HomeMy WebLinkAbout1998-0901 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 heIaring 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 number of people who wish to be heard, and the length of the
agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
September 1, 1998 Z
Civic Center Council Chambers, 1175 E. Main Street W
Z
w
I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. a rn W
A x
U
ll. ROLL CALL: d W
III. APPROVAL OF MINUTES: Regular meeting minutes of August 18, 1998. U U
IV. SPECIAL PRESENTATIONS &AWARDS:
1. Report on Financing the Local Improvement District Committee
Recommendations. a
2. Ashland Fiber Network - Technical Advisory Committee Report.
3. Ashland Fiber Network - Strategic Steering Committee Report.
V. CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
2. Confirmation of Mayor's appointments to Ad Hoc Sister City Committee.
3. Adoption of Findings of Fact and Conclusions of Law for Planning Action
97-054 -- Outline Plan Approval for a 25-Lot Subdivision Under the
Performance Standards Option, located at Strawberry Lane.
4. Authorize the City Administrator to sign and execute the Contract with the
Oregon Department of Transportation for the FY99 Fund Exchange
Program. .
5. Liquor License Application from Sharon and Gordon Hull dbarThe
Boudashery Ltd.
VI. PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. All hearings
must conclude by 9:30 p.m. or be continued to a subsequent meeting).
1. Citizens' Committee Report on LTD's (continued public hearing).
2. Ashland Fiber network.
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. Consideration of L.I.D. Committee Report.
X. ORDINANCES RESOLUTIONS AND CONTRACTS:
1. Second 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."
2. Second reading by title only of"An Ordinance Amending Section
9.20.030.A of the Ashland Municipal Code to Permit Meat to be Packaged
in Styrofoam."
3. Reading by title only of"A Resolution of the City Council of the City of
Ashland Reiterating its Policy of Relating the Expenditure of Monies for
Economic and Cultural Development to the Hotel/Motel (Transient
Occupancy) Tax and Repealing Resolution 98-02."
4. Reading by title only of"A Resolution Approving the Ashland Fiber
Network's Scenario 1 or Most Likely Case and Authorizing Staff to
Develop and Pursue a Financing Plan."
5. Reading by title only of"A Resolution Authorizing Water Connection
Outside of City Limits for Mary Rolih, 2290 E. Main Street."
6. Reading by title only of"A Resolution Exempting Personal Services
Contract for Management Information System Consultant from Formal
Competitive Selection Procedures Required under Resolution 94-21."
XI. OTHER BUSINESS FROM COUNCIL MEMBERS:
XII. ADJOURNMENT:
Reminder: Next Council Study Session will be
at 6:00 p.m. on September 15 (preceding Council
Meeting) to discuss the draft communication
plan.
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
August 18, 1998
CALL TO ORDER
Mayor Shaw called the meeting to order at 7:07 p.m., in the Civic Center Council Chambers.
ROLL CALL
Councilors Reid, Hauck, Hagen, Wheeldon,and DeBoer were present. Councilor Laws was absent.
APPROVAL OF MINUTES
Mayor Shaw noted that the minutes of the regular meeting of August 4, 1998 had been amended to reflect a
correction on page 3. Under the Citizens' Committee Report on LIDS,references to the Ad Hoc
Committee were changed to indicate the Ad Hoc LID Committee.
Mayor Shaw noted a change on page 4, under the comments made by Kindler Stout of 130 Orange Street. The
second to the last sentence was corrected to read as follows:"Clarified that his street is uncompleted, but the
project hasn't been billed"
The minutes of the regular meeting of August 4, 1998 were approved as amended.
SPECIAL PRESENTATIONS&AWARDS
1. Acceptance of a"Certification of Investment Policy" by the Municipal Treasurer's Association for
the City's adopted investment policy.
City Recorder/Treasurer Barbara Christensen explained that this is the first time that the City has received this
certification. Noted that it represents a recognition and certification of the City's investment policy by the
Municipal Treasurer's Association(MTA),a national organization that helps set guidelines for government
agencies. Stated that this certification is done each year,but that it is the first time Ashland's policy has been
certified. Clarified that this certification applies to the investment policy that was adopted at the August 4"meeting,
and that this was the first revision of the City's investment policy since 1989. Explained that certification means
that all major criteria set by MTA have been met. Also noted that certification plaques were presented at MTA's
recent national conference in Chicago.
2. Update on Public Works Construction Activities.
Public Works Director Paula Brown stated that this will be a quarterly report to Council from now on,and noted
that she would welcome any recommendations from the Council as to changes in format. Stated that the Central
Ashland Bikepath(CAB)is not included,as it is an Oregon Department of Transportation(ODOT)project, but
noted that she has been informed that while it is behind schedule, it is still expected to meet its completion deadline
which is about I month behind the original date. Brown noted that this item was presented for informational
purposes,and that she can answer any specific questions the Councilors may have.
Councilor Reid questioned the moisture problems that had been encountered on the Sherman Street project. Brown
explained that this was originally an in-house project,but was contracted out when moisture under the road required
extra excavation. The project is roughly I week behind at this point,and the moisture problems will add 1 week to
the project and increase the total cost by roughly$20,000. Explained further that the moisture source has not been
identified, but it has been tested and determined to be non-toxic. Suggested that it may be an old cistem,and will
require additional drainage.
City Council Meeting 08-18-98 1
In response to a request from Mayor Shaw to use a more logical organization for the report's format, Brown stated
that she could use a fast track/project management format which would have a timeline layout with explanations.
Councilor Wheeldon inquired about the Airport improvements. Brown explained that the SOREDI grant has not
been accepted yet,as additional funds must be located. Stated that this issue should come before the Council at the
September I meeting. Brown also explained that the cost of the fuel tank replacement project would be split
between the City yard and airport.
Brown noted for Councilor Wheeldon that the GIS study budget totals are uncertain,as there could be additional
add-on's. Stated that there would be an overall proposal for Council later. Explained that this project included a
FTE position,with hardware and software purchase. City Administrator Mike Freeman noted that these projects
typically involve more up-front costs,and that they are gradually assimilated into other departments. Explained that
the added position is currently responsible for database maintenance,and that based on the database other City
departments will build applications.
Councilor Wheeldon requested a CAB budget breakdown prior to the September I meeting on the LID Committee
Report. Explained that she has received inquiries about why the City pays for paving of bikepaths when it doesn't
pay to pave streets,and wanted to illustrate that this project was primarily funded by ODOT.
Brown also noted at Councilor Wheeldon's request that 5 new RVTD shelters had been provided.
3. Presentation and discussion regarding 1,000,000 Solar Roofs and Solar Initiative.
Administrative Services Director Dick Wanderscheid introduced Director of Electrical Utilities Pete Lovrovich and
Angus Duncan of the Columbia Pacific Institute. Explained that Duncan had been looking for a Northwestern
partner for a solar electric program, and thought that working with Ashland would be a successful partnership.
Explained that Duncan had previously met with Mayor Shaw,Councilors Reid and Laws and City staff in April,and
there was a desire to pursue the matter further.
Stated that it is feasible for Ashland to develop this solar program, and it would benefit both the citizens and the
City. Wanderscheid explained that Duncan has looked at resources available nationally while he and Lovrovich
have looked at resources locally. If all parties pulled together,there would be a pool of money available to fund this
technology in Ashland. Noted that the Utility would also need to install solar equipment on the City side to
supplement electricity provided by the Bonneville Power Association(BPA).
Explained that market research will be necessary, and that this will included as part of the community attitude
survey. This research will be used to determine the level of citizen interest in participating in the project and to
identify what costs the market will bear. Also stated that the City will meet with large customers one on one.
Pointed out that available funds should mean that the price can be brought down to a level so that many citizens
would be able to afford to participate.
Lovrovich noted that there was a City policy from 1996 that allows citizens with solar power to be connected to the
City power grid, with the City to pay for power produced beyond what is used. Stated that all utilities need to lead
the way in producing additional resources in order to reduce the greenhouse effect. Emphasized that this project
will work well in combination with other ideas being looked at for the 1999-200 fiscal year, including a potential
solar field to produce power in Ashland.
Angus Duncan from the Columbia Pacific Institute stated there is a great deal of interest and enthusiasm for this
project,both here and in Washington. Noted that he had met with Bonneville Power Administration(BPA)
representatives in Seattle,and with Oregon Department of Energy(ODOE)representatives concerning the Solar
Rooftops program, and they are interested in having projects in the Northwest, and agree that Ashland is an
excellent location. He will be meeting with both again in September to see what sort of help they would be willing
City Council Meeting 08-18-98 2
to offer. Noted that he has spoken with other agencies about procurement partnerships, and many would like to see
projects going on in the Pacific Northwest. Stated that there have been no negative comments,and in some cases
interest has been coupled with a willingness to contribute. Pointed out that there is the possibility for a state tax
credit and even the possibility of some federal demonstration or federal facilities funds to become available.
Explained that the quality of the solar resource here is similar to the best areas in the Northwest,and only a small
step down from the best areas.
Stated that part of this project will involve an Ashland-specific research station. Explained that while solar electric
generation is very costly, costs are coming down dramatically, and substantial orders from larger utilities are leading
to manufacturing efficiencies that could mean a 40%price decrease over the next three years. Looking at costs over
the long-term,solar power runs about 20¢ per kWh,compared to the current cost of 5¢ per kWh,with a 40%
reduction bringing solar costs down to 12-140. Emphasized that maintenance costs are low,and the technology is
reliable,but that few people would be willing to buy-in at these costs. Costs would need to come down to 6-7%z¢
per kWh to appeal to customers who are willing to pay some premium to help the environment. The City's buy-
back and federal and state assistance will help in this regard,and the City could also choose to use part of its public
assistance to support this program further,or increase the buy-back rate. There will be tax credits from the state,
plus ODOE and/or BPA funds. Suggested that the near-term strategy should be to offer a green-power mix to
control costs. This would pull prices down substantially.
Concluded that the next step besides market research would be to talk to interested parties about levels of support
they would be willing to provide, and to seek letters of intent. Will come back to Council with a hard number
proposal and letters from backers.
Councilor Reid suggested working with SOU. Wanderscheid stated that they would need Council approval to move
further. Stated that significant money will be available from BPA,and that there could be a significant reduction in
the City's wholesale rates for funding this program and using green power. Lovrovich stated that BPA would be
willing to participate jointly in a presentation before the Council.
Duncan noted that there is an ongoing solar measurement network through the University of Oregon,and they
would be very interested in bringing research equipment here. This could be a source of research and development
funds from BPA,which has been very supportive of new initiatives dealing with renewable resource projects. Feels
that this could mean a substantial financial commitment from BPA up front,and SOU could be the locus of a
research station,as Councilor Reid suggested.
Mayor Shaw noted that both the weather and the political attitudes that prevail in Ashland would go a long way
toward ensuring the success of this project. Wanderscheid noted that staff was seeking Council approval to actively
pursue this project for inclusion in the next budget cycle, with possible implementation by next July.
Councilors Reid/Wheeldon m/s to direct staff to move forward with research and outreach for this project,
with the intent to begin implementation during the 1999-2000 Fiscal Year. Voice vote: All AYES. Motion
passed.
CONSENT AGENDA
1. Minutes of Boards,Commissions and Committees.
2. Confirmation of Mayor's appointment of Gary Foil to the Historic Commission for a term to expire
on April 30,2000.
Councilors Hagen/Reid m/s to accept the consent agenda. Voice vote: All AYES. Motion passed.
PUBLIC HEARINGS
(None)
City Council Meeting 08-18-98 3
PUBLIC FORUM
Pam Tennity/374 Cambridge Street/Environmental Center Coordinator for Headwaters/Invited Council and
viewers to Headwaters' Festival for the Creeks, a new program to raise public awareness of issues around living on
and in an urban stream system. Explained the event and left brochures.
Bob Taber/97 Scenic Drive/Discussed a letter he had sent to Director of Community Development John
McLaughlin and Southern Oregon University(SOU) President Stephen Reno. Explained that the Planning
Commission had been looking at an SOU application to demolish four units of affordable housing to provide more
parking spaces on campus. Concerned that approval is automatic because the project was part of SOU's master
plan. Stated that such a project should not be approved when it results in the demolition of low cost housing and
contradicts the City's Transportation Plan. Attempting to solve problems by paving is an aggressive and
unsustainable strategy, and not what he would expect from SOU. Feels that this should have been an opportunity
for administration,staff and students to respond with a responsible and sustainable action. One possible solution to
SOU's parking problem would be to require that all vehicles parking on campus have at least two occupants. This
would not only help solve the parking problem, but it would reduce auto use and traffic congestion City wide,and
would also reduce air pollution. Believes that since his letter received no response,the Planning Commission
reviewed and approved this project. Stated that it is his hope that a way can be found to change SOU's master plan
in order to prevent automatic approval,decrease auto use, and increase the availability of low cost housing in
Ashland. Feels that the City and the University should scrutinize the parking issue more seriously.
Cate Hartzell/881 E. Main/Thanked the Council for its support of the Water Advisory Group(WAG).
Emphasized that the presentation by Carollo Engineers during the study session earlier in the evening was the same
one given to the WAG almost a month ago. Concerned that the consultant has not incorporated the suggestions and
questions of the citizen advisory group. Urged Council to watch the progress of this project carefully, as she
believes that the preliminary conclusions have been reached too quickly and have not addressed issues raised by the
WAG. Emphasized that she appreciates the level of curiosity and concern exhibited by the Council in their
questions. Also raised the issue that those in the audience, even in the front row, cannot hear the presenters.
Suggested that staff look into adding inexpensive headphones where there are jacks available as part of an interim
strategy to improving the Council chambers' sound system.
UNFINISHED BUSINESS
(None)
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
City Administrator Mike Freeman noted that the double entries on the second page will be corrected.
2. Request from the City of Talent for Council approval of contribution to Jackson County Animal
Shelter for new cooling system.
Freeman noted that concerned citizens had brought this issue to his attention,and he had suggested letter to Mayors
around the valley to bring attention to this issue and request assistance. Noted that one alternative available to
Ashland, as the only municipal electrical utility in the valley,would be to contribute the electrical expertise of its
electricians and inspectors to design and wire the new cooling system as an in-kind donation. Mayor Shaw noted
that in the past, she has suggested to the valley's Mayors and County Commissioners that pet food be taxed to
support this facility. Councilor Hauck stated that he likes Freeman's suggestion of an in-kind donation, but he
would like to see the City provide $300-500 from contingency funds.
Councilor Wheeldon stated that she would like to be sure that the air conditioning system is taken care of in the
rental space the City uses to house its Public Works department.
City Council Meeting 08-18-98 4
Councilors Hauck/Hagen m/s to donate$500 to the Jackson County Animal Shelter for the new cooling
system,and in-kind services as staff time allows. Voice vote: All AYES. Motion passed.
ORDINANCES.RESOLUTIONS AND CONTRACTS
1. 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."
Councilors Hagen/Reid m/s to adopt Ordinance#2827. Roll call vote: DeBoer,Wheeldon,Hagen,Hauck,
and Reid, YES. Motion passed.
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."
Councilors Wheeldon/Hauck m/s to move the ordinance to a second reading. Roll call vote: Reid,Wheeldon,
Hagen, Hauck,and DeBoer, YES. Motion passed.
3. First reading by title only of"An Ordinance Amending Section 9.20.030.A of the Ashland Municipal
Code to Permit Meat to be Packaged in Styrofoam."
Councilors Reid/Hauck m/s to move the ordinance to a second reading. Discussion: Councilor Reid noted
that this issue came before the Conservation Commission,and that she and Administrative Services Director
Dick Wanderscheid had accompanied members to Buy Rite Market,where meat was received in styrofoam,
re-packaged,and the styrofoam disposed of. The Conservation Commission debated this issue at length.
Emphasized that the Styrofoam Ordinance has been a big success in removing styrofoam from the
wastestream, but the Portland ordinance that it was modeled after does not include meat packaging. As it is
now,styrofoam is going into the wastestream,and other products are being used to replace it as well. Stated
that the Ordinance is still valid and important,and that this amendment is merely a correction. Roll call
vote: Hagen,Wheeldon, Reid,DeBoer,and Hauck,YES. Motion passed.
Councilor DeBoer noted that he had read that the breakdown of styrofoam is now quicker than that of plastic.
Wanderscheid noted that the ordinance intent was to deal with concerns over chlorofluorocarbons(CFCs)and to
reduce litter. Explained that the Portland ordinance applies only to prepared foods,and not to meats. Stated that he
would look at available research to compare the breakdown of plastic versus styrofoam. Councilor Hagen explained
that even though new blowing agents used in styrofoam production are not CFCs,they are still greenhouse gases.
Councilor Wheeldon questioned the possibility of pursuing delivery of meat in non-styrofoam packaging.
Councilor Reid stated that this had been explored, but that it would be interpreted as interference in interstate
commerce.
Mayor Shaw noted her concerns that some stores with in-house packaging will revert back to using styrofoam,and
questioned if there might be a way to limit this ordinance to meats received by stores already packaged in styrofoam.
Wanderscheid explained that in fact,plastic has been determined to be an inferior way to package meats, as
polystyrene is more breathable. In addition, in most cases meats are brought in already packaged. Stated that the
Conservation Commission had tried to deal with these issues. Explained that they would like to look at what
happens based on this change after it has been in effect for six months. Mayor Shaw noted that recycled pulp meat
trays are available,contain fewer chemicals than the meat or fish they are designed to hold,and that Albertson's was
rumored to be looking into their use throughout there franchise if they were successful in Ashland under the original
ordinance.
Councilor Reid noted that presently,chicken delivered packed in styrofoam is removed and re-packaged,and this
greatly reduces the shelf-life as it is exposed to numerous contaminants through re-packaging.
City Council Meeting 08-18-98 5
4. 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."
Director of Community Development John McLaughlin provided background information, and explained that a
public hearing would be set for October 6`". Since Council's direction that staff proceed with this project, they have
prepared estimates, done preliminary design work,and met with the Alstons, the Homeowners' Association, and
some potential purchasers of the Alston property in order to address the concerns of all parties. Emphasized that
while a complete agreement has not been reached at this point, all parties could bring their comments and concerns
to the public hearing. Pointed out that a letter had been received from David Williams, of the Park Estates
Homeowners' Association, raising two concerns. To address the Association's concerns over the cost of the
proposed improvements,they will be meeting with Public Works Director Paula Brown. McLaughlin stated that the
other concern, which centers around the timing of the actual implementation of the improvements,could best be
addressed by the Council's direction to staff at the public hearing. Explained that the Association would like the
actual improvements to wait until a development plan is in place for the property. The Alstons,however, have
expressed their concern that the improvements need to be in place before they can sell the property to someone who
would be interested in developing it.
Councilor Reid questioned whether rumors that City staff had informed prospective buyers that they would have to
pay for improvements themselves were true. Also inquired about the points of disagreement if all parties were at the
table. McLaughlin explained that there have been about four hours of meetings to this point. The Park Estates
homeowners recognize their responsibility, but there are small issues remaining that might be resolved over the next
month, prior to the hearing. Stated that when potential buyers had expressed concerns over Ashland's LID process
with the difficulties and delays brought about by remonstrance,they were informed that another option would be to
pay for the improvements themselves to avoid any delay. The concern over possible delays as part of the present
LID process is a factor in the Alstons difficulty in selling the property. Stated that staff recommends adoption of
the resolution before Council, setting the public hearing and continuing discussion. Said that by the time of the
hearing,the remaining issues may be resolved or they may need to be decided by Council at the time of the hearing.
McLaughlin confirmed for City Administrator Mike Freeman that issues raised by the homeowners about road
design had just been brought up,and would be discussed.
Councilor DeBoer questioned the nature of the pre-sign agreements. McLaughlin stated that they are standard
agreements, but that they were signed by the developer at the time of development and attached to the individual
deeds of each property. Homeowners have assumed responsibility for improvements at the time they purchased the
properties. Discussed whether this would suggest City participation in improvements under the proposed new LID
policy. McLaughlin stated that this was a Council decision, but that his feeling was that it would not qualify.
DeBoer concurred,and stated that he was opposed to the improvements without a development plan. Councilor
DeBoer suggested that the agreement is conditional to a development plan, and urged Council to defer the LID until
a plan is in place.
Councilor Reid expressed her concerns with delaying the start of the six-month remonstrance period. City Attorney
Nolte stated that the Homeowners' Association would be in favor of the formation of the LID, provided that the
actual improvements were not made until development was planned. Explained that Council could make
improvements conditional to a development plan when the LID is formed, and with that condition in place the
homeowners would be willing to waive their right to remonstrance. The LID would be formed and in place at the
public hearing. Mayor Shaw and Councilors Reid and Hauck indicated their approval of this option. Councilor
DeBoer stated that he would like to postpone the hearing until there is a development plan and have staff continue
to seek agreements not to remonstrate from property owners.
City Council Meeting 08-18-98 6
Councilors Hauck/Hagen m/s to adopt Resolution#98-19. Discussion: Mayor Shaw explained that in a
typical situation,the fact that LIDS are attached to development is one of the issues that draws objection. In
this case,the improvement is pure,would fix a loose end,and has no development attached to create side
issue problems. Roll call vote: Hauck,Hagen, Reid,and Wheeldon, YES. DeBoer,NO. Motion passed 4-1.
OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor Reid questioned whether an agreement with Talent Irrigation District(TID)has been signed. City
Administrator Mike Freeman stated that a memorandum of agreement between TID and the City had been signed
and sent to the Bureau of Reclamation (BOB),and the City is now waiting for BOR response. Public Works
Director Paula Brown confirmed that this dealt with the 1965 agreement for a water right of 795 acre feet,that
response was expected from BOR in 2-3 months,and that they were able to change the delivery date in the
agreement.
Councilor Wheeldon briefly discussed Bob Taber's comments from the public forum. Noted concern that this
project involved 80 spaces,as it was her understanding that there were only 30 spaces in SOU's master plan,and
that Council had a commitment from SOU not to build more. Suggested looking at the SOU plan in light of the
City's transportation element. Director of Community Development John McLaughlin noted that Council had
adopted SOU's Plan 2000 as part of the City's Comprehensive Plan. The area under discussion had previously
been planned as parking and was put off for a time. However, new buildings that have been constructed necessitated
more parking spaces leading to the project Mr.Taber discussed. McLaughlin emphasized that by City ordinance, if
an item is in the adopted Plan 2000,the City shall approve it, and also noted that a permitted use cannot be denied.
Suggested that policy changes be discussed with the SOU administration. McLaughlin confirmed for Wheeldon
that there are more parking projects included in SOU's Plan 2000.
Councilor Hauck noted his disappointment that houses were to be demolished as part of the SOU parking project,
when they were usable and could be moved. Pointed out that in a similar project by Providence Hospital in
Medford recently, houses had been donated to Habitat for Humanity and relocated. McLaughlin stated that Bruce
Moats of SOU had indicated to him that they were attempting to move these houses rather than demolishing them.
Councilor Wheeldon requested that several questions be considered in preparing the Water Master Plan: What
sociological factors come into play in the model being used,besides conservation? Where is the water used by the
City coming from,and what resources are being depleted by its use? To what extent could we draw from the
Ashland Watershed without damaging it? Why is it not feasible to build more storage? (It was explained that
permitting was the problem behind dam construction for in-channel storage.) Mayor Shaw asked for confirmation
that 1930 numbers were being used as a baseline. Stated that the City could use all of the water in the watershed
without adversely affecting the watershed itself,but effects of such usage would be felt downstream to Bear Creek
and the Rogue River. Public Works Director Paula Brown stated that she would look into these issues further and
bring information back to Council.
Councilors and viewers were reminded that a City Council study session was scheduled for Wednesday,August 19,
1998 at 12:30 p.m. in the Council Chambers to discuss Wastewater Treatment Plant(W WTP)Off-Site
Infrastructure,Oak Street traffic calming measures,and a request for the closure of Winburn Way on Sundays.
ADJOURNMENT
The meeting was adjourned to Executive Session at 8:43 p.m., pursuant to ORS 190.660(t)(e),for discussion of real
estate issues. Mayor Shaw noted that the press was welcome to attend,but that they could not report on the
proceedings.
Barbara Christensen,City Recorder Catherine M.Shaw,Mayor
City Council Meeting 08-18-98 7
Council Communication
Administration
September 1, 1998
Title: Report on financing the Local Improvement District Committee
recommendations.
Submitted by: Mike Freeman Jill Turner
Approved by: Mike Freeman AAt
Synopsis:
In 1998, the City Council adopted a goal of evaluating the City's process for local improvement
districts or LID's. The Council formed a committee made up of interested citizens who worked
for around six months to develop a recommendation to the Council. The committee report has
been sent to the Council previously.
Recommendation:
Staff recommends that City Council make a motion to approve the LID committee report and to
direct the staff to prepare a long-range plan to finance the unpaved streets in the community
using in-house public works crews and an annual appropriations of capital funds.
Background Information:
The City of Ashland has long relied upon local improvement districts to finance street, sidewalk
and storm drain improvements in residential areas. Over the past few years in particular, as
project costs have risen,the LID process has become contentious one and has lead to a great deal
of controversy in the community. Subsequently, the City Council adopted as one of its goals the
need to look into the use of this mechanism to finance public improvements.
The issue the Council has asked the staff to address is how to pay for the estimated $200,000 the
City would need to contribute to meet the 40% match for LID projects. The staff recommends
that in-house City crews be used to over a ten year period to pave dirt roads. City crews will be
able to perform the paving for many of the streets that need to be paved, but not all. City crews
typically do an excellent job of paving certain types of streets. Streets that require more
engineering, have difficult grades, difficult conditions, etc., or streets over $125,000 will be bid
out for construction. The City then will not be required to come up with $200,000 cash, it may
have to come up with $75,000 to $100,000 per year. The remainder will come from contribution
of the in-house crews.
For example, assuming that the City identifies $500,000 in projects annually,here is how the
financing would work. The total City participation is still $200,000, but the City only need come
up with $100,000 in cash annually.
In-House Projects - 1999 - 2000 Contracted Projects - 1999 - 2000
Total Cost: $250,000 Cost: $250,000
City Cost: $100,000 (labor, materials, City Cost: $100,000
equipment of in-house staff)
There has been some concern regarding the ability of the City to fund the $200,000 annual
contribution for LID's. It is the staff's opinion that the paving of unpaved streets is a high
priority and funds should be allocated for this purpose. At the same time, the staff also believe
that it is cost effective and efficient to allocate internal resources from the Streets Division to
meet this important transportation and environmental concern in the community.
SUMMARY OF UNIMPROVED AND U N DERI M PROVED STREETS
AND TO C05T5 TO IMPROVE TO CITY STANDARDS
August 1998
Revised Costa
Total Cost City Share to Residents
5ummary Cost
Cost to improve Graded and Drained Streets $358,460 $115,322 $243,138
Cost to improve Granite 5ufaced Streets $5,385,120 $1,811,889 $3,573,231
Cost to improve Oil Surfaced Streets $251,599 $82,614 $168,985
Cost to improve Unimproved Streets(U.` ) $78,336 $25,728 $52,608
$2,035,553 $4,037,962
TOTAL Costs to improve Unimproved and Underimporved Streets $6,073,515
(note:costs to improve unopened streets deleted)
poori le extra
numb total cnr, nnrt two Ci
Number of Projects to be completed in the next 5-10 years 41 $3,603,229
Number of Projects Requiring more than$4,000 per lot owner 24 $647,961
Number of Projects Proposed for City Construction 29 $1,536,229
Number of Projects Proposed to be Contracted Out 12 $2,067,000
Number of Projects to be completed beyond 10 years 18 $2,470,286
Number of Projects Requiring more than$4,000 per lot owner 11 $1,037,940
Number of Projects Proposed for City Construction 11 $520,086
Number of Projects Proposed to be Contracted Out 7 $1,950,200
Estimates are based on the following assumptions for costs:
Improvements include curbs and gutters on both sides of the street,curb
inlets with 12"storm drain,catch basins(8 basins for every 1000 ft),4"asphalt
mobilization,site work, manhole(2 for every 100(7)and water valve(6 for
every 1000')adjustments,and engineering and administration costs(20%).
All are subject to individual site conditions.
20'Street with out sidewalks $104/LF
20'Street with oidewalk $135/LF
22'Street with sidewalk $139/LF
24'Street without sidewalks $132/LF
28'Street with sidewalk $153/LF
36 Street with sidewalk $178/LF
s s sss s s
O V W fV O � P O Q V7
y o W eev�o `e� Koe � r �±oo rn.�eQ W W rv�,P �?eao .. v��,oPVk � �neP .. �W m W bP
0 = m O
E H H H H H H H H H H H H H H H H H H H H H H H H y H H H H H H H H H H H H H H H
w .O.
u
vJ u m N r ^
O V
O
h ? y h W do Q b r W W W W Q W R O n m yQ W P b N W N P W V1 Q h CO
a ^ H H H H H H H H VI K W W K H H H fmA H H K H H H H V1 H W H H H W H K W H y Q
Q H
a
5t Li m M h Vi N b S O N M h I�SW h �Oy h}r ndr Pym 1� b W b l� O M n�r h ^ QyaO P Vl b h P 1�
� (J rt0 ry v1yN b OR�'OFM h�l�{` N�yvf�vf��/1tl�HM1�vf�vfZ>�'NQ o0h3. NN 0��+ 0 O' O'v� O P M N
kl�� 4 �H�H H HRH H H -�H H�H�H H HLH H 61,H 4kH t°'yH Vi H H�H H HdH H H H H Vi VVVAAAiii H H H H.ey,
J
M
A ;',
^�P W
Y t�b h m W C 0 0 h P I�W e 0 h N ri O N P o m 1� W n'.vi r N t�1 N N e0
n H H H H H H H H H H H H H H H H H H H H H H H H H H H mH H H H H H y H H H H H
W
C ma
C m C V V eeTT CC
V 1 Q r m H H H H H b W W WH c�i y �O 1- P v i y�D�D�D NH m �Q H H b P H H H P H H b W H �H
y
Q b O N O �O O Q Q W Q O W b W O N W W W Q eyf W W O Q N m y O N N N O N Q N N W N W b
U y Q P b O W g U P<n a R n vQi N N ?<<N V-- n N O O R C N T V O OW. O P vQi U P M
H N N H H H H Vf H H H H H H H H H H H H H H H H H H H H H H rH H H H H H � H H
y h O O O O h O O O O h O O h h vl O O O O O v1 O O h VlO ^ O O h h O h O O O O O O N O
h W N T N N b h N lO t� b O h W W h Q Nt O h r W N P
n N Q Q b Q N N ^
V b H H H H H H H H H H H H H H H H H H H H N H H H MH H H H H H H H
H H
O W h O O b 0 h 0 0 0 O h O O h h of b O O O N h O O h vk O P O O h h O h 0 0 0 0 0 0 P O N
12 Q N N P P h a h N h ?P P b P P a h
E Q N a rb�1 b r a vmi b �O T N b hR vmi b M b h C < 00o N y h b?(� OC b ti O r � � U m b rh�f S V b M N N O
H H NH H H �H H H rH H H V i H H H H V f H H H H H V i �H V i H rH H QH H NH H H H rH H f I f H H NH �O
50
6.0 C v C y Y C C C
O N C N O ry N N
1!1 T
N
O h ,yr., O b M r W h h N 0 0
0 0 0
W O 9_ W '? < Q Q Q Q v01 M O p Q Q V b N Q b Q Q Q N Q Q Q N 0 W Q O
Z
x a
O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o m o
F. .5
U
O T u U L Y U
a b g Ngv3 9 �yga5 � bg � a
� � c �
F. ¢ ¢ ¢ ¢ mmUW u7 2ZOaaaaaac. a` CV� v� inF333i:. ¢ V �n3aV
Q a= c
LI) C €
� F
0 0 � YI O O � b 0 0 ^ h Yl O Vl h 1n
L W W Q YI W a O VI N N W O N n b d
3 H H H H H y H H H H H H H H H H
w Q
y
O V
iC tr"
N
m W h ^ N O b N O ^ h W O o n b W
V1 ^ d V d M h Q N N Vl N O V1 M b n O
uF brnry ban Q n Ana W m v 11hm h a e
o0
a
(�
y y H H H H fhgH H H H H H H H H H H H H H b
cC } H
L �nMN a a h a0 oC O d a O 5O0 h 00 O O'�H11 i�ttj W
N O hQ N b M O d n N h `N1 nNh m mI �1 n
O Oy}On n bb h n O Q N 44h�m b OZO i ii a?
U
O h j.Q h N O n H H N m Hp n d H H H Q m
F H H H H 12 H H H H H yey .t yH.sss; b f9 .
C as aah " ad abO -- O n W a a
W
d N W 0 0 0 W n W h W h W h O O b W h
N H
u h ^ O O O O Q N W O O h Q O b N h O O
U v y d m N W N CO Q M n N W h Q V N P N O
Y O O O O O O h O O O h O Vl O b O O h O
f0 x H H H O O O n n W H n H n h n O b n vl
ii M N W V1 d W W
H H H
y W W N O O O O
a O Q �O 17
O� �O a a Q w h N
N a
^ O W
E n N W W W N N W h O M N N M N ti n
!W2 p f 9 H H H H H H H N
U �^
N N N N
O m
(� o� u
,;; 0000eoo � ohon oonono o
O m3 '5 d
� a
W 0 0 0 0 0 0 0 0 0 0 0 0 0 o ry o 0 0 0
W w w u
a o ° � ga' � ¢ , go vvAdv
W ti s M Z r
o o a 5 0
F a" ¢" a° w°OV S � � ar° S Fzm3zF v
q
> w
mmm m G7 LL 07 G7610] UUUU V U W°
0. `+
d ^ N N N m d d N
a
MINUTES FOR THE SPECIAL STUDY SESSION
ASHLAND CITY COUNCIL
August 18, 1998
CALL TO ORDER
Mayor Shaw called the meeting to order at 6:09 p.m.,at the Civic Center Council Chambers.
IN ATTENDANCE
Councilors Reid, Hauck,Hagen, Wheeldon and DeBoer were present. Staff present included: City Administrator
Mike Freeman,Assistant City Administrator Greg Scoles,Administrative Services Director Richard Wanderscheid,
City Attorney Paul Nolte,Public Works Director Paula Brown,and Director of Community Development John
McLaughlin.
STATUS REPORT/PRESENTATION ON THE DRAFT WATER MASTER PLAN
Public Works Director Paula Brown presented the City's consultant on this project, Ken Wilkins of Carollo
Engineers. Brown explained that this presentation was to serve as a check-in on the status of the project to date.
Also noted that the date for a decision on the Talent-Ashland-Phoenix(TAP)Water Intertie Project has been pushed
back until December of 1998. Brown noted that several members of the informal Water Advisory Group(WAG)
were present in the audience, and explained that the WAG had held several productive meetings. Stated that public
forums were tentatively scheduled for September 24'and October 8'",but emphasized that these dates could change
and that more forums could be added if they were necessary. Brown concluded that Wilkins would update the
Council on the project status,explain factors that would influence project decisions, and note where the project
would be going from here.
At Mayor Shaw's request, Brown explained that the document presented to Council was a draft and not in a final,
public format. Clarified that a decision on the entire TAP intertie project is not needed until December of 1998, and
so she would like to have a decision on Ashland's participation by November of 1998.
Ken Wilkins of Carollo Engineers provided some background information,noting that previous plans have indicated
the need for additional water supply sources in the past. This project is intended to update the work from previous
plans and explore alternatives that are currently available to the City. Emphasized that work is underway. Noted
that he would be explaining work done to date,and what will need to be done in the coming months.
City Administrator Mike Freeman explained that the project is now far enough along to let the Council know about
the methodology being used and the underlying assumptions,and get the Council's approval to continue with the
evaluation. Freeman emphasized that the underlying assumptions drive everything, and they need to be accepted by
the Council before the project moves further.
Wilkins explained that the staff report to Council excerpted a draft technical memorandum from Carollo, and
emphasized that he could provide the complete document at Council's request to clarify things. Noted that he
would welcome questions during the presentation.
Wilkins briefly explained that the work being done involved identifying capacity of the supply and projecting future
demands to determine the deficit that would exist over time. With this in mind,supply alternatives will be evaluated
to meet the deficit,and a preferred alternative will be identified. Emphasized that the project has a strong public
component,and that they are working with the WAG,and have public forums scheduled later in the project.
Noted that the work is essentially a straightforward look at supply and demand,based on a comparison of the worst
case drought scenario supply to the projected future demand. Explained that this was accomplished by looking at a
current baseline per capita consumption rate,and determining future demand based on population projections. The
worst case drought scenario was identified by looking at the City's history.
Ashland City Council Special Study Session Minutes 08-18-98
1
Explained that demand for the `96-`97 Water Year indicated an average per capita consumption of 148 gallons per
capita per day(gpcd). Future demand was then projected from this number. Noted that the City's demand has
followed this trend for 3-4 years,and Carollo feels it is a reasonable basis for projections as conservation measures
initiated in 1992 have had time to take effect and are reflected in the demand. Also noted that this demand
compares to other cities with a similar combination of population, mixed commercial/residential make-up,and
climatic conditions. Emphasized that these numbers are important as they affect the final determination of a future
deficit. Explained that while there may be some further decrease in demand due to conservation measures,further
decreases would be difficult to quantify for the time horizon involved.
Councilor Hagen asked for clarification on California communities mentioned in previous discussions which had
demand closer to 110 gpcd. Wilkins explained that these numbers were for South San Francisco,and while its
make-up is similar to Ashland,the number was strictly for residential use. System-wide it would be closer to 125
gpcd. Also emphasized that the climate there is much cooler in the summer,and there is much less need for outdoor
water usage. Mayor Shaw requested numbers from the cities of Walnut Creek and Lafayette,as these communities
are more similar in climate and conservation measures to Ashland. Wilkins stated that he could get these numbers,
but that he assumes they would be close to 150 gpcd. Councilor Wheeldon requested that any numbers provided
include combined commercial and residential figures. Wilkins confirmed that the 148 gpcd for Ashland includes
both commercial and residential figures,and also takes into account variables such as system leaks and inaccuracies
in water meters.
Councilor Reid questioned how the figures being discussed would differ from those projected by Synergic
Resources Corporation(SRC)in their study for the City. Administrative Services Director Dick Wanderscheid
stated that he believes SRC used figures from R.W. Beck, Inc.,which were not a gallons per capita per day demand
figure. Wilkins said that his feeling was that at the time of that study,the number would have been closer to 175 or
even 180 gpcd,as it was prior to the implementation of conservation measures. Stated that conservation measures
have been successful and had significant effect on demand.
Wilkins continued that the consultants are working with the WAG,and are looking at underlying assumptions.
Emphasized that if they err on the wrong side, the error is compounded over time. Consequences are more severe if
the estimate is low,and if it is high it merely extends available capacity as insurance beyond the original planning
horizon.
Explained that scenarios are looking at a time horizon to 2020 and 2050,and are looking at growth rates of 1.0%
and 1.4%. The difference in these growth rates is significant as it is projected over a 50 year period. Councilor
DeBoer questioned whether projected demand included no further reduction for conservation efforts,and Wilkins
confirmed that no further reduction was projected. City Administrator Mike Freeman asked for population numbers
at the end of the time horizon in 2050. Wilkins noted that with a 1.4%growth rate,the population would be roughly
35,000 by 2050,which he said was a reasonable figure. With a 1.0%growth rate, population would be a little over
29,000.
Wilkins explained that in determining supply,they had looked at historical precipitation amounts and stream flow
figures,and concluded that 1930-31 was the City's worst drought. Noted that there were severe drought periods in
1976-77 and in the 1990's, but there was no USGS gauge data for the 1990's. With this in mind,the figures for
1930-31 were used as a base for the worst case scenario.
Councilor Hauck questioned calculating a potential deficit based on a comparison of worst case supply versus the
largest projected population, and asked how this methodology would compare to previous studies and planning
efforts. Wilkins stated that they were similar,but not the same. 1930-31 conditions have about a 1%chance of
occurrence in any given year,whereas the conditions used by R.W. Beck had a 2%likelihood in a given year.
Wilkins continued by emphasizing that the undersized reservoir is the weak link in the current system. The project
is looking at how the reservoir's capacity would fair under the worst historical conditions. Emphasized that
Ashland City Council Special Study Session Minutes 08-I8-98
2
conditions could potentially be worse than the historical worst case. Wilkins stated that this study is more
conservative than those done in the past,but that there is not a great gain in supply for 1% likelihood versus 2%.
The more conservative methodology would merely buy a little more cushion.
Wilkins presented a graph illustrating supply shortfalls for 2050 population projections. If growth were 1.4%,there
would be an 800 million gallon deficit in a drought,versus a 400 million gallon deficit for 1.0%growth figures.
Explained that the difference in deficits for the two possible growth rates will begin to become noticeable in 2020.
The reservoir is simply not big enough to meet future needs,and this is not an uncommon problem for older storage
facilities.
Presented a supply analysis graph which showed demand versus total supply,month by month for the 1%growth
rate. Explained that this was a dynamic model looking at all variables, including TID water and the reservoir.
Noted that because of reservoir capacity,water is lost from the system when it overflows into the Creek. Presented
the same analysis for the end of the planning horizon,noting that while the system produces a lot of water,there are
many deficit periods toward the end of the time horizon,which will mean a substantial deficit. Emphasized that
during the summer months,drought conditions could drain the reservoir in 1-2 months.
Wilkins stated that based on the same analysis,the deficit could be shaved off enough to squeak by with 25%
demand curtailment in the summer. Emphasized that while curtailment has many advantages, it is at best fragile to
plan based on curtailment efforts. If curtailment targets are missed, it leaves you in a much worse situation than had
been planned. Explained further that 25%curtailment for the months of May through September would bring the
total demand to 128 gpcd,representing a 13%total reduction. This is a significant amount when looked at in the
planning process, as it could mean a difference of as much as 30 gpcd.
Mayor Shaw questioned numbers from previous periods of curtailment in Ashland. Wilkins noted that demand was
not significantly reduced by curtailment during the past 3 years. Mayor Shaw emphasized the need to look at
numbers from past curtailment efforts. Administrative Services Director Dick Wanderscheid stated that the years to
look at would be 1992 and 1994. Stated that Finance Director Jill Turner should be able to provide numbers for the
curtailment period in 1992.
Councilor Reid asked whether there would be a later presentation to complete the information being presented.
Wilkins explained that the consultants are working with the WAG to address the issues raised, and to find
assumptions that the Council can live with. Stated that they will come back to Council with more information at a
later date. Mayor Shaw emphasized the need to look at accurate curtailment numbers from similar California cities,
and suggested that the cities of Walnut Creek or Lafayette, California would be good examples to use in looking at
worst case projections. Wilkins stated that in general, 10%curtailment represents voluntary curtailment measures,
and 25%curtailment is at the upper limit of rationing. Noted the difficulty in using greater curtailment figures in
planning.
Mayor Shaw noted her concern about planning for a worst case, if it would occur only occur rarely,without looking
at projected responses to curtailment. Recognized that scenarios are once in a great while, and that weather patterns
are changing, but stated that she would like to look at the possible effects of curtailment on the demand numbers for
the worst case scenario. Wilkins stated that curtailment must be factored into long-term planning,and that to be
effective curtailment must be implemented before a period of greatest need is reached.
Councilor Reid questioned if the projections were taking into account the mandated necessary water reserves
required for fire suppression. Wilkins stated that these reserves have been looked at,and that it looks like the City
is in good shape in that respect. Emphasized the difference between storage and distribution within the City's water
system.
Ashland City Council Special Study Session Minutes 08-18-98
3
Wilkins stated that they have looked at alternatives including conservation, reclamation,alternate supplies,alternate
sources, and additional storage. Noted that additional storage in 1998 is not realistic alternative, for a variety of
reasons. Stated that the next steps were to look at issues of technical feasibility,and"soft" issues such as
environmental concerns, interagency agreements,socio-economic factors, and costs. From there,alternatives will
be ranked to identify the preferred option. Emphasized that this will involve the public input process.
Explained that this would involve confirming demand assumptions,working on supply alternatives, and refining the
project. Stated that the public process will be initiated, and that they will bring more refined information back in an
update for the Council.
Councilor DeBoer asked whether the consultants are looking at the potential failure of the water system based on
the potential of a catastrophic fire in the watershed. Wilkins stated that this would be addressed,and that there were
water source possibilities such as treating groundwater from wells. Stated that the primary concern was to took at
the reliability of these possible sources.
Councilor Hagen pointed out the need to focus on the difference between indoor and outdoor water usage. Urged
that the public be made aware of this issue. Mayor Shaw raised the issue of in-fill that occurs with growth,which
would mean smaller yards and reduced domestic water usage with the 1.4%growth rate. Suggested that consultants
_ - try to be-sensitive to such issues in their demand analysis.-Wilkins stated that they have looked at this-issue-,-and are --
looking at curtailment and water usage. Councilor Hagen re-emphasized the need to communicate the difference
between indoor and outdoor water usage to the public.
ADJOURNED
The meeting was adjourned at 7:00 p.m.
Submitted by Derek Severson,Assistant to the City Recorder
Ashland City Council Special Study Session Minutes 08-I8-98
4
MINUTES FOR THE SPECIAL STUDY SESSION
ASHLAND CITY COUNCIL
August 19, 1998
Civic Center Council Chambers, 1175 E. Main Street
Mayor Shaw called the meeting to order at 12:35 p.m. Attending: Councilors Hauck, Hagen, Wheeldon, Reid,and
DeBoer;Staff:Olson, Brown, Scoles, Wanderschied,and McLaughlin.
1. Review of current status of the Oak Street Sidewalks and Traffic Calming Project.
Public Works Director, Paula Brown and City Engineer,Jim Olson reviewed the current status of the Oak Street
Sidewalks and Traffic Calming Project. Items for recommendation included elimination of the traffic islands/tree
wells; use of rubberized speed hump devices and installation of curb extensions and raised cross-walk at Crispin
Street.
Olson explained that during the month of July, a traffic study on the intersection of Oak and Hersey Streets was
conducted. Stated that in order to be considered by Oregon Department of Transportation for a traffic signal
__. ____installation there-needs.to.be_l.l warrants.considered and.provided counciLwith the-list-of thesewmants-with
description of each warrant. A signal is warranted when any one of the 11 warrants are met. Current traffic records
indicate that 5 accidents have occurred during the past 12 months. According to the criteria,the intersection at Oak
and Hersey Streets do not meet the requirement for 80%of the minimum traffic volume. Commented that,although
a traffic signal is not warranted at this time,the warrants were very narrowly missed under two of the categories.
The warrants for a 4-way stop, however,are fully met and it is highly recommended that this be implemented as
quickly as possible.
Brown explained that the proposed 4-way stop would be constructed with bays due to the traffic volume on Hersey
Street.
Additional recommendation by staff is to allow truck traffic back on Oak Street. Brown stated that with the calming
devices being constructed on Oak Street,this would slow local truck traffic. Wheeldon brought attention to
comments made by neighbors regarding truck traffic in the neighborhood. Brown reported that the truck traffic
would be monitored and that they would continue doing traffic studies.
Director of Community Works,John McLaughlin explained for council that plans for the Nevada Street bridge is
included in the long range plans for the North Mountain neighborhood plan.
Olson explained to council that staff would continue to work with the neighborhood as plans are mapped out.
Addressed concerns for council regarding possible vandalism to proposed portable speed humps,explained that the
speed humps are very heavy and will be bolted down into the asphalt.
Brown stated that staff will continue toward the final design and will keep council updated. Explained that when
there are specific concerns or issues that involve the neighbors,they will be contacted directly. City Administrator
Freeman requested that the neighborhood be made aware that this plan has been approved by the Council.
Olson commented on some difficulty and concerns by Oregon Department of Transportation regarding the street
design and staff is continuing to meet these concerns.
Council agreed that it would be best to lift the load limit for truck traffic as soon as traffic calming portion of the
project is completed. Councilor Hagen commented on his support of"neck downs"and how this naturally
developed traffic calming.
Council Study Session 8-19-98 Page 1
Wheeldon would like to have some discussion in the future with staff and neighborhood regarding signage which
creates an entrance to the neighborhood and how this would look. Would also like to know more about lighting in
the neighborhood.
Hagen strongly suggested that the police department be brought into the planning process for their input regarding
traffic calming and enforcement of traffic speed. Shaw commented on the accurate and interesting police
information provided in the packet.
2. Status Update on the Off-Site Portion of the Wastewater Treatment Plant Improvements.
Paula Brown, Public Works Director updated the Council on the current status of the improvements and explained
that this session was intended to allow council members to ask questions of staff. The project is approximately 60%
completed and is expected to be finalized in February 1999. Explained portions of the off-site spray irrigation and
bio-solids management and reuse programs.
Commented on concerns raised by the property owners in the neighborhood which included possible odor problems
and access to the site. Explained that the odor concern had been addressed and that the City has received approval
for use of the access under the freeway,which will be further away from the land owners.
Brown explained that it was determined by Jackson County that it was not necessary for the City to obtain a
Conditional Use Permit. Felt that it was important not to cut-off communication with adjacent property owners and
would like to continue to work with them. Explained that concerns regarding run-off have been addressed and
stated that run-off should not occur and is not acceptable by DEQ or by the City of Ashland. Encouraged council to
tour the area.
Brown explained for council that there had been a study done on the potential for crops on the property and
discussion of possible wetlands. It was determined that the soil on the property and weight may make it possible to
grow poplars. The use of wetlands and spray irrigation is based on weather conditions and run-off. Explained the
location of, and the look of, proposed ponds and how it may effect adjacent land owners.
Explained for council that there is no intention to spray on Hanbry Springs and has little information on this spring.
Commented that the neighborhood concerns regarding T.I.D.has been discussed and will be monitored.
3. Request for Closure of Winburn Way on Summer Sundays.
Public Works Director, Paula Brown explained to council that this request came from Mr. Frank Binelle through
the Traffic Safety Commission. The main concern by Public Works,after talking to Parks Department and Police
Department,has to do with enforcement It was determined by staff,that if Winbum Way was closed, it would be
impossible to enforce.
Councilor Reid commented on how helpful it is to have Winbum Way closed during certain events, but at the same
time, it is important to keep the area safe. Stated that when the street is closed at necessary times, it does cause a
hazard in the area.
Meeting adjourned at 1:35 p.m.
Submitted by,
Barbara Christensen
City Recorder
Council Study Session 8-19-98 Page 2
City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
July 20, 1998
ATTENDANCE:
Present: Al Alsing, Bob Bennett, Teri Coppedge, JoAnne Eggers, Director Ken
Mickelsen
Absent: Laurie MacGraw
I. CALL TO ORDER Vice-Chair Coppedge called the meeting to order at 7:00 p.m.
at the Council Chambers, 1175 E. Main.
II. ADDITIONS or DELETIONS TO THE AGENDA None
III. APPROVAL OF MINUTES
A. Regular Meeting - June 15, 1998
Commissioner Alsing made a motion to approve the minutes of the Regular Meeting of
June 15, 1998 as written. Commissioner Eggers seconded.
The vote was: 3 yes - 1 abstain (Bennett)
IV. REVIEW OF FINANCES
A. Approval of May 1998 disbursements
Commissioner Alsing made a motion to approve the May 1998 disbursements as
indicated by checks #19647 through #19898 in the amount of$205,324.35.
Commissioner Bennett seconded.
The vote was: 4 yes - 0 no
B. Approval of June 1998 disbursements
Commissioner Eggers made a motion to approve the June 1998 disbursements as
indicated by checks #19786 through #20263 in the amount of$574,348.95.
Commissioner Alsing seconded.
The vote was: 4 yes - 0 no
V. PUBLIC PARTICIPATION
A. Open Forum None
VI. OLD BUSINESS None
• Regular Meeting- June 15 1998 Page 2
Ashland Parks and Recreation Commission
VII. NEW BUSINESS
A. Review of bids for group meeting shelter kit for N Mountain Park
Commissioners reviewed the bids which had been submitted for the shelter kit for N.
Mountain Park. Director Mickelsen said [fiat only.6ne bid met specifications; the bid
from Northwest Recreation in the amount of$20,469.
MOTION Following discussion in which it was determined that the bid was within the budgeted
amount for the project, Commissioner Bennett made a motion to accept the bid from
Northwest Recreation. Commissioner Alsing seconded.
The vote was: 4 yes - 0 no
VIII. COMMUNICATIONS and STAFF REPORTS
Director Mickelsen gave a brief report to bring Commissioners up to date on the many
projects which the Department currently has underway: N. Mountain Park, FEMA projects
related to Calle Guanajuato and upper Lithia Park, the Greenway Park node and BMX
facility, and the new maintenance facility which will be located at Oak Knoll Golf Course.
Theme for buildings at N Mountain Park
Director Mickelsen said that staff believes that N. Mountain Park will be more attractive if
the various buildings such as the restrooms and and concession facilities are constructed
with a particular theme in mind so that they are similar and complementary in appearance.
Therefore, staff asked Brian McCarthy, landscape architect for the project, to come up with
some drawings which would depict possible "themes". He presented copies of drawings of
three possible conceptual approaches to Commissioners to see whether or not they could
come to a consensus related to how the buildings would look.
After some discussion, without expressing a lot of enthusiasm, Commissioners indicated
that, of the three conceptual ideas, they could go along with the "Prairie Style".
Commissioner Coppedge said that she wasn't thrilled with the flat, cupola on top and the
color scheme. Superintendent Gies said that he wasn't either and anticipated some work in
that area before the final design was presented. Commissioner Eggers indicated that she
would like to have the final designs run past the sports groups which would be primarily
using them to determine whether or not their individual needs were being met.
Presentation of design for Natural Area
Director Mickelsen inquired whether or not Commissioners would be interested in
sponsoring an event to present the Natural Area design to the public. He said that since the
overall plan for the area had been approved and significant work is beginning, that it would
be an appropriate time to present the plan to the public on site. He indicated that staff
would coordinate the event if Commissioners were interested. Commissioners supported
the idea.
Regular Meeting -June 15 1998 Page 3
Ashland Parks and Recreation Commission
Revetment material for Calle Guanajuato
Director Mickelsen said that he had also asked Brian McCarthy to make a couple
conceptual drawings related to the temporary revetment for the Calle area. Two pictures
were presented: one depicting the use of river rock and one depicting the use of angular
basalt. After some discussion, Commissioners were divided to their preferences.
Commissioners Eggers and Coppedge said that although they preferred the "darker" tone
of the basalt, they would rather use the more naturally occurring river rock.
Commissioners Bennett and Alsing preferred the use of basalt. Considering the fact that
vegetation would be encouraged to grow to cover up the rock, Commissioners indicated
that whatever was used was probably not terribly critical aesthetically. Director Mickelsen
said that since Commissioners did not come to a clear consensus perhaps the topic could be
reviewed again. He said that basalt would be used as underpinning for the revetment and
suggested that once it was in place, Commissioners could take a look to determine whether
or not they wanted the surface material to be basalt or river rock.
Permits for flood restoration work in upper Lithia Park
Director Mickelsen reported that the Department has received the permit from the Division
of State Lands for the trail and bridge work. He said that provisional approval has come
from the Corp of Engineers but that until they grant final approval, work cannot begin. He
said that the Corp has indicated support for the project and that the Department should
receive the final permit in about ten days. He said that all materials and supplies have been
ordered so that work can begin as soon as the permit is received.
Maintenance facility at Oak Knoll Golf Course
Director Mickelsen reported that the design for the new maintenance facility which will be
located at Oak Knoll Golf Course is completed. He said that the Department would be
appearing at the Planning Commission meeting on August 11, 1998 to have the plan
approved. He said that Department staff has been working closely with Planning
Department staff in order to come up with plan which was not only utilitarian but
attractive. In reviewing the plan with Commissioners, Director Mickelsen reiterated that
this facility would become the primary maintenance facility for the park system and would
house a large portion of the maintenance vehicles and equipment. The Lithia Park shop
area will then function more as an auxiliary site.
IX. ITEMS FROM COMMISSIONERS
Commissioner Eggers mentioned that during the week of August 22nd, a program entitled
"Festival of the Creeks" was being presented and that some of the activities would be
happening at the N. Mountain Park natural area. She said that it is going to be a great
opportunity for people to learn about local creeks.
Commissioner Alsing said that he wanted to give his personal thanks to Dave Mason and
Jerry Hudson who had donated their time to repair the roof to the gazebo at Triangle Park.
It's completed now and looks great. Other Commissioners and staff joined in thanking
them for their work and the many hours they volunteered.
Regular Meeting-June 15 1998 Page 4
Ashland Parks and Recreation Commission
ITEMS FROM COMMISSIONERS-continued
Commissioner Eggers inquired about the next steps to be taken related to beginning
projects at the Natural Area at N. Mountain Park. Director Mickelsen said that at this time
the Department is waiting for construction drawings from Northwest Biological Consulting
and that once those were complete that work could begin on those projects which have
either been funded by grants or the Department's budget.
X. UPCOMING MEETING DATES and PROPOSED AGENDA ITEMS
The next Regular Meeting of the Commission will be Monday, August 17, 1998 at 7:00
p.m. at the Council Chambers. Director Mickelsen said that, due to the need to proceed as
quickly as possible once permits are received related to work in Lithia Park, the
Commission may want to hold a brief Special Meeting if the bids for bridges are ready
before the next meeting. Timing will depend on when the final permits are received from
the Corp of Engineers.
XI. ADJOURNMENT With no further business, by consensus, Vice-Chair
Coppedge adjourned the meeting.
Respectfully submitted,
Ann Benedict,Business Manager
Ashland Parks and Recreation Department
ASHLAND HISTORIC COMMISSION
' Minutes
August 5, 1998
CALL TO ORDER
The meeting was called to order at the Community Center by Vice-Chairperson Terry Skibby at 7:40 p.m. Members present
were Terry Skibby,Vava Bailey, Dale Shostrom, Keith Chambers and Joyce Cowan. Also present were City Council Liaison
Steve Hauck,Associate Planner Mark Knox and Secretary Sonja Akerman. Members Joan Steele, Curt Anderson and Jim
Lewis were absent. The Commission is currently one member short.
APPROVAL OF MINUTES
Bailey then moved and Cowan seconded to approve the Minutes of the July 8, 1998 meeting as submitted. The motion was
unanimously passed.
PUBLIC HEARINGS
Planning Action 98-065
Conditional Use Permit
868 "A" Street
Betty Camner
Knox explained this application is for a Conditional Use Permit to expand an existing two-unit travelers' accommodation to
three units. The portion which is currently a hair salon will be remodeled to accommodate the unit. No exterior changes are
proposed. Staff is requiring a sidewalk to be installed and the curb cuts to be filled in. Chambers asked about traffic. Knox
responded the trips per day for a travelers' accommodation are less than for a hair salon.
Chambers moved and Shostrom seconded to recommend approval of this proposal to the Planning Commission. The
motion was unanimously passed.
Planning Action 98-070
Site Review and Variance
595 North Main Street
Ashland Community Hospital Foundation
Knox related this application is for the construction of a 9,775 square foot medical office building.Architectural elements are
consistent with the area and should compliment the surrounding area. The initial design was discussed at last month's
Historic Commission meeting with the architect. The applicant is also requesting a parking variance. 28 spaces are required
and although the applicant shows 30 spaces, six will be stacked and designated employee only. Generally, stacked parking
is not approved in commercial developments. Staff feels, however, this will work since it is only for employees. Parking is
based on square footage and the Planning Commission will make the decision on this.
Skibby asked how the building would be affected if the parking variance was not allowed. Rob Saladoff, architect for the
project, answered it would reduce the size of the building. Saladoff also stated he addressed the concerns the Commission
had at last month's meeting. Exterior materials will be horizontal wood lap siding, and architectural composition shingle
roofing will be used. The second entrance off Maple Street (along with the deck and stairs) was eliminated, the primary
entrance will be off the parking lot side and there are less windows on the south elevation.
Shostrom discussed the parapet on the roof which will conceal the mechanical equipment. He suggested hipping the roof
on the west side because as you come down Maple Street, the roof line will be very visible. Shostrom then moved to
recommend approval of this application with the condition the west elevation mechanical specs be looked at and possibly
eliminated,with the suggestion the architect look at parapet walls, to create more of a sense of entry, and mitigate the roof
on the parking entrance side. Also the final design will be approved by the Review Board. Bailey seconded the motion and
it was unanimously passed.
Planning Action 97-072
Conditional Use Permit and Site Review
440 East Main Street
Steve Morasch/Astro Gas Station
Knox explained this application originated last year, but there were many problems associated with it. Since then, architect
Jac Nickels has been working with the applicant. He has also worked with the planning staff to mitigate the size of the
canopy,which is now as small as it will get. The proposal is to modify the gas pump area. The station is the entrance to the
downtown area so it is very visible. Staff also had traffic flow concerns. The asphalt areas will be screened with
landscaping, and staff is asking for a new eight foot sidewalk system to replace the existing one, which will be more
pedestrian oriented. Trees will also be replaced. The applicant is asking for one employee parking space on site, but this
is not characteristic of the downtown area and staff does not feel it should be there, especially because it is such a highly
visible corner. Therefore, staff is asking the applicant to explore the relocation of the space. Knox clarified the Land Use
Ordinance does not support gas stations downtown and non-conforming uses cannot be expanded, so no pumps are being
added. The application is for upgrading the site.
Nickels stated the applicant is eliminating one of the existing four pumps. Two will remain for gasoline and one will be for
diesel.
Skibby related he is a walker and wondered how the site will change pedestrian-wise. Nickels stated wider sidewalks will
be installed and he feels the traffic situation will be improved. Nickels also noted Astro has come a long way since its initial
application. The WELCOME ASHLAND, OREGON sign was designed not to be part of the gas station, but to be a part of
the community. Astro, he said, is concerned with the community. Skibby then asked about the lighting. Nickels responded
the lighting will be in the canopy. The pole lights will shine down and not project onto adjacent buildings. When asked about
the roofing materials, Nickels said it will be light weight concrete and will look like tile. He then explained the color system
and noted the existing building will also be painted. The bright yellow color will be gone.
Skibby then asked about the traffic flow. Nickels said ingress and egress will be both off East Main Street and Lithia Way.
--Gbambers commented he-thinks traffic will-be-increased.—Bailey-said-she4ikes-the-sidewalk—design-k-willbe-more open-to--- ----
pedestrian traffic.
Cowan moved and Bailey seconded to recommend acceptance of the changes submitted by the applicant,including the staff
conditions regarding the sidewalk and relocation of the employee parking space. The motion was unanimously approved.
Planning Action 98-075
Site Review, Parking Variance and Landscape Variance (includes demolition decision)
542 "A" Street
Mark and Rebecca Reitinger
Knox reported this application is fora Site Review for a new building,a Landscaping Variance,and a Parking Variance which
would allow the a reduction in the total number of spaces and a stacked parking configuration. The applicants have been
to a full Historic Commission meeting. They are proposing a two and a half story building, with commercial offices on the
first two floors and an apartment on the third floor, utilizing a portion of the second floor. The design is compatible with the
neighborhood. An earlier concern of the Commission was the proposed projecting balconies on the second floor. These
have been eliminated and replaced with a flush railing in the window jamb to allow French doors to be used as windows.
The lot is only 25 feet wide, which only allows for three parking spaces, hence the request to utilize a stacked parking
configuration. The proposal, as presented, requires eight spaces. The applicants are requesting the City allow six stacked
spaces,a handicapped space on the cornerof Fourth and'W'Streets and the elimination of the eighth space. In reality, Knox
stated they are asking for a five space variance. Parking is generated by the type of use in a commercial building. The
variance being requested surrounds the commercial use. The second floor is dictating the variance. Staff would like the
applicants to eliminate the commercial use on the second floor and dedicate it for residential use instead, thus eliminating
the need for the variance. The landscape requirements for the commercial downtown area have just recently been dropped
in the standards, so staff supports this variance. Knox also explained the applicants are requesting approval to demolish
the existing building, which is currently ranked as a secondary structure on Ashland's Cultural Resource Inventory. This
ultimately requires City Council approval. The building is possibly the only remaining pre-1910 commercial wood structure
in the Railroad District. One letter was received from property owners across the street who have concerns about the parking
variance.
Staff believes the proposed building and site improvements are consistent with Ashland's design standards, however, the
parking demand created by the building's total floor area far exceeds the amount of available on-site parking. If the
commercial space on the second floor was eliminated,only four spaces would be required. Stacked parking is normally not
acceptable in commercial situations. Residential and commercial neighbors would feel the parking impact the most.
Rebecca Reitinger said she was under the impression staff was supporting the parking variance, so she was unable to
respond to this item. The second story commercial space is what she and her husband would like for their office space. With
Ashland Historic Commission
Minutes
August 5, 1998 2
the present building, there are zero parking spaces. With the six stacked parking spaces in the rear, they will increase the
number of parking spaces to six. She explained the reasoning for the handicapped space on the corner even though the
proposed building is in the middle of the block, stating the handicapped parking in the area is rarely used and would not be
far from the building. In consulting with an engineer,this was the best solution. Parking in the back will be used for residents
of the building. She also noted there is almost enough footage for one space in the front. Mark Reitinger debated Knox's
statement regarding stacked parking. Becky Reitinger also spoke about the poor condition of the existing building. In her
opinion, the building is not architecturally pleasing so she and her husband wanted to create something which would
contribute to the historic integrity of the Railroad District. They would like to see"A"Street develop with an historic flair. They
would salvage material from the existing building to use in the new one, however,they won't know what is salvageable until
they begin the work.
Skibby asked about the exterior material. Mark Reitinger stated the building will be stucco with brick accents, and a stone-
looking base on the store front, wood parapets, and brick corner cornices. He said he will bring the color scheme to the
Review Board. He also said there will be no projection, as he decided to make the railing flush in the door jamb.
Knox defended the Staff Report and said he feels staff made its concerns clear in the pre-application conference and that
staff and the commissions need to make decisions based on the adopted ordinances which were well thought out. Staff
cannot justify the second floor commercial space based on the information the applicants have turned in.
Skibby said he feels if the second floor cannot be used as commercial, it would have an economic impact on the project so
he is unsure which way to go. The Reitingers stated they would have to rethink the application if not allowed to go ahead
- with the commercial business on the-second-floor— --- --- - — -- - — -- --- --
Chambers maintained the letter received from the neighbor across the street has valid points. If the parking variance is
approved, the overflow will go to the nearby area. Other owners have had to follow the ordinances and he feels the project
can be scaled back to meet staff concerns. He also noted the design of the new building is attractive and will be an
improvement to the block.
Shostrom moved and Chambers seconded to support the demolition of the existing structure, but not prior to the approval
of a Site Review,whether it be the current applicants or someone else. The motion was unanimously approved and will be
forwarded to the City Council for final approval after a decision is made by the Planning Commission.
Bailey moved to recommend approval of the facade. Shostrom said he has a problem with the French doors and flush railing
as he feels it looks odd. It would be more traditional if there were four similar windows. Reitinger stated he has seen the
French door/flush railings in Europe and Canada. Chambers asked what the rock-like material would be. Reitinger
answered it will be a stone material, but they have not picked it out yet. Shostrom noted the Commission would like to see
more details of the demarcation of the depth/relief of the building design. Chambers added he would like to see alternative
designs for the details and would like the applicants to work with the Review Board on this. Cowan added the design should
be subject to Review Board approval with respect to the relief drawings. Chambers then amended the motion to state in
principal, the Commission feels the design is close to attaining its endorsement, however, the reveals need to be submitted
to the Review Board and the French doors need rethinking. The Review Board will see the alterations. Cowan seconded
the motion as amended and it was passed unanimously.
Shostrom moved and Bailey seconded to recommend approval of the landscape variance to the Planning Commission. The
motion passed unanimously.
Chambers said he is not comfortable with the parking variance because there is already congestion in the area and there
will be an impact on the neighbors. He then moved to pass along the parking variance recommendation, noting staffs
concerns were taken seriously. Shostrom seconded the motion and it was unanimously passed.
(Chambers left at this time.)
(With a motion by Shostrom and second by Bailey,the Commission unanimously voted to extend the meeting beyond 10:00.)
After discussing the matter, the Commission and staff agreed applicants should not come to the Historic Commission
meetings prior to pre-application conferences.
Ashland Historic Commission
Minutes
August 5, 1998 3
BUILDING PERMITS '
Permits reviewed by members of the Historic Commission and issued during the months of June and July follow:
360 Pearl Street Ron Peck Re-roof
199 East Main Street BJ's Ice Cream Remodel
307 Meade Street Cynthia Ceteras Addition
531 North Laurel Street Dennis Robertson Addition/Remodel
925"B" Street Gary & Karen Foll Interior Remodel
276 Almond Street Marilyn &Ted Koutunovich Porch Addition
595 North Main Street Ashland Hospital Foundation Body Shop Demolition
250 North Pioneer Street Valley of the Rogue Bank Re-roof
209 Almond Street John Javna Pool House
235 Fifth Street Ashley Henry Remodel
348 Pearl Street Michael McKee Addition/Carport
209 Almond Street John Javna Swimming Pool
499 Iowa Street Tom Marvin Sunroom Addition
872"B" Street Dan Heller Garage
123 First Street Marvin Wood Interior Remodel
27 North Main Street Sam Wong Re-roof
285 Oak Street Brad Roupp Moved Shed
— 295 Oak-Street-- Brad Roupp — - -- - Moved SFR -- --- --
132 Eighth Street Paul Rostykus Remodel/Addition
74 Granite Street Deborah Martin Remodel
31 North Main Street M & F, Inc. Remodel
101 Oak Street Standing Stone Brewing Col. Trellis
270 North Second Street Roger Funk Shop Conversion to SFR
259"B" Street Steve Sacks Interior Remodel
94 Granite Street Craig &Annette Mesco Addition
40 North Main Street Ashland's Outdoor Espresso... Sign
25 East Main Street Nimbus Sign
199 East Main Street BJ's Ice Cream Sign (2)
64 Third Street Thomashesfky, M.D. Sign
525 East Main Street Jackson Travel Sign
265 Fourth Street Peerless Restaurant Sign
REVIEW BOARD
Following is the August schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the
Planning Department:
August 60 Skibby and Bailey
August 130 Skibby, Lewis and Cowan
August 200 Skibby, Chambers and Bailey
August 27" Skibby, Cowan and Shostrom
OLD BUSINESS
Project Assiqnments for Planning Actions
PA# Address Persons Assigned
96-086 685"A" Street Curt Anderson/Jim Lewis
97-018 661 "B" Street Jim Lewis
98-022 112 Helman Street Vava Bailey
Ashland Historic Commission
Minutes
August 5, 1998 4
PA# Address Persons Assigned
98-082 141 Lithia Way Dale Shostrom
98-034 221 Oak Street Dale Shostrom
98-039 Holly Street Joan Steele and Joyce Cowan
98-045 122 Church Street Vava Bailey
98-047 Between 548 &628 North Main Joyce Cowan
Street
98-070 595 North Main Street Terry Skibby and Dale Shostrom
97-072 440 East Main Street Joyce Cowan
98-075 542 "A" Street Jim Lewis
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.
NEW BUSINESS
Request for Demolition 1542 "A" Street)
This was already discussed.
Triangle Park Gazebo Facelift
Skibby informed the Commission that David Mason, who has been volunteering to give the Triangle Park Gazebo a
facelift, needs input from the Commission on how to restore the column bases. Shostrom recommended metal corners
with exterior stucco. Skibby said he also would like to repair the flag pole on top. When asked about the shingles, the
Commission noted it would be best to leave in a natural state rather than stain them. The Commission also agreed the
color of the columns should be stained the same as the posts. Staff will write a letter stating appreciation for the work
Mason has already accomplished.
ADJOURNMENT
With a motion by Shostrom and second by Bailey, it was the unanimous decision of the Commission to adjourn the
meeting at 10:25 p.m.
Ashland Historic Commission
Minutes
August 5, 1998 5
• Monthly Building Activity Report: 07/98 Page 1
# Units Value
SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS:
Building:
ABOVE-GROUND POOL 1 4, 750
ADDENDUM/PERMIT 1 0
ADDENDUM/PERMIT 9807069 1 1,000
ADDITION 4 190, 294
ADDITION & CARPORT 1 81,496
ADDITION FOR WATER HTR 1 1, 500
AMENDMENT/PERMIT 9711045 1 1, 500
CARPORT 3 15,373
CARPORT & SHOP 1 8,102
CONV GARAGE TO HOME OFFIC 1 15, 000
CONVERT GARAGE TO LIVING 1 30, 000
DEMOLITION OF GARAGE -- 1 — -- - 0 - -
DUPLEX 1 159,600
FENCE 2 5, 500
GARAGE 2 35,016
INTERIOR REMODEL 1 3, 500
MOVING STRUCTURE - HOUSE 1 0
MOVING STRUCTURE - SHED 1 0
POOL 1 25, 000
PORCH 1 1, 548
RELOCATED SFR 1 3, 500
REMODEL 2 17, 250
REMODEL & ADDITION 1 28, 000
RETAINING WALL 1 4, 500
SFR 9 1,285,831
SHED 1 3, 500
SHOP CONVERT TO MULTIFAM 1 9,311
SUNROOM ADDITION 1 15,777
TOWNHOUSE 2 171, 098
WINDOWS 1 1,400
Subtotal: $ 2, 119,346
Electrical:
1 BR CIR FOR GAS FURNACE 1 50
1 BR CIR FOR HOT TUB 1 700
ALARM SYSTEM 1 372
SECURITY SYSTEM 1 2,216
SERVICE + 17 BR CIRS 1 1,250
SERVICE + 2 BR CIR 1 1, 300
SERVICE CHANGE 2 1, 300
Corrected COPY t'lease re lace Pa ge 1',of the Monthly Activity Report with this age.
Monthly Building Activity Report: 07/98 Page 2
# Units Value
SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS:
Electrical:
Subtotal : $ 7, 325
Mechanical:
GAS LINE 1 250
GAS LINE FOR GAS RANGE 1 20
GAS LINE/FURN/AC/2 BR CIR 2 10, 637
GAS LINE/FURNACE/AC 1 4,985
GAS LINE/GAS BBQ 1 200
GAS LINE/GAS DRYER 1 350
GAS LINE/GAS RANGE 1 125
GAS LINE/POOL HTR/1 BR CR 1 200
GAS LINE/WTR HTR/FURN/DRY 1 100
GAS WATER HEATER 1 889
WOODSTOVE 2 3,669
Subtotal: $ 21,425
Plumbing:
BACKFLOW DEVICE 1 200
DOUBLE CHECK VALVE 2 400
REPLACE WATER HEATER 2 641
WATER HEATER 1 250
WATER LINE 2 900
Subtotal: $ 2,391
***Total: $ 2, 150,488
COMMERCIAL:
Building:
COMMERCIAL BUILDING 1 107,000
COMMUNITY YOUTH CENTER 1 495,000
FENCE 1 3,000
GREENHOUSE 1 3,709
INT. SPRINKLER SYS. 1 5,100
INTERIOR REMODEL 2 6,100
REMODEL 3 103,000
REMODEL ADMIN OFFICES 1 11,000
REROOF 1 14, 000
Monthly Building Activity Report: 07/98 Page 3
# Units Value
COMMERCIAL:
Building:
RETAINING WALL 1 3,500
SDC COUNT 1 0
TRELLIS 1 3, 000
WAREHOUSE 1 60, 000
Subtotal: $ 814,409
Electrical:
2 BRANCH CIRCUITS/TURBAN 1 5, 000
ALARM SYSTEM 1 226
ELECTRICAL/SOUND SYSTEM 1 44,000
Subtotal: $ 49,226
Mechanical:
GAS LINE/FURN/AC/1 BR CIR 1 4, 920
GAS LINE/PACK/AC 1 3,683
Subtotal: $ 8,603
Plumbing:
ADD 3 SINKS 1 800
Subtotal: $ 800
***Total: $ 873,038
Total this month: 99 $ 3, 023, 526
Total this month last year: 94 $ 2, 334, 934
Total year to date: 99 $ 3, 023, 526
Total last year: 94 $ 2,334,934
This month This month This year
last year
Total Fees: 34, 546 24,790 34, 546
Total Inspections: 817 739 817
NEW CONSTRUCTION: 7/98
RESIDENTIAL
PAGE NO. 1
08/17/98
ADDRESS #UNITS CONTRACTOR VALUATION
** ABOVE-GROUND POOL
439 TERRACE ST SUNTYM POOLS 4750.00
** Subtotal **
4750.00
** CARPORT
441 TERRACE ST OWNER 4769.00
1777 CRESTVIEW DR RUST, TOM 7507.00
1988 MOHAWK ST GREENE, 3097.00
DAVID-CONSTRUCTION
** Subtotal **
15373.00
** CARPORT & SHOP
512 HERBERT ST SNURE, STEVEN T. 8102.00
CONTRACTOR
** Subtotal **
8102.00
** DUPLEX
227 HERSEY ST W OWNER 159600.00
** Subtotal **
159600.00
** GARAGE
872 B ST OWNER 13016.00
1191 PARK ST ROUNDS, DYLAN - 22000.00
CONSTRUCTION
** Subtotal **
35016.00
** POOL
209 ALMOND ST SUPERIOR POOLS OF OREGON 25000.00
** Subtotal **
25000.00
** SFR
245 PIEDMONT DR FIDLER, DOUG - 325000.00
CONSTRUCTION
357 STARFLOWER LANE HILDRETH CONSTRUCTION, 130195.00
INC.
2515 SPRING HILL DRIVE EAGLE CONSTRUCTION 103175.00
2555 SPRING HILL DRIVE EAGLE CONSTRUCTION 104662.00
810 CREEK STONE WY MEDINGER CONST. CO. INC. 133000.00
309 SHERIDAN ST WARREN CONSTRUCTION CO. 113554.00
1212 OLD WILLOW LANE KURTZ, SCOTT CONSTRUCTION 138890.43
1025 WILDWOOD WY DRAGONFLY CONSTRUCTION 98865.00
154 EASTBROOK WY ASHER, STEVEN DBA ASHER 138490.00
HOMES
** Subtotal **
1285831.43
PAGE NO. 2
08/17/98
ADDRESS #UNITS CONTRACTOR VALUATION
** TOWNHOUSE
2348 ABBOTT AVENUE MORGAN PACIFIC L.L.C. 61468.00
2356 ABBOTT AVENUE MORGAN PACIFIC L.L.C. 109630.00
** Subtotal **
171098.00
*** Total ***
1704770.43
NEW CONSTRUCTION: 7/98
COMMERCIAL
PAGE NO. 1
08/17/98
ADDRESS #UNITS CONTRACTOR VALUATION
** COMMERCIAL BUILDING
425 APPLEGATE WY OWNER 107000.00
** Subtotal **
107000.00
** COMMUNITY YOUTH CENTER
1175 EAST MAIN ST S & B JAMES CONSTURCTION 495000.00
CO.
** Subtotal **
495000.00
** GREENHOUSE
100 WALKER AV OWNER 3709.00
** Subtotal **
3709.00
** WAREHOUSE
3185 EAST MAIN ST OWNER 60000.00
** Subtotal **
60000.00
*** Total ***
665709.00
CITY OF ASHLAND y`OFASy
v`,.—__. do
Office of the Mayor
MEMORANDUM EGO
DATE: August 26, 1998
TO: All City Council Members
FROM: Catherine Shaw, Mayor
RE: Ad Hoc Sister City Committee Appointments
I would like to recommend and seek approval of the following Ad Hoc Sister City
Committee.
Sean Van Ausdall, 45 North Main
Ken Jones, 235 Terrace
Senora Chela, 266 S. Mountain
Meredith Reynolds, 420 Reiten Drive
Leo van Dijk, 1501 Jackson Road
Ann Seltzer, 727 Holly
Ken Kigel, 270 Scenic
Terms will be for one year and members will meet as needed.
Council Communication
Department of Community Development
September 1, 1998
Title: ADOPTION OF FINDINGS OF FACT AND CONCLUSIONS OF LAW FOR
PLANNING ACTION 97-054 - OUTLINE PLAN APPROVAL FOR A 25-LOT
SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTION,
LOCATED AT STRAWBERRY LANE.
Submitted by: John McLaughlin
Approved by: Paul Nolte V�
Approved by: Mike Freeman/AV,
Synopsis:
At the July 7, 1998 City Council meeting, the Council approved the outline plan for a 25-lot
subdivision on Strawberry Lane. The applicants are Doug Neuman, Margaret Brown, and Paul
Hwoschinsky. The findings of fact and conclusions of law supporting that decision are attached.
Recommendation:
It is recommended that the Council approve and adopt, by motion, the attached findings.
BEFORE ASHLAND CITY COUNCIL
1998
In the Matter of Planning )
Action #97-054, Request for ) FINDINGS OF FACT AND
Outline Plan Approval for a ) CONCLUSIONS OF LAW
25-Lot Subdivision Under the )
Performance Standards Option )
Located at Strawberry Lane. )
Applicants: Doug Neuman, )
Margaret Brown, and Paul )
Hwoschinsky. )
I INTRODUCTION
FINDINGS OF FACT AND CONCLUSIONS OF LAW for approval of an
outline plan for a 25-lot subdivision under the performance
standards option on property legally described as 391E8AC Tax Lots
101, 200, 201 and 500 located at Strawberry Lane.
II . RECITALS
1 . Tax Lots 101, 200, 201 and 500 of 391E8AC are located
adjacent to Strawberry Lane and Hitt Road and are zoned RR- . 5-P;
Low Density Rural Residential.
2 . The applicants are requesting approval of a 25-lot
subdivision under the Performance Standards Option. Site
improvements are shown on the outline plan and supporting documents
are on file at the Department of Community Development.
3 . The City Council, following proper public notice, held a
public hearing on June 16, 1998, and held further deliberation on
July 7, 1998, at which time testimony was received and exhibits
were presented. The City Council approved the application subject
to conditions pertaining to the appropriate development of the
site.
III. CRITERIA
The criteria for Outline Plan approval are described in the
Performance Standards Options of Chapter 18 . 88 of the Ashland Land
Use Ordinance:
1 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
A. That the development meets all applicable ordinance
requirements of the City of Ashland.
B. That adequate key city facilities can be provided
including water, sewer, paved access to and through the
development, electricity, urban storm drainage, police and fire
protection and adequate transportation; and that the development
will not cause a City facility to operate beyond capacity.
C. That the existing and natural features of the land; such
as wetlands, flood plain corridors, ponds, large trees, rock
outcroppings, etc. , have been identified in the plan of the
development and significant features have been included in the open
space, common areas, and unbuildable areas.
D. That the development of the land will not prevent
adjacent land from being developed for the uses shown in the
Comprehensive Plan.
E. That there are adequate provisions for the maintenance of
open space in common areas, if required or provided, and that if
developments are done in phases that the early phases have the same
or higher ratio of amenities as proposed in the entire project.
F. That the proposed density meets the base and bonus
density standards established under this Chapter.
IV FINDINGS OF FACT
Ashland City Ordinance Title 18, Chapter 18 . 88. 030( 4.) provides
the approval criteria for an Outline Plan.
A. 18. 88.030( 4 ) (a) -- That the development meets all
applicable ordinance requirements of the City of Ashland.
DISCUSSION:
Chapter 18 . 88. 030( 3 ) requires an outline plan application to
have specific contents. The application package consists of the
following items:
DRAWINGS:
1 . Site/landscape plan showing the lot layout, building
envelopes, open space areas, street right-of-way, and preliminary
landscape/irrigation design. Included with these drawings are
details showing pedestrian path design, specific grading plans, and
typical street cross-sections.
2 . Fire/tree management plan showing primary and secondary
fire zones and suggested plan list.
2 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
3. Topographic survey showing terrain, significant trees,
existing structures, and utilities. Also included is a slope
analysis map delineating slopes of 35 and 40 percent or greater.
4. Sample exterior elevations showing the design concept,
building form, proportion, scale, and materials.
NARRATIVE:
The May 1997 and December 1997 narratives provide the
following information:
1 . Type of project.
2. Project information ( i .e. , owner, legal description,
density, etc. ) .
3. Introduction.
4. Background information.
5 . Site description/analysis.
6 . Project description.
7 . Design concept for site planning, landscape, grading, and
building.
ADDITIONAL MATERIAL
In addition to the drawings and narrative, photocopies of
pictures taken at the site are included. Also included are the
draft Strawberry/Westwood Neighborhood Plan of March 18, 1996,
clarification of information for the Planning Commission staff
submitted on behalf of Applicants, public testimony of March 16,
1998, expanded findings on appeal of planning action 97-054 of June
10, 1998, and the Traffic Analysis Report of Wes Reynolds of June
15, 1998. Also included in the findings are the entire City of
Ashland Planning record, including staff reports and . Planning
Commission findings and conclusions. The project will be privately
financed and construction drawings will begin as soon as outline
approval is granted. . Current city standards for energy efficiency
will be applied to all new homes and enforced by the CC&Rs for the
project.
DISCUSSION:
This section also requires that the project shall comply with
all applicable requirements and standards described under the
Performance Standards Options Section 18 . 88. The application must
be found to comply with street, setback and parking standards, as
outlined under the Performance Standards Option.
3 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
1 . Street Standards.
Strawberry Lane and Hitt Road are existing public rights of
way. At the present time, Hitt Road is gated and provides access
to the upper reservoir area for authorized vehicles. A new road
will be built connecting Strawberry Lane to Hitt Road, creating a
looped street system. The new road shall be constructed to the
requirements for a "residential lane" as described in the
performance standards chapter. Hitt Road ' s existing paved surface
has not been constructed to city street standards and shall be
fully improved as part of the development.
The application includes paving from Westwood Street through
the intersection of Strawberry Lane and Alnutt Street. The
improvements will include pavement, curb and gutter, storm drain
facilities, and public sidewalks/paths. The applicants are
proposing to provide paved access from the development out Westwood
Street to the southern end of the Hassell development which will
create paved access to Wimer, a paved collector street, and to pave
down Strawberry Lane from the development to the intersection of
Alnutt Street and Strawberry Lane.
2. Parking Standards.
Onstreet parking requirements apply to all developments zoned
R-1, R-2, and R-3 . While the RR- . 5 zoning district is not
specifically noted, 17 onstreet spaces (parking bays ) will be
provided. Also, additional guest parking has been designated on 16
out of 25 lots.
3 . Setbacks.
Building envelopes have been delineated on all lots. All
envelopes are consistent with front and perimeter setback
requirements for the zoning district. Solar setbacks will be
evaluated at the time of building permit review.
FINDING:
Based upon the record and the above discussion, it is found
that the development has met all applicable ordinance requirements
of the City of Ashland.
B. 18. 88 .030( 4 ) ( b ) -- That adequate key city facilities can
be provided including water, sewer, paved access to and through the
development, electricity, urban storm drainage, police and fire
protection and adequate transportation; and that the development
will not cause a city facility to operate beyond capacity.
4 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
DISCUSSION:
1 . Water.
The applicants intend to provide water for domestic use, fire
control, and plant irrigation. An existing ten inch water line is
located within Strawberry Lane and Hitt Road. A ten inch water
line is adequate to serve the proposed subdivision. A fire hydrant
will be placed every 250 feet of travel distance from any home.
Each new home will also have a residential fire sprinkler system.
Low water use plumbing fixtures will be installed per city
standards. Further, low water plant material and water saving
irrigation systems will be installed within the public right-of-
way. According to the city, the water line is adequate to handle
the proposed development. A can-and-will-serve letter has been
provided by the city engineer.
2 . Sewer.
An existing eight inch sanitary sewer line is located within
the Strawberry Lane right-of-way. The applicants will connect the
project sanitary sewer service to this line. This line is adequate
to support the proposed subdivision. A can-and-will-serve letter
has been provided by the city engineer.
3 . Paved access to and through the development.
The development will provide paved access from Westwood
Street, beginning at the end of the local improvement district from
the Hassell development, south to the intersection with Strawberry
Lane. Strawberry Lane will then be widened and paved to and
through its intersection with Alnutt Street. Hitt Road will be
improved to city standards to where it intersects with the proposed
new road. The new road, Strawberry Lane and Hitt Road will create
a looped, paved circulation system.
The proposed improvements provide paved access from the
nearest fully improved collector street, to and along the frontage
of the development. Paved access has been proposed from and along
the frontage of the development, to Westwood, once these
improvements have been made paved access will exist to Orchard, to
Wrights Creek, to Wimer, and to North Main. All public streets
along this route have adequate capacity. to handle the incremental
increase in vehicle trips resulting from the project as
demonstrated by the traffic study in the neighborhood plan, the
applicants ' submissions, and the traffic analysis report. The
improvements to Strawberry Lane from Hitt Road and through its
intersection with Alnutt Street will improve access to the area in
the overall operation of the intersection, while still allowing the
unimproved sections of Alnutt Street and Strawberry Lane to operate
at an acceptable level of service.
5 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
The Wes Reynolds Traffic Study demonstrates that the proposed
development will not cause any streets providing paved access to
and through the development to operate beyond capacity. Paved
access to and through the development will be provided via Westwood
Street. Alternate paved access will also be provided from the
intersection of Strawberry Lane and Alnutt Street to a paved
collector street. The paving of alternate access will eliminate
the dangerous conditions presently existing in the lower Strawberry
Lane area. The development acknowledges responsibility for impacts
on the downstream streets and the appropriateness of participation
in the expense of improvement by providing for paved access to a
collector street as required by condition 21.
The capacity for a paved local collector street is 1500 ADTs.
The County uses 800 ADTs for unpaved roads. Even at maximum build
out, the capacity on the street system would not be reached. Also,
if the vehicle trips generated by the proposed development, 92 ADTs
on Westwood and 138 ADTs on Strawberry Lane, are added to the
present traffic counts, the additional vehicle trips are far below
street capacity.
4. Electrical, telephone, and cable television.
All on site and new services within the public right-of-way
will be underground. The existing services are located within the
Strawberry Lane right-of-way. Ten foot wide public utility
easements are provided along all street frontages.
5 . Urban storm drainage.
The use of natural and standard pipe storm drainage systems
are sufficient to handle the increased runoff from the development.
As stated in the Hammond Engineering Report, the proposal will
incorporate natural drainage swales adjacent to streets and
pedestrian walkways to collect and control runoff from private
property and public streets. The use of drainage swales will be
limited to grades less than 4% in the development. Detention ponds
are proposed to be installed throughout the common open space in
order to slow water passage and protect the natural creek
environment from increased peak flows resulting from ' paving and
development. Because sediment will accumulate in the detention
ponds, a homeowner' s association will be responsible for. the
regular sediment removal and maintenance schedule for the system.
Runoff into conventional curb and gutter systems within the new
street will be directed to a new pipe system proposed to be
installed from Hitt Road down to the intersection of Strawberry
Lane and Alnutt Street and connected to the existing city storm
drainage system.
6 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
6 . Fire and police protection.
The proposed fire management plan addressed the concerns
raised by the fire chief regarding the development. The proposed
project is within the city limits and therefore protected by both
fire and police services. As recommended by the fire department,
all new homes will have automatic fire sprinkler systems.
7. Adequate transportation.
The proposed development will generate an additional 230
average daily vehicle trips. As demonstrated in the applicants '
findings, traffic count maps, the neighborhood plan, and the Wes
Reynolds traffic report, the transportation route to and through
the development will operate below capacity. All public streets
along this route have adequate capacity to handle the incremental
increase in vehicle trips resulting from the project. Resolution
91-39, in the record, does not apply to collector streets. Wimer
is a collector street. Therefore, Wimer does have further capacity
and may serve as access to the development.
8 . The development will not violate the Physical and
Environmental Constraints Chapter. Development will not occur
within flood plain corridor lands, areas within 20 feet of any
creek designated for riparian preservation, such as Wrights Creek.
The proposed Fire Management Plan addresses all the concerns raised
by the fire chief. Both the Neighborhood Plan and the Development
Plan precede adoption of development on slopes of greater than 35%.
The new Hillside ordinance was adopted subsequent to the December .
1997 acceptance of the application as complete. The Development
Plan is in conformance with the prior ordinance prohibiting
development on slopes of greater than 40%. Therefore, the
Development Plan is in conformance with the Physical and
Environmental Constraints Chapter.
9 . The council does not interpret the code to require
sidewalks on both sides of a street providing access to
development. There is not sufficient right-of-way on Strawberry
Lane to provide all performance standards, otherwise required.
FINDING:
Based upon the record and the above discussion, it is found
that all key city facilities can be adequately provided and that no
city facilities will be caused to operate beyond capacity.
C. 18 . 88 . 030( 4 ) (c) -- That the existing and natural features
of the land; such as wetlands, floodplain corridors, ponds, large
trees, rock outcroppings, etc. , have been identified in the plan of
the development and significant features have been included in the
open space, common areas and unbuildable areas .
7 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
DISCUSSION:
A topographic map with slope analysis has been provided as
part of the application materials. The map identifies all areas
with slopes of 35% and greater, as well as 40% and greater.
Because the application was filed prior to the recent adoption of
hillside development standards, all building envelopes must be
located on lands with slopes of less than 40%, rather than 35% as
established under the new hillside standards. Consistent with this
standard, all of the building envelopes have been located on slopes
of less than 40%.
1 . Significant Trees
The location of existing significant trees and shrubs have
been noted on the applicants ' drawing. The less sloped portions of
the development have larger pines and oaks scattered throughout the
property. The steeper sections tend to be densely covered with a
combination of scrub oak, manzanita, and madrone trees. The
building envelopes and private driveways have been located to avoid
having to remove significant trees. Given the severity of slopes
on the Brown property, much of the parcel is considered unbuildable
and will remain in a natural state. A fire management plan and
tree protection plan has been provided by the applicant.
2. Natural drainageway
A natural drainage swale runs south to north through the lower
portion of the project. The drainage swale represents the southern
extent of the east fork of Wrights Creek. The natural drainageway
has been incorporated into the project' s design. Sections of the
drainageway north and south of Strawberry Lane are located in areas
identified as private open space and will not be disturbed. See
applicants ' drawings. Building envelopes have been located at a
minimum of 20 feet from the top of the creek bank to reduce impacts
on the drainage areas resulting during home construction.
FINDING:
Based upon the record and the above discussion, it is found
that the existing and natural features of the land have been
identified in the plan of development and have been included in the
open space, common areas and unbuildable areas.
D. 18 . 88 .030( 4 ) (4 ) -- That the development of the land will
not prevent adjacent land from being developed for the uses shown
in the comprehensive plan.
DISCUSSION:
The surrounding area is zoned rural and woodland residential,
while the area to the southeast is currently outside Ashland ' s city
8 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
limits. Much of the street system is already in place, with the
exception of the new section of road in this project proposed for
connecting upper Hitt Road to upper Strawberry Lane. Adjacent
parcels have frontage along existing public rights of way. The
physiographic constraints apparent in this area will be the key
factor in determining the future development of adjacent lands
rather than any element of this project.
The development of the Hwoschinsky property will not prevent
development of the Kneebone property to the north. Access to the
Kneebone property is located off Sunnyview Drive. The city
performance standards zoning would allow clustering of lots in this
area, which is the flatter portion of the Kneebone property,
without loss of density. The southerly portion of the property is
both steep and environmentally sensitive due to Wrights Creek.
Under present ordinances, the southerly portion of the Kneebone
property would be difficult, if not impossible to develop. The
concerns of the Kneebone property owners have been satisfied
because adequate city facilities exist or will be built as part of
the development to provide the required services to the
development. The proposed development will not prevent the
Kneebone property from being developed.
FINDING:
Based upon the record and the above discussion, it is found
that the development of the land will not prevent adjacent land
from being developed for the uses shown in the comprehensive plan.
E. 18.88. 030( 4 ) (e) -- That there are adequate provisions for
the maintenance of open space and common areas, if required or
provided, and that, if developments are done in phases, the early
phases have the same or higher ratio of amenities as proposed in
the entire project.
DISCUSSION:
All private common landscape areas, drainage swales,
. sidewalks, detention ponds, and open spaces will be maintained by
a homeowner ' s association, and the final association agreement will
be provided prior to final plan approval . The homeowners
association will also be responsible for maintenance of the
drainage swales in the public right-of-way. The long term
maintenance of the project ' s fire prevention and control plan will
. be the responsibility of the homeowner' s association.
The proposed private open space serves the following purposes:
1 . The preservation of significant trees;
2 . The location of natural drainage in riparian areas;
9 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
3 . The protection of the view shed from the downtown area
and from across the canyon; and
4. Stabilization of areas of significant slope.
The total private open space is 7 . 37 acres, which is 29% of
the total development. This exceeds the 5% required under city
standards. As mentioned in the narrative, the open space is
private due to the sensitivity of the area. Public trails to the
open space would create a potential fire hazard and disturb the
natural drainage way/riparian area. The applicants are also
providing a meandering path within the public right-of-way for
pedestrian access.
FINDING:
Based upon the record and the above discussion, it is found
that adequate provisions exist for the maintenance of open space
and common areas.
F. 18. 88. 030( 4 ) ( f ) -- That the a proposed density meets the
base and bonus density standards established under this chapter.
DISCUSSION:
The existing zoning for this area is RR- . 5P. This zone allows
for half acre zoning. Under this zoning, the applicant could have
30 units. Due to site constraints, preservation of the rural
character of the area, and compliance with the neighborhood plan
the applicant is requesting 25 units.
The proposed density complies with Section 18 . 88.40 for the
underlying zoning designation for the properties. The density for
this project has been calculated as follows:
Base density: 1 . 2 DU/Acre x 25 .04 acres = 30 units
Proposed project density: 25 homes ( 2 existing)
FINDING:
Based upon the record and the above discussion, it is found
that the proposed density meets the applicable base and bonus
density standards .
V. CONCLUSIONS OF LAW
Based upon the evidence submitted with this application and
the discussions, conclusions, and findings made above, the Ashland
City Council makes the following conclusions of law:
10 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
1 . Based on the record of the public hearing on this matter,
the Ashland City Council concludes that the proposed 25-lot
subdivision, under the Performance Standards Option, is supported
by evidence in the record.
Therefore, based on our overall conclusions, and upon the
proposal being subject to each of the following conditions, we
approve Planning Action No. 98-054. The following are the
conditions and they are attached to the approval:
1 . That all proposals of the applicants be conditions of
approval unless otherwise modified here.
2. That the final design of the intersection of Hitt Road
and new road comply with city site distance standards. Compliance
with site distance standards to be indicated at the time of final
plan approval .
3 . The location and final engineering for all storm drainage
improvements associated with the project, including, but not
limited to, drainage soils, detention ponds and pipe systems, be
submitted at the time of final plan for review and approval by the
Departments of Public Works and Planning.
4. The building setbacks along the perimeter of the project
site shall comply with yard requirements of the RR- . 5 zoning
district.
5. That a draft copy of the CC&Rs for the homeowner' s
association be provided at the time of final plan. CC&Rs to
describe responsibility for the maintenance of all common open
space in accordance with the fire prevention and control plan.
CC&Rs to provide time schedule for the regular maintenance of storm
water detention systems and fire prevention and control strategies.
6 . That the central open space area shown on the final plan
between the new road, Hitt Road and Strawberry Lane match the size
and configuration of the area shown on the plan presented at the
February 10, 1998, ,meeting of the Planning Commission.
7. That street trees, one per 30 feet of street frontage, be
installed along the frontage of each lot prior to the issuance of
a certificate of occupancy. Street trees with root barriers to be
installed within the planting strip/park row prior to the
certificate of occupancy. Root barrier design to be submitted for
review and approval at the time of final plan.
8. That all easements for sewer, water, electric, and
streets be indicated on the final survey plat as required by the
City of Ashland.
11 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
9 . That a site, size and species specific landscaping plan
incorporating the recommendations of the Ashland Tree Commission
for all common areas and planting strips be submitted for review at
the time of final plan.
10. That any installation of fencing along the boundary of
the open space not exceed a height of four feet.
11 . That a drainage and grading plan for the project be
submitted at the time of final plan for review and approval by the
Engineering and Planning Division.
12. That engineered construction drawings for all streets and
shared private driveways be provided in final plan. Plans to
include profiles and cross sections, indicating cuts and fills,
erosion control and slope stability and methodologies consistent
with the standards for hillside lands contained in AMC 18 . 62 .
13 . That all proposed fencing adjacent to the open space
along the fork of Wrights Creek not exceed a height of four feet
and be constructed in accordance with the requirements of the
physical and environmental constraints chapter 18 . 62, flood plain
corridor lands, if applicable.
14. That all open space improvements ( i.e. landscaping,
detention ponds, irrigation, etc. ) be installed or bonded for in
accordance with the procedures in the subdivision chapter prior to
signature of the final survey plat.
15. That additional right of way be dedicated along Hitt Road
and Strawberry Lane, if required by the Public Works Department, to
allow adequate room for the proposed street improvements.
16 . That all requirements of the Ashland Fire Department be
complied with prior to the signature of the final survey plat and
or the issuance of a certificate of occupancy for each new home.
Such requirements to include the installation of interior sprinkler
systems in all new homes.
17 . That written authorization from the Oregon Division of
State Lands be provided for the proposed development adjacent to
Wrights Creek prior to final plan approval . -
18 . That a deed restriction be placed in the CC&Rs for the
project indicating that all understory vegetation associated with
the Wrights Creek drainageway environment be retained to protect
stream and habitat quality. Understory materials may be
systematically replaced with like horticultural varieties of plant
species when approved by the Ashland Planning Department in
coordination with the Oregon Department of Fish & Wildlife.
12 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
19 . That a plan describing tree protection strategies
consistent with the standards in Chapter 18 . 62 for hillside lands
be submitted at the time of final plan approval . Plan to describe
timing and implementation of such tree protection measures in
accordance with the construction of all public improvements ( i .e.
streets and utilities ) and shared driveways.
20. That it is recommended that all construction traffic go
by way of paved streets.
21 . That secondary paved access, providing through access for
the development, be provided from the intersection of Strawberry
and Alnutt to a paved collector street.
ADOPTED and APPROVED by the Ashland City Council on September 1,
1998 .
Catherine Shaw, Mayor
13 - FINDINGS OF FACT AND CONCLUSIONS OF LAW
Council Communication
Public Works Department
September 1, 1998
Submitted by: Paula Brown
Approved by: Mike Freem
Title: Authorize the City Administrator to sign and execute the Contract with the
Oregon Department of Transportation for the FY99 Fund Exchange Program
Synopsis:
Attached is the contract with the Oregon Department of Transportation(ODOT)for this year's
fund exchange program. Staff included this revenue source in this year's budget for completion
of reconstructing Union Street. The State allocated $88,617 for this project, $4,617 more than
budgeted.
Recommendation:
Staff recommends City Council authorize the City Administrator to sign and execute the contract
with ODOT for the FY99 Fund Exchange Program to reconstruct Union Street between Rogue
Valley Highway(Siskiyou Boulevard) and Auburn Street.
Background Information:
The ODOT Fund Exchange Program is an extension of the Federal Surface Transportation
Program(STP). Cities with a population over 5000 receive an annual allocation of funds based
upon population. The State provides these funds to the city at a reduced rate of 94% of the
federal allocation for City projects. By using the funds through the State's exchange program, the
funds can be used for a wider variety of projects, completed by City crews or contracted directly
through the City.
Union Street was approved by the State as an eligible fund exchange project. Past fund exchange
projects have included reconstruction of Sherman Street(currently being completed) and
Wightman Street Realignment (completed last fiscal year).
Staff has been advised of the possibility that the fund exchange program may not be available
after the FY99 allocation. As staff becomes aware, City Council will be apprized of new
information regarding the future of the program.
.w gOI1 Department of Transportation
E o, C Ye
Region 3
3500 NW Stewart Parkway
John A.Kitzhaber,M.D.,Govemor Roseburg,OR 97470
(541)957-3500
August 12, 1998 FAX(541)957-3547
FILE CODE:
MIKE FREEMAN
CITY OF ASHLAND r nn >-
20 EAST MAIN
ASHLAND OR 97520 r
AUG 13 1998 i
fJ '
Dear Mike:
Enclosed for city review and signature are three (3) copies of Agreement No. 16722 for the
Union Street, from Rogue Valley Highway to Auburn Street, fund exchange project. After your
review,please return the signed agreements to me at your earliest convenience.
If you have any questions,please contact me at (541) 957-3508. Thank you.
Sincerely,
�Alle
Agreement Specialist
mm
Enclosures
Form 7W-1829(2-98)
August 12, 1998
Misr. Contracts and Agreements
No. 16722
1998 FUND EXCHANGE AGREEMENT
Union St. (Rogue Valley Hwy to Auburn St.)
THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting
by and through its Department of Transportation, hereinafter referred to as "State", and the City
of Ashland, acting by and through its elected officials, hereinafter referred to as "Agency".
RECITALS
1. By the authority granted in ORS 366.770 and 366.775, State may enter into cooperative
agreements with counties and cities for the performance of work on certain types of
improvement projects with the allocation of costs on terms and conditions mutually agreeable
to the contracting parties.
NOW THEREFORE, the premises being in general as stated in the foregoing recitals, it is
agreed by and between the parties hereto as follows:
TERMS OF AGREEMENT
1. Agency has submitted a completed and signed Part I of the Project Prospectus outlining the
schedule and costs associated with all phases of the reconstruction of Union Street, from
Rogue Valley Highway to Auburn Street, hereinafter referred to as "project".
2. To assist in funding the project, Agency has requested State to exchange 1998 Federal Funds
which have been allocated to Agency for State funds based on the following ratio:
$94 State for$100 Federal
Based on this ratio, Agency wishes to trade $94,273 Federal Funds for$88,617 State Funds.
3. State has reviewed Agency's prospectus, considered Agency's request for the fund exchange,
and has determined that Agency's project is eligible for the exchange funds.
4. This agreement shall be for two years beginning on the date State's representative executes
this agreement and terminating two calendar years later on the same month and day, unless
otherwise extended or renewed by formal agreement of the parties.
Agreement No. 16722
City of Ashland
5. The parties agree that the exchange is subject to the following conditions:
A. The Federal Funds transferred to State may be used by State at its discretion.
B. State dollars transferred to Agency must be used for the Union Street, from Rogue Valley
Highway to Auburn Street, project. This fund exchange is to provide funding for specific
roadway projects and is not intended for maintenance.
C. State funds may be used for all phases of the project, including preliminary engineering,
right of way, utility relocations and construction. Said use shall be consistent with the
Oregon Constitution and statutes (Section 3a of Article IX Oregon Constitution). Agency
shall be responsible for accounting for expenditure of State Funds.
D. This Fund Exchange shall be on a reimbursement basis, with State funds limited to a
maximum amount of$88,617. All costs incurred in excess of the fund exchange amount
will be the sole responsibility of Agency.
E. State certifies at the time this agreement is written that sufficient funds are available and
authorized for expenditure to finance costs of this agreement within State's current
appropriation or limitation. Funds available for reimbursement on or after July 1, 1999
are contingent upon the legislatively approved budget of State.
F. Agency shall be responsible for all costs and expenses related to its employment of
individuals to perform the work under this agreement, including but not limited to
retirement contributions, workers' compensation, unemployment taxes, and State and
Federal income tax withholding.
G. Agency shall comply with all federal, state, and local laws, regulations, executive orders
and ordinances applicable to the work under this agreement, including, without
limitation, the provisions of ORS 279.312, 279.3-14, 279.316, 279.320 and 279.555,
which hereby are incorporated by reference. Without limiting the generality of the
foregoing, Agency expressly agrees to comply with (i) Title VI of Civil Rights Act of
1964; (ii)
H. Section V of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of
1990 and ORS 659.425; (iv) all regulations and administrative rules established pursuant
to the foregoing laws; and (v) all other applicable requirements of federal and state civil
rights and rehabilitation statutes, rules and regulations.
I. Agency, or its consultant, shall conduct the necessary preliminary engineering and design
work required to produce final plans, specifications and cost estimates; purchase all
necessary right of way in accordance with current State and Federal laws and regulations;
obtain all required permits; be responsible for all utility relocations; advertise for bid
2
Agreement No. 16722
City of Ashland
proposals; award all contracts; perform all construction engineering; and make all
contractor payments required to complete the project.
J. Agency shall submit a copy of the project plans and specifications to State for review two
weeks prior to advertisement for construction bid proposals. State shall notify Agency of
any changes or modifications it deems necessary prior to advertisement. Failure to
suggest changes shall in no way constitute State approval of the plans and specifications.
K. Agency shall compile accurate cost accounting records. Agency shall bill State in a form
acceptable to State no more than once a month for costs incurred on the project. State
will reimburse Agency at 100 percent of the billing amount not to exceed $88,617. The
cost records and accounts pertaining to the work covered by this agreement shall be
retained for inspection by representatives of State for a period of three years following
final payment. Copies shall be made available upon request.
L. Agency shall upon completion of project maintain and operate the project at its own cost
and expense.
M. The Agency, its consultant or subcontractors, if any, and all employers working under
this agreement are subject employers under the Oregon Workers' Compensation Law and
shall comply with ORS 656.017 which requires them to provide workers' compensation
coverage for all their subject workers.
N. This agreement may be terminated by mutual written consent of both parties.
State may terminate this agreement effective upon delivery of written notice to Agency,
or at such later date as may be established by State, under any of the following
conditions:
1. If Agency fails to provide services called for by this agreement within the time
specified herein or any extension thereof.
2. If Agency fails to perform any of the other provisions of this agreement, or so
fails to pursue the work as to endanger performance of this agreement in
accordance with its terms, and after receipt of written notice from State fails to
correct such failures within 10 days or such longer period as State may authorize.
3. If State fails to receive funding, appropriations, limitations or other expenditure
authority at levels sufficient to pay for the work provided in the agreement.
4. If Federal or state laws, regulations or guidelines are modified or interpreted in
such a way that either the work under this agreement is prohibited or State is
prohibited from paying for such work from the planned funding source.
3
Agreement No. 16722
City of Ashland
Any termination of this agreement shall not prejudice any rights or obligations accrued to
the parties prior to termination.
6. State and Agency hereto agree that if any term or provision of this agreement is declared by a
court of competent jurisdiction to be invalid, unenforceable, illegal or in conflict with any
law, the validity of the remaining terms and provisions shall not be affected, and the rights
and obligations of the parties shall be construed and enforced as if the agreement did not
contain the particular term or provision held to be invalid.
7. Agency shall enter into and execute this agreement during a duly authorized session of its
City Council.
8. This agreement and attached exhibits constitute the entire agreement between the parties on
the subject matter hereof. There are no understandings, agreements, or representations, oral
or written, not specified herein regarding this agreement. No waiver, consent, modification
or change of terms of this agreement shall bind either party unless in writing and signed by
both parties and all necessary approvals have been obtained. Such waiver, consent,
modification or change, if made, shall be effective only in the specific instance and for the
specific purpose given. The failure of State to enforce any provision of this agreement shall
not constitute a waiver by State of that or any other provision.
4
Agreement No. 16722
City of Ashland
IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the
day and year hereinafter written.
The funding for this fund exchange program was approved by the Oregon Transportation
Commission on October 15, 1997, as a part of the 1998-2001 Statewide Transportation
Improvement Program.
The Financial Services Branch Manager approved the fund exchange on August 6, 1998.
The Oregon Transportation Commission on June 18, 1998, approved Subdelegation Order No. 2
in which the Director grants authority to the Deputy Director/Chief Engineer to approve and
execute agreements over $50,000 when the work is related to a project included in the Statewide
Transportation Improvement Program or is a line item in the approved biennial budget.
APPROVAL RECOMMENDED STATE OF OREGON, by and through
its Department of Transportation
By BY
Region Manager Deputy Director/Chief Engineer
Date Date
APPROVED AS TO CITY OF ASHLAND,by and
LEGAL SUFFICIENCY through its elected officials
By By
Agency Attorney Title:
Date Date
5
City Council Communication
September 1, 1998
Submitted by: Barbara Christensen
Approved by: Mike Freeman
Title:
Liquor License Application from Sharon and Gordon Hull dba/The Boudashery Ltd.
Synopsis:
Approval of Oregon Liquor License as provided by OLCC.
Recommendation:
The City Recorder and Ashland Police Department recommend approval of this application.
Background Information:
A background investigation has been completed on the applicant by Ashland Police Department.
.�oP ASy . •
iCity of Ashland City Hall
City Recorder's Office 20 E. Main St.
iBarbara Christensen,City Recorder Ashland,Oregon 97520
(541)488-5307(phone) (541)488-5311 (/ax)
August 20, 1998
TO: Mayor and Council
FROM: Barbara Christensen, City Recorder/Treasurer
SUBJECT: Liquor License Application
Application has been received from Sharon and Gordon Hull for a LIQUOR license for an
ESTABLISHMENT, The Boudashery at 1107 E Main Street, Ashland.
OLCC and the Ashland Police Department has completed the necessary background
investigation and approval of this application is recommended.
Respect submitted,
B b Christensen
City Recorder
t
It
1
I
To: Ashland City Council
From: Robin and Catharine Carey/527 Walnut St .
Council Members :
Catharine and I attended the first public hearing on the
proposed LID ordinance, but did not testify. We will be unable
to attend the second hearing. We therefore submit this written
testimony for your consideration.
We support the committee' s proposal. without alteration.
Particularly important to us is the wording on citizen input and
the principle of shared expense .
our particular neighborhood on Walnut Street serves as an
example of why such a LID agreement is important. Walnut is one
of those remaining unpaved streets in Ashland. Most of the
homeowners on the west side of Walnut Street assumed that the
iron stakes at the front of the properties were boundary markers .
Consequently, we have driveways, retaining walls, and trees in
the area that the city now tells us is part of their. 40 foot
right-of-way. Nor does the right--of-way measure from street
center , as one would assume. Most of the right-of-way, we are
told , extends west into what we have thought of as our front
yards.
The basic principle of the LID assessed to homeowners is that
paving increases property value and, therefore, it is only fair
for homeowners to pay for that increased value. However , in the
Walnut Street situation we are looking at significant property
devaluation if the city goes forward with its plans for a two-
lane street, a parking lane, and a sidewalk.
By my count, in the one-block area between Luna Vista and
Wiley, we would lose about 31 mature trees that currently shade
homes from an eastern exposure. Cutting the roadway into the
steep western bank would necessitate retaining walls along the
entire block. Also, the street itself would need to be raised so
that our already-ver.y-steep driveways would be functional .
Raising the street would, in turn , necessitate more retaining
walls or revetment on the eastern downsl.ope of the street. The
project as now planned would be very expensive and very intrusive.
We do not oppose paving, but we would like a guarantee that
our concerns be heard as part of the planning process. The LID
proposal makes that guarantee. We also believe that the city will
more carefully consider the cost/benefit balance of their
remaining paving projects if the city shares the costs of those
projects. The LID proposal speaks to this issue as well .
We strongly urge the adoption, without alteration , of the
proposal put before you by the LID Committee .
Respectfully,
Cc,(a.,e, d °v1fc- to Fa ( CC �l. UD
�l�ke
P�
�9
RICK DAVIS
478 Fordyce Street
Ashland, Oregon 97520
e� 1 o aa�� ce 5ecl
Dv
\oe-c- �
W tl-I 2 c� � ` t �1W e Wv\
� I L evt ha s
J �JJw`
r
MkR K l
o` ��, r
ss v\A A-5 Li
C, C VA
J �v� CeJ �_ ` y
to Fa �D1( CC �T. LID
�qU
G�
RICK DAVIS
478 Fordyce Street
Ashland, Oregon 97520 \
Deed �vu�nci l N�e�b��s, l !! 66
�{Q—SS�SS v�ettil bSe SS
�0 0 6 0.c��e r 1 l51 U v\�o< < v� Ct —
�V. �� t � tv�r� -a�rj �� c�
/ y
L V\_ ,nn� COL !-,e +nV-
�e (( \j „� o0, doe-C- C) V\Ae�
W i�l \
S l 1e- 0.innt `�I Awe � ���na�S � 1 �y-
q 0. \ J �evt � � La1S
C1 S
v�e DOT-
VAN
JlV� eeI-e y
ati--
�-7"
a , PATRICIA SPRAGUE 7
REAL ESTATE, Inc. ,
,.
8/18/1998 i AUG
---------------- -"--" Sara Walker,GRI,CRS
To the LID Committee and all City Council Members, Realtor of the Year
First, I would like to commend the Committee for an excellent_job in pulling together diverse
opinions and developing guidelines that will serve-us well with upcoming LIDS
Some of you may know me as a former CPAC member or currently as a Realtor. It is in my
capacity as a Realtor, representing a client who is buying 680 Forest Street that propels me to
write to you. There is one related issue that I haven't heard mentioned, perhaps because few will
be affected, but my client is one example otthe importance of considering this situation.
It happens that 680 Forest will be affected by two LIDS, Forest Street (to be formed) and also
Waterline Rd. (680 Forest is part of Park Estates). Do you have a sentence or two in the
proposed LID guidelines that will cover this situation, so that one homeowner doesn't end up
paying the huge costs of two LIDS?
Perhaps one option is to limit the homeowner to the cost of the first LID and give them a waiver
for the second. Another option may be to set a maximum amount an owner can pay on one tax
lot, whether it is for one LID or two—perhaps $4,000 total.
However you deal with it, this is an uncommon situation but one that needs your thoughtful
application. I know you are quite capable of coming up with a solution that avoids hardship in
these cases.
Thanks for all your efforts.
Sincerely,
Sara Walker
I
Telephone: (541) 488-4501 Fax: (541) 488-0304
Internet email: sdwalker@mind.net
Web Page: http://www.opendoor.com/realestate
Report to the Ashland City Council
From the Ashland Fiber Network Technical Advisory Committee
will be available at the September 1 , 1998 Council Meeting
Monday, August 31, 1998
To: Pete Lovrovich: Director of Electrical Utilities
From: Technology Advisory Committee
Re: Recommendations to the Ashland Electrical Utilities
The Technology Advisory Committee (TAC) was formed by the Department of Electrical
Utilities upon approval by the City Council of a Staff Request (memorandum: 17 March
1998). Our charge was to determine the technical feasibility of the AFN as outlined in the
Business Plan.
Members of the TA are:
Terry Walther Electrical Engineer
Jim Teece President/CEO: Project"A"
Aaron Greene Oregon Shakespeare Festival
Charley Lanusse CEO: Starseed Inc.
Lance Pugh Technology Journalist
Richard Holbo Southern Oregon University
Alan Oppenheimer President, Open.Door Networks, Inc
Priscilla Oppenheimer Network Consultant
Tony Fleisher Infostructure
Paul Mace Paul Mace Software
Eric Turner CIO: Starseed Inc.
Steve Hauck Ashland City Council
We individually and collectively researched all manner of technologies, protocols and
products, focusing our efforts into the three main categories of stated desired services as
outlined in Scenario One (most likely case) as per the R.W. Beck report dated 1 July,
1998.
These three categories are:
Services: Applications:
1. High Speed Data Transfer: Schools, SOU, ACH, Businesses
Libraries, City of Ashland
2. Cable Modems: Residential, Small Business
3. CATV: Entertainment Video
The TAC met with vendors, engineers and other representatives from the following
companies, all of whom provided the TAC with presentations and solutions pertaining
to the proposed services as outlined within the Business Plan:
a. Next Level Communications
b. General Instruments
c. Scientific Atlantic
d. Cisco Systems
e. Peregrine Corp.
f. ADC Telecommunications
g. Packet Engines
1
TAC Recommendations:
♦ We support the Business Plan and revised R.W. Beck financial report (Scenario One,
most likely case) as approved and recommend that we move forward with the
Ashland Fiber Network, incorporating such technologies as.recommended by the
TAC. We have determined that there exists a number of technologies that are both
viable and fit within the budget as proposed.
♦ We recommend the TAC continues to meet and make recommendations as deemed
necessary by the Department of Electrical Utilities.
♦ We recommend, to insure long term success and development opportunities,
that a portion of revenues derived from the project be first, reallocated,towards
improvement of the system. This will help insure an environment that will
remain competitive and continue to attract economic development to the area.
We co-hosted an Open House on August 27' in conjunction with the Strategic Steering
Committee and the Department of Electrical Utilities.
We demonstrated videoconferencing, high-speed cable modem service, high-speed data
transfer and streaming audio/video upon demand.
Items discussed and investigated.
We discussed and evaluated various configurations as well as made suggestions as to the
design and topology of the network(s). We investigated such data transfer solutions as
ATM, SONET, Gigabit Ethernet, as well as examined what is currently used by SOU and
the Educational District. We have listened to the Steering Committee throughout the
process and have taken their concerns into consideration.
Through our ongoing research we feel confident, as a committee, that the Ashland Fiber
Network is pursuing cost-effective solutions that can provide the services as outlined
above within the constraints of the budget as defined. We fully realize that the world of
technology is rapidly changing and to keep current requires an ongoing and constant
effort. The criteria for selecting the design, protocols and technology will reflect the
desire to keep the architecture open, as opposed to proprietary. This helps to insure that
our system will not become obsolete, while allowing the promise of peering with all
existing and proposed networks in our region.
I
I
Report to the Ashland City Council
From the Ashland Fiber Network Strategic Steering Committee
Background
In July, 1998, Ashland City staff formed the Strategic Steering and Technical Advisory
Committees to assist them in finalizing the details for the Ashland Fiber Network (AFN).
The Strategic Steering Committee is comprised of Don Laws and Steve Hauck (Council
Liaisons), Cate Hartzell, Ron Kramer, Charlie Lanusse, Alan Oppenheimer, Lance Pugh,
Russ Silbiger, Sharon Stern, and Jim Teece. The following report documents the progress
of our work over the course of six meetings.
The City staff defined the mission and purpose of the Committee as the following:
• Review the business plan and pro-forma for the AFN;
• Assess the proposed implementation plan;
• Assess immediate and future business opportunities;
• Review proposed fiber leasing options;
• Develop guidelines for business partnerships or service delivery;
• Develop a plan for public information/education regarding the AFN.
Presentations
The following individuals from across the nation were invited to our meetings, both to
present their experience in similar ventures and to answer our questions:
1. Jake Jacobstein, Network Address: Jake's basic message is that our project
appears to be do-able, but that we should expect and prepare for strong resistance
from the competition. He gave us a basic background on municipal ownership of
fiber optic systems.
2. Bill Appelgate, Cedar Falls Utility Trustee: Bill is a trustee of the Cedar Falls
Utility. He gave us an overview of the challenges of their analog project, which
began in 1994. He mentioned that TCI spent enormous amounts of money and time
to trying to defeat the Cedar Falls project. The project was required by law to go to a
vote and it received a 70% approval rate. He admonished us to begin marketing
immediately and aggressively.
3. Fred Fieldman, City of Burbank, California: Burbank, like Palo Alto, has control
over the equipment but only leases dark fiber (the capacity of the fiber). They have
no plans to become an Internet Service Provider (ISP). Fred surprised the
Committee by stating that some of his biggest accounts were other phone
companies who preferred to lease fiber instead of installing their own.
4. Ken Harper, R.W. Beck: Ken responded to general concerns that had been
raised by the Committee, including the following:
a) the need for more aggressive replacement schedules and overall
appreciation;
August 28, 1998
1
I
b) no factoring of billing cost reductions through the Web credit card or
automatic withdrawal options, such as that offered by the Los Angeles
Department of Water and Power;
c) that the projections were about 50% of what happened in the experience
of Cedar Falls Utilities.
5. Howard Gan, V.P. Government Relations for Falcon Cable: Representatives
! presented what they plan to implement in Ashland and the outline of a partnership
arrangement that they have proposed to the City of Ashland. They introduced a
representative of a national ISP provider that they have contracted with for Ashland
service and said they may also arrange for other ISP providers.
Committee Activities
0 Alan Oppenheimer established an email connection for Committee members. This
communication mechanism was used often for the circulation of many articles, Website
addresses for sources of information, and general communication among members.
0 The Committee initiated public notice of its meetings, videotaping guest presentations,
and the August 27th Open House.
0 The Open House was well attended and allowed local residents and business owners
to experience first-hand and ask questions about the most immediate applications of
the technology that is being built into the system. Several members of both AFN
Committees volunteered many hours to work with each other and City staff to organize
the Open House.
0 Agendas for each meeting included items from both staff and Committee members.
Topics of discussion included:
1. the appropriateness of the financial projections;
2. the reasonableness of the assumptions made;
3. how dark fiber will be leased;
4. how to mediate disputes between fiber users;
5. what sort of policing issues need to be explored and implemented;.
6. economic and development and business opportunities;
i 7. potential benefits of the system;
8. who will provide technical support for end users;
9. bandwidth pricing;
10. universal and free access;
11. security concerns;
12. legal issues related to privacy;
13. the impact of future competition from known and as yet unknown sources;
14. the need to meet with Falcon Cable to explore areas of mutual benefit;
15. the need for continued activity of the Steering and Technical Advisory
Committees.
i
August 28, 1998
i 2
1
Recommendations
The AFN Strategic Steering Committee unanimously endorses Scenario One (with
CAT19 of the July 1998 Telecommunications Business Plan. We acknowledge that the
City's ultimate experience may require capital replacement funding which the Beck study
did not fully address. The Beck schedule for capitalization costs may need to be shortened
to stay responsive to the needs of our customers. The Committee is in agreement that,
while there is a measure of risk involved, this project will have an enormous benefit for the
City and its residents.
We make the additional recommendations:
1. We recommend that the City Council advise staff to continue to utilize the
Strategic Steering Committee and Technical Advisory Committee. The Technical
Advisory Committee offers a wealth of experience and knowledge to this project and
could be structured to function in a long-term capacity. The Strategic Steering
Committee discussed the need for various committees as AFN moves forward. While
some Steering Committee members might be interested in serving on those bodies, the
Strategic Steering Committee will likely dissolve. However, before doing so, it would like
to complete discussions about immediate and future business opportunities, proposed
fiber leasing options, and guidelines for business partnerships or service delivery.
2. We recommend that the City proceed with the project immediately. The
opportunity before us, backed by the business plan'and the availability of high-speed
technologies, together build a compelling case to proceed immediately. Cities that
embrace these types of initiatives are delivering services every bit as important as
water and electricity. With the advent of de-regulation, this is a highly competitive
market. Those people who have implemented such programs encouraged the City to
conduct aggressive marketing campaigns immediately.
3. We recommend that City representatives meet with Falcon Cable representatives
to identify options for ensuring the capacity for interaction between the City's
system and Falcon Cable's Local Area Network (LAN). The majority of the
Committee believes that the City should build and maintain authority over its own
complete system and build for compatibility with other systems.
August 28, 1998
3
August 28, 1998
RECD qUG 31 1998
To the Editor of the Ashland Daily Tidings
PROPOSED FIBER OPTIC NETWORK SHOULD BE SUBMITTED TO A VOTE
The August 27th article, "Ashland ' s Fiber Optic Network -
Part IV" discusses putting the proposed fiber optics network (FON)
to a vote of the electorate. Ashland ' s governing body can and should
submit that proposal to the electorate. The governing body has
fiduciary responsibilities to Ashland citizens . Having a vote by the
people is the proper procedure. The FON proposal could put millions
of dollars of public monies at risk. Citizens will be paying the costs
if the proposal does not generate anticipated revenues . Citizens
(not the governing body) should make the decision on entering specu-
lative telecommunication ventures .
The Mayor ' s comment that "asking residents whether the
City should embark on a commercial venture may cost the City too
much" is disingenuous . Is it cost that bothers the Mayor or is it
haughty disdain for the the public that influences the Mayor. The
City reports spending $ 500 , 000 so far on the FON. How much would
having a vote on the FON cost?
The City' s governing body would be well advised to go for
- the following advice of Thomas Jefferson :
"I know of no safe depository of the ultimate powers of
the society but the people themselves; and if we think
them not enlightened enough to exercise their control with
a wholesome discretion, the remedy is not to take it from
them, but to inform their discretion by education . "
John W. Nicholson
1 Ashland , Oregon. 97520
cc : Governing Body
John W. Nicholson
1575 Greenmeadows Way
Ashland, Oregon 97520
Phone: 482-4161
590 Glenview Drive
Ashland, Oregon 97520
August 31, 1998
Mayor Shaw and City Council
Ashland City Hall
Ashland, Oregon 97520
Dear Mayor & Council Members:
I will be unable to attend the September 1 st City Council meeting in which the fiber optic
operations will be discussed. Please read, AND ANSWER, my questions aloud for the record.
1. How many ADDITIONAL employees will the City hire for the fiber optic
implementation?
2. How many of those additional employees will require office space? Where will they
fit into the "space needs"juggle? For the short term, will the City have to rent additional office
space? If so, where? For the long term, where will they be located?
Respectfully subrmttecl,
Marilyn Biggs
SOUTHERN
OREGON
UNIVERSITY
The Associated Students of Southern Oregon University would like to see the fiber optic network
established in Ashland. We believe it will bring great benefits to the citizens of Ashland and the
student body.
Student government would like to work with the City of Ashland to make this a progressive city,
one that will continue attract the small businesses and students that make up much of this
community. As you know, technology is a crucial part of the world we live in today. As students
continue to struggle with tighter budgets and the rising costs of education, we are always in
support of faster, better, and less expensive means of information exchange.
We support the Ashland fiber optic ling and look forward to working with the City Council and
the staff at the City of Ashland to reach this goal and better our community.
WE SUPPORT CHEAPER, FASTER, BETTER SERVICES. Thank you.
Associated Students of
Southern Oregon,University
1250 Siskiyou Boulevard
Ashland,Oregon 97520-5058
President and Vice President:541-552-6653
Cabinet:541-552-6655
Senate:541-552-6028
Student Advocate:541-552-6656
Fax 541-552-8324
Southern Oregon University
Non-Traditional and CommuterStudent Center
NON-TMDITIOMAL
and COMMUTER 105B Stevenson Union Ashland, OR 9752 (541) 552-8238
sLUaant ceneal
scsconon@tao.sou.edu
August 20, 1998
Subject: Ashland Fiber Optic Ring
The Associated Students of Southern Oregon University(ASSOU) would like to see the
fiber optic network established in Ashland. We believe it will bring great benefits to the
citizens of Ashland and this student body.
Student government would like to work with the City of Ashland to make this a more
progressive city, one that will continue attract the small businesses and students that make
up much of this community. As you know, technology is a crucial part of the world in
which we live . As students continue to struggle with tighter budgets and the rising cost
of education, we are always in support of faster, better, and less expensive means of
exchanging information .
The Non-Traditional and Commuter Student Center supports the Ashland fiber optic ring
and looks forward to ASSOU working with the City Council and the staff at the City of
Ashland to reach this goal and better our community.
WE SUPPORT CHEAPER, FASTER, BETTER SERVICES. Thank you.
Sincerely,
vk�� v
William Davis
Director
09/0L/98 TUE 15:48 FAX 541 552 6337 SOSC PRESIDENT 1Q 002
September 1, 1998
Mayor and Council
SOUTHERN City of Ashland
0RF*.C,ON 20 East Main Street
UNIVERSITY Ashland OR 97520
Dear Mayor and Members of the Council:
Several months ago I wrote to you to summarirc the University's views on the Ashland Fiber
Network project. I noted our interest in finding ways to take advantage of advances in
telecommunications made possible by the Network and some of the constraints for the University
in adopting a position relative to die Project. Since then,we have carefully monitored the
discussions held both publicly and privately. The University still needs to evaluate all options
before we determine what services we might obtain from the City and which services could come
from other providers, Howcver,f wanted you to know that I have had a good deal of feedback
from faculty, staff,students,and the community which is favorable to your efforts.
University faculty,students, and staff understand that increased bandwidth and high speed access
to voice,data, and video services from both the workplace and the hone will result in better
economic competitiveness for southern Oregon. Many of our faculty are interested in using
enhanced connectivity to further their research and find better ways to connect to their
professional colleagues as well as their students. 1 encourage them to make their views known at
the Council's hearings.
As I have noted the city's efforts to move the fiber ring project forward,I have been impressed
with how the broader region has already benefited. As a result of yew-efforts, there has emerged a
much more competitive environment among telecommunications companies eager to provide
more bandwidth and enhanced services to our whole region. This is perhaps the unintended,but a
positive consequence of Ashland's plans to build an infrastructure for the future.
Southem Oregon University and the City of Ashland have a long history of collaboration and
cooperation. From working together to share facilities to transportation planning to RVTV(and
many other projects)we have found ways to work together to provide better services to Ashland
citizens and SOU students. As this project moves ahead, I look forward to further discussions on
areas for future collaboration and commend your efforts to daLo.
Sc ,
Step en 1. Reno
President
c: Mike Freeman,City Administrator
Office of the President
1250 Siskiyuu Boulevard
Ashland,Oregon 97520-5045
T3 541552-4111
F,,541-552-037
sren(V0vw.edu
ZQ No — 0 C.
Cate Hartzell C1._ \0 C)6 k \,I �
881 East Main Street
Ashland, Oregon 97520
August 28, 1998
Ashland City Council
20 East Main Street
Ashland, Oregon 97520
Dear Council person,
One of the ways that we move toward sustainable environmental, economic and social practices is
for governmental bodies to shoulder the burden of risk or higher prices inherent in any transition.
The presentation that the Council heard two weeks ago about solar-based electricity generation is a
perfect example of how the City can model movement towards appropriate technology and
practices.
Over the course of the last year, I've had conversations with Steve Gretzinger about how to bring
his work at the international and state level to our own community. Steve is the Technical
Coordinator for the Smartwood Certified Forestry Program at Rogue Institute for Ecology and
Economy. The enclosed packet explains the concept and details of the Smartwood forest
certification program of the Rainforest Alliance; RIEE is the network partner implementing that
program within the state of Oregon. As a forester, Steve is involved both in certifying forest land
that meets established standards and in stimulating the market for the products that are removed
from certified land.
Steve and I plan to speak at the Public Forum this Tuesday, September 1,to talk briefly about the
leadership role that several cities have taken in stimulating markets for timber products derived
from forests whose management has been certified as sustainable. San Francisco, California and
Austin, Texas (and Los Angeles is in the process)have adopted ordinances directing that municipal
building projects purchase lumber from certified forests if the price is within a specified percentage
of the lowest bid price of non-certified lumber.
We will request that the City Council consider adopting an ordinance or policy along the same lines
as San Francisco or Austin. Steve has a copy of San Francisco's ordinance and is willing to dedicate
some time to this effort. We believe that it is consistent with the values of this community. We
invite your review of the packet and if you have any questions, feel free to call me (482-4111)or
Steve (488-2356).
We appreciate your time and look forward to bringing this opportunity before the Council for
consideration.
Sincerely,
Cate Hartzell
Ashland Chamber of Commerce
110 East Main St.
P.O. Box 1360
Ashland,Oregon 97520-0046
(541)482-3486
TO: Mayor & City Council
FROM: Executive Committee
Ashland Chamber of Commerce
DATE: September 1, 1998
RE: Ashland Fiber Network
The Ashland Chamber of Commerce is very interested with the potential benefits the
Ashland Fiber Network can have for the businesses and citizens of Ashland. The Fiber
Network can position Ashland for success in the 21" century by providing businesses,
residents, schools, and health care facilities with the latest in technology and services.
We see great opportunities for:
♦ Businesses to enhance their operations through high-speed Internet and video
conferencing. Home businesses will be able to expand into the global marketplace
from Ashland. People wishing to live in Ashland and do business here, can do so
through telecommuting.
♦ Schools via distance learning, high-speed research, classroom registration, and an
immediate connection to the entire world.
♦ Health care in the emerging field of telemedicine, distance patient monitoring, global
conferencing and the transfer and exchange of relevant patient information, particularly
in emergency situations.
♦ Citizens in our community who will have access to this technology of the future.
Our entire community can be enriched by these technological services. Services that are
not limited to the few, but available and beneficial to all.
Telecommunication is inevitable— it is the way business will be conducted. Therefore, we
enthusiastically support and look forward to the development of the Fiber Network in
Ashland.
Derek Severson - Huge News Page 1
From: Mike Freeman
To: All Users
Date: 9/2/98 8:49AM
Subject: Huge News
Last night the City Council approved the Ashland Fiber Network 5-0. Over the past two years, literally
thousands of staff hours have been devoted to analyzing, reviewing, and beginning construction of this
project.
The Ashland Fiber Network decision will prove to be one of those watershed events in the City of
Ashland's history. The ability of the City to offer fiber optics services is critical to the future economic
health of our community and our organization.
Please give all the employees in the Electric Department thanks for their hard work and dedication in
making this important project possible and a reality.
Below are just some of the expected benefits for the community:
It meets the City's electric utility's need to begin positioning for electric
deregulation expected to be implemented in Oregon following the 1999 legislative session.
It meets many of the City's needs for providing higher quality services to the public and helps
reduce operations costs.
It provides telecommunications infrastructure that would not otherwise come to Ashland in the
near future.
It provides the City a valuable long-term economic development tool.
It assists local businesses to improve their ability to compete.
It provides larger organizations significant opportunities to utilize new technology to reduce costs,
improve service and implement distance learning concepts.
It gives the City's schools unparalleled access to high-speed data and video.
It gives SOU off-campus students and faculty high-speed data solutions.
It provides an incredible opportunity for the hospital to improve its already outstanding service to
the community and Rogue Valley.
It provides high-speed data access to the home-which significantly enhances Ashland's growing
numbers of home businesses.
It includes cable TV services which provide an additional $3.2 million in revenue for an additional
capital cost of$1.5 million over Scenario 2 (Data Network Case).
It provides Ashland residents choice for cable TV programming.
It is the staffs preference to utilize a partnership with the private sector to provide cable TV
service- it is the intent of the staff to pursue this option as part of Scenario 1.
�I
N•
N
N N N
i
p W
V O O a
6 V
0
O
U O
N N
r w
W W
K K
N d d
co
Q N:. N N y N
Y 0:.:,. W p p 2 2 W W
O v,,, a a a
O ° °
J
C1 eo+, U
C w
w
d
d
w N yy y e60 .60
W p W ¢ W¢
IL EL
C
O m
�s w w
a,* a (L
co NJ
0)
CD
pi. p r2 O W a 4
a a w
d:
L
d c c ^y Ti y
o o
r =
n 5 y Y
0 a
(j
r y 3 d cl w x u E
wO. .9 ir c z a °u g v d
W '. (�
y v m Y c W d d U)U
c D m Z o N o i Y W N
ncm. H c
o p E
anE v m'
m e o o a a >y
L U a in OO+O Q O A U
fL
ir 0 mm c ?.
M. w o. a A`y W .O y T
w o N (Y d y C 7 a d ii � d E W O U 2 , ' U Y N N c O Q m N C U y'.
c o o w C d w m N
O r c LL
E ¢ N O w 5 O m U m O N 0
o
—
m r:m o d o
m
C U D LU X G C P m= E > p w U E C m m p o 0 c N 0
N N N U C W O N m
N C W m U m U O O y y 0
a ° H N U
0 O fL N@ O ¢c
N y O � ll N W d O
O U c c m d C 'O ^ 51N O N d¢ OU E d ¢ v Lij
P >c r m E pp ¢c p o u O C O O O ¢ m a Q m r
I'm � Cq L � O m
'N w m 0 m m
M E O m a J w a y a m M U U J a J n E C.'
O
O N M V N f0 1� y O) O N m R �m t0 1�
N N N N N N N N
I
I
i
I 2
I °
N
I N
I �
N
CO a
d c
p C
Q m O
c U
� w
N `
QC a o
J rn CD
w lz
Ir Q- >`
N
O
d
� a
1 d m
E
CL
— °
0
E a d
7 E
Q p U N
wV .t 7
W W
v
a
p C U
as /m O
C �d w
p N a) N
r u N C .Y..
L U U �
m d O y C
O
O 3 p al n N U
CD V) o fn U)N N _T f0 U
C 7 U C
Q V y C C m O
N a, o Y y 0 y U LL 3 i0
y
N _ (%1 �.� m.� N 7 CL U C U C O Z U C w
3j m � 3 � m ° g U o °' cc
a) t; c`. o N aY m y E n CL
O O O '� LL O U a 7 N = > ca a7 a) O
a) 0 U U C
c
(n � 0 � �
° ° _ o ? 5 0� E i a a�
� o
_ U
Q
N C y 0 C7 J W J (n V ° co C E N N O m
O C Q O « N U C. a7 a U
m a) o m U T T,� >, O m C O CL ` C 2
o) E C a E U a C N N O N N a) F a) y 0 C w
° o w m n n c nr `m a� E o > > o y 8
N o m U U ° y cc ° ° E o n N T y @ m a
2 oo -0 a� raa ma. ,atn E ao E ° - a � 0 m
c y w :.. o c T N .5 c ❑ E
ox F ` N N y aU m m ALL ow G c m rn ° ac mU
U w N O) (gyp Q N a) `O— O U N t — p` a1 V N O N 7 Q C A a7 y
? c o m Y « m m m o H m p E m E d o a«
Ua mC12 F- xQ f/ CLL ` w = EW � x � <n
v O
va LL Q ♦ ♦ ♦ ♦ • ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ M ♦ ii ♦ • V
i __
ca
m
t
Q
0
0
J
�I
C
w
d
d
C> E
C �
z°
m
r a�
c
co CL
r v f0 m
f0-5 j
V
d c a a
E N _ N
N > f0
N
D 3 U
CL O ` a L
N . _ f0
f6 Q W N N N m
damp 5cm d
Cc m Cc 0
CD a. > a N ma c
E a� za N ua ma E
NNW >,r W �m
mp m m •op o V
y a ` Y C7 'O) @ O
E N 0 Y C Q c w CL N
f0 m « O ~ O Z6 � m
m > Z N • O '04 F-
c C f0 f0 y N fn U ..
f0 O N M 2 r N E N N
E L � O d y O .`.
Y .� a°)i Q a
m c U ° °
N c v U o c
� r :3 EHm0)coE
_
V 7 N p O O a N Oa > N O
�- UinHQa � S
CL
CL
Council Communication
Administrative Services Department
September 1, 1998
Submitted by: Dick Wandersche
Approved by: Paul Nolte
Approved by: Mike Freeman
Title:
Second 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." First reading was done on August 18, 1998.
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 second reading of the attached ordinance.
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.
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:
and additions are
Annotated to show deletions and additions to the ordinance section being modified.
Deletions are flned-Hjrettgli �:;;.;;:.„ems.•
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 hereinafter set forth, for the period from April 1,
j 1990, to March 31, ie9�-
The foregoing ordinance was first read by title only in accordance with Article X,
i
Section 2(C) of the City Charter on the day of
1998, and duly PASSED and ADOPTED this day of 1998.
1
j Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 11998.
Catherine M. Shaw, Mayor
Reviewed as to form:
P ul Nolte, City Attorney
Pagel -SANITARY FRANCHISE ORDINANCE G.VAUL0RD0&h1QW SaWWY Fmnddse Ord.wpd
Council Communication
Administrative Services Department
September 1, 1998
Submitted by: Dick Wanderschei
Approved by: Paul Nolte V-11
Approved by: Mike Freeman Mf-
Title:
Second 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. First reading was done on August
18, 1998.
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
second reading of the attached ordinance.
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.
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 fined-three and additions are 5;E1y �Si .
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 maybe
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
Me rene foam roducts meet the provisions of this ordinance. is
NEWMm_s`riae"s
to e t i� ( 4 e aul agod,� r P
�
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 11998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 11998.
Catherine M. Shaw, Mayor
Re j wed as t9
Paul Nolte, City Attorney
Page 1 —ANNOTATED ORDINANCE (G:WA000RDNdryrofoam ord wm.wpd)
I
Council Communication
Finance Department
September 1 , 1998
Submitted by: Jill Turner
Approved by: Paul Nolte
Approved by: Mike Freeman
Title:
A resolution of the city council of the City of Ashland reiterating its policy of relating the
expenditure of monies for economic and cultural development to the hotel/motel (transient
occupancy) tax and repealing resolution 98-02.
Synopsis:
This resolution makes two technical corrections to the resolution passed in February regarding
the Economic Development process. The original resolution contained two drafting errors. The
date of the first review was incorrect as well as the review committee.
Recommendation:
Staff recommends approval of the attached resolution.
Background Information:
In the fall of 1997 the Economic Development Sub Committee of the Budget Committee met and
reviewed the Economic Development Grant Process. This resolution was drafted and approved ,
unfortunately the drafting errors were not caught until after it's passage. This resolution clears
up the drafting errors.
I
RESOLUTION NO. 98-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND
REITERATING ITS POLICY OF RELATING THE EXPENDITURE OF MONIES FOR
ECONOMIC AND CULTURAL DEVELOPMENT TO THE HOTEL/MOTEL
(Transient Occupancy) TAX AND REPEALING RESOLUTION 98-02.
ANNOTATED TO SHOW CHANGES. ' """"ARE """' THROUGH AND ADDITIONS ARE SHADED.
I THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
i
SECTION 1. That the City Council recognizes that the source of monies for the Economic and
Cultural Development Grant program is the Hotel/Motel Tax.
SECTION 2. That the City Council will appropriate thirty three and one-third percent(33.3%)
of the anticipated Hotel/Motel tax monies for Economic and Cultural Development. Sixty
percent (60%) of these funds will be allocated to the Ashland Chamber of Commerce; twenty
eight percent (28%)will be allocated to the Oregon Shakespeare Festival; and twelve percent
(12%) will be granted to local organizations which promote Economic and Cultural
Development. Effective with the IT99 998-2000 budget, and annually thereafter, the
allocations to the Shakespeare Festival and the Chamber of Commerce shall be adjusted by an
amount equal to their respective shares of the actual tax collection in the previous fiscal year. By
January 31 of each year the Chamber of Commerce and the Shakespeare Festival shall make a
report to the City Council mid the Budget eonmrittee regarding meeting the goals in Section 3.
I
SECTION 3. The following are the goals which the Economic and Cultural Development
Committee is attempting to meet by granting money to applicants.
a. To respond to general inquiries about business in the City
b. To promote tourism
c. To provide assistance to existing small businesses
d. To provide technical and financial assistance for the expansion of existing businesses
e. To provide technical and financial assistance for the development of new businesses
f To provide information and financial assistance to small cultural organizations to:
1) attract tourists with emphasis on the off-season;
2) create a greater diversity of cultural opportunities for our citizens
f
SECTION 4. The following guidelines and criteria are established for the Economic and
Cultural Development Grants.
a. Grantee shall be a 501(c) non-profit agency
b. Grantee shall be a non-governmental agency
c. Grantee shall promote livability for the Citizens of Ashland
d. The minimum grant proposal will be $1,000
e. The grant will benefit Ashland in regards to enrichment and activities of an economic
nature
f Grantee shall serve the population in Ashland but may encompass other venues in the
Rogue Valley
SECTION 4. Resolution 98-02 is repealed upon passage of this resolution.
This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090
duly PASSED and ADOPTED this day of 11998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 1998.
Catherine M. Golden, Mayor
Revi wed as to form:
Paul Nolte, City Attorney
Revised:08-14-98
G1BUDGEDOrds&Rewlutions\Fc n Resolution 1998.wpd
Council Communication
Administration
September 1, 1998
Title: Resolution approving the Ashland Fiber Network's Scenario 1 or Most Likely
Case and authorizing staff to develop and pursue a financing plan.
Submitted by: Mike Freeman
Approved by: Paul Nolte 0`�
Approved by: Mike Freeman P^(
Synopsis:
The City Council adopted a goal in 1997 to evaluate the feasibility of the City's Electric
Department constructing a fiber optics network that would benefit the utility and provide
telecommunications services to the community.
The City Council conducted a public hearing on the Ashland Fiber Network on March 17, 1998,
at which time the Council approved the business plan subject to the review and positive
recommendation of the business plan and pro-forma by two citizen committees. Since March the
staff have made many significant changes to the pro-forma based on input from consultants, the
community, and the cable TV industry. In addition, the two committees were formed and will be
making a recommendation at the September 1 meeting.
Recommendation:
Staff recommends that City Council approve the resolution that approves the Ashland Fiber
Network Scenario I or Most Likely Case and gives authorization for the staff to develop a
financing plan.
Background Information:
The Ashland City Council has been discussing and planning a fiber optics system since 1996. In
the 1997-1998 Budget, the Council authorized the expenditure of$500,000 to construct the
initial fiber ring around the City. That ring has been completed and staff are requesting that
Council give approval to move forward with the Ashland Fiber Network Scenario 1 or Most
Likely Case.
The staff are looking at three differing methods for financing the Ashland Fiber Network. There
are distinct advantages and disadvantages of each. The City Administrator and Finance Director
are evaluating each of these alternatives and will bring back to City Council a financing plan
within the next 90 days following Council approval. City Council approval is required for each
of the financing alternatives and therefore the financing plan must follow the City Council
action.
RESOLUTION NO. 98-
A RESOLUTION APPROVING THE ASHLAND FIBER NETWORK'S
SCENARIO 1 OR MOST LIKELY CASE AND AUTHORIZING STAFF
TO DEVELOP AND PURSUE A FINANCING PLAN.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Implementation of the Ashland Fiber Network as described in
Scenario 1: Most Likely Case in the R. W. Beck report entitled "Telecommunications
Business Plan Revised Financial Projections" and dated July 1998 is approved for
operation by the Department of Electric Utilities.
SECTION 2. City staff is authorized to develop and pursue a financing plan sufficient
to implement the Ashland Fiber Network approved in section one of this resolution.
This resolution was read by title only in accordance with Ashland Municipal Code
§2.04.090 duly PASSED and ADOPTED this day of
1998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of , 1998.
Catherine M. Shaw, Mayor
; v w ed as to form
aul Nolte, City Attorney
I
4
PAGE 1-RESOLUTION GRAWORDvuhiandFberNetwork.resmpd
Council Communication
Public Works Department
September 1, 1998
Submitted by: Paula Brown(//v
Reviewed by: Paul Node 1
Approved by: Mike Freeman
Title:
A Resolution Authorizing Water Connection Outside of City Limits for Mary Rolih, 2290 E.
Main Street.
Synopsis:
Ms. Mary Rolih, 2290 E. Main Street, has requested City water service to her residence. Her
property is outside City limits, but within the Urban Growth Boundary. Ms. Rolih has
experienced significant decrease in well production and has received a recommendation from
Ashland Drilling,who performed a Water System Service evaluation of her system, to connect to
the City's system or completely replace her existing well. Ms. Rolih currently receives sewer
services from the City.
Recommendation:
It is recommended that the Council direct staff to provide City water service connections in
accordance with City Council Resolution 97-27 to Ms. Mary Rolih at 2290 E. Main Street.
Background Information:
In her letter of July 16, 1998, Ms. Rolih states that the property's well production noticeably
dropped with the construction of the Chautauqua Trace Subdivision which is adjacent to the
property. She included a water service system report from Ashland Drilling indicating that the
well is a shallow,thirty-six inch diameter, hand dug well located.under the.house and as such, is
essentially impossible to refurbish.
Ms. Rolih meets the requirements of Resolution 97-27 with the possible exception of the well
failure. Because the well has not technically failed, Jackson County Environmental Health
Division, Health and Human Services Department, has not made a determination. This deviates
from Resolution 97-27, Section 2(2) and would require the City Council to review the limitations
of Resolution 97-27. The well appears potable and still produces, but at a significantly
diminished rate so as to be considered a system that has failed in providing adequate water for
this premises. This service connection request meets the remaining requirements of City Council
Resolution 97-27 in that:
a) It will not be detrimental to the City's water facilities or resources.
b) This well has demonstrated inadequate production and cannot be repaired or improved.
c) The City does have a water line within 100 feet of the property.
d) The property is within the City's Urban Growth Boundary.
With the completion of the water line in Crocker Street within the Chautauqua Trace
Subdivision, the residence is within 100 feet of a City water main. A service connection could be
made at the intersection of Crocker and E. Main Streets,but needs to be installed prior to the
final paving of Crocker Street to avoid the five year pavement cutting moratorium.
Ms. Rolih has indicated her desire to comply with the requirements for connection to the City
water system, including consent to annexation and a deed restriction preventing partitioning or
subdividing her property (see her letter of August 1, 1998). She has also been informed of the
costs associated with connections and monthly fees associated with being outside City limits.
Ms. Rolih is currently being served by the City's sewer services and has already provided her
consent to these requirements.
4
G:Paula\Rolih Water Connection City Council Communication.wpd
1 N I M I I Ill aD I n 1 co 1 (Ix 18
tart : ::a:tta::::aa•: ::aaaciltl : :ta[:t21a:a •at:a4 e t t a e:is t: +i e 3 a:D:at:t t:: :t 1: a
t[�°C90Ra-
a ct: . fri ,� • a: e E a 3 • 4 e 1 . $BI [ : ' ' 3 $ S � ' SS 3eeia__ae_
iYY°7 eE"a
s � ? f e �rJ $ ' t •E p e r 53 /�t C f 11• �.• vav
p f66 tt r ft91 ' � �ta��Jlatlr $1 �98lf ri siii;ii•s� f ia7aBtit 6�BB ESEE�c
t5Ji 6 �i TI ii i� �73:; 4?� S31S�ES ;�� � €.-- .55
3at 3 s a 1: :a t tpe :]C a e: : :C t r :t t t:t
.Yc �: iYlY . YI 4iila[ ati Y. iZc .Sa�3� [c' alYi i[ a
ae
INN
� fax . :paP �i aY :Y9a fit3E i + • ' Y 6 ' •� � -- ��
i: • • :aY . . a , • ! la ` i ii t ? t(it t `�
B Y s ! a , d t 7 . Ii 3o
— B9S ; � ; , as 1 � { B�$ �$ 3iii � 31a�34t�itaaaaaalB ` `� —
o a
1 ,
V U 1\ •'•� — =, I; �1j%i: t a a a a a a a
: tar:a a: aaea:esa
e��, a fi ` —' � � • -' 'a' fBsi§ #Ili}�iiii
�'� — 1 �•s�Pl, _1 ?.,! t I caa: ,:a.x ::c:Aat:
— � � y • ���.. .. �• •�` i .� $ � = �• ._ ::c::ette:to r:a: e
tY U
V l �(/. .� — •\' _Id•� ,� ` — — a fit{i p4q
✓ ��+dlgd rlfi ! ! 76
m `... i ' !•a�y' ` BZJJ ± i Bt : Atii Z! i m
Ir : e:: ate:c: : rra :a : t : ::: : ea • ::at v :t
j ! C \ laff ie+.:+. a , ft Fpjt /1 °ap9g ' to iCC• ' Y{ ci : lafs a 'f Q
is e :a:: o � i7 :l / Bi�3��dltJ33�6dd Lad3a iBgta 5 ::
c• ::s: a a cae : r:: x:ax a • : vr• :e: ra •: e —
_• ...\ IE9SEis3 i i9lt , dr : iii E: i i
1 N I M I Ill I aD I n co I T I
X Zmoa mmflorm
W+ (9 Topmw cimBs Road Erm
y
Sc9e : 1" =2W
1.00 1700
ae an
> 7&st Main
��et
is w 700
100
aT N
• f! H
4W ff
m
W t
n �
r v � n• v
v
Wns� )o• v w
No H
a• • • • • v
r a
6 LLI
Q _ 00
la Q • µ. f I i 1p
Q F � � n �too
aoo = W v n �.
la J an m•
w cv vf'
S va
vv i� yr n
• >m ® 700
low
ism
uv i
vv ^
sfv r w r r r
ey Abbott
,: Avenue
) ! ! . f
Chda
14 1100 v >M A >! a 1400 .
1700 s
e "
a! If
a a
w
n
,P00 m
y, n
law W -01
N!
` ROLIH REQUEST FOR SERVICE
CITY OF ASHLAND, ENGINEERING DIV.
ENG\MAP\CNAt-CC.dwq I 08126198 W5
AUG - 4 1998
August 1, 1998
CiTY
Mr. James H. Olson
Assistant City Engineer
City of Ashland
Ashland, OR 97520
RE: Request for Permission to Connect to City Water- 2290 East Main St.
Dear Mr. Olson,
As advised in your letter of July 21, 1998, this is a request to the City Council for
permission to connect to the City water system from my home at 2290 East Main St. I
believe we meet the conditions of Resolution No. 97-27. We are within 100 feet of the
new water main being constructed in Crocker Street in the Chautauqua Trace Subdivision,
and enclosed is a letter and report from Ashland Drilling indicating the status of the well on
my property, as well as the plot map of the propoerty.
I understand from your letter of July 21 that there is some urgency in getting this request
approved because of the five year pavement cutting moratorium that will be in effect once
the final asphalt course is placed on Crocker Street.
I also understand that Resolution 97-27 also requires a consent to the annexation of the
property and a deed restriction preventing the partitioning or subdivision of the land prior to
the annexation to the City (Section 3.C.). This consent may have already been provided
some years ago when we were authorized to connect to the City sewer system,and we are
looking into this. In any case, if connection to City water is approved, we will make sure
we comply to this and all other requirements in the Resolution.
Please let me know the status of this request at your earliest convenience, and if I need to
provide any additional information. I genuinely thank you for your department's continued
assistance in this matter.
Sincerely,
Mary A. Rolih
541-488-2138
2280 East Main Street
Ashland, OR 97520
Enclosures
VwA S�Vj "V\A at Wt \
VV16 e, nuU\\OVJ (,-A✓
`'iT r.e �� ��,. (� � ,� w66 ilYi� yes A-A,� ,��i U� lnc
eA'MCAI- CA- htw wc�\ , �Y,IIe� cl qv
Av
WATER SYSTEM SERVICE REPORT
Oesler Hanle:
Name: /I,-y I.//L Bill to:
Job Address: LZZ o E�r� 9s a/ Add:
City,State,Zip: 454AA01 City,State,Zip:
Phone, I'Im: JyJS- 217.7 Wk: Phone,Hm: Wk:
Pump R Well LCfnnnntion Tank Contr„1a
Pump Type: Tank 1}Pc: 1}pct: a
DSYsludl—\Call,+ 0 1-Submersible. O Simnlmd G.N.nue'd O Cma rnl Raa O SimPio Panel
O Utep Wall Jr, O 6"o,largo,G:bmcrsil,le
O q F1,oxy I Lined CIA 1'nvarc swinh O Duplex Panel
O Cenvihgal O Sumi✓ERlucn.1s wage k biapbngm
O Map Smrtnr/Gmmamr O Other:
Applkmion: .O Bladder O rump/Mmnr I'n.....im,
. f,� Reddrmial supply O snmh/Ik,.a,t.inp O Rr„'r.nir nphh<aam,:
c� Ptea,a.e/Rmm,' O Fm mm se%vI, O WOnIOrt Pre„me O On/Oif Pill
O lrtigmimr OOdw, Apldiradom: OOn/Olf E.np,y 0 1nhe,
Alh: t;(I'f It M,dal: _ Prcsmm M(,: kanw -(1 MAO Nn:
SIN: Uam Gde: OS'a.”, Vol,.e ? Te• PII:
F.oraled YV...my:Yes/Nn Padicy e:_ O G auau/Retention Mfr: M:drl No:
M(r, i ldf( /rY Other.
I11': Vnln: b5a PII:
—Ow /3w;, Mode 'Lot
Well Diameter: • 'i� i.' — 'Well D ah: .Li S/N: Wire Soorl'ylm:
Sat ie Leal: s Pumping Leal: J U:ne G,de' -
Well Yi<ia: (iPAI Pomp Cupwiry:�LIAI Siza 7J Win$krllyw: _h
Wire Sidi'ype: Lengdc_ft
Pump Se,: Pipe saeO)1,c: 1111k Ianvdm,:
... ... .. 1111... .. _ ,
O No wa¢r,kIieerd O Builds blgl✓races,pressure O Wk in Discharge Pipe O rz<ra air/milky wmcr O Sol Gilure
O RedIned l Lnw opwity O Wnn't maintain prasnm O Leak in Saaian Pipe O 1(apid ryda OOd,et:
O Reduo d I Low potaue O%V..,hold prime O Clwak Va1,c/Pmn WN,failed O Chat Noisy
O Mmar runs-no water O M,nnr starts.tens intermittently O Mcnor mar-Amps Io,v
O Mmm d,v ran smrt O Alauo nms anninnously O Ma,a,runs-nips avrrlauJ/looker
O Motor starts-want rte, O Moor nuts-Amps high O O,hcr:
Cnsmmo D'arilnion: A.,
b' Ed NE k , T
Pomee supplI: - cis «ked At: . 111 1.
O vnl,sh: ): Z3 Amp,: WLI_ Amp,: RA.I A OIIMS: R/LI O Main Dlanno«c_ O Grmml Ihn:
.. O Vohs Gum:_ (It...)Y/Lx_ ("m) Y/L]_ Y/Ll_ OS...er/Cnow!m:_ O Well Bead:_
O Vale'fund: d(o R_ K_ R_ ItJ Pnxaurc Switdc OOther:
Elacvie OK Open Grounded Hid...lk
O I'meer Segply Line (.S'T O O O Pressure Oaug<' 11 'Replxe O Pree nre Swit, U /Adjmt/Replxe
O ALnm mand wiring O O O O P,e::urr swiuh Seto,:Cut.m fj _INN cat-Bat 7.1-tL_PS)
O wring m Wall I Ia d O O O O Tank Pre armgr:y'C_PSI OK/A,McI 11, _PSI
OI)nwnlIdle(n,Marvel O O J OTankCydeTime:-.?i MIn/Sec
O Mater Windings O iJ O O'r nk um.dnm:10_cauau,
O Prra<arc'fank: OK/Iteplarc
OK Ikpair Ryrlaa
CIS urt(:.Pariroe (3 O O OK Repair Repinee•
O Run Camitnr(s): O O O O Line Cla,&Vdves: fa O O
O Relay: O O O O Fmo Wire/S,miner. P'J O O
O Sueinp Swo.t.: e O O OJr,A.rtembly: 0 O O "
O Wiriup k Cmuet.nn s: (A O O O some.Pipe/Pump late': k5 O O
O Od,a: O O O O Air Warne Canted: O O O
. O O,Iwc O O O -
Diagnosis: JU=Q mac/./T_.l nf.ar b. Serum Performed: rL,t:.l I,..•/.,1.:, .(Y a ch
Contributing Factors: Lit✓
G mmm..n/Remnumodamnu. hi4s„I c/aq '''-// AC/ < e i
O Service Authodxed"
. �i..-,...,e...✓ /rhnas�/e. �/i.J .�,. / iL./ n�,.:, n,/ -ems :; sr ? -: _ ;
N:// /L,.. SNn//d/' •/e// m / Y r•y/a-++r n'; h,o�..•r O Quonuo e s 14
;Oz j�-- =j• �/a}^ •—� �� O ScrAce Declined I 'r•�` ,
O.
Serviced By:
Sel'l'le N/fl/.NrI Nawn,, Mir GMllapn'SrfnOl Nl'e Date
RESOLUTION NO. 98-
A RESOLUTION AUTHORIZING WATER CONNECTION OUTSIDE OF CITY
LIMITS FOR MARY ROLIH, 2290 E. MAIN STREET.
RECITALS:
A. Council has received application for a water connection outside the Ashland City limits
for Mary Rolih, 2290 E. Main Street.
B. Based upon the council communication from the public works director, the council finds:
1. The connection is determined to be in the best interest of the City of Ashland and
to not be detrimental to the City's water facilities or resources;
2. While a statement that the exiting water system for the premises has failed has
not been received from the Environmental Health Division, Health and Human
Services Department, Jackson County, Oregon, we find that the system has
essentially failed. We make this finding based on the fact that the well production
has greatly diminished and there is no way to refurbish the existing well.
3. The failed water system cannot feasiblely be a source of water for the premises.
4. An Ashland water main or line exists within 100 feet of the premises.
5. The connection is to premises within the city's urban growth boundary.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. A water connection to the premises at 2290 E. Main Street, Ashland is authorized.
SECTION 2. The actual connection may be made only when the fees, charges, consent to annexation
and required contract and other conditions Resolution 97-27, Section 3 have been fulfilled.
This Resolution was read by title only in accordance with Ashland Municipal Code §204.090 duly
PASSED and ADOPTED this day of 1998.
j. Barbara Christensen, City Recorder
SIGNED and APPROVED this_day of 1998.
Catherine M. Shaw, Mayor
Revved s to,foyfi�:
Paull Nolte, City Attorney
G:Da"TaulaTolih Water Connection Resolution.wpd
i 1
Council Communication
Finance Department
September 1 , 1998
Submitted by: Jill Turner
Approved by: Paul Nolte
Approved by: Mike Freeman /NF—
Title:
Resolution exempting personal services contract for management information
system consultant from formal competitive selection procedures required under
resolution 94-21.
Synopsis:
This resolution exempts the City from the competitive selection process required by Resolution
94-27.
Recommendation:
Staff recommends approval of the attached resolution.
Background Information: The Finance Department prepared an RFP for a consultant to
help with procuring the Management Information System software. Staff expected that the price
would be below the $15,000 level in which a 30-day response period is not required. The RFP
met the requirements for a formal RFP except for the response time requirement. Five bid
responses were received. The top three bidders were above the $15,000 level in which a longer
response period is required. Staff are requesting that the 30 day waiting period be waived and
that staff be directed to negotiate a contract with one of the top bidders.
G:UILL\Mf MCOUNCIL\Resolutions\Pumhasing mnsulatmt.wpd
RESOLUTION NO. 98-
RESOLUTION EXEMPTING PERSONAL SERVICES CONTRACT FOR
MANAGEMENT INFORMATION SYSTEM CONSULTANT FROM FORMAL
COMPETITIVE SELECTION PROCEDURES REQUIRED UNDER
RESOLUTION 94-21
Recitals:
A. Resolution 94-21 requires a formal competitively selection process for
person service contractors when the contract will exceed $15,000. The formal
process requires 30 days published notice before the selection may occur.
B. Based on the memorandum from the Director of Finance dated August
27,1998, this formal process is determined not to be necessary in this instance only.
We determine that the selection process used is with our policy of encouraging
competition.
The City of Ashland resolves that an exemption from the formal competitive
selection process for personal services be granted as follows:
Selection of a personal services contractor to help with procuring Management
Information System Software.
This resolution was read by title only in accordance with Ashland Municipal Code
§2.04.090 duly PASSED and ADOPTED this day of
1998.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 11998.
Catherine M. Shaw, Mayor
R vi wed as o for
Paul No e, City Attorney
j
�I
6