HomeMy WebLinkAbout1998-0804 Council Mtg PACKET 1
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recognize you and inform you as to the amount of time allotted to you: The time granted will be
dependent to some extent on the nature of the cu
item under discussion, the number of people who!.
wish to be heard, andlthe len th'of the a enda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
August 4, 1998
I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers.
II. ROLL CALL:
III. APPROVAL OF MINUTES: Regular meeting minutes of July 21, 1998.
IV. SPECIAL PRESENTATIONS & AWARDS:
1. Slide Presentation of Railroad District.
V. CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
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).
Adoption of Community Development Block Grant plan.
,-2- Citizens' Committee Report on L.I.D. 0 - . 7
VII. PUBLIC FORUM: Business from the audience not included on the agenda.
(Limited to 5 minutes per speaker and 15 minutes total.)
VIII. UNFINISHED BUSINESS:
I Council Meeting Pkt.
BARBARA CMUSTENSEN
CITY RECORDER
IX. NEW AND MISCELLANEOUS BUSINESS:
1. Council Meeting Look Ahead.
2. Discussion of Ashland Sanitary & Recycling request for franchise
extension.
X. ORDINANCES RESOLUTIONS AND CONTRACTS:
econd readin y title only of"An Ordinance Adopting New Downtown
esign tandards, Amending the Land Use Ordinance, and Adopting a
Downtown Design Standards Zone."
Second reading y title only of"An Ordinance Revising the Ashland
unicipa o e to Delete References to the Ashland Community
Hospital."
3. First reading of"An Ordinance Amending the Fire Prevention Code,
a� per M8 of the Ashland Municipal code, by Incorporating the
Provisions of the 1998 ErRes;luti6n'of the regon Uniform Fire Code."
fF! Reading by title only uthorizing the Investment Policy
of the City of Ashland an pea ing all Previ ous Investment
Resolutions."
� p Resolution adopting the City of Ashland Emergency Management Plan.
¢4� 6. Resolution establishing a public nearing for Waterline Street L.I.D.
r esolution authorizing the investment officers of the GifFoTA-shTand, as
listed in the City of Ashland's Investment Policy, to sell, assign, and
endorse for transfer, certificates representing stocks, bonds, or other
securities now registered or hereafter registered with Key Capital
Markets, Inc., in the name of the City of Ashland.
Resolution authorizing the investment officers of the City of Ashland, as
listed in the City of Ashland's Investment Policy, to sell, assign, and
endorse for transfer, certificates representing stocks, bonds, or other
securities now registered or hereafter registered with Wells Fargo, _
N.A., in the name of the City of Ashland.
XI. OTHER BUSINESS FROM COUNCIL MEMBERS:
XII. ADJOURNMENT:
Reminder: Next Council Study session is Tuesday,
August 18, 1998, at 6:00 p.m.
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
July 21, 1998
CALL TO ORDER
Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Reid, Hauck, Wheeldon and DeBoer were present. Councilor Hagen was absent.
APPROVAL OF MINUTES
Mayor Shaw noted the need for an addition on page 6 of the July 7, 1998 minutes. In the bold paragraph of Council
discussion following Councilor Laws motion,the portion which reads"Mayor Shaw stated that she feels Council
could delineate a condition#11 with one-way streets and paving for both, with the cost either left up to the
developer or to an LID. Another option would be bar the Council to propose an LID,"should continue `for all
unpaved streets below the development".
Councilor Wheeldon questioned whether the minutes were correct in indicating that ASSOU speakers would
continue to speak under the Public Forum. It was agreed that they would continue to speak under the Public Forum,
with the possibility of more formal presentations being scheduled as necessary.
The minutes of the regular meeting of July 7, 1998 were approved as amended.
Mayor Shaw announced that there would be a brief executive session of the City Council held immediately
following the regular meeting,pursuant to ORS 192.660 section I,subsection E,dealing with real estate
negotiations.
SPECIAL PRESENTATIONS&AWARDS
1. City Administrator's update on Council Goals.
City Administrator Mike Freeman explained that this report represented a proposed new format with updates on
progress toward each of the Council goals,and briefly outlined each item for the Council.
GOAL#1: With regard to securing new facilities for the Fire Department, Freeman noted that a Portland-area site
consultant had been retained,and that the 1996 space needs study had been updated and provided to the consultant.
Stated that the plan is to acquire necessary property by June of 1999 and begin construction in July of 1999.
Explained that which station will be demolished first is still under consideration.
Councilor Reid asked for confirmation that City staff had met with property owners around both stations. Freeman
confirmed that they had. Freeman suggested that the designation of the main station be left up to the Fire Chief.
Councilor Reid said that if this were a financial issue,the Fire Chief would need to meet with the Council and the
determination would be a City Council policy decision.
GOAL#2: In looking at initiating a City-wide strategic planning process,Freeman explained that a Citizen Survey
was planned for September, 1998. Stated that the September City Council study session would include a discussion
of the feasibility of conducting focus groups. Also cited the possibility of holding community forums in the fall.
Stated that this would lead to an eventual community vision statement that ties in to the various City plans.
GOAL#3:Noted that the Ad Hoc LID Committee had been convened,and a report with their recommendations
had been prepared for presentation to Council at tomorrow's study session.
City Council Meeting 07-21-98 1
GOAL#4: Freeman explained several measures which are underway to encourage alternative modes of
transportation. Noted that the Central Ashland Bikeway(CAB)is under construction with completion scheduled for
the fall of 1998. Sidewalk and trail construction is also under way,and the City is pursuing a right of way from
Railtex to extend the CAB. Also noted that staff had concurred that the"lineal parks"concept was appropriate,
meaning that the City could use open space dollars to connect existing parks using lineal trails. Noted that Council
would be presented with design options in the fall. Discussed RVTD service levels, noting the addition of a new
East Main route in July. Also noted that there would be meetings with ODOT concerning the Siskiyou bike lane
projects,with a report to Council to follow.
GOAL#5: In looking at the development of a long-range plan for flood.plain and riparian areas,Freeman noted
that staff would review the OTAK Ashland Creek Flood Restoration Projeet report and develop a list of issues to be
addressed by an overall plan. A planning process would be initiated this winter,with a multi-year plan to deal with
the issues in place by the summer of 1999.
GOAL#6: Freeman discussed the process of seeking a long-range,comprehensive solution for water needs.
Explained that a consultant had been hired, and a list of issues to be addressed had been prepared. Stated that
alternatives are currently being identified,and will be presented to Council in August,with adoption of a preferred
alternative planned for September 1998.
Councilor Wheeldon asked that the Councilors have input on the Citizen Surveys before they go to the public.
Freeman stated that Council would have input,and noted that staff would provide samples and suggestions for
Council consideration.
Councilor Reid suggested that the last Citizen Survey be used as a base. Freeman confirmed that it would.
Councilor DeBoer requested that he be included in the meetings with ODOT dealing with the Siskiyou bike lanes.
Freeman noted that both Councilors DeBoer and Hagen were to be included in these meetings.
2. Update and implementation of the Valdez Principles.
Administrative Services Director Richard Wanderscheid briefly noted the history of the City's adoption of the
Valdez Principles and of this update. Explained that he had presented the first annual assessment last July,and that
this report built on that original. Noted that this year, he had specifically asked each department for a list of their
initiatives in implementation of the Valdez Principles.
Stated that the City's progress in this area has been good. Cited the Ashland Watershed Partnership,which was
formed after the flood in 1997 to utilize local expertise to find solutions,as an example of the City's efforts. Noted
that over the last year,the City has been successful as an active member of the Partnership and has built trust
through an active partnership. Also emphasized that the addition of Paula Brown as Public Works Director/City
Engineer has helped the City both in its role in the Ashland Watershed Partnership and through Brown's efforts in
Public Works.
Wanderscheid concluded by noting that following these principles is an on-going process,and emphasizing that
there is more work to be done.
CONSENT AGENDA
1. Minutes of Boards,Commissions and Committees.
2. Monthly Building Activity reports for April,May and June.
3. Authorization for Council to direct City Administrator to negotiate and sign contract with the
lowest responsible bidder for Waste Water Treatment Plant on-site facilities.
City Council Meeting 07-21-98 2
With regard to item#3,City Administrator Mike Freeman noted that a preliminary bid protest was received from
one of the other bidders who wishes to contest the bidding process,and the staff is in the process of looking into
this matter. Stated that it does not appear that the charges brought forth in the protest are significant. Explained that
the Oregon Department of Environmental Quality(ODEQ)is looking into the bid process that was conducted. City
Attorney Paul Nolte stated that this will not slow down the process if the Council continues on its present course.
Explained that going back for bids or waiting for results of litigation were also options. Stated that information is
being sent to the ODEQ because the City was seeking funding from the ODEQ Clean Water Revolving Fund.
Emphasized that they are hoping for a ruling from ODEQ within two weeks,and that the low bidder is aware of the
preliminary bid protest.
Mayor Shaw noted a correction to the minutes for the July 8'study session included with item#1. On page 5,the
last sentence of the fourth paragraph should read,"Lovrovich noted that an accurate comparison ofsystems
requires detailed design information on the systems, and general information such as a '750 mhz system'provides
no substantive data for comparison of the Falcon/TC/system."
Councilors Reid/Wheeldon m/s to accept the consent agenda. Voice vote: All AYES. Motion passed.
PUBLIC HEARINGS
1. Public hearing for the purpose of taking comments on City's draft findings for an exemption from
competitive bidding for fuel tank replacement project.
Explained that through a clerical error this item was not originally included on the agenda,but emphasized that the
public hearing had been noticed properly.
Public Works Director Paula Brown spoke briefly to explain that the consultant hired for the plan is qualified to
complete the project,and that completion is required by a December 1'. Noted that no competing bidders had come
forward at the'hearing,and staff would like to put this project on the fast track to completion.
City Administrator Mike Freeman noted that the preliminary designs were good,and came about through a
competitive bidding process. Also stated that through exemption from the competitive process and staff cooperation
with the consultant,the City expects savings of approximately$28,000.
Public hearing open at 7:25 p.m.
No speakers came forward
Public hearing closed at 7:25 p.m.
PUBLIC FORUM
John Huskey/173 Alder Lane/Director of Communications for the Associated Students of Southern Oregon
University(ASSOU)/Inquired as to the timeline for submitting items to be included on the agenda. Also noted that
SOU would be sponsoring a Candidates Fair on October 22",and that all those running for city office would be
welcome to participate. Mayor Shaw noted that the City Recorder could provide a list of those who have filed for
city offices,and the Jackson County Clerk could provide information on open county offices. Huskey stated that he
was working on a report to be presented to Council,and thanked the Councilors for allowing his participation.
UNFINISHED BUSINESS
None.
City Council Meeting 07-21-98 3
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NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
Informational item for Council. Noted that for item#16,"Consideration of Changes to LID'S",the public hearing
should be scheduled for August I8",not August 19"as indicated on the Look Ahead. A resolution would then be
brought back to Council on September 1',as indicated.
2. Discussion regarding Liberty Street.
City Administrator Mike Freeman noted that this action was brought about by a letter from the Alstons. Confirmed
the location of the proposed local improvement district at the top of Liberty Street,near Waterline Road. Explained
that under an old agreement with the City,recorded on the titles of the properties in question,properties were not
required to pay for improvements up front,but there was a commitment to-pay for improvements when they
occurred. This was due to the fact that development in the area was expected to be very light,and street
improvements might not be necessary.
Noted that while the agreements to pay costs at the time of improvements were in place,no mechanism was created
or put in place to accommodate the eventual cost of paving. Stated that the only way the City is aware of to have the
homeowners pay for the improvements is through the LID process.
Freeman discussed several options that had been considered: I)The City could assist in paying for improvements by
designating a portion of the property as open space. This was ruled out, however,as none of the property was
anticipated to be purchased for open space needs. 2)The City could pave the street. This was ruled out as it is
inconsistent with policy. 3)The City could rule that the street not be paved,but this was ruled out as it violates
existing Council policy. 4)Council could direct staff to look into a policy change away from requiring paving. 5)
City could also decide not to require the extension of Waterline Road,but this would conflict with the City's
Transportation Plan. Noted that Community Development feels that the Waterline Road extension is an important
connection. Freeman stated that staff felt that satisfying property owners and honoring the City's previous
commitment to pave through an LID was the best option. Stated that staff would like Council input.
Mayor Shaw noted that the staff recommendation should be to set a date for a public hearing. City Attorney Paul
Nolte confirmed staff would prepare a resolution and schedule a hearing. Mayor Shaw noted there would be ample
opportunity for public input at that hearing.
Councilor Laws noted on the map that the proposal would have Waterline Road connecting to Ivy Lane,and
explained that the portion under discussion would only be to the line of Park Estates,near the Morton Street
intersection. Noted that it was in each property's deed to pay for improvements when the area was developed. -
Emphasized that the question is how to go about initiating the improvements and have area residents pay as required
in the agreements.
Opened to public comment at 7:38 p.m.
Noreen Ackerman/852 Morton Street/Explained that her driveway exits onto the road to be paved. She is
opposed to paving due to increased traffic. Stated that it is a tree-lined area,and she would like it to remain quiet.
The street is active now,and there is no need for paving. Also stated that it would be dangerous when paved if it
were icy.
Dave Williams/1023 Morton Street/Park Estates Homeowners Association President/Stated that the
Homeowners Association had voted unanimously to object in every possible way. They recognizes the existence of
the original agreement,but question what triggers development and requires them to pay for improvements. They
are not clear about what should trigger the City to move forward. Stated that they are concerned that they are
indefinitely hostaged to the Alstons' decision to develop. Noted that Waterline Road residents are also opposed.
City Council Meeting 07-21-98 4
Suggested that the extension of Liberty Street would be a better means to provide access,as proposed by Mr.Alston
in communications with the City in 1988.
Charles Booth/950 Morton Street/Park Estates Homeowners Association Director/Stated that Park Estates
consists of 67 units. Pavement is not needed for access,and it would provide no benefit at a great expense to the
area properties. Feels that they are being asked to put up money now for the profit of a single individual.
Ed Henke/769 Lisa Lane/Feels that this issue came up suddenly,with no forewarning by the City. He only became
aware of this meeting when he saw it announced in the Ashland Daily Tidings. Stated that there is no room in a free
enterprise system for homeowners being forced to subsidize development. Emphasized that this is a recreational
area for many citizens,and development will not benefit them. Expressed-his concerns about the possibility of fire
and the cost of infrastructure,and stated that all in all,this is not a good decision. Emphasized that he is not anti-
development,but he does not want to be forced to subsidize it.
Mayor Shaw explained that this was not a public hearing per se,but that it was the time when one would be set if
Council chose to do so. Noted a brief history of the issues involved,and explained that the Council is somewhat
outspoken on paving due to issues of maintenance,run-off,traffic flow as discussed in the Transportation Plan and
providing access for emergency vehicles. Also noted the unique nature of this situation in that the area was partially
developed with no paving,which creates the potential conflict due to the possibility of new development requiring
paving.
Bob& Mary Anne Alston/831 Liberty Street/Stated that Waterline Road is dedicated up to his property line,and
that Liberty Street is not dedicated and thus is not a viable option.Noted that in 1983 his wife was on the Planning
Commission,and she has copies of the minutes from the meetings dealing with this issue. Explained that
development required paving to the property,but at the time Planning Director John Fregonese asked that this
paving be foregone because they did not know when the development would occur. Alston stated that he has
allowed public enjoyment of this property for fifteen years. Emphasized that there was a promise that if he would
forego paving at the time, it would be paved at the time of development. While he does not want to develop the
property,he cannot sell it until this issue has been resolved. Noted that Fregonese had justified the decision not to
pave because it was inappropriate to improve the street at that time if it would deteriorate from lack of use. Alston
explained that this was a correct assumption,and noted that the road had been completely washed out in 1997.
Concluded that at the time,the agreement was that 100%of the property owners in the development would be in
favor of and responsible for the improvements,which makes it different from an LID in that there is to be total
compliance. This was the only reason for his agreeing to forego paving at Fregonese's request. Also noted that
those who purchased property in Park Estates paid less for their lots as paving was not required.
Closed to public comment at 7:55 p.m.
City Attorney Paul Nolte explained that the obligation to pay assessments for the Waterline Road improvements
appears as an encumbrance on every deed in the development. This has been recorded with the County,and was
shown on the title reports at the time of purchase. Also noted that this agreement was included as part of the
subdivision covenant.
Councilor DeBoer noted that Waterline Road exists to the east and to the west of the area under discussion. Mayor
Shaw said that this item only involved the portion between Morton Street and the Alston property. Councilor
DeBoer expressed his concerns over the condition of the retaining wall which is caving in-e�
property. Ott (NZlf2✓
Council discussion of concerns over the creation of a street plug/dead end,especially as it would relate to
emergency vehicle access.
City Council Meeting 07-21-98 5
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Councilor Laws suggested looking into the possibility of creating a contingent LID to allow sale of the property
now and then provide for paving when development occurs.
Councilor Reid noted that in one neighborhood,the neighbors had chosen to take responsibility for paving,with
City acceptance upon completion. Suggested that if Council decided this was an obligation of all deedholders,they
could be given the opportunity to look into paving outside of the LID process. Mayor Shaw clarified that Council
could declare responsibility and provide for a homeowners association decision by a date certain to either use the
LID process or pave by themselves.
Councilor Reid suggested that they should be given the time to look into options. City Attorney Nolte noted that in
the past,the City has taken over streets when they are brought up to City standards. Mayor Shaw emphasized the
need to indicate a date certain for a decision to release the Alstons from limbo.
Councilor Reid stated that an obligation exists and the deeds are now encumbered,and there should be a
neighborhood process now. Discussion of whether this issue should be tabled now to allow the homeowners time to
make a decision,or whether a motion was needed at this time. Mayor Shaw suggested a motion referring the item
back to the homeowners.
Councilor Laws noted that under the current LID ordinance, if the City initiates an LID and 2/3 of the involved
property owners remonstrate against its formation, it would delay the start of the project by six months. Mayor
Shaw questioned whether the deed encumbrance represents a signed in favor agreement. Nolte confirmed that there
are signed in favor agreements as well as the subdivision covenant,but that there is no limit in the agreements to
prevent remonstrance so the homeowners could delay the project's start for six months.
Councilor Wheeldon stated that the agreement should be honored and action should move ahead. If there will be a
delay of six months, it should be brought forward now to get things underway.
Councilor Reid clarified that the present problem was created by the original exemption from paving. Emphasized
that she does not want to hold things up for the Alstons,but would like to give the neighbors the option of looking
into paving themselves.
Council discussion of the scheduling of a public hearing,which would allow the neighbors to present their preferred
alternative at that time. Also discussed the feasibility of paving the other side of Waterline Road.
Councilor Laws/Wheeldon m/s to bring back a resolution to the August 4"Council meeting to set a public
hearing establishing a local improvement district(LID)for the improvement of Waterline Road from
Morton Street to its connection with the Alston property. Discussion: City Attorney Nolte explained the
need for a resolution listing the properties affected and the dollar amounts for assessments against each
property,with a resolution possible at the August 4'"meeting and a public hearing on September 15".
Councilor Laws emphasized that this is not development, but rather the City's dealing with a deferred
obligation. Councilor DeBoer stated that he would rather see a development proposal from the Alstons prior
to voting in favor of this motion. Roll call vote: Laws, Reid,Hauck,and Wheeldon,YES. DeBoer,NO.
Motion passed 4-1.
ORDINANCES,RESOLUTIONS AND CONTRACTS
I. Second reading by title only of"An Ordinance Approving the Transfer of the Cable Communication
Franchise from TCI Cablevision of Oregon,Inc. to Falcon Cable Systems Company II,L.P."
Councilors Hauck/Wheeldon m/s to adopt Ordinance t12823. Roll call vote: Hauck,DeBoer,Laws,
Wheeldon,and Reid,All YES. Motion passed.
City Council Meeting 07-21-98 6
2. Second reading by title only of"An Ordinance Repealing Merchant Police Regulations, Chapter 6.12
of the Ashland Municipal Code,in Order to Comply with State Law."
Councilors Wheeldon/DeBoer m/s to adopt Ordinance#2824. Roll call vote: DeBoer,Wheeldon, Laws,Reid,
and Hauck: YES. Motion passed.
3. First reading by title only of"An Ordinance Adopting New Downtown Design Standards,Amending
the Land Use Ordinance,and Adopting a Downtown Design Standards Zone."
Councilors Hauck/Wheeldon m/s to move the ordinance to a second reading. Roll call vote:Wheeldon, Reid,
Laws,and Hauck,YES. DeBoer, NO. Motion passed 4-1.
4. First reading by title only of"An Ordinance Amending the Fire Prevention Code, Chapter 15.28 of the
Ashland Municipal Code,by Incorporating the Provisions of the 1998 Edition of the Oregon Uniform
Fire Code."
City Attorney Paul Nolte noted the need to address some language difficulties,which he emphasized were not
major. Suggested removing this item from the agenda,and placing it on the August 4'agenda.
Mayor Shaw agreed that this item would be moved to the next meeting's agenda.
Councilor DeBoer noted that the addition of the appendices increases some problems in the code. Stated that this
would require the buyer of the Mark Antony Hotel to provide sprinklers in each room,and he would like to
encourage the buyer rather than hindering the possibility of their financial success.
Councilor DeBoer requested that the Fire Chief be present at the next meeting for Council discussion of this matter.
Councilor Wheeldon concurred that she would like the Fire Chief to be present.
5. First reading by title only of"An Ordinance Revising the Ashland Municipal Code to Delete
References to the Ashland Community Hospital."
Mayor Shaw questioned whether section 2.28.040, in the first sentence,should read Parks Department rather than
Park Department. Nolte stated it had been left as Park Department for consistency with other sections of the code,
but could be changed if the Council so desired. .
Councilors Hauck/Wheeldon m/s to move the ordinance to a second reading. Roll call vote: Hauck,
Wheeldon, Reid,DeBoer,and Laws: YES. Motion Passed.
6. Reading by title only of"A Resolution for Exemption of Competitive Bids for Fuel Tank Replacement
Project."
Councilors Reid/DeBoer m/s to adopt Resolution#98-14. Council discussion of the legality of exempting
contracts from competitive bidding. City Attorney Nolte explained that as the local contract review board,
the Council had adopted rules. Stated that over 90%of all contracts fall under these rules or the bid
process. Roll call vote: Laws, Reid, Hauck,Wheeldon,and DeBoer: YES. Motion Passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor Reid stated that she liked the"Getting Around Ashland"brochure,and stated that she would like to
receive these to distribute as a lodging business owner. Mayor Shaw noted that she and Municipal Court Judge
Drescher had been looking for a way to explain parking in response to the many letters received on this issue,and
she likes the proactive nature of the brochure. Councilor Laws suggested that street names be included for all
streets on the map. Freeman noted that a brochure of this nature had been suggested in the Downtown Plan.
City Council Meeting 07-21-98 7
Councilors and viewers were reminded that there was a City Council study session scheduled for Wednesday,July
22, 1998 at 12:30 p.m. in Council Chambers to discuss public information,the Communication/Marketing Plan,and
the LID Committee Report.
ADJOURNMENT
The meeting was adjourned to an executive session at 8:25 p.m.
Barbara Christensen,City Recorder Catherine M.Shaw,Mayor
City Council Meeting 07-21-98 8
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
July 22, 1998
CALL TO ORDER
Mayor Shaw called the meeting to order at 12:30 p.m.,Civic Center Council Chambers
IN ATTENDANCE
Councilors Laws, Reid,Wheeldon and DeBoer were present. Councilor Hagen participated by.phone. Staff present
included: City Administrator Mike Freeman,Administrative Services Director Richard Wanderscheid,City
Attorney Paul Nolte, Public Works Director Paula Brown,Director of Community Development John McLaughlin,
and Director of Finance Jill Turner.
DISCUSSION OF PUBLIC INFORMATION.COMMUNICATION AND MARKETING PLAN
City Administrator Mike Freeman made brief introductory comments on the Communications Plan. Noted that in
his prior position with the City of Thornton,Colorado,public communication was a priority and it is an area where
he has experience and upon which he places a lot of value. Explained that in the four months since he came to
Ashland,he has observed that the City government has little or no media relations and that there is no internal
coordination, from a public information standpoint,within the City nor any departmental emphasis on
communicating with the public,short of big projects. Stated that key resources, including RVTV,the employee
newsletter and the utility billing insert,are under-utilized,and there is no conscious effort to develop promotional
materials. Lastly,there is no public communication plan and no articulated decision from the council in terms of
what they would like to see done from a public communication standpoint.
Explained that this plan will provide guidance,priority,create a strategy for staff,and set accountability. Stated that
it will set benchmarks,and that it identifies the resources necessary for implementation. Requested that Council
allow the plan's adoption and evaluate it after a trial period.
Administrative Services Director Richard Wanderscheid noted that he has been involved in the City's
communication efforts since 1995,when the Ad Hoc Communications Committee was formed. Explained that this
Committee developed a plan which has been implemented. Went on to explain that at his promotion,he had
submitted his concerns to Freeman in order to develop a list of those areas that need work.
Noted that the newly created Marketing/Communication position is closing this week,but explained that this issue
is a large one and will have to be the responsibility of more than one person. The skills of the person hired for the
position will determine what responsibilities are placed in that position and which ones are delegated elsewhere.
Stated that he has spoken with his colleagues in other cities, and has some samples of newsletters and billing inserts.
Noted that this plan has gone to members of the Ad Hoc Communications Committee.
Explained the goals of the proposed Communications Plan as: 1)To develop an overall communications strategic
plan to improve existing avenues of communications while developing new means to communicate. Explained that
this would meet the City's internal needs,and would involve work on the part of the department heads along with
the City Administrator and the Administrative Services Director. 2)To provide timely information to the public and
enhance public input. Noted that a request for proposals(RFP)had been prepared to create Citizen Surveys,and
that focus groups would also be held. 3)To improve media and community relations. Cited the need for a liaison to
communicate between the City and the School District,the Chamber of Commerce,the Oregon Shakespeare
Festival,the U.S. Forest Service.
Provided the Council with examples of City and Utility newsletters,noting that most were in-house items. Asked
Council for any feedback they might have.
Ashland City Council Study Session Minutes 177-22-98
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Councilor Reid stated that she attended the Ad Hoc Communications Committee Meetings,and emphasized that
communication has been a priority with the City and previous efforts should not be dismissed. Stated that she does
not want persuasion behind public information, and that it should be informative. Noted that the Ashland City
Source newspaper is first rate despite not being slick and glossy. Emphasized that she does not want marketing, and
that the City Recorder should be the elected liaison for public information. Feels that the proposed plan does not
take into account where the City is in its communication efforts. Suggested that staff not seek to re-invent the
wheel,and stated that she was uncomfortable with paying another person to provide public information.
Emphasized the need to build on what we have,and not market but merely inform.
Freeman stated that staff was not trying to re-invent the wheel, but that all the recommendations of the previous plan
had been met and it is time to build on that and move forward. Emphasized that Wanderscheid had already
documented implementation of items from the Communications Plan. Stated that the City Recorder is not
responsible for the day to day information on the activities of the various City departments,but that this falls under
the purview of the City Administrator. Suggested that he would like the City's quarterly newspaper moved to the
new position created in Administration. Feels that a quarterly is not timely,and that the paper could be much
shorter.
Councilor Reid stated that the Ashland City Source has been successful,that the format has been accepted,and that
it should not be removed.
Mayor Shaw noted that the City Source has been a quality, informative product. Stated that the positive citizen
response has been because citizens like having something,but that something more timely would be that much
better. Feels that the City could better encourage citizen participation in a timely manner. The Ashland City Source
has been a great first step.
Councilor Hagen feels that the Ad Hoc Communication Committee will be enthused at the investment in better
communication and that Wanderscheid is the perfect person to implement the City's communication plan.
Councilor Wheeldon has long felt that there is a hole in the City's outreach efforts,and the plan is fleshed out.
Stated that she disagrees with the idea of marketing the City,and feels that the City needs to be cautious about
"spin". Emphasized that there is a tremendous amount of information to offer. Stated that the proposed plan needs
to explain the role of the Council to complement the staff. Stated that this is not political,that many players are
involved,but that Council would like to have been involved in this plan earlier,and more actively involved overall.
Councilor DeBoer suggested that the plan be less about marketing,which concerns him. He feels that the City
needs public input up front in the decision making process, rather than trying to sell its decisions after the fact.
Cited paving as an example.
Mayor Shaw emphasized that public marketing is different,and stated that trained professionals can present
information in ways that make documents more appealing. Feels that experience and education bring new ways to
communicate,and that lay-out and design skills make documents more readable for the public.
Councilor DeBoer stated that he is concerned with manpower costs,and that he feels that marketing is the same,
whether it is public or private.
Wanderscheid stated that the newly created position was originally a marketing position within the Electric Utility in
the budget,with the intended purpose of marketing the City's telecommunications services. Explained that it had
been Freeman's preference that this position be in Administration. Reiterated that the City will need to market its
electrical and telecommunications products,and that this is already funded within the Utility's budget.
Ashland City Council Study Session Minutes 07-22-98
2
Councilor Laws suggested that the idea of marketing be dropped from the Communication Plan. Stated that there
will be three products that the City markets, electricity,telecommunications services, and"fire-med"memberships.
Emphasized that marketing and information should not be mixed or confused,and the City should not spend money
on something that will be perceived as marketing. Not sure how best to design a Communication Plan, but need to
improve, and need to centralize communications under Administration. Emphasized,however,that the plan should
be packaged without confusion,and in a way that makes public information accessible.
Freeman suggested that Council adopt the plan and evaluate in four months. Either there will be no problems, or he
can be held accountable. Council would have the option of doing away with the plan if it is not successful.
Councilor Wheeldon stated that she feels that the intent of the plan is good,but she has concerns over how it is to be
carried out. Feels that communications need to be non-persuasive,and make citizens aware of the services that are
available.
Councilor Reid emphasized that she trusts the City Administrator,and noted that she will participate in his
evaluation each year. Stated that the elected City Recorder provides a one-on-one link between the citizens and the
City government. This is a direct trust between the citizens and the City government,and similarly the information
flow is direct. Explained that it would involve a policy shift if the City moved back to take information functions
away from the City Recorder. Stated that changing the Ashland City Source would take that direct link away.
Freeman stated that the information would be from the same source,just through a different medium.
Cate Hartzell/881 East Main Street/Chairperson of the Ad Hoc Communication Committee/Noted that she
received a copy of the proposed plan the night before this meeting. As chair of the Communication Committee,she
found this insulting. Had attended two other meetings concerning the Wastewater Treatment Plant and the Ashland
Fiber Network in the past week, and the Ashland Fiber Network meeting had not been publicly noticed. She was
told that noticing could not be built in. Mayor Shaw explained that this was because the Ashland Fiber Network
committee meetings are not sanctioned,public committee meetings but rather serve as a means of gathering expert
feedback on specific issues having to do with the Fiber Network. Hartzell continued that expert testimony from
those paid with tax dollars should at least be taped and made available to the public. Emphasized that there is a
subtle difference between involving the public in City processes and merely seeking their"rubber stamp." The City
must choose between whether it will use slick marketing or provide basic information. Noted that the citizens have
specifically asked for the City Recorder's Office as their source of information,rather than being given filtered
propaganda. Stated that there should be a marketing position for the Ashland Fiber Network,as budgeted,but this
will take a full-time effort. The City does not need a high-level manager for desktop publishing. Stated that the
City needs to look at the assumptions behind this plan,which adds another person into citizen interaction with the
City. Communication should be easy,and this plan seems to make it harder. Plan is largely ajob description for a
position which,though not yet approved by Council,has already been advertised and is about to close.
Susan Hunt/220 Nutley Street/Plan focuses on communicating information to the public rather than with the
public. The City is becoming a huge corporation that has an agenda, and seeks to promote that agenda through spin.
Communication should be both ways. Citizens are already inundated with brochures from numerous marketing
sources. The City should do a good job and let the information speak for itself.
Carolyn Eidman/541 Fordyce Street/Stated that the public address system at the Council Chambers does not
allow the citizens to hear,which poses a communication problem.
Jack Blackburn/805 Oak Street/Questioned how much effort has actually gone into fixing the problem with the
public address system.
Ashland City Council Study Session Minutes 07-22-98
3
Mayor Shaw noted that the City is aware of this issue, and has tried to improve the public address system by
replacing components several times. The issue involves acoustics and the lay-out of the room,which is not
engaging and makes seeing from the back difficult. Stated that the City is looking into a complete redesign of the
Council chambers.
Mayor Shaw noted that the proposed plan provides an update to the communications measures that are in place.
Councilor Laws emphasized that this is only a study session,and the Council can take no action on this issue at this
'time.
City Administrator Mike Freeman stated that staff would flesh out the plan-based on the Council's input tonight,
and bring the plan back to an upcoming Council meeting.
Councilor Reid stated that the decision to change the City's Public Information Officer functions to a staff position
is a policy issue that would require a decision by the Council.
LID COMMITTEE REPORT
City Administrator Mike Freeman made brief introductory comments,providing background on this issue. Noted
that dealing with the issue was a Council goal,that a great deal of time had been spent,and that the issue was one of
the most contentious facing the City.
Councilor Laws noted that he had served on the Ad Hoc LID Committee along with seven citizens and Councilors
Wheeldon and DeBoer,and that they had met every Tuesday for the past two months. After a great deal of time and
effort,they have been able to reach a compromise that represents a general consensus in the form of this report.
Explained that the report consists of five main recommendations.
First,there would be partial financial participation by the City in all future LIDS.
Second,the maximum assessment against any single unit of property would be$4,000.00,with any additional
amount to be paid by the City.
Third,the City would allocate LID costs to all existing and potential lots on a"per unit"allocation basis,based on
the lots and their zoning. Would figure the number of units into the total cost to develop, leaving no need for the
Council to determine benefit.
Fourth,all assessments would be paid for a lot on the first sale of that lot,and not allowed to continue with the
property over time.
Finally,citizens would be allowed to pay assessments in advance,even prior to the first sale of a lot after the initial
allocation of costs. Those who pre-paid assessments could be counted as initiators of the district, and could
remonstrate against its formation.
Noted that the overall concern behind these recommendations was the increasing number of citizens who were
unhappy with the current LID system. Costs have risen significantly due to current standards,and LIDS are now
initiated by pre-sign agreements. The recommendations presented here will eliminate many-of the current
problems,but will increase the cost to the City.
Councilor Hagen expressed his concerns with the fact that there are no specific sources of funding identified.
Explained that many of the Council's transportation goals in recent years have been difficult to fund,and are still in
need of funding.
Asldaard City Council Study Session Minutes 07-22-98
4
Councilor Reid stated that she is concerned with the idea of paying the maximum potential assessment for a benefit
prior to that benefit's ever being received. Questioned how the recommendations of the committee address those
who are subdividing properties.
Councilor Laws explained that subdividers would pave to and through the subdivision as a condition of approval,
and the City would not participate in the cost of this improvement.
Director of Community Development John McLaughlin noted that if a lot were split,the buyer of the newly created
lot would pay at the time of the first sale. The City would grant the benefit of the new lot and receive the funds to
hold until paving occurs. The Capital Improvement Plan would prioritize improvement projects so that all
properties would be paved within ten years.
Councilor Laws explained that existing units would fall into one category,and potential units would be another.
Emphasized that under the recommendations,there would not be circumstances where an assessment remained on a
deed indefinitely.
Councilor Wheeldon clarified that a property owner could pay$4,000 up front and be done with the improvement
process. There would be no more"blank checks". This would reduce the reliance on pre-signs,which has created
chaos and the perception of unfairness. The recommendations would leave a ten year plan,with projects dedicated
and prioritized with a definite completion date on the horizon.
Councilor DeBoer stated that the committee's report represents a working document,with room for continued
adjustment.
Councilor Wheeldon disagreed that this be a working document. Noted that the City needs to lock into a path for
dealing with future LIDs,and supplement that with other transportation efforts. Emphasized that recommendations
do not give developers any break,and that the pre-sign class system would be eliminated. Noted that she has a hard
time with the$4,000 cap for lower density areas,and that this subsidizes neighborhoods that add to traffic. Stated
that she likes the idea of providing an incentive to pay off pre-signs,and this would allow property owners to pre-
pay and thus clear their titles.
Mayor Shaw clarified that the recommendations would allow property owners to pay-off what would otherwise be
an encumbrance to their title should they choose to sell their property.
Councilor Wheeldon suggested that once a property owner has paid they should be considered to have signed in
favor. City Attorney Paul Nolte clarified that since 1991,pre-sign agreements have included a waiver of the right to
remonstrance.
Councilor Hagen noted that in hillside areas,the lower density combined with the topography means that total costs
and per unit costs for paving are higher.
Councilor Wheeldon noted that it might be possible to delineate maximum per unit costs according to zoning.
McLaughlin discussed hillside zoning as being Residential R I.5,noting that typical lots are %z acre,and stated that
caps on property owner costs could be tiered based on zoning.
Councilor Laws emphasized that a solution to the LID issue needs to be kept simple,and not adjusted by ability to
pay,or it would create problems instead of solving them.
Councilor Wheeldon stated that she had concerns over the portion the City would be required to pay in lower
density areas.
Ashland City Council Study Session Minutes 07-22-98
5
Councilor Hagen stated that setting tiered caps based on zoning makes sense.
Councilor DeBoer noted that the committee had looked at this issue. Stated that bigger lots in lower density areas
would be those that paid$4,000 and smaller lots would pay less.
Councilor Laws explained that he believed that Councilor Wheeldon's concerns centered on the fact that
improvements to lower density areas would require more of a financial contribution on the part of the City.
Councilor Wheeldon stated that her concern was more with impact than with wealth.
Councilor Laws explained that there were so few examples that would exceed the$4,000 cap that any adjustment
would effectively remove the cap.
Councilor Hagen stated that everyone would cite the fact that they could have to pay$4,000 anyway,despite the
possibility for variation.
Mayor Shaw reiterated that$4,000 would be the top-most cap and that no one would have to pay more under the
recommendations. No one would be above this amount,and many would be below. Any difference between the
amount paid and the actual cost of the project would have to be picked up by the City.
Councilor Hagen stated that this will be a public relations issue,as many citizens will object to the fact that they
could potentially have to pay$4,000.
Councilor Reid questioned how the recommendations would deal with multiple units.
Councilor Hagen noted that larger properties in less dense areas would benefit more. Emphasized that when the
City has to make up the difference, it is all of the citizens having to make up the difference.
Mayor Shaw stated that there are trade-offs,but that people should trust the process. The recommendation for units
per acre takes care of this issue.
Councilor Laws noted that apartment units would be counted as a fraction of a unit,related to the amount of impact
they generate.
Freeman stated that the next step would be for staff to bring this information before Council as a report at the
August 18 meeting for a public hearing. Council could then adopt,modify or reject the committee's
recommendations with a motion. If adopted, staff would bring back an ordinance with changes to the Ashland
Municipal Code for a first reading on September 1,with a second reading on September 15. There would also need
to be some sort of Resolution to deal with the five Local Improvement Districts that are still outstanding.
Councilor Laws stated that he would be out of town for the public hearing if it were scheduled as discussed for
August,but that this was acceptable. Stated that he would prefer that no decision on the matter until his return,as
he feels that this issue merits a decision by the full Council. Under discussion, it was decided that the public
hearing would be scheduled for August 18,with a council decision on September I,the first reading of the
ordinance changing the Code on September 15,and the second reading on October 6.
Councilor DeBoer suggested that he would like to see initial funding details from Finance Director Jill Turner.
Steve Morjig/610 Chestnut Street/Stated that the public would like an opportunity to speak on the LID issue.
Mayor Shaw stated that those wishing to speak could call the Councilors,or submit comments in writing,and
emphasized that there would be a public hearing for those wishing to speak.
Ashland City Council Study Session Minutes 07-22-98
6
Jack Blackburn/805 Oak Street/Stated that the failure of Council to allow comments from the Committee
members defeats the purpose behind this process.
Susan Hunt/220 Nutley Street/Expressed her disappointment that Councilor Wheeldon had raised new issues
before Council that had not been brought up at the committee level. Councilor Wheeldon explained that she had
been absent from the final committee meeting,and had not had the opportunity to voice her concerns on the final
recommendations until now.
Councilor Laws stated that he was sorry that people were unable to speak at this time. Mayor Shaw emphasized that
the committee recommendations reflect compromises necessary to reach an acceptable solution. Councilor Laws
suggested that committee members be allowed to speak first at the public hearing. Freeman stated that the
committee members would be allowed a presentation when this item was brought forth at a regular meeting of the
Council. Mayor Shaw emphasized that all parties would have an opportunity to speak in the public hearing,and that
she would be liberal about time constraints placed on those wishing to speak.
ADJOURNED
The meeting was adjourned at 2:00 p.m.
Submitted by Barbara Christensen,City Recorder/Treasurer
Ashland City Council Study Session Minutes 07-22-98
7
City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
June 15, 1998
ATTENDANCE:
Present: Commissioners Al Alsing, Teri Coppedge, JoAnne Eggers, Laurie MacGraw,
Director Ken Mickelsen, Councillor Wheeldon
Absent: Commissioner Bob Bennett
I. CALL TO ORDER Chair MacGraw called the meeting to order at 7:00 p.m. at the
Council Chambers, 1175 E. Main.
II. ADDITIONS or DELETIONS TO THE AGENDA None
III. APPROVAL OF MINUTES
A. Regular Meeting - May 18, 1998
Commissioner Alsing made a motion to approve the minutes of the Regular Meeting of
May 18, 1998 as written. Commissioner Coppedge seconded.
The vote was: 4 yes - 0 no
B. Special Meeting - June 8. 1998
Commissioner Alsing made a motion to approve the minutes of the Special Meeting of
June 8, 1998 as written. Commissioner Coppedge seconded.
The vote was: 4 yes - 0 no
IV. REVIEW OF FINANCES
Ann Benedict, Business Manager, said that due to a `computer glitch' which had not been
worked out prior to the meeting, accurate reports on the disbursements for the month of May
were not available. By consensus, Commissioners agreed to review May disbursements at the
next Regular Meeting.
V. PUBLIC PARTICIPATION
A. Open Forum None
VI. OLD BUSINESS
A. Update on Greenwav Park node
Commissioners having reviewed a staff memorandum related to the development of the
Greemvay Park node, Commissioner Eggers made a'couple of inquiries. She asked how the
number of parking places (50) had been decided upon inquiring whether or not the close
Regular Meet ing - June 15, 1995 Paae2 of i
Ashland Parks and Recreation Commission
Greenway Park node - continued
proximity of the Helman School parking lot had been taken into consideration, and, whether or
not the turn around space for school buses had been taken into consideration in the plan.
Director Mickelsen said that when the plan was discussed with the Bear Creek Greenway
Committee that they had mentioned adequate space for buses to unload and turn around. He
said that the current plan can accommodate a bus turn-around. lie said that there is no
particular criteria for the number of parking spaces which should be made available. The
current plan calls for 30 - 35 spaces with a possible 15 additional spaces which could be
developed if needed. He said that in the opinion of department staff and the Greenway
Committee that this will be a very popular area and that adequate parking needed to be
provided. He said that the Committee indicated that, based on use of other areas along the
Greenway trail, that 50 parking spots would be adequate.
Commissioner Eggers said that in discussion with one of the members of the Greenway
Committee that it was her understanding that the Committee does not make design
recommendations to the individual communities along the trail but that each community sets its
own design criteria. She said that because of the Ashland community supporting alternative
methods of transportation to cars that she wanted to advocate for as few parking spaces as
would serve the community well under 90% of the circumstances. She said that she would like
for alternative parking, such as the proximity of Helman School and off-street parking, to be
considered when determining the number of spaces which would be needed at the park node.
Director Mickelsen said that Commissioner Eggers was accurate when indicating that the
Greenway Committee did not make recommendations to communities about site development in
their communities. He said that when he ran the current plan by them for their thoughts,
however, that committee members generally supported "adequate parking" because they believe
that it will be an area which will receive high usage. General feeling was that 50 spaces would
be "adequate" but no one has a specific criteria on which to base their opinions. He added that
other comments included making the parking spaces a little wider than typical because of the
need for people to unload bicycles. He said that providing wider spaces overall and including a
couple of handicapped spaces, the area would loose 3 to 5 spaces.
Commissioner Coppedge inquired whether or not there had been any further discussion with
Greg Williams concerning the access point to the park node. Commissioner MacGraw said that
she, Greg Williams, Director Mickelsen, Public Works Director Paula Brown and Planning
Director John McLaughlin had met to discuss options. She said that Mr. Williams was
agreeable to looking into ways to make the current access which bi-sects the Ashland
Greenhouse property safer and more viable. He also was interested in looking into providing
access through his property from where Voris Street dead ends into the park node. She said
that there are some discrepancies related to the exact boundaries of the current access route
through the Ashland Greenhouses property. Paula Brown said that she would initiate a survey
so that those exact boundaries could be determined. Once the survey of the current access is
complete, the parties will meet again to discuss options with Mr. Williams. Essentially, all
parties were open to looking at various options and interests to determine the most appropriate
access to the park node.
Itcgular Meeting - lone 15. 1998 Page 3 of-5
Ashland Parks and Recreation Commission'
VII. NEW BUSINESS
A. Proposal to create Community Service Officer position for Parks
Having reviewed a memorandum from staff, Commissioners discussed the proposal which was
being made by d_ epartment staff in conjunction with the Ashland Police Department staff.
Essentially, the proposal was to create an additional CSO position within the Police Department
which would supplement the CAP Officer and Park Patrol coverage for the expanding park
system. Using an agreement of understanding, funding for the additional position would be
derived from the Parks and Recreation budget for services which the Police Department would
provide. Police Chief Scott Fleuter and Captain Mel Clements were present to answer
questions regarding the proposal.
Director Mickelsen briefly reviewed the background for the Park Patrol Program and CAP
Officer Program which are currently in place. He said that he had been discussing this new
proposal for adding a CSO position with the Police Department because of the importance
placed on continuing to provide safe parks for the many people who use Ashland's parks and
recreation system. He indicated that with the upcoming construction of the Greenway trail and
park node, the Dog Park and BMX facility, the Skateboard Park, and development of the N.
Mountain Park site that department staff and Police Department staff concurred that additional
manpower to patrol the system was needed. He said that he believed the CSO position as
defined by the Police Department would give the type of additional, year-round coverage which
the park system needed.
Police Chief Scott Fleuter briefly outlined the CSO position and how it fit into the overall
staffing for the Police Department. He said that a CSO is a non-sworn officer who does not
carry a gun and who handles a wide variety of community relations issues. He said that the vast
majority of contacts or complaints which come to the Police Department are not those which
would require the services of a sworn officer. The CSO has the training to handle all non-
emergent calls, the authorization to cite, and all the resources of the Police Department if they
are needed. He indicated that they would work directly under the supervision of the CAP
Officer, and similarly to the CAP Officer, would work directly out of the Parks and Recreation
Department offices so that they can maintain a close relationship to park issues and problems.
Chief Fleuter also indicated that although the City is aware that the concept is being discussed,
the proposal was first being brought to the Commission for its review and approval. If the
Commission approves the concept, he would then present it to the City for approval.
MOTION Following discussion, Commissioner Alsing made a motion to approve the proposal as outlined
in the memorandum dated June 10, 1998. Commissioner Eggers seconded.
In discussion of the motion, it was determined that, if the proposal were approved it the City
level the program would begin some time around mid-July. In response to a question by
Commissioner Eggers, Director Mickelsen indicated that there was sufficient flexibility in the
1998-99 Parks Division budget to fund the position for this coming year and that in future years
it would become a regularly budgeted item.
The vote was: 4 yes - 0 no
Regular Meeting- June 15, 1998 Page 4 of 5
Ashland Parks and Recreation Commission -
B. Authorization to advertise for bids
Superintendent Gies said that staff was requesting authorization to advertise for bids for two
items. The first was the large picnic shelter/gazebo for N. Mountain Park which would be
utilized as part of the Resource Center. He explained that the structure would come in the form
of a kit which department employees would then construct. The second was for maintenance
equipment which has been approved for the 1998-99 budget, the largest item being a new dump
truck.
MOTION Commissioner Coppedge made a motion to approve advertising for bids for the shelter structure
at N. Mountain Park. Commissioner Eggers seconded.
The vote was: 4 yes - 0 no
MOTION Commissioner Alsing made a motion to approve advertising for bids for maintenance equipment
which had been approved for the 1998-99 budget year. Commissioner Coppedge seconded.
The vote was: 4 yes - 0 no
C. Discussion of Oak Knoll Restaurant
Chair MacGraw briefly outlined the status of operation of the Oak Knoll Restaurant. Referring
to the Commission's plans to either renovate the existing facility or to construct a new one this
coming fall, she said that the Commission had decided to enter into a short-term contract with
Bob Haney, Pro Shop Concessionaire, as a means to keep the facility open during the peak
golfing season this summer. She said that Mr. Haney has now informed her that, for a variety
of reasons, he does not choose to keep the restaurant open after June 30, 1998, and, that he is
not interested in entering into a sub-lease agreement. Therefore, the Commission is left with a
decision as to what to do with the restaurant facility for the balance of the summer. She said
that, in her opinion, trying to lease the facility to someone else for just two to three months was
impractical. She said that, even if the restaurant were closed, Mr. Haney could still sell the
bare essentials for food and beverage service from the Pro Shop and the outdoor deck area
could be used for seating.
MOTION Following discussion in which Commissioners agreed that attempting to find another lessee for
such a short period of time was impractical, and, if Mr. Haney did not choose to continue to
keep it open operating it himself or utilizing a sub-lease, Commissioner Alsing made a motion
to officially close the restaurant on June 30, 1998. Commissioner Coppedge seconded.
The vote was: 4 yes - 0 no
D. Request by O.S.F.A. to name garden area
Commissioners reviewed a letter from Paul Nicholson, Executive Director of the Oregon
Shakespeare Festival, which requested permission to name the small lawn and garden area off
the outdoor theater, a part of Lithia Park, the "Bill Patton Gardens". Now that he has retired,
the letter said that the Festival would appreciate being able to honor Bill Patton's fifty years of
service to the Festival and people of Ashland in this manner.
Commissioner discussed the request and spoke positively of the suggestion indicating the fact
that the Festival has been totally responsible for maintaining this area and had used it for `park
Regular Meeting-June 15, 1998 1 Page 5 of 5
Ashland Parks and Recreation Commission
Request from O.S.F.A. -continued
talks' for at least twenty years. Commissioners also indicated that they felt that this was a
unique request due to the special relationship which the Festival has with Lithia Park as well as
Mr. Patton's long service to the community.
MOTION Commissioner Coppedge made a motion to approve the request. Commissioner Alsing.
seconded.
The vote was: 4 yes - 0 no
VIII. COMMUNICATIONS and STAFF REPORTS
A. Update from NBC for priority projects for N Mountain Park natural area
Having reviewed a memorandum from Northwest Biological Consulting, Commissioners asked
that staff work with the consultants to further clarify project priorities as follows: to list the
various projects according to priority for completion but to also show accompanying grant
monies and department budget allocations which would be available for the various projects.
Director Mickelsen said that he would bring that information back to the Commission at its next
meeting.
IX. ITEMS FROM COMMISSIONERS
A. Status of temporary BMX track construction
Commissioner Coppedge inquired as to progress on beginning construction of the BMX track.
Director Mickelsen said that he had spoken to Public Works in the last week and that once he
had had the opportunity to meet with the BMX enthusiasts to determine some final design
questions, that construction would begin.
B. Inquiry about covered picnic shelter for Lithia Park
Referring to the request made previously by Ted Holden, an Ashland teacher, for providing a
covered shelter of some kind in Lithia Park, Commissioner Coppedge indicated that she did not
recollect that the topic had been fully discussed and wondered where it stood at this point in
time. Commissioner MacGraw said that perhaps with the development of N. Mountain Park
and plans for the natural area that school groups may not be utilizing Lithia Park as heavily for
field trips. She said that she would inquire of Mr. Holden whether or not he was still interested
in having the Commission consider the idea.
X. UPCOMING MEETING DATES and PROPOSED AGENDA ITEMS
The next Regular Meeting will be Monday, July 20, 1998.
X1. ADJOURNMENT With no further business, Chair MacGraw adjourned the meeting.
Respectfully bmitted,
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
BICYCLE COMMISSION `
Thursday, April 16, 1998
Meeting Minutes
Members Present: Darrel Gee, Ken Hagen, Landon Hilliard, Tom Powell, Russ Rickert. Staff present:
Maria Harris, and Mindy Bath.
I, CALL TO ORDER:
City Council Ken Hagen called the meeting to order at 4:43 p.m.
Il. APPROVAL OF MINUTES: March 19,1998:
Ken Hagen stated the minutes would stand approved as submitted.
III. ITEMS FOR DISCUSSION:
A. Public Forum
Jim Hartman from Ashland Green Bike Program spoke to the commission. Jim and his program are going
to be releasing 60-70 bikes for the parade on the 25" .
May 181"and 19'� Friday and Saturday, there will be a work day happening at Jim's house. His house is
located at 1033 Clay St Ashland.
He would like to find a way to get people to take their broken bikes either to the recycling center
or call someone to come pick them up.
B. Facility Development
—Budget - -
Hams would like to formalize the budget as a group. There is currently$1850 in the Bicycle Commission
budget.
—Bicycle Lockers: Status
Harris collected specs. Harris is still in the process of comparing prices and other research.
C. Planning Issues:
—Review Planning Actions: Subcommittee Comments
No discussion was held.
-High School Bicycle Parking Plan
PAGE 1-(c:bikfeb9B.Min)
BICYCLE COMMISSION '
Thursday May 21, 1998 �D
Meeting Minutes ,
Members Present: Darrel Gee, Ken Hagen, Landon Hilliard, Tom Powell, Russ Rickert and Tim . Staff
present: Maria Harris, and Mindy Bath.
I. CALL TO ORDER:
City Council Ken Hagen called the meeting to order at 4:38 p.m.
II. APPROVAL OF MINUTES: April 16,1998:
Minutes were not in the packet.
Ill. ITEMS FOR DISCUSSION:
A. Public Forum
No discussion was held.
B. Facility Development
-Bicycle Lockers: Status
The commission would like to put adds in the paper about the bicycle lockers. The would like to put
them in either Ashland Daily Tidings or Mail Tribune.
-Bicycle Racks Downtown: Status
Currently, there are 12 "U" racks in the ware house. Gee and Hams are trying to find different
Places downtown to put these 12 racks.
C. Planning Issues
-Review Planning Actions: Subcommittee Comments
No discussion was held.
D. Future Events/Promotions
-Ashland Free Ride Day: Discussion
Unfortunately, the bad weather had an effect on the Ashland Free Ride Day. The was not much of
a turn out. Commission feels that next year there should be more adds and announcements put
out to the community. Discussed having prizes for high school students who participate. Hagen
suggested repeating the event in September to take advantage of the weather.
PAGE 1-(c:bikfeb98.Min)
BICYCLE COMMISSION 1.)
Thursday June 18, 1998
Meeting Minutes • III- �,
Members Present: Darrel Gee, Ken Hagen, Landon Hilliard, Tom Powell, and Tim Garry . Staff present:
Maria Harris, and Mindy Bath.
I. CALL TO ORDER:
City Council Ken Hagen called the meeting to order at 5:07 p.m.
II. APPROVAL OF MINUTES: April 16 1998 & May 21, 1998:
Ken Hagen stated the minutes would stand approved as submitted.
III. ITEMS FOR DISCUSSION:
A- Public Forum
No discussion was held.
B. Facility Development
-Oak Street Traffic Calming Proposal: Status
Harris brought in the map of the proposal. Harris said the project is stilt in the draft stage. She said Staff at
the direction of the City Council is developing different options for the improvements. Hagen said it was not
the latest version. The commission observed and discussed situation about cross-walks, side walks and
traffic on Oak and Hersey streets.
-Bicycle Lockers: Status
Harris is still in the process of contacting the salesman. She sent out 10 request for quotes and got 3 back.
The spot for the eight bike lockers is set and ready for them. The commission discussed whether they _
wanted a coin operator, rent a lock or have the individual use their own personal lock. Gee made a motion
to try the coin operator, which will be available from the hours of 4:00pm to 2:00am. Garry second the
motion.
C. Planning Issues
-Review Planning Actions: Subcommittee Comments
No discussion was held.
D. Future Events/Promotions
Discussion was held on the problems,concerns and safety issues with bike lanes on certain streets. Hagen
made a motion to send a request to Paula Brown and Mike Freemen that the bike lanes need to be re-
painted and swept.
PAGE 1-(c:bikfeb98.Min)
E. Bicycle Safety Education Committee
/ -Siskiyou Wheelmen Activities: Status
No discussion was held.
F. Other:
Hagen would like to order the video, Affective Cycling. Hagen made a motion to buy one year use of the
video. Powell second the motion.
Discussed traffic situations and bike lanes on Tolman and East Main Streets.
IV. COMMENTS: Commission or Spectators.
V. INFORMATIONAL ITEMS
A. Other.
VI. ADJOURNMENT
There being no further business the meeting adjourned at 7:04 p.m.
`Bike
aft
,h?C
PAGE 2-(c:bikfeb98.Min)
City Council Communication
August 4, 1998
Submitted by: Maria Hams µ•� -
Approved by: Paul Nolte te-
Approved by: Mike Freeman Re
Title:
Public Hearing and Decision on the Action Plan for the One Year Use of Community
Development Block Grant Funds for Fiscal Year 1998-99
Synopsis:
HUD allocated $221,000 to the City of Ashland for FY 1998-99. The Action Plan is
required to show consistency in the use of Community Development Block Grant
(CDBG) funds with Ashland's Five-Year Consolidated Plan. The Department of
Housing and Urban Development (HUD) must approve the Action Plan prior to the
release of the FY 1998-99 CDBG allocation.
Recommendation:
Staff recommends approval of the Action Plan.
Background Information:
In 1995, the City approved the Five-Year Consolidated Plan. The purpose of the
Consolidated Plan is to provide a strategy for the use of CDBG funds to, as defined by
federal regulations, "to develop viable urban communities by providing decent housing
and a suitable living environment and expanding economic opportunities principally for
low- and moderate-income persons"
HUD allocated $221,000 to the City of Ashland for FY 1998-99. The City must provide
an Action Plan on a yearly basis to demonstrate the consistent use of current CDBG
dollars with the Five-Year Consolidated Plan. The attached Action Plan for FY 1998-99
reflects the CDBG allocations approved by the City Council during the 1998-99 budget
process.
Please refer to attached copy in place
of copy provided with Council packet
BARBARA CHRISTENSEN-
CITY RECORDER
CITY OF ASHLAND
ACTION PLAN: ONE YEAR USE OF FUNDS
Fiscal Year 1998-99
Prepared for:
The U.S. Department of Housing and Urban Development
By:
The City of Ashland
Department of Community Development
Planning Division
Ashland, Oregon
The City of Ashland has been allocated $221,000 of Community Development Block
Grant funds for Fiscal Year (FY) 1998-99 by the Department of Housing and Urban
Development (HUD). This document, the Action Plan for FY 1998-99, describes the
projects that the City will undertake during FY 1998-99 and the manner in which the
projects are consistent with the priorities of the Five-Year Consolidated Plan. In
addition, the Action Plan describes the activities the City will undertake addressing
homeless households, affordable housing and lead-based paint hazards. Below is a
table summarizing the projects funded by CDBG dollars in FY 1998-99.
CDBG Projects for Fiscal Year 1998 - 1999
Project Recipient Activity Name Location CDBG #Households
ID Organization Funds or Persons
Assisted
Annually
1 Community Ashland Health 112 Heiman $134,500* 5,600 medical
Health Center, Center Facility Street appointments -
Inc. Renovation approximately
2,500 Low and
Moderate
Income
Persons
2 Interfaith Care Staff-Client 144 N. $15,150 1,800 -Low
Community of Advocate Second Income
Ashland Street Persons
3 Jackson Ashland Ashland city $10,000 2 to 3-Low
County Home Rehabilitation limits and Moderate
Housing Program Income
Authority Households
4 Options for Clinical Staff for 1971 $18,000 16-Low and
Southern Star-rhistle Siskiyou Moderate
Oregon Apartments Boulevard Income
Households
6 City of Accessibility Accessibility $22,000 853 mobility _
Ashland Improvements Improvemen impaired
Is to Public citizens
Buildings
7 City of Sidewalks Sidewalks in $22,000 city wide
Ashland Eligible
Neighborho
ods -
8 City of Administration $33,350 city wide
Ashland
*$34,000 of the Community Health Center, Inc. award for the Ashland Health Center Facility
Renovation is a carry over from the FY 1997-98 allocation,while$100,500 of the award is from the
FY 1998-99 allocation.
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 2
The Five-Year Consolidated Plan is the planning document required by the U.S.
Department of Housing and Development (HUD) for the receipt of the City's Community
Development Block Grant (CDBG) funding. The purpose of the Consolidated Plan is to
outline a strategy the City will follow in using CDBG funding to achieve the goal of the
CDBG program, "to develop viable urban communities by providing decent housing and
a suitable living environment and expanding economic opportunities principally for low-
and moderate-income persons." In 1995, the City completed the Five-Year
Consolidated Plan. Every year thereafter, the City is required to submit an Action Plan.
The priorities of the Five-Year Consolidated Plan are listed below. The priorities are not
ranked in order of importance. The remainder of the document if formatted according
to the priorities.
Priority Housing Needs
A: Increase Affordable Rental Housing Availability for Low-Income Households
B: Provide Ownership Programs to Low-Income Families
C: Maintain Existing Housing Stock
Priority Homeless Needs
A: Homeless Prevention
B: Provide Services to Homeless Youth
C: Transition of Homeless to Permanent Housing
D: Provide Emergency Shelters and Transitional Housing
Other Special Needs
A: Support Services for Elderly and Disabled
Priority Non-Housing Community Development Needs
A: Construct and Improve Sidewalks in CDBG Eligible Neighborhoods
B: Provide Accessibility Improvements to City-Owned Buildings
C: Support Public Service Operations
D: Support Safety Improvements in Low-Income Areas
City of Ashland
Action Plan for Fiscal Year 199 8-99
Page 3
Priority Housing Needs
A: Increase Affordable Rental Housing Availability for Low-
Income Households
Rental Assistance Program
Action to meet priority and time-line: The initial costs of rental housing in Ashland,
including first and last month's rent and a security deposit, are barriers preventing some
low-income residents from improving their living conditions. In May 1998, the Housing
Commission began the Ashland Rental Assistance Program. The purpose of the
Ashland Rental Assistance Program is to provide low- to moderate-income Ashland
households with the up-front cost of obtaining rental housing.
Rental assistance is made in the form of short-term loans to qualified applicants for use
toward the first or last month's rent, security deposit and other move-in fees. The
maximum amount is $750 and the loan must be repaid in full within 15 months at a rate
of 5 percent per annum. The participant(s) must be a resident of Ashland and must
have resided, or worked in Ashland for a period not less than 6 moths prior to the date
of application for assistance. The household income of the participant(s) shall not
exceed 100 percent of the median income level for Jackson County, Oregon, and is
required to be at a level commensurate with monthly payment obligations. The
participant(s) is billed through the City utility billing process. The program is
administered by ACCESS, Inc., a local non-profit organization.
Funding sources for this project include: City of Ashland Housing Trust Fund
Probable Funding Level: $30,000 -
B: Provide Ownership Programs to Low- to Moderate-
Income Families
Affordable Housing Program
Action to meet priority and time-line: The City currently provides a density bonus to
developers who construct affordable rental and ownership units. The City also defers
the system development charges for affordable rental and single family homes. The
deferred system development charges become a "sleeping second" mortgage and are
only activated if the home is sold outside the program, or the rents exceed the
maximum rent limit set by HUD. The participants can earn up to 130 percent of median
income. In 1997, 10 households participated in the program. The City anticipates that
the same number or more will be served in 1998. The program is ongoing.
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 4
Funding sources for this project include: The City of Ashland's general fund forgoes
collecting the systems development charge.
Projected Number Households to be Assisted: 10 in 1997
Probable Funding Level: $50,000
Home Ownership Program
Action to meet priority and time-line: The down payment and/or closing costs
associated with purchasing a home are barriers preventing some low-income residents
from owning their homes. In May 1998,-the Housing Commission began the Ashland
Home Ownership program. The purpose of the Ashland Home Ownership Program is
to provide qualified participants assistance with down payments, closing costs, and in
some cases, renovation funds for the first time purchase of a residence in the City of
Ashland. The maximum amount of assistance provided by this program is $2,500 per
household.
The assistance is made in the form of short-term loans to qualified applicants. The
maximum amount is $2,500. The loan payments are deferred for 5 years, then
amortized over 10 years at a rate of 5 percent per annum. The participant(s) must be a
first time home buyer, and the household income can not exceed 100 percent of the
median income for Jackson County, Oregon. In addition, the participating household
must not have liquid assets in excess of$5,000, excluding any such asset used toward
the purchase of the home, nor have ownership in any other real property. The
participant(s) must complete a home ownership program approved by the City of
Ashland. The participant(s) must be a current resident of the City of Ashland, and must
have resided, or worked in Ashland for a period not less than 6 months prior to the date
of application. The dwelling must be located within the Ashland city limits.
f
Funding sources for this project include: City of Ashland Housing Trust Fund
Probable Funding Level: $30,000
Housing Commission
Action to meet priority and time-line: The Housing Commission was established in 1995
to monitor the accomplishments of the City's housing program, to make -
recommendations to the City Council on housing policy, and to serve as an advocate
for affordable housing in the City's political process. The Housing Commission will also
oversee specific affordable housing projects undertaken by the City in partnership with
private groups.
Funding sources for this project include: Federal CDBG and City of Ashland general
City of Ashland
Action Plan for Fiscal Year 199 8-99
Page 5
funds utilized for staff support.
Technical Assistance
Action to meet priority and time-line: The City will provide technical assistance to
nonprofit organizations whose mission includes providing affordable housing. This
technical assistance will include, when necessary, providing information on zoning,
educating agencies on the planning process and providing information on the City's
affordable housing program including deferred systems development charges and
density bonuses. The City of Ashland will provide technical assistance through the
Planning Division as requested and will support applications consistent with the
Consolidated Plan.
Funding sources for this project include: Federal CDBG and City of Ashland general
funds utilized for staff support.
C: Maintain Existing Housing Stock
Home Improvement
Action to meet priority and time-line: Approximately 1,608 of the owner-occupied homes
in Ashland were built before 1960. According to census data for 1990, 444 of these
homes were owned by a family making 50% or less of the area median. More
specifically, 205 of those very low income homeowners were elderly.
The City of Ashland awarded a grant for FY 1998 - 1999 that targets home
improvements to older homes owned and/or occupied by low-income households.
Jackson County Housing Authority received $10,000 to provide emergency home
repairs to homes owned by low-income households (Project 3). While these programs
do not specifically provide ownership to new or additional households, the projects are
vital to preserving the housing stock for low-income persons in the City.
Funding sources for this project include: Federal CDBG funds
Projected Number Households to be Assisted: 2 to 3 low-income households.
Probable Funding Level: $10,000
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 6
Priority Homeless Needs
A: Homeless Prevention and
B: Provide Services to Homeless Youth
Encourage and provide support to non-profit agencies
Action to meet Priority and time-line: The City will provide CDBG funding to the
Interfaith Care Community of Ashland (ICCA) for a Client Advocate (Project 2). The
Client Advocate will act as a case manager to work with homeless and/or indigent
clients with mental or substance abuse problems.
Fundinq sources for this project include: Federal CDBG funds
Projected Number Households to be Assisted: 1,800 low-income households
Funding Level: $15,150
Technical Assistance
Action to meet Priority and time-line: The City will offer technical assistance and
support to nonprofit organizations who apply for funding that is consistent with the
Consolidated Plan.
Funding sources for this project include: Federal CDBG and City of Ashland general
funds utilized for staff support.
C: Transition of Homeless to Permanent Housing and
D: Provide Emergency Shelters and Transitional Housing
The City does not plan to use funds made available for this activity during FY 1998-99.
Other Special Needs
A: Supportive Housing for Elderly and Disabled
Encourage and provide support to non-profit agencies
Action to meet Priority and time-line: The City, during the FY 1997-98, provided CDBG
funding to Options for Southern Oregon for a 12 unit semi-independent living complex
City of Ashland
Action Plan for Fiscal Year 199 8-99
Page 7
that will house 11 extremely low-income, psychiatrically disabled adults. The facility
was under construction at the time of writing. In FY 1998-99, the City will provide
CDBG funding to Options for Southern Oregon for Clinical Staff for the StarThistle
Apartments residents (Project 4). The staff person will provide services and teach living
skills designed to maximize the ability of residents to live independently. These will
include training in housekeeping, cooking, shopping, money management, symptom
awareness, stress management, crisis support, medication monitoring and
interpersonal skills.
Funding sources for this project include: Federal CDBG funds
Projected Number Households td be Assisted: 16 low and very low income individuals
annually, 135 over the life of the project.
Funding Level: $18,000
Priority Non-Housing Community Development Needs
A: Construct and Improve Sidewalks in CDBG Eligible
Neighborhoods
Action to meet priority and time-line: The City has made a commitment to
sidewalk improvements in low-income neighborhoods by allocating 10% of the
total CDBG funding for sidewalk improvement and new construction annually
(Project 7). The Public Works Department operates a two-year sidewalk cycle for
CDBG funded sidewalks. $22,000 of the 1998-99 allocation will be used towards
installing sidewalks in eligible neighborhoods and retrofitting existing sidewalks
with wheelchair ramps.
Funding sources for this project include: Federal CDBG funds
Funding Level: $22,000
B: Provide Accessibility Improvements to City-Owned
Buildings
Accessibility Improvements to City-Owned Facilities
Action to meet priiority and time-line: The City is committed to providing
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 8
accessibility improvements to City-owned buildings and will allocate 101/6 of the
total CDBG for that purpose (Project 6). Projects will include: purchasing and
installing signage, restroom partition modifications, installing a wheelchair
accessible counter in City Hall's Utility building, modification of the front door to
Fire House One, install lighted exits in all buildings, and replace drinking fountain
in the Civic Center building. Projects will be completed during FY 1998 - 1999.
Funding_sources for this project include: Federal CDBG funds
Projected Number Households to be Assisted: 853 mobility disabled Ashland
residents
Funding Level: $22,000
C: Support Public Service Operations
Health Care Services
Action to meet priority and time-line: In November 1997, the Community Health
Center, Inc. purchased an existing building at 112 Helman in Ashland. In FY
1998-99, the City will provide $134,500 in CDBG funds to the Community Health
Center, Inc. to renovate the existing building for use as a medical facility (Project
1).
The Community Health Center provides health care services to low-income
persons who do not enjoy the benefits of public or employer-sponsored health
care insurance. Currently, the Ashland Community Health Center is located in
rented property that is of inadequate size and is not easily accessible by public
transportation. The new site is located on a public bus line and is in close
proximity to the downtown area.
Funding sources for this project include: Federal CDBG funds
Projected Number Households to be Assisted: 2,500 low- and moderate-income
households per year
Funding Level: $134,500
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 9
- D: Support Safety Improvements in-Low-Income-Areas
The City does not plan to use funds made available for this activity during FY 1998-99.
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 10
Funding Table
REVENUE
FY 1998-99 CDBG Allocation $221,000.00
Program Income received prior to start of program $0.00
year
Program Income expected during current program $0.00
year
Carry Over $320,000.00
Total Funds Available $541,000.00
ALLOCATIONS
Community Health Center- Facility Acquisition $134,500.00
Interfaith Care Community of Ashland-Client $15,150.00
Advocate
Jackson County Housing Authority-Ashland $10,000.00
Rehabilitation Program
Options for Southern Oregon -Clinical Staff for $18,000.00
StarThistle Apartments
City of Ashland -Accessibility Improvements $22,000.00
City of Ashland -Sidewalk Improvements $22,000.00
City of Ashland-Administration $33,350.00
TOTAL ALLOCATIONS $221,000.00
TOTAL FUNDS UNPROGRAMED $0
f
Carry Over
Sixty-five percent, $208,587, of the carry over is grant allocations given to
Community Works for the Ashland Youth and Family Resource Center (AYFRC).
In July 1996, Youthworks, the Ashland Adolescent Center and Crisis Intervention
Services merged into one non-profit organization named Community Works.
Originally, Youthworks was awarded $128,850 to build a youth center in FY 1994-
95. The shortage of available existing sites and high market value of real estate
in Ashland prevented the agency from obtaining a suitable site and proved a
barrier to the original youth center proposal. As a result, Youthworks was unable
to locate and buy a site during FY 1994-95 and 1995-96, and they requested and
City of Ashland
Action Plan for Fiscal Year 199 8-99
Page 11
were awarded another grant of $121,000 for FY 1996-97. In'November 1996, the . . -.
City of Ashland agreed to lease city-owned property at 1175 E. Main St. to
Community Works for the locating the AYFRC.
Project development and fund raising delayed the project for some time. As a
result, the CDBG Budget Subcommittee developed a set of project deadlines as a
condition of extending the funding. In June 1998, Community Works received
$195,000 grant from the Meyer Memorial Trust which bridged the project's
budget shortfall. At the time of writing, in Staffs opinion, Community Works will
be able to meet the deadlines established by the CDBG Budget Subcommittee.
The remaining 35 percent of the carry over is divided between the ongoing
StarThistle Apartments project from FY 1997-98, a reallocation of FY 1997-98
funds, sidewalk and accessibility projects. Options for Southern Oregon, Inc. is
currently constructing the StarThistle Apartments at the corner of Siskiyou
Boulevard and Faith Avenue, and is expected to use their FY 1997-98 CDBG
funds by October 31, 1998. The Community Health Center, Inc. was awarded
$134,500 for the renovation of 112 Heiman, $34,000 being unused grant funds
from FY 1997-98 and $100,500 from the FY 1998-99 allocation. A $55,900 carry
over from funds allocated to sidewalk projects and $19,613 carry over from funds
allocated to accessibility improvements will be added to the FY 1998-99 sidewalk
and accessibility projects.
Anti-Poverty Strategy
The-causes of poverty on the surface appear simple, people are poor because
they lack resources. Yet neither the causes of, nor the solutions to poverty are
simple. The structure of local government has a role in assisting people out of
poverty but they are just one player in a field of many. _
The City of Ashland provides funding for economic development, social service
provision, and Community Development Block Grant eligible activities. For
example, the City dedicates transient occupancy tax funds to economic
development. The bulk of these funds go to enhance and support businesses
with an emphasis on tourism. The City also dedicates general fund dollars to
assist social service agencies. These agencies provide services to the extremely
low-, low-, and moderate-income residents of Ashland. These service agencies,
primarily located in Medford, include Community Works, the Community Health
Center, Interfaith Community Care of Ashland and others. Finally, the City, as a
CDBG entitlement community, has access to a stream of funding specifically
designated for low- and moderate-income persons. For the past three years
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 12
these funds have been used to increase services to households at-risk of
becoming homeless, homeless households and homeless and at-risk youth.
Reduction of Barriers to Affordable Housing
The City of Ashland has made a serious effort to address the issues of housing
affordability. An Affordable Housing Committee was formed in 1990 and
reconvened in 1994 to search for ways to provide economical housing in
Ashland. In 1995 a formal Housing Commission was formed. The Housing
Commission will endeavor to create policies that will allow additional housing
opportunities for low- and moderate- income Ashland households.
As a result of these committees' findings the following changes have been made:
1) Accessory Apartments
The Conditional Use Permit Procedure was changed in 1990 to allow an
accessory apartment or cottage within single family residential zones. This
provided valuable affordable housing units without unreasonable impacts on the
neighborhood. A total of 55 units have been made legal or been newly
constructed of which 15 were approved in 1997 and 4 have been approved to
date in 1998.
2) Residential Density Rollbacks with Incentives for Affordable Housing
In 1980, Ashland increased development densities in order to encourage the
building of more affordable homes. What occurred, however, was that expensive
homes were built on smaller lots. Modification of densities in single-family zones
were reduced from that level back to the 8,000 to 10,000 square foot lot size and
in multi-family zones to 12 dwelling units per acre. Higher densities would be
allowed only when affordable housing is guaranteed. All density bonuses (for
energy efficiency, landscaping, etc.) were limited to 40%. An additional 20%
density bonus was granted for providing affordable housing. In 1997, total of 10
new households participated in the program and 3 new households participated
in 1998 to date.
3) Deferred System Development Charges for Homes Constructed under the
Affordable Housing Program
This provision of the affordable housing program works in conjunction with the
affordable housing density bonus. To increase the affordability of newly
constructed homes or rentals the City defers the system development charges
City of Ashland
Action Plan for Fiscal Year 199 8-99
Page 13
which can be between $5,000 and $8,000 for a three bedroom two-bath unit.
This fee becomes a "sleeping second" on the mortgage. This second is not
awakened unless the home or rental is sold outside of the program. In the event
the home or rental is sold outside the program the SDCs are paid back plus six
percent interest accrued annually. If the home or rental remains affordable for 20
years the SDCs are forgiven and if it is sold within the program the SDCs are
simply transferred to the next owner.
4) Manufactured Housing
Manufactured housing can invplve significantly lower costs than conventional
housing. Ashland adopted standards and overlay zone that complied with state
law and permitted manufactured homes on individual lots in areas outside the
historic district. As a result approximately six manufactured homes have been
placed in residential neighborhoods throughout the City.
5) Ashland Rental Assistance Program
See page 3 for information about the Ashland Rental Assistance Program.
6) Ashland Home Ownership Program
See page 4 for information about the Ashland Home Ownership Program.
Lead-Based Paint Hazard
The City of Ashland will coordinate services, if staffing is available, with Jackson County
Health Department to conduct a survey to determine the extent of lead based paint
hazard that exists in the City of Ashland. -
Coordination
Resources
The City will utilize the Community Development Block Grant funds (CDBG) as
long as the program exists. The City will look to non-profits to pursue funding for
housing for special needs populations and the homeless. The City will support
these non-profits with technical assistance and assist with applications for
funding.
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 14
Housing Delivery System - -
The Housing Authority of Jackson County is the primary agent working with the
City of Ashland to deliver public housing to Ashland citizens. Housing Authority
programs include managing public housing units, screening applicants for rental
assistance, providing vouchers and certificates to eligible applicants, acquiring
additional units and inspecting units to be sure suitable standards are maintained.
It is expected that new housing will continue to be unaffordable because of the
high cost of land and development. The City will encourage and support new
construction efforts by nonprofit organizations and will provide technical
assistance when necessary.
Theoretically there are very few gaps in the delivery of housing and service for
extremely low- and low-income households. The Rogue Valley has competent
nonprofit agencies with the capacity to provide for a continuum of housing and
the services necessary to move households from homelessness to stability. The
gap that exists is primarily caused by a lack of resources. The gap created by
lack of resources is most apparent in the delivery of emergency and transitional
housing in Ashland and the Rogue Valley. The non-profit housing and service
agencies can bridge this gap by finding funding for renovation, and the acquisition
of property. The City will assist in bridging this gap through encouragement and
technical assistance support.
Monitoring
The City of Ashland, as the grantee for CDBG grants, will monitor the
subrecipients on a quarterly basis. Staff will maintain a close working relationship
with the subrecipients.
The goals set forth in the Consolidated Plan will be monitored on a yearly basis.
The City would like to maintain its role as a supportive partner and stimulate new
partnerships with nonprofit and public agencies. In the future, if the strategies are
not being met in this manner, the City will consider other actions to accomplish
goals. _
Public Participation Plan
A public meeting was held on March 12, 1998 to obtain input and to award grants
to local non-profit organizations. The meeting was noticed in the Public Meeting
Calendar in The Ashland Daily Tidings on March 10, 1998. Copies of the memo
to the newspaper and minutes from the meeting are attached. At this meeting,
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 15
the CDBG Budget Subcommittee awarded $143,650 of-the FY 1998-99_CDBG
allocation as grants to four local non-profit organizations. These projects and
organizations are listed in the table on page 3. The awards were finalized when
the City Council held a public hearing and adopted the City of Ashland 1998-99
Annual Budget on June 2, 1998. Copies of the public notice for the public
hearing and minutes are attached.
The public comment period for the draft One Year Use of Funds Action Plan for
Fiscal Year 1998-99 began July 6, 1998. A notice was published on July 6, 1998
in The Ashland Daily Tidings. A copy of the notice is attached. No written or
verbal comments were received.
The second public hearing was held by the Ashland City Council on August 4,
1998. A notice was published on July 25, 1998 in The Ashland Daily Tidings. In
addition, a flyer announcing the meeting was sent to 30 local non-profits. Copies
of the public notice and minutes from the public hearing are attached.
City of Ashland
Action Plan for Fiscal Year 1998-99
Page 16
e+y CF . ~4_-
MEMORANDUM
To: Ashland Daily Tidings and Medford Mail Tribune
From: Department of Finance
Subject: Listing in Public Meetings Calendar for Tuesday, March 10, 1998
Date: March 9, 1998
There will be a meeting of the City of Ashland Community Development Block
Grant Budget Subcommittee on Thursday, March 12 at 7:00 p.m. in the Ashland
City Council Chambers, 1175 East Main Street. The Committee will be reviewing
the current CDBG grant applications, listening to applicant presentations, and
rendering their decisions.
CAWINDOWS\TEMP=BG 3-12-98.wpd
Social Services/CDBG Subcommittee Minutes
March 12, 1998 7:00 p.m. Council Chambers
Subcommittee members present were Cate Hartzell, Don Laws, Jim Moore, Richard Nichols,
Carole Wheeldon, and David Williams. Staff members present were Maria Harris and
Jennifer Meadows.
The meeting was called to order at 7:04 p.m. by Maria Harris, Associate Planner, City
of Ashland. This is the fifth year for the CDBG process in Ashland.
1. Overview
There were 8 proposals received for a total of$324,650. Two need to be removed from
consideration: the mortgage retirement and garage renovation for ICCA. The mortgage
retirement is an ineligible project under the federal CDBG regulations. ICCA is withdrawing
the garage renovation project and will speak to the reason why during their presentation.
There are $177,650 available this year with $33,150 available for public service projects.
The remaining $144,500 is available for "bricks and mortar," acquisition of property or
buildings, for which the Community Health Center and The Housing Authority of Jackson
County qualify.
Hartzell asked where Youthworks stood in their use of the funds they were granted last year.
Harris responded that they were supposed to be having a groundbreaking ceremony soon
and that they are now trying to buy the old Ashland Armory, but are still trying to line up the
$200,000 or so they are short. Laws asked what would happen to those monies if it is not
spent by July 1. Harris responded that she would have to ask Jill Turner. Laws suggested
that the committee hold off adding this to the budget until they know where Youthworks is in
their process. Hartzell added that she would like to know what contingencies were placed on
the grant last year; she would still like to see the youth facility open. Vvheeldon asked the
committee if it would be appropriate to ask Youthworks to come to a meeting before the
budget is.passed. Hartzell suggested the March 31 meeting. Harris said that HUD stated
that they would like to see some progress on the Youthworks grant by May 1, 1998. Since
Youthworks' plans have changed so much each year, Harris told them they need to submit a
new budget and time line.
Hartzell asked if Youthworks decided to do their new building in phases, would the money be
enough to get them started? Laws asked if they could break ground without the $200,000
they are lacking. Harris didn't know if the City would fund them without those matching
funds. Laws responded that he would not be inclined to because of their record. He thought
it might be a good idea to meet with them before the full Budget Committee meeting on the
31st. This was schedule for 6:30 on March 31st in the Jury Room.
Social Services/CDBG Presentations 3/12/98
il. Applicant Presentations
Carlos Harris presented the proposal for ACCESS. Home Buyers' Education Program for
first-time home buyers. Some of the project objectives include: provide prospective home
buyers with the necessary tools to obtain and keep a home, involve professionals in the area
with prospective home buyers, prepare prospective home buyers for becoming contributing
members of their communities. He referred to the nationwide movement to provide
education to anyone who might avail themselves of the many funds available to first-time
home buyers, and stated that Ashland is on the cutting edge in these types of programs.
Area businesses and professionals will also get ideas of the services and materials that first-
time home buyers would need to achieve their goals. ACCESS is hoping to keep their costs
as low as possible. They have offered these types of programs for many years in Medford
and are now attempting to form a coalition with the City of Ashland.
Laws asked if Mr. Harris was notified about the staff's concerns regarding the proposal. Mr.
Harris responded that he was not. Maria Harris stated that there would be a minimum
number of classes that ACCESS commits to. Mr. Harris responded that in Medford there
were typically 750 people each year. To arrive at the figures for Ashland, they divided this
number by 3. Maria stated that 51 percent of the people in this program would need to be
low to moderate income by federal guidelines to meet CDBG requirements. Mr. Harris
responded that he understood this.
Hartzell asked if this was a series of classes or if people would attend more that once. Mr.
Harris responded that they were 3 to 4 hour classes that were all inclusive, typically all new
people. There might have been a few repeat attendees. Hartzell asked whom ACCESS was
involved with in the Medford program. Mr. Harris responded that ACCESS works with the
real estate community, escrow offices, AFS, and other service entities. He did not anticipate
this kind of participation in the first year in Ashland. Hartzell asked if the classes were free
and where they were advertised, Mr. Harris responded that they were free and that they were
advertised in stores, schools, and also in the newspaper.
Nichols asked if the statement in the last page of ACCESS' proposal meant that an
interested person would not qualify for the program if they did not take the course. Mr. -
Harris responded that this was true.
Wheeldon asked if ACCESS tracked how many of the 750 people have purchased homes.
He said that they did not have exact numbers of how many people may have gone through
the class and purchased homes in other ways, but he knew of at least 27 households that
availed themselves of this assistance.
Williams asked how likely it is that low to moderate income people would be able to
purchase a home in Ashland. Mr. Harris said that if the people availed themselves of
Ashland's Affordable Housing program, the State Bond program, Rural Development, etc.
that they could afford to buy.
Hartzell asked how the money would be spent at each meeting. He responded that they
Social Services/CDBG Presentations 3/12/98 Page 2
were going to try to keep staff costs out of the overall costs.
Peg Crowley, Joan Dean, and the architect Ray Kissler presented the proposal for the
Community Health Center. The Center has been in Ashland for 25 years. Last year, the
committee gave the Center an opportunity and a challenge. This was an opportunity to get
into a new facility and a challenge to find matching funds. The Ashland Board of Realtors
became the first contributors. This $7,000 gift was leveraged into an option on a facility at
112 Helman Street which is now even more centrally located for patients. After securing the
option on this facility, they were able to secure commitments for $200,000, and a low-rate
loan. At this time, they have secured 42 percent of the costs for this project. They are now
looking for $143,650 for renovation of this facility, nothing for the purchase. CDBG grants
account for approximately 27 percent of the total costs of the facility. The Center caters
primarily to low income residents of Ashland who have no other health care options.
Wheeldon asked if the operational costs of a larger facility are accounted for in client fees,
etc. Crowley replied that this has been considered, and that between increased client fees,
increased clientele, and an endowment they are attempting to establish they are hoping to
cover these costs. They are also considering having another service coming in to share
space with them, perhaps the County Health Department.
Moore asked Crowley to expand on the $95,000 in grants enumerated in the proposal. She
responded that these are foundations that the Center has partnered with in the past and that,
while there is no guarantee, they are fairly certain of the monies. Critical to these monies is
the CDBG grant. If this fails, the Board of Directors is committed to raising the rest of the
money and are starting interior demolition next week using community volunteers.
Williams pointed out that over 50 percent of the Center's clientele are moderate income
people. Crowley responded that all of the patients qualify for the Centers sliding income
scale, and that this hand analysis might be a little off.
Hartzell asked if the remodel includes equipment, and Crowley responded that it was
completely for renovation, they already have the equipment.
Wheeldon stated that it was very nice to see the Center back and ready to go with their new
facility.
Nichols stated that the Center's requested amount is almost the entire amount available for
grants and asked if the Center had interim financing available if the committee were to break
the funding up over two years instead of funding it all this year. Crowley responded that
CDBG funds could not be used for expenses that have already been incurred., so the work
would then have to phased which would not be the best scenario. They would have to go
back to the community to raise the necessary additional funds.
Harris pointed out that the Center has a carryover from last year of $1,890.
Social Services/CDBG Presentations 3/12/98 Page 3
Betty McRoberts and-Sandy Cook explained the Jackson County Housing Authority
proposal. This is a well-established program which strives to keep people in their homes by
helping to maintain them. This can be by repairing the roof, heating system, electrical
system, weatherization, etc. The idea is that, by maintaining low-income housing, there will
be less need for building in the future, which is far more costly. The average home requires
approximately $4,000 for repairs. The loan is only repayable when the house is sold, or if an
heir sells. This is not a housing rehabilitation program but is an emergency repair program.
McRoberts said that they could easily spend $90,000 in the community, bqt would accept
less.
Wheeldon asked if they would be able to utilize all these funds granted last year by June
since they were distributed late (this was due to staff delays in the City) and McRoberts
responded that they could. '
Laws pointed out that 15 percent of the costs were for administration and asked if this was
covered by CDBG funds, Harris responded that they could spend up to 20 percent. He
asked if the program had done some work in Ashland, McRoberts responded that they had
not, but perhaps Farm Home had. McRoberts explained that this program uses a lien
against the property and a low-interest repayment program.
Hartzell asked if there was any kind of prioritization given to calls received by the program,
and McRoberts responded that most of the calls are critical, but priorities could be
established by the committee. Hartzell asked if the average of $4,500 per house would
mean that clients would have to be turned away if Ashland granted less than $90,000.
McRoberts responded that the program receives $180,000 a year in Medford and has no
extra money left over at the end of the year. Hartzell asked if they had worked long enough
in Medford to get any return. McRoberts responded that this was the first year they have
received payments. Cook responded that they have had five payoffs this year. These
payoffs came within months, not years.
Nichols asked about the 17 percent administration costs. He asked if the 18 homes the
proposal claims to be able to pay for out of the $90,000 would incur a full $15,000 in
additional administrative costs. McRoberts responded that there were many steps to go -
through to comply with HUD regulations. This program is self-supporting.
John Fletcher, Carolyn Johnson, and Sharon Triber present the proposal for ICCA.
Triber spoke of the voluntary withdrawal of the $8,500 garage renovation proposal. Fletcher
stated that much of the funding identified by ICCA has come about through discussions with
the Community Health Center. Johnson stated that last year's grants accounted for 70
percent of the handicapped facilities needed in their building. She pointed out item number
8 of their proposal. This year's proposal is for a large percentage of ICCA's clientele. This
is for a .5 FTE advocate for the mentally-impaired clientele within the community who need
assistance in utilizing the communities resources. Fletcher stated that county-wide in the
last 20 months there has been a 200 percent increase in clientele, and they expect this
number to increase to 300 percent within the next 6 to 12 months. He did not have exact
figures for Ashland, but approximately 79 percent of the clientele who come into ICCA are
Social Services/CDBG Presentations 3/12/98 Page 4
mentally- impaired people who need assistance in following government red tape. Triber
added that-the-church community and the community at large has contributed a great deal to- -
keep these people off the street and providing various services to them (hygiene facilities,
counseling, etc.).
Wheeldon asked what kind of qualifications would be required for this .5 FTE employee.
Fletcher responded that they would be looking for someone with at least a Bachelors degree
in Social Work. Hartzell asked how optimistic they were in being able to fipd someone for
$14,000 to $15,000 part time. They are very optimistic. Hartzell asked if the program
utilized SOU students, they have in the past.
Moore questioned the revenue numbers in the proposal because they don't add up. Triber
stated that there she had made an error.
Kim Miller and Daryl Peterson present the proposal for Options for Southern Oregon.
Miller stated that they have received a great deal in loans, a $46,000 grant, and a $90,000-
plus grant. They have returned $34,000 of the $46,000 grant they received last year. They
have HUD deadlines which expire this September to build this apartment complex. They are
requesting $23,000 this year for clinical staff. Options has two signed intent-to-provide-
services contracts with managed-care organizations.
Hartzell asked Miller to repeat the part of his statement regarding the mental health care
providers. The State is currently looking at whether the money would go to the county or the
managed care organizations (like Options). If it goes to the county, Hank Collins, the
director of mental health services for Josephine County has promised to give some of the
money to Options.
Wheeldon asked if this would be a recurring request. Miller responded that as routines are
established for residents, staffing needs taper off. HUD provides money for a superintendent
for facilities, but not for additional staff; this comes from county funds. Options has also
been approached by Eugene and Roseburg to establish programs in their communities.
Nichols pointed out that the committee granted nearly 100 percent of Options' request last _
year and that, while they returned the funds because they were not ready to use them, they
later raised in excess of $90,000 in replacement funds. He asked if some of this money
would be accessible this year. Yes.
Hartzell asked when they would be breaking ground. Miller responded that, if all goes well,
groundbreaking would happen April 7. -
Ed Brissett presented the proposal for The Salvation Army. 1990 census, 17.4 percent
(369 families) of the Ashland population is living below the poverty level. They assisted _
Ashland residents last year. For seniors, they provide eyeglasses, rental assistance,
transportation, etc.
Hartzell asked how the cooperative efforts with other agencies have worked in the last year.
Social Services/CDBG Presentations 3/12/98 Page 5
Brissett responded that in the last five months they have had more people referred to them
by other organizations who could not handle the load, an average of three per day for the
last two months in Medford.
Wheeldon asked if the rent costs are for a new facility or to offset current rent. This is for
current rent of roughly $5,000 a month of which little is charged to the clientele. The
$17,000 in the request is 33 percent of their annual budget. Much of the administrative and
employee costs for the program are offset through the Salvation Army itself.
Hartzell asked if there is any duplication of services between the Salvation Army and other
charitable services in the community. Brissett responded that there may be some duplication
in the food area, but the clothing, baby formula, etc. are not being provided by other
agencies.
III. Allocation Decision
Nichols stated that last year the committee requested the grantees to discuss among
themselves ranking importance of their services and requests. Hartzell responded that this
was primarily for Social Services grantees. Subcommittee members initially stated their
distribution preferences.
Wheeldon stated her desire to fund ICCA's request, the Health Center, and the Salvation
Army.
Williams was concerned that the Health Center assisted so many moderate income patients,
and that ACCESS' program might not be of much assistance to first-time home buyers in
Ashland.
Laws would like to fully fund the Health Center. The committee encouraged them to come
back this year and he feels that the community has gotten more "bang for their buck" from
the Center. Health care is so expensive that even moderate income people have a hard time
affording it. He also felt that Options should be funded, finishing what was started. The rest
of the $33,150 to ICCA with the remaining $850 bricks and mortar money to the Health
Center.
Moore favored the Health Center and Options.
Hartzell agreed with Laws regarding Options and ICCA. She would like to fund less
meetings for ACCESS in the first year to gauge response. She would furfd a little less to the
Health Center and the remainder to the Housing Authority.
Nichols felt that the committee had a commitment to the Health Center and that there were
needs were paramount this year. Second would be ICCA, then ACCESS, then Options.
Harris referred everyone to the RFP for the federal income guidelines.
Social Services/CDBG Presentations 3/12/98 Page 6
Laws moved to fully fund the Community Health Center ($143,650) and the remainder
to the Housing Authority ($850). Nichols seconded. Moore, Wheeldon, and Williams
opposed. Motion did not pass.
Wheeldon moved and Williams seconded granting $134,500 to the Community Health
Center and $10,000 to the Jackson County Housing Authority. Five in favor, Hartzell
opposed. Motion passed.
Law moved to grant $23,000 to Options, Hartzell seconded. Nichols felt this figure
was too high. Hartzell addressed this issue. Laws and Hartzell in favor, four opposed.
Motion did not pass.
Hartzell moved to grant Options $20,000, Moore seconded. Nichols, Williams, and
Wheeldon opposed. Motion did not pass.
Laws moved to grant $18,000 to Options and $15,150 to ICCA, Wheeldon seconded.
Nichols asked if the motion could be amended to remove $1,500 from each to give $3,000 to
ACCESS. Hartzell suggested four meetings worth ($1,600). Laws said he would not amend
his motion. Four in favor, Hartzell and Moore opposed. Motion passed.
Carlos Harris addressed the committee about the issue of creating affordable housing for
Ashland residents in conjunction with the City. He felt that not supporting the ACCESS
program does not support the City's own affordable housing program.
REQUESTED RECEIVED
ACCESS 5,000 0
Community Health Center 143,650 134,500
ICCA 18,500 15,150
J.C. Housing Authority 90,000 10,000
Options for Southern Oregon 23,000 18,000
The Salvation Army 17.000 0
$324,650 $177,650-
Meeting adjourned at 10:00 p.m.
(G lbudget\min\1998-99\cdbg0312.min)
Social Services/CDBG Presentations 3/12/98 Page 7
OF ASHLAND `
NOTICE OF BUDGET HEARING
A meeting of the Ashland City Council will be held on June 2, 1998, at 7:00 p.m. at the
Civic Center, 1175 East Main Street, Ashland, Oregon. The purpose of the hearing is to
discuss the budget for the fiscal year beginning July 1998 as approved by the Ashland
Budget Committee. A summary of the budget is presented below. A copy of the budget
may be inspected or obtained at Ashland City Hall between the hours of 8:30 a.m. and 5:00
p.m. This certifies that the budget was prepared on a basis of accounting that is consistent
with the basis of accounting used the preceding year. Major changes,if any,and their effect
on the budget are explained below.
City of Ashland, Jackson County, April 30, 1998; Catherine M. Shaw, Mayor, 488-6002.
This Year Next Year
ANTICIPATED REQUIREMENTS Adopted 97-98 Approved 98-99
Personnel Services 5 11,599,000 S 12,523,000
Materials and Services 16,449,600 16,717,500
Capital Outlay 16,612,000 19,596,000
Debt Service 3,347,000 1,692,000
Transfers 987,000 1,839,000
Contingencies 3,190,400 4,243,500
Unappropriated Ending Fund Balance 14,867,000 13.205,000
Total Requirements 66,052,000 68,816,000
ANTICIPATED RESOURCES
Resources Except Property Taxes 61,800,700 64,057,000
Property Taxes Required to Balance 4.251,300 4,759,000
Total Resources 66,052,000 68,816,000
ANTICIPATED TAX LEVY
Property Taxes Required to Balance 4,251,300 4,759,000
Loss Due to Constitutional Limits 675,150 0
Plus: Estimated Property Taxes Not to be Received
Discounts Allowed, Other Uncollected Amounts 6,466 450 6,359,000
Total Levy
TAX LEVIES BY TYPE
Permanent Rate Limit 3,965,150 4,041,000
Local Option Levies 1,200,000 1,100,000
Levy for Bonded Debt Obligations 303.300 218.000
Total Levies 5,468,450 5,359,000 _
LONG TERM DEBT
Bonds 7,910,000 7,990,000
Other 2,046,500 1,104,733
Authorized but Not Incurred 1,250.000 0
Total Indebtedness $ 11,208,500 S 9,094,733
Uauy I wings Special Instructions THESE SPACES FOR BOOKKEEPING
Repeat Data Etc. S Ran Days Ran Total Space Amount
1661 SISKIYOU BLVD. 1-}3(e I I���
ASHLAND, OREGON 97520 05-
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AFFIDAVIT OF PUBLICATION
STATE OF OREGON
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County of Jackson
I , V) 0, being duly sworn,
depose and say that I am the printer of ASHLAND DAILY TIDINGS,
a daily newspaper of general circulation, printed and published
in Ashland, in the aforesaid county and state; that such
newspaper is made up of at least four pages of five columns of
at least 17 3/4 inches in depth, or if smaller pages, than
comprising an equivalent amount of type matter; that said
newspaper was regularly and uninterruptedly published for at
least one year immediately proceeding the first publication of
the attached.'.nbtice,. and has more than 200 bona fied subscribers
within the county in which it is published; that the notice of
which the one hereto attached is a true and correct copy, viz ;
was published in. the regular and entire issue of said newspaper
commencing with the issue dated the l$kh day of YYh� -_-
19—61�-, -and ending with the issue dated _day of rno,,,
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That the price actually charqeAfor thiq no ice was $ UN-00
Subscribed and sworn to bef me this z y of 19_
NOTARY PUBLIC OREGON
OFFICIAL SEAL
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NOTARY PUBLIC-OREGON
COMMISSION NO.0402509
IIY fANILSSWII E><PWES MAY l 19W
(503) 482 73456 4 FAX (503) 482-3688
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
June 2, 1998
PLEDGE OF ALLEGIANCE
Mayor Shaw called the meeting to order at 7:00 p.m.,Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Hauck, Wheeldon,and DeBoer were present. Councilors Reid and Hagen were absent.
APPROVAL OF MINUTES
The minutes of the regular meeting of May 19, 1998 were accepted as presented.
SPECIAL PRESENTATIONS& AWARDS
1. Mayor's Proclamation declaring June 8-15, 1998,as "Crosswalk Awareness Week."
2. Mayor's Proclamation declaring June, 1998 as"National Safety Month."
Mayor Shaw read both proclamations in their entirety.
CONSENT AGENDA
1. Minutes of Boards,Commissions and Committees.
2. Confirmation of Mayor's appointment of Richard Wanderscheid as Administrative Services Director.
3. Approval of annual liquor license renewals.
4. Application for liquor license for"Alfresco",70 Water Street(Applicant Ann Clouse).
5. Application for liquor license for"Wiley's Organic Pasta Company",1606 Ashland Street(Applicants
Terry and Julie Wiley.)
Item number three was pulled for discussion. Councilor Wheeldon inquired as to whether there was a comprehensive
list of applicants,and whether the OLCC was involved in the renewal process. City Recorder Barbara Christensen
briefly explained the process,and that the item before Council was a blanket approval to renew current licenses. City
Attorney Paul Nolte confirmed that the OLCC has authority in the renewal process. Mayor Shaw noted that the
Council's approval was perfunctory,and that authority lies with the OLCC. Inclusion on the Council agenda allows
the City to advise the OLCC,but strictly speaking this does not need to be done. Briefly discussed the licensing
process,both for new applicants and renewals. City Administrator Mike Freeman noted that staff could provide a
comprehensive list of renewal applicants if the Council desired such a list. Councilors indicated that this would not
be necessary.
Councilors Hauck/Wheeldon m/s to accept the consent agenda. Voice vote: All AYES. Motion passed.
PUBLIC HEARINGS
1. Consideration of adoption of the 1998-1999 budget.
Public hearing open at 7:08 p.m.
Director of Finance Jill Turner briefly explained the budget process,and stated that this was the final hearing before
the Council. Noted that the City's budget is$69 million,and that nearly$20 million is capital. Also stated that tax
rates would be falling$0.18,meaning there would be about$9000 less in property tax funds available than last year.
City Council Meeting 06-02-98
Ron Kramer/120 W imer StJJejjerson Public Radio/Noted that his comments were based on his understanding of
the process. Explained that he had spoken at previous hearings at the committee level. Feels that approval of this
budget constitutes formal Council approval of the Ashland Fiber Network. Offered the same admonition given in
public hearings March 17'", noting that the amount,accuracy and importance of the available information make this a
critical decision for Ashland. Briefly noted the role of Jefferson Public Radio in providing multiple communication
services to the Ashland community,noting that they also serve as an Internet Service Provider(ISP). Explained that
they have followed the Ashland Fiber Network with great interest. Emphasized that their interest is not merely
proprietary or competitive,but as Ashland citizens. Stated that authoritative information has been difficult to obtain
from the City,and additional financial information has not been made available to the public. Significant
assumptions behind the plan have not been updated. Noted that JPR has written a white paper on this issue. Stated
that unless the Council has received and studied other information,there is a prospect of significant losses and
adequate financial information has been unavailable. Emphasized the need to insist on accurate, publicly disclosed
information on this project and the need to be fully satisfied with the information before moving forward with the
plan. Stated that the process to date gives cause for concern that the community's expectations of the Council are not
being fulfilled,and that the information is clearly inaccurate. Stated that if other information is being considered, it
is not available to the public and that brings any final decision on the project into question.
Russ Silbiger/562 Ray Ln./Stated that the budget being approved is merely a step,and not the end of the process.
Emphasized that the bond issuance process will allow for many opportunities to look at data. Sees no reason not to
move forward. Noted that he had spoken in favor of the Ashland Fiber Network at the original hearing,and has not
heard from anyone who has changed their position in supporting the project. Feels that there is significant public and
business support for the project. Stated that the plan has been well thought out until now,and there will be further
opportunity for comment.
Sharon Stern/15 South Pioneer StJlnjormation Services Manager of the Oregon Shakespeare Festival/Noted
support of the Ashland Fiber Network,both personally and on behalf of the Oregon Shakespeare Festival. Stated that
it is exciting to live in one of the most visionary cities in the state,and possibly in the whole country. Stated that this
plan is the City's on-ramp to the information superhighway. Does not know why the City would give up on this
opportunity. Stated that the situation is similar to the national highway system in its ramifications for improving our
quality of life. Unbelievable opportunities for savings and cooperation with businesses. There are possibilities for
commerce,greater affordability of new technology,and many as yet undiscovered means to pay for the project.
Should not be stuck on financial issues at this point. As a municipal utility,the City already has access and is in an
ideal position. Emphasized that she and the Oregon Shakespeare Festival are behind the project one hundred percent.
David Hyatt/301 W 6°St./Oregon Cable Television Association/Noted that he had presented a draft financial
analysis of the Ashland Fiber Network plan to the Councilors at the budget hearing,and he has a finalized version of -
that analysis to present tonight. Stated that his report is a straightforward analysis. Feels that the City's report is
inaccurate,and that original pro jormas make significant material overstatements. Noted that by his analysis,income
is overstated by$6-7 million;expenses are overstated by$2-3 million;interest expenses over a 5-year period are
overstated by$800,000 to$1,000,000;and bonding requirements are understated by$3-5 million. Feels that the
original report was so materially inaccurate that he hopes his report will be looked at along with that presented by
R.W. Beck,Inc.,before the City Council chooses to proceed with this plan.
Mike Stalcup/624 A Street/Chairman ojSouthern Oregon Telecommunications and Technology Council,and
Vice President of Interactive Media Development with Project A,Inc./Spoke in favor of the Ashland Fiber Network.
Noted that City has invited Project A's president to sit on a steering committee for the project. While acknowledging
that there might well be pitfalls,Stalcup emphasized that Project A will use the same approach in serving on this
steering committee that was used in bringing technological improvements to the Ashland School District. Noted that
the Southern Oregon Telecommunications and Technology Council is made up of more than
City Council Meeting 06-02-98
2
- seventy five large stakeholder businesses that are in support of the Ashland Fiber Network..Stated that Don Masiati,
CIO of the State of Oregon,came out in wholehearted support of this project after reading the Ashland Fiber
Network business plan. Noted that Masiati had much experience with similar projects in other areas of the country.
Emphasized that opportunities for economic development are accurately presented and should move forward.
Publicly stated support of the Ashland Fiber Network plan for the record.
Wayne Schumacher/960 Mary Jane/Noted that the Ashland Daily Tidings front page has a story on the federal
government receiving an"F"grade on its "Year 2000"preparedness programs. Stated that the federal government
has had the foresight to pass an initiative requiring that in each agency,any initiative must be certified as "Y21C"
compliant. Urged that before heading into the Ashland Fiber Network,the City should be certain that the entire
project is certified in writing as "Y2K" compliant.
Public hearing closed 7:28 p.m.
Councilor Wheeldon noted that$783,000 had been identified as "New Funds Available" in the budget and asked that
Council meet to look at staff recommendations for appropriation of those funds. It was noted that those funds have
been approved,and that staff will bring back as many projects as possible in a Public Works presentation at a later
date.
Councilor Laws noted that the Fire Departments building money will need to be specifically allocated for the
purchase of land,architectural designs,construction,and etc. City Administrator Freeman noted that he had spoken
with Assistant City Administrator Greg Scoles on this matter earlier,and that it is a high priority along with City Hall
office space needs issues.
Councilor Wheeldon noted her concerns over the City's not owning the electric substations. Asked for information
on any plans for future acquisition. It was noted that Director of Electric Utilities Pete Lovrovich would speak on
this issue,and give a brief explanation of Sunday's power outage,later in the meeting. City Administrator Freeman
suggested that acquisition of the substation could be looked at in Council Goal Setting.
Councilor DeBoer noted concerns that the Ashland Daily Tidings had incorrectly stated that$450,000 had been
allocated for architectural drawings of the Fire Department building. Also noted that under Oregon state law,placing
funds in budget does not guarantee the approval of projects or the expenditure of the budgeted funds.
Councilor Laws noted that Ashland Fiber Network consultants have been working on two reports that are not in final
form,and have not as yet been given to council. Emphasized that Council will go no further on that project without
reviewing these reports. -
1. First reading of"An Ordinance Levying Taxes for the Period of July 1,1998 To and Including June -
30, 1999,Such Taxes in the Sum of$5,359,000.00 Upon All the Real and Personal Property Subject to
Assessment and Levy Within the Corporate Limits of the City of Ashland,Jackson County,Oregon,
and Declaring an Emergency."
Mayor Shaw read the ordinance by title only.
Councilors Hauck/Laws m/s to move the ordinance to a second reading. City Attorney Nolte noted that the
ordinance needed to be read in full. Motion withdrawn.
Mayor Shaw read the ordinance in its entirety.
Councilors Hauck/Laws m/s to move the ordinance to a second reading. Roll call vote: Hauck,Laws,DeBoer,
and Wheeldon,All YES. Motion passed.
City Council Meeting 06-02-98
3
2. Second reading of"An Ordinance Levying Taxes for the Period of July 1, 1998 To and Including June
30, 1999,Such Taxes in the Sum of$5,359,000.00 Upon All the Real and Personal Property Subject to
Assessment and Levy Within the Corporate Limits of the City of Ashland,Jackson County,Oregon,
and Declaring an Emergency."
Councilors Hauck/Wheeldon m/s to adopt Ordinance 92818. Discussion: Discussed the need for two readings
in one night as ordinances take effect after 30 days and there was an error in advertising the hearing. Had to
declare an emergency. Councilor DeBoer questioned the need to include the tax rate per$1000 in the budget,
under the requirements of Ballot Measure 50. Director of Finance Jill Turner noted that this was not needed
as the budget included specific dollar amounts. Roll call vote: Hauck, Laws,DeBoer,and Wheeldon,All YES.
Motion passed.
3. Reading by title only of"A Resolution Adopting 1998-1999 Budget and Making Appropriations."
Councilors Hauck/Wheeldon m/s to adopt Resolution#98-11. Roll call vote: Laws,DeBoer,Hauck,and
Wheeldon,All YES. Motion passed.
PUBLIC FORUM
Public Forum opened at 7:40 p.m.
John Huskey/173 Ashland StJDlrector of Communications for Southern Oregon University(SOU)/Noted that he
will be serving as a liaison between the SOU,the student body,and the City government. Stated that he would like
to participate in Ashland government,and will be attending council meetings. Councilor Laws suggested looking
into the possibility that staff could provide Huskes with a Council packet prior to Council meetings. Huskes noted
that he would welcome any information,or suggestions,provided.
Public Forum closed at 7:42 p.m.
UNFINISHED BUSINESS
None.
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
City Administrator Mike Freeman noted that this information will be included in Council packets in the future.Noted
that abbreviations used are: "RES" for Resolution, "PRES" for Presentation,and'PH"for Public Hearing. Noted an
error in including"Oak Street Traffic Calming"as#11. Stated that this information would be discussed at the July _
22'study session as indicated under#19.
Councilor f Laws noted that this information is extremely useful for the Council. Thanked Freeman for providing this
information,and noted his hopes that it could be made available to the public. Also stated that synopses included
with ordinances have been very helpful and useful. Thanked staff for their efforts. Freeman stated that he welcomed
any feedback from Council.
City Council Meeting 06-0-98
4
-ORDINANCES.RESOLUTIONS AND CONTRACTS --
1. Second reading by title only of"An Ordinance Authorizing the Municipal Court to Require
Mediation in Certain Cases."
Councilors Wheeldon/Laws m/s to adopt Ordinance#2820. Roll call vote: Laws,Hauck,Wheeldon,and
DeBoer,All YES. Motion passed.
2. Second reading by title only of"An Ordinance Amending Chapter 13.24 of the Ashland Municipal
Code Regarding Standards for Naming and Renaming Streets."
Councilors Laws/DeBoer m/s to adopt Ordinance#2819. Roll call vote: Hauck,Wheeldon,DeBoer,and Laws,
All YES. Motion passed.
3. First reading by title only of"An Ordinance Amending Section 9.08.060.)of the-Ashland Municipal
Code Relating to Trackout Restrictions."
Councilors Wheeldon/Hauck m/s to move the ordinance to a second reading, Discussion: Councilor DeBoer
noted his concerns over enforcement issues around the requirement to pave private driveways. Stated that
while it is not officially required,in a wet environment driveways must be paved to avoid trackout. Councilor
Laws stated that he believes this only applies to construction. Noted that ordinance cannot be enforced 100%,
but that 90%of citizens try to conform. Mere presence of an ordinance provides guidance. While there may
be a few that do not comply,this does not mean the ordinance is negative. Discussed enforcement and the
permit process. Mayor Shaw said there would be no effort to require paving of existing drives,but on new
construction such as with flag lots,paving would be required. Councilor Hauck noted that requirements
would be dependent on what was included on the building permit conditions for each case. Stated that the
ordinance gives the option to impose requirements.
Director of Community Development John McLaughlin noted that paving would not be required unless a new
unit was being added and constructed. Other conditions might be imposed,but these would be appropriate for
the specific instance. Mayor Shaw noted that she believed section 8 was not specific to construction,and could
apply to driveways. Councilor Wheeldon asked McLaughlin to clarify. McLaughlin noted that requirements
relate to building permits,and so would be specific to construction. Stated that there might be instances of
imposing requirements outside of construction,such as on agricultural lands where farm vehicles could be
required to clean wheels or pave drives.
Roll call vote: Wheeldon,Laws,Hauck and DeBoer,All YES. Motion passed.
4. First reading by title only 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."
Councilors Wheeldon/Hauck m/s to move the ordinance to a second reading. Discussion: Councilor DeBoer
questioned whether ordinance would prohibit outdoor barbecues. City Attorney Nolte confirmed that this
ordinance only related to space heating,and would not preclude cooking outdoors. Roll call vote: DeBoer,
Wheeldon,Hauck,and Laws,All YES. Motion passed
City Council Meeting 06-02-98
5
5. First reading of"An Ordinance Levying Taxes for the Period of July 1, 1998 To and Including June
30, 1999,Such Taxes in the Sum of$5,359,000.00 Upon All the Real and Personal Property Subject to
Assessment and Levy Within the Corporate Limits of the City of Ashland,Jackson County,Oregon,
and Declaring an Emergency."
(Dealt with during public bearing.)
6. Second reading of"An Ordinance Levying Taxes for the Period of July 1, 1998 To and Including June
30, 1999,Such Taxes in the Sum of$5,359,000.00 Upon All the Real and Personal Property Subject to
Assessment and Levy Within the Corporate Limits of the City of Ashland,Jackson County,Oregon,
and Declaring an Emergency."
(Dealt with during public/rearing.)
7. Reading by title only of"A Resolution Adopting 1998-1999 Budget and Making Appropriations."
(Dealt with during public hearing.)
8. Reading by title only of"A Resolution Certifying City Provides Sufficient Municipal Services to
Qualify for State Subventions."
Councilors Hauck/Wheeldon m/s to adopt Resolution#98-09. Discussion: Questioned how state monies are
presented in the budget. Director of Finance Turner noted that cigarette and liquor tax monies are shown as
General Fund Resources,and highway support is shown under the Street Fund. Noted that these are
represented in the budget as "intergovernmental resources". Roll call vote: Wheeldon,DeBoer,Laws and
Hauck,All YES. Motion passed.
9. Reading by title only of"A Resolution Declaring the City's Election to Receive State Revenues."
Councilors Hauck/Wheeldon m/s to adopt Resolution 498-10. Roll call vote: Laws,Hauck,Wheeldon,and
DeBoer,All YES. Motion passed.
10. Reading by title only of"A Resolution Revising Rates for Electric Service Pursuant to Ashland
Municipal Code Section 14.16.030 and Repealing Resolution 494-30."
Director of Electric Utilities Pete Lovrovich noted the report from R.W.Beck,Inc.,from September of 1997, -
detailing their.cost of service and rate studies. Stated that the guidelines behind the studies were for stability of rates
over time,with a competitive environment in mind. Noted the need for equity both across and within customer
classes,.simplicity,and the concern that impact on the General Fund be minimized. Explained that the initial reason
for study was a decrease in the City's wholesale power bill from Bonneville Power in early 1997.
Director of Finance Jill Turner noted rate tariff sheets are slightly different as they now indicate utility department
numbers. Stated that the overall rate reduction is 7.2%. Noted effects on General and Electric funds. Stated that
based on a last minute request,the purple sheet given to council had been prepared to revise Seasonal Residential
rates which were developed IS years ago. Noted that originally,seasonal bed and breakfasts(B&Bs)were classed
merely as commercial. When a special rate was created, it was halfway between commercial and residential. The
recent Cost-of-Service Study indicated that customer costs were more intense than residential,but not as high as
those for commercial. The change presented sets charges equal to residential rates, instead of halfway between
residential and commercial. Explained that the purple sheet is a single page substitution. Noted that there were B&B
owners in the audience who wished to speak concerning the proposed plan to adjust electric rates.
City Council Meeting 06-02-98
6
-'City Administrator Mike Freeman noted that staff concurs with charging a residential rate,as occupancy does not --
effect base cost.
Turner explained that the recommendations pull rates down to the cost-of-service levels. Freeman noted that there is
no degradation in funds for the Electric Fund,and the General Fund is affected by about$20,000. Stated that this is
taken into consideration in the budget. Also noted that deregulation will make pricing system of rates much more
competitive,and there will likely need to be another adjustment within two years. Also requested doing away with
differential for institutional/governmental users.
Opened to public comment at 8:05 p.m.
R. B. Maddox/586 B St./Wo/f Manor Bed& Breakfast Inn/Six years prior to his buying the building, it served as
Dunn House,a shelter for battered women. Noted that the City requires B&B owners to live on site. Stated that by
basic laws of economics,when there is more usage,unit costs should be less. Questioned how cost to the utility
could be any higher per kilowatt-hour if he has guests in his home.
David Fadden/326 N. Main St.lFadden's Inn/Noted that he was present in 1994 for discussions of this same issue
when no decision was reached. Setting costs by class is arbitrary,and the rate structure is not designed by actual
demands placed on the system. Feels that B&Bs are billed more than Dunn House was when if was in the same
building. Emphasized that he felt he was billed more based on an arbitrary class. Stated that other home occupations
receive residential rates. Charges are arbitrary and do not hold up to scrutiny. Stated that many houses would use
more than B&Bs. Until rate structure is equalized, it will be arbitrary.
Councilor Hauck noted that Dunn House,as a non-profit organization, had received commercial rates.
Public comments closed at 8:15 p.m.
Lovrovich addressed load differences between B&Bs and residential units. Stated that usage is definitely different,
and that costs are not determined by kilowatt-hour usage,but by kilowatt demand during a one-hour period. The rate
classes are not designed strictly on usage,but by the peak demand at any one time. Explained that the City's
wholesale power bill from the Bonneville Power Administration is charged on this basis. A B&B with customers has
more usage than a residence on average,but accepted industry standards also indicate that B&Bs place a greater
demand on the system. Costs for setting up service are being reduced to residential levels,but rates as a class are
different due to the higher wholesale power costs for this greater demand. Emphasized that the City is penalized for
high use when demand for a one hour period is high,and that power suppliers look at peak demand on a daily basis.
Reiterated that while everyone has a different rate of demand,B&Bs are generally higher than residential customers.
Director of Finance Jill Turner emphasized the need to look at the class as a whole: Stated thaf while Mr. Fadden -
owns a small B&B,there are some larger B&Bs with 7-9 units that place significantly more demand on the system.
While Fadden's Inn may be closer to a residence,other B&Bs are much closer to commercial users. Stated that
competing electric utilities do not even have a special B&B rate. Stated that the current rate classes are fair to the
group as a whole.
Councilor Wheeldon questioned whether B&Bs elsewhere pay commercial rates. Turner stated that she was not
aware of a special class for B&Bs in the neighboring utility. Stated that Pacific Power probably charges some as
residential and some as commercial,as they may not be as aware of how properties are used because they are not
involved in the planning process.
City Council Meeting 06-02-98
7
Councilor Hauck noted that the new system proposed as part of the Ashland Fiber Network will allow the utility to
have more detailed information on usage and demand, and this could potentially allow further modification rates.
Turner noted that sewer and water service for B&Bs are charged at commercial rates.
David Fadden questioned how, with no demand meters,the City can know he's more costly than a residential
customer. Stated that in his opinion, it costs less to serve him than it does for many of the residential customers in
the City.
Councilor Laws stated that the City cannot measure individual demand,so the rate structure must have classes based
on certain assumptions. One such assumption is that B&Bs as a class place a greater demand on the system in some
hours than do residential customers. Emphasized that the City cannot create a class for each customer.
Councilors Laws/DeBoer m/s to adopt the resolution as presented.
Discussion: Councilor DeBoer suggested that the motion be amended to include the changes recommended by
staff. Councilor Laws noted that he is concerned with the elimination of the in-lieu tax adjustment. Explained
that because many of the large utility customers in Ashland do not pay property taxes,the in-lieu tax
adjustment has provided a way for them to pay for city services as the tax payers do. Noted that in the
proposed rate adjustment,these customers did not receive a rate reduction, but were left as is and the lieu tax
adjustment portion of their bills was eliminated. Went on to explain that this was an attempt to bring rates in
line with upcoming competition,but that in all likelihood the state would contract with one provider state-wide
and Ashland's utility would be unable to compete. Stated that this removed the justification for eliminating
the in-lieu tax adjustment. Suggested that the in-lieu tax adjustment be kept until the City has been told it
cannot charge this fee. Stated that the City should not eliminate this source of revenue that substitutes for
_ lands that do not have to pay property taxes. Noted that the City will need to borrow money through the
bonding process to finance the Ashland Fiber Network,and could use in-lieu tax funds to assist with funding
and reduce the amount borrowed. Stated that this would be more sensible than borrowing more money at a
high rate,when there could be money available within the system. Noted that he has spoken with Turner and
that she has suggestions if the Council decides to retain the in-lieu of tax adjustment.
Councilor Laws recommended that Council adopt the other rates,and hold off on those for
governmental/institutional customers until staff recommendations can be prepared. Motion withdrawn.
Mayor Shaw noted that she had looked into the in-lieu tax issue and discussed it with City Administrator Mike
Freeman.-Emphasized that she is concerned with governmental customers being charged more than it costs to
provide service. Also cited concerns about the possibility of appearing to cross-subsidize the Ashland Fiber
Network.-Stated that Southern Oregon University,one of the major customers in this class,has had significant _
cutbacks in the recent past,and has had to lay-off Ashland citizens. Stated that she felt that the City should help the
University to minimize its expenses in any way it can,when this can be done without providing a subsidy.
Shaw also noted that the Ashland School District is asked to subsidize other portions of the budget,when in this case,
the in-lieu tax money could be used by the schools in other areas. Emphasized that eliminating the in-lieu tax
adjustment will not eat away at the General Fund. Stated that the utility's growth has been too much,and that
savings should be passed on to these two institutions.
City Council Meeting 06-02-98
8
Councilor Hauck noted that he had previously made the same argument that Councilor Laws was making tonight.
Suggested looking at other options to reduce rates while keeping the in-lieu tax adjustment. Stated that it creates a
problem because there are so many lands in Ashland that cannot be taxed. Freeman noted that the amount brought in
by the in-lieu tax adjustment is approximately$200,000,which would only bring$20,000 to the General Fund from
the franchise fee.
Councilors DeBoer/Wheeldon m/s to adopt the resolution revising electric rates,with the staff-recommended
changes to the "Seasonal Residential Service"schedule.
Discussion: Councilor Laws noted that in-lieu tax funds could be loaned to the Ashland Fiber Network,
eliminating the need for additional bonding. Mayor Shaw stated that this would amount to subsidization of
the Fiber Network. Councilor Laws also noted that funds could be shifted around,and the excess available
from government institutions could be taken off of the top to pay the franchise fee. Funds could be shifted to
give savings to the people of Ashland.
Councilor Laws stated that he agrees with serving friends and neighbors,and he has been a part of Southern
Oregon University for many years. Expressed his concerns that the state has chosen not to support higher
education,and noted that Southern Oregon University is redefining its mission and some jobs may be lost.
Went on to state that it must be remembered that the University causes major costs for police,fire,and etc.,
and neither the University nor the State pay anything towards these costs. Acknowledged that there is a
commercial income from the in-flow of people to the community,but stated that there is not a commensurate
income to the City to cover costs incurred. Emphasized that the State does not provide any assistance for these
costs,and out of fairness the City should be able to recover some money.
Stated that the University will survive,that he does have more concerns about the School District, but that the
City is not in the business of subsidizing other institutions. While he would like to be able to help,it cannot be
done on this scale. Emphasized that the City must meet costs and expenses.
Mayor Shaw stated that the goal of the study was to keep rates to the cost of service. Emphasized that the
City's utility is in business to provide service to the community which cooperatively owns the utility. Stated
that the University is one of those owners,and the Cost-of-Service Study was designed to determine the costs
to serving customers and recommend rate adjustments accordingly.Shaw stated that what Councilor Laws is
suggesting would make money over and above the cost of providing service. Cited her concern that.the
Council would consider cross-subsidization of the Ashland Fiber Network.
Councilor Hauck responded that the decreases recommended in the study were through several possible
options,and that the in-lieu tax adjustment could be added on to the reduced rates to provide revenue to the
general fund in the same manner as a direct tax. Explained that the act of removing the in-lieu tax adjustment
was in itself a form of subsidy,as all other Ashland residents are expected to pay their share.
Councilor Laws noted that what he had been suggesting might result in costs and revenues not being in exact
relation within the Electric Utility,but that it would put them in balance for total City costs. As it stands now,
the City subsidizes other areas of the community which are not recovered,which is why the in-lieu tax
adjustment was created.
Councilor Wheeldon questioned whether other organizations,such as non-profits,pay in-lieu tax. Director of
Finance Turner confirmed that they do. Councilor Wheeldon question why there was discrimination between
governmental entities and non-profit organizations,in that the City was seeking to eliminate the in-lieu tax
adjustment for the governmental entities.
City Council Meeting 16-02-98
9
City Administrator-Freeman noted that the original recommendation of the study was to charge in-lieu tax to
governmental entities. Emphasized that he had researched the City's ability to tax the State thoroughly,as
this is most efficient way to get money to the General Fund. Noted that in speaking with City Attorney Nolte,
the legality of taxing the State was questionable. With this in mind,they looked at the other customers in this
class,and because the City could not tax either the State or the federal government,the remaining customers
were the City and the Parks Department. Under these circumstances, rather than collecting the in-lieu tax on
three of five customers in the class,it seemed more appropriate to eliminate the differential. Freeman went on
to note that while the in-lieu tax adjustment had originally been enacted to benefit the General Fund, it had
never been carried through from the Electric Fund to the General Fund,and the only benefit to the General
Fund was through the franchise fee which amounted to roughly$20,000 per year on these monies.
Councilor DeBoer clarified his motion as being to adopt the resolution revising electric rates(Reso 08-08),
with the staff-recommended changes to the"Seasonal Residential Service"schedule.
Councilors Laws/Hauck m/s to amend the motion to adopt the resolution revising rates but set aside the three
governmental rate schedules to allow staff to bring back recommendations for retaining the in-lieu tax
adjustment. Discussion: Councilor DeBoer expressed his hopes that the motion to amend would fail,that rate
schedules would be kept simple and savings passed on to the citizens of Ashland. Councilor Hauck stated that
the in-lieu tax adjustment could be changed so that it was applied to the General Fund in the same manner as
a direct.tax. Roll call vote: Laws and Hauck,YES. Wheeldon,DeBoer,and Shaw,NO. Motion to amend
failed 3-2.
Roll call vote on the motion to adopt Resolution#98-08 with changes to the"Seasonal Residential Service"
schedule: Laws,Wheeldon,and DeBoer,YES. Hauck,NO. Motion passed 3-1.
Councilor DeBoer noted that he was proud of the City's efforts to reduce electric rates to cost-of-service levels and
pass$560,000 in savings on to customers of the Utility,and thanked Director of Electric Utilities Lovrovich for all of
his work on this matter.
OTHER BUSINESS FROM COUNCIL MEMBERS
Director of Electric Utilities Pete Lovrovich explained that at 2:20 p.m.on Sunday,May 31",a fuse opened at the
Nevada Street substation,causing a power outage. Noted that the substation is owned jointly by Pacific Power and
the City of Ashland. Explained that Ashland owns the distribution side of the station,and that he has recommended
purchasing the other portion to improve efficiency of maintenance and operations. Noted that there would be a
savings on power delivery charges if the city was sole owner of the substation,because at present the City must pay -
maintenance as part of the delivery charge. These savings alone would be approximately$100,000.
Noted that on Sunday,City crews were on the scene within 15-I8 minutes,but that the crews had to wait for Pacific
Power personnel. Once they arrived,they had to evaluate the situation,call out more personnel,and wait. They
found one fuse had opened,which was"single phasing"and decreasing voltage to the system. Noted his concern and
frustration over this type of situation. Stated that the Pacific Power crews were able to re-fuse and get the system
working again,but that this took over three hours. Noted that both he and the Mayor had received many calls on this
issue. Stated that he has asked to meet with Pacific Powers Medford supervisor to negotiate the possibility of
allowing City crews to work on the substation in these instances.
Councilor Laws noted that Ashland has one of the most reliable utility systems in the nation due to the quality of the
system,crews,equipment,maintenance,and the overall organization. Noted however that the City is still dependent
on power providers.
City Council Meeting 06-02-98
10
Lovrovich noted that with the purchase of the Green Springs hydro facility and the Nevada Street substation, the
utility could remove many potential problems.
Councilor Wheeldon noted that she would like the public to be able to get accurate information during a situation like
this,and questioned whether the utility had a way to get information out. Lovrovich noted he had held a department
meeting after the outage,and had spoken with concerned citizens. In the future, if there is an outage, when City
crews go out to deal with the situation,a supervisor will be available at the utility office and calls will be routed there
by the dispatcher to handle citizen information requests.
Councilor Wheeldon noted there would be a public forum dealing with the Ashland Fiber Network in the Rogue
River Room of SOU's Stephenson Union on Monday,June 8th from 7-9 p.m. Stated that this forum would be taped
and televised on RVTV on Tuesday,June 9th.
ADJOURNMENT
The meeting was adjourned at 8:55 p.m.
arbara Christensen,City Recorder Carole Wheeldon,Council Chairperson
City Council Meeting 06-02-98
PUBLIC NOTICE
The Consolidated Plan:
One Year Use of Funds Action Plan
The City of Ashland is considered an entitlement city under the Federal Department of Housing
and Urban Development's (HUD) Community Development Block Grant (CDBG) Program. A
One Year Use of Funds Action Plan must be completed as part of the requirements the City must
meet to receive CDBG funding.
The draft One Year Use of Funds Action Plan for Fiscal Year 1998-1999 is available for review
for 30 days. Any interested citizen is encouraged to review and comment during this 30 day
period. Copies are available at the Cify of Ashland Department of Community Development
Department located in City Hall at 20 East Main Street, Monday through Friday, between
8:30a.m. and 3:OOp.m. Written comments on the draft Plan can be submitted to the Department
of Community Development by August 5 or citizens can orally provide comments to the City
Council at the Public Hearing on August 4. Questions regarding the draft Plan should be
directed to Maria Harris, Ashland Planning Department, at 552-2045.
Dated June 30, 1998.
By order of the Planning Director: John McLaughlin
Please publish July 6, 1998 in the Public Notice section.
I
City of Ashland
Notice of Public Hearing
The City Council will hold a public hearing on August 4, 1998, at 7 p.m. at the Civic Center Council
Chambers, 1175 E. Main, Ashland, Oregon regarding the adoption of the One Year Use of Funds
Action Plan for Fiscal Year 1998-1999. Three copies of the draft plan are available for public
inspection during business hours in the city recorders office.
The City of Ashland is considered an entitlement city under the Federal Department of Housing and
Urban Developments (HUD) Community pevelopment Block Grant(CDBG) Program. A One Year
Use of Funds Action Plan for Fiscal Year 1998-1999 must be completed as part of the requirements
the City must meet to receive CDBG funding.
Written comments can be submitted to the Planning Department by 3 p.m. on August 5, or citizens
can orally provide comments at the Public Hearing on August 4. For more information call Maria
Harris, Community Development Department, 552-2045.
By order of the Planning Director: John McLaughlin
Please publish 7/25198 in the Public Notice section.
Minutes from August 4, 1998
Public Hearing
Will Be Attached Here
Public Comments
Will Be Attached Here
� Y� . Aw
City Council Communication
ug:ust-1 8,1998
Submited by: Mike Freeman
Approved by: MILE~r
Title:
Public hearing on Citizen's Committee Report regarding Local Improvement Districts.
Synopsis:
The City Council has an adopted goal of reviewing and potentially revising the existing process
and utilization of Local Improvement Districts. A committee was formed to look into the LID
process and make a recommendation to the City Council.
Recommendation:
Conduct the public hearing only.
Background Information:
The staff have scheduled the LID report review as follows:
91V
Aust-1$—
ga Public Hearing on proposed LID Committee report and presentation from the LID
Committee members.
September 1 —Council motion to accept,reject or modify Committee report and presentation
from the staff on possible methods for financing the Committee recommendations.
September 15—First reading of an ordinance implementing the action taken at the September 1
meeting.
October 6—Second reading.
October 20—Resolution for Council adoption on outstanding LID's
CITY OF ASHLAND may °F''s"��o
Department of Community Development
Planning Division .J�
MEMORANDUM `
GREGG V
DATE: July 9, 1998
TO: Ad Hoe LID Committee members
FROM: John McLaughlin, Director of Community Development
RE: Final Draft- Committee Report to Council
Attached is the final draft of the report for your review. A study session has been scheduled for
July 22 with the City Council for the presentation of this report. I believe it would be helpful if
as many of you could attend as possible. While there may not be any direct questions of you, it
could be advantageous to show committee support for the report.
The changes made were essentially as recommended during the last meeting, with the exception
of one issue. On Page 5 of the report, near the top of the page, a short section was added in italic
type giving the City the additional opportunity to review deferred assessments as part of future„
lot development. As explained in the text,there may be instances where properties were
envisioned to develop at one level,but through large lot development, would not ultimately
develop at the anticipated density. The example presented was that a lot was assessed with a
potential for 5 lots as part of an LID, but through future partitions, only created 3 lots which
could not be further developed. In this scenario, the City would be responsible for covering the
units costs for the additional 2 lots lost from the original LID. As proposed, the City would have _
the right to re-assess the property, reassigning the assessment from the 5 lots to the 3 lots. The
property still pays its original assessment, and the City's funds are not depleted. However,
through the property owner's choice,they may ultimately pay in excess of$4000 per unit.
I would like to have copies of the final report available to the Council on Friday, July 17'. Your
rapid response to any issues in the report would be greatly appreciated. I will be preparing the
final version on Thursday, July 16'". Please provide any comments or suggestions-prior to that
time.
You may contact me at:
Phone: 488-5305
Fax: 488-5311
E-Mail: mac@ashland.or.us
Drop Off: City Hall, 20 East Main Street
``may°pF ASy��O
AD HOC LID COMMITTEE -
y'
Formed to discuss,examine, and recommend improvements to the City's -
policies regarding local improvement districts. REGO�,''
Committee Recommendations for the formation
of Local Improvement Districts in residential -
areas - Report to the Ashland City Council: July 22, 1998
Introduction:
Local Improvement Districts have become extremely controversial as a result of significantly
increased costs and the growing use of pre-signs. Costs have gone up over 50% since the mid
1980's(using constant 1996 dollars)--largely-because of-an expanding definition of street
standards to include sidewalks and storm sewers. We have now accumulated enough signatures
that we are able to form LID's largely with pre-signs, and although they are legally obligated to
accept them, the pre-signed property owners are often opposed to the formation of the districts.
Both trends have led to increasing citizen resistance, and it is in response to this opposition that
this committee was appointed.
Early in our deliberations we decided unanimously not to oppose the city's position that paving
all unpaved streets is required for environmental and economic reasons, and to accept the city's
present street standards as long as the property owners can ask the City Council for exceptions
when unique circumstances exist.
The following recommendations are not the first choices of all committee members, but we
unanimously agree that the City should share a portion of street LID costs, that assessments
should be based on existing and potential "units" rather than front footage or area, and that the
policy on pre-signs requires reform. Except on the question of whether a pre-sign should -
continue being counted as "in favor" of a LID after pre-payment, the committee came very close
to consensus--at least in the sense that all of us can live with the majority's recommendations.
One committee member was forced to drop out early in the process, but everyone else has signed
this report in the belief that its recommendations, on the whole, will substantially improve the
LID process.
Your committee met almost every Wednesday evening for over two months, devoting many,
many hours to this project. We are aware that our recommendations ask for the'city to share in
costs that have traditionally been born entirely by the property owner, and that this will
necessitate difficult decisions about increased revenues or rearranged budget priorities, but it is
our belief that these changes will expedite the paving of our unpaved streets by greatly increasing
citizen acceptance of the city's intent to bring all our streets up to city standards in order to
enhance our environment and promote multi-modal transportation.
Allocation of Costs for Street Improvements:
Presently, the abutting property owners within a local improvement district are responsible for all
normal costs associated with a street improvement, including curbs, gutters, paving, storm drains,
sidewalks, and undergrounding of utilities. The Ad Hoc LID Committee recommends that the
following changes be made:
❑ Sidewalk improvements. The City would be responsible for 60% of the costs associated
with the sidewalks required in an LID. Funding for this could be covered under the
current $30,000 annual allotment to sidewalk improvements with LID'S. Sidewalks
account for approximately 1 S% of the total improvement costs in recent LID'S. The City
participation at this level would reduce average LID costs by approximately 9%.
EXPLANATION: The City is strongly encouraging sidewalks in all neighborhoods, and has
established a policy where sidewalks will be included with new street construction and
improvements done through the Local Improvement District process. Through the
transportation element of the comprehensive plan, and by policy, the City has made
sidewalks a priority, and a majority of the costs of sidewalks construction(60%) is
proposed to be the City's responsibility.
• Storm Drain improvements: The City would be responsible for 75% of the costs
associated with storm drain improvements required in an LID. A portion of this cost
would be covered by Storm Water SDC's. Additional funding would be necessary to the
remainder. Storm drains account for approximately 20% of the total improvement costs
in recent LID'S. The City participation at this level would reduce average LID costs by
approximately 15%.
EXPLANATION: The provision of storm drains serves a purpose beyond only the local
streets. Storm drain collection and routing is of benefit to water quality and erosion
control. Based on these city-wide issues, it is proposed that the City be responsible for -
75% of the costs associated with storm drain construction.
• Street Construction: The City would be responsible for 20% of the costs associate with
the driving surface construction. Funding for this match would need to be determined.
Street construction accounts for approximately 55% of the total improvements costs for a
street in recent LID'S. The City participation at this level would reduce average LID
costs by approximately 11%.
EXPLANATION: Local streets, by design, primarily serve the immediate neighborhood. In
most instances, these streets are the primary access to individual properties, but do not
LID Committee Final Recommendation-FINAL INTERNAL COMMITTEE DRAFT
July 22,1998
Page 2
serve as access routes to major attractors for the rest of the City. Recognizing this
predominant local use, but also seeing that local streets do provide a city-wide benefit by
connecting neighborhoods and providing emergency vehicle access, it is proposed that
the City be responsible for 20% of the costs associated with the driving surface portion of
street construction.
❑ Engineering and Administration: The City would be responsible for 50% of the costs
associated with engineering and administration associated with design pf the street in an
LID. Funding for this match wold need to be determined. Engineering and
Administration accounts for approximately 10% of the total improvement costs for an
LID. The City participation at this level would reduce average LID costs by
approximately 5%.
EXPLANATION: The design of a local street should be a partnership between the
neighborhood and the City. As partners, it is proposed that the City be responsible for
50%of the costs associated with Engineering and Administration.-
Allocation of Costs Summary:
It is proposed that City participation would occur at the following levels:
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❑ Allocations would be made on a specific street by street basis. Actual street costs would
be utilized for the allocation of costs and percentage match by the City. For example, the
City's participation would be less on a street where sidewalks are not included in the
improvement.
LID Committee Final Recommendation-FINAL INTERNAL COMMITTEE DRAFT
July 22,1998
Page 3
❑ A residential cap would be established setting a maximum amount that could be charged
to any one unit in an assessment district. That amount would be$4,000, adjusted
annually for inflation.
This proposal of matching funds for an LID would only be in effect while funding was available.
At present, adequate funding is not available for this proposal. Two funding sources are
presently allocated to LID improvements - $30,000 annually for sidewalks, and$50,000
annually in the Arterial Assistance Fund. Over$7 million in local street improvements have
been identified. Assuming that$5 million of those improvements should occur in the next 10
years, a funding source of 40% of$500,000 annually, or$200,000 annually would need to be
made available.
❑ On LID's which include City-owned property, the City will pay 100% of the assessed
cost. No match will be available to these parcels.
❑ On LID's which involve development property which require immediate street
improvements for development approval,the City will not provide a portion of the
improvement costs for these properties. The properties involved with the development
will be assessed at 100% of the street improvement costs.
EXPLANATION: This proposal was not endorsed by the entire committee, but received
majority support. Those not in support felt that all properties, development or not, should
be treated equally.
Determination of Assessment Method
Currently, different assessment methods are used depending on the neighborhood. Options
include front footage, area, and number of units. Combinations of these methods are also
possible, such as 25% front footage and 75% units.
❑ Standardize the assessment method city-wide by using a "units" method. Assessment
districts would be delineated, and the number of existing and potential units (based on
underlying zoning) would be the basis for assessment. For example, if a district
contained 100 homes/lots, each home would pay 1/100th of the of LID cost.
EXPLANATION: Issues have been raised by neighborhoods that there has been no
consistency between past LID's - some have been assessed based on frontage foot, others
by area, some by a combination. This recommendation would standardize the approach
for all LID's, recognizing that all lots within a district benefit in a, more or less, "equal"
manner from having a paved street access. This assessment method would still allow for
the use of"partial units" to address unique situations, such as corner lots ( '/Z unit).
LID Committee Final Recommendation-FINAL INTERNAL COMMITTEE DRAFT
July 22,1998
Page 4
• Each lot would be initially responsible for one unit. If the potential exists for additional
lots, either through partition or subdivision, a potential lien with notification is placed on
the property for the costs associated with those lots. When the lots are created, the LID
costs (plus interest) would be due at the time of first sale of the lot after the agreement
had been signed. If a payoff is requested prior to design of the street, payoff would occur
at the maximum assessment amount($4,000/unit, adjusted annually for inflation). The
City reserves the right to review the assessment of potential lots at the time of future
partition of subdivision. For example, if during the initial LID formation, a property is
determined to have a potential development offive lots, but through future partitioning
only three large lots are created with no further development potential, the City would
reserve the right to re-allocate the 5-lot assessment among the three lots.
• Maximum assessment would be $4,000 per unit, adjusted annually for inflation.
Potential lots would be responsible for$4,000/unit, plus interest, or the estimated costs
plus 10% if street design work has been completed.. Current semi-annual payments for
an assessment of$4,000 at 6.95% interest would be approximately $328 over ten years.
Agreements:
• Maintain existing pre-signed agreements, and utilize them as necessary for future street
improvements, in line with the recommendations here.
• Create a system for "pay-off' of agreements prior to street construction. Pay off would
occur at the maximum cap amount($4,000, adjusted annually for inflation)or estimated
unit cost plus 10% if street design has been completed. The property would no longer
have financial responsibility to the street improvement, but is still considered "in favor"
of the improvement for initial district formation. However, the property owner would
retain the right to remonstrate to the formation of the district at the time of the public - .-
hearing. This would require an ordinance amendment to the current procedures.
EXPLANATION: This issue resulted in two points of view on the Committee. The
majority of the committee support the statement as presented above, while the remaining
members do not believe that property owners should be able to remonstrate after the
financial responsibility has been met.
• Continue to allow smaller developments (partitions, accessory units) to use pre-signed
agreements, but change to "deferred transportation improvement agreements" and require
that they be paid at the time of first sale of the property after the agreement has been
signed.
LID Committee Final Recommendation-FINAL INTERNAL COMMITTEE DRAFT
July 22,1998
Page 6
EXPLANATION: There still remain some opportunities for development on unimproved
streets, and there are instances where the burden would be very great if the owner were
required to do the entire improvement independently. The portion of this
recommendation where the agreement is "paid off' at the time of the first sale ties the
resolution of the agreement directly to the owner who received the development benefit
(partition, new unit, etc...), rather than passing it on to future buyers, as is now the case.
Implementation:
Funding must be available for these recommendations to be'implemented. The committee chose
not to make specific budgetary recommendations as part of this process, but rather to confine
themselves to the policy issues. However, implementation of these recommendations should
involve the following:
❑ First steps would involve determination of a funding source for the City matching funds.
Options include the existing sources now allocated for sidewalks ($30,000/yr)and
Arterial Assistance($50,000/yr). Short term options could include approximately
$200,000 available this budget season, but has yet to be allocated by the City Council.
Other priorities may rise above local streets for this funding source. Similarly, an
increase in the Transportation Utility Fee could be utilized. Again, competition for
funding for transportation projects may make this option unavailable.
• Revise the existing agreements to "Deferred Transportation Improvement" agreements
and clarify the payoff at the time of first sale of property after recording of the agreement.
• Revised city ordinances to allow for payoff of potential LID's if desired by property
owner for properties with previously recorded agreements. Payoff would occur at the _
proposed cap ($4,000, adjusted annually for inflation) or the unit cost plus 10%
determined from the specific street design.
❑ If permanent funding source is found, then create a priority list of local street
improvement projects, and schedule construction through the Capital Improvement
Planning process.
❑ Maintain neighborhood involvement throughout the local improvement_district process,
including district formation, specific street design, and cost assessment Utilize informal
public meetings to explain proposals and receive input.
LID Committee Final Recommendation-FINAL INTERNAL commi TEE DRAFT
July 22,1998
Page 6
❑ For the five recent local improvement districts where improvements have been completed
but not assessed, or where construction has not yet occurred, provide a 10%discount on
assessments. These districts include Dogwood, Orange, Ann/Clinton, Fordyce, and
Westwood.
EXPLANATION: The committee felt that much of the driving force behind these proposed
policy changes came from lessons learned from these recent LID's, and that there should
be some financial recognition back to the districts. It is estimated that this 10% discount
will require funding of approximately $60,000 to $80,000 dependent upon final
assessments.
Scenarios:
_. The Committee asked that the proposals presented here be used on recent LID's to determine
costs and impacts. On the attached sheet are five LID's (four formed, one proposed) where the
city participation formula has been applied.
The Sheridan/Schofield LID (which was not formed) is based on the total street costs,
excluding the improvements completed by the developer for Sheridan. No participation by the
developer is assumed in this scenario.
The LID cost scenarios (Sheridan/Schofield,Orange Avenue,Ann/Clinton Streets, Fordyce
Street, and Westwood Street) were prepared using the city involvement formula of 60%of
sidewalk costs; 75% of storm drain costs; 20%of street surface costs; and 50%of
engineering/administration costs.
The two LID's in lower density neighborhoods (Sheridan/Schofield and Westwood) both
exceeded the$4,000 cap, even after city participation. The other districts were well below the
cap. In the lower density LID areas,the City participation increased up to 47% of the total LID -
costs,while in the higher density areas, the city participation ranged from 43% down to 34%.
Each street has unique characteristics, with each component(sidewalks, storm drain, driving
surface, and engineering) comprising different percentages of the total cost. From these
scenarios, it appears that this approach would work, with the City assuming greater financial
responsibility in the lower density areas.
LID Committee Final Recommendation-FINAL INTERNAL COMMITTEE DRAFT
July 22,1998
Page 7
,r
Sheridan/Schofield
Cost(s) %of Project City Participation City%
Sidewalk $12,746 7% $7,648 60%
Storm Drain $44,307 25% $33,230 75%
Street Surface $86,323 48% $17,265 20%
En ineerin /Admin $37,277 21% $18,639 50%
Final City%
Totals $180,653 $76,781 43% 47%
Number of Units 24 Overe9NUnn Additlanai city$
Cost r unit $7,527 $4,328 $328 $7,872
Orange Avenue
Cost(f) %of Project City Participation City%
Sidewalk $11,618 18% $6,971 60%
Storm Drain $14,213 22% $10,660 75%
Street Surface $30,199 46% $6,040 20a/ _
En ineerin /Admin $9,355 14% $4,678 50%
Totals $65,385 $28,348 43%
NumberafUnits 15 oyera9ntan9 Additionaiatys
Cost r unit $4,359 $2,469 $0 $0
Ann/Clinton Streets
Cast(f) %of Project City Participation City%
Sidewalk $25,763 17% $15,458 60%
Storm Drain $13,570 9% $10,178 75%
Street Surface $99,808 65% $19,962 20%
En ineerin /Admin $14,508 9% $7,254 50%
Totals $153,649 $52,851 34%
Number of Units 35 overa9uona Additionalcays
Cost runit $4,390 $2,880 $0 1 $0
Fordyce Street
Cost(f) %of Project City PaNdpation City%
Sidewalk $26,844 10% $16,106 60%
Storm Drain $49,000 18% $36,750 75%
Street Surface $155,156 59% $31,031 20%
En ineerin /Admin $34,000 13% $17,000 50%
Totals $265,000 $100,888 38%
Number of Units 125 Omra9aArnd Additi"I City f
Cost per unit $2,120 $1,313 $0 $0
Westwood Street
Cost(f) %of Project City Participation City%
Sidewalk $19,450 13% $11,670 60%
Storm Drain $37,250 26% $27,938 75%
Street Surface $70,790 49% $14,158 20%
En ineerin /Admin $17,000 12% $8,500 50%
Final City%
Totals $144,490 $62,266 43% 47%
Number of Units 19 Dvera9�+nit Additional City s
Cost per unit $7,605 $4,328 $328 $6,232
Total If City Participated in 4 recent LID's
Total Cost City Participation City%
Orange Avenue 65,385 $28,348 43%
Ann/Clinton Streets $153,649 $52,851 34%
Fordyce Street $265,000 $100,888 38%
Westwood Street $144,490 $68,498 47%
o a
LID Committee Final Recommendation
July 22,1998
Page 8
TO: Ashland City Council
FROM:: Bob and Marjorie O'Harra
RE: LID process
City initiated LIDS have probably caused more personal and neighborhood trauma,
and more bitterness toward Ashland city government, than anything we can remember.
A committee has worked for many months now to come up with a revised formula for
sharing street improvement costs between property owners, developers and the city.
We are here to urge you to support this committee's recommendations.
We believe we all want the same thing, a more equitable way of paying for improvements
of public streets, and a citizenry supportive of city government.
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City Council Communication
August 4, 1998
Submitted by: Dick Wanderschei�
Approved by: Paul Nolte
Approved by: Mike Freeman/h
IF-
Title:
Discussion of Ashland Sanitary and Recycling request for an extension of their existing franchise
agreement.
Synopsis:
Their request would be to extend the existing franchise agreement with Ashland Sanitary from
March 31, 2005 by 13 years until March 1, 2018.
Recommendation:
Because this request makes for a much more efficient use of vehicles and manpower and hence
could result in lower long-term rates in Ashland, Staff thinks this request is reasonable and if the
Council agrees, we would bring back an ordinance revision for the September 1, 1998 meeting.
Background Information:
Ashland Sanitary and Recycling was granted a 15 year franchise in April 1990 that runs until
March 2005. Since that time, they have closed Valley View Landfill and converted it to a
transfer station and recycling center. Presently they are hauling solid waste to South Stage
Landfill in Jacksonville but in January when South Stage closes, they will be a hauling to Dry
Creek Landfill in White City. The round trip haul to South Stage is 30 miles, and with their
current equipment they make approximately seven trips per day.
The round trip mileage to Dry Creek will be 58 miles which is nearly twice as far. Ashland
Sanitary is currently remodeling the transfer station to accommodate waste trailers capable of
hauling between 25 and 30 tons of solid waste per load. The use of larger trailers will reduce
vehicle trips to approximately two per day, a significant reduction in both man hours and vehicle
miles which can help keep rates down.
Ashland Sanitary recently extended their franchise agreement with Jackson County until 2018.
They have also incurred a 15 year financial obligation to fund these upgrades. This franchise
extension will coincide with the construction loan term, and the longer repayment period could
help Ashland Sanitary in keeping customer rates as low as possible.
A copy of the current franchise agreement has been included along with Ashland Sanitary's
request and photos.
ORDINANCE NO.
AN ORDINANCE GRANTING A FRANCHISE FOR THE COLLECTION OF SOLID WASTE, REFUSE
AND MEDICAL WASTE WITHIN THE CITY OF ASHLAND, JACKSON COUNTY, OREGON TO
ASHLAND SANITARY SERVICE, INC. FOR THE PERIOD FROM APRIL 1, 1990, TO MARCH
31, 2005 ; REGULATING THE DISPOSITION OF SOLID WASTE IN SAID CITY; PROVIDING
A PENALTY FOR THE VIOLATION HEREOF; REPEALING ORDINANCE NO. 2069 AND ANY
AMENDMENTS THERETO; AND DECLARING AN EMERGENCY.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: .
SECTION 1. That there is hereby granted to Ashland Sanitary Service, Inc.
the exclusive right, franchise and privilege of collecting, gathering and
hauling over the streets of the City of Ashland, Jackson County, Oregon,
all solid waste, refuse and medical waste accumulating in said City, with
the right to exact charges and collect from persons, firms or corporations
served as specifically hereinafter set forth, for the period from April 1,
1990, to March 31, 2005 .
SECTION 2 . That the term "solid waste" as used herein shall be construed
to mean every refuse accumulation of animal, fruit or vegetable matter,
ligµid or otherwise, ashes, tin cans, bottles, glass, medical waste, and
discarded articles of similar matter.
SECTION 3 . That it is hereby made the duty of every person, firm or
corporation within the limits of the City of Ashland to cause their solid
waste accumulation to be removed through the year within the times
specified as follows:
(1) Residences and apartments - once every seven (7) days.
(2) Hotels, restaurants, boarding houses, meat markets, grocery stores
and other places where meats, fruits and vegetables are kept, sold
or offered for sale, or where cooking is done for the public -
twice every seven (7) days.
(3) Medical facilities - within seventy-two (72) hours of disposal .
(4) All other places - once every seven (7) days. _ =_
SECTION 4 . That every person, firm or corporation having garbage or
medical waste for disposition, shall place all such matter in containers '
which shall be water-tight and fly-proof, and be placed in a location
convenient for the collectors.
SECTION 5. That it shall be unlawful for any other person, fir;R or -
corporation, excepting citizens hauling their own solid waste, and
excepting the City of Ashland when the same is functioning in a
governmental capacity hauling its own solid waste or refuse, to collect,
gather and/or haul solid waste or refuse over the streets of the City ,of
Ashland, Jackson County, Oregon, during the term of this franchise.
SECTION 6 . That all vehicles used by the said Ashland Sanitary Service,
Inc. in the transportation of solid waste through the streets of the City
of Ashland shall be so constructed and equipped so as to be water-tight and
fly-proof, and which comply with all state laws and rules, regulations and
requirements of the State of Oregon.
i'
SECTION 7 . Any person, firm or corporation, whether as principal agent,
employee or otherwise, violating or causing the violation of any of the
provisions of this Ordinance, shall have committed an infraction, and upon
conviction thereof is punishable as prescribed in Section 1.08 . 020 of the
Ashland Municipal Code. Such a person, firm or corporation is guilty of a
separate violation for each and every day during any portion of which any
violation of this Ordinance is committed or continued by such person, firm
or corporation.
SECTION 8 . The fees to be charged and collected, both as to residential
and commercial customers, shall be in the amounts as hereafter approved by
resolution of the City Council and which have been requested by Ashland
Sanitary Service, Inc.
SECTION 9. Ashland Sanitary Service, Inc. shall have the right each year
to present to the City Council a petition for an increase in rates based
upon an increase in the cost of rendering solid waste disposal services to
the citizens of the City of Ashland. The same right shall exist where the
regulations are changed concerning the operation of the landfill so as to
cause an increase in capital outlay or operational expense of Ashland
Sanitary Service, Inc. , and this petition may be made at any time. #;i,In the
event the parties cannot agree on the amount of a rate increase, 'if any
the matter shall be submitted to a board of arbitrators, one being selected
by each party and a third by the first two arbitrators. The decision of
the majority of the board shall be final and binding on the parties. The
arbitrators shall be experienced people familiar with standard business
practices. The third arbitrator shall be a Certified Public Accountant
certified to audit municipal accounts. The arbitrators shall not be
residents of the area served by Ashland Sanitary Service, Inc. In the
event costs should decrease, the City Council shall have the same rigT�t to
request a decrease in rates under the foregoing procedure.
SECTION 10.- In consideration for the granting of this exclusive franchise,
franchise holders shall pay to the City of Ashland for and as a franchise
fee, the sum of five percent (5%) of the franchise holder' s gross receipts
from revenues received for the services rendered to customers situated
within the corporate limits of the City of Ashland.
Said payments shall be made monthly, no later than the 20th day of the
month following the month of service upon which the charge is predicated.
Said payment shall be accompanied by a statement, subscribed to by an
authorized representative of franchise holder, certifying the gross
revenue.
The City of Ashland reserves the right to perform such audits as it may
from time to time desire for the sole purpose of ascertaining the accuracy
and propriety of revenue representations. Said audits shall be done at
reasonable times, and at the cost of the City of Ashland.
SECTION 11 . Ashland Sanitary Service, Inc. shall indemnify, defend and
hold harmless the City of Ashland, its officials and employees, from any
claim arising from the performance of the service provided under the terms
of this franchise; and further, shall maintain comprehensive general
liability insurance in amounts not less than the statutory limits of tort
liability of Oregon Municipalities as set forth in ORS 30. 270, and shall
provide certificates of said insurance to the City Finance Director.
i
SECTION 12 . The City reserves the right to grant franchises for collecting
goods for recycling to other individuals, firms or corporations. If the
City Council determines that it wishes to grant a franchise for such
service, it shall first submit any proposal to Ashland Sanitary-Service,
Inc. which shall have the first right of refusal of said franchise.
SECTION 13 . That in the event the said Ashland Sanitary Service, Inc.
shall violate any of the agreements by it to be performed hereunder, then
and in thjt event the City Council , upon giving the franchise holder and
surety company thirty (30) days written notice of an alleged violation, in
order that said franchise holder or surety may have an opportunity to
explain or refute the same, may terminate this franchise and all rights of
the franchise holders shall cease and its bond in the sum of Twenty-five
Thousand Dollars ($25, 000. 00) shall be forfeited. The franchise holder is
required to provide to the City of Ashland a bond in the sum of $25, 000. 00
securing its faithful performance of this franchise renewable annually, and
a certificate of continuance filed with the City.
!SECTION 14 . That Ordinance No. 2069 as amended and all other ordinances in
conflict herewith are hereby repealed.
SECTION 15. The franchise holder agrees that its rights hereunder 'iay not
be assigned, sold, pledged or given in any manner to a third party, nor may
any stock of the franchise holder corporation be sold, pledged or assigned
in any manner without the consent of the City of Ashland first having been
received, which consent shall not be unreasonably withheld. In the event
there is a dispute as to any sale or transfer under this provision, then
the matter shall be settled in the manner as provided for arbitration in
Section 9 hereof.
SECTION 16 . That inasmuch as the current franchise ordinance expired ;on
April 1, 1990, the public interest requires that an emergency be declared,
and this ordinance shall be effective upon its second reading and approval
by the Mayor.
The foregoing ordinance was first read at a regular meeting of the City
r/
Council on the !_
1� day of June, 1990, and DULY PASSED and ADOPTED this
1=! day of 1990.
i
Nan E. Franklin
City Recorder
SIGNED and APPROVED this C' *x day of 1990.
Catherine M. Golden
Mayor
Ashland Sanitary & Recycling Services, Inc.
170 Oak Street • Ashland, Oregon 97520
Sanitary Service:482-1471 Land/ill:4824680 Recycling:482-0759 Fax:488-1938
July 20, 1998
To: The Honorable Cathy Shaw and Members of the City Council
From: Gary Rigotti and Russell Chapman, Ashland Sanitary and Recycling, Inc.
Re: Request for Extension of the Solid Waste Collection Franchise Tenn
Ashland Sanitary and Recycling Inc., and Valley View Landfill Inc. (herein referred to as
Ashland Sanitary) provide solid waste and recycling collection and transferring services
for the Cities of Ashland and Talent, and the surrounding unincorporated areas of Jackson
County. Ashland Sanitary also provided solid waste disposal at the Valley View Landfill
until December 1996, when the landfill was permanently closed and capped in
accordance with State and Federal requirements. Currently, solid waste from the Ashland
Sanitary collection area is transferred to the South Stage Landfill in Jacksonville. South
Stage is scheduled to close in December 1998, at which time all waste in the Jackson
County/South Rogue Valley area will be disposed of at the new Dry Creek Regional
Landfill, where the first of several lined waste cells is under construction.
Currently, Ashland Sanitary is transferring approximately 55 tons of solid waste per day
from the Ashland/Talent collection area to South Stage in container boxes and collection
trucks. This operation requires an average of approximately 7 vehicle trips per day. In
anticipation of the longer haul to Dry Creek, Ashland Sanitary is modifying the existing
solid waste and recycling transfer station to accommodate waste trailers capable of
hauling between 25 and 30 tons per load. The use of larger trailers will reduce vehicle
trips to the landfill from approximately 7 per day to approximately 2 per day, a
significant reduction in both man-hours and vehicle miles. The increased efficiency in
the waste hauling operation will help offset the longer haul distance to Dry Creek (58
miles round trip to Dry Creek vs. 30 miles round trip to South Stage), and the increased
recycling haul distance to the new Rogue Waste Systems Material Recovery Facility,
which will be moved from Stewart Avenue, in South Medford, to Table Rock Road, in
White City.
As part of it's long term planning goals, Ashland Sanitary has recently secured a 20-year
franchise with Jackson County for waste transfer operations from the Ashland Sanitary
collection area. Additionally, Ashland Sanitary has signed a 30-year waste disposal
agreement with Dry Creek Landfill, Inc., similar to the agreement between the City of
Ashland and Dry Creek. The Ashland Sanitary /Jackson County franchise is for the
period from April 1, 1998 through March 31, 2018. The Ashland Sanitary/Dry Creek
agreement, and the City of Ashland/Dry Creek agreement are effective starting January 1,
1999.
On June 19, 1990, the City of Ashland granted a 15-year waste collection franchise to
Ashland Sanitary, effective from April 1, 1990 to March 31, 2005 (Ordinance No. 2582,
Section 1). In considering the long term agreements recently realized by the parties
described above, Ashland Sanitary respectfully requests that the City of Ashland extend
the existing collection franchise end date by 13 years, from March 31, 2005 to March 1,
2018. The extended end date coincides with the Ashland Sanitary /Jackson County waste
transfer franchise. Extension of the collection franchise term will help Ashland Sanitary
effectively plan for, and provide, long term economical and efficient solid waste and
recycling services for the Ashland area.
In order to assist the Cities and County in meeting waste reduction and increased
recycling goals, Ashland Sanitary will be evaluating additional recycling and composting
opportunities in the future. Long term financial planning will assist Ashland Sanitary in
minimizing ratepayer costs for the additional services by facilitating long term financing
of capital expenses related to these services. Typically, lending institutions.require that
capital improvement loans match franchise terms to secure loan repayment. The longer
repayment period helps Ashland Sanitary in keeping customer rates as low as possible.
An acceptable alternative for Ashland Sanitary would be a franchise extension of eight
years, to March 31, 2013, which would create a 15-year franchise agreement effective
starting in 1998. Although this franchise period does not match the waste hauling
franchise period, it is coincident to the 15-year financial obligation incurred for the
Transfer Station modifications. An 8-year extension of the franchise agreement will
assure that Valley View can finance capital improvement costs over the maximum length
of time allowed by the conditions of the Transfer Station modification loan.
Ashland Sanitary intends to similarly approach all of the areas it serves concerning
extended solid waste and recycling collection franchises. Ashland Sanitary feels that
long term agreements between all parties will provide the most effective and economical
solid waste and recycling management opportunities for our customers.
In summary, granting Ashland Sanitary a 13-year franchise extension will provide for a
solid waste management operation that coincides with existing agreements in place with
other significant waste management entities in Jackson County. An 8-year franchise
extension will achieve the same result to a slightly lesser degree, but will assure that
Ashland Sanitary will be able to manage financial obligations over a sufficient period of
time. Ashland Sanitary values the relationship maintained with the City of Ashland and
surrounding communities, and hope to have your continuing support in providing
comprehensive waste management and recycling services.
Thank you for your consideration.
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City Council Communication
August 4, 1998
Submitted by: Mark Knox 1
Approved by: Paul Nolte
Approved by: Mike FreemantR-
Title:
Second reading by title only of"An Ordinance Amendment to the Ashland Land Use
Ordinance, Chapter 18.72.110 and Section VI of the Site Design and Use Standards to
establish Downtown Design Standards."
Synopsis:
This ordinance amends the existing Site Design and Use Standards by adding
additional design standards for new development and redevelopment of buildings
located within the downtown.
Recommendation:
Approval of this ordinance is recommended.
Background Information:
This is the second reading of the proposed ordinance. First reading occurred at the last
Council meeting.
City Council Communication
August 4, 1998
Submitted by: arbara Christensen
Jill Turner
Approved by: Paul Nolte
Approved by: Y Mike Freeman F
Title:
Reading by title only of "Resolution Authorizing the Investment Policy of the City of Ashland
and Repealing All Previous Investment Resolutions".
Synopsis:
► This resolution replaces previous policy adopted in 1989.
► Investment policy is more detailed and descriptive in procedure, reporting and control of
investments.
► This policy adds Commercial Paper and Repurchase Transaction securities to the
current list of authorized securities. Note:State of Oregon is very restrictive as to
allowable securities and the inclusion of these securities follow state law.
Recommendation:
The City Recorder and Director of Finance recommend approval of this resolution.
Background Information:
This is a revised investment policy which has been reviewed and approved by the Oregon Short
Term Board who indicated this as an excellent policy, and the Municipal Treasurer's Association
who awarded the City of Ashland with the Association's Investment Policy Certification plaque.
Current City investment policy has not been updated since 1989 and it was necessary to make
changes in our policy to keep current with changes in the environment for municipal investing.
Emphasis is placed on providing the highest investment return with maximum security, while
meeting the daily cash flow deman s o the cit�an con ormmg to al s e an oc s es
governing the investment of public funds.
Policy now includes types of securities used by banks when investing monies on an overnight
basis and provide a better rate of return. At present, investments are done manually on a daily
basis using the State Investment Pool as a benchmark. USN�S
��T,.�,0f--7 ter'
OREGON SHORT TERM
FUND BOARD
' 1 350 WINTER STREET NE SUITE 100
:?( _ SALEM,OREGON 07310-0BCO
(503)378-1633
FAX(503)3]3-11]9
i
OREGON SHORT TERM FUND BOARD
June 19, 1998
Barbara Christensen
City of Ashland
20 E. Main St.
Ashland, OR 97520
Dear Barbara:
In reference to your investment policy submitted to the Oregon Short-Term Fund Board for
review and comment, comments by Jim Yasutome, Senior Investment Officer, Short-Term
Fund Board included the following:
The City of Ashland has incorporated Treasury staff suggestions, we have no further
comments other than it is an excellent policy.
There were no other comments offered by the Board. If we can be of further assistance to
you, please call 1-800-452-0345. -
Sincerely,
Debbe Moore
Recording Secretary
Oregon Short-Term Fund Board.
dm
cc: OSTF Board
Jim Yasutome, OSTF Senior Investment Officer
0
00
MUNICIPAL TREASURERS'ASSOCIATION
U N I T E D S T A T E S & C A N A D A
July 6, 1998
Barbara Christensen
Recorder/Treasurer
City of Ashland
20 East Main
Ashland, OR 97520
Dear Barbara:
The Municipal Treasurers' Association of the United States and Canada is pleased to present the City of
Ashland with the Association's Investment Policy Certification.
Members of the Association's Investment Policy Certification Committee congratulate the City of Ashland
for its success in developing a comprehensive written investment policy which meets the criteria set forth
by the Association's Investment Policy Certification Program.
Our review of your investment policy is limited to the documentation submitted. The Certification is not
a guarantee against loss due to economic and market conditions or human behavior.
The Association's Investment Policy Certification Committee Chairman, Rod Rich,will be presenting the
Investment Policy Certification plaque to all recipients at the Association's 1998 Annual Conference in
Chicago, Illinois. The City of Ashland will also be recognized during the Awards Luncheon on
Wednesday,August 12. We hope that you will be able to attend this luncheon, however, if your schedule -
does not permit, please call me at (202) 833-1017.
The City of Ashland is to be commended for enhancing its fiscal responsibility in the management of
fiscal funds.
Sincerely,
Stacey L. Cr e
Executive Director
Official notification was also sent to Catherine Shaw.
1229 Nineteenth Street, N.W.Washington,DC 20036 PHONE 202-833-1017 FAX 202-833-0375
0
00
MUNICIPAL TREASURERS'ASSOCIATION
UNITED STATES & CANADA
July 10, 1998
Barbara Christensen
Recorder/Treasurer
City of Ashland
20 East Main
Ashland, OR 97520
Dear Barbara:
Congratulations on earning MTA US&C's Investment Policy Certification. I hope you will
be able to attend MTA US&C's upcoming annual conference in Chicago, Illinois where
recipients are formally recognized for this achievement. Please refer to the conference
brochure enclosed.
Governments are welcome to submit their investment policies for review on an annual
basis. However, the Investment Policy Certification Committee recommends that a
certified government submit their investment policy once every three years or sooner if
major revisions are made to the existing policy.
As a treasury/finance official from a government whose investment policy has been
certified by the Association, you are eligible to apply to serve as a reviewer for the
Investment Policy Certification Committee. Should you be interested in serving as a -
reviewer, please complete the enclosed committee application and forward to MTA
US&C headquarters at 1229 Nineteenth Street NW, Washington, DC 20036. For further
information as to the responsibilities of a reviewer, please contact Chairman Rod Rich
at (206) 684-5216.
Please do not hesitate to contact me should you have any questions or need additional
information.
S' erely,
i ins
Executive Assistant
1229 Nineteenth Street,N.W.Washington,DC 20036 PHONE 202-833-1017 FAX 202-833-0375
RESOLUTION 98-
A RESOLUTION AUTHORIZING THE INVESTMENT POLICY
OF THE CITY OF ASHLAND AND REPEALING
RESOLUTION NO. 89-26.
Recital: ORS 294.035 prohibits local governments from investing money unless the governing
body of the local government has authorized the investments.
The Mayor and City Council resolve: The investment of City monies in accordance with the
attached policy is authorized.
This resolution supersedes Resolution No. 89-26 authorizing the investment of City monies and
the purchase of Bancroft Bonds.
The foregoing resolution was READ and DULY ADOPTED at the regular meeting of the
Ashland City Council on the 4th day of August, 1998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this 5th day of August, 1998.
Catherine M. Shaw, Mayor
Reviewed as to form:
Paul Nolte, Attorney
CITY OF ASHLAND
INVESTMENT POLICY
Orr AS
��jj
E- GON
Effective August, 1998
CITY OF ASHLAND
INVESTMENT POLICY
TABLE OF CONTENTS
PAGE
POLICY.............................................................................................................I
SCOPE............................................................................................................. I
PRUDENCE.......................................................................................................1
OBJECTIVE......................................................................................................I
SAFETY.............................................................................................................1
LIQUIDITY.......................................................................................................1
RETURNON INVESTMENTS........................................................................2
DELEGATION OF AUTHORITY....................................................................2
ETHICS AND CONFLICTS OF INTEREST...................................................2
AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS...................2
AUTHORIZED & SUITABLE INVESTMENTS.............................................3
INVESTMENTPOOLS.....................................................................................3
SAFEKEEPING AND COLLATERALIZATION............................................3 .
ACCOUNTINGMETHOD...............................................................................3
DIVERSIFICATION.........................................................................................4
MAXIMUMMATURITIES..............................................................................4
INTERNALCONTROL....................................................................................4
PERFORMANCE STANDARDS.....................................................................4
REPORTING..................................................................................................4-5
INVESTMENT POLICY ADOPTION.............................................................5
DEFINITIONS................................................................................................5-8
City of Ashland Investment Policy Revised August 1998
CITY OF ASHLAND,OREGON
INVESTMENT POLICY(Revised August 1998)
1.0 POLICY. It is the policy of the City of Ashland to invest public funds in a manner which will provide the
highest investment return with the maximum security while meeting the daily cash flow demands of the entity and
conforming to all state and local statutes governing the investment of public funds.
2.0 SCOPE. This investment policy applies to activities of the City of Ashland and Ashland Parks&
Recreation in regard to investing the financial assets of all funds except for funds held in trust for deferred
compensation funds for the Employees of the City of Ashland. In addition,funds held by trustees or fiscal agents
are excluded from these rules;however,all funds are subject to regulations established by the State of Oregon.
Other than bond proceeds or other unusual situations,the estimated portfolio size ranges from$15,000,000 to
$24,000,000.
These funds are accounted for in the City of Ashland's Comprehensive Annual Financial Report and include:
General Fund
Special Revenue Funds
Capital Projects Funds
Debt Service Funds
Enterprise Funds
Internal Service Funds
Trust&Agency Funds
Funds of the City will be invested in compliance with the provisions of,but not necessarily limited to, ORS
294.035 through 294.048;ORS 294.125 through 294.155;ORS 294.810 and other applicable statutes. Investments
of any tax-exempt borrowing proceeds and any related debt service funds will comply with the arbitrage restrictions
in all applicable Internal Revenue Codes.
3.0 PRUDENCE. Investments shall be made with judgement and care,under circumstances then prevailing,
which persons of prudence,discretion and intelligence exercise in the management of their own affairs,not for
speculation,but for investment,considering the probable safety of their capital as well as the probable income to be
derived.
3.1 The standard of prudence to be used by investment officials shall be the"prudent person"standard and
shall be applied in the context of managing an overall portfolio. Investment officers acting in accordance with
written procedures and the investment policy and exercising due diligence shall be relieved of personal _
responsibility for an individual security's credit risk or market price changes,provided deviations from expectations
are reported in a timely fashion and appropriate action is taken to control adverse developments.
4.0 OBJECTIVE. The primary objectives, in priority order,of the City of Ashland's investment activities
shall be:
4.1 SAFETY. Safety of principal is the foremost objective of the investment program. Investments of the
City of Ashland shall be undertaken in a manner that seeks to ensure the preservation of capital and the protection of
principal in the overall portfolio. To attain this objective,diversification is required in order that potential losses on
individual securities do not exceed the income generated from the remainder of the portfolio.
4.2 LIQUIDITY. The City of Ashland's investment portfolio will remain sufficiently liquid to enable the
City of Ashland to meet all operating requirements which might be reasonably anticipated.
City of Ashland Investment Policy August 1998 Page I
4.3 RETURN ON INVESTMENTS. The City of Ashland's investment portfolio shall be designed with the
objective of attaining a rate of return throughout budgetary and economic cycles,commensurate with the City of
Ashland's investment risk constraints and the cash flow characteristics of the portfolio. The city may self-finance
the Bancroft Debt in order to reduce the overall debt financing costs.
5.0 DELEGATION OF AUTHORITY. Authority to manage the City of Ashland's investment program are
the City Recorder/Treasurer and Director of Finance who are designated as the investment officers of the city and
are responsible for investment decisions and activities,under the review of Ashland City Council. The day to day
administration of the cash management program is handled by the City Recorder/Treasurer or by,the Director of
Finance and the Accounting Supervisor in the absence of the Treasurer.
Management responsibility for the investment program is hereby delegated to the City Recorder/Treasurer and
Director of Finance,who shall establish written procedures for the operation of the investment program consistent
with this investment policy and subject to review and adoption by City Council. Procedures should include
reference to: safekeeping,PSA repurchase agreements,wire transfer agreements,banking service contracts and
collateral/depository agreements. Such procedures shall include explicit delegation of authority to persons
responsible for investment transactions. No person may engage in an investment transaction except as provided
under the terms of this policy and the procedures established by the City Recorder/Treasurer and Finance Director.
The City Recorder/Treasurer and Finance Director shall be responsible for all transactions undertaken and shall
establish a system of controls to regulate the activities of subordinate officials.
6.0 ETHICS AND CONFLICTS OF INTEREST. Investment Officers involved in the investment process
shall refrain from personal business activity that could conflict with proper execution of the investment program,or
which could impair their ability to make impartial investment decisions. Investment Officers shall disclose to the
City Council any material financial interests in financial institutions that conduct business within this jurisdiction,
and they shall further disclose any large personal financial/investment positions that could be related to the
performance of the City of Ashland,particularly with regard to the time of purchases and sales.
7.0 AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS. The investment officers shall
maintain a list of financial institutions authorized to provide investment services. In addition,a list will also be
maintained of approved security broker/dealers selected by credit worthiness who are authorized to provide
investment services in the State of Oregon. Further,there should be in place,proof as to all the necessary
credentials and licenses held by employees of the broker/dealers who will have contact with the City of Ashland as
specified by but not necessarily limited to the National Association of Securities Dealers(NASD),Securities and
Exchange Commission(SEC),etc. Additions or deletions to the list will be made at the discretion of the
investment officers.
Securities broker/dealers not affiliated with a bank shall be required to have an office located in Oregon and be
classified as reporting dealers affiliated with the Federal Reserve as primary dealers. These may include"primary"
dealers or regional dealers that qualify under Securities&Exchange Commission rule 150-1 (uniform net capital
rule). No public deposit shall be made except in a qualified public depository as established by state laws.
All financial institutions and broker/dealers who desire to become qualified bidders for investment transactions must
supply the investment officers with the firms most recent financial statements or Consolidated Report of condition
("call report")for review.
An annual review of the financial condition and registrations of qualified bidders will be conducted by the
investment officers. A current audited financial statement is required to be on file for each financial institution and
broker/dealer in which the city invests.
8.0 AUTHORIZED&SUITABLE INVESTMENTS. The City of Ashland is empowered by statute to
City of Ashland Investment Policy August 1998 Page 2
invest in the following types of securities..
1. U.S.Treasury Obligations(Bills,notes and bonds)
2. U.S. Government Agency Securities and Instrumentalities of Government Sponsored
Corporations.
3. Bankers'Acceptances(BA's)
4. Certificates of Deposit(CD)
a. Commercial Banks which have a branch in Oregon
b. Savings&Loan Associations which have a branch in Oregon.
5. State&Local Government Securities
6. Commercial Paper(Al,AA,PI)
7. State of Oregon Investment Pool
8. Repurchase Transactions
In selecting authorized investments consideration will be given to credit ratings on commercial paper,bankers
acceptances,and collateralization of applicable instruments. If repurchase agreements are authorized,a Master
Repurchase Agreement must be signed with the bank or dealer.
Before the investment officers invests funds or sells securities prior to their maturity,competitive offers or bids will
be sought from two institutions. The most favorable offer or bid will be awarded the transaction.
9.0 INVESTMENT POOLS. A thorough investigation of the pool/fund is required prior to investing,and on
.a continual basis. There shall be an annual review which will answer the following general questions:
1. A description of eligible investment securities,and a written statement of investment policy and
objectives.
2. A description of interest calculations and how it is distributed,and how gains and losses are
treated.
3. A description of how the securities are safeguarded(including the settlement processes),and how
often are the securities priced and the program audited.
4. A description of who may invest in the program,how often,what size deposit and withdrawal.
5. A schedule for receiving statements and portfolio listings.
6. Are reserves,retained earnings,etc.utilized by the pool/f ind?
7. A Fee schedule,and when and how is it assessed.
8. Is the pool/fund eligible for bond proceeds and/or will it accept such proceeds?
10.0 SAFEKEEPING AND COLLATERALIZATION. Purchased investment securities will be delivered by
either Fed book entry,DTC,or physical delivery,and held in third party safekeeping with a designated custodian.
The trust department of a bank may be designated as custodian for safekeeping securities purchased from that bank.
The purchase and sale of securities will be on a delivery versus payment basis. The custodian shall issue a
safekeeping receipt to the City of Ashland listing the specific instrument,selling broker/dealer,issuer,coupon,
maturity,CUSIP number,purchase or sale price,transaction date,and other pertinent information. Delivery versus
payment will also be required for all repurchase transactions and with the collateral priced and limited in maturity in
compliance with ORS 294.035 (11). Demand and time deposits shall be collateralized through the State collateral
pool as required by statute for any excess over the amount insured by an agency of the U.S.government Repurchase
agreement collateral will be limited in maturity to three years and priced according to percentages prescribed by
written policy of the Oregon Investment Council or the Oregon Short-Term Fund Board.
11.0 ACCOUNTING METHOD. The City of Ashland shall comply with all required legal provisions and
Generally Accepted Accounting Principles(GAAP). The accounting principles are those contained in the
pronouncements of authoritative bodies including, but not necessarily limited to,the American Institute of Certified
Public Accountants(AICPA);the Financial Accounting Standards Board(FASB);and the Government Accounting
City of Ashland Investment Policy August 1998 Page 3
Standards Board(GASB).
12.0 DIVERSIFICATION. The City will diversify its investments by security type and institution. With the
exception of U.S.Treasury,Government Agency Securities and authorized pools,no more than 50%of the cities
total investment portfolio will be invested in a single security type or with a single financial institution.
Diversification by instrument %of portfolio
U.S. Treasury Obligations 100%
U.S.Government Agency Securities and
Instrumentalities of Government Sponsored Corp. 100%
Bankers'Acceptances(BA's) 50%
Certificates of Deposit(CD) 35%
State&Local Government Securities 35%
Repurchase Transactions 25%
Commercial Paper(AA,A l,P 1) 10%
State of Oregon Investment Pool Securities 100%
The investment officers will routinely monitor the contents of the portfolio comparing the holdings to the markets,
relative values of competing instruments,changes in credit quality,and benchmarks. If there are advantageous
transactions,the portfolio may be adjusted accordingly,but not to exceed%as stated.
13.0 MAXIMUM MATURITIES. To the extent possible,the city will attempt to match its investments with
anticipated cash flow requirements. Unless matched to a specific cash flow,the city will not directly invest in
securities maturing more than 18 months from the date of purchase. All investments with maturities in excess of
one year shall pay interest at least annually.
1. Under 30 days 10%minimum
2. Under 90 days 25%minimum
3. Under 270 days 50%minimum
4. Under 1 year 75%minimum
5. Under 18 months 80%minimum -
6. Under 3 years 100%minimum
14.0 INTERNAL CONTROL. The investment officers shall maintain a system of written internal controls
which shall be reviewed and tested by the independent auditor at least annually or upon any extraordinary event,
i.e.,turnover of key personnel,the discovery of any inappropriate activity to assure compliance with policies and
procedures.
15.0 PERFORMANCE STANDARDS. The investment portfolio shall be designed with the objective of
obtaining a rate of return throughout budgetary and economic cycles,commensurate with the investment risk
constraints and the cash flow needs.
The city's investment strategy is active. Given this strategy,the basis used by the investment officers to determine
whether market yields are being achieved shall be the six-month U.S.Treasury Bill and the Oregon Local
Government Investment Pool using the monthly net yield of both portfolio's as the yardstick..
16.0 REPORTING. The investment officers shall provide to City Council quarterly investment reports which
City of Ashland Investment Policy August 1998 Page 4
provide a clear picture of the status of the current investment portfolio. The report should include data on
investment instruments being held,as well as any narrative necessary for clarification.
In addition,monthly reports shall be prepared with the following information:
1. A listing of individual securities held at the end of the reporting period by authorized investment
category.
2. Average life and final maturity of all investments listed.
3. Coupon,discount or earnings rate.
4. Par value of each investment.
5. Percentage of the Portfolio represented by each investment category.
17.0 INVESTMENT POLICY ADOPTION. The City of Ashland's investment policy shall be formally
adopted by resolution by the City Council. If investments exceeding a maturity of eighteen months are
contemplated,further review and comment by the Oregon Short-Term Fund Board will be sought;and thereafter,
this policy will be re-adopted annually even if there are no changes.
18.0 DEFINITIONS. It is the policy of the City of Ashland to invest public funds in a manner which will
provide the highest investment return with the maximum security while meeting the daily cash flow demands of the
entity and conforming to all state and local statutes governing the investment of public funds.
AGENCIES. Federal agency securities.
ASKED. The price at which securities are offered.
BANKERS' ACCEPTANCE(BA). A draft or bill or exchange accepted by a bank or trust company. The
accepting institution guarantees payment of the bill,as well as the issuer.
BID. The price offered by a buyer of securities.(When you are selling securities,you ask for a bid.)See Offer.
BROKER. A broker brings buyers and sellers together for a commission.
CERTIFICATE OF DEPOSIT(CD). A time deposit with a specific maturity evidenced by a certificate. large-
denomination CD's are typically negotiable.
COLLATERAL. Securities,evidence of deposit or other property which a borrower pledges to secure repayment
of a loan. Also refers to securities pledged by a bank to secure deposits of public monies.
COMMERCIAL PAPER. Short-term unsecured promissory note issued for a specified dollar amount with a
maturity that can be tailored to meet an investor's needs. Notes have maximum maturities of 270 days,but the
majority of CP is issued in the 30-50 day maturity range.
COMPREHENSIVE ANNUAL FINANCIAL REPORT(CAFR). The official annual report for the City of
Ashland. It includes five combined statement of each individual fund and account group prepared in conformity
with GAAP. It also includes supporting schedules necessary to demonstrate compliance with finance related legal
and contractual provisions,extensive introductory material,and a detailed Statistical Section.
COUPON. (a) The annual rate of interest that a bond's issuer promises to pay the bondholder on the
bond's face value.
(b) A certificate allached to a bond evidencing interest due on a payment date.
DEALER. A dealer,as opposed to a broker,acts as principal in all transactions,buying and selling for his/her own
City of Ashland Investment Policy August 1998 Page 5
account.
DEBENTURE. A bond secured only by the general credit of the issuer.
DELIVERY VERSUS PAYMENT. There are two methods of delivery of securities: delivery versus payment and
delivery versus receipt. Delivery versus payment is delivery of securities with an exchange of money for the
securities. Delivery versus receipt is delivery of securities with an exchange of a signed receipt for the securities.
DERIVATIVES. (1)Financial instruments whose return profile is linked to,or derived from,the movement of
one or more underlying index or security, and may include index or security,and may include a leveraging factor,
or(2)Financial contracts based upon nominal amounts whose value is derived from an underlying index or security
(interest rates,foreign exchange rate,equities or commodities).
DISCOUNT. The difference between the cost price of a security and its maturity when quoted at lower than face
value. A security selling below original offering price shortly after sale also is considered to be at a discount.
DISCOUNT SECURITIES. Non-interest bearing money market instruments that are issued at a discount and
redeemed at maturity for full face value,e.g.U.S.Treasury Bills.
DIVERSIFICATION. Dividing investment funds among a variety of securities offering independent returns.
FEDERAL CREDIT AGENCIES.Agencies of the Federal Government set up to supply credit to various classes
of institutions and individuals,e.g. S&L's,small business firms,students,farmers,farm cooperatives,and exporters.
FEDERAL DEPOSIT INSURANCE CORPORATION(FDIC).A federal agency that insures bank deposits,
currently up to$100,000 per deposit.
FEDERAL FUNDS RATE.The rate of interest at which Fed funds are traded. This rate is currently pegged by the
Federal Reserve through open-market operations.
FEDERAL HOME LOAN BANKS(FHLB).Government sponsored wholesale banks(currently 12 regional
banks)which lend funds and provide correspondent banking services to member commercial banks,thrift
institutions,credit unions and insurance companies. The mission of the FHLBs is to liquefy the housing related
assets of its members who must purchase stock in their district bank.
FEDERAL NATIONAL MORTGAGE ASSOCIATION(FNMA).FNMA, like GNMA was chartered under the
Federal National Mortgage Association Act in 1938. FNMA is a federal corporation working under the auspices of
the Department of Housing and Urban Development(HUD). It is the largest single provider of residential mortgage
funds in the United States. Fannie Mae,as the corporation is called, is a private stockholder-owned corporation. the
corporation's purchases include a variety of adjustable mortgages and second loans, in addition to fixed-rate
mortgages. FNMA's securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that
all security holders will receive timely payment of principal and interest.
FEDERAL OPEN MARKET COMMITTEE(FOMC).Consists of seven members of the Federal Reserve Board
and five of the twelve Federal Reserve Bank Presidents. The President of the New York Federal Reserve Bank is a
permanent member,while the other Presidents serve on a rotating basis. The committee periodically meets to set
Federal Reserve guidelines regarding purchases and sales of Government Securities in the open market as a means
of influencing the volume of bank credit and money.
FEDERAL RESERVE SYSTEM.The central bank of the United States created by Congress and consisting of a
seven member Board of Governors in Washington D.C., 12 regional banks and about 5,700 commercial banks that
City of Ashland Investment Policy August 1998 Page 6
are members of the system.
GOVERNMENT NATIONAL MORTGAGE ASSOCIATION(GNMA or Ginnie Mae). Securities influencing
the volume of bank credit guaranteed by GNMA and issued by mortgage bankers,commercial banks,savings and
loan associations,and other institutions. Security holder is protected by full faith and credit of the U.S.
Government. Ginnie Mae securities are backed by the FHA,VA or FMHM mortgages. The term "pass throughs" is
often used to describe Ginnie Mites.
LIQUIDITY.A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of
value. In the money market, a security is said to be liquid if the spread between bid and asked prices is narrow and
reasonable size can be done at those quotes.
LOCAL GOVERNMENT INVESTMENT POOL(LGIP).The aggregate of all funds from political subdivisions
that are placed in the custody of the State Treasurer for investment and reinvestment.
MARKET VALUE.The price at which a security is trading and could presumably be purchased or sold.
MASTER REPURCHASE AGREEMENT.A written contract covering all future transactions between the parties
to repurchase--reverse repurchase agreements that establishes each party's rights in the transactions. A master
agreement will often specify,among other things,the right of the buyer-lender to liquidate the underlying securities
in the event of default by the seller-borrower.
MATURITY.The date upon which the principal or stated value of an investment becomes due and payable.
MONEY MARKET.The market in which short-term debt instruments(bills,commercial paper,bankers'
acceptances,etc.)are issued and traded.
OFFER The price asked by a seller of securities.(When you are buying securities,you ask for an offer.)See Asked
and Bid.
OPEN MARKET OPERATIONS.Purchases and sales of government and certain other securities in the open
market by the New York Federal Reserve Bank as directed by the FOMC in order to influence the volume of money
and credit in the economy. Purchases inject reserves into the bank system and stimulate growth of money and
credit;sales have the opposite effect. Open market operations are the Federal Reserve's most important and most
flexible monetary policy tool.
PORTFOLIO.Collection of securities held by an investor.
PRIMARY DEALER.A group of government securities dealers who submit daily reports of market activity and
positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal
oversight. Primary dealers include Securities and Exchange Commission(SEC)-registered securities broker-dealers,
banks and a few unregulated firms.
PRUDENT PERSON RULE.An investment standard. In Oregon the law requires that a fiduciary,such as a
trustee,may invest money only in a list of securities selected by the custody state--the so-called legal list. In other
states the trustee may invest in a security if it is one which would be bought by a prudent person of discretion and
intelligence who is seeking a reasonable income and preservation of capital.
QUALIFIED PUBLIC DEPOSITORIES.A financial institution which does not claim exemption from the
payment of any sales or compensating use or ad valorem taxes under the laws of this state,which has segregated for
the benefit of the commission eligible collateral having a value of not less than its maximum liability and which has
City of Ashland Investment Policy August 1998 Page 7
been approved by the Public Deposit Protection Commission to hold public deposits.
RATE OF RETURN.The yield obtainable on a security based on its purchase price or its current market price.
This may be the amortized yield to maturity on a bond the current income return.
REPURCHASE AGREEMENT(RP or REPO).A holder of securities sells these securities to an investor with an
agreement to repurchase them at a fixed price on a fixed date. The security "buyer" in effect lends the "seller"
money for the period of the agreement,and the terms of the agreement are structured to compensate him/her for
this. Dealers use RP extensively to finance their positions. Exception: When the Fed is said to be doing RP, it is
lending money,that is,increasing bank reserves.
SAFEKEEPING.A service to customers rendered by banks for a fee whereby securities and valuable of all types
and descriptions are held in the bank's vaults for protection.
SECONDARY MARKET.A market made for the purchase and sale of outstanding issues following the initial
distribution.
SECURITIES& EXCHANGE COMMISSION.Agency created by Congress to protect investors in securities
transactions by administering securities legislation.
SEC RULE 15C3-1. See Uniform Net Capital Rule.
STRUCTURED NOTES.Notes issued by Government Sponsored Enterprises(FHLB,FNMA, SLMA,etc.)and
Corporations which have imbedded options(e.g.,call features,step-up coupons,floating rate coupons,derivative-
based returns)into their debt structure. Their market performance is impacted by the fluctuation of interest rates,
the volatility of the imbedded options and shifts in the shape of the yield curve.
TREASURY BILLS.A non-interest bearing discount security issued by the U.S.Treasury to finance the national
debt. Most bills are issued to mature in three months,six months,or one year.
TREASURY BONDS.Long-term coupon-bearing U.S.Treasury securities issued as direct obligations of the U.S.
Government and having initial maturities of more than 10 years.
TREASURY NOTES.Medium-term coupon-bearing U.S.Treasury securities issued as direct obligations of the _
U.S.Government and having initial maturities from two to 10 years.
UNIFORM NET CAPITAL RULE.Securities and Exchange Commission requirement that member firms as well
as nonmember broker-dealers in securities maintain a ratio of indebtedness to liquid capital of 15 to l;also called
net capital rule and net capital ratio. Indebtedness covers all money owed to a firm, including margin loans and
commitments to purchase securities,one reason new public issues are spread among members of underwriting
syndicates. Liquid capital includes cash and assets easily converted into cash.
YIELD.The rate of annual income return on an investment,expressed as a percentage.
(a) INCOME YIELD is obtained by dividing the current dollar income by the current market price
for the security.
(b) NET YIELD or YIELD TO MATURITY is the current income yield minus any premium above
par or plus any discount from par in purchase price,with the adjustment spread over the period
from the date of purchase to the date of maturity of the bond.
City of Ashland Investment Policy August 1998 Page 8
City Council Communication
August 4, 1998
Submitted by: Keith E. Woodlev
Approved by: Paul Nolte
Approved by: Mike Freeman
Title:
Adoption of 1998 Oregon Uniform Fire Code
Synopsis:
Currently, the City of Ashland through its fire department is enforcing the 1994 edition of the
Uniform Fire Code(UFC).The 1998 edition of the Oregon Uniform Fire Code is now available and
is being circulated for adoption by fire protection agencies.The 1998 edition of the OUFC provides
for an increased degree of fire safety for citizens, buildings and properties within the City of
Ashland.
Recommendation:
Staff recommends City Council adoption of the 1998 Edition of the Oregon Uniform Fire Code.
Background Information:
In 1971 the Uniform Fire Code(UFC)was adopted by the State of Oregon as the principle fire safety
code enforced by fire officials within the state. It has been internationally recognized for its role in
establishing a model for fire prevention efforts. The UFC is updated on an annual basis. At the
conclusion of each update cycle,an annual supplement to the current edition is published,except for
every third year when all approved code changes are consolidated into a new edition of the code.
Updating is accomplished through a consensus code development process administered by the
International Fire Code Institute that allows anyone to submit proposals to revise the code and
comment on the proposals of others through regular public hearings. Participants in the code
development process represent a wide cross-section of fire officials, building officials, design
professionals,manufacturers,developers,insurance organizations,researchers,industry associations
and other interested parties.
After thorough review by the fire department administration, staff proposes adoption of the 1998
edition that is now available for distribution. If the Council adopts the new edition of the code,the
following new appendices will be included:
Appendix I-B Life-Safety Requirements for Existing High-Rise Buildings:This section of the code
establishes fire and life-safety requirements for existing buildings within the city that are 75 feet or
greater in height. Examples of these requirements include fire detection and fire sprinkler systems.
If this appendix section is included as part of the new code adoption, the Mark Antony Hotel will
City Council Communication
August 4, 1998
Page 2
be required to be fire sprinklered. The code further allows a building owner to phase in installation
of this equipment over a five year period of time. Included in this section is a provision for an
extension of this time frame if just cause can be shown. If a high rise building is so equipped, the
code allows some of the requirements for other fire safety provisions found in the appendix to be
waived by the fire department.
Appendix I-G Motion Picture Production Studios, Sound Stages And Approved Production
Facilities: This section of the code establishes requirements for seating, exiting, mechanical
equipment,fire detection and extinguishing systems.All current facilities of this type within the city
are in compliance with these provisions.
Appendix II-J Storage of Flammable And Combustible Liquids in Tanks Located Below-Grade
Vaults: This section of the code establishes requirements for vault construction, ventilation, tank
construction, product piping, fire suppression and water supply systems.
Appendix II-K Non-Protected Above Ground Steel Tanks For Motor Vehicle Fuel-Dispensing
Stations Outside Buildings:This section of the code establishes requirements for above ground tank
construction and design, venting systems, protection from vehicle impacts and spill containment.
Appendix VI-H Refrigerant Groups And Properties: This section of the code provides refrigerant
hazard categories and hazard signals to serve as a reference for the application of UFC Article 63.
Appendix VI-I,Unit Conversion Tables:This code section provides unit conversion tables(symbols,
prefixes, metric conversions) to serve as a reference for UFC codes.
All other amendments proposed in the adoption of the 1998 OUFC reflect renumbering of code
sections, simplification of code language and clarification of current code enforcement practices
within the city.
c
ORDINANCE NO.
AN ORDINANCE AMENDING THE FIRE PREVENTION
CODE, CHAPTER 15.28 OF THE ASHLAND MUNICIPAL
CODE BY INCORPORATING THE PROVISIONS OF THE
1998 EDITION OF THE OREGON UNIFORM FIRE CODE.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
Annotated to show deletions and additions to the_cod e sections being modified.
Deletions are fined-through and additions are shaded.
SECTION 1. Section 15.28.010 of the Ashland Municipal Code is amended to read:
15.28.010 Adoption Of Uniform Fire Gode And Uniform Fore Gode Standards the'
Oregon Uniform Fire Code. The following code and stamdards ar. ji_"adopted as
a part of this chapter: Volume 1 of the 1994 edition of the Umiforrn Fire 6
of the 1994 edition of the Umiforni Fire Gode Standards published by the
Western F6Fe Ghffiefs Assee6ateom and the International Gomferenee of Build
Offeiafsthe41998�etldion of the Oregon Unrform.Fue G de authorized 6y ORS
c m .
476:030 and'adoptedspursuanfto O egon AdmLnistrative-Rule 837 40except
such portions as are deleted, modified or amended by his
chap ert In addition all,appendices a optefid m>section 1018 1 of tie=0 egon
Unifo m Fire Code�and all appendteesiof the 1997, Urnform FireCode published)
xmveyAs ._ ,
by$tlie"Ilntemational,Fire Code;lnstitute are made'a part=`of this chapter except 6r.
appendices ll=C, II-D and IIIE.'One copy of this code and standafdsappendices
shall be filed in the offce of the City Recorder TfexOregonUnrfo„rm'F�re Code
and`dlll pIpendices adopted in this sectipn.will_be referred to m the Ashland
MGpal°Gode as the'_Uniform Fire Code. l -
SECTION 2. Section 15.28.050 of the Ashland Municipal Code is amended to read:
15.28.050 Storage of Liquified Petroleum Gases - Restricted. The limits
referred to in Section 8293.1`8204`:2 of the Uniform Fire Code, in which storage
of liquefied petroleum gas is restricted, are established as follows: All City of
Ashland residential and historical district areas as defined in the Comprehensive
Plan.
SECTION 3. Sections 15.28.070.A, B, C, D, E, H and I of the Ashland Municipal Code
are amended to read:
15.28 070 Amendments to the Oregon Uniform Fire Code. The Oregon Uniform
Fire Code is amended in the following respects:
A. Section 903.2 and 9033: Delete entire section and replace with the following:
"An approved water supply capable of supplying the required fire flow as
determined by Appendix III-A of the Uniform Fire Code shall be provided to all
premises upon which buildings or portions of buildings are hereafter constructed.
When any_portion.of the building protected is in excess of 150 feet or_250 feet for
one and two-family dwellings,: from a water supply on a public street, as
measured by an approved vehicular route from the water supply to the exterior of
the building, there shall be provided on-site fire hydrants and mains capable of
supplying the fire flow as required by Appendix III-A of the Oregon;Uniform Fire
Code. Such_fire hydrants_shall be accessible for use by fire apparatus. Distances
to an approved water supply may be increased, as approved by the chief, when
the structure to be
_protected has an ap_proyed automatic fire sprinkler_system."
- , �
B. Sections -rte,_ -�7902.1.7through 7902.1.7.4.2 is are'deleted in its their
entirety.
C. Appendix fff=R(5JIII-A section 5_11: Replace the entire paragraph (a) section,as
follows:
"Notwithstanding the requirements in Appendix III-A of the Oregon?Uniform Fire
Code, within the City of Ashland the minimum fire flow and flow duration
requirements for one and two-family dwellings having a fire area which does not
exceed 3,600 square feet shall be 750 gallons per minute. Fire flow and flow
duration for one and tvito=familydwellings having afire area in excess of 3,600
square feet shall not be less than that specified in Table No. A-III-A-1."
"EXCEPTIONS": 1. A reduction in required fire flow of 50 percent, as
approved by the chief, is allowed when the building is provided with an
approved automatic fire sprinkler system. .
2. teens to dwellimgs existing on the date this provision is adopted
shall be permitted regardless of whether the minirntim fire ow and flow
duration Fequirememts are niet unless the addition eFeates a new dwelling
unit or the dwellolig and the,wl"aen have a fire area emeess of
scIpare feet. One and two-family dwellings in excess of 3,600 square feet,
when equipped with an approved automatic sprinkler system, may have a
min_imum flow of at least 375 gallons per minute.
3. Additions or rftemodels of to dwellings existing on after the date this
provision is adopted shall be permitted regardless of the size of the
dwelling unless the addition or remodel inerewses the `re area to the
extent that the dwel Ong plus the inereas creates a new dwelling unit or
the dwelling and the addition have a fire area in excess of 3,600 square
feet.
D. Section 902.2.2.4 Dead Ends: Change 150 feet in length to 250 feet in length.
E. Section 282 2 2 ^ _ ". ' -Sections 902.2.2.2 and 902,2.2:5: Replace
entire sentences sections'as follows: Fire apparatus access roads and bridges
shall be designed and maintained to support up to 44,000 lbs. gross vehicle
weight and shall be provided with a surface so as to provide all-weather driving
capabilities.
H. Section 7701.1: Notwithstanding the exceptions listed in this section, the sale
qfQass.q explosive materials DOT classification 1 AG (Class C common
fireworks), is prohibited within the City of Ashland.
I. Appendix III-C, +4section Y: Replace entire sentenee ection'as follows:
Intervals. Tests of systpms�r devices Inspection, testing and maintenance of
water-based fire protections systems,regulated herein shall be conducted
annually, in accordance with Standard A_11
1-C-1, or when an inspection by the
chief indicates that there is reason to believe that the system or device would fail
to operate properly in an emergency. Before any existing fire detection and/or
suppression system is removed, the chief shall be notified.
SECTION 4. Section 15.28.090 of the Ashland Municipal Code is amended to read:
15.28.090 New Materials. Processes. or Occupancies - Permits Reguired. The
Building Official, the Chief and the Fire Marshal shall act as a committee to
determine and specify, after giving affected persons an opportunity to be heard,
any new materials, processes or occupancies for which permits are required in
addition to those now enumerated in said-the Oregon Uniform Fire bode. The
Building Official, in accordance with section 04.2.7,of the Uniform Building
Code, shall record and enter in the files of the building department any action
granting approval of new or alternate materials.
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 M. Christensen, City Recorder
SIGNED and APPROVED this _ day of , 1998.
Catherine M. Shaw, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
FIRE SPRINKLERING OF MULTI-STORY RESIDENTIAL OCCUPANCIES
The Oregon Building Officials Association (OBOA) plans to present a request for a code
change to be considered for the 1999 code year addressing sprinklering of residential
occupancies.
The proposed code language change will read as follows:
1. Amend Section 904.2.8 to read as follows:
904.2.8 Group R, Division 1 Occupancies. An automatic sprinkler system shall be
installed throughout every apartment house, and every congregate residence, classified as Group
R, Division 1 Occupancies. An automatic sprinkler system shall be installed throughout every
hotel three or more stories in height or containing 20 or more guest rooms classified as Group R,
Division 1 Occupancies.
Exception: Automatic sprinklers are not required in apartments or congregate residence
buildings that are one story in height and not containing a basement or mezzanine. Such
buildings shall contain not more than 16 dwelling units in apartment buildings and shall not have
an occupant load of more than 20 in congregate residence buildings.
CONDITIONS CONTRIBUTING TO LIFE LOSS IN HIGH RISE-FIRE INCIDENTS
The National Fire Protection Association (NFPA) routinely conducts a thorough fire
investigation of all fire incidents where multiple fire fatalities have occurred in high rise
facilities. As a result of numerous investigations of these incidents they have identified several
disturbing "common denominators" that are present in all of these incidents and directly have
contributed to multiple life losses. These common factors are as follows:
• Rapid fire and smoke development due to combustible contents, building arrangement,
and the lack of adequate fire barriers.
• Lack of fire extinguishment during the incipient stage of the fire.
• Unprotected vertical openings contributed to smoke spread up the high-rise towers.
• Substandard enclosure of interior stairs, smokeproof towers and exit passageways
contributed to heat and smoke spread and impaired means of egress from high-rise
towers.
• Distribution of smoke throughout the high-rise tower through the heating, ventilating and
air conditioning equipment.
• Smoke spread through elevator hoistways up the high-rise towers.
* There has never been an instance of a multiple fire death incident in a fully fire sprinklered
building.
Partial Summary Of High-Rise Hotel Fire Fatalities Documented By NFPA
Year Location Building # Fatalities
1930 New York Hotel Marguery 2
1932 New York Ritz Tower 8
1934 Milwaukee Hotel Schroeder 1
1935 Buffalo Hotel Touraine 1
Milwaukee Hotel Astor 2
St. Louis Hotel Statler I
New York Hotel Alcazar 1
1942 Pittsburgh William Penn Hotel 1
1946 Chicago Congress Hotel 1
Chicago Hotel Lasalle 61
1947 Atlanta Winecoff Hotel 119
1949 Montreal Laurentien Hotel 1
1951 San Francisco El Cortez Hotel 1
1952 Cincinnati Simon Hotel 1
1956 Montreal Windsor Hotel 1
Jacksonville Seminole Hotel 1
1959 Detroit Tuller Hotel 4
1961 Chicago Congress Hotel 1
New York Mayflower Hotel 4
1962 New York Sheraton Hotel 1
Washington Mayflower Hotel 2
1963 Boston Sherry Biltmore Hotel 4
Jacksonville Hotel Roosevelt 22
1964 Ottawa Beacon Arms 3
1965 Newark Military Park Hotel 4
1966 Boston Paramount Hotel 11
Los Angeles Rosslyn Hotel 1
Plainview Hilton Hotel 1
New York Hotel Walton 1
Brooklyn Standish Arms Hotel 1
1967 Newark Douglas Hotel 1
1970 Chicago Conrad Hilton Hotel 2
Toronto Ford Hotel 1
New York Apartment Hotel 1
Philadelphia Swarthmore Hotel 1
Tucson Pioneer Hotel 28
1971 Chicago Tuscany Hotel 1
Cleveland Cleveland Hotel 7
Chicago Shoreham Hotel 1
New Orleans Howard Johnson 6
Seoul Tae Yon Kak Hotel 163
1972 Chicago Lincoln Hotel 1
1973 San Francisco Baldwin Hotel 2
Fort Worth Leland Hotel 1
New York Sheraton Hotel 2
1974 New York Park Plaza Hotel 1
Trenton Hotel Hildebrecht I
Juneau Baranof Hotel 1
New York Hotel Pierre 1
Virgin Beach Cavalier Beachfront Hotel 1
1975 Washington Leow's L'Enfant Plaza Hotel 2
Little Rock Grady Manning Hotel 1
Los Angeles Knickerbocker Hotel 1
1976 Greensboro O'Henry Hotel 1
Alexandria Alexandria Hotel 1
New York Webster Towne House Hotel I
Miami Beach Fontainebleu Hotel 2
Columbus Sheraton Hotel 1
1977 Omaha Hamilton Hotel 1
Chicago Chicagoan Hotel 1
1978 New York Chelsea Hotel 1
Lubbock Pioneer Hotel 1
Trenton Hotel Hildebrecht 1
1979 Boston Copley Plaza Hotel 1
Washington Roosevelt Hotel 1
1980 New York Hotel Martinique 1
Denver Hampshire House Hotel 1
Cincinnati Terrace Hilton Hotel 1
New York Hotel Times Square 1
Las Vegas MGM Grand Hotel 85
Chicago Crest Apartment Hotel 1
Brooklyn Brooklyn Hotel 2
1981 New York Inn On The Park Hotel 6
Las Vegas Hilton Hotel 9
Waco Raleigh Hotel I
St. Petersburgh Ponce de Leon Hotel 1
Mexico City Maria Isabel Sheraton hotel 3
Chicago East Hotel 1
1982 New York Times Plaza Hotel 1
Tokyo Hotel Japan 32
Houston Westchase Hilton Hotel 12
Chicago Conrad Hilton Hotel 4
New York Holiday Inn Hotel 1
1983 Chicago Raleigh Hotel 4
1983 San Francisco Cathedral Hill Hotel 3
1984 Pusan Dae A Hotel 38
Honolulu Princess Kaiulani Hotel 1
Racine Inn On The Lake 1
Monticello Concord Hotel 1
El Paso Plaza Hotel 1
Washington Parkside Hotel 1
Patterson Alexander Hamilton Hotel 15
Manila Ambassador Hotel 10
Waukegan Karcher Hotel 8
1985 New York New York Hotel 1
1986 New York NY Hotel 4
Kristiansand,Nor Hotel Norway 14
San Juan DuPont Plaza Hotel 96
1987 Knoxville Knoxville Hotel 1
Vancouver, BC Vancouver Hotel 1
Newark Carleton Hotel 1
Indianapolis Kamada Inn 9
1989 Hartford YMCA Hotel 1
1992 Indianapolis Hotel Athletic 1
1996 Brooklyn Brooklyn Hotel 3
City Council Communication
August 4, 1998
Submitted by. Paul Notte
Approved by Mike Freeman ME'
Title:
An Ordinance Revising the Ashland Municipal Code to Delete References to the
Ashland Community Hospital.
Synopsis:
The Ashland Community Hospital is now operated by Ashland Community Healthcare
Services (ACHS), a non-profit corporation. The city s authority to manage and control
the hospital through its ordinances is no longer necessary. For that reason this
ordinance is proposed to delete references to the hospital in the Ashland Municipal
Code.
Recommendation:
Adopt the ordinance at this second reading with the minor change from the first
reading: the phrase "Park Department° in code section 2.28.040 was changed to °Parks
Department.°
Background Information:
ion of the hospital from a city department to
In 1996 the city transferred the operat c
s
ACHS. The management and operation of the hospital are now under the auspice e f -
comprehensive and definitive agreement and real property lease. As a consequence of
this transfer, it is no longer necessary to provide for administrative or management
functions of the hospital in the municipal code.
O:WAULbRDftGP l wd w mw,a2.wpd
ORDINANCE NO.
AN ORDINANCE REVISING THE ASHLAND MUNICIPAL
CODE TO DELETE REFERENCES TO THE ASHLAND
COMMUNITY HOSPITAL.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Section 2.28.040 of the Ashland Municipal Code is amended to read:
2.28.040 City Administrator—Administrative responsibilities. The City
Administrator shall have responsibility for the general administrative
coordination of all City departments except for those officers and employees of
the Parks Department. The City Administrator shall have the right to submit
recommendations to the Mayor, with confirmation by the City Council, as to the
appointment or dismissal of any principal officer or Department head. The
Mayor and City.Council, City Administrator, or the appropriate Department head
may directly appoint or dismiss any subordinate employee.
SECTION 2. Section 2.28.130 of the Ashland Municipal Code is amended to read:
2.28.130 Finance Department—Functions. The functions of the Finance
Department are the administration and collection of various City taxes, licenses,
and permits and the administration of ordinances and state laws applicable
thereto; the receipt and safekeeping of all City money; preparation and control of
the City budget; procurement of materials, supplies, equipment and services for
all departments, except the Parks and Recreation Commission; receipt, storage
and issuance of supplies, materials and equipment; the disposal of surplus
property; fiscal and property accounting for all departments except the Ashland
Parks and Recreation Commission; data processing; financial estimating,
planning and programming; billing and collecting; investment of temporarily idle
funds in cooperation with the City Recorder, dispatching of utility connect and
disconnect orders; risk management and insurance administration; operation of
the switchboard; coordination of the cleaning, maintenance and repair of all
public buildings belonging to the City used for general administrative purposes;
establishing and operating a centralized warehouse; general administration and
control of the Cemetery Department; the performance of all duties prescribed by
the City Charter and ordinances and the laws of the State for those officers and
officials included in the Finance Department; and the performance of such other
functions as may be assigned by the City Administrator or prescribed by the City
Council.
SECTION 3. Section 2.28.340 of the Ashland Municipal Code is amended to read:
2.28.340 Public Works Department—Functions. The functions of the Public
Works Department are the construction and maintenance of all streets, alleys,
sidewalks, paths, bike paths, rights-of-way, and courts now open or which
hereafter may be opened; the cleaning of streets; the construction, maintenance,
Page 1 —ORDINANCE (c:1PAUUORDNImptalord.wpd)
and operation of the sewer and storm drain systems; the maintenance and
operation of the sewage disposal plant; the construction, maintenance and
operation of the water distribution systems, the maintenance and operation of
the water filtration plant; the supervision of all work done on streets, alleys, or
other public ways, land, buildings, or other structures by anyone other than the
City; supervision of the repair and maintenance of all motor equipment of the
City, except equipment of the Parks and Recreation Commission; the
performance of traffic engineering; the planning, improvement and maintenance
of the Ashland Municipal Airport; the performance of all phases of engineering
work required in connection with all the functions of said Department; the
keeping of records of all surveys and measurements made, which records shall
be open for public inspection.
SECTION 4. Section 2.52.030 of the Ashland Municipal Code is amended to read:
2.52.030 Exclusions—Limitations. Contracts for the construction of public
improvements, real property purchases, wholesale electrical energy purchases,
employee benefit programs, and acquisition of professional services (such as
engineering and architectural consulting) are not responsibilities of the
Purchasing Agent, unless so directed by the City Administrator.
The Purchasing Agent is authorized to act on behalf of the Parks and Recreation
Commission but only upon the request of the commission.
SECTION 5. Section 3.08.010.B. of the Ashland Municipal Code is amended to read:
3.08.010.8. Scope and Coverage. These personnel policies shall apply to all
employees of the City of Ashland except for elected officials. These policies
are in addition to and in no way replace, modify or infringe upon existing union
contracts or other agreements between the City and its employees. Any
existing employee union contract or agreement with a non-union employee
group is hereby incorporated by reference as further statement of the City's _
personnel policy with regard to wages, hours and conditions of employment.
The foregoing ordinance was first read by title only in accordance with Article X,
Section 2(C) of the City Charter on the 21" day of July , 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
ew s t orm:
Paul Nolte, City Attorney
Page 2 — ORDINANCE (c:%PAUUORDYaspftW ordmpd)