%"'b.Y,%:£Fy,5u<F£:.F•n...;a,O:Y6:'v:�..wF:W:,F,.F��.,.n'G.:F`�:y;.w�F^un..5:£"H:4,'a„�k£y�r�,„ £ ' t sl�dlt'��t�ttl�Wful fore pe,rs��t#tt t�t.�s,�a�altr�w ab E r 5 Y v laa a+' a H•S, Y v,o- 5x fi 5 h/l5 // t��'a#ec#�at�r` #� bb'��rxgr�d€ict�5£a�rt�al�t r�s� a�r���ru, �r=k�rQg�t�bj�,r�iat#ee �. xe%fi r5 A '`x''' rY3'.j5 k�' a�y$;v35^'.71 x u 5 kY.�✓9'S 3 've' SE am r � s '� w n A,Z fiat, . ,' m : 44.. Pennit . Any person violating or causing the violation of any of the provisi s of this hapter shall be punishable as prescribed in Section 1.08.020 of the Ashland al Code. (Passed by voters November 6, 1990; wording from Resolution. 9044, Sept., 1990) SECTION 2. Section 10.30.010 is amended to read: 10 30 010 Outdoor end4ndeer-Burning Restricted. A. No person shall start or maintain any outdoor fire except as authorized in this chapter. B. No person in charge shall cause or knowingly allow any outdoor fire to be started or maintained on any part of such premises, except as authorized in this chapter. C. Except for religious fires, any outdoor fire authorized in this chapter shall only be used to bum woody debris such as limbs or branches. No person shall start or maintain any outdoor fire authorized in this chapter in a barrel. D. No person she” burn indeers a y garbage-, plestie,-sty—9- TWIM- naxioasrtnateriaF --;= No person shall start or maintain any campfire except as provided in this chapter. It is an affirmative defense to a prosecution of any charge under this subsection that the campfire was authorized by the person in charge. Page 5-ANNOTATED ORDINANCE (c:WAUL%0RDWmodheat.ano.ano) SECTION 3. Ordinance No. 2555 is repealed. (Note: Ordinance No. 2555 was adopted on February 8, 1990, but was not made a part of any specified chapter or section of the Ashland Municipal Code.) 9_EF4Nff4GNG. As used in this Seetion! useable �dfb-r the interaof of a bu, di, 9, and , without "m nature,eembunation fue' furnaee or boilers used for spsee heating whieh eon burn solid fuel, or person to eause or allow any of'the 10ilowing Materials to be burned in a solid fuel 14 1 -72T--1 feateo (7) as'a petroleum precluets; T-Ieh[.a. GEASGNEB WOGD, it she!! be unlawful to sell, adv�-�ise-or deliver wood a-s "-se-aso-ned-or-tky-wood unless the wood has a Moisture , less. A =L1 A~ nerson, firm or eorperation, whether --9 a pririe-il-al, agent, employee erethe se, or the vielation Nation for eseh and every day during whieh any violation of this 6eetion *9 Committed or eentinued by sueh person, 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 11998, Page 6-ANNOTATED ORDINANCE (c:1PAWORDWoodheat.ano.eno) and duly PASSED and ADOPTED this _ day of 1998. Barbara M. Christensen, City Recorder SIGNED and APPROVED this _ day of , 1998. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney Page 7 —ANNOTATED ORDINANCE (c:1PAUUORDWwoodheat.ano.ano) ORDINANCE NO. AN ORDINANCE AMENDING SECTION 9.08.060.J OF THE ASHLAND MUNICIPAL CODE RELATING TO TRACKOUT RESTRICTIONS THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: Annotated to show deletions and additions to the..code sections being modified. Deletions are fW ed4hreagh and additions are SE a . SECTION 1. Section 9.08.060.J of the Ashland Municipal Code is amended to read: 9 08 060 Nuisances Affecting the Public Health_ No person shall cause, or permit on property under their ownership or control, a nuisance affecting public health. The following are nuisances affecting the public health and may be abated as provided in this chapter: J. Dust and Trackout' No person shall trackout mud, dirt, or other debris from private or public lands onto paved public roads without taking reasonable precautions to prevent ud C3�YkOr9d8b iSfrom becoming airborne cu�tNaSblrt ofif#hs site These precautions shall include prompt removal of such material from the.paved road.surfacessaitd sithfokler;. y ,;,u ire...0 ..rts�ncEuduag of no .€ ecessartty lirruted.to,the mnd�trons lasfed below. The City may require the imposition of building permit conditions for the prevention of trackout. Conditions imposed may include, but are not limited to the following: 1. The posting of a bond sufficient to assure available funds for roadway cleanup by the City if the contractor or permittee is negligent in cleanup of adjacent public roadways. 2. Street sweeping, vacuuming or other means of removing trackout material from public roadways. 3. Installation of wheel washers at exits of major construction sites. 4. Use of temporary or permanent barricades to keep traffic off unpaved areas. 5. Require graveling of access roads on site. 6. Limit the use of public roadways by vehicles. 7. Issue stop work order if trackout_occurs and is not promptly,corrected. A�r(tlatCnn+af a.stc�p ward�rcie��ha(t b�c;�ri$Itf�i'�cl a�yit�lattitt�.ot"�915 secfton ,A stop work�rde€rssuedpursuant to this section sha11 be.poster� at�t3&}ht�rk;sltB.�r�ci tl��rvsCedpsrt��an�Ily„„4Cby,C��Eit<�d il,ft?�n��llkgetl y�alatQ'” Page 1 -ANNOTATED ORDINANCE (G:PAUL%ORDVraokout.ano.ano) 8 For access tc properEy, pav(ng:of the entry way or drjv�way fir its entire 1en�th or a drstanea of 5t?feet,whichever)s shortei 9 Applic�t(an ate[m�tnten�nae cif�ppraued dust suppress�t�s. 4C1 Temp©Cary sediment tenr�s nr gtraw,6�te sedmertt,k�arrrers: 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 , 1998, and duly PASSED and ADOPTED this day of ' 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 1998• Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney Page 2 —ANNOTATED ORDINANCE (GAPAWORDVrackout.ano.ano) CITY OF ASHLAND �L Administration EGO a MEMORANDUM DATE: May 15, 1998 TO: Honorable Mayor and Council FROM: Mike Freeman, City Administrator RE: Year 2000 Computer Update As the Council is aware,the Year 2000 may pose a number of unique challenges to the City's technological infrastructure. Our typical computer systems(personal computers) are not the only things vulnerable to the problems associated with the Year 2000. Any device which has embedded logic and/or time sensitive controls could be at risk. These type of devices are contained in switches and other control systems, along with PC's. Also,the City currently utilizes a number of computer programs which may not be Year 2000 compliant. These programs will need to be modified or replaced during the next year. We expect to be prepared and do not anticipate problems associated with the Year 2000. However, in order to ensure that we are poised to deal with this issue the City will be doing an extensive inventory of all of the critical systems and, as a fin then insurance, we will engage the assistance of a consulting firm, with proper technical expertise, to advise the City in this area(we are currently soliciting proposals for this assistance). One of the services typically identified as vulnerable are electric utilities. Our.Electric Department has started a process of reviewing all of their systems for potential problem areas, along with requiring suppliers to certify that their equipment,which contains embedded systems, are the Year 2000 compliant(see attached). As this process proceeds we will continue to keep the Council informed. Our goal is to have little, if any, disruption with the beginning of the new millennium. Attach:Memo dated May 14, 1998 05/14/98 THU 15:04 FAX 541 488 5920 ASHLAND SVC CTR QG2 d CITY OF'_~ASHLAND CITY HALL DEPARTMENtWi.ELECTRIC UTILmES ASHLAND.OREGON 87520 90 N,I'jJ 'In Avenue telephone(code 541)482-3211 A40Qd;3DR 97520 (541)48845}^(541)488-5320 o !i z MEMORANDUM DATE: May 14, 1998 TO: Mike Freeman, City Administrator Greg Scoles, Assistant City Administrator FROM: Peter V. Lovrovich, Director of Electric Utilities RE: Year 2000 Computer Date Change Enclosed, see the upcoming meeting in Portland regarding the year 2000 computer date change, hosted by Northwest Public Power Association. I will be attending this meeting in order to help identify and resolve any future problems or concerns relating to our electric facilities, surrounding the year 2000. In addition, I've been in contact with the Bonneville Power Administration and have received information regarding their program to address this issue. We have also sent out letters to our electrical equipment vendors, of which contain date sensitive processors, in order to receive documentation regarding possible problems in the year 2000. Please advise if we need to pursue further action. Peter V. Lovrovielz� t/ Director of Electric Utilities ---- ------- ........... uuc { :02 PROM- T-238 P.02 F-825 NNMNorthwest Public Power Association Year 2000 Computer Date Change Risk and Opportunities for Utilities Join NVi'PPA June 19, 1998 in Portland, Oregon Who Should Attend to explain tho Y2K date change This workshop is appropriate for those individuals who muss deal wirh d why u could be a stxious customers,vendors,other employees, and govetntacotal agencies Interested for the busmess comnnmity. in idcntdfy—the impacts of the rm7tmonm change, ways the Y2K impacts business s,electronic systems and udhty Overview eralioas. Initially,all responstbihly for Y2K compliance was given to MIS ways residential, commercial depar®cnn who focused their attention on mainframe systems,hardware Wrial casromers and government and software_ Now utilities have become more concerned about embedded can be impacted. systems that Inn thou operation- How can they make sure they would be what millennium compliance able to generate,ttansmtt and deliver ckcRmrp how Y2K can create added T.xc next sreP is to look extemally m evaluate how the Y2K readiness of r value and business eustmam,vendors and busmmess partners will impact the uuhty and its Atiat for your mility_ customers. Team about the operational,legal,financial and business issues the real Y2K risks to the utility brought about by technology and the new millennium. community.Microprocessor Workvha Schedule :cad icroprocessor as well as Cheer in 3s from 8:00 a m to 8:30 a.m. The wo d systems issues. rkshop will begin at 8:30 am.and end by 4:30 p.m Lunch,along with morning and afternoon ation&Hotel Information: breaks,will be provided. =Ott rPorr gray Diseusslon Leader 97220 Retdua Crowley ) The Clowlcy,aroup $86.00 Single or Double Kirkland,wasbm cm lions before 615198 : register: On-line at bjW:ffMM nH rpa-o=or fill out this form and fax back to us ar 360)254-5731 or mail to:NWPPA a P-O-Box 4576•Vancouver,WA-99662-0576 :tld Me to register for the: Year 2000 Contploer Aare Change, in pordand, Oregon Registration Fees- ❑ESM Rate-$170 'any ❑Member Rate-5340 s3 O Non-McMber Rats-$500 St_Zip Fax (]Check enclosed Please bill Ifyou have any yycstions or would like more Information about the class above,call Charlie Roe arc (369)25a 0109•(503)289.9dtt or send voor oneR(ee.ro nu.e�„tt...-.t..,.t..✓,r...,..,,..,,... :03 FROM- T-298 P.03 F-825 Northwest Public Power Association Year 2000 Computer Date Change Risks and Opportunities for Utilities Workshop Wormation and Schedule his Workshop is to IF What arc they? Rural Urtaiucs Cooperative Iroader!ssaes • Wbere are they) Finance Corporation the Year 2000 date • So wbaY+ Battl:tag and f Handal ry affecr wilky • What arc the Y2K soluacus? perspecni ea of 1270 vuere reveirae,she • What axe utilities doing to • TBD-Major Power ind relarlanships with resolve internal millennium Customer J other stakeholders. issues? Costs,rime and • Plaamimg,inventory procedures to become FevrRoletntheY2K assessment fix,replace, Mcomphant _rowley, The Crozrley and test. • Business Systems Interactive Group F'ses (customer sc v,ce, Idend ying the issues for red to educate and billing,materials specific customer groups? n managers and mamgcmc= • Retailers ryces about Y2K issues. Purchasing) • Food Ptocessm ding tools for protecting • plant control systems, • Manufacnring :ustomers,community field devices,data • Coum=ttom and corker share m lighr of acquisition buflftg ulanoa mergers sad Business siruatiam overview • Government sitions(Wbat would Suppiters and vendors Agriculture n if the lights went • Susimcss tssucc and Educauou/Schools mvesanents . Residential needed ro mainmin • Cperamons'processes and • Low income cuswmcrs 'eviceme stream dune; systems • Olhas .ange is millennium Customer and sales What opportunities does ling community channels Y2K offer 64 wility? ship duriag die Y2K Oppommides for Leadashrp 20U Panel DiseneSietf Sacngtbts of the Utility srandmg the steps Brim Farumasu-Y2K Contingency plans d to reduce potential Commmnnity relations Project Manager.BPA lability for your utility. • �etmg are the real issues? Operations Traasmissien . Comm mrcarions n11 Y2K affect yaw and Power Systems your community and • BPA'r rwsr tip-rodgre Development of individual ustomers? Y2K experience and acdon and mutinger.ry plans is mullennium approach for your utility iance? John Savirt-Armney, Acs of the YZK Perltms Core,Seattle CEII Credits m lflhar yor Aced m/mow to This course provides.50 CEU's ices the Probleza etost? prorecryourarzlfry John Rogers-Regtonal (Connnumg Education Unit)W each zmry participam who Successfully rreur use Vice President,National completes the program. 7roccssor impacts GRANT APPLICATION GUIDELINES Please review the following information prior to filling out the application form: I. CONSTRUCTION PROJECTS ON LOCAL STREETS OR ROADS • Projects should: • serve an important corridor, • link up elements of a system, • have a high potential usage, • remove a barrier to cycling or walking, • be designed to high standards . (Please use the enclosed SELECTION CRITERIA FOR BICYCLE & PEDESTRIAN PROJECTS to evaluate your proposal [FYI, no need to return]) • The State contribution will be limited to 80 percent of the total cost, up to $100,000, whichever is less (i.e. on projects with a total cost of over $125,000, applicants will be responsible for all costs above $100,000). • A city and a county may apply for a joint project if the project runs through both jurisdictions; each may apply for a grant, for a total eligibility of$200,000. • Cost estimates must be fairly accurate, as grants will be limited to 80% of estimate. Please do not estimate too high, as benefit/cost ratio is a ranking criterion. • The project must lie within road or street rights-of-way. Projects in parks or greenways or on abandoned rail lines are not eligible. • Projects must follow current design standards (see OBPP, pages 65-169). • Jurisdictions may submit only one application; cities with a population greater than 100,000 may submit one pedestrian and one bicycle project application. II. BICYCLE MAPS • Grants will only be considered for cities that have at least 50% of their major streets "bicycle-friendly," or counties with roads that are mostly suitable for bicycling. • The State contribution will be limited to 50 percent of the total cost, or a maximum of $10,000, whichever is less. • Cities should develop 'Bicycle Commuter Maps" to assist and encourage travel by bicycle. Counties should develop 'Bicycling Guides" indicating the conditions on existing roads for bicycling. Cities and counties are encouraged to cooperate to produce maps with major cities on one side, and the surrounding county or counties on the other. Neighboring counties may develop area maps jointly. • The applicant must agree to follow the uniform mapping guidelines outlined in pages 165-168 of the OBPP. III. CRITERIA APPLICABLE TO BOTH • The first half of the grant amount will be available July 1, 1998. • Construction or design (or preliminary map work) must begin before March 31, 1999. • Project plans (or map drafts) must be submitted to ODOT for concurrence prior to construction (or printing of maps). • Project should be completed within one year of initiation (two years for maps). • The second half of the grant will be available upon completion and inspection of the project (final printing of maps). APPLCGDL.DOC 1. APPLICATION FOR BICYCLE OR PEDESTRIAN FACILITY GRANT (Local Streets) Applicant (City or County) City of Ashland , Public Works Date—,Q4197 Contact Person Title Administrative Asst Public Works Dept . Address 20 E . Main St . Ashland , OR 97520 Telephone (541) 488-5587 1. Twe of facility: Shoulder Bikeway— Bike Lanes _ Multi-Use Path_ Sidewalk X Intersection Improvement_ Pedestrian Crossing Improvement X Other Traffic Calming 2. Length (where applicable): 3 121 . 63 l . f . $ 147 , 684 . 00 3. Estimate of total cost: (Has an engineer prepared this estimate? If so, please include with application) 4.a Is project part of a locally adopted transportation plan? jes . 4.b Include an 8%2' by 11'/=" map showing the location of the project and where it fits in the community; indicate existing or planned facilities within reasonable walking or biking distance of the project (see page 167 of the Oregon Bicycle and Pedestrian Plan for an example of coding to be used, as well as approximate scale). 5. Define the problem. Describe how the proposal solves the problem; include information describing current conditions, the need for the project and how the project will improve the situation: There is no continuous sidewalk on this long section of Oak Street. The north Ashland neighborhood and Briscoe Grade School need an accessible pedestrian link with the employment district,downtown commercial area and HVTD transit stops. Also,the regional greenway,to be connected to Ashland in 1998,needs a pedestrian link to the community. Joggers,walkers, bicycles,cars and trucks intermix on this street which is the second of only two accesses to Ashland from the north. Adding a sidewalk and raised crosswalks will create safe pedestrian access on this residential major collector with existing curb and gutters. The five foot sidewalk will intertie the Bear Creek Greenway and Central Ashland Multi-modal Trail. Placing the sidewalk on the west side of Oak Street preserves the mature oaks on the east side,the'rural feeling',and soft surface of the dirt pedestrian path. Pedestrian job commutes and disabled access will be Improved for the north Ashland neighborhood. Further,the raised pedestrian crossing at Nevada Street,near the City Limits,will create a gateway from the rural 45 MPH section of the road just to the north to the urban residential area. Other raised crossings will reinforce the importance of allowing pedestrians-especially schoolchildren-the right of way. 6.a What is the approximate current daily usage by bicyclists and pedestrians? 200 6.b How many daily bike or walking trips do you anticipate? 500+ 6.c What is the average population density within 1/2 mile of the project (if known)? Appx I n/ac . (Low due to Ashland & Bear Cr , flood lainsnearb� 6.d What s the land use zoning within 1/2 mile of the project Pplease show o ap)? R-1-5-P 6.e. Who will primarily be served by this project (e.g. school children, seniors, disabled, recreation riders, etc.). dren • elderl ; disabled ; pedestrian commuters 7.a What is the daily motor vehicle count (ADT)? 3 9 28 7.b What is the average running speed of traffic? 72 MPH 7.c Are there any other factors that act as a deterrent to bicycling or walking on this roadway? Describe: Neighborhood perception of high traffic speeds and volumes due to Oak Street being the second of only two vehicle routes into Ashland from the north. Parental fears of children crossing the street . APPLCPRJ.DOC Page 1 of 3 I 8. Draw a typical cross-section of existing roadway (or a diagram-of intersection or pedestrian treatment) and proposed solution; include width, surfacing, base design and other outstanding feature: - �l ! o, 1�, Pvf. v>Jsc>f� Trw� y,.li�: -ROB wl Tra% 1 1 • �_.� .xG.�sie.,.y. Trrl�rs•J . . �xkr^, Tr>�( L>nG }ra.'a! L>� 7xk:...t P>.`Y.rs>J S��cJaik t. . 9. Will the proj.ec. t accommodate both pedestrians and bicyclists? Yes X No If not, is the other mode provided for, or will it be? Describe: (Design will enhance on-street bicycle use by controlling. traffic speeds and reducing conflicts with pedestrians . ) 10. Does the proposed facility provide a link to transit or park-and-ride facilities? Yes X No_If yes, describe: This will create the first continuous sidewalk link from the Oak Street neighborhood to the RVTD bus stop on Lithia Way. There is also no continuous link from Helman Grade School and the Quiet Village Subdivision. This project enhances the pedestrian connectivity to that neighborhood . 11. Is the proposed project to be included in a larger project? Yes_ No x Projects that add sidewalks or bikeways as part of road construction or reconstruction are ineligible. If the project ties-in to otherwork, such as utility work,-describe project,-time line and funding sources: dPPLCPRJ.DOC Page 2 of 3 ESTIMATE TRAFFIC CALMING FACILITIES SIDEWALK CONSTRUCTION (Revised 04/24/96) OAK STREET BETWEEN HERSEY & NEVADA STREETS Item No. Description Units Unit Price Amount 1 Site Work and Mobilization Lump Sum $8,000.00 $8,000.00 2 Curb Removal 350 LF $4.00 $1,400.00 3 Concrete Curb & Gutter 400 LF $8.00 $3,200.00 4 Asphalt Grinding 1,250 SF $1.50 $1,875.00 5 Saw-cut Asphalt 420 LF $1.00 $420.00 6 Asphalt Paving 150 Tons $48.00 $7,200.00 7 Sidewalk Construction 6" Thick 1200 SF $8.00 $9,600.00 8 Sidewalk Construction 4" Thick 15,000 SF $3.00 $45,000.00 9 Apron Construction 6" Thick 2,200 SF $8.00 $17,600.00 10 Pavement Marking 500 SF $0.50 $250.00 11 Asphalt Removal 8,000 SF $1.00 $8,000.00 12 Imported Top Soil 20 CY $15.00 $300.00 13 Crushed Rock Sidewalk Base 200 CY $12.00 $2,400.00 14 Type 'C' Curb 370 LF $7.50 $2,775.00 15 Excavation 300 CY $20.00 $6,000.00 16 Curb Inlet 4 Ea $700.00 $2,800.00 17 12-inch Storm Drain 100 LF $22.00 $2.200.00 18 Reconstruct Existing Catch Basin 4 Ea $800.00 $3.200.00 19 Adjust Manhole 1 Ea $350.00 $350.00 20 Adjust Water Valve Box 2 Ea $250.00 E$5500.00 TOTAL ,070.00 Administration & Engineering Costs $24,614.00 TOTAL $147,684.00 _ HZVADA STItM3T 0 ---------------- Ef SEI is ZO 7 b .................I ............ ............ J. ..................... ...... ........... ................... ............................ 165 --------------- In 0AILAWN AVL ................................ .......... 99L PLACg .1............... 91 ---------------- -------------------- 0 LI ............ ................... .............................. 1- --------------------L------------- .................. .............. ----------------------------- ----------------------- -- -- --- --- 41 .................. ........ ........... ------- 167: —------------------------- 7c 164 .................................... 1381 ... .. ............... A# ............. ........................... 045 ----------- A ---------- ............ 1................................ ------ ............................................. ...........- --------------------- .......................... 141 151 151 139 163 MMwv OflonLow 119 f2l 123 125 127 129 1 A b 11 ,I I i 77 CITY OF ASHLAND Department of Public Works +'OF Ash Administration/Director's Office MEMORANDUM OREGON`, DATE: May 13, 1998 TO: Honorable Mayor and City Council Members FROM: Paula C. Brown, Public Works Director/City Engineer\LV RE: OAK STREET PEDESTRIAN ACCESS AND TRAFFIC CALMING PROJECT- FINAL APPROVAL AND FINANCING OPTION Background City staff has been working with the neighbors on Oak Street for the past four years, discussing various traffic safety and pedestrian access issues. Several options have been discussed during this time to address the primary concerns of correcting and improving safe pedestrian access and street crossings, and to help attain appropriate posted traffic speeds of 25 miles per hour along Oak Street. Adopting and implementing various traffic calming measures will address these issues. As staff was working toward and completing final design options with the Oak Street neighbors, Council requested staff also hold a public meeting to discuss the proposed plan with the community. This meeting was advertised in the local papers and notices were sent to Oak Street residents and council members. The meeting was held on April 29'and approximately 35 people were in attendance. The majority of the people that attended were Oak Street neighbors, however,there were others in attendance. The primary concerns raised in this meeting were with compatibility of bicycle use, the overall safety and effectiveness of the proposed traffic calming facilities and the possibility of traffic being funneled to other neighborhood streets. Staff explained the classification of Oak Street with regard to bicycle use,and further explained the nature of traffic calming with respect to slowing speeds, not eliminating or reducing traffic volumes. There is a possibility of traffic moving on to either Heiman Street or Laurel Street as a result of implementing slower speeds and the traffic calming project. However,significant increases in traffic volumes on either Heiman or Laurel are not likely as this would be a deviation of the shortest traffic route and generally people will not chose this option. We will monitor both Heiman and Laurel Streets to observe if there are increased speeds or traffic volumes as a result of the Oak Street project. The outcome of the public meeting on the 29'was positive and the final design was accepted. Status/Classification of Oak Street Oak Street has been designated an"Avenue"(major collector). It carries an average of 3900 trips per day. The Comprehensive Plan designates this street as a shared facility, meaning that it is expected that bicycle traffic will share the travel lane, and is therefore not required to have separate striped or otherwise specifically designated bike lanes. Financing Options Throughout the project planning process, the residents on Oak Street have discussed various funding mechanisms. The initial financing was to be completed through an LID,with the possibility of a sidewalk credit of 25%up to a maximum City participation of$30,000. A mandatory LID for all of the neighbors has GAPAULMOAKST-FINAL 1 never been popular. There was discussion of having the City participate further through the arterial sidewalk fund. Last September(1997), City staff applied for and received an Oregon Department of Transportation (ODOT)Bicycle and Pedestrian Facility Grant. This grant is for Fiscal Year 1999,beginning in July 1998. It requires a 20%local match with a cap of$100,000 available from ODOT grant funds. The current project cost estimate is just over $145,700 (attached) thereby requiring $45,700 from funds other than ODOT funding/Upon approval of the grant,the neighbors determined that a LID was no longer an option and that they wotO seek voluntary pledges for additional financing. The neighbors have received nearly$20,000 in voluntary pledges to support funding for this project. There has been discussion regarding the split for the match dollars. The following four options for the estimated $45,700 difference are presented for your consideration: 1) The entire $45,700 difference in costs come from the Oak Street neighbors through either a donation program or the creation of a LID for sidewalks and traffic calming. The neighborhood has raised under$20,000 in pledges for this project. It is unsure,but somewhat unlikely,whether or not there is enough additional support to raise another $25,700 to $26,000. That would necessitate the need for a mandatory LID in that area. The possibility of a full "mandatory"LID has not been favorably received by the neighbors. 2) The City and the neighbors equally split the $45,700 cost differential; $22,850 from each "side".. We have received clarification that a"soft"match of staff design and administrative efforts for the project can be included in the match requirements for ODOT. The engineering and administration costs are estimated at $13,250 and the remaining City portion of the funds (approximately $9,600) could be appropriated from the arterial street fund or sidewalk fund. As stated above, the neighborhood has received under $20,000 in pledges for the project. The likelihood of raising up to an additional $3,000 to meet their half of the split is an attainable goal. 3) The City and the neighbors proportionally split the $45,700 cost differential; the City could provide a"soft"match of approximately$13,250 for engineering and administration services,with the balance of $32,450 to be provided by the neighborhood. With the collected $20,000 in pledges, this would require an additional $12,450 be raised by the neighborhood. 4) The City could pick up the entire$45,700 from the arterial street fund and/or sidewalk funds. Final Steps ODOT must approve the final design. If everything continues smoothly, it is anticipated that construction could commence as early as September 1998. Recommendation This project has been developed with significant neighborhood input and traffic engineering considerations for the past several years. Staff has completed a rather extensive series of design options and could complete the final engineering and manage the construction effort. As such, it is recommended that the Council consider option#3,having the City contribute the costs of the"soft"(in- kind)match for engineering and administration as their share,and the neighborhood pay the remaining estimated portion(or proportionate share of final costs). Consideration of obtaining a grant was not a factor in early financing options. It is recommended that the City Council approve the final design for the Oak Street Project (attached) and submit the same to ODOT for their final approval. It is also recommended that the Council select financing option #3 and direct staff to proceed with final construction specifications and a request for proposals for construction. GAPAULMOAKST-FINAL 2 ESTIMATE FOR OAK STREET PEDESTRIAN & TRAFFIC CALMING PROJECT by CITY OF ASHLAND, ENGINEERING DIVISION APRIL 27, 1998 ITEM DESCRIPTION UNITS UNIT AMOUNT NO. PRICE Lump Sum S10,000.00 510,000.00 I Site work and mobilization P 2 Excavation 350 cy $20.00 $7,000.00 200 cy 515.00 S3,000.00 3 3/4" -0"Crushed Rock 4 Top soil 100 cy $20.00 52,000.00 5 Concrete curb&gutter 100 LF S7.00 S700.00 6 Concrete walk 4" [hick 12,000 SF 53.50 $42,000.00 7 Concrete walk,6" thick 4,400 SF $3.75 516,500.00 8 Reinforced concrete surfacing,8" thick 1,900 SF S8.00 $15,200.00 9 Traffic island construction 3 each $1,000.00 $3,000.00 10 Asphalt paving 40 tons $50.00 $2,000.00 11 Asphalt speed hump 20 tons S80.00 $1,600.00 12 Saw-cut asphalt 450 LF 51.50 $675.00 2,000 SF 51.50 S3,000.00 13 Asphalt removal 14 Concrete curb&gutter removal 50 LF $4.00 5200.00 15 Type C curb 120 LF $10.00 $1,200.00 16 Catch basin 2 each 5700.00 $1,400.00 17 12"storm drain 40 LF $25.00 51,000.00 18 Raised concrete intersection Lump Sum 520,000.00 $20,000.00 19 Asphalt grinding 600 SF $2.00 S1 200.00 20 Removal of concrete surfacing 400 SF $2.00 5800.00 TOTAL CONSTRUCTION S132,475.00 ENGINEERING &ADMINISTRATION S13,250.00 TOTAL PROJECT COST $145,725.00 G:DawtdSucet/Oak St.Estimate for Ped&TC Project.wpd ..............................---. -.. . 1 8 1 A b P41 "WN Z f r3 ---- NEVADA STRMZT !--------------------- 0 7 AAA T ---------------------------- ---------------------------- 4-t ----- ------------- ----------L-------------- -9 ----------------------------------------------------------- --------------------- ---------- j ------------------- ---------- ea 185 ------------------ 1__--------------- ffi 63 ;rp --------------------- -- -------------------------I----------------- ? yo��w AV& OR : 1 � 'RRR ---------------- -------------------- -------------------------- --------------- ------------------ - -- --------------- -- ---- WO JPLA ----------- r 0 ---------------- ---------------- ---!!---------------- -----L ------------- —--------------a ----------------------- I ---------- -------- r iN ------------------------------------ -------------- r -------------------- ----- -------------- --—--------------- I---------- ------------------------------ -------------------- ------------ ------------------------------ ------ - ------------------ -----—---------------------------- ----------------------- --------------- --------------------------------------- ----------- ------------------------------------ ----—-----—------ -------- ---------- ---- ------------------—-- ---------------------- fl 7 --------- ------------- 163 ----------- VIA1 15x! i 1>v --------- ------ ----------------- 'm hm - -------------------- ------------- it L ----------- ----------------- 171 ------ 1671 T------------------------- 1,44 t------ M 154 14 —------—----- ----------------------------- 0 og� :L_-_--_--.--------------_ iF ----------------------------------- ---—------- MS AV ----------- -- ----------------- -—------------------------ r --------------- 4 ----------------------------- --- ---------- ------------- r -- ------------------ - --------- ----- ---------- `7 I 13 --------------- ------- Tr- ---------------------j L------------------ � 11 ------------------------------ 141 i 151 I lat 139 153 RASPY HOLUDW 121 123 12S 127 129 i i ----------------- AgarEff ---------- ............... -------- 1 41W rf SOON A`&S o Oregon Association Chiefs of Police O r, 727 Center Street N.E. Suite 300 Salem, Oregon 97301 Phone 503-315-1411 Fax 503-315-1416 Toll Free 800-784-2867 O 1 r. MAY 13 1993 I May 13, 1998 Mayor Catherine Golden City of Ashland 20 E. Main Street Ashland, OR 97520 Dear Catherine, It is my privilege to announce that Ashland Police Chief Scott Fleuter was elected to serve on the Oregon Association Chiefs of Police Board of Directors during the OACP Annual Conference held last month in Eugene. Election to the Board reflects the confidence of the membership in Chief Fleuter's integrity, competence and professionalism. The Oregon Association Chiefs of Police is a professional organization of over 140 Police Chiefs dedicated to helping communities achieve the highest level of safety and an accompanying sense of well-being through progressive police leadership. We are thankful to have Chief Fleuter's leadership and appreciate the City of Ashland's willingness to support Chief Fleuter's participation in this important effort. Best Regards, Chief Mike Cahill, President Oregon Association Chiefs of Police Cc: City Manager, Members of the City Council CITY OF ASHLAND 1 pF ASy� Department of Public Works Engineering Division J' MEMORANDUM paeGON.. ' DATE: May 12, 1998 TO: Honorable Mayor Shaw and City Council Members FROM: James H. Olson, Assistant City Engineer RE: Request Permission to Cut Moratorium Protected Pavement on Leonard St. REQUEST: On May 12, 1998, the Engineering Division received a request from Mr. Timothy Lytle to cut the pavement at 735 Leonard Street. Leonard Street was overlayed on September 8, 1993 at which time a 5-year pavement cutting moratorium came into affect. Mr. Lytle's sanitary sewer service has deteriorated to the point where a sewer replacement is required. BACKGROUND: In compliance with Ashland Municipal Code(AMC)Section 13.12.011, streets paved or resurfaced subsequent to January 1, 1974, are subject to an excavation moratorium for a period of rive years from the date of paving or resurfacing. This ordinance further dictates that approval of a request to cut moratorium protected streets may be made only by the Council. Although all property owners on the street received prior written notification of the City's intent to pave the street, Mr. Lytle's situation was not foreseeable. CONCLUSION: Staff concludes that Mr. Lytle's request to cut the street surface at 735 Leonard Street is justifiable and recommends approval of his request. Attachments Map Lytle Letter CC: Paula Brown Dennis Barnts Terry Ellis G:Dawn\Street\Leonard Street Moratorium Memo to Council.wpd f i Timothy W. Lytle i ULii MAY 12 199$ 735 Leonard Street L I Ashland, Oregon 97520 [CITY OF ASHLAND May 11, 1998 The Honorable Mayor Shaw Ashland City Council I am a resident of 735 Leonard Street. I recently found that the sewer line from my residence to the street main has become dysfunctional. In preparing to repair this problem, I found that Leonard Street is under a 5-year moratorium which expires September 1998. I am requesting that I be allowed permission for S.O.S. Plumbing to cut the street and effect repairs to my sewer line. Thank you for your consideration in this matter. Sincerely, 1.. r2i=t/wLytle •el s' 1 1501` L502 1503 , I a . 1500 i •.0.J c 022AC C6 R2] ,e ♦e ]• OPEN SPACE' MADRONE STREET —^ e1600 ��„ 4Wy4N4 7J(D,Sy w .�, .a �z s' r.• s ,• SDS('i e I 0 26 X9000 1 z -9100 9200 o. IA W � . .: e.r• --- -- -- - — W 2 25 SSTREET / --- W 1w_-- - - ^ 2 �� 6600 z... 00 . 78 3 W 24 T- --3 ` 3 {J� -- (, _ 4 : 23 25 4 4 / 7 5 62�22 69m LR 69w l 5 W s asA: wl) ° - 25 ( �Y 7600 1 21 6 0 6 sos %V ---- aim --- �. c D 7 2.0 7 Z 2500 .F — 7000 c ----- 1 8 h 19 BfiN 8 4 f 6 7WO OREGON V STR 7loo 10 i : 84T':,• 86W L�IWICEL I 0 2 16 SEWE CUT -- 700 0 Sze. — 7200 Z �I iv w : 25 0 --- 8500 12. LYTLE PROPERTY 7300 17 I J -.14 13 al I� 13 1 �zsc• �3, .rs• ,u. �....� rs' PROSPECT STREET . 900 """'• .urr ,,.., m 1200 I ��� ,t 800 803 1203 2.49AC ; r _ Io9 Pc 0.26 Pc 0.19AC I tt T' v4n<a r 49 ewca z I + P 6 ,lr• 1095 i P.49.1995,. r = � as x IBLK B , �0?6A< �1 ! I CS16643 — 1 2Q0 F 1 0 7 1201 v.ns•nrl 7 1100 I 804 ' S ° 0 1205 I.aOAS z 1 O P 026 Ac U _ 0A7AL I CS,RS63 wAa.e' 201 Ix P.4 993° 0.36 Ac 003 W ° 1206 I '1 fI .802 acs rz5ee O.IBAC I v r O JS 4 _j .3:.ELMS m8 ST a 1207 .700,r 5 f. 300 „u 0.22 A, { , 600 2 L • I I lL 44 I 3 PAVEMENT CUT REQUEST AT 735 LEONARD ST. CITY OF ASHLAND • ENGINEERING DIVISION, MAY 12, 1998 REDUCED SCALE ' Date: 8-May-98 11: 11 From: ALLEN @fsl (Allen Drescher Court) To: SHARLENE Subject: MEDIATION Message-id: 6AE85235015F3179 Re-sent-by: SHARLENE@fsl; on 8-May-98 11: 11 DEAR MAYOR AND COUNCIL: THE MUNICIPAL COURT HAS USED MEDIATION SUCCESSFULLY FOR A NUMBER OF YEARS. WE HAVE A TRAINED MEDIATOR, AND WE HAVE A SYSTEM FOR REFERRAL OF APPROPRIATE CASES TO BE RESOLVED BY MEDIATION. THE PROBLEM HAS BEEN THAT IN MANY CASES WHERE MEDIATION IS THE MOST APROPRIATE MEANS OF RESOLVING THE CASE, EITHER THE COMPLAINANT OR THE DEFENDANT REFUSES TO PARTICIPATE IN MEDIATION. AT THE PRESENT TIME, I HAVE NO AUTHORITY TO COMPEL PERSONS TO PARTICIPATE IN MEDIATION. THE PROPOSED ORDINANCE WILL GIVE ME THAT AUTHORITY, WITH THE ABILITY TO DISMISS A CASE IF THE COMPLAINANT REFUSES TO PARTICIPATE IN MEDIATION AND TO HAVE THE DEFENDANT CITED FOR CONTEMPT IF THE DEFENDANT REFUSES TO PARTICIPATE IN MEDIATION AFTER BEING ORDERED TO DO SO. THIS ORDINANCE WILL GIVE ME THE AUTHORITY NEEDED TO REFER TO MEDIATION ALL CASES THAT ARE APPROPRIATE FOR MEDIATION. RESPECTFULLY SUBMITTED, (VIA E-MAIL) ALLEN DRESCHER MUNICIPAL JUDGE ORDINANCE NO. AN ORDINANCE AUTHORIZING THE MUNICIPAL COURT TO REQUIRE MEDIATION IN CERTAIN CASES. Annotated to show deletions and additions to the code sections being modified. Deletions are 1W&dihfeagh and additions are NO THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 2.28.190 is amended to read as follows: 2 28 190 Municipal Judge Jurisdiction and Powers. fThe Municipal Judge shall be the judicial officer for the City and shall have jurisdiction over all violations of City ordinances, the City Charter, and infractions, violations and misdemeanors described in the Oregon Revised Statutes occurring within the City. The Municipal Judge, in exercising this jurisdiction, shall have all the powers of a circuit court judge set forth in the Oregon Revised Statutes. por any case,nvoiu,rtg an nlfracbana ether than a traf#ic�nfraetzan,where�t pp,�ars urn the faae of ane AE mare +taedmgs; ppearadxsgrat,arts, drat the ltnderjyrrtg d#�spute tie ,vesn tkte a©mplainar�# artd defendant could .MYAP, #hrough rrterlatran, tine court ShaII have the authortty�to refer the rrretter fir y s s s Y s meitatron��or fa nr cvncur„c�nt.wrth the Settlr,g of the matter fir�riat y ...,..z,::::::,::os«x,;.>.>::syszc.:.;:gf.?xbs!"�'k.,,.. •:,:F:'s:: .:::-',3.>.':,44:' :'^"{::"syss5:n'6' i8 :'::.:.. '1"kie pu�pd,se of the rrtediiat,Qn shalt be td�assist.the rarnpiainarit and �efenclant cn resglvtng;the`riispute,Ieadr�g to the atleged rnfractrart,tns#ear of tti[gaf,ng fhosa[sues before thef tour# The mediator shalt reps r# Who {hE1 t�CltGQille cif f11@ m$dratla� �t 11713 CAticluslArt of th0 Il1eC11��[C3t' �redirtg Tjetttedia�nrxshal#repart irl�+r,#,ng to the mud er,y ��reeplent reached b�r�the paT�ea es a resu�t,dsf#ire m�la#ron,end�fthe �urucipa?�rd��appr�w�s R#C3��gregh,ent.�fialf��raa�ir•�raterl ire the order d,spas,ng of Ehe case lftkie partres=dfa rid)# a art�gr�eerrten�,wttl �et,ataa's17a1t report that f ftru �ti!d#C#ai'I,#t Et1�y�rtake I'eCQfYtFTiend8ttt71i tOfllk3 C(IC.1r�8S:�f,��IS„�391tIOr3'cs�tl#e o��e.; Thd itturirctpai judgg511�11 ha+�e tt7��u��arty tt�drsmis�any Asa ,tt �r!h,ch#t'te rtt#piair�;�nt fails ar refuses tapart,d;ippe#e�n med�iatid,n Thy mun,c(pa1 judge Shah 17ave`#[7e'auttia�t�to$campet the tlefendant#g par#ta.�aate,n ed(at,�an, and.ar,y diefiendar�t a�vtta�€tiall�farCs or�re€L►se�.tr jierftr'aapafe�r�rnedratadyr�atterbe,rt�+at�e,tecita�la�ecr rn�y K�a,rited�st cantempi=in,#�,�r�t7ttei"pr�rtt[ed,�y l>�vil Page 1 —Annotated Ordinance (G:TAULWRD4nunktmediadon.ordano) � �'he;municipal judge shall haue fhe aufhnrlty t4 requ(€e tare riefe(ldant and oornpEainant fo agree #c comply with any.o€der d�sposrng of the.case #hat in+ cirpo€ates the cuittxyme ofthe ntediatlart. If#h�c�mpfamant fa(#s,cr refuses#a agree#o comply wlth such order. the rrt +nrcipal fUtge shaiEav the authQrl#y to cl(smiss the Case=Any def�r�ta'n#inA�ta�valfuiiy fails rfr €efuses f. agree to cempiy wath'such a€dsr after 3aeing ordered fa Rio sq .... c��a for can#errlp#in ft ;manner::prov�teet;�x. , 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 1998, and duly PASSED and ADOPTED this day of , 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 1998. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney Page 2 —Annotated Ordinance (GAPAWORMmunlot mediation.ordano) CITY OF ASHLAND a pF ASy� Department of Public Works Administration I Director's Office MEMORANDUM ` pREGO�•r'' DATE: May 8, 1998 TO: Honorable Mayor and City Council Members A� FROM: Paula C. Brown, Public Works Director/ City Engineer 6Y� i RE: ORDINANCE AMENDMENT -NAMING AND RENAMING STREETS Background In the past,there has been some confusion regarding the naming and renaming of streets within the City. New streets were generally named through the development process and as plat maps are approved. This has traditionally been accomplished by review through the engineering office. The renaming of streets has gone through the Planning Commission and there has been some confusion with coordination and approvals needed by engineering and emergency services. Summary This proposed ordinance change reflects the Engineering Division taking the primary role in all street names,both initial naming and renaming. The same general parameters apply regarding the criteria for street names (ie: on the approved Heritage List, prominent person, geographical place, flora, fauna, or commemorative event). Having the Engineering Division be responsible for all street names will enable better coordination and review for emergency service(911)needs as engineering tracks and keeps records of street names in our 911 geographic response area. These proposed changes have been reviewed by the Community Development and Planning Department staff with their support. Recommendation It is recommended that the Council adopt the proposed changes regarding standards for naming and renaming streets as shown on the attached ordinance. Questions If there are questions I may be able to answer prior to the Council meeting, please contact me at 552-2411. G:Davm\Street\Street Improvement List Memo 5-5-98.wpd a ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 13.24 OF THE ASHLAND MUNICIPAL CODE REGARDING STANDARDS FOR NAMING AND RENAMING STREETS THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: Annotated to show deletions and additions to the code sections being modified. Deletions are+ined4hracgh and additions are ". SECTION 1. Section 13.24.010 of the Ashland Municipal Code is amended by adding the following section 13.24.010.C: .0 Names fer new�;;treets strait be ap t uect bx,ft p �li�wc�r Ss #}I tar $fter ci7n5uitatlq�wtth��Je gte;.paiiee.@t�el,rgrnun�ty�ieweioprrment dep�rtenis� SECTION 2. Section 13.24.020.A of the Ashland Municipal Code is amended to read as follows: A. A person who desires a street name change shall submit a written request..together£with.the application,fee,to,the pfe �epeH 1-1 rlfrie,;,_ The re uest shall etlglCeet7tt ,di+ttSit3f;#11�ptttouq! Stepa, , .1 q state the reasons for the proposed name change and shall include a scale diagram of the street. SECTION 3. Section 13.24.020.0 of the Ashland Municipal Code is amended to read as follows: C. The planning-ftibi tG>tT<5 department shall consider the request and may schedule a public hearing before the Gify cczarif. If a hearing is scheduled: 1. Notice of the public hearin ,shall be mailed to the owners of pro gr,yfronting the street.ar c f ita�pc tceanr3 cvaimur it ,< d���toprrr,►f+�epar#t>;sef�ts. 2. The scope of the hearing shall be limited to the change of the street name. 3. At the elose of hearing, the planning eommission shall make 8 reeammem�ualtilon4n-wr:llt:lng4k� the eemwil an 4. No recommendation for a name change shall be made unless the eammissian` oril€;finds that a public need for the change exists, Page 1 -ANNOTATED ORDINANCE GVAULwRDwram aammaw confusion will be eliminated, or it is desirable for the convenience of the general public. Fnmendation she" be submitted to the eouneal fe its consideration. The eouneil may, but 09 not required to, hold a 13.24.02E).G.el.°The council shall have complete legislative discretion to change the name of any street in the city. 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 ' 1998, and duly PASSED and ADOPTED this day of ' 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1998. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney Page 2 -ANNOTATED ORDINANCE c:wnuLwRDWr" Aw MEMORANDUM To: Mayor and City Council From: Jill Turner, Director of Finance Subject: Budget Transfers Date: May 13, 1998 Recommendations Staff recommends the approval of the attached resolution amending the 1997-98 Budget. Discussion The recommended changes in the budget are explained after each request. A year-end change is normal and expected. RESOLUTION NO.98- A RESOLUTION TRANSFERRING APPROPRIATIONS WITHIN THE 1997-98 BUDGET THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Due to the circumstances stated below,the Mayor and City Council of the City of Ashland determine that it is necessary to transfer appropriations as follows: General Fund Human Resources To: Materials and Services $2,000 From: Contingency $2,000 Indigent Assistance programs were not anticipated during the budget process,this appropriation is offset by donations. Miscellaneous To: Materials and Services 1,000 From: Contingency $ 1,000 Utility writeoffs on the General Fund receivables are greater than anticipated and an additional appropriation is needed to cover the balance of the fiscal year. Municipal Court To: Personnel Services $ 5,000 From: Contingency $ 5,000 Personnel costs are higher than expected due to new labor contracts. Planning Division To: Personnel Services $10,000 Materials and Services 5,000 From: Contingency $15,000 Personnel costs are higher than expected due to new labor contracts. Overtime costs are in excess of estimates made during the budget process, and consulting fees are higher than anticipated. Building Division To: Personnel Services $10,000 Materials and Services 5.000 From: Contingency. $15,000 Both Overtime and Contractual Services were in excess of budgetary anticipation due to a large influx of commercial permits. Ambulance Fund To: Personnel Services $15,000 From: Contingency $15,000 Personnel costs are higher than anticipated due to the turnover of employees. It took several months for the new employees to become certified thus increasing the overtime of existing employees. Water Fund Operations To: Debt Service $30,000 From: Contingency $30,000 Revenue Bond debt service was erroneously budgeted for eleven rather than twelve payments. Conservation To: Personnel Services $ 1,000 Materials and Services 5,000 From: Contingency $ 6,000 Program participation in the Front Load Washing Machine and Toilet Rebate programs exceeded budgetary estimations. This also required more overtime costs. Wastewater Fund Flood Restoration To: Materials and Services $ 65,000 Capital Outlay 190,000 From: Contingency $255,000 Restoration and associated fees exceeded budgetary estimates. Electric Fund Conservation To: Personnel Services $ 2,000 Materials and Services 48.000 From: Contingency $50,000 Program participation in the Weatherization and Residential Conservation Management programs far exceeded budgetary estimations resulting in additional program and staff costs. These costs were offset by additional OMECA program revenues. Central Services Fund Administration To: Materials and Services $16,000 From: Contingency $16,000 Search costs and moving expenses for the City Administrator position were not anticipated in the original budget. Computer Services To: Materials and Services $25,000 Capital Outlay 20.000 From: Personnel Services $ 5,000 Contingency 40,000 Materials and Services and Personnel costs for the conversion to Windows 95 far exceeded the proposed budget. Youth Activities Serial Levy Fund To: Personnel Services $20,000 From: Materials and Services $20,000 Programs were managed by Parks staff rather than contracted as anticipated in the budget process. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this_day of May, 1998: Barbara Christensen,City Recorder SIGNED and APPROVED this_day of May, 1998: Catherine M. Shaw,Mayor Reviewed as to form: Paul Nolte,City Attorney G:%BUDGEnTofA%T of A 1 N.wpd CITY OF ASHLAND °°' Orr Department of Public Works Administration/Director's Office > MEMORANDUM REGO DATE: May 14, 1998 TO: Honorable Mayor and City Council Members FROM: Paula C. Brown, Public Works Director/City Engineer�� RE: COMPREHENSIVE WATER MASTER PLAN- SELECTION OF CONSULTANT AND STATUS Background Under Council's direction, staff prepared a fairly detailed Request for Proposals (RFP) for the development of a Comprehensive Water Master Plan. The RFP was developed with input from various community members and a brainstorming session of an informal ad hoc community water advisory group(WAG). The RFP was sent to eight firms that were recommended by staff and the "WAG". Five of the firms responded;three firms submitted proposals, one firm teamed with one of the respondents, and another firm expressed an interest, but was unable to respond due to time constraints. A sub-section of the WAG met on May 8'to review the proposals and unanimously chose Carollo Engineers as the recommended consultant. There were a few details emphasized to the consultant for inclusion in their work tasks for the project. Carollo Engineers has been advised of the group's recommendations and proposed changes,and are accepting of the new additions and emphasis(see the attached letter to Carollo). Carollo Engineers; under Bob Eimstad's direction as Principal-in- Charge,will begin shortly. Their process will include a fairly extensive public involvement process, several sessions with the WAG, and Council presentations. Once their schedule is firmed up, staff will provide Council with the meeting dates and periodic updates. This project is on a very tight time frame for completion. Again, we have stressed the City's desire for a completed Comprehensive Water Master Plan regardless of the time constrains,yet would like to have a meeting for Council decision on the Talent, Ashland, Phoenix(TAP)Intertie before that project's construction design is completed(estimated August). Recommendation This item is for Mayor and Council information only. Staff will continue to proceed with the project and provide updates as information is available unless otherwise directed. g:Vaulakwaterkcouncil-Oarollo _ CITY OF ASHLAND 1 EW& CITY HALL ASHLAND,OREGON 97520 May 11, 1998 Robert B. Eimstad, PE Principal Carollo Engineers 5100 SW Macadam Avenue, Suite 440 Portland, OR 97201 Re: CITY OF ASHLAND COMPREHENSIVE WATER MASTER PLAN Dear Bob, Congratulations! The selection group chose your proposal and the team assembled by Carollo Engineers to complete the Comprehensive Water Master Plan for the City. Your familiarity with developing water master plans and alternative analyses was impressive. We appreciate the thoroughness and thoughtfulness of your proposal, and the presentation of the proposed work scope and process. Although your proposal addressed all of the issues as requested in the RFP,there are a few details we would like you to specifically address in your analysis: 1) Your proposal only addressed the 20 year population projection,whereas the RFP discussed projections to the year 2050. We realize that making population projections beyond the 20 year horizon is difficult, but would like to address water issues beyond the normal 20 year window. 2) In the water reuse options,please address your thoughts regarding the use of wetlands as a polishing option. As briefly discussed in the RFP, we are interested in the ability to balance the water needs of our community and the environmental/beneficial uses of water in our creeks. Perhaps the wetlands options could help with this balance. 3) Your proposal touched on the possibility of combining options into the preferred alternative. The selection committee discussed this as we were deliberating on the proposals. This needs to be emphasized as you are reviewing the alternatives and make a recommendation for the City's future water needs. I will be your primary liaison for this project. We are planning to have a group of interested community members and City staff on a Water Advisory Group(WAG)that will help steer the project. Please let me know your schedule and when you will be ready for a kick-off meeting. We are looking forward to continuing to work with Carollo Engineers and developing a better understanding of your "water" side. Attached are two copies of the contract. Please sign and return both to us for execution. One fully signed copy will be returned to you. Please call if you have any questions. Sincerely, Paula C. Brown, PE Public Works Director/City Engineer OP ASHLAND PUBLIC SCHOOLS 7KK6 JOHN M.DAGGETT,Ph.D BOARD OF DIRECTORS Superintendent ALAN DcBOER KAREN DALRYMPLE TERRY LITTLETON District Executive Director JOHN MAURER KENT PROVOST Students,Parents, Community,and District Staff LOREN R.LUMAN DAN THORNDIKE working together to ensure each oilter's success Business Manager f^iT"1. i .. . it May 18, 1998y Mike Freeman City Administrator 20 East Main St. Ashland, Oregon 97520 Dear Mike: I understand that the City Council will be considering adopting measures to calm traffic on Oak Street. I understand that this is being considered due to the heavy traffic and concern of safety. I applaud these efforts and am happy to see that sidewalks are part of your consideration. I do, however, have a concern. If these calming measures make it more convenient for traffic,especially for trucks,to detour onto Helman Street by Helman School, the result will be an unsafe situation along Helman Street. Helman Street has no sidewalks; it has a school with a playground. Please consider the safety implications for the children in your deliberations. Thank you. Sincerely, i Jol�i M. Daggett Superintendent JMD/jp cc: City Council Members ADMINISTRATION BUILDING 885 SISKIYOU BOULEVARD ASHLAND,OREGON 97520 541482-2811 FAX 541482-2185 590 Glenview Drive Ashland, Oregon 97520 May 17, 1998 Ashland Mayor Golden/ City Council \\ Ashland, Oregon 97520 Dear Cathy and Council: I read in the Tidings that "space needs" was on the agenda at your 1:00 public study session on Wednesday, May 20. Please discuss the possibilities of incorporating ideas for the new building and its site orientation which are listed below and shown in the enclosed reproductions and sketches. Though I spent 4 years opposing the proposed building, I support the idea to remodel the existing council chambers into the needed office space, and to provide the new structure with proper sightings, acoustics, and updated media service for "Council Chambers". (The sense as well as the physical being of the Plaza City Hall is not to be diminished! That building's remodeling is still paramount). We should introduce a sense of traditional "civic" architectural elements so that the civic "campus" is not anonymous in appearance to our public. The prototype illustrations included here can be simplified, modernized and made unpretentious. Over and over, both the Greek prototypes and Renaissance adaptations, have beautifully organized porticos, (covered walkways), that lead from the outdoors to the indoors with a marvelous sense of the human scale in an "important" structural setting, of dignity and of empowerment. The walkways and the intersections of the porticos are as important to the scheme as are the buildings. Recommendations: I. Use sustainable materials such as steel, concrete, concrete block, and stucco finish. 2. Bring the columned portico, to the existing sidewalk on E. Main Street for the street orientation City guidelines mandate. Thus, the entrance is clearly indicated and passerbys see people coming and going indicating user friendly civic services. The street facade should have columns, a pediment, deep cornices, and a clock. 3. The columned covered portico passes between the existing council chambers and the police department and intersects with the existing passageway to create a"campus" principal intersection for the intermingling of people and ideas. It is on axis with the main doors of the new Council Chambers. 4. The concrete floor is scored on the diagonal to increase the sense of procession. S. Benches along the portico promote lingering and conversation among citizens. G. The meeting room itself should have a one or two step dais so that those sitting at the table can be seen by the audience. (With appropriate ADA ramps). The table itself should be curved so that the audience may see all those seated, and those seated can better see each other. 7. A large TV screen should be set up in the foyer and there should also be one or two screens within the room for showing illustrative materials. Respectfully submitted, Marilyn ±ggsU `J ( FC)A A)tV -6UILLIA'6Y CITY OF ASHLAND CIVIC/SERVICE CENTER 10. E SITE PLAN _ anea,a.va cu, a , 10. . ,.;. :. ❑ - � 110. ,— amorrnTV Sio,u� S. 9' a[Duman amucf ., �+ ).oaILE OFSMm�Fl1r � I ___ � ' aerausersExv,cE rum i 8. 10. - ,a wuscem 7. fit MpN T gtRE£ � I it TJ 5G2E�nl IZA6E'j 1 u!` �CrlRybt7 T Vt5I Lll / NDIQTT'I FO`IER � Q/IjYT E� ,/ 1 .._T✓ SGKEfN C )U6'+ i rN l Fe . ,. 5 OJTN ?FORT to e ?AT4KiA q 'mil ,� Y1 • 4 o n e i C' C 6 L' STSnA)G �XTS ° � �IR�Pk17OF 5/1FE�i1-/t'cr/rvE'i C. '-t+PCrllves 0 z O a e s o a O E [ o j>iEC0!4E COc.vMNS o c c ,712i'� '13- a U 1t/t ss I➢T'A� ivF � o • o0 CaV�R�� t,'OT-IC0 10 AAAKE �IkUf PI;tsENCF UCA;-), ANb 'T>7 u.k:k "C 1MAV5 '' CnJ rlkl e — STKET r1c.�4b� COVL171��V6 "�fF2�4?�I ,7G 1J 1C (,TVI� A+PP-At4AOE• SIMPURL i ' T'oi y •. . . . . .,':tLm • • • a..mmm• • • e.�mmIm• . . mrnro 99. • . . . . . . . . •. . . . . . . . . . . . . . . . . . . . . . mnnt01r> COVERED PORTICO tOVft{O IOnMO • • • • • • • • • • • • • • • • • • • • • • • • • • • • LIe RAR1 • • 9999 • • • • • • .n+ K• • • • • Cwn+ • • • • • TCARC • 0 • • • •BASILICA • • FORUM OF • • • 0.0 • . • • VLVIA • • TRAJAN . • • • 9999 • • • 1 • • • • • • • • • • . . • . . • � • ueRAAr • • • • • • • • • • • • • • • • • • • • • 9999 • • o. 99906 • 9999 • • • •• • • • • • • • • • • • • • • • • • • • • • • 0000 • • • • • /�• • • �y • • 50 i5 la0 150 YW .t..,.. ....a.� ,q FORUM Ole TRAJAN. Restored plan, with basilica and temple enclosure. The column of Tra;an is the object beneath the word "court." i 'tl .ltlh l l l l _ UI 1 '�TIIZiill�ljll 1,11 .lI lltI I .' cl Pft01-Y1.AIA A'r A-1-1w',S : 1'r:rcnrl�:[°rlvl.; til•x•TUT:s SilowlsI: Nowrme.HN 11.".r ItFS"rutt1eD (861e PLAD O p y i�r�_ •rP � :;fir a � �z 11 'As 1 f r:r, it �a�e �XY-'r:.ac5ieag w'-•€ 3tr�i��-;"" A r rri . .t' 1 Edward and Luella Montague �� 18 1999 1170 Dover Ave Ashland OR 97520 Mayor/City Council City of Ashland Ashland OR We are writing to urge you to reconsider the decision to instal a Fiber Optic Network for the city. We are opposed to this project and the invest ment of city funds.The reports that we have read indicate that it will cost 3.5 million dollars. Other reports say that it will cost each household $150.per year,many of whom do not own computers or have any use for the service. We do use the services of the intern[but are satisfied with the current provider and would not subscribe to a city owned service. We also object to the city's involvement in a service that can be provided by the private sector. We are unable to attend the council meeting on Tuesday,May 19 and are wish to have this letter considered. Thank you. ow l;E its,