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HomeMy WebLinkAbout1993-1116 Council Mtg PACKET Important: Any citizen attending Council meetings may speak on any item on the agenda, unless it is the subject of a public hearing which has been closed. If you wish to speak, please rise and after you have been recognized by the Chair, give your name and address. The Chair will then allow you to speak and also inform you as to the amount of time allotted to you. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to be heard and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 16, 1993 I. PLEDGE OF ALLEGIANCE: 7:30 P.M., Civic Center Council Chambers II. ROLL CALL APPROVAL OF MINUTES: Regular Meeting of November 2, 1993. IV. SPECIAL PRESENTATIONS & AWARDS: 1. Special award to Julian Henry for volunteer work on backyard composting education. 2. Certificate of Appreciation awards for Ashland Backyard Composting Project volunteers. 3. 1993 Cities "Awards for Excellence" program - Second place award for the Save Mt. Ashland project. V. CONSENT AGENDA: 1. Minutes of Boards, Commissions, and Committees. 2. Monthly Departmental Reports - October, 1993. 3. Request for modification of an existing public utility easement on Lots 19 and 20 of Clear Creek Subdivision. 4. SoRedi Quarterly Report. 5. Liquor license application: Fireside Dining, 438 N. Main Street (new ownership). VI. PUBLIC HEARINGS (Must conclude by 9:30 p.m.): 1. Proposed construction of a building at the Civic Center to house the Planning and Public Works (Engineering Division) Departments. 2. Appeal by the City Council of Planning Action No. 93-127 a site review approved by the Planning Commission for a proposed building to house the Planning and Public Works (Engineering Division) Departments. VII. . UNFINISHED BUSINESS: 1. Airspace licensing agreement between City of Ashland and Allen Sandler as Licensee. J F N� VIII. n�a PUBLIC FORUM: Business from the audience not included on the agenda. (Limited to 3 min. per speaker and 15 min. total) IX. ORDINANCE. RESOLUTION & CONTRACTS: �1. First reading of an ordinance amending Ordinance No. 2724 relative to the creation of an intergovernmental entity known as the Oregon Municipal Energy and Conservation Agency. 2. Authorization for the City Administrator to sign intergovernmental Cooperation Agreement for the Oregon Municipal Energy and Conservation Agency. 3. Authorization for the City Administrator to sign a "Local Agency Fund Exchange Agreement for Intermodal Surface Efficiency Transportation Act (ISTEA) funds. 4. Authorization for the City Administrator to sign an intergovernmental agreement regarding gaming law enforcement. IX. OTHER BUSINESS FROM COUNCIL MEMBERS X. ADJOURNMENT r' MINUTES OF THE REGULAR MEETING ASHLAND CITY COUNCIL November 2, 1993 PLEDGE OF ALLEGIANCE Mayor Golden called the meeting to order at 7:30 p.m. and led the pledge of allegiance. ROLL CALL Councilors Laws, Reid, Hauck, Acklin, and*Arnold were present. Councilor Winthrop was absent. APPROVAL OF MINUTES The minutes of the Regular Meeting of October 19, 1993 were accepted as presented. SPECIAL PRESENTATIONS & AWARDS: Mayor Golden read the proclamation of the week of January 8, 1994 as "Christmas Tree Recycle Day in Ashland". CONSENT AGENDA: 1. Minutes of Boards, Commissions, and Committees. 2. Monthly Departmental Reports - September, 1993. 3. Authorization for the Mayor and Recorder to sign modification of easement for Ashland Community Food Store on "A" Street -.1- ...... ( .rector of Publrc Uliprks regarcfing ,plate ort s"Rid ge.d)sprrs t_ Reid requested #4 be removed. Hauck moved/Arnold seconded approval of consent agenda. Voice vote all AYES. Reid requested Director of Public Works Steve Hall to not lose site of composting sludge alternatives for future disposal plans. Reid moved/Laws seconded approval of #4. Voice vote all AYES. PUBLIC HEARINGS (Must conclude by 9:30 p.m.): 1. Appeal from a decision of the Planning Commission approving PA 93-090, a site review involving a second floor projecting over public.right-of-way at 58 E. Main Street (Macaroni's Restaurant). Planning Director John McLaughlin presented staff report. Discussion was held on appropriateness of appeal as design meets requirements. Issue is commercial use of public right-of-way. Arnold moved/Acklin seconded to dismiss the appeal and direct staff to prepare agreement with applicant concerning public right-of-way. Voice vote all AYES. (r.11-2-93.mio)pg.1 PUBLIC HEARINGS (continued): 2. Settlement agreement on PA 90-057 regarding a proposed 4-lot subdivision on Granite Street (Gary & Diane Seitz, applicants). Planning Director John McLaughlin presented staff report and recommendations and settlement agreement. Applicant Gary Seitz of Anchorage, Alaska, requested approval of street revisions, outline plan, and sidewalk variance for a four-lot subdivision. No speakers either for or against. Laws moved/Reid seconded to approve request and have findings' facts returned to council. Roll call: all YES. NEW & MISCELLANEOUS BUSINESS: 1. Presentation of Fixed Facilities Study for fire station location by Urban Planning Associates, Inc. by Committee Chair Tim Bewley. Tim Bewley, Chairperson of Citizens Committee,:presented study of fixed facilities of fire and emergency medical services in Ashland. Laws moved/Arnold seconded to adopt report. Voice vote: all AYES. 2. Memo from Director of Public Works requesting letter from the Mayor and Council endorsing Medford Councilor Mel Winkleman for appointment to Oregon Transportation Commission. Arnold moved/Acklin seconded to approve request. Voice vote all AYES. 3. Memo from Councilor Phil Arnold regarding electronic mail guidelines. Arnold and Laws will work with staff and prepare information for Council review. OTHER BUSINESS FROM COUNCIL MEMBERS Council reviewed request to remove Nan Hannon from Historic Commission and appoint Casey Mitchell to opening. Acklin/Mayor advised that Nan Hannon had resigned from Commission several months ago. Arnold moved/Reid seconded to approve appointment of Casey Mitchell. Voice vote: all AYES. Laws moved/Arnold seconded to go into Executive Session. Voice vote all AYES. ADJOURNMENT Meeting was adjourned at 9:00 p.m. Nan E. Franklin, City Recorder Catherine M. Golden, Mayor (r.11-2-93=W pg.2 OF ASH(,' �4F60�, November 5, 1993 �a• Mayor and Council ram: Jean Crawford, Ashland Backyard Composting Project Coordinator IT�IjEtt: Composting Awards As the season's composting classes ended November 13, I would like to update you on this educational endeavor. Over 700 people have attended the free classes taught by volunteers at the Recycling Center. We have sent rebates to 125 Ashland households which have purchased or constructed compost bins. Volunteers have taught 34 classes each requiring a minimum 11/2 hours of their time. I think it appropriate to publicly thank these volunteers who have shared their knowledge so willingly with other residents. Enclosed are certificates to be presented at the November 16 Council meeting. A special recognition needs to go to volunteer Julian Henry; Ashland's"czar"of composting. In addition to his extensive knowledge of backyard composting, Julian recruited and organized the 9 volunteer teachers from July through October. He also made himself available during that time to answer further questions that any citizens had concerning their backyard composting. An active member of the Recycling Task Force through October, 1993, Julian helped design the grant that made "composting"a household word in Ashland. He has contributed countless hours to helping us each learn to improve the environment beginning, literally, in our own backyards. (r.Rmycle\CmpsW wd.ltr) ASHLAND COMMUNITY HOSPITAL BOARD OF TRUSTEES' MEETING OCT O 1993 August 24, 1993 The regular monthly meeting of the Board of Trustees of Ashland Community Hospital was held on Tuesday, August 24, 1993, at 12: 15 in the conference room. PRESENT: Steve Lunt, Bruce Johnson, M.D. ; Mary Ellen Fleeger; Tom Reid; Dick Nichols, Judy Uherbelau, and Madeline Hill, Trustees. Pat Acklin, City Council Representative; and Clifford A. Hites, M.D. , Medical Staff Representative. Also present: .Patty Adams, Foundation President; James R. Watson, Administrator; Mike McGraw, Controller; Polly Arnold, Director of Patient Services; Peggy Cockrell, Director of Personnel\Marketing; Pat Flannery, Director of Development; and Glenda Cole, Administrative Assistant. Absent: Frank Billovits and Mary O'Kief I. CALL TO ORDER Mr. Lunt called the meeting to order at 12:15 and welcomed everyone. II. MINUTES A. Executive Committee: Mr. Lunt called for a review of the minutes of the July 20, 1993 meeting. Following review, motion was made, seconded, and carried to approve the minutes as circulated. B. Board of Trustees: Mr. Lunt called for a review of the minutes of the July 27, 1993 meeting. There was one correction - Page 3, Section D, line 6 should read "There were no objections, therefore the Executive Committee will continue to . . . . ." . Dr. Fleeger made the motion to approve the minutes as corrected. Dr. Johnson seconded the motion and the motion carried. III. COMMITTEE REPORTS There were no reports this month. IV. DECISION ITEMS A. Joint Advisory Committee: Motion was made, seconded, and approved to schedule the Joint Advisory Committee for Friday, September 24, 1993. B. July Expenditures: Mr. Reid reported that he had reviewed the expenditures for the month of July, found everything in order, and made the motion to approve the expenses. Mr. Nichols seconded the motion and the motion carried. Board of Trustees August 24, 1993 Page 2 V. MEDICAL STAFF REPORT Dr. Hites stated that there are no medical staff issues to be brought forward this month. Mr. Watson stated that we will be credentialing most of the physicians in the Medford Clinic over the next few months. This will make all sub-specialties available to us. VI. DISCUSSION ITEMS A. Hospital Landscaping: Mr. Watson presented the proposed landscaping (written and drawings) from Mr. Rick Landt. These were discussed at length. Ms. Uherbelau made the motion that we have Mr. Landt give design cost for proposed project without a workshop for $2780. Mr. Nichols seconded the motion.and the motion carried. B. Strategic Planning Update: Mr. Watson stated that both our physicians and Medford Clinic have reviewed the plans for the professional office building in Talent. We are working on some minor structural changes in the OR area to try to relieve space problems. C. Compensation Comparison: Mr. Lunt stated that the Executive Committee is meeting tonight to look at contract proposals. D. Picnic-on-the-Patio: The annual Board\Medical Staff Picnic- on-the Patio is scheduled for Thursday, September 30th at the Back Porch Barbecue. E. Employee Recognition Dinner: The annual employee recognition dinner is scheduled for October 28th. F. Foundation Dinner\Dance: The annual Foundation Dinner\Dance is scheduled for November 20th. VII. QUALITY ASSURANCE Mr. Watson stated that the Quality Assurance Committee did not meet in August. The Joint Advisory Committee will meet on September 24th to review the previous quarter's quality assurance reports. VIII. ADMINISTRATOR'S REPORT A. Nursing: Ms. Arnold reported that Betty Lickey, RN, has retired and that a retirement party in the Park was held in her honor. She stated that the Emergency Room and the surgeries are continuing to increase. Clinic de Valle has initiated a committee of community healthcare workers to look at the healthcare of Hispanics. We are represented on this committee. B. Financial: Mr. McGraw reported that the audit is complete, we will have a few adjusting entries, and we will have the final reports in a week or so. He stated that a meeting of the Finance Committee will be scheduled to review the audit. Board of Trustees August 24, 1993 Page 3 C. Personnel\Marketing: Ms. Cockrell stated that she is recruiting for some on-call staff. A county wide disaster drill is planned for the spring of 1994. The Excellence in Caring committee will be meeting to select candidates for the Excellence in Caring Awards. The Sports Physicals for the Ashland High School was a success. Letter have been mailed thanking all our physicians and staff who participated. Medical Forums will begin again in September. D. Foundation: Mr. Flannery stated that the respite care will begin at the Trinity Episcopal Church on September 1st. The cost will be $17.50 per day. Respite Care will be the subject of the September Medical Forum. The Foundation Board is considering having a retreat for their board and the hospital board in the near future. The Lights for Life campaign will begin on September 20th. The first golf tournament was successful with 60+ players and approximately $7,600 coming to the Foundation. I%, INSERVICE Mr. Watson stated that'he attended the annual meeting of the Board of Directors of Oregon Association of Hospitals. Duane Dauner, President of the California Association of Hospitals was one of the speakers. He stated that universal healthcare coverage will come and a single payor system will follow. Community health plans will compete on basis of price and quality for a uniform package of services. Providers are grouping up to form CHPs. Hospitals will continue to play a lesser role in the system. California has moved from Managed Care to Managed Competition to Managed Collaboration now. States are moving so fast to address the healthcare issues that they may undermine the federal solution. Trends - US still wants pluralistic payment system with fewer carriers. . Risk shifting to providers will occur when capitated managed care evolves. Look for more law suits. Blue Cross of Arizona had eliminated their underwriting department. Organizations are getting flatter, Networking is important "Those who do not take part with be taken apart" . Health Future is revisiting computer and staff investment. X. ADJOURN There being no further business, the meeting was adjourned at 2:05 pm. Respectfully submitted: APPROVED: Richard A. Nichols, Secretary Stephen B. Lunt, Chairman 1993 ' ASHLAND COMMUNITY HOSlITAL BOARD OF TRUSTEES MEETING *.++•"��� September 28, 1993 The regular monthly meeting of the Board of Trustees of Ashland Community Hospital was held on Tuesday, September 28, 1993, in the conference room at 12:15 pm. PRESENT: Steve Lunt, Dick Nichols, Judy Uherbelau, Mary O'Kief, Madeline Hill, Mary Ellen Fleeger, and Bruce Johnson, M.D. , Trustees. Pat Acklin, City Council Representative. Also present: James R. Watson, Administrator; Mike McGraw, Controller; Polly Arnold. Director of Patient Services; Peggy Cockrell, Director of Personnel\Marketing; Pat Flannery, Director of Development; and Glenda Cole, Administrative Assistant. Absent: Frank Billovits and Tom Reid, Trustees. Clifford A. Hites, M.D. , Medical Staff Representative. Patty Adams, Foundation President. I. CALL TO ORDER Mr. Lunt called the meeting to order at 12:15 and welcomed everyone. II. MINUTES A. Executive Committee: Mr. Lunt called for a review of the minutes of the August 17, 1993, meeting. Following review, Ms. Uherbelau made the motion to approve the minutes as circulated. B. Board of Trustees: Mr. Lunt called for a review of the minutes of the August 24, 1993, meeting. Following review, Mr. Nichols made the motion to approve the minutes as circulated. Dr. Johnson seconded the motion and the motion carried. III. COMMITTEE REPORTS A. Joint Advisory Committee: . Mr. Lunt reported that the Committee met on September 24, 1993 to review the quarterly quality assurance reports of the Medical Staff and the hospital departments. He stated that he continues to be impressed with the dedication of the staff to perform peer review. Mr. Lunt stated that he felt that all issues are being handled appropriately and expressed appreciation to all involved in the QA\I process. IV. DECISION ITEMS A. Finance Committee: Mr. Watson stated that the Finance Committee has scheduled a meeting on October 21st at 0730 in the conference room. This meeting will be to review the annual audit. B. AHEC By-Laws: Mr. Watson reviewed the proposed changes to the By-Laws. It was felt that the Executive Committee should meet as needed not monthly as in the present By-Laws. Dr. Johnson made a motion to approve the By-Law change. Ms. Hill seconded the motion and the motion carried. Board of Trustees September 28, 1993 Page 2 C. Approve Purchase of 24 Beds: Mr. Watson stated that prior to putting this fiscal year's budget together, it was felt that we would be able to continue to use our present beds by repairing them. However, the beds are 12+ years old and most are beyond repair. He requested approval to purchase 24 beds to be delivered this year and paid for next year. Following discussion, Ms. Uherbelau made the motion to approve the purchase. Mr. Nichols seconded the motion and the motion carried. D. Approve August Expenditures: Mr. Lunt reported that he has reviewed the expenditures, found everything appropriate, and asked for a motion to approve them. Mr. Nichols made the motion to approve, Ms. O'Kief seconded the motion, and the motion carried. V. MEDICAL STAFF REPORT "In presenting these names for credentialing, or recredentialing, or other changes in status of a medical staff member, or potential medical staff member, the Executive Committee of the Medical Staff asserts without qualification that the affected persons were afforded due process in accordance with the Medical Staff By-Laws and the rules and regulations of the hospital." In Dr.. Hites' absence, Ms. Cole presented the completed applications of Lindy Conrardy, CRNA and Frances Young, CRNA, requesting privileges in anesthesia. Ms. Cole reported that everything is in order and they have been approved by the Credentials and Executive Committees. She also presented the completed reapplication of David Snook, M.D. , requesting privileges in emergency medicine. She stated that Dr. Snook has been approved by the Credentials and Executive Committees. Dr. Johnson made the motion to grant these practitioners privileges as requested. Ms. Fleeger seconded the motion and the motion carried. VI. EXECUTIVE SESSION Mr. Nichols made the motion to move into executive session pursuant to ORS 192.660 (1) (e) real property transactions. Ms. Hill seconded the motion and the motion carried. Dr. Johnson made the motion to move out of executive session. Ms. Uherbelau seconded the motion and the motion carried. Mr. Nichols made the motion to instruct Mr. Watson to inform the Foundation that the Board approves the proposals as presented and discussed in executive session. Ms. O'Kief seconded the motion and the motion carried. VII. DISCUSSION ITEMS A. Board\Medical Staff Picnic: Mr. Watson encouraged everyone to attend the 4th annual party for the Board\Medical Staff\City Council on Thursday, September 30th at the Back Porch Barbecue. B. Employee Recognition Dinner: The annual Employee Recognition Dinner is scheduled for October 28th at Ashland Hills Inn. t Board of Trustees September 28, 1993 Page 3 C. Foundation Dinner\Dance: The dinner\dance is scheduled for November 20th. D. Strategic Planning Update: No report. E. Board Officers: Mr. Lunt asked for volunteers to participate on the nomination committee to prepare a slate of officers. F. Ethics Committee: Ms. Uherbelau stated that Dr. Morrison, Chief of Medical Staff, reported that the medical staff approved the formation of an Ethics Committee. Dr. Diane Williams was appointed chair of this committee. G. Board Retreat: The retreat will be at Mr. Lunt's cabin and the Board Self-Evaluation will be discussed. H. Clinica del Valle: Mr. Watson stated that he has been asked to participate in fund raising for the Clinics. They have outgrown their building and are seeking funds to construct another facility. He stated that he will recommend that the Board approve a one-time donation for this project. I. Financial Analysis: No report. J. Board Self-Evaluation Forms: Mr. Lunt requested that all Trustees complete the form as soon as possible. VII. QUALITY ASSURANCE Mr. Watson reported that the Quality Assurance Committee met on September 7, 1993, and all issues are being handled appropriately. The Joint Advisory Committee met on September 24, 1993, to review and approve the quarterly quality assurance reports from the medical staff and hospital departments. VIII. ADMINISTRATOR'S REPORT Due to lateness of the hour, these reports were not given. IR. ADJOURNMENT The meeting was adjourned at 2 pm. Respectfully submitted: APPROVED: Richard A. Nichols, Secretary Stephen B. Lunt, Chairman ASHLAND POLICE DEPARTMENT Monthly Activities For October, 1993 PATROL Halloween activities were fairly mellow. A few arrests took Place but overall these were individual problems. This is the first year we handled all police patrol functions without assistance from other agencies. On October 11th Lisa Brooks was promoted to the rank of Sergeant. TRAINING o Lynn Parlette attended a Background Investigation School from October 12-14th in Salem. This covered:principles of interviewing, role of the investigator, legal issues for investigators,and documenting an investigation. • Linda Hoggatt attended a 2 day seminar in Lincoln City. Topics covered were: communication process, training, documentation processes and evaluation techniques. • Buddy Grove attended a week long Firearms Instructor Course in Redmond, Oregon. He will be using what he learned to train an assistant firearms instructor. • Rich Walsh and Buddy Grove presented a Defensive tactics class to the Department. • David Cunningham attended a Highway Interdiction class presented by Drug Enforcement Administration and Region 5 Training Council. This 3 day class included instruction on traffic stops involving drugs. o Janet Bailey attended a gang update presented by Oregon DARE Officers Associations. DETECTIVES Det Lynn Parlette is analyzing the items seized from a residence in Grants Pass for possible connection to an arson investigation at the Catalina St Medical Office. Det Ken Savage attended a symposium on Child Sexual Abuse which was held in Medford. At the conclusion of this meeting a brainstorming session was held to develop procedures that protect children in the school setting. CRITIQUE OF CAP PROGRAM 1993 A critique of the CAP program was held at the Oct 14th staff meeting with additional guests Ken Mickelsen and Anne Benedict from the Parks & Recreation Department attending. A general consensus of the group indicated it was a successful program. The Police Department shared with the committee that they received several letters from tourists expressing pleasure in the increased visibility of patrol as well as compliments from the business community. It was generally felt that the program went smoothly. Several considerations were offered for next year with just a few being: 1. Begin earlier( May) and continue through September/October 2. Extend the hours of coverage 3. Park Board to consider and adopt park rules for increased enforcement 4. Consider a possible Animal Control Officer 5. Possible supplementation with Senior Volunteers. RESERVE PROGRAM Congratulations to Bill Currier (Captain) and Teri DeSilva (Lieutenant) for the promotions within the ranks of the reserve Program. EXPLORER PROGRAM Explorers donated over 150 hours in October. This is the highest increase in over a year and is due in part to new membership. In the beginning of September the post had three active members and there are now 14. The post is into the mid was point of basic training with most of the Explorers attending each session. CRIME PREVEN77ON Extensive community support has been generated for the renovation of the new "DARE-mobile"-- a 1985 Ford Thunderbird donated by the Oregon State Police as a drug seizure vehicle out of Salem. A number of local automotive shops have pledged to assist with updating the vehicle. The vehicle is scheduled to be completed in November. Several members of the Police Department volunteered to participate in Halloween Safety programs held in the Ashland elementary schools. The officers presented safety tips to students and gave out coloring books and trick-or-treat bags. Janet has received considerable positive feedback about the program. Presentations: "Frauds and Scams" - Elks/Elkettes and AAUW Bicycle Safety/Bike Rodeo - Lincoln School Cub Scouts DARE lessons - 28 core visits and 6 visitations DARE Parent Night - Bellview & Lincoln Schools DARE program update - Lions Club 2 n � Janet was interviewed by the SOSC newspaper concerning acquaintance rape and Ashland High School newspaper concerning crime prevention. COMMUNITY SERVICE VOLUNTEER PROGRAM Lloyd Pullen has "retired'from the CSV program after donating over 2500 hrs. A pot luck was held at the Police Department for LLoyd where we expressed our sadness at seeing him depart. LLoyd was a big help in the Parking Program and he will be missed. On October 11th Nettie Weston was awarded the CSV OF THE MONTH AWARD. During the presentation ceremony Frank announced that Nettie had volunteered over 4000 hrs of her time to the project. Coverage of this award presentation was done by the local media who produced several very nice articles about Nettie. It is with deep sadness that we report the passing of Nettie Weston on Oct.25, 1993. COMMUNICATIONS/RECORDS The Communications division received 2544 phone calls, 425 were 911 calls. Calls For Service 790 Medical Runs 58 Fire Runs 16 ALS Runs 34 Auto Aid I DEPARTMENT PHONES: Swing Shift: 1139 calls Day Shift: 812 calls Grave Shift: 593 calls Front Office : 2752 calls Total calls 5296 calls with 2544 being related to Police/Fire/Medical. CAD PROJECT UPDATE The Multi-Agency CAD project has reached another plateau. They are in the process of evaluating the applications submitted by consultants. Selection of the Consultant should be completed and awarded by mid November. The consultant will have until the end of March to complete and submit his/her report. This time line will allow departments involved to establish budget needs. 3 91 1 EOUCA77ON PROGRAM October was a 'fun"month for the 9 1 1 Education Series. Programs were presented at the request of Lithia Springs Home for Boys (Ashland YMCA), Mended Hearts (Providence Hospital in Medford), senior citizens living at Rogue Valley South Mobil Home Park in Phoenix and the Ashland Police Department Explorer Post. Both the Mended Hearts and the Explorer Post groups provided a wonderful learning/information sharing experience for everyone. For those without previous knowledge, Mended Hearts is a program for anyone who has had open heart surgery,heart attacks etc. Barb related that whilg,,speaking to this group a woman (who had experienced a previous heart attack) confessed she had recently suffered another attack at midnight. Believing the 9 1 1 Center worked out of the phone company and was now off duty the woman sat in her chair - not wanting to bother anyone- until 7:30 am. She told Barb the only reason she called at that time is she became concerned who would care for her husband if she passed away. The group expressed their appreciation for Barb's informative talk and even invited her to their group'sannual Christmas Party. The Explorer Post received a two (tour training session on several topics including 9 1 1, the role of a Dispatcher and proper radio procedure. Gary Brown Chief of Police GEB:bh Attachment 4 ASHLAND POLICE DEPARTMENT d t ,PLiCf001R11 7 CREATED: CONSOLIDATED INCIDENT REPORT 11;04i?3 13:14:35 OCTOBER 1993 t,.. W., CLASSIFICATION + FEFORTEO OFFEI.SES a ; CASES CLEARED { CLEARENCE RUES NO. OF ARREST CHAR(E5' �rif QC`s OF OFFENSES ACTUAL ACTUAL ACTUAL % CHANGE ;'qi•, }. THIS THIS LAST YEAR TO THIS THIS LAST THIS THIS LAST ..THIS MONTH YEAR'TO�OATE,-`i1;'„ HGATN YTD YTD DATE 110ATH YTD YTD MONTH YTD YTD JUY ADULT TOTAL 7UY71;1ADULT}±Lr, PART CRIMIIIAL H9111CIDE MURDER NATLOWER RAFE ! 5 7 - 20.6 " ; 4 29.0% 57.1% � CO3DEF.'i 2 �1 12 - 25.9 Y 1 5 5 SP.OX 55.6% 41.7% 2 2 AKR1.9ATED ASLT 7 22 - 68.2 ?; 6 14 05.7% 63.68 2 2 PERRY RESTDEIICE 2 62 52 !^ 5 I6,1% 8.18 NON-RESIDENCE 1 40 57 218. . 4 3 LARCENY ITHEFT 2 10 12 99 95 SHG?LI;TINE !.1 124 115 + 7.3 ;{ 6 105 103 72.75 34.7% 63.6% THEFT FRO N9 3 07 107 - 15.7 % 2 2 20% 1.7% NY FARTS-ACEEGS 2 69 37 + 64,1 % 2 1 3.1% 2.6% BICYCLE THEFT 7 65 85 - 215 2 2 3 26.68 2.1% 3.5% T uT FUN 3115 1 41 63 - 34.7 .", 3 10 7.31; 15.9% ' OVER THEFTS 12 230 183 + 25.7 3 20 13 25.04 3.7%' 7.0% 03 4'EH THEFT 27 43 - 37.2 6 12 2?.6,"; " 27.2.: 7 + A 7 3 12,5 % 2 4 23.6% 50.0% 2 T 1 T9TAL 42 769 303 - 4.2 'i 1!: 170 134 33.3% 22.1% K.7% 2 14 16 113 131 POT 1I S?@i`LE geSAULTS 67 111 - 37,9 !; 2 42 74 50.0;: D.9T, 56.7% 1 3 4 10 47 6010E C0!!NTEP.FE11 i 35 193 - 66.0 ! 7 46 _5.0% 20.0% 44.7% 1 1 140 FFAlJU 1 1 3 39 , . LKS O 47 It - c3... .. 30 4' 53.3% 3L 31% CREDIT CARS 4 8 - 51A % 3 5 75.0% 62.5% OTHER FFAIIG 4 @6 37 + `-6.3 E 10 13.8% E7,0% EMPEZLEIE!T _ 12 - 75.0 % 6 STOLEN PROPERTY c2 ? ? I 2 17 YAN!iA.L1311 33 342 329 + =...0 .''; b 49 49 15,61 14.31 14.91; 2 4 6 20 61 1lEAFJ1;3 6r'FEti9E.S 13 6 + 1!5.7 FF33':ITUTIDII 1 - !00.0 41 =E1 CRIMES 4 19 36 - 47.2 2 it !3 50.0: 57.9% 35.1: 2 ! 3 5 15 NARZOTIUPU'Cr B 74 52 + 42.3 X 7 69 41 37,5X 93.2:; 79.E% 1 9 10 24 70 GAMBLING OFF AGNST FAMILY 1 11 15 - 25.7 ". ! 1 9.1% 6.77 1 LP I V -JIil'ER iNFLMC ;0 ?7 107 7.4 X V1 105 100.0% 97.9; 93.1% 11 it 77 LIOL'UR LAWS 3 110 150 - 25.7 X 3 92 130 100.0% 83.6% 25.7% 12 30 42 47 1132 DISORDER CONDUCT 17 1 74 !62 + 7.4 X 5 37 36 27.4% 21.31( 223% 1 4 5 22 61 ' KIDNAP 1 100.7 's 1 !00.01; 2 2 2 1RESFAS9 15 207 ITS + 4.5 X 4 46 58 26.7., 22.27; 29.31 1 4 5 14 59 UWE ! I 100 A,f 2 ALL OTHER 5! 4!3 391 + 19 X 22 165 04 62AX 39.5% 210 1 17 18 66 112 THREATS 15. 10 + 653 ., 3 1 iO.S% 10.0 1 1 C,IF.FEHILOITEF!Tic 34 30 + 13.7 N 33 23 ?7.1% 76.7% 11 11 119 F:UNANAY P!9 5 48 45 + 6." % 2 13 14 40.0% 37.51 31.1% 1 1 24 PAF;T 11 TOTAL 176 1:!82 1934 6.F 5 76 727 752 43.2% 40.5. 30.?% 33 09 122 360 726 ?ART I 0 PA=T 11 212 2571 2737 - 5.1 90 979 736 41.3X. 35.07,, 34.2% 35 103 138 473 1057 I ASKAND POLICE DEPARQ0NT PLCIDOIR CREATED: CONSOLIDATED iNCIDEN' REPV"J 11/04/93 13:14:35 OCTGEER 1993 i j CLASSIFICATION * REPORTED OFFENSES + {' CASES CLEARED : e CLEAR..ENCE RATES ; r !J0. OP ARREST rHAROES j OF.OFFENSES ACTUAL ACTUAL ACTUAL i; CHA;;SE THIS THIS LAST YEAR TO TIil6 THIS Li:3T THIS Tn15 LAST TIi12 MONTH 7EA` TO DATE MONTH YTD YTD OATE MONTH YTD 7T8 M01TH YTD YTD J11V ADULT TOTAL IU'! ADULT PART III TRAFFIC CRIME HIT (. RUN 6 62 157 60.5 X 1 13 16.74 11.?; ° RECKLESS DRIV 4 0 013.11 ELUDING 1 3 66.7 4 2 66.7% DR. WHILE SUSP 11 20 45.0 X 2 I! 19 !00.0X 16:'.Q;i 95.04 1 ! 16 FT DISP DRV L1C 1 TRAFF ACC.-FATAL 2 100.0 S TRAFF AEC.-INIUP.Y 3 28 73 - 64.1 'i ; TRAFF ACC-PRP DA." 16 I18 IGO 37.2 X 4 ! 3,;-.' FISH S SAME MARINE VIOLATIONS ILLEGAL'ALIEH CUSTODY 3 3 1 1 33.34 33.3% WARRANTS "0 42 25 + 51.5 % 8 41 25 !( •+l:i 97.61 96.25 i2 12 3 52 MV RECVRD-OTHER 5 1 + 4i 0.0 4 2 40.04 PROP RECKII-OTHER 4 1 25.01 FUGITIVES tU 74 52 + 42.3 ! ;0 74 _ 100.OS: 100.04 100.0; i3 1 3 10 IV. MISSING PERSONS 2 4 50.0 X SUDDEN DEATHIBGDY 1 8 5 SUICIDE-ATMPT 9 12 25,0 OTHER, ACCIDENTS 1 3 ANIMAL PROBLEMS 30 321 279 15.1 'ri I PROPERTY L/F./C 31 371 30! + 23.3 :'1 1 3% I ARANDDIIED AUTO 53 301 239 25.9 % LOCATE ONLY AUTD IMPOUND ALTO 2 15 94 55,9 % ASSIST. RENDERED 95 795 795 !.3 .'+ 3 1 4X "'•DOMESTIC PROBLEMS ! 44 72 39.5 X INSECURE PREMISES 69 5.5 X SUSP°PERiC1EC _20 337 3913 % PUBLIC SAFETY 7 83 42 + 72.9 1 i !.21 j DISTUP,BANCEiNOISE 82 679 638 + 9.4 fi 3 5% SICK CARED FOR 21 173 !92 5.0 X 1 2 1 4.5'1 L 8" SX MARINE ACTIVITIES TRAFFIC/ROADS ICI 420 340 + 7.% X CIVIL COMPLAINTS 5 76 32 137.5 YEN DISPOSITION ALARMS SOUNDING ` CONFIRMED 1 5 50.0 X 'i FALSE 13 199 160 24.4 X ACCIDENTAL 14 - 100.0 4 FAULTY 3 2 + 50.0 'i ::OTHER ' '�.L. .SUBPOENAS ASSCT,.AG OFFICERS I I I 1 10010" 100.04 2 OTHER.`M15C 23 154 72 + 113.9 , t ,'PART IfI TOTAL 77 442b 4454 6 X 22 156 138 4.6„ 3.51, 3.14 25 29 14 184 ` 4`,- fiRAMD TGTAC; 695 6997 7191 - 2.7 ;% 112 1055 107,4 15.1% 15.1% 14.9% j 131 166 48", !241 � r 8 . A TWO DAY SESSION OF TEAM BUILDING WAS CONDUCTED AT THE BOX R RANCH. DR. WILLIAM MATHIS PRESENTED THE SEMINAR. DAY ONE DISPATCH ATTENDED, DAY TWO MANAGEMENT AND PATROL ATTENDED. THOSE ATTENDING: CHIEF BROWN, CAPT. BARNARD, LT. CLEMENTS, COMM. SUP. HOGGATT SGT. BIANCA, SGT. PRYOR, SGT. BROOKS, SGT. HOOPER, OFF, SMITH, OFF. BROWN, OFF. MIRELES, OFF. SNOW, DET. SAVAGE, OFF. BAILEY, DISP. MYERS, DISP. WILLIAMS, DISP. DESILVA, DISP. RQGERS . UP-COMING CLASSES FOR NOVEMBER 1 . OSP WILL BE PRESENTING A CLASS ON THE USE OF THE NEW INTOXILYZER 5000 . THE MAJORITY OF THE DEPARTMENT WILL ATTEND THE FIRST CLASS AND A FOLLOW-UP WILL BE PRESENTED AT A LATER DATE FOR THE REMAINDER OF THE DEPT. 2 . OFFICER JENSEN WILL BE ATTENDING A WEEK LONG TECHNICAL ACCIDENT INVESTIGATION COURSE IN SALEM, OREGON. 3 . NIGHT SHOOT 4 . OFFICER CHAMBERS WILL ATTEND A TWO WEEK OFFICER DEVELOPMENT COURSE. 5 . SGT BROOKS HAS BEEN REVIEWING A TRAINING MANUAL DEVELOPED TO INFORM HER OF DUTIES AND RESPONSIBILITIES AS A SGT. 6 . MYSELF AND MARIE ZEFFER ARE IN THE PROCESS OF DEVELOPING A SEMINAR THAT WILL BE PRESENTED TO APD AND OTHER LOCAL LAW ENFORCEMENT AGENCIES . TOPIC WILL BE DEALING WITH DIFFICULT PEOPLE, HOW TO COMMUNICATE ETC. . . . SUBMITTED: SGT. HOOPER ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES OCTOBER 13, 1993 CALL TO ORDER The meeting was called to order at 7:05 p.m. by Vice Chairperson Steve Armitage. Other Commissioners present were Jarvis, Medinger and Bingham. Staff present were McLaughlin, Molnar, Knox, and Yates. PUBLIC FORUM No one came forth to speak. TYPE II PUBLIC HEARINGS PLANNING ACTION 93-128 IS AN APPEAL OF THE ISSUANCE OF A BUILDING PERMIT FOR THE PROPERTY LOCATED AT 635 THORNTON WAY. APPEAL BASED UPON SOLAR ACCESS ORDINANCE, AND LOT WIDTH/DEPTH REQUIREMENTS. APPELLANT: MARALEE SULLIVAN APPLICANT: DON JOHNSON Site Visits and Ex Parte Contacts Bingham and Jarvis had a site visit. Medinger had no site visit but he is familiar with the property. STAFF REPORT McLaughlin reported the appellant placed a packet of information into the record. McLaughlin stated this application involves the appeal of a building permit. When issuing a building permit, the City also issues a zoning permit. The appellants are appealing the solar on this site, as well as lot width and lot depth. The reason it may appear there was bizarre intrepretation to the solar ordinance is because this is a bizarre lot. The words of the ordinance have been followed. The main concern is where the solar access is measured from. McLaughlin showed the overhead and explained how Staff arrived at the northern property line. This was also reviewed with the City Attorney. When a section of the ordinance is unclear, Staff refers to the Purpose and Intents sections. However, the explanation of a northern lot line is very clear. The lot width and depth was another issue. The appellant says this lot was not recorded until 1986. If this is the case, it may not be a legal parcel and would not be recognized by the City as a buildable site. If, however, the lot is legal, if the building is within setbacks, the owner can build. Bingham believes the intent of the law would be to protect Sullivan's solar rights. If the ordinance is strictly read, Staff's intrepretation would be fine. McLaughlin said if there is some ambiguity that requires intrepretation, then they would go back to the Purpose and Intent. Bingham referred to page 6 of the appellant's document and a pamphlet handed out by the Planning office. The pamphlet is not the wording in the ordinance. At that point, McLaughlin said the ordinance is the document to which would be referred. Medinger would have interpreted the northern lot line to the secondary northern line instead of the far north that Staff interpreted. PUBLIC HEARING JUDITH UHERBELAU, 607 Siskiyou Blvd., representing Maralee Sullivan said she put her client's comments in writing because didn't feel she would have enough time. The Staff Report raised some issues not in the written material. In applying the zoning ordinance, which part of the lot does one look at? The vast majority of the lot is in the County. The building permit was first signed off by Planning on August 16th. If you apply the definition of a lot, it can apply only to a lot in Ashland, so even though it is not written, it has to be applied to the definition. The definition of a lot must be ambiguous because Staff had a problem. Planning made a land use planning decision when they ignored lot width and depth requirements. Given the definition of the grandfather clause, there is real ambiguity. What has to be recorded? The phrase "which does not meet", that includes not only a substandard lot, but why not a lot that is too big. Technically, the zoning ordinance calls for the northern property line but that completely defeats the purpose of the solar ordinance and thus voids the ordinance. It is obvious the applicant wants city services. If this permit is not allowed, that does not make his lot unbuildable. He could annex. If the building goes forward, it denies. the Sullivan's solar access and will cast a shadow. (She did not know how far.) McLaughlin said the house was designed to meet solar setback B so there is 16 foot shadow at the secondary northern lot line. MARALEE SULLIVAN, 550 Tucker Street, said it is hard to get perspective of the ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD OCTOBER 13,1993 MINUTES proposed house and how it will effect her property. There is a steep hill leading up to the lot. There will be a two-story house looming. She understood the solar access ordinance would protect them. Even though the math might work out, the purpose and intent of the solar access ordinance would be violated. She is just asking for a right to sun. EDWARD BERNARD, 639 Prim Street, thought it appeared that this dwelling is trying to sneak into the city limits to get city services and is barely meeting the minimum standards. This lot is uncharacteristic of the neighborhood. Why can't it be moved further up Thornton and be annexed into the City and make it a home that would fit into the neighborhood? JEFF MAYFIELD, 2381 Place, Medford, is the designer of the house for Dr. Johnson. In addressing the solar issue, it was complicated and discussed extensively with the Planning Staff to come up with a fair interpretation to all concerned. With the terrain, as explained by the last two people, the tallest point of the building will not even come up to the curb height on south portion of the lot. The actual shadow length will cast no more shadow than the current terrain of the street. Also, the building does not quite reach a height that would throw 16 foot shadow. He tried to fit it against the contours of the land. He agrees with Planning Staff's intrepretation. He is not aware of a legal lot issue. Jarvis wondered if we can apply our ordinances to a lot line that is not in the City. McLaughlin said the lot is the whole boundary and all lines.must be used. The City has jurisdiction over what is in the City limits. Jarvis asked if this was a legal lot (width and depth). McLaughlin said yes, based on the parcel as the parent parcel. McLaughlin said the City's initial thought was to look at the part within the City and apply reasonable standards and follow Criteria B. After the idea of an appeal was brought to Staff's attention, Staff stepped through the solar ordinance word for word before releasing the building permit. After going through that process a clear progression was followed, arriving at what is outlined in the Staff Report. JUDY UHERBELAU, rebuttal, said there are drawings showing the proposed house will shadow the Sullivan's property. DON JOHNSON, 802 Beach Street, noted there is 0.4 of an acre in the City. The house was designed in consideration of solar regulations and was pushed to the west as far as possible so it would not cast a shadow on the neighbors. The shadow will ASHLAND PLANNING COMMISSION 3 HEARINGS BOARD OCTOBER 13, 1993 MINUTES not actually fall on Sullivan's house. The lot was purchased in August of 1989. The title and sales contract was reviewed by a local attorney and determined to be accurate and he has every reason to believe it is a legal lot. Johnson feels the appeal of the permit'should not be approved and that the building plans do meet the ordinances as specified. COMMISSIONERS DISCUSSION AND MOTION Medinger thought the intent of the ordinance is to protect the downhill people. It was written for steep northern slopes. However, how difficult would it be to go through an annexation? Jarvis believes Staff made a legal decision, not discretionary. She did see a problem as to the size of the lot and whether or not it is a legal lot. Armitage felt the solar ordinance has been met if the northern most property was used or the secondary northern property line was used. Bingham said that by looking at the site, he did not believe Staff made a land use decision. Jarvis moved to deny the appeal on PA93-128 and find there was not a land use decision made by Staff. Medinger seconded the motion and it carried unanimously. PLANNING ACTION 93-125 REQUEST FOR A CONDITIONAL USE PERMIT FOR REACTIVATION OF A NON- CONFORMING USE FOR THE PROPERTY LOCATED 930 TOLMAN CREEK ROAD (FORMERLY BELLVIEW MOLDING MILL). SPACE TO BE USED FOR MANUFACTURE AND DISTRIBUTION OF MEDICAL APPLICANT: DEAN CROPPER Site Visits and Ex Parte Contacts Bingham had a site visit. A couple of neighbors came by but did not talk about the merits of the case. —Medinger did not have a site visit but he is familiar with the property. Jarvis had a site visit. Armitage had no site visit. STAFF REPORT ASHLAND PLANNING COMMISSION 4 HEARINGS BOARD OCTOBER 13,1993 MINUTES The property is divided into two zoning districts: R-1-5 and M-1. There are various structures located on the property. The applicant is requesting a Conditional Use Permit to allow for a substitution of the non-conforming use (Cropper Medical) currently located on Hersey Street. The applicant plans extensive remodeling of the building but will not increase the footprint or building height. There will be general upgrading of the property with landscaping improvements, paving and parking. Comparing this application with the target use of the zone, as described in the Staff Report, it would appear there would be similar traffic impacts. The application does not show how the 19 parking spaces were calculated but states parking will be exceeded by 20 percent. The amended parking ordinance states parking spaces cannot exceed the requirements by more than 10 percent. The Tree Commission reviewed the application and had some questions about the adequacy of the landscaping. Also, with the applicant abutting residential areas on both sides, has screening of the drive been addressed? Normally, a solid wood fence would be required, however, this is a unique application because of the proximity to residential property. The Commission might want to ask what might be the future needs of this business and would they plan to expand? Overall, Staff has taken a neutral stand. Attached are several Conditions, if this application is approved. At the time of noticing, Staff did not know there was still activity at the site, therefore, the reactivation clause would not apply. PUBLIC HEARING DEAN CROPPER, explained that his company manufactures orthopedic equipment and publishes medical books and they have been trying to establish a home base. Looking at the overall proposed site, he felt the integration of the type of facility and business he has would fit, having low impact on the surrounding area. They deal with no chemicals or toxic materials. From a shopping point of view, his employees can support business in the Tolman Creek and Highway 66 area. The breakdown of the proposed utilization of space is 1500 sq. ft. of warehouse, 4200 sq. ft. manufacturing and 3,000 sq. ft. office space. As with the existing building, Cropper would like his building to be of low visibility from the street. He proposes to maintain the pasture area as a garden for his employees as well as thin out what is existing along the . creek. He would like to follow the same landscaped look along Tolman Creek. He would propose a 12 foot driveway because of a lower impact. Cropper also said he would prefer a three-rail fence along the drive because it is more compatible with the area. He would add some low shrubs. He plans to put metal siding over the existing walls. As far a future expansion, Cropper said his business is continuing to grow and he might need to ask for a Conditional Use Permit to expand onto the M-1 property in the rear. ASHLAND PLANNING COMMISSION 5 HEARINGS BOARD OCTOBER 13, 1993 MINUTES Jarvis asked Cropper about the extra parking and Cropper said he would just not stripe those extra spaces. With regard to deliveries and hours of operation, Cropper said UPS comes twice a day, and a freight truck makes deliveries once a week around mid-day. Hours of operation are from 7:00 a.m. until 5:00 p.m. DON PAUL said he would accept a 15 foot wide driveway, with a 12 foot paved surface. The neighbor living next door to the proposed site did not want a solid fence. Molnar thought an open rail fence seemed more appropriate with some additional plantings near the neighbor's windows. COMMISSIONERS DISCUSSION AND MOTION Armitage suggested covered bike parking. RE-OPEN PUBLIC HEARING Cropper has approximately 17 employees. McLaughlin thought a 15 foot driveway would adequate for safe passing. CLOSE PUBLIC HEARING Bingham moved to approve PA93-125 for a 15 foot wide driveway. Condition 6 can be changed to a 3-rail (42-44") fence instead of solid wood. Add Condition 10 that four covered bicycle parking spaces be provided. Medinger seconded the motion and it carried unanimously. The Tree Commission report will be made part of the record. OTHER There will be a Study Session on October 26, 1993. ADJOURNMENT The meeting was adjourned at 10:05 p.m. ASHLAND PLANNING COMMISSION 6 HEARINGS BOARD OCTOBER 13,1993 MINUTES ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES OCTOBER 12, 1993 CALL TO ORDER The meeting was called to order at 7:05 p.m. by Chairperson Barbara Jarvis. Other Commissioners present were Powell, Thompson, Hibbert, Armitage, Medinger, Bingham, and Carr. Staff present were McLaughlin, Molnar, Knox and Yates. APPROVAL OF MINUTES AND FINDINGS Medinger moved to approve the Minutes of the September 14, 1993 Regular Meeting, Hibbert seconded the motion and the Minutes were approved. The Findings will be adopted later in the meeting. PUBLIC FORUM MR. COWAN asked what time PA93-126 (Kieley) would be heard. McLaughlin introduced the new Associate Planner, Mark Knox. PLANNING ACTION 93-109 REQUEST FOR OUTLINE PLAN APPROVAL OF A 25-LOT SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTIONS, FOR THE PROPERTY LOCATED ON THE NORTH SIDE OF EAST MAIN ON FORDYCE STREET. REQUEST ALSO INVOLVES FINAL PLAN APPROVAL FOR PHASE I (LOTS ABUTTING FORDYCE STREET). APPLICANT: KEITH AVERY/BEAR CREEK CONSTRUCTION Site Visits and Ex Parte Contacts There had been no new site visits since last month. STAFF REPORT The applicant is requesting a 25-lot subdivision and Final Plan for Phase I. The applicant has brought in a newly configured open space that has been incorporated into one central area as seen on the notice map, close to the intersection of Amy and Melanie Lane. This will allow the lots along the railroad track and Melanie to become a little deeper. In addition, the street design has incorporated a five foot wide parkrow between the curb and sidewalk for street trees. Final Plan approval for Phase I will involve the construction of Amy Street. Staff has recommended the approval of this action with the attached Conditions, including Condition 10 requiring a temporary turnaround be incorporated as part of Phase I. Carr arrived at the meeting. PUBLIC HEARING KEITH AVERY said there was not square footage change in the amount of open space. COMMISSIONERS DISCUSSION AND MOTION Hibbert moved to approve PA93-109 with the attached Conditions. Powell seconded the motion and it was approved unanimously. PLANNING ACTION 93-115 REQUEST FOR A SIGN VARIANCE TO ALLOW FOR A FREEWAY SIGN IN EXCESS OF THE ALLOWABLE HEIGHT AND AREA, AND A GROUND SIGN IN EXCESS OF THE ALLOWABLE HEIGHT FOR THE PROPERTY LOCATED AT 2495 HIGHWAY 66 (TEXACO STATION). APPLICANT: ROBERT D. GEORGE Site visits and Ex Parte Contacts Carr visited the Texaco Station at the North Ashland interchange to ask about heights of signs at that station. The tallest was about 70 feet and 13' x 13'. The shorter sign was approximately 30 feet and 8' x 8'. Carr did not think it was quite that tall. —Bingham, Medinger, Thompson, and Armitage had no other site visits. —Powell and Jarvis had site visits. STAFF REPORT Staff's position remains the same and is reported in the Staff Report and recommended the Commission listen to the applicant. Carr asked what the dimensions of the BP sign were. McLaughlin said he reviewed the sign permit as it was issued, and the exterior dimensions were 10' x 10'. After _ McLaughlin looked at the actual sign, he thought it could possible be 13' x 13'. The issued ground sign permit is for 5' in height. McLaughlin thought is could also be taller. This may require some enforcement action. ASHLAND PLANNING COMMISSION _ 2 REGULAR MEETING OCTOBER 12, 1993 MINUTES PUBLIC HEARING ROBERT GEORGE, 2449 Arrowpoint Court, Medford, OR, stated he has an agreement with Mrs. Hale to lease the station. The sign company representatives are present tonight. Instead of a 75' sign, George would be willing to erect a 50' sign that would meet the criteria. The problem with a 13' x 13' sign is that Texaco has a round sign. The lit portion is 93 square feet. He is requesting the monument sign be 5' from the crown of the highway. There is an existing sign on the canopy he would like to keep and put on the building canopy. Even though he can appreciate what the City is trying to do, unfortunately, he said Texaco has minimum requirements. Through questioning of the applicant, it was determined a one foot variance would be required on the price sign. PAUL NEWCOMB, 830 Cambridge, General Manager, Blaze Signs, explained that he installs signs for Texaco. The reason he does not custom build signs for each location is cost; it would probably cost twice as much to custom build each sign, not including installation. McLaughlin did not see that there is any more of a hardship imposed on the applicant than any other business in Ashland. The ordinance is clear and objective that regulates signs within the freeway areas. Corporate policy has not taken into account the Ashland sign code, however, there have been cases where businesses have not followed usual corporate policy. McLaughlin added that variances can be granted as read in the sign code ordinance and that is, the minimum requirement to alleviate the hardship. GEORGE, rebuttal, said that as the applicant, the decision would probably fall to the owner. She cannot sell the property because of contamination on the site so the only solution is to keep the service station. COMMISSIONERS DISCUSSION AND MOTION Medinger did not believe a 13' x 13' sign was that disagreeable, given the circumstances. Bingham agreed since the difference in the cost of custom building a sign is so great, the one foot variance would not bother him. Armitage agreed but would like to add a Condition that the footing for the low profile sign would have to be absolute minimum above ground footing necessary to adequately support the sign. Thompson did not believe the application meets the criteria for approval and he cannot believe Ashland is the only City that has specific requirements for signs. Hibbert agreed and was concerned if this was approved, what about requests in the future. He believes the objective is to come into compliance with the ordinance. Carr ASHLAND PLANNING COMMISSION 3 REGULAR MEETING OCTOBER 12, 1993 MINUTES agreed. Thompson moved to deny PA93-115. Hibbert seconded the motion and it was carried with Armitage, Hibbert, Carr, Thompson and Jarvis voting "yes" and Bingham, Medinger, and Powell voting "no". Those voting to deny believe the 13' x 13' sign can be 10' x 10'. PLANNING ACTION 93-127 REQUEST FOR A SITE REVIEW FOR THE LOCATION OF AN 5000 SQUARE FOOT OFFICE BUILDING LOCATED AT 1175 EAST MAIN STREET. APPLICANT: CITY OF ASHLAND Site Visit and Ex Parte Contacts —Carr and Armitage had a site visit. —Bingham had.conversations with many people. In each, the discussion did not pertain to a site review, but political issues. Therefore, it does not seem there would be a reason to divulge any ex parte contacts. —Powell also had conversations with many citizens as well as meetings in discussing a possible move to the Mark Antony Hotel. She had a discussion with Larry Cooper who wondered the time of this hearing. —Thompson has been involved in this issue extensively for a number of years. He has written an editorial and columns and believes he would be more effective by stepping down and acting as an opponent. Since he is stepping down, he hoped Councilman Laws and Councilwoman Acklin would consider stepping down if the action gets to the City Council. —Hibbert had read the articles in the paper but feels he can be objective. —Jarvis had a site visit, has read the paper and the packet, has avoided discussions with citizens on the criteria. Since the review is limited to the site review, none of her conversations had anything to do with the site review. —Medinger had no ex parte contacts. He has had no conversations with citizens regarding site review. Hibbert wanted reassurance from Powell and Bingham that they could be objective since he has heard comments from them thinking City Hall should stay downtown. Bingham and Powell both strongly emphasized the need to look only at the site review criteria and ignore the political issues involved. They underscored their ability to be completely objective in hearing this action. STAFF REPORT ASHLAND PLANNING COMMISSION 4 REGULAR MEETING OCTOBER 12, 1993 MINUTES e McLaughlin gave a brief history of this application, as outlined in the Staff Report. This involves a continuation of what began in the 1980's. The plan showed a future building that would house the remainder of City Hall. There have been some modifications; since that time, the Downtown Plan was adopted and included a specific language retaining some City Hall functions downtown. The proposed building is for Public Works and Community Development. The proposed building is designed to compliment the existing design. The primary entrance will be right behind the Council Chambers. The building will be built to beyond energy conservation standards. This is E-1 zoned property with a Comp Plan designation of public facilities. The building is considered professional offices which is an outright permitted use. What offices are to move and whether to build the building, are not within the purview of the Planning Commission, only the Site Review criteria. McLaughlin read the criteria for approval. Staff believes the criteria have been met and recommended approval with five attached Conditions. Bingham wondered if the Lithia water fountain would be altered. McLaughlin said it would not and that the courtyard area would remain and some modifications of the berm will be made with a small rock wall that will be incorporated into the design. McLaughlin reported the following be entered into the record: Mayor Golden's letter, letter from George Kramer in opposition, a letter from Marjorie O'Harra, a FAX from Mary McCurty of 1000 Friends of Oregon, a FAX from Brian Scott who is President of Oregon Downtown Development Assn., a copy of a letter and photos from Terry Skibby, an article from this evening's Tidings, and an addendum to the letter from Brent Thompson with additional signatures. PUBLIC HEARING GARY AFSETH, 313 Ravenwood Place, architect for the project, discussed the administrative space study done last year. The information derived from this study allowed for projections and goals of each department. There is currently approximately 7,000 square feet of space downtown. It was found that at least 17,000 square feet would be needed in the next ten years to satisfy City growth. The recommendation emerged for Public Works and Community Development to move the Civic Center site with a proposed 10,000 square foot building to be constructed to meet the needs of those two departments for the next ten years. ASHLAND PLANNING COMMISSION 5 REGULAR MEETING OCTOBER 12, 1993 MINUTES The proposed building will consist of a two-story building with a second floor.to house mechanical equipment. The building will be handicap accessible through a series of ramps. Public Works requires a service drive which will be located off the north side of the building. The landscaping will consist of plantings that will blend with the existing landscaping. The site is bicycle accessible and bike racks are planned for the front entrance and staff entrance. Medinger asked what type of siding would be used and Afseth 'responded the siding would match the existing siding (cedar siding). Medinger wondered if Afseth had thought about the scarcity of old growth cedar and asked he would consider other possibilities. Medinger hoped there would be plans for daylighting the new addition. Afseth said skylights were planned as well as motion sensor lighting. Medinger wondered if the building could be produced for $67.50 per square foot. Afseth was hopeful. He said they explored metal studs over wood and chose wood because of the availability of wood. He said it was difficult to find tradesmen in southern•Oregori dealing in that type of construction. Bingham commented that Ashland Community Food Store is being built with metal studs and he asked if Afseth had any cost differentials. Afseth said he could research and provide those. TERRY SKIBBY, 611 Beach Street, opposes the planning action. He submitted a letter and photos explaining his position. He cited several specific ordinances and sections from the Comp Plan where he believes this application in not in compliance and does not meet the criteria. Bingham assumed the photos Skibby included illustrated the distance between the nearest bus facility and the access and unimproved areas, narrow sidewalks and obstructions. Did Skibby know what would be involved in getting transit service to the site on East Main? Skibby did not know, but commented if a bus were to stop at the site, a person could be stuck at this site for an hour in a vacuum of development with no other supporting services around. BRENT THOMPSON, P. O. Box 201, said there was a correction on the addendum he submitted. It says signatee, and should say signatory. He noted the planning notice was in error as it stated 8,000 square feet not 10,000 square feet. He said there are reasons to deny this action. The application ignores the existence of the Downtown Plan. This is a move of 10,000 square feet of City Hall and involves a move of bulk and function. Thompson attempted to define City Hall in the letter entered into the ASHLAND PLANNING COMMISSION 6 REGULAR MEETING OCTOBER 12, 1993 MINUTES record. He believes the removal of Planning, Building, Conservation, Public Works and Engineering is bulk enough to constitute City Hall. Thompson cites several places in the Downtown Plan where it refers to the essential nature of having City Hall downtown. This comes down to "applicable City ordinances" in the Site Review ordinance. "Applicable" ties into "use" or vice versa. There have to be certain applicable ordinances and in dealing with "use", it comes down to the moving of City Hall and though it may permitted, it is in conflict with the Downtown Plan. Thompson said this application needs to meet the highest standard of transportation since a city or government entity should be able to be accessed by every single person in the city. This application cannot meet that standard because of the inaccessibility of public transportation. The closest bus stop is one-half mile away and that is not considered adequate. Thompson felt the change last year in the E-1 ordinance was pushed through to eliminate public testimony and input. Thompson reiterated that the City must meet the highest standard. Denying this application is not denying someone's property rights, but trying to serve the entire city. There are many other options where these proposed offices could go; there are six locations in the"downtown. The East Main location is out of the downtown arena. He said the burden of proof is on the applicant to show that there is adequate transportation and that the application is not in violation of the Downtown Plan and not a removal of City Hall in bulk, in other words, not over 50 percent of services and interaction with the public. Jarvis wondered what the standard was for public transportation as she could not find it in the ordinance. Thompson said the highest standard that must be met for a public building that will serve every single person in the City is adequate public transportation or can be within a short enough walking distance from public transportation. One-quarter mile would be acceptable. Jarvis proposed that the time most people communicate with their City is at public hearings, therefore, this would be the time public transportation would be most needed. There is no public transportation in Ashland at night. Thompson contended this building is a non- conforming use and the meeting hall should be moved downtown. Bingham wondered what constituted City Hall. Thompson answered when the Police Department moved, there was no Downtown Plan. Because of this, the Downtown Plan would almost compel the Police move back downtown. ASHLAND PLANNING COMMISSION .7 REGULAR MEETING OCTOBER 12, 1993 MINUTES Jarvis thought the Downtown Plan is irrelevant. Thompson perceived this application does deal with applicable ordinances - the Downtown Plan (politically formed . documents). He asked the Downtown Plan be entered into the record. He noted the interest from Oregon Downtown Development Assn., 1000 Friends of Oregon, the State of Oregon, and Jackson County Citizens League, Ashland Historic Commission who all feel the move is wrong. SUSAN HUNT, 220 Nutley, agreed with Thompson. It seems the functions of Community Development and City services constitute.the greater part of the interaction the public has with the City. She shares the concerns about transportation and access as well. MARILYN BRIGGS, 590 Glenview Drive, agreed with Skibby and Thompson. Of the 47 employees, how many will occupy the new location? McLaughlin thought 23 people. Briggs rejected on the basis of extravagance. LARRY COOPER,.346 High Street, wanted to discuss the use of the existing building_ and the proposed building. Personally, he has made 25 individual trips in the past 14 months to the offices of Community Development as part of making two or three errands within walking distance of the neighborhood. With the offices located on East Main, he would have made 25 round trip auto trips with no other reason than to visit these offices. He would submit that the transportation issue is extremely significant and asked the Commission to deny on the basis of Criteria D as the applicant has not shown there would be adequate transportation. He referred to the Comp Plan Council policy for encouraging residents of the City to bicycle or walk as an alternative to the automobile and to use public transportation. The applicant has not included how this will happen. RON ROTH, 6950 Old 99 South, stated he has worked in downtown Ashland in 16 years. He asked, "Who is the City and what is Planning? The City was represented by the architect and no one else. He thought the political decision should come first and the Planning Commission should not be hearing this as a Site Review. He would like to have the downtown business owners to be polled or perhaps a vote of the citizens. Moving the office will create more traffic--employees walking to lunch will drive downtown to lunch. He would like to see the Commission deny because they do not know who the City is. BILL EMERSON, 90 Fifth Street, wondered if it is true that the existing building has to remain as City Hall or house City services. McLaughlin said he understood that when the property was deeded, and it was to be used for public purposes. ASHLAND PLANNING COMMISSION 8 REGULAR MEETING OCTOBER 12, 1993 MINUTES CATHY GOLDEN, 806 Oak Street, cited Criteria D - inadequate transportation - she does not believe it will be an improvement to move most of the City functions to a place that never has public transportation and is unlikely to get it. Some of the largest public meetings have been held downtown at Hillah Temple. She also reported that more people use City Hall each day than attend most of the public hearings. They can travel by foot, bike or public transportation to downtown. Bingham wondered if the approval was conditioned on receiving transit services from RVTD, does Golden know what that would require to obtain services. She did not know, but pointed out that the City (Council) has said they want the public to be less dependent on the car. McLaughlin read a letter into the record by Marjorie O'Harra, Tolman Creek Road.* RICK VEZIE, 446 Walker Avenue, questioned whether there was adequate paved access to the development. He lives on Walker Avenue and travels on East Main. The busiest time of day is in the morning and late afternoon. Traffic flow will move to this location. He does not believe there is paved access or adequate capacity. McLaughlin said the resolution on capacity would apply. East Main is an arterial and is functionally useable and has capacity for future development. Vezie thought the natural history museum and additional development on Fordyce would add more traffic volume. COOPER wondered if there would be a reason to look at this Site Review differently because it is a public building. McLaughlin said "no". Bingham questioned Paul Nolte, City Attorney whether or not it would be legal to move City Hall to another location. Nolte recalled that the building presently housing City Hall downtown is to be used for a town hall or jail. He does not think it would be in violation of the deed restriction'if City Hall was to move, however, he cannot be definitive. Medinger wondered how often Nolte spoke face to face with someone in Public Works or Planning. Nolte said about a half dozen times per day. McLaughlin said that RVTD would not put a transit route where there is-not enough population. However, as the East Main area develops, the ridership level may reach a level to add a route. McLaughlin said the Commission would be holding the City to a higher standard than any other applicant for Site Review if they base their decision on ASHLAND PLANNING COMMISSION 9 REGULAR MEETING OCTOBER 12, 1993 MINUTES requiring a public transportation stop at the East Main site. Carr wondered how "higher standard" was defined. Would that apply to construction as well? BRIAN ALMQUIST, City Administrator, rebuttal, stated public access to the facility is provided by way of fully improved sidewalks to and from the development. The site is located on two arterial streets with bikeways connecting the downtown to Oak Knoll. He would submit the geographical center of the City is at the East Main Street. In 1978 the Council made the decision to purchase the East Main site for the future civic center site. Almquist described the evolution of the East Main site and how through public hearings and meetings, the decisions were made to move some of the functions of City Hall to the East Main site The Council would like to proceed with the project. The functions to remain at City Hall will be the Mayor, City Recorder, City Attorney, City Administrator, Finance, Personnel, and Utilities. Almquist estimated that to build a building in the downtown would cost approximately $2 million. GARY AFSETH said the largest departments are slated to move to the East Main site. There will be approximately 26 employees with a projected 34. COMMISSIONERS DISCUSSION AND MOTION Jarvis vocalized the difficulty of this application because of the public argument couched in politics. The question is: Does this application on this site meet the Site Review criteria? The only issue raised has been transportation. She did not see any criteria addressing public transportation. Staff could find none and the Commission has never required it in the past. She thought the application meets the burden of proof. Powell thought "adequate" is starting to become the 'liveability" standard. If this was a private office, it would not be'up to the Commission to decide if they moved, however, it seems different for the City offices because they serve everyone. Hibbert walks out to the East Main site regularly. There are sidewalks and there is handicap access. Most of those using this site will be contractors and they will not walk, bike, or bus, but arrive in pick-up trucks. He would like to see City Hall downtown, but.it meets the Site Review criteria. Medinger said, other than having the same emotions as Hibbert, the only problem he can see is additional traffic and awkward daily communication between the.staff ASHLAND PLANNING COMMISSION 10 REGULAR MEETING OCTOBER 12, 1993 MINUTES remaining downtown and the staff that is moving because of the distance between the two. He likes the urban feel of our downtown. Bingham felt the only problem Criteria is "D". It would be futile to condition approval upon a bus stop. He feels it would be proper to hold the City to a higher standard, however, he cannot find it in the ordinances. He is upset that this application is presented as a political issue. Carr viewed the project on its merits and believes it meets the criteria. Carr moved to approve PA93-127 with the five attached Conditions. Hibbert seconded the motion and it carried unanimously. Thompson rejoined the meeting. PLANNING ACTION 93-126 REQUEST FOR OUTLINE PLAN APPROVAL OF AN 8-LOT SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTION FOR THE PROPERTY LOCATED AT 575 ELIZABETH STREET. APPLICANT: WILLIAM D. KIELEY Site Visits and Ex Parte Contacts Armitage, Medinger, and Hibbert had site visits. STAFF REPORT This proposal involves the development of an 8-lot subdivision. k involves a 40 percent density bonus. There is an existing residence on the southern portion of Elizabeth. The applicant is proposing to remodel the existing shop building into a two- unit building. If this did not meet the conservation standards for a density bonus, it would be removed. Randy and Elizabeth are paved with curbs and gutters. The City is requesting the extension of Randy be improved at this time. A letter has been submitted by Don Cowan, owner of the large parcel 200. He has discussed some problems with flooding in the area and deterioration of a drainage ditch. Molnar read Cowan's letter into the record. A ditch runs along the north boundarY of lot 100. There is another ditch that crosses the property. The applicant will have to address any problems with these ditches and ASHLAND PLANNING COMMISSION 71 REGULAR MEETING OCTOBER 12, 1993 MINUTES , drainage with regard to subdivision improvements. Final construction information could be submitted at Final Plan. CARR MOVED TO CONTINUE THE MEETING UNTIL 11:30. HIBBERT SECONDED. THE MOTION WAS APPROVED. PUBLIC HEARING SONNY KIELEY, said the map shows a 1 1/2" irrigation line that crosses lots 7 and 8. This is the only easement listed on the title report for the property. The north irrigation line is not on his property. Medinger asked if there were any fencing requirements. McLaughlin thought that was a good point and would be good to add. Kieley thought it would be costly to improve the Randy Street extension and did not see that it made sense. WANDA JO WOOD, 275 Randy, said the drainage ditch runs between her lot and between lots 141 and 140, across the front of her yard. Will the applicant be required to move the pipes? Can they cap before they get to her house? DON COWAN, 1330 Oregon Street, said someone needs to talk to the Water Master. Wood's water comes from established water courses. The Water Master has lots of complaints. Problems have come with development. McLaughlin thought it would be advisable for Jim Olson, City Engineer and Cowan and himself to visit the site to see the problems that have been brought up tonight. POWELL MOVED TO CONTINUE THE MEETING UNTIL 11:45 P.M. THE MOTION WAS SECONDED AND APPROVED. Condition 3 needs to be strengthened. KIELEY, rebuttal, explained that the only stipulation from Engineering was that one line be tight-lined (the diagonal line across). Everything else shown is off his property. CHRIS HALD, 275 Cambridge, said the 24" line goes right through his property. There is irrigation water continuously coming through. With rain water, the 24" pipe is at capacity. His garage floods with even a small rain. ASHLAND PLANNING COMMISSION 12 REGULAR MEETING , OCTOBER 12, 1993 MINUTES McLaughlin said the more information that keeps coming up, he is doubtful the Commission can make adequate findings about urban storm drains. They may be at capacity without including roof drainage from the proposed development. It appears additional information may be needed. Kieley agreed to a 30 day continuance and a waiver of 30 days on his application. Carr moved to continue PA93-126 until November. Armitage seconded the motion and it was approved. APPROVAL OF FINDINGS Carr moved to approve the Findings for the September 14, 1993 meeting, Hibbert seconded the motion and the Findings were approved. The Findings included PA93- 095 (Barton) and PA93-117 (Hays/Cox) OTHER Included in the packet is the Periodic Review work program listing programs for the next two years. The list will go to the Council for final adoption on November 2, 1993. Jarvis read the letter from Allan Sandler to the Commission regarding Roca Canyon. Staff has responded.to that letter. ADJOURNMENT The meeting was adjourned at 11:50 pm. ASHLAND PLANNING COMMISSION 13 REGULAR MEETING OCTOBER 12, 1993 MINUTES ASHLAND'PLANNING COMMISSION HEARINGS BOARD MINUTES OCTOBER 13, 1993 CALL TO ORDER The meeting was called to order at 7:05 p.m. by Vice Chairperson Steve Armitage. Other Commissioners present were Jarvis, Medinger and Bingham. Staff present were McLaughlin, Molnar, Knox, and Yates. PUBLIC FORUM No one came forth to speak. TYPE II PUBLIC HEARINGS PLANNING ACTION 93-128 IS AN APPEAL OF THE ISSUANCE OF A BUILDING PERMIT FOR THE PROPERTY LOCATED AT 635 THORNTON WAY. APPEAL BASED UPON SOLAR ACCESS ORDINANCE, AND LOT WIDTH/DEPTH REQUIREMENTS. APPELLANT: MARALEE SULLIVAN APPLICANT: DON JOHNSON Site Visits and Ex Parte Contacts Bingham and Jarvis had a site visit. Medinger had no site visit but he is familiar with the property. STAFF REPORT McLaughlin reported the appellant placed a packet of information into the record. McLaughlin stated this application involves the appeal of a building permit. When issuing a building permit, the City also issues a zoning permit. The appellants are appealing the solar on this site, as well as lot width and lot depth. The reason it may appear there was bizarre intrepretation to the solar ordinance is because this is a bizarre lot. The words of the ordinance have been followed. The main concern is where the solar access is measured from. McLaughlin showed the overhead and explained how Staff arrived at the northern property line. This was also reviewed with the City Attorney. When a section of the ordinance is unclear, Staff refers to the Purpose and Intents sections. However, the explanation of a northern lot line is very clear. The lot width and depth was another issue. The appellant says this lot was not recorded until 1986. If this is the case, it may not be a legal parcel and would not be recognized by the City as a buildable site. If, however, the lot is legal, if the building is within setbacks, the owner can build. Bingham believes the intent of the law would be to protect Sullivan's solar rights. If the ordinance is strictly read, Staff's intrepretation would be fine. McLaughlin said if there is some ambiguity that requires intrepretation, then they would go back to the Purpose and Intent. Bingham referred to page 6 of the appellant's document and a pamphlet handed out by the Planning office. The pamphlet is not the wording in the ordinance. At that point, McLaughlin said the ordinance is the document to which would be referred. Medinger would have interpreted the northern lot line to the secondary northern line instead of the far north that Staff interpreted. PUBLIC HEARING JUDITH UHERBELAU, 607 Siskiyou Blvd., representing Maralee Sullivan said she put her client's comments in writing because didn't feel she would have enough time. The Staff Report raised some issues not in the written material. In applying the zoning ordinance, which part of the lot does one look at? The vast majority of the lot is in the County. The building permit was first signed off by Planning on'August 16th. If you apply the definition of a lot, it can apply only to a lot in Ashland, so even though it is not written, it has to be applied to the definition. The definition of a lot must be ambiguous because Staff had a problem. Planning made a land use planning decision when they ignored lot width and depth requirements. Given the definition of the grandfather clause, there is real ambiguity. What has to be recorded? The phrase "which does not meet", that includes not only a substandard lot, but why not a lot that is too big. Technically, the zoning ordinance calls for the northern property line but that completely defeats the purpose of the solar ordinance and thus voids the ordinance. It is obvious the applicant wants city services. If this permit is not allowed, that does not make his lot unbuildable. He could annex. If the building goes forward, it denies the Sullivan's solar access and will cast a shadow. (She did not know how far.) McLaughlin said the house was designed to meet solar setback B so there is 16.foot shadow at the secondary northern lot line. MARALEE SULLIVAN, 550 Tucker Street, said it is hard to get perspective of the ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD OCTOBER 13,1993 - MINUTES proposed house and how it will effect her property. There is a steep hill leading up to the lot. There will be a two-story house looming. She understood the solar access ordinance would protect them. Even though the math might work out, the purpose and intent of the solar access ordinance would be violated. She is just asking for a right to sun. EDWARD BERNARD, 639 Prim Street, thought it appeared that this dwelling is trying to sneak into the city limits to get city services and is barely meeting the minimum standards. This lot is uncharacteristic of the neighborhood. Why can't it be moved further up Thornton and be annexed into the City and make it a home that would fit into the neighborhood? JEFF MAYFIELD, 2381 Place, Medford, is the designer of the house for Dr. Johnson. In addressing the solar issue, it was complicated and discussed extensively with the Planning Staff to come up with a fair interpretation to all concerned. With the terrain, as explained by the last two people, the tallest point of the building will not even come up to the curb height on south portion of the lot. The actual shadow length will cast no more shadow than the current terrain of the street. Also, the building does not quite reach a height that would throw 16 foot shadow. He tried to fit it against the contours of the land. He agrees with Planning Staff's intrepretation. He is not aware of a legal lot issue. Jarvis wondered if we can apply our ordinances to a lot line that is not in the City. McLaughlin said the lot is the whole boundary and all lines must be used. The City has jurisdiction over what is in the City limits. Jarvis asked if this was a legal lot (width and depth): McLaughlin said yes, based on the parcel as the parent parcel. McLaughlin said the City's initial thought was to look at the part within the City and apply reasonable standards and follow Criteria B. After the idea of an appeal was brought to Staff's attention, Staff stepped through the solar ordinance word for word before releasing the building permit. After going through that process a clear progression was followed, arriving at what is outlined in the Staff Report. JUDY UHERBELAU, rebuttal, said there are drawings showing the proposed house will shadow the Sullivan's property. DON JOHNSON, 802 Beach Street, noted there is 0.4 of an acre in the City. The . house was designed in consideration of solar regulations and was pushed to the west as far as possible so it would not cast a shadow on the neighbors. The shadow will ASH D PUWNING COMMISSION g HEARINGS BOARD OCTOBER 13,1993 MINUTES not actually fall on Sullivan's house. The lot was purchased in August of 1989. The title and sales contract was reviewed by a local attorney and determined to be accurate and he has every reason to believe it is a legal lot. Johnson feels the appeal of the permit should not be approved and that the building plans do meet the ordinances as specified. COMMISSIONERS DISCUSSION AND MOTION Medinger thought the intent of the ordinance is to protect.the downhill people. Lt was written for steep northern slopes. However, how difficult would it be to go through an annexation? Jarvis believes Staff made a legal decision, not discretionary. She did see a problem as to the size of the lot and whether or not it is a legal lot. Armitage felt the solar ordinance has been met if the northern most property was used or the secondary northern property line was used. Bingham said that by looking at the site, he did not believe Staff made a land use decision. Jarvis moved to deny the appeal on PA93-128 and find there was not a land use decision made by Staff. Medinger seconded the motion and it carried unanimously. PLANNING ACTION 93-125 REQUEST FOR A CONDITIONAL USE PERMIT FOR REACTIVATION OF A NON- CONFORMING USE FOR THE PROPERTY LOCATED 930 TOLMAN CREEK ROAD (FORMERLY BELLVIEW MOLDING MILL). SPACE TO BE USED FOR MANUFACTURE AND DISTRIBUTION OF MEDICAL APPLICANT: DEAN CROPPER Site Visits and Ex Parte Contacts Bingham had a site visit. A couple of neighbors came by but did not talk about the merits of the case. —Medinger did not have a site visit but he is familiar with the property. —Jarvis had a site visit. Armitage had no site visit. STAFF REPORT ASHLAND PLANNING COMMISSION 4 HEARINGS BOARD OCTOBER 13, 1993 MINUTES The property is divided into two zoning districts: R-1-5 and M-1. There are various structures located on the property. The applicant is requesting a Conditional Use Permit to allow for a substitution of the non-conforming use (Cropper Medical) currently located on Hersey Street. The applicant plans extensive remodeling of the building but will not increase the footprint or building height. There will be general upgrading of the property with landscaping improvements, paving and parking. Comparing this application with the target use of the zone, as described in the Staff , Report, it would appear there would be similar traffic impacts. The application does not show how the 19 parking spaces were calculated but states parking will be exceeded by 20 percent. The amended parking ordinance states parking spaces cannot exceed the requirements by more than 10 percent. The Tree Commission reviewed the application and had some questions about the adequacy of the landscaping. Also, with the applicant abutting residential areas on both sides, has screening of the drive been addressed? Normally, a solid wood fence would be required, however, this is a unique application because of the proximity to residential property. The Commission might want to ask what might be the future needs of this business and would they plan to expand? Overall, Staff has taken a neutral stand. Attached are several Conditions, if this application is approved. At the time of noticing, Staff did not know there was still activity at the site, therefore, the reactivation clause would not apply. PUBLIC HEARING DEAN CROPPER, explained that his company manufactures orthopedic equipment and publishes medical books and they have been trying to establish a home base. Looking at the overall proposed site, he felt the integration of the type of facility and business he has would fit, having low impact on the surrounding area. They deal with no chemicals or toxic materials. From a shopping point of view, his employees can support business in the Tolman Creek and Highway 66 area. The breakdown of the proposed utilization of space is 1500 sq. ft. of warehouse, 4200 sq. ft. manufacturing and 3,000 sq. ft. office space. As with the existing building, Cropper would like his building to be of low visibility from the street. He proposes to maintain the pasture area as a garden for his employees as well as thin out what is existing along the creek. He would like.to follow the same landscaped look along Tolman Creek. He would propose a 12 foot driveway because of a lower impact. Cropper also said he would prefer a three-rail fence along the drive because it is more compatible with the area. He would add some low shrubs. He plans to put metal siding over the existing walls. As far a future expansion, Cropper said his business is continuing to grow and he might need to ask for a Conditional Use Permit to expand onto the M-1 property in the rear. ASHLAND PLANNING COMMISSION 5 HEARINGS BOARD OCTOBER 13,1993 MINUTES Jarvis asked Cropper about the extra parking and Cropper said he would just not stripe those extra spaces. With regard to deliveries and hours of operation, Cropper said UPS comes twice a day, and a freight truck makes deliveries once a week around mid-day. Hours of operation are from 7:00 a.m. until 5:00 p.m. DON PAUL said he would accept a 15 foot wide driveway, with a 12 foot paved surface. The neighbor living next door to the proposed site did not want a solid fence. Molnar thought an open rail fence seemed more appropriate with some additional plantings near the neighbor's windows. COMMISSIONERS DISCUSSION AND MOTION Armitage suggested covered bike parking. RE-OPEN PUBLIC HEARING Cropper has approximately 17 employees. McLaughlin thought a 15 foot driveway would adequate for safe passing. CLOSE PUBLIC HEARING Bingham moved to approve PA93-125 for 15 foot wide driveway. Condition 6 can be changed to a 3-rail (42-44") fence instead of solid wood. Add Condition 10 that four covered bicycle parking spaces be provided. Medinger seconded the motion and it carried unanimously. The Tree Commission report will be made part of the record. OTHER There will be a Study Session on October 26, 1993. ADJOURNMENT The meeting was adjourned at 10:05 p.m. ASHLAND PLANNING COMMISSION 6 HEARINGS BOARD . OCTOBER 13,1993 MINUTES i ASHLAND BICYCLE COMMISSION Minutes October 19, 1993 ................................................................................................................................................................................................ ................................................................................................................................................................................................ ................................................................................................................................................................................................ ................................................................................................................................................................................................ ................................................................................................................................................................................................ CALLED TO ORDER: The meeting was called to order at 12:07. Those commissioners present were Lowell Jones, Rees Jones, Shari Pearlman, Keough Noyes. Pam Barlow was the staff representative for the City of Ashland. Guests included Ken Hagen and Tom Giordiano. APPROVAL OF MINUTES: Minutes were corrected and approved to read: Deffenbaugh stated that the police department has applied for a grant, they did not receive it yet. Lowell Jones attended meeting on September 21, 1993. BUS STOP PROJECT: Giordano presented designs for bus stops. Each bus stop design must be site specific, but there will be design continuity. The bus stops would include a phone, schedule information and bike racks. The bike racks will not be covered, but Giordano will investigate designs that incorporate covered bike parking. Designs and construction will be for seven sites, provided by RVTD. BICYCLE COMMISSION MEETING: The Railroad Bikepath was just ranked 3rd of ODOT Region III ISTEA projects, up from 9th last year. Commission requested scheduling the Bicycle Commission and R.R. Bike Path as an agenda item with the Parks Commission. If Commissioners are asked to attend, they will be contacted by phone. Rees Jones will be preparing a letter to distribute among Ashland businesses. This letter will suggest local business owners provide bike racks for their place of business. Ken Hagen requested bike commission to review Ashland Recycling Center concerning the need for bike racks. ..................:......... ......................................................................................... ..................................................................................................................... ..................................................................................................................... NEXT SCHEDULED MEETING DECEMBER (?) 21, 1993 MINUTES ASHLAND CABLE ACCESS COMMISSION- JULY 7, 1993 Call to Order: The meeting was called to order by Chair Tim Bewley at 4:00 on the above date in the Cable Access Studio, SOSC. Present were Dr. Kevin Talbert, Dr. Arnie Abrams, Glenn Rierson, Pete Belcastro, Suzi Aufderheide, Hap Freund, Barbara Scott, Peggy Cockrell; and James Andrews. Approval of Minutes: The minutes of the June 2, 1993 meeting were accepted as presented. Director's Report: Belcastro distributed his report which included a breakdown of hours cablecast in June, and told of research he has done on possible grant opportunities. FY 93-94 Budget: Dr. Talbert handed out a revision to the April 14 memo entitled BUDGET THROUGH JUNE 30, 1993. On the Tentative Budget July 1, 1993 - June 30, 1994, he made a motion to add a new line under income called "other", include the $8,566 deficit on that line and raise the projected revenue to $119,766 to adopt the budget in balance. Hap seconded and the motion carried on voice vote. Complaints over Controversial Programming. Bewley reported that students will be required to fill out an application form, just as anyone else does. Contract Subcommittee Report. Cockrell said a rough draft of the contract has been prepared and a finalized version will be presented at the August meeting. Events such as the City Band, parades, and graduations will be grandfathered in. Long-range Equipment and Master Plan. On a question from Talbert, Rierson more equipment will be necessary in order to run three channels. Rierson suggested renaming the channel as soon as possible to make it more regional. Lease Access Proposal. Belcastro introduced James Andrews, who graduated from SOSC one year ago, and is interested in contracting to get the lease access programming up and running. Talbert said SOSC would like a carefully crafted letter to be sent to competitors. Andrews will be placed on the August 4 agenda. Contracting with other Non-Profits. Belcastro said other non-profit groups have contacted him e.g. RVCOG, S.O. Historical Society, etc. Cockrell said its important to make the fee schedule the same for all groups. Abrams would like to see a proposal and rate schedule, which Belcastro will present at the next meeting. Other Business: Remote Van. Belcastro spoke with KSYS regarding a joint project involving the remote van. This would provide better equipment and a better chance of obtaining grants. Retreat. A discussion was held on holding an all-day retreat on August 27th. Adjournment: The meeting adjourned at 6:00 P.M. Donna O'o or, Secty l lU ASHLAND CABLE ACCESS COMIVIISSION September 8, 1993 Minutes CALLED TO ORDER The meeting was called to order by Chairperson Tim Bewley: Present were Peggy Cockrell, Erik Jorgensen, Hap Freund, Dr. Arnie Abrams, Dr. Mark Chilcoat, Glenn Rierson, Ed St.Clair, Peggy Mitchell, Suzi Aufderheide and Pete Belcastro. RETREAT ACTION ITEM REPORTS Belcastro distributed samples of the logos designed for Rogue Valley Community Television. Belcastro reported that Channel 10 had proposed to offer internship for engineering students. Would need to request additional faculty position of Engineer Trainer. NEWSLETTER/MEMBERSHIP UPDATE Memberships will be offered as individual and business/nonprofit or group. Discussion was held on the plans being developed for offering memberships to the community. Bewley reported KSYS was not pleased with our plans to solicit memberships. Dr. Chilcoat suggested SOSC administration review intent with KSYS. Belcastro will ask Talbert to send letter to Dr. Cox. Commission noted differences in KSYS and KSOR membership drives compared with cable access memberships. PARTNER CONTRACTS Jorgensen reviewed plans for the Ashland High School video production class. Dr. Chilcoat and Talbert will consult on the curriculum. No monthly `live' program planned. Content- based programs this year. Tourism loop for Chamber of Commerce was discussed. Bewley and Cockrell will discuss disputed billing and future production plans with Chamber of Commerce.. Ashland Cable Access Commission Minutes - September 8, 1993 page 2 TCI CABLEVISION ISSUES Rierson reviewed 2%.access fee agreed to prior to FCC rate freeze. TCI would like to negotiate payment schedule or consider alternatives for 2% -fee. Currently, there are no taxes on installation/advertisement fees. Belcastro asked Commission members to begin work towards 4 channels: 1 government, 3 educational for all cities within the county. Ashland Cable Access could offer technical support to other small cities as well as county for usage and development of their programs. COUNCIL STUDY SESSION Belcastro requested a study session to be held with City Council to review status of Ashland Cable Access and present future development plans. Bewley will coordinate scheduling with Belcastro and city staff. Meeting was adjourned at 6:20 p.m. Submitted by, Rhonda Moore, Executive Secretary City of Ashland FOREST COMMISSION MEETING October 27, 1993 Present: Robertson, Niehaus, Hirst, Woodley, Niemark, Reynolds, Armitage, Linn, and Barlow. Prepared by: Lisa Carter CALLED TO ORDER: Meeting was called to order at 7:10 by Bill Robertson. Minutes were approved. ADDITIONAL: * Recreation Discussed: Reynolds reviewed Hamilton Creek area trail proposals with Neil Benson of USFS at the Parks Commission Meeting. Reynolds described concepts for mountain bike trails as it was presented to the Parks Commission. Utoff stated that SOLC will have trails that are designated by "Hiker Only" and "Multi-Use". The trails that indicate "Hiker" are erosion and off-loading sensitive. However, there are several good routes. * Reynolds suggested planning a joint meeting with members from Forest Commission, USFS, Bike Commission, and Parks Commission to discuss issues and determine public Process. * The meeting schedule was discussed through January. Robertson would like to start sub-committees. 1. Ways and Means Committee 2. On-Site Prioritization (Fuel Management) 3. Recreation Planning 4. Volunteer Coordinating 5. Public Meetings/Public Info. 6. Law Enforcement Forest Commission Mtg. p.2 SUB-COMMITTEES: Commissioners Reynolds, Niehaus, and Niemark were appointed for the Recreation Plannine sub-committee. Hirst and Robertson were selected for the Fuel Prioritization sub-committee. Niemark and group of volunteers were chosen for the Ways and Means sub-committee. Niehaus explained that the Forest Service can aide in determining limits on time and work projects. Robertson and Acklin will participate in the Law Enforcement sub-committee. The formal liaisons for the USFS and IRA are Robertson and staff representatives Barlow and Woodley. The sub- committee Fuel Break Standards will include Niemark, Rose, USFS, and Ashland Parks Dept. Intentions are to continue meeting on a quarterly basis. Robertson stated the importance of having the Forest Commissioners attend all meetings. Commissioners will gain infromation on forest practices and funding for private property owners. Niehaus stated the land not obtained by the parks will still experience recreational use. Robertson will review the maps and investigate Pacific Flights' photos. Woodley added that four agencies including: Jx. Co. Sheriffs Office, Ashland P.D., ODF, and National Forest would like to pursue the ODF to provide enabling legislation to allow the City to enforce on State (private) lands through inter- governmental agreements. Currently, enforcement on County lands in the interface is by the County Sheriff. Woodly suggested Captain Barnard create a plan of action for the summer of '94. Woodley also stated that the fire season was reinstated. Income opportunities were discussed. Armitage stated,that removal of 1000 Board feet/acre is reasonable and could be beneficial. He suggested that Main develop removal. He also noted that a standing inventory of all trees, hardwoods, and unique forest products is needed. Armitage will contact Main regarding procedure for contracting for an inventory. FIELD TRIP REVIEW: Niehaus described the route taken on the mountain bike field trip on Sunday, October 16. Erosion control projects were completed on Toothpick trail by the Job Council students. Alice in Wonderland trail contains lots of erosion on public and private property. Excessive erosion on terrain. The lower section is gets more erosion during the wet weather. However, new construction on Morton St. will cut off the lower section of the "Alice" trail. Toothpick trails' gate on Epstein's property needs to be moved to reduce the erosion occuring by cyclists bypassing. MEETING ADJOURNED: The meeting was adjourned at 9:00. Memorandum A. o4EOO� . 20 October 1993 Mayor Golden and Council, Brian Almquist, Steve Hall, Paul Nolte, �. John McLaughlin rom: James H. Olson, Assistant City Engineer � p�.UbjP& Revision of Easements on Lots 19 and 20 of Clear Creek Subdivision We have received yet another request for modification of an existing public utility easement. This easement is located in the newly recorded Clear Creek Subdivision and is being submitted by Larry Medinger. GENERAL Currently, lots 19 and 20 of Clear Creek Subdivision both have adjacent 5 foot wide public utility easements which carry a single storm drain line. Since additional building space is required on lot 19, Mr. Medinger has requested that the 10 foot wide easement be shifted 3 feet farther north onto lot 20. SUMMARY To accomplish this easement shift, Hoffbuhr Surveying Inc. has provided a quitclaim deed whereby the City would relinquish all its right, title and interest to that public utility easement dedicated on lot 19. Two other documents have been provided which will create a new 2 foot wide easement over lot 19 and add an additional 3 foot of easement on lot 20. The total widtif of easement will remain at 10 feet. Documents have been submitted to Paul for content and form approval. ACTION REQUESTED May the City Council hear this request on its November 16 meeting under the consent agenda for authorization by the Mayor to sign the quitclaim deed. The quitclaim deed should be held until the two easement forms have been signed and transmitted to the City. JHO:rs\ctm,.k..b Attachments: Map Quitclaim deed Easements ROLM Ne.711=- UITCLAIM DEED pndlri -1 ea Cerpe.m.l. _ _ _ ___ _ _S[Y[Nr•x[el[r\W.LVeI:[XIMOSO..MM1TLRnv.aM1.aay.�_, �.; Nl OUITCLAIM DEED KNOW ALL MEN BY THESE PRESENTS,That...LITY---OE---ASHLAND......a.-mR[Licipal...cLarpora.tio. uf..-the_.State--n-f...Oregon._.........................................-------_ ------ ------------------------------------hereinafter called grantor, for the consideration hereinafter stated,does hereby remise,release and quitclaim unto................... GREENSP.RIMG^a_liOMES......LNG.-._..an...Gregor...Corporation...........................................................................I hereinafter called grantee,and unto grantee's heirs, succeaors and assigns all of the grantor's right,title and interest in that certain real property with the tenements, hereditaments and appurtenances thereunto belonging or in any way appertaining,situated in the County of.......Jackson..........__..........State of Oregon,described as follows,to-wit: BEGINNIING at the northeast corner of Lot 19 in CLEAR CREEK iI SUBDIVISION, according to the Official plat thereof, now of !i record in Jackson County, Oregon; thence South 15°40400" East !� 5:00 feet; thence South 74"20'00" West 70.36 feet; thence, along ! the arc of a 66.00 foot radius curve to the left (the long' chord to which bears North 23052'59" West 5.05 feet) a distance of 5.05 feet to the north line of said Lot -19; thence, along said north* orth I; - line, North 74°20'00" East 71.09 feet to the point of beginning. li �I I I II l THE PURPOSE OF THIS DOCUMENT IS TO TERMINATE AND EXTINGUISH THAT CERTAIN "PUBLIC UTILITY EASEMENT" shown on the subdivision plat and dedicated to the public thereon. (IF SPACE INSUFFICIENT,CONTINUE DESCRIPTION ON REVERSE SIDE) To Have and to Hold the same unto the grantee and grantee's heirs,successors and assigns forever. The true and actual Consideration paid for this transfer, stated in terms of dollars, is S..exehdflge--area O'However, the actual consideration consists of or includes other property or value given or promised which is !! the consideration(indicate which).O(The aea.°befwn the I bolEO,ifnotappliceble,Mould be deeted.See ORS 9].070.) In construing this deed, where the context so requires, the singular includes the plural and all grammatical changes shall be made so that this deed shall apply equally to corporations and to individuals. In Witness Whereof, the grantor has executed this instrument this................day of...... 19........; if a corporate grantor, it has caused its name to be signed and its seal,it any,affixed by an officer or other person duly authorized thereto by order of its board of directors. CITY OF ASHLAND THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DE. BY.:_................................................................._......................... SCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND it USE LAWS AND REGULATIONS. BEFORE SIGNING OR ACCEPTING _..........................................._......_...................................._............. �. THIS INSTRUMENT, THE PERSON ACOUMING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES. "....."""—"'--°.—°'--..... ...................--......... ......... O! STATE OF OREGON,County Of......................................................J ss. i This instrument was acknowledged before me on.................................... 79........, II This instrument was acknowledged before me on...................................................1 19........, by._.................._............................_................._......._........._.............._..............................__.._.................. !� as.................................................._......._....__........__..........._._........_.........................._.........._:__....._._ of.....the...Cit.y..._o.f...Aa hla.nd......................................................................................................... ! ..........._........................._..................... .. .... ... ._ -. .. ....-re-g-.o... Nota a. ..ry P. _. ubli...c for...Oregn My commission expires................................................................ !i ......................................................................................... STATE OF OREGON, ......................................................................................... County of........................................... }$a. ............................_........_.._................._....._................... I certify that the within instrument . G-1.:a MD.a:a Md., was received for record on the..........day ..._..............................._................................................. of..................._............................19........,at iI ..._.............................................................................. .............._.o'clock.......M.,and recorded in ....................._..._....._........_........................_.........._-- book/reel/volume No............. .on page D:.mo:m d , Agar... epscL s[aLRVeo / e� orpas tee fife mstru- AINr...eNIRP..IVm b.Name.Aagn......... .. R[COROLR'e Vee Record of Deedsresaid County... ...................................................................................... mart microfilm race hon No............... ....._.................._................._..... _ Witness my hand and seal of U.XI.swnw.ro.x.w...a en Ie.n,n.m.nN L w=m.,Asa:....nub County affixed. Ij ............_.............. �TITLA _...._.........._...-._.......... By.._..._.._.._._.. ......................Deputy DEDICATION PUBLIC UTILITY EASEMENT KNOW ALL MEN BY THESE PRESENTS, that Raymond E. Fink, Patricia Fink, Homer D. Peabody, Ji. and Betty L. Peabody, being the owners of the herein described property, do hereby dedicate to the public an easement for public utilities over, under and across a portion of Lot Twenty (20) in CLEAR CREEK SUBDIVISION, a Planned Community to the City of Ashland, Jackson County, Oregon; said portion being more fully described as follows: Commencing at the southeast corner of Lot 20 in CLEAR CREEK SUBDIVISION, according to the official plat thereof, now of record in Jackson County, Oregon; thence North 15 040100" West ' 5. 00 feet to the POINT OF BEGINNING: thence continue North 15 040100" West 3 . 00 feet; thence South 74 020100" West 73. 08 feet; thence, along the arc of a 66.00 foot radius curve to the right (the long chord to which bears South 31 052155" East 3 . 12 feet) a distance of 3 . 13 feet; thence North 74 020100" East 72 .21 feet to the point of beginning. IN WITNESS HEREOF, signed this day of 1993. Raymond E. Fink Patricia Fink Homer D. Peabody, Jr. Betty L. Peabody STATE OF OREGON COUNTY OF The foregoing instrument was acknowledged before me this day of , 1993, by Raymond E. Fink, Patricia Fink, Homer D. Peabody, Jr. and Betty L. Peabody, who executed the within instrument as their voluntary act and deed. Notary Public for Oregon My commission expires _ J DEDICATION PUBLIC UTILITY EASEMENT KNOW ALL MEN BY THESE PRESENTS, that GREENSPRINGS HOMES, INC. , an Oregon Corporation, being the owner of the herein described property, does hereby dedicate to the public an easement for public utilities over, under and across a portion of Lot Twenty in CLEAR CREEK SUBDIVISION, a Planned Community to the City of Ashland, Jackson County, Oregon; said portion being more fully described as follows: BEGINNING at the northeast corner of Lot 19 in CLEAR CREEK SUBDIVISION, according to the official plat thereof, now of record in Jackson County, Oregon; thence South 15 040100" East 2. 00 feet; thence South 74 020100" West 70.75 feet; thence, along the'arc of a 66.00 foot radius curve to the left (the long chord to which bears North 25 011146" West 2 .03 feet) a distance of 2 . 03 feet to the north line of said Lot 19; thence, along said north line, North 74 020100" East 71. 09ffeet to the point of beginning. IN WITNESS HEREOF, signed this day of 1993. GREENSPRINGS HOMES, INC. By: STATE OF OREGON COUNTY OF The foregoing instrument was acknowledged before me this day of , 1993, by who executed the within instrument on behalf of and by authority of said corporation. 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Y4 30YNIW°� ® -- I1B.55' u� - a 1N4v 49VdS N4d0 °{ `g `0 00 MILLPOND ROAD I�9.90.60N / N _N00'O6'22'E — _ 239.10' o � o o\• c� z Yk �Ju _ a � • 62.00' 62.00' 62.00' .3,2.• ° ,' yam 0Ny °_ -a N. .NV m m• ':' m m L4 0 IQ C2 °l O m Cio \q CT b o —59.00'— —6I.00'e 62.00' s-62.00'— —_62.00'.. Sa0'06'22"W 170.30' m ` \ I I k N00'Ofi'22"E 265 .O9• � I YNV---I (B sia of aea.ing) I f Y P N .IA Ez WIGHTMAN'; STREET Soulhern Oregon �RE Regional Economic Development, Inc. Dl TT 132 W. Main,St,,. 101 Medford,OR 9750/2746 (503)777-8946 (503)479-2502 Fax 779-0953 October 21 , 1993 SO-REDI Board of Directors, Alternates, and City/County Participants Re : Quarterly Report - 1st quarter FY 1993-1994 Dear Directors and Participants: The first quarter of FY 93/94 brings a new Executive Director to SO-REDI . At this point , I 'm sure I have met most of you . If not , my name is Chris Claflin . I was the Executive Director of the Siskiyou County Economic Development Council for the past five ( 5 ) years . Many thanks and happy retirement to Al Thelin who served so well as the interim Executive Director. As I settle in here in southern Oregon, every area of comparison between this area and northern California is positive for the Rogue Valley. The business climate, access, taxation, regulation, state government and local government all are superior . However, the keys to success, regardless of location, will always rest upon our ability to coordinate and communicate . Sincerely, Chris Claflin Executive Director CC/ck A A a Properti. Condssell Banker/Donn UYlas.Inc Komodo.Donnelly d Ca,CPAs Pacific Passer A Light Co. Southern Oregon Suss College Ashland,City of Cutler&Company,Inc Lithia Auto Centers Red Lion Hotels @ Inns TCI West.Inc.Culthwision Bank of America Evetate m fedeN Savings&tan Mamue.R Assoc..Inc. Rogue Community College U.S.Bank Bum Construction Ca First Interstate Bank of Oregon,N.A. Consulting Engineers Rogue Valley Manor US WEST Communications Bear Creek Corpotatlon Grano Pass.City of Medford.City of augue Waste Systems.Inc. United Telephone Compam, BurdB Real ante Ca Jackoo county Medford Mail Ttibuve S&B Jam.Construction Co. WP Natural Gas Eugene F.Burrill Lumber Ca The Jab Courscil Mountain Title of Jackson County Wonern Bank Central cant,City of Josephine County SO - REDI QUARTERLY REPORT (First Quarter FY 93/94) During the quarter ending September 30, 1993 the So-REDI Board of Directors finalized the FY 93/94 budget . Unfortunately, some cuts had to be made . But for the first time in several years funding will be made available for direct marketing outreach. The Board of Directors is also committed to having a structured, facilitated goal setting session before the end of the calendar year. The new Executive Director participated with representatives of the Pacific Power Economic Development Department at the Trends 2000 Business Expansion and Relocation Exposition in San Jose. . The targets of this show were bay area business (primarily manufacturing') interested in expanding and relocating from California. Potential prospects throughout California were notified prior to the show of the opportunity to receive information regarding development opportunities in cities, counties and states . Mexico was also a participant . Turnout was lighter than expected. However, several qualified manufacturing prospects were specifically interested in our region and we will be reporting on progress with their prospects in up coming reports . Lots of promotional literature was also distributed. In the five ( 5) weeks I have been here, SO-REDI has participated in three (3) prospect site visits to the region and has provided service to several others . Industries represented include: plastics manufacturing, telemarketing, building materials manufacturing, container manufacturing, warehousing/distribution and avitiation/marine component manufacturing. Many local business expansion opportunities were served as well . I am very impressed with the attention the southern Oregon area is receiving and the vitality of the existing economic base. ���C�ixYi� �1�CtCE �P�1?�X�ttteXi� rP�o of 0 1175 E. MAIN ST. ASHLAND, OREGON 97520 Phone(503)482-5211 . a tiQr ,lgli 0 m OFA 659 a'� It AgTME November 9, 1993 GARY E.BROWN Chief of Police TO: Mayor and Council ^ FROM: Gary E. Brown, Chief of Police SUBJECT : Liquor License Application Application has been received from MARILYN EVANS dba/FIRESIDE DINING for a LIQUOR license, for an ESTABLISHMENT located at 438 NORTH MAIN ST. , ASHLAND. A background investigation has been completed on the applicant and approval of this application is recommended. tGARYE. OWN CHIEF O POLICE MC :kmh Contents of Record for Ashland Planning Action 93-127 REQUEST FOR A SITE REVIEW FOR A 109000 SQUARE FOOT OFFICE BUILDING LOCATED AT 1175 EAST MAIN STREET. APPLICANT: CITY OF ASHLAND BEFORE THE ASHLAND CITY COUNCIL NOVEMBER 16, 1993 - Notice Map 11/3/93 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 -- Criteria for Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . la Published Notice of Public Hearing 11/2/93 . . . . . . . . . . . . . . . . . . . . . . . . 2 Planning Dept. Staff Report Addendum 11/16/93 . . . . . . . . . . . . . . . . . . . . 3 Electronic Mail from AI Williams to Bill Molnar 11/5/93 . . . . . . . . . . . . . . 6 Memorandum from Jim Olson to Bill Molnar 10/20/93 . . . . . . . . . . . . . . . . 7 - Notice Map 10/20/93 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 - Planning Commission's Findings and Conclusions 10/12/93 . . . . . . . . . . . . . 9 Minutes of Planning Commission Meeting 10/12/93 . . . . . . . . . . . . . . . . . 16 - Street Tree Commission Review 9/30/93 . . . . . . . . . . . . . . . . . . . . . . : . . . 24 Chronology of Events Leading to Move of City Offices . . . . . . . . . . . . . . . 25 Letter from Brent Thompson to Planning Commission 10/6/93 . . . . . . . . . 30 -- Letter from OR Downtown Development Assn. to City Council 10/12/93 . 38 -- Letter from 1000 Friends of Ashland to City Council 10/12/93 . . . . . . . . . . 39 Letter from Marjorie O'Harra to Planning Commission 10/12/93 . . . I . . . . 40 -- Letter from George Kramer to Planning Commission 10/11/93 . . . . . . . . . 41 Letter from Terry Skibby to Planning Commission 10/10/93 . . . . . . . . . . . 42 - Photos from Terry Skibby 10/10/93 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 - Letter from Marilyn Briggs to Planning Commission 10/11/93 . . . . . . . . . . 61 Letter from Fields, Frantz, Swartzberg to Planning Commission 10/11/93 . . 62 Daily Tidings Article 10/12/93 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 -- Letter from Gary Afseth to John McLaughlin 9/9/93 . . . . . . . . . . . . . . . . . 64 - Letter from Marquess & Assoc. to Gary Afseth 9/8/93 . . . . . . . . . . . . . . . 65 Exterior Building Elevations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66a Exterior Building Elevations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66b - Information submitted from Galbraith & Smith, Landscape Architect . . . . . 67 - Miscellaneous Newspaper Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 -- Letter from Friends of Ashland to City Council 9/9/93 . . . . . . . . . . . . . . . 76 -- Miscellaneous Newspaper Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 . Letter from Historic Commission to Mayor and City Council 8/17/93 . . . . 92 Daily Tidings Article . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 f � ' Letter from Pat Acklin to Newspaper Editor 8/17/93 . . . . . . . . . . . . . . . . . 94 Miscellaneous Newspaper Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Notice is hereby given that PUBLIC HEARING on the following request with respect to the ASHLAND A copy of the applicati on,all documents and evidence relied upon by the t and applicable criteria are available for inspection at no cost and will be provided vided at LAND USE ORDINANCE will be held before the reasonable cost, if requested. A copy of the staff report will be available for ASHLAND CITY COUNCIL on the 16th DAY inspection seven days prior to the hearing and will be provided at reasonable cost. if quested. All materials are available at the Ashland Planning Department,City OF NOVEMBER, 1993 AT 7:30 P.M. at the Hall,20 Est Main,Ashland,OR 97520. ASHLAND CIVIC CENTER, 1175 East Main During the Public Hearing,the Mayor shall allow testimony from the applicant and Street, Ashland, Oregon. those in attendance concerning this request The Mayor shall have the right to limit the length of testimony and require that comments be restricted m the applicable criteria. The ordinance criteria applicable to this application areon the reverseof this notice. Oregon law states that failure to raise an objection concerning this application, If you have any questions or comments concerning this request please feel free to either in person or by letter,or failure to provide sufficient specificity to afford the contact Susan Yates at the Ashland Planning Department,City Hall.at 488-5305. decision maker an opportunity to respond to the Issue,precludes your right of appeal to the Land Use Board of Appeals(CUBA)on that issue. failure to specify which ordinance criterion the objection is based on also precludes your right of appeal to W BA on that criterion. }9 IE SAA � i J 1.W/Jpgl}SE 2 FLFl 15LV1e 117 � �.� WAVIR/LX a rRrerxrr srwoe • I s n ovra[o sraRrot »n. ® '\\. r.rralcE OCVamuExr sraucE/sm.1c£rua o.Ranaw NE w �. ot=F/CE ® r 5200 OD u : r �,•\ LU A \ 10. ❑ 1 101—I LLJ j.a900 L a. Mp1 N. z z ,moo. EASE . , _ i29W• 0 — w — - - Lu Wj- — — — « I ¢ ¢ t/l �290C �:1�'••3100 ; 5 - I 6 ZI W - ii 3C00 . O ASHLAND SENIOR Q Z - zto HIGH SCHOOL (DISTRICT 51 PLANNING ACTION 93-127 is a request for a Site Review for the location of a 10,000 square foot office building located at 1175 East Main Street. Comprehensive Plan Designation: Public Facilities; Zoning: E-1; Assessor's Map a: IOBC; Tax Lot: 5302. APPLICANT: City of Ashland t 1 SITE REVIEW 18.72.050 Criteria for Approval. The following criteria shall be used to approve or deny a site plan: A. All applicable City ordinances have been met and will be met by the proposed development. B. All requirements of the Site Review Chapter have been met. C. . . The site design complies with the guidelines adopted by the City Council for implementation of this Chapter. D. That adequate capacity of City facilities for water, sewer, paved access to and through the development, electricity, urban storm drainage, and adequate transportation can and will be provided to and through the lsubject property. (Ord. 2655, 1991 ) NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that the Ashland City Council will conduct a public hearing on Tuesday, November 16, 1993 at 7:30 p.m. in the Civic Center Council Chambers, 1175 E. Main Street to discuss the following subject: Request for a Site Review for the location of a 10,000 square foot office building located at 1175 East Main Street. APPLICANT: City of Ashland Nan E. Franklin City Recorder PUBLISH: Daily Tidings November 6, 1993 Z ASHLAND PLANNING DEPARTMENT STAFF REPORT ADDENDUM I November 16, 1993 PLANNING ACTION: 97-127 APPLICANT: City of Ashland LOCATION: 1175 East Main Street ZONE DESIGNATION: E-1 COMPREHENSIVE PLAN DESIGNATION: Public Facilities REQUEST: Site Review for construction of a 10,000 sq. ft. Planning/Public Works Office Building. 1. Additional Information This action was approved by the Ashland Planning Commission on October 5, 1993. The findings were adopted on October 27, 1993. The City Council appealed the decision by motion. The site review request is before the City Council de novo. The packet information provided to the Planning Commission is included here, along with additional information presented at and since the hearing. Street Capacity In response to an issue raised at the hearing regarding street capacity on East Main Street, the staff has researched work that was completed by the Engineering Division in May, 1992. At that time, traffic flows on East Main Street were measured at approximately 5500 trips per day. Further, there were some analyses of turning movements at the East Main/Mountain intersection, which seems to be the intersection of most concern. Based upon those studies, improvements were proposed to the intersection to enhance its ability to accommodate increased traffic. This has involved the resurfacing of Mountain Avenue, and the modification of the curb returns, allowing for an easier flow of traffic. Additionally, center left turn lanes are proposed for Mountain Avenue, providing for alternate lanes for the various turning movements from Mountain. There are no maximum traffic flows for arterial streets in the Street Capacity Resolution, but rather a limitation based upon the level of service. The resolution states as follows: [ 1 'The following is considered adequate capacity on Ashland City streets and intersections. A. Arterial streets or any street, regardless of designation, in areas zoned or designated in the Comprehensive Plan for C-1, E-1, or M-1 uses. Level of service 'D'for no more than 20 minutes per day for average conditions." "Level of Service" is basically described as follows: "Level of Service (LOS) is a concept developed to quantify the degree of comfort (including such elements as travel time, number of stops, total amount of stopped delay, and other impediments caused by vehicles) afforded to drivers as they travel through an intersection or roadway segment." "Level of Service 'D'for an intersection turning movement is generally described as often having more than one vehicle in the queue, and drivers feel quite restricted" From a study by Kittleson and Associates (transportation engineers), the following statement is made: 'Past experience with the unsignalized analyses procedure (for level of service) indicates that this methodology is very conservative in that it tends to overestimate the magnitude of any potential problems. Therefore, the results of any unsignalized intersection analysis should be reviewed with this thought in mind." From the Engineering Department analysis, only one intersection movement (left turn, southbound on Mountain).is of serious concern in relation to the capacity. The remainder of the turning movements are all at the A through C level, excepting for very short times for southbound through traffic on Mountain at level "D". Overall, the average of all turning movements in the intersection is clearly less than "D", and on average conditions throughout the day, all movements are clearly less than "D". The Engineering Department analysis only identified relatively short periods of level of service "D", primarily during the peak morning school hour (7:30-8:30 am). In response to this, the Public Works Department undertook intersection improvements which are near completion, adding a center turn lane to Mountain Avenue, both north- and southbound. These lanes will assist in maintaining the flow of traffic through the intersection. Staff believes that the statements in the resolution referring to average conditions applies to the entire intersection. Therefore, with only one turning movement (out of 12 for the intersection) functioning for a short time at level of service "D", PA97-127 Ashland Planning Department -- Staff Report -- ADDENDUM I City of Ashland November 16, 1993 4. Page 2 f i we do not believe that the entire intersection is functioning at that level. Rather, the entire intersection is functioning at a better level since the remaining movements are all at levels "A' - "C". Therefore, it is our opinion, based upon the study by the Engineering Division, and the intersection improvements currently taking place, that this intersection has adequate capacity for this proposed office development. Other Services Also included in your packet is a memo from Jim Olson, Asst. City Engineer regarding the adequate availability of sewer and water service to the site. An E- ntail message from Al Williams, Director of the Electric Department states that the City will be able to serve the proposed offices with electric service as well. IV. Conclusions and Recommendations It is our opinion that the conclusion reached by the Planning Commission and recorded in their findings remains valid here -- that this application meets the applicable criteria for approval. Staff recommends that you approve the application, and direct the City Attorney to prepare the appropriate findings for your adoption at the next meeting, with the following conditions: 1) That all proposals of the applicant be conditions of approval unless otherwise modified here. 2) That 4 covered bike parking spaces be provided at the rear of the building, near the employee entrance, and that 4 additional spaces be provided at the entrance/courtyard area for the new structure. 3) That a 3' wide sidewalk be provided along the driveway entrance from East Main Street to the rear of the immediate site, providing a pedestrian refuge adjacent to the parking area, and an alternate pedestrian access to the building from East Main Street. 4) That all landscaping be installed as per the approved plan prior to the issuance of a certificate of occupancy for the structure. 5) That all necessary easements for sewer, water, and electric be provided as required by the City Engineering Division. PA97-127 Ashland Planning Department -- Staff Report -- ADDENDUM I City of Ashland November 16, 1993 Page 3 f � Date: 5-Nov-93 15: 11 From: AL (Al Williams Electric) To: BILL Subject: Electrical Service for New City Offices Message-id: 246DDA2COlAEAEAE In response to your request of November 4th, 1993, the City of Ashland Electric Dept. will be able to provide service to the new building to be located behind City Council Chamber (1155 E. Main) . Power will be installed underground as required. Voltage provided will be 120/208 volts. 6 f e ^•u.. v ow ASh "O � Pmorttndum G4EGGt� 20 October 1993 'T p: Bill Molnar rum: James H. Olson, Assistant City Engineer r p�1I�7jPtf: Public Works/Community Development Building During the construction of the Police and Council buildings, provisions were made for the proposed construction of a new City Hall or municipal building in the area where the P.W./L.D. building will be sited. During the course of construction, East Main Street was widened to 36 feet and an 8 foot wide sidewalk was constructed along the frontage. Mountain Avenue is also 36 feet wide and has been recently overlayed. Improvements to the intersection of E. Main and Mountain Avenue are ongoing at this time. The north half of the intersection has been completed and the south side will be completed as soon as the Electric Department can relocate a power pole. The completed intersection will have 25 foot wide curb returns and a dedicated left turn lane. A 75 lot parking lot was also constructed to service the Court and the proposed Public Works.building. The Police and Service Center have separate parking areas. An extensive storm drainage system was also installed at that time which included a 24 inch diameter concrete main with 6 inch diameter interceptor lines completely encircling the building site. Sewer service is also available on the site with 6 inch sanitary sewer lines located on two sides of the site within a few feet of the proposed building. Water service will be installed from the 6 inch main in East Main Street and will run approximately 100 feet along the west edge of the parking lot. Fire hydrants are available at E. Main and Mountain Avenue (500 feet from site), E. Main and Lincoln (225 feet from site), E. Main and Garfield (400 feet from site), Service Center, near center of complex (135 feet from proposed building), Service Center, east end site (250 feet from proposed building). Permanent and standby power is available from the Service Center/Police complex. The attached maps show the existing utilities near the site. JHO:rs\..P.b1.... 7. Notice is herebygiven that a PUBLIC HEARING on which ordlanos mcenon the objection is based on also precludes your right of the following request with respect to the ASHLAND appeal toWBAon that criterion. LAND USE ORDINANCE will be held before the Acopy of the application.all documents and evidence relled upon by the applicant and applicable criteria are available for inspection at no cost and will be provided at ASHLAND PLANNING COMMISSION on the reasonable stoat, if requested. A copy of the ataf report will be available for 12TH DAY OF OCTOBER, 1993 AT 7:00 P.M. inspection se ven days prior ta the hearing and will be provided at reasonable cmt� if requested. Ali materials are available at the Ashland Planning Deparanent,City at the ASHLAND CIVIC CENTER, 1175 EAST Hall,20 East Maim Ashland,OR 97520. MAIN STREET, Ashland, Oregon. During the Public Hearing,the Chair shall allow testimony from the applicant and those In attendance concerning this request.The Chair shall have the right to limit The ordinance criteria applicable to this application are attached to this notke. the length of testimony and require that comments be restricted to the applicable Oregon law sates that failure to mite an objection concerning this application, criteria. either in person or by letter,or failure to provide sufficient sped8dty to afford the - decision maker an opportunity to respond to the issue.Precludes your right of If you have any questions or comments concerning this request,Please fed fro s to appeal w the Land the Board of Appals(WBA)on that issue. Failure to specify contact Susan Yates at the Ashland Planning Department City Hall.at 488-5305. NOTE: This Planning Action will also be heard by the Ashland Tree Commission on October 8, 1993 in the Council Chambers located at 1175 East Main Street at 7:00 p.m. I NI+J 39 IE 9AA IEOFNn 1.WNEM]LL4 2 FU6151AIW �� 4 PIO4AM8IgU6E 0.COJnVED BlCIeLiE I. y... M ).Ra1rE LfPMfMFM jr'; a uuwwu munr/ "7 \ oxWr SIIIEI6EM/sew9E8 X11.�'.•. , L.�—� \ 0. CE Y/f0 1 YE Yr OGF/C6 —I \ 5IC0I 2 0 car.. . 1/ BOG . 5100' ® L 1 \ Lu s 1nr o. le 5000 I� c w% Z IF - > L49oo p llli�ll ,.a,"� 4800 e4]OJ it 2700 Z e H Z ,•) ..,,. z9o1 I . Lu W I W 4toD W¢ �e1• ¢ Ir N 29a; .1`.•• 3100 ~ 1 26 1Dy , 6 J c.3w1 J _ W _ ..,a O LL j ASHLAND SENIOR ,Q m a Z - 2000 r i HIGH t SCHOOL A i 27 ID15T86T 51 1\ \' '_l• rl 34001 PLANNING ACTION 93-127 is a request for a Site Review for the location of a 8000 square foot office building located at 1175 East Main Street. Comprehensive Plan Designation: Employment; Zoning: E-1; Assessor's Map /t: IOBC; Tax Lot: 5302. APPLICANT: City of Ashland 8 BEFORE THE ASHLAND PLANNING COMMISSION OCTOBER 12 , 1993 IN THE MATTER OF PLANNING ACTION #93-127, A REQUEST FOR ) A SITE REVIEW FOR THE CONSTRUCTION OF A 10, 100 SQ.FT. ) FINDINGS, OFFICE BUILDING LOCATED AT 1175 EAST MAIN STREET. ) CONCLUSIONS AND DECISION. APPLICANT: CITY OF ASHLAND ) -------------------------------------------------------- SECTION 1. RECITALS 1. 1 The application is for Site Review approval for the construction of a 10, 100 sq. ft. office building for the relocation of the Departments of Community Development and Public Works for the City of Ashland. No variances were requested by the applicant as part of the application. The site is located at 1175 East Main Street, the location of the current City of Ashland Justice Center. The site is further described as Tax. Lot 5302 of assessor's map 39 lE 1OBC. The site has a Comprehensive Plan designation of PUBLIC FACILITIES, and a zoning designation of E-1, EMPLOYMENT. 1. 2 The above referenced request is a permitted use within the E-1 zone, subject to the criteria for approval of a Site Review, found in 18 . 72 . 070 of the Ashland Land Use Ordinance (ALUO) . 1. 3 The Ashland Planning Commission, following proper public notice, held a public hearing on October 12 , 1993 at which time testimony was received and exhibits were presented. The Planning Commission approved the request as submitted. SECTION 2 . CRITERIA 2 . 1 The criteria for approval of a Site Review are found in 18 . 72 . 070 of the Ashland Land Use Ordinance and are as follows: The following criteria shall •be used to approve or deny a site plan: A. All applicable City ordinances have been met and will be met by the proposed development . B . All requirements of the Site Review Chapter have been met. C. The development complies with the Site Design Standards adopted by the City Council for implementation of this Chapter. D. That adequate capacity of City facilities for water, sewer, paved access to and through the development, electricity, urban storm drainage, and adequate transportation can and will be provided to and through the subject property. (Ord. 2655, 1991) 9 1 T SECTION 3 . EXHIBITS 3. 1 All matters of record for this application are incorporated by reference. For purposes of these findings, the attached index refers to exhibits, data, and testimony incorporated in the record and considered by the Planning Commission in its decision. SECTION 4. TESTIMONY, EVIDENCE, AND FINDINGS 4. 1 The City is proposing to construct an approximately 10, 100 sq. ft. office building on the grassy area directly behind and north of the Council Chambers. This is the area indicated on the adopted site plans from the previous approvals . indicated for "future offices. " It will house both the Department of Community Development (Planning, Building, & Conservation) and the Public Works Department (Engineering, PW Administration) . It is essentially a single-story design, with a small interior loft area of approximately 1000 sq. ft. for mechanical equipment and some storage. No office space will be located in the loft area. This property has a zoning designation of E-1 Employment District, Land Use Ordinance (LUO) Ch. 18 . 40. The E-1 zone permits outright in section 18 . 40. 020.A: "professional, financial, and business and medical offices, and personal service establishments and in section 18 . 40. 020.M: "public and quasi-public utility and service buildings and yards, structures, and public parking lots, but excluding electrical substations. " By design and proposed use, this use is essentially a professional office, but it is also a public structure. Both of these uses are listed as permitted uses in the E-1 zone and the site plan therefor complies with this aspect of the zoning ordinance. There are no setback requirements in the E-1 zone and the structure complies with the locational requirements of the zone. Parking is being provided by the existing spaces. 23 spaces are required by this use. The site is currently non-conforming .by having too much parking (in excess of l0% over the minimum required) , and this new building will end up bringing the site much closer into compliance. Therefore, the additional office space will result in a more efficient use of the current excess parking area. The site exceeds the required landscaped area, with a detailed landscape plan prepared for the area around the building. The plan has been reviewed by the Tree commission and they have recommended approval of the landscape plan. The building is well below the allowable maximum height limits for the E-1 zone (401 ) . All applicable ordinances City ordinances have been met and will be met by the proposed. development. The position asserted at the public hearing that the site design did not meet all applicable ordinances because it did not conform to the comprehensive plan or the downtown plan is off course. The comprehensive.plan and downtown plan are not ordinances. Staff, this commission and the council have never interpreted the reference to "city ordinances" in this chapter to mean plans. . Consistently, LUO uses the phrase comprehensive plan when it refers to the /0 plan. Besides, the downtown plan only applies wiithin the downtown area. The plan does not apply to site reviews outside of the downtown area. We interpret the reference to city ordinances in this chapter to mean the land use ordinance and the municipal code and not the comprehensive plan or downtown plan. • No ordinances have been identified to indicate this site design has not met all of the requirements of city ordinances. The assertion that the proposed use required a conditional use permit in the E-1 zone is erroneous and was based on an outdated edition of the zone. As noted above, the proposed use is an outright permitted use in the E-1 zone. 4 .2 . All required plans have been submitted, including exterior elevations, landscaping, and energy consumption information. It is the City's intent to construct this building to Energy Edge standards, meeting the most stringent and efficient energy standards. The complex already has its primary orientation towards East Main Street, with direct pedestrian access from the street. This structure, while being located behind the current buildings, provides an infill of the site, with its main entrance accessible from the existing East Main entrance. The plans show the required area and locations for landscaping will be met, that landscape irrigation will be installed, that the landscaping consists of the proper mixture of trees and shrubs and that sufficient street trees exist to meet design requirements. 4. 3 Further, the Site Review criteria require that the design comply with the Site Design and Use Standards adopted by the City Council for implementation of the site review process. Specifically, those standards applicable to this application are "Basic Site Review Standards" found on pages 18 and 19 of the Site Design and Use Standards. These standards are as follows: 11-C-1a) Orientation and Scale 1) Buildings shall have their primary orientation toward the street rather than the parking area. Building entrances shall be oriented toward the street and shall be accessed from a public sidewalk. Public sidewalks shall be provided adjacent to a public street along the street frontage . The - site as presently developed with the Justice Center complex has its primary orientation toward the street. The new office building will be located behind these other building, accessed through a common courtyard area that is oriented toward the street and accessed from the public sidewalk along East Main Street. The building entrance is oriented toward this courtyard area rather than the parking lot. Fully improved public sidewalks currently exist along the entire street frontage of the site. 2) Buildings that are within 30 feet of the street shall have an entrance for pedestrians directly from the street to the building interior. This entrance shall be designed to be attractive and functional, and shall be open to the public during all business hours. 1 � The proposed building As *located further than 30 feet from the street, therefore this standard does not apply. However, the building entrance is located off of a common courtyard area that is accessed directly from the street, providing an attractive and functional entrance open to the public during all business hours. 3) These requirements may be waived if the building is not access by pedestrians. . . . This. site will be accessed by pedestrians, and the requirements do apply. II-C-lb) Streetscape: one street tree chosen from the street tree list shall be placed for each 30 feet of frontage for that portion of the development paralleling the street. The streetscape portion of the site is currently landscaped, and existing street trees are in place meeting the streetscape standard. II-C-lc) Landscaping: 1) Landscaping shall be designed so that 50% coverage occurs after one year and 90% landscaping coverage occurs after 5 years. The submitted landscape plan complies with this standard. 2) Landscaping design shall use a variety of low water use deciduous and evergreen trees and shrubs and flower plant species. The submitted landscape plan provides the required variety of materials, while being designed as for low water use. 3) Buildings adjacent to streets shall be buffered. . . . . This building is not adjacent to a street. Outdoor storage areas shall be screened. . . . . There are no outdoor storage areas proposed as part of this development. Loading areas shall be screened. . . . There are no loading areas proposed as part of this application. A ,rear access area allowing the Engineering Department to load/unload surveying equipment is completely screened from the street by the building location. 4) Irrigation systems shall be installed to assure landscaping success. A full irrigation system will be installed as part of the landscape improvements. 5) Efforts shall be made to save as many existing healthy trees and shrubs on the site as possible. The area proposed for building construction is currently a lawn area with no trees or shrubs. II-C-id) Parking 1) Parking areas shall be located behind buildings or on one or both sides. As shown on the project site plan, the 'existing parking will be located to the east side of the proposed building, complying with this standard. 2) Parking areas shall be shaded by deciduous trees, buffered from adjacent . non-residential uses and screened from non- residential uses. The existing parking lot, which will provide the required parking for the proposed building, is currently landscaped with deciduous trees, with buffering along the perimeter of the lot. All adjacent uses to the parking area are city-owned lands. II-C-le) Designated Creek Protection Areas: There are no designated creek protection areas located at this site. II-C-if) Noise and Glare Special attention to glare, (AMC 18 . 72 .110) and noise (AMC 9 .08 .170.c & AMC 9 .08.175) shall be considered in the project design to insure compliance with these standards. The building will only have low level lighting for the newly constructed area. Existing lighting, currently in compliance with the existing standards, shall remain. The office use will not generate noise in excess of that allowable under- the Ashland Municipal Code. II-C-1g) Expansions of Existing Sites and Buildings. 1) For sites which do not conform to these requirements, an equal percentage of the site must be made to comply with these standards as the percentage of building expansion, e.g. , if building area is to expand by 25%, then 25% of the site must be brought up to the standards required by the document. The existing site is conforming with the standards established in the Site Design and Use Standards, therefore not. requiring additional efforts in compliance. Testimony was presented stating that protected, raised walkways should be required as part of this development. The standard for walkways is required in the Detail Site Review zone. The proposed office building is not located within that zone, therefore, the standard does not apply. 4 . 4 Section 18 . 72 . 150 requires that the plans be reviewed by the Conservation Coordinator for review of the energy usage of the building. The applicant provided energy calculations for the building, prepared by 1, 1 1 Professional Engineer Ted Roner of Marquess and Associates. Further, the applicant has stipulated to constructing the building to "Energy Edge" standards, ensuring the utmost in energy conservation. Therefore, the Planning Commission finds that all requirements of the Site Review chapter have been met by this proposal. 4. 5. The site is presently served and will continue to be served by City water, sewer, electricity and urban storm drainage. Water is available .from the water main in East Main Street immediately in front of the site that is currently serving the site, sewer service is presently available from the lines currently serving the existing buildings, and paved access is available from East Main Street, a fully improved arterial street, to the currently paved and improved parking area. Electricity is available from power lines adjacent to the site, and urban storm drainage is already established on the site, through a previously installed storm drain system. The new building will have its storm drains tied into this existing system. Each one of these systems have adequate capacity for this development. Adequate transportation is also currently available, with the site served by East Main Street, a fully improved arterial street, with sidewalk improvements along the entire frontage of the property. East Main Street has excess capacity for traffic and will have such capacity even after this development. A bike path also is incorporated into East Main Street, providing linked bike access from several locations. Also, an additional bike path will be developed along the nearby railroad tracks in the future, further providing for alternate modes of access. The nearest transit service is available at Siskiyou Boulevard, at Siskiyou and Mountain. An assertion made at the hearing was that adequate transportation did not exist because there was no public transit is currently available to the site. Adequate transportation is not defined in LUO but staff, this commission and the council have never interpreted adequate transportation to mean that all development must be located on an existing bus route. To the contrary, the comprehensive plan provides that the local bus system should be encouraged to "improve accessibility and convenience for commuters through scheduling and routing programs" and that bus routes should be evaluated and changed "to accommodate new growth and demand. " (Page X-26 of the plan. ) We interpret "adequate transportation" to not include locating new development on existing bus routes. Also asserted at the hearing was that the city is held to a higher standard when it comes to providing adequate transportation. We find nothing in the plan or ordinance requirements for this application to support the assertion. The planning commission finds that adequate capacities exist for water, sewer, paved access, electricity, drainage and transportation to and through the subject property. SECTION 5. DECISION Based on the entire record and testimony received on these matters, the Ashland Planning Commission hereby decides that the request for Site Review approval for the construction of a new 10, 100 sq. ft. office building is supported by substantial evidence contained in the record. Therefore, based on our, overall conclusions, we approve Planning Action 93- 127, with the following conditions: 1) That all proposals of the applicant be conditions of approval unless otherwise modified here. 2) That 4 covered bike parking spaces be provided at the .rear of the building, near the employee entrance, and that 4 additional spaces be provided at the entrance/courtyard area for the new structure. 3) That a 3 ' wide sidewalk be provided along the driveway entrance from East Main Street to the rear of the immediate site, providing a pedestrian' refuge adjacent to the parking area, and. an alternate pedestrian access to the building from East Main Street. 4) That all landscaping be installed as per the approved plan prior to the issuance of a certificate of occupancy for the structure. 5) That all necessary easements for sewer, water, and electric be provided as required by the City Engineering Division. Planning Commiss'iolh Approval Date 45 agreed. Thompson moved to deny PA93-115. Hibbert seconded the motion and it was carried with Armitage, Hibbert, Carr, Thompson and Jarvis voting "yes" and Bingham, Medinger, and Powell voting "no". Those voting to deny believe the 13' x 13' sign can be 10' x 10'. PLANNING ACTION 93-127 REQUEST FOR A SITE REVIEW FOR THE LOCATION OF AN 8000 SQUARE FOOT OFFICE BUILDING LOCATED AT 1175 EAST MAIN STREET. APPLICANT: CITY OF ASHLAND Site Visit and Ex Parte Contacts Carr and Armitage had a site visit. —Bingham had conversations with many people. In each, the discussion did not pertain to a site review, but political issues. Therefore, it does not seem there would be a reason to divulge any ex pane contacts. —Powell also had conversations with many citizens as well as meetings in discussing a possible move to the Mark Antony Hotel. She had a discussion with Larry Cooper who wondered the time of this hearing. —Thompson has been involved in this issue extensively for a number of years. He has written an editorial and columns and believes he would be more effective by stepping down and acting as an opponent. Since he is stepping down, he hoped Councilman Laws and Councilwoman Acklin would consider stepping down if the action gets to the City Council. —Hibbert had read the articles in the paper but feels he can be objective. —Jarvis had a site visit, has read the paper and the packet, has avoided discussions with citizens on the criteria. Since the review is limited to the site review, none of her conversations had anything to do with the site review. ->Medinger had no ex parte contacts. He has had no conversations with citizens regarding site review. Hibbert wanted reassurance from Powell and Bingham that they could be objective since he has heard comments from them thinking City Hall should stay downtown. Bingham and Powell both strongly emphasized the need to look only at the site review criteria and ignore the political issues involved. They underscored their ability to be completely objective in hearing this action. STAFF REPORT ASHLAND PLANNING COMMISSION 4 REGULAR MEETING OCTOBER 12, 1993 MINUTES /6 McLaughlin gave a brief history of this application, as outlined in the Staff Report. This involves a continuation of what began in the 1980's. The plan showed a future building that would house the remainder of City Hall. There have been some modifications; since that time, the Downtown Plan was adopted and included a specific language retaining some City Hall functions downtown. The proposed building is for Public Works and Community Development. The proposed building is designed to compliment the existing design. The primary entrance will be right behind the Council Chambers. The building will be built to beyond energy conservation standards. This is E-1 zoned property with a Comp Plan designation of public facilities. The building is considered professional offices which is an outright permitted use. What offices are to move and whether to build the building, are not within the purview of the Planning Commission, only the Site Review criteria. McLaughlin read the criteria for approval. Staff believes the criteria have been met and recommended approval with five attached Conditions. Bingham wondered if the Lithia water fountain would be altered. McLaughlin said it would not and that the courtyard area would remain and some modifications of the berm will be made with a small rock wall that will be incorporated into the design. McLaughlin reported the following be entered into the record: Mayor Golden's letter, letter from George Kramer in opposition, a letter from Marjorie O'Harra, a FAX from Mary McCurty of 1000 Friends of Oregon, a FAX from Brian Scott who is President of Oregon Downtown Development Assn., a copy of a letter and photos from Terry Skibby, an article from this evening's Tidings, and an addendum to the letter from Brent Thompson with additional signatures. PUBLIC HEARING GARY AFSETH, 313 Ravenwood Place, architect for the project, discussed the administrative space study done last year. The information derived from this study allowed for projections and goals of each department. There is currently approximately 7,000 square feet of space downtown. It was found that at least 17,000 square feet would be needed in the next ten years to satisfy City growth. The recommendation emerged for Public Works and Community Development to move the Civic Center site with a proposed 10,000 square foot building to be constructed to meet the needs of those two departments for the next ten years. ASHLAND PLANNING COMMISSION g REGULAR MEETING OCTOBER 12;1993 MINUTES The proposed building will consist of a two-story building with a second floor to house mechanical equipment. The building will be handicap accessible through a series of ramps. Public Works requires a service drive which will be located off the north side of the building. The landscaping will consist of plantings that will blend with the existing landscaping. The site is bicycle accessible and bike racks are planned for the front entrance and staff entrance. Medinger asked what type of siding would be used and Afseth responded the siding would match the existing siding (cedar siding). Medinger wondered if Afseth had thought about the scarcity of old growth cedar and asked he would consider other possibilities. Medinger hoped there would be plans for daylighting the new addition. Afseth said skylights were planned as well as motion sensor lighting. Medinger wondered if the building could be produced for $67.50 per square foot. Afseth was hopeful. He said they explored metal studs over wood and chose wood because of the availability of wood. He said it was difficult to find tradesmen in southern Oregon dealing in that type of construction. Bingham commented that Ashland Community Food Store is being built with metal studs and he asked if Afseth had any cost differentials. Afseth said he could research and provide those. TERRY SKIBBY, 611 Beach Street, opposes the planning action. He submitted a letter and photos explaining his position. He cited several specific ordinances and sections from the Comp Plan where he believes this application in not in compliance and does not meet the criteria. Bingham assumed the photos Skibby included illustrated the distance between the nearest bus facility and the access and unimproved areas, narrow sidewalks and obstructions. Did Skibby know what would be involved in getting transit service to the site on East Main? Skibby did not know, but commented if a bus were to stop at the site, a person could be stuck at this site for an hour in a vacuum of development with no other supporting services around. BRENT THOMPSON, P. O. Box 201, said there was a correction on the addendum he submitted. It says signatee, and should say signatory. He noted the planning notice was in error as it stated 8,000 square feet not 10,000 square feet. He said there are reasons to deny this action. The application ignores the existence of the Downtown Plan. This is a move of 10,000 square feet of City Hall and involves a move of bulk and function. Thompson attempted to define City Hall in the letter entered into the ASHLAND PLANNING COMMISSION 6 REGULAR MEETING OCTOBER 12, 1993 , MINUTES 45 record. He believes the removal of Planning, Building, Conservation, Public Works and Engineering is bulk enough to constitute City Hall. Thompson cites several places in the Downtown Plan where it refers to the essential nature of having City Hall downtown. This comes down to "applicable City ordinances" in the Site Review ordinance. "Applicable" ties into "use" or vice versa. There have to be certain applicable ordinances and in dealing with "use", it comes down to the moving of City Hall and though it may permitted, it is in conflict with the Downtown Plan. Thompson said this application needs to meet the highest standard of transportation since a city or government entity should be able to be accessed by every single person in the city. This application cannot meet that standard because of the inaccessibility of public transportation. The closest bus stop is one-half mile away and that is not considered adequate. Thompson felt the change last year in the E-1 ordinance was pushed through to eliminate public testimony and input. Thompson reiterated that the City must meet the highest standard. Denying this application is not denying someone's property rights, but trying to•serve the entire city. There are many other options where these proposed offices could go; there are six locations in the downtown. The East Main location is out of the downtown arena. He said the burden of proof is on the applicant to show that there is adequate transportation and that the application is not in violation of the Downtown Plan and not a removal of City Hall in bulk, in other words, not over 50 percent of services and interaction with the public. Jarvis wondered what the standard was for public transportation as she could not find it in the ordinance. Thompson said the highest standard that must be met for a public building that will serve every single person in the City is adequate public transportation or can be within a short enough walking distance from public transportation. One-quarter mile would be acceptable. Jarvis proposed that the time most people communicate with their City is at public hearings, therefore, this would be the time public transportation would be most needed. There is no public transportation in Ashland at night. Thompson contended this building is a non- conforming use and the meeting hall should be moved downtown. Bingham wondered what constituted City Hall. Thompson answered when the Police Department moved, there was no Downtown Plan. Because of this, the Downtown Plan would almost compel the Police move back downtown. ASHLAND PLANNING COMMISSION REGULAR MEETING 7 OCTOBER 12, 1993 MINUTES /9 1 Jarvis thought the Downtown Plan is irrelevant. Thompson perceived this application does deal with applicable ordinances - the Downtown Plan (politically formed documents). He asked the Downtown Plan be entered into the record. He noted the interest from Oregon Downtown Development Assn., 1000 Friends of Oregon, the State of Oregon, and Jackson County Citizens League, Ashland Historic Commission who all feel the move is wrong. SUSAN HUNT, 220 Nutley, agreed with Thompson. It seems the functions of Community Development and City services constitute the greater part of the interaction the public has with the City. She shares the concerns about transportation and access as well. MARILYN BRIGGS, 590 Glenview Drive, agreed with Skibby and Thompson. Of the 47 employees, how many will occupy the new location? McLaughlin thought 23 people. Briggs rejected on the basis of extravagance. LARRY COOPER, 346 High Street, wanted to discuss the use of the existing building and the proposed building. Personally, he has made 25 individual trips in the past 14 months to the offices of Community Development as part of making two or three errands within walking distance of the neighborhood. With the offices located on East Main, he would have made 25 round trip auto trips with no other reason than to visit these offices. He would submit that the transportation issue is extremely significant and asked the Commission to deny on the basis of Criteria D as the applicant has not shown there would be adequate transportation. He referred to the Comp Plan Council policy for encouraging residents of the City to bicycle or walk as an alternative to the automobile and to use public transportation. The applicant has not included how this will happen. RON ROTH, 6950 Old 99 South, stated he has worked in downtown Ashland in 16 years. He asked, "Who is the City and what is Planning?" The City was represented by the architect and no one else. He thought the political decision should come first and the Planning Commission should not be hearing this as a Site Review. He would like to have the downtown business owners to be polled or perhaps a vote of the citizens. Moving the office will create more traffic--employees walking to lunch will drive downtown to lunch. He would like to see the Commission deny because they do not know who the City is. BILL EMERSON, 90 Fifth Street, wondered if it is true that the existing building has to remain as City Hall.or house City services. McLaughlin said he understood that when the property was deeded, and it was to be used for public purposes. ASHLAND PLANNING COMMISSION REGULAR MEETING - 8 OCTOBER 12, 1993 MINUTES ZO , CATHY GOLDEN, 806 Oak Street, cited Criteria D - inadequate transportation - she does not believe it will be an improvement to move most of the City functions to a place that never has public transportation and is unlikely to get it. Some of the largest public meetings have been held downtown at Hillah Temple. She also reported that more people use City Hall each day than attend most of the public hearings. They can travel by foot, bike or public transportation to downtown. Bingham wondered if the approval was conditioned on receiving transit services from RVTD, does Golden know what that would require to obtain services. She did not know, but pointed out that the City (Council) has said they want the public to be less dependent on the car., McLaughlin read a letter into the record by Marjorie O'Harra, Tolmari Creek Road. RICK VEZIE, 446 Walker Avenue, questioned whether there was adequate paved access to the development. He lives on Walker Avenue and travels on East Main. The busiest time of day is in the morning and late afternoon. Traffic flow will move to this location.* He does not believe there is paved access or adequate capacity. McLaughlin said the resolution on capacity would apply. East Main is an arterial and is functionally useable and has capacity for future development. Vezie thought the natural history museum and additional development on Fordyce would add more traffic volume. COOPER wondered if there would be a reason to look at this Site Review differently because it is a public building. McLaughlin said "no". Bingham questioned Paul Nolte, City Attorney whether or not it would be legal to move City Hall to another location. Nolte recalled that the building presently housing City Hall downtown is to be used for a town hall or jail. He does not think it would be in violation of the deed restriction if City Hall was to move, however, he cannot be definitive. Medinger wondered how often Nolte spoke face to face with someone in Public Works or Planning. Nolte said about a half dozen times per day. McLaughlin said that RVTD would not put a transit route where there is not enough population. However, as the East Main area develops, the ridership level may reach a level to add a route. McLaughlin said the Commission would be holding the City to a higher standard than any other applicant for Site Review if they base their decision on ASHLAND PLANNING COMMISSION REGULAR MEETING - g OCTOBER 12, 1993 MINUTES Z / requiring a public transportation stop at the East Main site. Carr wondered how "higher standard" was defined. Would that apply to construction as well? BRIAN ALMQUIST, City Administrator, rebuttal, stated public access to the facility is provided by way of fully improved sidewalks to and from the development. The site is located on two arterial streets with bikeways connecting the downtown to Oak Knoll. He would submit the geographical center of the City is at the East Main Street. In 1978 the Council made the decision to purchase the East Main site for the future civic center site. Almquist described the evolution of the East Main site and how through public hearings and meetings, the decisions were made to move some of the functions of City Hall to the East Main site. The Council would like to proceed with the project. The functions to remain at City Hall will be the Mayor, City Recorder, City Attorney, City Administrator, Finance, Personnel, and Utilities. Almquist estimated that to build a building in the downtown would cost approximately $2 million. GARY AFSETH said the largest departments are slated to move to the East Main site. There will be approximately 26 employees with a projected 34. COMMISSIONERS DISCUSSION AND MOTION Jarvis vocalized the difficulty of this application because of the public argument couched in politics. The question is: Does this application on this site meet the Site Review criteria? The only issue raised has been transportation. She did not see any criteria addressing public transportation. Staff could find none and the Commission has never required it in the past. She thought the application meets the burden of proof. Powell thought "adequate" is.starting to become the 'liveability" standard. If this was a private office, it would not be up to the Commission to decide if they moved, however, . it seems different for the City offices because they serve everyone. Hibbert walks out to the East Main site regularly. There are sidewalks and there is handicap access. Most of those using this site will be contractors and they will not walk, bike, & bus, but arrive in pick-up trucks. He would like to see City Hall downtown, but it meets the Site Review criteria. Medinger said, other than having the same emotions as Hibbert, the only problem he can see is additional traffic and awkward daily communication between the staff ASHLAND PLANNING COMMISSION 10 REGULAR MEETING OCTOBER 12,1993 MINUTES . 2 L remaining downtown and the staff that is moving because of the distance between the two. He likes the urban feel of our downtown. Bingham felt the only problem Criteria is "D". It would be futile to condition approval upon a bus stop. He feels it would be proper to hold the City to a higher standard, however, he cannot find it in the ordinances. He is upset that this application is presented as a political issue. Carr viewed the project on its merits and believes it meets the criteria. Carr moved to approve PA93-127 with the five attached Conditions. Hibbert seconded the motion and it carried unanimously. Thompson rejoined the meeting. PLANNING ACTION 93-126 REQUEST FOR OUTLINE PLAN APPROVAL OF AN 8-LOT SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTION FOR THE PROPERTY LOCATED AT 575 ELIZABETH STREET. APPLICANT: WILLIAM D. KIELEY Site Visits and Ex Parte Contacts Armitage, Medinger, and Hibbert had site visits. STAFF REPORT This proposal involves the development of an 8-lot subdivision. It involves a 40 percent density bonus. There is an existing residence on the southern portion of Elizabeth. The applicant is proposing to remodel the existing shop building into a two- unit building. If this did not meet the conservation standards for a density bonus, it would be removed. Randy and Elizabeth are paved with curbs and gutters. The City is requesting the extension of Randy be improved at this time. A letter has been submitted by Don Cowan, owner of the large parcel 200. He has discussed some problems with flooding in the area and deterioration of a drainage ditch. Molnar read Cowan's letter into the record. A ditch runs along the north boundarY of lot 100. There is another ditch that crosses the property. The applicant will have to address any problems with these ditches and ASHLAND PLANNING COMMISSION 11 REGULAR MEETING OCTOBER 12, 1993 MINUTES ' 23 ASHLAND STREET TREE COMMISSION SITE REVIEW Applicantd& a AA .! Date 3o S 3 Address Commercial Residential Proposed Action: Cicy of elshland Planning Exhibit Exnmrt /y • / PA# rf -/27 DATE 1 $T4F Recommendation: St et Tree Commission Representative Date 'l Follow-up: Z l 1 February, 1978 Public Hearing before Planning Commission for adoption of Comprehensive Plan. Designates East Main site for "P-F" (Public Facilities). March, 1978 City Administrator requests Council permission to negotiate with County for purchase of Lithia Mill CiLEXHISIT of As!-.iand Site. ning E.yhibit April 18, 1978 Public Hearing before City Council for adoption /2 of Comprehensive Plan. Plan adopted. Designates East Main site for "P-F" (Public Facilities). (Note: Comprehensive Plan also includes on page 58 a policy to "Encourage early planning and acquisition of sites for needed public facilities...") June 6, 1978 Council votes 5:1 to purchase 8.2 acres at East Main site from Jackson County for future Civic Center site. April-June, 1980 Budget Committee and City Council approve budget, funding first phase of Civic Center to relocate Police, Court and Council Chambers (2 Public Hearings) April, 1981 Council approves first C.I.P. for Fiscal Years 1981-82 through 1985-86 which includes Municipal Office Building and Warehouse/Shop building at East Main Civic Center site. April-June, 1982 Budget Committee and City Council approve budget, funding second phase of Civic Center to construct City Warehouse and Shop buildings (2 Public Hearings). November 2, 1982 Public Hearing. City Council adopts revised Comprehensive Plan again designating the Civic Center site as "Public Facilities". (Note: The revised plan readopts the language to "Encourage early planning and acquisition of sites needed for public facilities...," and to "Use the Capital Improvement Plan to ensure that long- term public facilities planning be as cost-effective as possible."). ZS April-June, 1983 Budget Committee and City Council approve budget, funding covered storage/crane building at East Main Civic Center site (2 Public Hearings). April, 1986 Council approves second C.I.P. for fiscal years 1986-87 through 1990-91, which again includes the Municipal Office Building at the East Main Civic Center site. Early 1986- February, 1988 Downtown Plan Advisory Committee drafts plan for consideration by the Planning Commission. April 8, 1988 Public Hearing. Planning Commission adopts Downtown Plan as an element of the Comprehensive Plan, which includes the following language: "Finally, the city should officially state that the old City Hall building will remain a public presence for the foreseeable future. While as the city grows some functions will have to be relocated, the continued presence of the municipal government ties it to the downtown, and therefore the people. The presence of the City Hall downtown provides several important enhancements to the downtown: it shows the commitment to the downtown to work together on its problems, reinforces the downtown as the city's center, provides ready access to the government by the people, and continues a tradition begun by the first settlers. " July 19, 1988 Public Hearing. City Council adopts the Downtown Plan as recommended by the Planning Commission with no changes to City Hall language, as above. Official policy of the City is that City Hall will remain downtown. 26 March 13, 1992 City Council Goal-setting Session. Goal 3 as adopted was to "Review and prioritize the updated C.I.P.; and Goal 6 "Complete a Space Needs Assessment for City offices and implement a strategy to satisfy those needs." March-June, 1992 Budget Committee and Council consider budget at 2 Public Hearings. Budget message specifically refers to space needs assessment and funds for construction of office addition at East Main site. Capital Improvement Fund narrative also highlights this project. June, 1992 Contract signed with Gary Afseth, A.I.A., architect for Space Needs Assessment and staff committee appointed to work with Afseth on assessment. June- December, 1992 Staff committee and architect meet regularly to refine space needs by position and to project needs for next 10 years. Early January, 1993 Space Needs Assessment completed by architect Gary Afseth and delivered to City. Recommends that Planning and Engineering be relocated to Civic Center and that all other staff functions remain at old City Hall due to need for 17,000 square feet (City Center will only accommodate 10,000 square feet. January 1993 Commissioner Brent Thompson, writing an editorial in the Daily Tidings, argues for keeping City Hall downtown. (Note: The article does not make it clear that only Planning and Engineering Departments are moving.) January 22, 1993. Capital Improvement Plan transmitted to City Council. Includes letter of transmittal from City Administrator outlining decision to move Planning and Engineering. Project detailed on page 58. February 12, 1993 Copies of Space Needs Assessment delivered to Council members at goal-setting session at SOSC. Z7 March 11, 1993 Joint Study Session with Planning Commission to review the C.I.P. (Commissioner Thompson did not attend). April 8, 1993 City Administrator presents 1993-94 Budget to Citizens Budget Committee and Council. Budget message includes reference to office addition at East Main Civic Center site. Page 64 in the Capital Improvements Funds makes specific reference to move of Community Development and Public Works Administration to Civic Center. April 19, 1993 Contract signed with Gary Afseth, A.I.A., . architect for working drawings, specifications, and construction supervision. January-June, 1993 Several letters to the Editor in the Tidings by Jack Nicholson, Brent Thompson and others regarding proposed building. . April 29, 1993 Citizens Budget Committee and Council hold first Public Hearing on the budget, approve budget and transmit budget to City Council. June 15, 1993 City Council holds second Public Hearing on the budget and adopts budget. June 28, 1993 Commissioner Brent Thompson voices opposition to Daily Tidings who carries front page story on the project together with City Administrator's comments. July 5, 1993 Commissioner Thompson informs City Administrator by letter that he intends on opposing moving an functions that are currently in City Hall. July 14, 1993 Thompson writes letter to Mayor and Council asking that the plan to move any functions be abandoned and that the staff be directed to find additional space in the downtown core. July 26, 1993 Thompson writes second "Guest Editorial" arguing that Phase 2 will involve removing the remaining functions to the Civic Center (in spite of the language to the contrary adopted by the Council in the Downtown Plan). Zg August 1993 Guest editorials by Councilors Laws and Acklin regarding rationale of project. August 30, 1993 Contract signed with Galbraith and Associates for landscape plan for proposed building at Civic Center. September 1993 Guest editorial by Mayor in opposition to project. October 12, 1993 Planning Commission considers site review for proposed building addition-at Civic Center site and approves by a vote of 7-0. (R:\brian\newbldg.dm) 29 City of Ashland Planning Exhibit EXHIBIT n- I PA* 93-/;R7 OCT C October 6, 1993 o•*E bv7 YJ s,a=r Gb P.O. Box 201 Ashland, Oregon 97520 See addenda for other addresses for signers of this document Ashland Planning Commission Ashland City Hall 20 East Main Ashland, Oregon 97520 Re: Site Review for moving City Ball- Phase I To the Commission, Few planning applications seemingly as simple as this one would have such long term effects on the whole essence of Ashland. While the applicant for this Site Review will undoubtedly state that approval should be automatic because the application is for an outright permitted use and because "City Hall isn' t really moving, this application cannot be approved. That is because approval violates specific goals and the vision of both the Comprehensive Plan, and the Downtown Plan, which was incorporated into the Comprehensive Plan. It also violates Ordinance 2655 from 1991 , which is Criteria "D" for approval of a site review. Because of the contents of these visioning documents , it must be pointed out that although the budget may have monies set aside for City Hall expansion, that expansion can occur only in the downtown overlay zone ( "D" Overlay district) . The wording, in the budget as to location of expansion has not been made to conform with the new vision of the citizens of Ashland and Oregonians to reduce the amount and length of vehicle trips generated and to fight sprawl at the city core as well as on the periphery. It has riot been made to conform with the citizens view that • government must stay in. the core of the City. However, first it needs to be pointed out that in Chapter 18 . 40 E-1 Employment District under 18 . 40 . 020- Permitted Uses under G, while it states that "Administrative or research establishments" are an outright permitted use, Public: and public utility buildings and yards are conditional uses under 18 . 40 . 040-C . Therefore , this application must be denied due to a procedural error on the part of the applicant . Public and public utility buildings and yards are not an outright permitted use in this zone. This application certainly is for a. public building and definitions in the land use code do not preclude this interpretation It is not just an "administrative or research establishment" but a "public" building. If there is ambiguity, the stricter standard should prevail , when government is the applicant . The zoning map included in the Comprehensive Plan revision of last year includes no marked overlay that would preclude that provision of the land use code from being Q applied nor does there appear to be one. If there is, it is not generally known. Therefore , there is a climate that is vague, conflicting, and ambiguous which would then mean that the application has to meet the higher standard of scrutiny of a Conditional Use Permit proceeding. But in the event that this application is amended (or that the attendance of one Planning Commissioner at study sessions hasn' t been without absences and the permitted uses have been changed without his knowledge or cognizance) and we are faced with a Site Review proceeding, "City Hall would be moving if this application is approved . But that :approval would not be legal according to our ordinances and adopted plans. That there might also be a hearing for a Conditional Use Permit does not make irrelevent or invalid the following arguments . The above mentioned Comprehensive Plan and Downtown Plan are the visioning documents that must guide the City. If these documents don' t guide -the City, then all long range planning meetings by the City Council , the Planning Commission and other bodies are worthless . When there are conflicting policies as appears to be the case here, the visioning documents should prevail , not budgeting documents . Also, no approval should occur for any application that clearly conflicts with traditions to the extent that this one does . When a society casually throws out traditions that bind a society together or that have been valid constants for generations , that society. is in danger of losing its way. In the following pages it will be shown why this application does not meet the criteria for approval , but the main reason this application doesn' t warrant approval is that we. should never risk abandoning our downtown to tourism just because our success in that arena has caused a parking shortage in the eyes of some . In any city in the United States some have undoubtedly perceived a parking shortage since the arrival of the second automobile in that city. This application violates the sound public policy of .maintaining government in the heart of a city. City government is what carries out the policies of the voters and the elected and appointed officials of the City. For optimum coordination these should be under one roof or in close proximity to each other .. For practical purposes some functions such as heavy equipment maintenance and storage, sewage treatment, water storage, power generation, and certain other functions should be away from the core of the city because of the noise , dust , or smells they generate or because of space limitations . But those operations and functions of a city that don ' t operate with conflicts should remain at the core. The department heads and staff members who may deal with the public should remain at a central location so that 2 3 / citizens who don' t drive can visit officials without hardship and so that people in general have easy access to government in the conducting of their day to day business in the core of the city. In considering this issue is seems necessary to attempt to define the term "City Hall" . City Hall is the location of the decision making bodies or individuals, and it is the location of the various city administrators and their sections that are to directly report to the decision making bodies or individuals . City Hall is also the location of departments or activities where the public goes to inquire or complain about various city functions and responsibilities . It is the place where citizens go to apply for various permits. City Hall is the location of those city personnel who would have extensive direct contact with the public in an administrative capacity. City Hall is the place where City mail is sent and in this case the address is 20 East Main St . , Ashland, Or 97520 . To fragment unnecessarily the various functions of any city is to cause hardship for those city government serves and therefore is and ought to be against public policy. Thus , the removal in this first phase from the downtown of Engineering, Public Works , Planning, Building, Energy Conservation, and Water Conservation because of their managements 's direct subordination to the decision making individuals or bodies and because their staff 's extensive direct involvement with the public in an administrative and permit issuing capacity is in effect a removal of City Hall from the downtown. Again, this application is for Phase I . What would move next is unspecified. That part of City Hall may have already been removed in the 1970 ' s from the downtown, i .e . the Police Department , is not cause for continuing the practice, just as granting .of a variance in one set of circumstances is not grounds for automatically granting a variance in a similar set of circumstances . Taking any part of city government from the downtown, including the long since departed Police Department , is an error unless a city deliberately wants to harm the downtown. Fortunately, our Comprehensive Plan and Downtown Plan prohibit that . In fact , in the case of the City of Ashland, a police substation should ' be brought back downtown. Regarding the specifics of this application, the Site Design and Use Standards chapter of Ashland ' s land use code , 18 . 72 . 050- Criteria for Approval of a Site Plan- has four criteria that must be met for approval : A. All applicable City ordinances have been met and will be met by the proposed development . B . All requirements of the Site Review Chapter have been met .. C. The site design complies with the guidelines adopted by the City Council for the implementation of this Chapter . D. That adequate capacity of City facilities for water, sewer, paved access to and through the development , electricity, urban storm drainage, and adequate transportation can and will be provided to and through the subject property. (Ord. 2655 1991 ) Please note the word "Use" "in the title. Criteria- A . - All applicable City ordinances have been met and will be met by the proposed development . That there may not be adequate space in the existing City Hall does not mean that the only alternative is to move City Offices from the downtown— The site selected for the relocation of Planning, Building, Energy Conservation, Water Conservation, Public Works, and Engineering from the downtown is over one mile from the existing City Hall , a location which cannot be construed as being in the traditional and historic downtown area. The historic downtown ( "_D" Downtown Overlay District ) ends over one-half mile from the proposed site. Therefore, the proposal which is Phase I , is a proposal to remove City Hall from its historical site and from the downtown. In Chapter I of the Comprehensive Plan (which has to be considered an applicable ordinance) Ashland 's History and Historical Resources, on page 14 under Historic: Preservation the first few lines set the tone for how historic structures including our current City Hall are to be treated by the City. "Many buildings and sites in and around Ashland are of historic interest due to age , design, and association with historic events or people . These resources represent a unique part of Ashland. The identification, protection, and preservation of these resources is critical in maintaining Ashland ' s cultural integrity and attractiveness . . . " It follows from this that the City is obligated to maximize its current City Hall before abandoning it for a peripheral area because removing functions unnecessarily is not consistent with protecting City historical resources which is defined as having an"association with historic: events or people" Much history has occurred in that building and on the site of the Plaza in and by the sections or departments that would move . In fact , past and present individuals in those departments or sections that would mbve have been vital in the formation of Ashland as we know it today. That' is history. We must protect our historic heritage, and fortunately, our documents compel us to do that . � 3 This application does not serve to maintain the cultural integrity of Ashland. Government is culture and fragmenting that culture by removing part of it does not serve to maintain its integrity. . The use of the current City Hall building is not maximized in that there. is a considerable section that is one story when it could be three. The section that is two stories could be three. The city owns the land adjacent to the current City Hall where it could expand, and the City has the capacity to acquire space in an adjacent structure for City Hall expansion. Therefore, this application does not meet Criteria A due to the violation of the application of Chapter I of the Comprehensive Plan. Removing historical City functions from their traditional building, site , or traditional area when they have long been associated with that location could only occur if all alternatives have been exhausted to accomodate those functions . The alternatives have not been exhausted nor could they ever be. Regarding Criteria D- That . . . . .adequate transportation can and will be provided to and through the subject property. (Ord 2655 , 1991 ) Adequate transportation is not available to the site of the proposed new City Hall . With increased emphasis on alternative modes of transportation moving City Hall to a site with no current or proposed public transportation one mile from the current transportation hub means that this criteria is not met . There has to be the highest standard for government in meeting this criteria for approval for a site review because all citizens might conceivably want access to a public building such as City Hall . Removing City functions to a location not readily accessible by public: transportation nor any mode of transportation but the automobile , is a violation of Ord . 2655 passed in 1991 . Chapter XIII Land Use Policies on Page 4 under III-C it states that the City shall "Ensure in the future that all citizens are given the opportunity to contribute their views to planning issues through the public hearing process . " (Chapter 2 . 27 of the Ashland Municipal Code. ) This would indicate that the current practice of holding city meetings away from public transportation arid far away from any place people are likely to want to walk to , violates the Comprehensive Plan. For additional City functions also to move away from public transportation would further restrict access for "all Citizens" , thus violating our Plan and not meeting Criteria "A" . The Comprehensive Plan on page X-26-8a under Mass Transit states "Encourage use and public awareness of local bus systems by city residents . " Moving City Hall to a location where there is no public transportation is a violation of this because the move encourages automobile transportation over any other mode . This application also violates Goal 12 of Senate Bill 1/0/0 where all forms of �Y transportation are to be given equal consideration in land use planning. Criteria "A" is not met because anTgrcilnance is violated and Criteria "D" is not met because there is not adequate transportation to the site. The Comprehensive Plan, X-27-9a states- "Encourage residents of the City to use bicycling and walking as alternatives to the automobile whenever possible. " Removing City Hall one mile from the commercial core and at least one half mile from the nearest bus stop ' is beyond the threshold that makes walking feasible. Therefore, this proposal does not encourage walking, but discourages it . The applicant would have to prove that walking would be enhanced when the proposal is to move City offices to a location where there is nothing else to walk to but those offices . People walk when it is a convenient and when they can combine errands within that distance . This location precludes the likely combination of errands . This would be a violation of the Comprehensive Plan thus causing the application to not meet Criteria "A" . This proposal favors increased use of the automobile which is clearly contrary to the goals in the Comprehensive Plan, the Downtown Plan, City Council policy and the state Transportation Planning Rule generated from Goal 12 . The City must meet the highest standard here since it has many alternatives other than this site for locating City offices . Please see attached Guest Column regarding alternatives . The same arguments hold for bicycling. If the applicant cannot prove that this application will reduce vehicle trips then the application will also be violating the goals of Chapter XI Energy, Air, and Water Conservation. The City should be clearly attempting to reduce vehicle trips generated and their length. Setting up services in a ,location where no one currently goes certainly will have the effect of increasing vehcle trips . Again, the City has alternatives where the vehicle trips generated would be the same or less particularly if a police substation were brought downtown and if meetings were held downtown. Downtown Plan The Downtown Plan is "a definition of the community' s shared vision of the downtown. " Page 2 . The entire Downtown Plan will he submitted as evidence in opposition to this application. However , special attention should be paid to the following pages and paragraphs as they cause Criteria "A" not to be met . * Page 1- Introduction- third sentence. "The downtown is the historical and cultural center of our city. " Government is culture . This guiding document does riot state that culture should be removed from the downtown S because it is a problem there or not consistent with the goals of the Downtown Plan. * Page 2- under Goals of the Downtown Plan- The second goal is , to have a "downtown that continues to be Southern Oregon's cultural and arts center . " Again, government is culture and removing it from the downtown is contrary to this goal . * Page 3- first sentence of- the paragraph- "This hypothetical future downtown, closely resembles Ashland today. " Ashland today has City Hall downtown. * Page 20- last phrase This makes reference to "our enviable ' European' environment . " European cities don' t remove government from historic core locations . Therefore , Ashland shouldn' t either if this European environment is to be encouraged. * Page 22- both paragraphs under "A Real Town "- "Ashland combines the attractive qualities of a tourist town--more services than could be supported by the local population--with the advantages of being a real center for a small rural town. The continued location of City Hall on the Plaza symbolizes the combination. The importance of governmental accessibility must not be discounted. " This application discounts the importance of governmental accessibility, and the importance of keeping City Hall on the Plaza. * Page' 44- City Hall- The wording in this section states "that City Hall will remain in its present location for the immediate future. While as the city grows some functions will have to be relocated, the continued presence of the municipal government ties it to the downtown and therefore to the people. With the absence of a City Hall downtown, there is some danger that the downtown will lapse into a tourist amenity. The presence of a City Iiall downtown provides at least these important enhancements: it shows a commitment to the downtown to work together on its problems, reinforces the downtown as the city center, and continues a traditidn begun by the first settlers . " No mention is ever made in this document , which is the downtown visioning document , that any part of City Hall should be removed from the city core , i .e. , the downtown overlay zone . That budgeting documents may say differently means only that they weren' t brought into conformance with the vision. We must budget money, but where it goes must be according to the vision of the people of Ashland. * Page 22 "Downtown's ambiance cannot be copied. It comes from the city' s life style as much as much as some secret promotion ' formula. It has prevented Ashland ' s success as a tourist town from overwhelming the city' s character . Merchants recognize local residents as the most important future 7 3� market thereby asssuring that the past ' s good sense will continue. " Moving any City functions used by residents away from downtown means there is less reason for residents to go downtown. But as more arguments are submitted, the overriding point is that in all the visioning documents there is no mention of removing City Hall from the historic core of the City. That is because the people who contributed to those documents and the public didn' t and don ' t want it to move . This is not an issue where denial of this application denies individual property rights or causes undue hardship on an individual . This is a case where approval denies the. rights of citizens to access government . Therefore, this application must be denied because it is repudiated by our existing vision and ordinances . This particular use on this particular site is forbidden. Respectfully, Brent Thompson " Ashland Planning Commissioner ' Board Member of the Jackson County Citizen ' s League � 3� OCT 12 '93 04:13PM OR. DOWNTOWN DEVLPMT.503 2222359 P.2 Liveable ODDA'smission Oregon Downtown Development Association City Centers is to improve 91a sta'Morrison,Suite Sae,Portland,Omgon 97109,FAX: 1u-1159,(Sol)141-a1BL community liveability by promoting vital city centers. City of Ashland October 12, 1993 Planning Exhibit Ezwe1T Q• o� Mayor and City Council _ DA# 9 City of Ashland DATE (O-(:t aTAPF A/ 1333 Fast Main Sam Ashland.Oregon 97520 BOARD OP ADVISORS Otto J. .y,,. .&, I'k�Mayor and Members of the Cotutcil: rrnhnntayrr.Ixmhrtalr. YD Jctfiame,I'rm..dmornn Coburn L.G,abtnhor:t,Sr. I understand that the Ashland City Courted is considering relocating its city hall outside Grikn L. Bm,.Mad Ct.S Edmund P.Jtnscn of downtown The Oregon Downtown Development Association strongly encourages U.s.mm�,U,P William S.Nair. that you keep city hall downtown in either its present location or at another city-center H.Na,m Peapr,tua John Olsen size. A downtown location will serve several agendas: f,.nd.,d N....nt.Cn. Ionia sth.ra.r 1— Higher Density Downtown. The notion of a higher density downtown, Rut),F.r,utl protecting surrounding neighbodtoods and countryside from sprawl,is the Ruth F.Scou - An.udnn fn,Pnr,land N,.,, centerpiece of ODDA's vision for Oregon's communities.Higher densities and Bill Wyatt (mini lltomr„Coup i mixed uses will work best if they develop ft m the inside out.The chance o luiw)O,[ARF.CTORS build a new city hall is likely to be the City of Ashland's most significant Jams,A.Zthrcn opportunity to achieve this goal for decades. Cbahp ..n ER.^• r•t 2— Mixed Uses Health downtowns include man activities, including culture. r=,d Y Y $ Anne M.,rour employment,govemmen�education,services,retail,housing.and public areas. st.rnaryn taaruKr Emt,ald P,w ,uuloy 3— A Compact Commercial Core_Commercial developers often talk about Untrai,1ul;ana Vivid Kinney "critical mass,"to refer to a concentration of activities that together feel like a Imnudim,Pm,Cbmr cry.(hl.ynm place.The mom concentration,the more critical mass.the more"sense of place". cat[Abbott Downtown Ashland has abundant:of sense of place,but the mix of government Ibrtland$ame Umrmny,Portland Bradley C.&,ry uses with retail and tourist functions can be the difference between a real place Brurn.'1'arlu.K B.Ky.N—W,, and a Disneyland. J,b Bladine Nrm,-Nr�.err.Wm......lk As the leaders of a growing community,you ate in an enviable position to shape the Round Curry Lan.„an„1 D,nkn.Spr,nlbald identity of your city while providing a catalyst for development throughout the Ronald A.Craybcal community.I o$e you to keep cis Y government a vital l e in downtown Ashland. ttW,ot k I—he,P.,tlnnd Melc0lm J.hnmone. , McMinndlU Dnwnmv,n M.rci.,inn ®rian 6Scod G.a4 McRohert Maynq CweaMm - Gary Middlemn Pl.,ny nvn.,,R.ker Cie, T.r,y Mill.,Au i.rlon fnr Pdrl.vd Prr —% Rieha,d E.R.11.nd t arld Buie ltive Director R ,Uim A hiueo .Plan.. Portland Clan Rea Ue.dup.n Albany Ruth E.Scott BDS:er Ar ..i on Sze Pmdm,J P,oart,. P.m$ilh.rnalel (7iry Cmmcil,AM.., John C.Spo¢cr $panam K K.PP,.lbnlmd Jo,nnt L.Van Net, Orc1nn$hakpl.-.r. Fmivd,pwLnd Scott C.Wyec m.y,,&Wyu.runland Rn-o D.Stn, hoid.n,.nd E.uunv.Direcror i 3P O C T — 1 2 — 9 3 T U E 1 6 : 26 1 0 0 0 F= RIENDS O F ORE . R _ 0 2 1000 FRIENDS City of Ashland OF OREGON Planning Exhibit EXHIBIT d 3 CG- i u 1593 FA a 3-! DATE�O,/x•q� STfF October 12, 1993 BY FACSIMILE City Council Planning Commission City of Ashland 20 East Main Ashland, .OR 97520 Re: proposed New City Offices Ashland has an excellent statewide reputation for planning, growth management, and for making its community accessible to all - pedestrians and bicycles, as well as cars. At 1000 Friends, we have frequently advised other cities and community groups to look at the work Ashland has done in these areas for models they can use in their own communities. Therefore, we were surprised and dismayed to learn that Ashland is considering moving its city government offices out of downtown. one of the goals of Oregon's land use planning program is to maintain healthy city cores, rather than abandoning downtowns. Maintaining city offices in traditional downtown areas is one sure way of proving a commitment to those areas. This also makes government more accessible to all residents, not just to those with automobiles. Ashland has been a leader to date in creating and maintaining a vital, traditional downtown core. It would be ironic if while other cities regret their past decisions which encouraged sprawl and lead to decaying downtowns, the city many look to for how to do it "right" in fact does it wrong. We hope that Ashland continues its past leadership by rejecting any further consideration of moving the city offices to a suburban- like setting. Thank you for consideration of our comments. Sincerely, Mary Kyle McCurdy I Staff Attorney . � 9 534 SW Third Avenue, Suite 300, Portland, Oregon 97204-2597 Phone: (503) 497-1000 Fax: (503) 223-0073 E-Mail: inmail@frien&.rain.eom City of Ashland Uctober 12 , 1993 Planning Exhibit EMHIin� y Ashland Planning Commission PA _ # gmOt7 DATE!0'I]•47 Testimony of Marjorie O 'Harra 1235 S . Tolman Pd Ashland 482-0824 Having been away from Ashland since May , I assumed we had missed all of the public meetings regarding the proposal. to build a new City Hall . Now I read there have been none . I would assume this is not a legal issue to be debated on fact and finding , but rather a question of how the residents of Ashland react to a proposal made by staff and elected officials . . . So I 'm here to react . In the rapidly changing times we face,three constants will become increasingly important to Ashand . . . Lithia Park , Siskiyou Boulevard , and the Plaza . If we Lose a strong local presence on the Plaza . . . the City Hall . . . we 've lost one of the three. I strongly support the arguments Kathy Golden presented in Friday ' s ( 9-8-93) Tidings to keep the City Hall in . the heart of town , and the alternatives to building a new building pa, outlined by Brent Thompson in the Sept . 28 issue of the Tidings make hood sense and should be carefully consideed . Also , because it is more than just >uilding a building . . . it is a proposal to make a major change in the character of Ashland ' s downtown , it is an issue that should have the public hearings • required of other construction projects that change the character and use of an area. 7"D George Kramer OCT 1 11993 Historic Preservation Consultant 386 North Laurel, Ashland, Oregon 97520 (503) 482-9504 11-October-1993 City of Ashland Planning Exhibit Barbara Jarvis, Chair EXHIBIT O - 5 Ashland Planning Commission an n q3-1;k7 Ashland City Hall o♦TE Low STAFF f 20 East Main Street RE: Site Review, proposed move of Ashland City Hall Dear Chairperson Jarvis, I am writing to voice my support for Brent Thompson's letter urging the Commission to deny the application for site review of the proposed new municipal building. As Mr. Thompson's letter documents, adequate reasoning can be demonstrated to show that this proposal is not in compliance with pertinent sections of Ashland's Comprehensive Plan. That plan, which recognized the pivotal character defining role of maintaining a strong municipal presence in the Downtown core, is an excellent example of how Ashland's planning process has enabled us to retain a connection with our traditional community in the face of growth, increased demand,and. spiraling land costs. I am saddened to think that at a time when large segments of our community work to maintain a balance of tourist and local uses in the downtown, our city government would choose to abandon the heart of the city, even partially, without a thorough and public airing of alternatives. Ashland's City Hall has been the focus of the Plaza, and city government, for over one-hundred years. Clearly, as the present situation implies, there is far from universal consent to alter that tradition. Of course, public controversy is not a basis for any planning decision. However, as Mr. Thompson's letter demonstrates, there are clear issues in the proposal before you that do fall within the purview of the Planning Commission and ought arguably lead to a denial of this request. I urge the Commission to do just that. Sincerely, Ge amer Ciry n=hlnnd cKrmir � �p i October 10, 1993 PA# 12"? 611 Beach Street o.re o-Laya s.a� , Ashland, Oregon 97520 Also see attached photo survey: "Access From Nearest Bus Stops To' Site" . Ashland Planning Commission Ashland City Hall 20 East Main Ashland, Oregon 97520 Re: Planning Action: 93-127 Dear Commissioners, I, Terry Skibby, am opposed to Planning Action 93-127 : "Site Review for the construction of an 10,000 sq. ft. Planning/Public Works Office building". I feel that Planning Action 93-127 is not in compliance to the "Site Design And Use Standards" section 18.72 .010 : "Purpose and Intent" , and I question compliance to "Criteria for Approval" section 18 .72 . 070: Criteria "A" , "B" , "C", and "D" ' In Addition to this, I have noted other areas of possible noncompliance. 18 .72 . 010 Purpose and Intent. (Site Design and Use Standards ) . "The purpose and intent of this chapter is to regulate the manner in which land in the City is used and developed, to reduce adverse effects on surrounding property owners and the general public, to create a business environment that is safe and comfortable, to further energy conservation efforts within the City, to enhance the environment for walking, cycling, and mass transit use, and ensure that high quality development is maintained throughout the City. " 18. 08.810 Use. "The purpose for which land or a structure is designated, arranged, or intended, or for which it is occupied or maintained. " NONCOMPLIANCE with section 18. 72 .010 "Purpose and Intent" , and Criteria "D" , resulting in noncompliance with "A" , "B" XIC" , I feel, is due mainly to inadequate transportation to the site in regards to the "Transportation Disadvantaged" including pedestrian traffic, especially the elderly and the handicapped, and in regards to "Mass Transit Use" and it' s accessibility to the site; ('please refer to attached photo survey: "Access From Nearest Bus Stops To Site" ) . I feel that the proposed site is very remote for persons using` alternate modes of transportation and for those persons working there. The access from the nearest existing bus stops is very long and mostly unimproved: (no sidewalks in many places ) , and much of the route is not level ground. Pedestrians would have to use the street, I ' in many places. I see this obvious problem with accessibility to the site as "Adverse Effects" for the "Transportation Disadvantaged" . The bus stops are approximately 1 /2 mile away, as stated in the Ashland Planning Department., Staff Report, October 12, 1993. Also there are questions concerning parking and the parking lot: where is alternate parking` for this site, and how will this impact the surrounding property? Also what ' is the impact of this project to future development in this area and all of Ashland? I question the readiness of this Planning Action. 18. 72.070 Criteria for Approval. "The following criteria shall be used to approve or deny an application: A. All applicable City ordinances have been met or will be met by the proposed development. B. All requirements of the Site Review Chapter have been met or will be met. C. The development complies with the Site Design Standards adopted by the City Council for. implementation of of this Chapter. D. That adequate capacity. of City facilities for water, sewer, paved access to and through the development, electricity,_ urban storm drainage, and adequate transportation can and will be provided to and through the subject property. (Ord. 2655) , 1991 ) " . Please refer to the additional reference information: Ashland Comprehensive Plan, Chapter XIII, "Land Use Policies" : (Chapter X - Transportation) Goal: - PROVIDE A TRANSPORTATION SYSTEM WHICH IS SAFE, DIVERSIFIED, COST AND ENVIRONMENTALLY EFFICIENT, EMPHASIZES ALTERNATE MODES OF TRANSPORT, MEETS THE NEEDS OF THE TRANSPORTATION DISADVANTAGED, AND ENHANCES THE LOCAL ECONOMY, SCENERY AND NEIGHBORHOODS. POLICIES: X-6, Pedestrians and bikeways (a) Pedestrian traffic should be separated from auto traffic on streets and in parking lots. ( 6a) Chapters 18.72 (Site Review) ; 18.92 (Parking) ; 18 .88 (Performance Standards ) . "Site Design and Use Standards" , Adopted by the Ashland City Council August 4 , 1992, page 12 : "Clear pedestrian paths, including raised walkways through the middle of large parking lots, must be included in all designs. " Page 1 : "Analyze the Site"- "The most common mistake of a site layout and analysis is to conceive and design the project in a vacuum and then try to manipulate the site and the regulations to fit the preconceived idea. " Page 17 : (Section II, Approval Standards and Policies ) C. Commercial, Employment, and Industrial Development: "The alternate desired in Ashland is to design the site so that it makes a positive contribution to the � streetscape and enhances pedestrian and bicycle traffic. " DESIGN AND USE COMPATIBILITY. I question the design of the building. f- feel that it is not compatible for ..it ' s intended use: a Public Facilities office building designed specifically for the - use of The Department of Community Development and the Department of Public Works. (see definition of "use" ) . The design is a "box" , not reflecting the current design trends in Ashland. It' s built on a concrete slab,how comfortable is this for it' s occupants? The design and site will impact it's occupants, who influence the design of our environment: Ashland. It' s in a secondary location behind a breeze way and other buildings. It lacks a positive streetscape. Etc. , Etc. , . . In my opinion, this Site Review does not meet the "Criteria for Approval" . I recommend that it be denied. sincerely, Terry Skibby 611 Beach Street Ashland, Or 97520 ( 503 ) 482-2805 r !`i �.�..n -. <�: .. .:. u .., _.-. _ -s= . - --- ,� � j ' ;�� _ . . .:: _.;..� '�KrY .. > .t.. mod. :. • • 1. { � * 511�' � '�� S Yy,� t�'H Y a°nr .cif A r .Ja 4 ?`^ �• �'� `� � %� ' _ QS I it IfT.. -I � �: ' _ f � ! �� y: Y� _ i- Y .JAL^. _ _ i . _ YY y 3 4..frr .wt� i �+' y ?�Sf 6�' v ,;� �� �-4s .!f'a s� �' v+.q. _ . �. - y + - :t�; _ L. 5s r ''• r J � i .� _ a r, GIFT :JLS�t ��R��SC4) 5 Jt(y I�����J T 9 �� •'.14"A _G(le w 'rf' •� `, Y �J > fir ll y � 'ir z s. 11 11 ji. 161 �•;:. 4? � �� \ r y� F ' :�Yxd ter'e ii,,{{��, t •t> s Y r'. 7 .{ < r /Y t�' kk I- Kai�: ' b•t ;, � .'1 -+ 3 1 4 t� • F TiYI �1 S li• � -y � f - . ,, .' r,t�1 •.�i ALA �- � �- �,, y _ `F t •�i+-G } ,! S A 1Vy. of ,F ri&SS ,.1 t rl"� '. '.r r 1 'T4• ��� �. �� � �Q p R'�`�y J��f9A{'(3 � rl �i .- t ^fy�` � '1` �.� V �•1 ant 34 It r . T. « i _ Y - tr- �4..i..•��t i2 . �iii' `,•.Y , , __ ♦ t-... Y �.'� _+i.�'"' �aSEA���.� -^4`3 +52 - � � r.• ct- S° � - .kl ti� e+ 6.a 1 - . _ -. vQ h"M•�i„� :»-.L;"" _ � '�` rte. �1 ' 1lr.J• ra�d.n'I�Y'�,•''; 4ia +'r`f•c: L•rA. s w ' .w '\`✓mot:"J..Y :J \'{x.�; �f', •�"r3r', 3fr r {� , VIII it ', I j in I unr iu:: t t�, ' <!,• � � :: t � `E i�;�l ir><� t h �°I{'11�, "! I ` { pill: \ alt "-'►- , ,.t Jai:.. {+uF "+T`."1 A'? '2£• -. t -fL 3y !3 �+t • Y � i- '" f...± r,a . t�'T��w' `•(M�.� ,:� .. r � ,t Yom, �r s ' .ti �T �; 1,. r•r V:: ..a:e" —+atii�s+�� 4N `�L':_a 1� lit,f� < k i s ro pr I> r.. ACCESS FROM . • Re : Planning Action: 93-127 =•tea ... .� .. ... .. _. i 1 • • Date: t �. F•!SS 'A• .�. � fl l T C 11�1j�:w • • Date : ACCESS FROM NEAREST BUS STOPS TO SITE page No. d Re: Planning Action: 93-127 +C I� !n r i —.sv�w. ":�-� � -1- trt.+�3` - �'�` 7G� Y��."�' �t .'y. �v., x .w.z• . 6" "' '.q�y�yye.!. net'r�n • -....� Lw Lw Location: !vpra+ \ ACC.. I '!i i s+, ° j Date: ! ' I 1 v l ..., •-;'fad- !. ,�L''„i9r'- � � t sti.�ff ��y�'. > ht�a , ,�., w � � �•�'��^�'.4i�5a. � r,�M1'" Y�t..H'�'�!7 1NL �Y��`� w '+ic i Location: !viC'�!" l- i 9rE- ia'�;c ( (Li,rn ._ i Date : ,�'; �1j t !•' 7 �4� i L P t1S r 1 �e rx i i j..: y fin t•u..�di'"My ha I 1 rt i t, 9 l 3 j<i • . . • . - S S #p fir:.. �'�:. •4•' .i'.A' �:�� �' �.. ..y'L '" �►'' ..� . �:? � � � ,, �'R/ a � x - . . �; , ; .f_ �, ►� ,� r g � . -�... �. � x� o - r 14 pq ;. K .. �r` +� ... ... S � � �'�.� ac"'^s j.�� � '�it .Y+t'4 rye 4 -1 3 � `� ti>h�.Y �f ~' t '"� r�^'T-,- ,y �xS"tx•."Tn '� '�.x tXF43. .� � Y �Y�' .M � 1�; ,1 rY:; P..q—r�i -n �1 c L e-.' v �rF�� j�r�: � _ 6 • • �. i � �.` '. �V -` � 1 4.••�.:� �/ .i y ��_�1 � 4a .-- � d r_—. -y�r,,.,... _<:. ,_� �� � I � � /� � ,Yew' ... � .��y _ � ,� fly r � 7a P,# i 34r�1t s:: ' 1 4y j r' � '1°i f' 'T�,� � _ ltd"` � � � �3 A r /i(7o �� � � �� 1 .. o - 4� d. ylix�.�l. Z'. ..�1 lv� • • �� ACCESS FROM NEAREST BUS STOPS TO SITE Paae No. Re : Planning Action: 93-127 1 .,. rw _ � r Location: !nc;ctr- earn-. /a, '(- ;' Date : % c- _, 1) y; ,1 "slr- y � M'Lp: Location: !YL (2 SF <4i;f- icr a Date : ic,' a ', rrr - � /•� a..r � II S �1 J tf`Cjr-ti �h 11 11} ���jRa.• Iii.. � _ e14 t �c. �1��� .� ��� '6L ill {• � „ ��� . ,,.. � A _.zl � u Jw.•p r I MAW i t� is, y T •�y „a 'ry , J M - 1s t —. IiII IJ�ts, I, CkF%RIMNIp I iC � ! . - CCHMIIM1IiY S. a ' 1 - I l M I �.. �,jt'' .� it � ' . .-•f���" ^�32> 2 ARKING ING RESTROOMS Ali �'Zi f �' � •wa' • �7i =r� IIG' n,�r�'' (. �.�i''t� �% a 4'1�. vdw�' ry r . f + � � Y!�/�t�'p "'� •fwd Uti'y T K r w. ` N `� y, �� ,.4 F1{ m111.1)_.•'E flµi� ACCESS FROM NEAREST BUS . STOPS Re: Planning Action: �g 1> i a r. r Location: Location: 10/11/93 08:27 BRENT THOMPSON 503 488 5311 NO. 007 1?02 F Ashland ning Exhibit t Q 7 �Q�0/�z STAFF. Addendum to letter of October 6, 1993 listing reasons why Planning Action 93-127 does not meet criteria for approval . Said letter is 7 1/2 half pages long and has the following return address : P .O. Box 201 Ashland Or 97520 The first signatee is Brent Thompson. The following Individuals wish to add their names to that letter advocating the positions in that letter which would preclude approval of Planning Action 93-127 . UU Aga, RVO .. City d Ashland Planning Exhibit EXHIBIT Q•0 7 PA# i 7 DATE 10/11/93 08:27 BRENT THOMPSON 503 488 5311 NO.007 P03 ¢gip� :. 15193 Addendum to letter of October 6, 1993 listing reasons why Planning Action 93-127 does not meet criteria for approval . Said letter is 7 1/2 half pages long and has the following return address : P.O. Box 201 Ashland Or 97520 The first signat*AYIs Brent Thompson. The following individuals wish to add their names to that letter advocating the positions in that letter which would preclude approval of Planning Action, 93-127 . i f�stti Q2Z (Evu Slt/IJR�yi3E2� �'e � City of Ashland Planning Exhibit E>tHUrt Q - 8 PAN dT DATE/O'/1•� STGFf • E / 1 • MII Now t 1. �1Bptf0[ State. D owntown �ut.�tx needs pit � d Y offices u,' By DaAd �fcMechan QS�U�M proval of the a °S reja h of The TI�Bs PPlication. 14��w tr Syuier said she does not have �'t� Are resentative from Gover_ detailed information on the city's M21 2 nor Robert's office says Plan to move its community cit !!. 11M 1 imp none could Y state develo went and r.a t UFA yt: Y become available to P public works of- ty help Ashland keep its city offices fices out of downtown, but "my f„ tip downtown, first reaction is one of concert[be. !a gWP "Oregon's land use and cause cities across Oregon look to transportation agencies are now "4�� a leader m urban land formulating a new,Joint program �;'° ! 11!ds s0le to Promote development which h would be,supports walking, bikin leader such as Ashland funfortunate toate for a utunten- .trans". in.addition to auto use., tionally, 'send a message that said Anne Syuier, the governor's °loving `out'is preferable to find- esour policy adviser on natural r°g ways to make the downtown resources. area operate to meet '`It is Possible that finding ways Its Occupants." the °� of ��S to accommodate Ashland's city An organization that ,supports q 8uro8 tna; office needs within the downtown downtown revitalization in T`sdeldet' se. core and addressing associated Oregon cities also commented BIBH Pajoloo` Parking issues could be Part of that 1Oday to the mayor and city coun- i eqi poddois. a y demonstration program. Fit that Ashland should Ir y to keep ``Pux- :umup tl The city's application for site Its Offices.downtown lip m 3110 gue�. f f iii review approval of the new Ashland' s case, if the city 81 m o to 10,100-square-foot, govermpent moves, the downiowtyi I J 'IQfl 41. $70 planning will Just become more dominated I f su ponuguoo., building is on tonight's planning by the tourist industry tnie a commission agenda, the planting come less the center of Astrland," Xan°ad; h,. commission staff, chin 8utdaa limited scope of issues before the said Brian Scot,president and ex- 4t J.;. �'ot do fa r C during site review Downtown director 'of the Oregon lPtegol�Agpot Proceedings, recommends a - Downtown Development As- g P sociation. m sd�n 'S'f1 s- IN � 3 Gary N. Afseth architect a . a. September 9, 1993 John McLaughlin Director Planning Department City of Ashland Ashland, Oregon 97520 Re: Planning / Public Works Offices Dear Mac, As discussed it is my intent to use similar materials and colors as used on the existing Police and Municipal Court Buildings. Materials illustrated on the Design Documents .are as follows: Wood Siding: lx6 V-Groove resawn cedar siding; color to match existing buildings. Exterior Windows: Vinyl casement; color standard Tari. Shingle Roof: Asphalt; color Slate Gray. The area of the proposed building is as follows: Ground Floor: 9086 S.F. Second Floor: 1020 S.F. In closing please find attached Marquess and Associates energy description and consumption. ncerely, Gary Afseth Gary Afseth ect, A.I.A. GA/cj (503)734.7707 29 South Grape Medford,OR 97501 / t.L SUR VE,,N c G�aC,NEEq�NCC ( , CONSULTING ENGINEERS Ugh�fCELUEN`� �n 1120 EAST JACKSON STREET P.O.BOX 490 MEDFORD,OREGON 97501 TELEPHONE:(503)772-7115 STRUC1oea FAX: (503) 779.4079 September 8, 1993 Mr. Gary Afseth 29 South Grape Street Medford, Oregon 97501 Re: Ashland Administration Building MAI Job No. 7-10.2 Dear Sir: The following is an opinion of probable electrical energy use of the above building for the lighting and heat pump system. A. Interior Lights: Total. Inside Light Load 12.46 Kw Assume 9 112 hours per day - 5 days per week - 52 weeks = 2470 hours. 2470 hours x 12.46 kw = 30.778 kwh/Year B. Outside Lights: Total Outside Light Load 11. 176 kw Assume average 8 hours per day - 365 days per year 365 x 8 = 2920 hours x 11 . 176 kw = 32,633 kwh/Year C. Fan Power: Total Heating & Air Conditioning Fans - 8.673 kw 52 weeks x 9 112 hrs/day x 5 days week = 2.470 hours Night and weekend operation: Balance of hours - 6290 hours Estimate 20% operation = 1258 hours Total Fan Hours = 3728 hours 3728 x 8.67 kw = 32.321 kw/hours � S Ted Roner Page -2- September 7, 1993 D. Heating Energy based on Simplified Short Form Degree-Day (DD) . Energy = Bldg. Loss x DO x 24 ATxIx3413 = 156,780 x 5089 x 24 60 x 1 x 3413 = 93,507 kw/hours With heat pump, overall COP should equal 1 .5 Then = 62,338 kw/hours E. Cooling based on 390 full load cooling hours, 5/7 occupancy. Connected total load = Total 52.5 kw Load = 390 hours x 52.5 kw x 5 = 14,625 kw/hours 7 F. Misc. Receptacles - Refrigeration/Hot Water Estimate 1 kw x 365 days x 24 hr/day = 8,760 kw/hours Summary of Opinion of Probable Use: Inside Lights 30,778 Outside Lights 32,633 Fan Motor 32,321 Heating 62,339 Cooling 14,625 Misc. 8,760 181,456 Sincerely, MARQUESS & ASSOCIATES, INC. Apo v 1�1 Ted Roner, P.E. TWR/sg TWR-7 s\/ n I - I i i - 1 I Z ! Z � fl _ � S O tt m LU [] AI, I I W � _- i 1L\ ca O -- I i .I =- I III I !IIII i l � II I!j'I�II, III � IIII II 111 _ I III 1 111 IIII LL u jl! IIII I I Till III Ii I, ICI IIII III I III I I a l' 'III III -- ' — I ! I I I IIII I Ili I I I I I II'11 r �I '' �' �r I III III F_ I ' II IIII � I ,�lil'i li li ll�l Ili __i . Ij,I I IIII I I I i n I O s t2 I I I I 11 I r m� + ya m i I n f3 I I NY I a�Z I I I I y4 Y ; %N m -o I I I I I I I N r III d LLJ II !I z- III ,I II n DESIGN INTENT The tree plop Nn9gs of the entrance to the bulld!ng are to provide snaoe Ord wind buffering. Th e proposed plant moterlol wds selected based On providing seo50101 10101, water efFlclert varieties,Old low main[ononle romwoments. To provide bright color in high visibility spots. water eFFiclen[ 0,,.01 plantings were used. CITY c ASHLA FL—ANT L ! ST PLANNI PUBLIC W ABBR. BOTANICAL NAME/COMMON NAME 5IZE OPPIC ACE ATR Actor polmotum 'Atropurpureo 516' 545 Purple Japanese Mople ACE PAL Acer polmatum 5:6' Bey Green JOpane5e Mottle AUG JAP Avcubo Joponloo 'Voriegoto' 3 g01 bold Dust Plan COT 006 Cotirvs coggygrla 'PulpvreO' 15/!6" 518 Purple Smoke Tree DAP 000 Dophne odors 'Morginota' - 3 got Winter Dophne FRA RAY Frd[Ino5 o.ycorpo 'ROyrvooa' 2' 60:00, Roywood Ash HEM HYB Hemerdcollis Hybrio I 001 EAST K Daylilyy ILE VAR Ile. og2olium. 'Vorlegota' 5 ga. ASHLAND, C Vorlegoted English H0119 _ LAV MUN Ldvendulo OngustlFollo 'Myr5teod' g0' Dwo,f Lovender MAH GOM MOhonlo OquiFOlium 'Compocto' 2.gal Gompolt Oregon Grope NAN MOY Nordin dome5t110 'MOyer 5 ROO' 12/15 BIB Red Nondlno PHO FRA Photlnlo Froseri 314' 515 Radtip Pnotinio PIN STR Pinu5 strobu5 'Pendulo' 36" B45 . Weeping Nhite Pine PRU LU5 Prunus Iu51tonico 5/4 BIB Portvge50 Laurel PRU OTT Prunus lourocerosys 'Otto Luyken' 12/15" 518 Otto Luyken Laurel It N PYR ARI Pyrus coiieryon0 'Aristocrot' 2' 1Oliper Aristocrot Flowering Pear RHA 5PR Rhophiolepis Ind'¢a '51 3 gol 5pringtlme Indio HOwthorn 1 VIB DAV Viburnum dovldli 3 go' Dovidl Viburnum NOTES IF BIB STOCK IS UNAVAILABLE AT TIME OF INSTALLATION, USE EQUAL 5IZE STOCK IN CONTAINERS. ALL ANNUALS TO BE WATER EFFICIENT: 5EP,-APR. PANSY GALBRAITH&-5 MAY-AUG. LOBELIA/DWARF ZINNIA/MARIGOLD SPACE B' O.G. PONY PAKS OR LARGER APPLY 2" LAYER DECORATIVE BARK NJGGEr5 (112-3i4" 5IZE SITE PLAN� IN ALL PLANTING AREAS EXCEPT ANNUAL FLOWER BEDS AND CHAMOMILE. USE I' LAYER FINE BARK MULCH IN ANNUAL FLOWERS BEDS AND CHAMOMILE. I. REFER TO ARCHITECT'S DRAWINGS FOR SITE PLAN INFORMATION AND GRADING PLAN. 1 MAINTENANCE TO BE PROVIDED BY ASHLAND PARKS AND RECREATION DEPARTMENT IN CONJUNCTION WITH THEIR NORMAL MAINTENANCE SCHEDULE 503-770-1 GROUND DOVER LEGEND L.I I01411 L. CA ARGT05TAPHYLO5 UVA UR51 KINNIKINNICK I GAL. O 3.0" O.C. '1 CHAMAEMELUM NOBILE r� ' Revisions CHAMOMILE 2' PLUGS 12' O.G. � a L-____.._.__ HEDERA HELIX �JO�Nv r¢c-Ero YW tkV Fb 7;.sl X13 I 1 10 �I • ° I Y.I < ROF05ED BUILDING " �: s ta >✓ .yam �. PIIJ 7fR _ 1 E tv�r: 74 10 Ell tAl / I � 1� \ 1 -T .J rry2fNt� 0. •4 ll1f _ fvR Ma IL7yi`6 u,t:�rf I L7 0 --r f DRIP SYSTEM MATERIALS ® DRIP CONTROL ZONE ASSEMBLY INSTALL IN UNDERGROUND VALVE BOX Consists of the following: M RAIN BIRD XBV-095 BALL VALVE OR EQUAL G' RAIN BIRD RBY-0T5-200 INLINE NYE FILTER OR EQUAL ® RAIN BIRD 95-DV 314" ELECTRIC CONTROL VALVE OR EOUAL ® RAIN BIRD PSI-M-30 INLINE PRESSURE RE6ULATOR OR EQUAL EMITTER5: RAIN BIRD XERI-BL : XB-10, XB-20 PROVIDE EMITTERS TO PLANTS AS FOLLOWS: (1) 1 6 P,H. EMITTER TO 4' POT SIZE AND UNDER (2) I G.P,H. EMITTERS TO I GALLON SIZE PLANTS (2) 2 6,P.H, EMITTERS TO PLANTS 2-5 GALLON 51ZE (3) 2 G.P.H.EMITTERS TO 5 GALLON SIZE (3) 2 6.P.H. EMITTERS TO 12"-21' BAD 51ZE (6) 2 G.P.H. EMITTERS TO TREES 4 24'+ B45 SIZE PLANTS EVENLY SPACE EMITTERS AROUND ROOTBALL HALFWAY BETWEEN TRUNK/5TEM AND DRIPLINE OF PLANT. PVC PIPE SHALL BE BURIED MINIMUM 6' BELOW TOP OF SOIL, DRIP DISTRIBUTION TUBING SHALL BE BURIED MINIMUM 3' BELOW TOP OF SOIL. EMITTERS SHALL BE PLACED I' TO 2' ABOVE BARK OR 501L DRIP CONTROL ZONE ASSEMBLY -- -®----.Cloys 200 PVC Lateral Sch. 40 PVG Run 5/6" poly pipe off of PVC line. Moin Line - SEE MATERIALS LIST ABOVE MAIN LINE,VALVES, AND CONTROLLER ARE EXISTING. NEW DRIP ZONES SHALL BE CONNECTED TO EXISTING MAIN LINE. CONNECT NEW VALVES TO WIRES FROM EXISTING VALVES ABANDONED DUE TO NEW CONSTRUCTION. NEW IRRIGATION SYSTEM SHALL OPERATE WITH THE CITY OF A51HLANDS 'WEATHER STATION' AND WATER MANA&EMENT'PRO6RAM. Rt � 9 V J Z zN i mm�83 §� - ,III III • =1 I III _ � �III- III=III- '-ITI-I I 11=III= m m W mmiTFII Ti N N R W X Wy� QQ ry0. 1Q �1� f l �1 ^ nlii Q � I� rm � 70 ° JIl z LLll tQ O z T o0 co 0 z o p boo to z n O °O o°o� n v °° X z N � 7./ e � y191s3 �� - TT --� n i.(Ur✓YJJIHATKPIJ I. I 1 1 PROPOSED BUILDING IL r - 1 4 I l � I �I YV'b s-RArRY�I EtYTYb�('jT r• > n v I (� JST LL 4C�. ^J•i P Y'J F11 ... 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Here's how the /jL TCd��rt paragraph should read. ,440�.��„� Cmr p y+tL The idea of hoving our City Hall was a remnant the 1970s, which planners now recognize (along with the 1960s)as the low point in American city planning. The downtown visioning done in the 1980s reflected the need of cities tojocus on downtowns,if their downtowns were to remain viable.,Our budgeting documents were never made to comply with this neo-traditional vision. In addition,one of Thompson's options for a new city hall was deleted in typing. The list should have in- cluded: The city parking lot adjacent to the Hillah Temple could also house city offices above.This parcel is small, but its location is excellent. ,29 SEps 93 Give downtown vitality, function offices are a very real problem. But,growth and our urban identity Unbeknownst to many of Ash- ! are the issues. land's civic-minded citizens, a Growth and urban identity are dbuilding sf tpct oevelopm nt services to anew effect from the impact f growth location has been considered a more than these? I believe that we goal and part of a long range must fight to maintain a fully vi- budget plan for some time.This is I able and functioning downtown, a serious issue both in our identity I not just a Disneyesque version of as a town and as a taxpayer. i small town America. Our city . A major issue in terms of iden- I government may be the only ves- tity is how growth is going to ef- tige of the past that we can hold on feet the scale and general quality to against the onslaught of the of life in Ashland.The reality that I tourist industry.I would like to try we are forced out of downtown to find an alternative to subur- (by our own success) must make banization. Let's try to give the us stop and examine our goals and downtown as much vitality and priorities, function as possible. _ The accessibility and function- We should accept the reality „ ing of Ashland's historic that Ashland has many infrastruc-_. " downtown is critical to our not be- tune needs that do not have avail- coming a town geared solely for able funding. Since the money tourists. We've lost most stores was earmarked for the proposed that serve the community by city building, we. have en- I ;Troviding day-today items that countered several multi-million the people who live here need dollar projects that must be Creating a city center on East ftmded, but for which no budget �Ivtain, Street robs. the downtown �s plans are in place:If we are going more of a functioning nucleus.The to spend the money we must have siiburban model of this kind of city a consensus on its purpose.At this 'tenter created the typical "shop- juncture I'm not convince this i ping mall" feeling. Expansive move is what we need to do. Is parking lot, no public transport- there a possibility of redirecting tion, no food service, or other this money towards a higher proximate commercial enterprise. priority? furthers the alienation felt by John Fields Citizens. President There is no doubt crowding, Friends of Ashland ,parking and limited alternatives to locate the building and planning `�IJ .I� ' Friends of Ashland To: Ashland City Coucil Members: From: John Fields, President. Re: Relocation of City offices to East Main Street . Since John Fields, 9-9-93 Post Office Box 3010, Ashland, Oregon 97520 Unbeknownst to many of Ashland 's civic minded citizens , a plan to move all City building and development services to a new location has been considered a goal and part of a long range budget plan for some time . This is a serious issue both in our identity as a town and as a taxpayer. A major issue in terms of identity is how growth is going to affect the scale and general quality of life in Ashland . The reality that we are forced out of downtown(by the our own success) must make us stop and examine our goals and priorities . The accessibility and functioning of Ashland ' s historic downtown is critical to our not becoming a town geared solely for tourists . We 've lost most stores that serve the community by providing day to day items that the people who live here need. Creating a city center on East Main St , robs the downtown core of a functioning nucleus . The suburban model of this kind of city center creates the typical "shopping mall " feeling. Ex- pansive parking . lot, no public transportation, no food service , or other Proximate commercial enterprise , furthers the alienation felt by citizens . There is no doubt crowding, parking and limited alternatives to locate the building and planning offices are a very real problem. But, growth and our urban identity are the issue . Growth and our urban identity are the issue . What departments feel effect from the impact of growth more than these? I believe 'that we must fight to .maintain a fully viable and functioning downtown, not just a Disneyesque version of small town America . Our city government may be the only vestige of the past that we can hold on to against the onslaught of the tourist industry. I would like to try to find an alternative to suburbanization . Let 's try to give the downtown as much vitality and function as possible . 77 We should accept the reality that Ashland has many infrastructure needs that do not have available funding. Since the money was earmarked for the proposed city building, we have encountered several multi-million dollar projects that must be funded, but for which no budget plans are in place. If we are going to spend the money we must have a consensus on its . purpose . At this juncture I 'm not convinced this move is what we need to do . Is there a possibility of redirecting this money towards a higher priority? John Fields, President Friends of Ashland 7� Keep city offices at downtown site In the capital spending plan for the city, approximately $100,000 is Maybe it is a symbolic matter. to be set aside each year for the Downtown areas all over the coun- next few years in order to provide try have been abandoned by funds for the entire City Hall to business, and local governments are move from its present location to always trying to revitalize the the new site out on East Main downtown areas. Many times these street. The move would occur in the same local governments have aban- early 1990s. doned these same downtown areas I believe that more space may be themselves. I think that a city needed for the city offices, but I government that stays downtown and struggles with the same pro- also believe that city governments blems that businesses have to strug- best serve the people when city of- gle with best serves the people of ficials are both accesible and visi- the community. That same govern- ble. In other words Ifavor retaining ment could not be confused by the offices in the downtown area. I believe that people become hypocrisy regarding its downtown alienated and hostile the more policy. removed government is from them. If you agree with this assessment, I am not against moving the City please contact the mayor, the city Hall providing it remains in the administer, or the City Council. downtown area. Maybe the Elks Let's encourage a city government Club building could be purchased if that remains centrally located and responsive. it is still for sale. That would pro- vide enough space as well as adding • -�y{� parking. Maybe the city offices could stay where they are with an Brent Thompson , annex being built over the city park- P.O. Box 201 ing lot. Maybe more space could be Ashland leased. Plaza merchants might covet the city parking spaces currently reserved, but there is no guarantee that removing the city offices would lessen the parking problem. What ever else went into City Hall would undoubtedly need parking, also. One proposal for the Plaza in the new downtown plan calls for adding more open space in the Plaza as well as more parking. Maybe that could help to solve some of the parking problems city officials feel when they conduct business. �7 'age 6 Cuesday, January 19, 1993 This isn't to say that some city functions such as ('he Daily Tidings street repair,street cleaning,or snow removal shouldn't \shland, Oregon be headquartered on city fringes where there are fewer conflicts for those operations and more space,only that department m heads and the main city offices should . _... c remain the town center: Although it' 'May not'be'obvious,government is a part Cities should keep of culture. While some people may find meetings boring, many do not, as evidenced by the quantity of people who watch city government on TV, where it is City halls downtown offered. People like to see ho\v decisions are reached, how problems are solved and who it is that makes the decisions. The whole governmental process is a major As cities grow, city workers are constantly coping part of a civilization's culture.To keep the core of a city with inadequate space for the increased workload. The vital, all types of culture must be encouraged there, not original City Hall is invariably located downtown, but just the arts. parking shortages, older facilities, and expensive rents City halls in their central locations can house histori- or high purchase costs for additional space tempt city cal displays that link people to the heritage of the city. officials to move City Hall to the comparative wide They can serve as information centers. People want to open spaces of fringe areas. be able to wander into their city hall to look around and On paper the whole idea always looks good or it to ask questions.People don't do that when they have to wouldn't be seriously considered,and often the plan not make a special trip to some non-central location, and only receives serious consideration, but approval as that inconvenience can hurt the retention of a com- well. This is unfortunate for a number of reasons. munity feeling. All across America city cores have fallen into a state Maintaining a city government in the core makes of neglect as shopping has gone to malls.No offense in- government more accessible to the people. People see tended, but the degree of decline can be determined by city officials around town, which makes them seem the number of store fronts on "Main Street" that house more approachable. The probability of chance en- churches or other nonprofit organizations. If these or- counters increases, making casual conversation easier. ganizations can afford "Main Street" rents, rents are When government moves from the core area, officials low, indicating that commerce is indeed dead. aren't as visible or approachable, and citizens will find When a city government abandons the city center, it it difficult to just drop into City Hall to ask questions or is an indication that government refuses to cope with the give input into city matters. problems that any centrally located business has to cope Accessibility and familiarity lessen alienation of the with. After departing, city government officials lose people from government, thereby enhancing com- empathy for the problems centrally located businesses munication. Communication is important for govern- face. The lack of empathy eventually hurts these busi- ment to best represent the people,and the most accepted nesses, because ordinances and regulations are City projects are those where many people have been proposed that are hostile to the central business com- drawn into the deliberations. Keeping City Hall in an munity or measures are overlooked that might help the accessible location helps do that. business community. A centrally located city workforce also will tend to Of course, businesses can fight proposed ordinances . patronize nearby businesses, thus increasing the they don't like,and they can propose ordinances they do probability of their success.They are able to get to these want, but it is better for business when city government businesses without driving, another benefit. employees work in a similar environment as business For all these reasons city halls should stay downtown. owners and employees. Additional space can be found when needed. City Central businesses have to cope with social problems leaders just have to do the same thing a sucessful such as crime and street people, smaller stores, traffic, centrally located business would have to do: buy or parking shortages, deteriorating infrastructure, older lease space and adapt it to met organizational needs. buildings, parcel fragmentation, find the sometimes Most of all, though what can look like a cost-savings poor management or upkeep by adjacent property measure can prove to be very expensive if the result of owners. Matters are simpler for businesses in malls be- moving City Hall is a major contribution to the demise cause of the consistent managment in them,and the best of a city's central area and the alienation of people by way for city decision makers to appreciate this is for removing government farther away. No municipality city halls to stay where they started, right in the middle should risk that. Certainly not Ashland. of town. Time to wake up & smell the sewer I am a citizen of Ashland. I am an outraged citizen of Ashland. I am an outraged, third generation citizen of Ashland.I have written to challenge decisions made by the, supposed, wise elected officials of this fair city. Fair? I . wonder. How is it our local schools lack proper public monies to operate and at the same time The City" prepares to break ground for new city government buildings on East Main. Street? Who works for whom? I, as one of the many, grow weary of sup- porung the decisions made by the few, for the few. The same few who are sworn to uphold the belief. We the people, for the people, and by the people. How often has the public heard that we must tighten our belts? It is time to wake up and smell the overflowing sewer. Recently, I was but one of the many to observe our City Coun- cil hike a one percent meals tax to its full five percent with the apparent ease of flushing a toilet. Am I mistaken to understand our city government is elected, hired and entrusted by the populace to work for the good of the many? . Whose belt are we going to tighten?The few or the many. Righteous justification(s) abound: The money has alreadylbeen appropriated — all the better to serve you.— buy now and save.Wake upl.Leave the murnbo-jumbo to the witch doc- tor,quit fiddling with decimal points.Let's get our priorities straight. This is not the time to build for the few. Now is the time that,We the People, use our tax dollars to solve imminent difficulties at hand, the problems of the many, our schools and our watei treatment. Daniel R. 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I am referring to the June 18th ar- ticle in The Daily Tidings about the new city office building. The city administrator is quoted as saying: "We don't like to go into debt, so we have been plan- ning ahead." Now I ask you, why was planning not applied to the water supply system, the sewage Put city buildings .. disposal plant, and other in- fraswcture projects? Debt has on city. ballot been or will be issued to finance these projects.. Why isn't the The Tidings, June 18, reported, $675,000 that is budgeted for the - on the Ashland city government's new office'bbildingiised to reduce plan to build a new office facility the need for infrastructure debt? on East Main costing $675 Apparently, "planning" is 7/1 7( t 7 thousand. restricted to needless projects that A high city official was quoted make life more comfortable for as saying I we've. been setting the bureaucrats of our fair city but City building needs some money aside for about the which provide few benefits for the -last.10 years ... we've been plan- general public. to go before Voters ning ahead ...There's no property Another miracle is the assertion tax money in this." He shows his that no property tax money is in- 1 wish to join Leon Swartzberg hand, however, when he. cites volved in building the new offices. and many other citizens in calling ..contributions.from the utility Aren't all city monies co-mingled for a VOTE before the city goes department." regardless of the source,of the ahead with its plan to spend over Of course, the real.source of revenue? Aren't the segregations $600,000 on a new office build- these funds is customer payments' and.earmarking of expenditures ing.If the case for this project is as for electricity and water which the only accounting entries that can be strong as the council believes, utility department has neglected to. manipulated to come out with"a surely it has nothing to fear from refund. Now, ordinarily, we preordained result? Why make making that case to the voters. would classify his explanation as such a misleading assertion that is Such a vote is especially impor- simple.claptrap.When weremem-, an insult to the intelligence of all tant in light of city government's -ber the current, ugly increise in' citizens of Ashland? cmbarassing mis-estimate of voter utility rates and.connect it with According to periodic remarks sentiment in the case of the this use of electric and water by city staff, Ashland is growing "Children's Cultural Levy." The user's monies,' however; it be- at a slow pace. If so, why is extra money belongs to all of us, it is a comes arrogant and balderdash. space needed to accommodate supple matter to let us decide how I suggest that utility customers, more and more bureaucrats who to spend it. Let's have a common residents and taxpayers ask the will spendmuchof their time writ- agenda rather than a council city to place a ballot before you, ing memos back and forth and dis- agenda. which will enable you to-choose cussing issues amongst themsel- Michael D. Sanford from among the following: 1) ves? Couldn't efficiency be im- Ashland build new offices for city workers proved and staff reduced so that (24 people), with these funds, 2) there would be no need for the refund this $675,000 to 'current . new building? utility users. The general trend in the private Stuart O:Austin \t1 jays' sector is to restructure, to 521 Thornton Way downsize, and to improve the ef- fective use of available resources. Ashland's bureaucrats seem to think that they are exempt from tightening their belts. Advocating the expenditure of $675,000 for the office building is only another example of callousness by the bureaucracy. Ashland's govem- ment just blunders along and deliberately ignores the financial limitations that confront many Ashland taxpayers. a Ilse S. Nicholson Ashland f Page 2–The Daily Tidings–Thursday,July 22, 1993 ..OSFf Clty ponder fate Since March the hotel has been of old hotel tyfor$3 million. Sprague Real- ty for$3 million. Festival executive director Wil- liam Patton, whose office in the By David McMechan 1960s was in the hotel, agreed the Of The Tidings festival would have a hard time When the Mark Anton Hotel making practical use of space in Y the building,but said the proposal went bankrupt in the mid-1980s, has not been completely ruled out. the hotel became dark and vacant, Patton also said Cloer's idea of like a dead tooth in the smile of a community-wide fund-raising Ashland's downtown," as Ash- campaign — similar to the Save land Planning Commissioner Mt. Ashland effort — might have Susan Powell recalls. potential. City Administrator Last month, following reports Brian Almquist pointed out that that the city was considering pos- ti`there.would have to. be a very sible legal action against the hotel splashy use for the building".:to . for non-payment of hotel/motel generate a successful-fund-raising. . taxes,Powell worried the building campaign, might again become a large dark Almquist also said the hotel, as spot in the otherwise.prosperous far as he knows,is now caught up downtown. in its hotel/motel taxes, and utility She suggested during a recent payments. City Council and Planning Com- Joanne Johns, of Patricia mission study session that the Sprague Realty, said she. spoke Mark Antony — instead of the with the owner of the Mark An- proposed new municipal building Cony, Joe Burkhardt of Reno, to be constructed behind the Civic Nev.,about the community buyout Center — could alleviate office idea,and that Burkhardt inidicated overcrowding in City Hall, while an interest in the proposal. keeping city offices downtown. Ashland Planning Director John Planning commissioner Hal McLaughlin said that having the Cloer suggested that space in the hotel vacant is a significant detri- Mark Antony might also be used ment to the downtown, but ex- by the Oregon Shakespeare Fes- plained that the Mark Antony, tival,which will need more office, which was built in the 1920s short- production and lodging space ly after a major San Francisco sometime in the future, the fes- earthquake,was built to withstand tival's long-range plans indicate. a significant quake, and is struc- Powell and Cloer met Wednes- turally sound to the point of being day afternoon at the Lithia Park difficult and costly to modify for Cafe to discuss the issue with OSF off ice uses. representatives and city officials. "Our thought right now is that "in the festival's long-range it would be very expensive to pur- planning, we've looked at space chase and modify the building to needs for housing, offices and meet our space needs. We're not production, and the Mark has in a position to do that," he said. come into consideration," festival ding Cloer said that a building general manager Paul Nicholson similar to the Mark Atbuil ng said: "But it's hard to imagine cated in Bums has been converted how the hotel could be filed to our nto a residence for senior citezens, uses, and I shudder[o imagine the and suggested that the Mark could costs involved." also be put to such use. 0 �_ N�rov.c�3N_3Y HQgU�•.g.`05 ai.3.i qg�Nr � � ya>i 0 Y. � cCV wa.;.`u G,0.l .3.,b 5� 0 2 o• -c o c 0 r�� o '4 F• y��•5•5�a p_'��u°d�Ci �u'S Y0�aa0cY aoT;3r to,Q �L oo c�5 0 ° A°� ucWUc o O q U 3O° � U � O "C 3 vy Eu`q O3 ip W�t.`'gy EO°p�yOO > Cq roC'� Oro > O A IS C.d b V3 C•0 C c U � a � c �' " 5° '° > r o orTU O ° . c00Q0.10 xy o ,d - o0 00� 03 a 'oC -040 C 0'O y�d C N � C3 oN TO 9 00 Q L E i �0 5 � zs g0 ro r 3 o u c EO U•g 0 0 0aH o uo 0a 4) 006 00e )A� 4 o Eoda >-. nav CpNue y o u2 3 U O ° oN o Y N > C O u 0 UT ro C U > cv ? m7ga ° A .oOso . 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U ox o_� o9 E d c-o o � *5-w o ° cui=•O EuE 3°� 00�� ; ��•O . . Mo.- oy �Qg3.do�o � 5� >°,rc°� oT '��" O0 aoo �. � TUo v uEOCENO EoN ro �.oro ov^ pia alloaicw� rormo Wo33 � ,noUu<w UwHFE^y 3 02 ro a �-'� c Y ° ° 2du_ ; or` ` H ° Y ouuro ou � 0 'zi b0000aq °o0-Z U OAQ bC•:� V1'O A�•v, C� ia ^'J •.' �i `yd ° Cs, �0,.^. UtC •r^� UU Wj7C y �vUa �'S'jU .� °.8 CU�O H'O roNw roT. Uw c:= w rop. oj oeo oo `3 ., °.8 . 0 .5 E•S E�� c � � 0 °�° E oo•5o00 ymdcroy3cu ..o u0o•oaciu ° n >� E0 .' m 0S oSss� �E� 3T 13 ii g5uoVC5 r�upa� 5o � °o x3� OC3a E-FU�o•o ° > 34) r = � uo�U -' O g� ���a0o ` uro ° oro > ° EaLurozoo � SS° j SN co °n OVp ° U�c oocu ?�: o.op^,cuc o °" u Cub _x roc . 3 c•r u •5003� o.k5 o• .m y > o�FpFt-•�'3p3f-� y >Hno.N �,�•U;o NWW�� x3o,oc�z.:y3 3.nE �'Ws �.E n,N •030 ,E 0o0 6�� Lithiagraph q- A SECOND OPINION 0 ut of I• n DEEP, DEEP, DEEP: A bureaucracy operating in a governmental framework of democracy is in a delicate position. It should be aware that its structure and operating procedure are antithetical to the democracy which creates it. A bureaucracy is a hierarchical structure with an appointed head; authority flows from the top down, whereas in a democracy people elect the officials and power flows up. A bureaucracy must be aware of this contra- diction and if it is to adhere to the spirit of democracy, it must present itself in fact and ap- pearance as conscious of the spirit of the democ- racy whose mandate it is carrying out. It is Patently ridiculous for government to submit all of its projects and proposals to the people, but on larger issues, especially where a lot of money will be spent, bureaucracy should publicize its intentions early and ask for public input. For example: while Ashland's administra- tion waited a while, it did eventually ask for suggestions on the problem of how to dispose of our sewage. To my knowledge this has not been done with the city's proposed new office building. The first I became aware of it was in a story in The Daily.Tidings (6118/93). As given in the story the reasons for constructing a new office building sounded spurious and after the fact, i.e. we want a new building and we'll sure find reasons for having it. Also 1 got the impression that the city administration thinks because the money did not come. directly from property taxes that it is 'found' money, theirs to do with as they please. All of, th e city T nies.;come from all of us pe- riod., In.a time when money is short a proposed expenditure of$650,000 is cause for debate. 2 -7 D - .LW.,C W b G 00 N tUp 7 m m V c uN �o'cyc 0 C Wo -� W c O ❑L 3 Z . O U '9 E L N W O W W° A c �E' u� E do T N G � c 0 z ycL cCL�,c > > oe0 � ° 2Aa nE� � cwgEa `v UU E mP o E 3 °u W mE•` U E E o Y " y ° W N y a.° 0. o_ r' A A .. a u._oo� N V m m N ❑ m W WU N'L O- V G �Ea � Ev2 r 'xov� E �X-a o.� U .0 O C G W L.E` w v7i L A= d L O c m N 0 0 C `D m._'ma ANA °^a3Np W E > .T. " 00._ Om a O O A'C O V o..3 .O G� AC - pWmdNLOD �' m > ' Wh ` dU amo N C L o__rn•- 300 °_' Wv'c N a W u a v•-LG A -� �m L i_ E ° G m'C L .L..'O d G .L.. ._T. G G_ L 3 c a _ N o • C•O 3 L �,0.o C•C -p'O 0 0 ° W°,�U > L r N 7 C C o U 'p W uWN W a uo_ m 3- mL G 'r Lam[-• t,' V'6 ? G O W T W-'LOa7'u�Q,.Nd cN W3r,W.. cNvoLNOOns 'cam a .m. u? o m m A ` °_ TV - 0 -•y m y:a'� �a UO `m 0' .c N `W0 vi M4 b"W 00 Ate' cV'mc ° U ° .C. 00 o T-L].d r m'.N'.L O T N c w yi m 0 0 A a uc G WWm7 o vccac� OD_ W3c'� Y v `v v m.A w o aT,•'c.�v tiv o E >o o i,m c am .. eo= 3 os °' !� L G- 1W °"O 7 L C V 0. V dU O C d °u K2 �� u 0. =°U v u 0o T W o W C O h 1C d 0 •v a p o wE� v "LO V m O•.. 3 ° O m -tf� me'a o r- CL U m a E N = W w _ N a o OW °U.G W ° W L m O 7 .. 00° N 0 `. V O G GAS G N C d � �>yw° moboyc o c , Eumuo LT3oo- a.LOn»m« E O G L O y O C. O OAfJ�n V C A-•A E m 'o- j'W�W - m.D ` W N t`6 W-'O L 7 m- O .' w v "v CL> d-- 3 n o� o W W 1°. o ❑,..,,o E o m 3 � v 0.>'n r T02 W0 G z W yc N '� uL 0.0. c:o-� N 17_ E h c °? v .. m nom c'o o ODW "L c N o c ce cc LW Oc0q b0_ W L 01) �- �7 n 3b m'.GWOCO� m ° gym � 00� Q•° Am'C mE o. 0. W WiaL•- N a E v._ n n 0.L �.y N O 0 0 0.:00. X - � � ^.o o m-0 L 0 'o y; i N O oe 0ov °X 3 W TES W 2.- 2WOa ° p Nc > ° ,jp ^� N>m � CL C, 0. W W O N." � y •'�O w8uV EZ 4ow-.1 O u G L G C. O W O� NS)•O p my vU W U N O 0� 3 A y0 y u y h.N w w O nW n� .T•'.. 1� uL j .N. L as'L ..LW.^m Or 3vn a C v O v m WQ .W. h O� O m O "'�0 2 U �aN c WL73 O-C _ aW�O N:P. V Wy>..00 W G O C ~Q c� �m _ W �a¢,.a0oc. ° �LjLyovvw >pL° v1.0 a'oo3vy OV. tOFcoo N m� L m L-0:, >O G C V 7 TU o .. L W W:+ n m > > 7 O G ° Wt i •L r0. ° «. ` c m' n> > u" u ° Wes ` U , 0 T>: e0EWF3vo �•o H N E 90. 0.°VW c v NWo WLhcA 2F'� do yL N E a E °o "� L 00 D m G L N N m c ' Ow.' EW-LV'° m¢ y CGT'LSG7 Vm > NL CGm nWyaOmO�C— m G O W O.W.. V W O L TL Ww m C O' �= ° m v O�W W 7 O G p O 0.L, 0.0 6. � u G U O m TW N m� o u._ •c0 000.3 c N 0.a._ o E o .. N u w o c 9Q ' THE LATEST ON CITY HALL -- CITY HALE 1913. -- - -- N � n , 1 FIRE STATION i 4e e y City Hall, Circa 1938 Part of it will stay, the rest will move to'/ East 1Vlain by Curtis Haydenr "Flnally,theCityshouldofficiallystate settlers." (Italics added). Opponents to the moveargued thatit that City Hall will remain in its present —Ashland Downtown Plan,July'88 would fragment C2,government and location for the tmmedtatef tture.While • • • + • deprive the downtown area of focus— as the city grows, some functions will The key phrase in the above para- something the Downtown Plan tried to have to be relocated, the continued graph, according to most people in- avoid. It could also be the first wave of presence of the municipal government volved in the current City Hall'contro- a move that would eventually see all ties it to the downtown,and therefore to versy," is that"City Hall will remain in City offices relocating to East Main. the people.With the absence of City its present location for the immediate The City,however,was facedwith the* Hall downtown, there is some danger future." reality of life—that they were outgrow- that the downtown will lapse into a After the City unveiled its plans last ing their space.The decision to move to tourist amenity.The presence of a City year to move the Planning, Engineer- East Main was not a capricious one. Hall downtown provides at least these ing, Water Conservation and Building According to City Administrator Brian important enhancements: it shows a Departments to a proposed $675,000 Almquist, it has been on the drawing commitment to the downtown to work facility on East Main, more than a few board for ten years. together on problems, reinforces the people lamented the thought of City "The City Council*realized in 1984 downtown as the city center, and con- Hall, or even a part of it, moving out of that we were having severe space con- tinues a tradition begun by the first the downtown core. straints,"Almquist said."Starting that l O «sgaEQv«.iEv+.'fic�E v U E W u y g Wq yA�`v y;U�Cu3yyNN 7La. i>,3ro0 v v 8.cc°'o° � c ' m o � Uai a�cc N«CE'O'.G�Fa 7 oN C,��.°'°�aa LA 0.AN«$�•�a, .-y C],�y+N�'..3�C�l AcQ.gv 3`xp3 J A.�E oti-.o.vu. boE.CCv N o$U ya�u Og a o« c �v � °b ° -o >v -0o >�o .roCN S E> � uEr= :o.3 n va �` o AT LvCOv$ v osc «m � c EE0 -0 0 0Q.w c • mac U= o U=. 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UUCmcE EM-- oo3mm 3`ox ?:v°� o Lmc � Nm �csaho C, v � �o TO v v ro- U > o vooc� m v OO C u C u u Cv'O v 0ro m vCz - C %' C 0 ^ C �C Lto 9.J�gN N E Oua « L ° O py � . . jY r0.W E¢0) 3«a' vC v CE cz v va co N v E v o 3C a a E v u, T'O v ro oTro � � o°L ' u m � o i E >� 0 uur0 � gEJroE v 2 & mm 0 0 _ lr� a E 000yc C: ��aa T 3 c oTZ`«-v oON�E y a N0 rov « ° a� « G ^ � v � �F vmaN«Lc c c c oo n �� hc > 3 c M °oES� oU cva uF � v `mc«JmiU�0r >,.a . 4vm• c � z `«�vau s m'v�m T> E vu roo U V,),, ao y v 2 � 0" > Ovo c v• o vv v3 v a � U=O-S .0 2CC.robn�� gEV v Ez 0UQ(o V n� oro �v v° o0. oUV � o � � cv ° ^ O3 0 � c S Ea O s o o.5^c m O roxo c vovrovv0 E 'O E ° v co v 9 ro �rovNa > , ro _ o o ca c- A 'O o c au0 - v cE '-� �� ro � E� ° uE o °-v > > oc o 0M 'Gv ov � ° C a ua C E v � S -S lu o 0.> 6 yo g Lithiagraph DOWNTOWN RUNAROUND? at Mail Suburb Hall .) Y As a living system, our ¢overn- vale older buildings to accommo- memt remains healthy and viable tm _ -.„„_„�.. -rpY—�y date new uses in the city a enc r- the degree that it remains open to ;z�,{c2a ,a;--,;,,k.;,?'t: should city government be encoury information in setting its course of aged to invest in existing buildings. wth. Toda as Ashland faces —t--F �-- In addition, the Friends Of gro y ' '' �.t- ';< }z — Ashland citizens advocacy group serious infrastructure problems, _ - ap r+ points out that the city's emphasis Measure 5 fallout, school district `i F _d?3 i ? 9 p y p deficits and disappearing open '�'+' on public transportation is contra- space, the role of an informed and Vyx dined by placing more t city go y active citizenry cannot be underes-. S” ernment m a location not served by ?g}i ^r bus routes. donated. w�.tvFt i. . Recent problems -with harass- . In his introduction of the Capt- r. tal Improvements Plan, 1993-94 'v, -�r'�'r'' } I ment and panhandling in the through 1997-98, Ashland's City ,,�`, downtown area have stirred sup- Administrator Brian Almquist - ,,6;E L k s Port for the idea of creating space stated, 'One of the major unknown .1S) t m the Plaza City Hall for a pole factors clouding the future is the ef- 1 ;..fi substation. This reinforces the con- fect of Federal and State mandates — - -- --�-^� _ *- „� cept of a maintained presence in particularly in the area of water, z- +-:^+° the city center. For many, the issue waste water and storm water re .:, .-r _ - is one of maintaining access to the �'1 ;iq " body originally created to serve the quirem million Nearly 6ru re the needs of the people it represents. I ts] million in !infrastructure pro -,'" —KATE HARTZELL jects] over the next Five years is a _ ad F direct result of these mandates. The within the City for administrative often built in the last century, had debt service requirements for these services. grown willy nilly over a grid of an- projects may severe! impact the Jill Turner, Finance Director for tiquated street, and utility facilities. City's ability to fundyother neces- Ashland City, explains that funding Presently, Ashland City govern- sary capital improvements.' for capital improvements are either merit facilities are located in two Q The Capital Improvements Plan budgeted for or, in the case of mil- staircased Plaza buildings, as well 17 outlines Projects which depart- lion dollar projects, debt financed. as in the new single-story Civic ments within City government Administrators justify expansion Center. / deem necessary within the next five plans and expensive infrastructure Many Ashlanders lobbied to years:It includes priority ratings on upgrades because funding modes have the Downtown Plan reflect an each project and summaries of rev- are different and the money has intent to maintain city $overnment - enues and expenditures relative to been relegated. (as opposed to City services) down- CIP funding The plan most be ap- However, debate over the pro- town. Brent Thompson, an Ashland proved by the City Council. posed move of the Public Works, Planning Commissioner since 1985; : '' Three of four projects outlined Planning, and Engineering Depart- recalls that Commission members Dinner in the Administrative section of the ments is heated and, according to struggled hard to prevent a water- CIP relate to the expansion of it City Councillor Rob Winthrop, is ing down of this principle. In the offices. An Admimstrative Spam focused on two questions: 'Are we end, the statement, 'Finally, the Study was completed in January, making a mistake in moving City City should officially state that City 15 N. FIRST ST. 4882540 1993, by Gary Afseth, architect of government and, thereby making it Hall will remain in its present loca- the Civic Center Municipal Court less accessible?' tion for the immediate future,' Building on East Main.The study is Members -of the community, leaves 'City hall' and immediate the result of conferences with city however, challenge the City's pri- Future'open to interpretation. staff to determine not only seam orities at this time. They criticize This is near the heart of the de- needs but an assessment of where this use of utility revenues when bate: what constitutes City Hall? each department functions best in residents are watching rates How much government can be re- relationship to other departments. steadily climb. The Friends of Ash- moved from the downtown area The Space Study found that the land citizens group wonders why before the seat or soul is removed? existing City hall and leased space City facilities need to be expanded Why does it matter?The authors of ashlond soy works for the Engineering Department as even as growth rates are slowing. the Downtown Plan argue that the TOFU IS REDUCED IN FAT inadequate for these reasons: sub. In Letters to the Editor, and in casual presence of government downtown standard mechanical/electrical sys- conversation, citizens argue that reflects a commitment to work oil Only grams Of Q terns; need to comply with the voters be allowed to vote on this problems together, reinforces PfL A oz. servin J Americans With Disabilities Act; project. downtown as the city center, and inefficient location of departments; Councillor Winthrop responds Carnes on the tradition begun by FOR FREE RECIPES need for conference rooms; storage to this criticism by pointing out that . Ashland's founders. Send SASE To: needs; substandard acoustical the budget was approved after Mayor Cathy Golden and john 225 Water St. treatment; need for work rooms for meetings that were open to all, Fregonese, former Ashland Plan- Ashland, OR 97520 equipment. In addition, the existing (though attended by none). While ning Director, stated separately that i Gvic Center Municipal Court he admits that the money could each had 'agreed to disagree' with Building has a projected need for well be used on other projects, hlr. Almquist over the importance more storage sppace. there remains, he says, the ques- of keeping aIt Oct,int cohesive City . In the 197Is the Cit Council lion of how to balance ongoing government downtow n. bought 8.2 acres on Fast Main structural and organizational de- Fregonese stressed that ono- - Street for$36,000, for use as a civic mands of City operations. City ing, casual contact with the pub iC' o center and storage. Since 1983, Councillor Susan Reid, accents the which results from city officials F $75,000 per year has been budgeted potential benefit of a restructure working downtown, facilitates ef- for eventual construction. This sum consolidating the Planning, Engi- fective communication with the has come in roughly equal parts neering and Public Works Depart- public He slates that, while plan- HAIR DESIGNER from property installment sales, ments. She believes that such 'one- ners sometimes have to work with ux-11541 u utility monies, and central service stop shoppping' makes public access decisions made by others in the DISCOVER THE POSSIBILITIES charges. Property installment sales more eft;cient and that improved past, he would like to have found is revenue received by the City interdepartmental communication an alternative to moving several from payments on propert y sold by will be an asset to the public. departments to the Civic Center. the City. Ashland's publicly-owned The debate has another aspect. He pointed out that the most im- Reporters/W riters electric utility remits money to the Is it even appropriate to move City portant functions of government —w a n t e d- i city as a charge for doing business government away from downlmvn? involving public interaction ought L I T H I A G R A P H within the city; in essence, rent. in 1970s many city gncern- to be left downtmva 482-4222 ] Central service charges are made on merits left downtown USA for sub- Mayor Colden believes that as every direct service department urban locales. City govern;ut^m:� husinesseS are encouraged to reno- ASHLAND HISTORIC COMMISSION It August 17, 1993 Mayor and City Council 20 East Main Street Ashland, Oregon 97520 Dear Mayor and City Council: The Ashland Historic Commission is opposed to the proposed move of the Department of Community Development from the downtown area and Historic District to a new building on East Main Street behind the Council Chambers. The Commission agrees that the downtown location is critical; we see the move as a loss. Furthermore, we are perplexed about the lack of public notice and review. City Hall is a vital part of the community and a.vital part of the downtown. Moving a major portion of it will definitely impact us all. The Review Board meets once a week in the Planning Office to review plans and sign permits. Oftentimes, it is important to go to the site, which can usually be accomplished by walking. The new building is out of the Historic District, and in a secondary location - not even along a public bus route. The Ashland Historic Commission would like to publicly go on record to not move the Department of Community Development out of the downtown area and Historic District. "Absence does not make the heart grow fonder in City government." Sincerely, V�. ames Lewis, Chairperson Ashland Historic Commission ASHLAND HISTORIC COMMISSION-City Hall-'Planning Department-20 East Main Street-Ashland,Oregon 97520-(503)488-5305 �.LN � a� ccic5 .9EA U'y'Eo E. c== E3 O ° , — cxi $ a ° N U L E x v dr o L'-L c ct �. UL �- g `y - .N�U mO 3.� c0O�a a� o�, t ��y UU OVUT C�U � O.dL'p y O W O GL7 t 0 d U N L C 00O U 'pp U U O �E09D0E N.TA VI � �•C= b � .c� W d 0 0 0 C G N o.a . m o� = ; o.W.0 v o to ac ' y vROw �sm� R w I mC N G 1.I • a in•`x O U .� � o •► mOL`'S2 c = '� 3 EUAH u-5 o. c 8 - O/ '2 5 v ¢ ; .• ::•' � p = Eo0000'ov O 00 33 C° VY L9 " $: av T - •� a- iO � g € � 7on3pc EUN VI 30: avv� g7YC._° E95 bn N N c� C'N d r Cl. 0 O C— d o0d- OTC G.0 U 7 V E.E y c oMw —C 0 .0 = � E0 ooE� ;� � Vo -. 3 E-= to AT L $ ° ° ° �v _°° C� ° °�jE. r y °co� cc c.� cC� 0.L 0 o E ,o E mo o o oo Eyoc ; UoNV NO5.5 L N :_� U N LO V ° U JE L U U x U a N V f1 U Q T Eo fE Wo =o O August 17 , 1993 To the Editor: The charter of the City of Ashland provides for management by the City Council and a professional administrator. A part of efficient management is long range planning for the many facets of municipal government . In addition to numerous technical. documents that address infrastructure needs, there is a capital improvements plan which, in concert with the award—winning annual budget, does much of the job of financial planning for these infrastructure improvements . When it can, the city builds the costs of improvements into rates and existing taxes . This is done to avoid the need to suddenly rush to citizens with emergency requests for items known to have needed attention. This is what has occurred with the new building at the Civic Center. The construction of this building has been planned for a long time and it can be found in the capital improvements plan and in the master site plan for the Civic Center . For the last decade contributions to the capital improvements fund for this building have been made by city departments . These contributions and this building have been identified in each city budget and have been scrutinized and approved by the citizen Budget Committee and the Mayor and Council . The space that the city has planned to create will house the Department of Community Development containing the Planning. Building and Conservation Divisions and the Engineering Division, a part of the Department of Public Works . Community Development is an exceedingly cramped and crowded department where often there are several workers sharing the same small space, all talking simultaneously on the telephone, plugging one ear so that they can hear the person on the line over the other voices . Stacked around them are maps, applications and files , the tools of their trade , with barely enough room to do their work. Across the street in the rented space above Rebels French Country Restaurant (space that is NOT handicapped accessible) , is the Engineering Division. The Engineering Division has nearly constant need to interact with Planning and Building and the rest of the Public Works Department (Streets and Water, now located at the Civic Center) and it is isolated from all of them! In order to be sure that the additional space was indeed necessary (as if it wasn' t obvious) , and that this construction was not a political whim, a space needs assessment was performed by a local architectural firm. This report recommended that the building be constructed, housing the above named departments and divisions . When this eventually occurs, the combination of these functions will provide better service to the public . (one—stop permits) at a facility that is located in the geographic center of Ashland, has adequate parking, is handicapped accessible and is one heck—of—a—lot more efficient all the way around ! The concern to keep downtown Ashland vital is not irrelevant in "small town" America today, but moving the above functions to the Civic Center does not indicate that the city is abandoning its commitment to downtown Ashland. All of the administrative functions will continue to be located in the present City Hall . The Mayor and City Administrator, the City Attorney, the City Recorder, personnel records and functions, and the Finance Department, including the utility bill payment station, will still be housed in the .City Hall . Furthermore, when one of Ashland 's founders, Abel Helman, deeded this building to the City, he stipulated that the building must always have a municipal function. The City intends to keep faith with Mr. Helman. And finally, in addition to downtown merchant contributions to the refurbishing of downtown, the city contributed a substantial sum to this downtown economic development project . Government is often criticized for a lack of planning and encouraged to save money by operating more efficiently. Here planning and saving for an improvement that will greatly increase the efficiency of the municipal government has taken place only to encounter more criticism. Sound fiscal planning has taken place for a needed improvement . Ashland needs to retain this approach to the provision of services to protect us from a future filled with decay of our municipal infrastructure on every front . Sincerely, Pat Acklin Ashland City Councilor C J >p b01 II � EWm L _N O p d G c 2 C p O W N Oo p.V lL C O m V C r m 0 0 0 O . 0.2 0 V b V m N J co °A3 c °=vam�� W >= W pv- Tu O W N EJm �L Ny EC >L E�A YG � v �,'•. �'{� v mSn. = ° >'r" �A3a0D,-bpoaGi0 yc Em w " o—YY o n 3vw3: i. aLis�dmO p•E .. m!nm G 0� 0'O > WY " "� �" O C -• W 0.�P 3._t r F N�. m Y G A N C ..V O '� W E G m m m a. b : .. -• obmcomui._ L._ v --._ O�.F3b - oobo. > E ° fl...A� �C� A.7.��- �,'0 mv�a �.p� e+ � moCO� �= O E oO CD 0 >— G.? o v E °' b•6ti a' N o we o f rD m A0c76...ao....:'G 0 WG u��N W vN•5i.E 1W A0. U d J Ty Lb C O m J=r c:iQr n b wG++LG n Ci:.�-�C L W O_"Ou- T v E=d oD o G O m C QA E mPA ou . W O > W E 0 L OV0 p v , `Tu•�_G'. NC. .. l r O N u Z O O d T W E o m.o ❑ E Oi. o'_ �.> � Y �m > W xI- r E m •W. V 0.i. m v0i LV W'o m ti >Tm ti C TCO y °��mia Oi 'jb � 3W > b -`� W`OZ OD3t GOLDry0 U tyY- b 0. C p O L.. O P. �U m J . W� 0 0 E o �0 .t 0= Q-mo o � lL N GI U) F `. V_ U u. G - W3 .30 0 sco mLO�o c oc - - oJCw I - m E b r � w pc 'movt O ov� o3 -. '^�•�- � p- av mvE - hum, . L C T'O y N v_O� WSW.+ O u 10 0 _ O R 'Z c C 0 N ia'7 @Y m - u C 2 c C ppJ r E = O_ L : O V GQ ai .H OQo'u > 0 ' 3 '_ E m ErEm� p o E mr� EF ylY_A wo O o Z O xo O0-wc+ m OJ> O N v E U 0 @w n V J 3 obouca, C, ti3v=.y°voa G Nv Z_o v¢.?J 03 W v m'o ms�° s mio b p c - l E 3 L=os u ov m > o oL m onE °– .v� ti 3 n 3 me°c COP N a • L _ b N ^� L _ m G Tu' � m GNi tN.r m_0 v,'oD A...l= 0 --O^ A asE.nNC � c ?= vW r3c �� 3 E Wo7; c° E r m O O v m u u uNi y, T"i. i O N u'1 a�ODE E VWN VL Om JXOLU ONC3..0�` Fd � 00. -r. p � r0>lOmryvmr ® o A r. p W r .. OQ J ?� G d d y i L - . p W y'O C .b. l TL l= N m A C A 0.L - �+ n v C L V _Z G 3v Nm0- � N = ON o v 0v-c E_ W rNi = V m O Wc o `o>_ f W W .O 3'J m _•.� m'm` OYi.` N •p.m L'm r E OtA W 0 0p 'p .L O CN J Qy E sC G >bx oco W vi vA�C O G N �N(G-3"•C°N' booN N W L 'O c ... J >W N o.= �• ri=V w Q 0 W@� > . :,s 9 G O 0 mcn o E W c F m W W- " 1 N p - 0 _ W Uv o W m_ .� NIy1WY._- W �'X�KFVmli1 ` tNCfE- W G L Y LI' > O X CL � Wb_ E'6F V0 � N = JW �O OO..'d um_Y..OVi- gin OZ`- vL 2 O V0 -u r•E=F kO W- Q CLT!O � W OF Om- E = o <: N V i] �' ~ but most people In Ashland•judging by the testimony 1 have heard over the years•want this city to take a different . course. This same mistake has been repeated a multitude of times in this country, and the next generation of leaders has been left to struggle with how to restore vitality to their downtown. Yes, there is a parking shortage downtown right in front of where we want to go,but there is rarely a short- age a block away. If we haven't made parking on Lithia Way seem. close enough to Main Street and the Plaza, then the Downtown Plan was a failure because that was one of the original goals. If the Downtown Plan was a failure in the eyes of Ashland residents. then we need amendments to it.Walking around downtown Ashland is less distance than walking around the Rogue Valley Mall. We just need to make distances seem like they are less. The City has enough land downtown to build additional City offices. Doing so would result in a handicapped-ac- cessible three story building with pub- lic parkin on the ground floor when the City offices aren't being used.This is called'dual use of public facilities•' which is the kind of public facilities we Exposing City Hall need and the kind of planningwe need. The plan coming before the Planning Dear Editor. Commission and eventually the City Council is the first of two phases. Like the Slinky, first part of the City offices ti.,t,Lr� Thank you for the exposure on the will go and then the rest will follow. removal of City Hall from the down- What will be left downtown will be a h 3 town.I do hope there will continue to be symbolic'City Hall.'If the residents of a response from the public that moving Ashland permit that, Ashland will be any part of City Hall out of the down- added to the list of formerly idyllic town is a bad move. towns that were gutted of their soul and The Council must not succumb to character. building a one story. land-wasting That no department heads or city suburban-type structure in the periph- workers have come forth to oppose the ery of Ashland.Such urban design has move is not an indication of unanimity, typically been the sought-after Ameri- but of a strict chain of command such can solution to crowding forbusinesses as is present in the military and many and government in downtown areas, other governmental organizations. Thank you for your fine article. Sincerely. Brent Thompson Member, Planning Commission Ashland, Oregon q-7 ..•A'U ET' c O COU T C� ac r b TC IN 00 w 1 C � O E _ '' V E U 1 V > 0 tau E �)o� y yTOaq Q y o� ow ay0a w , 4.c a 3 a•^ U TaTA Rp a ca 3 � � oa� r� � Q 5y N7 U O ° $ bo U Ua° a b 8D-- OM 6,0 a �F E o ° chi -00 R2, cAS v W 5m-sU3 ° c �� a°io.50pp V S— � p =: '.5o ca 0'U V'"' .1 Cp? Q rwd°•o ,p,UU7 �� p3,q3 QA aCi epA oov 3b w C a•o m-. N Q ��bYa° v� s ��• hy° •�°:y z J — > co3 ,r, go°p°oE. .5 � 3 W "Ma G O �'o ��a� e:,>,-g cu w .UZEE `� Epa�ao ° a, uv � AEA omZa � ') O'aoo00 � 3 > 0 EWUW 0wo : as y'5oc°off yFy boN C TW O iu O,Tw UC zO T y 5 � a� 9 E U � C I'•CJ� o - U w E °oa"iao� c3 ° 0E9's"�R, O U 1 cU' 5 gE0o ° E� m _'P0ota 8 C V E V/ ooAB , a)'o � > ti00� °°y °0 -, r5 3 row >> to'ouNi p�ww °y d a ° a �Uck� oa. 0 C glo-soo.o °' SQ' D3o °E' 3� o� oa9i o > brw -50oa � $cE3ETO.� a'pm�° 93r''° r�:� a • ,CU " Ny 2.2 F" yO OUN UEUQF j � 0„N,i C O O O.,. Ebo'�ti'w^ n3awi��� °iwM of �9 - Ashland employees getting fancy cars I would like to comment on a . new class of yuppies that has sprouted in our town,namely our city workers, 'parks department . and police: Through heavy taxes in our utilities, the y.are soaking our town royally. . ey remodel their building and then they want to build a new one for 20 . employees. Then the cars. Have you seen the parks vehicles lately? And the police cars,especially the Lack of space? four-wheel drive Jeep that looks i p like it can play with the fells in fi drag busts. Why do we need new. c) To Councilwoman Par(Acklirs): J cars every year? Hasn't anyone If you get your way (Daily Q Tidings, Aug. 25) and the Civic heard'of conservation? Center is expanded,then will there And then even further, they P spend a million dollars on the be enough space for the Planning Plaza and for who? The tourists CC Division to plan a bike path along l The- that come to see the plays. They C Main Street and the building?Has the lack of space been preventing build extravagant planter boxes up Main Street and for who? The it all these years? tourists who come to see the plays. Dr. Leon Swartzberg, Jr. . Ashland And to top it off,they lure contrac- tors from Portland to do it. Then they put in $500 benches for the tourists to sit on. . I would suggest that the festival put a tax on their tickets, then in turn give to the city to help.pick up the tab. Overcrowded schools and lack of.fmancing for kids' educa- tion in such a flourishing town just doesn't seem right. Leo Howes Ashland . na MH L' a aw 30 1-M .010 tS S'0-0110 o o ctu A.=. a> g 00° a0u3 A us y bl 0 x Cco $ � �I b $aS •� 5 ad5 `aa�i U oEddoD�"•QQo•u°- 0a 0 0 3 .0 a cC U ydu3�N �� c co� aa♦aaO aaa�� 3 Vr�o u U°�°1 �NU��WS�>• U,x��C°)�_ u A2 oa aE`3_D.w 3 °i'.°�9 0ca'�5w 3y um N y•gO�N [.a��w-. $°uvNE° o�0 A A. �u.w•�0E. 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[ " 2 ca.5 ° 0ca^ 0� u o°a °E c ° og' gE3uOhmpSv� �a;9 'o•� o � b ^�E' 00 •° 0 � g a " :? aEio D c'yoa " c> . SA �woo w ° u30C 3 d �u u W > 0� v �3vF° � a� eaoaFc �e.� u ¢ auo ° ° a �3o5 c0ua = 35c7 � 0ne c35a� °o U7i2�Sv° . F3r'ia5i5a° E� 3� go, 0-0� •5'u•o° 0 �: B Give downtown vitality, function Unbeknownst to many of Ash- Growth and urban identity are land's civic-minded citizens, a the issue. What departments feel plan to move all city building and effect from the impact of growth development services to a new more than these?I believe that we location has been considered a must fight to maintain a fully vi- goal and part of a long range able and functioning downtown, budget plan for some time.This is not just a Disneyesque version of a serious issue both in our identity small town America. Our city as a town and as a taxpayer. government may be the only ves- A major issue in terms of iden- tige of the past that we can hold on tity is how growth is going to ef- to against the onslaught of the fect the scale and general quality tourist industry.I would like to try of life in Ashland.The reality that to find an alternative to subur- we are forced out of downtown banization. Let's try to give the (by our own success) must make downtown as much vitality and us stop and examine our goals and function as possible. priorities. We should accept the reality The accessibility and function- that Ashland has many infrastruc- ing of Ashland's historic' ture needs that do not have avail- downtown is critical to our not be- able funding. Since the money coming a town geared solely for was earmarked for the proposed tourists. We've lost most stores city building, we have en- that serve the community by countered several multi-million providing day-to-day items that dollar projects that must. be the people who live here need, funded, but for which no budget Creating a city center on East plans are in place. If we are going Main Street robs the downtown to spend the money we must have core of a functioning nucleus.The a consensus on its purpose.At this suburban model of this kind of city juncture I'm not convince this center created the typical "shop- move is what we need to do. Is ping mall" feeling. Expansive there a possibility of redirecting parking lol, no public transporta- this money towards a higher tion, no food service, or other priority? proximate commercial enterprise John Fields furthers the alienation felt by President 1ti citizens. Friends of Ashland There is no doubt crowding, parking and limited alternatives to locate the building and planning offices are a very real problem. But,growth and our urban identity are the issues. CITY OF ASHLAND AIRSPACE LICENSE License made this day of 1993, between the City of Ashland ("City"), and Allen Sandler and Sandler, as Licensee; City and Licensee agree: 1. DESCRIPTION OF PREMISES: City permits Licensee to use the following described property ("the premises") on the terms and conditions stated below: See the attached Exhibit A. 2. TERM: This license shall begin on 1994, and continue until terminated as provided in paragraph 15. 3. PAYMENT: Licensee shall pay City each month on the first day of each month while this license is in effect for the use of the premises the sum of $120.00 per month. Provided, however, no amount shall be due for those months the premises are closed to occupancy. If the license does not begin on the first day of a month then payments for the first and last months of the license shall be prorated on a daily basis. Payments shall be paid to the City at the Finance Department, City Hall, 20 East Main Street, Ashland, Oregon, or at such other place or to such other person as City may designate. 4. PURPOSE. The premises shall not be used for any other purpose than restaurant seating nor used in any manner deemed by City to be a hazard or potential hazard to the public using the public sidewalk or right of way. Use and maintenance of the premises shall cause no interference with pedestrian or vehicular traffic on East Main Street or the adjacent public sidewalk or right of way. Licensee shall not use or allow the premises to-be used for any unlawful purpose whatsoever. 4.1. Compliance with environmental laws. As used is this license, the term "hazardous material" means any hazardous or toxic substance, material, or waste, including, but not limited to, those substances, materials, and wastes listed in the United States Department of Transportation Hazardous Materials Table (49 C.F.R. § 172.101) or by the United States Environmental Protection Agency as hazardous substances (40 C.F.R. Part 302) and any amendments, ORS 466.567, 466.205, 466.640 and 468.790 and regulations of the Oregon State Department of Environmental Quality, petroleum products and their derivatives, and such other substances, materials and wastes as become regulated or subject to cleanup authority under any environmental laws. "Environmental laws" means those laws cited in this subparagraph. 4.1.1. Licensee's compliance with laws and permits. Licensee shall cause the premises and all operations conducted on the premises (including operations by any subtenants) to comply with all environmental laws. PAGE 1-AIRSPACE LICENSE (pxeel\eeed-sirAfio) 4.1.2. Limitation on uses of hazardous materials. Licensee shall not use or allow any agents, contractors or subtenants to use the premises to generate, manufacture, refine, transport, treat, store, handle, recycle, release or dispose of any hazardous materials, other than at reasonably necessary for the operation of Licensee's activities as contemplated under this agreement. 4.1.3. Lessor's Rights. Lessor shall have the right to conduct reasonable inspections and investigations of the premises and the operations conducted on the premises at any time and from time to time, and Licensee shall cooperate fully with Lessor during such inspections and investigations. 4.1.4. Indemnification. Licensee agrees to defend (with counsel approved by Lessor), fully indemnify, and hold entirely free and harmless Lessor from and against all claims, judgments, damages, penalties, fines, costs, liabilities, or losses (including, without limitation, diminution in value of the premises, damages for the loss or restriction on the use of rentable or usable space or of any amenity of the premises, damages arising from any adverse impact on marketing of space, sums paid in settlement of claims, attorneys' fees, consultant fees, and expert fees) which arise during or after the license term and which are imposed on, or paid by or asserted against Lessor by reason or on account of, or in connection with, or arising out of Licensee's generation, manufacture, use, transportation, refinement, treatment, storage, or disposal of hazardous materials, or any release of hazardous materials as a. result of Licensee's use or activities, or of Licensee's agents, contractors, or subtenants: 5. INDEMNIFICATION: Licensee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Licensee (including but not limited to, Licensee's employees, agents, and others designated by Licensee to perform work or services attendant to this agreement). Licensee shall not be held responsible for damages caused by the negligence of City. 6. INSURANCE: Licensee shall, at its own expense, at all times during the term of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products and completed operations, owner's and City's protective insurance and comprehensive automobile liability including owned and non-owned automobiles. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional i insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk PAGE 2-AIRSPACE LICENSE (p:reaRsand-afrdiic) Manager prior to the commencement of any occupation of the premises by Licensee under this agreement. These certificates shall contain provision that coverages afforded under the policies cannot be canceled and restrictive modifications cannot be made until at least 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. • 7. IMPROVEMENTS. Except for the balcony to be constructed and attached to the building at 59 East Main Street, Ashland, Oregon, no improvements shall be placed in or on the premises, and no alterations shall be made on the premises without the prior written consent of City. All improvements shall be made at the sole expense of Licensee. All improvements made by Licensee on the premises shall be and remain the property of Licensee. 8. TAXES AND UTILITIES. Licensee shall be responsible for all taxes and assessments, if any, on all real and personal property and improvements on the premises, including real property belonging to City. Licensee shall pay for all utility services furnished to the premises. 9. PERMITS. Licensee shall secure all necessary permits and licenses required in connection with operations on the premises and shall comply with all federal, state, and local statutes, ordinances, and regulations that may concern, in any way, Licensee's use of the premises. 10. ASSIGNMENT. Licensee shall not assign this license or sublet the premises without the prior written consent of City, and any attempt to assign or sublet without written consent shall be void. The provisions of this license and all of its obligations and rights shall bind any assignee or legal successor of Licensee, and any purchaser or transferee of any interest of Licensee's in the building located at 58 East Main, Ashland, Oregon more specifically described as: See the attached Exhibit B. Licensee shall execute and acknowledge a memorandum of this License as it affects the property described in Exhibit B in a form suitable for recording, and City may record the memorandum. 11. SIGNS. No advertising signs, displays or devices may be erected on the premises. 12. MAINTENANCE. Licensee shall, at its sole expense, keep and maintain the premises at all times in a orderly, clean, and safe condition. 13. ACCESS. There shall be no access from the premises to the public sidewalk or right of way. PAGE 3-AIRSPACE LICENSE (p:...A ..d-air.11c) 14. RIGHT OF ENTRY. City specifically reserves the right to enter and occupy the premises upon failure of Licensee to comply with any provision of this license. City also reserves the right to enter the premises for purposes of inspection and to determine whether Licensee is complying with the provisions of this agreement and to perform acts necessary or proper for the protection, preservation, maintenance, reconstruction, and operation of the public right-of-way and sidewalk. 15. TERMINATION. In the event of breach of any of these license terms, City shall have the right to immediately terminate this license, to re-enter and repossess the premises, and to hold the same as though this license had never been made or issued. In addition; this license may be terminated as to all or part of the premises when needed for public purposes, or when,the City determines that it is in the public's best interest, upon giving of a 30-day written notice to Licensee of its intent to terminate same. In the event of such termination, Licensee waives its rights to make a claim for any losses or damages suffered thereby. 15.1. Removal of improvements. In the event of termination, regardless of how effected, including termination for need or failure to comply with any provision of this license, Licensee shall, by the date of the termination, peaceable and quietly leave, vacate completely and surrender the premises, removing those improvements and fixtures placed or made by Licensee. If any improvements or fixtures are not removed from the premises and the premises are not completely vacated by the termination date, City may proceed to remove the same, and Licensee shall pay City, upon demand, the reasonable cost to City of such removal. 15.2. Performance bond. Within thirty days after the execution of this license, Licensee shall deliver to City a performance bond in a form satisfactory to City in the amount of $25,000.00. The performance bond shall secure faithful performance of Licensee's obligations under this license. The bond shall remain in effect throughout the term of the license. The bond shall be furnished by a surety licensed to conduct business in the State of Oregon. In lieu of a performance bond, Licensee may submit a cashier's check or a certified check in the amount of $30,000.00 which may be applied by City in the same manner as a performance bond in the event of a default by licensee. 16. WAIVER. Time is of the essence of every provision of this license. Failure of City to object to the violation of any provision of this license shall not be deemed a waiver PAGE 4-AIRSPACE LICENSE (a:,eansana-efr.rie) i by City of a subsequent similar breach or of City's right to demand strict performance by Licensee of the provision hereof. Date: Signed: Licensee Signed: Licensee License granted this day of 1993, for the above named Permittee to use the premises on the terms specified above. By approval of the Ashland City Council on 1993. Catherine Golden, Mayor City of Ashland PAGE 5-AIRSPACE LICENSE (P:raa4swd-aidici 4 { DETACH THIS PAGE AND ATTACH EXHIBIT A. See paragraph#1. DETACH THIS PAGE AND ATTACH EXHIBIT B. See paragraph #10. I, pF �N`o - mar and nm A. �REGO November 1, 1993 Brian Almquist, City Administrator rant: Steven Hall, Public Works Director] II�IjELt: Fund Exchange Agreement ACTION REQUESTED City Council authorize City Administrator to sign"Local Agency Fund Exchange Agreement"No. 12229. BACKGROUND With the enactment of the new Intermodal Surface Efficiency Transportation Act (IS17F.A), the federal aid urban (FAU)funding category was cancelled. The FAU funds were allocated to medium sized cities on a per capita basis. Both sections of Hersey Street were constructed with FAU funds.. The Oregon Department of Transportation (ODOT)required all agencies to apply for projects prior to the end of September, 1993 which is the end of the state fiscal year. ODOT also started a program which allows local agencies to spend the funds on any street project in the city as long as the project is not determined to be maintenance. This "fund exchange" gives cities 94% of the normally allocated funds, but does not require cities to go through all of the paperwork(mounds of it), testing and documentation required by ODOT. I would conservatively estimate that we will save 10 to 15% for the 5% loss in funds! The project forwarded to ODOT for consideration was the completion of Fast Main Street from the Southern Pacific railroad tracks (near Fordyce) to the city limits east of Walker Street. The project will widen the street to allow two full vehicle lanes, two bicycle paths, curb and gutter, storm drainage and sidewalk(south side only). Their are not enough funds to complete the northerly sidewalk plus a 48 inch storm drain will have to be installed in the same area in the future. The crossing of the 48 inch storm drain under East Main Street is included in the project. ODOT will pay 94% of the costs to a maximum of$228,744. The 6% local match will be more than covered by our engineering costs. If we don't use the funds, they will return to ODOT for use as they so desire. Staff recommends approval of the request. cc: Jim Olson, Assistant City Engineer Pain Barlow, Administrative Assistant erect: Agreement 12229/an—�—, `.,t -oo- n 1ECEi` D DEPARTMENT OF October 22, 1993iE. OCr 2 9 in TRANSPORTATION HIGHWAY DIVISION STEVE HALL Region 3 CITY OF ASHLAND 20 EAST MAIN FILE CODE: ASHLAND OR 97520 Dear Steve: Enclosed for your review and signature by appropriate city officials are three copies of Fund Exchange Agreement No. 12229 for the proposed improvement to the East Main Street in the City of Ashland. This agreement shall be authorized during a regularly scheduled meeting of the City Council. After your review please return the signed agreements to me. Sinc/erely,/ Jack Ayres Federal Aid Specialist JA:jb Enclosures cc: Program Section 3099 NE Diamond Lake Blvd PO Box 1128 Roseburg, OR 97470 (503) 440-3399 T:u-iS29(4-91) FAX (503) 440-3465 October 22, 1993 Misc. Contracts & Agreements No. 1222.9 LOCAL AGENCY FUND EXCHANGE AGREEMENT THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State" ; and THE CITY OF ASHLAND, acting by and through its Elected Officials, hereinafter referred to as "Agency" . 1 . By the authority granted in ORS 366. 770 and 366 . 775, State may enter into cooperative agreements with counties and cities for the performance of work on certain types of improvement projects with the allocation of costs on terms and conditions mutually agreeable to the contracting parties. 2 . State and Agency have determined that is advantageous to both parties and in the public ' s interest to enter into this agreement. 3 . Agency has submitted a completed and signed Part I of the Project Prospectus outlining the schedule and costs associated with all phases of the reconstruction of East Main Street in the City of Ashland, hereinafter referred to as "project" . 4. To assist in funding the project, Agency has requested. State to exchange Federal funds which have been allocated to Agency, for State funds based on the following ratio: $94 State for $100 Federal Based on this ratio, Agency wishes to trade $243, 345 Federal funds for $228, 744 State funds. 5 . State has reviewed .Agency ' s prospectus, considered Agency ' s request for the fund exchange and has determined that Agency ' s project is eligible for the exchange funds. 6 . The parties agree that the exchange is subject to the following conditions: A. The Federal funds transferred to State may be used by State at its discretion. A1393045/Key 07657 Adreement No. 12229 THE CITY OF ASHLAND B. State dollars transferred to Agency must be used for the reconstruction of East Main Street in the City of Ashland. This fund exchange is to provide funding for specific roadway projects and is not intended for maintenance. C. State funds may be used for all phases of the project, including preliminary engineering, right of way, utility relocations and construction. Said use shall be consistent with the Oregon Constitution and statutes (Section 3a of Article IX Oregon Constitution) . Agency shall be responsible for accounting for expenditure of State funds. D. This Fund Exchange shall be on a reimbursement basis, with State funds limited to a maximum amount of $228, 744. All costs incurred in excess of the fund exchange amount will be the sole responsibility of Agency. E. State certifies at the time. this contract is written that sufficient funds are available and authorized for expenditure to finance costs of this contract within State ' s current appropriation or limitation . Funds available for reimbursement on, or after, July 1, 1993 are contingent upon the legislatively approved budget of State. F. Agency shall be responsible for all costs and expenses related to its employment of individuals to perform the work under this agreement, including but not limited to PERS contributions, workers ' compensation, unemployment taxes, and State and Federal income tax withholding. G. Agency agrees to comply with all applicable State, Federal and local laws, rules, regulations and ordinances, including but not limited to those pertaining to Civil Rights . H. Agency, or its consultant, shall conduct the necessary preliminary engineering and design work required to produce final plans, specifications and cost estimates; purchase all necessary right of way in accordance with current State and Federal laws and regulations; obtain all required permits; be responsible for all utility relocations; advertise for bid proposals; award all contracts; perform all construction engineering and make all contractor payments required to complete the project. A1393045/Key 07657 -2- Agreement No. 12229 THE CITY OF ASHLAND I . .Agency shall submit a copy of the project plans and specifications to State for review two weeks prior to advertisement for construction bid proposals. State shall notify Agency of any changes or modifications it deems necessary prior to advertisement. Failure to suggest changes shall in no way constitute State approval of the plans and specifications. J. Agency shall compile accurate cost accounting records. Agency shall bill State, in a form acceptable to State, no more than once a month, for costs incurred on the project. State will reimburse Agency at 94 percent of the billing amount, not to exceed $228, 744. The cost records and accounts pertaining to the work covered by this agreement .shall be retained for inspection by representatives 'of State for a period of three ( 3) years following final payment. Copies shall be made available upon request. K. Agency shall, upon completion of project, maintain and operate the project at its own cost and expense. L. The contractor, its subcontractors, if any, and all employers working under this agreement are subject employers under the Oregon Workers ' Compensation Law and shall comply with ORS 656 . 017, which requires them to provide workers ' compensation coverage for all their subject workers . M. . This contract shall be for two years, beginning on the date State ' s representative executes this agreement, and terminating two calendar years later, on the same month and day, unless otherwise extended or renewed by formal agreement of the parties . N. This contract may be terminated by mutual consent of State and Agency or by either party upon 30 days ' written notice, delivered by certified mail or in person. O. State and Agency hereto agree that if any term or provision of this contract is declared by a court of competent jurisdiction to be invalid, unenforceable, illegal or in conflict with any law, the validity of the remaining, terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular term or provision held to be invalid. A1393045/Key 07657 -3- Agreement No. 12229 THE CITY OF ASHLAND 7 . Agency shall authorize execution of this agreement during a duly authorized session of its City Council . The fund exchange program was approved by the Oregon Transportation Commission on July 21 , 1992, at which time the State Highway Engineer was authorized to sign the necessary agreements for and on behalf of the Commission. By Subdelegation Order HWY-6, Paragraph 11 , the State Highway Engineer further delegated the signing authority to the Program Section Manager. By delegated authority, the Program/Project Management Services Manager approved this project on October 19, 1993 . IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. All agreement provisions were approved as to legal sufficiency on July 2, 1992 by Dale K. Hormann, Assistant Attorney General. APPROVAL RECOMMENDED STATE OF OREGON, by and through its Department of Transportation By Region Manager By Program/Prof . Mgt. Serv. Mgr. Date Date APPROVED AS TO THE CITY OF ASHLAND, by and LEGAL SUFFICIENCY through its Elected Officials By By Agency Attorney City Administrator Date A1393045/Key 07657 -4- October 22, 1993 Misc . Contracts & Agreements No. 12229 LOCAL AGENCY FUND EXCHANGE AGREEMENT THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State" ; and THE CITY OF ASHLAND, acting by and through its Elected Officials, hereinafter referred to as "Agency" . 1 . By the authority granted in ORS 366 . 770 and 366 . 775, State may enter into cooperative agreements with counties and cities for the performance of work on certain types of improvement projects with the allocation of costs on terms and conditions mutually , agreeable to the contracting parties. 2 . State and Agency have determined that is advantageous to both parties and in the public ' s interest to enter into this agreement. 3 . Agency has submitted a completed and signed Part I of the Project Prospectus outlining the schedule and costs associated with all phases of the reconstruction of East Main Street in the City of Ashland., hereinafter referred to as "project" . 4. To assist in funding the project, Agency has requested State to exchange Federal funds which have been allocated to Agency, for State funds based on the following ratio: $94 State for $100 Federal Based on this ratio, Agency wishes to trade $243, 345 . Federal funds for $228, 744 State funds . 5 . State has reviewed Agency' s prospectus, considered Agency ' s request for the fund exchange and has determined that Agency' s project is eligible for the exchange funds. 6 . The parties agree that the 'exchange is subject to the following conditions: A. The Federal funds transferred to State may be used by State at its discretion . A1393045/Key 07657 Agreement No. 12229 THE CITY OF ASHLAND B. State dollars transferred to Agency must be used for the reconstruction of East Main Street in the City of Ashland. This fund exchange is to provide funding for specific roadway projects and is not intended for maintenance. C. State funds may be used for all phases of the project, including preliminary engineering, right of way, utility relocations and construction. Said use shall be consistent with the Oregon Constitution and statutes (Section 3a of Article IX Oregon Constitution) . Agency shall be responsible for accounting for expenditure of State funds. D. This Fund Exchange shall be on a reimbursement basis, with State funds limited to a maximum amount of $228, 744. All costs incurred in excess of the fund exchange amount will be the sole responsibility of Agency . E. State certifies at the time this contract is written that sufficient funds are available and authorized for expenditure to finance costs of this contract within. State ' s current appropriation or limitation. Funds available for reimbursement on, or after, July 1 , 1993 are contingent upon the legislatively approved budget of State. F. Agency shall be responsible for all costs and expenses related to its employment of individuals to perform the work under this agreement, including but not limited to PERS contributions, workers' compensation, unemployment taxes, and State and Federal income tax withholding. G. Agency agrees to comply with all applicable State, Federal and local laws, rules, regulations and ordinances, including but not limited to those pertaining to Civil Rights. H. Agency, or its consultant, shall conduct the necessary preliminary engineering and design work required to produce final plans, specifications and cost estimates; purchase all necessary right of way in accordance with current State and Federal laws and regulations; obtain all required permits; be responsible for all utility relocations; advertise for bid proposals; award all contracts; perform All construction engineering and make all contractor payments required to complete the project. A1393045/Key 07657 -2- Agreement No. 12229 THE CITY OF ASHLAND I . Agency shall submit a copy of the project plans and specifications to State for review two weeks prior to advertisement for construction bid proposals. State shall notify Agency of any changes or modifications it deems . necessary prior to advertisement. Failure to suggest changes shall in no way constitute State approval of the plans and specifications. J. Agency shall compile accurate cost accounting records. Agency shall bill State, in a form acceptable to State, no more than once a month, for costs incurred on the project. State will reimburse Agency at 94 percent of the billing amount, not to exceed $228, 744. The cost records and .accounts pertaining to the work covered by this agreement .shall be retained for inspection by representatives of State for a period of three (3) years following final payment. Copies shall be made available upon request. K. Agency shall, upon completion of project, maintain and operate the project at its own cost and expense. L. The contractor, its subcontractors, if any, and all employers working under this agreement are subject employers under the Oregon Workers ' Compensation Law and shall comply with ORS 656 .017, which requires them to provide workers ' compensation coverage for all their subject workers. M. This contract shall be for two years, beginning on the date State ' s representative executes this agreement, and terminating two calendar years later, on the same month and day, unless otherwise extended or renewed by formal agreement of the parties. N. This contract may be terminated by mutual consent of State and Agency or by either party upon 30 days' written notice, delivered by certified mail or in person. O. State and Agency hereto agree that if any term or provision of this contract is declared by a court of competent jurisdiction to be invalid, unenforceable, illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular term or provision held to be invalid. A1393045/Key 07657 -3- Agreement No. 12229 THE CITY OF ASHLAND 7. Agency shall authorize_.execution of this agreement during a duly authorized session of its City Council . The fund exchange program. was. approved by the Oregon Transportation Commission on July 21, 1992, at which time the State Highway Engineer was authorized to sign the necessary agreements for and' on behalf of the Commission. By Subdelegation Order HWY-6, Paragraph 11 , the State Highway Engineer further delegated the signing authority to the Program Section Manager. By delegated authority, the Program/Project Management Services Manager approved this project on October 19, 1993 . IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. All agreement provisions were approved as to legal sufficiency on July 2, 1992 by Dale K. Hormann, Assistant Attorney General . APPROVAL RECOMMENDED STATE OF OREGON, by and through its Department of Transportation By Region Manager By Program/Prof . Mgt. Serv. Mgr. Date . Date APPROVED AS TO THE CITY OF ASHLAND, by and LEGAL SUFFICIENCY through its Elected Officials By BY Agency Attorney City Administrator Date A1393045/Key 07657 -4- October 22, 1993 Misc. Contracts & Agreements No. 12229 LOCAL AGENCY FUND EXCHANGE AGREEMENT THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State" ; and THE CITY OF ASHLAND, acting by and through its Elected Officials, hereinafter referred to as "Agency" . 1 . By the authority granted in ORS 366. 770 and 366 . 775, State may enter into cooperative agreements with counties and cities for the performance of work on certain types of improvement projects with the allocation of costs on terms and conditions mutually agreeable to the contracting parties. 2 . State and Agency have determined that is advantageous to both parties and .�n the public ' s interest to enter into this agreement. 3 . Agency has submitted a completed and signed Part I of the Project Prospectus outlining the schedule and costs associated with all phases of the reconstruction of East Main Street in the City of Ashland, hereinafter referred to as "project" . 4. To assist in funding the project, Agency has requested State to exchange Federal funds which have been allocated to Agency, for State funds based on the following ratio: $94 State for $100 Federal Based on this ratio, Agency wishes to trade $243, 345 Federal funds for $228, 744 State funds. 5 . State has reviewed Agency ' s prospectus, considered Agency ' s request for the fund exchange and has determined that Agency' s project is eligible for the exchange funds. 6. The parties agree that the exchange is subject to the following conditions: A. The Federal funds transferred to State may be used by State at its discretion. A1393045/Key 07657 Agreement No. 12229 THE CITY OF ASHLAND B. State dollars transferred to Agency must be used for the . reconstruction of East Main Street in the City of Ashland. This fund exchange is to provide funding for specific roadway projects and is not intended for maintenance. C. State funds may be used for all phases of the project, including preliminary engineering, right of way, utility relocations and construction. Said use shall be consistent with the Oregon Constitution and statutes (Section 3a of Article IX Oregon Constitution) . Agency shall be responsible for accounting for expenditure of State funds. D. This Fund Exchange shall be on a reimbursement basis, with State funds limited to a maximum amount of $228, 744. All costs incurred in excess of the fund exchange amount will be the sole responsibility of Agency. E. State certifies at the time this contract is written that sufficient funds are available and authorized for expenditure to finance costs of this contract within State ' s current appropriation or limitation. Funds available for reimbursement on, or after, July 1, 1993 are contingent upon the legislatively approved budget of State. F. Agency shall .be responsible for all costs and expenses related to its employment of individuals to perform the work under this agreement, including but not limited to PERS contributions, workers' compensation, unemployment taxes, and State and Federal income tax withholding. G. Agency agrees to comply with all applicable State, Federal and local laws, rules,' regulations and ordinances, including but not limited to those pertaining to Civil Rights . H. Agency, or its consultant, . shall conduct the necessary preliminary engineering and design work required to produce final plans, specifications and cost estimates; purchase all necessary right of way in accordance with current State and Federal laws and regulations; obtain all required permits; be responsible for all utility relocations; advertise for bid 'proposals; award all contracts; perform all construction engineering and make all contractor payments required to complete the project. A1393045/Key 07657 -2- Agreement No. 12229 THE CITY OF ASHLAND I . Agency shall submit a copy of the project plans and specifications to State for review two weeks prior to advertisement for construction bid proposals. State shall notify Agency of any changes or modifications it deems necessary prior to advertisement. Failure to suggest changes shall in no way constitute State approval of the plans and specifications. ' J. Agency shall compile accurate cost accounting records. Agency shall bill State, in a form acceptable to State, no more than once a month, for costs incurred on the project. State will reimburse Agency at 94 percent of the billing amount, not to exceed $228, 744. The cost records and accounts pertaining to the work covered by this agreement shall be retained for inspection by representatives of State for a period of three (3) years following final payment. Copies shall be made available upon request. K. Agency shall, upon completion of project, maintain and operate the project at its own cost and expense. L. The contractor, its subcontractors, if any, and all employers working under this agreement are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656 . 017, which requires them to provide workers ' compensation coverage for all their subject workers. M. This contract shall be for two years, beginning on the date State' s representative executes this agreement, and terminating two calendar years later, on the same month and day, unless otherwise extended or renewed by formal agreement of the parties. N. This contract may be terminated by mutual consent of State and Agency or by either party upon 30 days ' written notice, delivered by certified mail or in person. O. State and Agency hereto agree that if any term or provision of this contract is declared by a court of competent jurisdiction to be invalid, unenforceable, illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular term or provision held to be invalid. A1393045/Key 07657 -3- Agreement No. 12229 THE CITY OF ASHLAND 7 . Agency shall authorize execution of this agreement during a duly authorized session of its City Council . The fund exchange program. was approved by the Oregon Transportation Commission on July 21, 1992, at which time the State Highway Engineer was authorized to sign the necessary agreements for and on behalf of the Commission. By Subdelegation Order HWY-6, Paragraph 11 , the State Highway Engineer further delegated the signing authority to the Program Section Manager. By delegated authority, the Program/Project Management Services Manager approved this project on October 19, 1993 . IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the day and' year hereinafter written. All agreement provisions were Approved as to legal sufficiency on July 2, 1992 by Dale K. Hormann, Assistant Attorney General . APPROVAL RECOMMENDED STATE OF OREGON, by and through its Department of Transportation By Region Manager By Program/Prof . Mgt. Serv. Mgr. Date Date APPROVED AS TO THE CITY OF ASHLAND, by and LEGAL SUFFICIENCY through its Elected Officials By By Agency Attorney City Administrator Date A1393045/Key 07657 -4- 4 (' ^Fpr" OFFICE OF THE�DIS,TRICT ATTORNE r OCT 21 1993 MARKHUDDLESTQN ': L. u I.� DISTFi1CT ATTOEiNEY Y. r ju t! LSio CRIMINALRUSECUTION (503)776-7011 , 10 South Oakdale Avenue,Medford,Oregon 97501/715 West 10th Street,Medford,Oregon 97501 October 14 , 1993 Brian Almquist City Administrator Ashland City Hall 20 East Main St. Ashland, OR 97520 RE: Proposed Intergovernmental Agreement Regarding Gaming Law Enforcement Dear Mr. Almquist: The 1991 State Legislature enacted into law ORS 461. 456 which provides for the distribution of certain video lottery revenues to counties. The statute mandates that 30 of the net revenue of video lottery games in the county shall be distributed to the county as administrative expenses for gaming law enforcement'. The statute further provides that the county shall enter into an intergovernmental agreement with cities in the county for the purpose of providing gaming law enforcement in the cities. For the last six months I have met periodically with the chiefs of police of the municipalities within Jackson County, as well as with Sheriff C.W. Smith. A sub-committee consisting of myself, Sheriff C.W. Smith, Lt. Eric Rodriguez of the Oregon State Police, Chief Ray Shipley of the Medford Police Department and Chief Gary Brown of the Ashland Police Department met to consider how best to allocate these new revenues to comply with the intent of the statute and to best benefit the citizens of Jackson County. Our proposal is contained in the Intergovernmental Agreement included with this letter. Briefly we are contemplating the formation of an Interagency Gambling Offense Investigation Team. The team will provide training for Jackson County law enforcement officers involved in the investigation of gaming law violations. The team will also serve as a focal point for a county wide coordinated response to gaming law violations. Projected revenue from video poker is estimated at $80-90 , 000 annually. This Interagency Agreement allocates the first $30, 000 of those proceeds on an annual basis to hire a part-time investigator who will help coordinate the Interagency Team. A training budget of $5 , 000 cnv •./c %-r "Oa Page 2 October 14 , 1993 annually is established for training of officers participating in the Interagency Team. Finally,. the balance of the proceeds are allocated to the District Attorney ' s Office for prosecution and necessary support services. It is my belief that Chief Brown is familiar with the proposed terms, and supports the City of Ashland entering into this Intergovernmental Agreement with Jackson County. I would ask that you present this Intergovernmental Agreement to the City Council for approval . once both originals are signed and returned to me I will present the Agreement to the county administrator for presentation to the Board of Commissioners. Once all parties have signed I will return a conformed copy to you. sincerely Mark Huddleston District Attorney MDH.ww cc: Chief Brown INTERGOVERNMENTAL AGREEMENT REGARDING ENFORCEMENT OF THE GAMING LAWS BETWEEN JACKSON COUNTY AND THE CITY OF ASHLAND THIS INTERGOVERNMENTAL AGREEMENT is made, pursuant to ORS 461. 546, between JACKSON COUNTY, OREGON, and the CITY OF ASHLAND, an Oregon Municipal Corporation. I. INTRODUCTION O.R.S. 461. 546(1) provides that three percent of the net revenue from video lottery games in the County shall be distributed to the County as administrative expenses for gaming.:law enforcement. O.R.S. 461. 546 (2) further provides that the County shall enter into an intergovernmental agreement with cities in the County for the purpose of providing gaming law enforcement in the cities. II. BACKGROUND The enforcement of gaming laws within Jackson County will best be accomplished by a coordinated approach which includes investigation, prosecution and necessary support services. The Jackson County District Attorney' s Office is an appropriate agency to prosecute violations involving the State gaming laws. Investigation of gaming law offenses can be difficult for municipal police departments, particularly for smaller agencies, because department members may be too well known to be able to effectively conduct covert intelligence operations. Accordingly, an interagency approach to the investigation and prosecution of gaming law offenses will serve to maximize the use of limited available resources. As a part of the implementation of this intergovernmental agreement a Gambling Offense Investigation Team will be formed. The purposes of the Team will be: 1. To provide training for law enforcement officers within Jackson County who are involved in the investigation of gaming law violations. 2 . To serve as a focal point for a County-wide coordinated response to gaming law violations. A training budget of $5, 000. 00 will be established pursuant to this agreement for officers participating in the Interagency Team. In addition, $30, 000. 00 will be allocated annually to hire a part-time investigator who will help coordinate the Interagency Team and be available to assist participating jurisdictions in gaming law violation investigations. Both the part-time investigator and the training budget will be administered through the Jackson County Sheriff' s Office. The balance of the revenues will be allocated to the District Attorney' s Office for prosecution services and necessary support. III . AGREEMENT 1 . Pursuant to O.R.S 461 . 546, the City of Ashland hereby enters into this intergovernmental agreement with Jackson County for the purpose of providing gaming law enforcement in the City of Ashland. 2. The Jackson County Sheriff' s Office agrees to hire a part-time investigator who will help coordinate the Interagency Team and be available to assist the City of Ashland in gaming law violation investigations. In addition, the Jackson County Sheriff' s Office agrees to provide training, subject to available resources, for any investigator who participates in the Interagency Team. 3 . The Jackson County District Attorney's Office agrees to provide prosecution of gaming law violations for offenses which occur within the City of Ashland. The Jackson County District Attorney's Office agrees to help facilitate the Interagency Team in conjunction with the Sheriff' s Office. 4 . The City of Ashland has no obligation to participate in the Interagency Team but understands that it is free to do so and to utilize the training resources available through the Team. The City of Ashland further understands that it is not required to make use of the Sheriff'-s part-time investigator, however, it may call upon the investigator for assistance in gaming law investigations as resources allow. IV. TERM OF AGREEMENT This agreement shall continue as long as sufficient funding is available, however, either the City of Ashland or Jackson County may withdraw from the agreement upon 30 days notice to the other party. Burke Raymond Jackson County Administrator City of Ashland Dated: Dated: Mark Huddleston C.W. Smith Jackson Co. District Attorney Jackson County Sheriff Dated: Dated: WP/DOC/AGREE/ww INTERGOVERNMENTAL AGREEMENT REGARDING ENFORCEMENT OF THE GAMING LAWS BETWEEN JACKSON COUNTY AND THE CITY OF ASHLAND THIS INTERGOVERNMENTAL AGREEMENT is made, pursuant to ORS 461. 546, between JACKSON COUNTY, OREGON, and the CITY OF ASHLAND, an Oregon Municipal Corporation. I . INTRODUCTION O.R.S. 461. 546 (1) provides that three percent of the net. revenue from video lottery games in the County shall be distributed to the County as administrative expenses for gaming law enforcement. O.R.S. 461. 546 (2) further provides that the County shall enter into an 'intergovernmental agreement with cities in the County for the purpose of providing gaming law enforcement in the cities. II. BACKGROUND The enforcement of gaming laws within Jackson County will best be accomplished by a coordinated approach which includes investigation, prosecution and necessary support services. The Jackson County District. Attorney's Office is an appropriate agency to prosecute violations involving the State gaming laws. Investigation of gaming law offenses can be difficult for municipal police departments, particularly for smaller agencies, because department members may be too well known to be able to effectively conduct covert intelligence operations. Accordingly, an interagency approach to the investigation and prosecution of gaming law offenses will serve to maximize the use of limited available resources. As a part of the implementation of this intergovernmental -agreement a Gambling Offense Investigation Team will be formed. The purposes of the Team will be: 1. To provide training for law enforcement officers within Jackson County who are involved in the investigation of gaming law violations. 2 . To serve as a focal point for a County-wide coordinated response to gaming law violations. A training budget of $5, 000. 00 will be established pursuant to this agreement for officers participating in the Interagency Team. In addition, $30, 000. 00 will be allocated annually to hire a part-time investigator who will help coordinate the Interagency Team and be available to assist participating jurisdictions in gaming law violation investigations. Both the part-time investigator and the training budget will be administered through the Jackson County Sheriff's Office. The balance of the revenues will be allocated to the District Attorney' s office for prosecution services and necessary support. III . AGREEMENT 1 . Pursuant to O.R.S 461. 546, the City of Ashland hereby enters into this intergovernmental agreement with Jackson County for the purpose of providing gaming law enforcement in the City of Ashland. 2 . The Jackson County Sheriff' s Office agrees to hire a part-time investigator who will help coordinate the Interagency Team and be available to assist the City of Ashland in gaming law violation investigations. In addition, the Jackson County Sheriff' s Office agrees to provide training, subject to available resources, for any investigator who participates in the Interagency Team. 3 . The Jackson County District Attorney's Office agrees to provide prosecution of gaming law violations for offenses which occur within the City of Ashland. The Jackson. County District Attorney's Office agrees to help facilitate the Interagency Team in conjunction with the Sheriff' s Office. 4 . The City of Ashland has no obligation to participate in the Interagency Team but understands that it is free to do so and to utilize the training resources available through the Team. The City of Ashland further understands that it is not required to make use of the Sheriff' s part-time investigator, however, it may call upon the investigator for assistance in gaming law investigations as resources allow. IV. TERM OF AGREEMENT This agreement shall continue as long as sufficient funding is available, however, either the City of Ashland or Jackson County may withdraw from the agreement upon 30 days notice to the other party. Burke Raymond Jackson County Administrator City of Ashland Dated: Dated: Mark Huddleston C.W. Smith Jackson Co. District Attorney Jackson County Sheriff Dated: Dated: WP/DOC/AGREE/ww