HomeMy WebLinkAbout1991-0521 Council Mtg PACKET Important: Any citizen attending Council meetings may speak on any item on the agenda, unless it is
the subject of a public hearing which has been closed. If you wish to speak, please rise
and after you have been recognized by the Chair, give your name and address. The
Chair will then allow you to speak and also 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
MAY 21� 1991
I. PLEDGE OF ALLEGIANCE: 7:30 P.M. , Civic Center Council Chambers
II. ROLL CALL
III. APPROVAL OF MINUTES: Regular Meeting of May 7 , 1991.
IV. CONSENT AGENDA:
1. Minutes of Boards, Commissions & Committees.
2. Monthly Departmental Reports - April 1991
3. Letter from Director of Public Works concerning emergency
pavement cut at 875 Twin Pines Circle.
4. Quarterly Financial Commentary by Director of Finance for
period ending March 31, 1991.
5. Memo for Director of Public Works concerning completion of
emergency power generation at Ashland Creek Sewage pump
station.
6. Accept Phase II of R. W. Beck Water Report as guiding
document for water system.
V. PUBLIC HEARINGS: (to conclude by 9:30 P.M. )
1. Continuation of public hearing on Conditional Use Permit
for doctors offices on Ashland Community Hospital property.
(continue hearing until June 18, 1991) .
VI. UNFINISHED BUSINESS:
1. Report and proposed resolution regarding future electrical
facilities.
2 . Confirmation of appointments to Audit Committee.
3 . Mayor's appointment of Janice Reardon to Hospital Board.
VII. NEW & MISCELLANEOUS BUSINESS:
1. Appeal from a determination by the Finance Director
concerning Hotel/Motel taxes due.
2 . Memo from Planning Commission requesting scheduling of
hearing before the City Council on Comprehensive Plan
Elements.
3. Request to cut new pavement at 450 Willow Street.
4 . Set date for public hearing on proposed methodology and
fees for systems development charges for June 4 , 1991.
5. Set date for public hearing to review N.W. Water Moratorium
for June 18, 1991.
6. Report from TCI Cablevision on channel realignments and
program changes effective June 3 , 1991.
VIII. PUBLIC FORUM: Business from the audience not included on the
agenda. (Limited to 15 minutes)
IX. ORDINANCES. RESOLUTIONS & CONTRACTS:
1 I' 1. Second reading by title only of "An ordinance vacating a
W � portion of Spring Creek Drive near 'its westerly terminus,
�/ subject to dedication of land for a cul de sac" .
od, , i2 . Second reading by title only of "An ordinance pertaining to
vehicular access to Calle Guanajuato" .
�3 . Second reading by title only of "An ordinance of the City
of Ashland amending the Ashland Comprehensive Plan -
aG. ate/ Chapter V - Population Projections and Growth" .
T4 . Second reading by title only of "An ordinance amending the
�2G Ashland Comprehensive Plan - Chapter XI - Energy" .
/. Second reading by title only of "An ordinance amending
Section 18 . 24, 18.28, 18 .72 and 18 .88 of the Land Use
Ordinance of the Ashland Municipal Code with respect to
implementing recommended programs of the Affordable Housing
�6. Plan - Affordable Housing in Ashland" .
Second reading by title only of "An ordnance amending
chapter 6. 04 of the Ashland Municipal Code relative to
� Business Licenses. "
6 7 . yFirst reading by title .only of "An Ordinance amending
chapter 6.24 of the Ashland Municipal Code relative to
transient occupancy tax" . (Copies provided as required by
Charter)
8 . CFirst reading of "An Ordinance amending Ordinance No. 2052,
the Land Use Ordinance of the City of Ashland and Section
18. 12. 030 of the Ashland Municipal Code to re-zone certain
property from R-1-5 to E-1. (Peter VanFleet)
9. '�First reading by title only of "An ordinance amending
chapter 4 .20 of the Ashland Municipal Code relative to
systems development charges". (Copies provided as required
by Charter)
10. Resolution transferring and increasing appropriations
within 1990-91 Budget.
11. Resolution setting cemetery fees.
P 12. Resolution reorganizing the Audit Committee.
Qy.o 4/ -- l5�* 13. Resolution adopting revised electric rate schedules.
Vk 4 . Lease with FAA for runway end identification lights
(authorize Mayor and Recorder to execute) .
X. OTHER BUSINESS FROM COUNCIL MEMBERS
XI. ADJOURNMENT
MINUTES OF THE REGULAR MEETING
ASHLAND CITY COUNCIL
MAY 7, 1991
CALL TO ORDER - Mayor Catherine Golden called the meeting to order and led the Pledge
of Allegiance at 7:35 PM on the above date in the Council Chambers. Laws, Reid, Williams,
Acklin, Winthrop, and Arnold were present.
APPROVAL OF MINUTES - The Minutes of the regular meeting of April 16, 1991 were
approved with two corrections: page 7, correction of name "Shandor" Weise and page 8,
Contract award for audit services to Coopers & Lybrand was approved at that meeting and
should not be included on tonight's agenda.
SPECIAL PRESENTATIONS - "Rotary International Days" and "National Public Works Week"
proclamations were read. Police Chief Lively noted some changes in the department
because of the retirement of one sergeant and the resignation of an officer and introduced
Randy Pryor who was promoted to Sergeant, Janet Chilcoat as Crime Prevention Officer, Ken
Savage assigned to Detective Division as Investigator, and two new officers, David
Cunningham and Glenn Patchett. Also, Linda IGernan was promoted to Communications
Supervisor. Golden noted that many positive calls come in about Sgt. Given and he is highly
regarded by the public.
CONSENT AGENDA - Williams moved to approve all items on the consent agenda and
Arnold seconded. All ayes on voice vote.
PUBLIC HEARINGS
Proposed formation of a local Improvement district for Lori Lane. Steve Hail gave staff
report and said adjacent property owners signed 100% in favor of the project. Reid asked
about pedestrian access, whether it be pavement or gravel walkway. Hail noted shrubs
caused a problem with a walkway. Arnold said Council should take the sidewalk issue
seriously and go for pavement. Laws agreed. Winthrop suggested staff come back with an
estimate of both a paved and gravel walkway. Hall said the property owners would need to
be noticed again because they voted on the LID without sidewalks. Bashaw agreed. Arnold
recommended that staff renotice and return with the estimate on pedestrian access. He
added that in the future, staff always include sidewalks when forming LIDS and all agreed.
Proposed zone change to E-1 at 312 Helman Street. John McLaughlin gave staff report
reviewing the criteria for a zone change. The original zoning (R-1) was based on historic
facts. All-property owners were notified and the Planning Commission felt a need to adjust
the character of that corner and recommends approval. The Public Hearing was opened.
Ron Thurner, 1170 Bellview, felt this zone change would exacerbate E-1 development in the
area and create an island of E-1 zoning. He was also concerned with a possible noise issue
when interfacing E-1 and R-1 properties (i.e., Parsons Pine). Acklin pointed out that this zone
change actually unites two existing E-1 groups. The public hearing was closed. Acklin noted
that Parsons Pine is zoned Industrial and this rezoning could serve as a buffer. Laws moved
to approve the rezoning and adopt the findings and Winthrop seconded. The motion carried
unanimously on roll call vote.
Minutes - Regular Meeting - Ashland City Council - April 16, 1991 - P. 1
UNFINISHED BUSINESS
Report and proposed resolution from Ad hoc committee on future electrical facilities.
Arnold noted he just received the updated resolution from Bashaw and proposed this item be
postponed until the next meeting in order to give citizens enough time to look it over.
Bashaw handed out the revised resolution to the Council. Winthrop suggested taking public
comments. Golden asked why it was revised again and Bashaw said there was an original
suggestion that the City Attorney look at it and this revision would be satisfactory from an
attorney's point of view. This item was postponed until the next meeting and no action was
taken.
Mayor's appointments - Richard Moore resigned from the Traffic Safety Commission and
Karen Timberlake has a conflict and cannot serve on the Historic Commission. Golden will
review other candidates. CPAC will be reviewed for reorganization. Golden wished to
withhold decision on the Audit Committee until Coopers and Lybrand can review (May 9th).
Questions were raised about Janet Meyer for the Hospital Board and Golden suggested
Council vote on all the others and leave the hospital board open for discussion. Laws moved
to approve all appointments except for the hospital board and Reid seconded, all ayes.
Golden reviewed the strengths that Janet Meyer would bring to the Board. Reid said it was
not her goal to insure consensus of opinion on a board. Arnold gave several reasons why he
would not vote for Meyer. Acklin urged the Council to act as the owner of the hospital,
adding that it employs 350 people and the Board needs management expertise and stability.
Williams moved to appoint Billovitz and Reid and Arnold seconded. The motion carried on
roll call vote. Winthrop moved to appoint Meyer and Reid seconded. The motion failed with
Laws, Williams, Acklin and Arnold dissenting.
Request for establishment of a permanent Transportation Committee. Golden said
Carole Wheeldon could not be present tonight but relayed her request to form a permanent
transportation committee. Laws acted as Council liaison to the ad hoc committee and felt the
committee expressed an ongoing emphasis to continue to carry out the recommendations of
the committee when adopting the comp plan. Reid reiterated that it's goal was to encourage
mufti-transportation uses and discourage automobile dependency. Reid felt we may not need
another committee if bicycle, auto and pedestrian traffic was already being covered by the
Bicycle and Traffic Safety Commission. Arnold felt the issue of public transportation needed
to be addressed. Laws recommended that he meet with the Public Works Director, Planning
Director, Mayor, and Carole Wheeldon to discuss the direction this committee would go. All
agreed.
NEW AND MISCELLANEOUS BUSINESS
Request from Scott Hollingsworth to connect property outside city limits to sewer
system. Hall said this issue was perfunctory because of annexation issue. He referenced
David Lane's request on E. Main. Almquist noted that consent was not necessary to annex if
the lot was surrounded by city property. Williams reminded the Council of the continuous
problems at the airport and suggested Hail look into the sewer needs of the airport.
McLaughlin pointed out that if this lot was annexed, it would be zoned E-1 and a residence
would need a conditional use permit. No action was taken.
Recommendation from Fire Chief on department reorganization and related issues.
Chief Woodley said his comments were encapsulated in his memo and he would answer any
questions from Council if they had any. He said he wished to redefine the Fire Department's
Minutes - Regular Meeting - Ashland City Council - April 16, 1991 - P. 2
mission in the community and is doing studies on facilities, equipment and human resources.
Williams questioned his preference qualifications regarding non-use of tobacco and asked if
that included chewing and well as smoking and was that not discrimination. Acklin, who
works directly with the Commit to Quit organization, said because of insurance requirements,
this qualification is not considered discriminatory. Bashaw said he would look into the matter
further and see if there was any distinction. Acklin moved to endorse the Fire Department
reorganization and Laws seconded. All ayes on voice vote.
Request by Robert Spira for reduced rental rate at Ashland Community Center. Spire
said the Center's rates have changed because weddings could demand a greater amount of
money and asked that Council provide an inexpensive theatre space, year round. He was
asked what he considered to be a fair charge and Spira said 20% of total receipts. As the
owner of the Quartz Theatre, he would like to take over the rental of Pioneer Hall half days.
Winthrop asked why this request came to Couricil and not to the parks Commission. Spira
noted that Mickelsen suggested to bring it to Council. Spira said he would need the space
12 weekends per year. Arnold said he supports the concept of more theatre but allowing this
is like approving a grant and would set a precedent. Acklin said the City already gives more
money away than it has. Laws moved to refer the matter to the Parks Commission and all
future requests go to them as well. Winthrop seconded adding he was not in favor of
subsidizing in this manner. All ayes on voice vote.
PUBLIC FORUM
Cate Hartzell spoke regarding the substation siting issue. They are bringing an attorney and
an epidemiologist to Ashland to discuss this issue. She asked for an extension of time for
voting on guidelines. She expressed concern that some people were excluded from serving
on the committee because they lived in the area. Laws noted that it could be years before
We have any real evidence or proof of the effects of EMF, but the decision can't waft that
long. The City needs a new substation. A copy of Hartzell's transcript is included in the
record.
ORDINANCES. RESOLUTIONS AND CONTRACTS
Second reading by title only of ordinance establishing expanded emergency water
curtailment regulations. Williams moved to approve the ordinance and Arnold seconded.
The motion carried unanimously on roll call vote. (Ord. 2625)
First reading by title only of ordinance vacating a portion of Spring Creek Drive.
Acklin moved passage to second reading and Arnold seconded. The motion carried
unanimously on roll call vote.
First reading of an ordinance pertaining to vehicular access to Calle Guanajuato.
Williams moved passage to second reading and Reid seconded. The motion carried
unanimously on roll call vote.
First reading by title only of ordinance amending "Population Projections and
Growth" portion of Comp Plan. Acklin moved passage to second reading and Reid
seconded. The motion carried unanimously on roll call vote.
Minutes - Regular Meeting - Ashland City Council - April 16, 1991 - P. 3
First reading by title only of ordinance amending "Energy" portion of Comp Plan.
Winthrop read the Zen-like quality of paragraph 2(a) and moved passage to second reading.
Arnold seconded and the motion carried unanimously on roll call vote.
First reading by title only of ordinance amending'Section 18.28, 18.72 and 18.88 of
Land Use Ordinance. Acklin moved passage to second reading and Arnold seconded. The
motion carried unanimously on roll call vote.
First reading by title only of ordinance amending Chapter 6.04 of Municipal Code.
Laws moved passage to second reading and Acklin seconded. The motion carried
unanimously on roll call vote.
Audit Committee Resolution was postponed.
Resolution adopting modified sanitary and storm sewer rates. Almquist read the
resolution. Arnold said he was not aware of this increase during the budget process and the
proposed increase is too much money at one time (last increase was June of 84). Reid was
aware of the increase during budget time but agreed with Arnold that it placed a substantial
increase on the people. Arnold suggested putting off this item until the next meeting to
discuss implementing it over a period of time and get on a schedule to keep up with
expenses. Laws moved to adopt the resolution and Williams seconded. Williams doesn't like
to impose a big rate increase like this. Laws noted the increase came to about $1.05 per
month (3¢/day) on single family residences and didn't think that was a substantial amount.
All agreed to watch this issue more carefully and the motion carried with Arnold dissenting.
(Reso. 91-11)
Resolution supporting HB 3559 on future road financing. Reid noted that she
dissented at the League of Oregon Cities because she felt this would keep dollars for roads
only and she wanted to see money go for other means of transportation. Reid moved to
table. Winthrop seconded. All ayes on voice vote.
Contract for Regional Hazardous Materials Emergency Response Team services. Don
Paul, Acting Fire Chief, reviewed the material saying Ashland was asked to be part of a state-
wide effort to form an Emergency Response Team. Winthrop asked how this would differ
from the existing policy. Paul said spills would be handed by an advanced, highly qualified
hazardous material team. Currently, Ashland has 3 qualified people, Medford has 16 and
Grants Pass 8. In answer to a question by Laws, Paul said funds have not been appropriated
for this. Laws asked what would be the consequences if we do not participate. Paul said
Ashland could handle the load but not as efficiently. Laws moved to authorize appropriate
signatures and Reid seconded. All ayes on voice vote.
OTHER BUSINESS FROM COUNCIL MEMBERS
Golden noted the Bike Commute Day Banner hanging across E. Main Street and thanks
Barbran for painting it. Reid said she heard rumors about the Mahar Project and wanted the
misunderstanding clarified. Winthrop said the file box was missing from Planning, but has
been found. It was in the hands of the architect. Laws said the original should not have
gone out and would like this not to happen again. Winthrop gave out a questionnaire from
COG which was a survey on all elected officials and asked Councilors to answer it and return
it to him
ADJOURNMENT - The meeting adjourned at 10:10 P.M.
Nan E. Franklin, City Recorder - Catherine M. Golden, Mayor
Minutes - Regular Meeting - Ashland City Council - April 16, 1991 - P. 4
CITY OF ASHLAND
PARKS AND RECREATION COMMISSION
FZM(—,UYAU:2 NtF=I NC
MINUTES
March 25, 1991 Chair Adams called the meeting to order at
7:00 p.m. at 340 S. Pioneer Street.
ATTENDANCE:
Present: Thomas Pyle, Patricia Adams, Al Alsing, Lee
Howard, Ken Mickelsen, Greg Williams
Absent: Wes Reynolds
I. ADDITIONS OR DELETIONS TO THE AGENDA None
II. APPROVAL OF MINUTES
A. Regular Meeting - February 21, 1991
Commissioner Pyle made a motion to approve the minutes of the Regular
Meeting of February 21, 1991 as written. Commissioner Howard seconded.
The vote was: 4 yes - 0 no
B. Special Meeting - March 7, 1991
Commissioner Alsing made a motion to approve the minutes of the Special
Meeting of March 7, 1991 as written. Commissioner Pyle seconded.
The vote was: 3 yes - 1 abstain (Adams)
III. BILLS AND FINANCES Commissioner Pyle made a motion to approve
the disbursements of the previous month as
indicated by Payroll checks #4328-4373 in
the amount of $22,537.62 and' Payables checks
#4825-4905 in the amount of $41,106.85.
Commissioner Howard seconded.
The vote was: 4 yes - 0 no
IV. AUDIENCE PARTICIPATION ON THE AGENDA
A. Dale Swire - Croquet for Ballet
Mr. Swire made a presentation to the Commission requesting the use of
Triangle Park for a "First Annual Croquet Tournament" on Saturday and
Sunday, Jame 22nd and 23rd between 10:00 a.m. and 4:00 p.m. He
indicated that his idea was for any proceeds from the event to be
Ashland Parks and Recreation Comnission Page 2
Regular Meeting - March 25, 1991
Croquet for Ballet - continued
donated to the State Ballet of Oregon. He felt that Triangle Park i
would be an excellent location for such a low impact activity. He
anticipated that the tournament could take place primarily on Saturday
but that perhaps "final rounds" could be played on Sunday.
In discussion of the request, carmissioner Pyle expressed concern about
parking. Mr. Swire indicated that he did not believe large numbers of
people would be caning at any one time. Commissioner Adams indicated
that perhaps Clay Street Park would be more suitable since it was
larger. Mr. Swire indicated that he preferred Triangle Park because of
the visibility.
MOTION Coamissioner Howard made a motion to approve the event on a one year
trial basis. Commissioner Pyle seconded.
In discussion of the motion, Comnissioner Alsing indicated that he
still had some concern about the question of parking. Mr. Swire
indicated that he could not foresee any more that twelve persons
participating in the event at any one time. Commissioner Howard
indicated that the department should not be an active sponsor of the
event but that he had no difficulty with park land being used at no
cost for the activity. Commissioner Pyle indicated the department
should have some kind of clean-up agreement with the department. The
other Commissioners concurred.
The vote was: 4 yes - 0 no
B. Vehicle Access Ordinance to Calle Guanajuato
Chair Adams indicated that the Comnission had voted to send a revised
recommendation to the City Council concerning the proposed vehicle
access ordinance on Calle Guanajuato. Prior to doing so, the
Commission felt is was appropriate to let the plaza merchant know that
the revision was being considered. Patty Frye from Rare Earth and Bea
Gillian from Mountain supply were present in the audience to discuss
the Commission's revised recommendation to the City Council on the
vehicle access ordinance for Calle Guanajuato. They were concerned
with the new section which would allow the Commission to grant
"permits" for vehicle access during hours which the area was normally
closed to vehicle traffic.
Of particular concern was that the Marketplace was requesting an
exception.for vehicle access when Judie Bunch had agreed previously
that vendors would not use vehicles to set up or take down their stalls
in exception to the ordinance. Patty Frye indicated that specific
concerns were that vehicles would be both pulling in off Winburn Way
and backing out onto Winburn Way and that the 12' fire lane which the
Commission required be maintained would not be maintained. Bea Gillian
indicated that policy on the area seems to change from week to week.
She questioned why the parttime merchants of the Marketplace should
receive special permits when fulltime plaza merchants continued to have
their access limited. She said that the plaza merchants were being'
even more severely limited to access behind their buildings and were
Ashland Parks and Recreation Commission Page 3
Regular Meeting - March 25, 1991
Vehicle Access to Calle Guanajuato - continued
constantly being ticketed in front of their buildings because there+was
inadequate loading and unloading space on the plaza.
Shirley Moss, representative from the Marketplace, indicated that very
few vendors -- only those with very heavy wares -- would receive access
to the permits which the Commission had approved and that the
Marketplace would make those permits available to plaza merchants along
the same guidelines as they were made available to the vendors.
In response to Ms. Gillian's statements concerning the plaza merchants
not having enough access to their businesses yet her statement that she
was opposed to having permits issued, Commissioner Pyle inquired as to
why she felt that no permits were better than some permits. Ms.
Gillian responded that the hours which were being considered for
permits were those which were convenient to the Marketplace vendors who
were parttime merchants not for the plaza merchants who.were fulltime
merchants. Ms. Frye indicated that there was resentment among the ,
plaza merchants because the time frame which was being set up was for .
the convenience of the Marketplace. She felt that there would be too
much demand placed on the six permits for the hours which they were
being granted and that it would just create confusion, congestion and
an unsafe atmosphere. She asked if the Commission would grant
"permits" to the plaza merchants for a more suitable time frame.
Commissioner Howard indicated that much of the plaza merchants concerns
surrounded limited access to the front of their stores as well as to
the rear of their stores. He suggested that perhaps the Commission
could make a recommendation to the City that perhaps it could devise a
permit system which would better accommodate the merchants needs for
loading and unloading at the front of their businesses. Greg Williams,
Councilor Liaison, indicated that he believed many of the merchants'
concerns were being address by DPAC through the new downtown plan
although it might take a couple of years for the effects to be seen by
-the merchants.
MOTION Commissioner Howard made a motion to have the Commission write to the
Traffic Safety Committee to suggest that it recommend that the City
address the possibility of creating a temporary permit system for
merchants on North Main for loading and unloading purposes until the
downtown plan goes into effect. Commissioner Pyle seconded.
The vote was: 4 yes - 0 no
After some further discussion concerning vehicle access to Calle
Guanajuato, Commissioner Howard made a motion to grant six permits to
plaza merchants to be used between May 1 and October 31 on Wednesdays
and Fridays between the hours of 2:30 p.m. and 3:30 p.m. Commissioner
Alsing seconded.
The vote was: 2 yes - 2 no
; . (Pyle, Adams)
i The motion failed for lack of a majority.
i
i
Ashland Parks and Recreation Commission Page 4
Regular Meeting - March 25 1991
AUDIENCE PARTICIPATION - continued
7
C. Visitors Convention Bureau
The Commission reviewed a letter from Laura Koland of the Visitors
Convention Bureau which requested permission to hold a family type
event called "Rubber Duck Contest" in Ashland Creek on Calle Guanajuato
on May 18, 1991. Lynn Schumaker of Paddington Station was present in
the audience to speak on behalf of the request. The event would be a
fundraising event with the proceeds. going to Meals on Wheels, the
Ashland Emergency Food Bank, and the Parks and Recreation Department.
In discussion, Ms. Schumaker indicated that the event would be designed
to be of low impact to the creek banks themselves indicating that only
a few "race officials" would actually be allowed down on the creek
bank.
MOTION Commissioner Howard made a motion to accept the proposal under the
conditions discussed by the Commission. Commissioner Alsing seconded.
The Commission indicated that since the Commission has a prior
agreement with the Marketplace for use of Calle Guanajuato May 18th, if
the event were approved, that the "Rubber Duck Contest" would need to
coordinate with Judie Bunch so as not to interfere with operation of
the Marketplace: It was recommended that the contest use the opposite
side of the creek from Calle Guanajuato for access to the creek bank by
"race officials."
The vote was: 4 yes - 0 no
D. Clara Seele - American Indian Art Gallery
The Commission reviewed a request from Clara Seele from the American
Indican Art Gallery for use of space behind the art gallery on Calle
Guanajuato for a small celebration during American Indian Week, May
13th through May 17th. She indicated that on two days during that time
period for a couple of hours each day they would like to present
various activities such as setting up a tepee, drumming, dancing, and
storytelling.
In discussion, Commissioner Adams inquired about the drumming volume
and length of time involved due to neighbors. Ms. Seele indicated that
the drumming would be only one activity which would take up no more
than a quarter of the time. Commissioner Adams also indicated concern
about setting up a tepee and still maintaining the 12' required fire
lane through the area. Ms. Seele indicated that they may choose not to
have a tepee because a 12' foot tepee takes up a lot of room which
would probably prohibit the 12' foot fire lane being maintained.
MOTION After some further brief discussion, Commissioner Pyle made a motion to
permit the activity as presented by Ms. Seele for two days between May
13th and May 17th between 2:00 p.m. and 4:00 p.m. Commissioner Alsing
seconded.
In discussion of the motion, Ms. Seele agreed that "drumming" or.noisy
type activities would take place no more than thirty minutes during
Ashland Parks and Recreation Commission Page 5
Regular Meeting - March 25, 1991
American Indian Art Gallery - continued
each two hours and that it most likely would not be thirty consecutive
minutes but broken up into smaller time frames. Commissioner Pyle
indicated that the logistics of where things are placed should be
worked out with Parks Department staff to assure adequate passage for
safety vehicles. The Commission also recommended that Ms. Seele
communicate her intentions to her business neighbors on the plaza to
let them know what was going to be happening.
The vote was: 4 yes - 0 no
E. Lance Pugh - Lease agreement on Calle Guanajuato
Mr. Pugh was present in the audience to ask that the Commission
reconsider certain aspects of the lease agreement which is up for
renewal with the Commission for the portion of Calle Guanajuato
adjacent to the Oddfellows Building.
Mr. Pugh indicated that he wanted to discuss two different items:
first, the method of determining the value of an item and, second,
determining who should be able to buy it if it ever came on the market
for sale. He indicated that Mr. Salter, in his advise to the
Commission, had indicated objection to the "right of first purchase"
and, that was not what he was requesting. He said that what he wanted
was right of "first refusal" so that if the property were ever put up
for sale he would have the opportunity to purchase it for whatever
someone else was offering plus "one dollar more" so that he could
prevent some third party from being able to condemn the property. He
said that it was only to protect his investment which was there right
now. As to the term "reasonable and fair" to which Mr. Salter
objected, he just felt that determining now that in ten or fifteen
years from now the Commission would only charge what is " reasonable and
fair" was appropriate to him. He said that ten years ago he was before
the Commission and the term "nominal" was applied to rent for the lease
and today he is before the Commission trying to determine what
"nominal" means.
Commissioner Howard indicated that in his original discussions with Mr.
Pugh concerning including the term "reasonable and fair" in the
agreement he had felt that the request for those words to be added
would not work against the Commission's interest. He also indicated
that he would not have any objection to allowing Mr. Pugh the right of
first refusal if the property were to come up for sale. Mr. Pugh
indicated that he did not want to buy the property but he also did not
want to see it sold out from under him. He also said that he would
like to see worked into the agreement some ratio between the value of
the stairwell which is key to use of the basement of the Oddfellows
building and the rent which will be charged for the lease. He said he
would like to see some agreement whereby the cost of the lease would no
go up 10,000 percent and his rents only go up 15 percent. Commissioner
Howard indicated that perhaps the increases to cost of the lease could
- be linked to increases in the rental rate Mr. .Pugh charged for the
space. Commissioner Adams indicated that she did not believe it was
appropriate for the Commission to make agreements considering terms for
the lease beyond the ten year length of the agreement.
Ashland Parks and Recreation Comnission Page 6
Regular Meeting - March 25, 1991
Lease renewal Calle Guanajuato - continued
Commissioner Alsing said that he believed that there were two things
which were being considered and that he could understand Mr. Pugh's
position on both. He said that first he believed that anyone sitting
on the Commission in the future would be "reasonable" and would not
deliberately jack up the cost of the lease beyond what was reasonable.
In considering the highly unlikely possibility that the land would came
up for sale someday, he said that he believed that the sale of public
land was different that the sale of lands between individuals. He
indicated that he did not believe it would be appropriate for the
Connission to enter into a special agreement with Mr. Pugh concerning
the possible sale of public land. He said that government could not
make a special deal with someone and should stay entirely above board
with everyone Having an equal chance.
Moving from the topic of sale of the land, Mr. Pugh indicated that he
felt the terms of the agreement for the next ten years which the
Commission was proposing was fair. He said that he needed security for
a longer length of time in order to manage his property properly and
requested that the Commission include a clause in the agreement which
would give the option of extending the lease for an additional ten
years on the same terms. Commissioner Alsing indicated that in their
discussion of the length of the lease a majority of the Commission had
. felt that 10 years was long enough and entering into an agreement
longer. than that was too long. Co Tdssioner Howard indicated that he
did not feel that way.
There was some discussion concerning seeking a second legal opinion on
the appropriateness of a more lengthy lease agreement and/or options
which would spell out financial obligations if the lease agreement
should extend beyond the original length determined. Commissioners
seemed to concur that there was no interest on their part to pursue a
second legal opinion on including the term "reasonable and fair" into
the agreement.
MOTION After additional lengthy discussion about lengths of contracts tieing
the hands of future Commissions and possible options to renew the lease
agreement being tied into costs, Commissioner Pyle made a motion to
amend the renewal of the lease agreement by adding an additional clause
that would be to include the language of Section 1.0 of the original
agreement to the new agreement changing only the words "10 years" to
"5 years". Comni.ssioner Alsing seconded the motion indicating that he
was not in favor of the idea but seconding so that it could be brought
to a vote.
The vote was: 3 yes - 1 no (Alsing)
V. AUDIENCE PARTICIPATION NOT ON THE AGENDA None
VI. OLD BUSINESS
A. Proposed closure of So. Pioneer Street
In discussing the proposed cost for the turn around as developed by
City staff, the Commission questioned the need for the retaining wall
Ashland Parks and Recreation Commission Page 7
Regular Meeting - March 25, 1991
Closure of So. Pioneer - continued
for the trial period of closure. Director Mickelsen indicated that+his
understanding was that without the retaining wall that the hammer-head
turn around would not be feasible. Commissioner Adams also questioned
the fact that the study assumed that the property needed for the turn
around would be donated and it was her understanding that the property
owner had indicated that she would cooperate but not that she would
donate the land.
In order to avoid spending the estimated amount for a retaining wall
during the trial period, the Commission discussed the idea of
approaching the neighbors to see if they would temporarily agree to
having their driveways used for turn around purposes, much as they are
already being used today. The Commission decided to hold off another
month to consider alternatives to constructing a formal turn around
during the trial period.
Commissioner Pyle made the suggestion that perhaps if parking were
allowed only on one side of the street and if that parking were head in
parking, would that allow enough room for vehicles to back out, turning
around at the same time. Since head in parking creates more spaces
than parallel parking, perhaps that would allow for a temporary turn
around without loosing a number of parking spaces. The Commission
responded positively to the suggestion requesting that Director
Mickelsen pursue the idea with the city Engineering Department to
determine its feasibility. Commissioner Alsing also indicated that he
believed the Commission should check with the neighbors concerning this
alternative.
The Commission decided to study alternatives for the turn around and
funding prior to taking the request for closure back to the City
Council .
VII. NER BUSINESS
A. Report on System Development Charges
The Commission reviewed a letter from Commissioner Reynolds concerning
the report to the City Council on SDC's. After brief discussion, the
Commission set a Study Session for April 10, 1991 at 7:OO p.m. to
discuss the Parks and Recreation portion of the report.
VIII. ODRRESPONDENCE, COMMUNICATIONS, DIRECT'OR'S REPORT
A. Offer to sell property to the city for Open Space
Director Mickelsen indicated that he had been approached by Virginia
Vogel concerning selling the City property off Hersey Street for the
Open Space Park Program. Both he and John Fregonese concurred that it
would be an ideal piece of property for the program. Mrs. Vogel has
indicated that they are going to sell the property and they would much
prefer to sell it for park purposes. They are not interested in.
donating the land. The City does not have the funds at this point in
Ashland Parks and Recreation Comnission Page 8
Regular Meeting - March 25, 1991
Sale of property for Open Space - continued .
time but the Vogels have indicated that they would be interested inia
long term payment plan. The Vogels have requested that the City pay to
have an appraisal done. The Commission indicated that it was favorably
inclined at this time to consider proceeding with possible purchase of
the property for Open Space and would be willing to fund a portion of
an appraisal fee.
B. Draining cleaning painting of Meyer Pool
Director Mickelsen presented a memorandwm to the Commission notifying
that Steve Hall , Director of Public Works, had indicated that there
should be ample water this spring to refill the pool if it is drained
for cleaning and painting. Staff recommends that the project be done
in April . The Commission concurred.
IX. ITEKS FROM COMMISSIONERS
A. Article on skateboarding in Wasco
Commissioner Pyle presented an article printed in the Oregonian
concerning the Wasco Parks and Recreation Department sponsoring a
skateboard tournament requesting that it be put into the department's
skateboard file.
B. Security at Perozzi Fountain and Lincoln Statue
Commissioner Pyle indicated that he would like to have the Commission
consider establishing a video camera security system at both the
Perozzi Fountain and the Lincoln Statue. He said that the college has
reported very positive results in deterring vandalism by using such a
system. He recommended that the item be placed on next month's agenda.
The Commission concurred and asked staff to speak to Phil Campbell at
the college concerning his system and to make a report to the
Commission at the next Regular Meeting.
C. Hunter Park Tennis Courts
Commissioner Adams inquired as to the status of the Hunter Park Tennis
Court bubbles and whether or not some time frame should be setup to
have the situation resolved. Director Mickelsen indicated that the
agreement with Lininger Tru-Mix had been to wait through this coming
summer to determine whether or not the rolling which they did last
summer would resolve the problem. As yet the bubbles are still there
and if they are there at the end of the summer, Lininger Tru-Mix will
need to rectify the problem. He indicated that the department was
still holding about $20,000 in payment for the original work.
X. NEXT MONTH'S AGENDA The next Regular Meeting was scheduled for
Wednesday, April 24, 1991 at 7:00 p.m.
A report on video camera systems for the Perozzi Fountain and Lincoln
Statue would be discussed. Director Mickelsen indicated that it would also
be time for salary negotiations with employees.
Ashland Parks and Recreation Commission Page 9
Regular Meeting - March 25, 1991
XI. ADJOURNMENT With no further business, Chair Adams
adjourned the meeting. t
Respectfully submitted,
Ann Benedict, Management Assistant
Ashland Parks and Recreation Department
ASHLAND COMMUNITY HOSPITAL
BOARD OF DIRECTORS
March 26, 1991
The regular monthly meeting of the Board of Directors of Ashland Community
Hospital was held on Tuesday, March 26, 1991, in the conference room.
PRESENT: Steve Lunt, Frank Billovits, Linda Jackson, Angus Brownfield, B. Doyle
Greene, Bruce Johnson, M.D. ; and Walt Hoffbuhr, Board Members. Pat Acklin, City
Council Representative; and Jerome Nitzberg, M.D. , Medical Staff Representative.
Also Present: Lauri Osborne, Auxiliary President; Jimmie Emmons, Auxiliary Vice-
President; Chuck Butler, Foundation President; James R. Watson, Administrator;
Polly Arnold, Director of Patient Services; Michael McGraw, Controller; Peggy
Cockrell, Director of Personnel; Pat Flannery, Director of Development; and
Glenda Cole, Administrative Assistant.
I. CALL TO ORDER
Mr. Lunt called the meeting to order at 1215.
II. MINUTES
Mr. Lunt called for a review of the minutes of the Joint Advisory
Committee of December 14, 1990; the Marketing Committee of January 10, 1991; the
Executive Committee of February 20, 1991; and the Board of Directors of February
26, 1991. Following review, Mr. Hoffbuhr made the motion to approve the minutes
as circulated. Ms. Jackson seconded the motion and the motion carried.
III. COMMITTEE REPORTS
A. Marketing Committee: Mr. Lunt reported that Dr. Cooper is on
sabbatical until June and that Ms. .Cockrell will give his report. Ms. Cockrell
stated that at the last meeting an overview of all the things we have
accomplished in the last year. She stated that our first medical forum will 'be
presented by Dr. Bill Epstein on March 27th from 7 to 8 pm.
B. Joint Advisory: Mr. :Lunt reported that the quarterly Quality
Assurance reports had been reviewed and discussed at length. He stated that he
is impressed with the.quality of work that is performed the by hospital and the
medical staff.
IV. CORRESPONDENCE TO THE BOARD
Mr. Watson shared articles from the legislative newsletter, Health
Notes.
Board of Directors
March 26, 1991
Page 2
V. DECISION ITEMS
A. Auxiliary Quarterly Report: Ms. Osborne stated that the
Auxiliary has donated $6,395 to the hospital and $650 to the Foundation. She
reported that the Auxiliary By-Laws have been revised, that the fiscal year has
been changed to September 1 to August 31, and the Auxiliary is working very close
with the Foundation. Ms. Osborne stated that a member of the Foundation attends
the Auxiliary meetings and an Auxiliary member attends the Foundation meetings.
The annual rummage sale is scheduled for April 20th and the Chocolate Festival
is scheduled for May 18th.
B. Medical Staff By-Laws: Mr. Lunt called for a review of the
Medical Staff By-Laws. Dr. Johnson explained that the medical staff by-law
committee used the Oregon Medical Association's model by-laws and revised only
to make it hospital specific. Ms. Uherbelau stated that on page 7, first
paragraph we should add podiatrist and that we have included physician assistants
and they are not included in the Board's Staff Development Plan. Following
discussion, Mr. Brownfield made the motion to approve the Medical Staff By-Laws
as amended. Dr. Johnson seconded the motion and the motion carried. Mr.' Lunt
called for a vote - all votes were in favor.
C. Quality Assurance and Utilization Review Plans: Mr. Lunt called
for a review of the plans. On the Quality Assurance Plan, it was recommended
that we be consistent in the use of chairperson or chairman throughout the
document; and on page 6, under Purpose, #3, second line should read "not '
mentioned above ". On the'Utilization Review Plan, it was recommended on
page 4, VI, B, 1-a, second sentence should read " . . . or there is a need ."
Following these reviews, Mr. Billovits made the motion to approve the Quality
Assurance and the Utilization Review Plan as presented. Ms. Uherbelau seconded
the motion and the motion carried. It was requested that Ms. Lovering give
several inservices on the Quality Assurance process. Mr. Watson will coordinate
this inservice.
D. City Council Resolution: Mr. Lunt called for a review of the
City Council Resolution 91-05. Following review, Mr. Hoffbuhr made the motion
to approve the Resolution as presented. Mr. Greene seconded the motion and the
motion carried.
E. Pharmacy Policies E Procedures: Mr. Watson stated that this is
the first of the departmental manuals to come to the Board for approval. There
was a discussion regarding the approval of manuals that have not been read. Ms.
Jackson made the motion to approve the manual. Dr. Johnson seconded the motion.
Mr. Lunt called for discussion. Mr. Brownfield suggested that we get a list of
the changes in the manual and a statement that it has been approved by all the
medical staff committees. He also recommended that this be tabled until next
month to get this information. Motion was defeated. Issue tabled.
Board of Directors
March 26, 1991
Page 3
F. Ad Hoc and Strategic Planning Committee: Mr. Lunt stated that
there will be a joint meeting of the Ad Hoc and Strategic Planning Committees
scheduled for Friday, April 5, 1991, at 0730 in the conference room.
G. February Expenditures: Mr. Hoffbuhr stated that he has reviewed
the February Expenditures, that everything is in order, and recommended approval.
Mr. Billovits made the motion to approve the Expenditures. Mr. Greene seconded
the motion and the motion carried.
VI. DISCUSSION ITEMS
A. Board Retreat: Mr. Lunt stated that the . Retreat will be on
Saturday, April 6th, at his cabin at Lake of the Woods. It was decided that
everyone should meet in the Hospital lobby and car pool up. Mr. Watson stated
that he will bring the BOOR/A representatives up when they arrive here. They
will give their presentation and answer questions during the morning. The
afternoon will be spent on the Brim seminar and other issues of interest.
B. Professional Offices Update: Mr. Watson stated that this issue
is on the City Council agenda for the second meeting in April.
C. Community Health Group: Mr. Watson stated that-a group of .
community leaders have been meeting regarding gaining access to healthcare for
the uninsured. He stated that they have developed a system and want to try it
for a 3 or 4 month period. The patients will pay on a sliding scale basis. He
was not sure how much this system will impact us.
D. Strategic Planning Update: Mr.Watson stated that we are actively
recruiting an OB/GYN physician. Our Swing Bed Program has been certified. We
will have a firm give us a proposal on a Cardiac Cath.Lab. They will recommend
space needs, technician needs, and equipment needs. If we proceed with this
Cath.Lab. we will need to recruit a cardiologist. We will be gathering
information and working on Occupational Health Program in April. The Master Site
Plan should be completed early in May and it will then be incorporated in the
City's Comprehensive Plan.
E. Staff Development Plan: It is time for the'annual review of the
Board's Staff Development Plan and will come to the Board for approval in April.
VII. MEDICAL STAFF REPORT
A. Credentialing: Dr. Nitzberg reported that the following
physicians had requested privileges: John Shonerd, D.O. - courtesy staff - family
practice; M.Kirk Gooding, M.D. - courtesy staff - family practice; Alan Webb,
M.D. - courtesy staff - orthopedics; Tbdd Bulkley, M.D. - active staff - urology;
Pamela Traina, M.D. - courtesy staff - emergency medicine; and Teresa Dorland,
R.N. , surgical assistant. Dr. Nitzberg stated that these physicians and RN have
been approved by the Credentials Committee and the Medical Staff.
Board of Directors
March 26, 1991
Page 4
B. Recredentialing: Dr. Nitzberg reported that the following
physicians were approved for recredentialing: John Barton, M.D. - active staff -
radiology; John Maurer, M.D. - active staff —orthopedics; Frank Watson, M.D. -
active staff - pathology; Peter Clark, M.D. courtesy staff - surgical
assistant. Willard Brown, M.D. - courtesy staff - gyn surgery; David Grant, M.D.
courtesy staff - anesthesia;. , David Kirkpatrick, M.D. - courtesy staff -
psychiatry; John Apostol; M.D. ; courtesy staff - ophthalmic surgery; and David
Ross, M.D. - courtesy staff - plastic surgery. Dr. Nitzberg reported that these
physicians have been approve by the Credentials Committee and the Medical Staff.
C. Resignations: Dr. Nitzberg reported that the following
physicians have resigned from our medical staff: Gary Ingram, M.D. , anesthesia;
Eric Overland, M.D. , internal medicine; and Roy Lichtenstein, M.D. , family
practice.
D. New Procedures - Laser: Dr. Nitzberg reported that the following
physicians have requested privileges to use the laser: John Schwartz, M.D. ;
Douglas Hildreth, M.D.; James Roth, M.D. ; Andrew Kuzmitz, M.D. ; Craig Chow,(M.D. ;
Todd Bulkley, M.D.; John Belknap, D.P.M. ; John Delgado, M.D. ; Thomas Ewald, M.D. ;
Linda Harris, M.D.; Robert Jacobsen, M.D. ; Alan Palamara, M.D. ; Thomas Tangeman,
M.D. ; Daniel Tomlinson, M.D. ; Charles Walstrom, M.D. ; and Lanita Witt, M.D. He
stated that these laser privileges are all within the scope of their present
privileges. He stated that they have been approved by the Credentials Committee
and. the Medical Staff.
Mr. Lunt called for a motion. Mr. Hoffbuhr made the motion to grant
these physicians privileges as requested above. Ms. Jackson seconded the motion
and the motion carried.
VIII. QUALITY ASSURANCE
Mr. Watson stated that the Quality Assurance Committee met on March
5, 1991, and that all issues are being handled appropriately. Mr. Lunt stated
that the Joint Advisory Committee met on March 22, 1991, and the quarterly
Quality Assurance Reports were reviewed in detail. He stated that he felt very
comfortable with our Quality Assurance Process.
Ix. ADMINISTRATOR'S REPORT
A. Nursing: Ms. Arnold stated that we have new equipment and will
be doing a new urological procedure - urodynamics. Our nursing staff will be
performing the procedure which measures the functions of the renal system.
B. Financial: Mr. McGraw stated that we will go before the City
with our budget on March 28th. He stated that the City is in the process of
choosing a new auditing firm and he has participated in the selection process.
Mr. McGraw reported that we are doing very well financially. Our revenue over
expenses from February was $48,000. We have approximately $2,293,000 cash on
hand.
Board of Directors
March 26, 1991
Page 5
C. Personnel: Ms. Cockrell stated that we will be participating in
a disaster drill in the near future. The Excellence in Caring Committee will be
meeting this week to select the employees to receive the awards. These employees
will attend the April Board meeting. She reminded everyone to watch Dr. Epstein
tomorrow night at 7 p.m. Ms. Cockrell stated that we are co-sponsoring a Woman's
Health Seminar with Commit to Quit.
D. Foundation: Mr. Flannery stated that the Foundation is doing
great. They are finishing up the Patrons Drive. The goal is to have 200 Patrons
and we have 128 at this time. The Foundation has donated $24,465 to the hospital
for equipment. Mr. Meese has purchased a camera for the hospital. Ms. Patty
Adams will attend next month's meeting to talk about the dinner/dance to be held
on November 16th.
Mr. Butler stated that they are working toward 100% participation by
the Board, Medical Staff, and Foundation.
R. ADJOURN
There being no further business, the meeting was adjourned at 1:55
p.m.
Respectfully submitted:
Jerry Cooper,
Secretary
APPROVED:
Stephen B. Lunt,
Chairman of the Board
MINUTES
ASHLAND AIRPORT COMMISSION
Wednesday April 3rd, 1991
CALL TO ORDER
The meeting was called to order at 12:05 on Wednesday April 3rd, 1991.
ATTENDANCE
In attendance were Commissioners Merle Mills, Gerry Insley, Linda
Katzen, Leo Zuppan, Ken Jones, Al Alsing, Rob Wintrop and Bill
Knowles. Also, staff representative Pam Barlow. New Commissioner
Matthew Ben-Lesser was unable to attend due to a prior commitment.
APPROVAL OF MINUTES
The Minutes of the March meeting were unanimously approved with the
following amendments: Insley worked with Bill Knowles on the new
forms.
U.S.CELLULAR ANTENNA
Barlow reported on an application to the FAA from U.S. Cellular to
construct a 60 foot antenna near the peak of Dunn Butte, the butte
that is alongside .of Highway 66 between the airport and Emigrant Lake.
The antenna would be within the conical surface of the airport. The
hill intrudes into the conical surface, and the antenna would intrude
an 40 additional feet. Insley asked why U.S. Cellular picked that
particular location. Barlow did not know why they had picked that
location. Barlow thought it appeared that the antenna would increase
the encroachment on the conical surface, and that it might be a hazard
to craft approaching the airport. She was surprised when she contacted
the FAA to discover that Bob Brown at the FAA's Air Traffic Division,
System Management Branch had given a determination of no hazard to air
navigation. Alsing noted that the form did seem to identify the
antenna as an obstruction. Knowles questioned how the FAA could have
made the determination that "the proposal would not effect any
. . .planned Terminal Flight Rules operations" . Several Commissioners
noted how Dunn Butte is "right in your face" as you come. around to
land at runway 1-2, and felt there would be a,real problem there.
Insley reiterated curiosity as to U.S. Cellular' s selection of that
particular spot, when it seems that there may be alternative
locations, i.e. Mount Ashland, Soda Mountain. Zuppan wondered if it
couldn't be put on a side hill. Knowles moved that the motion be
denied, with the comment that other locations are available and would
be more suitable. Insley seconded the motion, and it passed
unanimously. Barlow. will re-contact Brown at the FAA. Jones asked
that U.S. Cellular be contacted. Alsing expressed interest in getting
the Council involved. Winthrop thought a letter could be sent out
with the mayor's signature. Barlow will contact Oregon Aeronautics.
Insley volunteered to work with Barlow on the issue.
REVIEW OF SAFETY REPORTS
Insley presented the review of the. safety reports. There were no
major problems other than the usual deer and birds. The clean up has
started at the left end of the maintenance hangar. There are still
some things that need to be removed. There is still a problem will
the disposal of trash. The plastic waste container that was down at
Minutes - Ashland Airport Commission
Page Two April 3 , 1991 .
the end of the George's hangar has apparently "been liberated" . There
should probably be chained down garbage cans at the ends of each of
the hangars. The garbage can that was there was well used. Insley
asked Barlow if Parks was going to be able to do any herbicide
spraying, and she responded that there wasn't enough money in the
budget to do so. She noted that she was trying to get some
maintenance volunteers from Community Service Volunteers. Insley and
Knowles volunteered to do some spraying of Roundup. Alsing suggested
getting a couple quarts of roundup and the Commission volunteered to
take care of the spraying. Barlow noted that the 100 octane server
nozzle was leaking and would be repaired, and some fluorescent
lighting in the office would be repaired.
MASTER PLAN MEETING
Barlow noted that the primary issues that came up concerned how
commercial development should be handled and prioritized versus the
construction of additional hangar space. David Miller of Franzoy
Corey Engineering will,take the input from both the subcommittee and
the public meeting and will be returning with a preferred alternative
that will address some of the issues that came up. Alsing and Insley
agreed there is a need to determine what the balance is between
commercial and hangar development. Insley felt, for example, that
Josephine County's airport had addressed the question well. Knowles
noted that it boils down to the location of the T-hangars versus the
commercial hangars. People want to put commercial hangars down in the
flat area (that abuts the taxiway) . Insley asked about the percentage
of the grade of the taxiways, and it was noted a steeper grade would
be easier for a small craft to get up than a larger one. Alsing noted
that access would be controlled by FAA standards, and it will pass or
not pass.
REVIEW OF THE EXPANSION OF THE ADMINISTRATION BUILDING
Insley discussed the outside access to the rest rooms. The men's rest
room as proposed would be accessible at night. The commission
preferred that a rest room accessible for 24 hours be an entirely
separate structure. Jones wondered if more room was being added to
the public waiting room at the expense of some other type of use.
Afseth replied that it is simply an option, and it wouldn't have to be
implemented, and it would be a cost factor. The training room was
expected to function also as the pilot briefing room. Alsing
suggested the vending machines be moved from the staff to the main
waiting room which would leave more space. Alsing mentioned the staff
room could become the future office of the FBO. Future expansion
options and needs were discussed. Afseth said the expansion as shown
was about 600 square feet, which doesn't fit in the norm as far as
construction dollars are concerned. The new TID building was
estimated at $65 per square foot. At that cost, the airport project
would not be within our budget. The required state wage rates will
also add to the cost. The desired mechanical upgrades will probably
not be within our budget at this time. Afseth recommends doing the
expansion as wood frame to keep it within budget and to make it
insulatable. Katzen wanted to know where the public phone would be.
Minutes -- Ashland Airport Commission
Page Three April 3, 1991
Afseth is not optimistic of the project coming in within budget. Mills
asked if a second story could be added, and Afseth said yes. The
foundation could take the loading, but the roof should be framed to
take a second floor. It would save money in the future to do so.
Afseth noted that handicap access would be an issue with a second
floor. Winthrop remarked that the City is committed to making any
future buildings 100% handicap accessible. Afseth wished to bring the
conceptual plan up to a schematic to run the proposal by a cost
estimator. Knowles so moved, with Insley seconding. The motion
passed unanimously. Zuppan commented on the removal of a certain wall
and Afseth responded that it could be investigated as part of the
schematic drawings.
USERS GROUP MEETING
Since there would be a conflict with the Traffic Safety Commission,
Barlow requested that the Users Group meeting be changed to May 2nd,
same time and location, and the Commission agreed to the change.
OREGON AVIATION ADVISORY COMMITTEE
Barlow called Oregon Aeronautics and spoke with Carol Livie about the
availability of positions on the Aviation Advisory Committee. She
indicated that representation is based on congressional districts.
There will be two openings on the Commission on December 31 of this
year. If we are interested in getting someone on the Commission, we
should send a letter with our nomination/recommendation around
October. The Commissioners reiterated their interest in having
representation from southwestern Oregon on the committee. Livie
recommended getting together with our current regional representative
to have him bring any concerns to the Commission. The next meeting of
the Oregon Aviation Advisory Committee will be held April 24 at 12 :00
in Salem at Oregon Aeronautics.
FBO REPORT
The Commission asked why the new FBO report forms were not available.
Barlow replied that Scott had indicated that they had not time to
begin using the new forms due to personnel changeovers. Scott
introduced the new bookkeeper and discussed the new procedures the new
bookkeeper would be using. Alsing asked when they would begin using
the new forms, and Scott said he should be able to do so next month.
Scott gave the FBO report. Activity is down at the airport, primarily
due to weather, he felt. They have started their spring clean up, and
have been cleaning up around the maintenance hangar. He is responding.
to the County's complaint regarding the lack of a cap on the Civil Air
Patrol 's septic tank. Scott is putting together a work party to clean
up and fix up the CAP hangar at the end of the month (April) .
OTHER
Insley reported that Kevin Green has been operating a business at the
airport without a business license, and asked who was responsible for
enforcement. Alsing thought the FBO should report such cases, and
Barlow said she could follow up on it. Scott remarked that he talks
. F
Minutes -- Ashland Airport Commission
Page Four April 3, 1991
to Steve Hall when something like this comes up. Knowles stated that
Scott is the extension of Steve Hall at the airport.
Insley suggested that the highest person on the waiting list should
have the first opportunity to sublet within the 6 month waiting period
allowed in the lease. He also suggested setting a policy that anyone
who is offered a hangar and refuses it should drop to the bottom of
the waiting list. Alsing suggested that the item be put on the next
month's agenda for further discussion, and that Commissioners submit
their policy suggestions to staff.
Drainage problems at the George's hangar were reported. Barlow will
investigate the possibility of having the area graded by the City.
ADJOURNMENT
Chairman Alsing adjourned the meeting at 1: 10 P.M.
Respectfully submitted:
Pam Barlow, Administrative Assistant
Airport Commission
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
APRIL 9, 1991
CALL TO ORDER
The meeting was called to order at 7:05 p.m. by Chairman Neil Benson. Other
Commissioners present were Powell, Medinger, Bernard, Carr, Jarvis, Harris, Bingham,
and Thompson. Staff present were McLaughlin, Molnar, and Yates.
PRESENTATION
Chairman Neil Benson presented.outgoing Commissioner Dave Bernard with a gift and
a hearty thank you for his work on the Commission over the past four years.
MINUTES AND FINDINGS
The Minutes and Findings for the March 12, 1991 Regular Meeting were approved as
corrected. The Minutes should read Chairman Pro Tern (not pro temp).
TYPE II PUBLIC HEARINGS
PLANNING ACTION 90-195
REQUEST FOR OUTLINE PLAN APPROVAL OF A NINE LOT SUBDIVISION
UNDER THE PERFORMANCE STANDARDS OPTION AT 209 CROWSON ROAD.
APPLICANT: - TOM GIORDANO, WAGNER-WARD-GIORDANO
Site visits were made by all.
STAFF REPORT
Molnar reviewed the application as stated in the Staff Report. He noted the memo
from Steve Hall dated February 21, 1991. Molnar explained that with regard to
condition 13, Staff is requesting that at the time of final plan, a deed restriction be
placed on parcel nine that it cannot be further partitioned in the future. The density of
the parcel is calculated as a whole and•even though it is 30,000 square feet, it cannot
be further partitioned at a later date. Molnar read the criteria for approval. No common
open areas are proposed, however, it is near Oak Knoll Golf Course.
Molnar said the sheds and kennel would be removed. The property line of Lot 9 may
be changed so the garage will meet setbacks. A condition could be added to
accommodate this situation.
Bingham mentioned the letter from Ilse Forney and suggested that the Commissioner
she referred to is Tom Giordano (applicant) because is a Jackson County Planning
Commissioner. Bingham questioned_if any discussion had occurred with regard to
tying the Oak Knoll subdivision with the proposed subdivision. McLaughlin said the
applicant on Phase III of Oak Knoll was not willing to extend a right-of-way to connect
the two.
Jarvis did not understand from reading the ordinance that open space was optional
under the Performance Standards Option but a given. Staff said that in the past, open
space has been required for developments of ten lots or more, and if there were no
significant features of the land, there would be no need for open space. Jarvis thought
the language was somewhat confusing.
Jarvis noted that no provisions had been made for maintaining the park row.
Thompson said if the proposal contained open space, the applicants would be able to
partition the approximately 30,000 square foot lot because they could get bonus
points, thus allowing them an additional lot. McLaughlin said the approval was
restricted to nine lots, however, they could bring in a new application for revision of the
subdivision plat to change the number of lots.
Medinger wondered what the pedestrian trail would connect to and Molnar replied it
would connect to an open space lawn area used in common with the Oak Knoll Phase
III. Molnar suggested asking the applicant if an arrangement had been worked out
with owners of Oak Knoll Phase III.
PUBLIC HEARING
TOM GIORDANO, 349 East Main Street, agent for the project, mentioned item 2 (b) of
the Staff Report (natural features of land) and that he has provided staff with photos of
the Smith house and that it is an important structure in the community and that it
needs as much land around it as has been provided to preserve it.
Giordano stated that under 2 (c) (minimize adverse effect on the area) the average lot
size is 11,000 square feet (average of all nine lots) and in the Oak Knoll Phase III, the
lots are from 6 to 7,000 square feet. The homes across the street in the county are
built in a similar pattern or density as proposed.
Girodano said they are borrowing open space from the goff course, the land around
the Smith residence, the streetscape (park row). The park row will be maintained by a
homeowner's association. There was no cooperation with the owners of Oak Knoll
Phase III in joining the two cul-de-sacs:
LEO ZUPAN, noted the garage will remain and the lot line will be adjusted. He
explained that the applicant was hoping to build homes that would appeal to an older
segment of the population and would not interfere with overpopulating the schools.
ASHLAND PLANNING COMMISSION 2
REGULAR MEETING
MINUTES
APRIL 9,1991
Giordano said no discussion had taken place with the owners of Oak Knoll Phase III
for shared use of the open area. McLaughlin did not believe there would be a problem
for obtaining pedestrian access for the 15 to 20 feet going around the cul-de-sac
although it could be added as a condition. This should be cleared up at final plan
stating there would be a public pedestrian easement between the sidewalks. Giordano
explained that the greenbelt along Crowson Road would be privately owned.
The Commissioners agreed that the applicants needed to decide whether there would
be a necessity for a homeowner's association or whether the maintenance of the park
row and cul-de-sac could be handled in the CC&R's. Medinger suggested if the
applicants did decide to have a homeowner's association that they present a budget,
start-up fees, etc.
JOHN YEAMANS, 376 Crowson Road, neighbor and CPAC member passed out
written materials. Yeamans has no problems with Smiths, but some concerns with the
subdivision as outlined in his letter submitted to the Commission. He does not believe
the requirements for open space have been met under the requirements of the
Performance Standards Option. He is concerned with density, additional traffic,
drainage, and neighborhood impact. Yeamans said the neighbors were never
consulted for their input.
Jarvis agreed with Yeamans that the language from the Performance Standards Option
encourages a significant amount of open space. McLaughlin said the idea of the
Performance Standards Option is just that—an option. He said the Commission
needed to consider if there were significant natural features. Thompson said the pond
was an existing feature and he is not comfortable deleting that feature.
BILL GABRIEL, 200 Crowson Road, said all the neighbors agree that the Smiths
should subdivide. Gabriel said that when the annexation of the property occurred, the
developers assured the neighbors there would be neighborhood meetings to discuss
the design of the development. No meetings ever took place. He is concerned with
headlights shining at the Scott's house, also with density, and the idea of elderly
housing with no services such as a store. He was hoping to have had a say in the
design of the development. He is also concerned about utilities.
GIORDANO said that with regard to open space, they are not using the open space
option to increase their density. They are borrowing open space and that has value.
He did not believe headlights would interfere with the Scott's house.
ZUPAN, mentioned that the Smith's have had an illness but he met with the Scotts last
weekend. He did not meet with Gabriel because it he did not believe he had any
concerns to discuss with him. He said the lot sizes in Oak Knoll are smaller, however,
McLaughlin noted that each lot in Oak Knoll relates to some open space area.
ASHLAND PLANNING COMMISSION g
REGULAR MEETING _
MINUTES
APRIL 96 1991
KAREN SCOTT, 252 Crowson Road, stated that headlights would be seen from her
house.
COMMISSIONERS DISCUSSION AND MOTION
Bingham wondered why one more effort could not be made to join the two cul-de-
sacs. He felt it would create a much more efficient and sensible transportation plan.
He felt the intent of the ordinance with regard to open space was to make sure it was
included as part of a development.
Benson recalled when the Performance Standards Option was adopted, the open
space was offered to an applicant and If the applicant chose to provide open space, in
turn the applicant would be allowed bonus points. Medinger concurred with Benson
and felt in retrospect that open space should have been made a requirement but that
they saw it as an option.
Jarvis wondered about widening the park row and providing benches along the
walkway or doing some sort of innovative use of space.
Harris felt the burden of proof should be on the applicant to show that it is not feasible
to put a road through the two cul-de-sacs.
Powell posed the idea that instead of access from Crowson, that there would be
access only from Augusta and have a strip of open space along Crowson.
McLaughlin suggested continuing the action to the next meeting and ask the applicant
to further respond to open space, maintenance, CC&R's, natural features, whether or
not the road can go through, address all concerns relating to open space, pedestrian
access tie between the two sidewalks off the cul-de-sacs. These issue should be
addressed in relation to the criteria.
Harris moved to continue with direction to the applicant to address at the next meeting
the following:
Change the lot line on lot 9 to accommodate the garage setback.
Need for adequate maintenance requirement—either CC&R's or homeowner's
association--be specific as to what will be maintained.
Evidence that an effort has been made to talk with neighbors to accommodate their
legitimate concerns such as screening. (Criteria C)
Applicant should demonstrate that it is either not feasible to continue the road through
or if it is feasible, incorporate it into the plan. Possible consideration be given, if the
ASHLAND PUNNING COMMISSION 4
LEGUTAR MEETING _
MINUTES -
APRLL 9,1991 .
road is not feasible, to make the trail incorporate the existing pond and develop more
visually as a continuation of the space around the streets, as suggested by Jarvis.
McLaughlin pointed out that the Commission need the facts for Criteria A—'that the
development is consistent with city plans and that the stated purpose of this chapter of
the land use development ordinance...", in other words, why does this specific
proposal in this configuration use the Performance Standards.
The applicants agreed to extend 30 days beyond the 120 day time period.
Powell reminded the applicant to look at the Greene project to possibly redesign the
cul-de-sac to incorporate more open space.
Jarvis seconded Harris' motion and it was carried unanimously.
This action will be continued to May 14, 1991, at 7:00 p.m. No notice will be mailed
and the public hearing will be reopened.
OTHER
McLaughlin requested that under 18.108.060, Type III procedures, the Commission
move to proceed with a resolution to correct two drafting errors on the Comprehensive
Plan and Zoning Map.
The first error is the property owned by Valley of the Rogue Bank. The property is
split into E-1 and R-2 with the line going down the middle of the building. A resolution
is needed to initiate the planning action for this change. Jarvis so moved with Carr
seconding the motion and it was carried unanimously.
Secondly, Ashland Greenhouse on Nevada Street is now designated as open space.
This should be single family residential in the county with the exception of the
approximately 50 foot street frontage which is in the City. Carr moved to initiate a
resolution, Thompson seconded the motion and it was carried unanimously.
HEARINGS BOARD FOR APRIL. MAY. JUNE AND JU LY
The Hearings Board during the above-mentioned time period will consist of Medinger
and Powell. Thompson will serve in May. In June, the new commissioner will be
assigned.
ADJOURNMENT
The meeting was adjourned at 9:20 p.m.
ASHLAND PLANNING COMMSSION 5
REGULAR MEETING
MINUTES
APRIL 9,1991
ASHLAND.PLANNING COMMISSION.
HEARINGS BOARD
MINUTES
APRIL 9, 1991
CALL TO ORDER
The meeting was called to order by Chairman Neil Benson. Other Commissioners
present were Jarvis and Carr. Staff present were McLaughlin, Molnar and Yates.
APPROVAL OF MINUTES AND FINDINGS
The Minutes and Findings of the March 12, 1991 meeting were approved.
Planning Action 91-045 (Ray Rhamey) has been postponed until May.
Planning Action 91-045 (Mary Taylor) has been called up for a public hearing.
TYPE II PUBLIC HEARINGS
PLANNING ACTION 91-048
REQUEST FOR MODIFICATION OF A PREVIOUSLY APPROVED MINOR LAND
PARTITION TO CHANGE THE ACCESS FROM THE PROPOSED LOGAN DRIVE
TO GRANDVIEW DRIVE. VARIANCE REQUESTED TO ALLOW FOUR LOTS TO
ACCESS FROM A PRIVATE DRIVEWAY RATHER THAN THE THREE ALLOWED
BY ORDINANCE.
APPLICANT: MICHAEL YONDORF
Site visits were made by all.
STAFF REPORT
McLaughlin reviewed the application and Staff Report and explained each criteria and
how it has been met by the applicant. Staff has recommended.approval of the
application with the attached 11 conditions and an added condition 12 stating that the
applicant modify the intersection of the private drive with Grandview Drive to comply
with grade requirements established for Grandview.
Jarvis wondered if substantial cuts would be necessary to accommodate the building
envelopes but McLaughlin said the design of the house will determine the size of the
cut.
PUBLIC HEARING
STEVE JANNUSCH, 1657 Old Stage Road, Central Point, stated that they looked at all
the options for the best way to access the site and he believes this proposal will follow
the contours of the site. It seemed appropriate to access the lots from the existing
driveway off Grandview rather than accessing each lot separately off Grandview and
that this would create the least impact with reduced cuts.
Carr asked if the driveway entrance to Grandview would be re-worked and McLaughlin
said only minimally.
Jannusch said there should be no problem with the building envelope requirements.
HENRY KNEEBONE, 449 Orchard Street, would like to see this action denied because
additional water is needed for new houses. He said this is a subdivision not a minor
land partition since the applicant started with three lots and it is now four. He believes
the portion of Grandview involved in this application should be paved and also
mentioned that the existing driveway protrudes into the road, creating a dangerous
situation. He would like to see "no parking" signs on Grandview as last winter there
were cars parked on Grandview because they could not get up the existing driveway.
Jarvis noted that the partition has already been approved and that it is the
Commission's duty to determine if access can be approved on the south side.
McLaughlin reiterated that the other partition was approved specifically with access off
Logan Drive. If the Commission does not approve this design, the partition would not
be complete, the partition would expire and the applicant would have to apply with
another change in access such as access off Grandview which would not require a
variance.
McLaughlin read the letter from John Barton into the record.
JANNUSCH wondered if the request for a variance is denied, and a request was
submitted for access off Grandview and/or off of Ditch Road since there is legal
frontage, is that an outright permitted use. McLaughlin said that with the current
ordinance, driveway grade would have to be met in creating a new lot (20%). If Ditch
Road were used, it would require widening to a minimum of 20 feet, graded and put
into minimum street surface without asphalt. Jannusch believed the criteria could be
met for the driveway grade and a long driveway could be created with a switchback.
He prefers their current request.
.RON KELSO, 220 Patrick Lane, stated that If the application is denied that the
applicant could be successful in getting approval for a snake driveway which would
increase erosion and visual impact. Kelso supported the applicant's proposal.
MICHAEL YONDORF, 275 Grandview Drive, stated there is nothing on the site over 35
percent. He stated the cars parked on Grandview during the winter were those having
problems getting further up Grandview. Yondorf explained that when the Barton
subdivision received outline plan approval, he liked the idea of Barton giving open
ASHLAND PLANNING COMMISSION - 2
HEARINGS BOARD _.
MINUTES
APRIL 9,1991 -
space and so Yondorf was willing at that point to withdraw his access on Logan Drive.
Benson asked how the drainage will be handled. Yondorf responded that it is all piped
underground and will go into the drainage ditch exiting at the bottom of the driveway.
The only run-off is that which falls on the road.
COMMISSIONERS DISCUSSION AND MOTION
Carr moved to approve PA914348 with the attached 11 conditions and the added
condition 12 stating: That the applicant modify the intersection of the private drive with
Grandview Drive to comply with grade requirements established for Grandview, when it
is fully improved. All such modifications of the private drive to be the responsibility of
the applicant and at the applicant's expense. Jarvis seconded the motion and it was
carried unanimously.
PLANNING ACTION 91-050
REQUEST FOR CONDITIONAL USE PERMIT TO ALLOW FOR THE CONVERSION
OF AN EXISTING RESIDENCE TO A MOTEL (TRAVELLER'S ACCOMMODATION)
FOR THE PROPERTY LOCATED AT 312 HELMAN STREET.
APPLICANT: PETER VAN FLEET
Site visits were made by all.
STAFF REPORT
Staff has recommended approval of this application for a four unit motel (traveller's
accommodation) plus the owner's unit with parking behind the house. The applicant
wishes to run this like a traveller's accommodation. Because of the changes in this
area over the past 10 years, this site is more conducive to this type of application.
PUBLIC HEARING
PETER VAN FLEET, questioned the condition requiring a sidewalk. There are no other
sidewalks in the area along Hersey or Heiman and he would rather see natural
pathways and flowers.
COMMISSIONERS DISCUSSION AND MOTION
Benson does not like walking in the street in that area and feels strongly about
requiring a sidewalk.
McLaughlin did not believe there was a sidewalk anywhere between Hersey and
Mountain, however, Ashland Christian Fellowship is installing a sidewalk at this time.
ASHLAND PLANNING COMMISSION 3
HEARINGS BOARD
MINUTES
APRIL 9, 1991.
Jarvis wondered about installing a sidewalk on the other side of Hersey because it is
more commercial in nature.
McLaughlin said they could also have the option of signing in favor of an LID. Jarvis
could not see any reason for installing a sidewalk on Hersey since it does not even
access the front door.
Jarvis moved to approve Planning Action 91-050 with the attached conditions and
amend condition 2 that a sidewalk be installed along the Heiman Street frontage of the
property under permit of Public Works and that the applicant sign in favor of future
sidewalk improvements to Hersey Street. Carr seconded the motion and it was carried
unanimously.
TYPE 1 PLANNING ACTION
PLANNING ACTION 91-037
REQUEST FOR A SECOND ONE-YEAR EXTENSION OF A PREVIOUSLY
APPROVED SITE REVIEW FOR A 57-UNIT APARTMENT COMPLEX TO BE
LOCATED AT 2225 SISKIYOU BOULEVARD.
APPLICANT: LANCE WASSERMAN
If this complex is not built this year, this could be the last year for an extension.
Jarvis wondered why these extensions were granted so freely, and it was decided this
item should be discussed further and that the Commission should make a policy for
granting extensions:
This application was approved.
PLANNING ACTION 91-044
REQUEST FOR A CONDITIONAL USE PERMIT TO ALLOW FOR THE
STRUCTURAL ALTERATION OF AN EXISTING GARAGE STRUCTURE LOCATED
ON THE PROPERTY LINE ADJACENT TO THE ALLEY AT 34 UNION STREET.
APPLICANT: G. K. AND DORIS SCHROCK
This application was approved.
PLANNING ACTION 91-046
REQUEST FOR A MINOR LAND PARTITION TO DMDE THE EXISTING PARCEL
AT 97 PINE STREET, WITH THE REAR LOT TO BE A FLAG LOT.
APPLICANT: MARY TAYLOR
This application was called up for a public hearing.
ASHLAND PLANNING COMMISSION - 4
HEARINGS BOARD _
MINUTES
APRIL 8, 1891
e.
PLANNING ACTION 91-047 .
REQUEST FOR A CONDITIONAL USE PERMIT FOR A TWO-UNIT TRAVELLER'S
ACCOMMODATION IN THE EXISTING STRUCTURE LOCATED AT 174 NORTH
MAIN STREET.
APPLICANT: MARILYN KRICHMAN
This application was approved.
ADJOURNMENT
The meeting was adjourned at 3:30 p.m.
ASHLAND PLANNING COMMISSION 5
HEARINGS BOARD
MINUTES
APRIL 9, 1991
Monthly Building Activity Report: 04/91 Page 1
# Units Value
RESIDENTIAL:
Building: 80,000
ADDITION 3
APARTMENTS 3 11 505,824
DECK 2 6,425
DEMOLITION 1 750
FENCE 9 7,726
GARAGE 1 35,000
PERMIT EXTENSION 2 0
POOL 2 25,000
REMODEL 5 182,000
REROOF 1 3,001
SFR 6 6 1, 018,640
STAIRWAY 1 2,000
STEPS 2 2,800
STORAGE UNITS 1 10,000
Subtotal: $ 1,879,166
Electrical:
ELECTRIC 21 9,675
Subtotal: $ 9,675
Mechanical:
GAS LINE 2 95
GAS TANK 1 3,592
GFAU 5 14,195 M
HEAT PUMP 1 4,298
MECHANICAL 1 3,500
WATER HEATER 2 950
WOODSTOVE 3 2,250
Subtotal: $ 28,880
Plumbing:
INT. SPRINKLER SYS. 1 1,500
IRRIGATION 1 500
PLUMBING 3 2,200
solar water heater 1 2,600
WATER HEATER 1 300
Subtotal: $ 7, 100
***Total: $ 1,924,821
COMMERCIAL:'
Building:
INTERIOR REMODEL 1 200
Monthly Building Activity Report: 04/91 Page 2
COMMERCIAL: Units Value
Building:
REMODEL 1 0
SHEET ROCK 1 0
STORAGE UNITS 1 780,000
Subtotal: $ 780,200
Electrical:
ELECTRIC 4 1,300
Subtotal: $ 1,300
Mechanical:
GAS TANK 1 4,802
MECHANICAL 1 39,000
Subtotal: $ 43,802
Plumbing:
PLUMBING 1 100
Subtotal: $ 100
***Total: $ 825,402
Total this month: 96 $ 2,754,523
Total this month last year: 109 $ 1,799,536
Total year to date: 817 $15,932,751
Total last year: 1119 $33,874,751
This month This month This year
last year
Total Fees: 28,095 22,694 188,765
Total Inspections: 346 512 3606
Total Billed in April for Talent inspections : $39 . 75
• NEW CONSTRUCTION: 4/91
RESIDENTIAL
PAGE NO. 1
05/10/91
ADDRESS #UNITS CONTRACTOR VALUATION
** APARTMENTS
NORTH MAIN STUNITA 4 OWNER 183936.00
NORTH MAIN STUNITB 4 OWNER 183936. 00
NORTH MAIN STUNITC 3 OWNER 137952.00
** Subtotal .** 505824.00
** SFR
905 CYPRESS POINT LP S. OREGON TRAD. HOMES 90220.00
999 MORTON ST DALLAS PAGE, PARTHENON 407000.00
PARK ST RALPH MONROE 180000.00
1444 MILL POND RD MEDINGER 79300.00
910 OAK HILL CR owner 129000.00
220 DEAD INDIAN RD Owner 133120.00
** Subtotal ** 1018640.00
*** Total ***
1524464.00
NEW CONSTRUCTION: 4/91
COMMERCIAL
PAGE NO. 1
05/10/91
ADDRESS $UNITS CONTRACTOR VALUATION
**
** Subtotal ** 0.00
*** Total *** 0. 00
Monthly Building Activity Report: 03/91 Page 1
Units Value
RESIDENTIAL:
Building:
ADDITION 6 103 , 500
DECK 1 7,000
DEMOLITION 1 0
FENCE 7 6,248
GARAGE 3 75,372
INTERIOR REMODEL 1 0
PLUMBING 1 1,700
REMODEL 4 2 181,000
REPAIR 1 2,067
SFR 5 5 479,040
Subtotal: $ 855,927
Electrical:
1 550
ELECTRIC 17 12,187
REMODEL 1 3,500
Subtotal: $ 16,237
Mechanical:
GAS LINE 2 500
GFAU 5 14,383
HEAT PUMP 1 1,000
MECHANICAL 1 2,920
WATER HEATER 1 600
WOODSTOVE 1 2,142
Subtotal: $ 21,545
Plumbing:
IRRIGATION 1 3,800
PLUMBING 1 100
REMODEL & ADDITION 1 800
SEWER LINE 1 300
VOIDED ON 04/19/91 1 300
Subtotal: $ 5,300
***Total: $ 899, 009
COMMERCIAL:
Building:
ADDITION 1 12,850
Monthly Building Activity Report: 03/91 Page 2
COMMERCIAL: # Units Value
Building:
DECK 1 2 ,600
INTERIOR REMODEL 1 4,879
OFFICE 1 84,000
OFFICE/WAREHOUSE 1 1 400,000
REMODEL 2 131,500
Subtotal: $ 635,829
Electrical:
ELECTRIC 5 5,150
Subtotal: $ 5, 150
Mechanical:
GAS LINE 1 2,700
WOODSTOVE 1 950
Subtotal: $ 3 ,650
Plumbing:
IRRIGATION 1 1,500
Subtotal: $ 1,500
***Total: $ 646,129
Total this month: 81 $ 1,544,838
Total this month last year: 114 $ 3,328, 149
Total year to date: 720 $13 , 167,203
Total last year: 1010 $32, 075,215
This month This month This year
last year
Total Fees: 17,964 35,422 160, 496
Total Inspections: 281 347 3260
NEW CONSTRUCTION: 3/91
RESIDENTIAL
PAGE NO. 1
04/23/91
ADDRESS #UNITS CONTRACTOR VALUATION
** SFR
186 NEVADA ST E BILYEU CONSTRUCTION CO 84344. 00
500 IOWA ST RICK KLIMECK 70000. 00
1078 OAK KNOLL DR JERRY TONEY 96356.00
893 -CYPRESS CR S. OREGON TRAD. HOMES 113940.00
846 CYPRESS POINT LP OWNER 114400.00
** Subtotal **
479040. 00
*** Total ***
479040.00
NEW CONSTRUCTION: 3/91
COMMERCIAL
PAGE NO. 1
04/23/91
ADDRESS #UNITS CONTRACTOR VALUATION
** OFFICE
300 PIONEER ST N ERIK WALLBANK 84000.00
** Subtotal **
84000.00
** OFFICE/WAREHOUSE
740 JEFFERSON AV TAYLOR MADE BLDGRS 400000.00
** Subtotal **
400000. 00
*** Total ***
484000.00
I
R
ASHLAND POLICE DEPARTMENT
Monthly Activities for April , 1991
The Police department has just finished its remodeling of office space
to accomadate the Investigative Division and CSV moving into the
police building, thus allowing the Utility department to take over the
space next door while their building is being remodeled.
Somewhat sooner than expected by anyone, a second sergeant vacancy
occurred and another assessment center was conducted. The entire
assessment testing was written as well as conducted by our department.
The assessment led to the promotion of our own detective Randy Pryor
as the newest member of the management team.
INVESTIGATIONS
On April 4th an elderly female reported she had been assaulted by a
male subject who had broken into her residence. She had to. be
hospitalized due to a laceration on her hand. On April 8th a 20 year
old male was arrested on probable cause. His finger prints were
positively Identified on a piece of glass at the point of entry.
On April 12th a detective investigated a report of additional money
embezzled from a local automobile dealership. A 38 year old female
was arrested on April 16th and lodged in the Jackson County Jail on 2
counts of Theft I and 2 counts of Theft II .
On April 16th an Ashland Pizza Parlor was robbed by an 18 year old
male armed with a pistol . The suspect was subsequently arrested by
California Highway Patrol . The money was returned to the victim.
On April 29th a detective was called out with the Jackson County Major
Assault/Death Investigation Unit to assist in the investigation of a
body of a 61 year old male found in a culvert on Highway 62 near
Oregon Tire in Medford.
Captain Barnard attended training at the annual O.A.C.P. Conference in
Bandon during the week of April 9 to 12th. On April 22nd Detective
Parlette attended two weeks of Naval reserve training in San Diego.
PATROL
Sergeant Hooper has been assigned Training Officer for the department.
This is due to the resignation of Sergeant Godard.
Day Shift has continued to investigate car clouts that have been
occurring. . An arrest was made and several cases have been cleared
with more expected to be cleared in the near future.
Ashland Police assisted the Medford Police Department with the Pear
Blossom Parade by sending a sergeant , two reserve officers, five
explorers and two marked police cars to assist in crowd control and
1
!G
traffic direction. Additionally, Officer Grove marched. in the parades
as one of the members of the Jackson County Law Enforcement Color
Guard. Ashland experienced a larger than ever Earth Day Parade on
April 21st and extra marked units were required to escort. Officers
also assisted in escorting the entourage when Governor Roberts visited
Ashland and the Oregon State Sheriff ' s Association in a week long
training session held at the Ashland Armory.
Officers assisted the Jackson County Sheriff 's Office in the arrest of
a male subject for trespass. In doing so, more than 70 dogs were
removed from his residence and turned over to animal control . The
animals were kept inside vehicles in a transient type camp.
CRIME PREVENTION
Janet Chilcote has been assigned .the position of Crime Prevention
Officer. Although she will not being her official duties until
sometime in May, Sergeant Bianca introduced her to some of her duties
and the wide vari0ty of programs she will be involved in. She
appeared on Community Cable Access television representing the
department on a youth issue panel and has presented a class at the
Ashland Middle School on personal safety. The Annual Crime Prevention
Association Organization held its conference in Medford this month.
POLICE RESERVE
Swing shift reported 10 car clouts and 14 bicycle theft with 5 theft
of car emblems during the month. In an attempt to cut down. on these
types of crimes, Reserve officers were place in civilian clothes in
unmarked cars in various key points in the City. The reserve division
Is continuing this type of unmarked surveillance.
The Reserves worked 184 hours this month; 97 . 5 in patrol, 52 in
training, 7.5 in meetings and 27 hours in Special Assignments as
mentioned above as well as parades, etc.
EXPLORERS
No report this month
COMMUNITY SERVICE VOLUNTEERS
Community Services Volunteers office has been moved into the Police
Department main building temporarily until the remodeling of the
downtown Utilities department is completed. The volunteer program
continues to operate smoothly under the operation of Frank d'Entremont
and has contributed 1008 hours this month, utilizing 36 volunteers
over 325 days.
MUNICIPAL COURT
2
There were 1741 citations filed in the Municipal Court, which includes
224 traffic violations, 34 formal complaints, and 1483 parking
citations.
Cases closed totaled 1159 which includes 93 traffic violations, 64
formal complaints, 8 fines suspended, 232 citations dismissed
(including 186 completed diversions) .
There were 583 parking citations closed, 301 of these were issued in
the Downtown Parking District . No parking. citations were dismissed.
There were 408 appearances, 203 before the Violations Bureau and 205
before the Court. There were 22 trials held, and 0 no show; 100
persons were placed on diversion and 55 placed on probation.
COMMUNICATION3/RECORDS
Communications/Records personnel handled 650 Police cases and
dispatched 57 fire/medical runs.
The department handled 9076 telephone calls, 3631 from the dispatch
center with 415 9-1-1 calls.
Our new dispatchers have progressed rapidly in their training and both
are doing a good job with the department . They will be finalizing
their training and beginning their permanent shift assignments in May.
Both Arlene Henry and Tarry Myers did excellent jobs in training the
new personnel. Sue Rogers had a baby this month and will be out for
approximately 180 days.
CODS COMPLIANCE OFFICER
There were 33 inspections performed this month, 2 warnings and 2
citation issued. . There were 8 cars moved.
3
e,. pf AS&
: ® 4., o = era aran ixm
EGO
May 7, 1991
The Mayor and City Council
r
,19 rom: Steve Hall , Director of Public Works
,$Uhjert: Public Works Monthly Report for the Month of
April , 1991
The following is a condensed report of the activities of the
Public Works Department for the month of April . 1991 :
ENGINEERING:
1 . Issued 17 street excavation permits .
2 . Issued 12 sidewalk/curb repair permits.
3. Field checked 8 partition and subdivision plats.
4. Reviewed and ran mathematical checks on the above plats.
5 . Acquired public utility easement off Woodland Drive.
6. Completed the following work on the Hersey Street Project:
a . sent notice of additional work to be completed
b. inspected repair work completed
C . layed out and arranged for striping and pavement
marking
7. Performed the following work on the pump station addition
project:
a . prepared progress payments
b: approved contract addition no. 2
C. designed masonry fuel enclosure and prepared contract
addition no. 3
8. Provided inspection on the following ongoing projects:
a . Ashland Meadows subdivision
b. Thomas subdivision
C . Oak Creek subdivision
d. Park Estates III subdivision
e . alley paving off Van Ness Ave .
9 . Performed the following work on the Clay Creek Estates Sub.
Phase II :
a. reviewed and approved subdivision plans
b. held pre—construction conference
C . prepared subdivision easements and issued notice to
proceed
d. inspected work performed by contractor
e . approved change order no. 1
10 . Made final inspection and issued notice of acceptance of
alley Paving off Van Ness Ave.
11 . Met with county personnel , engineers and contractors
concerning the repair of Clay Street . Reviewed plans
presented by engineer.
Public Works Monthly Report
April 1991
Page 2
12. Performed the following work on computerization of
engineering records :
a. prepared map of City with section corners and lines
overlayed
b. prepared map of City with D.L.C. corners and lines
overlayed
C . updated storm drain maps
13. Performed. the following traffic related functions:
a . maintained traffic counters at many locations
b. conducted spot speed studies and turn movement studies
at various intersections
C . computed traffic capacities for several streets
d. continued work on City wide traffic analysis
14. Performed the following 'work regarding the Glenn Vista
Estates project :
a . reviewed and approved improvement plans
b. met with developer concerning a replat . of Glenn Vista
Estates, ph. I
15 . Performed the following work on the Lori Lane improvement
project:
a. determined and ran project centerline
b. completed topo survey
16 . Performed the following work for the duck pond construction:
a. completed project design
b. completed specifications and contract documents and
submitted project to bid
C. conducted bid opening and prepared bid analysis and
report .
17. Responded to 8 vision clearance complaints .
18 . Attended AWWA annual convention in Washington.
19. two staff members took the land survey and water rights
examination.
20 . Attended monthly autocad work session in Medford.
21 . Performed the following work on a suit to quiet title on
Strawberry Lane .
a. reviewed survey map `and description
b. conducted field check of survey monumentations
22. Researched methods by which an irrigation easement in a
subdivision could be altered.
23 . Laid out center line and bike lane locations for painting by
O.S.H.D.
I
City of Ashland
Fleet Maintenance
April 1991 Report
x 3 'mechanics completed worF on 4s= HIv 92` e work orders
for cit
various<types"'of; y
<< ,-Yequipmen , and .vehicles The divisions °and
departments-involved-are-as-�-fo•1-lows: '
Administration: 0
Building : 2 s
Community Service Volunteer 0
Electric : Y1'_ _
Energy: - --- --- ----- ---- -V-------- - -- ---- _______
Engineering : 0
Fire: 4
P.W.#i : 1
1 .
Senior Van:
Shop:------------,---- --2-----
Street: 21
x.Warehouse: 1
Airport 0
.MISC. : - 13
The-emergency-generators-at-City-Ha-l-l-and-the-Civic Center-were-fueled-
and manually tested weekly.
I and M certificates issued for the month: -
- _-
--`----City of Ashland :- --- - - _-----_.._ 9-------------
-___._... - --- -
Ci't'y of Talent: 3
, --.-- --- —_--
itiNr'il t->/1 F,r Put
SWEEPER:
c•we 5^S_miles.-i_S 6weepers�_
tea._ Pt-__
Collected 77 yards of debris.
F Res pan ded_to-_119_util.ity location_r_equests..-�_— --- --
Graded several streets and alleys.
Patched pot holes and sunken services.
—SIGNS: - - - - - - - -- --- .-
Continued Downtown sign project.
Repaired or replaced 14 signs.
_Made_up_-5"NO FAFK_ING"and__ -street-s_ign.__for_c_pn_tractor__Also supplied
a post for a stop sign .
Installed 17 "NO PARKING" AND 3 "25 mph. " signs on Hersey St. between
LL—No. Main and Oak Sts. . --
STORM DRAINS:
_ Flushed and/or rodded several_ storm -drain- systems. . - _ - ,. _ _.-..___..._..-._.._ ._.
Cleaned catch basins.
Installed 100 ft. of b in . PVC on Orange St. at Laurel St. to
__solve flooding problem. .
Completed So. Mountain Ave. storm drain project. Project included
replacing 600 ft. of 10 in . concrete pipe with 12 in . PVC and
installing 5_.maintenance__.manho_le ._._ _-_--.--------------
Began major storm drain project- on Faith Ave. . Project includes
replacing 557 ft. of 10 in concrete pipe with 18 in P.V.C. installing
.,
-across- over. line_-with_ one_catch_basin,.-and_instal.ling_3_mainten.ance utc
man-holes.
r Picked up several wood ' stoves=%'for the Energy Dept. .
h
Painted approaches yellow at both ends "of bike path on California
" '_and_.Wightman_-Sts... -- - - ----- _own area yellow, green, and blue in
----
Painted several curbs in Downt in
j accordance with Downtown sign project.
Contr_acted_to_.S.tate-Highway_D.ep.t-..the__painting-of-_cente.r Lines-and/_or_.
iL.-Had-bike paths on Hersey, E. Main, No. Mountain, and- Walker.
Replaced drain line for oil recovery tank for the shop.
Elgin Whirlwind .Sweeper._demo-------
__..___-_- ------------
Stripped all snow removal equipment.
Saw-cut curb returns at the parking lot at the golf course.
__-_Saw-cut Pioneer St. _f.rom_.E.._Main__to_Lithia.-Way -.for_-F'ar-ks_Dept.-.__-- _....._
' Installed 2 handi-cap parking stalls at the Senior Center at Homes
_ and Hunter Ct.
Cleaned up red paint from sidewalk in front of church-_on .E: _Main at
Mountain Ave.
Painted cross-walk on E. Main at Mountain Ave. per .T.R._ 07-1991 .
Saw--cut 14;;14 area and removed asphalt and dirt at Fire Station #1 .
Cleaned up vehicles, equipment, and buildings on a weekly basis.
Helped in shop !-Then needed ,
Held monthly safety meeting .
WATER QUALITY DIVISION
MONTHLY REPORT
April , 1991
WATER
- Repaired four (4) leaks in City owned water mains .
- Repaired two (2) leaks in Lithia water system.
- Repaired eleven (11) leaks in customer service and/or
meters .
- Replaced two (2) broken angle stops .
- Changed out nineteen (19) water meters .
- Installed thirty (30) new water meters with hand valves .
- Installed five (5) 3/4" hand valves .
- Cleaned out Lithia water drains at Plaza .
- Installed two (2) 1 1/2" water services.
- Repaired two (2) fire hydrants, relocated one (1) blow-off .
- Cleaned entire TID ditch, including Terrace wet well .
- Cut out old 24" meter and installed new 24" meter at the
water treatment plant .
- Closed and caulked flood gates at Hosler Dam.
- Installed 270 ' of 6" water main with one (1) fire hydrant,
two (2) 2" water services, chlorinated the line and put into
service at Oak Knoll .
Installed water and electric conduits to new section of Oak
Knoll parking lot .
SEWER
- Installed one (1) 4" sewer lateral and one (1) 6" sewer
lateral .
- Responded to one (1) sewer call and two (2) sewer plugs .
- Installed new guard rail around the North Main pump station.
- Rodded 34,634 feet of City sewer mains .
MISCELLANEOUS
Responded to 121 utility ;locate calls .
There was 69 . 57 million gallons of water treated at the
water treatment plant .
There was 60 . 24 million gallons of water treated at the
waste water treatment plant .
We hauled 120 yards of 3/4- 0 rock to various Job sites .
+GF ASH`
May 8, 1991
G4EGG�
Brian Almquist, City Administrator
r
ram: Steven Hall, Public Works Director
-
'�$-Uhjprt- Emergency Open Cut - Twin Pines Circle
ACTION REQUESTED
None, information item.
BACKGROUND
Attached is a report from Terry Ellis, Waste
Collection Supervisor in relation to an open cut
made on Twin Pines Circle. The report is self
explanatory.
I concur that there were no options available in an
emergency situation.
Twin Pines Circle is on the 5-year moratorium until
August 17, 1993 .
SMH:rm\drftellissew
Enclosure
c: Dennis Barnts, Water Quality Superintendent
Terry Ellis, Waste' Water Collection Supervisor
May 3 , 1991
RE: Pavement cut at 875 Twin Pines Circle
At approximately 11 : 30 AM on April 26 , 1991 Ron Kinney of SOS
Plumbing contacted me about a problem he had with the sewer at
875 Twin Pines Circle . In the process of cleaning the sewer
lateral he got the sewer snake stuck in the line and could not
remove it . After trying all available methods to remove the
snake, it was determined by myself that we had to excavate the
line . I had my crew saw cut a -3 foot by 8 foot area of the
pavement . I authorized Ron to do the excavation and repair.
This was done in order to expedite the matter since he had his
equipment on site . Once the line was exposed he found that the
4" lateral had separated from the main about 4" . He then removed
his snake and make the repair. I had him backfill with 3/4-
crushed rock and compact it. with a whacker.
G ZlL2�
Terry Ellis
Waste Water Collections Supervisor
V e.�.. O . � P � Q 4 {l iL L� •K iii
April 26, 1991
. p4EGOa .
Q: Mayor and City Council LA
W
rum: Jill Turner, Director of Finance 4I��YI
p1T��Qt1. Financial Report for March 31, 1991
Attached is the March 31, 1991 Financial Report
for the City of Ashland. It does not include the
Hospital or Parks and Recreation Commission reports
which are being released to their respective boards
and commissions.
The first twelve pages are the Statement of .
Resources and Expenditures for the nine months
ending March 31, 1991. The Expenditures are listed
in the same classifications as the adopted budget.
Expenditures are reported on the modified accrual
basis of accounting, which means that those incurred
prior to April 1 are included regardless of when
paid. Resources are recorded on the cash basis of
accounting.
Page 13 is a listing of cash and investments by
type of investment and by holder of the investment.
Page 14 is a listing of cash and investments by
fund.
Again the report that follows does not include
the Parks and Recreation or Hospital revenues and
expenditures, but does include our investments on
their behalf. A detailed Revenue Statement,
Expenditure Statement and Balance Sheet are
available in the Finance Office for your review.
HIGHLIGHTS FROM THE STATEMENT OF RESOURCES AND
EXPENDITURES
9-6neral Fund Although individual categories vary,
the expenditures for the nine months are at 72% of
budget, with 75% serving as the overall guideline.
Total resources are 79% compared to 85$ of
budget at this same time last year. Licenses and
permits which were 103% of budget last year are only
at 55% of this years budget. Planning and Building
permit revenues are $73,000 below this time last
year. As indicated in the budget document the
General Fund carryover is declining. The General
fund carryover into 1991-92 will be approximately
$300,000 which is $175,000 less than the present
year and $40,000 less than budgeted. This will be
the second consecutive year that the General Fund
carryover balance declined. Balancing the General
Fund in the future will be difficult.
Cemetery Fund This financially solid fund
continues to perform as expected. Expenditures are
at 54% of budget.
Street Fund This fund continues to perform well.
Expenditures are at 65% of overall budget which ,is
on target. The carryover into the 1991-92 budget
will be close to the $273,000 figure in the budget
document.
Water duality Fund Water resources have been strong.
A large part of the carryover was due to projects
which were not completed last year. These projects
are outlined in the supplemental budget. Personnel
costs are above the 75% mark due to extra time that
the swing. crew has been assigned to water projects.
The carryover into the 1991-92 budget will meet or
exceed the estimate of $650,000.
Sewer Fund Sewer resources and expenditures are in
line with the budget. The expenditures are
increasing more rapidly than revenues thus a rate in
crease is being proposed. The budget carryover of
$290,000 will be met.
Airport Fund The Airport buildings, equipment and
grounds are in continual need of repair. A transfer
of appropriations is needed cover .these
expenditures.
Electric Fund Expenditures and Revenues in the
Conservation Division are both at 70% of budget.
Expenditures for the Electric Division are at 74% of
budget. Total expenditures for the purchase of .
electricity will exceed the budget level of
$4,000,000 for this year as outline in the transfer
of appropriations resolution. The expected
carryover balance of $900,000 into 1990-91 is
reasonable. Of concern is that this expected
balance is $250;000 less .than last year and $408, 000
less than the year previous.
Insurance Service Fund Again this year the workers
compensation claims experience has been good. If
the current experience holds through the end of June
then a substantial rebate will be given back to
The final graph is of the General Fund cash
balance by fund. This balance varies with the
influx of property tax money in the winter. The
variance will continue to grow with the combining of
the Police levy into the General Fund. In order to
avoid borrowing an even higher July 1 carryover
balance will .be needed in the future.
J
General Fund Cash Balance
700000
600000
600000
400000
Amount
900000
200000
100000 - <.
0
9-86 12-80 9-00 8-00 8-60 12-90 9-81
Date
In summary, the City needs to be looking at
revenue enhancements, alternative ways in which to
fund basic services, or reduced services in the
future.
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Percer
GENERAL FUND
RESOURCES
Carryover $ 490, 000 $ 474, 748 $ ( 15, 252) 97
Taxes 2, 873, 300 2, 23+6, 640 (636, 660) 78
Licenses and Permits 332, 000 182, 562 ( 149, 438) 55
Intergovernmental 262,040 193,036 (69, 004) 74
Charges for Services 48,000 28, 511 ( 19, 489) 59
Fines 205,000 149, 038 (55, 962) . 73
Interest 18, 000 24,90B 6,-908 138
Miscellaneous Revenues 61 , 850 42, 929 (18, 921) 69
Operating Transfers In 184,100 185, 652 1 ,652 101
TOTAL RESOURCES 4, 474, 190 3, 518, 024 (956, 166) 79
----------- ------------ ------------ ------
----------- ------------ ------------ ------
EXPENDITURES
Human Resources Division 66,710 48,581 18, 129 73
Economic Development 217,280 153, 936 63, 344 71
Miscellaneous 320,210 164,000 156, 210 51
Police Department 1 , 747,210 1 , 262, 069 485, 141 72
Municipal Court 129, 150 91 , 970 37, 180 71
Fire Department 1 ,345,200 10001,752 343, 448 74
Senior Program 103,250 79, 330 23,920 77
Community Development 545, 180 408, 133 137,047 75
----------- ------------ ------------ ------
TOTAL EXPENDITURES 49474, 190 3, 209, 771 1 , 264, 419 72
POLICE SERIAL LEVY FUND
-----------------------
RESOURCES
Carryover 15,500 21,620 6, 120 -
Taxes 242,000 226,995 ( 15,005) 94
Interest 3,500 706 (2,794) 20
----------- ------------ ------------ ------
TOTAL RESOURCES 261 , 000 249, 321 (11 ,679) 96
EXPENDITURES
Personnel Services 89,000 68, 333 20, 667 77
Operating Transfers Out 169, 000 169,000 . 0 100
Contingency _ 3,000 3, 000 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES $ 261 ,000 $ 237, 333 $ 23, 667 91
CITY OF ASHLAND
STATEMENT OF RESOURCES 8c EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund
__~__~^__` _ `_~.__,__~__ ~~Budget_-~ _^_Actual__, Variance Perce|
FIRE EMT SERIAL LEVY FUND �----`--- ' ^--`--
_________________________
RESOURCES
Carryover $ 10, 000 $ 11 , 652 $ 1 , 652 117
----`------ `----------`-- ----------`---
TOTAL RESOURCES 10,000 11 , 652 1 , 652 117
=========== ============ ============ ======
EXPENDITURES
Operating Transfers Out 10, 0()0 11 652
, � ( 1 , 652) 117
----------- ---------'--- ------------ ------
TOTAL EXPENDITURES 10, 000 11 , 652 ( 1 , 652) 117
CEMETERY FUND
_____________
RESOURCES
Carryover 85, 000 2
95, 452 10 452 11
Taxes '
� � 68, 000 o
62 397 (5 603) - --
Charges for Services 5A� 000 23� #85 (26'916} 92
Interest � v 46
Misc ellaneous Revenue 6� 00() 3v787 (2'213} 63
Revenues � 1v000 146 (854)
Operating Transfers In 55,000 30,564 (24, 436) -
, 56
----------- ------------ ------------ ---
TOTAL RESOURCES 265,000 215 431 (49 569) -~^
� , 81
EXPENDITURES
Personnel Services 91 » 000 61 � 625 29 375 68
. Materials and Services ' 97, 920 67, 486 J0' 434 69
Capital Outlay ' 20,500 129942 7'558 63
Contingency 10,080 0 10, 080 �
Operating Transfers Out 500 '
Unappropriated Fund Balance 45 0()0 500 0 100
' 0 45, 000 0
-^^`^~~------- ------------ --------^^
TOTAL EXPENDITURES $ 265, 000 $ 142, 553 $ 122 4-~- ~-~~-~
' , 4/ 54
-
Page 2
�
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
. Budgetary Basis
Fund Budget Actual Variance Percei
BAND FUND
RESOURCES
Carryover $ 20,000 $ 30, 563 $ 10,563 153
Taxes 35,000 32, 145 (2, 855) 92
Interest 1 ,000 . 1 , 348 . 348 135
----------- ------------ ------------ ------
TOTAL RESOURCES 56, 000 64,056 8, 056 114
EXPENDITURES
Personnel Services 3,300 2, 155 1 , 145 65
Materials and Services 31 , 200 20,005 11 , 195 64
Contingency 1 ,500 1 ,500 0
Unappropriated Fund Balance 20,000 20,000 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES 56,000 22, 160 33,840 40
EMERGENCY 9-1-1 FUND
RESOURCES
Carryover 9, 500 14,634 5, 134 154
Intergovernmental 54, 000 45, 009 (8, 991 ) 83
Interest 1 , 500 1 ;201 (299) 80
Operating Transfers In 10, 000 7,500 (2, 500) 75
----------- ------------ ------------ ------
TOTAL RESOURCES 75,000 68,344 (6, 656) 91
EXPENDITURES
Personnel Services 35,000 25,283 9, 717 72
Materials and Services 28,400 16;974 11 , 426 60
Capital Outlay 10,000 9, 915 85 99
Contingency 10600 1 , 600 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES $ 75,000 $ 52, 172 $ 22, 828 70
Page 3
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Percer
-------------------- ----------- -------------
------------ ------
STREET FUND
RESOURCES
Carryover $ 236, 000 $ 231 ,250 $ (4, 750) 98
Taxes 432, 000 i00 319, 592 ( 112, 408) 74
Intergovernmental 701 , 000 496, 288 (204, 712) 71
Charges for Services 276, 000 141 , 367 (134, 633) 51
Interest 7, 000 3, 095 (3,905) 44
Miscellaneous 0 (744) (744) -
----------- ------------ ------------ ------
TOTAL RESOURCES 1, 652,000 1, 190,848 (461 , 152) 72
EXPENDITURES
Personnel Services 4822, 900 342,398 141 , 502 71
Materials and Services 752, 500 586,894 165,606 78
Capital Outlay 300,600 . 131 , 789 168,811 44
Operating Transfers Out 27, 000 .16,906 10,094 63
Contingency 89,000 89, 000 0
----------- --- --- ---- ------------
TOTAL EXPENDITURES 1 , 652,000 1 , 077, 987 574,013 65`
WATER QUALITY FUND
------------------
RESOURCES
Carryover 420, 000 825, 786 405, 788 197
Charges for Services 1 , 576,000 1 , 119, 984 (456, 016) 71
Interest 28,000 2, 486 (4, 514) 84
Miscellaneous Revenues 49000 5, 635 1 , 635 141
-- --- ---- -----------
TOTAL RESOURCES 2 -028 a 000 1 , 974,894 (53, 106) 97
EXPENDITURES
Personnel Services 753,500 572, 142 181 , 358 76
Materials and Services 578, 400 419, 004 159, 396 72
Capital Outlay 120, 100 161 , 156 (41 , 056) 134
Operating Transfers Out 22509000 237, 500 12, 501 95
Contingency 100,000 100, 000 0
Unapproriated Fund Balance 226,000 226, 000 0
- ----------- ------------
------------ ------
TOTAL EXPENDITURES $ 2, 028, 000 $ 1 , 389, 802 $ 638, 198 69
Page 4
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Perce
---------------------------- ----------- ------------- ------------ --- ....
SEWER FUND
RESOURCES
Carryover $ 465, 000 $ 535, 698 $ 70 698 115
Intergovernmental 60, 000 60, 000 -
Charges for Services 765,000 528,036 (236, 964) 69
Interest 30, 000 222, 977 (7, 023) 77
Miscellaneous ( 115) ( 115) -
----------- ------------ ------------ -----
TOTAL RESOURCES 1 ,260,000 1 , 146,596 (113, 404) 91
EXPENDITURES
Personnel Services 431 ,500 232, 581 198,919, 54
Materials and Services 458, 050 383, 266 74, 784 84
Capital Outlay 122,000 111 , 069 10,931 91
Operating Transfers Out 135,000 67, 315 67, 685 50
Contingency 113,450 113, 450 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES 1 , 260,000 794, 231 465,769 63
AIRPORT FUND
RESOURCES
Carryover 14,600 12, 953 (1 ,647) 89
Charges for Services 43,000 28, 313 ( 14,687) 66
Interest 400 452 52 113
----------- ------------ ------------ ------
TOTAL RESOURCES 58,000 41 , 718 (16, 282) 72
EXPENDITURES
Materials and Services 18,000 18,407 (407) 102
Capital Outlay 20,000 0 20, 000 0
Operating Transfers Out 20,000 15,000 5,000 75
----------- ------------ ------------ ------
TOTAL EXPENDITURES $ 58,000 $ 33,407 $ 24, 593 58
Page 5
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Percei
----------------- ----------- ------------
ELECTRIC FUND -----
RESOURCES
Carryover $ 1 , 150, 000 $ 1 , 151 , 154 $ 1 , 154 100
Intergovernmental 275, oOO 153, 799 ( 121 , 211 ) 56
Charges for Services 6, 500, 000 4,620, 365 ( 1 , 879, 635) 71
Interest 71 , 000 37, 390 (33, 610) 53
Miscellaneous Revenues 16,000 11 , 332 (4, 668) 71
Operating Transfers In 48, 000 48, 000 0 100
----------- ------------ ------------ ------
TOTAL RESOURCES 8, 060, 000 6, 022, 040 (2,037, 960) 75
EXPENDITURES
Community Development 446, 200 311 ,062 135, 138 70
Electric Department 7, 113,800 5,258,585 1 ,855,215 74
Unappropriated Fund Balance 500,000 500, 000 0
TOTAL EXPENDITURES 8, 060,000 5,569,647 2, 490,353 69
CAPITAL IMPROVEMENTS FUND
---------------
RESOURCES
Carryover 1 ,446, 000 1 , 592, 424 146,424 110
Tares 301 , 800 13, 689 (288, 111 ) 5
Intergovernmental 40, 500 0 (40, 500) 0
Charges for Services 111 , 000 48, 494 (62, 506) 44
Interest 100, 000 B3, 176 ( 16, 824) 83
Miscellaneous Revenues 2, 498,250 89, 474 (2, 408, 776) 4
Operating Transfers In 134, 000 70, 000 (64, 000) 52
----------- ------- --- --- --------
TOTAL RESOURCES 4„631 , 550 1 ,897,256 (2, 734,294) 41
EXPENDITURES
Personnel Services 1 , 000 10, 795 (91795) 1 , 080
Materials and Services 109, 750 35, 370 74, 380 32
Capital Outlay 2, 648, 515 279, 569 2, 368, 946 11
Operating Transfers Out 117, 000 56, 196 60, 804 48
Contingency ` 100, 000 100, t_0o 0
Unappropriated Fund Balance 1 , 655, 285 1 , 655, 285 0
----------- -------�----
TOTAL EXPENDITURES $ 4, 631 , 550 $ 381 , 930 $ 4, 249, 620 8
Page 6
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Perce
---------------------------- ----------- ------------ ------------ -----
ASSESSMENT CONSTRUCTION FUND
----------------------------
RESOURCES
Carryover $ 20, 000 $ 6, 673 $ ( 13, 327) 33
Intergovernmental Revenue 315, 000 0 (315, 000) 0
Special Assessment Payments 104,000 77, 212 (26, 788) 74
Interest . 1 , 000 4,9B8 3, 988 499
Miscellaneous 736, 000 654, 790 (81 , 210) 89
Operating Transfers In 20, 000 16, 906 (3, 094) 85
----------- ------------ ------------ ------
TOTAL RESOURCES 1, 196, 000 760, 570 (435, 430) 64
EXPENDITURES
Materials and Services 3,750 13,027 (9,277) 347
Capital Outlay 756, 250 219, 155 537, 095 29
5
Debt Service 436,000 2, 04 433, 955 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES 10196,000 234,227 961 , 773 20
HOSPITAL CONSTRUCTION FUND
--------------------------
RESOURCES
Carryover 335,000 313, 0B8 (21 , 912) 93
Interest 20, 000 18, 600 ( 1 , 400) 93
Operating Transfers In 247,630 60, 000 ( 187, 630) 24
----------- ------------ ------------ -----
TOTAL RESOURCES 602,630 391 , 688 (210, 942) 65
EXPENDITURES
Capital Outlay 6020630 0 602;630 0
----------- ------------ ------------ -----
TOTAL EXPENDITURES $ 602,630 $ 0 $ 602, 6.30 0
Page 7
I
CITY OF ASHLAND
STATEMENT OF ,RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Percei
---------------- -------- -- -------------
BANCROFT BOND REDEMPTION FUND
--------- -----------
RESOURCES
Carryover $ 235,000 $ 280, 570 $ 45, 570 119
Special Assessment Payments 380, 000 363,057 ( 16, 94::) 96
Interest
20,000 10,012 (9, 988) 50
----------- ------------ ------------ ------
TOTAL RESOURCES 635,000 653, 639 18, 639 265
EXPENDITURES
Debt Service 490, 000 ^14, 475 275, 525 44
Operating Transfers Out 5,000 y 5, 000 0 100
Unappropriated Fund Balance 140, 000 140,000 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES 635,000 219, 475 415,525 35
GENERAL OBLIGATION BOND FUND
----------=------------------
RESOURCES
Carryover 97, 000
Interest ' 92, 962 (4, 038) 96
13, 000 12, 402 (598) 95
Operating Transfers In 305, 000 305, 000 0 106
-
TOTAL RESOURCES 415, 000 410, 364 (4,636) 99
EXPENDITURES
Debt Service .305, 000 293, 624 11 ,376 96
Unappropriated Fund Balance 110,000 0 110, 000 0
----------- ------------- ------------
TOTAL EXPENDITURES $ 415, 000 $ 293, 624 $ 121, 376 71
Page 8
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Percef
---------------------------- ----------- ------------ ------------ ------
DEBT SERVICE FUND
RESOURCES
Carryover $ 5, 500 $ 5, 663 $ 163 103
Interest 225 225 -
Operating Transfers In 72,000 23, 196 (48, 804) 32
----------- ------------ ------------ -----
TOTAL RESOURCES 77,500 29, 064 (48,416) 38
EXPENDITURES
Debt Service 48,500 26, 838 21 ,662 55
Unappropriated Fund Balance 29,000 0 29, 000 0
----------- ------------ -------------
TOTAL EXPENDITURES 77, 500 26,838 50, 662 35
----------- ------------
ADVANCED REFUNDING BOND FUND
----------------------------
RESOURCES
Carryover 1, 460,000 1 , 486, 688 26,688 102
Interest 130,000 77,678 (52, 322) 60
----------- ------------ ------------ ------
TOTAL RESOURCES 1 , 590,000 1 ,564, 366 (25, 634) 98
EXPENDITURES
Debt Service 204,000 132,24e 71 , 753 65
Unappropriated Fund Balance 1,386,000 C) 1 , 386, 000 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES $ 1, 590,000 $ 132, 248 $ 1 , 457, 753 a
Page 9
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Perce
------------------------- ----------- ------------ ------------- -----
HOSPITAL BOND FUND
RESOURCES
Carryover $ 3, 000 $ 3,617 $ 617 121
Interest 319 319 -
Operating Transfers In 25, 500 5,200 (20, 300) 20
----------- ------------ ------------ -----
TOTAL RESOURCES 28, 500 9, 136 ( 19, 364) 32
EXPENDITURES
Debt Service 25,370 5, 185 20, 185 20
Unappropriated Fund Balance 3, 130 0 3, 130 0
----------- ------------ ------------ ------
TOTAL EXPENDITURES 28, 500 5, 185 23, 315 18
CENTRAL SERVICES FUND
--------------
RESOURCES
Carryover 210,000 250,523 40, 523 119
Charges for Services 1 , 7BO, 500 1,311, 716 (468, 784) 74
Interest 20,000 17, 209 (2, 791 ) 86
Miscellaneous Revenues 3, 000 2, 107 (893) 70
------------ ------------ ------------ ------
TOTAL RESOURCES 2, 013, 500 1 , 581 , 555 (4.31 945) 79
EXPENDITURES
Administrative Department • 376,050 290, 980 85, 070 77
Finance Department 813, 300 5B9, 154 224, 146 72
Miscellaneous 233,250 132, 520 100, 730 57
Public Works Department 397,600 294, 722 102, 878 74
Community Development Dept 193,300 172, 060 21 ,240 89
----------- ------------ ------------ ------
TOTAL EXPENDITURES $ 2, 013, 500 $ 1 , 479,436 $ 534,064 73
Page 10
,
CITY OF ASHLAND
STATEMENT OF RESOURCES & EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Perce/
_____________________________ ___________ ____________ ____________ _____
INSURANCE SERVICES FUND
------------ ------------
RESOURCES
Carryover $ 1 , 150,000 $ 1 , 190, 940 $ 40, 940 104
Charges for Services 395,000 302, 077 (92v923) 76
Interest 100, 000 66, 340 (33,660) 66
Miscellaneous Revenues 50, 000 (50, 000) 0
----------- ------------ ------------ ------`
TOTAL RESOURCES 1 , 695, 000 1,559» 357 ( 135, 643) 92
EXPENDITURES
Personnel Services 13,800 7,696 5, 304 59
Materials and Services 470o000 188, 318 281, 682 40
Contingency 500,00O 0 500, 000 0
Unappropriated Fund Balance 712,000 712,000 ' 0
___________ ____________ ____________ ______
TOTAL EXPENDITURES 1, 695,000 196,013 1 ,498, 987 / 12
EQUIPMENT FUND
_______________________
RESOURCES
Carryover 860p000 952,975 92v975 111
Charges for Services 724v650 546,301 ( 178, 549) 75
Interest 80»000 54, 153 <25,847> 68
Miscellaneous Revenues 10,000 46 (9, 954) 0
Operating Transfers In 177,000 203, 152 26, 152 115
___________ ____________ ____________ ______
TOTAL RESOURCES 1 , 851 ,850 1 , 756, 627 (95,223) 95
EXPENDITURES
Personnel Services 98,000 68, 589 29, 411 70
Materials and Services 324,750 259, 638 65' 112 8O
Capital Outlay 517, 000 466, 043 50,957 90
Contingency 51 , 750 51 , 750 0
Unappropriated Fund Balance 860, 350 860, 350 0
___________ ____________ ____________ ______
TOTAL EXPENDITURES $ 1 , 851 �850 $ 794, 270 $ 1 »057,580 43
-
`
^
Page 11
CITY OF ASHLAND
STATEMENT OF RESOURCES &< EXPENDITURES
For the Nine Months Ended March 31 , 1991
Budgetary Basis
Fund Budget Actual Variance Percei
-------------------- ------------
CEMETERY TRUST FUND
-------------------
RESOURCES
Carryover $ 595,000 $ 592, 333 $ (2, 667) 100
Charges for Services 11 ,070 5,eel (5, 120) 53
Interest 55,000 30,564 (24, 436) 56
Operating Transfers In 500 500 0 100
----------- ------------ ------------
TOTAL RESOURCES 661 ,500 629, 279 (32, 223) 95
EXPENDITURES
Operating Transfers Out 55,000 30, 564 24, 436 56
Unappropriated Fund Balance 606, 500 0 606, 500 0
----------- ------ ---- -----_-}----
TOTAL EXPENDITURES $ 661 , 500 $ 30, 564 $ 630 936 5
Page 12
CITY OF ASHLAND
CASH AND INVESTMENTS
MARCH 31 , 1991
AMOUNT PERCENT
------------------------------------- --------------- ----------
CASH ON HAND $ 928.00 0. 0"
CHECK•.ING ACCOUNTS
First Interstate Bank-Combined 2,205.67 0. 0
U. S. National Bank-Combined (26, 540.68) (0. 2)
--------------- ----------
subtotal (24,335. 01) (0.2)
LOCAL GOVERNMENT INVESTMENT POOL 5,675,024. 13 51 . 2
US AGENCIES
REV CORP 3, 649,961 . 70 32. 9
TIME CERTIFICATES OF DEPOSIT
Klamath First Federal 100,000. 00 0. 9
BANKERS ACCEPTANCE
First Interstate Bank 0.00 0.0
United States Bank 480, 775. 00 4. 3
subtotal 480, 775. 00 4. 3
TREASURY BILLS
First Interstate Bank 0. 00 0. 0
United States Bank 923, 111 . 72 8. 3
--------------- ----------
subtotal 9223, 111 . 72 8. 3
INTRA CITY INVESTMENTS
General Obligation Warrants 0. 00 0. 0
General Obligation Bonds 281 ,674. 00 2. 5
--------------- ----------
subtotal 281 ,674. 00 2. 5
--------------- ----------
TOTAL CASH AND INVESTMENTS $ 11 , 087, 139. 54 100. 00
I �
Page 1;�
CITY OF ASHLAND
CASH AND INVESTMENTS BY FUND
MARCH 31 , 1991
AMOUNT PERCENT
----------------------------= --------------
General Fund $ 548, 730. 74 4, 9
Police Serial Levy Fund 15, 974. 65 0. 1
Fire EMT Serial Levy Fund 0. )o 0. 0
Cemetery Fund 83, 124. 40 0. 7
Band Fund 41 , 894. 76 0. 4
Emergency 911 Fund 18, 587. 44 0. 2
Street Fund 145, 188.87 1 .
Water Quality Fund 495,072. 52 4. 5
Sewer Fund 379, 839.07 3. 4
Airport Fund 8,499. 40 0. 1
Electric Fund 586, 154.22 5. 3
Capital Improvements Fund 1 , 523,294.02 13. 7
Assessment Construction Fund 86, 342. 74 O. B
Hospital Construction Fund 391 ,687. 76 3. 5
Bancroft Bonding Redemption Fund 371 , 164. 37 3. 3
General Obligation Bond Fund 116, 740.52 1 . 1
General Debt . Service Fund 2,246.50 0. 0
Advanced Refunding Bond Fund 6, 193. 39 0. 1
Hospital Bond Fund 3, 950. 73 0. 0
Central Services Fund 182,513. 04 1 . 6
Insurance Services Fund 1 ,465,014.64 13.2
Equipment Fund 974,577. 55 8. 8
Cemetery Trust Fund 598,713. 51 5. 4
------------- --------
subtotal 8, 045,504. 84 72. 6
Hospital 2,420, 137. 13 21 . 8
Parks and Recreation 621 , 497. 57 5. 6
TOTAL CASH AND INVESTMENTS _ , $ 11, 087, 139. 54 100. 0
Page Y�
M•.a.v.M1
. V pF ASh�0
EmvranAnm
May 14 , 1991
G4EGO
ELI: Brian Almquist, .City Administrator
�r
rOIIi. Steven Hall, Public Works DirectorA,,�A
Power Generator, Ashland Sewage Pump Station
ACTION REQUESTED
None, information item.
BACKGROUND
As of Friday, May 10, 1991, the standby power
generator was tested and functioning at the Ashland
Creek Sewage Pump Station.
The generator will be tested weekly by city
personnel to minimize any problems of malfunction
during a power outage.
This will reduce the potential "spill" problem from
the pump station to a more remote possibility.
Malfunction of mechanical or electrical portions of
the station are still a possibility as those items
are still subject to "wearing out". The telemetry
system will further minimize those issues as alarms
are set off with such malfunctions or failures.
A second project this fiscal year is to upgrade one
of the pumps in the station to increase the pumping
capacity. Once the new pump is installed, the major
issues associated with the station will have been
eliminated.
The next phase of upgrade in relation to the station
will be further increases in pumping capacity.
SMH:rm\ashpump.cc
cc: Dennis Barnts, Water Quality Superintendent
Jim Olson, Assistant City Engineer
Pam Barlow, Administrative Assistant
,.-'Or, ASN y
Memorandum
May 6, 1991
GREGG�.•',
0: Brian Almquist, City Administrator
W "� I—
Wrem: Steven Hall, Public Works DirectorA,I�i1'�{"
,$ubjQt}. Water Supply Report -- April 1991
ACTION REQUESTED
None - Information Item.
REPORT
Our snow information continues to be very good in
the. Siskiyou Mountains around Mt. Ashland, but not
so good on the Cascade Mountain side of the Valley.
_Talent Irrigation District is projecting a cutoff
date of September 10th. This is an improvement of
the last report of August 20 for TID water.
WATER CONTENT OF SNOW
AVERAGE OF THREE USFS STATIONS
MOUNT ASHLAND
-----------------------------------------------
Month 1972-1991 1977 1990 1991
Average Actual Actual Actual
-----------------------------------------------
January 16.5" 1.8" 7.0" 5.5"
February 21.9" 4.0" 12. 3" 8.9"
March 27.3" 10. 3" 16.5" 22.7"
April 24.9" 4.7" 7. 6" 21. 6"
As you can see, we are 3.3" below the 19 year
average, but considerably better than last year.
The key issue to monitor now is the amount of runoff
we will be receiving from the east and west forks of
Ashland Creek after the snows have melted. This
continues to be a concern as the ground is still
extremely dry based on information I have received.
SMH:rm\aprsnorpt
Enclosures
cc: Dennis Barnts, Water Quality Superintendent
Pam Barlow, Administrative Assistant
EprH lid !NCHES,
fn
L
Is, I
UD
77T
�Jl
\IN
.7
;n L
4L ' -Li
00
00
bb
IN
OD
1 N
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
SNOW DEPTH/DENSITY
APR , CALABAN ! I SWITCHEACK SKI BOWL AVERAGE
SNOW WATER SNOW WATER SNOW WATER SNOW WATE-i-
1972 78. 0 33. 8 44. 7 22. 5 6L. 4 28. 2
1973 69. 3 27. 8 38. 0 16. 5 53. 7 22. 2
i074 151 . 8 70. 0 152. 7 67. 8 101 . 9 47. 6 135. 5 61 . 8
1.975
1.976 74. 2 29. 2 73. 1 28. 8 55. 0 22. 2 67„ 11 26, 7
1977 .18. 0 6. 7 17. 7 6. 6 1 . 8 0. 8 12. 5 4. 7
1978 76. 0 37. 0 80. 0 340 56. 0 23. 0 70. 7 31 . -,
1.979 61 . 0 25. 0 60. 0 24. 0 44. 0 17. 0 55. 0 22m
1930 74. (-) 30. 0 71. 0 31 . 0 54. 0 17. 4 67. 7 26. 1.
1981 34. 0 14. 0 40. 0 15. 0 15. 0 6. 0 29. 7 110
. 1982 108. 0 46. 0 105. 0 40. 0 78. 0 32. 0 96. 3 39. --!:
1.983 132. 0 57. 8 142. 0 61 . 0 124. 0 54. 6 132. 7 57, 8.
1984 80. 0 31 . 0 89. 0 32. 0 79. 0 29. 0 82. 7 30. 7
1985 aS. 0 28. 4 76. 0 AM 57. 0 23. 4 67. 0 2B. 2
1996 48. 0 22. 0 61 . 0 27. 0 35. 0 14. 0 48. 0 21 . (-,-
1987 58. 0 25. 0 58. 0 24. 0 33. 0 14. 0 49. 7 21. o-!
1988 39. 0 15. 0 41 . 0 16. 0 16. 0 5. 4 32. 0 12. 1
1.989 70. 0 22. 9 73. 8 29. 8 49. 8 20. 3 64. 5 24. 7
1990 15. 0 7. 7 26. 0 10. 9 10, 0 4. 2 17. 0 7. L'-.
1991 65. 0 21 . 8 69. 0 23. 6 45. 0 19. 4 59. 7 21 . 6
AVG 60. 1 27. 2 69. 0 28. 3 46. 8 19. 5 60. 1 24. c.-,
.++of ASN�,
emarandum
111 May 14, 1991
GREGG�.
Brian Almquist, City Administrator
r
ram: Steven Hall, Public Works Director A
*bjiert R.W. Beck Water Report, Phase II
ACTION REQUESTED
1. City Council accept the report as a guiding
document for future needs/studies for the water
system.
2. City Council set a public hearing on the "N.W.
Water Moratorium" issue for June 4, 1991.
BACKGROUND
The City commissioned R.W. Beck of Seattle,
Washington to review several issues which include
the effect of growth on the existing water
moratorium established in northwest Ashland by
Ordinance 2252 in 1983.
Staff has received that report and a copy is
attached for your reference.
The report deals with several issues, including:
+ Revised population statistics as they relate
to the 1989 Beck Water Supply Report.
+ Water demands based on revised population
statistics.
+ Conservation in general. The current study
by Synergic Resources will provide the ,
documentation for the potential of various
types of water conservation.
+. The existing water distribution system
including recommendations for capital
improvements.
+ A discussion of the existing moratorium area
and the effect of growth since 1983 and future
growth.
+ A discussion of the existing water treatment
plan and general outline of' suggested
studies/projects.
Brian Almquist
May 14 , 1991
Page 2
In addition, the City of Ashland now has an
electronic model of the system to predict the
effects of specific projects on pressure and volume
throughout the water distribution system.
A third portion of the project is a computer map of
the major portions of the water system which can be
placed on our CAD (Computor Aided Drafting) system.
Staff recommends acceptance of the report as a
guiding document for future needs in the specific
areas covered.
Staff recommends setting a public hearing for June
4, 1991 for the water moratorium issue as that
particular issue has generated a considerable amount
of discussion and concern.
Staff will have a detailed report and recommendation
for the June 4, 1991 hearing. Please bring your
report for that meeting as I will refer to portions
of the report.
SMH:rm\beckIIwat.cc
cc: Dennis Barnts, Water Quality Superintendent
Jim Olson, Assistant City Engineer
Pam Barlow, Administrative Assistant
Enclosure: Comprehensive Water Plan, April, 1991
RESOLUTION NO. 91-
A RESOLUTION OF THE CITY COUNCIL SETTING FORTH A SITING AND
CONSTRUCTION POLICY FOR ELECTRICAL FACILITIES WITHIN THE
CITY OF ASHLAND.
WHEREAS, the City of Ashland has adopted the "Valdez Principles"
which establish the City's policies regarding
disclosure of environmental hazards and impacts,
reduction of health and safety risks to employees and
citizens, and the utilization of appropriate
technologies. and operating procedures; and
WHEREAS, the City of Ashland has undertaken the establishment of
a policy for siting and construction of new electrical
facilities consistent with the "Valdez Principles" in
order to address the potential effects of electro-
magnetic fields (EMF) ; and
WHEREAS, the U.S. Department of Energy has concluded that there
are biological effects of EMF and that some of these
effects may be correlated with potential health
effects; and
WHEREAS, the provider of electrical power to the City of
Ashland, the Bonneville Power Administration, has
adopted interim guidelines designed to minimize EMF
exposure to the public through new facility siting,
design,* and construction; and
WHEREAS, while the City of Ashland recognizes the inconclusive
nature of the data concerning EMF, it also supports an
informed citizenry through public disclosure of the
potential health risks of EMF.
NOW THEREFORE BE IT RESOLVED that the Mayor and City Council of
the City of Ashland adopt a policy%of "prudent avoidance" of
exposure to EMF and that "prudent avoidance" assumes that
exposure to EMF may present .a health risk.
19E9TIQN i CONSERVATION. The City of Ashland will continue its
aggressive program of energy conservation, realizing that wise
use of energy conserves resources, reduces energy demand, and
therefore lowers the overall potential for exposure to EMF from
electrical facilities.
SECTION 2. ACTIVE INFORMATION AND EDUCATION MEASURES.
A. City Employees should be trained regarding avoidance of
unnecessary EMF exposure.
B. Public awareness regarding EMF should be encouraged by
providing information.
C. A public school educational program regarding EMF exposure
avoidance should .be encouraged.
SECTION 3. RESEARCH AND DEVELOPMENT MEASURES.
A. The City of Ashland should develop a database of existing EMF
levels on distribution feeders throughout the City.
B. The City of Ashland staff is encouraged to pursue
participation with the Oregon Energy Facility Siting Council
(EFSC) in the development of an EMF database which will be
utilized in guiding future policy decisions.
SECTION 4. GOALS FOR NEW ELECTRICAL FACILITY PLANNING, SITING,
AND CONSTRUCTION.
A. Planning for expansion, siting, and construction of future
facilities should take .into account any sensitive areas, eg.
schools, hospitals, playgrounds, existing areas of high EMF
exposure, and areas of future development.
B. The City of Ashland will inform all affected citizens of the
projected EMF during the design phases of new transmission lines, -
substations, and substation distribution lines.
C. The City of Ashland's Electric. Utility and Department of
Community Development should coordinate joint review of land use
applications where significantly increased EMF exposure may
anticipated.
D. In siting new transmission and distribution lines and
substations, public exposure to EMF should not be increased where
practical alternatives exist.
E. Substations shall be fenced to discourage public access to
substation property. Substations shall be landscaped to mitigate
adverse impacts on the surrounding properties.
F. For all new substation facilities, the City shall follow the
site review process, including review by the Planning Commission.
SECTION S. GOALS FOR EXISTING ELECTRICAL FACILITIES.
A. Where reasonable or practical, a City goal for systematically
reducing public exposure to EMF from existing electrical
facilities should be established. This shall include dwellings,
schools, playgrounds, hospitals, and public assembly areas.
B. A City goal to encourage other entities with electrical
facilities within the City of Ashland to adopt the City's policy
of reducing public exposure to EMF should be established.
SECTION 6. MEASURES TO ASSIST IN REDUCTION OF EMF.
A. Transmission and distribution lines should be designed using
the best available technology to reduce EMF to the lowest
practical level consistent with reasonable costs.
B. Consideration should be given to locating high current
distribution lines away from playgrounds, schools and hospitals
in order to lower EMF exposure.
The foregoing- Resolution was READ and DULY ADOPTED at a regular .
meeting of the City Council of the City of Ashland on the
day of , 1991.
Nan E. Franklin
City Recorder
SIGNED and APPROVED this day of
1991.
Catherine M. Golden
Mayor
an+GF AS/,
QmorttnAunt
April 10, 1991
G4EGGa .
�LI: The Ashland City Council
~ The "EMF" Committee
rum:
ubjP�t: Committee Recommendations
Enclosed you will find our recommendations. The information is
organized into several different components which are very briefly
described below:
1. A general statement on the issues and the committee's charge
entitled "Committee Findings".
2. A listing of future tasks and topics of discussion that were not
within the committee's initial charge but which the committee is
interested in exploring in the future.
3. A resolution with some general philosophical policy direction and
specific implementation strategies, the wording of which was arrived
at through a consensus based decision making process.
Policy recommended by EMF Committee - April 10, 1991 1
COMMITTEE FINDINGS
Our committee recommends that the City of Ashland exercise a
policy of "prudent avoidance" with regard to issues involving
potential public exposure to electro-magnetic (non-ionizing)
radiation, commonly referred to as EMF.
a Prudentri oidannce assumes
that human exposure to EMF may present
Power Administration and some public and private utilities facing the
EMF issue seem to be adopting this philosophy; this is true even
though there are some conflicting scientific studies regarding the
extent of health risks. The U.S. Department of Energy has concluded
that there are biological effects off and
ththat some
s f these
effects may be correlated with p al
We believe it is consistent with the Valdez sPrinciples,padopted
t
by the City of Ashland May 15, 1990, adopt
avoidance and "inform consumers regarding environmental impacts of our
services, . . .disclose potential environmental, health or safety risks
to our employees and the community in which we operate by employing
safe technologies and operating procedures. . . "
Initially, our committee was established to mitigate health
hazards to our citizens, regardless of where the substation is located
and to develop a set of policies and a general philosophy regarding
the construction and siting of new facilities, eg. transmission lines,
ty
distribution lines, and toethesehitemsrrathertthanithe
Council, our inquiry has
making of policy recommendations regarding EMF inside Ashland homes.
EMF is created by electric transmission, distribution, and
secondary lines. It is created by .electric substations and it is
created by electric appliances. Our citizens are exposed to EMF not
only near electric substations and power lines but in their homes.
our committee has a common concern that in the controversy surrounding
EMF that residents who do not live in the immediate vicinity of
facilities may mistakenly conclude that EMF is not a problem that
concerns them. The fact is that some homes, school , hospitals,
playgrounds and public places may be regularly exposed to EMF.
Possible health risks, including
also t
osure brain cancers
and
limited to p g
lines, but also to exposure in our homes and work places. By the use
of appropriate technology, our City Public Utility should be able to
reduce substation and power oline
e o
exposure
inaAshlandase t
homeslschools,
of-ways substantially. Exp
playgrounds. and hospital requires disclosure consistent with the
Valdez Principles. .
2
Policy recommended by EMF Committee - April 10, 1991
FUTURE TASKS/TOPICS OF DISCUSSION
1. Because grounding electricity into household plumbing greatly
increases EMF, Congressional action should be requested to amend
the National Electrical Code to provide for alternative methods to
ground household electric circuits.
2. Because electric ceiling heat is energy inefficient and can create
greatly increased exposure to EMF, the city should implement a
replacement program and discourage future ceiling heat
installations.
3 . Use of high EMF emitters such as electric space heaters and
heating fans should be discouraged - especially in bedrooms and
family areas.
4 . To provide citywide EMF reduction, controlled water heater timers
should be required at residences to lower peak loads on lines.
5. Programs should be offered to change lighting to energy efficient
reflectors.
6. For large electric consumers such as schools and hospitals,
relocation of electric service panels and use of multiple service
panels should be utilized a method to lower EMF exposure.
7. Exposure siting fees for City review of new construction projects
should be charged to developers as a means to assist in funding
. City EMF reduction efforts.
8. A program for retrofitting electric water and space heating to
natural gas should be implemented.
9. A model EMF home program should be implemented.
Policy recommended by EMF Committee - April 10, 1991 3_
RESOLUTION NO. 91-
A RESOLUTION OF THE CITY COUNCIL SETTING FORTH A SITING AND
CONSTRUCTION POLICY FOR ELECTRICAL FACILITIES WITHIN THE CITY
OF ASHLAND-
WHEREAS, the City of Ashland has adopted the "Valdez Principles" which
establish the City's policies
environmental hazards and impacts, reduction of health and
safety risks to employees and citizens, and the utilization
of appropriate technologies and operating procedures; and
WHEREAS, the City of Ashland has undertaken to establish a policy for
siting and construction of new electrical facilities
consistent with the "Valdez Principles" in order to address
the potential effects of electro-magnetic fields (EMF) ; and
WHEREAS, the U.S. Department of Energy has concluded that there are
biological effects of EMF and that some of these effects may
be correlated with potential health effects; and
WHEREAS, the provider of electrical power to the City of Ashland, the
Bonneville Power Administration, has adopted a policy to
endeavor not to increase EMF exposure to the public through
new facilities siting and construction; and
WHEREAS, the City of Ashland recognizes the inconclusive nature of the
data concerning EMF, it also supports an informed citizenry
through public disclosure of the potential health risks of
EMF.
NOW THEREFORE BE IT RESOLVED that the Mayor and City Council of the
City of Ashland adopt a policy of "prudent avoidance" of exposure to
EMF and that "prudent avoidance" assumes that exposure to EMF may
present a health risk.
SECTION 1. CONSERVATION. The City of Ashland will continue its
aggressive program of energy conservation, realizing that wise use of therefore
energy conserves resources, reduces energy
toeEMFdfromdelectrical
lowers the overall potential for exposure
facilities.
SECTION 2. ACTIVE INFORMATION AND EDUCATION MEASURES.
A. City Employees should be trained regarding avoidance of
unnecessary EMF exposure.
B. Public input regarding EMF should be encouraged by providing
information.
C. A public school educational program regarding EMF exposure
avoidance should be encouraged.
policy recommended by EMF Committee - April 10, 1991
4
SECTION 3. RESEARCH AND DEVELOPMENT MEASURES.
A. The City of Ashland Electrical Department will develop an EMF data
base to be utilized in guiding future policy decisions.
B. The professional health community in Ashland should be encouraged
to conduct a health risk assessment and develop a data base to
determine if there is a correlation between childhood cancer and EMF
exposure locally.
SECTION 4. MEASURES FOR -NEW ELECTRICAL FACILITY PLANNING, SITING,
AND CONSTRUCTION.
A. Planning for expansion, siting, and construction of future
facilities shall take into account any sensitive areas, eg. schools,
hospitals, playgrounds, existing areas of high EMF exposure, and areas
of future development.
B. The City of Ashland will inform all affected citizens of the
projected EMF during the design phases of new transmission lines,
substations, and substation distribution lines.
C. The City of Ashland's Electric Utility and Department of Community
Development should coordinate joint review of land use applications
where increased EMF exposure may be anticipated.
D. In siting new transmission and distribution lines, increased
right-of-ways shall be developed which restrict public. exposure to EMF
to 2.5 MG (2.0 MG for schools) at the edge of the right-of-way.
E. For any new substation site, the maximum EMF at the property line
of adjoining residential areas shall be no more than 2.5 MG.
F. Substations shall be landscaped to discourage public access to
substation property and to mitigate any adverse impact on the
aesthetics of the surroundings (remove visual blight) .
G. For all new substation facilities, the City shall follow the site.
review process, including review by the Planning Commission in order
to ensure that the facility is in conformance with the City's
Comprehensive Land Use Plan.
SECTION 5. GOALS FOR EXISTING ELECTRICAL FACILITIES.
A. A City goal for systematically reducing residential EMF exposure
from distribution lines to 2.0 MG or less should be established.
B. A City goal to reduce EMF exposure at the edge of existing
transmission and distribution line right-of-ways to 2.0 MG or less
should be established. Other entities with electrical facilities of
any type within the City of Ashland should be encouraged to adopt the
City's goal.
C. A City goal to reduce EMF exposure to below 2. 0 MG at schools,
playgrounds, hospitals and public gathering areas should be
established. -
Policy recommended by EMF Committee - April 10, 1991 5
SECTION 6. MEASURES TO ASSIST IN REDUCTION OF EMF.
A. Transmission lines may be limited- to one 20 Megawatt transformer
and restricted to 80 amperes.
B. Transmission and distribution lines may be buried in ferrous or
thick galled aluminum.
C. Transmission and distribution lines should be designed using
the best available technology, including delta and close wiring
configurations, coaxial cables, split and. reverse phasing, spun
secondary wiring, and adjustment of lines on multi-line corridors.
D. Where three phase. underground facilities are constructed, all
phases should be installed in the same conduits.
E. Consideration should be given to re-routing hicureschools and
distribution lines on existing poles so that playgrounds,
hospitals border lower amperage EMF exposure.
F. The use of vertical placement of high current transmission and
, distribution lines where currents are balanced should be investigated.
The foregoing Resolution was READ and DULY ADOPTED at a regular
meeting of the City. Council of the City of Ashland on the
day of , 1991.
Nan E. Franklin
City Recorder
SIGNED and APPROVED this day of
1991..
Catherine M. Golden
Mayor
Policy recommended by EMF Committee - April 10, 1991
6
'pF ASM.'°,,, L m a r a it ii u m
May 13, 1991
�REGO
o. Mayor and City Council
r- Jill Turner, Director of Finance
rout:
�u�ject: Transient Room Tax Appeal
7 Action Required: Make a final determination of
Transient room tax owed under 4.24.090. This should
be in the form of a motion.
Background: Attached are two letters of appeal of
my determination of Transient Room Tax. Both
appeals center around the issue of rents paid
through Southern Oregon Reservations Center (SORC) .
Other motels were audited in which this income was
recorded at gross, and therefor no determination was
made.
Chapter 4.24.010 section E. defines rents as
"the total consideration charged whether or not
received by the operator for the occupancy of the
room, etc, without any deduction therefrom
whatsoever. "
Presently customers book package deals through
SORC. These package deals include tickets, lodging,
Hotel tax etc. The package is not detailed on the
customer receipts given by SORC. But their brochure
shows all the standard or "rack rates" . The
customers are told that there is no difference in
prices if they directly book the room or if they use
this service.
I estimate the total amount of revenues lost
through this netting of rates at $5, 000 in 1990
alone.
When auditing the records of the two motels,
staff noted that all income from SORC customers was
recorded at a rate fifteen percent lower than all
other customers. The income from rooms rented
through SORC are recorded at a net rate, with the
commission fee deducted. It should be noted that
they were not in a large group, but individuals or
small parties. _
I would like to draw your attention to a
similar situation in the travel industry. Airline
tickets are often sold in a complete package deal.
Even though they are a complete deal, the airline
pays. the tax on the total air fair and then rebates
a commission back to the travel agent. Therefore
the government does not take a cut in their tax.
One argument that SORC will state is that they
are a Tour Guide operator, which is .different than
the other reservations services in town. Rent from
the other reservation services are recorded at gross
and then the services receives a commission check
back from the operator, thus the city gets the full
amount of rent.
My determination as tax administrator, from the
records audited at the hotels is that this is not a
tour but individuals or small parties using a
booking service; thus the tax is due and payable.
si
CITY OF ASHLAND „ CITY HALL
ASHLAND,OREGON 97520
telephone(code 503)482.9211
May 17, 1991
Lori Hernandez
Windmills Ashland Hills Inn
2525 Ashland St
Ashland OR 97520
Revised from letter dated March 22 , 1991
We have examined the Transient Occupancy Tax records of Ashland
Hills Inn for the three months ended September 30, 1990.
Based on the information provided at our meeting on May 16, 1991,
we have revised the underpayment assessment as follows:
Discounted SORC Revenues $104,668. 11
Grossed up SORC Revenues 123 ,138.95
Difference 18,470.84
Transient Tax @ 6% 1, 108.25
Less: Operators Administration
Fee @ 5% (55.41)
Transient Tax Due $ 1.052 .84
Pending results of the appeal before City Council the
underpayment should be remitted and an amended return for the
quarters ended December 31, 1990 and March 31, 1991 (including
SORC revenues at gross) filed and remitted within 15 days of a
negative finding by the Council.
If you have any questions, feel free to call.
Jill Turner
Director of Finance
AHI 990.rev
WINDMILL INNS
of America
May 2, 1991
Jill Turner
Director of Finance
city of Ashland
Ashland, Oregon 97520
Ashland Hills Inn would like to appeal the $1421.11 in additional
motel tax accessed by the city.
We have spoken to our legal council and it has been confirmed that
the accepted legal definition of "Consideration" is money or the
equivalent actually received.
Published value or a person's perception of value does not matter,
the only thing relevant is the actual amount tendered. In real
estate the list price is not what 1s shown on a deed , it is the
actual price or consideration that was paid. Few homes, cars, etc,
are sold for list price.
In conclusion, if you would look at the amount of tax monies you
received from Ashland Hills in 1986; $75,320.48 compared to the
money you received in 1990; $128,527.270 it would seem obvious that
what we are doing is working for us and the city. it seems that the
City of Ashland is punishing us for bringing more business to the
Ashland area. Not only have we increased our occupancy, but in
doing so, we have drawn more people to Ashland which benefits other
businesses. Do you believe it is fair to punish Ashland Hills Inn
for advertising and promoting the community? We do not.
Our legal council would be happy to discuss this further, feel free
to call Melinda Cauvin at (602)-998-90599
Thank you for taking time to oonsider' our appeal.
sincerely,
Vick' John n
Controller
WINDMILL'S WINOMILLINN WINDMILLINN WINDMILL INN
ASHLAND HILLS INN OF MEDFORD OF ROSEBUF* AT SUN CITY WEST
262E Ashland Street 1860 Blddle Road 1450 Mulholland Dr. 12546 WOW 5e0 Red
Ashland,OR 87620 Medford,OR 97504 Roseburg,OR 97470. Surprise.K 66374
(6g3)482$310 (503)7790050 (503)e78-0g01 WM 2474833
NATIONWIDE; 1400447a747
y�
CITY .OF ASHLAND RNA CITY HALL
ASHLAND,OREGON 87520
teleP ions(Code 503)452.3211
March 22, 1991
Dennis Slattery
Windmills Ashland Hills Inn
2525 Ashland St .
Ashland OR 97520
We have examined the Transient Occupancy Tax records of Ashland.
Hills Inn for the three months ended September 30, 1990.
We noted that while Ashland Hills Inn does not use pre-numbered
transient registration and billing folios. Use of numerical
sequence folios reduces the likelihood of potential omissions in
your bookkeeping.
We noted that Ashland Hills Inn records compensatory rooms at a
rate of $10.00 per night, an amount substantially under the
published room rate: Compensatory rooms should be reported at a
rate not less than the lowest published room rate for the
reporting period.
We noted that Ashland Hills Inn records rooms booked through
Southern Oregon Reservation Center (SORC) are at a discounted
rate. Southern Oregon Reservation Center bookings should be
based on actual rack rates, rather than discounted room rates.
This resulted in an underpayment as follows:
Discounted SORC Revenues $166,212.25
Grossed up SORC Revenues 191,144. 09
Difference 24,931. 84
Transient Tax @ 6$ 1,495.91
Less: Operators Administration
Fee @ 5% (74 .80)
Transient Tax Due $ 1,421. 11
This additional tax as well as an amended tax return for the
October 1 through December 31, 1990 quarter (including SORC
revenues at gross) should be paid by April 10, 1991. All
penalties that should have accrued will be waived if paid by
April 10, 1991.
In addition we will be scheduling a follow up audit on the
quarter ending June 30, 1991.
Ashland Municipal Code section 4 .24 .090 provides a method for
appealing this assessment, by filing a letter with the City
Administrator within five working days of receipt of this letter.
If you have any questions, feel free to. call.
/��LlililL��L�
Jill Turner .
Director of Finance
AHI_990.rsp
MANAGEMENT
NORTHWEST
April 30 , 1991
CITY OF ASHLAND
Attn: Brian Almquist, City Administrator
Citv Hall
Ashland, 97520
RE: Ashland Super 8 Motel Transient Tax Assessment
Dear Mr. Almquist:
This letter is a notice of appeal of the additional tax
assessed pursuant to the audit of the revenues netted by the
Ashland Super 8 Motel for the tax period ending 9/30/90 .
It is our contention that if there is extra transient tax due
as a result of our business relationship with- Southern Oregon
Reservation Center (S.O.R.C. ) , then it should be collected
from S.O.R.C. , not the Ashland Super 8 Motel. Our reasoning
is as follows:
The Ashland Super 8 Motel has a housing contract with S .O.R.C.
and because of the amount of rooms that S.O.R.C, purchases
through this contract, we sell rooms to them at a discounted
rate.
S.O.R.C. pays to us the agreed price as set out in the
housing contract along with the required 68 transient tax.
Since the rooms are sold to S .O.R.C. , we consider them the
"end consumer" and as such, we have collected and remitted
the proper amount of tax to the City of Ashland for the
amount of revenue collected.
As a booking agent, S.O.R.C. includes the rooms sold to them
by our facility as part of packages. If an arbitrary
breakdown of those packages assesses a higher value to the
room purchased from our facility than it was actually
purchased for, then S.O.R.C. should pay the additional tax
not our facility. We charged the agreed price and received
payment at the agreed price along with a 68 tax due on the
agreed price. No extra money changes hands between S.O.R.C.
and the Ashland Super 8 Motel.
The Peninsula Group,
Incorporaled
(206)943-8000
P.O.Box 7399
Olympia WA 985077399
7515 Ivinimd Slm•I SW
hnmedb,, W1 08,01
If you have need of additional information regarding this
matter, please contact me, Pamela Ames, Regional
Vice-President, Operations, at (206) 943-8000 or via fax
number (206) 956-1418 . Also, correspondence can be
sent to me at P.O. Box 7399, Olympia, WA 98501 .
I look forward to your favorable review of this appeal.
Sincerely,
7S,U�LA� MANAfGEMENT NORTHWEST
Pamela Ames
Regional Vice-President, Operations
PGA: ab
cc: Jill Turner, Director of Finance
Bill Sharp, President, P.M.N.W.
C I T Y O F A S H L A N D L
`�•� CITY ' HALL
ASHLAND.OREGON 97520
felepftone---e 509)rat-9211
March 22, 1991
Ashland Super 8 Motel
P.O. Box 73999
Olympia WA 98507
We have examined the Transient occupancy Tax records of Ashland
Super 8 Motel for the three months ended September 30,1990.
We noted that Ashland Super 8 Motel records rooms booked through
Southern Oregon Reservation Center (SORC) are at a discounted
rate. Southern Oregon Reservation Center bookings should be
based on actual rack rates, rather than discounted room rates.
This resulted in an underpayment as follows:
Discounted SORC Revenues $ 49,052.75
Grossed up SORC Revenues 56,410. 66
Difference 7,357.91
Transient Tax @ 6% 441.47
' Less: Operators Administration
Fee . @ 5% (22 .07)
Transient Tax Due $ 419.40
This additional tax as well as an amended tax return for the
October 1 through December 31, 1990 quarter (including SORC
revenues at gross) should be paid by April 10, 1991. All
penalties that should have accrued will be waived if paid by
April 10, 1991.
In addition we will be scheduling a follow up audit on the
quarter ending June 30,1991.
Ashland Municipal Code section 4:24.090 provides a method for
appealing this assessment, by filing a letter with the City
Administrator within five working days of receipt of this letter.
If you have any questions, feel free to call.
All Turner
Director of Finance
as8_990.rsp
5
Extra Extra Film
Season Single Night Double Night Triple Night
Ashland Hills Inn LO 219 160 56 100 130-1100 56-ioo 10s-185 62 106
Luxury lodging.Pool,restaurant,lounge.Airport service.
42-46 8 -90 42-46 75-83 48-60
Ashland Motel LO 199.104 28-30 70.72 28-30 64-68 33-39
Tudor decor near SOSC.Pool.HBO.coffee in rooms.
--a"' Cedarwood Inn 'LO 117-143 36-48 92-107
79.92 36-48 79 54
Two pools.one covered.Sauna.satellite TV.restaurant.
HI 119-135 39-47 84-88 43-47 73-76 48-52
Curl Up Motel LO 101.117 30-38 75.79 34-38 67.70 39-43
Oueen beds,cable N,coffee.Restaurants close by.
Mark Antony Hotel ALL 203.256 74-99 124.151 74-99 109.112 89-94
Featuring newly decorated rooms and continental breakfast.
1 ' Nendels ALL 155.168 54-60 105.111 60.66 90 69
In Medford.Indoor pool,restaurant.lounge.
HI 130-145 42-49 90.93 46-49 78 53
Super LO 99.111 27-33 74.76 31-33 67 37
Ouality on a budget.Indoor pool,cable TV,queen beds.
�• •�' �' HI 164-183 58-67 - 109.118 64.73 97 79
Windmill Inn LO 147.160 50-56 109.107 56-62 89 68
r e go. r r In Medford.Pool,sauna,HBO,bikes.
Arden Forest Inn ALL 157 55 108.114 64.70 104 90
Folk an farmhouse In historic district.private baths.
r r r
Cowsll s Belle H/ 178-203 65-77 114.126 70-82 110-115 10-1127
• � • � g .�� p LO 167-192 60-72 109.121 65-77 103.112 90-102
Garden,carriage house.Private baths,queen beds.
Fax House Inn ALL 254 101 152 106 n/a rVa
Grandly restored Victorian with large rooms,private baths.
''• ' HI 199 75 130 a5 111 100
Hersey House LO 167.199 60-75 114.130 70.85 100.111 85.100
' '" ' '• ' ' Viclorlan charm.Oueen beds,private baths.
' "' ' • ' •' ' Iris Inn ALL 164-186 59-69 112.112 68-78 98 83
Period furnishings,queen beds.
.e• r• r• r r
Jacksonville Inn ALL 151-171 55-65 116-126 75-85 99-106 87.97
�• � � ,�� � Historic Inn,private baths,gourmet dining•wine cellar.
HI 188 70 119 75 110 100
err a r• re r rr• r Lithia Rose LO 166 60 108 65 103 90
On the park with shady veranda and sunny deck,private baths.
ALL 171.181 65.70 111.116 70-75 94.98 80-85
McCully House Restored Gold Rush mansion in Jacksonville,private baths.
' Hl 189 70 126.131 80-85 108.115 95-105
The Morical House LO 158.179 55.65 110.121 65-75 98.108 60-95
Elegant country decor.Garden,putting green,private baths.
r r I r r r
Mt. Ashland Inn ALL . 161-211 60-85 106-131 65-90 104-114 95-110
Handmade log Inn in mountains.Rock fireplace,private baths.
The Redwing ALL 191.201 75.80 116-121 75-80 tVa n/a
Craftsman style home with guest rooms.Private baths.
Wimer Street Inn ALL 179 65 115 70 108 95
Carriage house suite and cozy bedrooms,private baths.
HI 240 94 146 99 122 114
.Winchester Iran LO 198-240 74-94 125.146 79-99 107.121 94414
Gracious charm,gourmet restauanl,private baths.
HI 199-210 75-80 125.130 80-85 118 110
Woods House L2 178-210 65-80 114-130 70-85 107 95
Grand garden.carriage house Suite.Private baths.
OUTHERN
W EGON
ESERVATION
NTER May 16, 1991
P.O.B.477 87 Thud 51. Ashland,Ongon 97530 USA 6031 4 IMI
MAYOR CATHY GOLDEN AND ASHLAND CITY COUNCIL MEMBERS:
We are directly affected by the Ashland City Finance Director's determination that Ashland Hills
Inn and the Ashland Super 8 Motel owe additional transient occupancy taxes and request that you
grant their appeal of this determination. We provide the following information for your review:
1) SORC is a locally owned tow operator providing packages of lodging, theatre tickets
and various optional activities to individuals, as commissionable packages through travel agents
and to groups.
2) As a tow operator, we purchase the components of our packages from suppliers at
negotiated net rates. Package prices are based on the wholesale cost of the components plus a
markup to cover our expenses and provide a reasonable profit. There is no direct relationship
between so called "rack rates" and our package prices.
3) "Rack rates" are the rates charged by lodging suppliers without any discounts applied.
In many cases rooms are rented with discounts, i.e. wholesale to groups and tour operators,
corporate rates, senior citizens, AAA members, government employees, special seasonal
promotions, etc.
4) Our lodging suppliers have no direct control over the prices we charge. We sell our
packages at retail directly to individual clients and at discounted prices to travel agents and
groups. We also provide services to Horizon Air for their air/ground packages at Ashland Hills
Inn at an entirely different set of rates negotiated solely between these two principals.
5) The attempt by the City of Ashland to collect additional transient occupancy taxes
from lodging suppliers who do business with SORC implies a direct relationship between the
prices charged by SORC for the rooms in its packages and the wholesale prices negotiated with
its suppliers that simply does not exist. Further, the application of this tax QWy to those rooms
sold through SORC effectively discriminates against SORC as a local tour operator by imposing
additional costs on suppliers who do business with us.
We object to this determination and ask that the Council grant the appeal of the additional tax
assessments by Ashland Hills Inn and the Super 8 Motel.
Please feel free to contact us if you would like any further information.
Sincerely,
HERN OREGON ' SERVATION CENTER
6 ri d Henry Koerner
LAW OFFICES
AINSWORTH, DAVIS, GILSTRAP, HARRIS, BALOCCA & FITCH, P.C.
SIDNEY E.AINSWORTH 515 EAST MAIN STREET SAM B.DAVIS Retired
JACK DAVIS ASHLAND, OREGON 97520 DONALD M.PINNOCK Retired
DAVID V.GILSTRAP
DANIEL L.HARRIS (503)4823111 FAX(503)4884455
MICHAEL G.SALOCCA
KENNETH C.FITCH
May 16, 1991
THE HONORABLE CATHY GOLDEN, MAYOR
ASHLAND CITY COUNCIL
CITY HALL
ASHLAND OR 97520
Re: Transient Occupancy Tax
Ashland City Code Chapter 4 . 24
Dear Ms. Mayor and City Council Members:
On behalf of our client, Southern Oregon Reservation
Center, Inc. ("SORC") , we wish to bring to your attention the
following for use in your consideration and interpretation of
the application by the City of Ashland of Chapter 4 . 24 of the
Ashland City Code.
For years, SORC has provided services to individuals and
groups visiting the Ashland area. SORC contracts with motels,
hotels, bed and breakfast operators and other tourist-related
businesses. Among other things, these contracts provide SORC
certain rights to rent lodging rooms at an agreed-to per-night
rate. The operator of each lodging unit with whom SORC
contracts pays a 6% occupancy tax to the City of Ashland based
on the contract rate charged to SORC.
Section 4 .24 . 020 provides for payment of a tax based upon
" . . six percent (6%) of the rent charged by the operator. "
Section 4 . 24 . 010 (F) defines an "Operator" as " . the person
who is proprietor of the hotel . " The existing arrangement
SORC now has with lodging operators provides for payment to the
operators of a predetermined amount of rent per room per night.
That is the "rent" charged by the operator and as contemplated
and defined by 4 . 24 . 010 (E) , and to which the 6% occupancy tax
applies.
Mayor Cathy Golden
Ashland City Council
May 16, 1991
Page Two
Any attempt by the City of Ashland to impose the 6%
occupancy tax on the differential between the rent paid by SORC
to lodging operators and the amount collected by SORC from its
clients would be contrary to the terms and intent of Chapter
4 . 24 of the City Code. That differential is income to SORC and
subject to income tax. If the City of Ashland were to levy an
income tax, SORC would be responsible for reporting that income
to the city. The differential would not be reportable as
income by the lodging operator.
SORC is not a travel agency. SORC was established by the
owner of Explorer Travel due to its unique characteristics and
arrangements with lodging operators. A travel agency receives
a commission for its services and generally provides "outbound"
booking services. SORC by the nature of its operation is known
as a "tour operator" in the tourist industry. A tour operator
normally enters into wholesale contractual agreements with
lodging operators and provides "inbound" booking services.
Additionally, a tour operator packages components such as
rooming, theatre tickets, and other recreational activities,
and markets those components in a total package. Additionally,
a tour operator will make these packages available on a
commission basis to travel agencies.
Should the City of Ashland elect to apply Chapter 4 . 24 . to
an operation such as SORC, in order to comply with
constitutional law, it will also have to apply this provision
to all tour operators booking thousands of tourists into the
various lodging units within the City of Ashland. We believe
that any such attempt by the city to interpret and apply the
Code in this fashion will meet with stiff and successful
resistance. Under the general provisions of the City Code,
Chapter 1. 04 . 040 provides that the Code provisions are to be "
. construed with a view to effect their objects and
promote justice. " Application of Section 4 . 24 solely to the
contracts between SORC and lodging operators in the City of
Ashland is likely to be deemed arbitrary and capricious,
contrary to the protections guaranteed by the United States
Constitution.
LAW OFFICES OF
AINSWORTH, DAMS,GILsrRAP,HARRIS,BALOCCA&Fac.H,P.C.
515 EAST MAIN STREET
ASHLAND,OREGON 97520
(503)4823111 FAX(503)488-4455 .
Mayor Cathy Golden
Ashland City Council
May 16, 1991
Page Three
SORC has provided long and profitable services to the
tourist industry within the City of Ashland as well as to the
surrounding communities. We believe that our city recognizes
the value of promoting and sustaining this tourist trade. We
do not believe that the financial gain to the City of Ashland
through an improper application of this Code provision
outweighs the benefit derived by the city as a result of
business activities of SORC and other similar tour operators.
Revision of the particular Code section should focus on record
keeping by the operators, and tax-collection procedures.
Your careful consideration of this matter is requested and
appreciated.
Very truly yours,
AINS H, DAVIS, GILSTRAP,
I A C FITCH, P.C.
NETH C. ITCH
KCF/smf
cc: SORC
LAW OFFICES OF
AINSWORTH, DAVIS,GILSTRAP, HARRIS,BALOCCA&FITCH,P.C.
515 EAST MAIN STREET
ASHLAND,OREGON 97520
(503)482-3111 FAX(503)488.4455
• 602 951 9756 191 C15/15 14: 53 C,a i
MAY 1 5 1991
A L (..()�?FR ��HEHI ----------------------------
('ORPORA TE (")FF I(-L'.S
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Scorld;11(1, A7 M260 238)
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--Pages, Including the Cover Sheet. have beet,
the correct You do not receive
[lumber of pjIxes, Please call (6021 19
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60? 951 9756 ' 91 05/15 14: 53 a 0 2
MFLINDA M. CAUVIN
Attorney At Law
Suite 137
7418 East Hclm Drive
Scott.kialc, Arizona 85260-2382
, mrtzd w Practice
A asin.. QdIilOrnie ar.d CNfiic 60 21998-9059
?o r. May 15 , 1991 Facsimile: 602/951.9756
John Cauvin
President and CEO
TRENDWEST MANAGEMENT COMPANY
dha windmill Inns of America
2525 Ashland Street
Ashland, OR 97520
Re : City of Ashland
Transient Occupancy Tax
Chapter 4 . 24
Dear Mr . Cauvin:
You have requested that I review the tax ordinance referenced above
as it relates to the selling of rooms to a third party who resells
those rooms to transients, the interpretation and attempted
enforcement of the ordinance by the City of Ashland through its
Director of Finance, Jill Turner, and my interpretation of the
statute based upon legal issues, constitutionality, tax law and
knowledge of Generally Accepted Accounting Principles for Hotels .
FACT;
Windmill ' s Ashland Hills Inn sells rooms to the Southern Oregon
Reservation Center at a special rate based upon volume. Southern
Oregon Reservation Center then resells those rooms to transients at
a percentage markup which reflects costs of servicing the
reservations and commission. Windmill"s Ashland Hills Inn receives
revenue only on the amount of the sale of the rooms to Southern
Oregon Reservation Center, That is the amount of its gross receipts
that its reports to the City of Ashland. The Citv of Ashland wants
to receive tax on the total amount charged by Southern Oregon
Reservation Center for the rooms that it resells to the transient .
The City of Ashland Finance Director opines that published rack
rates should control rather that the amount actually
charged/received by the hotel when it discounts or comps rooms.
BABZC IEGAL PREMT6 Ss
c
they choose swithout einterferenceofromrthecgovernmenthatever price
2 ' The publishing of a room rate does not mean that it
room rate actually charged. is the
y5 ! 9755 ' 91 05,15 14: 54 50 T.,
3 • The government does not have the right to interfere with
Private contracts unless it can prove an important and
public interest that can only be protect legitimate
ed by interfering with that
contract, and such interference is reasonable ,
4 • The government does not have
fixing. the right to engage in price-
5 . Taxation of interstate commerce must be reasonable and must be
a sales tax, gross receipts tax, use tax or instrumentality tax.
r A gross receipts tax means a tax on gross receipts (revenue
received) .
7 • A sales tax means tax on the sales revenue received.
8 • The Internal Revenue Service states that taxes should be
assessed Only at the point of revenue recognition.
9 . A taxpayer is not obligated to pay taxes on the revenues
received by others.
IN?'ERPRE,TAT;nu:
It is apparent that the City of Ashland is attempting to
taxes for collect
services which are not covered under the Ordinance.
The Ordinance states in 4 . 24 . 020 that
shall pay a tax in the amount of 6% of the rent transient
operator (emphasis added charged by the
controlling " �� In plain english that means that the
hotel g factor is the actual rent charged by the operator (the
and not by the 3rd party reservation service.
This paragraph 4 . 24 . 020, as a substantive part of the Ordinance
would control definition E. of 4 . 24 . 010 which is a descriptive part
of the Ordinance.
At this juncture I would advise that the Ordinance could be
successfully challenged on constitutional grounds as being
and overbroad, especially as it is being selectively enforced by
the Cit o vague
y f Ashland .
continuing the interpretation, we must look .at Generally Accepted
Accounting Principles and the constitutionality of tax collection.
The broad principle for taxation of revenues (which is the intent
Of this particular Ordinance) is that of "revenue recognitiont
Federal Case law, the Tax Court and the Internal Revenue Service
all find timing to be at the heart of the revenue recognition
issue .
Letter - Ashland Ordinance
-2-
9 51 +755 ' 91 05/1` 14 : 54 0 1)4
The timing of revenue recognition in this case would be when the
room is sold to Southern Oregon Reservation Center. There
further revenue earned by the Operator at that point ultimate cost is he
to the transient. p no matter the
If You proceed to paragraph 4 . 24 . 060, it is evident that the intent
Of the Ordinance is to tax the gross receipts of the Operator. The
controlling sentence states " Each operator shall , make a return
to the Tax Administrator
received (emphasis added " ' °f the total rents charged and
It is implicit in this and the amount of the tax collected
receive paragraph that it " 11 •
—A t e o orator that controls the amount eot charged and
The f tax due.
problem that exists is caused by very poor drafting and
enforcement that does not take into consideration the
business hotel
or basic taxation and accounting principles.
To further investigate the enforcement angle, I contacted Ron
Hanson, Revenue Auditor and head of
collection for the City of Portland .
transient lodging g tax
Ron Hanson displayed a good understanding of revenue collection and
stated that he imputes into the final charge paid by the transient
who booked through a 3rd party reservation service
amount (difference between amount charged b the markup
the reservation service charges Y the hotel and amount
charge and commission. Accordingly, transient) to be a service
by the hotel and thus is not in included in the received
hotel for tax purposes
Mr. Hanson also stated that he had talked to the some financial
Person with the City of Ashland regarding the ordinance in
and that he strongly disagreed with her interpretation of how room
rents are to be attributed to the operator. Mr. Hanson stated edthat
enforcement had to be reasonable and that the interpreter/enforcer
should understand the hotel business and how rooms a
that he felt that the Ashland finance officer did not understand
the hotel business at all , re sold and
C9—M sION•
The ordinance as drafted is vague and overbroad with con
terms . 1 strongly believe that if tested in Federal Court
be successful in having conflicting
and in its enforcement. it be declared unconstitutional or, its wface
nforcement,
Without going that final step,
should be based on tax the interpretation of the Ordinance
Tax law requires law and accepted accounting principles ,
the consummation ofearsaleponoa sales u tax. aInrbothrinstances
p tax and
the
Letter - Ashland Ordinance
-3-
45 1 4756 "v1 ii5/15 1 : . 55 505
amount of the revenue is that amount which represents the monies or
equivalent actually paid
collect the ta to the party who has the obligation to
x, in this case the operator. It is
fictional amount printed on a not based on a
piece of paper, or an amount charged
by a third party for extra services .
It is apparent that the city
of Ashland is attempting to tax
ices without subjecting itself to the political backlash of
imposing such a tax.
It is my legal opinion that the interpretation of the finance
Officer of the City of Ashland is in error and without merit and
that should this
acti selective enforcement be continued, that legal
on in Federal Court should be seriously contemplated .
If further clarification or research is required or if legal action
is warranted, please do not hesitate to call.
very Truly yours,
Melinda Cauvin
cc: Terri Koerner
Letter - Ashland ordinance
-4-
£ of AS/I�`
o ; � Qmorttz� � �zm
May 7, 1991
o4EOO� `
Q. City Council
e
rum: Planning Commission
pll�7jEtt: Comprehensive Plan Elements
Please schedule hearings for the following elements
of the Comprehensive Plan:
Environmental Resources
Open spaces 2,
Economic Element —"�J.' 'j
Please schedule one element per meeting. Thank you.