HomeMy WebLinkAbout1998-0818 Council Mtg PACKET Important: Any citizen attending;council meetings may speak on any item on-the agenda, unless it is the
subject of a public hearing which has been closed. If you wish to speak, please fill out the Speaker
Request form located near the entrance to the Council Chambers. The chair will recognize you and
inform you as to the amount of time allotted to you. The time granted will be dependent to some extent on.
the nature of the item under discussion, the numtier of people who wish to be heard, and the length of the
a`enda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
August 18, 1998
Civic Center Council Chambers, 1175 E. Main Street
SPECIAL STUDY SESSION - 6:00 p.m.
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1. Status report on Draft Water Master Plan and presented by the Director of
Public Works and Carollo Engineers. Z
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REGULAR MEETING - 7:00 p.m. a
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I. PLEDGE OF ALLEGIANCE:. 7:00 n.m., Civic Center Council Chambers. U PQ U
II. ROLL CALL:
III. APPROVAL OF MINUTES: Regular meeting minutes of August 4, 1998.
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IV. SPECIAL PRESENTATIONS & AWARDS:
1. Acceptance of a "Certification of Investment Policy" by the Municipal °1�I
Treasurer's Association for the City's adopted investment policy. 1 tct Cvf1.�
2. Update on Public Works Construction Activities. o
3. Presentation and discussion regarding 1,000,000 Solar Roofs and Solar
Initiative.
V. CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
2. Confirmation of Mayor's appointment of Gary Foll to the Historic Commission
for a term to expire on April 30, 2000.
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).
(None)
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:
(None)
IX. NEW AND MISCELLANEOUS BUSINESS:
1. Council Meeting Look Ahead.
2. Request from City of Talent for council approval of contribution to Jackson
County Animal Shelter for new cooling system.
X. ORDINANCES RESOLUTIONS AND CONTRACTS:
o to Second reading 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."
2. First reading by title only of "An Ordinance Amending Section One of
Ordinance 2582 to Extend the Franchise Term for Ashland Sanitary Service to
the Year 2018."
3. First re4adinQ24 title only of "An Ordinance Amending Section 9.20.030.A of
the Ashland Municipal Code to Permit Meat to be Packaged in Styrofoam."
Reading by title only of "A Resolution of Intention to Provide for Improvements
to Waterline Road Consisting of Paving, Curbs, Gutters, Storm Drains, Water
Line, Fire Hydrants, and Retaining Walls and Setting a Public Hearing."
XI. OTHER BUSINESS FROM COUNCIL MEMBERS:
XII. ADJOURNMENT:
Reminder: Council Study Session Wednesday,
August 19, 1998, at 12:30 p.m. in Council Chambers.
Topics to be discussed are: The WWTP Off-site
infrastructure; Oak Street Traffic Calming update;
and request for closure of Winburn Way on Sundays.
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
August 4, 1998
CALL TO ORDER
Council Chairperson Carole Wheeldon called the meeting to order at 7:00 p.m., in the Civic Center Council
Chambers.
ROLL CALL
Councilors Laws, Reid, Hauck, Hagen, Wheeldon, and DeBoer were preient. Mayor Shaw was absent.
APPROVAL OF MINUTES
Councilor DeBoer noted that on page five of the regular minutes of July 21", the second to the last sentence on
the page should read, "Councilor DeBoer expressed his concerns over the condition of the retaining wall which is
caving in on Waterline Road."
Councilor Reid/Laws m/s to approve the minutes of the regular meeting of July 21, 1998 as amended and
the minutes of the executive session of July 21, 1998 as presented. Voice vote: All AYES. Motion passed.
Councilor Wheeldon noted that item number 6 under Ordinances, Resolutions and Contracts, the "Resolution
establishing a public hearing for Waterline Road L.I.D." had been removed from the agenda. Councilor
Wheeldon went on to explain that staff had met with representatives of the neighborhood and the homeowners'
association and the item had been removed by a mutual agreement between all parties.
SPECIAL PRESENTATIONS & AWARDS
1. Slide Presentation of Railroad District.
Director of Community Development John McLaughlin introduced Historical Consultant George Kramer, who
presented slides to illustrate the collection of historical resources found within the Railroad District, and gave a
brief history of the District.
CONSENT AGENDA
1. Minutes of Boards, Commissions and Committees.
Councilors Reid/DeBoer m/s to accept the consent agenda. Voice vote: All AYES. Motion passed.
PUBLIC HEARINGS
1. Adoption of Community Development Block Grant plan.
Associate Planner Maria Harris explained that the proposed Action Plan is required by the Department of
Housing and Urban Development (HUD)to show how the yearly Community Development Block Grant (CDBG)
funds are to be used, and to show consistency with the City's Five-Year Consolidated Plan. Stated that this
year's allocation was$221,000, and explained that these funds had been awarded by the social services
subcommittee through the budget process.
Hams confirmed that this hearing was noticed in the Ashland Daily Tidings, and stated that to date no comments
had been received. Explained that the federal government requires this hearing to allow comments on the plan
and the process. Stated that staff would be happy to answer any questions the Council might have, and requested
that the Council approve the Action Plan and authorize the City Administrator to sign it.
City Council Meeting 08-04-98 1
City Administrator Mike Freeman noted that CDBG funds would be going to the Ashland Health Center project,
and emphasized the importance of these funds as they make projects of this nature possible.
Harris provided some background on the Five-Year Plan. Noted that the Plan was first approved in 1995, and
that funds were first received at that time. In response to Council inquiry, Harris noted that the next Five-Year
Plan would be prepared in the year 2000, giving the opportunity for an evaluation or assessment of the program.
Stated that the process of developing a new plan would allow for evaluation and assessment of the past five
years.
Council discussion of the players involved in this process. Noted that two committees were involved in the
development of the original plan, and that the members were from local non-profit organizations and interested
citizens. Director of Community Development John McLaughlin suggested that any comments from Councilors
in the upcoming budget process would begin to steer the formation of the new plan. Discussion explaining that
annual budget decisions follow the guidelines of the consolidated Five-Year Plan, and that the annual Action
Plans follow these budget decisions.
Councilor Hauck noted that the volunteer housing repair project, which is currently under way in cooperation
with the Housing Commission, would also fall under this plan.
Discussion of the number of remaining neighborhoods eligible to receive sidewalk improvement funds. Harris
confirmed that there are still neighborhoods that fall within the income guidelines, and explained that an area
benefit survey can be conducted to allow improvements in areas where 51% of the users of the improvements
will meet the guidelines.
Discussion of whether these funds were available to provide wheelchair-accessible housing. Harris stated that
presently the Plan does not address this, but that funds could be allocated in the future. Councilor Hagen
emphasized that while Ashland is typically seen as too hilly to be considered wheelchair-friendly, areas such as
the Railroad District are ideally located to provide access to the downtown area and the park. McLaughlin noted
that newly constructed apartments are required to include a certain number of units which are accessible, but that
recently there has not been a lot of this type of building occurring in the City.
Public hearing opened at 7:28 p.m.
No public comments.
Public hearing closed at 7:28 p.m.
McLaughlin clarified that Council is being asked to accept the plan and direct the City Administrator to sign the
necessary documents.
Discussion of the status of the Community Works project that is being funded with CDBG monies. It was
confirmed that the project has broken ground, and that a new agreement on the time frame of the project has
been signed with the City.
Councilors DeBoer/Laws m/s to approve the Action Plan and authorize the City Administrator to sign the
necessary documents. Voice vote: All AYES. Motion passed.
City Council Meeting 08-09-98 2
2. Citizens' Committee Report on L.I.D.
Public hearing opened at 7:30 p.m.
Jack C. Blackburn/805 Oak Street/Ad Hoc Communication Committee member/Urged adoption of the
Committee recommendations. Stated that this is necessary, and represents a modest improvement in procedures.
Emphasized that the Committee's recommendations: are financially possible, address the inequities of the current
system, and are supported by the Committee. Explained a brief history of the Ad Hoc Communication
Committee. Emphasized that the Committee report represents a collection of compromises. Concluded by
urging the Council to support the Committee's recommendations, and stating that it was his hope that
considerable change in these recommendations would not be necessary.
Susan Hunt/220 Nutley Street/Ad Hoc Communication Committee memberlAgreed with Blackburn that
members had been willing to compromise in order to achieve positive changes in the current process.
Emphasized that she was pleased that the Councilors who were involved in the Committee were willing to
compromise. Noted that the sliding cap, brought up in the July 22"1 study session, to be applied to less dense
areas needed a response. Explained that improvement costs are assessed by traffic impact per unit, and hillside
areas would be nearer to the $4,000 cap. Emphasized that many hillside residents live in less expensive homes
and would be unable to afford assessments based on density. Asked that the public hearing remain open until the
Council makes a decision on September 1". Also stated that citizens wanted more structure for neighborhood
participation in the street design process, and stronger language than that prepared by staff was needed to ensure
citizen involvement from the beginning of the process.
Steve Morjig/610 Chestnut Street/Ad Hoc Communications Committee member/Went into the Committee
feeling that the existing process was not that bad, but that some modifications were needed to address issues
including comer lots and deferred assessments for the elderly. Through involvement in the Committee, he came
to like many of the proposed changes. Stated that the meetings were well done, and noted that he favors the per
unit system for assessments and that he favors City participation. Would like to see at least 30% City
participation to start, with a$5,000 cap. Feels that the sliding cap does not make sense. Stated that he likes the
idea of neighborhood participation in the pre-Engineering process. Noted that the Committee had looked into
ways to develop a tiered system. Stated that it is not a good idea to allow those who have pre-paid to continue to
have the right to remonstrate. Also stated that if money for improvements has been pre-paid, and private
development follows, the money the City is holding should go to the developer. Feels that the recent situation on
Waterline Road, with the Alston, may be unique and could be exempted from City participation.
Harry Bartell/365 Strawberry Lane/Ad Hoc Communications Committee member/Feels that it is fair to say
that most citizen are not enchanted with the current L.I.D. process, which is illogical to begin with and unfair in
enforcement. Stated that the reasons usually cited for paving are air and water quality, and to reduce
maintenance costs. As such, the City should pay for all paving. Emphasized that he had voted in favor of this
proposal because a compromise was needed. Stated that the proposal was a step in the right direction, and that
others had compromised as well. Explained that the vote was 8-2 in favor, including "Yes" votes from all three
Councilors on the Committee. Emphasized that this proposal is not inscribed in stone.
Tom Bizeau/304 Clinton Street/Ad Hoc Communications Committee member/ Emphasized points outlined in
the proposed plan, and stated that the Committee represented a good cross-section of the Community. The
proposal provides a consistent mean to identify an assessment method, which is important. The cap is also
important. Stated that he was against the idea of being able to remonstrate after pre-paying, but that it was
intended to allow citizen to speak their minds in the process even if they have already paid. Noted that the
amount required to "buy-out" would average out on the whole, and does not feel that the City should look at a
sliding scale or tiers. Recognized that funding is a problem, and emphasized the need to put local improvements
City Council Meeting 08-04-98 3
on an equal footing with other transportation projects in the Capital Improvement Plan. Stated that business as
usual with LIDS is not acceptable, and that the City needs to share the burden of paying for improvements.
Stated that this compromise is an equitable means to address the LID process. Stated that it is important to
remember that this is an experiment, and that it needs to remain flexible to allow for changes based on new
information that comes into the process down the line.
Patricia Haley/400 Alnutt Street/Thanked committee members for their work. Noted that the City's hillside
areas have single parent families making under$25,000 a year who fear having to leave their homes. The
$4,000 cap is within their means.
Kindler Stout/130 Orange Street/Emphasized that he's a member of a local improvement district that has not
been billed yet, and that he will see a slight reduction in his bill with the plan. Suggested that City needs to split
the difference. Clarified that his street is J ompleted, but hasn't been billed. He is currently going through the
steps in the LID process. th�
Marjorie O'Harra/1235 South Tolman Creek Road/Read a letter into the record. Noted the contention
created by the LID issue, and urged the Council to support the proposal as a more equitable means to address the
LID process.
Carolyn Eidman/554 Fordyce Street/Original committee member and member of Citizens for Fair LIDS.
Absolutely supports the $4,000 cap, which will solve numerous problems, and urged Council adoption of the
proposal as is.
Jack Hardesty/575 Dogwood Way/Commended the committee, which took opposing positions and created a
policy that everyone can live with. Emphasized that the policy presented is a necessity with a number of
compromises. Stated that a lack of"wild enthusiasm" for the plan should not be reason to make changes. Stated
that the compromise represents a delicate balance which would be upset by any changes. Urged adoption of the
proposal as is, in its entirety.
Austin Braylield/401 Monte Vista Street/Citizens for Fair LIDS member/Had asked for the formation of a
committee based on the conviction that all streets are public and all citizens should share in paying for paving.
Even so, feels that the committee proposal is a workable compromise, and that the cap is reasonable. Urged
respect of committee's work and adoption of the proposal in its entirety.
Ellie Read/398 North Laurel Street/Stated that she lives on the border of the Orange Street LID. Attended the
meetings and commends the committee on the compromise that was reached. Hopes that Council agrees with the
proposal. Concerned that Council will honor the cap or in some way consider looking at LIDS that are in place
or underway.
Council discussion of whether public hearing should remain open, or be closed to allow for Council deliberation.
Options discussed included closing the hearing; leaving the hearing open with no chance for those who have
already spoken to have rebuttal to future comments and no council discussion this evening; or closing the hearing
this evening, but allowing further testimony on financing and related items later.
Council discussion of whether it was necessary to identify a funding source prior to making a decision on the
plan. At the request of Councilor Reid, City Attorney Nolte stated that he feels Council could retroactively
finance existing LIDS by Council decision to relieve outstanding assessments. It was noted that the City does not
have funds to reimburse all LIDS retroactively, and that this plan will be difficult to fund as it is, without the
addition of retroactive reimbursement. Noted that the proposal suggests paying 10% of those LIDS that haven't
been billed yet, due to the amount involved. Also cited the fact that many other plans are in place but awaiting
City Council Meeting 08-04-98 4
funds before they can be enacted. In other instances, plans have been adopted, and then the Council looked at
funding and plan specifics, which sets a precedent for a two-step process. It was suggested that the City fund
this plan to the extent that it has money and beyond that, LIDS would only move ahead at the expense of those
desiring them, or be delayed for lack of funds.
Council consensus was to leave public hearing open, with public testimony to resume September 1°, as this
would allow time for those who haven't yet had an opportunity to speak.
Director of Community Development John McLaughlin clarified for council that in the past, neighborhood
residents have been involved in the LID planning process at the earliest stages, and have been able to work with
Public Works and Engineering from the beginning. Noted that this typically involves explaining the LID
process, requirements and assessment details. McLaughlin stated that "per-unit" assessments would not reduce
the amount of discussion needed, as discussion typically centers on the reasons behind the formation of an LID.
Stated that City participation will be an improvement. Councilor Laws stated that the committee was not
recommending changes in the process per se, but suggesting that language be included in the plan to assure that
the public involvement process would be made as strong as possible and begin as early as possible. Emphasized
that this was a general recommendation from the committee, and not a specific detail of the proposal.
McLaughlin agreed with Council that proactive measures to educate property owners on unpaved streets, such as
sending information packets prior to meetings, would be a good idea in the future.
City Attorney Nolte clarified the tiered system discussed previously, in which the City would participate in
improvements at 40% on all improvements except for developers. Nolte stated that when the Council makes an
assessment, it must be on the basis of benefit and must be made in a rational manner. Emphasized that Council
may clearly subsidize improvements on a rational basis, but that assessments must be based on benefit.
Councilor Wheeldon stated that the discussion of the cap had to do with density and units, not income, and that
there had been no notion of the cap being based on who could afford it within the committee discussions.
At 8:28 p.m., the public hearing was continued to the regular meeting of the City Council to be held
September 1°.
PUBLIC FORUM
John W. Huskey/173 Alder Ln./Dir. of Communications for the Assoc. Students of Southern Oregon
University (ASSOU)/Huskey presented Student Body President Sophia McDonald to address the letter from the
Rogue Valley Transportation District (RVTD) that was included in the Council packets.
Sophia McDonald/2234 Siskiyou Boulevard, #E46 1ASSOU Student Body President/Noted concern over the
letter from RVTD concerning negotiations over the issue of student bus fares. Stated that despite RVTD's
statement that support was lacking on the part of the student body, ASSOU has been working for almost a year
and will continue to work to have a proposal by the beginning of school this fall. Stated that they will bring a
proposal to the next Council meeting. McDonald also noted that the recent ruling concerning fiscal autonomy
for schools in the state university system is under discussion. With SOU's enrollment going down as it has been,
it will affect the base of financial support. McDonald then discussed work with the Oregon Student Association
and schools around the state to look after student interests in the legislature. Explained that the primary issues
that have been discussed are ensuring access to a quality education through a tuition freeze for the next biennium
and increasing faculty salaries to draw and retain more diverse faculty. Finally, McDonald noted that there have
been discussions of maintaining control of student fees, which now support 66 programs on the SOU campus.
City Coumil Meeting 08-04-98 5
In response to Council inquiries regarding the use of student fees to subsidize RVTD fares and other alternative
modes of transportation, McDonald noted that ASSOU has been working on parking and car pooling ideas, in
addition to trying to reach an agreement with RVTD on student fares. Stated that RVTD student fares are
funded entirely by incidental student fees. Explained that student fees raise about $1.4 million which funds
athletics, RVTD programs, and the school's program board. Stated that fees had decreased this year with higher
student enrollment statewide, but with fiscal autonomy there will be a "funding juggling act".
Councilor Laws noted that both he and Councilor Wheeldon had attended earlier negotiations with RVTD, and
an agreement had been reached concerning student fares. Discussion of RVTD's need to track all student fares,
and the fact that the previous agreement was temporary. Negotiations since then have brought about the current
situation.
Councilor Hagen inquired about the use of parking fee funds to finance bus service.
Huskey concluded that they had been shocked by RVTD's letter to the Council, as they have been working with
RVTD on this matter. Councilor Laws suggested that it was not necessary to bring further information on this
issue back to the Council, and stated that Council would be willing to help in trying to resolve this matter.
Councilor Wheeldon noted that she is experienced in negotiations, and suggested that the students keep an
alternative transportation measure, such as a "park and ride" lot, available as another option.
UNFINISHED BUSINESS
None.
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
City Administrator Mike Freeman noted date changes for items number I and 10. Stated that study sessions
would be scheduled at 6:00 p.m. on August 18' and September 15'". Councilor Reid questioned whether these
study sessions were in addition to those that had been previously scheduled, and Freeman confirmed that they
were. Councilor Reid requested that sandwiches be provided if meetings were to be scheduled at this time.
Councilor Hagen stated that he likes the Look Ahead, and that it is one of the better developments from staff in
sometime. Emphasized that it is helpful to both the Councilors and the public.
2. Discussion of Ashland Sanitary & Recycling request for franchise extension.
Administrative Services Director Dick Wanderscheid provided background information. Explained that the
current agreement was signed in April of 1990, and was to be in effect for 15 years. Since that agreement,
circumstances have changed in that the previous landfill has been closed and solid waste must now be sent to the
Dry Creek landfill. Stated that a more efficient means of getting waste to Dry Creek is needed. Noted that
Jackson County had recently granted an extension of their franchise to 2018, and Ashland Sanitary is meeting
with others with whom they hold franchises to seek similar extensions. As it stands now, their franchise
agreement with the City of Ashland would end in 6 years, and they are requesting that it be extended to coincide
with the Jackson County agreement. Wanderscheid noted that both he and City Administrator Mike Freeman
had visited the closed landfill site, and that they feel this request is a valid one. Explained that they would like
Council's input before preparing any documents, but they feel the request is reasonable.
Councilor Laws noted that capital improvements are necessary due to the landfill's closure, and Ashland Sanitary
will need a long term contract in order to get approval of the loans necessary for these improvements.
Wanderscheid noted that new methods of hauling to Dry Creek will mean lots of additional expense, and an
extension will allow these costs to be spread over a longer period of time, meaning that there will be a lower rate
impact for customers.
City Council Meeting 08-04-98 6
City Administrator Mike Freeman explained that there was little likelihood of having anyone want to come in to
compete with Ashland Sanitary, given the recycling and hauling needs to provide comparable service.
Discussion of the original agreement, section 9 on page 2, which provided for arbitration and in so doing gave
up some of the City's regulatory powers. Councilor Laws stated that this was partly due to the fact that the
City's confidence in an ongoing good relationship with Ashland Sanitary had allowed the inclusion of this
stipulation. Councilor Hagen suggested that part of this may also have been due to the fact that Ashland Sanitary
is regulated from by both the State of Oregon and the federal government, and the owners may have requested
the stipulation as a form of protection from being regulated from so many directions. Emphasized that an
arbitrator would bring fairness to rate discussions.
Gary Rigotti and Russ Chapman, co-owners of Ashland Sanitary and Recycling, Inc., explained that the
agreement was prepared by City staff in 1990, and that they would be willing to discuss this further. City
Attorney Paul Nolte stated that he had not seen a stipulation of this type in other franchise agreements, but he has
seen few franchise agreements for sanitary service. City Administrator Mike Freeman suggested that, based on
the date of the agreement, the imminent closure of the landfill may have been the driving force behind this
stipulation.
Council directed staff to prepare wording for an extension and to bring an ordinance back for a first reading at
the August 18" meeting and a second reading September 1".
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second 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/Reid m/s to adopt Ordinance#2825. Roll call vote: Hauck, Reid, Laws, DeBoer,
Wheeldon, and Hagen, YES. Motion passed.
2. Second reading by title only of"An Ordinance Revising the Ashland Municipal Code to Delete
References to the Ashland Community Hospital."
Councilors Laws/DeBoer m/s to adopt Ordinance #2826. Roll call vote: DeBoer, Laws, Wheeldon, Reid,
Hagen, and Hauck, YES. Motion passed.
3. 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."
Fire Chief Keith Woodley explained that the state adopts a uniform code every three years, and that the code
adopted is from the previous year because of the time necessary to conduct reviews. The proposed code was
prepared in 1997 and is now available. Stated that he had presented Councilors with a memo listing changes to
the previous code, and that these deal largely with the underground storage in flammable liquids. These changes
are due to Department of Environmental Quality regulations with regard to leaks, location of storage facilities,
and the potential contamination of soil and water.
Also explained that the attached a appendixes for high rises would only apply to the Mark Antony building in
Ashland. It would require sprinklers, smoke detectors and smoke limiting measures. Presented Council with a
brief overview of fire protection issues related to high rises. Stated that all high rise buildings give reason for
concern due to the possibility for the rapid spread of fire and smoke upward through the building due to the
"chimney effect", lack of extinguishment, impaired egress, and the fact that HVAC systems, unless they are up
to current code, tend to spread smoke. Pointed out that this overview includes a synopsis of several hotel fires,
and explained that none of the high rise hotels listed had full protection systems.
Stated that the National Fire Protection Association tracks fire protection issues around high rises, and that while
originally they did not fully understand the effects of a fire on a high rise building, they now have 100 years of
historical evidence to back up their recommendations. Stated that the Fire Department proposes adoption of the
City Council Meeting 08-04-98 7
code as presented, with the high rise appendix. Stated that while he has not met with the Mark Antony's new
owners, he has the impression that they have a feeling for the safety of both the building and its guests. Stated
that he has given Doug Neuman bids for a sprinkler system, and indications were that they were acceptable.
Concluded that both the Rogue Valley Manor and the Don Lewis Retirement Center had recently retrofitted
sprinkler systems, and that the public is now more aware of fires and the role of sprinklers in fire prevention.
Feels that the public will exercise discretion in where they stay, and stated that the Fire Chiefs Association
Conference is not held in buildings without sprinklers. Also noted that the Oregon Fire Officials Association has
proposed an amendment for R-I residential structures to be required to sprinkle if they are three floors or above
in the proposed building code being considered.
City Administrator Mike Freeman noted that he had spoken with Doug Neuman about his position on installing
sprinklers at the Mark Antony. Stated that, based on quotes, it,is Neuman's intention to sprinkle the building.
Councilors Reid/Hauck m/s to move the ordinance to a second reading. Roll call vote: Hauck, Hagen,
Reid, Wheeldon, Laws, and DeBoer, YES. Motion passed.
At the request of Councilor Reid, Woodley noted that concerns over flammable furniture are addressed in the
code in the flame spread requirements, which apply to carpeting.
4. Reading by title only of"A Resolution Authorizing the Investment Policy of the City of Ashland
and Repealing all Previous Investment Resolutions."
City Recorder/Treasurer Barbara Christensen noted that investment policies began to be particularly important
about four years ago, due to the Orange County disaster. Explained that protection was needed both for
investment officers and for the City. Explained that in preparing this policy, she had used models from the
Oregon Short Term Board and the Municipal Treasurer's Association, and added commercial paper and
repurchase transactions to allow for shorter term investments at higher rates. Noted that this would apply to
overnight investments. Noted that recent changes due to bank mergers have affected the handling of investments
and that this policy encompasses those changes.
Councilor DeBoer questioned whether the reporting mentioned on the bottom of page 4 is done monthly.
Christensen confirmed that reports are prepared monthly, and then used by the Finance Department to prepare
quarterly reports. Councilor DeBoer requested that these monthly reports be copied in the Council packets.
Councilor Reid questioned the possibility of the City setting aside a certain percentage of investments to help the
local economy, through investments made locally or at least within the county or state. Christensen noted that it
would depend upon what investment options became available locally. Noted that for investments, she must deal
with corporate offices of the various banks used, and thus investments typically do not go through local bank
branches. Councilor Reid stated that no change was necessary in the policy, but that she would like to leave
open the possibility to consider local investments in the future. Christensen explained the need to weigh risk
levels versus potential returns, and suggested that local investments would likely have a higher risk. Stated that
this would be a policy decision for the Council. In response to Council questions regarding the feasibility of
reporting on investments as they relate to the Valdez Principles, Christensen noted that many of the investments
purchased are government securities, that support diverse programs such as affordable housing.
Councilors Reid/Laws m/s to adopt Resolution#98-16. Roll call vote: DeBoer, Laws, Hagen, Reid,
Wheeldon, and Hauck, YES. Motion passed.
5. Resolution adopting the City of Ashland Emergency Management Plan.
Councilors DeBoer/Laws m/s to adopt Resolution#98-18. Roll call vote: Reid, Hauck, Laws, Hagen,
Wheeldon, and DeBoer, YES. Motion passed.
6. Resolution establishing a public hearing for Waterline Street L.I.D.
(This item was removed from the agenda.)
City Council Meeting 08-04-98 8
7. 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 Key Capital Markets,
Inc., in the name of the City of Ashland.
Councilors Hauck/Laws m/s to adopt Resolution#98-17. Discussion: Confirmed that Key Capital Markets,
Inc. refers to Key Bank, and that this Resolution was primarily a matter of cleaning up details. Roll call
vote: Hauck, DeBoer, Laws, Hagen, Reid, and Wheeldon, YES. Motion passed.
8. 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.
Councilors Hagen/Hauck m/s to adopt Resolution#98-15. Discussion: Confirmed that Wells Fargo, N.A.
was Wells Fargo, North America. Roll call vote: Laws, Reid, Hauck, Wheeldon, Hagen, and DeBoer YES.
Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
City Administrator Mike Freeman noted that Councilors had been provided with a report on the effects of the recent
wet spring weather on water revenues,at the request of Mayor Shaw.
Councilors and viewers were reminded that a City Council study session has been scheduled for Tuesday,August
18, 1998 at 6:00 p.m.(immediately prior to the regular meeting)in the Council Chambers to discuss the Water Plan.
City Administrator Mike Freeman noted that he had spoken with Pete Belcastro of Rogue Valley Community
Television concerning acoustics at the Council Chambers. Noted that a technician had examined the sound system,
and found several areas that were not in working order, including microphones,speakers,and some of the wiring to
the sound room. Freeman stated that he had initiated having these items repaired,which should greatly improve the
public's ability to hear Council proceedings.
Councilor Wheeldon reminded Councilors to keep their copies of the LID Report for the September I"meeting
when this item will be addressed again.
ADJOURNMENT
The meeting was adjourned at 9:25 p.m.
Barbara Christensen, City Recorder Catherine M. Shaw, Mayor
City Council Meeting 08-04-98 9
Council Communication
Public Works Department
1 August 18, 1998
Submitted by: Paula Brown )
Approved by: Mike Freem�MF
Title: Construction and Major Project Activity Report #1
Synopsis:
The following summarizes the construction and major project activity being completed by and
through the Public Works Department. The projects are categorized by divisions within the
department.
Recommendation:
No action required by the Council. This is the first in a series of quarterly reports. Your
comments and suggestions regarding the material or presentation format are welcomed.
Background Information:
Status report follows:
Engineering
Many of the projects shown here are included in various other division budgets, but the
coordination, majority of the work and contracting are done through the Engineering Division.
Status and Highlights are shown below.
❑ Storm Drain and System Drainage Master Plan
Status: In process, awaiting results of the aerial photography and topographic data.
Expected completion: January 1999
Cost: $50,000
❑ Comprehensive Water Master Plan
Status: In process. Defining benchmarks, validating assumptions, defining alternatives,
and outlining public process.
Expected completion: December 1998
Cost: $53,000 (expecting to increase scope of public process, costs to increase)
❑ Development and Implement Plan to Provide Sanitary Service to Ashland Municipal Airport
Status: Received a SOREDI Grant for $25,000 which requires project completion by
June 1999. Awaiting administration's approval to move forward.
Expected completion: June 1999
Cost: $212,000
GTaulaToundhConstruction Memo Augl8.wpd 1
• Renegotiate Water Supply Contract with TID
Status: In process. Contract sent to BOR for review and approval. Prognosis is good.
Expected completion: January 1999
Cost: not specified
• Fuel Tanks Improvements at the Airport and City Service Center for DEQ Compliance
Status: In process. Design complete. Consultant on board for implementation.
Expected completion: December 1998
Cost: $15,000 design; $300,000 implementation
• Continue with Phase II of the Roca Creek Channel Improvements
Status: In process. Awaiting final approvals for channel work.
Expected completion: June 1999
Cost: $200,000
❑ Construct Sidewalks and Traffic Calming Measures on Oak Street
Status: Design complete and reviewed by ODOT. Goes to Council on August 19'for
approval. Construction to start as early as this fall.
Expected completion: June 1999
Cost: $155,000
❑ Develop Geographic Information System(GIS)
Status: Reviewing options for implementation and transition period. Budget includes
personnel(one Engineering Tech 2 for system maintenance)and initial outfitting.
Expected completion: October 1998 for staffing. Transition to take 18 months
Cost: $150,000 budgeted this year
❑ Acquire Digital Orthophoto and Topographic Maps of the City
Status: Aerial flight completed. Awaiting digitized results.
Expected completion: October 1998
Cost: $96,000
❑ Complete the Global Positioning System (GPS) Survey Control Network
Status: In-house staff completing the process, awaiting results of the aerial photography
and topographic data.
Expected completion: January 1999
Cost: Staffing
❑ Complete Design and Construct Crowson Reservoir Roof Replacement
Status: Design at 95%complete. Expect to go to construction bids in the fall.
Construction scheduled for February (when reservoir can be emptied)
Expected completion: March/April 1999
Cost: Construction estimated at$400,000
G:Paula\Council\Consnuction Memo Augl8.wpd 2
• Central Ashland Bikeway Bike Way Construction
Status: Contracted with Ledford Construction.
Expected completion: October 1998
Cost: $800,000
• RVTD Bus Shelter Construction
Status: Ongoing
Expected completion: Fall of 1998
Cost $150,000
• Street Improvement Project Westwood Street Improvement
Status: Out for bid.
Expected completion: June 1999
Cost: $165,000
Sewer
• Treatment Plant Facilities Improvements
Status: On-Site Facilities Improvements - design complete and construction to begin in
September 1998. Off-Site Spray Irrigation and Biosolids Handling/Reuse - design at
about 60% and should be completed in February 1999. Off-Site construction to begin in
late spring or summer 1999.
Expected completion: December 2000
Cost: Design and Construction Management $ 2,000,000
On-Site $12,400,000
Off-Site $ 7,000,000
• Permit Renewal with DEQ
Status: MAO is complete and signed. Permit in final stages of completion(DEQ).
Expected completion: August 1998
Cost: not applicable
• Demonstration Wetlands Project
Status: Construction complete, completing first cycle of data gathering/analysis
Expected completion: fall 1999 (may need extension)
Cost: $300,000 (total)
• Sanitary sewer line replacements
Hersey Street(in-house work) spring 1999
Union Street(in-house work) spring 1999
Manhole Rehabilitation (contracted) spring 1999
• Bear Creek Trunk Line Replacement
Status: Design to go out for contract this fall. Construction expected in Spring 1998.
Expected completion: July 1999
Cost: $150,000
G:Paula\Council\ConswMion Memo Aug18.wpd 3
Water
❑ Ashland Street Main Line (Terrace to Wightman)
Status: Design at 95%. Construction to be bid this summer.
Expected completion: July 1999
Cost: $160,000
❑ Filter Plant Improvements(particle counters, etc)
Status: In process, parts to be ordered this summer.
Expected completion: January 1999
Cost: $31,000
❑ Distribution System Improvements; in-house work Total Cost: $70,000
Wightman Street(Siskiyou to Quincy) Aug/Sep 1998
Youth Works Line Aug 1998
Lithia Water Line (replace 1000') complete
PRV - Iowa Street, Faith Street fall 1998
TID Canal (replace 1000') spring 1999
Pioneer Street(South of Hargadine) winter 1998
Fairview(Union and Iowa) fall 1998
Water Fund - Flood Restoration
❑ Develop a process to prioritize project identification, funding and completion schedule.
Immediate priorities(within the next 5`years) include Calle Guanajuato with Main Street
Bridge improvements, and Water Street Bridge. Longer term priorities(5-15 years) include
Van Ness and Hersey Street Bridges.
Status: In process. Preliminary work completed. Detailed prioritization to start in
October 1998.
Expected completion: March 1999
Cost: Staff Time
❑ Staff will continue to pursue developing operational Flood Management Strategies and
improving flood plain zones/mapping amendments as necessary.
Status: In process
Expected completion: Fall 1998
Cost: Staff Time
❑ Flood Restoration and Well Construction on Ashland Creek at WWTP .
Status: Expected commencement June 1999 pending Division of State Lands and US
Army Corps of Engineers permits.
Expected completion: August 1999
Cost: $75,000
G:Paula\Council\ConsWMion Memo Augl B.wpd 4
Water Fund - Forest Restoration
❑ Implement the Ashland Forest Management Plan(Forest Commission)
Status: In process. Much progress has been made in the development of prescriptions
and identifying fuels reduction priority units. Additional work in the following:
► Complete Short Term Selective Fuels Reduction Implementation Programs
► Develop Partnerships with REAL Corps, Ashland High School, Forest Service
and Parks Department for Project Implementation
► Education and Informational Activities to Promote Fuels Reduction Benefits
Expected Completion: ongoing
Cost: $75,000 annually
Streets
• Roca Canyon Storm Drain Wightman from Iowa to Lee
Status:
Estimated Completion:
Cost: $210,000
• Storm Drain Improvement Projects (12" PVC Upgrades) Total Cost: $ 46,000
Garfield Street; Iowa to Quincy (675')
Holly Street; Terrace to Mead(450')
Roca Street(450')
Van Ness Avenue; Helman to Skidmore (1,235')
Catalina to Scenic Dr. (800')
• Update Pavement Management Program
Status: Scheduled for this fall and winter
Estimated Completion: spring 1999
Cost: Staff Time
• Street Resurfacing Projects (total .85 miles)all in-house work; total costs: $150,000
Scenic Drive; Church to Grandview(1,050') complete
Helman Street; Van Ness to Hersey (435') Aug/Sep 1998
Lincoln Street; Iowa to E. Main(1,330') complete
Water Street.; B to Van Ness (773') complete
Morton Street; Pennsylvania to Ashland (900') spring 1999 -
Taylor Street; Ashland to Holly (1000') spring 1999
• Sherman Street Reconstruction
Status: Contracted to LTM in August- construction began August 4'. Experiencing
difficulties with the amount of moisture under the surface and will require additional
excavation.
Estimated Completion: September 1998
Cost: $140,000 (over initial estimate)
GTaula\Council\ConsWaion Memo Augl8.wpd 5
❑ Union Street Reconstruction
Status: Grant pending for$89,000 (fund exchange program)
Estimated Completion: Spring 1999
Cost: $120,000
Airport
• Fuel Tank Replacement - see Engineering above
• Tree Trimming Contract
Status: Ongoing
Estimated Completion: fall 1998
Cost: $10,600
• T-Hangers (site prep only)
Status: Scheduled for this fall and winter
Estimated Completion: spring 1999
Cost: $45,000 and Staff Time
• Select the next AIP Project
Status: Staff initiating discussions with Airport Commission. Proposed projects include
electrical upgrades,taxiway construction and tie-down aprons.
Estimated Completion: spring 1999
Cost: Staff Time
Cemetery
• Survey all cemetery plots
Status: Needs to be contracted
Estimated Completion: spring/summer 1999
Cost: $20,000 (rough)
• Building maintenance items on site (painting, roof repairs, etc.)
Status: ongoing
Estimated Completion: ongoing
Cost: budgeted $10,000
GTaula\Council\Construction Memo Augl8.wpd 6
City Council Communication
Department of Administrative Services
August 18, 1998
Submitted by: Dick Wanderschei&�C,M/ /
Approved by: Paul Nolte ��
Approved by: Mike Freeman M
Title:
Discussion of the Proposed Pilot Solar Program for Ashland
Synopsis:
The purpose of the attached memos is to initiate a discussion with the Mayor and Council on
ways to make Ashland a pilot site for President Clinton's Million Solar Roof Initiative.
Recommendation:
Staff recommends that the Council authorize staff to undertake more research and outreach and
thus develop a more comprehensive proposal with the intent of beginning to implement it in FY
1999-00 budget year.
Background Information:
By becoming a pilot site in the Million Solar Roof Initiative, we may be able to facilitate the
installation of a significant number of renewable energy (solar) electric and thermal systems in
Ashland. As a pilot site,we would probably be able to leverage significant help from various
partners and therefore, help reduce program costs and also benefit from marketing resources
which would not be available without participating in the pilot program.
F Asy,.,,,
CITY OF ASHLAND -
Department of Administrative Services
}
MEMORANDUM OREGO
DATE: August 13, 1998
TO: Mayor and City Council
FROM: Dick Wanderscheid
SUBJECT: MILLION SOLAR ROOFS INITIATIVE PILOT PROGRAM
Background
On April 22, 1998, City Staff, the Mayor and Councilors Reid and Laws met with Angus Duncan to
discuss the possibility of trying to position Ashland as a pilot site under the Federal Million Solar
Roofs Initiative proposed by President Clinton. There was interest at that meeting to pursue this
idea, so we were directed to bring back a more comprehensive proposal for review by the entire
Council.
What is the Million Solar Roofs Initiative?
Million Solar Roofs is an initiative announced by President Clinton in June of 1997 to install solar
energy systems on one million United States' buildings by 2010. This effort includes two types of
solar technology- photovoltaics that produce electricity from sunlight and solar thermal panels that
produce heat for domestic hot water, for space heating or for heating swimming pools.
The U.S. Department of Energy will work with partners in the building industry, financial
installations, other federal agencies, local and state governments, utilities, the solar energy industry
and non-governmental organizations to remove market barriers to solar energy use and develop
and strengthen local demand for solar energy products and applications. The initiative will not
direct and control the activities at the state and community levels, nor will it typically pay for the
installation of solar energy systems. Instead, it will try and bring together the capabilities of the
federal government with key national and local players and focus on installing solar energy systems
on buildings. The initiative has a goal of attracting partners building by building, community by
community, state by state, and business by business.
It proposes three kinds of partnerships. Individual partnerships, any person or organization who
installs the minimum size solar electric or solar thermal energy system on a residential, commercial,
institutional or government building will be able to register with the Million Solar Roofs Registry.
State and community partnerships bring together businesses, government and community
organizations at the regional level with a commitment to install solar energy systems. With the
national partnership, the partners will make a commitment to install a significant number of solar
energy systems and provide national support for the initiative. According to the December 1997
Federal Department of Energy Initiative draft, the Million Solar Roofs Initiative, coordinated by the —.
U.S. Department of Energy and supported by its partners will provide the following:
► Assistance in accessing low-cost loans, buy-down grants and other financial
assistance.
► Training, technical assistance and information from DOE's Regional Support Offices
and the program Staffs of DOE's Offices of Utility Technologies and Building
Technology, State and Community Programs, the DOE Federal Energy Management
Program and the DOE national laboratories.
► Recognition and support on a national, regional and local basis.
► Linkage with solar energy businesses, associations and related industries that can
provide assistance to local teams and others interested in solar energy applications.
Why Ashland?
Angus Duncan, now of the Columbia/Pacific Institute, and former chairman and Oregon
representative on the Northwest Power Planning Council, and Staff have been discussing this idea
since late in 1997. Angus' interest is in trying to get a northwest initiative to install renewable energy
and he thought of Ashland as a place where this could happen. He contacted the City about our
interest. In March, the City sent a letter to Angus expressing our interest and identified the various
tools we could provide in trying to build a successful renewable energy program in Ashland. It is
useful here to reiterate the points made in that letter.
1) Conservation History -Ashland has a record of being one of the most progressive municipal
utilities in the northwest in pursuing efficiency in both our electric and water utilities. Elected
officials and budget committees have consistently budgeted adequate dollars over the last 16
years to successfully implement these various programs.
2) Climate - Our annual rainfall is one-half to one-third of the coastal and Willamette Valley
area, and we have many days of abundant sunshine, which boost the efficiency of solar
devices installed.
3) Progressive Citizenry- Much of our success in operating efficiency programs has been
because of the mindset and attitudes of Ashland citizens. We feel these people will also be
inclined to view solar in the same light and be willing to invest in this technology. If a solar
program can be successful anywhere, it would probably be in Ashland because of the
progressive nature of our citizens and business owners.
4) Efficiency Infrastructure - Our many years of operating efficiency programs would allow us to
add a solar component to our program offerings with little or no effort. We could offer
rebates and/or 0% loans for solar installations virtually overnight if desired. We already offer
both loans and rebates for solar water heating installation and adding solar electric could be
accomplished quite easily. There are also solar electric vendors and installers already
located in close proximity to Ashland.
5) Solar Access Ordinance - In 1980 Ashland became one of the first cities in the United States to
adopt a city-wide Solar Access Ordinance to protect solar installation from being shaded by
new construction. This is a key component necessary for any new solar program initiative
and it is already in place in Ashland.
6) Net Metering-and Grid Interconnect Policy - Critical to any successful solar electric program is
a willing electric utility that will commit to net metering and reasonable grid interconnection
standards. In October of 1996, the Ashland City Council unanimously adopted Resolution 96-
42, "A Resolution establishing a renewal resource purchase policy for the City of Ashland."
The policy provides a reasonable grid connection requirement and also, in addition to net
metering to parity, up to 1,000 kWhs of additional solar or wind produced electricity will be
purchased monthly by the City at our full retail price.
7) Committed Staff-The Conservation Staff in Ashland fully believes in the long term benefits of
renewal electric generation resources. This ensures that our full effort in marketing the
program will be directed to make it successful.
8) Continuing Commitment to Public Purposes - In the first year of post OMECA/BPA funding for
conservation programs, Ashland is demonstrating a continuing commitment to public
purposes. Our proposed FY 1998-99 budget includes net electric conservation program costs
in excess of$300,000. This was 4% of-the electric utility gross revenue in 1997, which
exceeds the minimal 3% requirement suggested in the Regional Review.
9) Land Development Ordinance Which Encourages EfFciency Developments -The City's
Performance Standards Development Ordinance already allows developers to increase
building densities by building energy and water efficient developments. It would be relatively
easy to add solar electric systems to the points table and make it a measure which
developers could use to meet the energy efficiency requirements of the ordinance.
Market Assessment
It is very difficult to try and project a viable number as to how many citizens and businesses might
be interested in this program. There are, however, a number of things we expect to do to try and
get a better handle on this number.
As part of our annual community attitude survey, which will be done this fall, we intend to ask a few
questions about green power, renewable resources, and people's willingness to pay higher rates of
invest in this technology. Also, we intend to put some information in the City's utility bills and
request that interested people return a form or call the City if they are interested. In addition, we
hope to have some individual meetings with some of the potential large institutional and
commercial customers to discuss their interest in this program. Based on this activity, we feel we
will be better able to gauge public support for this initiative.
Cost of the Program
Since many of the federal decisions concerning how this program will evolve, be funded, and what
support they will offer will not be known until after January of 1999, it is realistic to assume that
actual program offerings will not be available to Ashland's citizens until next budget year (July 1,
1999). Therefore, the City cost of operating a program like this could be included in the FY 1999-
2001 budget.
While we do not know how much support would be available from the various partners and other
sources of funds which could help pay for these costs, we can still attempt to at least make some
preliminary estimates of total program costs.
Estimate PU System Costs Onby 0 kW systems)
5 Year Budget-Total Program
Year # of Systems Total Cost Total Cost # of Systems Total Cost Total Cost
(low est.) ($5,000/kW) ($3,000/kW) (high est.) ($5,000/kW) ($3,000/kW)
99-00 10 $50,000 $30,000 15 $75,000 $45,000
00-01 15 $75,000 $45,000 30 $150,000 $90,000
01-02 20 $100,000 $60,000 45 $225,000 $135,000
02-03 25 $125,000 $75,000 60 $300,000 $180,000
03-04 30 $150,000 $90,000 75 $375,000 $225,000
100 Systems $500,000 $300,000 225 Systems $1,125,000 $675,000
As you see from this table, depending on how many systems are installed and how successful we
are in getting the costs down, total program costs for equipment could range from a low of$300,000
up to a high of$1,125,000. Depending on arrangements and uncertainties from various partnerships
and customer contributions, estimated actual costs to the City could vary 30%to 60%of these costs.
Therefore, our best very preliminary guess of City expenses range from $90,000 (30% of$300,000) to
$675,000 (60% of$1,125,000) over the five year period. We hope to be able to drastically refine
these estimates in the next six months if the Council feels it is worthwhile to continue to pursue this
initiative.
Summary
Attached to this memo is a memo from Angus Duncan providing additional information on
estimates of our solar resource in Ashland, an explanation of the technology, what products we
might offer, ownership and financing options, the various types of procurement options, estimates
of system costs, strategies to help lower the costs, and some of the potential strategic partners with
whom Angus has discussed the program.
We will both be present at the meeting to discuss this with the Council and determine appropriate -
next steps in this area.
The Columbia/Pacific Institute
Mark O. Hatfield School of Government
Portland State University
Room 205.632 SW Hall Street, Portland,Oregon
Mail: PO Box 751, Portland,OR 97207-0751
Phone: 503\725-8101 •fax 503\636-4071
Email: aduncan @transport.com
memorandum
August 18, 1998
For City Council
City of Ashland
Via Dick Wanderscheid
From Angus Duncan ,
Subject Solar Ashland
Earlier this year Dick and I discussed with several of you the
potential for the City of Ashland to participate in President Clinton's
Million Rooftops solar initiative as a Pacific Northwest regional ,
demonstration project. You encouraged us to undertake a reconnaissance
of that potential. The summary which follows covers several aspects of
that reconnaissance. , Most importantly, it describes: insolation resource
quality; projected system costs; ownership, financing and procurement
alternatives.
We have developed this information in consultations with
regional (BPA; Oregon Energy Office; Power Council) and national
authorities involved in deployment of solar technologies. Based on those
consultations, we believe , three next steps are warranted: (1) marketing
to, and securing Letters of Interest from, Ashland residential/commercial
/institutional consumers; (2) preliminary engineering to refine_ our
evaluations of installation suitability and cost; and, (3) seeking financial
assistance for early year buydown of equipment/installation costs.
I would like acknowledge, for your information, that the work
of the Columbia/Pacific Institute on this project is supported by the
Bullitt Foundation and the Energy Foundation.
1
Solar Ashland Reconnaissance Report
Part I
Angus Duncan
Columbia/Pacific Institute
August 18, 1998
This paper summarizes findings from an initial review of solar development
potential in Ashland (detail is provided in attachments).
1 . Resource
The Pacific Northwest solar resource ("insolation") is in some areas of extremely
high quality, ranking near that of Arizona and Southern California. As one would
imagine, these high values are found in the desert regions of Southeast Oregon
and Southwest Idaho.
Ashland's resource appears to be step below these desert values from late fall
through early spring, and comparable the remaining six months. However,
insolation data of any reliability are not directly available for Ashland, so initially
we will depend on data gathered at the Medford airport and roughly corrected to
account for the absence of low-lying smog and of the heavy fogs that can occupy
the lower elevations of the Rogue Valley. Upon the advice of Power Council and
University of Oregon technical experts, we can use Medford summer values
directly and multiply Medford winter values by 1.05 to derive an approximate
annual value for Ashland.
For initial cost analysis, these values can be translated into an approximate
capacity factor for a PV installation. The southeast Oregon resource may support
capacity factors comparable to the 20% average reported by SMUD for
Sacramento installations. We will use an 18% capacity factor for now, and seek
to refine the calculation inputs over time.
For reference, a 3 kW PV installation (a standard residential scale system
occupying ±300 sq ft of rooftop space) would product 4730 kWh annually at 18%
capacity factor. A 20,000 sq ft all-electric home with air conditioning may use, in
Ashland, between 12,000 kWh and 20,000 kWh annually (depending on
efficiencies and other factors). At a mid-point 16,000 kWh/yr, the solar installation
would produce about one-third of that residential load (note that to qualify for the
Oregon solar tax credit, the installation must provide at least 10% of the load).
The absence of Ashland-specific direct data should prompt the City to seek
funding for site-specific insolation data collection at the earliest possible time.
2
The Solar Monitoring Laboratory at the University of Oregon manages data from
a dozen or so sites around the region. It is supported by BPA and other regional
utilities. If an Ashland solar initiative is pending, the Laboratory is interested in
adding the city as a southwest Oregon site. With City approval, we can add this
enquiry to our agenda.
2. Technology
Solar energy and fuel cells are probably the two emerging energy technologies
that hold the most promise for widespread deployment in the 21st Century. While
solar energy can be construed broadly to include wind and hydroelectric
applications, generally the term refers to direct use of sunlight through passive
(building design) and active means. Active solar in turn can be categorized into
solar thermal technologies, either at a utility scale (for electrical generation) or
residential/commercial scale (usually for water heating); and photovoltaics (PV's),
which directly transform sunlight into electricity through electrochemical means.
A Solar Ashland project would focus on active solar thermal and PV systems for
residential and commercial buildings, and for sale as a Green Power product on
Ashland's grid.
Solar PV cells are essentially semiconductors made (presently) of silicon, which
respond with an electrical impulse to sunlight striking their surfaces. Research in
recent years has focused on increasing conversion efficiencies through different
materials and cell configurations. Some experimental units have achieved
efficiencies above 30%, but at premium materials and fabrication costs. Most
commercially-available devices achieve 20% to 25% efficiencies under optimum
conditions. Companies like Siemans and Solarex are concentrating on lowering
fabrication and distribution costs, with a retail price goal of $3/watt by 2002 or
earlier. Other companies have entered the market for the controls and inverters
that are part of a grid-connected PV installation, with encouraging results. And
increasingly, companies are designing for mainstream markets such as outdoor
lighting and PV roof shingling.
Small-scale solar thermal units for domestic hot water or heating swimming pools
are simpler devices. One approach circulates potable water to be heated through
a solar-exposed plate and back into the building system for direct use. An
alternative approach heats a secondary fluid and circulates it through a heat-
exchanger in which the primary building water system picks up the heat.
3. Product
We will cost out, and probably propose, three products in three customer
applications, with multiple ownership and financing arrangements tailored to
customer needs. These are:
3
Products
Photovoltaic: central station (e.g., City-owned array at a single, grid-
connected site, )
Photovoltaic: load specific (e.g., home installation)
Solar Thermal: for domestic hot water and/or swimming pool heating
(NOTE: PV and solar thermal could be combined.)
Customer Applications .
Residential: single-family detached homes
Commercial: individual businesses and multi-family apartments
Institutional: includes loads such as public schools, post offices, the
Wildlife Forensics Laboratory, Southern Oregon University,
and the Shakespearean Festival.
Ownership/Financing Options
Customer-owned facility: The solar equipment is purchased by the customer,
through the City procurement consignment. It is installed either by the customer
(to City standards) or a City contractor. It is net-metered. It may be financed by
the customer directly, or he may make use of financing tools available through the
City or other sources. The customer maintains the equipment or contracts for the
service.
City-owned load-specific facility: The solar equipment is purchased, owned and
installed by the City on the customer's property (site lease may be necessary).
Output is sold directly to the site load (except when it is in excess of the site load
and is fed back into the City distribution grid). The City finances and maintains
the installation; its production adds to the City's self-generation supply. As a
variation, a lease/purchase agreement with the customer could provide for
eventual transfer of ownership to the customer.
As another variation, the customer and the City may each own shares in a
customer-sited facility, with the City selling its share to other customers. This
would allow the customer to face more manageable up front capital costs without
sacrificing economies of scale in installation, metering, etc.
City-owned central station facility: The solar equipment is financed, purchased,
installed, owned, operated and maintained by the City at a City-owned site. Its
4
production is fed directly into the City's distribution grid, and adds to the City's
self-generation supply.
4. Procurement
Solar manufacturing capability, domestic and world-wide, is very limited;.
Expansion is risky to supply solar markets that are still immature. Ashland will be
a relatively low-priority customer compared to SMUD, LADWP, or many third-
world customers.
Ashland will face two procurement problems that are a function of the relatively
small equipment orders the City would be placing: high unit cost for small orders,
and low priority of delivery.
We propose two solutions. First, we have contacted several larger organizations
to explore aggregating Ashland's orders with those of larger customers. The .
response has been uniformly favorable. The terms will vary from nominal (Sun
Coop) to a commercial markup (Green Mountain Power). We have discussed an
arrangement with SMUD that would probably rank between these two.
We may also be able to collect orders from other PNW utilities (EWER, Emerald)
who are introducing solar energy at a slower pace than we propose for Ashland.
The second solution will be to place a multi-year order committing to not-less-
than X units and not more than Y units. Such a commitment, aggregated with
similar multi-year orders from other customers regionally and nationally, will allow
manufacturing capacity to be built and devoted to supplying this stream of orders.
The limited shifting of risk from manufacturer to customer (Ashland et al) should
be accompanied by a lower cost.
5. Costs/Photovoltaic Solar Generation
The Cost Gap: With solar photovoltaic (pv) generation, the principal cost factors
are hardware, installation, cost of capital (financing) and quality of solar resource.
Fuel is not a factor, obviously; and maintenance requirements are modest.
The hardware is still expensive, although costs have dropped dramatically over
the last twenty years and will continue to do so -- indeed, may decline at an
accelerated pace as technological advances occur, demand picks up, and
manufacturing volume economies are achieved.
We assume here two cases for PV costs: $5000 per installed kW and $3000 per
installed kW. These track known costs incurred by SMUD in a contract that
begins at the higher number in 1998 and meets the lower figure by 2002. Actual
costs will be between these two bookends. There are high expectations that
5
costs will trend to the lower number sooner than 2002.
With Ashland's solar resource (e.g., 18% capacity factor; see above), and costs in
addition to hardware figured in (including municipal financing at 6.5%), the
energy cost of a 3 kW system would be about 20 0/kWh in the high case, and
13¢/kWh in the lower. This must be compared with Ashland's residential rate of
approximately 5.37 0/kWh.
Clearly there is a gap of considerable proportions to be bridged (in California the
retail rates are higher, and available state funding is substantial, reducing the
cost-effectiveness gap at SMUD to a nominal size). And experience with
marketing green power products such as solar-generated electricity suggests that
while many people will pay a premium, there are also limits.
Strategies for Narrowing the Gap
(a) Tax Credits: The State of Oregon offers a tax credit of up to $1500 to
Oregon taxpayers on residential PV and solar thermal (space/water heating)
systems. For businesses, Oregon has a 35% tax credit and a Small Scale
Energy Loan program. The Federal government offers a 10% investment
tax credit and accelerated depreciation for businesses. There are special
arrangements available for Federal facilities (such as the forensics lab).
(b) Million Rooftops Initiative: The President had proposed tax credits up to
$2000 per solar rooftop installation. This proposal is stalled in the
Congress. Nevertheless, USDOE may allocate some program funding to
support demonstration projects around the country.
(c) BPA: Ashland is a BPA requirements customer. BPA may be willing to
invest some amount of funding to buydown front end costs for a regional
demonstration project (as they effectively are with wind and geothermal in
ongoing projects). BPA's financial condition is improved from the last five
years, due to reduced operating costs and strengthened market conditions.
BPA is considering a "public purposes" discount to customers who are
meeting a "3% of gross revenues to public purposes" standard (Ashland
meets or exceeds this level).
(d) City of Ashland: The City can choose to allocate some portion,of the funding
now expended on other public purposes to support the solar initiative. This
may be especially important if other funders are looking for local match.
Ashland may be able to provide this support through providing below-cost
financing or security, forgiving the utility tax, allowing a demand credit, or
other methods.
6
(e) Other: There may be foundation or other support available. We are not
anticipating significant support from such sources, however.
(f) Green Power Melded Product: Since many newer, renewable technologies
are disadvantaged in the market competing with low-cost gas-fired new
generation (and with BPA's large hydroelectric resource), they are adopting
a strategy of a melded product: so many parts green resource to so many
parts conventional resource. For consumers who will pay a limited premium
to support development of green resources, this allows delivery of 25% or
50% green kWh. The premium is reduced by averaging it in with the lower-
cost conventional supplies.
Proposed Ashland Strategy: We believe we can employ the above strategies to
provide Ashland utility consumers with a Green Power Melded Product that
includes Ashland-generated solar electricity initially at significant percentage
premium (but moderate monthly dollar cost). As we are able to lower installed
costs to the $3000/kW lower bound, the premium would drop substantially.
We assume that the $1500 state tax credit is fully used, and that an added $1500
in buydown funding is accumulated from the sources listed above. This would
bring the installed cost of a 3 kW system down to $12,000 and $6000,
respectively. On a per kWh basis, the solar cost would come down from 20Q/kWh
and 14o/kWh to 16¢/kWh and 10¢/kWh.
We then assume different mixes of Ashland solar power, of conventional power
from the grid (at 5.370/kWh' ), and of a non-Ashland Green Power product (at
3.50/kWh). We assume solar power and Green Power costs are passed through
by Ashland without tax or markup.
Green Power Mix 2512v/75 grid 25ov/25GP/50 grid 90ov/20GP/60 grid
(ave OkWh\
% premium)
At $5000/kW 8.0¢ \ 49% 7.5o\ 40% 7.16 \32%
At $3000/kW 6.4¢ \ 19% 5.9¢ \ 10% 5.8¢\ 8%
We assume the average monthly bill for an all-electric residence with air
conditioning (16,000 kWh/yr; 1333 kWh/month) in Ashland is about $72. The
table below shows approximately what the monthly premium would be for each
product:
' This analysis assumes an end use consumers perspective. The cost gap between solar costs and
BPA's wholesale cost of power--t 20/kWh-- is greater.
7
Green Power Mix 25ov/75 grid 25ov/25G /50 grid 20ov/20Q/60 grid
At $5000/kW $35 $29 $23
At $3000/kW $14 $ 7 $ 6
Clearly $35/month is a steep premium to pay in Ashland, although there are
customers who pay considerably more to detach from the grid and operate
entirely on solar and similar technologies.
We performed the foregoing analysis with other assumptions. Two cases are
worth mentioning, as each improved the economics. First, we may be able to
purchase and pass through BPA Green Power without the agency's premium
(that is, for 20/kWh instead of 3.50/kWh)) since the difference will directly
contribute to the objectives of this BPA program. Second, smaller
residential/commercial PV installations (±1kW) with lower capital costs would
leverage the Oregon tax credit more advantageously, albeit increasing per unit
installation costs.
These efforts to lower the premium Ashland citizens will be asked to pay is
critical. If our object is to deploy significant amounts of solar capacity in Ashland,
we must conceive of ways to reach those customers whose environmental
commitment is real but whose pain threshold is quickly reached. Otherwise, we
will simply be marketing to the converted: that small group of solar believers who
are already willing to pay the going price for the technology.
It should be observed that consumers in California, already paying base costs at
or above 80/kWh, may also be paying premiums for green power products that
are lower in percentage terms but at or above some of these absolute dollar
levels.
6. Solar Hot Water Heating
Solar hot water heating systems have lower up-front capital costs, and somewhat
higher maintenance costs. Ashland has experience in deploying this equipment
through an earlier BPA-sponsored program. With tax credits, they are very close
to being cost-effective today in stand-alone installation: about 8¢/kWh without tax
credits (per NWPPC analysis, attached), dropping to 50/kWh or less with the state
credit. This assumes a three-person household with average (±3000 kWh/year
displaced) electric water heating load.
We will also be exploring the combination of solar hot water heating and PV in a
hybrid installation, constituting it as a Green Power product, and developing an
average cost that customers may find attractive. There is a design approaching
8
the market, reportedly developed by Boeing some years ago, that combines both
functions in a single unit.
Technology is also available for solar heated swimming pools. Tax credits, at a
lower level, are available.
7. Strategic Partners
CPI and your staff have been in contact with numerous national and regional
parties, from both government and the private sector, seeking advantageous
alliances. These are listed in the attachments.
9
Attachments
A: Strategic Relationships'
US Department of Energy/Million Rooftops Program
USDOE Seattle Regional Office
Federal Energy Management Administration
Bonneville Power Administration
Northwest Power Planning Council
Solar Energy Industries of America
Renewable Energy Policy Project
Utility Photovoltaic Group
Green Mountain Power
Sacramento Municipal Utility Department (SMUD)
Sun Coop (Eric Ingersoll)
State of Oregon/Energy Office
Washington State University Energy Extension Program
Solar Energy Industries Association of Oregon
Emerald Peoples Utility District
Solar Monitoring Lab (University of Oregon)
Natural Resources Defense Council
NorthWest Energy Coalition
Renewable Northwest Project
The Energy Foundation
The Bullitt Foundation
Communications have taken place with all these organizations, and all have expressed interest in and/or
support for a Solar Ashland project.
10
J
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
JULY 14, 1998
CALL TO ORDER
The meeting was called to order at 7:05 p.m. by Chairman Steve Armitage. Other Commissioners present
were Mike Morris, Chris Hearn, John Fields, Mike Gardiner, Marilyn Briggs, Anna Howe, and Russ
Chapman. Ron Bass was absent. Staff present were John McLaughlin, Bill Molnar, Mark Knox, Maria
Harris and Susan Yates.
APPROVAL OF MINUTES AND FINDINGS
The Minutes of the June 9, 1998 Regular Meeting were approved.
PUBLIC FORUM
No one came forth to speak.
TYPE II PUBLIC HEARING
PLANNING ACTION 98-055
REQUEST FOR A SITE REVIEW TO CONSTRUCT A POOL ADDITION AT THE ASHLAND FAMILY
YMCA
540 YMCA WAY
APPLICANT: Ashland Family YMCA
Site Visits or Ex Parte Contacts
Site visits were made by all Commissioners.
STAFF REPORT
McLaughlin reported there was a master plan from ten years ago with this proposal being the next step of
the phasing. The phasing was to happen upon demands of the community as well as community funding
and support. Overall, the design matches the original master plan approval and is in keeping with the
theme of the YMCA.
The applicant is proposing an additional 34 parking spaces in a lot that would expand the current Tolman
Creek Road parking lot. Staff has looked at the parking demand for this type of use and given the wide
range of demand, they feel the spaces provided are adequate and in keeping with the ordinance.
The applicant has proposed site improvements that better reflect the amendment to the Site Design and
Use Standards that were not in effect at the time of earlier approvals. Those improvements are outlined in
the Staff Report.
Beginning July 1, 1998, Rogue Valley Transit District started a new route going down Tolman Creek Road.
RVTD found the route works better if the buses travel down Tolman Creek Road. The bus stop is on the
opposite side of Tolman. RVTD expects to be adding a route in the next one to two years and it would be
a route that would come up Tolman Creek Road going the opposite direction so a bus shelter will be
needed in the future. Staff is asking the applicant to plan for a shelter in the future.
The bike parking will be brought up to the City's current standards.
Staff noted there is an issue with access to the parking lot. The Y is proposing to close the Tolman Creek
Road access and direct traffic to the other entrance, thus consolidating access to one point. Staff
suggests instead of chaining off an entrance, curb the entrance and prohibit entrance/exit at this point.
With regard to parking circulation within the lot, the applicant has not made any provisions for a
turnaround. Staff believes two additional aisles should be considered near the middle of the lot.
McLaughlin handed out turnaround sketches.
Staff has recommended approval with the attached 15 conditions. Condition 12 refers to the transit
shelter and can be modified to plan for a pad only. Condition 15 addresses the turnarounds.
PUBLIC HEARING
KEN OGDEN, architect, Ogden/Schmitz &Associates, 295 E. Barnett Road, Medford and YMCA Board
Secretary gave a brief history of the site. The proposed natatorium is the third phase of the master plan.
He showed some sketches and the model of the proposed expansion. The new buildings will link to the
existing building.
Currently there are about 80 parking spaces on two split parking lots. There are another 78 spaces
adjacent to the property at the YMCA city park. Those spaces are being underutilized. They would like to
propose a link between the existing parking lot at the city park lot. The advantage would be a reciprocal
parking agreement. The soccer fields tend to be very heavily used on Saturdays and weekends at a time
when the YMCA is somewhat underutilized and vice versa. There is not a pedestrian link between the two
lots. A vehicular link could encourage people to park there and use those spaces. Ogden said inevitably,
the YMCA would like to propose the parking lot with the 34 spaces currently occupied by residences.
First, they are asking for approval of the reciprocal parking and review the situation in six to nine months
after the project is completed so they can determine if it is necessary to develop the additional 34 spaces.
There are two large trees on the site that are deteriorating and have been recommended for removal. The
trees will be replaced with younger trees. The applicant will follow the Tree Commission's
recommendations.
Ogden believes with regard to the parking lot, the blocking of the primary artery would be beneficial and is
in agreement with Staff. He does not see a need to create a loop. With the lower parking lot, if there is a
second phase it can be designed to create the wider aisle at that location so turnaround would be easily
maintained and designated as a turnaround space. The reduction of the curb cuts to Tolman Creek are
beneficial too.
Ogden does not mind allocating a place for a slab for a future bus stop.
Howe suggested since there is considerable roof area on the existing and proposed buildings, that the
applicant think about the use of solar hot water heating.
Howe wondered if Ogden had thought about broadening the landscaping strip along Tolman Creek Road
to create a buffer. Ogden said if they could get the reciprocal parking they could afford to lose a few
spaces and add to the landscaping. Howe asked where the access point would be between the two
parking lots if the reciprocal parking is instituted. Ogden suggested the pedestrian walk be brought next to
the retaining wall which would remove about 25 feet of the wall. They would have to address the change
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
JULY 14, 1998 2
in grade.
ALAN DEBOER, 2260 Morada, has been involved with the Y project since 1989. They are asking for the
right to keep the existing house until the new parking lot is introduced so Condition 10 would be deleted.
They would like the option to put the third parking lot in if they cannot get the easement from the Parks
Department to the soccer parking lot. In addition, they would like Condition 15 deleted because if they add
the new parking lot, they will make it wide enough to turn around in the new parking lot. Condition 12:
They will relocate the transit shelter and pre-plan for it. He is not sure they want to put in a concrete pad
yet.
DeBoer said if they put in a driveway in the center of the parking lot, that will take away eight parking
spaces. There are some pedestrian problems so they would like Condition 15 deleted.
McLaughlin said the change mentioned in parking is a new part of the application not yet reviewed by
Staff. No findings have been provided explaining parking or parking calculations. If the parking is not
going to be provided this would create a Variance. DeBoer's proposal would require approval from the
Parks Commission since presently there is an informal agreement which would need to be formalized.
DeBoer said he would like approval this evening and bring back a request for a Variance.
Armitage read comments from JED MEESE, 88 Granite Street, and LISA MOLNAR, 155 Hillcrest,
favoring the project.
Rebuttal
The applicant had no further comments
COMMISSIONERS' DISCUSSION AND MOTION
Howe moved to approve Planning Action 98-065. Delete Condition 15. Modify Condition 12: All plans
associated with the transit shelter be indicated on the maps and plans with the understanding it will be the
YMCA's responsibility to install such a shelter at time RVTD travels that route. Gardiner seconded the
motion.
Armitage liked the idea of widening the green area between the parking lots and Tolman Creek but it is
difficult to do when it is not part of the proposal. McLaughlin said the Commission has the power to
amend the plans with additional landscaping.
Howe would like to see this part of the existing motion. She believes the proposal with the two parking lots
should not have any less green area than the Y park area between Tolman Creek and the lot. The
streetscape along Tolman Creek will be very spare unless the Commission requires more landscaped
area.
Fields also feels this would be a good time to thicken the park row buffer. He is not certain about the
parking proposal presented tonight and just exactly what they would be approving.
Armitage is inclined to approve the application as it is and let the parking discussion take place at the time
of a Variance. Howe disagreed and felt they should act on the proposal before them which she believes
needs a wider landscaping buffer.
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
JULY 14, 1998 3
Fields said the Tree Commission suggested more trees for shade and he wanted to be certain that was
added as a Condition.
McLaughlin said the key issue is the parking since the building is master planned. Does the parking work
and what is the relationship of the parking to the street . He would agree with Howe that it be done with
this application and not deferred to another point.
Armitage reiterated Condition 15 would be eliminated (Staff Exhibit S-1)which means the proposal before
the Commission says there is adequate turning space without the center row. Approximately five or six
spaces will be lost by widening the greenway.
Howe moved to amend the motion that the buffer landscaping area between Tolman Creek Road and the
parking lot be increased to a width of-16 feet, eliminating five parking spaces. Condition 10 remains as it
is.
McLaughlin asked if the Commission would want to assign one space for a turnaround. Howe is
concerned that space would be parked in.
Howe further amended her motion to add Condition 16 to push the parking lot to the north about five feet
(widen the lower area to provide adequate turnaround space)with Staff approval.
Condition 12 has been modified to provide bus service when RVTD is ready and in the meantime it will
show on the plans.
The original Condition 15 is deleted. The new Condition 15 pertains to the green strip.
Fields seconded the motion and it carried unanimously.
APPROVAL OF MINUTES AND FINDINGS
JUNE 9, 1998 HEARINGS BOARD
Howe moved to approve, the motion was seconded and the Minutes and Findings were approved.
JUNE 9, 1998 REGULAR MEETING -Approval of Findings
Briggs moved to approve, the motion was seconded and the Findings were approved.
PLANNING ACTION 98-059
REQUEST FOR SITE REVIEW AND OUTLINE PLAN APPROVAL OF A 24-LOT, 24-UNIT MULTI-
FAMILY SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTION.
458 AND 460 CLAY STREET
APPLICANT: GREG ADAMS
Site Visits and Ex Parte Contacts
Everyone had a site visit except Armitage. Fields knows the next door neighbor and they had a short
discussion but nothing of interest to the application.
STAFF REPORT
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
JULY 14, 1998 4
Molnar reported this is a three acre site subject to site review and outline plan approval. There are some
existing structures on the site that are all proposed for removal. The proposal involves the construction of
24 single level homes. This unit size will be approximately 1600 square feet. Access to the site is from a
private access road with a circular turnaround at the end of the road. Two pedestrian walkways are
proposed in the project. Five units will front Clay Street but none will have direct access onto Clay Street.
Staff would like to have a couple of parking bays along Clay. There is an ample 60 foot right-of-way.
Elevations are included in the packet. The project is being geared towards individuals 55 years of age
and older. The required open space has been included.
Staff has had some anxiety over the dead end street design, however, the applicant has proposed public
pedestrian/bike easements allowing public access. No on-street parking is required. The applicant is
providing double car garages for each unit. There is a 20 foot wide apron behind each garage. Since
there will be an improvement to Clay Street, Staff has included a condition requiring a design at Final Plan.
Staff believes the application complies with the Site Review and Outline Plan approval. There has been
no discussion of phasing. Staff has recommended approval with the attached 14 conditions.
Molnar said the applicant made a change on Lots 19 and 20. Instead of garages accessing the rear, the
applicant created larger back yards.
Briggs did not see how the ODOT road can link with the YMCA road. Molnar said Staffs thinking is long-
term. It is not part of this proposal but he showed a transparency outlining some possible street linking in
the future. Briggs likes the idea of a sidewalk/bike path but right now they only lead to someone's
property. Molnar said there could be some design changes that could discourage people from
trespassing. The improvement is required so everyone will know there is an intent to eventually provide a
link.
Howe wondered what Staffs reaction has been to the overall plan layout with houses all lining up exactly
the same. Molnar would like to see a variety of housing types. They discussed with the applicant and the
applicant has three different housing types. The site review addresses orientation toward the street. The
applicant in this case has a specific age bracket or clientele he is focusing on.
PUBLIC HEARING
GREGG ADAMS, 123 Princeville Drive, Eagle Point, OR, concurs with the Staff Report, Findings, and
Conditions of approval. The basic idea is to build single level houses for older folks on a fairly level site.
The site is close to services that seniors would want to use. Adams felt running a through street would be
duplicating what the State Highway Department has done south of their property. There is no traffic
generated south of this property.
Adams said most of the affordable housing being done is two-story and not conducive to seniors. He will
be doing extensive landscaping.
Armitage asked if Adams had any concerns with Condition 10. Adams responded that there is a 60 foot
right-of-way. It is his understanding the parking can be accommodated within the right-of-way which
Adams feels is reasonable.
Briggs wondered if Adams would recycle the pine trees in the turnaround. Adams said if it was feasible he
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
JULY 14, 1998 5
would move them.
COMMISSIONERS' DISCUSSION AND MOTION
Hearn moved to approve with the attached Conditions. Gardiner seconded the motion. Chapman is glad
to see Staff presenting the first outline of the master plan of the area as this area needs an overall master
plan. After reviewing the Transportation Plan, Chapman noted that streets should be multi-purpose public
spaces. The applicant says it is a private road and though he has met the applicable ordinances,
Chapman would hate to see this done in a large scale development.
The motion carried unanimously.
OTHER
There will be no July Study Session.
ADJOURNMENT
The meeting was adjourned at 10:00 p.m.
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
JULY 14, 1998 6
ASHLAND PLANNING COMMISSION
HEARINGS BOARD
JULY 14, 1998
MINUTES
CALL TO ORDER
The meeting was called to order by Anna Howe. Other Commissioners present were Marilyn Briggs and
Russ Chapman. Staff present were Bill Molnar, Mark Knox, Maria Harris and Susan Yates.
APPROVAL OF MINUTES AND FINDINGS
The Minutes of the June 9, 1998 Hearings Board were approved.
TYPE 11 PUBLIC HEARINGS
PLANNING ACTION 98-033
REQUEST FOR A SITE REVIEW TO INSTALL A DISC ANTENNA AT 1650 CLARKE STREET. DISC
(7',6")TO BE MOUNTED ON OTHER ROOF ON THE BUILDING TO THE REAR.
APPLICANT: SEVENTH DAY ADVENTIST CHURCH
STAFF REPORT
Harris described the site and where the antenna is proposed to be placed. The action was called up for a
public hearing by a neighbor who resides behind the main church on Garden Way. Two sections of the
development standards for locating an antenna include: Disc antennas exceeding 36 inches in diameter
shall not be permitted on the roof unless there is no other location for reception or transmission, and
screening of the antenna is required when possible. The applicant has provided information regarding the
size of the antenna and it is Harris' understanding that the trees are a constraint in receiving the signal.
Harris said the ordinance states the antenna should be mounted in an area least visible from a residential
area, however, in this case it is conflicting. The applicant has chosen a location which is the least visible
from the street but the most visible to one of the nearby residences, making this application difficult to
meet the criteria.
Howe wondered if other sites on the property had been looked at and rejected. Harris said they looked at
the one story bump out in the rear yard. Her understanding is that the neighbors use their rear yard in the
summer and it would be visible to them and also there will be interference with the trees.
Site Visits and Ex Parte Contacts
Site visits were made by all.
PUBLIC HEARING
BILL PUGH, 6062 Adams Road, Talent, stated the church is asking for a satellite dish so they can receive
a private channel. They tried to get a smaller antenna but they require a larger one for their needs. The
development standards 1, 5, 7, and 8 all have to do with the structure of the disc and he has no problem
with those items. The items in question are 2, 3, 4 , 6 and 9 which have to do with visual impact. They
have tried to propose a location which will comply with the code by being on the back of the building,
hidden from all but the neighbors yard and a neighbor across the street. He has tried working with the
neighbor in the rear but they have not come up with a solution. Pugh presented photos to the
Commissioners that were entered into the record. They are constrained by vegetation.
Harris said Staff had a site visit on the way to the meeting and they were wondering if they could look at a
higher roof to locate the dish which would be visible from the public right-of-way but might be a possible
trade-off.
A letter in opposition from JEANETTE MCCARTNEY, 795 Garden Way, was read into the record.
HOWARD HEINER, 784 Garden Way, is the neighbor to the south. He stated because of the topography
of the site, his back yard is just about level with the roofline of the church and because they spend a great
deal of time in the back yard, they object to the location. In Harris' report, the burden of proof lies with the
applicant. The applicants are not going to say this is not a good site. He believes a third party should be
sought out to look for a new location. From a layman's standpoint, there are other sites that would be
good for the site or the neighborhood.
GARY LAIPPLY, 798 Garden Way, echoed Heiner's concerns. His only view of the mountains is looking
over the church which means he would be looking at the satellite dish. He would like to see another
location, perhaps closer to Garden Way Park, with screening. He would also favor a third party to look at
the site for possibilities of other locations.
BECKY LINDGREN, P. O. Box 333, Gold Hill, OR, suggested locating it on the ground in the parking lot
and build something around it.
Rebuttal
Pugh said he would agree with Heiner and the others. He does not like to look at it either. He asked the
manufacturer about screening and he said there can be nothing in front of the dish. It is a new generation
system and anything in front of it, because it is a digital, even a corner of it will knock the picture out.
Briggs asked if the manufacturer had walked the property. Pugh said the local installer came out and
figured where the satellite signal would come in.
Howe asked Pugh how difficult it would be to arrange a tour of the property with the installer and the
neighbors to find the best location. Chapman also suggested getting a second opinion from another
installer so the neighbors would be comfortable with two opinions. This might have to be at the neigbor's
expense. Pugh agreed.
COMMISSIONERS' DISCUSSION AND MOTION
Molnar asked if Pugh would be agreeable to a 30 day extension to 120 time limit for a decision. Pugh
agreed.
Briggs thought if the neighbors and church were agreeable, the hearing could be continued until next
month so there would time for a site visit with an expert. Briggs moved to continue PA98-033 to August
11, 1998 at 1:30 p.m. There will be no notice mailed to property owners. It will be up to the applicant to
arrange for the site visit. Chapman seconded the motion and everyone favored.
ASHLAND PLANNING COMMISSION 2
HEARINGS BOARD
JULY 14, 1998
MINUTES
PLANNING ACTION 98-046
REQUEST FOR A SITE REVIEW AND LOT LINE ADJUSTMENT TO CONSTRUCT THREE UNITS AT
784 PARK STREET(REAR LOT). UNITS TO BE ACCESSED BY WAY OF FLAG DRIVE FROM PARK
STREET.
APPLICANT: KNECHT DEVELOPMENT
Site Visits and Ex Parte Contacts
Site visits were made by all. Briggs met Knecht while on the property. She noted there was no sign
posted and Knecht spoke with her about that. Briggs found out the plan had changed significantly and is
now not like the plan in the packet. She saw the new plan.
STAFF REPORT
Knox said that through the noticing of the project, the neighbors approached the applicant to make
changes and the applicant has been willing to work out the problems with them. The neighbors are here
in support of the new plan. Staff is supportive of the plan drawn up by the applicant and neighbors.
The applicant is proposing to put more vegetation in the back unit for screening. The sidewalk will extend
from the front to the back units. The cherry tree will need to be removed.
Briggs suggested in the area showing asphalt that the applicant could use grass crate. Knox said that is
usually only asked for in a highly visible right-of-way area.
Knox showed the newest elevations which Staff supports. The design is compatible with the
neighborhood.
Briggs has concerns about how one would get into the apartments. Knox said the building official has to
approve the structural issues but a Condition could be added that would require the bedroom to have a
window.
Howe wondered if the parking will impede the development of the front property. Is there anything being
done now that will stop the front property from being correctly developed later. She is concerned about
parking and about making the lane wide enough for an access lane so there could be two additional
parking spaces along it to allow the development of the front property without continuing the right hand
drive. Knox said they asked for a comprehensive plan of how everything functions together. Knecht had
shown on the original site plan two cut-in spaces in the flag drive area which he does not see on the
current plan.
PUBLIC HEARING
ALEX KNECHT, Knecht Development Company, explained the front lot is in his original development plan
for three units. They have calculated 11 parking spaces for both lots. On today's plan there are six
spaces with five and one-quarter spaces required. With regard to the floor plan, he did not believe that
was being reviewed at this meeting. He has made some slight revisions to the floor plan based on Briggs'
suggestions.
Briggs suggested continuing this action until next month. It is confusing and she sees some structural
ASHLAND PLANNING COMMISSION 3
HEARINGS BOARD
JULY 14, 1998
MINUTES
problems. She does not want to make a decision based on last minute information. She is having trouble
with the entrances, exits and parking. Also, what will eventually happen on the front lot should be
reviewed.
Chapman believes it is a good plan. The details need to be worked out but he will leave that up to Staff.
Howe feels the back-up drawn in needs to be incorporated into this plan. She cannot imagine a two-story
building without stairs. Overall, she can accept the plan.
Knecht showed a plan that has been signed off by the neighbors (King, Massey, & Bishup).
BARBARA MASSEY, 787 Park Street, said the original plan showed a parking space right next to her
house. The current proposal does not infringe as much with more plantings and less building. She is
much happier with the new plan as there is more open space.
HERSCHEL KING, 791 Faith Avenue, felt the original plan consumed the entire property. After meeting
with Knecht, he has now agreed with the revised plan.
Rebuttal
Knecht is pleased with how he and neighbors cooperated in creating this plan that is an improvement.
Howe suggested the applicant talk with the neighbors a long time before a project ever comes to the
Commission. Also,when Knecht comes in with a development for the front of the property, Howe will look
at it as though it is a part of today's development; a full development.
Staff Response
There is definitely a lack of detail on the site plan, but all the elements are there,just not refined.
COMMISSIONERS' DISCUSSION AND MOTION
Chapman moved to approve PA98-046. Howe seconded. Chapman and Howe voted "yes"and Briggs
voted "no".
PLANNING ACTION 98-041
REQUEST FOR FINAL PLAN APPROVAL FOR A FIVE-LOT SUBDIVISION UNDER THE
PERFORMANCE STANDARDS OPTION LOCATED NEAR THE GRANITE STREET/WINBURN WAY
JUNCTION (SOUTH OF 247 GRANITE STREET).
APPLICANT: ROB CAIN
The applicant is not present. Public testimony will be taken. The Commissioners have questions of the
applicant and will need to continue the meeting until August 11, 1998 so answers can be provided.
PUBLIC HEARING
BECKY LINDGREN, P. O. Box 333, Gold Hill, OR, is representing herself, her mother, and her
grandmother. Their lots border the proposal. The map shows a large area for common open space but it
ASHLAND PLANNING COMMISSION 4
HEARINGS BOARD
JULY 14, 1998
MINUTES
appears to be cut off at the top. She is concerned with whether or not the open space would be public or
private. Is the walkway or road private? Has there been a new alignment for the walkway? Lindgrens
have had problems with trespassers and vandals on their property. Presently she deals with people
parking on their land. Can they fence both sides of the ten foot easement?
Lindgren said it is evident that so much granite has been taken from the pit that they have lost ground
water which is resulting in losing trees.
Briggs noted the location of the path is greater than a ten percent deviation from Outline Plan. Molnar
agreed and said this can be a basis for continuation.
Chapman said the number of dwelling units is not noted, the yard depth and distances between main
buildings is missing.
Briggs said on Lots 1 and 2 there is no indication of where the building envelope is. It was shown at
Outline Plan but not on the Final Plan. She has no idea where the open space is located and where the
cut begins. Molnar said that information is available at this meeting if the Commissioners wish to see it.
Briggs said the notice sign was down.
Briggs said the applicant's text said erosion control would be done before the rain falls. She would like a
Condition that erosion control equipment be on site at the beginning of construction as a precaution.
COMMISSIONERS' DISCUSSION AND MOTION
Briggs moved to continue Planning Action 98-041 until August 11, 1998 at 1:30 p.m. Chapman seconded
the motion and it carried unanimously. No notices will be mailed again.
TYPE 1 PLANNING ACTIONS
Howe left the meeting but made some comments with regard to the Type I hearings before she left.
PLANNING ACTION 98-061
REQUEST FOR A SITE REVIEW TO CONSTRUCT A STRAW BALE CLASSROOM LOCATED ON
MORSE STREET.
APPLICANT: HARVEST BUILT HOMES
A letter was received today. Addicott said he sent a letter but the office did not receive it. Molnar
recommended the Commissioners have a Type I review and the City Attorney can make a decision about
whether it can be called up.
This action was approved.
ASHLAND PLANNING COMMISSION 5
HEARINGS BOARD
JULY 14, 1998
MINUTES
PLANNING ACTION 98-052
REQUEST FOR A MINOR LAND PARTITION TO DIVIDE A LOT INTO TWO PARCELS.
VARIANCE REQUSTED TO CREATE A LOT WIDER THAN IT IS DEEP.
1330/1334 SEENA LANE
APPLICANT: TOM FRANTZ
This action was approved.
PLANNING ACTION 98-054
REQUEST FOR PREVIOUSLY APPROVED SITE REVIEW TO CONSTRUCT A COMMUNITY YOUTH
CENTER(APPROX. 8,000 SQUARE FEET)
1175 EAST MAIN STREET
APPLICANT: COMMUNITY WORKS
This action was approved.
PLANNING ACTION 98-056
REQUEST FOR A SITE REVIEW AND CONDITIONAL USE PERMIT FOR AN ACCESSORY
RESIDENTIAL UNIT.
251 E. HERSEY STREET
APPLICANT: BEHROUZ OSTOVAR
Howe would hope for adequate parking. Briggs said two cars will not fit in the garage as she measured it.
This action was approved.
PLANNING ACTION 98-057
REQUEST FOR SITE REVIEW FOR A 6,044 SQUARE FOOT ADDITION TO THE EXISTING BUILDING
(HANDYMAN).
2200 ASHLAND STREET
APPLICANT: LARRY& PAM CARDINALE
Howe is concerned with the Swale of water that exists when raining. The pedestrian access should be
staired.
PLANNING ACTION 98-058
REQUEST FOR FINAL PLAN APPROVAL OF PHASE V(EIGHT LOTS) OF THE OAK KNOLL
MEADOWS SUBDIVISION OF THE OAK KNOLL MEADOWS SUBDIVISION LOCATED ON OAK
KNOLL DRIVE
APPLICANT: OAK KNOLL MEADOWS, INC.
This action was approved.
ASHLAND PLANNING COMMISSION 8
HEARINGS BOARD
JULY 14, 1998
MINUTES
PLANNING ACTION 98-060
REQUEST FOR FINAL PLAN APPROVAL OF PHASE V OF A 21-LOT SUBDIVISION UNDER THE
PERFORMANCE STANDARDS OPTION.
LOCATED ON THE WEST SIDE OF NORTH MOUNTAIN AVENUE DIRECTLY ACROSS FROM
MOUNTAIN MEADOWS RETIREMENT COMMUNITY.
APPLICANT: MOUNTAIN MEADOWS LLC
This action was approved.
ADJOURNMENT
The meeting was adjourned at 4:45 p.m.
ASHLAND PLANNING COMMISSION 7
HEARINGS BOARD
JULY 14, 1998
MINUTES
ASHLAND HISTORIC COMMISSION
Minutes
July 8, 1998
CALL TO ORDER
The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:35 p.m. Members present were
Jim Lewis, Terry Skibby, Vava Bailey, Dale Shostrom, and Curt Anderson. Also present were City Council Liaison Steve
Hauck, Associate Planner Mark Knox and Secretary Sonja Akerman. Members Keith Chambers, Joan Steele and Joyce
Cowan were absent.
APPROVAL OF MINUTES
Hauck clarified that on page 3 under Meter Locations, the June 3"'minutes should indicate when the franchise agreement
with US West is reviewed again, language should be added regarding aesthetics and location of the utility boxes. Bailey
then moved and Shostrom seconded to approve the Minutes of the June 3, 1998 meeting as clarified. The motion was
unanimously passed.
PUBLIC HEARINGS none
NEW BUSINESS
Proposed Ashland Community Hospital Foundation Buildinq n Scenic Drive& Maple Streets
Architect Ken Ogden stated this project is being proposed in two phases. The first will be the two story portion and the
second will be the single story portion. A vertical element will be used in the window treatment with a separation between
the groups. Roofing material will consist of multi-textured heavy asphalt shingles. Ogden said he tried to keep more of a
residential feel in the design.
Lewis asked about the setbacks. Ogden responded the building will be set back 15 feet from Maple Street and 20 feet from
Scenic Drive. Skibby noted Ogden had been to the Review Board and has since made some positive changes in the design.
Ogden asked the Commission for input on the detailed paneling between the window clusters. He explained the window
groups divide the exam rooms so there will be an interior wall between the windows. The Commission agreed there should
be a panel. Ogden also noted the building will have a neutral color blind throughout the building (probably vertical).
The Commission commended Ogden on the design.
Unitarian Church Remodel &Addition
Knox stated this proposal has not gone through the pre-application process yet.
Ogden stated Matt Small, with his firm,was also designing the remodel/addition for the Unitarian Church. They have met
with the congregation to get a feeling of what is needed. The members would like to 1)create a new sanctuary, 2)expand
the religious education area, 3)expand the administrative area and 4)convert the old sanctuary to the fellowship hall. The
existing church was built in the 1960s out of pinkish concrete blocks, which is dated material. Another main entrance will
be created in the addition off"C"Street. This view will have a lot of glazing, a water feature and a wood screen wall, which
would create a privacy factor with visual penetration to the street from inside the building, and will also reduce the mass of
the new sanctuary. It soften the imagery of that elevation. Ogden stated he would like Historic Commission input to put with
the congregation needs to mesh together the design.
Ogden also noted the existing stained glass is very 1960s and he would like to suggest to the congregation it be replaced
with stained glass reflecting nature, light and water,which is the integral philosophy of the church. Lewis stated even though
some may not particularly like the 60's style of stained glass, it is a part of the building.
Shostrom asked if the glazing(other than the existing stained glass portion on Fourth Street)would be clear. Ogden stated
it probably will be clear because it will be used for light and visual penetration.
Anderson asked if the parking would need to be increased. Knox stated it will be addressed at the pre-application
conference. The applicant will need to supply sufficient data verifying the size of the congregation will not increase in order
to have no change in the parking requirements.
Ogden stated he would like to work with the Commission concurrently with the design in the process.
Proposed Ashland Community Hospital Foundation Building D 595 North Main Street
Rob Saladoff,architectwith BruceAbeloe,presented conceptual plans forthe proposed two-story building at 595 North Main
Street. Parking will be off North Main Street. An entryway has been provided at a 450 angle similar to the new building
across the street. Saladoff said they tried to soften t he parking area with a metal trellis and rail system to support vegetation.
Landscaping will be along North Main and Maple Streets. Materials will include horizontal vinyl siding with vertical trim on
the corners. He said it was also likely the roof will be metal.
Overall,the Commission liked the design,however composition roofing material would be preferred. Also,the Commission
would like to see more definition between the windows.
National Register Grant for Downtown Historic District
Knox announced the City of Ashland received a grant from the State Historic Preservation Office to research the Downtown
District for National Register status. He said he feels the downtown owners will get behind this nomination because after
the flood, a large group of owners encouraged the City to move forward on this.
Goal Setting/Orientation Meeting
Since the Commission is currently one member short, it was decided the best time to have the goal setting/orientation
meeting would be in late September. Knox stated he would like to take the members up to the powerhouse for a tour.
Suggested topics for the orientation include: 1)what are we here for? 2)what does historic preservation mean? 3) what
is the impact of National Register status? 4)what strategies should be used to make sure all the facts for National Register
status are straight? The Commission would like to invite Kay Atwood to speak during the orientation. Knox also said he
would like to talk about city-wide issues that will be coming up. These include the expansion of the Fire Department, library
and post office.
REVIEW BOARD
Following is the July schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the
Planning Department:
July 9' Skibby and Bailey
July W Skibby, Anderson and Bailey
July 23' Skibby, Cowan and Shostrom
July 30' Skibby, Cowan and Lewis
OLD BUSINESS
Project Assignments for Planning Actions
PA# Address Persons Assigned
96-086 685"A"Street Curt Anderson/Jim Lewis
97-018 661 'B" Street Jim Lewis
97-075 40 North Main Street Dale Shostrom
98-022 112 Heiman Street Vava Bailey
98-082 141 Lithia Way Dale Shostrom
98-034 221 Oak Street Dale Shostrom
98-039 Holly Street Joan Steele and Joyce Cowan
Ashland Historic Commission
Minutes
July 8, 1998 2
PA# Address Persons Assigned
98-045 122 Church Street Vava Bailey
98-047 Between 548 &628 North Main Joyce Cowan
Street
Meter Locations
There was nothing new to report
Grant for National Register Web Site
Steele was unable to attend the meeting, but sent word she will begin working on the abstracts when she is well. In the
meantime,
ADJOURNMENT
With a motion by Shostrom and second by Skibby, it was the unanimous decision of the Commission to adjourn the
meeting at 9:48 p.m.
Ashland Historic Commission
Minutes
July 8, 1998 3
TRAFFIC
SAFETY
COMMISSION
Minutes of Meeting
JUNE 259 1998
Members Present: J. David Fine, Bob Goeckerman, Don Laws, Michael Savko,
John Morrison
Staff Present: Ray Smith, Dawn Curtis
Members Absent: William Snell
I. Call to Order
Council Member Laws called the meeting to order at 7:00 PM.
II Approval of Minutes
May Meeting Minutes were approved as written.
III Items for Discussion:
A. PUBLIC FORUM ITEMS:
Frank Binelli made proposal to Commission to close sections of
Winburn Way within Lithia park on Sundays for more pedestrian
related activities and for vendor booths. Council Laws recalled that
a similar request had been made in the past. He revisited that the
reasons it was not approved then had to do with two issues; 1) the
diversion of traffic onto Granite Street; and 2) the closure would
cause accessibility problems with older citizens.
Council suggested that request be brought in front of City Council
to reference any ordinances and policy conflicts.
B. REVIEW OF TRAFFIC REQUESTS / PROJECTS PENDING
1. Oneida Circle Parking Prohibition Request
Olson reviewed situation with Commission while showing examples
of intersection in photos. Pointed out the vision clearance
problems created by vehicles parked along Oneida at the
intersection and Pinecrest Terrace. Citizens came forward to
G:Dawn\Traf\May 98.wpd
reiterate danger of situation and frustration of weed control on
corner lot which also adds to the vision impairment.
Fine recommend that the request be passed. Morrison seconded
motion. Motion passed unanimously. Staff will have no parking
signs installed on corner and will address the weed control problem
with Adam Hanks, Enforcement Officer.
2. Oak Street Truck Traffic
Staff presented petition circulated by Greg Williams to reestablish
truck traffic from Helman Street back to Oak Street. Situation
presented itself to bring attention to the inadequate features of
Helman Street compared to the appropriateness of the
characteristics of Oak Street for handling the truck traffic. Helman
Street is not classified as an arterial and is not designed to handle
truck traffic. Many trucks cannot negotiate the corners without
crossing the center line and impeding traffic in other directions.
Helman does not have any sidewalks for pedestrians to avoid
walking on the street itself. There is also an elementary school
along Helman. Situation presents several precarious situations for
citizens along Helman that Oak Street would not have. Oak Street
was designed and built to handle the truck traffic and possesses
more safety features that would help to prevent the situations that
would be inevitable along Helman Street. Olson informed the
Commission that the traffic calming features now being installed on
Oak will accommodate truck traffic and with the sidewalks and
absence of the school, Oak does seem the more reasonable
choice for truck traffic.
Motion made to suggest to Council that Ordinance 11.60.020 be
repealed allowing truck traffic on Oak Street as soon as the traffic
calming has been accomplished. Savko seconded, vote passed
unanimously.
3. Tolman Creek Park Vision Clearance
History of street was presented by Olson. Changes in road were
made due to the addition of the Chautauqua Trace Subdivision
construction. The street was only completed on the West side
which corrected the alignment of the center line. It makes the
street appear shifted, but as the construction continues on Tolman
Creek Road the road will continue to be corrected which will
eventually make the clearance problem a mute point. During the
construction a utility box was placed in the sidewalk near the
entrance to the Tolman Creek Park entrance, this box did create a
vision problem and has now been removed as requested. The
G:Dawn\Traf\May 98.wpd
second request to widen the street or add a bike lane for a buffer
zone for vehicles leaving the park was researched and would
create a costly and time consuming effort. Commission considered
other options for improving the view. Landscaping along the
entrance is considerably blocking the view. It was requested by
Commission that the park trim these evergreens. Park managers
have agreed to have this work done. But the Coopers, who
manage the park still feel this will not be adequate to improve the
vision. Commission discussed the idea of painting a fog line along
the west side of the street to give a little extra room for the park
residents to be able to pull out. Staff was requested to follow up on
this concept after the trimming of the evergreens are accomplished.
Commission considered the aspect of speed. The street has a
speed of 40 mph which is excessive for this turn out. Commission
questioned staff if it would be possible to request a slower speed
for this street? Olson will discuss this matter again with the State
Speed Board. This was a request a few years back and they
declined the reduction. Laws requested this action be brought to
the next meeting for further discussion on the requests made
during this meeting.
4. Loading Zone on Laurel Street
The request to create a loading zone was brought to the
Commission by Chuck Butler. Olson discussed the situation and
recommended that the Commission accept this request.
Commission discussed the aspects including the use of the loading
zone as a drop off for Briscoe School and the use for church
patrons. Loss of parking spots will not effect many people at all.
There is no residents within the area. Objections to the time limit
were brought up, but staff informed the Commission that no limit
should be set as there is substantial parking in all the surrounding
areas.
Fine motioned that a 24 hour loading zone be approved on Laurel
Streets. Morrison moved the motion. Goeckermann seconded the
motion. Passed unanimously.
5. RVTD Bus Route on Sherman Street
This stop will be in the parking lane and will not stop traffic, does
encroach some on the loading zone. Laws commented that the
Stratford in will be losing a parking space and they should have
been contacted along with Safeway for consideration purposes.
Morrison brought up the fact that the bus may have to cross traffic
with the small radius of the turn, can Staff look into this issue?
Olson will contact both the Stratford and Safeway before the
G:Davm\TmAMay 98.wpd
beginning of the route. Feels radius will not be a problem and will
look into removing an extra parking space for easier
maneuverability if need be. Request approved unanimously.
C. FOLLOW-UP ON PREVIOUS TRAFFIC ACTIONS
Discussion from Staff apologizing for the delay in sign installations.
D. HANDICAP ISSUES -
None
E. TRAFFIC SAFETY EDUCATION COMMITTE
1. School Safety Program - No report
2. SOU Traffic Safety Committee - No report
3. Traffic Safety Notes - None
F. EDUCATION OPPORTUNITIES
Council Laws pointed out opportunity to attend Transportation Safety
Conference in Hood River Oregon during October 28-30.
G. GOAL SETTING - No discussion.
H. Other
1. Siskiyou, Lithia Way, E. Main Intersection Report from ODOT to be
addressed personally by John Vial during the July 23rd meeting.
2. July 4'" parade entry for the Safety Chicken has been received.
Chicken is entry number 903.
3. Termination of Traffic Regulation 97-02 - Due to moving of
business the handicap parking is no longer needed for exclusive
entry to this building. Staff terminated this regulation.
IV. Informational Items - No Discussion
A. Staff discussed the letter received from Michael Ronkin, ODOT regarding
some of the issues being brought up for the Oak Street Calming features.
Staff had requested Ronkin to help clarify some of the opinions on some
features like the traffic islands. Unfortunately the letter did not have a
strong stand on the issues. Staff does suggest that the concepts received
by Ken Hagen be taken into consideration, but the plans would defeat the
plans to build the intersection of Hersey and Oak Streets to accommodate
a future signal light. Laws gave Commission an outlook on what the
Council members opinions have been. Laws said the Council has no
objection to the signal, but he would like Engineering to consider moving
the traffic calming features closer to the intersection. Motion given to
have a 4-way stop installed now with the traffic calming and prepare the
G:Dawn\TrafWay 98.wpd
intersection for signals in the future. Morrison seconded the motion,
motion approved unanimously. Motion will be recommended to the
Council.
B. Report on Upcoming Sidewalk Construction Projects. Olson informed the
Commission that the school areas will be completed first.
C. Traffic Safety Notes - None
D. Child Safety Seat News - None
I. New Items
A. Fine brought in picture showing utility box strapped to a power pole which
encroaches on the sidewalk pedestrian path. The apparatus is for the
traffic signals and blocks the pedestrian crossing on Pioneer and Lithia
Way. Could Staff address this issue with ODOT to see if we can get the
box raised or buried?
B. For informational purposes, Staff distributed traffic count sheets.
C. Ken Norton Correspondence regarding the Transportation Act being
passed. City may receive $84,000 for the Fund Exchange Program.
D. Costs of Crosswalk memo was distributed to help Commission research
costs and longevity of certain types of crosswalks.
E. Morrison addressed the Commission on the need for someone to address
the owner on the corner of Orange and Helman. Their landscaping is
causing visibility problems. Staff will report to Adam Hanks for
enforcement.
VI. For Next Meeting:
None.
VI. Meeting was Adjourned at 8:50 PM.
Respectfully submitted,
Dawn V. Curtis
Public Works Administrative Secretary
G:Dawn\Traf\May 98.wpd
ASHLAND AIRPORT COMMISSION
Noon, Wednesday, July 1, 1998
pw:xR imi,u n��ws
MINUTES
MEMBERS PRESENT: Chairman Paul Mace, Paul Rostykus, Lillian Insley, Alan Hassell, Councilor
Alan DeBoer, Ken Ehlers, William Skillman, Don Fitch; Staff present: Paula
Brown, Bob Skinner, FBO, and Dawn Curtis
MEMBERS ABSENT: Marty Jacobson
I. CALL TO ORDER: Meeting 12:00 Noon
II. APPROVAL OF MINUTES: Wednesday, June 3, 1998
Delete last sentence of Item VII.B. Add Don Fitch to Members Present.
III. OLD BUSINESS:
A. Pending Projects:
1) Beamis/Sandler.
Brown informed Commission that the appraisal will be completed within the next two weeks. The
question was raised asking for the exact amount of land being appraised. Brown gave the exact amount
as 4.63 acres. Insley requested that the Commission members be privy to the appraisal before it is
brought before the City Council. Brown will bring the appraisal information to the August meeting.
DeBoer reminded Commission that he is suggesting two appraisals be completed; the first will appraise
the land as unimproved while the second appraise the land including improvements for the highest
market value.
Discussion ensued regarding why the sale would be beneficial to the airport. DeBoer commented that
the money from the sale of the two acres would cover the cost of the waterline and the remaining two
acres could be used to help with financing the fuel tank replacement. Mace explained that the use of
AIP money for the fuel tanks looked grim as most airports have already completed their removal. If
there had been a larger number of remaining airports they would have a better chance. Senate will not,
support option of fuel tank replacement for the AIP per Jane Garvey's office.
Insley voiced concern over why the appraisal was still being sought by the Council without having
support from the Airport Commission. Why is the airport being targeted for this sale, isn't there any
other land for sale? DeBoer explained that the Council wants to keep the businesses in the area and
are trying to accommodate the wishes of Beamis/Sandler who requested this land. Insley said she
understood the want to retain businesses, but commented that there must be other land. Insley asked
where the appraisal was being budgeted from. DeBoer said he assumed it was not coming from the
airport budget. DeBoer suggested a revote on the Commission's support would be beneficial. Mace
commented that with no tangible new information a vote would be premature. Mace feels that
Commission should wait for appraisal before revote. DeBoer pointed out that we have a prospective
buyer, we have FAA approval with limitations and we have several uses for the money., The money
from the sale would be allocated to the airport budget for their use. Skillman remarked that the airport
is landlocked at the present time with the topographical issues on one side, the creek on another and the
highway on a third side. Feels that sale of any land would be ludicrous. Skillman also brought up the
fact that if the City was to sell this land to Beamis/Sandler a lawsuit would filed by other businesses for
not having an open bidding, and then there would be petitions for more sales. Mace asked Commission
if they would like to take a vote on the sale or wait until more information was available. Insley
suggested they make a motion to stand by their previous vote. DeBoer commented that the sale issue
still had a lot of complications ahead including the public process and zoning implementation. Council
has no intentions of selling for less than fair market value. Mace commented that the airport was going
to need money for the fuel tank replacement. Insley remarked that the fuel tank replacement has been
known about for years. This could have been planned better. DeBoer commented that the Council
feels this is a chance for the City to raise $200,000 and will dedicate the money back to the airport.
Council feels this sale would be in the best interest of the airport.
Rostykus made a motion to vote on which members of the Commission were not opposed to the
continuing sale. Results were a tie; four against sale, Fitch, Skillman, Insley, and Rostykus; four in
favor of the sale, Ehlers, Mace, Hassell and DeBoer.
2) T-Hangar Development.
Brown informed the Commission that the drainage issues were forwarded to the Building Department
and that Mike Broomfield will be doing a site inspection.
B. Maintenance Issues: Staff
1) Fuel Tanks.
Brown reviewed the information given by Bergeson-Boese on tank decisions made at the last meeting.
The 17000 gallon tank chosen would have one compartment too small for the float mechanism to fit,
therefore a different size of storage compartments will need to be considered. The tanks need to be 8'
in diameter to accommodate the float mechanisms. Skinnner suggested bumping up to a 18000 gallon
tank which will increase the smallest compartment from 2000 gallons to 3000 gallons to accommodate
the float system. Discussion ensued regarding the shape and size of the tanks. Skillman suggested
having a tank of a different shape. Brown will look into this option, but feels this will be costly as it
would become a custom built tank. The issue of placement would need to be considered with a larger
tank. Skinner and Olson to research and decide placement options.
2) Tree Trimming:
Brown informed the Commission that the contractor hired had been replaced by John Dunn, Pro Arbor.
Insley has spoken to John Dunn about options for keeping the tree cutting costs down and would like to
invite John to speak at the September Commission meeting.
IV.
NEW BUSINESS:
A. CPI Review:
Staff presented the new 1998-1999 CPI rates. The rates were received by Skinner and have been
implemented.
B. Web-site Presentation:
Fitch presented video and literature on the Airport web-site at www.ashland.or.us/pwai0000.htm.
Fitch has updated the pages to reflect the history of the Ashland Airport and linked with the Ashland
Web pages. Web page information regarding the Commission is in process of being updated.
C. Runway Sealing: Sealing has been done on the apron. Skinner suggested some additional sealing be
looked into. Ray Smith, Engineering Staff, will be asked to do an inspection with Skinner to determine
the needs.
D. Goal Setting Postponed until August.
G:Dawn\Airp\MinutesUuly 98.wpd
r
V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION:
A. Status of Airport. Financial Report Review of Safety Reports•
Street sweeper cleaned the debris form the runway and apron. New hangars seem to be moving at a
quicker rate. Skinner asked if the hangar elevation had been checked. Brown reported that Olson and
Broomfield had inspected them and they were to code. Fuel consumption was up from last year at this
time 5%. Insley pointed out that there were some missing shingles on some of the buildings. Brown
will follow up with Maintenance.
Skinner mentioned some damage to one of the private hangars during Airport Appreciation Day.
Skinner will call manufacturer for estimate on repair. DeBoer remarked that he believes the lease
states that the renter is liable for certain repairs. Lease will be reviewed to determine extent of
responsibility for City and lessee.
B. Ashland Airvort Association: Status Report
None.
C. Other:
Brown presented a letter of official notification from SOREDI for the grant award for the Ashland
Municipal Airport Sanitary Sewer Construction Project. Brown summarized the SOREDI grant the
airport received. Brown suggested the $25,000 be put toward the Engineering costs of the sewer. The
letter from SOREDI calls for project to be done before June 30, 1999, DeBoer asked if this requires the
entire project to be done before June 1999, or only the section of the project we apply the money too?
Brown will review the contract for the terms. DeBoer remarked that the $200,000 has not yet been
budgeted by the City for the sewer line. Per Mace, Commission will like to look at the agreement
before implementation, but if the SOREDI Grant will cover the Engineering Design, than Brown can
implement without consulting Commission.
VI. INFORMATIONAL ITEMS:
A. International Northwest Aviation Council Conference:
Scheduled for August 9-12 in Bend Oregon. Registration forms were included with packet, extras are
available through Curtis.
VII. NEW:
A. ODOT Aviation Plan
Insley questioned staff on the exemption of the Ashland Airport from the Aviation Plan. Brown will
follow up. Insley also asked if anyone knew about the FAA AGL, did we ever receive approval of the
elevation change for the traffic pattern. Staff will research the outcome.
B. Goal Settine
Brown asked Commission if the August meeting should be longer to accommodate the goal setting
session. Commission will extend the meeting a half hour longer, but will begin at the normal time.
VII. ADJOURN:
Meeting was adjourned at 1:30 PM.
G:Dawn\Airp\MinuteMJune 98.wpd
CITY OF ASHLAND 0
h
Office of the Mayor ;� a
•��'o EGO
..,
DATE: August 11, 1998
TO: All City Council Members
FROM: Catherine Shaw, Mayor
RE: Appointment of Gary L. Foil to Historic Commission
would like to confirm approval of the appointment of Gary L. Foil to the Historic
Commission for a term to expire on April 30, 2000.
Copies of the advertisement as it appeared in the Ashland Daily Tidings and Mr. Foil's
response are attached.
I T
Your City Needs+m
I
°haoN
The City of Ashland has one volunteer position open
on the Historic Commission. This volunteer position
has a term which expires April 30, 2000.
If you are interested in being considered for this
volunteer position, please submit your request in
writing with a copy of your resumd to the Mayor
Catherine Shaw, City Hall, 20 E. Main Street, Ashland,
OR 97520. The deadline to apply is Firday, July 17,
1998.
JUL B 1998
Julys, 1998 u
Mayor Catherine Shaw
------- ---------------
-----
City Hall
20 E. Main Street
Ashland, OR 97520
Dear Madam:
I am applying for the open volunteer position on the Ashland Historic Commission, term to expire on
April 30,2000.
1 have lived in the Ashland Railroad District at 925 B Street since August 1997.
I am qualified to serve on the Historical Commission for the following reasons;
1. I have been a member of the National Trust for 8 years and have a definite interest in the
preservation and restoration of meaningful sites.
2. 1 was a licensed real estate appraiser in the State of California for 4 years appraising
properties dating from the turn of the century to modem times. I am aware of structure,
style and historical significance.
3. 1 have been involved with the Ashland Historic Commission in the renovation W, a Railroad
District shed on our property. I have met with the commission and have worked with Mark
Knox in the Planning Department to maintain exterior credibility with the shed's era and
still upgrade the interior to a modem functional space.
Please consider this application for the position on the Historical Commission.
Sincerely,
e u
Gary L Foll
925 B Street
Ashland OR 97520
482-3544
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City of "A Growing Community
VTALENT of Friendly People"
P.O. Box 445 (541) 535-1566
Talent, Oregon 97540 Fax (541) 535-7423
LAU ��5ra
August 11, 1998 ,
Dear Mayor Catherine Shaw:
I am writing you this letter in regards to a correspondence sent to you by Lydia
Dresnek and Nicole Rothschild regarding the Jackson County Animal Shelter. As
you can see by their letter, the shelter is in great need of a cooling system, but
unfortunately, there are no funds in the county budget to help with their present
situation. I feel it is very inhumane for animals and staff to be in this type of
environment. I brought this matter to the attention of my city council and they have
approved a $300.00 expenditure toward this problem. Since we all use this shelter
to house homeless and lost animals, I feel we could all contribute to a better
environment. If each city in Jackson County would match, or beat, our donation
amount, I'm sure it would be greatly appreciated by the staff and animals utilizing
the shelter.
Respectfully,
Frank D. Falsarella
Mayor
"Equal Opportunity Employer"
Council Communication
Administration Department
August 18, 1998
Submitted by: Greg g coles
Title:
Second reading 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."
Synopsis:
This ordinance will provide for an increased degree of fire safety for citizens, buildings and
properties within the City of Ashland.
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
Administrative Services Department
August 18, 1998
Submitted by: Dick Wanderscheid
Approved by: Paul Nolte
Approved by: Mike Freeman 1N�_
Title:
First reading by title only of"An Ordinance Amending Section One of Ordinance 2582 to Extend the Franchise
Term for Ashland Sanitary Service to the Year 2018."
Synopsis:
This ordinance amendment would 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 recommends approval of first reading of the attached ordinance and
move the item for second reading.
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.
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.
Staff has explored the paragraph (section 9) of the existing franchise agreement dealing with arbitration and
found the same language in the 1980 to 1990 franchise agreements. Also, the existing Ashland Sanitary/Jackson
County franchise agreement has similar language. Therefore, it is recommended this same language remain in
the extended franchise agreement.
For all of these reasons, and in conjunction with the positive relationship we have had with Ashland Sanitary
over the years, staff feels this extension is warranted. Ashland Sanitary has provided some background
information and photos. The photos, along with an ordinance amendment have been attached.
ORDINANCE NO.
AN ORDINANCE AMENDING SECTION ONE OF
ORDINANCE 2582 TO EXTEND THE FRANCHISE TERM
FOR ASHLAND SANITARY SERVICE TO THE YEAR
2018.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
Annotated to show deletions and additions to the ordinance section being modified.
Deletions are fir tf ea and additions are �a'd .
SECTION 1. Section one of ordinance 2582 adopted on June 19, 1990, is amended to
read:
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 he rein fter set forth, for the period from April 1,
1990, to March 31, 'zA95 .
The foregoing ordinance was first read by title only in accordance with Article X,
Section 2(C) of the City Charter on the day of
1998, and duly PASSED and ADOPTED this day of , 1998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 1998.
Catherine M. Shaw, Mayor
Reviewed as to form:
P ul Nolte, City Attorney
Page 1 -SANITARY FRANCHISE ORDINANCE wpAULoRD w"m sanam Fmchks ord.wpd
City Council Communication
Administrative Services Department
August 18, 1998
Submitted by: Dick Wanduscheidw
Approved by: Paul Nolte
Approved by: Mike Freeman �V1 F-
Title:
First reading by title only of an ordinance amending section 9.20.030A of the Ashland Municipal
Code to permit meat to be packaged in styrofoam.
Synopsis:
The polystyrene ban(Ordinance No. 2530) was passed by the Ashland City Council in
September of 1989. This proposed amendment to the ordinance will allow meat(which includes
beef, poultry, pork and seafood)to be packaged in styrofoam.
Recommendation:
Because the current ordinance is doubling material going into the landfill, increasing labor costs,
and reducing product life, staff and the Conservation Commission recommend approval of the
first reading of the attached ordinance and move it to the second reading.
Background Information:
Many meat products are arriving at Ashland supermarkets prepackaged in styrofoam. The
current ordinance requires these products to be repackaged. The original styrofoam packaging
and the trays used for repackaging both end up in the landfill, as neither are recyclable. Also,
opening up the product allows the possibility of the introduction of bacteria and hence, a
reduction of the amount of shelf life of the product. This proposed change in the law would
exempt beef,pork, poultry and seafood only from the ban. All remaining portions of the
ordinance would not be changed.
1
ASy��O '
CITY OF ASHLAND
Department of Administrative Services —
MEMORANDUM EGO V"
DATE: August 13, 1998
TO: Mayor and City Council
FROM: Dick Wanderecheid
5UBJECT: PROPOSED AMENDMENT TO A51-11-AND 5TYROFOAM BAN (ORDINANCE
No. 2530).
BACKGROUND
In 5eptember of 1989,the Ashland City Council passed Ordinance No. 2530 which added Chapter 9.20 to the
Ashland Municipal Code. This chapter banned certain polystyrene foam products. 5ection .030 of this
ordinance requires that"after March 31, 1990 no food packager shall package meat, eggs, bakery products or
other foods in polystyrene foam (P5F) containers." This ordinance also made it illegal for restaurants,food
packagers, non-profit food providers or other persons to serve, sell, give away,deliver or provide in any way food
in any polystyrene foam products. Also, it is illegal to sell polystyrene foam products intended for use as
disposable food containers.
In May of 1998, City Councilor 5usan Reid, Conservation Commissioner Russ Chapman and City staff, at the
request of Al Tappin of Ashland's Buy Rite Market, met in the meat department where he explained and
demonstrated the problem that the ordinance, as written, creates.
THE PROBLEM
Much of the meat products that come to Ashland supermarkets are prepackaged in Styrofoam. Because the
ordinance specifically does not allow this, all the markets spend a considerable amount of time cutting open
the Styrofoam package, removing the product and repackaging it on plastic trays. When they do this, they are
also required to change the expiration date because repackaging allows the possibility of introduction of new
bacteria and hence, the meat inspector requires a reduction in the length of time the product can be sold (i.e.
the expiration date).
The secondary problem is that the original Styrofoam packaging is put in the garbage and is disposed of as
solid waste since Styrofoam is not economically recyclable. Also,the plastic tray on which the product is
repackaged, is not recyclable so it too ultimately ends up in the landfill.
What the ordinance has created is a doubling of waste, an increase in labor expenses for the supermarkets, a
reduced shelf life for the product and another opportunity for bacteria to be introduced into the product.
CONSERVATION COMM155ION RECOMMENDATION
At the June 24, 1998 Conservation Commission meeting,this issue was discussed by the Commission,
interested supermarket employees and one supermarket owner. After weighing all the testimony, the
Commission voted unanimously to direct staff to develop an ordinance amendment which could deal with the
problem in a precise way that in no way would jeopardize the other sections of the ordinance, which in the
Commission's opinion, has been very successful.
Staff worked with the City Attorney to accomplish this and at the July 22nd Commission meeting,this
ordinance amendment was discussed. Many of the supermarket employees from the first meeting also
attended this one. After a lengthy discussion, much of which centered around a concern that this change
might appear to the public as a backward step if proper information is not distributed to explain it,the
Commission unanimously voted to recommend to the Council adoption of the ordinance revision. Also, some
Commissioners were concerned about an actual increase of Styrofoam packaging that could come to Ashland
as a result of this change. There were also discussions about various ways to track this to measure if this
was occurring. Ultimately, because we have no baseline data now,and also because of this difficulty and
expense of developing a tracking system,this idea was discarded. However, it was suggested that a survey or
questionnaire six months after the ordinance takes effect be used to measure some of the anticipated
changes and to try and see if it has successfully addressed the issue without creating a new set of problems if
the Council amends the ordinance,
The Commission and staff are prepared to do a questionnaire and those employees in attendance agreed to do
their best to provide the information requested. In trying to deal with the public information side of the issue,
the Commission suggested that notice of the change and the reason6 behind it should be put in the City's
utility bill insert and also in the City Source.
In addition, staff was asked to develop 8%2 x 11 inch laminated cards explaining the change and reasons for it
which could be posted in the meat cases of each store that wanted to display it.
SUMMARY
After discussing the merits and effects of this proposed change at two different Conservation Commission
meetings, it was the unanimous recommendation the attached ordinance revision be adopted by the Ashland
City Council. Most of the ordinance has been very successful, so changing only this one section seems to be
the most prudent approach since it addresses the problem without affecting other parts of the ordinance.
The ordinance amendment has been attached to this memo for your information. As usual, if you have
questions or need further information on this issue, feel free to give me a call at 552-2061.
J
ORDINANCE NO.
AN ORDINANCE AMENDING SECTION 9.20.030.A OF
THE ASHLAND MUNICIPAL CODE TO PERMIT MEAT
TO BE PACKAGED IN STYROFOAM.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
Annotated to show deletions and additions to the,code sections being modified.
Deletions are 1kvedthreagh and additions are f11��5.
SECTION 1. Section 9.20.030.A of the Ashland Municipal Code is amended to read:
9 20 030 Polystyrene Foam Banned—Food Packaging.
A. Effective January 1, 1990, no restaurant, retail food vendor or non-profit
food provider shall serve food, and after March 31, 1990 no food
packager shall package meat eggs, bakery products or other food in
polystyrene foam (PSF) containers, manufactured with
chlorofluorocarbons (CFCs) which do not reduce the potential for ozone
depletion by more than ninty-five percent (95%), compared to the ozone
depletion potential of CFC-12 (dychlorodifluorothane). Compounds
banned include: CFC-11, CFC-12, CFC-113, CFC-114, CFC-115,
Halon-1211, Halon-1301 and Halon-2402. Food vendors may be
required to furnish a written statement from the manufacturer or supplier
of polystyrene foam products used by that food vendor, indicating that
the chemical compounds used in the manufacture of the vendor's,_..
Mail 1 � e � i
The foregoing ordinance was first read by title only in accordance with Article X,
Section 2(C) of the City Charter on the day of ' 1998,
and duly PASSED and ADOPTED this day of 1998•
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of ' 1998.
Catherine M. Shaw, Mayor
Rev} � tgform:
Paul Nolte, City Attorney
Page 1 —ANNOTATED ORDINANCE (GVAUL%0RDNshyWoamordarmmpd)
1023 Morton Street
Ashland, OR 97520
August 18, 1998
PROPOSED LID Wily Council Communication 8/18/98)
Mayor Cathy Shaw and City Council Members:
The purpose of this letter is to indicate that the officers of Park Estates Association object to
the LID Resolution as contained in the"Communication"referenced above.
Our principal concerns are as follows:
1.Timing for the implementation of the LID. The proposed Resolution says nothing about
timing. However,the Communication recognizes that the owners(Alstons)of the property
which abuts the Waterline Road"stub"to the south of Morton Street would prefer that the
improvements be made now. We believe that either the Resolution or the City Council
should clearly indicate that Waterline Road will not be improved,nor Park Estates property
owners be assessed for such improvements, until a preliminary plan for development of the
Alston property has been approved by the City.
As Ms. Paula Brown and Mr.John McLaughlin will doubtless recall,even the prospective
purchaser/developer of the Alston property agreed with Park Estates on this issue at a
meeting in the Public Works conference room on August 10.
2 Magnitude and cost of the proposed improvements. We understand that the proposed
improvements provide for paved roadway 22 feet wide, including curbs and gutters. This
width requires construction of retaining walls varying from 4 feet to 12 feet high,and
costing a total of$65,720. As you probably know, the terrain through which the roadway
passes contains some very steep slopes and fields of large boulders. A narrower roadway
width would mean less disruption to the environment in the area of the proposed
improvements and might result in significantly lower overall costs.
There appears to be adequate precedent for a roadway width of less than 22 feet. In the
new Blossom View Estates development,for example,Sheridan Street at Lakota is 20 feet
wide,and there are no slope or boulder field constraints at this site as there are along
Waterline Road. The Ashland Loop Drive at the site of a guardrail below Morton Street is
15 feet 6 inches wide,and this street surely carries a much higher traffic load than the
improved Waterline Road will ever carry.
It appears Park Estates may well be forced into a corner if solutions cannot be found that
meet the needs of all parties. We do not wish to find ourselves in the position of having to
go through the remonstrance procedure, which would cause a six months' delay. Our
preference would be to take time now to draft a resolution which could be acceptable to all
concerned.
All of us have appreciated the courtesy and help extended by City Staff as we have tried to
work our way through the issues surrounding the proposed LID.
Sincerely/,. \-nn
David F. Williams, President
Park Estates Association, Inc.
City of Ashland
Comprehensive Water Supp/y P/an
Council City • • • No.
August 18, 1998
Scope of. Work
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Council Communication
Department of Community Development
Department of Public Works
August 18, 1998
Title: A RESOLUTION OF INTENTION TO PROVIDE FOR IMPROVEMENTS TO
WATERLINE ROAD CONSISTING OF PAVING, CURBS, GUTTERS,
STORM DRAINS, WATER LINE, FIRE HYDRANTS, AND RETAINING
WALLS AND SETTING A PUBLIC HEARING.
Submitted by: John McLaughlin/Paula Brown AP
Approved by: Paul Nolte
Approved by: Mike Freeman
/AF-
Synopsis:
Based on Council direction on July 21, 1998, Staff has prepared a resolution of intention to
improve Waterline Road, and setting a public hearing for October 6, 1998.
Recommendation:
Staff recommends the Council adopt the resolution which sets a public hearing for October 6,
1998.
Background Information:
When the Park Estates subdivision (upper Morton Street area) was approved in the mid-1980's,
the improvement for this section of Waterline Road was deferred until such time as development
of adjacent properties necessitated the improvement, or it was otherwise deemed necessary. The
improvement was guaranteed through a"pre-signed" agreement, involving most of the lots in
Phase I and II of Park Estates Subdivision.
As the Council is aware,the owners (Alston) of the adjacent property served by this road have
had several offers for purchase, but due to the uncertainty of forming the LID for street
improvements,the sales have not been completed. The Alstons have requested that the City
move forward with the LID process so that the street can be improved and the issues associated
with paved access can be completed. The Council, during their meeting of July 21, 1998,
directed staff to prepare a resolution to set a public hearing for the formation of a local
improvement district for Waterline Road.
Staff has had several meetings with the Alstons, representatives of the Park Estates Homeowners
Association, and the potential buyers of the Alston property. The Homeowner's Association
representatives have indicated they understand their responsibility to improve the road, and the
'd
majority of residents have been aware of that responsibility since they purchased their homes.
Their concern is that it may not be necessary to actually construct the road until a development
plan is proposed or approved for the Alston property, and have requested that after the LID is
formed that the construction be deferred until such time as it is actually necessary.
The Alstons and the potential buyers understand the neighborhood concerns, but feel that the
deferment of the improvements for the past several years has been detrimental to the sale or
development of the property. They believe that the improvement should occur sooner rather than
later, although if it can be coordinated with development of the property, that would be
preferable.
This issue of timing of the improvement does not need to be decided at this meeting, but should
be considered by the Council during the public hearing on October 6. We will continue to work
with the parties to arrive at a reasonable solution that will hopefully work best for all.
Regarding the specific improvements, the Homeowners Association has indicated that the
agreement specifically calls for curb, gutter, and paving, but that other utilities, such as the water
line, sewer, and electric are not their responsibility. The Alstons have indicated that the
agreement at the time of Park Estates approval was deferment of the entire street improvement,
including utilities, and that construction today should include all utilities.
The record and documents are not entirely clear on these responsibilities, and after discussion
with all parties, Staff s recommendation includes the following proposal to address these issues:
❑ Curb, gutter(including storm drains), paving, retaining walls associated with the street
construction, and two fire hydrants serving the Park Estates lots and open space is
included as the responsibility of the lots in Park Estates.
❑ The extension of the water line through the unimproved section of the roadway is included
as the responsibility of the City since this improvement does not benefit the Park Estates
lots, but would have otherwise been required as part of the street improvement project.
❑ Sewer line improvements (which cannot be located in Waterline Road because of grade)
are included as the responsibility of the future developer of the Alston property, as is true
with the extension of electrical service.
The total cost for the improvements to be borne by the lots in Park Estates is $169,608. There
are 47 lots which are assessable, per agreement. The per lot assessment is $3,608.68.
As of the writing of this memo, discussion was still occurring.with the Homeowners Association
regarding the number of lots in the proposed district. Based on the outcome of those discussions,
the per lot assessment may change and a revised estimate and resolution would be presented at
the Council meeting.
i RESOLUTION NO. 98-
"-A RESOLUTION OF INTENTION TO PROVIDE FOR IMPROVEMENTS TO — -
WATERLINE ROAD CONSISTING OF PAVING, CURBS, GUTTERS, STORM
DRAINS, WATER LINE, FIRE HYDRANTS, AND RETAINING WALLS AND
SETTING A PUBLIC HEARING.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. It is the intention of the City Council to undertake the improvement described as follows:
Improvements to Waterline Road (easterly of Morton St.) consisting of paving, curbs, gutters, storm
drains, waterline and retaining walls. These improvements were deferred when the Parks Estates
Subdivision was approved on the condition that the lot owner within the subdivision would pay for the
improvements. All lot owners within the subdivision have agreed in their deeds to pay for the
improvements and the subdivision covenants require such payment by the lot owners.
SECTION 2. The description of the boundaries of the local improvement district to be assessed for this
improvement is: All those lots within the boundaries of Park Estates Phases 1 &2 as depicted on the
attached map to shown as Exhibit C.
SECTION 3. The amount of the estimated cost of the improvement made by the City Engineer and the
proposed allocation of the cost among the owners of the properties to be specially benefitted is:
Such improvements will be in accordance with costs estimated to be $179,908 of which $169,608 is
assessed as the property owner's share, of which all will be paid by special assessments on benefitted
properties. Costs will be allocated based on a per lot measure of approximately $3,608.68 per lot.
SECTION 4. The City Council will hold a public hearing in the Council Chambers, Ashland Civic
Center, 1175 East Main Street on October 6, 1998, at 7:00 PM, at which time and place the owners of
the benefitted properties may appear or submit written comments prior to or at the hearing as to why
properties may appear or submit written comments prior to or at the hearing as to why the
improvement should not be constructed or why the benefitted properties should not be assessed in the
manner proposed.
SECTION 5. The City Recorder is directed to serve notice to the property owners by publishing a
notice of the public hearing once in the Daily Tidings, not less than ten days prior to the hearing, and by
mailing copies of the notice by first class mail to the owners of each lot benefitted by the proposed
improvement as shown on the latest tax and assessment roll. The notice shall be in the form of Exhibit
"A" attached to the resolution.
This Resolution was read by title only in accordance with Ashland Municipal Code §204.090 duly
PASSED and ADOPTED this day of 1998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this_day of , 1998.
Catherine M. Shaw, Mayor
Reviewed as to form:
Paul Nolte, City Attomey
G:DawnW.r0n=%LM%Water1ine Re iution.wpd
ti
EXHIBIT "A" t
NOTICE OF PUBLIC HEARING
The City Council of the City of Ashland will meet on October 6, 1998, at 7:00 PM in the
Council Chambers, 1175 East Main Street, to hold a public hearing to consider the formation
of a local improvement district as follows:
NATURE OF THE IMPROVEMENT: To improve Waterline Road easterly of Morton Street
with paving, curbs, gutters, storm drains, waterline and retaining walls.
BENEFITTED PROPERTY: All those lots within the boundaries of Park Estates Subdivision,
Phases 1 and 2.
ESTIMATED COST: The estimated cost of these improvements is $179,908 of which
$169,608 is assessed as the property owner's share, all of which will be paid by special
assessments on benefitted properties. Costs will be allocated based on per lot measure of
approximately $3,608.68 per lot. The specific proposed assessment for each lot is
contained on the attached Exhibit "A".
Additional information regarding the proposed improvement or method of assessment may
be obtained at the Engineering Division, 27% North Main, Ashland Oregon or phone at
541/488-5347, weekdays during the hours of 8:30 AM to 4:30 PM.
All affected property owners may appear at the hearing or submit written comments prior to
or at the hearing, as to why the streets should not be improved or why the property owners
to be benefitted should not be assessed in the manner proposed. If two-thirds of the
property owners to be benefitted object to the improvement, the improvement will be
suspended for six months.
G:DawnTngin=rUM%Waterline Rmlutioawpd
WATERLINE ROAD (W/O SIDEWALKS) -
WITH CITY PARTICIPATION WATER LINE ONLY
DESIGN PARAMETERS
1 Limit of Project: Morton Street easterly
2 Length of Project: 515 feet
3 Right of Way Width: 47 feet
4 Improvement Width: 22 feet
5 Typical Section: Shed section(3%cross slope)
6 Curb and gutters: Both sides
7 Sidewalks: 4'walk,one side only
8 Pavement Design: 4"
9 Base Design: 4" crushed rock
10 Drainage 12" and 24" storm drain
11 Special Features: Retaining walls required
12 Special Considerations: Steep natural cross slope
Existing waterlines in place are shallow
Rock excavation required
Tree removal required
CONSTRUCTION ESTIMATE
No. Description Quantity Unit Price Amount
1 Site Work Lump Sum 10000 $10,000
2 Common Excavation 500 C.Y. 15 $7,500
3 Rock Excavation 50 C.Y. 175 $8,750
4 Aggregate Base 140 C.Y. 12 $1,680
5 Class B Paving 220 Tons 45 $9,900
6 Curb and Gutter 1030 L.F. 8 $8,240
7 12" Storm Drain 250 L.F. 22 $5,500
8 24" Storm Drain 50 L.F. 48 $2,400
9 Curb Inlets 4 ea. 700 $2,800
10 4'High Retaining Walls 560 S.F. 12 $6,720
11 8' High Retaining Walls 1000 S.F. 24 $24,000
12 12'High Retaining Walls 1000 S.F. 35 $35,000
13 Adjust S.S. Cleanout 1 ea. 500 $500
14 Adjust Water Valve 4 ea. 200 $800
15 Erosion Control Matting 600 S.Y. 4 $2,400
16 Remove Existing 18" CMP Lump Sum 300 $300
17 8" D.I.P. Waterline 515 L.F. 20 $10,300
18 Fire Hydrant 2 EA 1800 $3,600
19 Storm Drain Inlet Structure l EA 1200 $1,200
20 Mobilization&Clean up Lump Sum 10000 $10,000
SUB-TOTAL $151,590
ENGINEERING COSTS $28,318
TOTAL $179,908
ESTIMATED TOTAL COST $179,908
LESS CITY PARTICIPATION-Water line(item 17) ($10,300)
ESTIMATED ASSESSABLE COST $169,608
ASSESSMENT AREA
Number of Units in Park Estates Subdivision,Phases 1 &2 47
Per Unit Assessment $3,608.68
EXHIBIT B
WATERLINE ROAD (EAST)
PROPOSED LID COMPOSITION Sr ESTIMATED COSTS
NO. MAP NO. TAX LOT SUBDIVISION LOT ESTIMATED COST'
NO.
1 391E16AB 2200 LOT 1 BLK 2 $3,608.68
2 391E16AB 2201 LOT 2 BLK 2 $3,608.68
3 391E16AB 2202 LOT 3 BLK 2 $3,608.68
4 391E16AB 2203 LOT 4 BLK 2 $3,608.68
5 391E16AB 2205 LOT 2 BLK 3 $3,608.68
6 391E16AB 2213 LOT 9 BLK 1 $3,608.68
7 391E16AB 2214 LOT 10 BLK 1 $3,608.68
8 391E16AB 2215 LOT 11 BLK 1 $3,608.68
9 391E16AB 2220 LOT 6 BLK 3 $3,608.68
10 391 E16AC 400 LOT 3 BLK 4 $3,608.68
11 391E16AC 401 LOT 1 BLK 1 $3,608.68
12 391E16AC 402 LOT 2 BLK 1 $3,608.68
13 391E16AC 403 LOT 3 BLK 1 $3,608.68
14 391E16AC 404 LOT 4 BLK 1 $3,608.68
15 391E16AC 405 LOT 5 BLK 1 $3,608.68
16 391 E16AC 406 LOT 6 BLK 1 $3,608.68
17 391 E16AC 408 LOT 7 BLK 1 $3,608.68
18 391E16AC 411 LOT 2 BLK 4 $3,608.68
19 391 E16AC 412 LOT 1 BLK 4 $3,608.68
20 391 E16AC 414 LOT 1 BLK 5 $3,608.68
21 391 E16AC 415 LOT 2 BLK 5 $3,608.68
22 391E16AC 416 LOT 3 BLK 5 $3,608.68
23 391E16AC 418 LOT 4 BLK 5 $3,608.68
24 391E16AC 419 LOT 5 BLK 5 $3,608.68
25 391 E16AC 420 LOT 6 BLK 5 $3,608.68
26 391 E16AC 421 LOT 7 BLK 5 $3,608.68
27 391E16AC 422 LOT 8 BLK 5 $3,608.68
28 391E16AC 424 LOT 9 BLK 5 $3,608.68
29 391E16AC 425 LOT10 BLK 5 $3,608.68
G:DawMEngineer\LID\Waterline Road Assessment Cost Memo to Paula.wpd
' s
NO. MAP NO. TAX LOT SUBDIVISION LOT ESTIMATED COST*
NO.
30 391E16AC 426 LOT 11 BLK 5 $3,608.68
31 391E16AC 427 LOT 12/13 BLK 5 $3,608.68
32 391E16AC 429 LOT 14 BLK 4 $3,608.68
33 391E16AC 430 LOT 15 BLK 4 $3,608.68
34 391E16AC 431 LOT 16 BLK 4 $3,608.68
35 391E16AC 433 LOT 15 BLK 5 $3,608.68
36 391E16AC 434 LOT 14 BLK 5 $3,608.68
37 391E16AC 435 LOT 13 BLK 5 $3,608.68
38 391E16AC 436 LOT 12 BLK 5 $3,608.68
39 391E16AC 437 LOT 11 BLK 5 $3,608.68
40 391 E16AC 438 LOT 10 BLK 5 $3,608.68
41 391E16AC 439 LOT 9 BLK 5 $3,608.68
42 391E16AC 440 LOT 8 BLK 5 $3,608.68
43 391E16AC 441 LOT 7 BLK 5 $3,608.68
44 391E16AC 442 LOT 6 BLK 5 $3,608.68
45 391 E16AC 443 LOT 5 BLK 5 $3,608.68
46 391 E16AC 444 LOT 4 BLK 5 $3,608.68
47 391E16AC 447 LOT 8 BLK 1 $3,608.68
TOTAL $169,608.00
*Without Sidewalks
G:Dawn\Englneer\LID\Waterline Road Assessment Cost Memo to Paula.wpd
EXHIBIT 'C' 4
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PARK ESTATES SUB., PHASE 1 AND 2
City Council Information Only
August 18, 1998
Submitted by: Barbara Christensen
Attached:
Investment Portfolio as of June 30, 1998 and July 31, 1998 as requested by Councilor DeBoer to
be included in Council packet on monthly basis for informational purposes only. No action
required.
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City of Ashland, OR
Confidential Memo
To: Honorable Mayor and City Council
From: Mike Freeman, City Administrator
Date: 09/15/98
Re: Hillah Temple
The Hillah Temple members have accepted Doug Neuman's offer to purchase their facility for
$650,000. This approval was made at a membership meeting this past Friday. As you recall, Doug
initially thought that the facility could be secured for$450,000 to$5590,000.
The staff requests that the Council make a motion for the City Administrator to begin the process of
having the property assigned to the City and initiate the closing process. Staff believes the $650,000
price is reasonable given that a 1995 appraisal by the City valued this property at $450,000 and real
estate prices have increased significantly since then. For Council's information, Doug Neuman
anticipated purchasing this property for$650,000 providing that commercial zoning would be permitted.
The City has$900,000 budgeted for office space this year.
Following is a summary of the advantages of this site to the City:
♦ Allows for continued downtown presence of major functions of the City government
♦ Provides the opportunity for Public Works and Comm. Development to be housed together
♦ Provides for a downtown location for the Council Chambers
♦ The Citys proposed use fits with the existing uses along Winbum Way
♦ It gives the City the opportunity to control the gateway to Lithia Park
It is the staffs recommendation that Council authorize the City Administrator to begin the process of
having the property assigned to the City and initiate the dosing process. The staff further recommend
that the detailed planning for the location be initiated following the selection of an architect
p Page 1
j
City of Ashland, OR
Confidential Memo
To: Honorable Mayor and City Council
From: Mike Freeman, City Administrator PfVL
Date: 09/15/98
Re: Hillah Temple
The Hillah Temple members have accepted Doug Neuman's offer to purchase their facility for
$650,000. This approval was made at a membership meeting this past Friday. As you recall, Doug
initially thought that the facility could be secured for$450,000 to$5550,000.
The staff requests that the Council make a motion for the City Administrator to begin the process of
having the property assigned to the City and initiate the dosing process. Staff believes the $650,000
price is reasonable given that a 1995 appraisal by the City valued this property at $450,000 and real
estate prices have increased significantly since then. For Council's information, Doug Neuman
anticipated purchasing this property for$650,000 providing that commercial zoning would be permitted.
The City has$900,000 budgeted for office space this year.
Following is a summary of the advantages of this site to the City:
♦ Allows for continued downtown presence of major functions of the City government
♦ Provides the opportunity for Public Works and Comm. Development to be housed together
♦ Provides for a downtown location for the Council Chambers
♦ The City's proposed use fits with the existing uses along Winbum Way
♦ It gives the City the opportunity to control the gateway to Lithia Park
It is the staffs recommendation that Council authorize the City Administrator to begin the process of
having the property assigned to the City and initiate the dosing process. The staff further recommend
that the detailed planning for the location be initiated following the selection of an architect
0 Page 1
Council Communication
Public Works Department
August 18, 1998
(Special Study Session)
Submitted by: Paula Browne
Approved by: Mike FreemanM
Title: Update on the Status of the Comprehensive Water Master Plan
Synopsis:
Carollo Engineers has been hired to assist the City in developing the Comprehensive Water
Master Plan. This Plan is intended to be an evaluation of the City's water needs, current supply,
future supply opportunities, development trends and effects, conservation efforts and successes,
and to ultimately map out a plan to provide for our future requirements. The presentation will be
a status report on the progress of this master plan.
Recommendation:
No action required, this is for your information.
Background Information:
In addition to the staff and consultant,there is an informal Water Advisory Group (WAG)that
has been formed to help advise and provide preliminary feedback to the process. The WAG
includes Jim Moore, Ashley Henry, Ron Roth, John Fields, Debbie Whitall (Forest Service,
Hydrologist), Cate Hartzell, JoAnne Eggers, Ken Hagen(Council Liaison), and Bruce Moats, and
is staffed by Paula Brown and Dick Wanderscheid. The WAG has had two meetings and
discussed water demand, drought issues,conservation and curtailment, water supply, shortages
with regard to times of year, and baseline assumptions. The next step for the WAG will include
discussions regarding evaluation criteria, possible alternatives including benefits, drawbacks,
fatal flaws and risk levels. The public information and feedback meetings, although started with
the Water Forum on January 27, 1998, have qot been fully defined and are outlined below.
Because of funding and design limitations on the part of the Talent and Phoenix Intertie project,
the decision regarding Ashland's participation in the project is now required until needed in
December 1998. As such, we have expanded the opportunity for public involvement and
feedback. We are proposing two more WAG meetings in August and September, prior to two
public forums tentatively slated for September 24th and October 8'. We are planning a Council
Study Session in either late October or early November. Should this Plan need to go to Council
for adoption or a decision on the Intertie Project, this would be presented to Council on
November 16`". It is our goal to complete the majority of the Master Plan by Thanksgiving.
Attached are several preliminary pieces of information that have been developed by the
consultant and reviewed by the Water Advisory Group. They items are "draft" and will be
discussed at the Study Session. Staff and the consultant will be prepared to provide an
interpretation of the material and adjust as necessary. Your thoughts and comments are welcome
either before or during the meeting.
Attachments:
1) Table 2 - Projected Population and Water Demands with two different growth rates
2) Section 5.0 Water Supply
3) Section 6.0 Water Supply and Demand Analysis (this explains the different scenarios
that are show on the"busy" graph and will be discussed further at the meeting)
4) Section 7.0 Findings(initial)
5) "Figure 1" Ashland Water Use (1993-1998)
6) "Figure 2" Total Water Usage Seasonal Patterns (metered water sales)
7) "Figure 3" Total Annual Deficit(trends as they are with no other options -this is one of
the busy graphs)
8) "Figure 6" Total Annual Deficit(with 10% Conservation - refer to Section 6.0)
9) "Figure 4" Supply Analysis (given a severe drought which is a one year event, and no
other options)
growth continues at the recently demonstrated higher annual rate, new water supply strategies —
either alternative water supply sources or demand side reduction via conservation — may need to
be implemented sooner.
The metered per capita water usage based on the 1996-1997 water veer and the 1997 historical
population is 148 gallons per capita per day. This per capita usage is assumed to remain
constant through buildout. We believe this assumption is reasonable since the City's conservation
program is well underway, and additional significant demand-side reductions are not expected.
Further conservation reductions are not expected because much of the City's water usage occurs
as a result of increased demands in the summer. The high seasonal wate.susfs indicative of
outdoor use (for residential and irrigation accounts) and increased tort:a (for the
commercial/residential accounts). Our experience on similar projects.has's..own l
that seasona
water usage of this type is reduced marginally by conservation programs=if.`atJa —* because
the programs primarily target reductions in indoor water-usage, u`
Table 2 shows the population and demand projections th'�o g buildout, which is assumed as the
year 2050.
N•
tibKw�le 2 f Prboc/tedyP6_oiulatlood)and Water.Demands
AshlaIN '.COmprehetisrve Water SuPPh!, i x x,
Jt� T
1.0/0
Growtl1 Rate �'���. x4 z 1 4/o Growth Rate k s�;
15inland �.
1998 ;:18,746 1125; 18,820 1,130
. ,
i
19 12
19 .
v: X2 1,148 19,350 1,161
,... ...,
2005 20,098 , 1,206 20,743 1,245
2010 . f 21,123`" . 1,268 22,237 1,335
201 c° 22 200 1,333 23,838 1,431
2020 - X23,333 1,400 25,554 1,534
1
2050 =% 29,261 1,756 35,065 2,105
(1)4Assumes a constant growth rate through the year 2020, with a 2% relative drop in growth
"JO rate for each successive year.
2 %gssurnWii6ter usage of 148 gpcd and additional demand of 10% for UFW.
5.0 WATER SUPPLY
Ashland receives water from two sources, Ashland Creek and Talent Irrigation District. Water from
Ashland Creek can be directly diverted from either the East or West Fork, or from Reeder
W:W676A00VmX01.wpd 1-7 July 9, 1998
Reservoir, the City's only raw water storage facility. Water purchased from TID is delivered to the
City by canals owned by TID, and is used either for direct irrigation (no treatment) or is pumped to
the City's treatment plant and used for potable supply.
Ashland Creek
Previous reports have estimated the flow from Ashland Creek for two drought conditions: a 1-year
critically dry period based on historical stream flow data from 1925-26 (Montgomery 1977), and a
1-year critically dry period based on a drought scenario with an assumed probability of
occurrence of 1 in 50 years (Beck, 1989).
For this evaluation the stream flow analysis was conducted similar to,the;worlrcompleted in 1977,
using stream flow data from 1930-31.
Table 3 presents the three worst short duration low flowperiods otrecord for As Land Creek The
period between October 1930 and September 1931 wass•'selected for this analysis a use it
A.
represents the lowest stream flow on Ashland Creek for i4vaifable period of record. The
d estimated available flow from Ashland Creek based on this data is proximately 4,700 acre ft
�s-
(1,530 million gallons). By comparison, the 1977 and 1989 report assumed an available stream
flow from Ashland Creek of approximately 6800 acre-ft(2 230 milli 10,Ions) and 5,000 acre-ft
(1,660 million gallons), respectively .
Table'3 AAshlaandl C{Free+k,Stream Flovvt't(m Amy lGon gallons) F .
.gi b Vj Y YI A IIa11Y jQ�f�Yl iy�^S
r � r Comprehenshm Water Supply Plan •, �ti= � � .. y,
' .� ; : . . ,�-�� T+^ y -• r 4,t ice: :r .z-+stWt `fir sr';_ �.:
a Water Year v East Fork, West Fork n ti� Total "' ',
i
1924ti 925 r "a .; 3,659 ; 3,313 6,972
1,075 2,246
1926 1927 4 094 3,699 7,793
1928 M 929: 1;609 1,612 3,221
1,443 2,995
29 - 1930 .:; 1,552
+�
1930- 1931 ` '� 760 770 1,530
UAAti 2,006 2,236 - 4,242 Zaoo+
A n 1931 - 1932 s Ra
1975 1976 r 1,704 1,875 3,579
r,
1976:=,_; 977 740 857 1,597
977
1977 - 1978 2,960 2,551 5,511
(1) Based on sum of daily discharges for water year October 1 through September 30.
(2) Bolded values indicate lowest production year in group.
W:w676A00UM101.wpd 1-8 July 9, 1998
Talent Irrigation District gti7
Ashland has two long s nding water supply contracts with the Talent Irrigation District (TID). One
contract (originated in 1924) provides for supply of up to 769 acre-feet of water per year from April
through October. The second contract (originated in 1966) provides for an additional supply of to
795 acre-feet water per year from April through August. Both contracts provide for a reduction of
flow during drought, depending on water availability within the TID supply system. A detailed
discussion of water rights is beyond the scope of this document, however, a summary of water
rights is included in Appendix B.
For this evaluation we conservatively assume that the amount of availablersupply from TID during
extreme drought conditions (as is assumed for the 1930 31 drought coridittons).will be 50 percent
of the contractual entitlement. xY "X v?
System Yield `
19 /I
Each of the City's sources has a theoretical "safe yield � =
�Thnual safe yield is t e amount of
water that can be reliably captured and distributed in one`yeaKdunng the most severe drought
r�,� "t
conditions. Yield estimates are based on a review of hjstorical:stream flow data and operational
characteristics of the system (i.e., reservoir storage,capability, seasonabuse limitations prescribed
by water rights, etc.). The actual yield estimate� selecfe�,.,�or planning vurposes is a based primarily
on engineering judgement, and is often based on histoncal low flow because this condition
provides conservative planning.
Clearly, our estimate of the yield from Ashland Creek based on the 1930-31 stream flow—the
historical low flow period — is a mote conseative than'=the estimates from previous work.
However, we believe that using this data to commute.tllyield estimate is not overly conservative,
1.11r� ,
since the historical record includes other similarlo flow conditions in the creek, most recently in
,331 T to-il 1 �
1976-77.4 eMse, ou(assumptionn that available supply from TID will be 50 percent of the
contractuafentitlement is conservative. Previous reports estimate that the amount of available
supply from TID dunng a drought will arybetween 50 and 80 percent of maximum. Actual
historical data varies tietween 60 and 80 percent during dry years but there is no established
trend, particularly for extreme drought conditions as occurred in 1930-31.
The total estimated yield including Ashland Creek flows and supply from TID are presented in
Table 4.
6.0„1 WATER SUPPLY AND DEMAND ANALYSIS
The obj ctive.of thelwater supply and demand analysis is to identify limitations of the existing
supply sq'ste meet future demands, emphasizing supply limitations under drought conditions.
To do this we compare projected demands to estimated supply for each month throughout the
entire duration of the drought. This enables an evaluation of the total deficit in the drought period,
and also helps to identify how soon water supply deficits will materialize as a result of the drought.
Individual monthly deficits are also quantified.
W:1A676A00%tm101.wpd 1-9 July 9, 1998
Table 4 Estimated Yield
City of Ashland
Comprehensive Water Supply Plan
Yield, Acre-Feet Yield, MG
Ashland Creek"I 3,208 1,045
TO(2) 782 254
Total 3,990 1,299
(1) Based on 1930-1931 streamflow minus water rights and evaporation.
(2) Assumes 50%p TO available. w OQQL*&•r YaeQs
Basis of Analysis
As discussed in the previous sections, several factors were considered in completing the water
supply and demand analysis. The primary emphasis is to compare the available supply for the
two population growth scenarios:
Scenario 1: Baseline Growth Projection
The baseline scenario assumes a population growth rate of 1 percent per year. These conditions
are assumed as the baseline case because they most closely represent conditions from the
previous work, and thus provide a suitable basis of comparison.,,
The baseline scenario population projection assumes constant growth through 2020, at which
point we have the growth rate is assumed to slow by the.rate of 2 percent per year (i.e., for 2021
the projected population is 1 percent growth z 0.98, and so on). This reduction in growth rate is
rim
typical of comunities approaching buildout conditions.
The hydrologic analysis of yield assumes that the stream flow conditions in Ashland Creek in the
years preceding and following the 193031 drought are the same as occurred from 1928-31
(referred to as the "severe" drought in this document). Although there is no evidence to suggest
that the same (or similar) conditions would occur before or after a short-term drought of this type,
we believe it is reasonable to use the actual historical record. More rigorous probabilistic
methods could be used to establish a "most likely" stream flow conditions before and after a
drought but are beyond the scope of this effort, and may be of limited benefit. Review of several
fill/draw scenarios has shown that the reservoir fills quickly under all but the most extreme drought
conditions due to its relatively small size, so we believe the analysis is relatively insensitive to
changes in stream flow patterns before or after the drought (this is discussed further below).
Scenario 2: High Growth Projection
This scenario assumes the higD_aopulation growth rate of 1.4 percent per year. For this scenario,
we applied the same assumptions regarding hydrologic conditions and population growth
reduction in 2020 as are used in Scenario 1.
W 4676AOO\MI,O1.wpd 1-10 July 9, 1998
Sensitivity Analysis
Factors such as duration of drought, availability of supply from TO (or other sources), and
conservation can significantly influence the City' ability to meet its long-term water supply needs.
To evaluate the impacts of these factors on overall water supply planning we examined the
following case conditions:
• Availability of Supply from TID. Even in severe drought conditions it is possible that the
available supply from TO will be typical of deliveries in most years, 60 to 8Qpercent of
Gjol.A° maximum. We examined the impacts of an increase in available'supplyf(om TO from 50
K to 70 percent of the contractual allotment.
• Drought Duration. Droughts often do not occur d ng a single wate ffl or calendar
year), but instead may overlap two or more years. We examined MEN acts of a
�6 theoretical back-to-back drought condition by assumes g t at the 1 930 a tlrogic
1 Igo conditions would occur in consecutive years (refe ed.tii m this document s the "worst
t•>.
case" drought condition).
• Conservation. Conservation effectively increases available. u�J) by reducing demand.
•� We examined two conservation case co ditions 0 percen ' - ercent. These
• • fie' conservation conditions are consisten iti,dem ide reion assumed for long-term
planning in other areas of the wes ese n typical of levels that can
reasonably implemented for volu"tary (10 "`rcent ;and` andatory (25 percent)
conservation programs.
For this analysis, we assured that servatio.m ould be implemented during the high
demand months of June through Se a ber<
AlOemative Suppy,�f3ecaus�the City�lac s a large raw water storage facility it may be
_..._.
�t needs arrM.have a it 'supply to meet demands in the future. We examined the
1 altern tiVe.water supply oopdi ons assuming that a new supply source could provide 20
perce of. e ave age da Iy:d, e and every day of the year.
Y
7.0 FINDINGS
A to of 5 different cas' coniiitions were applied to the two population growth scenarios to
esti hate the available supply and deficit conditions. The details of each analysis and overall
estimated supply deficits are included in Appendix C. Table 5 summarizes the range of estimated
suppfi deficits for 2,020 and 2050 (buildout).
Wid Wide.'
range ran range of estimated supply deficits is mostly due to the significant difference in demand
projection between Scenarios 1 and 2. This wide range makes it difficult to directly compare the
various case conditions, but the data is useful to make relative comparisons and observe general
trends. The significant findings and general trends are summarized as follows:
Wa4676AOORm\01.wpd 1-11 July 9, 1998
Table 5 Estimated Supply Defiarfs<')
v
City of Ashland
ComPreheM44a Water Supply Plan.-
_.' :.w...
1.0%Growth Rabe 1.4%Growth Rabe
a r
77
Deficit,
�
* LL Acredeet MG Acme-feet i MG
2020 34 to 890 11 to 290 227 to 1,197 4% 74 to 390
2050 804 to 1,743 262 to 568 1,452 fiolu'910 473 to 948
+tea. ?�A'�..
(1) Deficits cover entire range of drought, TID, conservatiop; and-other 6'b bon
conditions. 'T ys
r
Growth Rate :x
As expected, the impact of the growth rate will have sidnif canV pact on water supply in the
future. Figure 3 shows that by 2020, the estimated watersopply eficit during drought conditions
for the high growth scenario are nearly twice the deficits�estima ed�-.0 •he low growth scenario.
The figure also shows that in the absence of an a ditiona) demand=side�re uction via
conservation, the City would incur a supply de cul rig rought co ditions as early as 2000,
irrespective of the growth rate over the ne several ears.
TO Supply
Figure 3 also shows that, over the lbnd-term :ncreased,—T4D supply from 50 to 70 percent would
:,
oi
be of relatively modest benefit during a drg Thin because the added incremental supply
from TO (if available) is relatively*small in -to the overall deficit.
Droug 'D ,
Figures 4 an `il ustrate the impact of, ought duration on available supply. Referring to water
tir, :.pfis.i
. year 2019-20�ograpyfis��dicate at he reservoir will fill to capacity even under the assumed
extreme loy�strZA flow conditons lowever, Figure 4 shows that back-to-back low stream flow
, con i
,.
years wpilt result in an in deficit in the second year (as represented by the shaded area
under Xe "0 Supply" Iinoy6h tfie graph). The increased deficit is a result of "carryover" deficit
from the preceding low-fjow year.
Conservation ` #
t guFigures6�.�. , how the potential benefit from conservation efforts targeting 10 and 25 percent
demand reduction, respectively. Compared to a water planning strategy with no conservation
program (Figure 3), these two figures indicate that supply deficits could theoretically be delayed 5
to 15 years if the City implemented conservation programs targeting 10 percent and 25 percent
demand reduction, respectively. However, on closer examination of the data for the two assumed
WP 4E76A00\tm\01.wptl
1-12 July 9, 1998
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3
SALE OF AIRPORT PROPERTY
Appraised value (2 acres @ $55,000/Acre) $110,000.00
Utility extension (sewer, water & electric) $218,000.00
Total Cost $328,000.00
Appraisal value plus percentage of utilities
15% $142,700.00
25% $164,500.00
35% $186,300.00
45% $208,100.00
55% $229,900.00
65% $251,700.00
75% $273,500.00
Appraised Value With All Utilities $186,000 - $234,000