HomeMy WebLinkAbout1992-0602 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 p ople who wish
to be heard, and the length of the agenda. u J
AGENDA FOR THE REGULAR MEETING �y
ASHLAND CITY COUNCIL
JUNE 2, 1992
I. EXECUTIVE SESSION: 7: 00 P.M. , Conference Room (To conduct
deliberations with persons designated to carry on labor
negotiations pursuant to ORS 192.660(d) ]
II. PLEDGE OF ALLEGIANCE: 7:30 P.M. , Civic Center Council Chambers
III. ROLL CALL
IV. � APPROVAL OF MINUTES: Regular Meeting of May 19, 1992.
V.' SPECIAL PRESENTATIONS & AWARDS:
1. Mayor's proclamation - "SENIORS DAY IN ASHLAND" June 4th.
VII CONSENT AGENDA:
1. Minutes of Boards, Commissions & Committees.
6✓``� 2 . Liquor license for John D. & William P. Murphy, dba Oak
���„ v✓~ Knoll Restaurant, 3070 Highway 66. -
�� 3. Mayor's appointments of Tahitia Orr and Scott Marnon to
Bicycle Commission.
VII. PUBLIC HEARINGS: (to conclude by 9:30 P.M. )
I&SO 9-q —3/ 1 Forest Management Plan.
j2. Designation of 1190 acres of land within the City limits as
Wildland Fire Protection Areas pursuant to ORS 477.225.
3 .1 Urban Runoff Water Quality Program Plan.
4. , 1992-93 Budget:
a. First reading of an ordinance levying taxes for the
period of July 1, 1992, to and including June 30, 1993,
such taxes in the sum of $2,479,735 upon all the real
and personal property subject to assessment and levy
within the corporate limits of the City of Ashland,
Jackson County, Oregon.
/b. A Resolution adopting the annual budget and making
appropriations.
VIII. NEW & MISCELLANEOUS BUSINESS:
J1. Memo from Councilor Arnold regarding Homeless Persons in
Ashland and formation of an ad hoc committee to make
recommendations to the City Council.
`2 . Letter from Board of County Commissioners, soliciting a
nomination of Councilor for appointment to board of Ratio
Review for property values.
�3 . Award of bid on Tolman Creek Road Improvement Project.
- 4 . Memo from Mayor Golden and Councilor Laws inviting public
and employee ideas on improving service delivery systems.
5. Memo from Transportation Plan Advisory Committee concerning
downtown bus depot.
J6. Memo from Transportation Plan Advisory Committee requesting
authorization to submit grant application to ODOT, and
request for matching funds.
IX. PUBLIC FORUM: Business from the audience not included
on the agenda. (Limited to 5 min. per speaker and a
total of 15 minutes)
X. ORDINANCES. RESOLUTIONS & CONTRACTS:
r
1. Second reading by title only of an ordinance vacating a
-> portion of Grover Street.
ga_a g\I2 . Resolution approving participation in State revenue
sharing.
T�3 . Resolution certifying City services for State shared
revenues.
n pa ,3 o 14. Resolution transferring appropriations within the 1991-92
budget.
5. Contract renewal with Oregon Energy Services for. low-income
home heating assistance program.
XI. OTHER BUSINESS FROM COUNCIL MEMBERS
XII. ADJOURNMENT
7 ,
MINUTES OF THE REGULAR MEETING
ASHLAND CITY COUNCIL
MAY 19, 1992
CALL TO ORDER: Mayor Catherine Golden called the meeting to order and
led the Pledge of Allegiance at 7: 30 P.M. on the above date in the
Council Chambers. Laws, Williams, Acklin, Winthrop, and Williams were
present. Reid was absent.
APPROVAL OF MINUTES: Winthrop noted a correction in the third to the
last sentence of the first paragraph on page two of the May 5 minutes
follows: ". . . . and this would ___ ' _; ti be a contribution to a
religious organization. " The minutes of the' Regular Meeting of May 5
and Special Meeting of May 11, 1992 were accepted with the above
amendment.
CONSENT AGENDA: Item. #3 was pulled for discussion. Acklin moved to
approve the remainder of the .Consent Agenda as follows: 1) Minutes of
Boards, Commissions & Committees; 2) Monthly Departmental Reports -
April 1992; 4) Set public hearing on Forest Management Plan for June
2, 1992; and 5) Set public hearing on Storm Drainage Master Plan for
June 2, 1992 . Winthrop seconded, all AYES on voice vote. Public
Works Dir. Hall reviewed the information in the packet on item 3)
Water Supply Report - April 1992. Reeder Reservoir should be nearly
full by the target date of June 1 and conservation measures will be
promoted via the utility bills, newspaper ads, and advertising on RVTD
buses. An updated report will be presented at the next meeting. Laws
moved to approve item #3, Winthrop seconded, all AYES on voice vote.
SPECIAL PRESENTATIONS: A proclamation was read declaring the week of
May 17 - 23, 1992 as "National Public Works Week" . P.W. Admin. Asst.
Barlow told of a display of public works equipment to be held on
Thursday, May 21 from 12 : 00 Noon - 3 : 00 P.M. on the Plaza.
NEW & MISCELLANEOUS: Oregon Dept. of Forestry (ODF) Presentation -
Fire Protection in Wildland Areas. Fire Chief Woodley introduced
Cliff Liedtke, District Forester, and Dan Thorpe, Unit Forester, who
explained their fire protection procedures and costs. Liedtke .said
assessments are . 0563 per acre per year, with a minimum of $18.90/yr.
for parcels under 33 acres with no improvements. Assessments for
parcels with improvements are higher due to the increased chance of
fire and costs involved in fighting those fires. Thorpe explained the
City's alternatives as follows: 1) stay with the existing mutual aid
agreement which provides reimbursement to ODF for their assistance in
fighting wildland fires in the City limits; 2) contract with ODF for
the 1188 acres of mostly privately-owned wildlands within the City
limits; or 3) add these areas to the ODF tax rolls and assess property
owners for the fire patrol tax. Thorpe said the subject areas will be
protected by ODF when Council requests they do so, but the owners will
not be assessed until the next tax bill is prepared. On a question
from Golden, City Attorney Nolte said the ODF would ultimately impose
the tax, with endorsement by the City Council. Woodley explained that
Regular Meeting - Ashland City Council - May 19, 1992 - P. 1
Oregon Dept. of Forestry (Continued)
the Ashland Fire Dept. is neither equipped nor trained to fight
wildland fires and will never have the resources that ODF maintains,
but will still protect structures in these areas. Laws expressed
concern about costs to low-income individuals. Acklin moved to
request Staff to send letters of notification to affected property
owners including information provided by Liedtke and Thorpe, and
prepare a resolution for the next Council meeting. Winthrop seconded,
all AYES on voice vote. Golden commended Woodley on the presentation
and his fire prevention/education efforts.
Waive Banner Fee. A request was received from the Alzheimer's
Association to waive the installation fee for their Memory Walk banner
to be displayed the week of September 28 - October 4 . Arnold moved to
approve same, Acklin seconded, all AYES on voice vote.
R.V.T.D. Service Boundaries. City Attorney Nolte explained that
property should be annexed into the District at the time it is annexed
into the City. He is researching the procedure to annex properties
into the District, which were excluded from same when annexed into the
City, and will report back with his findings.
Special R.V.T.D. Bus Service on July 4th. Councilor Laws explained
that the Transportation Advisory Committee discussed this idea and the
R.V.T.D. Board is willing to provide bus service from Medford to
Ashland for $1. 00 round trip on the Fourth of July. Council agreed
that Police Chief Brown, Laws, and Almquist will work with RVTD and
the Chamber of Commerce to work out the details, which will be
included in the utility bill newsletter.
Request to Waive Airport Standards. P.W. Admin. Asst. Barlow
explained that Randal Sedwick is requesting waiver of standards which
require office space, classroom space, customer parking etc. for his
flight instruction business. The Airport Commission recommends
approval of the waiver due to a lack of space for these facilities.
Law moved approval of the request and Williams seconded the motion.
Arnold expressed concern about the impacts on the remainder of the
City with expanded use of the airport. Winthrop noted a similar
request for an air taxi service which was approved a few months ago,
and Williams said flight instruction is necessary for the airport to
remain viable. The motion passed on voice vote with Arnold
dissenting.
PUBLIC FORUM: No response.
ORDINANCES—RESOLUTIONS & CONTRACTS: Transient Occupancy Tax
Increase. Second reading by title only of an ordinance increasing the
Transient Occupancy Tax to 7%. Acklin moved adoption and Winthrop
seconded the motion. Williams would like to see a timeline for
reviewing revenue sources in light of this and the open space issue.
Acklin said it will be discussed at the May 26 Budget Meeting. The
motion passed unanimously on roll call vote. (Ord. 2674)
Regular Meeting - Ashland City Council - May 19, 1992 - P. - 2
Final Assessments - LID 64 . Second reading by title only of an
ordinance levying special benefit assessments in LID No. 64 (Lori Lane
street improvement/Peachey/Paradise sanitary sewer) and declaring an
emergency. Williams moved adoption, Arnold seconded, all YES on roll
call vote. (Ord. 2675)
Vacate Grover Street. First reading of an ordinance vacating the
unopened portion of Grover St. between Sheridan and N. Main and
reserving a 15-foot wide pedestrian easement. Arnold moved to second
reading, Winthrop seconded, all YES on roll call vote.
C.P.A.C. Re-organization. A Resolution was read calling for land-use
hearings on a revision to CPAC's organization. Williams moved to
adopt same, Laws seconded, all YES on roll call vote. (Reso. 92-25)
Airport Rental Rates. A Resolution was read establishing rental rates
for T-hangars and tie-down spaces at Ashland Municipal Airport.
Winthrop moved approval, Williams seconded, all YES on roll call vote.
(Reso. 92-26)
BPA Amendatory Agreement. A Resolution was read approving Amendatory
Agreement No. 3 to the Energy Smart Design Option 3 Utility Agreement
with BPA. Laws moved to adopt same, Williams seconded, all YES on
roll call vote. (Reso. 92-27)
OTHER BUSINESS FROM COUNCIL MEMBERS: Winthrop expressed concern about
the wording of the Urban Runoff Water Quality Program Plan which does
not acknowledge Ashland's existing plan for reducing effluent in Bear
Creek. This Plan will be the subject of a public hearing on June 2 ,
1992 . Laws asked that Staff research installation of a better public
address system, and replacement of Acklin's microphone post haste.
Acklin is troubled about the ordinance which prohibits sewer
connections to existing houses with failing septic systems, which are
outside the UGB but within a reasonable distance to a City sewer main.
ADJOURNMENT: The meeting adjourned at 9: 12 P.M.
Nan E. Franklin Catherine M. Golden
City Recorder Mayor
Regular Meeting - Ashland City Council - May 19, 1992 - P. 3
j
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damation
WHEREAS, the Seniors of the City of Ashland contribute to the
social, political and economic vitality; and �� ;
)
,
WHEREAS the activities of the Seniors have resulted in a
Ft. u''� cohesive fellowship of persons with common f'''i '
interests; and i
-
WHEREAS, the Seniors have participated in a wide range of
functions and have become an important segment of
the population in the City of Ashland; and
WHEREAS, the wisdom and experience accumulated by this
. .h7t.•:�.
important group can well be shared by others in the Y;
= c<"`~ community; and
WHEREAS, activities have been planned by and for the Seniors
ff.
and the whole community is invited to join in the
festivities. ((}, .`
NOW, THEREFORE, I, Catherine Golden, Mayor of the City of
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„RQa Ashland, recognize the outstanding contributions made daily
j Fz Hiroo by Seniors in this community and the Nation, and hereby
% proclaim JUNE 4, 1992 as: ;„ r
a' SENIORS DAY IN ASHLAND
(ill"?
i` and encourage all public and private organizations, and all .l`
citizens to acknowledge and recognize the efforts and success
of our Seniors.
Dated this 2nd day of June, 1992. Z!((('•)='
,
Catherine M. Golden Ks
Mayor
F rtH' I y j 7, a'
k- s. . Nan E. Franklin
City Recorder
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ASHLAND HISTORIC COMMISSION
Minutes
May 6, 1992
CALL TO ORDER
The meeting was called to order by Vice-Chairperson Terry Skibby at 7:37 p.m. Members
present were Jim Lewis (who took over the meeting after the first action), Terry Skibby, Jane
Dancer, Keith Chambers, Le Hook, Deane Bradshaw (who left at 9:00), Dana Johnson and
Steve Ennis. Also present were Assistant Planner Kristen Cochran, Secretary Sonja
Akerman and Council Liaison Susan Reid. No members were absent. (Lewis sat in the
audience during the first staff report and discussion due to a conflict of interest.)
NEW MEMBER
Skibby introduced newly appointed member Dana Johnson.
APPROVAL OF MINUTES
Dancer moved and Hook seconded to approve the Minutes of the April 8, 1992 meeting as
mailed. The motion was unanimously passed.
STAFF REPORTS
PA 92-001
Subdivision
"A" Street
Donna Andrews/Southern Pacific Railroad
Cochran stated this planning action was continued because the Planning Commission also
felt more information needed to be presented. The main issue now is the park. The
Comprehensive Plan identifies the proposed park area, but also states if no funding is
available, the area can be developed. The City Attorney has said an LID can be used as
reasonable assurance the money can be raised, however, this would constitute 51% of the
property owners. She went on to say the neighborhood association received permission from
the City Council to set up a special fund for donations. Staff is proposing the cul-de-sac be
moved from 6th to 8th Street. Engineering is working on a map which will be presented at
the Planning Commission meeting depicting the exact location of the Golden Spike . Staff
is recommending approval of the subdivision,with the advice the neighborhood, reservation
holders and the City work together for the park.
Referring to the Master Plan Map, Reid stated the area across the tracks should work well
for a park because of the close proximity to residential areas which will be developed to the
east and north. It would also serve as a buffer between residential and industrial areas.
Cochran then summarized the recommended conditions of the Staff should the Planning
Commission approve the application. Changes from the April 14th Staff Report include the
removal of the revision of the land between 6th and 8th Streets for acquisition of a park
(which could be included again if the 51% of signatures obtained for an LID is obtained), cul-
de-sac moved from 6th Street to 8th Street, and the area near 6th Street that had the
diversion of spring water is no longer considered to be a wetland (as determined by the
Division of State Lands).
Jim Lewis was asked to read the petition which is being used for the formation of an LID.
Reid then stated the City has a policy to support LIDS. (The City owns 10% of the property
in the area designated by Staff for the LID.) Reid added it is possible to use a smaller area
for the LID, however, that would increase the required amount of money per owner.
Donna Andrews clarified the person holding the reservation between 7th and 8th Streets has
never intended to develop that area. She added the area between the last half of 6th Street
through 8th Street has already been agreed upon for a park. Alan Sandler owns the
reservation between 6th and 7th Streets and he has stated he would allow the City a one-
year option to acquire a portion of 6th Street. He wants to develop a portion directly across
the street from his property for expansion of his business.
Skibby questioned Lewis about the boundary of the LID. Lewis stated it is between Oak
and Water Streets to Mountain Avenue, and Lithia Way to "A" Street. He also said the
neighborhood is asking for denial of the subdivision if the entire land between 6th and 8th
Streets is not included in the park.
Donna Andrews said she feels more options are available, and that it doesn't take an LID
to buy land. It can be purchased outright.
Ellen Downs maintained there are other views to take into consideration. If the area
between 6th and 8th Streets is all they can get, they will take it, but the entire parcel should
be taken for what it was and is. She would like it to be developed appropriately, and
doesn't feel she knows more now than one month ago. She would like to see what each
reservation owner wants to do, and would like clarification on traffic concerns.
Donna Andrews stated there is an issue of time. Historically, it has taken-at least a year to
purchase Southern Pacific property. It requires a 10% earnest money deposit, which would
allow plenty of time to come up with the remainder of the money. She feels the
neighborhood should come up with an offer, then present it to the reservation owners, who
in turn, can give her a statement of what they are willing to do.
Betty Camner read from the Staff Report Addendum I dated May 12 regarding reasonable
assurance of the funding. She stated it will be very difficult to get 51% by next Tuesday.
Ashland Historic Commission
Minutes
May 6, 1992 Page 2
She also said if 8th Street is used for the cul-de-sac, it would take the Golden Spike area
away. "A" Street is only 30 feet wide in front of her house and the 100 foot diameter turn-
around would not leave much park area. Out of ten buildings on her block, seven are
residences. There should be no reason to have large trucks in that area.
Betsy Anderson questioned the reason for the 8th Street cul-de-sac. The turn-around would
be where the kids would be playing in the park.
Bill Emerson informed those present these questions will come before the next Traffic
Safety Commission meeting. He said Mr. Sandler is renting portions of his existing building,
so if he wants to expand, why not use what he already has? He stated 2.5 acres per 1000
people are required for an active park and there are more than 1000 people in the Railroad
District. He also expressed his frustration with the time constraints of obtaining the LID
signatures. Regarding the water diversion issue, he stated he traced the diversion pipes
from Rogue Federal Credit Union to Ashland Creek by walking and listening, and with the
assistance of a City employee by pouring dye into the pipes. The system is currently taking
the water because it is dry; however, during periods of heavy rain, the extra water would
probably be too much to handle so it would overflow.
Jim Lewis explained a park would do more than give the area open space. In his opinion,
the applicant did not address the history of the area, wetlands, density, or traffic (as the last
traffic report is from 1988). He feels if there is no reservation for a park, the subdivision
should be denied.
Ellen Downes said the park is just one issue, and that the subdivision needs more care.
History needs to be addressed. She then quoted Kay Atwood from the Ashland Cultural
Resource Inventory, and Marge O'Harra from Ashland: The First 130 Years. Downes added
it would be a great archeological site, as no buildings would have to be removed. The area
between 4th and 5th Streets was and is still the heart of the Railroad District. With the
right-of-way, sidewalk improvements, etc. there won't be much of the parcels left.
Cheryl Lewis did not feel a 3.5 foot right-of-way dedication would make much difference,
but six feet would make more sense. She said they just got City Council approval for an
account the previous night and within a week they need to have 51% of the signatures. She
also wondered if there would be a conflict of interest if Donna Andrews was a reservation
holder. She would like to feel the City is backing them in the acquisition of the park area.
Lewis then stated she had received a call from a person in Santa Rosa who has old railroad
cars in excellent condition. He has been talking with City Staff members for quite some
time about opening a portion of obsolete tracks and moving these cars to Ashland. He
wanted it to be known there are other ways (i.e. tax increment district) to get money.
Ashland Historic Commission
Minutes
May 6, 1992 Page 3 "
After further discussion of park area, Bradshaw moved to postpone the hearing for a month
because there still was not enough information to make a decision. Since the application
was deemed complete on April 7th, only 30 days had gone by and 90 remained. Also, one
week is not enough time to get the required LID signatures. There was no second.
Hook commented the Commission should recommend at least all of 6th through 8th Streets
be designated a park. Chambers said the idea of a local improvement district is great, but
the time deadline is unrealistic. He also felt the intentions of the reservation holders should
be made clear. Skibby felt it was obvious the area should accommodate a park. When put
on a scale, he said he saw this as a community opposed to a few. Even though he has the
greatest respect for the City, he expressed his disappointment and frustration because of the
result of this entire project. He has a typed transcript from the Daily Tidings on the Golden
Spike Ceremony which pinpoints the exact area. (This has been made a part of the record
and is on file in the Planning Department.) He also has the original map of the Railroad
District. In addition, the wagon train went through this area also (The Oregon Trail and
the Applegate Trail) and will be celebrated by the State of Oregon, so there is more history
to the area than just the Golden Spike. He then stated he felt it is a bad location for this
development. Johnson said it would be unfair of her to vote on this because it was her first
meeting; however, she has read her packet and listened to testimony. She strongly feels the
need to have a park at least from 6th to 8th Street. Since traffic will be affected by the type
of businesses locating there, it would be helpful to have this information before making a
decision. Ennis agreed about the importance of a park and said he was unsure of how to
interpret the information that has come in, as some seems contradictory, and some
information is still coming together.
(Bradshaw had to leave at this time.)
Dancer said she realizes property owners have rights, but wondered why it has taken the
City so long to do something about this park area. It seems as though everyone is entering
in this at different points. MacKenzie was in favor of the park but felt the City should be
more involved with funding.
Hook questioned Andrews about the term "reservation". She answered it is the closest thing
to earnest money because it is not legally subdivided yet. The money is attached to the
property with a contract. If it doesn't go through, it is not binding and the reservation
holders get their money back.
The Commission concurred the traffic is already bad on "A" Street. Skibby stated that
historically, the entire area should be a park and he doesn't want to see the land lost. Hook
said that as a practical consideration, the 120 day deadline needs to be dealt with.
Ashland Historic Commission
Minutes
May 6,1992 Page 4
Chambers stressed the importance of the park, as historical strands come together there.
He questioned the area needed and recommended the Planning Commission turn to the
Parks Commission in order that an adequate park be formed, as it would achieve more than
open space. It would not be practical to recommend no commercial development take place
on any part of the land. He also questioned why the cul-de-sac would go past 6th Street if
there is no development past it. The Golden Spike site near 8th Street would be affected,
as would the present placque which is located on 4th Street. He would also like to know
the nature of the subdivision, although Cochran stated it is not an issue at this time.
Skibby again quoted Kay Atwood and stated the placque at 4th Street was placed in 1974,
which was the year Ashland celebrated its 100 year anniversary. He inquired what will
happen to the present marker.
Chambers moved to recommend denial of this subdivision to the Planning Commission
based on the following major issues: 1) The entire area involved with the Golden Spike
and the development of the Railroad in Ashland is of critical importance, and the historical
nature of the area has not been taken into consideration; 2) The absolute minimum
recommended size of the park is between 6th and 8th Streets (not 6�/2 to 8th Streets),
however consideration should also be given to a park from 4th through 8th Street; 3) The
proposed cul-de-sac turn-around at 8th Street seems to be the exact site of the Golden Spike
and would tend to draw commercial traffic all the way to 8th, so it would be more
reasonable to locate this at 6th Street. Hook seconded the motion and it passed with all
voting aye except Lewis (who abstained because of a conflict of interest), Johnson (who
abstained because it was her first meeting), and Bradshaw (who had left the meeting early).
PA 92-068
Site Review
1023 East Main Street
Bob and Dianne Ellis
Cochran stated this house is on the National Register of Historic Places and because the
owners want to reconstruct the porch, it has to be approved by the State Historic
Preservation Office and the Historic Commission.
Bill Emerson, designer, said they are actually recreating the existing porch. He then
presented and explained elevations he had drawn.
Hook commended Emerson and the applicants and stated the Commission appreciates nice
work and the attention to detail.
Skibby moved and Dancer seconded to approve this application. The motion was
unanimously approved.
Ashland Historic Commission
Minutes
May 6, 1992 Page 5
PA 92-060
Conditional Use Permit and Site Review
561 Rock Street
Eugene Brummett
Cochran explained this application is for a three unit traveller's accommodation. The
existing structure (which is non-contributing) will be remodeled and expanded. Staff feels
it will be an asset to the neighborhood and is recommending approval.
When Hook questioned the scale, Ennis said his only concern is the modest house to the
south. Chambers commented the garage seems to be 40% of the width of the structure, and
that when Craftsman-style cottages such as this were originally built, garages were usually
in the rear. The house will look nice, but the garage may dominate it.
Hook moved to recommend denial of the application because it appears to be a demolition
of the existing structure. When questioned about the age of a structure for a traveller's
accommodation, Cochran read from the ordinance, stating the house had to be at least 20
years old. The intent is so that hotels are not built, and if the B & B is not used for this
purpose, it can easily revert back to a residence. Lewis stated alternatives need to be
considered. Chambers remarked it is taking another affordable rental and modifying it for
a B & B. Ennis said more clarification is needed as to what portion of the house will
remain, as it looks like the only portion left will be the garage. What they are doing, he
went on to say, is admirable, but it seems they are circumventing the 20 year minimum
portion of the code. Chambers seconded the motion because it was unclear what will
remain of the existing house. Hook and Chambers then withdrew their motion and second.
The Commission would like the applicant to come and explain what will remain, as it may
not comply with the code.
Inasmuch as it appears to improve the property, Ennis moved to recommend denial of the
application because it does not appear to meet the 20 year requirement of the code.
Chambers amended the motion to include the fact that it appears to be a defacto
demolition. Skibby seconded the motion and it was unanimously passed.
PA 92-054
Conditional Use Permit
Water Street
City of Ashland/The Recycling P.A.C.T.
Cochran explained the recycling depot is now requesting permanent approval,then displayed
the landscape plan. The northern portion of the site will be park area. She also said the
roof on the existing structure will be repaired.
Skibby stated this site is close to the old wagon road. It was noted only the area around the
depot will be fenced and screened.
Ashland Historic Commission
Minutes
May 6, 1992 Page 6
Dancer moved and MacKenzie seconded to recommend approval of this planning action.
The motion was unanimously approved.
PA 92-048
Comprehensive Plan Map and Zoning Map Amendments
Area Around Ashland Community Hospital
City of Ashland
Cochran stated the Planning Commission did not have time during its April meeting to hear
this action, so it was carried over. Information included in the packet not receive last month
was the Staff Report and a letter from a property owner.
The Commission agreed no further action was necessary.
BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of
April follow:
104 Bush St. John Schweiger Demolition (SFR)
190 Vista St. Bill Hicks/Paula Daystar Remodel/Addition
185 Almond St. Yvonne Rose-Merkel SFR
574 E. Main St. Bob Burton Apartments
59 6th St. Zelpha Hutton Addition
41 Gresham St. Lucy Flood Foundation
245 Van Ness Ave. Cynthia White Foundation
93 Granite St. Schreiber Addition
370 E. Main St. Steve Willing Remodel'
70 Water St. Ann Clouse Foundation
624 "A" St. Jim Lewis Re-roof
431 Lori Lane Brenden House Sign
Not approved by the Historic Commission
Review Board
Following is the schedule (until the next meeting) for the Review Board,which meets every
Thursday from 3:00 to 3:30 p.m. in the Planning Department:
May 7 Bradshaw, Chambers, Dancer and Lewis
May 14 Bradshaw, Skibby, Dancer and Ennis
May 21 Bradshaw, Hook, Skibby, MacKenzie and Johnson
May 28 Bradshaw, Hook, Skibby, Chambers, MacKenzie, Lewis and Johnson
(Hook moved and Chambers seconded to euend the meeting beyond 1030. It parsed unanimously.)
Ashland Historic Commission
Minutes
May 6, 1992 Page 7
OLD BUSINESS
Alley Committee
Chambers said he had talked with Dick McKinney and they are both concerned the Council
knows the report is only temporarily on hold.
National Historic Preservation Week
Skibby reported on the events that will take place the following week.
Historic Landmark Preservation Ordinance
Nothing new to report on this.
NEW BUSINESS
National Register Nominations
The Commission received nominations from the State Historic Preservation Office for 351
Morton Street and the Peerless Rooms Building on Fourth Street. SHPO needed a reply
from the City by May 15th.
Lewis reported the Council left the final decision on 351 Morton Street up to the Historic
Commission because the Llewellyns had replied to its memo dated May 1, 1992 (both of
which are attached and made a part of these minutes).
Hook stated he had again looked at the house and the addition seems larger than the
original structure. Lewis felt that since the owners were going for an architectural
nomination status, it was regretful they didn't communicate with the Historic Commission
or SHPO about the addition prior to the construction and the nomination. The Commission
felt that by attaching the addition to the house makes it seem too modern.
It was the unanimous decision of the Commission to support the Peerless Rooms Building
for the National Register. The Commission, however, decided not to support the
nomination of 351 Morton Street (Chambers abstained) for the above reasons and those
stated in the May 1st memo to the Mayor and City Council.
ADJOURNMENT
With a motion by MacKenzie and second by Hook, it was the unanimous decision to
adjourn the meeting at 10:45 p.m.
Ashland Historic Commission
Minutes
May 6, 1992 Page 8
CITY OF ASHLAND
PARKS AND RECREATION COMMISSION
RE7GCII.AR TAFF�i`I NG
M I NLTTES
April 29, 1992 Chair Adams called the meeting to order at
7:00 p.m. at 340 S. Pioneer Street.
ATTENDANCE:
Present: Patricia Adams, Al Alsing, Tom Pyle, Teri
Coppedge, Wes Reynolds, Ken Mickelsen,
Councillor Williams.
Absent: None
I. ADDITIONS OR DELETIONS TO THE AGENDA None
II. APPROVAL OF MINUTES Commissioner Alsing made a motion to approve
the minutes of the Regular Meeting of
March 18, 1992. Commissioner Coppedge
seconded.
The vote was: 5 yes - 0 no
III. BILLS AND FINANCES
A. Approval of previous month's disbursements
Commissioner Pyle made a motion to approve the previous month's
disbursements as indicated by Payables checks 116167 through 116274 in the
amount of $58,582.20 and Payroll checks 115240 through 115289 in the amount
of $26,888.00. Commissioner Reynolds seconded.
The vote, was: 5 yes - 0 no .
IV. AUDIENCE PARTICIPATION ON THE AGENDA None
V. AUDIENCE PARTICIPATION NOT ON THE AGENDA
A. Neil Foley - Representative from Superior Aquatics
Mr. Foley (1250 Bellview Avenue), parent/coach, for Superior Aquatics,
a youth competitive swimming organization, indicated he was present in the
audience to speak to the Commission concerning the fees for use of the
Meyer Pool for the organization this coming summer. He said that the
previous organization, Southern Oregon Swim Association, had disbanded and
Superior Aquatics was the newly re-chartered organization taking its place
and serving the same general function. He said that there were
approximately 14 novice swimmers who would be using the pool for four days
a week instead of five days a week as was previously used by SOSA. He
asked for a change in the rate structure reducing the fee per swimmer from
$25 to $20 for the summer. He also indicated that the club is offering to
organize two all-comers swim meets for the community. He said that the
organization would not need to use the Meyer Pool for any club swim meets
this summer.
Ashland Parks and Recreation Commission Page 2
Reaular Meeting - April 29, 1992
Neil Foley - Superior Aquatics con't.
Director Mickelsen indicated to the Commission that since the Meyer
Pool opened,. SOSA had rented the pool for their program using it Monday
through Friday from 8:00 a.m. to 8:50 a.m. for a two month period. Various
financial arrangements had been made through the years. Last year, the
Commission"charged $25 per swimmer for the summer. .
In discussion, Commissioner Pyle inquired whether or not the club had
any association with the Superior Athletic Club in Medford. He said that
his intent was to determine whether or not the Commission was dealing with
a non-profit club or with a profit organization. Mr. Foley responded that
the annual swim club members all have membership with Superior Athletic and
that the club does have pool time allocated to them but that "Superior
Aquatics" is an officially chartered non-profit club with Oregon Swimming
and U. $. Swimming, a separate entity from the Superior Athletic Club.
Commission Pyle wanted to know whether or not a child could still joint the
swimming club if he could not afford or did not want to joint the Superior
Athletics. Mr. Foley indicated that his ' last information was that there
was going to be a flat fee to cover the summer swimmers. The flat fee
would include a club T-shirt, a club swim suit and summer dues. He said
that Ashland's novice swimmers who would use the Meyer Pool would be able
to use Superior Athletic's pool if they chose to do so but that the club
believed that most those swimmers would choose to use the Meyer Pool rather
than travel to Medford. Mr. Foley also indicated that as a
parent/volunteer coach for the organization that he did not have all the
details as to the club's relationship with Superior Aquatics but that he
was certain that Ken Pappas, Head Coach, would be able to provide the
Commission with any information it would like to determine the swim club's
relationship to Superior Athletics..
MOTION Commissioner Reynolds made a motion to accept Superior Aquatics
proposal to rent the Meyer Pool for. a two month period, four days a week
from 8:00 to 8:50 a.m. , for a fee of $20 per participant with the
understanding that the club would organize two all-comers swim meets some
time during the summer and provided that the club was able to demonstrate
its non-profit status. Commissioner Pyle seconded.
In discussion, Commissioner Adams asked whether or not the club had
chosen any specific dates for offering the all-comers meets. Mr. Foley
said that they had not but that they would like to offer one early in the
season and one late in the season. Commissioner Adams indicated that in
scheduling the meets that they should be scheduled at such a time that the
regular hours for the pool would not be affected. Director Mickelsen
indicated that he would work with the club and pool manager to set up
dates.
The vote was: 5 yes - 0 no
Ashland Parks and Recreation Commission Page 3
Regular Meeting - April 29, 1992
V. OLD BUSINESS None
VI. NEW BUSINESS
A. . Insurance coverage for skateboard facility
Director Mickelsen presented a memorandum to the Commission indicating
that the City has agreed to provide liability insurance coverage for the
proposed skateboard facility for Garfield Park for a cost of $550 per year.
B. Bids on basketball, multi-purpose area for Garfield Park
Director Mickelsen reported the department received one bid for the
construction of the basketball, multi-purpose area for Garfield Park. For
Items #1 - #3 relating to paving and grading, Pacific Paving Inc. submitted
a bid for a total of $11,774. No bid was submitted for color coating the
basketball court. Director Mickelsen said that staff recommended that the
Commission accept the bid. He also indicated that staff felt confident
that the color coating process could be handled in house.
MOTION Commissioner Pyle made a motion to accept the bid from Pacific Paving. .
Commissioner Alsing seconded.
The vote was: 5 yes - 0 no
C. Request from Ashland YMCA on landscape maintenance
Director Mickelsen indicated that he had been contacted by Michael
O'Brien, publisher of the Daily Tidings and representative of the Ashland
Family YMCA requesting that the department assume maintenance on the
grounds adjacent to the YMCA building. Mr. O'Brien indicated that the
Daily Tidings would offer to do a second printing of the department 's
summer brochure at no cost in exchange for these services.
MOTION After brief discussion, Commissioner Alsing, stating that he was
uncomfortable with setting such a precedent, made a motion to decline the
offer. Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
D. Office remodeling plans
Director Mickelsen presented some rough drawings for possibilities for
remodeling the department office space. Due to increases in administrative
staffing and the fact that the structure is not handicapped accessible,
staff worked with architect Ron Grimes. to come up with a plan which would
preserve the basic structure of the existing office building and to add a
small structure which would be connected by a breeze way. The breezeway
would also serve the purpose of providing a handicapped access ramp to the
building. The rough design for an approximate 700 sq. ft, structure
presented would provide space for three small offices and a handicapped
accessible restroom.
.After reviewing the rough drawing, the Commission made suggestions for
modification to the design and asked staff to continue working with Ron
Grimes along the ideas presented in the rough drawing. The Commission
Ashland Parks and Recreation Commission Page 4
Regular Meeting - April 29, 1992
Office remodeling - con't.
also instructed Mr. Mickelsen to inquire of whatever historical commissions
.necessary to determine what approval would be needed to modify the office
structure if any.
E. Memorandum concerning employee negotiations
Director Mickelsen informed the Commission that department staff was
not ready at this point in time to speak to the Commission concerning
salary negotiations for the upcoming fiscal year.
VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT
A. Letter from Ben Molino concerning BMX facility
After discussion of the letter from Middle School student Ben Molino,
the Commission decided to have the Director write a letter to Mr. Molino
inviting him to come to the department office to discuss the possibilities
of including a BMX facility within the park system. The Commissioners
indicated that the letter should let Mr. Molino know that a BMX facility
was one which the Commission would consider for future park expansion but
that prior to installing such a facility issues such as liability insurance
would need to be addressed. The Commissioners also discussed the idea of
using the land behind Ashland Greenhouses as a possible temporary site for
such a facility.
B. Letter from G. Munsell on Tayler Funds
The Commission reviewed a letter from Glenn Munsell, attorney for the
Tayler Memorial Foundation, that indicated that the Board of Trustees in
reviewing the Commission's inquiry as to the possibility of Tayler funds
being used for projects on Calle Guanajuato, did not believe that that
would be an appropriate use of funds in accordance with Mr. Tayler's
wishes .
C. Letter from Ashland Fire Department concerning request by Judie Bunch
In March the Commission received a letter from Judie Bunch requesting
permission to leave Marketplace booth structures in place overnight on
Saturdays from "lamppost_ to lamppost." Judie had requested that the Fire
Department write to the Commission concerning the request. The Commission
reviewed a letter from Don Paul, Fire Marshall, dated March 18, 1992, which
indicated that the Ashland Fire Department found Ms. Bunch's request
acceptable from a safety standpoint and that the risk of the booth
structures in question interfering with emergency operations would be very
minimal .
Commissioner Adams asked whether or not department staff would have any
opinion on the request. Director Mickelsen said only the safety concerns
which the letter from the Fire Department addressed. He said that the
Marketplace has left booths up overnight in other areas but not in this
particular location.
Ashland Parks and Recreation Commission Page 5
Regular Meeting - April 29, 1992
Request by Marketplace - con't.
MOTION Commissioner Pyle made a motion to approve the request. Commissioner
Coppedge seconded.
In discussion, Commissioner Adams indicated that she had a concern
about leaving stalls up overnight because it would make the area less
appealing visually for persons strolling through the area in the evening.
Commissioner Coppedge expressed a similar concern. Commissioner Pyle also
questioned whether or not the structures would provide any shelter for
persons who might come along at night to sleep there. Ms. Bunch responded
that only the frame would remain. It would not be an enclosed structure.
Shirley Moss of the Marketplace indicated that it was much simpler for the
crafts persons to be able to leave the booths overnight plus it meant a lot
less traffic in the morning when setting up for Sunday. Commissioner
Coppedge inquired as to whether or not the structures might be something to
trip over if people were walking through there at night. Ms. Moss
responded that there has not been a problem with the other structures which
have been left up in previous years indicating that the full 12' walkway
was always in effect. Commissioner Adams indicated that she understood the
convenience to Marketplace vendors to leave the structures up overnight
but, nonetheless, she felt they were a eyesore and would prefer that the
area be left more appealing for park users.
MOTION to amend
Commissioner Alsing asked to make a friendly motion to amend the motion to
indicate that the booths could be left up in this location on a trial basis
for the season. Commissioners Pyle seconded the motion to amend.
The vote on the amendment was: 3 yes - 2 no (Coppedge, Reynolds)
The vote on the motion was: 2 yes - 3 no (Adams, Coppedge, Reynolds)
IX. ITEMS FROM COMMISSIONERS
A. Commissioner Pyle - Railroad District
Commissioner Pyle said that he would like for the Commission to briefly
discuss the situation which the Railroad District neighborhood is in
because of the proposed development on the land which has been designated
on the comprehensive plan as a possible neighborhood park. He said that in
his opinion, as adopted in the comprehensive plan, neighborhood parks need
to be part of a city wide system and that individual neighborhoods should
not have to bear the full burden for acquiring a park in their
neighborhood. Indicating that this piece of property was immediately
threatened and that others such as the Mt . Avenue site, the Strawberry
site, and the Vogel site could soon
Ashland Parks and Recreation Commission Page 6
Regular Meeting - April 29, 1992
Discussion on Railroad District - con't.
be threatened also, he asked that the Commission discuss what avenue it
would take at this time to again address the funding issue for the Open
Space/Park Program.
After discussing the issue of funding for open space in general and the
immediate need for assistance for the Railroad District neighborhood at
this particular time, the Commission directed Mr. Mickelsen to write to the
Railroad District neighbors indicating that the Commission would give the
neighbors efforts to purchase the land its full support and=would offer any
technical support that it could.
B. Commissioner Reynolds - Punding for Jackson County Greenway
Commissioner Reynolds advised the Commission that the county budget
being proposed included no funding for the Greenway. He said that he felt
that it was imperative that at least one staffing position remain in tact
so that community groups would still have someone to work with concerning
the Greenway. Director Mickelsen said that he was also fearful that
without at least one staff advocate for the system that possibly 14 years
of work would eventually be lost.
MOTION After brief discussion in which the Commission concurred with the
concerns over complete lack of funding designated for the Greenway,
Commissioner Reynolds made a motion indicating that the Commission should
draft a letter to the Jackson County budget committee strongly supporting
including one fulltime staff person for the Greenway Committee.
Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
X. NEXT MONTH'S AGENDA A Study Session was scheduled for
May 4, 1992 at 7:00 p.m. to discuss the
upper Reservoir Area and open space funding.
The next Regular Meeting was scheduled for
Wednesday, May 27, 1992 at 7:00 p.m.
XI. ADJOURNMENT With no further business, Chair Adams
adjourned the meeting.
Respectfully submitted,
Ann Benedict, Management Assistant
ASHLAND PARKS AND RECREATION DEPARTMENT
CITY OF ASHLAND
PARKS AND RECREATION COMMISSION
SPECIAL. MF'��'ING
MINUTES
May 11, 1992 Chair Adams called the meeting. to order at
5:00 p.m. at 340 S. Pioneer Street.
ATTENDANCE:
Present: Patricia Adams, Al Alsing, Teri Coppedge,
Wes Reynolds, Ken Mickelsen.
Absent: Tom Pyle
I. ADDITIONS OR DELETIONS TO THE AGENDA None
II. NEIGHBORHOOD PARK FOR RAILROAD DISTRICT
Chair Adams indicated that the Special Meeting had been called to
discuss the possibility of expending Brinkworth funds to place earnest
money down on the proposed site for a neighborhood park in the Railroad
District. City Attorney Paul Nolte and Senior Planner John MacLaughlin
were present in the audience to answer Commission questions on the topic.
Director Mickelsen informed the Commission that the appraised value of the
land in question was $186,500 and that Southern Pacific would ask $18,666
in earnest money to hold the land for one year.
Mr. Nolte outlined the steps which would need to be taken to reserve a
portion of the Southern Pacific land for park purposes. He indicated that
the Planning Commission has the right in reviewing the request for sub-
division to reserve a part of it if the Planning Commission finds that a
public agency wants a part of it for public purpose. He said that as a
public agency the Parks and Recreation Commission could ask that a portion
of the land be reserved for a public park. In order to accomplish this,
the Parks Commission would need to assure the Planning Commission that it
would come up with funds to purchase the property within one year. Mr.
Nolte also indicated that if the Commission enters into an earnest money
agreement with Southern' Pacific to purchase the land within one year that
would meet the Planning Commission's requirements to enable them to hold
the property for public purpose. He said that an earnest money agreement
was a movement or commitment to buy; it was not an option to buy. He said
that if a deal were struck with Southern Pacific that S.P. would probably .
require that the earnest money be non-refundable unless for some reason
S.P. was not able to withhold its end of the bargain at the end of the
year.
The Commissioners asked whether or not any period of time longer than
one year would be possible. John MacLaughlin responded that only if S.P.
were to request an extension because they were not ready within one year
would that be a possibility. Mr. MacLaughlin also said that prior to the
Planning Commission granting any approval for sub-division, S.P. would have
to demonstrate to the appropriate agencies such as D.E.Q. that the land was
suitable for development or park use. Mr. Nolte said that S.P. did not
anticipate any serious contamination problems, but that the earnest money
agreement could be written in such a manner as to stipulate that the
L
Ashland Parks and Recreation Commission Page 2
Special Meeting - May 11, 1992
RAILROAD DISTRICT - con't.
Commission would have the earnest money returned if the land were
determined not suitable for park use because of contamination. The
Commissioners also inquired as to whether or not Mr. Nolte could request
some kind of reasonable payment schedule with S.P. provided that a funding
source for purchasing the land was available at the end of the year but not
immediately available in one lump sum. He indicated that he could discuss
that option with S.P.
MOTION After some further discussion, Commissioner Reynolds made a motion to
authorize the use of up to $18,666 in Brinkworth Bequest funds for the
purpose of and provided that the Commission is able to enter into an
earnest money agreement with S.P. for the purchase of the Railroad District
land in question for one year or to an extended period of time necessary
for S.P. to make the land saleable. Commissioner Alsing seconded.
The vote was: 4 yes - 0 no
It was determined that Mr. Nolte would move ahead with drawing up an
agreement with S.P. and would bring the agreement back to the Commission
for its review and approval. Mr. MacLaughlin indicated that this step by
the Commission was very important for the Planning Commission because it
indicated that there was a public agency seriously requesting the use of
the land for public purpose. The Commissioners said that they hoped that
it would send a strong message to the community that they were serious
about the need for additional park land and that the Commission was willing
to risk some $18,000 in bequest funds to reserve a year's time so that a
funding source could be found for this particular neighborhood park.
III. REQUEST FOR CROQUET TOURNAMENT AT TRIANGLE PARK
Director Mickelsen forwarded a request to the Commission from Dale
Swire to hold a second annual croquet tournament at Triangle Park with the
proceeds to be used to support 'Ballet in the Park' . Director Mickelsen
indicated that last year's event seemed to work well at Triangle Park and
that the request for this year presented no problem for department staff.
MOTION Commissioner Coppedge made a motion to approve the request.
Commissioner Alsing seconded.
The vote was: 4 yes _ 0 no
IV. ADJOURNMENT With no further business, Chair Adams
adjourned the meeting.
Respectfully submitted,
Ann Benedict, Management Assistant
ASHLAND PARKS AND RECREATION DEPARTMENT
ASHLAND COMMUNITY HOSPITAL
BOARD OF DIRECTORS'
April 28, 1992
The regular monthly meeting of the Board of Directors' of Ashland Community
Hospital was held on Tuesday, April 28, 1992, in the conference room.
PRESENT: Steve Lunt, Doyle Greene, Frank Billovits, Dick Nichols, Jerry Cooper,
Judy Uherbelau, Tom Reid, Mary O'Kief, Bruce Johnson, M. D. ; and Beth Monninger,
Board Members. Pat Acklin, City Council Representative; Jerome Nitzberg, M. D.,
Medical Staff Representative.
Also Present: James R. Watson, Administrator; Mike McGraw, Controller; Polly
Arnold, Director of Patient Services; Peggy Cockrell, Director of Personnel; Pat
Flannery, Director of Development; and Glenda Cole, Administrative Assistant.
Absent: Angus Brownfield and Jed Meese
I. CALL TO ORDER
Mr. Lunt called the meeting to order at 12:15 p.m. Mr. Lunt
introduced the new Board Members - Ms. O'Kief and Ms. Monninger, and welcomed
them to the meeting.
II. PRESENTATIONS
Mr. Lunt presented recognition plaques to Mr. Greene and Dr. Cooper
and expressed the Board's appreciation for their years of service to the hospital
and community.
III. MINUTES
Mr. Lunt called for a review of the minutes of the Joint Advisory
Committee of December 20, 1991; the Strategic Planning Committee of January 3,
1992; Executive Committee of March 17, 1992; and Board of Directors of March 24,
1992. Following review, Mr. Reid made the motion to approve the minutes as
circulated. Mr. Billovits seconded the motion and the motion carried.
IV. COMMITTEE REPORTS
A. Joint Advisory Committee: Mr. Lunt stated that the Committee met
on March 27th. Dr. Morrison reviewed the medical staff quality assurance
quarterly reports and Ms. Arnold reviewed the departmental quarterly quality
assurance reports. Mr. Lunt commended the hospital and medical staff for the
high quality of work being performed in these areas.
B. Strategic Planning Committee: Mr. Lunt stated that the Committee
met on April 10th and that Mr. Watson gave summary updates on all the Priorities.
Board of Directors
April 28, 1992
Page 2
V. DECISION ITEMS
A. Board Meeting Dates: Mr. Watson asked that the special Board
Meeting scheduled for May 7th to be rescheduled for May 14th. Mr. Watson stated
that a packet of information regarding the wishes of department managers and
medical staff on the two architectural plans will be sent to Board Members prior
to that meeting. The Finance Committee scheduled for April 30th was canceled.
B. By-Laws: Mr. Lunt called for the second reading of the proposed
By-Laws. Following discussion, Mr. Billovits made the motion to approve the By-
Law as presented. Mr. Greene seconded the motion and the motion carried.
C. Slate of Officers: Mr. Greene reported that the Nominating
Committee recommends the following: Mr. Lunt, Chair; Mr. Billovits, Vice-Chair;
Mr. Nichols, Secretary; and Ms. Uherbelau, Treasurer. Mr. Lunt asked if there
were any nominations from the floor. There were none. Mr. Reid made the motion
to approve the slate of officers as presented by the Nomination Committee. Dr.
Johnson seconded the motion and the motion carried.
D. Auxiliary Quarterly Report: Mr. Watson stated that Ms. Emmons
was unable to attend this meeting and will report next month.
E. Staff Development Plan: Mr. Lunt called for review of the Staff
Development Plan. Mr. Watson stated that there had been no changes during the
last year. Ms. Uherbelau asked that this form be reviewed in depth prior to next
year's review. Mr. Watson stated that we will send it to the OAH attorneys for
review. Mr. Nichols made the motion to approve the Staff Development Plan as
presented. Mr. Greene seconded the motion and the motion carried.
F. HBE Authorization Letter: Mr. Watson stated that the President
of HBE insists that they need their standard letter of authorization signed by
the Chairman of the Board. This letter only commits us to work with HBE
architects exclusively until we agree on a design and price or until we terminate
the relationship. Mr. Watson stated that this letter was sent to Paul Nolte,
City Attorney, and that he had responded that it was okay to sign. Following
discussion, it was recommended that the fourth paragraph be amended to
read. . . ...does not constitute the exemption as required by the State of
Oregon. . .". Mr. Billovits made the motion to sign the letter of authorization
as amended. Dr. Cooper seconded the motion. Mr. Lunt called for a vote. There
were 7 votes in favor and 1 in opposition. Motion carried.
G. March Expenditures: Mr. Reid reported that he had reviewed the
payables, found everything in order, and made the motion to approve the
Expenditures. Dr. Cooper seconded the motion and the motion carried.
VI. EXECUTIVE SESSION
Mr. Reid made the motion to move into Executive Session pursuant to
ORS 192.660, 1. D. (e) and (c) . Mr. Greene seconded the motion and the motion
carried.
Ms. Uherbelau made the motion to move out of Executive Session. Mr.
Billovits seconded the motion and the motion carried.
Board of Directors
April 28, 1992
Page 3
Mr. Billovits made the motion that the Board approve the suspensory
action taken by the Medical Staff Executive/Credentials Committee on April 8,
1992. Mr. Greene seconded the motion and the motion carried.
VII. MEDICAL STAFF REPORT
Dr. Nitzberg stated that there were no credentials to present this
month.
VIII. DISCUSSION ITEMS
A. Ashland Health Coalition: Mr. Watson stated that the committee
is looking at the possibility of expanding the services of the Health Clinic. The
next meeting is scheduled for May 4th.
B. Strategic Planning: The Master Site Plan will go before the
Planning Commission on Tuesday, May 13th for approval.
C. Board Retreat: Mr. Watson suggested that the retreat be
postponed until we have all the new Board Members oriented.
D. Ethics Committee: Mr. Watson reported that Midge Lovering,
Quality Assurance Coordinator, will be our representative on the regional ethics
committee.
E. Reading/Educational Files: Mr. Watson stated that the Board
Reading and Educational Files are in the administration office.
F. JCAHO and OSHA: Mr. Watson stated that we will have the last of
our JCAHO surveys on May lst and 4th. We should received a report from them
within 60 to 90 days following that date. OSHA completed a survey on April 16th
and found us in compliance.
IX. QUALITY ASSURANCE
Mr. Watson stated that the quarterly Joint Advisory Committee met on
March 27, 1992, to review the quarterly medical staff and departmental quality
assurance and found everything to be in order. The monthly Quality Assurance
Committee met on April 7, 1992, and all issues are being handled appropriately.
X. ADMINISTRATOR'S REPORT
A. Nursing: Ms. Arnold stated that JCAHO puts emphasis on our plan
to provide the same nursing care. throughout the hospital. She reviewed the
standards that they emphasized most and stated that we did well in these area.
She stated that she is responsible for all the nursing care within the facility
and attends all the JCAHO recommended meetings such as Board meetings and medical
staff meetings. She stated that approximately 95% of all care is given by
registered nurses - all hospital employees, not registry nurses. We utilize
house supervisors, unit coordinators, and staff personnel.
Ms. Monninger commended Ms. Arnold for maintaining a high level of
competent permanent staff.
Board of Directors
April 28, 1992
Page 4
B. Financial: Mr. McGraw reviewed the Statement of Revenues &
Expenses, Balance Sheet, Budget Expense Summary, .and Operating Statistics. He
stated that we had $59,000 net revenue over expenses in March. We have $419,000
in the Building/Construction Fund and $3 million cash on hand with the City. Mr.
McGraw stated that we will be requesting a transfer of funds to comply with the
State Budget laws. Ms. Uherbelau requested that Mr. McGraw give another
inservice to the board members on financials.
C. Personnel: Ms. Cockrell stated that she is recruiting for 2
registered nurses and some on-call summer relief in other areas of the hospital.
She stated that PACC will be giving employees a presentation regarding health
insurance on Wednesday. Open Forums will be held in May and June . There will
be a county wide disaster drill in May. National Hospital Week is May 11-16th
and we will be doing several special programs.
D. Foundation: Mr. Flannery stated that the Foundation is talking
with several developers concerning the building of retirement housing. He stated
that during 1991 Patrons included: 30 employees; 36 members of the active
medical staff; 9 Board members; 23 Foundation members; and 4 City Council
members.
E. Administration: Mr. Watson stated that we have had numerous
surveys during the last month. Included in this list is: Pharmacy, Radiology,
and Home Health. He stated that he has been informed that it will be 2 years
before there will be a left turn lane onto Maple from Main.
XI. ADJOURNMENT
There being no further business, the meeting was adjourned at 2 pm.
Respectfully submitted:
APPROVED: Jerry Cooper,
Secretary
Stephen B. Lunt,
Chairman
kshlanb police Peyartment
�Q OF
1175 E. MAIN ST. ASHLAND, OREGON 97520 Phone(503)482-5211
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4RTME t
GARY E. BROWN
Chief of Police
May 21, 1992
TO: Mayor and Council
FROM: Gary E. Brown, Chief of Police
SUBJECT: Liquor License Application
-io"4 P , � W ,P. mu"V +-r
Application has been received from WZL]6 ::r-- dba\"OAK
KNOLL RESTAURANT" for a LIQUOR license, for a RESTAURANT located
at 3070 HIGHWAY 66.
A background investigation has been completed on the applicant
and approval of this application is recommended.
GARY BROWN
CHIE F POLICE
MC:tld
STATE OF OREGON Return To /
APPLICATION OREGON LIQUOR CONTROL COMMISSION
GENERAL INFORMATION
A non-refundable processing fee is assessed when you submit this completed form to the Commission(except for Druggist and Health Care Facility
Licenses).The filing of this application does not commit the Commission to the granting of the license for which you are applying nor does it permit you
to operate the business named below.
o� S
(THIS SPACE IS FOR OLCC OFFICE USE) (THIS SPACE IS FOR CITY OR COUNTY USE)
Application is being made for: NOTICE TO CITIES AND COUNTIES:Do not consider this applica-
,
SL DISPENSER, CLASS A C1 Add Partner tion unless it has been stamped and signed at the left by an OLCC ~�
❑ DISPENSER, CLASS B ❑ Additional Privilege representative.
❑ DISPENSER, CLASS C ❑ Change Location THE CITY COUNCIL, COUNTY COMMISSION, OR COUNTY
❑ PACKAGE STORE � Change Ownership
El RESTAURANT ❑ Change of Privilege COURTOF
❑ RETAIL MALT BEVERAGE ❑ Greater Privilege (Name of City or county)
❑ SEASONAL DISPENSER ❑ Lesser Privilege RECOMMENDS THATTHIS LICENSE BE: GRANTED
El WHOLESALE MALT ❑AB?Urbt1AN1;EIrED
BEVERAGE s WINE OLF%!PWV CONTROL CUM155"
DENIED
❑ WINERY DATE
OTHER MAR 191992
BY
(Symlun)
LUNSE 0XISIOM If TITLE
CAUTION: It your operation of this business depends on your receiving a liquor license.OLOC cautions you not to purchase,remodel,or
start construction until your license Is granted.
1. Name of Corporation, Partnership, or Individual Applicants:
1) C-1Q6`rrJHl:f'IJ (="TF12PR12t--+ A.'G. 2) .
3) 4)
5) 6)
(EACH PERSON LISTED ABOVE MUST FILE AN INDIVIWAL HISTORY AND A FINANCIAL STATEMENT)
2. Present Trade Name 7WZ OAIG A0w/0tA-
3. New Trade Name sg'inE Yearfiled �99Y
With Corponllon Commissiore
4. Premises address 2e %G 914NwAy /,,�. AiNUYND —rA'tktcA" 0a;eAJ 77r2L
(Number.Street,Runl Route) (City) (County) (Stan) Rip)
5. Business mailing address 4'q/7lE
(P.O.Box,Number,Stre.L Runl Route) (City) (Stet.) (Zip)
6. Was premises previously licensed by OLCC? Yes_ No— Year �/JS'�C���2�NT-
Mctol N L a —cs/•{
7. If yes,to whom: "I'L4 ✓gr: FA.rcr:. L(a'.v<:r>F/l. Afye'.esnAJ Type of license: ('As-5A A
9. Will you have a manager: Yes No_ Name t.11)"IHy11 F. MU2PtlLe
(Mamaet must fill out Indlmeuel Hun.,y)
9. Will anyone else not signing this application share In the ownership or receive a percentage of profits or bonus from the
business? Yes_ No--X-
10. What is the local governing body where your premises is located? CiTv OF ASHWN.tj
W.of City or Counts
11. OLCC representative making investigation may contact: 3pHN 1) (TI Lee PHY
(Halm)
C'2FIsK LI[-w C1Yt L°7A SgTTLR CktFe ,CA; CIS S8 •7 or.-'211-1 1
(Adel.) (Tel.No.—Mme.business,m eseae)
CAUTION: The Administrator of the Oregon Liquor Control Commission must be notified if you are contacted by anybody offering to
influence the Commission on your behalf.
DATE ����
Applicant(s) Signature 1) l C•kk )/J1GC, ��,(.y y112.onAA1�
(In case of corporation,duly _
authorized officer thereof) 2) ��,(,j,lk'm Y y 1/l.L...-L)XA-•��tSI ANT
3)
4)
5)
Orlynal—
Icul goeemm.m 6)
Form ae5se W (3W)
ti
May 4, 1992
Mayor Cathy Golden
Ashland City Hall
Ashland, OR 97520
Dear Mayor Golden,
we are interested in being on the Ashland Bicycle Commission. Our
names are Tahitia Orr and Scott Marnon, we are both bicycle
commuters and are concerned about the level of cycling awareness in
the community. We have heard that there are openings on the
Commission and would like to be considered.
I, Tahitia, have been seriously commuting by bicycle for only a
year, having used my feet before then. In the past year I have
found many weak spots in Ashland's cycling landscape; the Siskiyou
"bikepath" , the lack of a bike path through the heart of downtown
and the lack of awareness on the part of motorists to cyclists
concerns. I realize that many cyclists do not follow traffic laws
or even common sense while riding, education and a feeling of
common respect are what is needed to change this situation. In
this age of pollution, environmental disasters, and increasing
traffic cycling makes sense as a transportation alternative.
Scott here, and I feel that I too can be an asset to the Bike
Commission. Recently I wrote a paper for a class at SOSC that
concerned peoples attitudes toward cycling in Ashland. What I
found was that most citizens were very positive toward cyclists,
but utterly misinformed. No one that I surveyed (cyclists
included) knew that the side walk along Siskiyou Boulevard was not
a bike path. I had an opportunity to present my results to the
Bike Commission in the April session, and it was there that I
learned of the openings. What disturbed me from the meeting was
that very few, if any; of the .members rode a bike to the meeting.
I did not feel as if those people .who actually cycle everyday were
being represented,. and it's in that aspect that I feel I can be of
assistance.
We can be reached :at: 1000 Henry
Ashland, OR 97520
482-5313
Thank you for your consideration and we hope to hear from you soon.
Sincerely,
Tahitia Orr & Sco Marnon 1
ASN<9,y°
filEmnranbum
May 18 , 1992
GREG Off,.
City Council Members
V'11:
Catherine Golden, Mayor
Bicycle Commission Appointments
ect:
There are two openings on the Bicycle Commission. One position
was advertised for an April 20 closing date, and since that time
another opening occurred with the resignation of Doug Heydon.
Instead of advertising again for the newest vacancy, I would like
to appoint the following individuals to the two positions, with
terms expiring April 30, 1995:
Tahitia Orr and Scott Marnon - their joint letter of
application is attached.
Thank you.
Attachment (1)
I
_ �.+oF4�N4yC � Emarttn � nm
ogf�ot► , May 28 , 1992
Brian Almquist, City Administrator
Q.
Steven Hall, Public Works Director
rem: l
Ashland Forest Plan
0u�jec#:
ACTION REQUESTED
City Council:
1. Conduct a public hearing on the Ashland Forest Plan.
2. Approve attached resolution adopting the Ashland Forest
Plan.
3. City Council direct staff in the formation of an
"Ashland Forest Plan Commission" as outlined in the
report and noted below.
BACKGROUND
One of the City Council goals for 1991-1992 was the formulation
of a forest management plan.
Ron McCormick and Associates of Grants Pass was selected to
formulate the document in November, 1991. They were selected
because of their background in new forest practices formulated by
Dr. Jerry Franklin of the University of Washington.
During 1992, three meetings were held to solicit public input to
assist in the drafting of the initial document. The meetings
were noticed in the Tidings with a commercial advertisement.
Three additional meetings were held for the Forest Advisory
Committee to formulate, review and discuss the plan.
On May 12, 1992 a work session was held with the City Council and
the Forest Advisory Committee. The public was invited to attend
the meeting.
The concensus at the work session was general acceptance of the
document. There was a request for specific projects that could
be implemented "in a hurry". A copy of Ron McCormick's
recommendations is included as Exhibit B to the resolution.
Ashland Forest Plan
May 28, 1992
page 2
The plan needs to be a "living" document that is not shelved and
forgotten. The importance of the Ashland Watershed is apparent
to all with a particular need to minimize the possibility of a
wildfire.
The next step is to fold the recommended actions into the capital
improvement program and budget process. There is $1,000 in the
1992-1993 budget for "Watershed Management Program" to begin our
initial steps.
Staff suggests that the City Council consider the recommendations
of the plan and establish an "Ashland Forest Plan Board of
Directors" as outlined on pages 50 through 52. 1 am not sure the
term "Board of Directors" is appropriate and might suggest
"Commission" as are other advisory groups to the City Council.
This.would require an ordinance establishing such a Commission.
If City Council agrees with the concept, staff will procede with
the necessary legislation.
Staff recommends approval of the resolution and acceptance of the
Ashland Forest Plan.
SMH:rm\PY\FrstPln.cc
cc: Pam Barlow, Administrative Assistant
Keith Woodley,. Fire Chief
Forest Advisory Committee
Ron McCormick
encl: Resolution
Exhibit "A" - Ashland Forest Plan
Exhibit "B" - Ron McCormick letter
t
RESOLUTION NO. 92-
A RESOLUTION ADOPTING THE "ASHLAND FOREST PLAN"
RECITALS:
A. A City Council Goal for 1991-1992 was to establish a forest
management plan.
B. The attached "Ashland Forest Plan" prepared by R.J.McCormick
and Associates meets that City Council goal.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Ekhibit "A", the "Ashland Forest Plan" prepared by
R.J. McCormick and Associates dated May, 1992 is adopted as the
guiding document for managing City of Ashland forestlands.
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
2nd day of June, 1992.
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992.
Catherine M. Golden, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
I�
EXHIBIT "B"
MCCORMICK & ASSOCIATES '
�una9unenl, lea�ta�zi/i anc��ousEuJ eonsuCtonEi
r
160 Grouse Crcek Road
_ 1 Grants Pass,OR 97526
' - ' _�
Steve Hall , Director (503)474-3041
'
City of Ashland ( —�' (503)476-6867 FAA
Department of Public Works ' Aay 18, 1992
20 E . Main St . _
Ashland, OR 97520
Dear Steve :
Per City Administrator Brian Almquist ' s request , here is a short
list of priority projects set forth in the Forest Plan that
should and could be completed this calendar year.
They are specific, on-the-ground projects that will have high
fire control payoff with minimum expenditure . I have also
suggested several administrative actions that should help move
the plan toward implementation.
PROJECTS
• Complete parcel 10 fuel break. (Forest Plan, page 64 ) .
• Continue to chip or burn roadside slash piles , (page 59 ) .
• Provide fuel reduction advice and recommendations to City
residents in or near the interface, either directly or through
the Oregon Department of Forestry.
• Implement granite pit reclamation. This is to correct
existing erosion problems, and for reasons of image and
credibility (pages 56, 57 ) .
ADMINISTRATIVE ACTIONS
• Form the Forest Plan Citizen Board of Directors (pages 42 and
50 ) .
• Form a City forest plan management team, including but not
limited to, the Director of Public Works, Fire Chief , Police
Chief , City Engineer , Planning Director and Park and Recreation
Director . This team would meet when integrated land or resource
recommendations or decisions are needed. (Page 49 ) .
• Amend the 1929 Cooperative Agreement with the USDA to more
clearly authorize and facilitate the City' s use of Forest
Service resource specialists on a cost reimbursable basis (page
43 ) .
I hope the above will be of help. Even though the contract is
completed, I am very interested to see the plan implemented.
Please call me if you have any questions , or would like
additional explanation or interpretation of any of the plans
recommendations .
Sincerely,
Ronald J. McCormick
cc. Mary Smelter, District Ranger
I
May 26, 1992
Dear Property Owner,
The city limits of Ashland include approximately 1190 acres
of forest and brush lands. This area has been defined as
"wildfire land" within the city comprehensive plan. _ Your
property is located within this area and will require significant
wildfire protection services. The. Ashland Fire Department
provides fire protection for all structures within the city
limits, however, the department's wildland fire suppression
capabilities are inadequate to combat a major wildland fire. The
Oregon Department of Forestry can provide significant wildland
fire suppression capabilities, including aerial . retardant planes,
helicopter water buckets, heavy equipment and specialized
firefighting crews. To reduce the impact of a catastrophic
wildland fire involving homes and properties within the City of
Ashland, we are requesting the assistance of the Oregon
Department of Forestry to augment fire protection services in the
City of Ashland. Our analysis of the Oakland, California
conflagration of October 1991 suggests that forestry fire
protection resources could largely improve our community's
success in combating a major wildfire within the City. The last
seven years of drought in the Ashland area, coupled with the
extremely high fuel load in our wildland areas, have created a
major risk of wildfire. A wildfire occurring along the urban-
wildland interface, which is the wildland area stretching from
Ashland Mine Road to Tolman Creek Road along the city boundary,
will quickly spread up-slope into our watershed. The loss of the
Ashland Watershed due to wildfire is of grave concern to all of
US.
The City of Ashland has relied on forestry fire protection
resources in planning for forest fires within our 1000 acres of
wildland in and adjacent to the Ashland Watershed. It seems
prudent to follow a similar plan in providing for fire protection
within the wildland areas of our city. The potential fire
suppression costs, should a major wildland fire occur and
forestry resources be utilized, would easily run several hundred
thousand dollars. In addition to the high cost of ground
operations, the cost of a single aerial fire retardant drop is
$4000. The property owners of the involved properties would be
financially responsible for these costs. The Aubrey Hall fire of
1990 in Bend, Oregon, went over 3 million dollars in fire
suppression costs. .
The Oregon Department of Forestry assesses a fire patrol
assessment on landowners within wildland areas. These charges
average approximately $28. 15 annually for a 50 acre parcel
without structures. Parcels under 33 acres without structures
would be assessed at $18.90 annually. Parcels with structures
would be assessed a $50.20 annual fee, in addition to the base
charge for the parcel. These revenues are placed into a fire
suppression fund, which the Oregon Department of Forestry uses to
help finance the cost of firefighting operations. Once the fire
patrol assessment is paid, the property owner will receive fire
suppression services from the Oregon Department of Forestry
without further charge unless the property owner was clearly
negligent in causing the fire to occur. In addition to fire
suppression services, the Oregon Department of Forestry will
provide consultation and guidance to residents on reducing the
risk of wildfire on their properties. Experience has shown that
the presence of structures severely limits the variety of fire
control tactics available to fire suppression agencies. In
addition, the existence of structures significantly increases the
propensity for fire occurrence, and the liability risk to fire
control forces.
The City of Ashland has the authority under state law to
request the implementation of the fire patrol assessment within
the wildland areas of the city to provide adequate fire
protection services to its residents. Given the potential for
enormous fire suppression charges, an arrangement with the Oregon
Department of Forestry seems a logical alternative.
A public hearing on this issue has been scheduled for
Tuesday, June 2, 1992 at 7:30 PM in the Civic Center Council
Chambers, 1175 E. Main Street. All affected property owners are
encouraged to attend.
sincerely,
Keith E. Woodley
Fire Chief
RESOLUTION NO.
A RESOLUTION REQUESTING THE OREGON DEPARTMENT OF FORESTRY TO
PROVIDE WILDLAND FIRE PROTECTION WITHIN CITY LIMITS OF ASHLAND
RECITALS:
A. The Oregon Department of Forestry has the authority under ORS
477.225 to designate wildlands within the Ashland city limits as
forest lands. On such designated forest lands the Department of
Forestry provides fire suppression, pre-suppression or prevention
services.
B. Before the Department of Forestry will designate forest lands
within the city limits, it desires the City of Ashland to request
such designation.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. . The Oregon Department of Forestry is requested to
designate all that property lying within the corporate city
limits of the City of Ashland described on the attached Exhibit A( '-
as forest lands and to provide fire protection to such lands as
specified by law.
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
second day of June, 1992 .
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992 .
Catherine M. Golden, Mayor
R
T'ewto form:
Paul Nolte, City Attorney
(p:ord\fireui(d.res)
�l
EXHIBIT A
All that area lying within the corporate city limits of the City of Ashland, Jackson County,
Oregon lying southerly of the following described course:
Commencing at the intersection of the City limit line with the northwesterly right of way
of Lupine Drive; thence northerly along the, northwesterly right of way of Lupine Drive to the
westerly right of way of Greenmeadows Way; thence northerly along the westerly right of way
of Greenmeadows Way to the northerly right of way of Bellview Avenue; thence along the
northerly and westerly right of way of Bellview Avenue to the southerly right of way of Siskiyou
Boulevard; thence northwesterly along the southerly right of way of Siskiyou Boulevard to the
westerly right of way of Clay Street, thence southerly along the westerly right of way of Clay
Street to the south right of way of Mohawk Street; thence west along said south right of way of
to the east right of way of Mary Jane Avenue; thence south along said east right of way to the
south right of way of Mohawk Street; thence west along the south right of way of Mohawk
Street to the northeast corner of Lot 1, Block.10 of Terra Linda Subdivision No. 2 to the City
of Ashland, thence south along the east boundary of said Block 10 to the northerly right of way
of Crestview Drive; thence northwesterly along the northerly right of way of Crestview Drive to
the east right of way of Hillview Drive; thence north along said east right of way to the south
right of way of Peachey Road; thence west along said south right of way to the west right of way
at Walker Avenue; thence north along said west right of way to the north right of way of
Woodland Drive; thence westerly along said north right of way to the west right of way of
Leonard Street; thence northerly along said west right of way to the north right of way of
Madrone Street; thence leaving said rights of way in a northwesterly direction to the south right
of way of Ashland Street at its intersection with the east right of way of Roca Street; thence
west along the south right of way of Ashland Street to the west right of way of Terrace Street;
thence north along said west right of way to the north right of way of Summit Street; thence
east along said north right of way to the west right of way of Hillcrest Street; thence north
along said west right of way to the southerly right of way of Vista Street; thence northwesterly
along said right of way to the west right of way of Fork Street; thence northerly along said west
right of way to the southeasterly right of way. of South Pioneer Street; thence southerly along
said southeasterly right of way to the south boundary of D.L.C. No. 40; thence west along the
south boundary of D.L.C. No. 40 to the centerline of Ashland Creek; thence southerly along
said centerline to the north right of way of South Pioneer Street; thence westerly along said
north right of way to the westerly right of way of Granite Street; thence northerly along said
westerly right of way to the southerly right of way of Nutley Street; thence westerly along said
southerly right of way to the westerly right of way of Scenic Drive; thence northerly along said
westerly right of way to the south right of way of Wimer Street; thence along said south right of
way to the westerly right of way of Thornton Way; thence northerly along said westerly right of
way to an intersection with the city limits of the City of Ashland also being the northeast corner
of Lot 9, Block 1 of Franeva Heights Subdivision, being the terminus of this line and containing
approximately 1190 acres.
v Of �h
memorandum
OREOCt�
May 28, 1992
n. Brian Almquist, City Adminstrator
Aram: Steven Hall , Public Works Director
ix�7Et Urban Runoff Water Quality Program Plan
ACTION REOUESTED
City Council :
A. Conduct a public hearing for the Urban Runoff Water
Quality Program Plan.
B. Approve the attached resolution adopting the Program
Plan with modifications as required by City Council.
SPECIAL NOTE
The appendices to the report are not included to save paper. If
you wish all or some of the apendices, please ask Rhonda for
copies.
BACKGROUND
The Federal Clean Water Act requires all agencies over 200, 000
population to provide the Department of Environmental Quality
(DEQ) with a storm drain program plan by June 1, 1992 .
Unfortunately, since Bear Creek is a "Water Quality Limited
Stream", all agencies on Bear Creek are required to meet that
same time limit.
The Environmental Quality Commission (EQC) has set Total Maximum
Daily Loads (TMDLs) for Bear Creek. The EQC requires "Jackson
County, the incorporated cities, and the Departments of Forestry
and Agriculture to submit their program plans before June 1,
1992 . "
DEQ has indicated that they will allow the Rogue Valley until the
end of June, 1992 , to submit a Program Plan.
The document has been prepared jointly by the Rogue Valley
Council of Governments and the Cities of Ashland, Talent,
Phoenix, Medford, Central Point and Jacksonville.
There are requirements of the City for implementing a testing
program and possible projects to correct any problems discovered
during the testing program. The initial testing program should
be completed within 60 days. Additional testing will be done
after the first rains this fall to evaluate critical runoff
conditions when nutrient and waste loading is at the highest
amount. We cannot determine the needs for corrective projects
until the initial testing program is completed.
The City Engineering Division has mapped the storm drainage
system on the computor and we have an aggressive street sweeping
program. With the purchase of a vacuum street sweeper next
fiscal year, we will begin a program of annual catchbasin
cleaning utilizing a special attachment to "vacuum" catchbasins.
Ashland was a leader in the State of Oregon utilitzing the catch
basin stencil program two years ago. We will continue to build
on our public information program through the utility bill
newsletter and public service announcements.
DEQ has been involved in reviewing the Program Plan and indicated
that the Program Plan is acceptable.
Staff recommends approval of the resolution and plan.
cc: Eric Dittmer, RVCOG
Jim Olson, Assistant City Engineer
Pam Barlow, Administrative Assistant
Jerry Glossop, Street Superintendent
encl: Resolution
Draft Program Plan
RESOLUTION NO. 92-
A RESOLUTION ADOPTING AN "URBAN RUNOFF WATER QUALITY PROGRAM
PLAN" .
RECITALS:
A. The State of Oregon Environmental Quality Commission (EQC)
has established Total Maximum Daily Loadings (TMDLs) for Bear
Creek under ORS 468.735.
B. The EQC requires "Jackson County, the incorporated cities,
and the Departments of Forestry and Agriculture to submit their
program plans before June 1, 1992 . "
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Exhibit "A" is adopted as the City of Ashland "Urban
Runoff Water Quality Program Plan".
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
2nd day of June, 1992.
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of June, 1992.
Catherine M. Golden, Mayor
RR��orm:
Paul Nolte, City Attorney
°EXHIBIT All
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
URBAN RUNOFF WATER QUALITY
PROGRAM PLAN
A Plan For Achieving Total Maximum Daily Loading Goals For Bear Creek, Jackson County
I. INTRODUCTION
A. Purpose
Bear Creek, a major tributary to the Rogue River in Jackson County,typically
exceeds certain water quality standards relating to nutrients as well as
temperature and bacteria. The sources of the contributing contaminants
include point sources such as the Ashland Wastewater Treatment Plant and
log ponds as well as such non-point sources such as urban and agricultural
runoff and failing septic systems. A map of Bear Creek and its watershed is
shown in Figure 1.
The City of Ashland recognizes its role and involvement in local cooperative
efforts to minimize environmental impacts in the Bear Creek Valley. The
Oregon Department of Environmental Quality, following initial water quality
monitoring of Bear Creek and its tributaries, has designated Bear Creek as
"Water Quality limited" due to excessive nutrient loadings, particularly
phosphate (Appendix A).
In order to fulfill its obligations to the overall water quality effort, the City of
Ashland is prepared to proceed with the completion of this program plan and
the initiative of the steps outlined. Notification of this process requirement
was received September, 1990 (Appendix Az).
The purpose of this plan is to describe the way in which local agencies and
individuals will approach the problem of pollutants' contribution to Bear
Creek. Included in the plan will be the methodology for the determination
of:
1) nature and extent of urban contribution of nutrients;
2) the sources of those contaminants,
3) alternatives available to reduce those sources, and
4) costs and feasibility of selected alternatives.
An approach to solve the problems will be formulated for consideration.
BEAR CREEK DRAINAGE BASIN
CENTRAL.
OINT EXPLANATION
• NATURALDRAPNAGESYSTEM
'�'••, �•�. - ......••••• IRRIGATION DISTRIBUTION
SYSTEM
• BEAR CREEK DRABJAGE BASIN
t
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FIGURE 1
W017/DEOPLAM.F92 - page 5
Urban Runoff Water Quality
Program Plan
May 1992
The urban runoff program plan for the Bear Creek Valley is part of a
combined effort to reduce overall pollution in Bear Creek. Successful
implementation of each urban runoff program plan, when combined with
effective program plans from other sources, should assure that nutrient
contributions to Bear Creek will not exceed the limits noted by DEQ as
"Total Maximum Daily Loads" (TMDLs). TMDLs are given for subsections
of the stream as outlined in the official correspondence from the
Environmental Quality Commission (EQC).
B. Preparation Approach
In order to achieve these goals, coordination among the various agencies preparing
program plans is essential. The Rogue Valley Council of Governments (RVCOG)
is currently acting as a liaison coordinating local agency response with the
Department of Environmental Quality (DEQ) which is the enforcing authority.
Every effort will be made to consolidate the program planning process among
responsible agencies as much as possible.
C. Plan Organization
The format of this Program Plan is derived from the document "Guidance for
Non-Point Source Watershed Management Plans' prepared by the Department of
Environmental Quality in November, 1990 (Appendix A3). The outline includes:
1) problem statement
2) control strategy, including
a) goals and objectives
b) plan of action
c) monitoring and evaluation plan
d) periodic reviews
e) information and education
f) budget
g) reporting
h) agreement
Page 6
Urban Runoff Water Quality
Program Plan
May 1992
II. PROBLEM STATEMENT
A. Physical Setting
1. The Watershed
The following physiographic data pertains to the Bear Creek Valley area of
Jackson County generally defined by the Rogue River on the north, the
Siskiyou mountains on the south, and the coastal and Cascade mountains on
either side as shown on Figure 1.
Climatic conditions include typical temperature highs from over 100 degrees
F in middle to late summer to lows of less than 20 degrees F in winter.
The Bear Creek watershed includes 289 square miles. Bear Creek begins at
the confluence of Emigrant Creek and Neil Creek south of Ashland and flows
northward approximately 25 miles before exiting into the Rogue River north
of Kirtland Road.
The average rainfall, as measured at the Medford airport by the National
Weather Service, is 19.84" annually. Figure 2 shows annual rainfall over the
past 80 years as measured at the Medford Airport.
It is important to note the variation in the annual average calculations done
by the National Weather Service (done every ten years and based on the
previous 30 years record). Data collection began in our area around 1910, so
the first 30 years' record resulted in an 18.05 annual average figure used in
the 1940's.
Flows in Bear Creek have exceeded 10,000 cubic feet per second (CFS)
during high water as recently as December, 1981 as measured by the USGS
Gauging Station in Medford. Conversely, summer flows during late summer
in "dry" years have been as low as 5 cfs in July. A record of Bear Creek
summer flows charted by the USGS in Medford is shown in Figure 3. Note
the impact of stored water enhancing summer volumes.
Land uses are composed primarily of agricultural and urban uses as shown in
Appendix B.
A population of 146,400* resides in Jackson County with approximately 90,000
living in the Bear Creek Valley (RVCOG estimate). Jackson County
population growth is expected to approach 180,000 by the year 2000,
according to County Planners. The population of the city of Ashland is
17,060, based on Portland State University data. Ashland population is
expected to be about 19,000 by the year 2000.
Page 7
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page 9
Urban Runoff Water Quality
Program Plan
May 1992
2. Sources and Availability of Existing Water
a) History
A summary of the history of water resource development is
included in Appendix C.
b) Stored water
The Bear Creek watershed has developed through storage
projects including Hyatt, Howard Prairie, Reeder, Fish, Four
Mile, and Agate Reservoirs. They are managed for domestic,
flood control,agricultural,'industrial,fish and wildlife,and other
beneficial uses by the local irrigation districts and water
districts. In some cases the Bureau of Reclamation and the
U.S. Army Corps of Engineers are also involved.
Approximately 50% of Bear Creek flows are imported from the
Klamath Basin. Natural stream flows in Bear Creek typically
ended in early June.
B. Water Quality Problems
Water quality standards for Bear Creek is shown in Table 1. Interim
nutrient allocations as summarized by Brown & Caldwell in the
Ashland Program Plan are shown in Table 2.
TABLE 1
PCMILTAW s mDMO
Bacteria <200 colonies/100 ml
1991 fecal coliform (log mean average of 5 samples
<134 colonies / 100 ml
after 1991 Enterococcus
Temperature
Suspended Sediment No standard
TurbidilX No standard
Dissolved Oxygen Minimm saturation = 90%
95% in salmonid areas
PH 6.5 - 8.5
Nutrients - see Table 3 for interim levels
Page 10
Urban Runoff Water Quality
Program Plan
May 1992
Table 2
Interim Waste Load Allocations to Bear Creek
BEAR CREEK ROUNDS PER DAY :!
,„POLLUTANT PERIigD BTREAM Q' ,
cfs jppd) I.>m1t
Total P May 1-October 1 all flows 100
BODS November 1 >30 150
April 30 225
300
450_
600
700
CBOD May 1 10 161
November 15 10 - 15 161
15 - 30 161
Ammonia May 1 - 10 161
10 - 15 161
15 - 30 161
30 161
Chlorine All year X10 6.8
10 - 30 6. 8
30 - 60 6.8
60 6.8
The water quality problems of Bear Creek and its tributaries include violations of fecal
coliform (and enterococci) indicator bacteria temperature, and various contaminants
relating to nutrients including phosphates, ammonia, biochemical oxygen demand and
dissolved oxygen. Fecal coliform levels have decreased dramatically over the past ten
years based on data developed by RVCOG and other agencies. However, DEQ data on
enterocwcci (a proposed new health indicator) show continued bacterial violation
consistently along Bear Creek. Sediment levels have remained proportional to rainfall
and runoff. A summary of the water quality aspects of Bear Creek in general is shown
on Appendix CZ.
A summary of Bear Creek nutrient status is shown in a paper prepared by DEQ in
Appendix D.
The excessive nutrient levels can adversely impact the beneficial uses of Bear Creek by
depleting oxygen levels to the point of degrading fish and riparian habitats, promoting
excessive moss growth in irrigation water and requiring additional water treatment before
municipal use is allowed.
Page 11
Urban Runoff Water Quality
Program Plan
May 1992
Water quality problems of Bear Creek and its tributaries include violations of fecal
coliform(and enterococci)indicator bacteria, temperature,and various contaminants
relating to nutrients including phosphates,ammonia,biochemical oxygen demand and
dissolved oxygen. Fecal coliform levels have decreased dramatically over the past ten
years based on data developed by RVCOG and other agencies. However, DEQ data
on enterococci (a proposed new health indicator) show continued bacterial violation
consistently along Bear Creek. Sediment levels have remained proportional to
rainfall and runoff. A summary of the water quality aspects of Bear Creek in general
is shown on Appendix C2.
A summary of Bear Creek nutrient status is shown in a paper prepared by DEQ in
Appendix D.
The excessive nutrient levels can adversely impact the beneficial uses of Bear Creek
by depleting oxygen levels to the point of degrading fish and riparian habitats,
promoting excessive moss growth in irrigation water and requiring additional water
treatment before municipal use is allowed.
Beneficial uses assigned to Bear Creek by the Oregon Water Resources Commission
in the Water Quality Management Plan for the Rogue Basin (1976) are summarized
in Table 3.
TABLE 3
BENEFICIAL USES FOR BEAR CREEK WATER (MAINSTREAM) INCLUDE:
" industrial water supply irrigation
* livestock watering ' anadromous fish passage
` resident fish and aquatic life ' salmonid fish rearing
* wildlife, hunting salmonid fish spawning
' fishin * boating
* water contact aesthetics
Fish rearing and spawning appear to be the most sensitive beneficial uses now being
impaired due to excessive nutrient concentrations, inadequate water quantity (flow) and
excessive temperatures.
Page 12
Urban Runoff Water Quality
Program Plan
May 1992
Most of the phosphate loading in the upper Bear Creek has been attributable to the
Ashland Wastewater Treatment Plant. However, DEQ has stated that it appears TMDL
goals cannot be met in Bear Creek without appropriate reductions from other sources,
including agriculture.
C. Institutional Infrastructure
Several local and state agencies are involved with surface water quality issues in Jackson
County. The Department of Environmental Quality (DEQ) is responsible for enforcing
state and national water quality laws and represents the Environmental Protection Agency
(EPA) by agreement in Oregon.
The Bureau of Reclamation is involved in the operation of major reservoirs including Hyatt,
Howard Prairie and Emigrant along with many of the irrigation distribution facilities for
which bonded indebtedness exists. The U.S. Army Corps of Engineers is involved in the
regulation of discharges from local reservoirs for flood control purposes. Involvement of
these agencies may be essential should changes in irrigation be included in alternative
reviews.
The Oregon Department of Water Resources regulates water rights and can control flows
in natural streams and tributaries. The Oregon Department of Fish and Wildlife regulates
fish habitat and riparian conditions in waters of the state. Both agencies are concerned
about the amount of water in Bear Creek as well as quality.
The state and local law enforcement agencies are also empowered to enforce state and local
environmental laws. They include state police, county sheriffs, and city police departments.
The Rogue Valley Council of Governments was designated as the "Lead Management
Agency for non-point source water quality planning under Section 208 of the Clean Water
Act. Updates of the Act continue to support non-point source water quality efforts and the
RVCOG remains the principle planning and coordinating agency in the Bear Creek Valley
area. A Water Quality Advisory Committee (WQAC) has been instrumental in guiding the
local effort since 1975. A subcommittee of the WQAC was formed to specifically address
the need to include every local entity directly affected by the DEQ nutrient issue. A list of
the Nutrient Subcommittee members is found in Appendix E.
Local agencies involved in point and non-point water issues include the cities along Bear
Creek (Ashland, Talent, Phoenix, Medford, and Central Point), a city on a tributary to Bear
Creek (Jacksonville), as well as Jackson County (See Figure 1).
Page 13
Urban Runoff Water Quality
Program Plan
May 1992
The Bear Creek Valley Sanitary Authority(BCVSA) is the special district formed to provide
sanitary sewer service to urban and rural areas and transport the sewage to a regional
sewage treatment plant operated by the City of Medford to serve those agencies contributing
waste water to the system. These agencies presently include Jacksonville, Medford, Central
Point, Phoenix, Talent, and Jackson County.
Other special purpose agencies involved include three irrigation districts: Talent Irrigation
District, Medford Irrigation District and Rogue River Valley Irrigation District. The
Jackson Soil and Water Conservation District functions as a locally run arm of the Soil
Conservation Service and is also the designated Agricultural Water Quality Promotion
Agency for the Bear Creek Valley.
The Oregon State University Extension Service provides agricultural practices and
educational promotion of agricultural "Best Management Practices" (BMP) in cooperation
with Jackson County, irrigation districts, and professional and private farmers.
III. CONTROL STRATEGY
A. Goals and Objectives
The immediate goal is to prepare a workable plan which will describe an approach
for identifying and achieving successful reductions of the City of Ashland's share of
nutrient contributions to Bear Creek. Where possible, this will be a coordinated
effort similar in all affected urban runoff situations with interagency cooperation.
The long term goal is to achieve and protect beneficial uses of water in Bear Creek.
In order to achieve the above goals, the overall effort must determine:
1) the role to which the City of Ashland contributes to violations of the TMDL
limit in Bear Creek;
2) the urban practice(s) which contribute to the TMDL and other violations;
3) the alternatives such as public education and adoption of Urban Best
Management Practices (BMPs) available to ensure that the city of Ashland's,
share of local allocations are not exceeded;
4) the selection of one or more alternatives which achieve water quality goals in
the most feasible and cost effective manner;
Page 14
Urban Runoff Water Quality
Program Plan
May 1992
5) an implementation strategy with an appropriate time frame;
6) the effectiveness of the implementation strategy in achieving the goals.
The objectives of the plan include interim objectives as shown below:
1) Interim objective one is the establishment of a water quality monitoring
program in 1992 which addresses goal#1 beginning with conductivity readings
followed as needed by certified laboratory analyses of nutrient parameters
first for conductivity, then including phosphate, nitrate, BOD, DO, and
temperature as needed.
Of critical importance is a continued monitoring by DEQ repeating work done
August, 1988 and February, 1991 during:
a) non-irrigation periods and,
b) high runoff water periods.
2) Interim objective two is the determination of the most likely source(s) types
of urban runoff which contribute to excessive nutrients (if any).
Completion date will be March 1, 1993. Problems will be prioritized and a
coordinated approach will be developed for all cities.
The overall objective will be to adopt an appropriate combination of storm drain
controls, passive treatment, public education practices, urban BMPs, city ordinances,
or other methods to meet the target TMDL limits set by DEQ.
B. Plan of Action
The City of Ashland will participate in a cooperative effort of evaluating local
sources of nutrients to determine the nature and extent of each nutrient source,
including that within the city of Ashland. Once excessive nutrient generation (if any)
is verified, the City of Ashland will proceed with the following plan of action
beginning with the evaluation of available control options outlined below.
1. Available Control Options
The options available to reduce urban nutrient contributions to Bear Creek
and its tributaries include the following:
a) an investigation of the design and condition of the sanitary sewer
system and storm drain systems to determine the nature and extent of
sewage.entering natural drainages rather than being transported to the
regional treatment plant. Should this be found a problem, the City of
Ashland would repair and upgrade the system as needed.
Page 15
Urban Runoff Water Quality
Program Plan
May 1992
b) an investigation into the nature of effluent entering the City of
Ashland storm drain system (which exits into natural streams)
including that from industry and private citizen sources. Should the
nature of storm drain usage contribute significant nutrient loadings, the
City of Ashland would work with the individual sources to promote
appropriate pre-treatment practices. Individual citizens could be
encouraged to be more aware of their contributions to nutrient
loadings and how to minimize those contributions around the home.
c) recognizing the phosphate soap limitations now in State Law for
industry and private citizens applicable to soap products used where
runoff could enter the storm drain system including car washes, auto
detailing shops and any commercial areas hosing down driveways and
parking lots as well as private citizens washing cars. The City of
Ashland has adopted an overall phosphate soap ban (Appendix J) to
minimize phosphate contributions in sanitary sewers and storm drains.
d) adopting (or refining existing) erosion control ordinances.
e) investigating the benefits of passive treatment facilities below areas of
urban nutrient contributions to allow for natural cleaning of runoff
including facilities designed to clean "first flush" storm water events
and/or all urban runoff.
f) flow augmentation for Bear Creek through agreement with local water
management agencies arranging for additional flows (when available)
in Bear Creek to dilute the concentration of any nutrient contribution
to Bear Creek.
g) implement in-stream improvements to reduce the biochemical oxygen
demand in the stream and/or restoring oxygen levels in Bear Creek
(examples include new riffles and harvesting algae).
h) public awareness promotion to educate citizens on preventing
unnecessary nutrient contributions in storm drains and natural
channelways.
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Urban Runoff Water Quality
Program Plan
May 1992
2. Process for selecting option(s)
The criteria for selecting one or more of the alternatives listed above include:
1) Will an alternative achieve treatment and/or reduction goals--alone or
in concert with other alternatives?
2) Is the alternative technically feasible?
3) Is it legal and likely to remain legal?
4) Does it give the city the control it desires?
5) Is the alternative acceptable to other participating agencies?
6) Does the total cost compare favorably with other alternatives?
7) Other factors.
Other factors in evaluation of alternatives include total cost, reliability,
flexibility under various conditions/seasons, and environmental impacts.
The City of Ashland plans to utilize this criteria to select appropriate interim
and/or long term alternative(s) for those pollution sources contributing
measurably to the nutrient loading of Bear Creek.
Should any passive treatment facility be included in selected alternatives or
pilot studies, water quality nutrient monitoring will determine existing
conditions prior to installation of the proposed facility or pilot study. Water
quality data will be evaluated annually at the end of the winter season (April
1) if it is determined that the City of Ashland storm drainage system
contributes meaningfully to the nutrient loadings of Bear Creek.
3. Interim Activities
Representatives of all urban runoff sources met early in 1992 and agreed to
continue, refine, or initiate the following nutrient control activities as soon as
possible and assess the benefits on an interim basis.
a) Administration
development and refinement of storm and sewer line and surface water
mapping including outfalls to Bear Creek or tributaries
Page 17
Urban Runoff Water Quality
Program Plan
May 1992
b) Facility Review
1. development and refinement of inspection and maintenance
program for storm and sewer lines
2. verifying storm and sewer lines are used for their intended
purpose and that unnecessary nutrient loadings are not entering
the storm drain system
3. completing a"windshield"survey(along the lines of"streamwalk
approach"suggested by DEQ) to find likely sources of nutrients
entering the storm drain or natural streams in a city (Appendix
F)
4. maintaining and enhancing, as needed, the street cleaning
program
c) Public Awareness
1) preparing written information for media (and billing)
distribution of
a) the vulnerability of natural streams to pollution via storm
drains
b) the need to minimize over-watering and chemical use on
lawns
c) the role of urban citizens can help improve Bear Creek water
quality
2) increasing public awareness on leaf pick-up service to minimize
time leaves remain in city gutter lines
3) promoting commercial user awareness of the need to clean out
storm drain catch basins which only work if properly maintained
Should an option require verification of its effectiveness (such as a new passive
treatment facility), the city of Ashland will initiate a pilot study within 6 months of
selecting that alternative. That evaluation should be studied for 2 full years to verify
its effectiveness.
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Urban Runoff Water Quality
Program Plan
May 1992
Assuming acceptance of this program plan by July 1992, the city of Ashland proposes
the following timeline:
• Completion of a source inventory
(including confirmation by DEQ) 10/31/92
• Selection of interim alternative(s) 10/31/93
• Initiation of a pilot study (if needed) 3/31/94
• Completion of pilot study 3/31/96
° Selection of final options 6/31/96
• Implementation of approved alternatives 3/31/97
or 95
• Completion of objectives 3/97 or 3/95
• Annual reviews/reports April of each year
• Every two years - add # years, report to DEQ for 305-6 report
4. Other Controls
5. Responsibility
The City of Ashland is responsible for selecting and implementing appropriate
options which will achieve stated goals. Because of the limited technical
resource staff available, the City of Ashland is requesting that DEQ field and
laboratory water quality staff continue the 1988-91 nutrient investigation
monitoring if possible.
The Rogue Valley Council of Governments will continue to plan coordination
among the various cities, Jackson County, industry and agricultural agencies
preparing program plans. However, each entity has the final responsibility for
the success of their plan within their jurisdictions.
6. Authorities
The City of Ashland has the authority to implement those components of the
plan within its city limits. State laws covering water quality problems such as
"Offensive Littering" (ORS 164.775 et seq.) cover all aspects of water
pollution. In addition, the protection of established beneficial uses in Bear
Creek provides DEQ with the necessary authority to oversee a basin-wide
water quality promotion and enforcement effort outside the city limits of the
City of Ashland.
No additional authority is expected to be required to implement the strategy.
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Urban Runoff Water Quality
Program Plan
May 1992
C. Monitoring and Evaluation Plan
The purpose of monitoring will be to have quantitative and/or qualitative measure of
conditions and progress toward goals.
1. Parameters
The monitoring strategy includes the following components:
a) water quality monitoring including determination of present conditions,
verification of a nutrient contribution, as well as any specific
contributions, by the City of Ashland and determination of progress
toward the program goal. Parameters include: Phosphate, Ortbo
Phosphate, Dissolved Oxygen, Nitrate, Biochemical Oxygen Demand
(BOD), and conductivity and temperature.
As DEQ recommends, a "Streamwalk" approach will be used to
prioritize sites for more detailed monitoring. Conductivity
measurements at key urban runoff sites were begun by agricultural
entities in September, 1991 and by both agricultural and urban
agencies in March, 1992. The former occurred during irrigation
season; the latter, prior to the 1992 irrigation season. The results have
been sent to DEQ for review.
b) plan component monitoring of selected alternative(s)which are chosen
to achieve the goal.
c) monitoring of changing conditions such as growth or changing land
uses within the City of Ashland which could influence the progress
toward the goal.
d) monitoring of changing conditions in the watershed such as climate,or
changing water use patterns by agriculture which could affect the
achievement of the TMDL goal in a manner not under the control of
the City of Ashland.
e) monitoring of maintenance of the effectiveness of the plan in reducing
nutrients over the long term.
2. Schedule
Phase 1 of monitoring, the determination of present conditions, is already
partially completed by DEQ water quality staff.
Page 20
Urban Runoff Water Quality
Program Plan
May 1992
Phase 2 the monitoring of plan components, changing conditions within the
City of Ashland, and in the watershed will proceed in conjunction with the
plan implementation activities.
Phase 3 maintenance of the effectiveness of the plan implementation, will be
ongoing and adaptable to verify maintenance of achieved goals as the City of
Ashland and watershed conditions change.
The Rogue Valley Council of Governments will assist in data gathering from
other activities outside the city of Ashland to assure the success of Phases 2
and 3 above.
3. Monitoring Location(s)
The City of Ashland will inventory and monitor, using a conductivity meter
(available at Rogue Valley Council of Governments), any likely nutrient
sources within their jurisdiction to confirm the nature and extent of these
sources.
Additional water quality monitoring locations will be selected by the City of
Ashland.
Preliminary monitoring sites for each small city in the Bear Creek Valley have
been established, indicating the interrelationships of the cities and other
nutrient activities.
4. Types of Analyses (see Section IIICl)
D. Periodic Reviews
Periodic reviews of the plan, its progress and achievement and/or maintenance of its goals
will be done every year. The review will focus on:
° The satisfactory progress in implementing the plan.
° The results of the monitoring and evaluation element of the plan.
° A decision to continue as planned or modify the plan to reflect new information
concerning the successes and failures thus far in implementation.
Participants will include DEQ officials and other nutrient planning agencies as appropriate;
coordinated by RVCOG.
Page 21
Urban Runoff Water Quality
Program Plan
May 1992
E. Information and Education
1. Education
A major component of the nutrient reduction effort is the education of citizens on
the nature and extent of the nutrient problem in the Bear Creek Valley and within
the City of Ashland. The Rogue Valley Council of Governments already has a strong
public awareness effort covering all aspects of water quality in the Bear Creek
Valley. The city of Ashland will rely on RVCOG to continue that effort. An
example of 1992 water quality handouts distributed by the Medford Water
Commission is shown in Appendix H.
If specific problems caused by citizen activity in the City of Ashland are found,
educational materials will be developed and utilized as needed to enhance our
public's awareness of the problem and appropriate solutions. For example, if it is
found that citizens dumping yard clippings into backyard stream or changing
antifreeze in gutter lines contributes significantly to nutrient loadings, then handouts
will be utilized to instruct the public on more proper disposal techniques. The
current cooperative efforts of the local media in these matters will continue to be a
major public awareness tool.
The organization of public awareness materials will generally follow that outlined in
the original DEQ Guidance for information and education (I&E) as excerpted from
page 8 below:
"People that live, work, and recreate in the watershed need to hear about and
understand:
- What the water quality problem is.
- What they might be doing to cause or compound the problem.
- What needs to be done to correct the problem and how they play an
important role.
- What they may do to mitigate existing or potential problems.
- Where they can obtain assistance in correcting their share of the
problem
- What the environmental, health, economic, and social consequences
are if the problem is not corrected."
The typical population will be the citizens of the City of Ashland. The objective is
to clearly define the problem and available solutions in a manner that will convince
the well-meaning majority of our citizens to do the right thing. The actual products
of the I&E will not be known until a specific need is identified.
Page 22
Urban Runoff Water Quality
Program Plan
May 1992
2. Public Involvement
The city of Ashland will include the following public involvement aspects into
the development and preparation of the final program plan prior to submittal
for DEQ approval:
A properly noticed Public Hearing was held on June 2, 1992 to present
the final draft of the plan (including input from the WQAC and the
Study Session) to the City Council for adoption by resolution and
transmittal to DEQ for approval.
F. Schedule
The City of Ashland will work with other responsible cities in the Bear Creek Valley
to proceed approximately along the following schedule:
Staff Review of Draft Program Plan . . . . . . . . . . . . March - May '92
Coordination with Other Cities . . . . March '92 -
Staff Approval of Final Draft Urban Program Plan . . . . . May '92
Council Study Session . . . . . May '92
Council Adoption of Program Plan at Public Hearing . . . . June '92
DOD Review.of Program Plan . . . . . . . . . . . . May - Aug '92
DM Valley-wide Nutrient Monitoring . . . . . . . . . . . July '92
Implementation of Interim Alternatives . . . . . . . . . July '92 on
DBR Approval of Program Plan . . . . . . . . . . . . . September '92
DBQ Valley-wide Nutrient Monitoring . . . . . . . . . . February '93
Evaluation of Interim Alternatives Performance . . . . . Spring '93
Selection of Final Implementation Alternatives . . . . . Sniffier '93
Alternative Implementation Evaluation : . . . . . . . . . Summer '94
IV. BUDGET
A. Resources Needed
The resources needed to implement the interim alternatives shown in this plan are
available with the Street Fund of the City of Ashland. Technical assistance from
RVCOG and DEQ will also be available. The costs of activities over and above
these interim steps are not known at this time.
B. Funding Sources
The sources of funding which are now available to implement the plan include the
Street Fund of the city of Ashland and the planning assistance grant to RVCOG
from DEQ which is effective through the end of June, 1992. Other possible funding
sources could include:
Page 23
Urban Runoff Water Quality
Program Plan
May 1992
° further planning and implementation grants from DEQ (Section 319?)
° use of the State's existing revolving loan fund for water quality enhancement
projects
funds from a future storm water utility or other special assessments
° stream enhancement funds from Oregon Fish and Wildlife, Soil Conservation
Service, etc.
° education funds and resources from Oregon State University Extension
Service
° private (foundation) funds and grants.
The funds needed to prepare the program plan for DEQ review and approval are
expected to come from a combination of the City of Ashland Street Fund and
RVCOG Planning Grant from DEQ. Funds needed to implement the plan will be
assessed when the various options are being reviewed for feasibility and cost
effectiveness.
C. Reporting
The City of Ashland will report on the progress of this effort annually to DEQ.
DEQ will report monitoring results annually to the City of Ashland.
D. Signed Agreement
The signed agreement between the City of Ashland and DEQ covering the
implementation of the Watershed Management Plan will utilize the following
objectives:
reason for agreement
definition of lines of authority
° definition of lines of responsibility
° description of what is to be accomplished
time frame
° liabilities
agreement cancellation clause
The format will be guided by that shown in Appendix Il of DEQ's Non-Point Source
Guidance.
Data on land use, watershed and climatic conditions will be furnished to DEQ as
part of an annual reporting component of the plans. This information can be used
to adjust the implementation strategy of the plan as needed (with the approval of
DEQ).
Page 24
Urban Runoff Wafer Quality
Program Plan
May 1992
APPENDICES
URBAN RUNOFF
# TOPIC
Al DEQ TMDL DESCRIPTION
A2 DEQ TMDL NOTICE TO CITIES
B LAND USE
Cl HISTORY OF BEAR CREEK WATER DEVELOPMENT
C2 BEAR CREEK DESCRIPTION/WATER QUALITY
D BEAR CREEK NUTRIENT DETAILS (DEQ)
E WQAC NUTRIENT SUBCOMMITTEE
F STREAM WALK SUMMARY
G CONDUCTIVITY RESULTS
H PUBLIC AWARENESS HANDDOUT
J CITY OF ASHLAND PHOSPHATE ORDINANCE 2623
NOTE: APPENDICES NOT INCLUDED IN COUNCIL PACKETS. IF YOU WISH COPIES
PLEASE CONTACT RHONDA AT CITY HALL.
Page 25 (WQPIAN)URBAN
OF
Memorandum
OOEGO .
May 13 , 1992
ELI: Mayor and City Council
W
rum. Jill Turner, Director of Finance
piubjEt#: Budget
RECOMMENDATION: The budget committee recommends
passage of the ordinance levying taxes and
resolution appropriating expenditures.
Discussion: The attached ordinance and levy include
the changes made by the budget committee and a
suggested staff change. Staff is recommending that
the "Ski Ashland Trust Fund" contingency of $315, 000
be reduced to $15,000 with the balance being moved
to Materials and Services-Lease contracted services
and the Capital Improvement classification be
reduced and a corresponding increase in Materials
and Services of $50, 000. This more accurately
represents the agreements entered into by MAA.
The March 30, 1992 budget minutes are attached.
ORDINANCE NO. 92-
AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1, 1992, TO AND
INCLUDING JUNE 30, 1993, SUCH TAXES IN THE SUM OF $2,479,735 UPON ALL THE
REAL AND PERSONAL PROPERTY SUBJECT TO ASSESSMENT AND LEVY WITHIN
THE CORPORATE LIMITS OF THE CITY OF ASHLAND, JACKSON COUNTY, OREGON
THE PEOPLE OF THE CITY OF ASHLAND ORDAIN AS FOLLOWS:
Section 1. That the City Council of the City of Ashland hereby levies the taxes provided for
in the adopted budget in the aggregate amount of $2,479,735 and that these taxes are
hereby levied upon the assessed value for the fiscal year starting June 1, 1992, on all
taxable property within the City.
Section 2. That the City Council hereby declares that the taxes so levied are applicable to
the following funds:
General Fund $ 907,215
Cemetery Fund 155,600
Band Fund 45,900
Fire Equipment Serial Levy Fund 180,000
General Bond Fund (92 Water Bonds) 114,300
Recreation Serial Levy Fund 43,600
Parks and Recreation Fund 1.033.120 .
$ 2,479,735
The foregoing Ordinance was first read on the 2nd day of June 1992, and duly PASSED
and ADOPTED this 16th day of June, 1992.
Nan E. Franklin
City Recorder
SIGNED and APPROVED this day of June, 1992.
Catherine M. Golden, Mayor
Revi a o f
Paul Nolte, City Attorney
t
RESOLUTION NO. 92-
A RESOLUTION ADOPTING THE ANNUAL BUDGET AND MAKING APPROPRIATIONS
BE IT RESOLVED that the Ashland City Council hereby adopts the 1992-93 Fiscal Year Budget, now on file in
the office of the City Recorder.
BE IT FURTHER RESOLVED, that the amounts for the fiscal year beginning July 1 1992, and for the purposes
shown below are hereby appropriated as follows:
GENERAL FUND
Human Resources $ 72,310
Economic Development 240,380
Debt Service 110,000
Transfers Out 68,000
Contingency 176,320
Police Department 2,065,080
Municipal Court 144,230
Fire Department 1,504,750
Senior Program 161,910
Community Development 590,820
TOTAL GENERAL FUND 5,133,800
CEMETERY FUND
Personnel Services 98,950
Materials and Services 114,260
Capital Outlay 18,000
Debt Services 2,600
Transfers 500
Contingencies 15.000
TOTAL CEMETERY FUND 249,310
BAND FUND
Personnel Services 4,000
Materials 48,280
Contingency 1.720
TOTAL BAND FUND 54,000
FIRE EQUIPMENT SERIAL LEVY FUND
Personnel Services 130,000
Contingency 30.000
TOTAL FIRE EQ SERIAL LEVY FUND $ 160,000
t .
RESOLUTION NO. 92-
EMERGENCY 9-1-1 FUND
Personnel Services $ 40,910
Materials and Services 28,800
Capital Outlay 2,000
Contingency 790
TOTAL EMERGENCY 9-1-1 FUND 72,500
STREET FUND
Personnel Services 553,590
Materials and Services 898,740
Capital Outlay 91,000
Debt Service 15,500
Transfers 20,000
Contingency 45.370
TOTAL STREET FUND 1,624,200
WATER QUALITY FUND
Personnel Services 876,350
Materials and Services 768,500
Capital Outlay 2,163,010
Debt Services 5,200
Transfers 260,000
Contingency 150.000
TOTAL WATER QUALITY FUND 4,223,060
SEWER FUND
Personnel Services 455,720
Materials and Services 641,840
Capital Outlay 538,960
Debt Service 5,200
Transfers 110,000
Contingencies 62,000
TOTAL SEWER FUND 1,813,720
AIRPORT FUND
Materials and Services 25,500
Capital Outlay 13,000
Transfers 20,000
Contingency 4.000
TOTAL AIRPORT FUND $ 62,500
I
RESOLUTION NO. 92-
ELECTRIC UTILITY FUND
Community Development Department $ 477,370
Electric Department 7,508,420
Debt Service 10,500
Transfers Out 75,000
Contingency 275.000 .
TOTAL ELECTRIC UTILITY FUND 8,346,290
CAPITAL IMPROVEMENTS FUND
Personnel Services 1,000
Materials and Services 40,000
Capital Outlay 1,222,000
Debt Service 400,000
Transfers 6,000
Contingency 120.000
TOTAL CAPITAL IMPROVEMENTS 1,789,000
HOSPITAL CONSTRUCTION FUND
Capital Outlay 697.630
BANCROFT BOND FUND
Debt Service 445,000
Transfers 5 000
TOTAL BANCROFT BOND FUND 450,000
GENERAL BOND FUND
Debt Service 429.500
DEBT SERVICE FUND
Debt Service 151.000
ADVANCE REFUNDING BOND FUND
Debt Service 1,417,400
Transfers 22.600
TOTAL ADVANCE REFUNDING 1,440,000
HOSPITAL BOND FUND
Debt Service 148,600
RESOLUTION NO. 92-
CENTRAL SERVICES FUND
Administrative Department $ 460,980
Finance Department 939.480
Contingency 110,370
Public Works Department 488,460
Community Development 200.7101
TOTAL CENTRAL SERVICES FUND 2,200,000
INSURANCE SERVICES FUND
Personnel Services 14,000
Materials and Services 456,000
Contingency 490.000
TOTAL INSURANCE SERVICES FUND 960,000
EQUIPMENT FUND
Personnel Services 120,470
Materials and Services 356,200
Capital Outlay 462,700
Contingency 100.000
TOTAL EQUIPMENT FUND 1,039,370
CEMETERY TRUST FUND
Transfers 45.000
SKI AREA TRUST FUND
Material and Services 350,000
Capital Outlay 1,350,000
Contingency 15.000
TOTAL SKI AREA TRUST FUND 1,715,000
HOSPITAL FUND
Personnel Services 6,091,610
Materials and Services 4,163,630
Capital Outlay 2,575,500
Transfers 391,780
Contingencies 500.000
TOTAL HOSPITAL FUND 13,722,520
PARKS AND RECREATION FUND
Parks Division 1,371,930
Debt Service 4,500
Transfers 35,000
Contingency 8,000
Recreation Division 117.800
TOTAL PARKS AND RECREATION $ 1,537,230
RESOLUTION NO. 92-
RECREATION SERIAL LEVY FUND
Personnel Services $ 50,300
Materials and Services 43.600
TOTAL RECREATION LEVY FUND 93,900
PARKS CAPITAL IMPROVEMENTS FUND
Capital Outlay 179.500
PARKS AND RECREATION TRUST FUND
Materials and Services 750
Total Appropriations $ 48,338,380
This Resolution was READ and DULY.ADOPTED at a regular meeting of the City Council of the City of
Ashland on the 2nd day of June, 1992.
Nan E. Franklin, City Recorder
SIGNED AND APPROVED this_day of June, 1992.
Catherine M. Golden, Mayor
Rtj as o form:
Paul Nolte, City Attorney
H:\Jill\. \budga\Iw« .W
BUDGET COMMITTEE MINUTES
March 30, 1992
The meeting was called to order at 7 : 30 p.m. on the above date in
the Council Chambers by Vice Chair Hoffman. Present were Laws,
Williams, Acklin, Winthrop, Arnold, Golden, Meredith, Bashaw,
Hauck, Hoffman, Wenker, Riordan, and Allen arriving at 8:40 p.m.
Staff present were Almquist, Turner and Franklin, Huckins, Hall,
S. Laws, Police Chief Brown, Fire Chief Woodley, Fregonese,
Williams and Mickelsen.
Hoffman reviewed ground rules and order of the agenda items.
The Budget minutes of March 5 were accepted as presented.
PUBLIC WORKS SUBCOMMITTEE REPORT
Arnold asked that minutes reflect that Acklin, rather than
himself, suggested a discount for seniors. Laws noted that page
one, paragraph six, refers to .a statement he made and he was not
at the meeting.
ECONOMIC DEVELOPMENT SUBCOMMITTEE REPORT
Vice Chair Meredith briefly reviewed action taken by the
committee.
PUBLIC SAFETY SUBCOMMITTEE REPORT
Almquist said the $2,000 for weed abatement would be adjusted
within their budgets rather than an addition to them.
PARKS AND RECREATION. HOSPITAL AND BAND
The regularly scheduled meeting became a subcommittee meeting due
to lack of a quorum.
ELECTRIC SUBCOMMITTEE REPORT
Winthrop said page two, paragraph two, should reflect a comment
made by him, not a suggestion that the program be abolished.
CENTRAL SERVICES SUBCOMMITTEE REPORT
No changes.
Hauck moved to accept minutes of the subcommittee as a "record of
what happened" ; Arnold seconded. All AYES on voice vote.
Regina Stepahin, Vice President of the Ashland Lodging
Association, said members were polled and that with certain
conditions the association "although with serious reservations"
would not oppose the hotel/motel tax increase. The conditions
included having the arts funded, tourism and small business
development funded at the same level as last year, development of
Budget Committee Minutes 1 March 30, 1992
other money sources for next year and opening up the budget
process to more public input.
Jack Nicholson, 1575 Greenmeadows Way, urged the City to open up
its budget planning for public input at earlier stages in the
budget process and the Budget Committee should take a stronger
leadership role in the budget process. He said the City should
stop playing budget games and felt that the $600, 000 expenditure
for City offices and the proposed fire equipment serial levy of
$600, 000 for pumpers merit further comments.
Terry Koerner, co-owner of the Southern Oregon Reservation
Center, said the proposed one cent hotel/motel tax increase
amounts to taking the easy way out and picking on one group as a
way of raising more money. She said the tax increase could drive
tourists to stay outside the city limits.
Jack Blackburn, 805 Oak St. , said there is a large increase in
this budget and urged the committee to consider the economic
conditions around the country. He said people are leaving
because they can't afford to live here.
Public hearing closed.
PUBLIC WORKS
Acklin said things have to be kept affordable but the city's
infrastructure needs to be kept in place. Arnold said
eligibility by ordinance would allow for discounts for senior
citizens. Arnold said the $60, 000 in the budget for bikeways is
state money and can't be used for an else. Golden said she
had concerns of taking bikeway funds and using for general
alternate vehicle use. Golden urged the committee to not support
a transportation utility fee increase for additional paving and
does not support a storm drain fee increase. Golden expressed
concern with some of the costs involved in maintaining the city
shop and questioned whether it might. be wiser and less expensive
to contract this service out. She said the city might look at
putting meter readers on bikes or have them dropped of at reading
points, therefore ,saving the cost of two new pickups.
EQUIPMENT
Wenker said the subcommittee had reviewed this budget and had
recommended approval.
Williams said he would like to see replacement schedules reviewed
and a recommendation to look at by next year.
Wenker moved to approve Public Works budget; Hauck seconded.
Golden said she could not vote for the Public Works budget
because it was not as lean .as it could be; .there were many
Budget Committee Minutes 2 March 30, 1992
increases while others are asked to hold still . She said her
vote does not mean she is against equipment replacement.
Winthrop said he had concerns in particular areas. Riordan said
he has questions on every issue and does not feel comfortable
with this budget.
Voice vote on motion to approve Public Works budget: Laws,
Williams, Acklin, Winthrop, Arnold, Bashaw, Allen, Hauck, Wenker,
YES. Golden, Meredith, Hoffman, Riordan, NO.
Laws said there is a need to look at services the city provides,
look at every revenue, decide on a process and make a commitment .
that it takes place next year.
ECONOMIC DEVELOPMENT
Wenker declared she was chair of the Chamber Economic Development
Committee. Meredith declared being on the Board of Directors of
the State Ballet of Oregon. Neither receive compensation for
these positions. Acklin declared her husband as. being a
violinist with the Rogue Valley Symphony Association with some
compensation.
Golden said $15, 000 was proposed for business facilitation but it
was not the best year to expand and moved to fund business
facilitation at last years level of $6, 000 with a possible
increase next year; Winthrop seconded.
Meredith said motion passed in subcommittee to hold 35% of
hotel/motel revenue for Economic Development.
Winthrop said the Visitors & Convention Bureau has done a
wonderful job of promoting, but if cut backs have to be made they
should be taken from OSF and VCB.
Wenker said the business community must be strong, a lot of
volunteer hours have been put forth and the proposed $15,000
should stay. Hauck agreed and said the $15, 000 should be kept to
enhance their effort and should be a high priority. Laws also
agreed and said the budget is up 8.4% over last year, there is a
way to pay because of transfer form Water Bond savings and
possible insurance savings and there is a need to move toward
economic diversification. Arnold questioned when we would know
if there was a savings in workers compensation. Laws said based
on assumptions of actual funds spent on claims in. the last 12
years $16, 470 could be budgeted.
Vote on motion to fund business facilitation at last year's
level: YES-Golden, Bashaw. NO-Laws, Williams, Acklin, Winthrop,
Arnold, Meredith, Allen, Hauck, Hoffman, Wenker, Riordarv.
Budget Committee Minutes 3 March 30, 1992
E
Hoffman moved to go with Laws' proposal #C (passed out prior with
proposals A, B & C) and if budget is not approved by Council go
back to proposal B; Arnold seconded.
Bashaw said if insurance claims are actually higher, funds would
have to be taken out of reserve and he couldn't support that. But
he could support, if the choices were resources we have or could
reallocate. .
Hoffman withdrew motion, second agreed.
Hoffman moved to approve proposal C; Riordan seconded. ALL AYES
on voice vote.
PUBLIC SAFETY
New Police Chief Gary Brown was introduced.
Fire Chief Woodley spoke on the need for new equipment to replace
the 1962 , 1973, and 1981 pumpers. He said the life span of these
vehicles is usually 20 years and insurance rates are based on
maintained pumping capacity and the 1962 pumper does not meet
this capacity.
Turner said the serial levy proposed would authorize up to
$600, 000 and would be more cost efficient.
Hauck questioned what is being done for future replacement.
Turner said there is catch up to be done in Fire Equipment but
all other equipment is on a replacement program.
Golden moved to approved the Public Safety budget; Hauck
seconded; ALL AYES on voice vote.
PARKS & RECREATION. HOSPITAL. BAND
Golden moved to approve, Arnold seconded.
Winthrop voiced a concern of water/flooding in the dressing rooms
at the band shell. Meredith said money should be set aside for
repairs that need to be done and moved to amend motion to add two
cents to the Band tax levy for repairs; Wenker seconded. Turner
estimated that $15, 000 would approximate two cents. Allen said
the band shell is in need of repairs and questioned why it got
that way. Turner said there are different points of view on
facility use. Winthrop spoke in support of. amendment.
Vote on amendment: Laws, Winthrop, Arnold, Meredith, Bashaw,
Hauck, Wenker, Riordan, YES; Williams, Acklin, Golden, Allen,
Hoffman, NO.
Vote on original motion as. amended, ALL AYES.
Budget Committee Minutes 4 March 30,1992
May 27 , 1992
TO: Mayor
Ashland City Council
FROM: G. Philip Arnold
RE: Homeless Persons In Ashland
On May 21 , 1992 I spent several hours with Chief Brown,
Damon Bernard , Mel Clements , Mike Bianci and Chief Woodley
discussing the issue of homeless persons in Ashland, where they
live, complaints that have been received at the police department
and by others, and potential fire dangers connected with persons
building cooking fires in unauthorized places. We talked for
some time at the police department and we toured the city looking.
at places where homeless people live and congregate . We
discussed potential ordinances and possible ways to help meet the
needs of people who find themselves homeless in Ashland. We
discussed what services are currently available, what people and
organizations are currently being impacted by homelessness .
I would like to do some more work on this problem and look
toward developing some city policies. While we may develop some
law enforcement policies, I believe, and I think all of you agree
with me, that we need to develop policies to assist the persons
in need. Among the representatives who could be involved in 'a
citywide discussion are church representatives, police department
officials, parks department officials, a representative from
mental health, some one from a Adult & Family Services , -a
hospital representative, a representative from the Chamber of
Commerce , a representative from Alcoholics Anonymous , a
representative from the Salvation Army � and represenatives from
various social service clubs in town .,! We have secured some
policies and ordinances from other cities and, if you would like
for me to proceed, or if you want to restructure the proposal in
some other way, let me know. I would like to see us move forward
on this issue.
Fragmented Approach
To Homelessness
uring the 1980s, local government officials witnessed a
steady increase in local government involvement with the
problem of homelessness.They also saw a steady increase
in the number of homeless persons. This apparent con-
tradiction shows every evidence of continuing in the
1990s, despite the efforts of private, nonprofit, and gov-
ernmental agencies.
One of the problems may be that communities often
approach homelessness in a fragmented manner. Many
distinct agencies within a local government often serve
the same homeless population without communicating or
working together. There also is little communication be-
•••••• •••^•••••••••••• ..............................•••••• tween city and county government. Private and nonprofit
Addressing groups provide the bulk of homeless services without any
...... ..................................................... input from the local government, though it may be pay-
ing for the services. This disjointed approach fails to ad-
dress the complex causes and different service needs.
...... ...............................................I......
Some communities have recognized the need to go be-
And Service yond emergency, services to develop policies and pro-
...... ••••••••••••••••••••••••...........:............•••••• grams that will prevent and mitigate homelessness.
Needs Though there is no one answer as to how a community
might best achieve this, improving the coordination
Catherine Zudak among groups involved with homeless issues has proven
successful for several communities.
Privatization of Homeless Services
The city of St. Louis, Missouri, had a homeless crisis in .
the early 1980s.The city was involved iQ a lawsuit,brought
Public Management 8
by the Legal Services of Eastern Mis- hibit overall planning, create dupli-
souri, concerning its homeless poli- Portland and cation of efforts, or perpetuate gaps
cies. Mayor Vincent Schoemehl, fir. ............................................. in homeless services. In 1984, they
appointed a task force in January reached an intergovernmental agree-
1985 to investigate the service needs Multnomah County [bent to resolve disputes related to
of the homeless. Representatives emergency basic needs.When Mayor
-
from both public and private social ............................................. Clark took offi�e in 1985, he further
service agencies, including mental recognized that enhanced intergovernmental coop-
health, housing, and family services, eration by appointing a task force to
were invited to contribute.The direc- •°°°°^°°°°°°-°••°°°-^°••°° examine ways to improve methods
for of human services for St. Louis for meeting emergency needs within
contacted the agencies individually jurisdictional the city and county.
to allay suspicions, gather informa- ............................................. The task force led to the forma-
tion, and promote the concept of an tion of an Emergency Basic Needs
integrated service system. The task disputes can inhibit Committee (EBNC) to investigate
force conducted a needs assessment client needs and develop the best
.............................................
and surveyed existing programs and service delivery model for seven
service providers. Overall basic needs areas: shelter, food, case
The work of the task force led to planning, management, health services/medi-
the development of the Homeless •°^^^•°°°°^°••^°^^^^^^^°• cation, energy assistance, transporta-
Services Network (HSN). Additional tion, and employment Representa-
service agencies were invited to join create duplication, tives from the city,the county,United
the HSN and encouraged to become ............................................. Way, the Housing Authority of Port-
contractual service providers. The land, and citizen groups worked
city offered approximately $700,000 or perpetuate through EBNC to address jurisdic-
in contracts to homeless service tional disputes, as well as overlaps
.............................................
providers, with preference given to and gaps in services within the city
those agencies that demonstrated service gaps. and county. The EBNC was responsi-
how they would work cooperatively ble for developing policy,and recom-
with others. mending budget and planning on
By 1988, the HSN comprised 130 homeless issues for the city council
social service agencies that meet •30 additional shelter beds during and board of county commissioners.
monthly to coordinate existing severe weather In 1986, using the EBNC's early
homeless programs and resources, • 250 cash grants to assist with utility findings, Mayor Clark integrated the
develop new ones, and implement a bills, back rent, and home repairs city's and county's public and private
comprehensive. service delivery sys- to prevent homelessness resources behind a"12 Point Plan for
tem.The Department of Human Ser- • 1,000 permanent housing the Homeless, which the Portland
vices acts as a facilitator for the HSN. placements. City Council and the Multnomah
Also, the city has created two posi- County Board of Commissioners en-
tions, a homeless services coordina- Though the city and the HSN dorsed. The plan addressed two
for and director of homeless services, work closely together, most members areas of concern: client service and
to provide additional support for the of the network are private service the service delivery system. It con-
HSN. providers. The mayor attributes tained initiatives on comprehensive
Available through the HSN is a 24 much of the program's success to the planning, public participation, hous-
hour walk-in,call-in reception center privatization of homeless services, as ing, employment, case management,
for homeless persons. Each year the well as to the cooperative spirit of the "person down" (response to medical
HSN provides approximately: participating agencies. emergency, intoxication, etc.), invol-
untary commitment, chronic mental
•3,000 shelter referrals to families O illness treatment, both alcohol and
+ 1,000 health screenings Ul1se P UWSltlg Jurisdictional drug treatment, street safety, and
•20,000 rides street sanitation.
• 100job placements The city of Portland and Multnomah Based on EBNC's assessment of
• 1,000 daycare placements for County in Washington recognized basic needs, a consultant created a
children that jurisdictional disputes can in- service delivery model to meet those
10 March 1802
I
needs.After the model was approved served by the plan were still housed.
by the participating organizations, The best interests The details of the assistance plan
.....
the city and county service providers were hammered out only a few short
........................................
voluntarily reorganized in accord- weeks before implementation, but
ante with the model. The EBNC of the local the collaborative relationships be-
completed its work and disbanded tween city, comity, and nonprofit ser-
onThe Community Action Agency
July 1, 1988. .............................................
vice providers developed over several(CAA) now has responsibility for government. years.
. Earlier, in 1989, Santa Clara
comprehensive planning. The CAA ............................................. County and San Jose, along with
coordinates the independent service other cities in the county, sponsored
providers that make up Portland/ homeless a report that studied the effects of
Multnomah's service delivery system homelessness on individuals and the
and pursues federal, state, and local community. The report's sponsors
funding sources. The 12-Point Plan population_ . and relied heavily on private, nonprofit
claims success on many fronts: services providers to identify the
•The emergency shelter system has
homeless population and their
the capacity to provide for all those community are needs. "Homelessness in Santa Clara
who need shelter. County: New Faces and Hidden
• A comprehensive housing pro- ......""""""""""""••••• Costs" cited coordinated service de-
gram, which would provide for af- livery as the most effective and effi-
fordable permanent housing, is Served by their cient means to break the cycle of
being developed. .............................................. homelessness.In addition,the report
• Employment opportunities for recognized that creating a coordi-
homeless people are now available cooperation on a nated service delivery system would
through several programs includ- . require a collaboration between pri-
........................................
ing employment counseling, high vate, nonprofit, and county and city
school equivalency classes, and job task force. agencies.
placement. Cooperative efforts between Santa
•City and county services have been Clara County and San Jose continued
reorganized to eliminate overlaps after the 1989 report. The two juris-
and gaps in service and to end ju- dictions now cosponsor cold weather
risdictional disputes. Santa Clara County, and private shelters and the city has joined the
• Private organizations have an op- homeless service providers in order Santa Clara County Homeless Ser-
portunity to better target their to implement the Guadalupe River vices Coordinating Committee (SG
efforts. Homeless Assistance Plan. A large CHSCC). The SCCHSCC, convened
•Coordinating funding requests for group of homeless persons were liv- by the county executive in 1990, pro-
homeless assistance through the ing along a four-mile stretch of the poses to implement the service rec-
Guadalupe River. After a reduction ommendations outlined in the 1989
EBNC have yielded an additional
$6 million from the Stewart B. in shelter space, this population report. According to its 1991 Interim
McKinney Homeless Assistance grew,and the city received numerous Report, the SCCHSCC plans to adopt.
Act complaints concerning illegal activi- a five-year strategy for service delivery
•The success of the EBNC serves as a ties, harassment, and littering. The including joint projects with the pri-
model for cooperation that can be encampment also posed serious po- vate sector, nonprofits and other gov-
applied to long-term homeless is- tential public health hazards due to ernmentaljurisdictions.
sues as they become evident. rodents, mosquito infestations, and
taw sewage.
Though the city estimated that be- Malting It Work
Developing Collaborative teen 75 and 200 persons were living Though these cooperative efforts oc-
Relationships along the river, the Guadalupe River curred in separate locations, each
Homeless Assistance Plan eventually used similar methods to achieve suc-
In June 1990, the Housing Depart- provided shelter and mainstreaming cess in addressing homelessness in a
ment for San Jose, California,joined services to 882 homeless persons. comprehensive manner. Each pro-
forces with other city departments, After one year, 75 percent of those vided leadership, conducted a needs
1`06I1e Management 13
assessment, instituted a system to fa- ing—includes special population,
To combat such as the elderly or mental) dis-
cilitate interagency/intergovern- �. y
mental cooperation, and encour- .............................................. abled who cannot live independently;
aged a role for the private sector. • Chronic liomeless—underserved
homelessness, population.
Leadership. By providing a focal .........................................
point for activity on homeless issues Factors external to the individual,
and a plan of action, the mayor a comprehensive including the availability of afford-
played an important part in the first able housing, a community's eco-
two cases, the county executive in the ..°°°• nomic prosperity, and public policy
third. These individuals have visibil- and attitudes toward homelessness,
ity and credibility, which allowed plan must address contribute to how and why people
them to garner a broad base of sup- .............................................. become homeless. To combat home-
port for a cooperative service system. lessness, a comprehensive plan must
They also have a larger constituency all contributing address all contributing factors.
than individual agencies or service At each level of service need, sup-
.............................................
providers, which allows them to bal- port must be provided to prevent
ante many different perspectives and factors. and overcome homelessness. Gaps in
to focus on long-term, comprehen- support at any level cause a homeless
sive goals. Finally, the support of the I person to become increasingly un-
highest level policymaker in local able to function adequately. Each
among the homeless is to divide , level involves a greater emotional
government provided a clear under- g
standing that cooperative efforts them into subgroups t level of and financial cost to the homeless
need, each with different precipitat- person and the communi
would not be blocked or languish ing factors and levels of service P Policy as historical) focused on
due to an override from higher up. needs.In the December 1990 MIS Ro- cY y
As the process moved along to- the bottom of the scale, providing
part, "Strategies to Reduce Homeless- emer enc and maintenance ser-
ward increased collaboration, the Hess,"published by ICMA,the follow- g y
local government provided leader- vices only.Ironically,most people fall
ship through a public agency, rather ing subgroups were identified to within the first levels. Local govern.
help local governments assess their ment could have a large role in re-
than asingle individual. Though ini- homeless populations: g P
Bally a single leader can be effective, vention at the first levels. Preventive
broadening leadership allows for the • Population-at-risk—require direct policies have the added bonus of
continuing flow of new ideas, the use or indirect prevention techniques, cost-effectiveness; by keeping people
of talent, and the growth of interde- emergency assistance,job training, housed and out of the shelter system,
pendence necessary for successful code enforcement, and rehabilita- local government saves money.
collaboration. The Department of tion assistance; All three locations had a task
Human Services in St. Louis, the •Need Overnight Emergency Shel- force, which conducted a survey of
Community Action Agency in Port- ter—require only emergency steel- homeless service providers and the
land, and the Office of the County ter, have support network and re- - needs of the homeless population.
Executive in San jose managed inter- sources, and are able to rehouse This information enabled the local
agency/intergovernmental relations. themselves; government to identify service gaps,
• Need Rehousing Assistance—re- avoid duplication of services, and pri-
Needs Assessment. In St. Louis, the quire emergency assistance with oritize needs. It also provides a point
task force assessment identified the rent, rent guarantees, and security of reference for program evaluation.
service providers that should be in- deposit but could be independent;
cluded in the HSN. Information •Need Support in Independent Liv- Cooperative System. All three loca-
compiled by the EBNC in Portland ing---require support,job training,& tions have reaped the benefits of im-
allowed for the creation of an im- nancial assistance, and skills develop- proved homeless services through
proved service delivery system.In San ment but able to live independently; their cooperative systems. Network-
Jose, the assessment report identified • Need Services within Supportive ing is very important. The HSN,
coordinated service delivery as the . Setting—require transitional pro- CAA, and SCCHSCC meet regularly
most effective and efficient means to gram that provides services in a so that their members can share re-
break the cycle of homelessness. supportive living situation; sources,experience,and concerns.
One way to consider the diversity •Need Long-Term Supportive Hous- Many of the groups providing
14 March 1092
homeless services work with only one Revieru, he praised the agencies in- housed. Also, private resources will
aspect of homelessness, that is, pro- volved: "Without the dedication of provide the start-up costs for a multi-
viding shelter, food,or counseling. It these agencies and the support of service center, which is in the plan-
is not possible for one agency to pro- the St. Louis community, we would ning stages.
vide all the services needed b}' all of not be able to provide the wide vari-
the homeless. Instituting a formal ety of services to homeless individu-. Advantage Of Collaborating
system for cooperation incorporates als and families."
the many independent service Private efforts also had a major These individual initiatives, now part
providers into a continuum that can impact on Portland's coordinated of a comprehensive system, provide
provide all the services needed. This approach to homelessness. Most of the majority of homeless services in
cooperative system also can make the the emergency food and shelter St. Louis, Portland, and San Jose.
service delivery more client focused. providers in that city are church-re- Local governments could use these
The best interests of the local gov- lated organizations, though non- models to limit their role in service
ernment, homeless population, and church related groups also con- provision by encouraging private
community are served by their coop- tribute. A major source of funding agencies to implement the programs
eration on a task force. Local govern- for homeless services comes from and by assuming more responsibility
ments could limit their own role in private foundations and individual for planning,facilitating,and coordi-
service provision by assuming re- contributions. nating policy and programs devel-
sponsibility for planning, facilitating, In San Jose, private sources were oped by coalitions like the HSN,
and coordinating the policy initia- vital to conducting the needs assess- EBNC,and SCCHSCC. IM
tives developed by the task force and ment. They donated the funds for a
by assisting the task force in identify- case worker to provide follow-up to Catherine Zudak is a research assistant
ing service gaps and encouraging clients served by the Guadalupe working with the ICMA Consortium on
private sector involvement. River project and help keep them Homelessness, Washington,D.C.
Through better coordination and
improved outreach, more resources
could be directed toward proactive.
prevention programs rather than re-
active emergency programs. The
nonprofit service providers could
avoid duplication of services as well
as service areas not suitable for their
organization. The community and
business groups would have an easily
identified point of reference when
they wanted to become involved in Leaders advance their communities wisely through
the issue. The homeless population savings,which create funds to meet other needs.
could locate needed services more Working shoulder-to-shoulder with more than 150
easily and effectively and thus receive
more consistent services, thereby in-
New England government entities,we have produced
creasing their likelihood for success $22,843,847.88 in total savings.
and decreasing their frustration and How? Through consultant and management services,
unwillingness to deal with a fr2g- legal and technical advice,regional purchasing groups,
mented bureaucracy. auditing,collective bargaining support and access to a national
municipal reinsurance risk pool.
Private Sector Involvement. The pri-
vate sector can muster tremendous Before)vu reacb for yvurgavel, toe suggest tbat yrou reacb for your
resources for the homeless. It can be pbonesoyvu can save money,too. Callforafineconsultation.
involved in the issue as a service 1=800-229-8008
provider, funding source, or techni-
cal mayo JCC NSURANCE COST CONTROL
assistant. In St. Louis, the mayor , ANC.
credited private agencies as primary Worcester, Massachusetts
factors in the HSN's success. In the Group health Insurance consultants and managers
September 1990 Missouri Municipal
Public Management 15
JACKSON COUNTY OREGON BOARD OF
COUNTY COMMISSIONERS
fi 10 S. OAKDALE • MEDFORD, OREGON 97501 Rio Holt 776-7234
• •• • Hank Henry 776-7235
Sue Kupillas 776-7236
May 21, 1992
City of Ashland
City Hall
20 East Main Street
Ashland, OR 97520
Dear Mr. Almquist:
The Jackson County Board of Commissioners will appoint five members to the
Board of Ratio Review effective June 15. Two of the five must include a board member
from a school district and a board member from a non-school taxing district. We need
your help in identifying interested, qualified members for this Board. Please submit
names to me by June 2.
The following is a full description of the Board of Ratio Review, its functions and
requirements.
The Board of Ratio Review (BORR) is a five-member body appointed by the Board
of Commissioners. It is composed of a county commissioner (or qualified designate), a
board member from a school district, a board member from a non-school taxing district,
and two county residents who are not employees or officers of any taxing district within
the county. In addition, a county resident who is not an officer or employee of a taxing
district may be appointed as an alternate. Attributes sought in applicants for the BORR
include the ability, after appropriate instruction, to understand mathematical formulae as
used in ratio review, and some familiarity with real property values.
The BORR examines the assessor's ratio study for property values, according to
Oregon law, for the assessment roll of the current tax year. The review of the current
tax year must be completed before August 10, 1992. Between July 15, and July 31, 1992,
the BORR also will review petitions for reduction of real market or assessed value
because of changes in the real market value of the property during the prior tax year.
Members of the BORR are required to attend in-service training classes for which
they will receive per diem allowances, and travel and living expenses while attending.
Sincerely,
Sue upillas, Chair
Board of Commissioners
FAX#:(503)776-7278
� ef ASH4y° � PmDX �.� � IYIIt
�REGO . .
(� 29 May 1992
�• Brian Almquist, Steve Hall, Jill Turner
,29 rum. James H. Olson, Assistant City Engineer
IIIP� Tolman Creek Road - Revised Assessment Rates
Resolution No. 91-31 and the subsequent Notice of Public
Hearing specified the estimated cost of the Tolman Creek Road
Improvement to be $226, 656.00 or $58. 00 per frontage foot.
Following council mandated adjustments in the method of easement, .
two differing rates were computed:
a) $38.40 per foot for tax lots 39-lE 711C, 1200, 1300,
1400, and 90, 000.
b) $63 .50 per foot for all remaining tax lots.
By applying the maximum amount of increase possible (108) to
each assessment the new rates would be:
a) $38.40 X 1108= $42.24 / front foot
b) $63.50 X 1108= $69.85 / front foot
Funds generated by each of these two rates would be:
a) $42.24 per foot X 871.70 foot = $36,820. 61
b) $69.85 per foot X 2944.03 foot = $205, 640.50
TOTAL $242 ,461. 11
The deficit to be made up by the City would be as follows:
a) Construction Costs $334,311.25
b) Engineering Costs $ 24,500.00
C) Administration Costs. . $ 5.000. 00
TOTAL PROJECT COSTS 5363 .811.25
d) Less County Participation $ 78,864.00-
e) Less L.I.D. Participation $242,461.11-
AMOUNT TO BE BORNE
BY THE CITY S 42 ,486 . 14
Attached is a revised summary of the costs to be borne by
each lot in the district.
TOLMAN CREEK ROAD IMPROVEMENT PROJECT NO. 91-21
PROPOSED COSTS PER LOT
May 29, 1992
Cost
Map No. Lot No. Frontage Per Foot Total
39-1E-11C 600 616.12' $69. 85 $43 , 035.98
39-1E-11C 900 187.00' $69 .85 $13 , 061.95
39-1E-11C 1006 126.27' $69.85 $8, 819.96
39-1E-11C 1101 236.52' $69.85 $16, 520.92
39-1E-11C 1200 330.34' $42.24 $13,953.56
39-lE-11C 1300&1400 446.74' $42.24 $18,870.30
39-1E-11C 90, 000 94.62' $42.24 $3 ,996.75
39-1E-14B 400 374.33 ' $69.85 $26, 146.95
39-1E-14B 401 251.42' $69.85 $17,561.69
39-1E-14B 402 150.00' $69.85 $10,477.50
39-lE-14B 500 169:60' $69.85 $11,846.56
39-1E-14B 702 97.38' $69.85 $6,801.99
39-lE-14B 706 464.50' $69.85 $32,445.32
39-1E-14B 707 270.89' $69.85 $18, 921.67
Grand
Total 3,915.73' $242,461.11
v+GF ASit,
Pma ran dnm
GREGO
May 28, 1992
Q.
Brian Almquist, City Administrator
r
ram: r
Steven Hall, Public Works Director
'Subject:
Bid Award-Tolman Creek Road LID
ACTION REQUESTED
City Council:
1. Award contract to L.T.M. Incorporated in the amount of
$334, 311. 25.
2. City Council authorize expenditures from the Assessment
Construction Fund set aside for participation in LID's in
the 1991-1992 budget and the 1992-1993 budget.
BACKGROUND
The City Council formed the Tolman Creek Road LID with Ordinance
2647, approved September 19, 1991.
The City retained Blanton Engineering to design the project.
During the soils investigation, it was found that there was
inadequate granular base under some of the existing asphalt.
Because of that information, additional excavation and backfill
had to be included in the project. The estimate of the
additional work was $60, 000. The actual difference between the
original project estimate and actual cost is $59,291.25.
The following is a summary of the LID estimate and current costs:
------------------------------------------
ITEM ORIGINAL REVISED
ESTIMATE COST
------------------------------------------
Construction $267,744 $334,311.25
County Funds $<67,320> $<78,864 .00>
Administration $ 5, 000 $ 5,000. 00
Engineering $ 32,776 $ 24, 500.00
-----------------------------------------
TOTALS $226, 656 $284 , 947.25
Assessment $ 58/ft $ 74 . 68/ft
Percent Over Original Estimate = 20. 5%
Bid Award-Tolman Creek Road LID
May 28, 1992
page 2
City Council policy is to review all projects which are 10% over
the original estimate.
The 1991-1992 and 1992-1993 budgets contain a transfer of $20, 000
from the Street Fund for City participation in local improvement
districts where additional width or depth of pavement is required
to construct a road in accordance with zoning standards.
Staff recommends approval of the following:
1. City Council establish a maximum assessment of 10% over
the original amount set in preliminary assessment roll
hearing, or $63.80 per foot of assessable property with
the adjustments approved at the preliminary assessment
roll hearing.
2 . City Council authorize expenditure of $20,000 in the
1991-1992 budget Assessment Construction Fund and not
more than $20,000 from the 1992-1993 budget Assessment
Construction Fund.
The attached memorandum from Jim Olson will be revised and may
not be included with this packet. We will attempt to have the
revised memorandum delivered to you either Friday or Monday.
SMH:rm\To1=nRdA1D
cc: Jim Olson, Assistant City Engineer
Jill Turner, Finance Director
encl: Olson Memo
e4�oFasHy Hemarandnm
s f.
OREGOa
Brian Almquist, Steve Hall, Jill Turner, John Fregonese
James H. Olson, Assistant City Engineer 4
ram: a
Tolman Creek Road Improvement Project No. 91 - 21
y Bids for the Tolman Creek Improvement Project No. 91 - 21
were received and opened on May 15, 1992 at 1:30 p.m. A total of
four bids were received ranging from a low of $334,311.25 to a
high of $360,138.40. The low bid was submitted by L.T.M. Inc.
Based upon the low bid figures the assessment costs would be
as follows:
A. Construction
Costs $334,311.25
B. Less County
Participation ($78,864.00)
C. Interest and
Administration
Costs $5, 000.00
D. Engineering Costs
(Blanton
Engineering) $24 ,500.00
Total Assessable Costs $284,947.25
The originally estimated assessable cost was $226, 668.86 or
79.5% of the above cost. The bid is 20.5% over the original
estimate.
The cost per front foot, based upon this bid would be $74.68
per foot.
Based upon the results and with the conditions that the
council set concerning the allocation of assessment costs the
following costs would be deleted from tax lots 11C - 1200, 11C -
1300, 11C - 1400 and 11C - 90,000.
1. Excavation -
32.28 C.Y. @
$6.25 = $201.75
2. Crushed Rock -
121.82 T. @
$13 .00 = $1583 . 66
a 3 . Retaining Wall = $7 , 175 . 00
Total Reduction $8960.41
Lots to receive reductions are:
39-1E-11C 1200 = 330. 34 ft
39-1E-11C 1300, 1400 = 446.74 ft
39-1E-11C 90, 000 = 94 . 62 ft
Frontage to be
Reduced = 871.70 ft
Total Frontage = *3,815.73 ft
Remaining Frontage = 2944.03 ft
Credit to lots 1200, 1300, 1400. & 90, 000 =
$8960.41/871.70 ft. _ $10.28/ft
Dedit to remaining lots =
$8960.41/2944 .03 ft. _ I $3 . 04/ft
The adjusted costs per foot would be =
$74. 68 - $10.28 = $64.40/ft
$74 . 68 + 3.04 = $77.72/ft
TOLMAN CREEK ROAD IMPROVEMENTS
Estimated Costs per Lot Based Upon Bid Results
May 20, 1992
The revised costs per lot would be as follows:
*adjusted for change in assessable frontage on lot 900.
Cost
Map No. Lot No. Frontage Per Foot Total Increase
39-1E-11C 600 616. 12' $77.72 $47,884 .85 $8,761.23
39-1E-11C 900 187. 00' $77.72 $14,533 .64 -$3,590.53* '
39-1E-11C 1006 126.27' $77.72 $9,813.70 $1,795.56
39-1E-11C 1101 236.521 $77.72 $18,382.33 $3,363.31
39-1E-11C 1200 330.341 $64.40 $21,273.90 $8,588.84
39-1E-11C 1300&1400 446.741 $64.40 $28,770.06 $11, 615.24
39-1E-11C 90, 000 94. 621 $64.40 $6,093 .53 $2,460.12
39-1E-14B 400 374.331 $77.72 $29,092.93 $5,322 .98
39-1E-14B 401 251.42' $77.72 $19,540.36 $3,575.19
39-1E-14B 402 150.00' $77.72 $11,658. 00 $2, 133.00
39-1E-14B 500 169. 601 $77.72 $13,181.31 $2,411.71
39-1E-14B 702 97.38' $77.72 $7,568.37 $1,384.74
39-1E-14B 706 464.501 $77.72 $36, 100.94 $6,605. 19
39-1E-14B 707 270.89' $77.72 $21,053 .57 $3,852 .05
Grand
Total 3,915.73' $284,947.49 $58,278.63
0
Of course, with an increase of this magnitude it will be
necessary to return to a public hearing for contract approval.
With front foot costs of nearly $73 per foot it is very unlikely
that we will have any support from the assessment district.
There are no readily apparent items of construction which
can be deleted from the project without significantly affecting
the improvement. Since the engineering was not done in house we
' do not have the option of absorbing that cost internally.
Following are a list of individual items of construction
which might be considered for funding from another source other
than the L.I.D. :
1. Engineering $24,500.00
2. Concrete Sidewalks $34, 174 .00
3 . Storm Drain Pipe $49,709.00
4. Catch Basins $9,400.00
5. Retaining Wall $7,175.00
Perhaps we could meet to discuss this further?
0
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BID TABULATION
For the
Tolman Creek Road Improvement Project
No. 91-21
MINORITY
Engineer's Estimate L.T.M. INC. CONTRACTORS, INC
kern Unit ni1Tit _ Unit
Na. Description Unit Quantity rice Amount rice mount Price Amoun t,
1 Site Work LS All 20,000.00 35,000.00 43,500.00
2 Cut A.C. LF 4613 1 .00 '41613.00 .50 .2;306.50 .80 3;690:40
3 Exc. for patch CY 202 15_00 3y1030.00 17.50 :3,535.00 19.00 3,838.00
4 Gen. Exc. CY 3570 12_00 42,840:00 6.25 22,312.50 3.25 11 ,602.50
5 441 Sub Base Tons 4045 88^_00 32.360.00 9.50 38,427.50 9.25 37,416.25
6 3/47'-O" C.R. Tons 3162 8__50 26.877.00 13.00 41 , 106.00 12_50 39,525,00
7 A.C. Paving Tons 1915 33.00 36 . 195.00 34.45 65,97 1.75 37.95 72,674.00
8 Ad] . Valve Box EA 16 75.00 1 .200.00 75.00 1 .200.00 65_00 1 ,040.00
9 Adj . M.H. EA 5 250.00 1 ,250.00 225.00 1, 125.00 225.00 1 ,925.00
10 Conc. Walks SY 1622 15.00 24,330.00 17.00 27;574.00 17.00 27,574.00
11 Conc. Aprons SY 307 20.00 6, 140.00 21 .50 6,600.00 19.65 6,032.55
12 Curb 8 Gutter LF 3473 6.00 20,838.00 5.50 19, 101 .50 6.20 21 ,532.60
13 Type 'C' Curb LF 118 10.00 1 , 180.00 6.50 767.00 7.00 826.00
14 12" S.D. LF 1433 15.00 21 ,495.00 18.0025,794.00 15.00 21 ,495.00
15 12" S.D. w/Cap LF 88 18_00 1 ,584.00 28.00 ' 2,464.00 25.00 2,200.00
16 15" S.D. LF 318 18_00 5.724.00 21 .00 6,678.00 18.00 5,724.00
17 18'- S.D. LF 476 22_00 10.472.00 23.00 10.948.00 23.00J0,948.00
19. ' 24" S.D. LF 85 . 30.00 2.550.00 45.00 3.825.00 55.00 4.675.00
19 RPt_ 4+1all IF 205 60.00 12.300.00. 35.00 -7. 175.00 50.00 10.250.00
21)_ Ciirh Inlatc FA 16 600.0 a 9.600.00 5. 0 8.800.00 550.00 8.800.00
9_ cpA� Inlo+ PA t 700_00 700.00 600:00 600.00 750.00 750.00
2? Stri ing IS All 3,000,00 ._ 3.000.00 2.500.00
TOTAL $315,278.00 $334,311 .25 $337.718.55
BID TABULATION
For the
Tolman Creek Road Improvement Project
No. 91-21
LEDFORD SO. ORE.
Engineer's Estimate ONSTC RUCTION_ UNDERGROUND
Item Unit Unit Unit
No. Description Unit Ouantity price Amount Price Amount Price Amount
1 Site !Mork LS All 50,000.00 40,000.00
2 Cut A.C. LF 4613 .50 , 2,306.50 2.00 9,226.00
3 Exc. for patch CY 202 . 10.00 2,020.00 7.00 1 ,414.00
4 Gen. Exc. CY 3570 6.00 21 ,420.00 5:00 17,850.00
5 4" Sub Base Tons 4045 11 .00 44,495.00 12.85 51 ,978.25
6 3/4°1-0 ' C.R. Tons 3162 12_50 .39,525.00 13.80 43,635.60
7 A.C. Paving Tons 1915 36_00 68,940.00 35.00 67,025.00
8 Adj . Valve Box EA 16 125_00 2,000.00 200_00 3,200.00
9 Adi . P .N. EA 5 300_00 1 .500.00 300_00 1 ,500.00
10 Conc. 1-lalks Sy 1622 17_00 27.574.00 17_50 28.385.00
IL Conc, Aprons SY 307 21 .00 6.447.00 19.00 5.833.00
12__ Curb 8 Gutter LF 3473 6_00 20,838.00 5.25 18,233.25
13 Type 'C' Curb LF 118 7_00 826.00 6_10 719.80
14 12" S.D. LF 1433 12.00 17. 196.00 15.00 21 .495.00
15 12" S .D. w/Cap IF p$_ 45.00 3.960.00 95.00 2.200.00
16 15" S.D. IF 318 20.00 6.360.x0 18,41 5.77x.00
17 iA'' S -n- IF 476 24-011 11-494-00 20-00 .9 99 .00
18 2411 S.D. LF 85 49.00 -4, 165.00 40.00 3,400.00
19 Ret. Mall LF 205 46.00 9,430.00 43.90, 8,999.50
20 Curb Inlets CA 16 575.00 9,200.00 750.00 12,000.00
21 Spec. Inlets EA 1 700.00 700.00 800.00 800.00
22 StriDinn LS All 6.000.00 7.000.00
TOTAL $356,326.50 $360, 138.40
Tt � i ! .lnc
Page 1 of Proposal _
P R O P O S A L
Mayor and City Council
Ashland, Oregon
The undersigned bidder declares that he has examined the plans and
specifications, has visited the site, and made such investigation as is
necessary to determine the character of the materials and the conditions
1 to be encountered in the work, and that if this Proposal is accepted, he
will contract with the City of Ashland, Oregon for the construction of
' the proposed improvement in, .a form of contract herein outlined,. will
provide. the necessary equipment, materials, topls;. apparatus,-and labori __
in accordance with the plants and specifications on file at the City
Engineering Office, Ashland, Oregon, under the following conditions;
1. It is understood that all the work will be performed -under a
lump sum or unit price basis and that for said lump sum .or `
unit price all services, materials, labor, equipment, and all
- work necessary to complete the project in accordance with the
plans and specifications shall be furnished for,the said lump
sum or unit price named. It is understood that the quantities
stated in connection with the price schedule for the .contract
submitted herewith are approximate only and payment shall be
made at the unit prices .named for the actual .quantities
incorporated in the completed work. If there shall be an
increase in the amount of work covered by the lump sum price,
it shall be computed on a basis of "extra work" for which an
increase in payment will have been earned and if there be a
•decrease in the lump sum payment, it shall be made only as a
result of negotiation between the undersigned and the owner.
Furthermore, it is understood that any estimate with respect
` to time, materials, -equipment or service which may appear on
.,the plans or in the specifications is for the sole.purpose of
assisting the undersigned in checking. his 'own .independent
calculations and that at no time shall the undersigned attempt
- to hold the owner, the engineer or any other person, firm or
corporation responsible for any errors or omissions that may
appear in any estimate.
2. The undersigned will furnish the bonds required by the
specifications and comply with all the laws 'of the federal -
government, State of Oregon, and City of Ashland which are
pertinent to construction contracts of this nature even though
such laws or municipal ordinances may not have been quoted or
referred to in these specifications.
7
Page 2 of Proposal
3 . All items for the contract for which forms are provided herein
have been completed in full by the showing of a lump sum price
or prices for each and every item thereof and by the showing
of other information indicated by the proposal form. The
undersigned submits the unit prices set forth herein as those
at which he (or they) will perform the work involved. The
extensions in the column headed "Total" are made up for the
sole purpose of facilitating comparison of bids and if there
' are any discrepancies between the unit prices and the totals
. show, the unit prices shall govern.
4.. _- :The undersigned agrees that.the ,'!Time of Completion" shall be
as defined in the specifications and that he will complete the
work within the number of consecutive calendar days stated for
each schedule after "Notice to Proceed" has been issued by the
owner.
Bidder further agrees to pay as liquidated damages, for each
calendar day thereafter, the sum of one hundred dollars . .
($100.00) for each day the project remains incomplete.
5. The undersigned, as bidder, acknowledges that addenda numbered
through' have been delivered to him and have been
examined as part of the contract documents.
6. The undersigned, as bidder.' acknowledges that provisions of .
Oregon Revised Statute ORS 279.350 relating to workmen on
public works to be paid not less than prevailing rate of wage,
shall be included in his contract.
��
. .Name of Bidder L/—
Address . •
Telephone No.
8
BID SCHEDULE
for the
TOLMAN CREEK ROAD IMPROVEMENT PROJECT
The undersigned Bidder is herewith submitting the following bid
prices for the performance of the above proposed work as
described in these Contract Documents and the Plans, including
all labor, materials, delivery, warranty, and all applicable
taxes. The Bidder must fill in all unit and lump sum prices
below.
ITEM UNIT
NO. DESCRIPTION .. QUANTITY UNIT PRICE TOTAL
1 . Move-in, Site Work and
Final Clean-up L.S.
2. Saw-cut Existing Pavement . 4 , 613 ' L.F. S .50 $ 3500,5O
3. Excavation for Patches : 202 C.Y. S 1� S 3_ 5 06
4 . General Excavation 3, 570 C.Y. S .t5 $_ZZ�31Z . 5O
5. 4"-0" Processed Sub-base 4,045 TONS S $ 3 ,4Z1. 5O
6 . 3J4"- 0" Crushed Rock Base 3, 162 TONS 513.00
7. A.C. Paving 1 , 915 TONS S-54.4-5 S&5 11• T5
S. Adjust Valve Boxes 16 EACH .S�� S �. 60
9 . Adjust S.S. Manhole 5 EACH SZZ�•CD $ JZ5 00
10. 4-inch P.C.C. Sidewalks 1, 622 S.Y. " S $-AT 2 °-
11. -- 6-inch P.C.C. Sidewalks 307 S.Y. $ 71-rl0 S. Cvw
12. P.C.C. Curb and Gutter 3,473 L.F. $ 5.30 $ 0 1-50
Type (�
13. P.C.C. Curb Typ
"C" 118 L.F. S�20
14. 12-inch Storm Sewer Pipe 1.433 L.F. S 1L S 25, 184 •G
15. 12-inch Storm Sewer Pipe
with Concrete Cap 88 L.F. S SO0
16. 15-inch Storm Sewer Pipe 318 L.F. S S �•�
17. 18-inch Storm Sewer Pipe 476 L.F. $ CO S 10,4 x•00
18. 24-inch RCC Storm Pipe 85 L.F. s4-5-0o s 5i &Z?•m
19 . Retaining Wall 205 L.F. S 5.00 S 1�15•oO
9
20. Standard Curb Inlets. 16 EACH $ .j50.00
21 . Special Curb Inlets 1 EACH $ &CgO.DO S oC+.Oo
22. Permanent Pavement Striping L.S. s-3Too
Or a sum total of the foregoing amounts for a total contract bid
—Tucez VA%- N aw Tt��c* { Faic T►w�sr.,a
price oft T►�u� �luutazo ��z�K�1 g�p 25�yM DOLLARS
(words) .
_ -
_ (figures) - -
j -
10
Page 5 of Proposal
The City reserves the right to reject any and all bids, waive
formalities, or accept any bid which appears to serve the best interests
of the City.
The foregoing prices shall include all labor, materials, equipment,
overhead, profit, insurance and all other incidental expenses to cover
the finished work of the several kinds called for. Unit prices are to
be shown in both words and figures. In case of discrepancy, the amounts
shown in words will govern.
Upon receipt of written notice of the acceptance of this .bid, .Bidder
. . .
shall execute the formal _contract. attached within ten days and deliver
';-surety bond or bonds as required. ...The. bid security, attached.:in:the :sum -...
of five percent of the total price for the bid or combination of bids is
to become the property of the Owner in the event the contract and bond
are not executed within the time above set forth, as liquidated damages-
for the delay and additional expense to the Owner caused thereby.
Firm Name of Bidder
Signature f Bidber
Official Title
State of Incorporation,
if incorporated
C.C.B NO. �p3
Dated this day .of , 19q
11
CITY OF ASHLAND
ASHLAND, OREGON
BID BOND
KNOW ALL MEN BY THESE PRESENTS:
WHEREAS, LTM, Incorporated hereinafter called
Principal, has submitted to the CITY OF ASHLAND, hereinafter called
Obligee, a proposal for bid for the construction of
and
WHEREAS, the process of letting said construction project for bids
is attended by expenses to Obligee, which expenses will cause real
damages to Obligee in the event Principal, fails or refuses to enter
3 into a contract with Obligee upon Principal's being awarded the._bid__for
Y the above described construction project; and
WHEREAS, it is in the interest of both Principal and Obligee to
liquidate said damages by herein agreeing to the amount thereof in order
to avoid litigation and expenses to both parties:
Firemen's Insurance Company .
NOW, THEREFORE, we, the Principal and of Newark, New Jersey
_ as Surety, bind ourselves, our heirs, executors, administrators and .
successors, jointly and severally, to obligee in the compensatory sum of
$ 5% of Amount Bid
The condition which will release the liability of both Principal
and Surety under this bond is that if obligee does not accept the bid of. ._
Principal, said liability shall be forever discharged. . An additional
condition which will release the liability of both Principal and Surety
under this bond is that Obligee accept the bid of Principal and
Principal shall promptly enter into a contract with the Obligee in
accordance with the terms of such bid, and give such bond or bonds as
may be specified in the bidding or contract documents with good and .
sufficient surety for the faithful performance of such contract and for
the prompt payment of labor and .material furnished in" the .prosecution
thereof. It is expressly understood that failure on the part of
Principal to enter into said contract, as above described, said failure
being for the reason that Principal committed a patent error in
computing his bid, making said Principal in law not bound to enter into
said construction contract, shall not relieve the liability of Principal
and Surety under this bond, but that said Principal and Surety shall be
liable hereunder.
Signed, Sealed and Dated this 15th Day of May 19 52
'
LT M, Incorpor ed
Contrac r(s) or incipal s)
BY: (�l�li�Js 7110 k�&,Yzmzy/
Fire en' Insur ce tcVnpahy of Newark New Jersey
Insurance Company} Ome
BY:
L ' `a Allegretti ttorney
12
Firemen's Insurance Company of Newark, New Jersey
GENERAL POWER OF ATTORNEY
Know all men by(these Presen IS,That the FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY
has made,constituted and appointed,and by these presents does make,constitute and appoint
• Lisa Allegrettl of Medford, Oregon
its true anti lawful attorney,for it and in its name,place,and stead to execute on behalf of the said Company,as surety,bonds,undertakings
and contracts of suretyship to be given to
- All Obligees
provided that no bond or undertaking or contract of suretyship executed under this authorily.slhsll exceed in amount the sum of -
Ten Million (10,000,000) Dollars
i ThisPowero(Altorneyisgmntedan(lissigner landsea led byf acsimileunc lerandlrylheaulhorilyofthefollowingResolutiona(loptedby
the Board of Directors of the FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY at a meeting duly called and held on Ilse 171h
day of January,1989:
"RESOLVED,Rat the.Chalnnin of the namA die Vice Chakhhun al the Ik,anl,the Pretkkm,.an rxeaatae Vice Aahkm a a Smiew Vice NmUka a a vice nnklnn of the
Cnmpary,the,andllulexhaa,rydlM�mM�ehykalnlwi�nNnexeclnel•ow,vr.dNlanaymuRlyinRR,ealtaneynw,wlM,g,e eFienlhwanlAnanrylneaecmelnbelulldlhe
FIREMEN's INSURANCE COWANYOF NEWARK,NEW JERSEY,bavh,tmk"AhWatul allcaitexis alawelyship:and IIW anAsshwa Vice IYetkilem,a Secre"or artAnklam
Seaelay be,and dui each or any of them Imehy h,aulhabed to attest the execthlion d any such Tower dNlaney,aal to attach thereto the teat of the Compmy.
FURTI If.R RESCHWE).dial the sipultwn dstKh offcm and der Val of the Comparry may he amarl to ary utch 14mer nt Alla ey a In any cenirKae telalihhll IMelo by
6nknsped to xvbo PnwadMlkg or contract icacicakidl,to IAtichiet.atta wesar aoinhiksedsbaRbevaWanllihhrayltrywndtel'rarywrywlhensoa0haedandindhelmurc
. YVllth reslhM b airy Ihotwl,aapgtakkg a coaraU d saelyddl,to wldch R h atxihaL" .
In Witness Whereof,the FIREMEN'S INSURANCE:COMPANY OF NEWARK,NEW JERSEY has caused its official seal jr;be haeunfo afftxecl,
and these Jxesenls to be signal by one of its Vice Presidents amp altesiLd try one of its Assistant Vice Presidents this day of
19 yt - 24 April
fIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY
Attest:
By
0.1.Dan(;AuWaaa We Preskteid tag 0.Askew,vice rretklenl
STATE Of CONNECTICUT
COUNTY OF HARTFORD 1 "'
On this 24 (lay of Mrl t 1991,before me personally came Emil B.Askew,tome known,who being by me duly sworn,did
depose and say that be is a Vice President of the FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY,the corporation described
in and which executed the above instrument;that he knows the seal of the said corporaflon;Iliad Ilse seal affixed to the said instrument is such
corporate seal;that it was so affixed by order of the Board of Directors of said corporation amp that he signed his name thereto by like order.
or."^u-5er,,
�(i�lorAnr
`Igna;rn� choau n.srrxtNs
Ncnnxr Bunco:
CERTIFICATE My Cam,nlsskm Lgin Mach]t,1991
1,the undersigned,an Assistant Vice President of the FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY,a New Jersey
corporation,DO HEREBY CERTIFY that the foregoing amp attached Power of Allorney remains in(till force and has not been revoked;and
furthermore that file Resolution of the Board of Directors,set forth in the said Power of Attorney,is now in force.
Signed and sealed at the town of Farmington,the Slate of Connecticut.Dated lit: 15th der of May ,19 92 •
r
'� U p.tkahis lihhe,Nuswa VKe Aeskknl
71 BOND 4315E
MEMO
T0 : Council
FROM Mayor C:a.thy Golden an Councilor Dori Law=_.
SUBJECT : Inviting Public and Employee Ideas on Improving Service
Delivery • sterns
We propose the establishment of a systematic process -For-
receiving proposals from the general public and city employees
concerning our Service Delivery Improvement Study .
All city employees should receive a letter from the Mayor and
Council outlining our, study inviting their, input both through their
departmental study teams and anonymously . A copy of a summary of
the Osbourne and Gaebler principles should also be enclosed.
Additionally, the general public should be invited to submit
ideas. This could be accomplished through appropriate news
coverage and/or paid advertising in the Daily Tidings, and an
insert in the utility bills.
To alleviate concerns about the way these ideas are screened,
our recommendation is that these letters be sent to and opened only
by an Idea Collecting Committee made up of Mayor Golden , Councilor
Laws, and Budget Committee Chair Andre Allen or another citizen
Budget Committee member designated by him. All letter writers will
be assured that their actual letters will be viewed only by the
committee and only lists of their ideas, properly organized, will
be sent on to the appropriate departments .
Unfortunate and unfounded though it may be , it is our belief
that some employees and citizens would be uncomfortable having
their letters read by members on the city staff .
lde strongly recommend that these recommendations be
implemented immediately to allow for the earliest possible receipt
of "unofficial " ideas.
We further- recommend that each Councilor and Budget Committee
member submit a list of ideas to the Idea Collection Committee .
One way to generate ideas is to re-read the material on Osbourne
and Gaebler` s principles and try to think of as many ways as
possible to apply each principle to each major area of city
service .
This whole process is an initial brainstorming effort to
maximize the breadth of ideas for our departments to consider . It
in no way indicates a lack of confidence in our city staff , but the
bigger the pool of ideas they have to start with , the more likely
we are to be able to truly "reinvent" Ashland city government . The
broader the scope of suggestions, the easier it will be for them to
get out of their normal way of thinking about things. Once they
get the concept of how creatively and innovatively we want them to
,
think , their expertis* w| \ l r*s: | I in *\ 1 scrts of 1ngpnicus
alternativas .
I is important that we realize that in this initial
brainstorming we don' t want to be too c are fyl about heing
" realistic" . An idea that may seem a little wild at first might he
picked up on by someone else and turned into something that is
completely workable . So shake up your brain cells , reach to the
outer limits` and reject the idea that anything is "unthinkable . ''
Practicality will come soon enough "
AVIEvNC 716 Xiza1 A,4i�»
^ °
� 7 7 �
�M 0
TO : All Ashland City Employees
FRDM ; Ma'or and Cit� Ccynci1
SUBJECT : Service Delivery Improvement Study
Hn + icipating a sprious budget shortfall in 1993-94 , the
Council and Budget Committee have launched a two- year study of al \
city services . We are interested in which ones we might be able to
get along without , which new ones we might need, but mainly how the
present services can be delivered better and more economically ,
We are truly proud of our city employees and the efficient way
in which they operate our city government . But our revenues are
decreasing in the General Fund and the costs for water�
conservation / water delivery system improvements, a new sewage
treatment system , and many other things are forcing up our fees and
charges at an uncomfortably rapid rate . We are very likely facing
the need for serious cutbacks, major new revenues , or some new and
innovative ways for providing our existing services for less.
This is where you come in , The Service Delivery Improvement
Study will start with ideas from all possible sources to be
analyzed by Study Teams in each department . But the best source of
ideas is you , the employees who know the ins and outs of these
services best . We want you to turn your imaginations lose and draw
upon all of Your experience and provide us with ideas that will
make improvements and economies possible .
We invite each of you to submit Your ideas to your, department
Study Team, If for - any reason you feel uncomfortable with
submitting ideas directly to Your team , send them to the Idea
Collecting Committee in care of City Hall . The Committee , made up
of Mayor Cathy Golden / Councilor Don Laws, and Budget Committee
Chair Andre Allen , will accept either signed or unsigned
suggestions . No one will see Your letters accept the committee
members , and they will hold your names in strict confidence . The
committee will organize your ideas, together with ideas from the
Council , Budget Committee , and general public , into lists for each
department Study Team^ If you prefer to give the Committee your
comments personally, call the Mayor' s office for an appointment .
The Study will concentrate on General Fund services and the
related services of the Central Services and Equipment Funds this
year , We hope for reports from the department study teams by the
end of the summer and action by the Council and Budget Committee in
time to give City Administrator Brian Almquist guidance in putting
together the 1993~94 budget next winter .
The Council considers this one of the most important
undertakings of the city for many Years" It may determine the
shape of Ashland city government for the indefinite future . We
urge you to give this your best thought and effort . PLEASE submit
as many ideas as you can .
FOR IMMEDIATE RELEASE
MAYOR CATHY GOLDEN
CITY HALL
4,=�c o.'_11
COUNCIL ASKS CITIZENS FOR IDEAS FOR IMPROVING CITY SERVICES
The Ashla.nd City Council is asking all Ashland citizens to
suggest ways that Ashland city services can be improved , Mayor
Cathy Golden said today. As part of a two—year Service Delivery
Improvement Study, the Council has established an Idea Collecting
Committee to receive idea=_ from the public and organize them into
lists to be sent to each City department for detailed analysis and
recommendations this summer .
According to Golden , the Committee is particularly interested
this year in ideas about the services financed by the city' s
General Fund . These include police and fire protection , planning,
economic development , social service grants, and the Senior
Program. Other city services will be studied next year , she said.
The Mayor indicated that the Idea Collecting Committee , made
up of Councilor Don Laws , Budget Committee Chair Andre Allen , and
herself , will assure the anonymity of all citizen contributors.
The Committee will also be receiving recommendations from the
Council , Budget Committee members, and city employees. These ideas
will be the starting point for a thorough study by each department
of the ways in which its services can be better, and more
economically carried out , according to the Mayor .
Golden indicated that , although the Study is concerned with
opinions about which services are less important than others. the
primary emphasis will be on performing present services better and
more economically .
1
Mayor Golden explained that the City is anticipating a major
potential shortfall of General Fund revenues to the city next year ,
so the two—year study will concentrate on General Fund services
this year and move on to services financed through other city funds
next year .
ohJ of nsH�ti;
AEmnranbum
°asco�',•' May 29 , 1992
Mayor and Council
:PrIIrii: Transportation Planning Advisory Committee
b1IhjP1f• Downtown Bus Depot
Background
As the Council knows, intercity bus lines have had
difficulty finding a permanent location for a stop in
Ashland. We have discussed a proposal to build a multi
line bus depot in the downtown area, either on City owned
or leased land, which would integrate the services of
several bus lines, provide for convenient interconnection
to RVTD, and also provide for a downtown taxi station.
In addition to the basic bus depot and ticketing area,
there would be a sheltered waiting area and public
restrooms.
This would be paid for by state or federal grants, and by
rent collected from the bus lines. our initial
discussions with state officials and bus lines indicate
that this proposal may be feasible, and would greatly
facilitate the interconnection of Ashland to other cities
by non-auto means.
Action Requested
Authorize TPAC to pursue this project, and propose to the
council location, funding, and design of such a depot.
,Remaranbum
May 29, 1992
702 Mayor and Council
3 rom: Transportation Planning Advisory Committee
#ubleCt: RVTD Grant
Background
For some time, the City and RVTD have been working
together to increase transit ridership in the City of
Ashland. RVTD, based on these discussions, submitted two
proposals to the Oregon Department of Transportation
(ODOT) . These proposals were adopted and approved by
ODOT, and included in the current Six Year Plan.
However, no funding source was identified for them. The
two proposals are:
1) To build seven new transit shelters at the
following locations: North Main and Granite, The
Ashland Library, Churchill Hall, the Ashland
Shopping Center, The Tolman Creek Shopping Center,
Second and Lithia Way, and Maple Street and North
Main. These would be a new, custom design which is
very attractive, including comfortable benches,
handicapped accessibility, information centers, and
the like.
2) To reduce the fares in the Ashland City Limits
from $0. 75 to $0.25 per ride . for one year, and
heavily promote Ashland's bus service. Ashland has
one of the best levels of transit service in the
State, with most of our major business, educational,
and shopping areas receiving 15 minute service, with
30 minute service to Medford, Monday through Friday,
with hourly service on Saturdays. While ridership
in Ashland is the best in the RVTD System, it is
only a fraction of what it could be with the
expanded service we now receive. We strongly
believe that with a fare reduction and a strong
public relations campaign, we could double ridership
on Ashland's portion of the system.
The total cost of these two projects is $110, 000. With a
combination of state and federal grants, and RVTD's help,
Ashland's participation required would be $3,600, in cash
or in kind contributions. The staff has identified most
of the required contribution, the only cash requirement
would be for promotional material, and would cost about
$1, 500.
Action Requested
TPAC requests that the Council authorize the Mayor to
sign letters expressing the support of the City for these
projects, and authorize staff to work toward their
implementation.
OF As/f
- � � : �PmDrttn�um
0PEGO�,;;
„ May 13 , 1992
VD•• Mayor and City Council�rnm. Jill Turner, Director of Finance
*Ublect: State Revenue Sharing
Recommendation: Staff recommends the adoption of the
following resolution approving participation in the state
revenue sharing program.
Discussion: This resolution certifies that the City
elects to receive state revenue sharing for fiscal year
1992-93 .
Alternatives: None suggested
Fiscal Impact: The 1992-93 estimates state revenue
sharing revenues at $74, 000.
RESOLUTION NO.
A RESOLUTION DECLARING THE CITY'S ELECTION
TO RECEIVE STATE REVENUES
RECITAL: A. ORS 221.770 requires cities to pass a resolution
stating their intent to receive state revenues.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The City of Ashland elects to receive distributions
for fiscal year 1992-93 pursuant to ORS 221.770.
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
2nd day of June 1992 .
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992 .
Catherine M. Golden, Mayor
Re 'X s to form:
Paul Nolte, City Attorney
H:\jilt\wp\council\srs.nct
�aL Memorandum
G4IGO ,.
May 26, 1992
0. Mayor and City Council
Jill Turner, Director of Finance
p�`lIU3BL' : State Subventions
RECOMMENDATION: Staff recommends passage of the attached
Resolution certifying municipal services for State shared
revenues.
DISCUSSION: This resolution certifies that the City of
Ashland is eligible for State subventions. The State
program requires that cities located within a county
having more than 100,000 inhabitants must provide four or
more municipal services to be eligible to receive state
revenues.
ALTERNATIVES: None suggested
FISCAL IMPACT: The City should receive the following
revenues in 1992-93 :
Cigarette $ 51,900
Liquor 131,700
Highway 763 ,200
RESOLUTION 92-
RESOLUTION CERTIFYING CITY PROVIDES SUFFICIENT MUNICIPAL
SERVICES TO QUALIFY FOR STATE SUBVENTIONS
RECITALS:
A. ORS 221.760 provides the City of Ashland may disburse funds from
the State if the City provides four or more of the following services:
1. Police Protection
2 . Fire Protection
3 . Street construction, maintenance, lighting
4 . Sanitary Sewer
5. Storm Sewer
6. Planning, zoning and subdivision control
7 . One or more utility services
B. City officials recognize the desirability of assisting the state
officer responsible for determining the eligibility of cities to
receive such funds in accordance with 221.760.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
The City of Ashland certifies that it provides the following municipal
services enumerated in ORS 221.760 (1) :
1. Police Protection
2 . Fire Protection
3 . Street construction, maintenance, lighting
4. Sanitary Sewer
5. Storm Sewer
6. Planning
7 . Electric Distribution
8. Water
This Resolution was READ and DULY ADOPTED at a regular meeting of
the City Council of the City of Ashland on the 2nd day of June, 1992.
Nan E. Franklin
City Recorder
SIGNED AND APPROVED this day of , 1992.
Catherine M. Golden
Mayor
Revz7el as to form:
PA VI Nolte
City Attorney
(1:\wp\counci1\revshare.act
i
A
.. _ Of ASy "O .
OEmorandum
GREGO
r May 26, 1992
�1L12� Mayor and City Council
r
Tam: Jill Turner, Director of Finance
0i UhjCCk Budget Transfers
RECOMMENDATION: Staff recommends the passage of this
resolution transferring budget appropriations.
DISCUSSION: This transfer of appropriation covers a wide
variety of transfers. Each transfer is explained after
the transfer is shown.
ALTERNATIVES: None suggested.
RESOLUTION NO. 92-
A RESOLUTION TRANSFERRING APPROPRIATIONS
WITHIN 1991-92 BUDGET
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
Due to the circumstances stated below, the Mayor and City Council of
the City of Ashland determine that it is necessary to transfer
appropriations as follows:
GENERAL FUND
FROM: General Fund Contingency S 28 ,000
TO: Fire Department Benefits-Health Ins 20,000
Community Development -Contract Services 4,000
Community Development -Travel 2,000
Community Development -Office Supplies 2 , 000
Total 28,000
This appropriation covers additional costs associated with the Un
anticipated Health Insurance costs in the Fire Department and Large
Scale Development and mediation in Community Development.
CEMETERY FUND
FROM: Cemetery Fund Contingency 6, 000
TO: Capital Outlay- Buildings 6, 000
This appropriation will cover the overage on the Niche Wall Bid.
EMERGENCY 9-1-1 FUND
FROM: Contingency 4 , 280
TO: Personnel Services 4, 280
This appropriation will cover the back pay paid in August for the
prior fiscal year and additional raise per the union agreement.
WATER FUND
FROM: Water Fund Contingency 10,500
TO: 1) Personnel Services-Health Ins $ 10,500
To pay cost in excess of original budget for the Health, Life and
Dental benefits for the Water Division Personnel.
1
WATER FUND
TO: Bond Sale Proceeds $ 500, 000
TO: Capital Outlay 500, 000
From Capital Imp Fund - Bond Sale Proceeds -500, 000
From Capital Imp Fund - Capital Outlay -500,000
This appropriation moves the bond expenditures and resources into
the Water fund from the Capital Imp fund. This is a change required
in the enterprise fund conversion.
SEWER FUND
FROM: Sewer Fund Contingency 67,000
TO: Capital Outlay-Bear Creek 67, 000
This appropriation covers costs associated with the Bear Creek
Interceptor which was complete this fiscal year instead of last year
as budgeted.
AIRPORT FUND
FROM: Transfer to Debt Service 2 ,000
TO: Materials and Services- Repairs 2, 000
The additional appropriation will cover unexpected repairs to the
Airport.
HOSPITAL FUND
FROM: Hospital Fund Contingency 400,000
TO: Salary and wages 250,000
Benefits 50, 000
Materials-Patients Supplies $ 100, 000
This appropriation covers increased utilization of patient supplies
and salaries and wages that were not anticipated in the original
budget document.
IT IS RESOLVED by the Mayor and City Council that the above
appropriations and transfers are approved.
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 , 1992.
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992.
Catherine M. Golden, Mayor
Reviewed as to form:
Pauh�NaUe,ta City y Attorney
2
�F4�y4s Arm orandnm
�. a
' .GREG% ,.
11 1 May 29 , 1992
�. Mayor and Council
r
ram: Karen Huckins, Supervising Accountant
1I�jPtt: Oregon Heat Agreement Contract Renewal
The City of Ashland's emergency heat assistance program
completed the 1991/92 winter season very successfully.
Thirty-four Ashland households benefitted from the
program, which was the result of excellent teamwork and
the very generous support of the people of Ashland.
We would like to renew our contract with Oregon Energy
Services, which is due to expire this year on June 30.
The new contract has been expanded to include energy
counselling. Three to five households that received
assistance will be offered help with credit and energy
conservation counselling. Our Conservation Division will
assist in energy audits and weatherization programs. It
is our hope that these measures will result in making
their utility bills more manageable in the future.
Recommendation
Council authorize Mayor and Recorder to sign the contract
with Oregon Energy Services, Inc. , dba Oregon HEAT.
OREGON HEAT AGREEMENT
This agreement is made July 1, 1992 , by Oregon Energy Services,
Inc. , dba Oregon HEAT (Home Energy Assistance Team) and the City
of Ashland (City) .
RECITALS:
A. City and Oregon HEAT have developed programs to provide needy
individuals with financial aid in assisting to pay such
individuals' residential heating bills.
B. City will continue its current emergency energy assistance
program with Oregon HEAT and add energy counseling to the
program. City will collect voluntary contributions from donors
and contribute its own funds to match the contributions. These
funds will be forwarded by City to Oregon HEAT for distribution
for purposes of the Oregon HEAT program.
City and Oregon HEAT agree:
1. City obligations:
. 1. 1. Collect voluntary contributions. City will collect
voluntary contributions using the name Oregon HEAT and will
forward such contributions to Oregon HEAT at least once per
month.
1.2 . Match voluntary contributions. In an amount not to
exceed $5, 000 per fiscal year, City shall match, on a
dollar-for-dollar basis all contributions collected under
the above paragraph.
1. 3 . Designate money for energy counseling. Dedicate
$2, 500 of monies already collected to provide energy
counseling to certain identified City customers.
1.4 . Provide assistance in energy counseling. City's
conservation division will provide assistance in energy
audits and low-income weatherization programs for
electrically heated buildings.
2 . Oregon HEAT obligations:
2 . 1. Specified expenditures. Except as provided in
paragraph 3 , Oregon HEAT shall use matching funds and
voluntary contributions collected by the City only for the
benefit of City's needy residential utility customers, as
defined below, residing in the City of Ashland.
2 . 2 . Recipients are to be City residential utility
customers whose income must be at 150% or below of the
federal poverty level. In the case of emergency assistance,
preference shall be given to City's utility customers who
have not received assistance from other heating assistance
programs, e.g. LIEAP recipients, within the current heating
season.
2 .2 . 1. The maximum grant to any recipient for
emergency energy assistance shall be $125 (per
household) and any payment is to be made only once to a
household in a program year.
2 .2. 2 . Emergency assistance shall be provided only to
eligible recipients who present a current City monthly
utility bill bearing the recipient's name and address.
2 . 2 . 3 . Matching funds and voluntary contributions
received from the City by Oregon HEAT for emergency
assistance shall be distributed at least monthly to
eligible recipients.
2. 3 . In addition to distributing emergency energy
assistance, Oregon HEAT will contract with the local
Community Action Agency to deliver energy counseling to the
City's identified residential customers.
2 . 4 . Provided that the total amount allowed under paragraph
3 .2 for costs and expenses is not exceeded, Oregon HEAT may
contract with The Salvation Army or any other charitable
organization and Community Action Agency to distribute funds
to eligible recipients. It is intended that contributions
collected by City in the name of Oregon HEAT shall be
deductible as charitable donations for purposes of
calculating the donors' federal and state income taxes.
2 . 5. Oregon HEAT shall identify for reporting purposes all
matching funds and voluntary contributions collected by the
City as Oregon HEAT funds. Oregon HEAT shall provide a
report to City of income, expenses, and distributions made
by it under this agreement on a monthly basis.
3. Compensation for Oregon HEAT. Except as provided in this
paragraph, Oregon HEAT shall receive no compensation for the
services provided under this agreement.
3 . 1. Voluntary contributions and City matching funds
received by Oregon HEAT may be deposited in an interest
bearing account. Any interest earned on deposited funds may
be retained by Oregon HEAT for its use.
3 . 2 . Oregon HEAT may retain up to 150 of City matching
funds and customer donations for its costs and expenses
incurred under this agreement.
4. Promotional activities. Promotional activities relating to
Oregon HEAT shall be cooperatively conducted by both parties.
Oregon HEAT shall have the right of approval on any promotional
activity relating to Oregon HEAT initiated by City of Ashland.
5. Renewal. Oregon HEAT and the City may, by mutual agreement,
amend and extend this contract at any time. All such changes
mutually agreed upon shall be signed and attached to this
contract as amendments.
6. Termination. This contract shall automatically terminate
June 30, 1993, unless earlier terminated as provided below.
Either party may terminate this contract by giving ten days
written notice to the other party. Within 25 days of receipt of
the notice, Oregon HEAT shall return to City any undistributed
matching funds and voluntary contributions.
OREGON HEAT CITY OF ASHLAND
By By
Title: Executive Director Title: Mayor
By
Title: City. Recorder
May 29, 1992
M E M O R A N D U M
TO: Honorable Mayor & City Council
FROM: Brian L. Almquist, City Administrator
SUBJECT: Monthly Report - April/May 1992
The following is a report of my principal activities for the
past two months, and a status report on the various City projects
and Council goals for 1991-92 . As you know, I was in Europe
during the entire month of April.
I. PRINCIPAL ACTIVITIES:
1. Spent two weeks at Stratford-on-Avon visiting with its
chief executive and department heads concerning British systems
of local government service delivery. I. am writing a paper for
ICMA and will share it with you as soon as it' is completed.
2 . Met with Al Williams and consultant Cliff Malm to
finalize RFP on repairs to Reeder Gulch hydro-generator.
3 . Attended League of Oregon Cities Regional meeting at
Ashland Hills regarding tax reform proposals for upcoming
legislative sessions.
4. Met with Fire Chief Woodley to discuss Hazmat training
for our personnel and additional compensation for participants.
5. Met with School Superintendent Daggett to discuss ways
city government might assist School District under Ballot Measure'
5.
6. Attended monthly meeting of Cable Access Commission.
7. Met with Finance, Hospital and Parks at hospital to
discuss proposals received for self-insurance for Workers
Compensation.
8. Attended monthly Chamber of Commerce breakfast meeting.
9. Participated in study session at Community Center
regarding Forest Management Plan.
11. Attended Finance and Taxation Committee meeting in Salem
to develop League of Oregon Cities policies on tax reform and
other issues anticipated during the next Legislative session.
12 . Met with Labor Consultant Bodilly on several occasions
to discuss status of negotiations with Laborers Union and to
formulate our proposals. We will need to meet with Council in
Executive session on June 2 to discuss these final offers.
13. Attended NWPPA Board meeting, Past Presidents meeting
and Executive Board meeting in Tacoma.
14. City Attorney Nolte and I met with Tom Lupes and other
USFS officials to finalize list of requirements for transfer of
Special Use Permit on Mt.Ashland Ski Area.
15. Participated in all day Staff Retreat at Buckhorn
Springs. Topics included staff team-building and a revised
budget strategy.
16. Met with a group of Downtown merchants and Chamber
people regarding a new Holiday lighting scheme.
17. Participated in mediation session with Chamber sub-
committee to work out compromise with Lodging Assn. over tax
increase.
II. STATUS OF VARIOUS CITY PROJECTS:
1. Electric Substation. BPA released Environmental
Assessment (EA) at the February . 18 Council meeting. They have
still not made their final decision on a site. They. have informed
me that it is still their plan to complete construction before
next Winter.
2. Siskivou Bikeway. Since we have no answer from the
Highway Division, I think we can assume the project is not
feasible.
3. Downtown Project. We will pave the Copeland lot and
S.Second Street lot the week of Juns 1. We are still planning on
a meeting with newspaper distributors soon regarding the first
draft of Newsrack Ordinance. We now anticipate presenting it at
the June 16 Council meeting. There are not enough funds to
complete the restroom in the downtown area.
5. Northwest Water Project. Bids are out fot the waer line
construction. Plans for the reservoir are being completed at
this time.
5. Open Space Program. The Park Commission is working with
the League of Women Voters on an initiative. The Parks
Commission also has acquired an option from SPRR on the land
between 6th and 8th in the Railroad District.
III. STATUS OF COUNCIL GOALS:
. (A full report was mailed to the Mayor and Council on
December 23 . A quarterly report will be made in the future on
March 31, June 30 and September 30. Unless there are significant
developments that impact implementation, the status of Council
goals will not be a regular part of my monthly report. )
Brian L. Almquist
City Administrator
BA:ba
4J OF ASN�gti,
filpinoranduut
May 18, 1992
01Q2 Ashland City Council f
,J[rjaM: John Fregonese, Director of Community Development
J�uhjec#: Prioritization of Department Projects
Over the last year or so, the City Council has discussed many different projects
which they would like Community Development to undertake. The list is
included here, and is somewhat overwhelming. While we are attempting to
chip away at the projects, we would also request that you assist in defining the
priority which each of these projects deserves.
At the top are the projects which we are currently working on. These varied
projects are in different stages of completion at this time. The remaining
projects from the list are included-here, and contain our recommended priority
rating. However, our staff is more than willing to modify these priorities,
based upon Council concern and action.
Your review and assistance in this prioritization project is greatly appreciated.
And should you wish to add new projects, please feel welcome. However, we
believe that these should be placed at the bottom of the list, since the
currently listed projects constitute concerns already raised by the City
Council/Planning Commission/Citizens of Ashland.
Thank you.
CURRENT PROJECTS
Commercial Development Standards Committee
New Zone Code Adoption (C-1, E-1, R-1, etc...)
Ashland Community Hospital Master Plan and HC Zone
Adoption
Mahar Mediation
FUTURE PROJECTS
1. Department Organization and Efficiency Study (Planning and
Building)
2. Transportation Plan Update
3. Street Capacity Resolution and Effects on Development
4. Affordable Housing -'Encouraging and Overseeing the
Development of 40-50 Affordable Units
5. Historic Ordinance - Remodels, Demolitions, New Single Family
Structures, within Historic District, etc...
6. Overall Land Use Ordinance, Zoning Map, Comprehensive Plan
Map Update.
7. Periodic Review Amendments - Modifications to the Land Use
Ordinance to Comply with the Requirements of Periodic Review
of the Comprehensive Plan.
8. Ashland Street (Highway 66) Special Area Plan
9. Railroad District Special Area Plan
10. Wildfire Lands Map Amendments and Limitations on Density
Bonuses/Base Density within Wildfire Lands. .
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 p9epl9,who wish
to be heard, and the length of the agenda.
- -- 11
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
JUNE 21 1992
I. EXECUTIVE SESSION: 7:00 P.M. , Conference Room (To conduct
deliberations with persons designated to carry on labor
negotiations pursuant to ORS 192. 660(d) ]
II. PLEDGE OF ALLEGIANCE: 7: 30 P.M. , Civic Center Council Chambers
III. ROLL CALL
IV. APPROVAL OF MINUTES: Regular Meeting of May 19, 1992.
V. SPECIAL PRESENTATIONS & AWARDS:
1. Mayor's proclamation - "SENIORS DAY IN ASHLAND" June 4th.
VI. CONSENT AGENDA:
1. Minutes of Boards, Commissions & Committees.
2. Liquor license for John D. & William P. Murphy, dba Oak
Knoll Restaurant, 3070 Highway 66.
� . Mayor's appointments of Tahitia Orr and Scott Marnon to
Bicycle Comm iss on.
VII. PUBLIC HEARINGS: (to conclude by 9:30 P.M. )
1. Forest Management Plan.
2. Designation of 1190 acres of land within the City limits as
Wildland Fire Protection Areas pursuant to ORS 477.225.
3 . Urban Runoff Water Quality Program Plan.
4 . . 1992-93 Budget:
a. First reading of an ordinance levying taxes for the
period of July 1, 1992, to and including June 30, 1993,
such taxes in the sum of $2,479,735 upon all the real
and personal property subject to assessment and levy
within the corporate limits of the City of Ashland,
Jackson County, Oregon.
b. A Resolution adopting the annual budget and making
appropriations.
\l ,
VIII. NEW & MISCELLANEOUS BUSINESS:
1. Memo from Councilor Arnold regarding Homeless Persons in
Ashland and formation of an ad hoc committee to make
recommendations to the City Council.
r 2 . Letter from Board of County Commissioners, soliciting a
nomination of Councilor for appointment to board of Ratio
Review for property values.
3 . Award of bid on Tolman Creek Road Improvement Project.
4. Memo from Mayor Golden and Councilor Laws inviting public
and employee ideas on improving service delivery systems.
5. Memo from Transportation Plan Advisory Committee concerning
downtown bus depot.
6. Memo from Transportation Plan Advisory Committee requesting
authorization to submit grant application to ODOT, and
request for matching funds.
IX. PUBLIC FORUM: Business from the audience not included
on the agenda. (Limited to 5 min. per speaker and a
total of 15 minutes)
X. ORDINANCES RESOLUTIONS & CONTRACTS:
1. Second reading by title only of an ordinance vacating a
portion of Grover Street.
i 2. Resolution approving participation in State revenue
sharing.
3 . Resolution certifying City services for State shared
revenues.
4 . Resolution transferring appropriations within the 1991-92
budget.
5. Contract renewal with Oregon Energy Services for low-income
home heating assistance program.
XI. OTHER BUSINESS FROM COUNCIL MEMBERS
XII. ADJOURNMENT
MINUTES OF THE REGULAR MEETING
ASHLAND CITY COUNCIL
MAY 19, 1992
CALL TO ORDER: Mayor Catherine Golden called the meeting to order and
led the Pledge of Allegiance at 7: 30 P.M. or the above date in the
Council Chambers. Laws, Williams, Acklin, Winthrop, and Williams were
present. Reid was absent.
APPROVAL OF MINUTES: Winthrop noted a correction in the third to the
last sentence of the first paragraph on page two of the May 5 minutes
follows: " . . . , and this would==___n_-, be a contribution to a
religious organization. " The minutes of the"'.Regular Meeting of May 5
and Special Meeting of May 11, 1992 were accepted with the above
amendment.
CONSENT AGENDA: Item #3 was pulled for discussion. Acklin moved to
approve the remainder of the Consent Agenda as follows: 1) Minutes of
Boards, Commissions & Committees; 2) Monthly Departmental. Reports -
April 1992; 4) Set public hearing on Forest Management Plan for June
21 1992 ; and 5) Set public hearing on Storm Drainage Master Plan for
June 2, 1992. Winthrop seconded, all AYES on voice vote. Public
Works Dir. Hall reviewed the information in the packet on item 3)
Water Supply Report - April 1992. Reeder Reservoir should be nearly
full by the target date of June 1 and conservation measures will be
promoted via the utility bills, newspaper ads, and advertising on RVTD
buses. An updated report will be presented at the next meeting. Laws
moved to approve item #3, Winthrop seconded, all AYES on voice vote.
SPECIAL PRESENTATIONS: A proclamation was read declaring the week of
May 17 - 23 , 1992 as "National Public Works Week" . P.W. Admin. Asst.
Barlow told of a display of public works equipment to be held on
Thursday, May 21 from 12:00 Noon - 3 :00 P.M. on the Plaza.
NEW & MISCELLANEOUS: Oregon Dept. of Forestry (ODF) Presentation -
Fire Protection in Wildland Areas. Fire Chief Woodley introduced
Cliff Liedtke, District Forester, and Dan Thorpe, Unit Forester, who
explained their fire protection procedures and costs. Liedtke said
assessments are . 0563 per acre per year, with a minimum of $18.90/yr.
for parcels under 33 acres with no improvements. Assessments for
parcels with improvements are higher due to the increased chance of
fire and costs involved in fighting those fires. Thorpe explained the
City's alternatives as follows: 1) stay with the existing mutual aid
agreement which provides reimbursement to ODF for their assistance in
fighting wildland fires in the City limits; 2) contract with ODF for
the 1188 acres of mostly privately-owned wildlands within the City
limits; or 3) add these areas to the ODF tax rolls and assess property
owners for the fire patrol tax. Thorpe said the subject areas will be
protected by ODF when Council requests they do so, but the owners will
not be assessed until the next tax bill is prepared. On a question
from Golden, City Attorney Nolte said the ODF would ultimately impose
the tax, with endorsement by the City Council. Woodley explained that
Regular Meeting- Ashland City Council - May 19, 1992 - P. 1
Oregon Dept. of Forestry (Continued)
the Ashland Fire Dept. is neither equipped nor trained to fight
wildland fires and will never have the resources that ODF maintains,
but will still protect structures in these areas. Laws expressed
concern about costs to low-income individuals. Acklin moved to
request. Staff to send letters of notification to affected property
owners including information provided by Liedtke and Thorpe, and
prepare a resolution for the next Council meeting. Winthrop seconded,
all AYES on voice vote. Golden commended Woodley on the presentation
and his fire prevention/education efforts.
Waive Banner Fee. A request was received from the Alzheimer's ,
Association to waive the installation fee for their Memory Walk banner
to be displayed the week of September 28 - October 4 . Arnold moved to
approve same, Acklin seconded, all AYES on voice vote.
R.V.T.D. Service Boundaries. City Attorney Nolte explained that
property should be annexed into the District at the time it is annexed
into the City. He is researching the procedure to annex properties
into the District, which were excluded from same when annexed into the
City, and will report back with his findings.
0
Special R.V.T.D. Bus Service on July 4th. Councilor Laws explained
that the Transportation Advisory Committee discussed this idea and the
R.V.T.D. Board is willing to provide bus service from Medford to
Ashland for $1. 00 round trip on the Fourth of July. Council agreed
that Police Chief Brown, Laws, and Almquist will work with RVTD and
the Chamber of Commerce to work out the details, which will be
included in the utility bill newsletter.
Request to Waive Airport Standards. P.W. Admin. Asst. Barlow
explained that Randal Sedwick is requesting waiver of standards which
require office space, classroom space, customer parking etc. for his
flight instruction business. The Airport Commission recommends
approval of the waiver due to a lack of space for these facilities.
Law moved approval of the request and Williams seconded the motion.
Arnold expressed concern about the impacts on the remainder of the
City with expanded use of the airport. Winthrop noted a similar
request for an air taxi service which was approved a few months ago,
and Williams said flight instruction is necessary for the airport to
remain viable. The motion passed on voice vote with Arnold
dissenting.
PUBLIC FORUM: No response.
ORDINANCES—RESOLUTIONS & CONTRACTS: Transient Occupancy Tax
Increase. Second reading by title only of an ordinance increasing the
Transient Occupancy Tax to 7%. Acklin moved adoption and Winthrop
seconded the motion. Williams would like to see a timeline for
reviewing revenue sources in light of this and the open space issue.
Acklin said it will be discussed at the May 26 Budget Meeting. The
motion passed unanimously on roll call vote. (Ord. 2674)
Regular Meeting - Ashland City Council - May 19 , 1992 - P. 2
Final Assessments - LID 64. Second reading by title only of an
ordinance levying special benefit assessments in LID No. 64 (Lori Lane
street improvement/Peachey/Paradise sanitary sewer) and declaring an
emergency. Williams moved adoption, Arnold seconded, all YES on roll
call vote. (Ord. 2675)
Vacate Grover Street. First reading of an ordinance vacating the
unopened portion of Grover St. between Sheridan and N. Main and
reserving a 15-foot wide pedestrian easement. Arnold moved to second
reading, Winthrop seconded, all YES on roll call vote.
C.P.A.C. Re-organization. A Resolution was read calling for land-use
hearings on a revision to CPAC's organization. Williams moved to
adopt same, Laws seconded, all YES on roll call vote. (Reso. 92-25)
Airport Rental Rates. A Resolution was read establishing rental rates
for T-hangars and tie-down spaces at Ashland Municipal Airport.
Winthrop moved approval, Williams seconded, all YES on roll call vote.
(Reso. 92-26)
BPA Amendatory Agreement. A Resolution was read approving Amendatory
Agreement No. 3 to the Energy Smart Design Option 3 Utility Agreement
with BPA. Laws moved to adopt same, Williams seconded, all YES on
roll call vote. (Reso. 92-27)
OTHER BUSINESS FROM COUNCIL MEMBERS: Winthrop expressed concern about
the wording of the Urban Runoff Water Quality Program Plan which does
not acknowledge Ashland's existing plan for reducing effluent in Bear
Creek. This Plan will be the. subject of a public hearing on June 2,
1992. Laws asked that Staff research installation of a better public
address system, and replacement of Acklin's microphone post haste.
Acklin is troubled about the ordinance which prohibits sewer
connections to existing houses with failing septic systems, which are
outside the UGB but within a reasonable distance to a City sewer main.
ADJOURNMENT: The meeting adjourned at 9: 12 P.M.
Nan E. Franklin Catherine M. Golden
City Recorder Mayor
Regular Meeting - Ashland City Council - May 19 , 1992 - P. 3
:`n/V d -tn IrV V[ �"kr I,pV ,� •\,. (- , 1/ \r, 11 /- N �'1i 'n/- �, .� iii
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E I
�1[
WHEREAS the Seniors of the City of Ashland contribute to the
social political and economic vitalit • and ??'
1!' WHEREAS, the activities of the Seniors have resulted in a "
,.� cohesive fellowship of persons with common
gar:. interests; and
ZR
r s i
_ WHEREAS, the Seniors have participated in a wide range of
1
a�[jIjl!, functions and have become an important segment of
the population in the City of Ashland; and
„[ r WHEREAS the wisdom and experience accumulated b this
-=
P Y
important group can well be shared by others in the L+
community; and •�' F,[
WHEREAS activities have been planned by and for the Seniors "1 °
and the whole community is invited to join in the
festivities. !
NOW, THEREFORE, I r Catherine Golden, Mayor of the City of
,.ream;
a Ashland, recognize the outstanding contributions made daily n•
by Seniors in tthi19community and the Nation, and hereby
�tl?% proclaim r(r
pl-
SENIORS DAY IN ASHLAND nj��Wit
and encourage all public and private organizations, and all yl
q,,..; citizens to acknowledge and recognize the efforts and success
of our Seniors.
V
Dated this 2nd day of June, 1992 .
I � :
�i
r
Catherine M. Golden r
Mayor .
jiS.5 Nan E. Franklin
`? City Recorder
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ASHLAND HISTORIC COMMISSION
Minutes
May 6, 1992
CALL TO ORDER
The meeting was called to order by Vice-Chairperson Terry Skibby at 7:37 p.m. Members
present were Jim Lewis (who took over the meeting after the first action), Terry Skibby, Jane
Dancer, Keith Chambers, Le Hook, Deane Bradshaw (who left at 9:00), Dana Johnson and
Steve Ennis. Also present were Assistant Planner Kristen Cochran, Secretary Sonja
Akerman and Council Liaison Susan Reid. No members were absent. (Lewis sat in the
audience during the first staff report and discussion due to a conflict of interest.)
NEW MEMBER
Skibby introduced newly appointed member Dana Johnson.
APPROVAL OF MINUTES
Dancer moved and Hook seconded to approve the Minutes of the April 8, 1992 meeting as
mailed. The motion was unanimously passed.
STAFF REPORTS
PA 92-001
Subdivision
"A" Street
Donna Andrews/Southern Pacific Railroad
Cochran stated this planning action was continued because the Planning Commission also
felt more information needed to be presented. The main issue now is the park. The
Comprehensive Plan identifies the proposed park area, but also states if no funding is
available, the area can be developed. The City Attorney has said an LID can be used as
reasonable assurance the money can be raised, however, this would constitute 51% of the
property owners. She went on to say the neighborhood association received permission from
the City Council to set up a special fund for donations. Staff is proposing the cul-de-sac be
moved from 6th to 8th Street. Engineering is working on a map which will be presented at
the Planning Commission meeting depicting the exact location of the Golden Spike . Staff
is recommending approval of the subdivision,with the advice the neighborhood, reservation
holders and the City work together for the park.
Referring to the Master Plan Map, Reid stated the area across the tracks should work well
for a park because of the close proximity to residential areas which will be developed to the
east and north. It would also serve as a buffer between residential and industrial areas.
Cochran then summarized the recommended conditions of the Staff should the Planning
Commission approve the application. Changes from the April 14th Staff Report include the
removal of the revision of the land between 6th and 8th Streets for acquisition of a park
(which could be included again if the SI% of signatures obtained for an LID is obtained), cul-
de-sac moved from 6th Street to 8th Street, and the area near 6th Street that had the
diversion of spring water is no longer considered to be a wetland (as determined by the
Division of State Lands).
Jim Lewis was asked to read the petition which is being used for the formation of an LID.
Reid then stated the City has a policy to support LIDS. (The City owns 10% of the property
in the area designated by Staff for the LID.) Reid added it is possible to use a smaller area
for the LID, however, that would increase the required amount of money per owner.
Donna Andrews clarified the person holding the reservation between 7th and 8th Streets has
never intended to develop that area. She added the area between the last half of 6th Street
through 8th Street has already been agreed upon for a park. Alan Sandler owns the
reservation between 6th and 7th Streets and he has stated he would allow the City a one-
year option to acquire a portion of 6th Street. He wants to develop a portion directly across
the street from his property for expansion of his business.
Skibby questioned Lewis about the boundary of the LID. Lewis stated it is between Oak
and Water Streets to Mountain Avenue, and Lithia Way to "A" Street. He also said the
neighborhood is asking for denial of the subdivision if the entire land between 6th and 8th
Streets is not included in the park.
Donna Andrews said she feels more options are available, and that it doesn't take an LID
to buy land. It can be purchased outright.
Ellen Downs maintained there are other views to take into consideration. If the area
between 6th and 8th Streets is all they can get, they will take it, but the entire parcel should
be taken for what it was and is. She would like it to be developed appropriately, and
doesn't feel she knows more now than one month ago. She would like to see what each
reservation owner wants to do, and would like clarification on traffic concerns.
Donna Andrews stated there is an issue of time. Historically, it has taken,at least a year to
purchase Southern Pacific property. It requires a 10% earnest money deposit, which would
allow plenty of time to come up with the remainder of the money. She feels the
neighborhood should come up with an offer, then present it to the reservation owners, who
in turn, can give her a statement of what they are willing to do.
Betty Camner read from the Staff Report Addendum I dated May 12 regarding reasonable
assurance of the funding. She stated it will be very difficult to get 51% by next Tuesday.
Ashland Historic Commission
Minutes
May 6, 1992 Page 2
She also said if 8th Street is used for the cul-de-sac, it would take the Golden Spike area
away. "A" Street is only 30 feet wide in front of her house and the 100 foot diameter turn-
around would not leave much park area. Out of ten buildings on her block, seven are
residences. There should be no reason to have large trucks in that area.
Betsy Anderson questioned the reason for the 8th Street cul-de-sac. The turn-around would
be where the kids would be playing in the park.
Bill Emerson informed those present these questions will come before the next Traffic
Safety Commission meeting. He said Mr. Sandler is renting portions of his existing building,
so if he wants to expand, why not use what he already has? He stated 2.5 acres per 1000
people are required for an active park and there are more than 1000 people in the Railroad
District. He also expressed his frustration with the time constraints of obtaining the LID
signatures. Regarding the water diversion issue, he stated he traced the diversion pipes
from Rogue Federal Credit Union to Ashland Creek by walking and listening, and with the
assistance of a City employee by pouring dye into the pipes. The system is currently taking
the water because it is dry; however, during periods of heavy rain, the extra water would
probably be too much to handle so it would overflow.
Jim Lewis explained a park would do more than give the area open space. In his opinion,
the applicant did not address the history of the area, wetlands, density, or traffic (as the last
traffic report is from 1988). He feels if there is no reservation for a park, the subdivision
should be denied.
Ellen Downes said the park is just one issue, and that the subdivision needs more care.
History needs to be addressed. She then quoted Kay Atwood from the Ashland Cultural
Resource Inventory, and Marge O'Harra from Ashland: The First 130 Years. Downes added
it would be a great archeological site, as no buildings would have to be removed. The area
between 4th and 5th Streets was and is still the heart of the Railroad District. With the
right-of-way, sidewalk improvements, etc. there won't be much of the parcels left.
Cheryl Lewis did not feel a 3.5 foot right-of-way dedication would make much difference,
but six feet would make more sense. She said they just got City Council approval for an
account the previous night and within a week they need to have 51% of the signatures. She
also wondered if there would be a conflict of interest if Donna Andrews was a reservation
holder. She would like to feel the City is backing them in the acquisition of the park area.
Lewis then stated she had received a call from a person in Santa Rosa who has old railroad
cars in excellent condition. He has been talking with City Staff members for quite some
time about opening a portion of obsolete tracks and moving these cars to Ashland. He
wanted it to be known there are other ways (i.e. tax increment district) to get money.
Ashland Historic Commission
Minutes
May 6, 1992 page 3
After further discussion of park area, Bradshaw moved to postpone the hearing for a month
because there still was not enough information to make a decision. Since the application
was deemed complete on April 7th, only 30 days had gone by and 90 remained. Also, one
week is not enough time to get the required LID signatures. There was no second.
Hook commented the Commission should recommend at least all of 6th through 8th Streets
be designated a park. Chambers said the idea of a local improvement district is great, but
the time deadline is unrealistic. He also felt the intentions of the reservation holders should
be made clear. Skibby felt it was obvious the area should accommodate a park. When put
on a scale, he said he saw this as a community opposed to a few. Even though he has the
greatest respect for the City, he expressed his disappointment and frustration because of the
result of this entire project. He has a typed transcript from the Daily Tidings on the Golden
Spike Ceremony which pinpoints the exact area. (This has been made a part of the record
and is on file in the Planning Department.) He also has the original map of the Railroad
District. In addition, the wagon train went through this area also (The Oregon Trail and
the Applegate Trail) and will be celebrated by the State of Oregon, so there is more history
to the area than just the Golden Spike. He then stated he felt it is a bad location for this
development. Johnson said it would be unfair of her to vote on this because it was her first
meeting; however, she has read her packet and listened to testimony. She strongly feels the
need to have a park at least from 6th to 8th Street. Since traffic will be affected by the type
of businesses locating there, it would be helpful to have this information before making a
decision. Ennis agreed about the importance of a park and said he was unsure of how to
interpret the information that has come in, as some seems contradictory, and some
information is still coming together.
(Bradshaw had to leave at this time.)
Dancer said she realizes property owners have rights, but wondered why it has taken the
City so long to do something about this park area. It seems as though everyone is entering
in this at different points. MacKenzie was in favor of the park but felt the City should be
more involved with funding.
Hook questioned Andrews about the term "reservation". She answered it is the closest thing
to earnest money because it is not legally subdivided yet. The money is attached to the
property with a contract. If it doesn't go through, it is not binding and the reservation
holders get their money back.
The Commission concurred the traffic is already bad on "A" Street. Skibby stated that
historically, the entire area should be a park and he doesn't want to see the land lost. Hook
said that as a practical consideration, the 120 day deadline needs to be dealt with.
Ashland Historic Commission
Minutes
May 6,1992 Page 4
Chambers stressed the importance of the park, as historical strands come together there.
He questioned the area needed and recommended the Planning Commission turn to the
Parks Commission in order that an adequate park be formed, as it would achieve more than
open space. It would not be practical to recommend no commercial development take place
on any part of the land. He also questioned why the cul-de-sac would go past 6th Street if
there is no development past it. The Golden Spike site near 8th Street would be affected,
as would the present placque which is located on 4th Street. He would also like to know
the nature of the subdivision, although Cochran stated it is not an issue at this time.
Skibby again quoted Kay Atwood and stated the placque at 4th Street was placed in 1974,
which was the year Ashland celebrated its 100 year anniversary. He inquired what will
happen to the present marker.
Chambers moved to recommend denial of this subdivision to the Planning Commission
based on the following major issues: 1) The entire area involved with the Golden Spike
and the development of the Railroad in Ashland is of critical importance, and the historical
nature of the area has not been taken into consideration; 2) The absolute minimum
recommended size of the park is between 6th and 8th Streets (not 61/2 to 8th Streets),
however consideration should also be given to a park from 4th through 8th Street; 3) The
proposed cul-de-sac turn-around at 8th Street seems to be the exact site of the Golden Spike
and would tend to draw commercial traffic all the way to 8th, so it would be more
reasonable to locate this at 6th Street. Hook seconded the motion and it passed with all
voting aye except Lewis (who abstained because of a conflict of interest), Johnson (who
abstained because it was her first meeting), and Bradshaw (who had left the meeting early).
PA 92-068
Site Review
1023 East Main Street
Bob and Dianne Ellis
Cochran stated this house is on the National Register of Historic Places and because the
owners want to reconstruct the porch, it has to be approved by the State Historic
Preservation Office and the Historic Commission.
Bill Emerson, designer, said they are actually recreating the existing porch. He then
presented and explained elevations he had drawn.
Hook commended Emerson and the applicants and stated the Commission appreciates nice
work and the attention to detail.
Skibby moved and Dancer seconded to approve this application. The motion was
unanimously approved.
Ashland Historic Commission
Minutes
May 6, 1992 Page 5
PA 92-060
Conditional Use Permit and Site Review
561 Rock Street
Eugene Brummett
Cochran explained this application is for a three unit traveller's accommodation. The
existing structure (which is non-contributing) will be remodeled and expanded. Staff feels
it will be an asset to the neighborhood and is recommending approval.
When Hook questioned the scale, Ennis said his only concern is the modest house to the
south. Chambers commented the garage seems to be 40% of the width of the structure, and
that when Craftsman-style cottages such as this were originally built, garages were usually
in the rear. The house will look nice, but the garage may dominate it.
Hook moved to recommend denial of the application because it appears to be a demolition
of the existing structure. When questioned about the age of a structure for a traveller's
accommodation, Cochran read from the ordinance, stating the house had to be at least 20
years old. The intent is so that hotels are not built, and if the B & B is not used for this
purpose, it can easily revert back to a residence. Lewis stated alternatives need to be
considered. Chambers remarked it is taking another affordable rental and modifying it for
a B & B. Ennis said more clarification is needed as to what portion of the house will
remain, as it looks like the only portion left will be the garage. What they are doing, he
went on to say, is admirable, but it seems they are circumventing the 20 year minimum
portion of the code. Chambers seconded the motion because it was unclear what will
remain of the existing house. Hook and Chambers then withdrew their motion and second.
The Commission would like the applicant to come and explain what will remain, as it may
not comply with the code.
Inasmuch as it appears to improve the property, Ennis moved to recommend denial of the
application because it does not appear to meet the 20 year requirement of the code.
Chambers amended the motion to include the fact that it appears to be a defacto
demolition. Skibby seconded the motion and it was unanimously passed.
PA 92-054
Conditional Use Permit
Water Street
City of Ashland/The Recycling P.A.C.T.
Cochran explained the recycling depot is now requesting permanent approval,then displayed
the landscape plan. The northern portion of the site will be park area. She also said the
roof on the existing structure will be repaired.
Skibby stated this site is close to the old wagon road. It was noted only the area around the
depot will be fenced and screened.
Ashland Historic Commission
Minutes
May 6, 1992 Page 6
Dancer moved and MacKenzie seconded to recommend approval of this planning action.
The motion was unanimously approved.
PA 92-048
Comprehensive Plan Map and Zoning Map Amendments
Area Around Ashland Community Hospital
City of Ashland
Cochran stated the Planning Commission did not have time during its April meeting to hear
this action, so it was carried over. Information included in the packet not receive last month
was the Staff Report and a letter from a property owner.
The Commission agreed no further action was necessary.
BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of
April follow:
104 Bush St. John Schweiger Demolition (SFR)
190 Vista St. Bill Hicks/Paula Daystar Remodel/Addition
185 Almond St. Yvonne Rose-Merkel SFR
574 E. Main St. Bob Burton Apartments
59 6th St. Zelpha Hutton Addition
41 Gresham St. Lucy Flood Foundation
245 Van Ness Ave. Cynthia White Foundation
93 Granite St. Schreiber Addition
370 E. Main St. Steve Willing Remodel'
70 Water St. Ann Clouse Foundation
624 "A' St. Jim Lewis Re-roof
431 Lori Lane Brenden House Sign
Not approved by the Historic Commission
Review Board
Following is the schedule (until the next meeting) for the Review Board,which meets every
Thursday from 3:00 to 3:30 p.m. in the Planning Department:
May 7 Bradshaw, Chambers, Dancer and Lewis
May 14 Bradshaw, Skibby, Dancer and Emus
May 21 Bradshaw, Hook, Skibby, MacKenzie and Johnson
May 28 Bradshaw, Hook, Skibby, Chambers, MacKenzie, Lewis and Johnson
(Hook moved and Chambers seconded to extend the meeting beyond 10:30. It passed unanimously.)
Ashland Historic Commission
Minutes _
May 6, 1992 Page 7
OLD BUSINESS
Alley Committee
Chambers said he had talked with Dick McKinney and they are both concerned the Council
knows the report is only temporarily on hold.
National Historic Preservation Week
Skibby reported on the events that will take place the following week.
Historic Landmark Preservation Ordinance
Nothing new to report on this.
NEW BUSINESS
National Register Nominations
The Commission received nominations from the State Historic Preservation Office for 351
Morton Street and the Peerless Rooms Building on Fourth Street. SHPO needed a reply
from the City by May 15th.
Lewis reported the Council left the final decision on 351 Morton Street up to the Historic
Commission because the Llewellyns had replied to its memo dated May 1, 1992 (both of
which are attached and made a part of these minutes).
Hook stated he had again looked at the house and the addition seems larger than the
original structure. Lewis felt that since the owners were going for an architectural
nomination status, it was regretful they didn't communicate with the Historic Commission
or SHPO about the addition prior to the construction and the nomination. The Commission
felt that by attaching the addition to the house makes it seem too modern.
It was the unanimous decision of the Commission to support the Peerless Rooms Building
for the National Register. The Commission, however, decided not to support the
nomination of 351 Morton Street (Chambers abstained) for the above reasons and those
stated in the May 1st memo to the Mayor and City Council.
ADJOURNMENT
With a motion by MacKenzie and second by Hook, it was the unanimous decision to
adjourn the meeting at 10:45 p.m.
Ashland Historic Commission
Minutes
May 6, 1992 Page 8
CITY OF ASHLAND
PARKS AND RECREATION COMMISSION
R FYI Tj„A�R, MFR��`I NG
MINUTES
April 29, 1992 Chair Adams called the meeting to order at
7:00 p.m. at 340 S. Pioneer Street.
ATTENDANCE:
Present: Patricia Adams, Al Alsing, Tom Pyle, Teri
Coppedge, Wes Reynolds, Ken Mickelsen,
Councillor Williams.
Absent: None
I. ADDITIONS OR DELETIONS TO THE AGENDA None
II. APPROVAL OF MINUTES Commissioner Alsing made a motion to approve
the minutes of the Regular Meeting of
March 18, 1992. Commissioner Coppedge
seconded.
The vote was: 5 yes - 0 no
III. BILLS AND FINANCES
A. Approval of Previous month's disbursements
Commissioner Pyle made a motion to approve the previous month's
disbursements as indicated by Payables checks 116167 through #6274 in the
amount of $58,582.20 and Payroll checks #5240 through 115289 in the amount
of $26,888.00. Commissioner Reynolds seconded.
The vote was: 5 yes - 0 no
N. AUDIENCE PARTICIPATION ON THE AGENDA None
V. AUDIENCE PARTICIPATION NOT ON THE AGENDA
A. Neil Foley - Representative from Superior Aquatics
Mr. Foley (1250 Bellview Avenue), parent/coach, for Superior Aquatics,
a youth competitive swimming organization, indicated he was present in the
audience to speak to the Commission concerning the fees for use of the
Meyer Pool for the organization this coming summer. He said that the
previous organization, Southern Oregon Swim Association, had disbanded and
Superior Aquatics was the newly re-chartered organization taking its place
and serving the same general function. He said that there were
approximately 14 novice swimmers who would be using the pool for four days
a week instead of five days a week as was previously used by SOSA. He
asked for a change in the rate structure reducing the fee per swimmer from
$25 to $20 for the summer. He also indicated that the club is offering to
organize two all-comers swim meets for the community. He said that the
organization would not need to use the Meyer Pool for any club swim meets
this summer.
Ashland Parks and Recreation Commission Page 2
Regular Meeting - April 29, 1992
Neil Foley - Superior Aquatics con't.
Director Mickelsen indicated to the Commission that since the Meyer
Pool opened, SOSA had rented the. pool for their program using it Monday
through Friday from 8:00 a.m. to 8:50 a.m. for a two month period. Various
financial arrangements had been made through the years. Last year, the
Commission. charged $25 per swimmer for the summer.
In discussion, Commissioner Pyle inquired whether or not the club had
any association with the Superior Athletic Club in Medford. He said that
his intent was to determine whether or not the Commission was dealing with
a non-profit club or with a profit organization. Mr. Foley responded that
the annual swim club members all have membership with Superior Athletic and
that the club does have pool time allocated to them but that "Superior
Aquatics" is an officially chartered non-profit club with Oregon Swimming
and U. S. Swimming, a separate entity from the Superior Athletic Club.
Commission Pyle wanted to know whether or not a child could still joint the
swimming club if he could not afford or did not want to joint the Superior
Athletics. Mr. Foley indicated that his last information was that there
was going to be a flat fee to cover the summer swimmers. The flat fee
would include a club T-shirt, a club swim suit and summer dues. He said,
that Ashland's novice swimmers who would use the Meyer Pool would be able
to use Superior Athletic's pool if they chose to do so but that the club
believed that most those swimmers would choose to use the Meyer Pool rather
than travel to Medford. Mr. Foley also indicated that as a
parent/volunteer coach for the organization that he did not have all the
details as to the club's relationship with Superior Aquatics but that he
was certain that Ken Pappas, Head Coach, would be able to provide the
Commission with any information it would like to determine the swim club's
relationship to Superior Athletics.
MOTION Commissioner Reynolds made a motion to accept Superior Aquatics
proposal to rent the Meyer Pool for a two month period, four days a week
from 8:00 to 8:50 a.m. , for a fee of $20 per participant with the
understanding that the club would organize two all-comers swim meets some
time during the summer and provided that the club was able to demonstrate
its non-profit status. Commissioner Pyle seconded.
In discussion, Commissioner Adams asked whether or not the club had
chosen any specific dates for offering the all-comers meets . Mr. Foley
said that they had not but that they would like to offer one early in the
season and one late in the season. Commissioner Adams indicated that in
scheduling the meets that they should be scheduled at such a time that the
regular hours for the pool would not be affected. Director Mickelsen
indicated that he would work with the, club and pool manager to set up
dates.
The vote was: 5 yes - 0 no
Ashland Parks and Recreation Commission Page 3
Regular Meeting - April 29, 1992
V. OLD BUSINESS None
VI. NEW BUSINESS
A. . Insurance coverage for skateboard facility
Director Mickelsen presented a memorandum to the Commission indicating ,
that the City has agreed to provide liability insurance coverage for the
proposed skateboard facility for Garfield Park for a cost of $550 per year.
B. Bids on basketball, multi-purpose area for Garfield Park
Director Mickelsen reported the department received one bid for the
construction of the basketball, multi-purpose area for Garfield Park. For
Items #1 - #3 relating to paving and grading, Pacific Paving Inca submitted
a bid for a total of $11,774. No bid was submitted for color coating the
basketball court. Director Mickelsen said that staff recommended that the
Commission accept the bid. He also indicated that staff felt confident
that the color coating process could be handled in house.
MOTION Commissioner Pyle made a motion to accept the bid from Pacific Paving..
Commissioner Alsing seconded.
The vote was: 5 yes - 0 no
C. Request from Ashland YMCA on landscape maintenance
Director Mickelsen indicated that he had been contacted by Michael
O'Brien, publisher of the Daily Tidings and representative of the Ashland
Family YMCA requesting that the department assume maintenance on the
grounds adjacent to the YMCA building. Mr: O'Brien indicated that the
Daily Tidings would offer to do a second printing of the department's
summer brochure at no cost in exchange for these services .
MOTION After brief discussion, Commissioner Alsing, stating that he was
uncomfortable with setting such a precedent, made a motion to decline the
offer. Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
D. Office remodeling plans
Director Mickelsen presented some rough drawings for possibilities for
remodeling the department office space. Due to increases in administrative
staffing and the fact that the structure is not handicapped accessible,
staff worked with architect Ron Grimes to come up with a plan which would
preserve the basic structure of the existing office building and to add a
small structure which would be connected by a breeze way. The breezeway
would also serve the purpose of providing a handicapped access ramp to the
building. The rough design for an approximate 700 sq. ft. structure
presented would provide space for three small offices and a handicapped
accessible restroom.
After reviewing the rough drawing, the Commission made suggestions for
modification to the design and asked staff to continue working with Ron
Grimes along the ideas presented in the rough drawing. The Commission
Ashland Parks and Recreation Commission Page 4
Regular Meeting — April 29, 1992
Office remodeling — con't.
also instructed Mr. Mickelsen to inquire of whatever historical commissions
necessary to determine what approval would be needed to modify the office
structure if any.
E. Memorandum concerning employee negotiations
Director Mickelsen informed the Commission that department staff was
not ready at this point in time ,to speak to the Commission concerning
salary negotiations for the upcoming fiscal year.
VIII. CORRESPONDENCE, COMMUNICATIONS, DIRECTOR'S REPORT
A. Letter from Ben Molino concerning BMX facility
After discussion of the letter from Middle School student Ben Molino,
the Commission decided to have the Director write a letter to Mr. Molino
inviting him to come to the department office to discuss the possibilities
of including a BMX facility within the park system. The Commissioners
indicated that the letter should let Mr. Molino know that a BMX facility
was one which the Commission would consider for future park expansion but
that prior to installing such a facility issues such as liability insurance
would need to be addressed. The Commissioners also discussed the idea of
using the land behind Ashland Greenhouses as a possible temporary site for
such a facility.
B. Letter from G. Munsell on Tayler Funds
The Commission reviewed a letter from Glenn Munsell, attorney for the
Tayler Memorial Foundation, that indicated that the Board of Trustees in
reviewing the Commission's inquiry as to the possibility of Tayler funds
being used for projects on Calle Guanajuato, did not believe that that
would be an appropriate use of funds in accordance with Mr. Tayler's
wishes.
C. Letter from Ashland Fire Department concerning request by Judie Bunch
In March the Commission- received a letter from Judie Bunch requesting
permission to leave Marketplace booth structures in place overnight on
Saturdays from ".lamppost to lamppost." Judie had requested that the Fire
Department write to the Commission concerning the request. The Commission
reviewed a letter from Don Paul, Fire Marshall, dated March 18, 1992, which
indicated that the Ashland Fire Department found Ms. Bunch's request
acceptable from a safety standpoint and that the risk of the booth
structures in question interfering with emergency operations would be very
minimal.
Commissioner Adams asked whether or not department staff would have any
opinion on the request. Director Mickelsen said only the safety concerns
which the letter from the Fire Department addressed. He said that the
Marketplace has left booths up overnight in other areas but not in this
particular location.
Ashland Parks and Recreation Commission Page 5
Regular Meeting - April 29, 1992
Request by Marketplace- con't.
MOTION Commissioner Pyle made a motion to approve the request. Commissioner
Coppedge seconded.
In discussion, Commissioner Adams indicated that she had a concern
about leaving stalls up overnight because it would make the area less
appealing visually for persons strolling through the area in the evening.
Commissioner Coppedge expressed a similar concern. Commissioner Pyle also
questioned whether or not the structures would provide any shelter for
persons who might come along at night to sleep there. Ms. Bunch responded
that only the frame would remain. It would not be an enclosed structure.
Shirley Moss of the Marketplace indicated that it was much simpler for the
crafts persons to be able to leave the booths overnight plus it meant a lot
less traffic in the morning when setting up for Sunday. Commissioner
Coppedge inquired as to whether or not the structures might be something to
trip over if people were walking through there at night. Ms. Moss
responded that there has not been a problem with the other structures which
have been left up in previous years indicating that the full 12' walkway
was always in effect. Commissioner Adams indicated that she understood the
convenience to Marketplace vendors to leave the structures up overnight
but, nonetheless, she felt they were a eyesore and would prefer that the
area be left more appealing for park users.
MOTION to amend
Commissioner Alsing asked to make a friendly motion to amend the motion to
indicate that the booths could be left up in this location on a trial basis
for the season. Commissioners Pyle seconded the motion to amend.
The vote on the amendment was: 3 yes - 2 no (Coppedge, Reynolds)
The vote on the motion was: 2 yes - 3 no (Adams, Coppedge, Reynolds)
IX. ITEMS FROM COMMISSIONERS
A. Commissioner Pyle - Railroad District
Commissioner Pyle said that he would like for the Commission to briefly
discuss the situation which the Railroad District neighborhood is in
because of the proposed development on the land which has been designated
on the comprehensive plan as a possible neighborhood park. He said that in
his opinion, as adopted in the comprehensive plan, neighborhood parks need
to be part of a city wide system and that individual neighborhoods should
not have to bear the full burden for acquiring a park in their
neighborhood. Indicating that this piece of property was immediately
threatened and that others such as the Mt. Avenue site, the Strawberry'
site, and the Vogel site could soon
Ashland Parks and Recreation Commission Page 6
Regular Meeting - April 29, 1992
Discussion on Railroad District - con't.
be threatened also, he asked that the Commission discuss what avenue it
would take at this time to again address the funding issue for the Open
Space/Park Program.
After discussing the issue of funding for open space in general and the
immediate need for assistance for the Railroad District neighborhood at
this particular time, the Commission directed Mr. Mickelsen to write to the
Railroad District neighbors indicating that the Commission would give the
neighbors efforts to purchase the land its full support and would offer any
technical support that it could.
B. Commissioner Reynolds - Pundine for Jackson County Greenway
Commissioner Reynolds advised the Commission that the county budget
being proposed included no funding for the Greenway. He said that he felt
that it was imperative that at least one staffing position remain in tact
so that community groups would still have someone to work with concerning
the Greenway. Director Mickelsen said that he was also fearful that
without at least one staff advocate for the system that possibly 14 years
of work would eventually be lost.
MOTION After brief discussion in which the Commission concurred with the
concerns over complete lack of funding designated for the Greenway,
Commissioner Reynolds made a motion indicating that the Commission should
draft a letter to the Jackson County budget committee strongly supporting
including one fulltime staff person for the Greenway Committee.
Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no '
X. NEXT MONTH'S AGENDA A Study Session was scheduled for
May 4, 1992 at 7:00 p.m. to discuss the
upper Reservoir Area and open space funding.
The next Regular Meeting was scheduled for
Wednesday, May 27, 1992 at 7:00 p.m.
XI. ADJOURNMENT With no further business, Chair Adams
adjourned the meeting.
Respectfully submitted,
6f'a-�✓ YGQ-u..I�-L. -
Ann Benedict, Management Assistant
ASHLAND PARKS AND .RECREATION DEPARTMENT
CITY OF ASHLAND
PARKS AND RECREATION COMMISSION
SPECIAL. 1V��'ING
MINUTES
May 11, 1992 Chair Adams called the meeting to order at
5:00 p.m. at 340 S. Pioneer Street.
ATTENDANCE:
Present: Patricia Adams, Al Alsing, Teri Coppedge,
Wes Reynolds, Ken Mickelsen.
Absent: Tom Pyle
I. ADDITIONS OR DELETIONS TO THE AGENDA None
II. NEIGHBORHOOD PARK FOR RAILROAD DISTRICT
Chair Adams indicated that the Special Meeting had been called to
discuss the possibility of expending Brinkworth funds to place earnest
money down on the proposed site for a neighborhood park in the Railroad
District. City Attorney Paul Nolte and Senior Planner John MacLaughlin
were present in the audience to answer Commission questions on the topic.
Director Mickelsen informed the Commission that the appraised value of the
land in question was $186,500 and that Southern Pacific would ask $18,666
in earnest money to hold the land for one year.
Mr. Nolte outlined the steps which would need to be taken to reserve a
portion of the Southern Pacific land for park purposes. He indicated that
the Planning Commission has the right in reviewing the request for sub-
division to reserve a part of it if the Planning Commission finds that a
public agency wants a part of it for public purpose. He said that as a
public agency the Parks and Recreation Commission could ask that a portion
of the land be reserved for a public park. In order to accomplish this,
the Parks Commission would need to assure the Planning Commission that it
would come up with funds to purchase the property within one year. Mr.
Nolte also indicated that if the Commission enters into an earnest money
agreement with Southern Pacific to purchase the land within one year that
would meet the Planning Commission's requirements to enable them to hold
the property for public purpose. He said that an earnest money agreement
was a movement or commitment to buy; it was not an option to buy. He said
that if a deal were struck with Southern Pacific that S.P. would probably
require that the earnest money be non-refundable unless for some reason
S.P. was not able to withhold its end of the bargain at the end of the
year.
The Commissioners asked whether or not any period of time longer than
one year would be possible. John MacLaughlin responded that only if S.P.
were to request an extension because they were not ready within one year
would that be a possibility. Mr. MacLaughlin also said that prior to the
Planning Commission granting any approval for sub-division, S.P. would have
to demonstrate to the appropriate agencies such as D.E.Q. that the land was
suitable for development or park use. Mr. Nolte said that S.P. did not
anticipate any serious contamination problems, but that the earnest money
agreement could be written in such a manner as to stipulate that the
Ashland Parks and Recreation Commission Page 2
Special Meeting - May 11, 1992
V
RAILROAD DISTRICT - con't.
Commission would have the earnest money returned if the land were
determined not suitable for park use because of contamination. The
Commissioners also inquired as to whether or not Mr. Nolte could request
some kind of reasonable payment schedule with S.P. provided that a funding
source for purchasing the land was available at the end of the year but not
immediately available in one lump sum. He indicated that he could discuss
that option with S.P.
MOTION After some further discussion, Commissioner Reynolds made a motion to
authorize the use of up to $18,666 in Brinkworth Bequest funds for the
purpose of and provided that the Commission is able to enter into an
earnest money agreement with S.P. for the purchase of the Railroad District
land in question for one year or to an extended period of time necessary
for S.P. to make the land saleable. Commissioner Alsing seconded.
The vote was: 4 yes - 0 no
It was determined that Mr. Nolte would move ahead with drawing up an
agreement with S.P. and would bring the agreement back to the Commission
for its review and approval. . Mr. MacLaughlin indicated that this step by
the Commission was very important for the Planning Commission because it
indicated that there was a public agency seriously requesting the use of
the land for public purpose. The Commissioners said that they hoped that
it would send a strong message to the community that they were serious
about the need for additional park land and that the Commission was willing
to risk some $18,000 in bequest funds to reserve a year's time so that a
funding source could be found for this particular neighborhood park.
III. REQUEST FOR CROQUET TOURNAMENT AT TRIANGLE PARK
Director Mickelsen forwarded a request to the Commission from Dale
Swire to hold a second annual croquet tournament ai Triangle Park with the
proceeds to be used to support 'Ballet in the Park' . Director Mickelsen
indicated that last year's event seemed to work well at Triangle Park and
that the request for this year presented no problem for department staff.
MOTION Commissioner Coppedge made a motion to approve the request.
Commissioner Alsing seconded.
The vote was: 4 yes - 0 no
IV. ADJOURNMENT With no further business, Chair Adams
adjourned the meeting.
Respectfully submitted,
Ann Benedict, Management Assistant
ASHLAND PARKS AND RECREATION DEPARTMENT
ASHLAND COMMUNITY HOSPITAL
BOARD OF DIRECTORS'
April 28, 1992
The regular monthly meeting of the Board of Directors' of Ashland Community
Hospital was held on Tuesday, April 28, 1992, in the conference room.
PRESENT: Steve Lunt, Doyle Greene, Frank Billovits, Dick Nichols, Jerry Cooper,
Judy Uherbelau, Tom Reid, Mary O'Kief, Bruce Johnson, M. D. ; and Beth Monninger,
Board Members. Pat Acklin, City Council Representative; Jerome Nitzberg, M. D. ,
Medical Staff Representative.
Also Present: James R. Watson, Administrator; Mike McGraw, Controller; Polly
Arnold, Director of Patient Services; Peggy Cockrell, Director of Personnel; Pat
Flannery, Director of Development; and Glenda Cole, Administrative Assistant.
Absent: Angus Brownfield and Jed Meese
I. CALL TO ORDER
Mr. Lunt called the meeting to order at 12:15 p.m. Mr. Lunt
introduced the new Board Members - Ms. O'Kief and Ms. Monninger, and welcomed
them to the meeting.
II. PRESENTATIONS
Mr. Lunt presented recognition plaques to Mr. Greene and Dr. Cooper
and expressed the Board's appreciation for their years of service to the hospital
and community.
III. MINUTES
Mr. Lunt called for a review of the minutes of the Joint Advisory
Committee of December 20, 1991; the Strategic Planning Committee of January 3,
1992; Executive Committee of March 17, 1992; and Board of Directors of March 24,
1992. Following review, Mr. Reid made the motion to approve the minutes as
circulated. Mr. Billovits seconded the motion and the motion carried.
IV. COMMITTEE REPORTS
A. Joint Advisory Committee: Mr. Lunt stated that the Committee met
on March 27th. Dr. Morrison reviewed the medical staff quality assurance
quarterly reports and Ms. Arnold reviewed the departmental quarterly quality
assurance reports. Mr. Lunt commended the hospital and medical staff for the
high quality of work being performed in these areas.
B. Strategic Planning Committee: Mr. Lunt stated that the Committee
met on April 10th and that Mr. Watson gave summary updates on all the Priorities.
Board of Directors
April 28, 1992
Page 2
V. DECISION ITEMS
A. Board Meeting Dates: Mr. Watson asked that the special Board
Meeting scheduled for May 7th to be rescheduled for May 14th. Mr. Watson stated
that a packet of information regarding the wishes of department managers and
medical staff on the two architectural plans will be sent to Board Members prior
,to that meeting. The Finance Committee scheduled for April 30th was canceled.
B. By-Laws: Mr. Lunt called for the second reading of the proposed
By-Laws. Following discussion, Mr. Billovits made the motion to approve the By-
Law as presented. Mr. Greene seconded the motion and the motion carried.
C. Slate of Officers: Mr. Greene reported that the Nominating
Committee recommends the following: Mr. Lunt, Chair; Mr. Billovits, Vice-Chair;
Mr. Nichols, Secretary; and Ms. Uherbelau, Treasurer. Mr. Lunt asked if there
were any nominations from the floor. There were none. Mr. Reid made the motion
to approve the slate of officers as presented by the Nomination Committee. Dr.
Johnson seconded the motion and the motion carried.
D. Auxiliary Quarterly Report: Mr. Watson stated that Ms. Emmons
was unable to attend this meeting and will report next month.
E. Staff Development Plan: Mr. Lunt called for review of the Staff
Development Plan. Mr. Watson stated that there had been no changes during the
last year. Ms. Uherbelau asked that this form be reviewed in depth prior to next
year's review. Mr. Watson stated that we will send it to the OAH attorneys for
review. Mr. Nichols made the motion to approve the Staff Development Plan as
presented. Mr. Greene seconded the motion and the motion carried.
F. HBE Authorization Letter: Mr. Watson stated that the President
of HBE insists that they need their standard letter of authorization signed by
the Chairman of the Board. This letter only commits us to work with HBE
architects exclusively until we agree on a design and price or until we terminate
the relationship. Mr. Watson stated that this letter was sent to Paul Nolte,
City Attorney, and that he had responded that it was okay to sign. Following
discussion, it was recommended that the fourth paragraph be amended to
read. . . ."does not constitute the exemption as required by the State of
Oregon. . . ". Mr. Billovits made the motion to sign the letter of authorization
as amended. Dr. Cooper seconded the motion. Mr. Lunt called for a vote. There
were 7 votes in favor and 1 in opposition. Motion carried.
G. March Expenditures: Mr. Reid reported that he had reviewed the
payables, found everything in order, and made the motion to approve the
Expenditures. Dr. Cooper seconded the motion and the motion carried.
VI. EXECUTIVE SESSION
Mr. Reid made the motion to move into Executive Session pursuant to
ORS 192.660, 1. D. (e) and (c). Mr. Greene seconded the motion and the motion
carried.
Ms. Uherbelau made the motion to move out of Executive Session. Mr.
Billovits seconded the motion and the motion carried.
Board of Directors
April 28, 1992
Page 3
Mr. Billovits made the motion that the Board approve the suspensory
action taken by the Medical Staff Executive/Credentials Committee on April 8,
1992. Mr. Greene seconded the motion and the motion carried.
VII. MEDICAL STAFF REPORT
month. Dr. Nitzberg stated that there were no credentials to present this
VIII. DISCUSSION ITEMS
A. Ashland Health Coalition: Mr. Watson stated that the committee
is looking at the possibility of expanding the services of the Health Clinic. The
next meeting is scheduled for May 4th.
B. Strategic Planning: The Master Site Plan will go before the
Planning Commission on Tuesday, May 13th for approval.
C. Board Retreat: Mr. Watson suggested that the retreat be
postponed until we have all the new Board Members oriented.
D. Ethics Committee: Mr. Watson reported that Midge Lovering,
Quality Assurance Coordinator, will be our representative on the regional ethics
committee.
E. Reading/Educational Files: Mr. Watson stated that the Board
Reading and Educational Files are in the administration office.
F. JCAHO and OSHA: Mr. Watson stated that we will have the last of
our JCAHO surveys on May lst and 4th. We should received a report from them
within 60 to 90 days following that date. OSHA completed a survey on April 16th
and found us in compliance.
IX. QUALITY ASSURANCE
Mr. Watson stated that the quarterly Joint Advisory Committee met on
March 27, 1992, to review the quarterly medical staff and departmental quality
assurance and found everything to be in order. The monthly Quality Assurance
Committee met on April 7, 1992, and all issues are being handled appropriately.
X. ADMINISTRATOR'S REPORT
A. Nursing: Ms. Arnold stated that JCAHO puts emphasis on our plan
to provide the same nursing care throughout the hospital. She reviewed the
standards that they emphasized most and stated that we did well in these area.
She stated that she is responsible for all the nursing care within the facility
and attends all the JCAHO recommended meetings such as Board meetings and medical
staff meetings. She stated that approximately 950 of all care is given by
registered nurses - all hospital employees, not registry nurses. We utilize
house supervisors, unit coordinators, and staff personnel.
Ms. Monninger commended Ms. Arnold for maintaining a high level of
competent permanent staff.
Board of Directors
April 28, 1992
Page 4
B. Financial: Mr. McGraw reviewed the Statement of Revenues &
Expenses, Balance Sheet, Budget Expense Summary, and Operating Statistics. He
stated that we had $59,000 net revenue over expenses in March. We have $419,000
in the Building/Construction Fund and $3 million cash on hand with the City. Mr.
McGraw stated that we will be requesting a transfer of funds to comply with the
State Budget laws. Ms. Uherbelau requested that Mr. McGraw give another
inservice to the board members on financials.
C. Personnel: Ms. Cockrell stated that she is recruiting for 2
registered nurses and some on-call summer relief in other areas of the hospital.
She stated that PACC will be giving employees a presentation regarding health
insurance on Wednesday. Open Forums will be held in May and June . There will
be a county wide disaster drill in May. National Hospital Week is May 11-16th
and we will be doing several special programs.
D. Foundation: Mr. Flannery stated that the Foundation is talking
with several developers concerning the building of retirement housing. He stated
that during 1991 Patrons included: 30 employees; 36 members of the active
medical staff; 9 Board members; 23 Foundation members; and 4 City Council
members.
E. Administration: Mr. Watson stated that we have had numerous
surveys during the last month. Included in this list is: Pharmacy, Radiology,
and Home Health. He stated that he has been informed that it will be 2 years
before there will be a left turn lane onto Maple from Main.
XI. ADJOURNMENT
There being no further business, the meeting was adjourned at 2 pm.
Respectfully submitted:
APPROVED: Jerry Cooper,
Secretary
Stephen B. Lunt,
Chairman
�shlztnb lJohre PEpar#ment
�O OF
�P Op O
1175 E. MAIN ST. ASHLAND, OREGON 97520 Phone(503)482-5211
OFn'e
FIT
4 ME R
GARY E. BROWN `
Chief of Police
May 21, 1992
TO: Mayor and Council
FROM: Gary E. Brown, Chief of Police
SUBJECT: Liquor License Application
-loom D • + wm . P. rnuYPt}7
Application has been received from dba\"OAK
KNOLL RESTAURANT" for a LIQUOR license, for a RESTAURANT located
at 3070 HIGHWAY 66.
A background investigation has been completed on the applicant
and approval of this application is recommended.
GARY . BROWN
CHIE F POLICE
MC:tld
STATE OF OREGON Return To:
APPLICATION OREGON LIQUOR CONTROL COMMISSION
GENERAL INFORMATION
A non-refundable processing fee is assessed when you submit this Completed form to the Commission(except for Druggist and Health Care Facility
Licenses).The filing of this application does not commit the Commission to the granting of the license for which you ere applying nor does it permit you
to operate the business named below.
CZ O� � S
(THIS SPACE IS FOR OLCC OFFICE USE) (THIS SPACE IS FOR CITY OR COUNTY USE)
Application is being made for: NOTICE TO CITIES AND COUNTIES:Do not consider this applica-
Q DISPENSER, CLASS A ❑ Add Partner tion unless it has been stamped and signed at the left by an OLCC
• DISPENSER, CLASS B ❑ Additional Privilege representative.
• DISPENSER, CLASS C ❑ Change Location THE CITY COUNCIL, COUNTY COMMISSION, OR COUNTY
❑ PACKAGE STORE A- Change Ownership
El RESTAURANT ❑ Change of Privilege COURTOF
❑ RETAIL MALT BEVERAGE ❑ Greater Privilege -(Name of city or County)
❑ SEASONAL DISPENSER ❑ Lesser Privilege;e .,, RECOMMENDS THAT THIS LICENSE BE: GRANTED
❑ WHOLESALE MALT ❑UAW 06t,
BEVERAGE & WINE OUR"UW CONTROL COMMIMON DENIED
❑ WINERY DATE
OTHER: MAR 191992
BY
(signature)
�CGYZ �' � �N�NIY�1011 TITLE
CAUTION: If your operation of this business depends on your receiving a liquor license,OLOC cautions you not to purchase,remodel,or
start construction until your license is granted.
1. Name of Corporation. Partnership, or Individual Applicants:
1) C-n.'Err.IH[_eN C-ry rea Trarsr-ti TA:r.. 2) .
3) 4)
5) 6)
(114CH PERSON USMO ABOVE MUST FILE AN INDMWAL HISTORY AND A FlNANCML STATEMENT)
Z Present Trade Name T E DAA_ AEAA644-
3. New Trade Name .S4 A] Yearfiled �99Y
seen,Ooryoraeon commissioner
4. Premisesaddress 2e'70 /-/rGwk A{' GE. AsNUkND 0&-.Se,U 7732Zi
(NUmaer,Street,Rural Route) (City) (County) (seats) (ZIP)
5. Business mailing address -SgME
(P.O.Boa,NumDm.Street,Rural Route) (City) (State) (ZIP)
6. Was premises previously licensed by OLCC? Yes X No— r Year -1-$ ro'e2firNj-
MEIRST/N DA -or"{
7. If yes,to whom: _''ys sigti eAICL_ 4c'.vtrW L. AlACesnA/ Type of license: /7/>lxcru.KC �utiS fQ. r
8. Will you have a manager: Yes X No— Name t.1-llh 1pifn P. MU2Pille -
(Manager must fill out IMIWdual History)
9. Will anyone else not signing this application share in the ownership or receive a percentage of profits or bonus from the
business? Yes— No-4-
10. What is the local governing body where your premises is located? C i TY OF R5H W N 1j
(Name of City or County)
11. OLCC representative making investigation may contact: apHA 37 M V 2 PHY
(Name)
Cf,ECK V. L:,i CQrEC,CA. CISY5�
fAEdra+s) (TN.No.—hones.blrainees.message)
CAUTION: The Administrator of the Oregon Liquor Control Commission must be notified if you are contacted by anybody offering to
Influence the Commission on your behalf.
f �7
DATE
Applicant(s) Signature 1) \ CN:a �_ )✓✓�c'':�--e-f-N �Tr"t' b11�
(In case of corporation,duly 1 /
authorized officer thereof) 2) y`/A.�jl(lrn Y Y 111 i....l]X.��✓ �1 CSi VENT
3) 1
4)
5)
ono ul—
Local Govemmam 6)
Fem,essas+eo (ago)
+gyp AS/y�9°.O
,�emurttn�um
r, May 18, 1992
GREGOO
City Council Members
VII:
Catherine Golden, Mayor
drum:
Bicycle Commission Appointments
There are two openings on the Bicycle Commission. One position
was advertised for an April 20 closing date, and since that time
another opening occurred with the resignation of Doug Heydon.
Instead of advertising again for the newest vacancy, I would like '
to appoint the following individuals to the two positions, with
terms expiring April 30, 1995:
Tahitia Orr and Scott Marnon - their joint letter of
application is attached.
Thank you.
. Attachment (1)
May 4, 1992
Mayor Cathy Golden
Ashland City Hall
Ashland, OR 97520
Dear Mayor Golden,
We are interested in being on the Ashland Bicycle Commission. Our
names are Tahitia Orr and Scott Marnon, we are both bicycle
commuters and are concerned about the level of cycling awareness in
the community. We have heard that there are openings on the
Commission and would like to be considered.
I, Tahitia, have been seriously commuting by bicycle for only a
year, having used my feet before then. In the past year I have
found many weak spots in Ashland's cycling landscape; the Siskiyou
"bikepath" , the lack of a bike path through .the heart of downtown
and the lack of awareness on the part of motorists to cyclists
concerns. I realize that many cyclists do not follow traffic laws
or even common sense while riding, education and a feeling of
common respect are what is needed to change this situation. In
this. age of pollution, environmental disasters, and increasing
traffic cycling makes sense as a transportation alternative.
Scott here, and I feel that I too can be an asset to the Bike
Commission. Recently I wrote a paper for a . class at SOSC that
concerned people's attitudes toward cycling in Ashland. What I
found was that most citizens were very positive toward cyclists,
but utterly misinformed. No one that I surveyed .(cyclists
included) knew that the side walk along Siskiyou Boulevard was not
a bike path. I had an, opportunity to present my results to the
Bike Commission in the' April session, and it was there that I
learned of the openings. What disturbed me from the meeting was
that very few, if any; of the members rode a bike to the meeting.
I did not feel as if .those people who actually cycle everyday were
being represented,. and its in that aspect that I feel can ba of
assistance.
We can be reached4at: 1000 Henry
Ashland, OR- 97520
-` 482-5313
Thank you for your consideration and we hope to hear from you soon.
Sincerely,
Tahitia Orr & Scott Marnon
May 26, 1992
Dear Property Owner,
The city limits of Ashland include approximately 1190 acres
of forest and brush lands. This area has been defined as
"wildfire land" within the city comprehensive plan. Your
property is located within this area and will require significant
wildfire protection services. The. Ashland Fire Department
provides fire protection for all structures within the city
limits, however, the department's wildland fire suppression
capabilities are inadequate to combat a major wildland fire. The
Oregon Department of Forestry can provide significant wildland
fire suppression capabilities, including aerial retardant planes,
helicopter water buckets, heavy equipment and specialized
firefighting crews. To reduce the impact of a catastrophic
wildland fire involving homes and properties within the City of
Ashland, we are requesting the assistance of the Oregon
Department of Forestry to augment fire protection services in the
City of Ashland. Our analysis of the Oakland, California
conflagration of October 1991 suggests that forestry fire
protection resources could largely improve our community's
success in combating a major wildfire within the City. The last
seven years of drought in the Ashland area, coupled with the
extremely high fuel load in our wildland areas, have created a
major risk of wildfire. A wildfire occurring along the urban-
wildland interface, which is the wildland area stretching from
Ashland Mine Road to Tolman Creek Road along the city boundary,
will quickly spread up-slope into our watershed. The loss of the
Ashland Watershed due to wildfire is of grave concern to all of
US.
The City of Ashland has relied on forestry fire protection
resources in planning for forest fires within our 1000 acres of
wildland in and adjacent to the Ashland Watershed. It seems
prudent to follow a similar plan in providing for fire protection
within the wildland areas of our city. The potential fire
suppression costs, should a major wildland fire occur and
forestry resources be utilized, would easily run several hundred
thousand dollars. In addition to the high cost of ground
operations, the cost of a single aerial fire retardant drop is
$4000. The property owners of the involved properties would be
financially responsible for these costs. The Aubrey Hall fire of
1990 in Bend, Oregon, went over 3 million dollars in fire
suppression costs.
The Oregon Department of Forestry assesses a fire patrol
assessment on landowners within wildland areas. These charges
average approximately $28. 15 annually for a 50 acre parcel
without structures. Parcels under 33 acres without structures
would be assessed at $18.90 annually. Parcels with structures
would be assessed a $50.20 annual fee, in addition to the base ..
charge for the parcel. These revenues are placed into a fire
suppression fund, which the Oregon Department of Forestry uses to
help finance the cost of firefighting operations. Once the fire
patrol assessment is paid, the property owner will receive fire
suppression services from the Oregon Department of Forestry
without further charge unless the property owner was clearly
negligent in causing the fire to occur. In addition to fire
suppression services, the Oregon Department of Forestry will
provide consultation and guidance to residents on reducing the
risk of wildfire on their properties. Experience has shown that
the presence of structures severely limits the variety of fire
control tactics available to fire suppression agencies. In
addition, the existence of structures significantly increases the
propensity for fire occurrence, and the liability risk to fire
control forces.
The City of Ashland has the authority under state law to
request the implementation of the fire patrol assessment within
the wildland areas of the city to provide adequate fire
protection services to its residents. Given the potential for
enormous fire suppression charges, an arrangement with the Oregon
Department of Forestry seems a logical alternative.
A public hearing on this issue has been scheduled for
Tuesday, June 2, 1992 at 7:30 PM in the Civic Center Council
Chambers, 1175 E. Main Street. All affected property owners are
encouraged to attend.
Sincerely,
Keith E. Woodley
Fire Chief
RESOLUTION NO.
A RESOLUTION REQUESTING THE OREGON DEPARTMENT OF FORESTRY TO
PROVIDE WILDLAND FIRE PROTECTION WITHIN CITY LIMITS OF ASHLAND
RECITALS:
A. The Oregon Department of Forestry has the authority under ORS
477. 225 to designate wildlands within the Ashland city limits as
forest lands. On such designated forest lands the Department of
Forestry provides fire suppression, pre-suppression or prevention
services.
B. Before the Department of Forestry will designate forest lands
within the city limits, it desires the City of Ashland to request
such designation.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The Oregon Department of Forestry is requested to
designate all that property lying within the corporate city
limits of the Ct�"ddescribed on the attached Exhibit A([��` ccl�
a as forest lands o rov d fire protection to such lands as
9 9 specified by law.
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
second day of June, 1992.
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992.
Catherine M. Golden, Mayor
R7'ewed as to form:
Paul Nolte, City Attorney
(pcord\firewild.res)
EXHIBIT A
All that area lying within the corporate city limits of the City of Ashland, Jackson County,
Oregon lying southerly of the following described course:
Commencing at the intersection of the City limit line with the northwesterly right of way
of Lupine Drive; thence northerly along the northwesterly right of way of Lupine Drive to the
westerly right of way of Greenmeadows Way; thence northerly along the westerly right of way
of Greenmeadows Way to the northerly right of way of Bellview Avenue; thence along the
northerly and westerly right of way of Bellview Avenue to the southerly right of way of Siskiyou
Boulevard; thence northwesterly along the southerly right of way of Siskiyou Boulevard to the
westerly right of way of Clay Street, thence southerly along the westerly right of way of Clay
Street to the south right of way of Mohawk Street; thence west along said south right of way of
to the east right of way of Mary Jane Avenue; thence south along said east right of way to the
south right of way of Mohawk Street; thence west along the south right of way of Mohawk
Street to the northeast corner of Lot 1, Block 10 of Terra Linda Subdivision No. 2 to the City
of Ashland, thence south along the east boundary of said Block 10 to the northerly right of way
of Crestview Drive; thence northwesterly along the northerly right of way of Crestview Drive to
the east right of way of Hillview Drive; thence north along said east right of way to the south
right of way of Peachey Road; thence west along said south right of way to the west right of way
at Walker Avenue; thence north along said west right of way to the north right of way of
Woodland Drive; thence westerly along said north right of way to the west right of way of
Leonard Street; thence northerly along said west right of way to the north right of way of
Madrone Street; thence leaving said rights of way in a northwesterly direction to the south right
of way of Ashland Street at its intersection with the east right of way of Roca Street; thence
west along the south right of way of Ashland Street to the west right of way of Terrace Street;
thence north along said west right of way to the north right of way of Summit Street; thence
east along said north right of way to the west right of way of Hillcrest Street; thence north
along said west right of way to the southerly right of way of Vista Street; thence northwesterly
along said right of way to the west right of way of Fork Street; thence northerly along said west
right of way to the southeasterly right of way of South Pioneer Street; thence southerly along
said southeasterly right of way to the south boundary of D.L.C. No. 40; thence west along the
south boundary of D.L.C. No. 40 to the centerline of Ashland Creek; thence southerly along
said centerline to the north right of way of South Pioneer Street; thence westerly along said
north right of way to the westerly right of way of Granite Street; thence northerly along said
westerly right of way to the southerly right of way of Nutley Street; thence westerly along said
southerly right of way to the westerly right of way of Scenic Drive;.thence northerly along said
westerly right of way to the south right of way of Wimer Street; thence along said south right of
way to the westerly right of way of Thornton Way; thence northerly along said westerly right of
way to an intersection with the city limits of the City of Ashland also being the northeast corner
of Lot 9, Block 1 of Franeva Heights Subdivision, being the terminus of this line and containing
approximately 1190 acres.
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pgEGpt� , May 28, 1992
Brian Almquist, City Administrator
Steven Hall, Public Works Director
Aram: J
Ashland Forest Plan
�ubjer#:
ACTION REQUESTED
City Council:
1. Conduct a public hearing on the Ashland Forest Plan.
2. Approve attached resolution adopting the Ashland Forest
Plan.
3. City Council direct staff in the formation of an
"Ashland Forest Plan Commission" as outlined in the
report and noted below. .
BACKGROUND
One of the City Council goals for 1991-1992 was the formulation
of a forest management plan.
Ron McCormick and Associates of Grants Pass was selected to
formulate the document in November, 1991. They were selected
because of their background in new forest practices formulated by
Dr. Jerry Franklin of the University of Washington.
During 1992, three meetings were held to solicit public input to
assist in the drafting of the initial document. The meetings
were noticed in the Tidings with a commercial advertisement.
Three additional meetings were held for the Forest Advisory
Committee to formulate, review and discuss the plan.
On May 12, 1992 a work session was held with the City Council and
the Forest Advisory Committee. The public was invited to attend
the meeting.
The concensus at the work session was general acceptance of the .
document. There was a request for specific projects that could
be implemented "in a hurry". A copy of Ron McCormick's
recommendations is included as Exhibit B to the resolution.
Ashland Forest Plan
May 28, 1992
page 2
The plan needs to be a "living" document that is not shelved and
forgotten. The importance of the Ashland Watershed is apparent
to all with a particular need to minimize the possibility of a
wildfire.
The next step is to fold the recommended actions into the capital
improvement program and budget process. There is $1,000 in the
1992-1993 budget for "Watershed Management Program" to begin our
initial steps.
Staff suggests that the City Council consider the recommendations
of the plan and establish an "Ashland Forest Plan Board of
Directors" as outlined on pages 50 through 52. I am not sure the
term "Board of Directors" is appropriate and might suggest
"Commission" as are other advisory groups to the City Council.
This would require an ordinance establishing such a Commission.
If City Council agrees with the concept, staff will procede with
the necessary legislation.
Staff recommends approval of the resolution and acceptance of the
Ashland Forest Plan.
SMH:m\PW\FrstPln.cc
cc: Pam Barlow, Administrative Assistant _
Keith Woodley, Fire Chief
Forest Advisory Committee
Ron McCormick
encl: Resolution
Exhibit "A" - Ashland Forest Plan
Exhibit "B" - Ron McCormick letter
i
RESOLUTION NO. 92-
A RESOLUTION ADOPTING THE "ASHLAND FOREST PLAN"
RECITALS:
A. A City Council Goal for 1991-1992 was to establish a forest
management plan.
B. The attached "Ashland Forest Plan" prepared by R.J.McCormick
and Associates meets that City Council goal.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Exhibit "A", the "Ashland Forest Plan" prepared by
R.J. McCormick and Associates dated May, 1992 is adopted as the
guiding document for managing City of Ashland forestlands.
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
2nd day of June, 1992.
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992.
Catherine M. Golden, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
EXHIBIT "B"
"�. JJ. MCCORMICK & ASSOCIATES '
ci lana9uncnt, lcadt.¢�ii�and UOo stuf eonsuCtants
r
160 Grouse Creek Road
J`J 1 Grants Pass,OR 97526
Steve Hall , Director
r -� (503)474-3041
City of Ashland •—U' (503)476-6867 FAX
Department of Public Works shay 18 , 1992
20 E. Main St .
Ashland, OR 97520
Dear Steve:
Per City Administrator Brian Almquist ' s request , here is a short
list of priority projects set forth in the Forest Plan that
should and could be completed this calendar year .
They are specific, on-the-ground projects that will have high
fire control payoff with minimum expenditure . I have also
suggested several administrative actions that should help move
the plan toward implementation.
PROJECTS
• Complete parcel 10 fuel break. ( Forest Plan, page 64 ) .
• Continue to chip or burn roadside slash piles , (page 59 ) .
• Provide fuel reduction advice and recommendations to City
residents in or near the interface, either directly or through
the Oregon Department of Forestry.
• Implement granite pit reclamation. This is to correct
existing erosion problems , and for reasons of image and
credibility (pages 56, 57 ) .
ADMINISTRATIVE ACTIONS
• Form the Forest Plan Citizen Board of Directors (pages 42 and
50 ) .
• Form a City forest plan management team, including but not
limited to, the Director of Public Works, Fire Chief , Police
Chief , City Engineer, Planning Director and Park and Recreation
Director. This team would meet when integrated land or resource
recommendations or decisions are needed. (Page 49 ) .
• Amend the 1929 Cooperative Agreement with the USDA to more
clearly authorize and facilitate the City' s use of Forest
Service resource specialists on a cost reimbursable basis (page
43 ) .
I hope the above will be of help . Even though the contract is
completed, I am very interested to see the plan implemented.
Please call me if you have any questions , or would like
additional explanation or interpretation of any of the plans
recommendations .
Sincerely,
Ronald J . McCormick
cc. Mary Smelcer , District Ranger
OF ASIj,
_ � °- � : � PmarttncEnm
OREGON
May 13 , 1992
Mayor and City Council
r
ram Jill Turner, Director of Finance
'�UbilUt Budget
RECOMMENDATION: The budget committee recommends
passage of the ordinance levying taxes and
resolution appropriating expenditures.
Discussion: The attached ordinance and levy include
the changes made by the budget committee and a
suggested staff change. Staff is recommending that
the "Ski Ashland Trust Fund" contingency of $315,000
be reduced to $15, 000 with the balance being moved
to Materials and Services-Lease contracted services
and the Capital Improvement classification be
reduced and a corresponding increase in Materials
and Services of $50,000. This more accurately
represents the agreements entered into by MAA.
The March 30, 1992 budget minutes are attached.
ORDINANCE NO. 92-
AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1, 1992, TO AND
INCLUDING JUNE 30, 1993, SUCH TAXES IN THE SUM OF $2,479,735 UPON ALL THE
REAL AND PERSONAL PROPERTY SUBJECT TO ASSESSMENT AND LEVY WITHIN
THE CORPORATE LIMITS OF THE CITY OF ASHLAND, JACKSON COUNTY, OREGON
THE PEOPLE OF THE CITY OF ASHLAND ORDAIN AS FOLLOWS:
Section 1. That the City Council of the City of Ashland hereby levies the taxes provided for
in the adopted budget in the aggregate amount of $2,479,735 and that these taxes are
hereby levied upon the assessed value for the fiscal year starting June 1, 1992, on all
taxable property within the City.
Section 2. That the City Council hereby declares that the taxes so levied are applicable to
the following funds:
General Fund $ 907,215
Cemetery Fund 155,600
Band Fund 45,900
Fire Equipment Serial Levy Fund 180,000
General Bond Fund (92 Water Bonds) 114,300
Recreation Serial Levy Fund 43,600
Parks and Recreation Fund 1.033.120
$ 2,479,735
The foregoing Ordinance was first read on the 2nd day of June 1992, and duly PASSED
and ADOPTED this 16th day of June, 1992.
Nan E. Franklin
City Recorder
SIGNED and APPROVED this day of June, 1992.
Catherine M. Golden, Mayor
Revi a o f
Paul Nolte, City Attorney
RESOLUTION NO. 92-
A RESOLUTION ADOPTING THE ANNUAL BUDGET AND MAKING APPROPRIATIONS
BE IT RESOLVED that the Ashland City Council hereby adopts the 1992-93 Fiscal Year Budget, now on file in
the office of the City Recorder.
BE IT FURTHER RESOLVED, that the amounts for the fiscal year beginning July 1, 1992, and for the purposes
shown below are hereby appropriated as follows:
GENERAL FUND
Human Resources $ 72,310
Economic Development 240,380
Debt Service 110,000
Transfers Out 68,000
Contingency 176,320
Police Department 2,065,080
Municipal Court 144,230
Fire Department 1,504,750
Senior Program 161,910
Community Development 590.820
TOTAL GENERAL FUND 5,133,800
CEMETERY FUND
Personnel Services 98,950
Materials and Services 114,260
Capital Outlay 18,000
Debt Services 2,600
Transfers 500
Contingencies 15.000
TOTAL CEMETERY FUND 249,310
BAND FUND
Personnel Services 4,000
Materials 48,280
Contingency 1 720
TOTAL BAND FUND 54,000
FIRE EQUIPMENT SERIAL LEVY FUND
Personnel Services 130,000
Contingency 30.000
TOTAL FIRE EQ SERIAL LEVY FUND $ 160,000
RESOLUTION NO. 92-
EMERGENCY 9-1-1 FUND
Personnel Services $ 40,910
Materials and Services 28,800
Capital Outlay 2,000
Contingency 790
TOTAL EMERGENCY 9-1-1 FUND 72,500
STREET FUND
Personnel Services 553,590
Materials and Services 898,740
Capital Outlay 91,000
Debt Service 15,500
Transfers 20,000
Contingency 45.370
TOTAL STREET FUND 1,624,200
WATER QUALITY FUND
Personnel Services 876,350
Materials and Services 768,500
Capital Outlay 2,163,010
Debt Services 5,200
Transfers 260,000
Contingency 150.000
TOTAL WATER QUALITY FUND 4,223,060
SEWER FUND
Personnel Services 455,720
Materials and Services 641,840
Capital Outlay 538,960
Debt Service 5,200
Transfers 110,000
Contingencies 62.000
TOTAL SEWER FUND 1,813,720
AIRPORT FUND
Materials and Services 25,500
Capital Outlay 13,000
Transfers 20,000
Contingency 4.000
TOTAL AIRPORT FUND $ 62,500
RESOLUTION NO. 92-
ELECTRIC UTILITY FUND
Community Development Department $ 477,370
Electric Department 7,508,420
Debt Service 10,500
Transfers Out 75,000
Contingency 275.000
TOTAL ELECTRIC UTILITY FUND 8,346,290
CAPITAL IMPROVEMENTS FUND
Personnel Services 1,000
Materials and Services 40,000
Capital Outlay 1,222,000
Debt Service 400,000
Transfers 6,000
Contingency 120.000
TOTAL CAPITAL IMPROVEMENTS 1,789,000
HOSPITAL CONSTRUCTION FUND
Capital Outlay 697.630
BANCROFT BOND FUND
Debt Service 445,000
Transfers 5 000
TOTAL BANCROFT BOND FUND 450,000
GENERAL BOND FUND
Debt Service 429.500
DEBT SERVICE FUND
Debt Service 151,000
ADVANCE REFUNDING BOND FUND
Debt Service 1,417,400
Transfers 22.600
TOTAL ADVANCE REFUNDING 1,440,000
HOSPITAL BOND FUND
Debt Service $ 148.600
RESOLUTION NO. 92-
CENTRAL SERVICES FUND
Administrative Department $ 460,980
Finance Department 939,480
Contingency 110,370
Public Works Department 488,460
Community Development 200.7101
TOTAL CENTRAL SERVICES FUND 2,200,000
INSURANCE SERVICES FUND
Personnel Services 14,000
Materials and Services 456,000
Contingency 490.000
TOTAL INSURANCE SERVICES FUND 960,000
EQUIPMENT FUND
Personnel Services 120,470
Materials and Services 356,200
Capital Outlay 462,700
Contingency 100.000
TOTAL EQUIPMENT FUND 1,039,370
CEMETERY TRUST FUND
Transfers 45.000
SKI AREA TRUST FUND
Material and Services 350,000
Capital Outlay 1,350,000
Contingency 15.000
TOTAL SKI AREA TRUST FUND 1,715,000
HOSPITAL FUND
Personnel Services 6,091,610
Materials and Services 4,163,630
Capital Outlay 2,575,500
Transfers 391,780
Contingencies 500.000
TOTAL HOSPITAL FUND 13,722,520
PARKS AND RECREATION FUND
Parks Division 1,371,930
Debt Service 4,500
Transfers 35,000
Contingency 8,000
Recreation Division 117.800
TOTAL PARKS AND RECREATION $ 1,537,230
RESOLUTION NO. 92-
RECREATION SERIAL LEVY FUND
Personnel Services $ 50,300
Materials and.Services 43.600
TOTAL RECREATION LEVY FUND 93,900
PARKS CAPITAL IMPROVEMENTS FUND
Capital Outlay 179.500
PARKS AND RECREATION TRUST FUND
Materials and Services 750
Total Appropriations $ 48,338,380
This Resolution was READ and DULY ADOPTED at a regular meeting of the City Council of the City of
Ashland on the 2nd day of June, 1992.
Nan E. Franklin, City Recorder
SIGNED AND APPROVED this_day of June, 1992.
Catherine M. Golden, Mayor
Re w as o form:
Paul Nolte, City Attorney
BUDGET COMMITTEE MINUTES
March 30, 1992
The meeting was called to order at 7 : 30 p.m. on the above date in
the Council Chambers by Vice Chair Hoffman. Present were Laws,
Williams, Acklin, Winthrop, Arnold, Golden, Meredith, Bashaw,
Hauck, Hoffman, Wenker., Riordan, and Allen arriving at 8:40 p.m.
Staff present were Almquist, Turner and Franklin, Huckins, Hall,
S. Laws, Police Chief Brown, Fire Chief Woodley, Fregonese,
Williams and Mickelsen.
Hoffman reviewed ground rules and order of the agenda items.
The Budget minutes of March 5 were accepted as presented.
PUBLIC WORKS SUBCOMMITTEE REPORT
Arnold asked that minutes reflect that Acklin, rather than
himself, suggested a discount for seniors. Laws noted that page
one, paragraph six, refers to a statement he made and he was not
at the meeting.
ECONOMIC DEVELOPMENT SUBCOMMITTEE REPORT
Vice Chair Meredith briefly reviewed action taken by the
committee.
PUBLIC SAFETY SUBCOMMITTEE REPORT
Almquist said the $2, 000 for weed abatement would be adjusted
within their budgets rather than an addition to them.
PARKS AND RECREATION. HOSPITAL AND BAND
The regularly scheduled meeting became a subcommittee meeting due
to lack of a quorum.
ELECTRIC SUBCOMMITTEE REPORT
Winthrop said page two, paragraph two, should reflect a comment
made by him, not a suggestion that the program be abolished.
CENTRAL SERVICES SUBCOMMITTEE REPORT
No changes.
Hauck moved to accept minutes of the subcommittee as a "record of
what happened" ; Arnold seconded. All AYES on voice vote.
Regina Stepahin, Vice President of the Ashland Lodging
Association, said members were polled and that with certain
conditions the association "although with serious reservations"
would not oppose the hotel/motel tax increase. The conditions
included having the arts funded, tourism and small business
development funded at the same level as last year, development of
Budget Committee Minutes 1 March 30, 1992
other money sources for next year and opening up the budget
process to more public input.
Jack Nicholson, 1575 Greenmeadows Way, urged the City to open up
its budget planning for public input at earlier stages in the
budget process and the Budget Committee should take a stronger
leadership role in the budget process. He said the City should
stop playing budget games and felt that the $600, 000 expenditure
for City offices and the proposed fire equipment serial levy of
$600, 000 for pumpers merit further comments.
Terry Koerner, co-owner. of the Southern Oregon Reservation
Center, said the proposed one cent hotel/motel tax increase
amounts to taking the easy way out and picking on one group as a
way of raising more money. She said the tax increase could drive
tourists to stay outside the city limits.
Jack Blackburn, 805 Oak St. , said there is a large increase in
this budget and urged the committee to consider the economic
conditions around the country. He said people are leaving
because they can't afford to live here.
Public hearing closed.
PUBLIC WORKS
Acklin said things have to be kept affordable but the city's
infrastructure needs to be kept in place. Arnold said
eligibility by ordinance would allow for discounts for senior
citizens. Arnold said the $60, 000 in the budget for bikeways is
state money and can't be used for an else. Golden said she
had concerns of taking bikeway funds and using for general
alternate vehicle use. Golden urged the committee to not support
a transportation utility fee increase for additional paving and
does not support a storm drain fee increase. Golden expressed
concern with some of the costs involved in maintaining the city
shop and questioned whether it might. be wiser and less expensive
to contract this service out. She said the city might look at
putting meter readers on bikes or have them dropped of at reading
points, therefore saving the cost of two new pickups.
EQUIPMENT
Wenker said the subcommittee had reviewed this budget and had
recommended approval.
Williams said he would like to see replacement schedules .reviewed
and a recommendation to look at by next year.
Wenker moved to approve Public Works budget; Hauck seconded.
Golden said she could not vote for the Public Works budget
because it was not as lean -as it could be; there were many
Budget Committee Minutes 2 March 30, 1992
increases while others are asked to hold still . She said her
vote does not mean she is against equipment replacement.
Winthrop said he. had concerns in particular areas. Riordan said
he has questions on every issue and does not feel comfortable
with this budget.
Voice vote on motion to approve Public Works budget: Laws,
Williams, Acklin, Winthrop, Arnold, Bashaw, Allen, Hauck, Wenker,
YES. Golden, Meredith, Hoffman, Riordan, NO.
Laws said there is a need to look at services the city provides,
look at every revenue, decide on a process and make a commitment ,
that it takes place next year.
ECONOMIC DEVELOPMENT
Wenker declared she was chair of the Chamber Economic Development
Committee. Meredith declared being on the Board of Directors of
the State Ballet of Oregon. Neither receive compensation for
these positions. Acklin declared her husband as being a
violinist with the Rogue Valley Symphony Association with some
compensation.
Golden said $15, 000 was proposed for business facilitation but it
was not the best year to expand and moved to fund business
facilitation at last years level of $6, 000 with a possible
increase next year; Winthrop seconded.
Meredith said motion passed in subcommittee to hold 353 of
hotel/motel revenue for Economic Development.
Winthrop said the Visitors & Convention Bureau has done a
wonderful job of promoting, but if cut backs have to be made they
should be taken from OSF and VCB.
Wenker said the business community must be strong, a lot of
volunteer .hours have been put forth and the proposed $15,000
should stay. Hauck agreed and said the $15, 000 should be kept to
enhance their effort and should be a high priority. Laws also
agreed and said the budget is up 8.43 over last year, there is a
way to pay because of transfer form Water Bond savings and
possible insurance savings and there is a need to move toward
economic diversification. Arnold questioned when we would know
if there was a savings in workers compensation. Laws said based
on assumptions of actual funds spent on claims in. the last 12
years $16, 470 could be budgeted.
Vote on motion to fund business facilitation at last year's
level: YES-Golden, Bashaw. NO-Laws, Williams, Acklin, Winthrop,
Arnold, Meredith, Allen, Hauck, Hoffman, Wenker, Riordan.
Budget Committee Minutes 3 March 30, 1992
Hoffman moved to go with Laws' proposal #C (passed out prior with
proposals A, B & C) and if budget is not approved by Council go
back to proposal B; Arnold seconded.
Bashaw said if insurance claims are actually higher, funds would
have to be taken out of reserve and he couldn't support that. But
he could support, if the choices were resources we have or could
reallocate.
Hoffman withdrew motion, second agreed.
Hoffman moved to approve proposal C; Riordan seconded. ALL AYES
on voice vote.
PUBLIC SAFETY
New Police Chief Gary Brown was introduced.
Fire Chief Woodley spoke on the need for new equipment to replace
the 1962, 1973, and 1981 pumpers. He said the life span of these
vehicles is usually 20 years and insurance rates are based on
maintained pumping capacity and the 1962 pumper does not meet
this capacity. .
Turner said the serial levy proposed would authorize up to
$600, 000 and would be more cost efficient.
Hauck questioned what is being done for future replacement..
Turner said there is catch up .to' be done in Fire Equipment but
all other equipment is on a replacement program.
Golden moved .to approved the Public Safety budget; Hauck
seconded; ALL AYES on voice vote.
PARKS & RECREATION. HOSPITAL. BAND
Golden moved to approve, Arnold seconded.
Winthrop voiced a concern of water/flooding in the dressing rooms
at the band shell. Meredith said money should be set aside for
repairs that need to be done and moved to amend motion to add two
cents to the Band tax levy for repairs; wenker seconded. Turner
estimated that $15, 000 would approximate two cents. Allen said
the band shell is in need of repairs and questioned why it got
that way. Turner said there are different points of view on
facility use. Winthrop spoke in support of. amendment.
Vote on amendment: Laws, Winthrop, Arnold, Meredith, Bashaw,
Hauck, Wenker, Riordan, YES; Williams, Acklin, Golden, Allen,
Hoffman, NO.
Vote on original motion as. amended, ALL AYES.
Budget Committee Minutes 4 March 30,1992
o4y'of`ASN(y2,
�emurttndum
•,,•o,pEOOd•,> May 15 , 1992 .
(1 Brian Almquist, City Adminstrator
v�PrI1III2 Steven Hall, Public Works Director,
#uhlect: Urban Runoff Water Quality Program Plan
ACTION REOUESTED
City Council set a public hearing for the Urban Runoff Water
Quality Program Plan for June 3 , 1992 .
BACKGROUND
The Federal Clean Water Act requires all agencies over 200, 000
population to provide the Department of Environmental Quality
(DEQ) with a storm drain program plan by June 1, 1992.
Unfortunately, since Bear Creek is a "Water .Quality Limited
Stream!' , all agencies are required to meet that same time limit.
DEQ has indicated that they will allow the Rogue Valley until the
end of June, 1992 , to submit a Program Plan:
The document has been prepared jointly by. the Rogue Valley
Council of Governments and the Cities of Ashland, Talent,
Phoenix, Medford, Central Point and Jacksonville.
DEQ has been involved in -reviewing the Program Plan and indicated
that the Program Plan is acceptable.
Since the document is about 25 pages in length plus appendices,
the City Council may wish to set a work session to discuss the
document. If you do not wish to do so, the public hearing will
meet the public notice and review requirements.
I am attaching a copy of the draft without appendices, maps and
other detail information for your preliminary review. Please
pardon the glitches and blanks in the document.
SMH:rm\StrmPln.Hrg
. cc: . Eric Dittmer, RVCOG
Jim Olson, Assistant City Engineer
Pam Barlow, Administrative Assistant
encl: Draft Program Plan
May 1992
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
URBAN RUNOFF WATER QUALITY
PROGRAM PLAN
A Plan For Achieving Total Maximum Daily Loading Goals For Bear Creek, Jackson County
I. INTRODUCTION
A. Purpose
Bear Creek, a major tributary to the Rogue River in Jackson County, typically
exceeds certain water quality standards relating to nutrients as well as
temperature and bacteria. The sources of the contributing contaminants
include point sources such as the Ashland Sewage treatment plant and log
ponds as well as such non-point sources as urban and agricultural runoff and
failing septic systems. A map of Bear Creek and its watershed is shown in
Figure 1.
The City of Ashland, Oregon recognizes its role and involvement in local
cooperative efforts to minimize environmental impacts in the Bear Creek
Valley. The Oregon Department of Environmental Quality, following initial
water quality monitoring of Bear Creek and its tributaries, has designated
Bear Creek as ."Water Quality limited" due to excessive nutrient loadings --
particularly phosphate (Appendix A).
In order to fulfill its obligations to the overall water quality effort, the City of
Ashland, Oregon is prepared to proceed with the completion of this program plan
and the initiative of the steps outlined herein. Notification of this process
requirement was received September, 1990 (Appendix AZ).
The purpose of this plan is to describe the way in which local agencies and
individuals will approach the problem of pollutants' contribution to Bear
Creek. Included in the plan will be the methodology for the determination
of:
1) nature and extent of urban contribution of nutrients,
2) the sources of those contaminants,
3) alternatives available to reduce those sources, and
4) costs and feasibility of selected alternatives.
An approach to solve the problems will be formulated for consideration.
Page 2
FIGURE 1
Page 3
Urban Runoff Water Quality
Program Plan
May 1992
The urban runoff program plan for the Bear Creek Valley is part of a,
combined effort to reduce overall pollution in Bear Creek. Successful
implementation of each urban runoff program plan, when combined with
effective program plans from other sources, should assure that nutrient
contributions to Bear Creek will not exceed the limits noted by DEQ as
"Total Maximum Daily Loads" (TMDLs). TMDLs are given for subsections
of the stream as outlined in the official correspondence from the
Environmental Quality Commission (EQC).
B. Preparation Approach
In order to achieve these goals, coordination among the various agencies preparing
program plans is essential. The Rogue Valley Council of Governments (RVCOG)
is currently acting as a liaison coordinating local agency response with the
Department of Environmental Quality (DEQ) which is the enforcing authority.
Every effort will. be made to consolidate the program planning process among
responsible agencies as much as possible.
C. Plan Organization
The format of this Program Plan is derived from the document "Guidance for
Non-Point Source Watershed Management Plans' prepared by the Department of
Environmental Quality in November, 1990 (Appendix A3). The outline includes:
1) problem statement -
2) control strategy, including
a) goals and objectives .
b) plan of action
c) monitoring and evaluation plan
d) periodic reviews
e) information and education
f) budget
g) reporting
h) agreement
Page 4
Urban Runoff Water Quality
Program Plan
May 1992
II. PROBLEM STATEMENT
A. Physical Setting
1. The Watershed
The following physiographic data pertains to the Bear Creek Valley area of
Jackson County generally defined by the Rogue River on the north, the
Siskiyou mountains on the south, and the coastal and Cascade mountains on
either side as shown on Figure 1.
Climatic conditions include typical temperature highs from over
100 degrees F in middle to late summer to lows of less than
20 degrees F in winter.
The Bear Creek watershed includes 289 square miles. The creek itself begins
at the confluence of Emigrant Creek and Neil Creek south of Ashland and
flows northward approximately 25 miles before exiting into the Rogue River
north of Kirtland Road.
The average rainfall, as measured at the Medford airport by the National
Weather Service, is 19.84" annually. Figure 2 shows annual rainfall over the
past 80 years as measured at the Medford Airport.
It is important to note the variation in the annual average calculations done
by the National Weather Service (done every ten years and based on the
previous 30 years record). Data collection began in our area around 1910, so
the first 30 years' record resulted in an 18.05 annual average figure used in
the 1940's.
Flows in Bear Creek have exceeded 10,000 cubic feet per second (CFS)
during high water as recently as December, 1981 as measured by the USGS
Gauging Station in Medford. Conversely, summer flows during late summer
in "dry" years have been as low as 5 cfs in July. A record of Bear Creek
summer flows charted by the USGS in Medford is shown in Figure 3. Note
the impact of stored water enhancing summer volumes.
Land uses are composed primarily of agricultural and urban uses as shown in
Appendix B.
A population of 146,400* resides in Jackson County with approximately 90,000
living in the Bear Creek Valley (RVCOG estimate).. Jackson County
population growth is expected to approach 180,000 by the year 2000,
according to County Planners. The population of the city of Ashland, Oregon
is 17,060, based on Portland State University data. Ashland population
growth is expected to be about 19,000 by the year 2000.
Page 5
Urban Runoff Water Quality
Program Plan
May 1992
FIGURE 2
Page 6
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on
ro
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7
a
Y
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cd
.n
Urban Runoff Water Quality
Program Plan
May 1992
2. Sources and Availability of Existing Water
a) History
A summary of the history of water resource development is
included in Appendix C.
b) Stored water
The Bear Creek watershed has developed through storage
projects including Hyatt, Howard Prairie, Reeder, Fish, Four
Mile, and Agate Reservoirs. They are managed for domestic,
flood control, agricultural, industrial, fish and wildlife, and
other beneficial uses by the local irrigation districts and water
districts. In some cases the Bureau of Reclamation and the U.S.
Army Corps of Engineers are also involved.
Approximately 50% of Bear Creek flows are imported from the
Klamath Basin. Natural stream flows in Bear Creek typically
end early June.
B. Water Quality Problems
Water quality standards for Bear Creek is shown in Table 1. Interim
nutrient allocations as summarized by Brown & Caldwell in the
Ashland Program Plan are shown in Table 2.
TABLE l
POL1UrAW STANDARD
Bacteria <200 colonies/100 ml
1991 fecal coliform (log mean average of 5 samples
<134 colonies / 100 ml
after 1991 Enterococcus
Temperature
Sus ended Sediment No standard
Turbidity No standard
Dissolved Oxygen minimum saturation = 90%
95% in salmonid areas -
PH 6.5 - 8.5
Nutrients see Table 3 for interim levels
Page 8
Urban Runoff Water Qualify
Program Plan _
May 1992
Table 2
Page 9
Urban Runoff Water Quality
Program Plan
May 1992
The water quality problems of Bear Creek and its tributaries include violations of
fecal coliform (and enterococci) indicator bacteria temperature, and various
contaminants relating to nutrients including phosphates, ammonia, biochemical
oxygen demand and dissolved oxygen. Fecal coliform levels have decreased
.dramatically over the past ten years, based on data developed by RVCOG and other
agencies. However, DEQ data on enterococci (a proposed new health indicator)
show continued bacterial violation consistently along Bear Creek. Sediment levels
have remained proportional to rainfall and runoff. A summary of the water quality
aspects of Bear Creek in general is shown on Appendix C,.
A summary of Bear Creek nutrient status is shown in a paper prepared by DEQ in
Appendix D.
The excessive nutrient levels can adversely impact the beneficial uses of Bear Creek
by depleting oxygen levels to the point of degrading fish and riparian habitats,
promoting excessive moss growth in irrigation water and requiring additional water
treatment before municipal use is allowed.
Beneficial uses assigned to Bear Creek by the Oregon Water Resources Commission
in the Water Quality Management Plan for the Rogue Basin (1976) is summarized
below in Table 3.
TABLE 3
BENEFICIAL USES FOR BEAR CREEK WATER (MAIN STREAM) INCLUDE:
* industrial water supply * i r r i ga t ion
* livestock watering anadromous fish passage.
* resident fish and aquatic life * salmonid fish rearing
* wildlife , hunting * salmonid fish spawning
* f i sh i ng boating
* water contact * aesthetics
Page 10
Urban Runoff Water Ouality
Program Plan
May 1992
Fish rearing and spawning appear to be the most sensitive beneficial uses now being
impaired due to excessive nutrient concentrations, inadequate water quantity (flow) and
excessive temperatures.
Most of the phosphate loading in the upper Bear Creek has been attributable to the
Ashland Sewage Treatment Plant. However, DEQ has stated that it appears TMDL goals
cannot be met in Bear Creek without appropriate reductions from other sources, including
agriculture.
C. Institutional Infrastructure
Several local and state agencies are involved with surface water quality issues in Jackson
County. The Department of Environmental Quality (DEQ) is responsible for enforcing
state and national water quality laws and represents the Environmental Protection Agency
(EPA) by agreement in Oregon.
The Bureau of Reclamation is involved in the operation of major reservoirs including Hyatt,
Howard Prairie and Emigrant along with many of the irrigation distribution facilities for
which bonded indebtedness exists. The U.S. Army Corps of Engineers is involved in the
regulation of discharges from local reservoirs for flood control purposes. Involvement of
these agencies may be essential should changes in irrigation be included in alternative
reviews.
The Oregon Department of Water Resources regulates water rights and can control flows
in natural streams and tributaries. The Oregon Department of Fish and Wildlife regulates
fish habitat and riparian conditions in waters of the state. Both agencies are concerned
about the amount of water in Bear Creek as well as quality.
The state and local law enforcement agencies are also empowered to enforce state and local
environmental laws. They include state police, county sheriffs, and city police departments.
Page 11
Urban Runoff Water Quality
Program Plan ,
May 1992
The Rogue Valley Council of Governments was designated as the "Lead Management
Agency" for non-point source water quality planning under Section 208 of the Clean Water
Act. Updates of the Act continue to support non-point source water quality efforts and the
RVCOG remains the principle planning and coordinating agency in the Bear Creek Valley
area. A Water Quality Advisory Committee (WQAC) has been instrumental in guiding the
local effort since 1975. A subcommittee of the WQAC with some additions was formed to
specifically address the need to include every local entity directly affected by the DEQ
nutrient issue. A list of the Nutrient Subcommittee is found in Appendix E.
Local agencies involved in point and non-point water issues include the cities along Bear
Creek (Ashland, Talent, Phoenix, Medford, and Central Point), a city on a tributary to Bear
Creek (Jacksonville), as well as Jackson County (See Figure 1).
The Bear Creek Valley Sanitary Authority (BCVSA) is the special district formed to provide
sanitary sewer service to urban and rural areas and transport the sewage to a.regional.
sewage treatment plant operated by the City of Medford to serve those agencies contributing
waste water to the system. These agencies presently include Jacksonville, Medford, Central
Point, Phoenix, Talent, and Jackson County.
Other special purpose agencies involved include three irrigation districts: Talent Irrigation
District, Medford Irrigation District and Rogue River Valley Irrigation District. The
Jackson Soil and Water Conservation District functions as a locally run arm of the Soil
Conservation Service and is also the designated Agricultural Water Quality Promotion
Agency for the Bear Creek Valley.
The Oregon State University Extension . Service provides agricultural practices and
educational promotion of agricultural "Best Management Practices" (BMP) in cooperation
with Jackson County, irrigation districts, and professional and private farmers.
Page 12
Urban Runoff Water Quality
Program Plan
May ]992
III. CONTROL STRATEGY
A. Goals and Objectives
The immediate goal is to prepare a workable plan which will describe an approach
for identifying and achieving successful reductions of the city of 's
share of nutrient contributions to Bear Creek. Where possible, this will be a
coordinated effort similar in all affected urban runoff situations with interagency
cooperation, as needed.
The long term goal is to achieve and protect beneficial uses of water in Bear Creek.
In order to achieve the above goals, the overall effort must determine:
1) the role to which the city of Ashland, Oregon contributes to violations of the
TMDL limit in Bear Creek;
2) the urban practice(s) which contribute to the TMDL and other violations;
3) the alternatives such as public education and adoption of Urban BMPs
available to ensure that the city of Ashland, Oregon's. share of local
allocations are not exceeded;
4) the selection of one or more alternatives which achieve water quality goals in
the most feasible and cost effective manner;
5) an implementation strategy with.an appropriate time frame;
6) the effectiveness of the implementation strategy in achieving the goals.
The objectives of the plan, therefore, include interim objectives as shown below:
1) Interim objective one is the establishment of a water quality monitoring
program in 1992 which addresses goal #1 above beginning with conductivity
readings followed as needed by certified laboratory analyses of nutrient
parameters first for conductivity, then including phosphate, nitrate, BOD, DO,
and temperature as needed.
Of critical importance is a continued monitoring by DEQ repeating work done
August, 1988 and February, 1991 during a) non-irrigation periods and b) high
runoff water periods.
2) Interim objective two is the determination of the most likely source(s) types
of urban runoff which contribute to excessive nutrients (if any).
* These can also be called Urban Best Management Practices (BMPs).
Page 13
Urban Runoff Water Quality
Program Plan
May 1992
Completion date will be March 1, 1993. Problems will be prioritized and a
coordinated approach will be developed for all cities.
The overall objective will be to adopt an appropriate combination of storm drain
controls, passive treatment, public education practices, urban BMPs and city
ordinances, as needed, or other methods to meet the target TMDL limits set by
DEQ.
B. Plan of Action
The City of Ashland, Oregon will participate in a cooperative effort of evaluating
local sources of nutrients to determine the nature and extent of each nutrient source,
including that within the city of Ashland, Oregon. Once excessive nutrient generation
(if any) is verified, the city of Ashland, Oregon will proceed with the following plan
of action beginning with the evaluation of available control options outlined below.
1. Available Control Options
The options available to reduce urban nutrient contributions to Bear Creek
and its tributaries include the following:
a) an investigation of the design and condition of the sanitary sewer
system and storm drain systems to determine the nature and extent of
sewage entering natural drainages rather than being transported to the
regional treatment plant. Should this be found a problem, the city
would repair and upgrade the system as needed.
b) an investigation into the nature of effluent entering the city storm
drain system (which exits into natural streams) including that from
industry and private citizen sources. Should the nature of storm drain
usage contribute significant nutrient loadings, the city would work with
the individual sources to promote appropriate pre-treatment practices.
Individual citizens could be encouraged to be more aware of their
contributions to nutrient loadings and how to minimize those
contributions around the home.
c) recognizing the phosphate soap limitations now in State Law for
industry and private citizens applicable to soap products used where
runoff could enter the storm drain system including car washes, auto
detailing shops and any commercial areas hosing down driveways and
parking lots as well as private citizens washing cars. If necessary, the
City would consider adopting an overall phosphate soap ban to
minimize phosphate contributions in sewers as well as storm drains.
Page 14
Urban Runoff Water Quality
Program Plan ..
May 1992
d) adopting and (or refining existing) erosion control ordinances.
e) investigating the benefits of passive treatment facilities below areas of
urban nutrient contributions to allow for natural cleaning of runoff
including facilities designed to clean "first flush" storm water events
and/or all urban runoff.
f) flow augmentation for Bear Creek through agreement with local water
management agencies, arranging for additional flows (when available)
in Bear Creek to dilute the concentration of any nutrient contribution
to Bear Creek.
g) implement in-stream improvements to reduce the biochemical oxygen
demand in the stream and/or restoring oxygen levels in Bear Creek
(examples include new riffles and harvesting algae).
h) public awareness promotion to educate citizens on preventing
unnecessary nutrient contributions in storm drains and natural
channelways.
2. Process for selecting option(s)
The criteria for selecting one or more of the alternatives listed above include:
1) Will an alternative achieve treatment and/or reduction goals--alone or
In concert with other alternatives?
2) Is the alternative technically feasible?
3) Is it legal and likely to remain legal?
4) Does it give the city the control it desires?
5) Is the alternative acceptable to other participating agencies?
.6) Does the total cost compare favorably with other alternatives?
7) Other factors.
Other factors in evaluation of alternatives include total cost, reliability, flexibility
under various conditions/seasons, and environmental impacts.
The City of Ashland, Oregon plans to utilize the above criteria to select appropriate
interim and/or long term alternative(s) for those pollution sources contributing
measurably to the nutrient loading of Bear Creek.
Page 15
Urban Runoff Water Quality
Program Plan
May 1992
Should any passive treatment facility be included in selected alternatives or pilot
studies, water quality nutrient monitoring will determine existing conditions prior to
installation of the proposed facility or pilot study. Water quality data will be
evaluated annually at the end of the winter season (April 1) if it is determined that
the city of Ashland, Oregon contributes meaningfully to the nutrient loadings of Bear
Creek.
3. Interim Activities
Representatives of all urban runoff sources met early in 1992 and agreed to continue,
refine, or initiate the following nutrient control activities as soon as possible and
assess the benefits on an interim basis.
a) Administration
development and refinement of storm and sewer line and surface water
mapping, including outfalls to Bear Creek or tributaries
b) Facility Review
1. development and refinement of inspection -and maintenance program
for storm and sewer lines
2. verifying storm and sewer lines are used for their intended purpose and
that unnecessary nutrient loadings are not entering the storm drain
system
3. completing a "windshield" survey (along the lines of "streamwalk
approach" suggested by DEQ) to find likely sources of nutrients
entering the storm drain or natural streams in a city (Appendix F)
4. maintaining and enhancing, as needed, the street cleaning program
c) Public Awareness
1) preparing written information for media (and billing) distribution of
a) the vulnerability of natural streams to pollution via storm drains
b) the need to minimize over-watering and chemical use on lawns
c) the role of urban citizens can help improve Bear Creek water m
quality
Page 16
Urban Runoff Water Quality
Program Plan _.
May 1992
2) increasing public awareness on leaf pick-up service to minimize time
leaves remain in city gutter lines
3) promoting commercial user awareness of the need to clean out storm
drain catch basins which only work if properly maintained
Should an option require verification of its effectiveness (such as a new passive
treatment facility), the city of Ashland, Oregon will initiate a pilot study within
6 months of selecting that alternative. That evaluation should be studied for 2 full
years to verify its effectiveness.
Assuming acceptance of this program plan by July 1992, the city of Ashland, Oregon
proposes the following timeline:
° Completion of a source inventory
(including confirmation by DEQ) 10/31/92
° Selection of interim alternative(s) 10/31/93
Initiation of a pilot study (if needed) 3/31/94
Completion of pilot study 3/31/96
° Selection of final options 6/31/96
° Implementation of approved alternatives 3/31/97
or 95
° Completion of objectives 3/97 or 3/95
° Annual reviews/reports April of each year
° Every two years - add # years, report to DEQ for 305-6 report
4. Other Controls
5. Responsibility
The city of Ashland, Oregon is responsible for selecting and implementing
appropriate options which will achieve stated goals. Because of the limited technical
resource staff available, the city of Ashland, Oregon is requesting that DEQ field and
laboratory water quality staff continue the 1988-91 nutrient investigation monitoring
if possible.
The Rogue Valley Council of Governments will continue to plan coordination among
the various.cities, Jackson County, industry and agricultural agencies preparing
program plans. However, each entity has the final responsibility for the success of
their plan within their jurisdictions.
Page 17
Urban Runoff Water Quality
Program Plan
May 1992
6. Authorities
The. city of Ashland, Oregon has the needed authority to implement those
components of the plan within its city limits. State laws covering water quality
problems such as "Offensive Littering" (ORS 164.775 et seq.) cover all aspects of
water pollution now. In addition, the protection of established beneficial uses in
'Bear Creek provides DEQ with the necessary authority to oversee a basin-wide water
quality promotion and enforcement effort outside the City limits of the city of
Ashland, Oregon.
No additional authority is expected, to be required to implement the strategy.
C. Monitoring and Evaluation Plan
The purpose of monitoring will be to have quantitative and/or qualitative measure of
conditions and progress toward goals.
1. Parameters
The monitoring strategy includes the following components:
a) water quality monitoring including determination of present conditions,
verification of a nutrient contribution, as well as any specific contributions, by
the city of Ashland, Oregon and determination of progress toward the
program goal. Parameters include: Phosphate, Ortho Phosphate, Dissolved
Oxygen, Nitrate, Biochemical Oxygen Demand (BOD), and conductivity and
temperature.
As DEQ recommends, a "Streamwalk" approach will be used to prioritize sites
for more detailed monitoring. Conductivity measurements at key urban runoff
sites were begun by agricultural entities in September, 1991 and by both
agricultural and urban agencies in March, 1992. The former occurred during
irrigation season; the latter, prior to the 1992 irrigation season. The results
have been sent to DEQ for review.
b) plan component monitoring of selected alternative(s) which are chosen to
achieve the goal.
c) monitoring of changing conditions such as growth or changing land uses within
the city of Ashland, Oregon which could influence the progress toward the
goal.
Page 18
J rban Runoff Water Quality
Program Plan
May 1992
d) monitoring of changing conditions in the watershed such as climate, or
changing water use patterns by agriculture which could affect the achievement
of the TMDL goal in.a manner not under the control of the city of Ashland,
Oregon
e) monitoring of maintenance of the effectiveness of the plan in reducing
nutrients over the long term.
2. Schedule
Phase 1 of monitoring, the determination of present conditions, is already partially
completed by DEQ water quality staff.
Phase 2, the monitoring of plan components, changing conditions within the city, and
in the watershed, will proceed in conjunction with the plan implementation activities.
Phase 3, maintenance of the effectiveness of the plan implementation, will be
ongoing and adaptable to verify maintenance of achieved goals as the city and
watershed conditions change.
The Rogue Valley Council of Governments will assist in data gathering from other
activities outside the city of Ashland, Oregon to assure the success of Phases 3 and
4 above.
3. Monitoring Location(s)
Each city will inventory and monitor, using a conductivity meter (available at Rogue
Valley Council of Governments), any likely nutrient sources within their jurisdiction
to confirm nature and extent of these sources.
Additional water quality monitoring locations will be selected by the city of
Preliminary monitoring sites for each small city in the Bear Creek Valley are shown
below, indicating the interrelationships of the cities and other nutrient activities.
Page 19
Urban Runoff Water Quality '
Program Plan
May 1992
Central Point
Initially, semi-monthly water quality nutrient* monitoring is planned for Griffin
Creek at Beall Lane (upstream) and Scenic Avenue (downstream); Scenic
(downstream); Mingus Creek at Hwy. 99 (upstream) and Upton Road (downstream);
and Elk Creek at Beall Lane (upstream) and Interstate S (downstream). (Note:
these sites also represent the downstream data points for the agricultural monitoring
plan and possibly the industrial plans as well.)
Jacksonville
Semi-monthly water quality nutrient monitoring will be done at Daisy Creek at the
southerly city limits (upstream) and at the MID Canal crossing near Ralph Kim
Regulating Ponds (downstream);Jackson Creek at the west city limits(upstream) and
at MID canal crossing (downstream).
Phoenix
Semi-monthly water quality nutrient monitoring will be done on Coleman Creek at
(upstream) and at Bear Creek (downstream); on Bear Creek above
Bear Creek Estates Mobile Home Park (upstream) and Bear Creek below Coleman
Creek confluence (downstream).
Talent
Semi-monthly water quality nutrient monitoring will occur on Wagner Creek at
(upstream) and at Bear Creek (downstream); and on Bear Creek at
Valley View Bridge (upstream) and below the confluence of Wagner Creek
(downstream).
4. Types of Analyses (see Section IIICl)
D. Periodic Reviews
Periodic reviews of the plan, its progress and achievement and/or maintenance of its goals
will be done every year. The review will focus on:
The satisfactory progress in implementing the plan.
° The results of the monitoring and evaluation element of the plan.
° A decision to continue as planned or modify the plan to reflect new information
concerning the successes and failures thus far in implementation.
Page 20
-Urban Runoff Water Quality
Program Plan
May 1992
Participants will include DEQ officials and other nutrient planning agencies as appropriate;
coordinated by RVCOG.
E. Information and Education
1. Education
A major component of the nutrient reduction effort is the education of citizens on
the nature and extent of the nutrient problem in the Bear Creek Valley and within
the city of Ashland, Oregon once it is determined. The Rogue Valley Council of
Governments already has a strong public awareness effort covering all aspects of
water quality in the Bear Creek Valley. The city of Ashland, Oregon will rely on
RVCOG to continue that effort. An example of 1992 water quality handouts
distributed by the Medford Water Commission is shown in Appendix H.
If specific problems caused by citizen activity in the city of Ashland, Oregon
are found, educational materials will be developed and utilized as needed to
enhance our public's awareness of the problem and appropriate.solutions.
For example, if it is found that citizens dumping yard clippings into backyard
stream or changing antifreeze in gutter lines contributes significantly to
nutrient loadings, then handouts will be utilized to instruct the public on more
proper disposal techniques. The current cooperative efforts of the local media
in these matters will continue to be a major public awareness tool.
The organization of public awareness materials will generally follow that
outlined in the original DEQ Guidance for information and education (I&E)
as excerpted from page 8 below:
"People that live, work, and recreate in the watershed need to hear
about and understand:
What the water quality problem is.
What they might be doing to cause or compound the problem.
What needs to be done to correct the problem and how they play an
important role.
What they may do to mitigate existing or potential problems.
Where they can obtain assistance in correcting their share of the
problem
What the environmental, health, economic, and social consequences
are if the problem is not corrected."
Page 21
Urban Runoff Water Quality.
Program Plan
May 1992
The 'typical population will be the citizens of the city of with
the objective to clearly define the problem and available solutions in a
manner that will convince the well-meaning majority of our citizens to do the
right thing. The actual products of the I&E will not be known until a specific
need is identified.
2. Public Involvement
The city of Ashland, Oregon will include the following public involvement
aspects into the development and preparation of the final program plan prior
to submittal for DEQ approval:
1) A Council Study Session will be noticed and scheduled to present the
draft plan to the citizens and Council of the city. All aspects,
recommendations, and implications of the plan approach will be
covered.
2) A properly noticed Public Hearing will be scheduled to present the
final draft of the plan (including input from the WQAC and the Study
Session) to the City Council for adoption and transmittal to DEQ for
approval.
F. Schedule
The City of Ashland, Oregon will work with other responsible cities in the
Bear Creek Valley to proceed approximately along the following schedule:
Staff Review of Draft Program Plan . . .. . . . . . . . . . March - May '92
Coordination with Other Cities . . . . . . March '92 -
Staff Approval of Final Draft Urban Program .Plan . . . . . May '92
Council Study Session . . . . . . . May '92
Council Adoption of Program Plan at Public Hearing . . . . June '92
DEQ Review of Program Plan . . . . . . . . . . . . May - Aug '92
DM Valley-wide Nutrient Monitoring . . . . . . . . . . . July '92
Implementation of Interim Alternatives . . . . . . . . . July '92 on
DEQ Approval of Program Plan . . . . . . . . . . . September '92
DEQ Valley-wide Nutrient Monitoring . . . . . . . . February '93
Evaluation of Interim Alternatives Performance . . . . . Spring '93
Selection of Final Implementation Alternatives . . . . . Sumner '93
Alternative Implementation Evaluation . . . . . . . . . . Summer '94
Page 22
Urban Runoff Water Quality
Program Plan
May 1992
IV. BUDGET
A. Resources Needed
The resources needed to implement the interim alternatives shown in this plan_ are
available with the general fund and special assessments of the City of
Technical assistance from RVCOG and DEQ will also be available. The costs of
activities over and above these interim steps are not known at this time.
B. Funding Sources
The sources of funding which are now available to implement the plan include the
Street Fund of the city of Ashland, Oregon and the planning assistance grant to
RVCOG from DEQ which is effective through the end of June, 1992. Other possible
funding sources could include:
° further planning and implementation grants from DEQ (Section 319?)
use of the State's existing revolving loan fund for water quality enhancement
projects
° funds from a future storm water utility or other special assessments
° stream enhancement funds from Oregon Fish and Wildlife, Soil Conservation
Service, etc.
° education funds and resources from Oregon State University Extension
Service
° private (foundation) funds and grants.
The funds needed to prepare the program plan for DEQ review and approval are
expected to come from a combination of the city's Street Fund and RVCOG
Planning Grant from DEQ. Funds needed to implement the plan will be assessed
when the various options are being reviewed for feasibility and cost effectiveness.
G. Reporting
The City of Ashland, Oregon will report on the progress of this effort annually to
DEQ. DEQ will report monitoring results annually to the City of
Page 23
Urban Runoff Water Quality
Program Plan
May 1992
H. Signed Agreement
The signed agreement between the city of Ashland, Oregon and DEQ covering the
implementation of the Watershed Management Plan will utilize the following
objectives:
° reason for agreement
definition of lines of authority
° definition of lines of responsibility
° description of what is to be accomplished
time frame
° liabilities
Agreement cancellation clause
The format will be guided by that shown in Appendix II of DEQ's Non-Point Source
Guidance.
Data on land use, watershed and climatic conditions will be furnished to DEQ as
part of an annual reporting component of the plans. This information can be used
to adjust the implementation strategy of the plan as needed (with the approval of
DEQ).
Page 24
Jrban Runoff Water Quality
Program Plan
May 1992
APPENDICES
URBAN RUNOFF
# TOPIC
Al DEQ TMDL DESCRIPTION
A2 DEQ TMDL NOTICE TO CITIES
B LAND USE
Cl HISTORY OF BEAR CREEK WATER DEVELOPMENT
C2 BEAR CREEK DESCRIPTION/WATER QUALITY
D BEAR CREEK NUTRIENT DETAILS (DEQ)
E WQAC NUTRIENT SUBCOMMITTEE
F STREAM WALK SUMMARY
G CONDUCTIVITY RESULTS
H PUBLIC AWARENESS HANDDOUT
Page 25 (WQPLAN) URBAN
JACKSON COUNTY OREGON BOARD OF
p - - COUNTY COMMISSIONERS
II� � 10 S. OAKDALE • MEDFORD. OREGON 97601 Ric Holt 776-7234
• •+ • Hank Henry 776-7235
Sue Kupillas 776-7236
May 21, 1992
City of Ashland
City Hall
20 East Main Street
Ashland, OR 97520
Dear Mr. Almquist:
The Jackson County Board of Commissioners will appoint five members to the
Board of Ratio Review effective June 15. Two of the five must include a board member
from a school district and a board member from a non-school taxing district. We need
your help in identifying interested, qualified members for this Board. Please submit
names to me by June 2.
The following is a full description of the Board of Ratio Review, its functions and
requirements.
The Board of Ratio Review (BORR) is a five-member body appointed by the Board
of Commissioners. It is composed of a county commissioner (or qualified designate), a
board member from a school district, a board member from a non-school taxing district,
and two county residents who are not employees or officers of any taxing district within
the county. In addition, a county resident who is not an officer or employee of a taxing
district may be appointed as an alternate. Attributes sought in applicants for the BORR
include the ability, after appropriate instruction, to understand mathematical formulae as
used in ratio review, and some familiarity with real property values.
The BORR examines the assessor's ratio study for property values, according to
Oregon law, for the assessment roll of the current tax year. The review of the current
tax year must be completed before August 10, 1992. Between July 15, and July 31, 1992,
the BORR also will review petitions for reduction of real market or assessed value
because of changes in the real market value of the property during the prior tax year.
Members of the BORR are required to attend in-service training classes for which
they will receive per diem allowances, and travel and living expenses while attending.
Sincerely,
C:)Sue7upillas,
Board of Commissioners
FAX#:(503)776-7278
[ _---•`'±oF ASN4° E 1Zt D X � rt LE lX ItT
GREGG�
(� 29 May 1992
Brian Almquist, Steve Hall, Jill Turner
ArIIm: James H. Olson, Assistant City Engineer
1YII�Qtf- Tolman Creek Road - Revised Assessment Rates
Resolution No. 91-31 and the subsequent Notice of Public
Hearing specified the estimated cost of the Tolman Creek Road
Improvement to be $226, 656.00 or $58.00 per frontage foot.
Following council mandated adjustments in the method of easement, .
two differing rates were computed:
a) $38.40 per foot for tax lots 39-lE 711C, 1200, 1300,
1400, and 90,000.
b) $63 .50 per foot for all remaining tax lots.
By applying the maximum amount of increase possible (10%) to
each assessment the new rates would be:
a) $38.40 X 110$= $42 .24 / front foot
b) $63.50 X 110%= $69.85 / front foot
Funds generated by each of these two rates would be:
a) $42.24 per foot X 871.70 foot = $36,820.61
b) $69.85 per foot X 2944.03 foot = $205, 640.50
TOTAL $242 ,461. 11
The deficit to be made up by the City would be as follows:
a) Construction -Costs $334,311.25
b) Engineering Costs $ 24,500.00
C) Administration Costs $ 5, 000. 00
TOTAL PROJECT COSTS $363 ,811.25
d) Less County Participation - $ 78,864.00-
e) Less L.I.D. Participation $242,461.11-
AMOUNT TO BE BORNE
BY THE CITY $ 42 ,486 . 14
Attached is a revised summary of the costs to be borne by
each lot in the district.
TOLMAN CREEK ROAD IMPROVEMENT PROJECT NO. 91-21
' PROPOSED COSTS PER LOT
May 29 , 1992
Cost
Map No. Lot No. Frontage Per Foot Total
39-1E-11C 600 616.12' $69.85 $43 , 035.98
39-1E-11C 900 187. 001 $69 .85 $13 , 061.95
39-1E-11C 1006 126.271 $69.85 $8, 819.96
39-1E-11C 1101 236.52' $69. 85 $16,520.92
39-lE-11C 1200 330.341 $42.24 $13,953.56
39-1E-11C 1300&1400 446.74' $42.24 $18,870.30
39-1E-11C 90,000 94.62' $42.24 $3,996.75
39-1E-14B 400 374.33' $69.85 $26,146.95
39-1E-14B 401 251.421 $69.85 $17, 561. 69
39-1E-14B 402 150.001 $69.85 $10,477.50
39-lE-14B 500 169.60' $69.85 $11,846.56
39-1E-14B 702 97.381 $69.85 $6,801.99
39-lE-14B 706 464.501 $69.85 $32,445.32
39-1E-14B 707 270.89' $69.85 $18,921. 67
Grand
Total 3,915.73' $242,461.11
}�-}
`~ ema an Aum
EGON.•`:
May 28 , 1992
Brian Almquist, City Administrator
r
rom:
Steven Hall , Public Works Director
,�$uhjet#: VVV
Bid Award-Tolman Creek Road LID
ACTION REQUESTED
City Council:
1. Award contract to L.T.M. Incorporated in the amount of
$334 , 311.25.
2 . City Council authorize expenditures from the Assessment
Construction Fund set aside for participation in LID's in
the 1991-1992 budget and the 1992-1993 budget.
BACKGROUND
The City Council formed the Tolman Creek Road LID with Ordinance
2647, approved September 19, 1991.
The City retained Blanton Engineering to design the project.
During the soils investigation, it was found that there was
inadequate granular base under some of the existing asphalt.
Because of that information, additional excavation and backfill
had to be included in the project. The estimate of the
additional work was $60,000. The actual difference between the
original project estimate and actual cost is $59,291.25.
The following is a summary of the LID estimate and current costs:
------------------------------------------
ITEM ORIGINAL REVISED
ESTIMATE COST
------------------------------------------
Construction $267,744 $334,311.25
.County Funds $<67, 320> $<78,864. 00>
Administration $ 5, 000 $ 5,000.00
Engineering $ 32,776 $ 24, 500. 00
-----------------------------------------
TOTALS $226, 656 $284 , 947.25
Assessment $ 58/ft $ 74. 68/ft
Percent Over Original Estimate = 20. 5%
149
l
Bid Award-Tolman Creek Road LID
May 28 , 1992
page 2
City Council policy is to review all projects which are 10% over
the original estimate.
The 1991-1992 and 1992-1993 budgets contain a transfer of $20, 000
from the Street Fund for City participation in local improvement
districts where additional width or depth of pavement is required
to construct a road in accordance with zoning standards.
Staff recommends approval of the following:
1. City Council establish a maximum assessment of 10% over
the original amount set in preliminary assessment roll
hearing, or $63 .80 per foot of assessable property with
the adjustments approved at the preliminary assessment
roll hearing.
2 . City Council authorize expenditure of $20,000 in the
1991-1992 budget Assessment Construction Fund and not
more than $20,000 from the 1992-1993 budget Assessment
Construction Fund.
The attached memorandum from Jim Olson will be revised and may
not be included with this packet. We will attempt to have the
revised memorandum delivered to you either Friday or Monday.
SMH:rm\TOL=nRd.L.LD
cc: Jim Olson,, Assistant City Engineer
Jill Turner, Finance Director
encl: Olson Memo
Of AsAf
GREG0�,
Q. Brian Almquist, Steve Hall, Jill Turner, John Fregonese
rum:
James H. Olson, Assistant City Engineer
Subject Tolman Creek Road Improvement Project No. 91 21
.Bids for the Tolman Creek Improvement Project No. 91 - 21
were received and opened on May 15, 1992 at 1:30 p.m. A total of
four bids were received ranging from a low of $334,311.25 to a
high of $360,138.40. The low bid was submitted by L.T.M. Inc.
Based upon the low bid figures the assessment, costs would be
as follows:
A. Construction
Costs $334,311.25
B. Less County
Participation ($78,864.00)
C. Interest and
Administration
Costs $5,000.00
D. Engineering Costs
(Blanton
Engineering) $24 .500.00
Total Assessable Costs $284,947.25
The originally estimated assessable cost was $226,668.86 or
79.5% of the above cost. The bid is 20.5% over the original
estimate.
The cost per front foot, based upon this bid would be $74.68
per foot.
Based upon the results and with the conditions that the
council set concerning the allocation of assessment costs the
following costs would be deleted from tax lots 11C - 1200, 11C -
1300, 11C - 1400 and 11C - 90, 000.
1. Excavation -
32.28 C.Y. @
$6.25 = $201.75
2. Crushed Rock -
121.82 T. @
$13 .00 = $1583 . 66
3 . Retaining Wall = $7 . 175 . 00
Total Reduction $8960.41
Lots to receive reductions are:
39-1E-11C 1200 = 330. 34 ft
39-1E-11C 1300, 1400 = 446. 74 ft
39-1E-11C 90, 000 = 94 . 62 ft
Frontage to be
Reduced = 871.70 ft
Total Frontage = *3,815.73 ft
Remaining Frontage = 2944.03 ft
Credit to lots 1200, 1300, 1400. & 90, 000 =
$8960.41/871.70 ft. _ $10.28/ft
Dedit to remaining lots =
$8960.41/2944.03 ft. _ $3. 04/ft
The adjusted costs per foot would be =
$74. 68 - $10.28 = $64.40/ft
$74 .68 + 3 . 04 = $77.72/ft
TOLMAN CREEK ROAD IMPROVEMENTS
Estimated Costs per Lot Based Upon Bid Results
May 20, 1992
The revised costs per lot would be as follows:
*adjusted for change in assessable frontage on lot 900.
Cost
Map No. Lot No. Frontage Per Foot Total Increase
39-1E-11C 600 616. 121 $77.72 $47,884 .85 $8,761.23
39-1E-11C 900 187. 00' $77.72 $14, 533 . 64 -$3,590.53*
39-1E-11C 1006 126.271 $77.72 $9,813 .70 $1,795.56
39-1E-11C 1101 236.521 $77.72 $18, 382.33 $3,363.31
39-1E-11C 1200 330.341 $64.40 $21,273 .90 $8,588.84
39-1E-11C 1300&1400 446.74' $64.40 $28,770. 06 $11,615.24
39-1E-11C 90, 000 94.621 $64.40 $6,093.53 $2,460. 12
39-1E-14B 400 374.331 $77.72 $29,092.93 $5,322 .98
39-1E-14B 401 251.42' $77.72 $19,540. 36 $3 ,575.19
39-1E-14B 402 150.00' $77.72 $11,658. 00 $2,133.00
39-1E-14B 500 169.60' $77.72 $13, 181.31 $2,411.71
39-1E-14B 702 97.38' $77.72 $7,568. 37 $1,384.74
39-1E-14B 706 464.501 $77.72 $36, 100.94 $6, 605.19
39-1E-14B 707 270.89' $77.72 $21,053.57 "' $3,852 .05
Grand
Total 3,915.73' $284,947.49 $58,278.63
of course, with an increase of this magnitude it will be
necessary to return to a public hearing for contract approval.
With front foot costs of nearly $73 per foot it is very unlikely
that we will have any support from the assessment district.
There are no readily apparent items of construction which
can be deleted from the project without significantly affecting
the improvement. Since the engineering was not done in house we
do. not have the option of absorbing that cost internally.
Following are a list of individual items of construction
which might be considered for funding from another source other
than the L.I.D. :
1. Engineering $24,500.00
2 . Concrete Sidewalks $34, 174.00
3 . Storm Drain Pipe $49, 709.00
4 . Catch Basins $9,400.00
5. Retaining Wall $7, 175.00
Perhaps we could meet to discuss this further?
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BID TABULATION
For the
Tolman Creek Road Improvement Project
No. 91-21
MINORITY
Engineer's Estimate L.T.M. INC. CONTRACTORS, INC
Item Unit Unit Unit
No. Deseriotton Unit Ouanti rice Amount Price Amount Price Amount.
1 Site 'rlork LS All 20,000.00 35,000.00 43,500.00
2 Cut A.C. LF 4613 . 1 .00 '4;613.00 .50 .2;306.50 .80 3;690:40
3 Exc. for patch CY 202 15.00 3030.00 17.50 .3,535.00 19_00 3,838.00
4 Gen. Exc. C.Y 3570 12_00 42,840:00 6.25 22,312.50 3.25 11;602.50,
5 4" Sub Base Tons 4045 8.00 32.360.00 9.50 38,427.50 9.25 37,416.25
6 3/4"-0" C.R. Tons 3162 8_50 26.877.00 13.00 41 . 106.00 12_50 39,525.00
7 A.C. Pavind Tons 1915 33.00 63. 195.00 34.45 65,971 .75 37_95 72,674.00
8 Adj . Valve Box EA 16 75.00 1 .200.00 75.00 . 1 ,200.00 65_00 1 ,040.00
9 Adj . M.H. EA 5 250.00 1 ,250.00 225.00 1, 125.00 225.00 1 ,125.00
10 Conc. Walks SY 1622 15.00 24,330.00 17.00 27;574.00 17.00 27,574.00
11 Conc. Aprons SY 307 20.00 6, 140.00 21 .50 6,600.00 19.65 6,032.55
12 Curb 8 Gutter LF 3473 6.00 20,838.00 5.50 19, 101 .50 6.20 21 ,532.60
13 Type 'C' Curb LF 118 10.00 1 , 180.00 6.50 767.00 7.00 826.00
14 12" S.D. LF 1433 15.00 21 ,495.00 18.0025,794.00 15.00 21 ,495.00
15 12" S.D. w/Cap LF 88 18.00 1 ,584.00 28.00 ' 2,464.00 25.00 2,200.00
16 15" S.D. LF 318 18.00 5,724.00 21 .00 6,678.00 18.00 5,724.00
17 18" S.D. L 476 22.00 10.472.00 23.00 10.948.00 23.00 10,948.00
18 ' 245° S.D. LF _ 155 . 30.00 2.550.00 45.00 3.825.00 . 55.00 4.675.00
19 RPt. Wall IF 205 60.00 12.300.00. 35.00-7. 175.00 JL,20 10.250.00
20 Qirh inlat¢ FA 16 600.00 9.600.00 550.00 8.800.00 5 a.,QD 8.800.00
?_ cppn Inlo+g _PA 1 700.00 700.00 600:00 600.00 750.00 750.00
2_ Striving I _ All 3.000"00 ._ 3.000.00 - 2 .500.00
TOTAL_ $315,278.00 8334,311 .25 $337.718.55
BID TABULATION
For the
Tolman Creek Road Improvement Project
No. 91-21
LEDFORD SO. ORE.
Engineers Est(mate ONSTC RUCTION UNDERGROUND
Item Unit Unit- Unit
No. Description Unit Ouanti Price Amount Price Amount Price Amount
1 Site Work LS All 50,000.00 40,000.00
2 Cut A.C. LF 4613 _50 . 2,306:50 2_00 9,226.00
3 Exc. for patch CY 202 . 10.00 2,020.00 7.00 1 ,414.00
4 Gen. Exc. CY 3570 6.00 21 ,420.00 5.00 17,850.00
5 4" Sub Base Tons 4045 11_00 44,495.00 12.85 51 ,978.25
6 3/4"-0" C.R. Tons 3162 12_50 '.39,525.00 13.80 43,635.60
7 A.C. Paving Tons 1915 36_00 68,940.00 35.00 67,.025.00
8 Adj . Valve Box EA 16 125_00 2,000.00 200_00 3,200.00
9 Adi . M.H. EA 5 300_00 1 .500.00 300_00 1 ,500.00
10 Conc. Walks _ Y _1622 17_00 27.574.00 17_50 28,385.00
IL Conc, Aprons SY 407 21 .00 _6.447.00 19.00 5.833.00
17 Curb 8 Gutter LF -3473 6_00 20,838.00 5.25 18,233.25
13 TYDe 'C' Curb LF 118 7.00 826.00 6. 10 719.80
14 12" S.D. LF 1433 12.00 17. 196.00 15.00 21 .49 5.00
15- 12" S .n. w/ an IF R8 45.00 3,960.00 25.00 2.200.00
15_ 15" S.D. IF 318 70-0 fi.Mo.0O 18.00 5,7? .00
17 1R^ S -n_ , IF 476 24-0 n 11 424.00 20 On 9 99 .00
18 24" S.D. LF 85 49.00 -4, 165.00 40.00 3,400.00
19 Ret. WalI LF 205 46.00 9,430.00 43.90. 8,999.50
20 Curb Inlets CA 16 575.00 9,200.00 750.00 12,000.00
21 Spec. Inlets EA 1 700.00 700.00 800.00 800.00
22 Strinina LS All 6.000.00 7.000.00
TOTAL - $356,326.50 $360, 138.40
Page 1 of Proposal _
P R O P O S A L
Mayor and City Council
Ashland, Oregon
The undersigned bidder declares that he has examined the plans and
specifications, has visited the site, and made such investigation as is
necessary to determine the character of the materials and the conditions
to be encountered in the work, and that if this Proposal is accepted, he
_ will contract with the City of Ashland, Oregon for the construction of
the proposed improvement _in. .a form .of contract herein outlined,. will --:.:_..:
provide. the necessary equipment, materials, tools,;-apparatus,-and labor,
in accordance with the plants and specifications on file at the City
Engineering Office, Ashland, Oregon, under the following conditions; *. .
1. It is understood that all the work will be .performed under a `.
lump sum or unit price basis and that for said lump sum or
unit price all services, materials, labor, equipment, and all
- work necessary to complete the project in accordance with the
plans and specifications shall be furnished for:the said lump
sum or unit price named. It is'understood that the quantities
stated in connection with the price schedule for the .contract
submitted herewith are approximate only and payment shall be
made at the unit prices named for the actual .quantities
incorporated in the completed work. If there shall be an
increase in the amount of work covered by the lump sum price,
it shall be computed on a basis of ".extra work" for which an
- increase in payment will have been earned and if there be a
decrease in the lump sum payment,. it shall be made only as a
result of negotiation between the undersigned and the owner.
Furthermore, it is understood that any estimate with respect
to time, .materials, .equipment or service which may appear on
..the plans or in the specifications is for the sole,purpose of
assisting the undersigned in checking, his own independent
calculations and that at no time shall the undersigned attempt
to hold the owner, the engineer or any other person, firm or .:
corporation responsible for any errors or omissions that may
appear in any estimate. -
2. The undersigned will furnish the bonds required by the
specifications and comply with all the laws 'of the federal
government, State of Oregon, and City of Ashland which are .-
pertinent to construction contracts of this nature even though
such laws or municipal ordinances may not have been quoted or :
referred to in these specifications.
7
Page 2 of Proposal
3. All items for the contract for which forms are provided herein
have been completed in full by the showing of a lump sum price
or prices for each and every item thereof and by the showing
of other information indicated by the proposal form. The
undersigned submits the unit prices set forth herein as those
at which he (or they) will perform the work involved. The
extensions in the column headed "Total" are made up for the
sole purpose of facilitating comparison of bids and if there
are any discrepancies between the unit prices and the totals
} show, the unit prices shall govern.
4
_ . .';4.: ._ The undersigned agrees that.the .'!Time of Completion!! ahall.be ..:.-:..
as defined in the specifications and that he will complete the
work within the number of consecutive calendar days stated for .
each schedule after "Notice to Proceed" has been issued by the
owner.
Bidder further agrees to pay as liquidated damages, for each
-- calendar day thereafter, the sum of one hundred dollars .
($100.00) for each day the project remains incomplete.
5. The undersigned, as bidder, acknowledges that addenda numbered
through have been delivered to him and have been
examined as part of the contract documents. _. .
6. The undersigned, as bidder,' acknowledges that provisions of .
Oregon Revised Statute ORS 279.350 relating to workmen on
public works to be paid not less than prevailing rate of wage,
shall be included in his contract.
Name of Bidder `WI�NG
Address •
Telephone No.
8
BID SCHEDULE
for the
TOLMAN CREEK ROAD IMPROVEMENT PROJECT
The undersigned Bidder is herewith submitting the following bid
prices for the performance of the above proposed work as
described in these Contract Documents and the Plans, including
all labor, materials, delivery, warranty, and all applicable
taxes. The Bidder must fill in all unit and lump sum prices
below.
ITEM UNIT
NO. DESCRIPTION ... QUANTITY UNIT PRICE TOTAL
_ .
1 . Hove-in, Site Work and
Final Clean-up L.S.
2. Saw-cut Existing Pavement 4, 613 , L.F. - $ .50 $ Sou- 50
3. Excavation for Patches : 202 .C.Y. S S3535- o0
4 . General Excavation 3, 570 C.Y. S .29 $ ZZ43z. 5c
5. 4"-0" Processed Sub-base 4,045 TONS S 83 ,421 . 50
6 . 3/4"- 0"..Crushed Rock Base 3, 162 TONS $�15.00 S ` � � "
7 . A.C. Paving 1 , 915 TONS S� S0 'II--IS
8. Adjust Valve Boxes 16 EACH S'15.co S I� _00 0
9 . Adjust S.S. Manhole 5 EACH S •� S IIIZS-m
10. 4-inch P.C.C. Sidewalks 1, 622 S.Y. S l' 5 �-
11. - 6-inch P.C.C. Sidewalks 307 S.Y. $ V-0 $�o�C _50
12 . P. C.C. Curb and Gutter 3.473 L.F. $ �5.��70, S Ol-5o
Type 13. P.C.C. Curb "C" 118 L.F. S70 S -Wo- 00
14 . 12-inch Storm Sewer Pipe 1 ,433 L.F. S S 7-15.-[gd .00
15. 12-inch Storm Sewer Pipe
with Concrete Cap 88 L.F. S ZB.W S 00
16 . 15-inch Storm Sewer Pipe 318 L.F. S 7-1-CO S x-•00
17. 18-inch Storm Sewer Pipe 476 L.F. S Z3.CO S 10,C(4-61-00
18. 24-inch RCC Storm Pipe 85 L.P. S4-5-00 S 3,T&Z5- 00
19. Retaining Wall 205 L.F. S 35.00 S I'l-15.o0
9
20. Standard Curb Inlets_ 16 EACH S .W S Lk 800 ,m
21 . Special Curb Inlets 1 EACH $ &C93. 64 S ob.00
22. Permanent Pavement Striping L.S. S-3Tpo
Or a sum total of the foregoing amounts for a total contract bid
price oft 1 ►�at� c�K�1 Ago Z��u n DOLLARS
•(HOrds) .
:zC
(figures)
i -
- 1 -
i
10
Page 5 of Proposal
The City reserves the right to reject any and all bids, waive
formalities, or accept any bid which appears to serve the best interests
of the City.
- The foregoing prices shall include all labor, materials, equipment,
overhead, profit, insurance and all other incidental expenses to cover
the finished work of the several kinds called for. Unit prices are to
be shown in both words and figures. In case of discrepancy, the amounts
shown in words will govern.
Upon receipt of written notice of the acceptance of this bid, Bidder . . .
shall execute the formal attached within ten days and deliver
-surety bond or bonds as required. The. bid security u
ittached.'in.the :sm
of five percent of the total price for the bid or combination of bids is
to become the property of the Owner in the event the contract and bond
are not executed within the time above set forth, as liquidated damages.
for the delay and additional expense to the Owner caused thereby.
l TiLf��c.
Firm Name of Bidder
Signature f BidAer
Official Title
J
State of Incorporation,
if incorporated
c.c.s No. 0%03
Dated this day of
11
CITY OF ASHLAND
ASHLAND, OREGON
BID BOND
KNOW ALL MEN BY THESE PRESENTS: -
WHEREAS, LTM, Incorporated hereinafter called
Principal, has submitted to the CITY OF ASHLAND, hereinafter called
Obligee, a proposal for bid for the construction of
IOLMAN-CRn-K-RUAD IMPROVEMENT PROJECT and
WHEREAS, the process of letting said construction project for bids
is attended by expenses to obligee, which expenses will cause real
damages to Obligee in the event Principal. fails or refuses to enter
into a contract with Obligee upon Principal's being awarded the..bid for
;' . the above described construction project; and'
WHEREAS, it is in the interest of both Principal and Obligee to
j liquidate said damages by herein agreeing to the amount thereof in order
to avoid litigation and expenses to both parties:
Firemen's Insurance Company .
NOW, THEREFORE, we, the Principal and of Newark, New Jersey
_ as Surety, bind ourselves, our heirs, executors, administrators and .
successors, jointly and severally, to Obligee in the compensatory sum of
$ 5% of Amount Bid
The condition which will release the liability of both Principal
and Surety under this bond is that if Obligee does not accept the bid of.
Principal, said liability shall be forever discharged. - An additional
condition which will release the liability of both Principal and Surety
under this bond is that Obligee accept the bid of Principal and
Principal shall promptly enter into a contract with the Obligee in
accordance with the terms of such bid, and give such bond or bonds as
may be specified in the bidding or contract documents with good and -
sufficient surety for the faithful performance of such contract and for
the prompt payment of labor and -material furnished in'the .proseCution
thereof. It is expressly understood that failure on the part of
.:1 Principal to enter into said contract, as above described, said failure
being for the reason that Principal committed a patent error in
computing his bid, making said Principal in law not bound to enter into
said construction contract, shall not relieve the liability of Principal
and Surety under this bond, but that said Principal and Surety shall be
liable hereunder.
Signed, Sealed and Dated this 15th Day of May 19 52
LT M, Incorpor ed
Contrac r.(s) or incipal s)
BY: (AC�Ii�J✓
Fire en' Insur ce ckfipahy of Newark New Jersey
Insurance Company Ome
BY:
L' a Allegretti ttornev
12
Firemen's Insurance Company of Newark, New Jersey
GENERAL POWER OF ATTORNEY
Know all men by these Presents,Thal the FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY
has made,constituted anti appointed,and by these presents does make,constitute and appoint
•
Liza Atlegrettl or Ned(ord, oregon
its true and lawful allorney,for it anti in its name,place,and stead to execute on behalf of lite said Company,as surely,bonds,undertakings
and contracts of suretyship to be given to
-- All Obllgees
provided that no bond or undertaking or contract of suretyship executed under this aulhorilyshall exceed in amount lite sum of
Ten million (10,000,000) Dollars
This Power of Attorney is granted and is signed and sealed by facsimile under and by the authority of the following Resolution adopted by
the Board of Directors of Ilic FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY at a meeting duly called and held on trite 13111
day o(January,1989:
"RESOMM.11u11M Ch*rnan dshe Fleml,the Vice Clnkasan d the Dram,the neskled,m rxe diw vke nnkknt m a Senkw Vire.Pre.skid n a Vire nesklenl d Ose
Cmsf carry,be,anr111Wcorn�arrya11Mm1a�relryi�arwl.aimlloeaeaael'oavvsaf AllnncymuRlykytlla!albanernvradkrlheRMenllmevrdMtanrylneaK eInbelWldlhe
FIREMEWS INSURANCE COMPANYOF NFWARK,NLW JERSEY,Iwwwls,1"lec akbrRsawl allcmdtats a(uaelyshi ;and that an Asshlanl Vice PreAlensl,a Secrewy manAuislaM
Seraetwy be,anl0sa cacti m arty d Oren lweby h,a ilmritenl to allesl the exmulkm of any such rcnver dAitanny,awl to alwil dwea the seat at One Compmly.
FURTI IrR RESOIVfD,111A Ilne slRntkaet dawis ollicm awl the ual mile CmnPary nuy he affnvarl M arty urth Pmver of Mkwrwy m to anymtirwwale mblimtheleta by
with pediarywahnnwndAlkwne rLonft fl of tneabgnwfiwhich it i aiwhesnrlaninalcfnJsluRbeva6ladlirwlkrgulwm Orel:rmywrywlnrnwalfiacrlanlinUnefuhae
arts resfnM w ary ironsn4 unkvWikg a cama:l d wrelyddp b svldch n h atxlscW.'
In Witness whereof,lite rIREME1,S INSURANCE COMPANY OF NEWARK,NEW JERSEY has caused itsnfficial seal to be Itereuntoaffixed,
and these(xesenls W be signed by one of its Vice IWsidenls anti attested by one of its Assistant Vice Presidents this day of
19 qt 2< April
FIREMEN'S INSURANCE COMPANY OFNEWARK,NEW JERSEY
Attest:
By
D.L.Jim%Asslstaw Vice President P'' Em0 O.Askew.Vke neskknl
STATE OF CONNECTICUT 1
COUNTY OF HARTFORD 1 1%8
On this 24 clay of April 1991,before me personally came Emil D.Askew,In me known,who being by me duly sworn,did
depose and say Ilial he is a Vice President of the FIREMEN'S INSURANCE COMPANY OF NEWARK,NEW JERSEY,lite corp ralion described
In and which executed the above instrument;Ilal he knows lite seal of the said corporation;that the seal affixed to the said instrument is such
corporate seal;that it was so affixed by order of the Board of Directors of said corporation and that he signed his name thereto by like order.
*
a.P�
ctoatA n.srrxlNs
Ntanav nroox:
CERTIFICATE 'Mr cammhskm Glint Mach 31.1993
1,the undersigned,an Assistant Vice President of Ilse rlREMEWS INSURANCE COMPANY Or NEWARK,NEW JERSEY,a New Jersey
corpo►alion,DO HEREBY CERTIFY that the foregoing and attached Power of Attorney remains in full force and has not been revoked;and
furthermore that lite Resolution of[Pie Baud of Directors,set forth in kite said Power of Attorney,is now in force.
Signed and sealed at the town of Farmington,the Slate of Connecticut.Dated[lie 15th da of May ,19 92 •
n;oA r We neskkM
21 DONE)4315E Yv ".._._..,..... .
May 29, 1992
M E M O R A N D U M
TO: Honorable Mayor & City Council
FROM: Brian L. Almquist, City Administrator
SUBJECT: Monthly Report - April/May 1992
The following is a report of my principal activities for the
past two months, and a status report on the various City projects
and Council goals for 1991-92. As you know, I was in Europe
during the entire month of April.
I. PRINCIPAL ACTIVITIES:
1. Spent two weeks at Stratford-on-Avon visiting with its
chief executive and department heads concerning British systems
of local government service delivery. I am writing a paper. for
ICMA and will share it with you as soon as it is completed.
2 . Met with Al Williams and consultant Cliff Malm to
finalize RFP on repairs to Reeder Gulch hydro-generator.
3 . Attended League of Oregon Cities Regional meeting at
Ashland Hills regarding tax reform proposals for upcoming
legislative sessions.
4. Met with Fire Chief Woodley to discuss Hazmat training
for our personnel and additional compensation for participants.
5. Met with School Superintendent Daggett to discuss ways
city government might assist School District under Ballot Measure
5.
6. Attended monthly meeting of Cable Access Commission.
7. Met with Finance, Hospital and Parks at hospital to
discuss proposals received for self-insurance for Workers
Compensation.
8. Attended monthly Chamber of Commerce breakfast meeting.
9. Participated in study session at Community Center
regarding Forest Management Plan.,
11. Attended Finance and Taxation Committee meeting in Salem
to develop League of Oregon Cities policies on tax reform and
other issues anticipated during the next Legislative session.
12 . Met with Labor Consultant Bodilly on -several occasions
to discuss status of negotiations with Laborers Union and to
formulate our proposals. We will need to meet with Council in
Executive session on June 2 to discuss these final offers.
13 . Attended NWPPA Board meeting, Past Presidents meeting
and Executive Board meeting in Tacoma.
14. City Attorney Nolte and I met with Tom Lupes and other
USFS officials to finalize list of requirements for transfer of
Special Use Permit on Mt.Ashland Ski Area.
15. Participated in all day Staff Retreat at Buckhorn
. Springs. Topics included staff team-building and a revised
budget strategy.
16. Met with a group of Downtown merchants and Chamber
people regarding a new Holiday lighting scheme.
17. Participated in mediation session with Chamber sub-
committee to work out compromise with Lodging Assn. over tax
increase.
II. STATUS OF VARIOUS CITY PROJECTS:
1. Electric Substation. BPA released Environmental
Assessment (EA) at the February 18 Council meeting. They have
still not made their final decision on a site. They have informed
me that it is still their plan to complete construction before
next Winter.
2 . Siskiyou Bikeway. Since we have no answer from the
Highway Division, I think we can assume the project is not
feasible.
3 . Downtown Project. We will pave the Copeland lot and
S.Second Street lot the week of Juns 1. We are still planning on
a meeting with newspaper distributors soon regarding the first
draft of Newsrack Ordinance. We now anticipate presenting it at
the June 16 Council meeting. There are not enough fund's to
complete the restroom in the downtown area.
5. Northwest Water Project. Bids are out fot the waer line
construction. Plans for the reservoir are being completed at
this time.
5. Open Space Program. The Park Commission is working with
the League of Women Voters on an initiative. The Parks
Commission also has acquired an option from SPRR on the land
between 6th and 8th in the Railroad District.
III. STATUS OF COUNCIL GOALS:
(A full report was mailed to the Mayor and Council on
December 23 . A quarterly report will be made in the future on
March 31, June 30 and September 30•. Unless there are significant
developments that impact implementation, the status of Council
goals will not be a regular part of my monthly report. )
Brian L. Almquist
City Administrator
BA:ba
May 29, 1992
M E M O R A N D U M
TO: Honorable Mayor & City Council
FROM: Brian L. Almquist, City Administrator
SUBJECT: Monthly Report - April/May 1992
The following is a report of my principal activities for the
past two months, and a status report on the various City projects
and Council goals for 1991-92. As you know, I was in Europe
during the entire month of April.
I. PRINCIPAL ACTIVITIES:
1. Spent two weeks at Stratford-on-Avon visiting with its
chief executive and department heads concerning British systems
of local government service delivery. I am writing a paper for
ICMA and will share it with you as soon as it is completed.
2. Met with Al Williams and consultant Cliff Malm to
finalize RFP on repairs to Reeder Gulch hydro-generator.
3. Attended League of Oregon Cities Regional meeting at
Ashland Hills regarding tax reform proposals for upcoming
legislative sessions.
4. Met with Fire Chief Woodley to discuss Hazmat training .
for our personnel and additional compensation for participants.
5. Met with School Superintendent Daggett to discuss ways
city government might assist School District under Ballot Measure
5.
6. Attended monthly meeting of Cable Access Commission.
7. Met with Finance, Hospital and Parks at hospital to
discuss proposals received for self-insurance for Workers
Compensation.
8. Attended monthly .Chamber of Commerce breakfast meeting.
9. Participated in study session at Community Center
regarding Forest Management Plan.
11. Attended Finance and Taxation Committee meeting in Salem
to develop League of Oregon Cities policies on tax reform and
other issues anticipated during the next Legislative session.
12 . Met with Labor Consultant Bodilly on several occasions
to discuss status of negotiations with Laborers Union and to
formulate our proposals. We will need to meet with Council in
Executive session on June 2 to discuss these final offers.
13 . Attended NWPPA Board meeting, Past Presidents meeting
and Executive Board meeting in Tacoma.
14 . City Attorney Nolte and I met with Tom Lupes and other
USFS officials to finalize list of requirements for transfer of
Special Use Permit on Mt.Ashland Ski Area.
15. Participated in all day Staff Retreat at Buckhorn
. Springs. Topics included staff team-building and a revised
budget strategy.
16. Met with a group of Downtown merchants and Chamber
people regarding a new Holiday lighting scheme.
17. Participated in mediation session with Chamber sub-
committee to work out compromise with Lodging Assn. over tax
increase.
II. STATUS OF VARIOUS CITY PROJECTS:
1. Electric Substation. BPA released Environmental
Assessment (EA) at the February 18 Council meeting. They have
still not made their final decision on a site. They have informed
me that it is still their plan to complete construction before
next Winter.
2. Siskiyou Bikeway. Since we have no answer from the
Highway Division, I think we can assume the project is not
feasible.
3 . Downtown Proiect. We will pave the Copeland lot and
S.Second Street lot the week of Juns 1. We are still planning on
a meeting with newspaper distributors soon regarding the first
draft of Newsrack Ordinance. We now anticipate presenting it at
the June 16 Council meeting. There are not enough funds to
complete the restroom in the downtown area.
5. Northwest Water Project. Bids are out fot the waer line
construction. Plans for the reservoir are being completed at
this time.
5. Open Space Program. The Park Commission is working with
the League of Women Voters on an initiative. The Parks
Commission also has acquired an option from SPRR on the land
between 6th and 8th in the Railroad District.
III. STATUS OF COUNCIL GOALS:
(A full report was mailed to the Mayor and Council on
December 23 . A quarterly report will be made in the future on
March 31, June 30 and September 30. Unless there are significant
developments that impact implementation, the status of Council
goals will not be a regular part of my monthly report. )
Brian L. Almquist
City Administrator
BA:ba
-
_ �` �{ emar �tn � nm
,.EGOI► ••
May 29, 1992
ELI: Mayor and Council
r
rIIm: Karen Huckins, Supervising Accountant
p�11��PLa. Oregon Heat Agreement Contract Renewal
The City of Ashland's emergency heat assistance program
completed the 1991/92 winter season very successfully.
Thirty-four Ashland households benefitted from the
program, which was the result of excellent teamwork and
the very generous support of the people of Ashland.
We would like to renew our contract with Oregon Energy
Services, which is due to expire this year on June 30.
The new contract has been expanded to include energy
counselling. Three to five households that received
assistance will be offered help with credit and energy
conservation counselling. Our Conservation Division will
assist in energy audits and weatherization programs. It
is our hope that these measures will result in making
their utility bills more manageable in the future.
Recommendation
Council authorize Mayor and Recorder to sign the contract
with Oregon Energy Services, Inc. , dba Oregon HEAT.
OREGON HEAT AGREEMENT
This agreement is made July 1, 1992 , by Oregon Energy Services,
Inc. , dba Oregon HEAT (Home Energy Assistance Team) and the City
of Ashland (City) .
RECITALS:
A. City and Oregon HEAT have developed programs to provide needy
individuals with financial aid in assisting to pay such
individuals' residential heating bills.
B. City will continue its current emergency energy assistance
program with Oregon HEAT and add energy counseling to the
program. City will collect voluntary contributions from donors
and contribute its own funds to match the contributions. These
funds will be forwarded by City to Oregon HEAT for distribution
for purposes of the Oregon HEAT program.
City and Oregon HEAT agree:
1. City obligations:
1. 1. Collect voluntary contributions. City will collect
voluntary contributions using the name Oregon HEAT and will
forward such contributions to Oregon HEAT at least once per
month. .
1.2. Match voluntary contributions. In an amount not to
exceed $5, 000 per fiscal year, City shall match, on a
dollar-for-dollar basis all contributions collected under
the above paragraph.
1. 3 . Designate money for energy counseling. Dedicate
$2,500 of monies already collected to provide energy
counseling to certain identified City customers.
1.4 . Provide assistance in energy counseling. City's
conservation division will provide assistance in energy
audits and low-income weatherization programs for
electrically heated buildings.
2. Oregon HEAT obligations:
2. 1. Specified expenditures. Except as provided in
paragraph 3 , Oregon HEAT shall use matching funds and
voluntary contributions collected by the City only for the
benefit of City's needy residential utility customers, as
defined below, residing in the City of Ashland.
2 . 2 . Recipients are to be City residential utility
customers whose income must be at 150% or below of the
federal poverty level . In the case of emergency assistance,
preference shall be given to City's utility customers who
have not received assistance from other heating assistance
programs, e.g. LIEAP recipients, within the current heating
season.
2 . 2 . 1. The maximum grant to any recipient for
emergency energy assistance shall be $125 (per
household) and any payment is to be made only once to a
household in a program year.
2.2.2. Emergency assistance shall be provided only to
eligible recipients who present a current City monthly
utility bill bearing the recipient's name and address.
2. 2 . 3. Matching funds and voluntary contributions
received from the City by Oregon HEAT for emergency
assistance shall be distributed at least monthly to
eligible recipients.
2 .3 . In addition to distributing emergency energy
assistance, Oregon HEAT will contract with the local
Community Action Agency to deliver energy counseling to the
City's identified residential customers.
2. 4 . Provided that the total amount allowed under paragraph
3 . 2 for costs and expenses is not exceeded, Oregon HEAT may
contract with The Salvation Army or any other charitable
organization and Community Action Agency to distribute funds
to eligible recipients. It is intended that contributions
collected by City in the name of Oregon HEAT shall be
deductible as charitable donations for purposes of
calculating the donors' federal and state income taxes.
2 . 5. Oregon HEAT shall identify for reporting purposes all
matching funds and voluntary contributions collected by the
City as Oregon HEAT funds. Oregon HEAT shall provide a
report to City of income, expenses, and distributions made
by it under this agreement on a monthly basis.
3. Compensation for Oregon HEAT. Except as provided in this
paragraph, Oregon HEAT shall receive no compensation for the
services provided under this agreement.
3 . 1. Voluntary contributions and City matching funds
received by Oregon HEAT may be deposited in an interest
bearing account. Any interest earned on deposited funds may
be retained by Oregon HEAT for its use.
3 . 2 . Oregon HEAT may retain up to 150 of City matching
funds and customer donations for its costs and expenses
incurred under this agreement.
4. Promotional activities. Promotional activities relating to
Oregon HEAT shall be cooperatively conducted by both parties.
Oregon HEAT shall have the right of approval on any promotional
activity relating to Oregon HEAT initiated by City of Ashland.
5. Renewal. Oregon HEAT and the City may, by mutual agreement,
amend and extend this contract at any time. All such changes
mutually agreed upon shall be signed and attached to this
contract as amendments.
6. Termination. This contract shall automatically terminate
June 30, 1993 , unless earlier terminated as provided below.
Either party may terminate this contract by giving ten days
written notice to the other party. Within 25 days of receipt of
the notice, Oregon HEAT shall return to City any undistributed
matching funds and voluntary contributions.
OREGON HEAT CITY OF ASHLAND
By By
Title: Executive Director Title: Mayor
By
Title: City Recorder
1
memorandum
GREGO
May 26, 1992
Mayor and City Council
r
ram: Jill Turner, Director of Finance
ubjPtt: Budget Transfers
RECOMMENDATION: Staff recommends the passage of this
resolution transferring budget appropriations.
DISCUSSION: This transfer of appropriation covers a wide
variety of transfers. Each transfer is explained after
the transfer is shown.
ALTERNATIVES: None suggested.
RESOLUTION NO. 92- ,
A RESOLUTION TRANSFERRING APPROPRIATIONS
WITHIN 1991-92 BUDGET
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
Due to the circumstances stated below, the Mayor and City Council of
the City of Ashland determine that it is necessary to transfer
appropriations as follows:
GENERAL FUND
FROM: General Fund Contingency S 28, 000
TO: Fire Department Benefits-Health Ins 20,000
Community Development -Contract Services 4 , 000
Community Development -Travel 2 , 000
Community Development -Office Supplies 2, 000
Total 28,000
This appropriation covers additional costs associated with the Un
anticipated Health Insurance costs in the Fire Department and Large
Scale Development and mediation in Community Development.
CEMETERY FUND
FROM: Cemetery Fund Contingency 6,000
TO: Capital Outlay- Buildings 6, 000
This appropriation will cover the overage on the Niche Wall Bid.
EMERGENCY 9-1-1 FUND
FROM: Contingency 4, 280
TO: Personnel Services 4,280
This appropriation will cover the back pay paid in August for the
prior fiscal year and additional raise per the union agreement.
WATER FUND
FROM: Water Fund Contingency 10,500
TO: 1) Personnel Services-Health Ins $ 10,500
To pay cost in excess of original budget for the Health, Life and
Dental benefits for the Water Division Personnel.
1
WATER FUND
TO: Bond Sale Proceeds $ 500, 000
TO: Capital Outlay 500, 000
From Capital Imp Fund - Bond Sale Proceeds -500, 000
From Capital Imp Fund - Capital Outlay -500, 000
This appropriation moves the bond expenditures and resources into
the Water fund from the Capital Imp fund. This is a change required
in the enterprise fund conversion.
SEWER FUND
FROM: Sewer Fund Contingency 67 , 000
TO: Capital Outlay-Bear Creek 67, 000
This appropriation covers costs associated with the Bear Creek
Interceptor which was complete this fiscal year instead of last year
as budgeted.
AIRPORT FUND
FROM: Transfer to Debt Service 2 , 000
TO: Materials and Services- Repairs 2 , 000
The additional appropriation will cover unexpected repairs to the
Airport.
HOSPITAL FUND
FROM: Hospital Fund Contingency 400, 000
TO: . Salary and wages 250, 000
Benefits 50, 000
Materials-Patients Supplies $ 100, 000
This appropriation covers increased utilization of patient supplies
and salaries and wages that were not anticipated in the original
budget document.
IT IS RESOLVED by the Mayor and City Council that the above
appropriations and transfers are approved.
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 , 1992.
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of , 1992 .
Catherine M. Golden, Mayor
Reviewed as to form:
Pai4 �N\&l 9e(ce esz�'z Attorney
2
RESOLUTION 92-
RESOLUTION CERTIFYING CITY PROVIDES SUFFICIENT MUNICIPAL
SERVICES TO QUALIFY FOR STATE SUBVENTIONS
RECITALS:
A. ORS 221.760 provides the City of Ashland may disburse funds from
the State if the City provides four or more of the following services:
1. Police Protection
2 . Fire Protection
3. Street construction, maintenance, lighting
4. Sanitary Sewer
5. Storm Sewer
6. Planning, zoning and subdivision control
7. One or more utility services
B. City officials recognize the desirability of assisting the state
officer responsible for determining the eligibility of cities to
receive such funds in accordance with 221.760.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
The City of Ashland certifies that it provides the following municipal
services enumerated in ORS 221.760(1) :
1. Police Protection
2. Fire Protection
3 . Street construction, maintenance, lighting
4 . Sanitary Sewer
5. Storm Sewer
6. Planning
7 . Electric Distribution
8 . Water
This Resolution was READ and DULY ADOPTED at a regular meeting of
the City Council of the City of Ashland on the 2nd day of June, 1992.
Nan E. Franklin
City Recorder
SIGNED AND APPROVED this day of , 1992.
Catherine M. Golden
Mayor
Repgwej as to form:
Pa 1 Nolte
City Attorney
(i:\wp\council\revshare.act
_�'GF`�M`�o � Emurttn � nm
OREGON
Eli: May 26, 1992
Mayor and City Council
r
rum: Jill Turner, Director of Finance
p$11bjert: State Subventions
RECOMMENDATION: Staff recommends passage of the attached
Resolution certifying municipal services for State shared
revenues.
DISCUSSION: This resolution certifies that the City of
Ashland is eligible for State subventions. The State
program requires that cities located within a county
having more than 100,000 inhabitants must provide four or
more municipal services to be eligible to receive state
revenues.
ALTERNATIVES: None suggested
FISCAL IMPACT: The City should receive the following
revenues in 1992-93:
Cigarette $ 51, 900
Liquor 131, 700
Highway 763 ,200
e�{pF ASN�ti,.
filentnranbum
°aeco�,• May 13 , 1992
��. Mayor and City Council
• Jill Turner, Director of Finance
�rnm:
#, ublect: State Revenue Sharing
Recommendation: Staff recommends the adoption of the
following resolution approving participation in the state
revenue sharing program.
Discussion: This resolution certifies that the City
elects to receive state revenue sharing for fiscal year
1992-93.
Alternatives: None suggested
Fiscal Impact: The 1992-93 estimates state revenue
sharing revenues at $74, 000.
RESOLUTION NO.
A RESOLUTION DECLARING THE CITY'S ELECTION
TO RECEIVE STATE REVENUES
RECITAL: A. ORS 221.770 requires cities to pass a resolution
stating their intent to receive state. revenues.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The City of Ashland elects to receive distributions
for fiscal year 1992-93 pursuant to ORS 221.770.
The foregoing resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
2nd day of June 1992 .
Nan E. Franklin, City Recorder
SIGNED and APPROVED this day of 1992 .
Catherine M. Golden, Mayor
Repje s to form:
Paul Nolte, City Attorney
H:\jill\wp\council\srs.act
�,.Of AS
�Pmurttn�um
�REGO.""..
May 29 , 1992
0 Mayor and Council
jfrnm: Transportation Planning Advisory Committee
#Ubiert: Downtown Bus Depot
Background
As the Council knows, intercity bus lines have had
difficulty finding a permanent location for a stop in
Ashland. We have discussed a proposal to build a multi
line bus depot in the downtown area, either on City owned
or leased land, which would integrate the services of
several bus lines, provide for convenient interconnection
to RVTD, and also provide for a downtown taxi station.
In addition to the basic bus depot and ticketing area,
there would be a sheltered waiting area and public
restrooms.
This would be paid for by state or federal grants, and by
rent collected from the bus lines. Our initial
discussions with state officials and bus lines indicate
that this proposal may be feasible, and would greatly
facilitate the interconnection of Ashland to other cities
by non-auto means.
Action Requested
Authorize TPAC to pursue this project, and propose to the
council location, funding, and design of such a depot.