HomeMy WebLinkAbout1995-0307 Council Mtg PACKET Im n : Any citizen attending Council meetings may speak on any item on the agenda, unless it is the
subject of a public hearing which has been closed. If you wish to speak, please fill out the Speaker
Request form located near the 4ntrance to the Council Chambers. The Chair will recognize you and
Inform you as to the amount of time allotted to you. The time granted will be dependent to some extent
on the nature of the item under discussion, the number of people who wish to be heard, and the length of
the agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
March 7, 1995
I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers
II. ROLL CALL
III. v0A pROVAL OF MINUTES:Regular meeting of February 21, 1995.
IV. SPECIAL PRESENTATIONS & AWARDS
1. Presentation of Retirement and Service Certificate - Al Williams, Electric Utility Director.
I 2. Distinguished Budget Presentation Award from GFOA (presented by JoAnn Stumpf, Finance
Director, Grants Pass).
3. Presentation of Clean Air Award from the Oregon Department of Environmental Quality.
Proclamation of March 4, 1995 as Girl Scout's "Be Your Best Day."
V. CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
2. Departmental Reports for February, 1995.
3. City Administrator's Monthly Report for February, 1995.
4. Letter from ODOT, regarding letter from City Council on N. Main/Maple Project.
5. Liquor license renewals for 1995-96.
6. Confirmation of Mayor's appointment of Bill Emerson to the Historic Commission for the
term ending April 30, 1996.
7. Snow Report for February, 1995.
VI. PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. Must conclude at 9:30 p.m.)
1. (Continuation) Resolution adopting Sewer Rates for 1995-97.
J 2� Proposed assessment to be charged against lots within N. Mountain Avenue Sanit
Sewer District in the area north of Bear Creek; an Resolution levying the assessments.
3. Proposed Street Dedication Map for Fordyce Street.
4. Request by Youthworks for use of one-half acre of City land at the corner of E. Main and
Garfield for Ashland Youth Resources Center.
VII. PUBLIC FORUM: Business from the audience not included on the agenda (limited to 5 minutes per
speaker and 15 minutes total).
VIII. UNFINISHED BUSINESS:
1. Request by Councillor Thompson for Council support of recommendations on infill and
affordability.
2. Request by Mayor Golden for Council clarification of intent of Goal #2:
"Commit to an ongoing matching grant program for LID sidewalk construction in
existing neighborhoods, not to exceed $30,000 per year."
3. Report by Councillor Winthrop on recent meeting of National Association of Regional
Councils of Government.
IX. NEW AND MISCELLANEOUS BUSINESS:
1. Letter from Coopers & Lybrand concerning accounting procedures at Municipal Court.
2. Memo from the Airport Commission requesting delay of hangar lease lottery to explore
options to fire sprinklers.
X. ORDINANCES RESOLUTIONS & CONTRACTS:
1. irst readin f "An Ordinance amending the Ashland Municipal Code, Land Use Ordinance,
modifying front yard setbacks in the R-1 District and encouraging porches."
✓ 2O Second reading by title only of "An Ordinance expanding the season for outdoor burning by
amending Section 10.30.020 of the Ashland Municipal Code and declaring an emergency."
Reading by title only of "A Resolution of intention to provide for improvements to the Oak
Knoll Golf Course parking lot; authorizing and ordering the local improvements; assessing
the cost against the property to be benefitted and creating the Oak Knoll Golf Course Parking
Lot Local Improvement District".
XI. OTHER BUSINESS FROM COUNCIL MEMBERS
XII. ADJOURNMENT
i
' MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
February 21, 1995
CALLED TO ORDER.
Meeting was called to order at 7 p.m. in the Civic Center Council Chambers by Mayor Catherine Golden.
ROLL CALL
Councilors Winthrop, Thompson, Hagen, Hauck, Reid and Laws were present.
APPROVAL OF MINUTES
The minutes of the Regular meeting of February 7, 1995 were accepted as corrected:
Under Public Bearing, clarification: Councilor Hauck asked that the effect on accessory housing
would be; under Unfinished Business, item #1 clarification: Mayor agrees but that to continue liaison
until opportunity to review before condensing should take place; Councillor Reid co-chairs Energy
Advisory Committee on a State level and agreed to co-liaison the Forest Commission; under item #2
clarification: Councillor Thompson stated his support in assisting in this conference and felt it
should be open to all citizens; Councillor Laws "especially in cases of pressure need to our sense of
types of housing"; "Vision Conference should require involvement of people and representation as with
the Comprehensive Plan"; item #5 clarification: "even with stairs or ramp there is no wheelchair
access"; under New and Miscellaneous Business, item #1 clarification: "Mayor asked that if the
City of Ashland did not match funds which the State required would the project end? It was confirmed
by Steve Hall that the City does have a signed agreement with the State committing the City to
matched funds, these funds are divided between the Street.Fund and Hospital Fund. " delete: The
Mayor felt that it would be possible to be released from the agreement if the City requested.; item #2
clarification: Intent of the motion was that the project had to meet City standards ie. street,
sidewalks.; under Other Business from Council Members, item #7 'Council" should reflect
Councillor Thompson, item #8: "inflow" should be "infill".
SPECIAL PRESENTATIONS & AWARDS
1. Distinguished Budget Presentation Award for the Government Finance Officers' Association
(presented by JoAnn Stumpf, OMFOA Board Member and Finance Director of Grants Pass).
Presentation and Award rescheduled to future Council Meeting.
CONSENT AGENDA
1. Minutes of Boards, Commissions and Committees.
2. Monthly departmental reports.
3. .Confirmation of Mayor's appointment of Thomas Howser as Judge Pro-tem for February 25,
1995.
4. Memorandum from Director of Public Works regarding completion of leak detection survey.
5. Approval of liquor license.applications:
a. O'Ryan's Irish Pub, 137 E. Main Street;
b. Northwest Pizza and Pasta Company, 1585 Siskiyou Boulevard.
6. Memorandum from City Administrator regarding League of Oregon Cities Elected Officials'
Workshop scheduled for March 11 in Ashland.
Councillor Thompson requested that Item #2 be moved to New Business.
Councilors Winthrop/Hagen m/s approval of item.#1 and items #3-6. Voice vote all AYES. Motion
passed.
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PUBLIC HEARINGS
1. Proposed sewer rates for 1995-1997.
Finance Department Director Jill Turner presented information and charts on proposed increase of
sewer rates for 1995-97. The three year rate structure was presented because the City will go to
the Bond Market to borrow the money and this represents the financial plan. In April of 1995
overall increase is 13.07%; April 1996 12.67% and April 1997 14.78%. Rate increases effect
residential and commercial differently. The difference relates to the water and sewer study
done in 1994 by Hilton Farnkopf. In looking at the cross between residential and business it was
concluded that commercial needed to be increased more rapidly than residential to equalize the input
into the plan of upgrading the treatment process.
The graph presented illustrated the sewer bill with and without the Prepared Food and Beverage Tax
indicating a $9.00/month savings in 1999.
In comparing our rate schedule using a 21 city survey, Ashland is slightly below average. It was
noted that the charts were not done on multiple units.
Councilor Reid requested clarification on bond sales and interest earned.
Director Turner explained it would be prudent to have the project funded. She stated that if the Food and
Beverage Tax had not been passed the City would have had to pre-borrow for the design stage and again
borrow money as needed in following stages. Because.the City did pass the Food and Beverage Tax it will
not have to go through the pre-borrowing of the initial amount of money needed for the engineering.
There will be interest income earned on the bond proceeds as well as interest expense from the time that
the bond is sold. Turner feels that between the interest income and the interest expense it will be a'
"wash". Interest rate would be difficult to know considering what the market will be in the future, scenario
for bonds issued is 20 years at 6.5%.
Questions regarding past increases in utilities for improvement on the Water Sewer Treatment Plant
and whether the revenue from Food & Beverage tax had been set aside for the project was addressed
by Director Turner. The Wastewater Rate Model provided in the memo by Director Turner
indicates in the Operating Balance the past rate increases and the Food & Beverage Tax is indicated
in the Sewer Construction Account.
Mayor Golden questioned why commercial should experience such an increase versus residential.
Director Turner stated that the subsidy as it now exists is between the commercial class and the residential
class. The new structure would put the subsidy between the large commercial and small commercial
classes. In a rate design it is better for a small commercial to subsidize the large commercial rather than the
residential subsidize the commercial.
Mayor voiced concern regarding sewer rate increases for commercial businesses remembering that
they face the highest rents in the rogue valley and many different charges on electric and water.
Council Winthrop felt there were two issues in dealing with the rate increase. One would be the
question of whether we had an accurate analysis of customer classes. Because there was no challenge to
the Cost of Services study done several months ago he felt it could be concluded that it was a reasonable
and accurate analysis. The other issue is should we as a policy measure, because of the importance of the
economics of the downtown issue, deliberately subsidize commercial users.
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Director Turner explained that there are three measuring components to the Sewage Treatment Plant which
are; 1)Flow 2) BOD (Biological Oxygen Demand) and 3)Suspended Solids. To determine the commercial
cost, the total cost of operating the Sewage Treatment plant less the residential component equals the cost
of commercial users. Commercial waste is by nature stronger and harder to treat than residential and those
costs are why commercial rates are increasing.
Director of Public Works Steve Hall explained that based on national averages for different industries, the
strength and the cost of treating water from commercial is higher than treating residential. Rate
differentials will be based upon gross national averages.
Councilor Reid concerned that the small businesses are being asked to support the large businesses.
Councilor Hagen questioned what will happen when we reach 1999 with these rates. Director Turner
explained that the wastewater model has taken into consideration rate increases to the year 1999-2000.
8 p.m. Open Public Hearing
Michael Bingham; Ashland Bakery Cafe, 38 E Main: Responded to assumption that businesses were not
paying their fair share. He questioned who subsidizes whom, taking into consideration the administrations
salary and the 25% electric discount. He stated that he was aware of one business utility bill that exceeds
the mortgage payment. He felt that when the meals tax went through it would include any future utility
increases. He suggested that council tell public exactly what is going to be spent on the Sewage Treatment
Plant and do a comparison of commercial rates of other cities. Mr. Bingham asked for a complete
accounting record be made on the collected meals tax.
Michael Gibbs, Winchester Inn, 35 S. 2nd: President of Chamber of Commerce representing many
concerned businesses. He questioned "when is it going to stop?", stated that businesses are "scared". He
felt that re-establishing a coalition with government and businesses was very important. He questioned how
it was determined that he is not carrying his fair share in regards to the rate increase. He would like to
find a way to get business and government to work together in a positive business relationship towards an
equitable solution.
Jim Hibbert 263 Oak Street: He feels that council should look at the whole picture regarding cost of
services and look for an equitable solution.
Steve Sacks; Ashland Bakery Cafe, 38 E Main: He questioned who will be subsidizing whom, and what is
the number of industrial users in Ashland. He also questioned the use of the national average of industrial
users. What does large commercial user mean? Mr. Sacks commented that the council should take a closer
look at the problems between business and government.
Mike Donovan; 1120 Beswick: Stated that he felt there other factors that needed to be taken into account.
One would be to develop a closer relationship between business and government, feels there is anger
among the business community. Feels there needs to be a sense of fairness between business and
government.
Public Hearing closed 9 p.m.
Councilor Winthrop said on the issue of electric discount, he will drop the discount so he can discuss
finance problems with the public, without it being held over his head. Clarified that he did state at the time
of the meals tax decision, that if we passed the meals tax it may pay up to half of the bill for the Sewage
Treatment Plant.
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Councilor Hagen encouraged the business owners to read and evaluate the study done in preparation for this
rate increase.
Council directed staff to provide the following for the next council meeting; 1) A detailed list of
commercial/industrial customers; 2) Alternative rate schedule showing uniform percentage increase; 3) Cost
breakdown of commercial versus residential treatment cost; and 4) One or two scenarios where the rate
increase is phased in for commercial rates over a 4-5 year plan versus a 3 year plan. These items will be
open for public discussion.
PUBLIC FORUM
Business from the audience not included on the agenda (limited to 3 minutes per speaker and 15 minutes
total).
None.
UNFINISHED BUSINESS
1. Approval of draft letter from Councillor Laws regarding wastewater decision.
2. Letter from Brown and Caldwell regarding update of costs for options for Wastewater Treatment
Plant upgrade.
Public Works Director Steve Hall commented on recommendations to council; 1) accept/modify Don Laws
background paper to be presented to the citizens of Ashland for their response to what they feel would be
the best option for the City of Ashland; 2) Accept/modify Brown and Caldwell Information Packet
regarding costs involved with the options under consideration; 3) Set process/time frames for public
involvement process, suggests one or two informal meetings with attendance by John Gasik and Gary
Arnold from DEQ, John Holroyd from Brown and Caldwell along with himself as well as a representative
by the Council; 4) Decide on a formal public hearing before the Council. Should this be during a normal
Council meeting or a separate special meeting?
Councilor Reid asked for clarification on the Medford Option which she had thought to have a 10%
contingency, but all the other options had a 25% contingency. Director Hall verified that all options were
calculated at a 25% contingency for construction and 5% for the system development.
Councilor Winthrop suggested a table showing current pollutant standards of quantity and what is now
being required; 2) Rank alternatives by capitol outlay; and 3) Rank the alternatives by
complexity/uncertainties. Commented on the memo by himself provided to Mayor and Council regarding
his suggested changes and additions to Councilor.Law's draft paper. He is concerned that the Medford
Option is not going to get a fair evaluation. By voicing this concern he is not committed to the Medford
Option but he feel taxpayers need to realize that the Medford Option may be the cheapest by means of
capitol outlay. Councilor Winthrop would rather that a range of$19-22 million would more accurately
portray the capital costs of the Medford Option, given the pricing assumptions in the current Brown and
Caldwell estimates. Councilor Hauck felt that there needed to be better explanation on how range was set
for the Medford Option.
Councilor Reid asked that the Council accept Councilor Laws letter with minor changes not including
suggested changes by Councilor Winthrop. She feels that the memo by Councilor Winthrop is biased
toward the Medford Option.
Councilor Laws suggested that Councilor Winthrop d Public Works Director Steve Hall et together and
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edit and/or modify the draft letter including outlining areas where there are uncertainties.
4
Councilor Laws requested that on the flow chart, it be changed to show other options, if after the pilot
study, the soil filtration process is not an option. Director Hall will make the changes in the flow chart.
Public hearing will be held at a regular council meeting with light agenda.
NEW AND MISCELLANEOUS BUSINESS
1. Request by John Fisher, 106 Clay Street, to connect new mobile home to City sewer on property
located outside the City limits.
Public Works Director Steve Hall explained that it is a vacant lot and the property owner will be putting in
a well. Property is within the urban growth boundary and meets our city standards and requirements.
Councilors Hauck/Hagen m/s approve hookup to sewer system. Voice vote; Laws, Hauck, Reid,
Hagen, Winthrop AYE; Thompson NO. Motion passed 5-1.
DISCUSSION:
Councilor Thompson questioned property owners hooking up to our sanitary sewer system. He felt they
should conform with the cities criteria for siting, landscaping requirements, garbage disposal, etc. He
could not encourage development in our urban growth boundary and hooking up into our sewer system
without agreeing to meet the cities criteria.
Councilor Reid said there is a difference between mobile homes and manufactured homes. She supported
manufactured homes as they are energy efficient whereas mobile homes are not.
Mayor Golden pointed out that this is a request routinely done in our city and that Councilors Thompson
and Reid may be trying to put criteria on this request that is not applicable.
2. Memorandum from Parks Commission requesting Council concurrence in purchase of 20 acres on
Strawberry Lane for open space purposes.
Councilors Reid/Laws m/s to approve purchase of 20 acres on Strawberry Lane for open space
purposes. Voice vote all AYES. Motion passed.
3. Letter from Alan Sandler requesting City contribution to handicap access modifications for
restaurant expansion/OSFA remodel project.
Allen Sandler,Macaroni Restaurant: Informed council that the handicap access on Pioneer is being brought
up to ADA specifications. He is requesting the City to share 1/3 of the costs associated with this
modification. If the City declines, then the costs will be shared with Shakespeare 50150.
City Administrator Brian Almquist stated that unless the City would modify their property in any way or if
the City needed the access for the second floor of our building, only then would the City have been
required to meet ADA requirements. Because we would not be upgrading or improving our property we do
not need to make any changes. City Attorney Paul Nolte verified that the City would not need to improve
unless they choose to.
Council consensus is not to share in cost. Request denied.
5
4. Request from Mayor Golden for Council approval of personal membership in League of Women
Voters.
Councilors Winthrop/Hauck m/s to approve personal membership in League of Women Voters. Voice
vote all AYES. Motion passed.
Councilors Hauck/Winthrop m/s move to continue meeting after 10:00 p.m. Voice vote all AYES.
Motion passed.
5. Request by Councillor Winthrop for briefing by Planning Director and City Attorney on proposed
State legislation requiring compensation for down-zoning.
City Attorney Paul Nolte reported that Senate Bill 305 was introduced this session to compensate land
owners if govemment/land use regulations demeans the value of the property. Problem with this Bill is
that is has been rewritten and Mr. Nolte has-not been able to review the rewritten version. Nolte does
understand that one provision in the rewritten version is that it will allow local governments to compensate,
but they would have to petition the legislature every year for final approval of the legislature. Does not
have anymore to report until he is able to review the rewritten version.
Council directed City Attorney to keep them apprised.
6. Request by Councillor Thompson for Council input for upcoming Planning Commission goal-
setting on March 4 and request for Council support of proposed goals on infill and affordability.
Moved to 3/07/95 meeting.
7. Request by Mayor Golden for Council clarification of intent of Goal 1l2:
"Commit to an ongoing matching grant program for LID sidewalk construction
in existing neighborhoods, not to exceed $30,000 per year."
Moved to 3/07/95 meeting.
8. Report by Councillor Winthrop on recent meeting of National Association of Regional Councils of
Government.
Moved to 3/07/95 meeting.
ORDINANCES. RESOLUTIONS & CONTRACTS
1. First reading of "An Ordinance amending the Ashland Municipal Code, Land Use Ordinance,
modifying front yard setbacks in the R-1 District and encouraging porches".
Moved to 3/07/95 meeting.
6
.Z.�"First and second reading of "An Ordinance expanding the season for outdoor burning by
amending Section 10.30.020 of the Ashland Municipal Code and declaring an emergency".
Fire Chief Keith Woodley reported that the Fire Department has received a number of inquiries by
residents about burning. They are being encouraged by the Fire Department to reduce the wild fire threat,
but have found that the current ordinance for burning offers little opportunity to do this. The current
ordinance offers two very narrow windows for burning, one in the Spring and one in the Fall. He feels that
considering the given climatic conditions that we have had in the Rogue Valley the ordinance could be
expanded to meet the needs of the residents. Proposal by Fire Department is to expand time currently
allowed to burn while still honoring the ventilation index as one of the criteria for issuing burning permits.
Would also like to include the month of March as a potential burning period and then outside fire season
allow burn in call up to the end of October.
Chief Woodley discussed with Conservation Manager Dick Wanderscheid the issue of the months of
November, December, January and February. Manager Wandersheid expressed to Chief Woodley his
desire to maintain consistency and uniformity with our effort to regulate wood stove smoke during these
months. And also to fall in line with the County version burning ordinance which does not allow this type
of burning during these months, to exclude these months by ordinance so that permits would not be issued
until the first of March.
Councilor Laws asked council if there was a consensus for this amendment to the Ordinance. Council
requested discussion.
Conservation Manager Dick Wanderscheid clarified that Ashland is not under regulation to comply with the
county burning advisory. We do try to encourage residents to voluntarily comply with the county burning
ordinance. The reason the City of Ashland is exempt is because we are not within the PM-10 boundary,
which is the size of particles that wood stoves produce. Director Wanderscheid encourages residents on
"red" days to comply because in reality there is no ventilation. He feels it is important that we keep the
pressure on to comply to the county burning advisory and that we don't go backwards in our efforts. He
states that we should be encouraging chipping or composting this material instead of burning. That we
should limit burning to the times of the year when people are not burning wood for heating.
Marilyn Briggs, 590 Glenview: Has a problem with the way the current ordinance is written, feels there is
a loop hole for the City of Ashland to bum in January, February, November and December as long as air
index quality is over 400. She would like to request the same opportunity to burn as she believes the City
is allowed. Stated that she is in need to clean up her property in regards to the fire danger, but has not
been able to bum. She is in favor of amendment to ordinance in that as long as the City of Ashland gets to
burn when the air quality index is over 400, she requests the same privilege.
Jessie Fitch, 607 Terrace: Stated that she is finding it difficult to remove debris in dealing with fire danger.
Felt that the dates set for burning don't have anything to do with weather conditions and do not work.
Neil Benson, 363 Laurel: Supports extending burning season another month. Requested outdoor fires when
allowed and supports longer burning season throughout the year.
Jennifer Mesenbrink: Based on her experience as fire crew boss she concurs with previous testimony.
Councilors Winthrop/Reid m/s to adopt and pass first reading of the ordinance striking in section A
the months of January, February, November and December of each year; subject to emergency clause
and in two years the ordinance amendments would terminate and be subject to council review.
Roll Call Hagen NO, Hauck NO, Reid YES, Laws YES, Winthrop YES, Thompson YES.
Motion passed 4-2.
7
DISCUSSION:
Councilor Reid would like to see a time limit put on this ordinance, so the residents are aware that the
reason this is being done is because of the threat of fire danger and the need to protect the interface.
Possible reconsideration after two years.
Councilor Laws believes that a compromise regarding the burning ordinance is correct and agrees with
Conservation Manager Dick Wanderscheid's. He feels that the 400 air quality index measuring is not
accurate and that we would only be encouraging burning in the worst times during the months of
November, December and January, and does not think we should take this step which could lead to
problems for residents who are sensitive to smoke in the city limits.
Councilor Hauck agrees with Councilor Laws and also that we are encouraging the use of the chipper and
extending the burning season by one month which would give ample opportunity for removing debris.
Councilor Hagen feels that ordinance as written is a good compromise with the addition of the month of
March. He feels we have worked too long to get clean air in this valley to do any backsliding.
Councilor Thompson suggested an amendment to his motion to include a sunset clause that in two years the
ordinance would revert back to original ordinance.
Councilors Winthrop/Thompson m/s to adopt and pass second reading of ordinance. Roll Call vote
Hagen NO, Hauck NO, Reid YES, Laws YES, Winthrop 'YES, Thompson YES. Motion was not
unanimous on second reading (see City Charter Article X. Ordinances, Section 2, paragraph b).
Motion denied 4 Yes; 2 No.
3. Reading by title only of "A Resolution of intention to provide for improvements to the Oak Knoll
Golf Course parking lot; authorizing and ordering the local improvements; assessing the cost
against the property to be benefitted and creating the Oak Knoll Golf Course Parking Lot Local
Improvement District".
Moved to 3/07/95 meeting.
OTHER BUSINESS FROM COUNCIL MEMBERS
1. Councilor Hagen requested that council approve letter sent to the Oregon Legislative Assembly
regarding Senate Bill 279-Exempts rigid plastic containers containing food from recycling or reuse
requirements and Senate Bill 361-Amends existing Oregon recycling laws to provide numerous
allowances and exemptions for plastic packaging.
Councilors Hauck/Reid m/s approve sending letter to Oregon Legislative Assembly. Voice vote all
AYES. Motion passed.
ADJOURNMENT
Meeting was adjourned at 10:30 p.m.
Barbara Christensen, Recorder Catherine M. Golden, Mayor
8
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PROCLAMATION "
..... . ........
F.Jgjy WHEREAS, Tuesday, March 14, 1995, marks the first national
Girl
Pill( Scouts'Be Your Best Day initiated by Girl
Scouts of the U.S.A., the world's largest voluntary
organization for girls; and
WHEREAS, for 83 years, Girl Scouting has inspired generations of
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girls to improve the world around them in their homes,
communities, and their society and,
WHEREAS, Girl Scouts of the U.S.A., which is open to all girls
05
ages five through 17, celebrates its members'
individuality so that they may develop their full
....... potential, build self esteem, and develop sound
decision-making ability;
NOW, THEREFORE, I, Catherine M. Golden, by the authority vested in
me as Mayor of the City of Ashland, Oregon, do hereby salute the Girl
fils.
Scouts of Southern Oregon by hereby proclaiming Tuesday, March 14,
V:
AIM)) 1995, Girl Scouts' Be Your Best Day in Ashland, and thus urge
the citizens of our community to join the nation in Be Your Best Day
by pledging to be their individual best.
Dated this 7th day of March, 1995.
Am
Awl
0 Barbara Christensen, Recorder Catherine M. Golden, Mayor
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GOVERNMENT FINANCE
OFFICERS ASSOCIATION
180 North Michigan Avenue.Suite 800.Chicago.Illinois 60601
312/977-9700•Fax:312/977-4806
January 10, 1995
PRESS RELEASE
For Further Information Contact
RELEASE IMMEDIATELY Stephen J.Gauthier(312) 977-9700
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CHICAGO—The Government Finance Officers Association of the United States and
Canada (GFOA) is pleased to announce that the City of Ashland, Oregon has received
GFOA's Distinguished Budget Presentation Award for its budget.
The award represents a significant achievement by the jurisdiction. It reflects the
commitment of the governing body and staff to meeting the highest principles of
governmental budgeting. In order to receive the budget award, the jurisdiction had to
satisfy nationally recognized guidelines for effective budget presentation. These guidelines
are designed to assess how well a government's budget serves as:
• a policy document
• a financial plan
• an operations guide
• a communications device
Budget documents must be rated "proficient" in all four categories to receive the award.
Since the inception of GFOA's Distinguished Budget Presentation Awards Program in 1984,
approximately 650 jurisdictions have received the Award. Award recipients have pioneered
efforts to improve the quality of budgeting and provide an excellent example for other
governments throughout North America.
The Government Finance Officers Association is a nonprofit professional association serving
12,650 government finance professionals throughout North America. GFOA's Distinguished
Budget Presentation Awards Program is the only national awards program in governmental
budgeting.
WASHINGTON OFFICE
1750 K Street,N.W.,Suite 650,Washington,DC 20006
202/429-2750•Fax:2n0/49R-9755
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PROCLAMATION
WHEREAS, Tuesday, March 14, 1995, marks the first national
Girl Scouts'Be Your Best Day initiated by Girl
Scouts of the U.S.A., the world's largest voluntary
organization for girls; and
WHEREAS, for 83 years, Girl Scouting has inspired generations of
girls to improve the world around them in their homes,
communities, and their society and,
WHEREAS, Girl Scouts of the U.S.A., which is open to all girls
ages five through 17, celebrates its members'
individuality so that they may develop their full
potential, build self esteem, and develop sound
decision-making ability;
NOW, THEREFORE, I, Catherine M. Golden, by the authority-vested in
me as Mayor of the City of Ashland, Oregon, do hereby salute the Girl
Scouts of Southern Oregon by hereby proclaiming Tuesday, March 14,
1995, Girl Scouts' Be Your Best Day in Ashland, and thus urge
the citizens of our community to join the nation in Be Your Best Day
by pledging to be their individual best.
Dated this M day of March, 1995.
f
Barbara Christensen, Recorder Catherine M. Golden, Mayor
ASHLAND HISTORIC COMMISSION
Minutes
February 8, 1995
CALL TO ORDER
The meeting was called to order by Chairperson Jim Lewis at 7:37 p.m. Members present
were Terry Skibby,Larry Cardinale,Jim Lewis, Chloe Winston, Keith Chambers,Bill Harriff
and Casey Mitchell. Also present were Associate Planner Mark Knox, Assistant Planner
Maria Hams, Council Liaison Steve Hauck, and Secretary Sonja Akerman. Steve Ennis was
absent. H.L. Wood has resigned.
APPROVAL OF MINUTES
Winston moved and Mitchell seconded to approve the Minutes of the January 4, 1995
meeting as submitted. The motion passed with all voting aye except Chambers, who
abstained because he was absent during the December meeting.
STAFF REPORTS
PA 95-010
Site Review and Conditional Use Permit
570 Siskiyou Boulevard
Laura and Laurence Shrewsbury
Harris explained this application is for the expansion of an existing traveller's
accommodation from three to four units. She explained there are two structures on the
property. The house at 570 Siskiyou Boulevard houses the owners' quarters and one of the
three guest rooms. The house located at 115 Sherman Street contains two guest rooms.
This application is for a 325 square foot addition on 570 Siskiyou Boulevard for the owners'
unit and an additional guest room. A Building Permit was obtained a year ago for a 120
square foot addition on the 570 Siskiyou house, however, since the addition will now be 325
square feet, construction has not been initiated. There are five existing parking spaces; six
are required. Since the lot has 173 feet of frontage on Sherman Street, the applicant can
utilize one off-street space. Staff administratively approved this application because the
Conditional Use Permit criteria has been met. One of the conditions will be that an
additional street tree be installed in the Siskiyou Boulevard parkrow, and also in the
Sherman Street parkrow. She also noted concerns have arisen about the original approval,
which stated no exterior changes would occur. The windows and siding were changed on
the Sherman Street house, as well as the addition on the rear. The owner had submitted
two letters in February of 1990 stating the windows would be replaced and retrimmed to
more closely match the original by the first of May in 1990. This was never done.
Therefore, Harris stated another condition of approval will be that the windows be replaced
and retrimmed to match the originals, or as approved by the Historic Commission Review
Board.
Laura Laurence distributed new elevations of the proposed addition on 570 Siskiyou. She
also clarified the existing three guest units are all located in the 115 Sherman house. In
addition, she said she had not changed the windows in the 570 Siskiyou house as noted in
the Staff Report.
Skibby explained the changes in the siding and windows that had taken place in 1989 and
passed around before, after, and current photos. Laurence then gave the members copies
of photos of the Sherman Street house, and provided background information of what
transpired five years ago. She said the original siding had been damaged by beetles, so her
contractor replaced the siding and also put in different windows. She admitted there was
a miscommunication with her contractor at that time. Laurence then said she has checked
into changing the windows, but has heard it will be necessary to take off the siding and trim
in order to put in narrower windows. (This was addressed later in the meeting.)
Knox explained the Review Board will have the final say on the plans for the addition
because the applicant was requested to submit more accurate drawings. Chambers said he
would like to address the bulk and scale of this larger addition. The elevations which were
just submitted are obviously quite different than the ones which were included in the packet.
Laurence interjected the drawing in the packet was inaccurate. Chambers continued his
concerns are with the Conditional Use criteria, specifically with the similarity in scale and
bulk, and the architectural compatibility with the impact area. This house is very visible on
Siskiyou Boulevard. If the addition was 120 square feet, it would probably be alright,
however, the 325 square foot addition is just too much, as it increases the house by more
than 50% in the front. He said he felt it would be a glaring change and could not support
it.
Skibby noted the differences in the plans in the packet and the ones submitted to the
Review Board, which were both different than the ones just received. The long addition,
he declared, would be a significant change.
Lewis questioned the setbacks. Laurence said the addition will be ten feet from Sherman
Street. Lewis stated that according to the elevations, the eaves will be three feet. Knox
clarified there is only an 18 inch overhang allowance in the setback area. He added the
applicant is in violation of the original approval because the windows were changed and she
was suppose to replace them,which she never did. The current request was administratively
approved based on elevations submitted at the time of her application. There are now
concerns with the long addition depicted on the elevations which were just received. He
suggested the Commission request the Hearings Board call up this action in order to address
the scale, bulk and compatibility issues. If it is called up for a public hearing, it will be
heard in March.
Lewis noted he was at the Review Board meeting when the inaccurate plans were reviewed
and he would have made different recommendations had he seen the revised elevations.
Chambers stated the 570 Siskiyou house is a classic craftsman bungalow and will almost
become a California suburban house if the proposed addition were allowed. He suggested
Ashland Historic Commission
Minutes
February 8, 1995 Page 2
the owner rethink her goals because it is so visible. Maybe she can find another way to add
325 square feet.
Laurence asked how the Commission would feel if she took the addition back to eight feet.
She was told the members would need to see drawings first. She noted the lot has unique
angles and does not feel the addition will have such an impact, however, she agreed to
shorten the addition. Harriff suggested the next set of drawings be accurate and to scale.
Too often, he said, plans approved by the Commission/Review Board are changed during
construction. It was also noted the site plan was inaccurate.
Replacing the windows on the 115 Sherman Street house were again discussed. Bill
Emerson, 90 Fifth Street, suggested that instead of removing all the siding, remove one side
only, then put in the windows and replace the remaining siding. The Commission concurred
and said it would save a considerable amount of money.
Chambers then moved to recommend denial of the application based on the fact there are
major discrepancies with the scale and bulk, and the addition is incompatible with the
original house. He also moved to recommend the Hearings Board call this action up for
a public hearing or require the applicant to resubmit accurate drawings to the Review
Board. Winston seconded the motion. Cardinale asked if the applicant's letters dated
February 5 and February 8, 1990 need to be addressed. After discussion, Chambers
amended his motion to include the applicant be required to comply with her statements
regarding replacement of the windows and trim in her above mentioned letters. Winston
seconded the amendment. The motion, as amended, passed unanimously.
PA 95-015
Site Review
20 East Main Street (Ashland City Hall)
40 East Main Street (Pioneer Building)
City of Ashland/Oregon Shakespeare Festival
Knox explained this application was processed as a Staff Permit and has already been
reviewed and approved by the Staff and the Review Board. The application includes a
second story addition, an addition of a new entry and stair tower at the south end of the
Pioneer Building, a second story addition on the City Hall, and an elevator to be constructed
for use by both buildings. Architect Gary Afseth decided to attend the full Commission
meeting in order to receive Historic Commission support for retaining the windows on the
west side of the Pioneer Building (Fire and Life Safety has said the windows should be
removed), and to keep the full Commission informed of plans for the two buildings.
Afseth explained internal seismic work has recently been completed in the Pioneer Building.
This application involves the next phase. The size, texture and color of the brick for the
additions will match the old brick as well as possible. All the windows will be new wood
double hung. Since the Pioneer building is situated so close to the property line, the State
Fire and Life Safety will not allow windows on the west side. Since this is an historic
Ashland Historic Commission
Minutes
February 8, 1995 Page 3
building, Afseth said they are asking for Historic Commission support in the form of a letter
asking for the windows to be left as they are. OSF desires to retain as many windows as
possible for natural light and ventilation. The Commission agreed to write a letter in
support. Afseth also noted there are no plans to restore the north facade of the Pioneer
building other than to replace the windows.
Skibby moved to support OSF in retaining as many windows as possible on the west side of
the Pioneer Building. (Afseth will revise drawing to indicate windows.) Winston seconded
the motion and it passed unanimously.
Afseth then explained because the elevator will be constructed in the alley, the driveway
area will be cleaned up. The asphalt will be replaced with concrete and drains will be
installed.
Bill Emerson asked why the elevator was designed with a metal faced sloped roof. Afseth
answered it recalls the old bell tower of the fire station. Emerson said in his opinion, he
thought it would look better if it was a flat roof with a mansard, rather than the tower,
which doesn't go with either building. Skibby said he thought the metal roof would be fine
as it is not replicating the old bell tower.
BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of
January follow:
137 North Main Street Brad Parker Innkeepers'Quarters
291 Gresham Street Steve Faro Swimming Pool
63 Bush Street Robin Foster/Colleen Curran Remodel
45 North Main Street Henry Daw Windows
101 East Main Street Brent Thompson Replace Window
38 East Main Street OSFA/Ashland Bakery Cafe Seismic Upgrade
239 Oak Street Sue Blaize Interior Remodel
586 East Main Street Kate Jackson Remodel
486 Siskiyou Boulevard Shirley Grega Stairway
14 South First Street The Bead Studio Sign
REVIEW BOARD
Following is the schedule (until the next meeting) for the Review Board, which meets every
Thursday at least from 3:00 to 3:30 p.m. in the Planning Department:
February 9 Lewis and Skibby
February 16 Lewis and Skibby
February 23 Mitchell, Cardinale, Winston and Skibby
March 2 Chambers, Cardinale and Skibby
Ashland Historic Commission
Minutes
February 8, 1995 Page 4
F y
(Mitchell left at this time - 8:55 p.m.)
OLD BUSINESS
Railroad Park Update
Bill Emerson reported it is now up to him to give the angle on the roundhouse and the
coordinates of the Golden Spike Marker to the Engineering Department.
Landmarks List/Neighborhood Meetings
Knox said there was nothing further to report on the Landmarks List at this time. The
neighborhood meetings, however, are beginning.
Lewis stated he had talked with George Kramer regarding HB 2124. It is currently stalled
in the Senate, as they can't get enough votes to override the veto. He also said Senator
Lenn Hannon is introducing a bill whereby there is no voluntary clause. Kramer is in
support of Hannon's bill. Lewis proclaimed it would be beneficial to obtain a copy of this
bill and if the Commission is in support, letters should be written.
Ron Thurner, 1170 Bellview Avenue, expressed his frustration over the non-progress of the
List. He said he finds it ludicrous the List has not been adopted yet and that it is extremely
important for the historic integrity of Ashland it be adopted as soon as possible. Knox
stated the List will be adopted at the same time as the Historic Preservation Ordinance,
hopefully this spring.
Citizen support of historic preservation was then discussed, along with the necessity of
educating the public.
Golden Spike Marker
Knox reported the golden Spike marker has been put in storage at one of the cemeteries.
He said the Commission should think of a temporary site to place it since it may be a while
before a permanent spot near the original placement of the maker is found.
NEW BUSINESS
January 24, 1995 Editorial
Winston stated this was a very poor editorial and obviously the author didn't do any
research. She suggested inviting Cable Access and newspaper reporters to attend meetings.
Harriff recommended the Commission have a column in the paper in order to educate the
public about historic preservation.
Ashland Historic Commission
Minutes
February 8, 1995 Page 5
Lewis volunteered to go in to the Tidings to talk with Jeff Keating.
Hauck said the City will be exploring different aspects of what goes on in the City. Assistant
City Administrator Peggy Christiansen would be the person to talk with about getting
something on Cable Access. Lewis remarked an educational forum explaining the reality
of the ordinances, etc. would be appropriate. Chambers added a program could be
produced not only showing portions of a Historic Commission meeting, but also shots of
historic homes, etc.
Thurner suggested a small block in the paper which would briefly describe what transpired
at the meeting.
(Chambers left at this time - 930 p.m.)
Railroad District Meetin¢
Knox declared the next Railroad District meeting will be on March 16th at 7:00 p.m. at the
Mark Antony Ballroom.
Restructuring of Commissions
Hauck reported the City Council will be looking at what each commission is doing and
deciding if added duties or restructuring will be necessary. Lewis informed Hauck the
Commission is in the process of becoming a Certified Local Government and will make sure
he gets drafts of the new ordinance, etc. Hauck said he would appreciate input within the
next couple of weeks.
Hauck also noted next year each commission will be formally asked by the City Council to
submit a list of goals.
(Cardinale left at this time - 9.35 p.m.)
Miscellaneous
Harriff led a discussion of impartiality and perception.
ADJOURNMENT
It was the unanimous decision of the Commission to adjourn the meeting at 9:50 p.m.
Ashland Historic Commission
Minutes
February 8, 1995 Page 6
March 3, 1995
M E M O R A N D U M
TO: Honorable Mayor & City Council
FROM: Brian L. Almquist, City Administrator
SUBJECT: Monthly Report - February 1995
The following is a report of my principal activities for the
past month, and a status report on the various City projects and
Council goals for 1995-96.
I. PRINCIPAL ACTIVITIES:
1. Met with Todd Cecil of Railtex (successor to SP)
regarding purchase of land for Central Ashland Bikeway.
2. Met with officials of State Highway Dept. to complete
negotiations for right-of-way purchase from City for Hwy 66/
Crowson realignment.
3. Met with Peggy C. , Sharon Laws and Jill Turner to review
Senior Program Budget.
4 . Net with Al Williams, Pete Lovravitch, Peggy C. and Jill
Turner to review Electric Dept. Budget.
5. Met with Steve Hall, Peggy C. and Jill Turner to review
memo to Council on proposed sewer rates for February 21 Council
meeting.
6. Was interviewed by KOBI on BPA and Salmon Recovery
issues.
7. Attended Monthly meeting of Chamber of Commerce Board of
Directors.
1
a
8. Met with Peggy C. , Keith Woodley, Don Paul and Jill
Turner to review Fire Dept. Budget.
9. Participated in first meeting of Citizens Budget
Committee.
10. Met with Cory Anderson and Richard Barnette of PP & L to
hear a presentation on their interest in making a proposal to the
City on a wholesale power purchase contract.
11. Met with Judge Drescher and Jill Turner to review
Municipal Court Budget.
12. Met with Jill Turner and Peggy C. to review Central
Services Budget.
13 . Met with John MacL, Jill Turner, Peggy C. , Mike
Broomfield and Dick W. to review Community Development Dept.
Budget.
14. Had lunch with Skip Patterson, Medford PP & L manager on
general issues affecting our two utilities.
15. Met with Ken Mickelson to review priorities for open
space land acquisition and to develop offer to Dr. Hald for
purchase of 20 acres on Strawberry Lane.
16. Attended NWPPA planning meeting in Vancouver, WA to
prepare for meeting with NW Congressional delegation in DC at end
of March.
17. Met in Portland with BPA Administrator Randy Hardy,
other BPA officials, and reps from other public utilities and
organizations, to express our concern about rates and
reinvention.
18 . Attended meeting of non-generating utilities in Portland
to plan strategy for upcoming BPA rate case.
19. Met with Police Staff, Peggy C. and Jill Turner to
review Police Dept. Budget.
20. Met with Allan Sandler to hear his request for City
participation in ADA pedestrian ramp between his restaurant and
OSF buildings.
21. Met with Mike Biondi, Jill Turner and Peggy C. to review
Cemetery Dept. Budget.
22 . Participated in orientation session with new Citizens
Budget Committee members and Councilors.
2
23. Met with our BPA Account Rep. Al Perez to review the
details of their draft rate proposal and their proposed five-year
rate offer.
24. Met. with Steve Hall, Dennis Barnts, Peggy C. , and Jill
Turner-to review Water and Sewer Budgets.
25. Met with Steve Hall, Jerry Glossop, Peggy C. and Jill
Turner to review Street and Airport Budgets.
26. Met with Asst-City Engineer Jim Olson to review
preliminary design of Railtex r/w use for Central Ashland
Bikeway.
27. Met with Jill Turner on numerous occasions to review
budgetary matters and to review revenue and capital improvement
recommendations in Budget.
28. Participated in final negotiations with Dr. Hald on
purchase of 20 acres on Strawberry Lane.
29. Conducted final review of Police Budget.
30. Met with Councilors Reid and Hagen to review history of
grants to Social Service agencies.
31. Met with Chamber of Commerce officials to review options
for expanding Plaza kiosk with lottery grant money recently made
available.
32 . Participated in monthly Chamber of Commerce Forum on
RVTV to discuss State Budget law and City budget issues.
STATUS OF VARIOUS CITY PROJECTS:
1. Electric Substation. BPA Administrator and other
officials are scheduled to attend a dedication ceremony on April
13 @ 2:00 PM.
2. Open Space Program. We have made an offer to the owner
of the granite pit above Lithia Park but because of other
commitments have decided to hold this in abeyance. In addition,
the purchase of the 20 acre knoll above Strawberry Lane was
approved by the Council on Feb.21. The State had the Perrozi
Tract appraised at $600, 000, but they realize the difficulty of
locating 25 potential homesites in the interface. Since this is
not a high priority of the Parks Commission we will probably also
delay pursuing this until decisions on other properties are
resolved.
3
c
3. Capital Improvement Plan. We are still planning to make
a public presentation on the overall plan some time this Spring.
5. office Addition at Civic Center. Working drawings and
specifications have been completed. All action has been
Postponed pending completion of final cost reports on the Ad Hoc
Committee's recommendations, which Planning Director MacLaughlin
expects to present to the Council on March 21.
III. STATUS OF COUNCIL GOALS (Uncompleted items) :
1994-95:
1. Revise Land-use procedures to enhance use of neighborhood
problem solving and mediation. Draft being prepared by City
Attorney.
1995-96:
1. Resolve the funding issue for wildfire fuels reduction.
Staff will present a proposed funding strategy to the Budget
Committee when the 1995-96 Budget is presented in March.
2 . Commit to an ongoing matching grant program for LID
sidewalk construction in existing neighborhoods, not to exceed
$30. 000 per year. This will be included in the 1995-96 Budget
and a process needs to be developed to publicize the availability
of this matching program, with emphasis on the master plan of
primary pedestrian routes developed last year.
3 . Prepare plan of options for reduction of dependence on
electric utility revenues. This will require a major Staff
effort immediately following the Budget hearings.
4. Resolve office building/space needs issue. Planning
Director MacLaughlin will present cost analysis at the March 21
Council meeting.
5. Develop and implement a citizen/government communication
program which includes citizen input. Staff will begin working
on this after July 1.
1994-95 NOTES TO STAFF (Uncompleted items) :
1. Directed City Administrator to investigate the status of
the Railroad property; i.e. clean-up, availability for purchase,
etc.
4
. • .. it
1995-96 NOTES TO STAFF:
1. Research the costs and feasibility Of building a physical
model of the City for demonstration Purposes-
2. Following TPAC adoption of the transportation plan, Staff
is to cost out the various "traffic calming" recommendations and
to report to the Council. resent to
3 . Complete Management Comprecommendationsand p
Council prior to 1995-96 salary
q , Place on future Council agenda , Councilor Thompson's
proposal of declaring Ashland a "Multi-modal City" and installing
appropriate signage.
5. The Council concurred with Planning
hold quarterly meetings with the Planning
one or more Comprehensive Plan elements.
6. The Council agreed to bring up Councilor Thompsonec idea
of showing off Ashland/Talent products or services using economic
development grant monies to the Chamber, during the Budget
Subcommittee presentation by the Chamber.
7. Investigate the cost and feasibility of setting up htin
store front for "green products" , e.g. energy efficient lig g
detergent, etc.
items, phosphate-free dishwasher
Brian L. A1mquist
City Administrator
BA:ba
5
� 1
FED Z7 I W n
6475 CRATER LAKE HWY, CENTRAL POINT, OR. I `�
DEPARTMENT OF
TRANSPORTATION
February 23,1995
Brian Almquist, City Administrator FILE CODE:
City of Ashland
20 E. Main St.
Ashland, Oregon
97520
Dear Mr. Almquist:
I have been asked to respond to your letter of February 13,1995 and respond to
the City Councils concerns about the Maple Street Project.
The Maple Street Project was designed to address an accident history involving
vehicles turning left from North Main Street onto Maple Street. The addition of a
left turn lane will place vehicles making this left turn movement out of the
through traffic lanes, greatly reducing the potential for this type of accident. A
left turn lane on North Main has been included in the project plans for traffic that
will be entering the planned congregate care facility.
Traffic Signal Investigations have been performed for this intersection, the latest
being done in September 1994. The planned congregate care facility was
factored into the investigation. The vehicular volumes for Maple Street,
pedestrian volumes, and the number of accidents that could be considered
preventable by signalization do not meet warrants for a traffic signal. Although
the intersection does not meet warrants at this time, the project will have traffic
signal conduits and junction boxes installed for potential signalization in the
future.
The installation of a signal has consequences beyond the intersection it
controls. Impacts to the overall transportation system have to be looked at. The
relationship to other intersections that may someday have a greater need for
signalization, also needs to be analyzed. A minimum of one quarter mil
spacing between traffic signals is required on North Main Street (Oregon 99
Finally, ODOT is required to investigate the impacts on air quality as the resul
of installing a traffic signal.
734-1839(9-93)
The Maple Street Project has gone through extensive design considerations to
minimize impacts to adjacent properties. The travel lane widths are the
minimum that can be constructed and still provide a shared facility for bicycles
(Multimodal). Sidewalk widths meet the minimum standards for the Americans
with Disabilities Act. In other words, the width of the roadway, and its alignment,
were designed to reduce the level of harm to all properties.
ODOT doesn't take impacts to property lightly, including the removal of a tree.
have visited the tree site mentioned in the City Council's concerns and talked to
a member of the Ashland Tree Commission. I understand that the Tree
Commission is investigating whether or not the tree can be saved. ODOT is
open to suggestions.
I hope that this response answers all of your concerns. I will be pleased to
arrange for myself and ODOT representatives to meet with the Council to
discuss this project in greater depth if you wish.
Sincerely
Frank E. Stevens
Project Development Team Manager
cc: Don Forbes, Director, ODOT
Paul Mather, Region 3 Manager, ODOT
Michael Ronkin, Bicycle & Pedestrian Program Manager, ODOT
Representative Judy Uhberbelau
Senator Lenn Hannon
Kathy Golden, Mayor, City of Ashland
Ashland City Council
CITY OF ASHLAND CITY HALL
ASHLAND,OREGON 87520
telephone(code 503(482-3211
February 27, 1995
To: Mayor, Council Members
From: Barbara Christensen, City Recorder
Re: Liquor License Renewals
Please allow blanket approval for current liquor license
renewals.
A review by the City of Ashland Police Department has shown
nothing which would prohibit the renewal of any current liquor
licenses.
Thank you.
Of
HEmorandnm 9
February 27, 1995
��- City Council
Aram: Mayor Golden
puQjPtt= Historic Commission Appointment
I would like to appoint Bill Emerson to the vacancy on the Historic Commission. The position being filled was
held by H. L. "Woodie"Wood who resigned January 6, 1995. The term of this position expires on April 30,
1996.
The vacancy was advertised. There were four responses. Letters and resumds are attached.
(r.Ca XAppomtmeW
Attachments
I
Of AS& .
Emoraurtum
_aeo°`'' March 2, 1995
�llII: Brian Almquist, City Administrator
ram: Steven Hall, Public Works Director
YI�IjOCf: Snow Report — February 1995
ACTION REQUESTED
None, Information Item.
SNOW REPORT
The lack of rain and snowfall has decreased the snow at the measuring stations on Mount Ashland over the last
few weeks. In spite of that, the total water that would be produced by the snow is 5 inches above normal.
WATER CONTENT OF SNOW
AVERAGE OF THREE USFS STATIONS
MOUNT ASHLAND
----------------------------------------------------------------------------------------------
Month 1972-1995 1977* 1994 1995
Average Actual Actual Actual
----------------------------------------------------------------------------------------------
January 17.2" 2.0" 11.2" 29.5"
February 22.0" 4.7" 18.1" 27.0"
March
-----------------------------------------------------------------------------------------------
* Lowest year of record, 1972-1995.
Although our snow and water equivalent are above normal, the early snow precluded the first rains from
saturating the ground. After the snow melts, that ground water is critical during the hot summer months as it is
our primary source of water at that time. Hollie Cannon of the Talent Irrigation District has expressed similar
concerns for the Cascade side of the Bear Creek Valley.
PAGE 1—(c:walcAsncw2-95.Me,n)
Two of the key measures for our 1995 water year include the "staying power" of the snow and the flows in
Ashland Creek after the snow has melted. As time moves on, I will keep you informed of our water situation for
1995.
This year, we will begin placing information to remind people to keep up the water conservation habits. This will
be a joint project between Public Works and Conservation.
cc: Dennis Barnts, Water Quality Superintendent
Pam Barlow, Administrative Assistant
Daryl McVey, Water Plant Supervisor
Keith Woodley, Fire Chief
Dick Wanderscheid, Conservation Manager
Enc: Graph
History
PAGE 2—(c:wamr%snm2-95Acm)
CITY OF ASHLAND
SNOW/WATER @ 3 SITES
140
120
w 100 IN
S 4.,
U '
z 80 r; ...
= 60
0 40
20
4 fL Y
0 SNOW DEPTH
WATER EQUIVALENT
72 74 76 78 80 82 84 86 88 90 92 94
MEASURED IN FEBRUARY 1995
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
SNOW DEPTH/DENSITY
-----------------------------------------------
FEB CALABAN II SWITCHBACK SKI BOWL AVERAGE
SNOW WATER SNOW WATER SNOW WATER SNOW WATER
-----------------------------------------------
1972 105.5 35. 0 89. 5 27 .8 97. 5 31. 4
1973 68.2 21. 3 50. 5 16. 0 59. 4 18.7
1974 138 . 1 45. 8 150.3 48 . 0 112 . 3 33 . 4 133 . 6 42 .4
1975 100.2 25.2 96.0 31. 3 90. 3 28 . 4 95. 5 28. 3
1976 72 . 6 19.8 76.3 21. 3 69 . 9 18. 8 72 .9 20. 0
1977 23 . 0 4 . 0 25.8 5. 0 25. 8 5. 0 24 . 9 4 . 7
1978 74. 6 28. 6 77.2 27. 0 85.7 29 .8 79. 2 28 . 5
1979 62 . 0 14 . 6 65.8 15.5 57. 2 12 . 4 61. 7 14 . 2
1980 36. 0 15. 0 44.0 15. 0 33 . 0 12. 0 37 .7 14 . 0
1981 49 . 0 16. 0 58.0 20. 0 40. 0 15. 0 49 . 0 17 . 0
1982 88. 0 31. 0 88.0 29. 0 70. 0 23 . 0 82 . 0 27 . 7
1983 130. 0 50. 0 139. 0 50. 5 125. 0 43 . 1 131. 3 47 . 9
1984 82 . 0 26. 0 92 . 0 29. 0 90. 0 27 . 0 88. 0 27. 3
1985 74 . 0 27. 0 89.0 30. 0 78 . 0 27 . 5 80. 3 28.2
1986 67.2 25. 6 82.3 30. 6 67 . 2 21. 6 72 . 2 25.9
1987 71. 0 22 . 8 70. 0 22 . 0 61. 0 19. 6 67 . 3 21. 5
1988 53 . 0 19 . 4 85. 0 21. 3 38. 0 13 .2 58. 7 18 . 0
1989 66. 5 24 .8 70. 0 25.9 62 . 0 23 .2 66. 2 24 . 6
1990 42 . 0 11. 8 44.0 12 . 8 42 . 0 12 . 4 42 . 7 12 . 3
1991 29. 5 9 . 9 30. 0 10. 0 21. 5 6. 7 27 . 0 8 . 9
1992 37. 0 12 . 5 41. 0 13 . 3 30. 0 9. 3 36. 0 11.7
1993 107 . 0 25. 0 118 . 0 37. 0 100. 0 32 . 0 108 . 3 31. 3
1994 63 .8 18 . 0 68. 6 20. 5 53 . 0 15.7 61. 8 18 . 1
1995 64 . 0 27 . 0 76. 0 32 . 0 53 . 0 22 . 0 64 . 3 27 . 0
---------------------- --
AVG 66.5 21. 7 74.4 24 . 1 61. 8 19 . 8 67 . 9 22 . 0
s GF ASAf r
a . �{ Pmorttn � ixm
�4FOCF�
February 16, 1995
V.- Mayor and City Council
A r-
rum: Jill Turner, Director of Finance
C�$ubjC& Sewer rates
RECOMMENDATION Staff recommends that Council approve the attached resolution
increasing sewer rates effective April 1, 1995, 1996 and 1997.
DISCUSSION Attached is a sewer rate schedule for the next three years. This
is a follow up to the 1994 Hilton Farnkopf water and sewer rate study. The
study indicated that overall rates should be raised 15% each year well into the
future., These rate increases are needed to pay for upgrading the treatment
process. They are not needed for current operations. This schedule will be
revised each year as more data is available on customer use and treatment plant
costs. Adoption of three year rates allows for financial stability, which is
viewed favorably by the bond market, as well as allowing the customers to
adjust.
The study also indicated that commercial rates should be increased much faster
than the residential components. This is illustrated in the table below which
shows the proposed increases by customer classification, as well as the overall
increase:
April 1995 April 1996 April 1997
Commercial 28.00% 26. 00% 28.00%
Residential 10. 00% 8. 75% 6. 50%
Multi-family 1.70% 1.50% 10. 00%
Overall increase 13. 07% 12 . 67% 14.78%
Comparison of Residential Sewer Bills
40
37.00
35
30
The average residential 25
sewer bill will be
$14 . 48 . This graph 20 1 ,
shows how this compares 15-' 1448
to other cities in
Oregon. 10 714
5
0
Low Ashland Average High
Average Residential Sewer Bill
19.8]
20 19.]6
18 8.44
16 14.49
This graph illustrates 14
the average residential 12
sewer bill until 1999 .
10
9
6
4
2
0
1994 1995 1998 1997 1990 1999
Residential Sewer Bill
With and Without Food Tax
This third graph 00
illustrates the sewer
bill with and without 25
the Prepared Food and zo
Beverage Tax. This
shows a $9 . 00/month 15
savings in 1999 .
ID
5
0
1995 1998 1997 1998 1999
IN With Food Tex ®Without Food Tax
Average Commercial Sewer Bill
IGflY
2W 1.131
1
,6133
Ip
IM 110
This final graph A
illustrates the expected
increase in the average .IR
commercial sewer bill �^
based upon 5100 cf of
water usage per month.
b
A
0
IW li6 1(B6 IWW'/ IKB fiY
ASSUMPTIONS The following assumptions were used in updating the
attached rate model.
1. August 95 Decision by City Council on Treatment
Alternative
2 . October 95 Submit Plan to DEQ
3 . April 96 DEQ gives approval to the City and preliminary
Engineering is started.
4 . January 97 Design is complete for a cost of $2 . 4 million.
City issues bonds for $22 . 5 million, balance of
the project. Bonds issued for 20 years at 6. 5%, .
5 . June 99 Construction completed.
6 . 1998-99 Additional operational cost of $450, 000 begins.
G:kf1U1Wpkc0 61\.0 Cr\suf(
EXHIBIT "All
CITY OF ASHLAND, OREGON
SEWER RATE SCHEDULE
RESOLUTION NO. 95-
ADOPTED 1995
EFFECTIVE DATE APRIL 1, 1995
All sewer service provided by the City of Ashland will be in accordance with Chapter 14.08 of the
Ashland Municipal Code.
1. SEWER RATES WITHIN THE CITY LIMITS
1997;'
Single Family Residential:z:1-1. A 996 A
:J...... W�L�,
Monthly Service Char ge $11.00 $12.75
Quantity Charge:per
100 t f.
Sinele Fafnilv Residentia-1
Mengily SeMee Gharge V0.
Quantity Gharge $ 1.09/100 e
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet (cf) per
month. Winter consumption is defined as the average of water meter readings taken in the months
of January, February and March. Annually on April I the bill will be adjusted based on the water
consumption during the previous three months.
Single family residential water accounts with no consumption during the months of January,
February and March will be based at 700 cubic feet.
Multi-Family Residential April 1, 1995 April 1, 1996 April', I 1997 .
Monthly Servi,ce Charge
per Unit
Quantity Ch�
amo 4rgf.peT,,.-
Multi Fafnily Residentia-1
Monthly SeMee Charge per- Unit V0.0
Quantity Ghafge $ 1.09/100 e
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet per
month per unit. Winter consumption is defined as the average of the water meter readings taken in
the months of January, February and March.
Multi-family residential accounts are all accounts in which more than one residential dwelling is
attached to the same water service. Annually on April 1 the bill will be adjusted based on the
water consumption during the previous three months. Multi-family residential water accounts with
no consumption during the months of January, February and March will be based at 3W 15 cubic
feet. Two NA d...i..ffi....-.a.--fi
R- P.M.R.--1 x........I.. bne multi
.11
SEWER RATES
EXHIBIT "All
PAGE 2
V....P...,...OM9 .........
.-u
..s..th'at............ ...... A pil
199
.Y.,
.....
Govenmen tat ....
............. .....
.................. ............................... ..... ........ .......-
Monthly lService.0 g e
$I3;O..Q................ 1700....... $19 00
.............
............
. . . .. . . . . .
Charge 4-
Quantity ge�pt;r_ 1 2 74.:
Gemmer,eia4z lad s44al and Gevemment—al
Menthly SeMee Ghafge $io .
Qumtify Chafge $1.30100 e
Quantity Charge is based on actual monthly water consumption. Mixed residential and commercial
accounts will be billed as commercial.
For commercial, industrial or governmental users where monthly water consumption is not
measured through city water meters, the sewer rate will be established as follows: The annual
water consumption will be determined by an estimate made by the Director of Finance who shall
use water consumption records of similar users or water consumption records of past use, if
available. The annual water consumption will be multiplied by the Quantity Charge set forth
above and the product divided by twelve. The quotient will be added to the Monthly Service
Charge set forth above. The sum shall be the monthly sewer rate for that user. This rate shall be
effective beginning in the month after the rate is determined until the following July or until the
rate schedule is amended by resolution of the council. At such time the Director shall redetermine
the annual water consumption and compute the monthly sewer rate using the formula set forth
above. Water consumption determined in this manner shall be lowered if the user can demonstrate
through the use of a meter approved by the city that the user's actual consumption is less than the
estimate.
2. ADJUSTMENTS AND EXEMPTIONS TO COMMERCIAL AND INDUSTRIAL SEWER
RATES
A. If a commercial, industrial or governmental user can demonstrate that the volume of sewage
discharged by the user is less than 50% of the water consumed, the City Administrator may adjust
the sewer user charge accordingly.
Methodology for Special Cases for City Administrator
1. Greenhouses, Churches, and Schools (grades K-12) operating on a nine month school year.
...........
April 1, 1995 April 1, April 1 1997::"::
............
...........
Monthly rVCfi-
'�O�� XX., X
�r Service w$13�
XX
............... -
. .... 74,
,,cf- $:13:
00AW 2;12...
Menthly Sefyiee Ghirte e,n nn
Qttafitity Ghafte 1.3Q100 ef
SEWER RATES
EXHIBIT "A"
PAGE 3
Quantity Charge is based on average winter water consumption. Winter consumption is defined as
the average of the meter readings taken in the months of January, February and March. Annually
on April I the bill will be adjusted based on the water consumption during the previous three
months.
1. Bed and Breakfasts and Ashland Parks Bathrooms
rt
A P! .,A ffl
A
_P_
Monthly service Charge ,6113.
..........
Quantity
MenNy SeMee Ghafge $iO .0-99
Quantity Ghafge $ 1.34400 ef
Quantity Charge is based on winter water consumption. Winter consumption is defined as the total
of water meter readings taken in the months of January, February and March. Annually on April
1 the bill will be adjusted based on the water usage during the previous three months.
B. Water sold through an irrigation meter is exempt from sewer user charge.
3. SEWER RATES OUTSIDE THE CITY LIMITS
A. The sewer user charge shall apply to those sewer users permitted under Section 14.08.030 of
the Ashland Municipal Code.
B. The sewer rates for outside the City limits shall be two times the sewer charges for inside the
City limits. Unmetered residential accounts will be calculated on an average winter usage of 700
cubic feet of water for single family residences, and 300 A cubic feet per unit for multi-family
residences.
EXHIBIT "B"
CITY OF ASHLAND, OREGON
SEWER CONNECTION FEE SCHEDULE
RESOLUTION NO. 95-
EFFECTIVE DATE April 1, 1995
A. 4 inch lateral connection from trunk line
to normal curb line $1,295.00
B. 6 inch lateral connection from trunk line
to normal curb line 1,355.00
C. 8 inch lateral connection from trunk line
to normal curb line 1,375.00
D. 10 inch or larger lateral connection from
trunk line to normal curb line COST
E. Manhole maximum depth of 5 feet 1,690.00
1. Per additional foot of depth 50.00/foot
F. 8 inch sanitary sewer line with one five
foot manhole per 400 feet of 8 inch line 25.00/foot
G. Checking for Sewer Main Blockages
without finding a blockage $90.00
0:\IILL\WP\COUNCIL\SEWER\S8WER95
CITY OF ASHLAND
WASTEWATER RATE MODEL
Hilton Farnkopf & Hobson Actual ESTIMATED Budget Budget Budget Budget Budget
02/16/95 FY 1993-94 FY 1994-95 FY 1995-96 FY 1996-97 FY 1997-98 FY 1998-99 FY 1999-2000
-------------------------------------------------------------------------------------------
RE4ENUE REQUIREMENT
OPERATIONS & MAINTENANCE
Personnel Services
Regular Salaries and Wages 279,985 317,648 344,090 361,000 379,000 398,00(1 418,000
Overtime Pay 10,925 15,710 18,000 19,000 20,000 21,000 22,000
Fringe Benefits 111,810 i26,642 137,910 ;44,000 151,000 158,000 167,000
Additional Costs-NbTP 0 0 U 0 0 450,000 473,000
Subtotal 402,723 460,000 500,000 524;000 550,001) 1,027,000 1,080,000
104.471 114.221 iik.701 10v4.80% 104.961 186.731 105.16X
Materials and Services
Advertising and Publications 616 2,500 33,400 4,000 4,000 4,000 4,000
Bad Debt expense 1,000 2,000 2,000 2,000 2,000 2,000
Central Service Charge=_ 257,500 288,000 331,000 .348,000 365,000 383,000 402,000
Chemical and Lab Fees 17,235 25,x00 20,400 21,000 22,000 23,000 241000
Contracted Services 0 1,80(1 1,90v - 2,060 2,000 2,000 2,000
Dues and Subscriptions 279 5,400 400 0 0 0 0
Equipment Rental - City 80,380 82,410 116,540 107,000 112,000 118,000 124,000
Equipment Rental - Outside 2,46B 1,100 1,200 1,000 .1,000 1,000 1,000
Insurance 12,000 .14,401 141 000 25,000 26,000 27,000 28,000
Licenses and Permits 5,781 9,500 15y200 14,000 15,000 16,000 17,000
Maintenance 19,7337 39,800 49,000 51,000 54,000 57,000 60,000
Miscellaneous 632 SUO 4,000 4,000 4,000 4,000 4,000
Professional Services 60,677 20,000 27,000 26,000 29,000 30,000 32,000
Rent 6,000 6,000 6,000 6,000 6,000
Safety Program 1,29; 2,000 3,300 3,000 3,000 3,000 3,000
Small Tools 4,611 4,000 2,600 3,000 3,000 3,000 3,000
Office Suppiies 409 600 1,300 1,000 1,000 1,000 1,000
Technical Supplies 326 3,500 3,700 4,000 4,000 41000 4,000
Payment in Lieu of Franchise 72,052 90,000 104,000 98,000 115,000 119,000 127,000
Travel and Training 2,626 3,500 3,900 4,000 4,000 4,000 4,000
Uniform Allowance 3,065 3,200 3,400 4,000 4,000 4,000 4,000
Utilities 100,196 99,490 105,760 111,000 117,000 123,000 129,000
Subtotal 641,891 698,000 823,000 841,000 893,000 934,000 981,000
0 & M Subtot 1,044,614 1,158,000 1,323,000 1,365,000 1,443,000 1,961,000 2,061,000
100.631 i10.85% 114.251 103.17% 105.71% 135.90% 105.10%
CAPITAL EXPENSES
Annual Outlay
Buildings 56,353 0 0 0 0 0
Equipment 10,930 13,000 11,000 15,000 15,000 15,000 15,000
Improvements other then build 7,065 74,000 124,000 125,000 126,000 127,000 128,000
Bear Creek Interceptor III D 43,000 90,000 78,000 0 0
Odor Control. 104,366 167,000 0 0 0 0 0
Subtotal 178,714 254,000 178,000 230,000 219,000 142,000 143,000
41.862 142.13% 70.08% 129.21% 95.22% 64.84% 100.70%
FY 1993-94 FY 1994-95 FY 1995-96 FY 1996-97 FY 1997-98 FY 1998-99 FY 1999-2000
Debt Service
Assessment Payments 3,582 1,000 0 0 U 0 0
Interest on Digester Roof 6,573 0 0 0 0 0 0
Debt Service on 1997 NNTP Bon 0 0 0 450,000 560,000 920,000 1,965,000
Subtotal 10,155 1,000 0 450,000 560,000 920,000 1,965,000
Capital Expe 185,869 255,000 178,000 680,000 77S',000 i,U62,G0U 2,108,000
Revenue Requirement Subieta 1,233,483 1,413,000 1,501,000 :,045,000 2,2225000 3,023,000 4,164,000
83.54% 114.55E 106.23E 136.245 108.66% 136.05% 137.41%
TOTAL REVENUE REk11REMEN'T (sONT 1,23`,483 1,413,000 1,501,004 3,945,000 2,222,000 3,0'[3,000 4,169,000
NON-OPERATIN6 REVENUES
MISCELLANEOUS REVENUE SOURCES
First Service instaliatien 46,910 40,000 50,000 50,000 53,004' 56,000 59,000
DEG Grant - WWTP Study 0 0 0 U 0 0 0
Transfer fron insurance Servic 110,000 0 0 0 0 0 0
Food and Beverage Tax U 0 0 U 0 0 964,000
Miscellaneous Q,860) 5,000 5,000 5,000 5,000 5,000 5,000
Subtotal 154,050 45,000 55,004 55,000 58,000 61,000 !,028,000
1,079,433 i,368,000 1,446,000 1,990,000 2,164,000 2,962,000 3,141,000
TRANSFERS (TO)/FROM FUNDS
Operations Balance (63,040) (300,000) (494,000) !269,000) (510,000) (131,000) (171,000)
Interfund Loan (inc. interest (250,000) 0 0 0 0 0 0
Subtotal (313,040) (300,000) (494,000) (269,000) (510,000) (131,000) (171,000)
Non-Operatin (158,990) (255,000) (439,000) 1214,000) (452,000) (70,000) 857,000
Revenue Sego 1,392,473 1,668,000 1,940,000 2,259,000 2,674,000 3,093,000 3,312,000
Carryover from prior year surpl 0 0 0 0 0 0 0
NET REVENUE REQUIREMENT 1,392,473 1,668,000 1,940,000 2,259,000 2,674,000 3,093,000 3,312,000
Spring Increase 0 53,000 60,000 80,000 93,000 46,000 0
RATE REVENUES 1,392,473 1,615,000 1,880,000 2,179,000 2,581,000 3,047,000 3,312,000
294.665%
SURPLUS/(SHORTFALL) 0 $0 $0 f0 f0 $0 f0
RATE INCREASE INDICATED 13.0730% 12.6650% 14.7480% 14.40001 6.0000% 0.0000%
FUND BALANCES FY 1993-94 FY 1994-95 FY 1995-96 FY 1996-97 FY 1997-98 FY 1998-99 FY 1999-2000
OPERATING BALANCE
Beginning Balance 326,137 395,000 716,000 1,292,000 1,652,000 2,290,000 2,516,000
Transfers In!(Dut) 63,040 300,000 494,000 269,000 510,000 131,000 171,000
Interest 5,565 21,000 82,000 91,000 128,000 155,1100 166,000
Ending balance 394,742 7;5,000 1,292,000 1,652,OH 2,290,000 2,.`_•76,;00 2,915,000
SDC ACCOUNT
Beginning Balance 46,130 100,000 151,000 145,000 91,000 122,000 148,000
Revenue Collected
from SDC Distributian7i.alle 20,E='4 18,001o, 18,000 6,000 18.000 i8,006 18,000
from SDC - Treatment 31,248 o"000 26,000 46,000 66,000 86,000 106,000
Subtotal 52,142 44,000 44,000 64,000 841000 ;04,000 124,000
Transfers Out
toSewer Collection exp 0 0 58,000 17,000 U 0 U
to Sewer Debt service 0 0 0 100,000 66,000 86,000 106,000
Subtotal 0 0 58,000 117,000 66,000 86,000 106,000
Interest 2,290 7,000 8,000 5,00-i 75000 8,000 9,000
Ending Balance 11,10,J62 151,000 145,000 97,000 122,000 i48,000 175,000
SEWER CONSTRUCTION ACCOUNT
Beginning Balance 0 618,000 1,513,000 i,990,000 15,705,000 3,717,000 0
Transfers In
from Bond Sale Proceeds 0 0 0 22,500,000 0
from Food t Beverage Tax 608,482 844,000 890,000 912,000 936,000 964,000 U
Central services on Food and Bev (25,000) (26,000) (27,000) (28,000)
Subtotal 608,482 844,000 865,000 23,386,000 909,000 936,000 U
Transfers Out
to Improvement Projects
Wastewater Treatment Plant-Upgraoe
Design U 0 500,000 1,931,800 0 0 0
Construction 0 0 0 8,068,200 12,000,000 3,708,000 0
Debt Service 0 0 0 500,000 1,425,000 1,045,000 0
Subtotal 0 0 500,000 10,5OO,000 13,425,000 4,753,000. U
Interest 8,955 51,000 112,000 829,000 528,000 100,000 0
Ending Balance 617,437 1,513,000 1,990,000 15,705,000 3,717,000 U 0
ENDING FUND BALANCES
Operating Balance 394,742 716,000 1,292,001 1,652,000 2,290,000 2,576,000 2,915,000
SDC Account 100,562 151,000 145,000 97,000 122,000 148,000 175,000
Sewer Construction Account 517,437 1,513,000 1,990,000 15,705,000 3,717,000 0 0
Total 1,112,741 2,380,000 3,427,000 17,454,000 6,129,000 2,724,000 3,090,000
Commercial Sewer Bill Comparisons
200
181.68
...................... ........................................................................... ........................
..................................................................................................................................._............................... ........_...............
..
160
i
140
............................................................................_................................................_.................................._. ----------------.--------
-
120 i
C 98.18
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SUBJECT: A REBUTTAL TO THE SEWER RATES INCREASE PROPOSAL
The City of Ashland is proposing an increase in the sewer rates for the town. These
rates are to be effective April 1, 1995. These rates are being increased without any/ b¢
justification or explanation. The city is claiming that the commercial customers'
sewage is more difficult to deal with than the residential, that seems to be a bold
statement considering that most of the businesses in this town, hotels, motels, bed and
breakfasts, restaurants and some retail stores, create identical waste matter to that of
' a normal residential facility, only in different quantities which the user pays for on a
volume basis any��The city has also spent time money and resources on studies
pr gone oy tneir own starr and independent advisory services to try to facilitate an
accurate and fair charge for sewage control ,yet in a memorandum dated March-43,
1995, they say "the rates are guaranteed to change as more data is available, these
numbers will be updated annually and will also change as customer classes react to
the increases by adjusting their usage". Surely after employing a company like Hilton,
Frankhopf and Hobson to produce a water and sewer rates study, the town would be
able to come up with a viable five year rate proposal for water and sewer rates. In fact,
not only would a competent city council and city manager be able to come up with
viable rates, they would also be able to produce reasons for rate increases,
accounting of monies already collected and how that money has been used for
processing of sewage and upgrades of water systems they would be able to produce
an ongoing budget and a five year projection, our city does not seem capable of this,
they seem to have trouble accounting for years past and projecting a one year budget.
Although the water and sewer rates study by Hilton, Frankopf and Hobson is quiet
comprehensive and I am sure put together by competent people, there are two small
sections at the very beginning of the study that are relevant and over shadowing to the
rest of the study. "The repo reflects the council's comments in particular we
reevaluated the rankings of the water rate alternati n comments 2t Pin r
received by the city manager we adjusted the ratings somewhat." Can somebody P+`5
please clarify the meaning of 'somewhat'? The rest of the study seems to be a
collection of past facts and figures, assumptions, and best guesstimates. This becomes
more obvious as it is researched and the fact that there are a lot of inconsistencies and
grossly under accounted for amounts of income.
To close with the memorandum produced March 3, 1995 by our city's financial
department , not only does it show no accounting for rate increases, nor is a reason
given for rate increases, what it actually does show on the reverse of the opening page
is their inability to do simple maths. I feel at this point in time that it is important for the
business community to join together and make the city of Ashland accountable for
these mistakes if only to find good reasons for the rate increases and to have
projections of billing or proposed billing so that we can all work out our own budgets
and projections. Perhaps it is even time to join together and have the city audited by
somebody more competent than their own staff.
Mm
a 5UaRYOFinacim,mC.
34 5 east ma c ,oficP,et,aah!w�d, O�¢90ri 97320 (5031 SZ 1138
March 7, 1995
Dear Ashland City Council,
Subject : Sewer rates and related issues
I fail to understand why the Council wants to raise rates before we
know how much our plant upgrade will cost.
I also fail to understand why the Council has never. formally
challenged the DES's data and totally unreasonable target phosphate
discharge level of . 08/mgl.
It is my understanding, from talking to engineers, attorneys,
fisheries biologists, environmentalists and other concerned
individuals, that phosphate level could be reduced by 75% and all
other problems (chlorine toxicity, ammonia level, temperature,
turbidity, etc. ) could be mitigated for less than half of the
dollar amount of any of the other options now being considered.
I am working with other individuals and groups to come up with a
reasonable, affordable plan that would "clean up the creek" and
have positive effects on fish and wildlife.
Brief outline of this plan :
1. WWTP upgrades that would reduce phosphates by 75%
2. Active support, including financial assistance if necessary, of
the plans to remove both the Jackson Street Dam on Bear Creek
and Savage Rapids Dam on the Rogue River.
3. Active support, including financial assistance if necessary, of
plans to keep livestock out of Bear Creek and its tributaries.
4. Active support, including financial assistance if necessary, to
repair and upgrade existing irrigation ditches in the Bear
Creek Basin. A substantial amount of water is lost that could
be saved and dedicated to instream (fish ) use.
The first step for the Council to make, and tonight would be an
excellent time, is to remove the so called "Medford Option" from
consideration.
Again, allow me to volunteer my services if desired, to an official
city committee to study these problems.
Sincerely,
Ronald E. Roth
M6nday, March 6, 1995 Medford, Oregon
h/lail - Tri -bu
i
Cold snap
.endangers ,
valley fruit s r
By PAUL FATTIG + - -
oftheMailTribune
Mother Nature sent a shiver through Rogue
Valley orchardists overnight when the mercury
plunged into the crop-killing zone.
The temperature dipped to a low of 19 de-
grees at one orchard, although thermometers
at most orchards registered temperatures of 24s
to 25 degrees,said Dan Hull,spokesman for the i
Fruit Growers League of Jackson County. ,ii
But it appears most orchardists successfully 1l \
fought off the killing cold with oil-fired heaters, t s -
huge fans or water sprays, he said.
"It looks like we probably got by all right,but Mi
the same thing a week or 10 days from now
could be a disaster;' Hull said.
The pear crop is most vulnerable just before
the flowers bloom and during the bloom, said
Phil van Buskirk, orchard specialist with the
Southern Oregon Research and Extension Cen-
ter.
Hull said the problem is that local Fruit trees
are a full month ahead of schedule, thanks to
an unusually balmy February. That makes ` -
them susceptible to frost damage, he said.
At high risk are the early variety of pears,he
said, noting there may be slight damage to
those crops. Other varieties, such as the Bosc t i
and Cornice, aren't as susceptible, he said re-
.locally.
ferri g to the popular variety of pears grown
4
The Rogue Valley's pear industry is Jackson .,
County's largest agriculture crop, bringing in
$40 million to$60 million annually. There are ae' a
about 9,000 acres of pear orchards in the valley.
About 6,500 acres are protected by giant fans
that draw warmer air into the orchards.Water
sprayed onto a tree encases tender fruit in a
protective layer of ice.
Hull,who has worked with area orchards for
50 years,said this is the earliest local orchards "r r
have bloomed in his experience. However,,..,, i•.
trees reportedly bloomed a week or two earlier i r. ax
in 1888, .he'said, citing unofficial historic re-
ports. .Y '
'The worst season he'has seen was the cold ;
spell that hit the valley in 1972. ' #
"That year we had to provide protection for 1.
about 31 straight nights," he said. "We antici-
pate there will be a few cold nights ahead, wesj
just don't want a repeat of 1972."
"It's going to be a long season,"Van Buskirk
said. Frost can be a problem for area orchar-
dists until mid-May, he noted.
"As we progress into spring it gets better,"
Van Buskirk said.`But there is always that one r
chance there could be an Arctic freeze."
Valley temperatures will likely dip into the —
high 20s tonight, according to the National Mau Tribune I Steve Johnson
Weather Service office at the Medford airport.
The official low in Medford overnight was 25 ICY PROTECTION — Pear blossoms were frozen this morning at Hillcrest
degrees. , Orchard in Medford to protect them from damaging low temperatures.
2
426 ROGUE RIVER BASIN
I
14354200 BEAR CREEK BEIAN ASHLAND CREEK, AT ASHLAND, OR
V:CAT t-N.--Lat 4:"12'58^, loo.1 122°43.16', In 58 1/4 SE 1/4 scc.32, T.38 5., R.1 E, Jackson County, Hydrologic Unit
171n010P, cn lcrr. hank, 0.1 downatraam from Ashland Crack, and at mile 21.0.
DRAINAGE APF.A.--16H mlr.
1
PERIOD OF RECORD.--July 1990 to current Vest.
IIAGP..--Watrr-atnuc recorder. Datum of gage Is 1,686.64 ft shove National Geodetic Vertical Datum of 1929.
RRY1P Ir5.--R CCnnI felt except for estimated dally discharge., which are pool. Flow regulated since 1924 by Emigrant
i.akc. Water la A3verted Into bas In from the Klamath Rlwe[ basin. Many dlwerslons for Irrigation and municipal
uac upat renm (Yom station.
EXI'RF.YE5 FCR PERIOD OF RECORD.--MAxlmue discharge, 1,920 ftr/s May 16, 1991, gage height 3.92 ftr minimum discharge,
0.33 ft'la tka:. 16, 1991,
E:4TREPF.S FOR CURr.F.NT YEAR.--Max 11mlm discharge, 1,920 ft7/s May 16, gage height, 3.92 ftr minimum discharge,
0.13 ft4!a 0,d:. 18.
DISCHARGE, CUnlc FEET PER SECOND, WATER YEAR OCTOBER 1990 TO SEPTEMBER 1991
DAILY MEAN VALUES
DAY OCT NOV DEC JAN FEB MR APR MAY JUN JUL AUG SEP
1 9.3 3.5 10 11 ell 22 49 36 55 23 51 43
2 7.0 2.6 17 e9.6 e60 48 46 37 62 17 56 40
3 1.7 2.2 15 e9.6 e50 334 41 30 55 30 56 42
4 10 2.8 12 e9.8 e80 255 37 25 45 45 59 3e
5 11 2.8 10 e9.6 e54 197 49 23 42 47 58 34
6 Id 3.2 9.6 ell 30 120 63 22 30 48 59 30
7 12 4.0 9.1 ell 21 93 51 26 33 44 65 36
8 31 5.2 9.2 e10 20 79 41 32 35 43 65 38
9 8.6 6.3 8.7 e10 18 16 50 41 38 40 55 40
10 8.0 7.0 32 c21 18 70 49 29 42 52 59 36
11 1.8 7.0 42 c20 17 58 46 32 35 67 54 46
12 5.0 8.3 23 c40 17 52 45 32 34 58 48 53
13 4.4 17 16 c94 21 53 43 193 31 57 49 51
14 1.8 35 13 c80 25 50 41 147 27 53 51 53
15 2.4 20 17 e30 22 53 44 73 24 54 52 48
16 3.2 is 18 t26 28 51 48 324 28 101 57 38
17 4.3 18 16 c24 32 50 37 964 29 61 59 39
IB 2.8 19 14 e26 e29 47 34 467 32 44 59 42
19 1..6 18 IB e37 e30 36 33 280 77 39 51 45
20 .9 19 12 e25 e29 31 28 298 53 36 71 40
21 1.3 18 6.8 e21 e27 27 42 274 36 32 70 34
22 1.6 If 9.7 n18 e26 25 41 259 28 20 58 34
23 1.3 11 9.9 07 21 26 64 231 32 34 61 40
24 1.2 18 12 e15 20 25 61 186 38 43 65 35
25 l.2 31 12 a14 IB 39 64 148 32 53 64 35
26 1.0 28 15 e15 18 46 69 123 27 50 60 43
27 1.3 21 11 e14 36 49 67 95 38 48 34 57
28 1.8 21 12 ell 11 42 55 62 31 43 37 37
29 2.2 21 14 e12 --- 36 48 70 37 40 36 33
30 1.4 21 8.4 ell --- 40 43 85 32 35 38 32
31 11.2 --- 9.5 e12 ___ 48 ___ 68 37 43
TOTAL 152.9 431.9 441.9 666.8 775 21A4 1429 4712 1146 1410 1720 1212
MEAN 4.9.1 14.6 14.4 21..5 27.7 70.5 47.6 152 38.2 45.5 55.5 40.4
MX 1.1 17 42 04 BO 334 69 964 77 101 78 57
MIN 9U 2.2 6.8 9.6 11 22 28 22 24 it 34 30
AC-I"1 103 869 age 1320 1540 4330 2830 9350 2270 2800 3410 2400
WE YR 19.11 1'OThL 16291.5 MEAN 44.6 MAX 964 MIN .90 AC-FT 32320
n Entlmut•d
ROGUE RIVER BASIN 307
1036200 BEAR CREEK BELOW ASHLAND CREEK, AT ASHLAND, OR
LOCATION.--Let 62'12158', Iona 122.63.16', in 3E 1/6 3E 1/6 eee.32, T.30 S. R.1 E, Jackson County, Hydrologic Unit
17100300, on left bank, 0.1 ml downstream from Ashland Creek, and at mite 21.0,
DRAINAGE AREA.--160 m12.
PERIOD OF RECORD.--3v1y 1990 to current year. '1
1
GAGE.--Water-stage recorder. Datum of gage Is 1,686,66 ft above National Geodetic Vertical Datum of 1029,;
REMARKS.--Records good except for estimated dally direharyes, which are Door Flow regulated since 1926 by Emigrant
i
Lake, Netar Is dlvertd into basin from the Klamath River basin. Many diversions for Irrigation and manic 1pal
use upstream from ataton. I j
EXTREMES F?R PERIOD OF ACCORD.--Mawlmam discharge, 1,920 fr%/a May 14, 1901, gags height 3.91 fti minimum discharge,
0.33 ft /a Oct, 1t, 1900.
!%TRINCI �OR CVRA[Nf TEAR.--Maximum discharge, 211 ft'/0 Dec 1, gags height, 1.07 fti minimum recorded discharge,
].1 Ft /a part of each day Nov. 5-13, but my have been lase during periods of estimated doily discharges.
1 1
DIICPAROl, tT7RI0 ►ttT 0[R stCDRI WATER VALUES
OCTOBER 1011 70 11t2t0Utp 1907
DAILY MEAN VALURI i, I
DAY OCT Nov DEC JAN FAA MAR APR MAY JIM JUL AUG sop 11,
1 ]1 a1.2 17 16 11 It 11 11 10 1/ 39 1.6 �t
7 5
06.2 11 15 If 17 016 1.1 67 a/.1 67 07.1 j
1 JA :6:8 €6 If i6 36 •33 .71 63 :6.1 66 :3.0
5 01.0 e4.1 11 20 11 11 15 07.0 11 13 91 06.7 i
6 010 05.1 go 11 16 16 all 13 59 8.1 69 ! 6.3 6 1
7 23 05.6 102 26 16 16 12 25 61 7.0 6e - 6.2 'a'I
6 31 01.0 51 19 13 16 012 17 61 8.1 65 6.0
9 66 06.6 61 17 16 15 9.6 12 60 7.4 62 5.7
to 65 eS.2 30 is 16 16 8.1 '13 61 7,5 61 5.5 S
11 36 06.9 26 25 16 13 06.6 20 59 13 61 5.6 j
12 20 e6.9 26 21 16 I3 06.1 16 63 15 62 5.5
13 27 010 26 19 16 12 05.7 15 66 15 39 5.0
16 22 12 23 19 19 11 05.1 16 59 17 39 7.0 II�1
IS 19 7.1 22 20 19 13 07.9 21 66 23 60 9.2 if
16 16 ell 11 21 16 13 010 30 39 33 62 14 �1'!
17 29 72 17 22 15 11 36 60 30 37 61 11
l8 11 33 30 20 15 13 11 36 60 39 61 10
19 5.1 19 25 39 15 12 9.0 16 60 11 10 10 II1)
20 6.5 16 21 to 10 11 0.1 39 36 33 11 10 11f
21 06.2 36 20 17 21 11 12 20 36 11 15 10
22 03.0 21 21 16 25 e10 26 13 35 30 17 9.6 h'I
23 06.0 16 19 IS 23 all 27 23 35 36 66 9.8 �tlf
26 e6.2 16 1s 15 21 12 23 21 35 )0 0 10
25 05.1 10 17 15 19 12 IS 21 36 60 63 IO
26 13 27 17 15 10 13 13 21 36 /1 IS 9.1
27 9.6 51 37 16 11 12 11 22 36 60 65 9.5
21 07.7 29 17 20 10 99.8 13 35 61 61 66 9.3 �y
29 10 26 17 21 11 all 11 37 26 33 26 9.3
30 7.6 20 16 21 --- 010 22 33 16 31 19 0.0
31 6.5 --- 16 11 --- 13 --- 33 --- 35 17 --
TOTAL 531.2 526.5 033 513 690 620.0 300.1 691.2 1361 731.3 1207 269,9
MEAN 17,1 17,5 26.9 1s.$ 16.9 13,6 12.1 22,3 66.7 21,6 61.5 1.33
MA% 65 72 102 25 25 19 27 66 66 61 51 16 1y FI
HIN 3.6 6.0 16 16 13 9.1 5.6 7.3 16 6.6 17 ' 5.5 !19IJ`
AC-FT 1050 1060 1650 1160 972 035 153 1370 2660 1650 2550 606
I YR 1991 TOTAL 17165.5 AN 61.0' MAX 966 MIN 3.1 AC-FT 36010
W fL.
Ii
TN M
TR 1992 TOTAL 1055.3 MAN 22.0 MAX 107 MIN 3.0 AC-YT 15900 Ij it!
• Estimated I.
lit
j 151
if r1il
i!
I
4
i
420
ROOUE RIVER BASIN
I4351200 BEA0. CREEK BELOW ASRW70 CREEK, AT ASHLAND, OR i
LOCATION,--L�t 12"12'58•', long 122 643'16^, In SE 1/4 BE 1/4 sec.320 T.38 S. R.1 E, Jackson County, Rydrologle Unit a
1110030P, on left honk, 0.1 ml downstream from Ashland Creek, sod at mlfe 21.0• t
1' DPhINADE AREA.--168 mI'.
I: PERIOD OF RECORD.--July 1990 to current year.
Oh09.--Nntnr-atag4 recorder. oat mm of gave Is 1,686.64 It above as level. al
! I' PEHIPKS.--No estimated dally discharges. Records good. Flow regulated since 1924 by Emigrant Lake. Water Is
Ilverted Into basin It. the Rlameth River basin. Many diversiona for It Too atlon and municipal use upstream from
station.
EXTIF.HES FOR PERIOD OF PFCORD.--MSKimum discharge, 1,920 it'/* MY 16, 1991, gage height 3.02 111 minimum discharge, Ii-
0.33 rte/s Oct. 16. 1990.
I 1
j EXTIIFMP,S FOR CURRENT YEAR,--Hnximum discharge, 1,110 Win Jan. 20, gage height, 4.04 fro minimum discharge, .
I. 4.3 ft'/s Oct. B, 13, 20, 24.
II C
DISCIIAROE, CUBIC FEET PER SECOND WATER YEAR OCTOBER 1992 TO SEPTEMBER 1993 '!
DAILY McAN VALUES {{
I .I DAY OCT NOV DEC JAN FRB MAR APR MAY JIM JUL AUG SEP 4r
1 0.0 14 9.9 27 42 37 62 40 134 16 31 3i
2 7.7 10 I] 19 11 51 56 51 101 39 29 39 ti
3 69 1.8 it Il 52 101 61 12 ]00 50 21 JS
4 6.1 7.2 t0 17 60 91 110 66 171 ]6 20 J6
5 6.3 0.1 0.7 15 08 is 110 36 JH ]6 11 37
I .: 6 5.0 0.1 9J 14 ' 69 07 02 68 245 35 36 11
7 5.6 7.1 11 17 0l 95 00 61 381 31 36 36 ;
B 5.7 7.2 27 24 89 104 97 70 221 33 34 71
1 5.9 7.1 27 25 04 Ill 99 63 163 37 34 26
'I 10 5.9 0.3 76 24 15 123 90 64 121 39 33 26
11 5. 9.1 41 22 69 121 16 60 106 41 41 20
12 5.7 7 7.0 25 10 45 101 79 60 92 41 19 20
13 5.7 6.3 19 21 11 1 75 60 102 40 10 27
i ± 11 5.0 6.2 16 31 10 111 17 71 51 64 41 SO 29
IS 5,1 6.2 16 ll T 121 77 SI 64 12 69 29 _� I
16 5.9 7.5 17 27 31 122 69 47 56 39 49 32 tl
17 5.0 7.7 19 21 26 107 07 47 47 36 44 29
1/ 6.0 6.6 11 l0 25 128 Ill 41 42 36 46 25
30 5.9 " 11 14 20 20 97 02 5l 39 37 52 21 'I
1.0 .9 31 34 192 41 of S/ 63 40 30 40 21 ,I
III 21 0.2 l6 16 332 11 71 54 60 40 36 32 26
22 5.1 g3 16 337 39 57 61 54 39 54 30 25
23 5.6 14 15 120 67 76 65 41 35 50 29 20 ,1
j 21 5.5 11 35 90 52 93 62 51 35 36 21 27 -
24 5.0 9,9 13 77 30 76 60 S0 21 19 29 25 a � �
26 5.8 9.0 13 63 34 61 57 54 24 13 32 23
21 5.8 9.0 15 55 31 57 49 40 24 31 30 - 25
20 6.3 13 24 51 32 49 49 49 23 25 36 27 !
29 6.4 II IB 47 --- 40 50 40 20 27 37 26
30 12 9.7 16 44 --- 55 50 78 17 30 29 36 .�
11 7.4 --- 25 42 -_- 54 -_- 250 ___ 33 32 --
I
f0'VI 199.1 290.9 515.1 2110 1131 2711 1230 1919 2985 1505 1169 005
6.19 9.70 18.9 70.0 51.3 01.6 A,3 6250 99.5 25.6 37.7 29.5 '3
MAX HA% 12 23 76 192 09 117 211 240 ]14 51 69 39
MIN 5.5 6.E 8,7 IS 25 37 49 17 17 13 21 23
� AC-F'T 19.1 gl) 1160 I300 2850 5150 1120 3930 $910 1190 2320 1760 i jyI
CAI, YP 1992 1OIAL 1238.7 MEAN 19.1 MAX 16 HIM 5.5 AC-FT 14360
II N1R YP 1193 1OThL 11.181.1 Matt 48.7 MAX 492 MIN 5.5 AC-FT 75210
II I I
iI l
� I
�� I
III 14
III ,
II
1
I
I1
III I +1 IQ
(
III I�II�N.�ditl�fll+Iilli!uIII�I�1311��M�I�INt�I�MI�II�d��U�l ' : f�14� !
•,,.�oV AsH4o � P 111 U r. 2t ll d ix Ill
OREGC)
30 October 1992
Brian Almquist, Steve Hall, Dennis Barnts, Paul Nolte
SCI n:
1 >tt,111: James H. Olson, Assistant City Engineer
dq
,*41jed: Water Rights on Ashland Creek
I have received a reply from the State Walermasler's office from my letter of 19
October concerning water rights appurtenant to the Eagle Mill Farms properly.
Bruce Sund has confirmed the fact that the properly does have a very old water right
(priority date 1860) and that Mr. Roth is entitled to 0.17 cubic feet per second or 0.11 MGD
or 109,866 gallons of water per day for irrigation and domestic use. The 1860 water right is
indeed senior to much of the City's water rights meaning that he would be entitled to the
water before the City of Ashland.
'rhe Eagle Mill Farms water right is on Bear Creek with the point of diversion being
specified as the most easterly corner of the properly. The right does, however, effect all of
the tributaries of Bear Creek including Ashland Creek, Neil Creek and Emigrant creek, and
all junior water rights on each of these tributaries would be required to contribute water to
provide the Eagle Mill Farm with its full allotment. The amount of contribution would be
dependent upon the priority date of the water right with the most junior rights being the first
to be lost.
Mr. Roth's statement That he has a right to 110,000 gallons of water per clay is
correct; however, to assume that all of that right must come from Ashland Creek is
incorrect. To determine exactly how much the City would be impacted would require an in-
depth study of all of the water righls on Bear Creek and its tributaries lying upstream from
the Eagle Mill Farm point of diversion. For instance, the Talent Irrigation District has a
large right on Ashland Creek whereby water is diverted from Ashland Creek to the Bear
Creek canal system some 3,000 feet upstream from the confluence of Ashland and Bear
Creeks. This right is junior to the City's right and would be superseded before the City's
rights were affected.
The Eagle Mill Farm could have an effect on the amount of usable water that the City
could have in a water short year; however, the exact amount is not known at this time. The
loss of the treatment plant effluent could affect our legal use of the full amount of water
which we are accustomed lo.
�ogmill.mnn
i
, �s� � Emar � rt � ixm
March 2, 1995
0: Sluicing Alternatives Comm.
Arvin: Pam Barlow, PW Admin. Asst.
u' �li�jeCf: DEQ Budget Support
RE: sB 5516
Our DEQ committee member, Gary Arnold, has passed on to us information
regarding some currently proposed State legistion that will allow Federal
dollars to be allocated to fund regional positions.
If you are interested in keeping your local DEQ staff people, Gary suggests you
contact our legislators and lend your support for the passage of this bill.
' ,
DEPARTBFNI OF ENVIVOWAENM ^• ,
Ul FEB 2 4 1995, A
State of Oregon ViE.i'!RI1 REGION MEDFORD
Department of Environmental Quality Memorandum
Date: February 21, 1995
To: Nonpoint source pollution group
Amanda Punton NWR, Leslie Kochan NWR, Bob Baumgartner
NWR, Tom Bispham NWR; Pam Blake WR Coos Bay,
Gary Arnold.WR Medford, Dennis Belsky WR Medford,
Steve Greenwood WR Eugene; Mitch Wolgamott ER LaGrande,
Joni Hammond ER Pendleton, Bruce Hammon ER Adams,
Dick Nichols ER Bend, Stephanie Hallock ER Bend;
Olivia Cl a k
From: Kevi ng
Subject: Supporting the Budget Package $101 - Nonpoint Source
Responsiveness
i
This memo is intended to provide you with more background
information on budget requests the Department is making and how
you can help ensure success in approval.
Currently the Department is requesting, as an option package to
the base budget, authority to spend federal dollars on new
positions that are intended to increase our responsiveness to
nonpoint source problems on a regional basis.
One of the most effective ways to make a difference in the
Legislative process is for constituents to contact their
representatives. Most people don't put very much time or energy
r , into contacting their legislators but it is nonetheless highly
valued by legislators and is very influential in their decision
making. And because specific budget issues are not an issue on
which people commonly express opinions even a few letters will
have a noticeable impact on a legislator's opinion.
This budget package will 1) enhance our provision of service to
local watershed managers; 2) engage Oregon's water quality agency
DEQ - in local watershed stewardship networks; and 3) provide
us with locally based staff to develop and implement local NPS
control strategies and objectives. We know that NPS pollution is
the primary reason for water quality degradation in many basins.
This budget package will allow us to continue the regionally
based work, pioneered by you, that addresses these significant
challenges to having good water quality.
The heart of this effort will be the contacts you have made with
people in the communities where you have worked. Ask those people
that you have worked with that have seen the benefits of this
regionally based approach if they would be willing to write a
Memo To: Nonpoint source pollution group
February 21, 1995
Page 2
letter (or call) in support. They should, in their own words, \
express support of the nonpoint source budget option in DEQ's 1
budget which is proposed in SB 5516. It helps legislators track
and file their mail to refer to the bill number.
The key legislators are members of the Ways and Means
Subcommittee on Natural Resources. The first priority is to ask
constituents of these legislators to make contacts. The second
priority is to have people living elsewhere in the state to write
to members of the Subcommittee and/or their own legislator. They
can urge their legislator to contact a member on the
Subcommittee.
I have enclosed a phone and address list for all legislators,
members of the Subcommittee on Natural Resources, a map of state
House districts and a key to which combinations of House
districts make up Senate districts. If you need any more
information or support, please give me a call (229-6790) .
I
III
I
'I
Ways & Means
SubCommittee on Natural Resources
Office Number
--�j Sen. Lenn Hannon (Ashland), Chair S-303
Sen. Ron Cease (Portland) S-306
Sen. Gordon Smith (Pendleton) 233
Rep. Bob Montgomery (Cascade Locks) H-381
Rep. Liz Van Leeuwen (Halsey) H-291
Rep. Larry Sowa (Oregon City) H-293
Rep. Ray Baum (LaGrande) H-295
Rep. Tony Corcoran (Cottage Grove) 365
Rep. Mike Fahey (Portland) 364
Rep. Lynn Lundquist (Powell Butte) H-385
Rep. Chuck Norris (Hermiston) H-277
Address Mail To:
Name
Room N
State Capitol
Salem, Oregon 97310
Senate Districts are combinations of two House Districts as outlined below (see District Ma.p for
boundaries):
Senate District House Districts Senate District House Districts
1 1 and 2 16 30 and 31
2 4 and 29 17 32 and 33
3 6 and 7 18 34 and 35
4 8 and 9 19 36 and 37
5 3 and 5 20 39 and 40
6 11 and 12 21 41 and 42 .
7 13 and 14 22 43 and 44
g 17 and 18 23 45 and•46 '
9 16 and 21 24 47 and 48
10 15 and 19 25 49 and 51
it 20 and 22 26 50 and 52
12 25 and 26 27 54 and 55
13 24 and 27 28 56 and 59
14 10 and 23 29 57 and 58
15 28 and 38 30 53 and 60
e.C4EGO . .
t March 3, 1995
�t1Q� Mayor and City Council
r
ram: Jill Turner, Director of Finance
1I�tjPtt: sewer rates
RBCOMKENDATION Staff recommends approval of the attached resolution increasing
sewer rates effective April 1, 1995, 1996 and 1997. Council should choose the
preferred rate design from either schedule A, B or C.
DISCUSSION Council instructed staff to bring back the following information:
1) Differences in costs associated with treating commercial and residential
waste. 2) Information about the commercial users. 3) A rate design that
increased rates on all customers in equal percentages (Option A) . 4) A rate
design that spread the increase to commercial customers over a longer period of
time (Option B) . 5) The schedule as presented at the meeting two weeks
earlier (Option C) , and 6) More graphs/comparisons on commercial customers
were also requested.
A word of caution: We are asking that a three year rate proposal, not a five
year proposal, be adopted. The.fourth and fifth year information is for
planning, for the City and its customers. The rates are guaranteed to change
as more data is available. These numbers will be updated annually and will
also change as customer classes react to the increases by adjusting their use.
1) Fast year Hilton Farnkopf and Hobson completed a water and sewer rate
study for the City. The study indicated that sewer rates should be increased
for commercial customers much faster than for residential customers. The
method for this calculation is as follows: Total sewer budget is divided into
three cost centers. These cost centers are flow, suspended solids (SS) and
biological oxygen demand (BOD) . Seventy percent of'the costs are related to
flow, and 15 percent each to SS and BOD's. Flow is the measurement taken from
customers meters and is known for all three'customer classes. BOD and SS data
is tracked daily at the waste water treatment plant. Again, the known factors
are total flow by customer classes, and SS and BOD in total. National averages
for SS and BOD are used for-the multi-family and residential.customers. The
BOD and SS are then calculated for the balance, or commercial customers.
Flow BOD SS
Residential 344, 644 185 185
Multi-family 130,938 185 185
Commercial 274 .869 a: <
Total 750,447 Y$3 249
shame mmbcn=akuhted
BoWd nombms=nAbond nano
The above numbers are then multiplied by the costs in- each area.
Arriving at the following percentages of where revenue should
come from.
Residential 42. 30%
Multi-family 16. 07%
Commercial 41. 63
Total 100. 00%
From the above it is determined that 41.63% of our revenues
should come from the commercial customers. Presently only 26.23%
is derived from this class of customers.
2) We have 510 commercial customers, summarized in the table
below.
No. of Percentage Percentage
Type Accts of Accts Dollars of Dollars
------------------------------- -----------------------
All Others 253 49.61% 418,469.86 100.00%
S.O.S.C. 14 2.75% 74,218. 18 17 .74%
Tray. Accom 73 14. 31% 57,215. 18 13 . 67%
Restaurants 60 11.76% 57,089.55 13.64%
Service Ind. 20 3 .92% 40,860. 67 9.76%
Health 24 4.71% 18,389.51 4.39%
Recreation 14 2 .75% 16,488.38 3 .94%
Real Estate etc 21 4. 12% 15,073 . 14 3 .60%
City, Ach,Aprc 20 3.92% 13,835.60 3 .31%
Ash Pub Sch 11 2 .16% 13,402 .35 3.20%
---------------- --------------------------
510 100.00% 418,469.86 173 .26%
These do not include home occupations, but they do include
businesses in residential areas with conditional use permits such
as Bed and Breakfasts. In addition, we serve 451 multi-family
accounts serving 2,723 units and 4,887 single family residential
accounts.
. e
2
. , . . . .
� � • � � � •
• � • � •
I - �
,�,�,et
s;
� � \ \ \.
_ � � � � \y
\ � �
\ \ r \ �
. • - •
• . � � � -
. ' . :
\ \
\`
i_�_.�_.\_.\_.\_.��
4) Schedule B shows a slower phase in of the commercial rate
inequities.
April 1995 April 1996 April 1997
Commercial 25. 00% 25.00% 25. 00%
Residential 11.50% 11.27% 13.25%
Multi-family 11.50% 10.25% 1.05%
110verall increase 15.00% 15.00% 15.00%
Average Residential Sewer Bill
Option B Perferred
25
2052 2a52
_........_......._.._._....__...._...._........._.......... ---._ ::x...._._........
20
1627
1 a.7a
� 1s 1az7
0
........... _. ... ... .._........
10
s
0
1994 1895 1998 1997 1898 1989
Year
Average Commercial Sewer Bill
Option B Perferred
_.__...._......._-..__._..._._.....�._.___. 1 M W
C
3 127.07
O
Im -
7&30
1994 1886 1886 1867 1988 1999
Year
4
5) Schedule C is the data shown at the last meeting, as
illustrated in the table below which shows the proposed increases
by customer classification, as well as the overall increase:
April 1995 April 1996 April 1997
Commercial 28.00% 26. 00% 28. 00%
Residential 10.00% 8.75% 6.50%
Multi-family 1.702 1.50% 10.00%
110verall increase 1 13.072 1 12.67% 14.78%
Residential and commercial customers will increase as shown in
the graph below.
Average Residential Sewer Bill
19.87
2 ,874
18 ,844
-- --._...._..........._.... --,yea_.__. _
18 ....._.......
0 lo-1
,g�7.........
__._.
__... -
_._.__. _
e
__..
4 - :------
0
1994 19% 1998 1897 1998 1W9 .
Year Average Commercial Sewer Bill
Option C
, 18422
1 _ imm
3 .............
.._ _
O 1
E 81.02
5 1894 1895 1988 . 1997 1998 1999
Year
ASSUMPTIONS The following assumptions were used in .updating the
attached rate model.
1. August 95 Decision by City Council on Treatment
Alternative.
2 . October 95 Submit Plan to DEQ
3 . April 96 DEQ gives approval to the City and preliminary
Engineering is started.
4. January 97 Design is complete for a cost of $2. 4 million.
City issues bonds for $22.5 million, balance of
the project. Bonds issued for 20 years at 6.5%.
5. June 99 Construction completed.
6. 1998=99 Additional operational cost of $450, 000 begins.
O:\jiil�wpkamc�7�acwulatafPl '
6
EXHIBIT "A"
CITY OF ASHLAND, OREGON
SEWER RATE SCHEDULE
RESOLUTION NO. 95-
ADOPTED , 1995
EFFECTIVE DATE APRIL 1, 1995
All sewer service provided by the City of Ashland will be in accordance with Chapter 14.08 of the
Ashland Municipal Code.
1. SEWER RATES WITHIN THE CITY LIMITS
Singls Famziy Residential: April 1, 1995 Ap�l I, 1996 Aprtl
Mhntlily Servite charge $1150 ! $13,25 . $I5 25
Quantity Cliarge?per 1011 cf $ 1,25 1 37
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet (cf) per
month. Winter consumption is defined as the average of water meter readings taken in the months
of January, February and March. Annually on April 1 the bill will be adjusted based on the water
consumption during the previous three months.
Single family residential water accounts with no consumption during the months of January,
February and March will be based at 700 cubic feet.
Muth Famziy Resdentutl A pnl 1, 1995 Aptl 1, 96 Apnl 1, 1997
Multi Fafnilv Re
Monthly;Sercnce Charge _
Quantity Charge per lOQ�f' $ 1 2( :_ $ 1.30 $,.1;35,
Quantity Charge is,based on average winter water consumption in excess of 400 cubic feet per
month per unit. Winter consumption is defined as the average of the water meter readings taken in
the months of January, February and March.
Multi-family residential accounts are all accounts in which more than one residential dwelling is
attached to the same water service. Annually on April 1 the bill will be adjusted based on the
water consumption during the previous three months. Multi-family residential water accounts with
no consumption during the months of January, February and March will be based at 3W cubic
'uo�dkw'"A.C..i:"" a»dRiD'.<SY;," .wQitta'".�3.��w::�at...L.w:'.•Fw..caww,..avx.:�anuCtai"WS.:zvta>wA.sx .
SEWER RATES
EXHIBIT "A"
PAGE 2
Commere�al, Industrial and April 1, 1995 April 1, X996 April 1, 1997
Governmental
Monthly Sei-viee GhaFge P0.00
Quantity Ghafg- $1.34A00 ef
Monthly Service_Charge $il 50 > $13 25 ; $15 25
Quan�ty Chargeper 100 cf $ 1:54 $ i,?S ,' $ i 99
Quantity Charge is based on actual monthly water consumption. Mixed residential and commercial
accounts will be billed as commercial.
For commercial, industrial or governmental users where monthly water consumption is not
measured through city water meters, the sewer rate will be established as follows: The annual
water consumption will be determined by an estimate made by the Director of Finance who shall
use water consumption records of similar users or water consumption records of past use, if
available. The annual water consumption will be multiplied by the Quantity Charge set forth
above and the product divided by twelve. The quotient will be added to the Monthly Service
Charge set forth above. The sum shall be the monthly sewer rate for that user. This rate shall be
effective beginning in the month after the rate is determined until the following July or until the
rate schedule is amended by resolution of the council. At such time the Director shall redetermine
the annual water consumption and compute the monthly sewer rate using the formula set forth
above. Water consumption determined in this manner shall be lowered if the user can demonstrate
through the use of a meter approved by the city that the user's actual consumption is less than the
estimate.
2. ADJUSTMENTS AND EXEMPTIONS TO COMMERCIAL AND INDUSTRIALS
RATES
A. If a commercial, industrial or governmental user can demonstrate that the volume of sewage
discharged by the user is less than 50% of the water consumed, the City Administrator may adjust
the sewer user charge accordingly.
Methodology for Special Cases for City Administrator
1. Greenhouses, Churches, and Schools (grades K-12) operating on a nine month school year.
95 ApnI 1, 1996> April 1 1997
Monthly Servrce Charge $lt 5fl $13 25 $i55
Quantity Charge per 1Q0 cf $ 154 $ 175 $ 199
U
SEWER RATES
EXHIBIT "A"
PAGE 3
Quantity Charge is based-on average winter wafer consumption. Winter consumption is defined as
the average of the meter readings taken in the months of January, February and March. Annually
on April 1 the bill will be adjusted based on the water consumption during the previous three
months.
1. Bed and Breakfasts and Ashland Parks Bathrooms
E April. 1, 1995 Apz�l;1, 199b April l 1997 ;.
Monthly Serv�ce`Gharge $1150 $15 25. X155
Quantity Chargeper 1pQ of $; 1,54 $ 1:75 $ 199
It4onthly-SeMee-Eharge
Quantity Eherge " 1.34190 e€
Quantity Charge is based on winter water consumption. Winter consumption is defined as the total
of water meter readings taken in the months of January, February and March. Annually on April
1 the bill will be adjusted based on the water usage during the previous three months..
B. Water sold through an irrigation meter is exempt from sewer user charge.
I. SEWER RATES OUTSIDE THE CITY LIMITS
A. The sewer user charge shall apply to those sewer users permitted under Section 14.08.030 of
the Ashland Municipal Code.
B. The sewer rates for outside the City limits shall be two times the sewer charges for inside the
City limits. Unmetered residential accounts will be calculated on an average winter usage of 700
cubic feet of water for single family residences, and 3A9 cubic feet per unit for multi-family
residences.
EXHIBIT "A"
CITY OF ASHLAND, OREGON
SEWER CONNECTION FEE SCHEDULE
RESOLUTION NO. 95-
EFFECTIVE DATE April 1, 1995
A. 4 inch lateral connection from trunk line
to normal curb line $1,295.00
B. 6 inch lateral connection from trunk line
to normal curb line 1,355.00
C. 8 inch lateral connection from trunk line
to normal curb line 1,375.00
D. 10 inch or larger lateral connection from
trunk line to normal curb line COST
E. Manhole maximum depth of 5 feet 1,690.00
1. Per additional foot of depth 50.00/foot
F. 8 inch sanitary sewer line with one five
foot manhole per 400 feet of 8 inch line 25.00/foot
G. Checking for Sewer Main Blockages
without finding a blockage $90.00
a:UUX%V.e%COUNCVSEW AXSEV1W5
' �D
EXHIBIT "B"
CITY OF ASHLAND, OREGON
SEWER RATE SCHEDULE
RESOLUTION NO. 95-
ADOPTED , 991 5
EFFECTIVE DATE APRIL 1, 1995
All sewer service provided by the City of Ashland will be in accordance with Chapter 14.08 of the
Ashland Municipal Code.
1. SEWER RATES WITHIN THE CTTY LIMITS
dingle Famtiy Restdent,ai Aprii i, 1995. April 1, 149..6 April.;1, i997'
>Monthly Service Charge , $11 t)if � �i2 10
ffii3 50
Quantity Charge per MUM $_ 1 34 $ 1 59
Meetl4 Sefviee Eharge 8.w
Quantity Gherge ° 1.09A00 of
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet (cf) per
month. Winter consumption is defined as the average of water meter readings taken in the months
of January, February and March. Annually on April 1 the bill will be adjusted based on the water
consumption during the previous three months.
Single family residential water accounts with no consumption during the months of January,
February and March will be based at 700 cubic feet.
t
Multi FamdyResdential April 1,.X9,95 .April`s. 96 Apni , I997
'�Monthly;Setwtce Charge - ,
per Umt $11;00 z $12.10 $12,50 R
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet per
month per unit. Winter consumption is defined as the average of the water meter readings taken in
the months of January, February and March.
Multi-family residential accounts are all accounts in which more than one residential dwelling is
attached to the same water service. Annually on April 1 the bill will be adjusted based on the
water consumption during the previous three months. Multi-family residential water accounts with
no consumption during the months of January, February and March will be based at 300 W cubic
feet. ` ?: <
SEWER RATES
EXHIBIT "B"
PAGE 2
C4mmerctal, IndusMal and April 1, 1995 Apnl 1,; 199fi Apttl 1, 1997.
Goverttmentat
Monthly Service Charge :. . . $12.50 $1S 50 $19,00
Quantity Charge)per 100 cf $ 1'.68 $2 07 $ 2 57
Commer '
Quantity Charge is based on actual monthly water consumption. Mixed residential.and commercial
accounts will be billed as commercial.
For commercial, industrial or governmental users where monthly water consumption is not
measured through city water meters, the sewer rate will be established as follows: The annual
water consumption will be determined by an estimate made by the Director of Finance who shall
use water consumption records of similar users or water consumption records of past use, if
available. The annual water consumption will be multiplied by the,Quantity Charge set forth
above and the product divided by twelve. The quotient will be added to the Monthly Service
Charge set forth above. The sum shall be the monthly sewer rate for that user. This rate shall be
effective beginning in the month after the rate is determined until the following July or until the
rate schedule is amended by.resolution of the council. At such time the Director shall redetermine
the annual water consumption and compute the monthly sewer rate using the formula set forth
above. Water consumption determined in this manner shall be lowered if the user can demonstrate
through the use of a meter approved by the city that the user's actual consumption is less than the
estimate.
2. ADJUSTMENTS AND EXEMPTIONS TO COMMERCIAL AND INDUSTRIAL SEWER
RATES
A. If a commercial, industrial or governmental user can demonstrate that the volume of sewage
discharged by the user is less than 50% of the water consumed, the City Administrator may adjust
the sewer user charge accordingly.
Methodology for Special Cases for City Administrator
1. Greenhouses, Churches, and Schools (grades K-12) operating on a nine month school year.
Aptt11, 1995 April 1, 1996': Ap 'I 1, 1917
Monthly Service Charge: r�i2 50 '� $15 50 $19:00
Quantity Charge per I00 cf $ 1 fib $2 ill $ 2 37
Quantity GhMe 1.3Q100 ef
l�
SEWER RATES
EX=IT 'B"
PAGE 3
Quantity Charge is based on average winter water consumption. Winter consumption is defined as
the average of the meter readings taken in the months of January, February and March. Annually
on April 1 the bill will be adjusted based on the water consumption during the previous three
months.
1. Bed and Breakfasts and Ashland Parks Bathrooms
April 1, 1995 April 1, 1996 April i,, 1997•::
Monthly SerYtce Charge $12 50 $I5€50 $19 00
, Quantity Charge per 100�� $"1 G8 $ 2 07 .. • ; $ 2 57
Quantity Charge is based on winter water consumption. Winter consumption is defined as the total
of water meter readings taken in the months of January, February and March. Annually on April
1 the bill will be adjusted based on the water usage during the previous three months.
B. Water sold through an irrigation meter is exempt from sewer user charge.
3. SEWER RATES OUTSIDE THE CITY LIMTfS
A. The sewer user charge shall apply to those sewer users permitted under Section 14.08.030 of
the Ashland Municipal Code.
B. The sewer rates for outside the City limits shall be two times the sewer charges for inside the
City limits. Unmetered residential accounts will be calculated on an average winter usage of 700
cubic feet of water for single family residences, and 389 6 cubic feet per unit for multi-family
residences.
13
EXHIBIT '"B"
CITY OF ASHLAND, OREGON
SEWER CONNECTION FEE SCHEDULE
RESOLUTION NO. 95-
EFFECTIVE DATE April 1, 1995
A. 4 inch lateral connection from trunk line
to normal curb line $1,295.00
B. 6 inch lateral connection from trunk line
to normal curb line 1,355.00
C. 8 inch lateral connection from trunk line
to normal curb line 1,375.00
D. 10 inch or larger lateral connection from
trunk line to normal curb line COST
E. Manhole maximum depth of 5 feet 1,690.00
1. Per additional foot of depth 50.00/foot
F. 8 inch sanitary sewer line with one five
foot manhole per 400 feet of 8 inch line 25.00/foot
G. Checking for Sewer Main Blockages
without finding a blockage $90.00
0:VHX%WPIC0UNC1L%9HW WSMVM95 .
EXHIBIT "C"
CITY OF ASHLAND, OREGON
SEWER RATE SCHEDULE
RESOLUTION NO. 95-
ADOPTED , 1995
EFFECTIVE DATE APRIL 1, 1995
All sewer service provided by the City of Ashland will be in accordance with Chapter 14.08 of the
Ashland Municipal Code.
1. SEWER RATES WITHIN THE CITY LIMITS
es
Single Fam>iy Ridentuil Apn1 i, 195 April 1, 1996 Apn11, 1997:
Monthly Service t~harge $lt 00 $I2 00 $12�5
Quantity Chrge;per 100 cf $ 1 16 $ 120 $ 1. 23
Sinele Family Re
Monthly SeMee Ehgrge
Quantity Ehsrge °' 1.09A00 e
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet (cf) per
month. Winter consumption is defined as the average of water meter readings taken in the months
of January, February.and March. Annually on April 1 the bill will be adjusted based on the water
consumption during the previous three months.
Single family residential water accounts with no consumption during the months of January,
February and March will be based at 700 cubic feet.
Muth 1'a MOO
esidential Apnl 1, 1995 ftprtl 1, 1996 Apnt 1, 1997
MonthlyServtce Charge ;
per Umt $1#1.00 : X10 OQ $11.00
Qu2ntity Charge per 100 Cf $ 1 lti $;1<24
Qumtify Eharge $ ,.^o,nw e€
Quantity Charge is based on average winter water consumption in excess of 400 cubic feet per
month per unit. Winter consumption is defined as-the average of the water meter readings taken in
the months of January, February and March.
Multi-family residential accounts are all accounts in which more than one residential dwelling is
attached to the same water service. Annually on April 1 the bill will be adjusted based on the
water consumption during the previous three months. Multi-family residential water accounts with
no consumption during the months of January, February and March will be based at 300 cubic
feet.
SEWER RATES
EXHIBIT 1101
PAGE 2
..........
�:4995,
Iridtistiar: 196:f'::
Governmental
M,
-0-
............
Monthly Serence Charge,
..........
$1::—
QuanTlty�Ch f $,,
..........
WmPe 9,:
GefafneFeial. IndustFW and Govemme-"
?&n9gy Serviee Ghar-ge Q+n nn
Qumfity Ghar-ge $1.34A00 e
Quantity Charge is based on actual monthly water consumption. Mixed residential and commercial
accounts will be billed as commercial.
For commercial, industrial or governmental users where monthly water-consumption is not
measured through city water meters, the sewer rate will be established as follows: The annual
water consumption will be determined by an estimate made by the Director of Finance who shall
use water consumption records of similar users or water consumption records of past use, if
available. The annual water consumption will be multiplied by the Quantity Charge set forth
above and the product divided by twelve. The quotient will be added to the Monthly Service
Charge set forth above. The sum shall be the monthly sewer rate for that user. This rate shall be
effective beginning in the month after the rate is determined until the following July or until the
rate schedule is amended by resolution of the council. At such time the Director shall redetermine
the annual water consumption and compute the monthly sewer rate using the formula set forth
above. Water consumption determined in this manner shall be lowered if the user can demonstrate
through the use of a meter approved by the city that the user's actual consumption is less than the
estimate.'
2. ADJUSTMENTS AND EXEMPTIONS TO COMMERCIAL AND INDUSTRIAL SEWER
RATES
A. If a commercial, industrial or governmental user can demonstrate that the volume of sewage
discharged by the user is less than 50% of the water consumed, the City Administrator may adjust
the sewer user charge accordingly.
Methodology for Special Cases for City Administrator
1. Greenhouses, Churches, and Schools (grades K-12) operating on a nine month school year.
........ .. .
. ......... U� 995 April 1, 1996: Aprti 1, 1997
soon
Monthly
M ..Service
........ $I7 DO $I900
.. ...........
............
..... ...... ..
... .. ..
...........
....... 171 01
U 1.1.11. ........
ty I,,
0 .. .. .....
..Q 'POP
Menthly Sefviee Ghafge
Quantity Ghaf-ge $ 1.34AO0 ef
SEWER RATES
EI=IT "C"
PAGE 3
Quantity Charge is based on average winter water consumption. Winter consumption is defined as
the average of the meter readings taken in the months of January, February and March. Annually
on April 1 the bill will be adjusted based on the water consumption during the previous three
months.
1. Bed and Breakfasts and Ashland Parks Bathrooms
,April 1, 1995, Aprtl l; 199b ; Apnl 1,.;1997
Monthly.Servrce Charge $•13 00 51700 $19 00
Quantity Charge per 100 cf 51 71 $2:12 $2 7
Quantity Charge is based on winter water consumption. Winter consumption is defined as the total
of water meter readings taken in the months of January, February and March. Annually on April
1 the bill will be adjusted based on the water usage during the previous three months.
B. Water sold through an irrigation meter is exempt from sewer user charge.
3. SEWER RATES OUTSIDE THE CITY LIMITS
A. The sewer user charge shall apply to those sewer users permitted under Section 14.08.030 of
the Ashland Municipal Code.
B. The sewer rates for outside the City limits shall be two times the sewer charges for inside the
City limits. Unmetered residential accounts will be calculated on an average winter usage of 700
cubic feet of water for single family residences, and 300 cubic feet per unit for multi-family
residences.
l�
EXHIBIT "C" '
CITY OF ASHLAND, OREGON
SEWER CONNECTION FEE SCHEDULE
RESOLUTION NO. 95-
EFFECTIVE DATE April 1, 1995
A. 4 inch lateral connection from trunk line
to normal curb line $1,295.00
B. 6 inch lateral connection from trunk line
to normal curb line 1,355.00
C. 8 inch lateral connection from trunk line
to normal curb line 1,375.00
D. 10 inch or larger lateral connection from
trunk line to normal curb line COST
,
E. Manhole maximum depth of 5 feet 1,690.00
1. Per additional foot of depth 50.00/foot
F. 8 inch sanitary sewer line with one five
foot manhole per 400 feet of 8 inch line 25.00/foot
G.-Checking for Sewer Main Blockages
without finding a blockage $90.00
G:V .LXWI%COUHCQ.�Sew R%SEV aR9s
F
�g
• • p,�000 I�I, ��
♦ fp, "
{ Sy�ti City of Ashland T
Newsletter ♦ ff
EGO
Wednesday, March 10, 1995
y► FROM THE DEQ Enforces Clean Water Act Mandates
DESK OF
THE Oregon Department of Environmental Quality (DEQ) Senior Environmental
MAYOR Engineer Jon Gasik informs Ashlanders that mandates determined by the Federal
Clean Water Act require the City of Ashland to make major improvements to the
Ashland City Wastewater Treatment Plant. The DEQ is the state agency
responsible for preserving and maintaining the quality of Oregon's water. To
Over the last several years Public create a comprehensive approach to water pollution control, the DEQ set limits,
Works, City Council, and the City's known as total maximum daily loads (TMDL's) for each pollutant entering a
consultants have been working hard body of water. TMDL's are established for waterways which fail to meet
to find an acceptable means of certain standards for water quality and describe the amount of each pollutant a
meeting the Oregon Department of waterway can receive without violating water quality standards.
Environmental Quality's new
wastewater treatment regulations. givers and streams may have several different TMDL's, each one determining
the limit for a different pollutant. TMDL's have been established for Bear
The City of Ashland is committed to Creek for phosphorus,ammonia,and Biochemical Oxygen Demand(BOD). The
finding a wastewater treatement Ashland Wastewater Treatment Plantwas identifiedas a'pointsource' forthese
option that both meets the new pollutants,and must meet the new, stricter TMDL limits on adding pollutants to
environmental regulations'and is Bear Creek. The DEQ required that Ashland develop a plan for meeting these
technically feasible. new standards by December 31, 1994. The deadline for the plan has been
In this newsletter, the City staff and extended until October 1, 1995. The plan must be accepted by the DEQ,and
by the State Environmental Quality Commission. (Continued on Page 4)
DEQ explain the wastewater
treatment options and how this will
affect your monthly sewer bill.
—Cathy Golden, Mayor Department of Environmental Quality treatment standard. .The summer
(DEQ) to determine those stream's in standard is the most difficult to meet
Oregon which were considered water because of the strict standard for
is the rate increase quality limited. Bear Creek is a water phosphorous removal. Ashland
f• tided? quality limited stream and the Ashland discharged about 100 pounds of
Wastewater Treatment Plant phosphorous per day prior to the
The Federal Clean Water Act contains discharges into Bear Creek via adoption of the high phosphate
provisions requiring wastewater Ashland Creek. detergent ban. The ban reduced
treatment plants to meet strict phosphate levels in our effluent to 50
standards when discharging into a One of Ashland City Council's goals pounds per day, but we still have a
'Water Quality Limited Stream.' A is to maintain existing stream flows in long way to go. The new standard
law suit filed against the US Bear Creek. This will help protect the would allow only 2 pounds of
Environmental Protection Agency fish and aquatic ecosystem in Bear phosphorus to'be discharged per day.
(EPA) several years ago required the Creek. If,Council selects an option
State of Oregon through the that removes our treated wastewater
(effluent) from Bear The City of Ashland has been
Creek, another source of reviewing many possibilities to meet
mb� a a: F w 4 water must be found to the new standards. The Ashland City
° 'ldtit�taCt ;' zQ `A pg jam': replace Ashland's Council is now evaluating several of
<��uerttpgs nndAtutvera ,� Pg .�<2 effluent. those options, including:
:�vRart Campkrrson t %Pg � 3� '
?iVervSetver R`ales Pg 3 + The City of Ashland's 1. Abandon the existing treatment
Phonrli+mb'erS for mote ufonitanon` Pg< S effluent must meet a plant and construct a pump station and
ufz `a winter and summer large sewer line from Ashland to
Phoenix. The Bear Creek Valley readings. Winter watercoasumpfi.on
Why are we collecting
Sanitary Authority sewer system and h is defined as the average of water
the Medford Regional Reclamatioa T O n l e S�I d V a n c e O f 2
g' lan7 . �, i meter readings taken in the months'
Plant would be utilized. Construction P of January, February and March.
cost and fees are estimated at -
$21,782,000. ( The "Quantity Charge is calculated
\. --- -- -- -- - by how much water in excess of 400
2. A major upgrade to the Ashland cubic feet(cf) per month you use,on
Wastewater Treatment Plant; and one -- - average, over those three winter
of the following additional treatment months. The fee for each additional
processes- � 100 cubic,feet consumed is$1.16.
*Through an agreement with the F `y For example, let's say a water meter
Talent Irrigation District (TID), ? reading for January is 808 cf,
aY
Ashland's effluent would be I � �`�. ° is February is 722 cf, and March is 570
discharged into the existing TID 1 cf, for a total of 2100 cf, or an
system during the summer months. In I average for those three months of
turn, TID would release an equal ! ---- --tu 700 cf. The billing for the example
amount of water from Emmigrant would be calculated as follows:
Lake to replace the effluent. Winter -
discharge would go into Bear Creek. I Base Charge'. . . . . . . . . . . . $11.00
Construction cost is estimated at Quantity Charge
$15,910,000 to $27,006,000 _ - Average consumption
depending on DEQ and TID [(Jan+Feb+Mar)/3]
requirements. (722+570+2100)/3 =
700 cf average winter consumption
P... 400 rJ"base" consumption
---------------------------------
*During the summer months, the = 300 cf quantity consumption
effluent would be applied to city �,�'h (300 cf/100) = 3
owned land which could produce a Hcr much is the increase?
crop such as hay. TID irrigation Aand how will it affect my 3 x$1.16 = . . . . . . . . . . . . . $3.48
rights on the land would provide bill?
replacement water for Bear Creek TOTAL . . . .. . . . . . . . . . . $14.48
during the summer months. Winter The residential sewer charge will
discharge would be to Bear Creek. increase incrementally over the next This means the example sewer bill
The construction cost is estimated at three years. On April 1, the each month, for the next twelve
$24,509,000. "Monthly Base Sewer Charge" will months beginning April 1, 1995, will
increase by $1 to 511.00. The be$14.48 ($11.00 + $3.48)
ar••• residential sewer rate "Quantity
Charge" will increase from $1.09 per Commercial accounts will vary.If you
*During the summer months, the 100 cubic feet to,$1.16,an increase of would like an analysis of your specific
treated effluent would flow through 6 cents per 100 cubic feet. The account,please call Russ Chadick,
constructed wetlands and/or a soil increases for 1996 and 1997 can be Account Representative, at 488-5304
filtration system. Tests would have to found in the tables on page 3 of this and he will review them individually
be conducted for the wetlands and soil newsletter. For single family for you.
filtration system to determine if year residences,the increases will average
around standards could be met. 14% each year for 1995, 1996 and \
Depending on components required to 1997.
meet year around standards,
construction cost is estimated at How your sewer bill is calculated.
$18,958,000 to $25,287,000. Your sewer bill charge has two
elements, a "base" charge and a
In addition to the construction cost, quantity charge. The quantity charge ; r !C e.
operation and maintenance costs will is determined by your average winter
increase. The current annual cost of water consumption. In winter, the I {
operation and maintenance is about quantity of water that enters your
$600,000. Future annual operation residence and the amount of waste
and maintenance costs are estimated at water that leaves are roughly the'
between $815,000 and $1,160,000. same. This is why we base your
sewer use on your winter water meter
r--'---------°------=------------------------•r
The New Sewer Rate Schedule A Comparison of.Ashland Sewer Rates
On March _, 1995, the Ashland City Council Adopted With Other Oregon Utilities
Resolution 95 adopting these new sewer rates. A copy I
of the resolution in its entirety is available at the.Cashiers
I
office. The resolution explains Bed &Breakfast rates, other , I
commercial rates, and the exceptions process. City staff is I
also available to explain the new rate structure.
I �
Many other cities of our size in the State of Oregon are I
already paying rates equal to or higher than these-new rates. i I
The graph to the right shows how we compare to other h /; s-T !i
Oregon utilities.
The Food and Beverage Tax also contributes to the expense of I
meeting the new wastewater regulations. The following graph I I
demonstrates how much the tax offsets the increase. ;
. i
i
i i
SEWER RATES WITHIN THE CITY.LIMITS
- 2 33
Single 7 amtly 7iesrdenttal 1994 Rafe F APril 1, 1995 , Apn17;x 196a f; Apn11, :1997
;Monthly Seivtc�e�t�arge;s v $ 'S11 00 $12 00 �n` � s a 12 75 � t<�
a Y
;cx'K21UG F ,
The Quantity Charge is based on average winter water consumption in excess of 400 cubic feet(ef)per month. Winter consumption is defined
as the average of water meter readings taken in the months of January, February and March.' Annually on April 1 the bill will be adjusted
. based on the water consumption during the previous three months. Single family residential water accounts with no consumption during the
months of January, February and March will be based at 700 cubic feet.
1ltult0 mily Restdenlial <.2 3: z 1994 ate April 1, 1995, Apnl 1;7996 x Apnl i, 1997 '
�:MQnthlyq$e:vtCe Gkiilrg9perUnll, S2 y=K�:. $�t)00 .�,€ �`�s,,$��00x r,�y�.e �z2,DSl].;00 E xFrU�s
This Quantity Charge is based on average winter water coasumption in excess of 400 cubic feet per month per unit. Winter consumption
is defined as the average of the water meter readings taken in the months of January, February and March.
Multi-family residential accounts are all accounts in which more than one residential dwelling is attached to the same water service. Annually
on April l the bill will be adjusted based on the water consumption during the previous three months. Multi-family residential water accounts
with no consumption during the months of January, February and March will be based at 500 cubic feet.
.A CD F:o(oi\g:� y .��. y` 1.. 0. tin W 3♦ >Y 210.
nC^,�oattuy�ne�trjalssYY;ppnn,,ttustrlalnfd€ n # 1994 Rate 5Apctl 1, 1995<8 �pnl 1��9^ 6 Aprt�;y,`1997 �
? ntiilerJtseChargg x :$1300< 2 <A17iW
ca oQ•d 3 �xa Y\ sX>F� �m2NN K � o S tf- < .�. '4 kt� Sic ^Qua yc .3E
sMA 5f�
n `�:::
For this category, the Quantity Charge is based on actual monthly water consumption.. Mixed residential and commercial accounts will be
billed as commercial.
(Continued from Pg. 1; Clean Water Act Mandates)
For more:mfortuapon a =<
Through careful planning and through approaches like the Total Maximum t 4y = Y
Daily Load,we can maintain the quality of Oregon's waterways for the future Ji11 Tumer puector of l magce <4$2 321
For more information about TMDLs, or about how-your can prevent water Steve Hall;Dtrfic�btafAtbliCorls d8$ 5587e
pollution, write the Department of Environmental Quality, Water Quality 7oq Gastk DE #?Yr.;�' t; �776 6010* x230
Division, 811 SW 6th, Portland, OR 97203. 3 s F
FT -
it
y
rJ of ASN
_ �.. - 7 cot Emor and um
�REGO� • March 2, 1995
�D. Brian Almquist, City Administrator
rom: Steven Hall, Public Works Director
�suhjpt#. North Mountain Sewer LID Final Assessment Roll Hearing
ACTION REQUESTED
City Council:
1. Conduct public hearing on final assessment.
2. Adopt attached resolution setting final assessments for the North Mountain Avenue Sewer Local
Improvement District.
BACKGROUND
See attached memorandum from Jim Olson dated 12/22/94 (Revised 01/06/95).
Because of the two week delay in setting the public hearing, staff recommends the City absorb the extra infest
costs. That is reflected in the final costs.
Eric: Final Assessment Resolution
Exhibit "A"
Olson memo 12/22/94 w/attach
ti
RESOLUTION NO. 95-
A RESOLUTION LEVYING SPECIAL BENEFIT ASSESSMENTS IN THE AMOUNT OF
$313,802.53 FOR SEWER IMPROVEMENTS IN LOCAL IMPROVEMENT DISTRICT
NO.94-04.
RECITALS:
A. The City of Ashland has constructed sanitary sewers and a pump station in local improvement district No. 94-04
during 1994 and 1995.
B. The total assessment for these improvements is in the amount of $313,802.53.
C. The total assessments in this district are reasonable assessments.
D. Special benefit assessments should now be levied against property benefitted to defray the expense thereof.
E. The council finds that the evidence presented by Steven M. Hall, P.E., Public Works Director In a memorandum
dated March 2, 1995 to be sufficient to levy the assessments.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The amount of the assessment to be charged against each tax lot within the local improvement district
according to the special and peculiar benefits accruing to each tax lot to be as noted on Exhibit "A".
SECTION 2. Any owner of property assessed for $100.00 or more may request the payment be extended in the manner
and under the provisions of the Bancroft Bonding Act, if the request is made within thirty days after notice of the assessment
Is received.
SECTION 3. All assessments using the Bancroft Bonding Act are required to pay in 20 semi-annual Installments together
with.interest. Interest charged will be the actual bond sale rate plus 1 1/2 percent, with a maximum of_ percent.
SECTION 4. Classification of the assessment. The assessments specified in Sections 1 and 2 of this resolution are classified
as not subject to the limits of Section 11 b of Article XI of the Oregon Constitution (Ballot Measure 5).
This resolution was READ by title only in accordance with Ashland Municipal Code 2.04.090 and DULYADOPTED at a regular
meeting of the City Council of the City of Ashland on the 7th day of March, 1995
Barbara M. Christensen, City Recorder
SIGNED and APPROVED this day of March, 1995.
Catherine M. Golden, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
CITY OF ASHLAND
Department of Public Works - Engineering Division
FINAL ASSESSMENT COSTS NORTH MOUNTAIN AVENUE SEWER L.I.D.
EXHIBIT "A°
Map Lot Owner Area Unit TOTAL
No. No. Address (Acres) Costs COSTS
39.1 E-4AC 400 Richard/Roberta Harper 9.63 $4,995.26 $48,104.35
P.0. Box 35
WINCHESTER OR 97495
39-1 E-4AC 401 Peter J./Deborah L. Cislo 0.68 $4,995.26 $3,396.78
400 E.Nevada Street
ASHLAND OR 97520
39-1 E 4AC 500 Daniel R./Charlotte L.White 0.73 $4,995.26 $3,646.54
945 N.Mountain
ASHLAND OR 97520
39-1 E-4AC 501 Daniel R./Charlotte L.White 2.00 $4,995.26 $9,990.52
945 N. Mountain
ASHLAND OR 97520
39-1 E4AC 600 Tom Mart/Katrina Sanchez-Mary 0.95 $4,995.26 $4,745.50
P.O. Box 492
PHOENIX OR 97535
39-1 E-4AC 700 Daniel R./Charlotte L. White 3.85 $4,995.26 $19,231.75
945 N. Mountain
ASHLAND OR 97520
39-1E 4AC 800 Francis D. Connor 2.00 $4,995.26 $9,990.52
905 N. Mountain
ASHLAND OR 97520
39-1 E-4AC 900 Hunton A/Sheila R. Conrad 14.00 $4,995.26 $69,933.64
P.O. Box 653
KULA HI 96790
39-1 E-4AC 901 Hunton A./Sheila R. Conrad 2.16 $4,995.26 $10,789.76
P.O. Box 653
KULA HI 96790
39-1 E-4AD 200 Hunter S./Madeline Hill 15.37 $4,995.26 $76,777.15
P.O. Box 1334
ASHLAND OR 97520
39-1E-4DA 100 Hunter S./Madeline Hill 6.45 $4,995.26 $32,219.43
P. O. Box 1334
ASHLAND OR 97520
39-1E4DB 100 Dorothy Todd 5.00 $4,995.26 $24,976.30
855 N. Mountain
ASHLAND OR 97520
TOTAL 62.82 $4,995.26 $313,802.24—L I
ADDITIONAL INFORMATION: A detailed cost breakdown of project costs are available during business hours at the office of the City of Ashland
Engineering Division,27Yi North Main Street,Ashland, Oregon 97520.
.•�OF ASA,
memorandum
OREGON ,.
December 22, 1994 (Revised 01106195)
�II: Steve Hall, Jill Turner, Pat Caldwell, Brian Almquist ..
(2� roY_m: James H. Olson, Assistant City Engineer
ubjer#: N.MOUNTAIN AVENUE SANITARY SEWER L.I.D.-FINAL COST(Revised)
Although the above referenced pr6ect has not yet been given final approval, we now have enough informal to
complete the final assessment cost. Please,review my figures to insure that nothing has been overlooked.
The final cost for Project No. 94-04 is as follows:
1. CONTRACT FINAL COST (see attached summary) $252.744.00
2. ENGINEERING CONTRACT (see attached summary)
FINAL COST $36.797.66
3. PRELIMINARY ENGINEERING
FINAL COST $4,995.5 7
4. OTHER COSTS
Warehouse issue (conduit) $160.00
Bid advertisement (Mail Tribune) $471.60
Bid advertisement (Daily Journal of Commerce) 2$ 02.50
TOTAL OTHER COSTS $834.1 0
SUBTOTAL $295.371.33
5. CONTRACT ADMINISTRATION
5% of Construction: .05 X $252,744 $12.637.20
6. ANTICIPATED INTEREST THROUGH 02/15/95 $5,794.0 0**
7. ANTICIPATED FINAL ASSESSMENT COSTS $313.802.53
Based upon the anticipated final assessment cost the assessment rate is computed as follows:
The original cost estimate, from which Resolution No. 93-08 was derived, was $336,855.13. The final
assessment as computed is $313,802.53 or $23,052.60 less (6.8%) than the published estimate.
The assessment is $313,802.53 divided by 62.82 acres = $4,995.26 per acre. The estimated rate was
$5,362.23 per acre, again resulting in a $366.97 per acre or 6.8% savings to the owners.
See attached Exhibit "A" for a compilation of the assessments for each lot.
** Interest computed through February 15, 1995.
* Preliminary engineering originally paid for by Madeline Hill. Full amount to be paid on 12/23/94
PROJECT NO. 94-04
Marquess and Associates
SUMMARY OF PAYMENTS
Dale Professioual Reimbursable Other Total
Services Expenses
05/28/93 $7,931.77 $71.16 -0- $8,002.93
06/30/93 $8,043.23 $74.26 $364.17 $8,481.66
07/28193 $9,265.50 $145.49 -0- $9,410.90
09/29/93 $1,384.50 $106.29 -0- $1,490.79
10/27/93 $710.00 $7.28 -0- $717.28
Sub Total $27,335.00 $404.48 $364.17 $28,103.65
01/07/94 $1,065.00 $92.86 -0- $1,157.86
Sub Total $28,400.00 $497.34 $364.17 $29,26151
04/06/94 $1,775.00 $75.30 -0- $1,850.30
Sub Total $30,175.00 $572.64 $364.17 $31,111.81
07/11194 $1,775.00 $38.84 -0- $1,813.84
Sub Total $31,950.00 $611.48 $364.17 $32,925.65
10/05/94 51,775.00 $193.40 -0- $1,968.40
Sub Total $33,725.00 $804.88 $364.17 $34,894.05
12/16/94 $1,775.00 $85.33 -0- 51,860.33
01/06/95 -0- $43.28 -0- $43.28
GRAND $35500.00 $933.49 $364.17 $36,797.66
TOTALS
ENGINEERING DESIGN FEE $36,797.66
PRELIMINARY ENGINEERING FEE $4,995.57*
TOTAL ENGINEERING COST $41,793.23
*Paid by Madeline Hill
PROJECT NO. 94-04
Southern Oregon,Underground, Inc.
SUMMARY OF PAYMENTS
Item Unit Bid Cost Final Cost Pyt.
No.
1: Site Work ' Lump Sum $5,000.00 $3,000.00 1
$1,000.00 2
-0- 3
$500.00 4
$500.00 5
Total $5,000.00
2. 10" P.U.C. 1,084'/$15 $16,260.00 $16,260.00 1
3. 8" P.U.C. 3,825'/$13 $49,725.00 $44,200.00 1
$5,525.00 2
Total $49,725.00
3a. 8" P.U.C. 121'/$18 $2,178.00 $2,178.00 1
4. 4" P.U.C. 442'/$10 $4,420.00 $4,420.00 1
5. 6" Force Main 331'/$24 $7,944.00 $4,320.00 2
$3,624.00 3
Total $7,944.00
S. 12" Sleeve 86'/$75 $6,450.00 $645.00 1
$5,805.00 2
Total $6,450.00
PAGE 1-fe:eneioeminmolncs[.Tb0
Contents of Record for Ashland Planning Action 94-128
REQUEST FOR AMENDMENTS TO THE CITY OF ASHLAND
TRANSPORTATION PLAN MAP. AMENDMENT INVOLVES
THE LOCATION FUTURE REQUIRED STREET
DEDICATIONS (EXTENSIONS) BETWEEN ROMEO DRIVE
AND MILLPOND ROAD, EVAN LANE AND FORDYCE
STREET, ORCHID STREET AND KIRK LANE AND
MUNSON DRIVE AND KIRK LANE.
COMPREHENSIVE PLAN DESIGNATION: SINGLE-FAMILY
RESIDENTIAL; ZONING: R-1-5-P; ASSESSOR'S MAP #: 39
1E 10BB; TAX LOTS: 800 & 3700; 10B; TAX LOT: 1100 AND
9AA; TAX LOT: 200.
APPLICANT: CITY OF ASHLAND
Notice of Public Hearing before City Council . . . . . . . . . . . . . . . . . . . . . . . 1
Map showing existing and proposed street dedications . . . . . . . . . . . . . . . . . 2
Planning Commission minutes 11/8/94 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Planning Staff Report Addendum I - 11/8/94 . . . . . . . . . . . . . . . . . . . . . . . . 9
Response to request for continuance 11/2/94 . . . . . . . . . . . . . . . . . . . . . . . 13
Request for continuance from Kurt Knudsen 10/27/94 . . . . . . . . . . . . . . . . 14
PIanning Commission Minutes 10/11/94 . . . . . . . . . . . . . . . . . . . . . . . . . . 16
--Original Planning Staff Report 10/11/94 . . . . . . . . . . . . . . . : . . . . . . . . . . 18
Notice_Map for Clear Creek Sub. showing proposed
extension of Romeo Dr. (Staff Exhibit) . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Planning Staff Report for Thomas Subdivision - Romeo
Drive - 5/8/94 (Staff Exhibit) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
-- Thomas Subdivision Tax Assessor's Map (Romeo Drive)
showing 1' street plug (Staff Exhibit) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
-- Comprehensive Plan text amendment concerning
interconnected street networks - adopted 2/5/93
(Staff Exhibit) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
-- Letter and petition from Carolyn Eidman - 11/8/94 . . . . . . . . . . . . . . . . . . 27
-- Letter and petition from residents near proposed
street dedication between Romeo Drive and Mill '
Pond Road - 9/30/94 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Notice is hereby given that a PUBLIC HEARING on the following A copy of the application,all documents and evidence relied upon by the applicant
request with respect to the ASHLAND LAND USE ORDINANCE and applicable criteria are available for inspection at no cost and will be provided at
will be held before the ASHLAND CITY COUNCIL On March 7, reasonable coat, if requested. A copy of the Staff Report will be available for
inspection seven days prior to the hearing and will be provided at reasonable cost,if
1995 at 7:00 p.m. at the ASHLAND CIVIC CENTER, 1175 East requested. All materials are available at the Ashland Planning Department,City Hall,
Main Street, Ashland, Oregon. 20 East Main Street,Ashland,Oregon 97520.
The ordinance criteria applicable to this application are attached to this notice. During the Public Hearing,the Mayor shall allow testimony from the applicant and
Oregon law states that failure to raise an objection concerning this application, those In attendance concerning this request. The Mayor shall have the right to limit
either In person or by letter,or failure to provide sufficient specificity to afford the the length of testimony and require that comments be restricted to the applicable
decision maker an opportunity to respond to the Issue, precludes your right of criteria. Unless them is a continuance. If a participant so requests before the
appeal to the Land Use Board of Appeals ILUBAI on that issue. Failure to specify conclusion of the hearing,the record shall remain open for at least seven days after
which ordinance criterion the objection is based on also precludes your right of the hearing. If you have questions or comments concerning this request,please feel
appeal to LUBA on that criterion. free to confect Susan Yates at the Ashland Planning Department,City Hall,at 488-
5305.
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PLANNING ACTION 94-128 is a request for amendments to the City of Ashland
Transportation Plan Map. Amendment involves the location of a future street
dedication (extensions) between Romeo Drive and Millpond Road, Evan Lane and
Fordyce Street, Orchid Street and Kirk Lane and Munson Drive and Kirk Lane
Assessor's Map #: 1066; Tax Lots: 800 & 3700; 106; Tax Lots: 1100 and 9AA; Tax
Lot: 200.
APPLICANT: City of Ashland
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ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
NOVEMBER 8, 1994
CALL TO ORDER
The meeting was called to order by Barbara Jarvis at 7:05 p.m. Other Commissioners
present were Thompson, Cloer, Finkle, Armitage, Carr, Bingham, and Giordano. Staff
present were McLaughlin, Molnar, Knox and Yates.
MINUTES AND FINDINGS
The Minutes and Findings of the October 11, 1994 meeting were approved.
PUBLIC FORUM
Jarvis introduced and welcomed the new Planning Commissioner, Peter Finkle.
TYPE III PLANNING ACTION
PLANNING ACTION 94-128
REQUEST FOR AMENDMENTS TO THE CITY OF ASHLAND TRANSPORTATION
PLAN MAP. AMENDMENT INVOLVES THE LOCATION OF A FUTURE STREET
DEDICATION (EXTENSIONS) BETWEEN ROMEO DRIVE AND MILL POND ROAD,
EVAN LANE AND FORDYCE STREET, ORCHID STREET AIJD KIRK LANE AND
MUNSON DRIVE AND KIRK LANE.
APPLICANT: CITY OF ASHLAND
A request for continuance was submitted by attorney, Kurt Knutsen. Carr suggested
proceeding as per the agenda. Cloer expressed his reservations about continuing with
the hearing. He wanted to make sure every side of the issue was discussed.
McLaughlin explained that the neighbors were already given a month's delay to review
the street connection between Romeo and Mill Pond. The additional connections were
added and properly noticed to the neighborhood. He also indicated the time is right
to work this transportation issue out because the Planning Commission agendas have
not been as busy. McLaughlin did not see a substantial reason to delay the hearing.
Jarvis felt that Mrs. Eidman has adequately notified everyone of tonight's meeting, as
well as through the noticing process and thought there was enough information to
proceed tonight.
Carr moved to proceed with the planning action and arrive at a recommendation to
the City Council. Bingham seconded the motion and it carried unanimously.
Thompson arrived at the meeting.
3
STAFF REPORT
McLaughlin reviewed portions of the Staff Report dated October 11, and the
Addendum I dated November 8, 1994. He said the addition of the street connections
would insure a modified grid street pattern. This has been happening in an informal
way in this area, and Staff has made sure that developers have been working to that
end as well. The connection from Romeo Drive to Mill Pond Road has been planned
since 1990. The extension of Munson Drive and Kirk Lane to Mountain Avenue have
been shown for future connections. McLaughlin explained that the City is trying to
comply with the State's Transportation Planning Rule by connecting streets within
neighborhoods. The benefits to the connection would be: reduced trip lengths, safe
and convenient routes for autos, bikes, and pedestrians, possible area for para-transit
or taxi pick-up for handicapped persons, and less costly transit. McLaughlin
encouraged adoption as presented.
Jarvis questioned McLaughlin if Romeo Drive had always been designed for
connection and he stated that had always been the intent.
Carolyn Eidman's letter was entered into the record.
PUBLIC HEARING
WES REYNOLDS, 1265 Munson Drive, a consulting planner and member of AICP and
an affiliate of ITE, stated that he believes this application is on the right track in looking
at the whole neighborhood, however, he requested that the Commission consider that
if these connections are adopted, there will not be much area left to do a
neighborhood plan. Why not go one step further and develop a neighborhood plan?
The destinations need to be addressed -- what areas people need to get to -- Garfield
Park, Civic Center, Mountain Avenue park, Armory, Middle School, Natural History
Museum. There is excellent potential for walking and bicycling. In addition to the
proposed new street connections, what will be happening on East Main and Fordyce
and the transportation plan? What are the neighbor's responsibilities? There was no
suggestion in the Staff Report about where traffic calming will be done and where
pathways for bikes and pedestrians would be located.
REES JONES, 107 N. Wightman, lives in the neighborhood and thought connecting
streets was an issue of community. Cohesive neighborhoods are unified by easy
access. Building barriers and homes that are isolated for only auto access are not in
our best interest. The Comprehensive Plan will remind us of our goals. The street
connections will provide the City with integrated neighborhoods, not isolated streets.
ASHLAND PLANNING COMMISSION 2
REGULAR MEETING
NOVEMER 8,1994 -
MINUTES
HARLAN CURTIS, 264 Mountain Avenue, stated they live where the intersection of
Munson and Mountain will be connecting and this will funnel traffic through Munson to
Mountain and they fear congestion. Beth Whitman talked about extending Hersey
Street past the Mountain Avenue park and connect another street besides Munson.
Jarvis read the testimony request forms in opposition to the proposal from the
following:
JEFF BENSON, 1315 Romeo Drive
ED ALEXANDER, 1259 Munson Drive
CORINNE MAGANAN, 13115 Romeo Drive
BETTE G. KINSELLA, Romeo Drive
CYNTHIA MARTIN, 1355 E. Main
BEVERLY SPJUT, 531 Fordyce
SUSAN ROGNEY, 1365 Romeo Drive
Molnar described where there will be a possible bicycle/pedestrian access to the
Mountain Avenue park.
CAROLYN EIDMAN, 541 Fordyce Street, stated that she has been planning to build
adult foster care housing on her property but if the street goes through, she will not be
able to situate the project so it will fit the lot properly. She plans to use some of her
property to grow food for the patients and raise animals. Eidman knew the street plug
was there but felt she had an option of how it would be used. She indicated the
Police Department find that dead end streets are safer. On cul-de-sacs, neighbors
tend to notice when something happens because there is less traffic. Eidman also
has major concerns about flooding in this area. After the heavy rain last week in
which five homes flooded, she feels the through street would make an impact because
it would be more pavement for water to run across. She also took a petition to the
neighbors and submitted it for the record.
LINDA SMITH, 1310 Romeo Drive, purchased her property because it was on a cul-
de-sac. She bought it in beginning of 1991 and the CC&R's did not say anything
about the through street. As it is now, children are safe on the street. She.has
concerns about the width of the road and the turn at the curve.
RICHARD ALBERT, 541 Fordyce, said he is partners with Eidman and his comments
echo hers. If the street did not go through it would give a little more open space and
a sense of community and safety.
ASHLAND PLANNING COMMISSION 3
REGULAR MEETING
NOVE MER 8,1994
MINUTES
J ,
MARY POWERS, 248 N. Mountain, said that she knew about the street that would
connect with Munson, but would like to know the width of the streets that are planned
and do the neighbors have any say about where the streets go, how they are
connected, and street names. Powers objects to a separate bike path cutting through
the lots.
McLaughlin explained that the width of the street will be dependent upon the
development style of the homes and the number of units. Munson Drive is 36 feet
wide in the portions where there is parking on both sides and the new streets could
be narrower with added curves, if desired. The design would be up to the developer.
Street names are left to the discretion of the developer, however, there is an ordinance
addressing street names. The bike path would not be designed to take out properties
but to go around or between properties.
MARIE MOREHEAD, 310 N. Mountain Avenue, thought it would be difficult to plan
future streets when no one is sure what future development will be. Her concern is
how this will affect property owners not connected with the development. Morehead is
concerned about how much of the Powers property will be used -- there will be three
streets going through Powers property plus a bike path. McLaughlin responded that if
a development on the Powers property would be going to a lower density because of
a street, then a different street pattern would be possible. Morehead is concerned
about the amount of traffic coming up Mountain, turning on Munson or Kirk and
bypassing the North Mountain/East Main street intersection. There will be more traffic
in the communities.
RANDY ROGNEY, 1365 Romeo Drive, lives at the end of the cul-de-sac. When he
purchased his home, there was no indication there would be a road planned at any
time. If the City had left the area open on one end, he might never have bought
property. When the subdivision was approved in 1990, the adverse impact had been
mitigated because of the street design. It looked like the street design was approved
(cul-de-sac). The character of the neighborhood was considered in the design of the
development. The cul-de-sac makes the character. Most of the neighbors that
Rogney has talked with can see no reason to connect the streets. If this proposal is
approved, Rogney wondered if he would lose any of his property. McLaughlin said he
couldn't guarantee anything for the future, however, it is not the City's intent nor part
of the design to take any of Rogney's property. Rogney thought the connection
between Mill Pond is important but would favor a bike path or pedestrian path. This
would keep children from walking along Fordyce. It would seem the ordinances could
be met by connecting neighborhoods without having a roadway. He asked that the
Commission take another look at the turn that will be needed at the end of the cul-de-
sac. He also was concerned about drainage.
ASHLAND PLANNING COMMISSION 4
REGULAR MEETING
NOVEMER 8,1994
MINUTES
Jarvis noted that the curve Rogney mentioned is difficult to go around and people
have to go slow. One of the benefits to having difficult curves and narrow streets is
that they do slow cars down. An unusual street configuration could be an advantage.
Rogney is concerned that people will drive around the island on the wrong side.
SCOTT TURRELL, 1335 Romeo Drive, believes there are mechanical and legitimate
concerns about the street connection. He thought it would be helpful to try driving a
small U-Haul around the cul-de-sac.
McLaughlin suggested a possible sign and a traffic circle.
COMMISSIONERS DISCUSSION AND MOTION
Finkle asked the width of a pedestrian or bike path versus a street width. McLaughlin
thought about a bike path was 12-15 feet and the street would be about 26 feet wide
with sidewalks.
DON PAUL, Assistant Fire Chief, said the Fire Department likes to have two ways of
entry and through streets are an advantage. Cul-de-sacs are difficult.
Carr suggested any streets that do not connect, that bollards could be placed and
removed in an emergency.
McLaughlin said Staff and the Commission could be flexible with Eidman's design.
Thompson wondered about a stub with the parcel to the south of Munson Drive and
maybe to the south of Kirk Lane too.
McLaughlin said Fordyce will be the focal point of the neighborhood. The Planning
Commission, Engineering and neighbors should sit down and determine how the
neighborhood should be planned.
(Carr left the meeting at 9:05 p.m.)
Armitage wondered how much will be gained by pushing Romeo Drive through.
Wouldn't a bike and pedestrian path be just as beneficial?
Bingham said his biggest problem with the Romeo Drive situation is that people
purchased lots with the understanding they were purchasing lots on a cul-de-sac. He
also does not want Mrs. Eidman to lose the ability to develop her property.
ASHLAND PLANNING COMMISSION 5
REGULAR MEETING -
NOVEMER 8,7994
MINUTES
Finkle stated that, based on his site visit and looking at the street design, area, etc., it
would not appear likely that a great deal of traffic will be taking that connection to
Mountain Avenue. He did not believe there would be much difference in the street
width and the bike path width.
Thompson wanted the Commission to remember that when an issue is isolated to a .
neighborhood, it is important that they don't lose sight of the larger goal of reducing
vehicle trips per day. The intent on Romeo Drive was always to come through. He is
in favor of following that initial plan and he was very sorry there was not full disclosure
to the home owners made in the sale of the lots on Romeo.
Cloer agreed with Finkle and Thompson. He would approve of each street
connection. With regard to the linkage of Romeo to Mill Pond, he aches for Carolyn
Eidman, however, he believes the street connections are what the Planning
Commission intended to do and that is what should be done.
Giordano favors the project. He felt the Eidman property could be master-planned for
all the uses they are going to want.
Jarvis concluded there are things that could be done to.mitigate the connections for
the neighbors such as making the narrowest road possible. There will be less carbon
monoxide where cars are not turning around on the cul-de-sac. Delivery trucks will
not have to turn around. Don Paul's comments were well taken as it is beneficial to
have fire apparatus access from two ways. Jarvis did not believe there would be very
much increased traffic. Something can be done to the middle island area to make
sure people drive around it correctly.
Thompson moved to recommend approval of Planning Action 94-128 with the addition
of a stub coming down in between Lots 1200 and 1300. Giordano seconded the
motion. Armitage suggested adding language that the right-of-way on Romeo be as
narrow as possible and that the median design encourage proper traffic flow.
Thompson approved the amendment and Giordano seconded. The motion carried
unanimously.
OTHER
The meeting was adjourned at 9:30 p.m.
ASHLAND PLANNING COMMISSION 6
REGULAR MEETING -
NOVEMER 8,1994
MINUTES
a
ASHLAND PLANNING DEPARTMENT
STAFF REPORT
Addendum I
November 8, 1994
PLANNING ACTION: 94-128
APPLICANT: City of Ashland
LOCATION: Fordyce Street Neighborhood, between Mountain Avenue and Mill Pond
Road
ZONE DESIGNATION: R-1-5, RR-5 (Jackson County)
COMPREHENSIVE PLAN DESIGNATION: Single Family Residential
ORDINANCE REFERENCE: 18.108.060 -- Type III Actions - Map Amendment
REQUEST: Amendment of the City of Ashland Transportation Plan Map regarding the
location of a future street dedications in the Fordyce Street Neighborhood.
I
I. Relevant Facts
1) Background - History of Application:
This issue was before the Planning Commission in October, but continued
to allow for additional noticing. During that time, since much of the
neighborhood was aware of the issue of street dedications, Staff expanded
the scope of the action, proposing additional street dedications in this
neighborhood., It was our opinion that it would be advantageous to
examine the street pattern for the entire neighborhood rather than only
examining one short street connection.
2) Detailed Description of the Site and Proposal:
See last month's staff report (October, 1994) for the description regarding
the Romeo Drive to Mill Pond Road dedication.
New street dedications proposed have included north-south connectors
between the extensions of Munson Drive and Kirk Lane. Both of these
streets are already indicated on our map to connect to Mountain Avenue.
The north-south street would also connect to Orchid Street, part of a new
subdivision currently under construction. This overall proposal would
provide a grid street pattern within this area that is currently within the
county, but within our Urban Growth Boundary.
9
An additional dedication is indicated off of the end of Evan Lane in the
Clear Creek subdivision, that would ultimately end up connecting back to
Fordyce Street.
II. Proiect Impact
In January, 1993, the City Council, after recommendation from the Planning
Commission, passed a modification to the Comprehensive Plan/Transportation
Element regarding Policy X-3-h. This policy was amended to encourage
interconnected streets, and discourage dead end streets. That policy reads as
follows:
"Interconnections between residential neighborhoods shall be encouraged
for automobile, pedestrian and bicycle traffic, but non-local automobile
traffic shall be discouraged through street design, except for arterials,
collectors, or sub-collectors. Cul-de-sac or dead-end streets designs shall
be discouraged whenever an interconnection alternative exists.
Development of a modified-grid street pattern shall be encouraged for
connecting new and existing neighborhoods during subdivisions, partitions,
and through the use of the Street Dedication Map."
This policy has guided our review of new subdivisions in reviewing the proposed
street patterns. However, we believe that to provide a consistent review of future
actions, and to ensure that the above policy is implemented, the Street Dedication
Map must be modified to address the street connection issues raised by our
Comprehensive Plan, and the Transportation Planning Rule.
From 'Recommendations for Pedestrian, Bicycle and Transit Friendly
Development Ordinances", a workbook developed by the Transportation Rule
Working Group of the Oregon Chapter of the American Planning Association,
comes the following recommendations:
A well connected street network is recommended as the primary means of
providing safe, direct and convenient routes for bicycles and pedestrians.
Sidewalks and bikeways along streets are preferred over separate pathways or
accessways in most situations for several reasons:
-Routes along streets provide better visibility and public exposure, and
are thus safer, for pedestrians and cyclists.
-Virtually every destination is accessible by a street and most pedestrian
and bicycle travel occurs along streets.
-Separate pathways can create security concerns for abutting properties
PA94-128 Ashland Planning Department -- Staff Report-Addendum I
City of Ashland November 8, 1994
Page 2
10
and added maintenance and liability concerns for local governments.
-Separate pathways may require additional right-of-way or easements,
duplicating the street system and reducing the amount of land available
for other uses.
-Use of separate pathways reinforce the attitude that streets should be
designed for and used only by cars and not other modes of
transportation.
Local ordinances should establish the general presumption that direct and
convenient routes for bicycle and pedestrian travel will be provided for by
sidewalks and bikeways along streets in a well connected street network and
that separate facilities or connections (such as accessways) are reserved for
situations where street connections are infeasible or inappropriate."
This area of the community will experience growth patterns very similar to that
which has already taken place in the Mill Pond area, and Staff believes that to
ensure a connected street pattern, it must be explicitly shown on the Street
Dedication Map. While our Comprehensive Plan policy gives us guidance, the i
Street Dedication Map will give the force of law to a future connected street
pattern.
Additional concern has been raised that Staff is designing the subdivisions for this
neighborhood, and have taken away the options for developers for specific
market-driven subdivision design. We believe that we are recommending a
generalized street network that complies with the City's comprehensive plan, yet
allows adequate flexibility for future development. Specifically, the Street and
Greenway Dedications section of the land use ordinance states the following:
"18.82.050 B. The Staff Advisor or the Planning Commission may modify the
location of a required street or greenway dedication to account for practical
difficulties in implementing this ordinance, as long as the general intent of
providing safe transportation from one point to another is ensured."
It is clear from this ordinance wording that there is adequate flexibility to allow
for variations in street design for individual subdivisions, as long as the general
connections proposed are met.
III. Procedural - Required Burden of Proof
The criteria for approval of a Type III amendment are as follows:
Type III amendments may be approved when one of the following conditions exist:
PA94-128 Ashland Planning Department -- Staff Report-Addendum I
City of Ashland November 8, 1994
Page 3
II
a) A public need, supported by the Comprehensive Plan
b) The need to correct mistakes.
c) The need to adjust to new conditions.
d) Where compelling circumstances relating to the general public welfare
require such an action.
It is Staffs belief that this request is supported by a public need, supported by the
Comprehensive Plan. Specifically, the Policy X-3-h of the Transportation Element
encourages interconnections between neighborhoods, and that these
interconnections be made through the use of the Street Dedication Map.
Therefore, for the reasons mentioned above, this request complies with the
criteria for approval. Further, as Ashland works to more completely implement
Goal 12 of the Statewide Land Use Goals through the Transportation Planning
Rule, we will see more modifications to the Street Dedication Map of a similar
nature.
IV. Conclusions and Recommendations
Staff believes that these proposed modifications are necessary for the future
transportation needs of this area and will result in very noticeable transportation
improvements for this neighborhood over the long term. We strongly recommend
approval of these amendments.
PA94-128 Ashland Planning Department -- Staff Report-Addendum I
City of Ashland November 8, 1994
Page 4
12
I T Y 0 F A S H L A N D q, ti�t C I T Y H A L L
ASHLAND,OREGON 97520
telephone(code 503)482-3211
-.0
November 2, 1994
Kurt H. Knudsen
Lonillard, Knudsen and Holtey
K) Box 1090
Ashland, OR 97520
FAX: 488-3239
kl---: Request till continuance ol' PA94-128 - Street Dedications/Fordyce Neighborhood
Knudsen:
1.1 receipt of );nlr letter l'i 0clo!)LI 7 1 Zi COntiouilnCe ol'the I)IlhliC hearing fur
Action 94-i'N' - :t!: trial) for the Fordyce Street
010od.
Commission at their Octohdr Illeelill" to
%0[11' client addioon:11 wllr' :1). sIfldls ::.1,1 l,-\ i�-l: of (lie proposal. Due to the additional time.
me
;-xpallklcd ill: lil ;l1v lMl:. :.l �'X;illlille street dedications lor the liti-el
gilhorhuod area, in :tddili'!il i'! 01': Your client's property. This action was
1`01)M\ noticed in :1 611101\' JIM]MVC
While I Understand -\OLIl' iSSUCS reLJLICS011�11 the lilt i IIIIJIlCe, I believe'it is in the best interest of the
city to proceed with the hearing A this time. The Planning Commission has a large workload. and
Scheduling of long-term plannim., projects is sometimes difficult. Therefore, it is important that we
attempt to keep this neap amendment project on a reasonable time schedule.
Further, YOU May ;if SO re(jUeSI Of the Planning Commission at their meeting that they continue the
public hearing process, tor the reasons you IIM'd submitted. They may, in their deliberations, choose
to continue, or my choose to make it recommendation to the City Council and send this matter on.
I will include your letter in the packet of information Sent to the Planning Commission on this matter.
Sincerely,
in JcLau g
h in
Planning Director
Ashland
Planning epartment
LO .-dARD, KNUDSEN & HOLTEY
ATTORNEYS AT LAW
BEN "KIP" LOMBARD, JR. 622 SISKIYOO BLVD. MEDFORD OFFICE
KURT H. KNUDSEN POST OFFICE BOX 1090 925 WEST 8TH ST.
ASHLAND,OREGON 97520-0051 MEDFORD,OR 97501
JUD HOLTEY- TELEPHONE (503) 482-8491 TELEPHONE (503) 773-8244
'Also Admitted To Prav"in Calilomia FAX(503)488-3239 FAX (503) 773-1079
Bill Molnar October 27, 1994
Senior Planner
City of Ashland
20 E. Main St.
Ashland, OR 97520
RE: Request for Continuance of Planning Action 94-128
Dear Bill:
I am the attorney for Carolyn Eidman. Please consider this letter a formal request by
Ms. Eidman to continue the above planning action, which is currently scheduled to be heard
on November 8, 1994. We request a delay of two months.
I understand that Ms. Eidman requested and was granted a continuance for a previous
related matter. However, please note that the previous planning action involved only the
City's proposal to connect Romeo Drive to Mill Pond Road. The current action is much more
comprehensive; it includes several proposed street dedications west of Fordyce Street. These
proposed dedications would significantly affect other property owned by Ms. Eidman.
A continuance is needed for the following reasons:
1. Adequate time is not available for Ms. Eidman and her neighbors to study the full
impact of the proposed street dedications. Ms. Eidman and her neighbors need to work with
planners to understand all of the ramifications of the proposed dedications on circulation, land
use, and potential development in the area. They specifically need to work with planners
(their own and the planners at the City) to prepare scenarios for development given the
proposed locations of street dedications and alternative routes. This, of course, will take
some time.
2. Ms. Eidman only learned yesterday that City policy requires that lots cannot be
wider than they are deep. This affects some of her basic assumptions regarding her latitude
to develop her property, and the possible effect the City's proposals for street dedication will
have on this plans. In order to understand the City's proposals and her own options, Ms.
Eidman will need to be informed of other City requirements as well. The proposed planning
commission date will simply not allow her, her planners, or her neighbors time to understand
all of the City's development parameters.
3. November 8, the date currently set for the Planning Commission, Is election day.
As a result, many of the neighbors who wish to testify at the hearing may find it difficult to do
SO.
4. Ms. Eidman has been told by her neighbors on Munsen Street that they did not
receive notice of the planning action.
i�-
Bill Molnar
October 27, 1994
RE: Continuance
Page 2
5. Some of the areas proposed for street dedications have been prone to flooding.
Ms. Eidman and her neighbors need time to study these impacts.
6. There does not appear to be any particular urgency from the standpoint of the City
(the applicant) or any other party with regard to the planning action. A delay of two months
would not appear to prejudice anyone.
If necessary, Ms. Eidman will have at least thirty neighbors sign a petition to present to
the City asking for continuance of the planning action. A voluntary continuance by the City
would avoid the hardship and bad feelings such a petition might engender.
Thank you for your consideration.
Sincerely yours,
i
LOMBARD, KNUDSEN & HOLTEY
lt-07711. 44'E' C �
KURT H. KNU�DSEN
KHK:ph
cc: Carolyn Eidman
IS
The details of this application and the modifications are outlined in the Staff Report.
A memo from Paul Nolte was included in the packet addressing citizen's concerns that,
this would become a taxing district.
Carr is concerned about the area in Greenmeadows that borders the County line.
There is extremely dry, thick vegetation. The County areas should be included in our
area.
DON PAUL, Assistant Fire Chief, said the area above the Greenmeadows properties is
grasslands. The areas of concern that the Fire Department looked at were heavier
fuel types. There is some talk among homeowners to amend their homeowner's
association restrictions to require non-combustible roofing material instead of shake
roofs in Greenmeadows.
RON THURNER, 1170 Bellview, thanked Staff for the extra work and was pleased that
they came up with criteria for determining appropriate lines for the wildfire zone.
COMMISSIONERS DISCUSSION AND MOTION
Carr moved to recommend approval and adoption of the map and ordinance
amendments on PA94-119 to the City Council. Hibbert seconded the motion and it
carried unanimously.
This is not an assessment.
PLANNING ACTION 94-128
REQUEST FOR AN AMENDMENT TO THE CITY OF ASHLAND
TRANSPORTATION PLAN MAP. AMENDMENT INVOLVES THE LOCATION OF A
FUTURE STREET DEDICATION BETWEEN ROMEO DRIVE AND MILLPOND
ROAD.
APPLICANT: CITY OF ASHLAND
.STAFF REPORT
In 1990, the Planning Commission approved the Romeo Drive subdivision and during
that process looked at the connection to adjacent property. In 1993, another
subdivision (Clear Creek) was approved and the future street connections were
included in that application as well. In 1993, a Comprehensive Plan/Transportation
Element policy was modified to encourage interconnection between neighborhoods
ASHLAND PLANNING COMMISSION 6
REGULAR MEETING
OCTOBER 11,19%
MINUTES
16
and discourage cul-de-sacs or dead end streets.
Jarvis noted that people get used to cul-de-sacs. In the future, perhaps these future
connections should be left open so people don't get used to cul-de-sacs. McLaughlin
said it is clear that Kirk Lane and Munson Drive will continue because they have a
hammerhead and knuckle.
A statement could be required in the CC&R's that a street would be extended or a
connection made so when people purchased their homes, they would be aware of this
situation.
PUBLIC HEARING
CAROLYN EIDMAN, 541 Fordyce, had asked for postponement of the meeting on
Monday, October 3rd. She said no one was notified on Evan Lane and some were
missed on Fordyce. Eidman has contacted 69 people and she has a petition but she
told everyone there would be not meeting tonight. The Commissioners agreed to
continue this hearing until the November Regular Meeting.
PLANNING ACTION 94-117
HEDGES
This action has been postponed until next month.
OTHER
North Mountain Plan
Information was included in the packets for those who were unable to attend the Study
Session. The plan was not discussed at this (October 11, 1994) meeting.
Suggested Educational Topics (Brent Thompson's letter)
Thompson felt perhaps an opportunity was lost for education or just to get people to a
meeting last month when there was no meeting because of lack of planning actions.
Hibbert thought it could be difficult to draw a good portion of the population to a
meeting and he is not sure what it would take to get them out.
Armitage did not know what benefit could be derived from drawing the public to a
ASHLAND PLANNING COMMISSION 7
REGULAR MEETING
OCTOBER 11,1994
MINUTES
ASHLAND PLANNING DEPARTMENT
STAFF REPORT
October 11, 1994
PLANNING ACTION: 94-128
APPLICANT: City of Ashland
LOCATION: 556 Fordyce Street, between Romeo Drive and Mill Pond Road
ZONE DESIGNATION: R-1-5
COMPREHENSIVE PLAN DESIGNATION: Single Family Residential
ORDINANCE REFERENCE: 18.108.060 -- Type III Actions - Map Amendment
REQUEST: Amendment of the City of Ashland Transportation Plan Map regarding the
location of a future street dedication between Romeo Drive and Mill Pond Road.
I. Relevant Facts
1) Background - History of Application:
There has been a previous approval for an accessory residential unit for
the property at 556 Fordyce Street (PA93-065).
In June, 1990, the Planning Commission approved the outline plan for a
10-lot subdivision for the adjacent property at 540 Fordyce Street (PA90-
093). That development involved the creation of a cul-de-sac street with a
street plug allowing for a future street connection to the north side of this
property at 556 Fordyce Street.
In May, 1993, the Planning Commission approved an outline plan for a 32-
lot subdivision (Clear Springs Subdivision) for the property south and
adjacent to 556 Fordyce. This subdivision involved the extension of Mill
Pond Road, and included a future street connection to the south side of
the property at 556 Fordyce Street.
2) Detailed Description of the Site and Proposal:
The property involved is approximately 1.6 acres in size, with 146' of
frontage along Fordyce Street and extending 482' back from the street. At
present there is a single family home and an accessory residential unit on
the property. The accessory residential unit is included as part of a larger
outbuilding.
(S
Surrounding uses include the Mill Pond subdivision adjacent to the east,
Clear Springs subdivision adjacent to the south, and the Romeo Drive
subdivision adjacent to the north.
The City is proposing to modify the Transportation Plan Map regarding .
street dedications by designating a connection between the cul-de-sac of
Romeo Drive to Mill Pond Road in Clear Springs subdivision. The
proposed street dedication is clearly indicated on the attached map.
II. Project Impact
When the Romeo Drive development was proposed in 1990, concern was raised
about the opportunities for future street connections in this area. In response to
that concern, the developer redesigned the street such that the bulb of the cul-de-
sac "tipped" to the south, allowing for the right-of-way to become adjacent to the
property at 556 Fordyce. A copy of the staff report is included as part of this
report, and it includes references to future street connections. As shown from the
attached maps, it is clear that this cul-de-sac right-of-way has been designed for a
future extension.
In January, 1993, the City Council, after recommendation from the Planning
Commission, passed a modification to the Comprehensive Plan/Transportation
Element regarding Policy X-3-h. This policy was amended to encourage
interconnected streets, and discourage dead end streets. That policy reads as
follows:
"Interconnections between residential neighborhoods shall be encouraged
for automobile, pedestrian and bicycle traffic, but non-local automobile
traffic shall be discouraged through street design, except for arterials,
collectors, or sub-collectors. Cul-de-sac or dead-end streets designs shall
be discouraged whenever an interconnection alternative exists.
Development of a modified-grid street pattern shall be encouraged for
connecting new and existing neighborhoods during subdivisions, partitions,
and through the use of the Street Dedication Map."
Further, in May, 1993, the Clear Springs subdivision was approved, and it
provided a street connection to this property on the south side. This subdivision
was actually modified from its original design to remove a cul-de-sac and maintain
an interconnected street patter. The notice map of this subdivision is included as
part of this report. Of particular note is the indication of a future street across
the property at 556 Fordyce Street.
PA94-128 Ashland Planning Department -- Staff Report
City of Ashland October 11, 1994
Page 2
19
It has clearly been the City's desire to ensure that an interconnected street pattern
develops in the Fordyce Street area. The property owner of 556 Fordyce Street is
examining opportunities for development of the land, and the Planning Staff wants
to clarify and ensure that development is done in accord with the plans and
policies of the Comprehensive Plan. Therefore, we propose that the street
dedication map be amended to specifically address the extension of a public street
across this property.
It is assumed that there will be opposition to this request, specifically from those
property owners on Romeo Drive, and by the owner of 556 Fordyce. While we
are not insensitive to these concerns, we do believe that the previous planning
process, including the outline plan approvals for the adjacent subdivisions, has
clearly indicated the concept of a street crossing this property. Further, it must be
remembered that all streets, including Romeo Drive, are public streets subject to
full public use. These "public resources" should be used to their fullest, ensuring a
complete and adequate street network.
Options may be presented for this to only be a bicycle/pedestrian connection, and
that autos be excluded. This may be presented to ensure that non-local traffic
will not use the Romeo Drive cul-de-sac. It is Staffs belief, and one that we
believe is shared by the Commission and Council, that it is in the City's interest to
reduce vehicle trip lengths as well as the number of trips taken. By not allowing
for autos, the distance neighbors could be travelling to visit each other, or for
delivery trucks, could increase from approximately 250' (0.05 miles) from Mill
Pond to Romeo Drive to over 1700' (0.32 miles). While it could be convenient
for pedestrians and bicyclists, normal delivery vehicles are forced to use circuitous
routes that increase the traffic on the collector streets.
The design of this interconnection follows closely with the Transportation Plan
policy in that it encourages interconnection between new and existing
neighborhoods, but discourages non-local traffic. This connection does not
provide a direct alternate route to major destinations that will result in large
volumes of out-of-area traffic using the street. Rather it provides a local
connection that allows for several opportunities for reduced travel lengths, while
also allowing for very convenient pedestrian and bicycle connections.
III. Procedural - Required Burden of Proof
The criteri a for approval of a Type III amendment are as follows:
Type III amendments may be approved when one of the following conditions exist.
a) A public need, supported by the Comprehensive Plan.
PA94-128 Ashland Planning Department -- Staff Report
City of Ashland October 11, 1994
Page 3
20
b) The need to correct mistakes.
c) The need to adjust to new conditions.
d) Where compelling circumstances relating to the general public welfare
require such an action.
It is Staffs belief that this request is supported by a public need, supported by the
Comprehensive Plan. Specifically, the Policy X-3-h of the Transportation Element
encourages interconnections between neighborhoods, and that these
interconnections be made through the use of the Street Dedication Map.
Therefore, for the reasons mentioned above, this request complies with the
criteria for approval.
IV. Conclusions and Recommendations
Staff believes that while this is a relatively small modification to an overall street
dedication map, this one change will result in very noticeable transportation
improvements for this neighborhood. We strongly recommend approval of this
amendment.
PA94-128 Ashland Planning Department -- Staff Report
City of Ashland October 11, 1994
Page 4
Notice is hereby given that a PUBLIC HEARING on die objection is based on also plxways your riglnufappealtoLUBAon that criterion.
the following request with respect to the ASHLAND A copy ofthe application,all documents and evidence relied upon by the applicantand
LAND USE ORDINANCE will be held before the applicable criteria are available for inspection at no cost and will be provided at
ASHLAND PLANNING COMMISSION on the reasonable coat,if requested.Acopyoflhestaffreportwillbeavailableforinspection
seven days priorto 0iehearingand will beprovided at reasonable cost,ifrequesled.Ali
ITH DAY OF MAY, 1993 AT 7:00 P.M. at the materials are available at the Ashland Planning Department,City Hall,20 East Main,
ASHLAND CIVIC CENTER, 1 17S EAST MAIN Ashland,OR 97520.
STREET, Ashland, Oregon. During die Public Hearing the Chair shall allow testimony from the applicant and
0iom bi attendance c°nmmingthis request*Ibe Chairshall Have the rightta lka t le
length of testimony and require that comments be rest Acted to the applicable criteria
'11u:ordinancecriteria appiicableto OlisapplicationareatL•IChedto0iis notice.Oregon
law states that failure to raise an objection concerning this application,either in person If you have any questions or comments concerning this request,please feel free to
'
ar by letter,or failure to provide sufficient specificity to afford the decision maker an contact Susan Yates at the Ashland Planning Department.City Hall.at 488.5305.
opportunity to respond to the issue,precludes your right of appeal to the land Use
Board of Appeals(LUBA)on that issue. Failuretospecifywhichordimincecriterion
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PLANNING ACTION 93-050 is a request for Outline Plan approval of a 32-10t
subdivision located as a westerly extension of Mill Pond Road connecting with Fordyce
Street. Comprehensive Plan Designation: Single Family Residential; Zoning: R-1-5-P;
Assessor's Map #: IOBB: Tax Lots: 900 & 1000; Assessor's Map #: 1013; Tax Lots:
1200.
APPLICANT: Medinger Sims Construction Company, Inc.
27-
ASHLAND PLANNING DEPARTMENT
STAFF REPORT
May 8, 1990
PLANNING ACTION: 90-093
APPLICANT: George Cota/Ken Bohn
LOCATION: 540 Fordyce Street
ZONE DESIGNATION: R-1-5-P
COMPREHENSIVE PLAN DESIGNATION: Single Family Residential, Performance
Overlay
ORDINANCE REFERENCE: 18.20 Single Family Zone
18.88 Performance Standards
REQUEST: Outline Plan approval for a 10-lot subdivision under the Performance
Standards Option.
I. Relevant Facts
1) Background - History of Application:
There are no previous planning actions of record for this parcel.
2) Detailed Description of the Site and Proposal:
The property comprises 1.87 acres of land on Fordyce Street. The
property is 473' in length with 175.5' of street frontage. There is an
existing residence in the southwest corner of the property abutting Fordyce
Street. The property is relatively flat and is of a similar configuration and
grade as most properties along Fordyce Street. The majority of the land is
presently in pasture use.
The most notable natural feature on the land is the existing drainage ditch
crossing the property from south to north approximately 250' east of and
roughly parallel to Fordyce Street. This is known as the Roca drainage
and is indicated as a Riparian Drainage on the City's Physical and
Environmental Overlay map.
The applicant's proposal involves the development of a 10-lot subdivision.
A new public street, ending in a.cul-de-sac is proposed for access. Six lots
are proposed for the north side of the new street with 4 to the south.
Driveways, street trees, on-street parking, and sidewalk have been
indicated on the site plan. Two small islands have been indicated for the
center of the cul-de-sac.
23
1.87 acres allow for a base density of 9.35 units in the R-1-5-P zone. The
applicants have indicated that all homes will be built to the City's energy
efficiency standard, allowing for a 20% bonus. This could conceivably
allow 11 units. 10 are proposed.
II. Project Impact
The design and density of this development is similar to that approved recently
on Munson Drive at the end of Fordyce, and of the most recent approvals of Red
Gentry on Tolman Creek Road.
Staff believes that given the constraints of these lots on Fordyce, that this is an
appropriate design for the area.
A concern with all developments in this area involves the development of an
interconnected street network. The development of the parcels at different times
has made it difficult to ensure a compatible network, although all approvals to
date have been in accord with the City's Transportation Plan.
In consideration of future development and links between subdivisions, the
applicants have indicated a street right-of-way extension adjacent to the south
side of the cul-de-sac, allowing for the extension of the street off of the cul-de-sac
to the adjoining property, with the possible connection to Mill Pond Road, just
slightly farther south. Staff believes that this measure will ensure adequate links
between neighborhoods in the future.
It could be argued that the cul-de-sac should be 'bent" towards the north, .
allowing for future extension of the road in that direction, with possible
connection to Munson Drive through a looped road. However, from the
information submitted at the time of the writing of this report, there does not
appear to be a compelling reason to do so.
Staff's only concern with the project is with the drainageway. A portion, nearest
the cul-de-sac, has been indicated as open space. This only involves one side of
the drainage. It may be more desirable to have both sides of the creek in a
common open space, including the area north of the street. Locals in the area
have indicated that the drainage carries water year-round, which is unusual for a
drainage of this size. Given that, it appears appropriate to develop the entire
length of the drainage through the property as an open space amenity, including
the landscaping with riparian vegetation.
III. Procedural - Required Burden or Proof
The criteria for approval of an Outline Plan under the Performance Standards
Option are found in 18.88 and are as follows:
PA90-093 Ashland Planning Department -- Staff Report
George Cota/Ken Bohn May 8, 1990
Page 2
Z4
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ORDINANCE NO. ;�Pe
AN ORDINANCE MODIFYING POLICY X-3-h OF THE ASHLAND
COMPREHENSIVE PLAN ('Transportation Element - Street Dedications and
Design), TO ENCOURAGE INTERCONNECTED STREET NETWORKS AND
DISCOURAGE CUL-DE-SAC OR DEAD END STREET DEVELOPMENT.
(Planning Action 92-M)
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Policy X-3-h of the Ashland Comprehensive Plan, Transportation Element,
Street Dedications is modified in its entirety and adopted as follows:
"Interconnections between residential neighborhoods shall be encouraged for
automobile, pedestrian and bicycle traffic, but non-local automobile traffic shall
be discouraged through street design, except for arterials, collectors, or sub-
collectors. Cul-de-sac or dead-end street designs shall be discouraged whenever
an interconnection alternative exists. Development of a modified-grid street
pattern shall be encouraged for connecting new and existing neighborhoods
during subdivisions, partitions, and through use of the Street Dedication Map."
The foregoing ordinance was first read on the /9 day of
1993 and duly PASSED and ADOPTED this day of
1993. .
Nan E. F anklin
City Recorder
SIGNED and APPROVED this day of , 1993.
therine M. Golden
Mayor
A ve as f n•
Paul N lte
City Attorney
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IMPORTANT CITY COUNCIL MEETING
TUESDAY, NOVEMBER 8TH
700 P.M.
COME SEE HOW CITIES CAN DENY
PERSONAL PROPERTY RIGHTS AND USES!
YOUR PRESENCE IS ESSENTIAL!
This is the only planning action for the evening!
Reasons why a road between Romeo Drive and Millpond Road is undesirable:
1. The street would add more surface water to an area that floods.
2. The street is not needed for the small amount of traffic generated by adult foster care
homes.
3. The owner should be allowed to place the home so it can get the most solar exposure.
4. It is an excessive burden on the property owner to have to do extensive excavation to
raise grade, install street, sidewalks, lighting, utilities, and trees - then to donate said
street to the City of Ashland.
5. The parking and fire hydrant in the cul-de-sac on Romeo Drive would not make for a good
traffic flow. Parking on the street is allowed on one side only.
6. The people on Romeo Drive thought that they were buying homes on a quiet, safe and
slow traffic street because of the cul-de-sac.
Reason why proposed streets between Mountain Avenue and Fordyce Street are insufficient
and poorly placed:
1. The streets proposed now would leave three properties (see map numbers 1, 2, and 3)
without access to the backs of their acreage. The only way for these areas to be divided
would be by driveways from Fordyce Street. Driveways only permit 3 lots (which must be
deeper than they are wide) and would drastically reduce the owner's use potential and
leave some areas unuseable.
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We the undersigned are concerned and against planning action 94-128 that
requests a street dedication between Romeo drive and Millpond road on tax lot
#8W. ror the following reasons:
1. The street would add more surface water to an area that floods.
Z. The street is not needed for the small amount of traffic generated by adult
foster care homes.
3. The owner should be allowed to place the home so it can get the most solar
exposure.
4, 1 would rather see open space for wildlife, domestic-animals, gardens and
fruit trees.
5. The parking and fire hydrant in the cul-de-sac on Romeo drive would not
make for a good traffic flow. -Parking on the street is allowed on one side only.
6. The people on Romeo drive thought that they were buying homes on a quiet,
safe and slow traffic street because of the cul-de-sac.
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We the undersigned are concerned and against planning action 94-125 that
requests a street dedication between Romeo drive and Wipond road on tax lot
. For the following reasons:
1. The street would add more surface water to an area that floods.
2. The street is not needed for the small amount of traffic generated by adult
foster care homes.
3. The owner should be allowed to place the home so a can get the most solar
exposure.
4. l would rather see open space for wildlife, domestic animals, gardens and
fruit trees.
5. The parking and fire hydrant in the cut-de-sac on Romeo drive would not
make for a good traffic flow. Parking on the street is allowed on one side only.
6. The people on Romeo drive thought that they were buying homes on a quiet,
safe and slow traffic street because of the cul-de-sac.
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- We-the-undersigned are concerned and against planning actiorr94-928 that
requests a street dedm=on between Romeo drive and Millpond road on tax lot
#808. -For the following reasons:- -
1. The street would add more surface water to an area that floods.
2. The streeris not-needed for the smart amount-of-traffic generated by adult
foster rare tromes:
3. The owner should-be aflowedto place the home soft carrget the-most solar
exposure.
a.
- 1 would rather see open space foi wkilif-, domestic animafs,-gardens and
fruit trees.
S. The parking—&x fire-hydrant in-the cu�de-sac on-Romeo-drivewould not
make for a good traffic flow. PaftV on the street is allowed on one side only.
6. The people arRomeo buying frames on a-quiet, -
safe and slow traffic street because of the cukL�sac.
signature address-
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TO: Ashland Planning Commission
FROM: Residents living near proposed street
dedication between Romeo Drive and
Mill Pond Road
DATE: September 30, 1994
RE: Planning Action 94-128
We are writing to comment on Planning Action 94-128, the proposed street
dedication between Romeo Drive and Mill Pond Road.
We are opposed to this road for the following reasons:
1 . There is little or no need for a road to connect our neighborhood and the Mill
Pond area.
2. There will be no reason for someone in our neighborhood to drive through the
Mill Pond area when we can exit directly to East Main from Fordyce Street.
3. At the present time, there is no reason for someone in Mill Pond to drive
toward Romeo Drive. They can get to East Main from Wightman or Mallard
streets and can get to Fordyce street by way of Mill Pond Road.
4. When there is a road in the future from Fordyce to Mountain Avenue, the
residents in Mill Pond can reach Fordyce by way of Mill Pond Road. There is
no advantage to using Romeo Drive.
5. The cul-de-sac on Romeo Drive was never designed for through traffic. There
are two islands and a fire hydrant in the center of the Romeo Drive cul-de
-sac. There will be a sharp, narrow turn around the cul-de-sac for cars using
Romeo Drive to exit on to Fordyce. Romeo Drive is not very wide and not
designed for a lot of two way traffic. Parking is only allowed on one side of
Romeo Drive because it is so narrow.
We can see the merit of having a connecting walk way and/or bike path between
Romeo Drive and Mill Pond Road. Ordinance 2698 speaks directly to
interconnections between residential neighborhoods. We encourage the planning
commission to work with Carolyn Eidman to determine the most appropriate
33
Ashland Planning Commission
September 30, 1994
Page 2
place for this pathway. There is a similar pathway located in the Mill Pond
Subdivision between the cul-de-sac at the end of Wightman Street and the end
of Blue Heron Lane.
We feel a walkway and/or bike path will encourage people in our area to walk
and bike between our two neighborhoods and not encourage more unnecessary
local automobile traffic. This also meets the statewide goal to reduce car trips
through our town.
We feel that if you have visited this site, you know that this proposed road is
not necessary or appropriate in design for this cul-de-sac and neighborhood.
Thank you for considering all options before you make a recommendation to the
city council.
Sincerely,
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ASHLAND PARKS AND RECREATION COMMISSION
340 SO. PIONEER STREET ASHLAND,OREGON 97520
PARK COMMISSIONERS: . .... KENNETH J.MICKELSEN
OF•�N`'•, Director
PATRICIA ADAMS
ALLEN A.ALSING
BOB SENNETT -
TERI COPPEDGE r TEL.:(503)488-5340
LAURIE MacGRAW t r FAX:(503)488-5314
REGO
March 2, 1995
Mayor Golden and City Councilors
CITY OF ASHLAND
Honorable Mayor and Councilors:
At its January 31, 1995 meeting the Ashland Parks and Recreation Commission voted to support the
Youthworks proposal to use city owned land adjacent to Garfield Park which is currently functioning
as an open space area for the park. At that time Commissioners were under the impression that an
immediate decision was needed because Youthworks was planning to attend the February 7, 1995
Council meeting to request that the land be donated to them for their project.
Since the January 31st Commission meeting several developments have occurred which clarified
that the time line was not so urgent. Recently, Garfield Park neighbors organized and held a
meeting in which they expressed to Youthworks their concerns and desire to have the land remain
undeveloped and used as part of the park. The neighbors suggested other sites within the area that
possibly could be used for the Youthworks project. Youthworks indicated that they would check into
these other sites. Also, it is the Commission's understanding from Youthworks that at a meeting on
March 7, 1995 the Council will be gathering additional information but not taking action on the
proposal.
Now that there appears to be no urgency in making a decision and because additional information is
still being gathered, at its February 28, 1995 meeting the Commission rescinded its previous motion
in which it conditionally recommended use of the site for the Youthworks proposal in order to re-
study the issue. The Commission believes that its focus should be on the best use for this particular
piece of property for the neighborhood and in relation to Garfield Park rather than on Youthworks'
need to find a location for its facility. Having had the opportunity to review the information which the
Council will hear on March 7th and the public comment which Commissioners will hear at their
meeting on March 27th, the Commission will make a recommendation to the Council.
Because the Council's decision on how this land will be used will greatly impact Garfield Park, the
Commission is pleased to have the additional time to consider a recommendation.
Respec tf 11
Allen Alsing, Chair
Ashland Parks and Recreation mmission
CC: Brian Mmquist, City Administrator
Steve Groveman, Youthworks
1:1MISMETTERS.95
JOHN W. NICHOLSON
1575 GREENMEADOWS WAY
' ASHLAND,OREGON 97520 March 7 , 1995
To the Mayor and City Council of Ashland , Oregon
Re : AUDIT COMMITTEE
The Council is urged to amend the "Audit Committee" resolution
in accordance with the attached petition and to reactivate the audit
committee . Why reactivate the audit committee? Reasons follow:
1 . The Council needs technical advice on .audit management. The out-
side auditor cannot be that advisor without jeopardizing his or her
independence; if an auditor is not independent , his or her report
is worthless . A committee that is independent of staff being
audited is the Council ' s best source of advice .
2 . The Council should reassert control over audit management
either directly or indirectly through an audit committee. If
staff dominates audit management processes, there are risks
that financial controls may be overridden by staff.
3 . Present audits for Ashland meet minimum legal requirements but
do not provide adequate safeguards . All audits are not the same .
An audit committee can evaluate the scope of present and pros-
pective audit services . Determining audit scope is not a job
for the staff being audited .
4. Independent economy and efficiency audits (performance audits )
should be routine procedures . Immunity from performance over-
sight is not a sacrosanct right of the staff .
5 . An effectual audit committee can enhance public confidence in the
City ' s government . The John and Jane Does of Ashland need a
financial watchdog that has the support of the Council .
6. Present financial reporting by the City is not timely and does
not meet citizen needs . An audit committee can help the Council
set sound criteria for financial reporting to the public .
7 . Any municipality can get into financial trouble. Financial
mismanagement and abuses can arise in many ways . After a problem
erupts , corrective action is hard and costly. An effective audit
committee can be of constructive assistance in avoiding problems
stemming from mismanagement or abuse.
8 . A strong audit committee should be viewed as a co-producer of
solutions to accounting, auditing, and financial problems .
(continued )
1
"Audit Committee" Petition (continued )
If the Council does not reactivate the audit committee, the
Council becomes, ipso facto, the equivalent of an audit committee .
Can the Council take on those chores from a practical standpoint?
The Council is urged to act soon on the petition. Plans for the
fiscal 1995 audit should be made in the near future .
,
Notes : (a ) Nothing in the foregoing should be interpreted as a
criticism of Coopers & Lybrand ( the present outside auditor for the
City) . They are doing the type of audit that they have been
engaged to do. However, the scope of their audit services should
be expanded .
(b) Some City officials have pointed to a 1993 "cost" study and
Government Finance Officers Association certificates as justifications
for sticking with the "status quo" . The cost study had an objective
of increasing taxes and user fees ; it was not to strengthen financial
controls . The GFOA certificates are a plus , but they are certificates
as to the form of financial and budget reports . The GFOA does not
delve into the substance behind the figures and does not provide audit
assurances .
A
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
IN FINANCIAL REPORTING, - TRUTH ' IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-161 which sets -forth the*
and responsibilities of the City ' s Audit Committee is not
being followed . THE AUDIT COMMITTEE - SHOULD 'BE=' -REACTIVATED.
If an independent Audit Committee does not function or does not ,. .
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department'- head. They are the prin-
cipal individuals being audited; the integrity of an audit- is jeopar-
dized if auditees have significant roles -in audit management.
A proposed revision to Resolution 91-16 is attached . The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited. A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice .
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
90 rJ.
Tel /Sx/— x�Yzwi
Cuitz Lanlu� �� / 7 o
Q> -21 /o aa . AS1, 1i��, d .
73 o
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(t Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member .
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5 ) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2 . Term -- Vacancies. The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes , in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits .
3. The City' s accounting and financial reporting policies and
practices.
4 . Adequacy and effectiveness of internal accounting controls .
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors.
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process.
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings , and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
i
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City' s Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical. Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited. A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
77 'r- K S ice"
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6. t P ScNSni O CM S7R��7`
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' Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies . The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered .
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee 1 ,
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact
as well as in appearance, and in facilitating communications on •
financial matters between the Council, the external auditor, and the
staff whose operations are being audited.
Section 5 . Responsibilities -- Generally. The responsibilities "of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department , and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits.
3. The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls.
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6. Scope of other services performed by the independent auditors.
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10 . Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7. Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the' audited financial statements. This report shall -
summarize the Committee ' s activities related to the audited :finan-
cial statements, the Committee ' s findings , and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted.
Section B. Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City' s Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice .
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland , Oregon
Lirf�
owAK
>,! Y z s
Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
. - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2 . Term -- Vacancies . The voting be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered .
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3 . Quorum -- Rules and Regulations . Three ( 3 ) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee t
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact
as well as in appearance, and in facilitating communications on •
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits .
3. The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls.
5. Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors.
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
B. Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6 . Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7. Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee 's activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted.
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
' SUBJECT - REACTIVATION OF AUDIT COMMITTEE
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head . They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
-176
366-P�.Ar��� e
7CIZ
3L3 L,� ,, c,
Headnote - Summary of Proposed Changes to Resolution No. 91-16
l - Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16 )
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5 ) voting members. The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies . The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3. Quorum -- Rules and Regulations . Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee j
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes , in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited.
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits .
3 . The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls .
5. Follow through on all recommendations in "management
letters" from independent auditors .
6. Scope of other services performed by the independent auditors .
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8. Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements. This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee 's findings , and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
i
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
(Shakespeare) . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City' s Audit Committee is not
being followed . THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
o _/310 GEEENMEADOWS WAY
13 10 GREENMEADOWS WAY
2230
Headnote - Summary of Proposed Changes to Resolution No. 91-16
r
Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members. The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings. /vim
Section 2 . Term -- Vacancies . The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3. Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Q l
Section 4. Mission. The mission of the Municipal Audit Committee {
is to advise and assist the Council in meeting its responsibilities
.for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited.
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2. Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits.
3 . The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls.
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6. Scope of other services performed by the independent auditors.
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8. Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10 . Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee' s activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted.
Section B. Compensation. The voting members of the Committee shall
receive no compensation for services rendered.
Section 9. " Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT CON1IITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical. Furthermore, audit management must not be delegated
to the City Administrator or any department head . They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice .
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
TT(( Name of Petitioner Address
/fi�n Ashland ,
�Oregon
/�f/ti �4..�,
Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members .
- Provide for performance audits .
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members. The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies . The voting Nshall be appointed by the
Mayor for three-year terms with confirmation by the City Council .
To provide continuity, the three-year terms should be staggered .
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited.
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits.
3 . The City's accounting and financial reporting policies and
practices.
4 . Adequacy and effectiveness of internal accounting controls .
5. Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors.
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9 . Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle .
2 . Changes in accounting principles or their application .
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7. Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements. This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8. Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
c
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
(Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Nam of Petitioner Address in Ashland , Oregon
22� . Ciro Flee
zz8v 4,.r fr/d.�s PLC ''1
( 330 G� �cit�vu��a,d�5 wy cJ
e , 0235 g
r �
/7
b
Headnote - Summary of Proposed Changes to Resolution No. 91-16
Reduce committee members from 7 to 5.
- Designate the City Recorder as the non-voting secretary.
Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies. The voting.sha 1 be appointed by the
Mayor for three-year terms with confirmation by the City Council .
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department , and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2. Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits .
3 . The City's accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls .
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors.
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification . City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements. This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings , and the Committee 's re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
,
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
i
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical. Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name_ Petitioner Address in Ashland, Oregon`
_9/U H LLYM o H N Qh P )ej K el
" 6 8`0 Glit. Pc/ , I"—
hly
Headnote - Summary of Proposed Changes to Resolution No. 91-16
' - Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5 ) voting members. The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s )
at its meetings .
Section 2 . Term -- Vacancies . The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations . Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee i
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes , in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits .
3 . The City ' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls .
5. Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors .
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement .
B. Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee -shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee 's activities related to the audited finan-
cial statements , the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted.
Section B. Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
(Shakespeare] . Council Resolution 91-16 , which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed . THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
(Q D CRO LdY..
TAyI�A r3 lk a,yy S'r 7)1�-4h.AlgPp
�� C'�-L, m c 1 D a 3 NQ UO A) ST "O c)
0 �k Amwj 3�8 �� A
/9Ar77,fw ,4&& _P4
Headnote - Summary of Proposed Changes to Resolution No. 91-16
' - Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings. �
Section 2 . Term -- Vacancies. The votingsat be appointed by the
Mayor for three-year terms with confirmation by the City Council .
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings , and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee 4
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department, and elected of-
ficials, with respect to:
I . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits.
3 . The City ' s accounting and financial reporting policies and
practices .
4. Adequacy and effectiveness of internal accounting controls .
5. Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors .
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process.
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements. This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings , and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section B . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
Y
f .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
7
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(prone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
. ( D17. % ems Hz fo, /Ao, / ss.98F
7S PA9,9- S J A)s %LA�b
ota��OIL
ff„
u
3 C'� w St. G(dk�.11
ti
Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
- Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2 . Term -- Vacancies. The votinaAsha�ll be appointed by the
Mayor for three-year terms with confirmation by the City Council .
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3. Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
r
Section 4. Mission. The mission of the Municipal Audit Committee 7;
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2. Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits .
3 . The City' s accounting and financial reporting policies and
practices.
4 . Adequacy and effectiveness of internal accounting controls.
5. Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors .
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process.
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10 . Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6 . Significant Accounting Policies -- Notification . City
management shall notify the Audit Committee of any of,the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements , the Committee ' s findings , and the Committee' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section B . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical. Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the intearity of an audit is jecpar-
diza- if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice .
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
= c ,
J 7C( O-y
,
Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members .
- Provide for performance audits .
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies. The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council .
To provide continuity, the three-year terms should be staggered .
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3. Quorum -- Rules and Regulations . Three (3 ) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee -
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes , in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials , with respect to:
1 . Annual financial reports prepared by management.
2. Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits .
3. The City' s accounting and financial reporting policies and
practices.
4 . Adequacy and effectiveness of internal accounting controls .
5. Follow through on all recommendations in "management
letters" from independent auditors .
6. Scope of other services performed by the independent auditors .
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement .
8. Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9 . Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10 . Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section. 7 . Reports,. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City's Audit Committee is not
being followed . THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical. Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
Wv`'b-Yl. /2(C.GL.C.n
o^5—v V
d
f Headnote - Summary of Proposed Changes to Resolution No. 91-16
i
- Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members .
- Provide for performance audits .
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s )
at its meetings.
iW�Ovva►wa�
Section 2 . Term -- Vacancies. The voting.,shall be appointed by the
Mayor for three-year terms with confirmation by the City Council .
To provide continuity, the three-year terms should be staggered .
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department , and elected of-
ficials , with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits .
3. The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls .
5 . Follow through on all recommendations in "management
letters" from independent auditors .
6 . Scope of other services performed by the independent auditors.
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process.
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10 . Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application .
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7. Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee' s activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted.
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
' 1
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City ' s Audit Committee is not
being followed . THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice .
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland ; OR 97520
(phone 482-4161 ) .
��
Name of Petitioner Address in Ashland, Oregon
M4 °� r NLR90W' ILs-raITV 1�4, C¢, f64k r1S11LraN0 02 R-4S:za
'07. nAA /-IOH✓L/L. .Y
9 6 ce !f un
calyu X
�l r g3 rly-IrLy S7-
' Headnote - Summary of Proposed Changes to Resolution No. 91-16
a - Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established . There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official (s )
at its meetings. pp
Section 2 . Term -- Vacancies. The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations . Three ( 3 ) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes , in ensuring that audit processes are independent in fact
as well as in appearance, and in facilitating communications on •
financial matters between the Council , the external auditor, and the
staff whose operations are being audited.
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors , Finance Department, and elected of-
ficials , with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits.
3 . The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls .
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors.
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement .
S . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle .
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7. Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
. a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings , and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section B . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16 , which sets forth the ob-
jectives and responsibilities of the City' s Audit Committee is not
being followed . THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
loll 14a-4
el
vwlz l -
�
35v
i/3 P, L
2 - s- W^^ 412L
Headnote - Summary of Proposed Changes to Resolution No. 91-16
e
' - Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits .
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows:
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies. The votingn' shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees .
Audit scopes can be expanded to include performance audits .
3 . The City' s accounting and financial reporting policies and
practices .
4 . Adequacy and effectiveness of internal accounting controls.
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors .
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle .
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section B . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
1
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
(Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City ' s Audit Committee is not
being followed . THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management . Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head . They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice .
If the Council wants discussion of this petition, please con-
tact John W. Nicholson , 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
&. Y A
/I �t..,l/�-QNS..r-e,✓ I'� S.Z WDo DLA 1V D DR ,
M /
L4�6-y`' ,�2 30'l 3 ��.e�e-r✓' V
_13 a-3
S �
Headnote - Summary of Proposed Changes to Resolution No. 91-16
y - ' Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5 ) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings.
Section 2. Term -- Vacancies. The voting sh 11 be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions .
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of -the Municipal 'Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5. Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits .
3. The City ' s accounting and financial reporting policies and
practices.
4 . Adequacy and effectiveness of internal accounting controls .
5. Follow through on all recommendations in "management
letters" from independent auditors.
6 . Scope of other services performed by the independent auditors .
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs ) for audit services
and follow through on all aspects of the RFP process .
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6 . Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports. The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings, and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
i
µ`
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT REACTIVATION OF AUDIT COMMITTEE
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City ' s Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical. Furthermore, audit management must not be delegated
to the City Administrator or any department head. They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson, 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in Ashland, Oregon
SCE. A,
P
v
lI . �J0 /yyr
1� Headnote - Summary of Proposed Changes to Resolution No. 91-16
` - Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5) voting members . The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings. n
Section 2 . Term -- Vacancies . The voting shall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered .
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3 . Quorum -- Rules and Regulations . Three ( 3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee y
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
.mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited._ .
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the ..independent auditors , Finance Department, and elected of-
ficials, with respect .to:
1 . Annual financial reports prepared by management..
2 . Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits .
3 . The City's accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls.
5. Follow through on all recommendations in "management
letters" from independent auditors.
6. Scope of other services performed by the independent auditors .
7. Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process.
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10 . Any other matters relative to the audit or the City 's
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification. City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application. .
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7 . Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall ndt be bind-
ing on the Mayor . or City Council . The Committee shall- also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements. This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings , and the Committee ' s re-
commendations to the Council and Mayor, whether or not those were
adopted .
Section 8 . Compensation. .. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9 . Resolution No. 91-16 is hereby repealed .
CITIZEN PETITION TO CITY COUNCIL - CITY OF ASHLAND, OREGON
SUBJECT - REACTIVATION OF AUDIT COMMITTEE
•
IN FINANCIAL REPORTING, TRUTH IS THE "BE-ALL AND END-ALL"
[Shakespeare] . Council Resolution 91-16, which sets forth the ob-
jectives and responsibilities of the City 's Audit Committee is not
being followed. THE AUDIT COMMITTEE SHOULD BE REACTIVATED.
If an independent Audit Committee does not function or does not
function effectively, the Council must become involved with details
of audit management. Such involvement by the entire governing body
is not practical . Furthermore, audit management must not be delegated
to the City Administrator or any department head . They are the prin-
cipal individuals being audited; the integrity of an audit is jeopar-
dized if auditees have significant roles in audit management.
A proposed revision to Resolution 91-16 is attached. The Coun-
cil is urged to adopt that revision and to have Committee members
appointed . In selecting Committee members, the prime goal should be
to have an Audit Committee that is independent in appearance as well
as in fact of personnel being audited . A second goal should be to
ensure that the Audit Committee will provide the governing body with
the expertise needed to provide sound financial advice.
If the Council wants discussion of this petition, please con-
tact John W. Nicholson , 1575 Greenmeadows Way, Ashland , OR 97520
(phone 482-4161 ) .
Name of Petitioner Address in _Ashland , Oregon
Zf 61 e /mot sk4oy
g lam ,
c 3 9
r-
Headnote - Summary of Proposed Changes to Resolution No. 91-16
- Reduce committee members from 7 to 5.
• - Designate the City Recorder as the non-voting secretary.
- Increase terms of committee members from 1 to 3 years.
- Remove special slots except for a Council member.
- Reduce quorum from 4 to 3 members.
- Provide for performance audits.
- Follow through on management-letter recommendations from auditor.
- Handle all aspects of "requests for audit proposals" .
- Publish a report to the citizens of the community annually.
PROPOSED COUNCIL RESOLUTION No.
(Revising Resolution No. 91-16)
A RESOLUTION CONCERNING THE ESTABLISHMENT, OBJECTIVES, AND
RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE
BE IT RESOLVED by the Mayor and City Council of the City of Ashland,
as follows :
Section 1 . Municipal Audit Committee -- Established. There is
hereby established a Municipal Audit Committee which shall consist
of five (5 ) voting members. The City Recorder shall act as the
secretary of the committee but will not be a voting member. The
Committee may request the presence of any appointive City official(s)
at its meetings. � �
Section 2. Term -- Vacancies. The votingall be appointed by the
Mayor for three-year terms with confirmation by the City Council.
To provide continuity, the three-year terms should be staggered.
The voting members shall include one member of the City Council and
four citizen at large positions.
Section 3 . Quorum -- Rules and Regulations. Three (3) voting mem-
bers of the Committee shall constitute a quorum. At its first meet-
ing each calendar year, the Committee shall elect a chair and a vice
chair, who shall hold office at the pleasure of the Committee. The
Committee shall establish rules for its meetings, and shall meet at
least once during the planning stages of the audit and at such other
times as the Committee deems necessary.
(OVER)
Section 4. Mission. The mission of the Municipal Audit Committee
is to advise and assist the Council in meeting its responsibilities
for the accountability and stewardship of public assets. The Com-
mittee should also advise and assist the Council in audit management
processes, in ensuring that audit processes are independent in fact •
as well as in appearance, and in facilitating communications on
financial matters between the Council , the external auditor, and the
staff whose operations are being audited .
Section 5 . Responsibilities -- Generally. The responsibilities of
the Committee are to establish and maintain continuing communications
with the independent auditors, Finance Department, and elected of-
ficials, with respect to:
1 . Annual financial reports prepared by management.
2. Scope and results of the annual audit and related fees.
Audit scopes can be expanded to include performance audits.
3 . The City' s accounting and financial reporting policies and
practices.
4. Adequacy and effectiveness of internal accounting controls .
5 . Follow through on all recommendations in "management
letters" from independent auditors.
6. Scope of other services performed by the independent auditors .
7 . Evaluating the service of the independent auditors and re-
commending their retention or termination and replacement.
8 . Prepare requests for proposals (RFPs) for audit services
and follow through on all aspects of the RFP process.
9. Evaluate the qualifications of proposing audit firms and make
a recommendation on auditor to be selected to the Council .
10. Any other matters relative to the audit or the City ' s
accounts and its financial affairs that the Committee, at
its own discretion, deems necessary.
Section 6. Significant Accounting Policies -- Notification . City
management shall notify the Audit Committee of any of the following:
1 . The initial adoption of a new accounting principle.
2 . Changes in accounting principles or their application.
3 . Accounting for unusual transactions .
4 . Accounting policies in matters where there is lack of
consensus on the appropriate accounting treatment.
Section 7. Reports . The Committee shall submit copies of its
minutes to the City Council . Reports or recommendations of the Com-
mittee shall be considered advisory in nature and shall not be bind-
ing on the Mayor or City Council . The Committee shall also prepare
a report to the citizens of the community which shall be published
annually with the audited financial statements . This report shall
summarize the Committee ' s activities related to the audited finan-
cial statements, the Committee ' s findings , and the Committee' s re-
commendations to the Council and Mayor, whether or not those were
adopted.
Section 8 . Compensation. The voting members of the Committee shall
receive no compensation for services rendered .
Section 9. Resolution No. 91-16 is hereby repealed .
27 February 95
To: Mayor, City Council, and Planning Commission
From: Brent Thorripson
Re: Infill and affordability. (REVISED)
Before we consider rezoning peripheral areas of the city or annexing any more
land, I believe we must develop an infill program. As a part of this we must take the
lead in Oregon of tying annexations and Urban Growth Boundary expansion to
density. (Please see the draft of the Ashland Anti-Sprawl, Infill, and Property Rights
Enhancement Ordinance.)
The following ordinance modifications might encourage infill and thus discourage
sprawl.
1 . Permit partitions (with conditions) of lots that are substandard in size in certain
close In areas, primarily R-1-5, R-1-7.5, R-2 aand R-3 zones.
For example, if zoning designates 7500 square foot lots and a parent parcel is
14000 square feet, permit 7000 square foot lots with covenants reducing the maximum
permitted improvement coverage equal to the reduction of lot square footage Thus, a
7000 square foot lot would have a maximum permitted coverage of 3250 square feet.
With a 6500 square foot lot the maximum coverage would be 2750 square feet, i.e. a
1000 square foot reduction of both lot size and footprint.
The minimum square footage in an R-1-7.5 zone could be 5000 square feet, but if
someone wanted to go as low as 5000 square feet the coverage could only be 1250
square feet using this formula, i.e. 3750 square feet less 2500 square feet.
In an R-1-5 zone, non-PUD, we could use the same formula. Thus a lot of 4000
square feet would have a maximum permitted coverage of 1500 square feet.
I don't believe that this would have a big impact on the city if we chose close in
areas to permit the partitions of smaller lots, but it would add to our supply of available
building lots.
In doing all this we should require dedications Where feasible for pedestrian
access as a condition of the partition. The goal of this is infill, and if the lots are small
enough, we'll have some affordable lots too because little lots sell for less than big
lots. The coverage could be smaller if someone was to build a second story, solar
access permitting. We would have public hearings of course to work out problems.
The following is a list of some lots with smaller lot sizes than the parent zoning.
The purpose for furnishing this list is to encourage a visit to these sites to see if there is
a place in our land use planning program for some "sub-standard in size" lot partitions.
364 Hargadine 69 x 70 4830 sq ft
8 Beach 48 x 40 1920 sq ft
11 Beach 63 x 69 4347 sq ft
373 Vista 37 x 61 2257 sq It
607 Fairview 50 x 78 3900 sq ft.
180 Harrison 40 x 90 3600 sq ft.
787 Blaine 56 x 75 4356 sq ft
801 Blaine 50 x 75 3920 sq ft
24 Dewey 4340 sq ft.
36 Morton 50 x 80 4000 sq ft.
234 First 50 x 75 3750 sq ft
236 First 3450 sq ft
240 First 3450 sq ft
260 First 2300 sq ft
270 First 25 x 92 2300 sq ft
272 First 50 x 50 2500 sq ft
2. Consider partitions of less that 50 feet across if parking can be accommodated in
the rear through the use of an alley. The area that first comes to mind is Pine St.
(There it would be nice to have a little neighborhood park too.) The point is that our 50
foot minimum widths might not really serve a useful purpose if we want to achieve infill.
3. Encourage neighborhood meetings in areas such as Quiet Village, Oak Knoll, and
Mountain Ranch to determine if the neighbors want to amend their covenants
conditions and restrictions to allow more property rights. Currently the CC&Rs prohibit
things other neighborhoods don't. Also, do the people of these neighborhoods want
pedestrian pathways in certain instances along utility easements or in other areas to
provide short cuts?
Property rights can be added in a number of ways. One way would for associations
to reduce setbacks except for garages to the distances provided for by the new city
ordinance. This will enable residents to add on in the front instead of the back. But do
the neighbors want to prohibit the future conversion of garages to living space unless
an alternative garage is built? Do the neighborhoods want to allow for accessory
dwellings? Ashland has a credit for on-street parking ordinance making the accessory
dwelling unit approval process easier . What restrictions regarding operating low
impact businesses in homes does the association favor continuing? These things
would be up to the homeowners but maybe the Community Development Dept. could
facilitate.
4. Remove the,restriction on the 10 foot distance from driveway aprons before
calculating street frontage for determining credit for on-street parking. (This is on its
way to the
,,Council from the Planning Commission.)
i
5. Permit the conversion of small (5 units or less) apartment complexes to
condominiums. Examine current requirements for such conversions and remove
unnecessary restrictions. I am in favor only of easing the conversion of smaller
apartment complexes and not larger because the smaller complexes offer more
potential for yards.
6. Examine density standards in multl-family zones. Should they be put back to what
they were prior to the affordable housing ordinance of 1990? Should we have density
bonuses for common open areas and for studio apartments less than 500 square feet?
7. The ballot measure to purchase land for affordable housing defeated by the voters
leads us to how we could achieve the same thing with no money. The fact is that
we already do have land that could be used for affordable housing. Why
should we prohibit the construction of owner occuppied affordable
housing above our downtown parking lots? In other words why don't we do
that Instead of buying more land? We should grow upwards and not outwards
anyway to make all forms of transportation work.
Ashland Anti-Sprawl Infill and Property Rights Enhancement Ordinance
(Short name- Ashland Anti-Sprawl Ordinance)
The City of Ashland unless its population density exceeds 3500 people per square
mile shall be considered to have an adequate supply of developable residential and
retail land. Thus, any annexations are prohibited until such density is exceeded.
Likewise, any expansion of the urban growth boundary shall be prohibited unless
the City's population density exceeds 3750 per square mile.
Such standards shall increase by 250 in the year 2000 and every five years
thereafter.
With our inf ill program we will achieve these densities. The purpose of this act
would be to recognize that we must discourage sprawl-growth and encourage infill
growth.
Coopers 8 Lybrand L.L.P. 400 Country Club Road telephone (503) 485.1800
C00 @r5 Post 300 fegelnera
Post Ufflce Box 1800 general (503) 334.4.985
IY
rand I e professbnal services firm Eugene'���9744P1600 tax (503)334'4388
January 11, 1995
Ms. Jill Turner
Director of Finance
City of Ashland
Ashland, Oregon
Dear Ms. Turner
We have applied certain agreed upon procedures as outlined below, to the records of the
Municipal Court department. These procedures, which were agreed to by you, were performed
solely to assist you in evaluating the cash handling procedures involving traffic citations. This
report is intended solely for the information of the Director of Finance and City management and
should not be used by those who did not participate in determining the procedures. However, this
report is.a.matterof public record and its distribution is not limited.
Our specific procedures, resulting findings, and other observations are presented as
follows:
Procedures
1. Obtained an understanding of the current manual procedures for processing traffic
citation transactions.
2. Obtained an understanding of the underlying automated systems that support the
processing of traffic citations.
3. -Identified opportunities for improving the existing cash handling processes to reduce
delays and bottlenecks.
Findin_ess
Accounting Procedures
The documented accounting procedures for the Municipal Court are limited. Existing
procedures focus primarily on the end-of-day process for counting and balancing the cash
receipts. Although this function is significant there are a number of other activities performed by
ing related. These include such things as: handling
the Municipal Court staff that are account
returned checks,sending accounts to collection agencies, requesting distribution of funds to other
agencies, maintaining detailed records on receivable balances and others.
Coopers 8 Lybrand LLP.,a registered limited liability partnership,is a member firm of Coopers 8 Lybrand(International).
Ms. Jill Turner
January 11, 1995
Page 2
The documentation of such procedures is important to provide for the consistent handling
of accounting transactions among the staff. In addition written procedures assist in the training of
personnel when turnover occurs.
We recommend that the Municipal Court staff work with the City's accounting staff to
complete the documentation of procedures as a priority project. The project assistance might
include such things as:
Suggesting a list of specific procedures, including format and content,
Setting the priority for completion,
Reviewing drafts of completed procedures.
Cash Handling Procedures
In general we found a level of improvement in the cash handling procedures currently in
place at the Municipal Court. This finding is based upon our discussions with the office staff and
a very limited review of specific transactions performed by a member of the City's Accounting
Department. Specifically, the following was noted:
Citation information is passed from the Public Safety Department to the
Municipal Court on a daily basis and is supported by the use of a log
detailing the transaction information being sent.
Cash receipts are balanced and deposited in the bank on a daily basis.
A copy of all cash receipts written are maintained in numerical order and are used
in the daily balancing routine.
Monthly filings and transfers of funds to the Oregon Department of Revenue are
current.
We recommend that the City's Finance Director implement a procedure to review the
Municipal Court's cash handling procedures on a periodic basis throughout the year, This review
should consist of inquiries of staff regarding changes to procedures, review of key documents and
reports and testing of detailed transaction information. This type of monitoring control is key to
the continued maintenance of a sound system of internal controls.
Cash Receipt Processing
Currently the Court staff writes a manual receipt for all cash transactions received. The
transaction is then entered into the Court's automated citation tracking system. The system
accumulates the information for daily balancing and monthly reporting. We understand that the
automated system has the capability of printing a cash receipt document from this input, however,
the department does not have the correct printer.
Ms. Jill Turner
January 11, 1995
Page 3
We recommend that the department revise their procedures to print cash receipts through
the automated system and eliminate the preparation of manual receipts. This would eliminate a
processing step for the department's staff and reduce the opportunity for clerical errors affecting-
the daily balancing.
Management Reporting
The management reports currently produced from the department's, recently implemented,
automated court system are limited. A "Statistical Report" is run monthly which shows the
number of citations in backlog from the prior month, new cases filed, cases terminated during the
month and pending cases on the last day of the month. Expansion of the reporting from the
system could assist the department staff in a number of its activities and provide improved
management information and increased operating controls. For example the department currently
depends upon its paper filing system to identify citations for processing on a particular court date.
The automated,system could be used to extract a listing of all such citations using the court date
as a basis for pulling the required documents from the files. In addition, certain reports could be
reconciled on a periodic basis to other sources to confirm the accuracy of the records being
maintained. For example, a listing should be generated from the system of all collection agency
accounts and agreed periodically to the listing received from the agencies. Finally, improved
management reporting from the system would provide addition information to the department's
staff about its activities, the disposition and nature of outstanding citations in backlog.
We recommend that the department design and implement a number of such reports to
improve its management reporting, internal controls and assist in transaction processing.
Examples of these new reports may be:
Listing„of all uncollected accounts sent to the collection agency.
Detailed listing of cases terminated by disposition, e.g. paid, dismissed etc.
Detailed listing of new cases filed by type of offense.
Ms. Jill Turner
January 11, 1995
Page 4
General Ledger Accounting
The current procedure for posting the cash entries to the general ledger requires duplicate
effort. As part of the daily cash balancing process, the department produces a deposit summary
which details the account distribution of moneys received for entry into the City's general ledger.
This summary is entered onto an E-mail message to notify the treasury and accounting
departments of the day's activity. The accounting department then makes an entry into the
accounting records for the day's deposit. The general ledger accounts used are unique to the
activities of the Municipal Court. We also understand that the court staff currently has inquiry
access into the general ledger, however has no responsibility for reconciling its revenue and
related liability accounts.
We recommend that the court staff be allowed access to the general ledger system to
make the daily cash entries. These entries could be reviewed by the City's accounting staff before
actual updating of the general ledger. In addition, we recommend that the court staff reconcile
the account balances in the general ledger for its specific revenues and liabilities throughout the
year to its own detailed records.
Collection Accounts
The detailed citation documentation does not currently show evidence of the judge's
approval for sending an uncollected account to an agency for collection. Currently a notation is
made by the court staff when the documentation is prepared and processed. The initialing of the
detailed documentation by the judge would improve the likelihood that only accounts reviewed
and approved would be sent to the collection agency.
We recommend that at the time the judge reviews an account and determines to send it to
a collection agency that he initial or sign the supporting documentation. In addition, we
recommend that the department clarify its procedures for updating the status of accounts sent to
collection on its automated system. This should include the periodic balancing of total collection
accounts to the confirmation letters received from the collection agency.
Ms. Jill Turner
January 11, 1995
Page 5
District Court Revenue
The Municipal Court staff is not being notified of moneys received from the District
Court. Normally on a monthly basis, moneys are received by the City as part of the sharing of
revenues for certain types of traffic violations processed by the District Court. We understand
that the procedure of receiving the cash had changed such that it has been directly deposited and
recorded by the City's accounting staff. However there has been no notification to the court staff
of the change in procedures or the amounts received since July 1994. This monitoring of these
amounts by the court,staff is important to insure the proper coding of moneys received and
provide any follow-up with the District Court that may be necessary.
We recommend that the court staff incorporate into their normal monthly activities the
inquiry into the appropriate general ledger account to determine that these funds have been
received and.pr9perly posted. Follow-up procedures should be agreed to in coordination with the
City's accounting department.
Other Observations
Although not within the defined scope of our procedures, the following observations are
made to assist the City in the performing further analysis in the areas if determined to be
appropriate:
Data Integrity
Limited testing of the status codes of citations showed a number of inconsistencies with
the detailed documentation. The court's automated system carries a status code for each citation
that identifies the nature of the actions being taken by the court. These codes (26 currently
defined) have been defined by the court staff and should be updated as a citation changes its status
- during the court's processing. The following are a sample of some of the defined codes:
Fine suspended
Payment Plan
New Citation
Dismissed
e
Ms. Jill Turner
January 11, 1995
Page 6
i
Based upon a special extract from the court's automated system some citations were
examined and compared to their detailed documentation. The following types of inconsistencies
were noted:
Citations noted as sent to collections were not on the detailed listing,
Citations noted as on a payment plan were included on the detailed listing from i
the collections agency.
Certain information on the file appeared to be erroneous test data.
A number of"new" citations were not cross referenced to original warrants.
This limited testing suggests that the status of citations carried on the automated system
does not reflect the actual status of a case. This lack of integrity of the detailed data within the
system would affect any management reporting extracted from the system. In addition, it is not
clear that all of the codes currently defined within the system are used and are relevant to the
current operations of the department.
We recommend that a special project be initiated to review and update the automated
system to reflect the true status of individual citations. The project should include the review and
updating of the defined status codes. In addition court procedures should be defined and
documented for updating detailed citation information on an on-going basis. We believe that this
project should be given a high priority for completion. In addition to the benefits of accurate
management reporting, once completed, it would serve as a starting point for the department to
increase reliance on the automated information and eliminate potential work redundancies
involved in maintaining paper files.
Since the above observations are a by-product of the agreed upon procedures, the cost
justification and other aspects of our suggestions have not been fully evaluated; these evaluations
should be made by City management. Therefore, we recognize that, after consideration, certain
suggestions may not be practical to implement.
Ms. Jill Turner
January 11, 1995
Page 7
We appreciate the cooperation we have received from City personnel in connection with
developing these findings.
We further appreciate this opportunity to have been of service to you and the City.
Should you have any question about our recommendations, this letter or other matters, please
contact us at your convenience.
Very truly yours,
�a� IL ly d't�k ay obi°
e
ORDINANCE NO.
AN ORDINANCE AMENDING THE ASHLAND MUNICIPAL CODE,
LAND USE ORDINANCE, MODIFYING FRONT YARD SETBACKS IN
THE R-1 DISTRICT AND ENCOURAGING PORCHES.
ANNOTATED TO SHOW DELETIONS AND ADDITIONS. DELETIONS ARE AND
ADDITIONS ARE
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Section 18.20.040.D. of the Ashland Municipal Code, Land Use Ordinance is
replaced in its entirety as follows:
D. Standard Yazd Requirements: Front yazds 2l a�a rt rriuin 4f, twen -2A)
feet &7CC ESs jam/ trtli �+C .S�sl,� iY!
..f .J%/. J..q.�'•' FN..��ii:��'.:„Y�%:�<f�'iii..(:�$)�/,�':�:/.Y:FL??�: Y.t:`.va.."n.'.ud. ?%6' :..:'/93"0:':�''<
' ; side yazds, six � feet; the side yard of a corner lot abutting a public
street shall have a ten (�9) foot setback; rear yazd, ten (�8) feet plus ten (i8)
feet for each story in excess of one (1) story. In addition, the setbacks must
comply with Chapter 18.70 which provides for Solar Access."
SECTION 2. Section 18.88.070.A. of the Ashland Municipal Code, Land Use Ordinance is
replaced in its entirety as follows:
"A. Front yard setbacks
NINE"shag have a mifdmem sethaek ef 20 feet, emeept f4eng alleys.
The foregoing ordinance was first READ on the day of ,
1995, and duly PASSED and ADOPTED this day of ' 1995.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of , 1995.
Catherine M. Golden, Mayor ,
03/06/95 16:27 V503 770 4444 CITY OF MEDFORD --- CITY HALL—ADMIN. 2001
0 GON
.
OFFICE OF THE MAYOR CITY OF MEDFORD
1 ELLPHONE(503)710132 411 WEST 8TH STREET 11�
FAX: (503)770-044 MEDFORD, OREGON 97501 W0 .'s NVU C.".
A1.2A, ITALY
March 6, 1995
Cathie Golden, Mayor
City of Ashland
20 E. Main Street
Ashland, OR 97520
Dear Cathie:
It has come to our attention that the City of Ashland is considering an ordinance which would
lengthen the amount of time allowed to its residents to conduct open outdoor burning. This
concerns me and the Medford City Council and we agreed at our last meeting that I would write
you expressing this concern.
As you know, on March 28th the Rogue Valley celebrated three years with no violations of
particulate emissions standards. One ofthe contributing factors in particulate emissions is open
outdoor burning. The citizens of Medford have lived without May open outdoor burning except
for cooking for the past fifteen years. By virtue of this fitteen year experience we have found that
open outdoor burning is not a necessity. We urge you to take this into consideration whcn you
deliberate on whether or not W libe,aliLc your ordinance.
We believe that we should be looking at reducing the amount of open burning in our delicate
airshed rather than increasing it and respectfully ask you to consider this when deliberating on the
ordinance currently before you.
If you have any further questions about this matter, h would be happy to discuss them with you.
Sincerely,
/ ayor,�
c: Medford City Council
ASHLAND PARKS AND RECREATION COMMISSION
340 SO.PIONEER STREET ASHLAND,OREGON 97520
PARK COMMISSIONERS: •"•• ^. KENNETH J.MICKELSEN
O� �N`°'• Dimlor
PATRICIA ADAMS
ALLEN A.ALSING -
BOB BENNETT -
TERI COPPEDGE --_g ; TEL:(503)48&5340
LAURIE MaCGRAW - FAX:(503)488.5314
. ••,o4E0oa.'•
MEMORANDUM
To: Honorable Mayor and City Council Members
From: Ashland Parks and Recreation Commission
Date: February 16, 1995
Subject: Request the formation of a Local Improvement District (LID) for the parking
lot at Oak Knoll Golf Course
The Ashland Parks and Recreation Commission is requesting that the City Council form a
LID to complete the parking lot at the Oak Knoll Golf Facility. The estimated cost for the
parking lot is $39,000 and the debt service will be paid from golf course revenues. Under
the City Municipal Code, if there is only one property owner involved In forming a LID, it
does not require a public hearing. The only property owner involved is the City of
Ashland.
4
RESOLUTION NO. 95-
A RESOLUTION OF INTENTION TO PROVIDE FOR IMPROVEMENTS
TO THE OAK KNOLL GOLF COURSE PARKING LOT, AUTHORIZING
AND ORDERING THE LOCAL IMPROVEMENTS; ASSESSING THE
COST AGAINST THE PROPERTY TO BE BENEFITTED AND
CREATING THE OAK KNOLL GOLF COURSE PARKING LOT LOCAL
IMPROVEMENT DISTRICT.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. It is the intention of the Council to make improvements to the Oak Knoll
Golf Course parking lot. Such improvements, will be in accordance with costs
estimated to be $39,000, of which all will be paid by special assessment on the Oak
Knoll Golf Course.
SECTION 2. The local improvement district shall consist solely of the Oak Knoll Golf
Course.
SECTION 3. Since all of the owners of the property to be benefited and assessed
requested such improvement, the council has the authority pursuant to AMC
§ 13.20.020 to initiate and construct the local improvement without publishing or
mailing notice to the owners of the affected property and without holding a public
hearing regarding the proposed local improvement.
SECTION 4. A local improvement district is created and shall consist of all the
property known as the Oak Knoll Golf Course. The district shall be called the Oak
Knoll Golf Course Parking Lot Local Improvement District.
This resolution was read by title only in accordance with Ashland Municipal Code
§2.04.090 duly PASSED and ADOPTED this day of 1995.
Barbara M. Christensen, City Recorder
SIGNED and APPROVED this day of 1995.
Catherine M. Golden, Mayor
Re wed as to form:
Paul Nolte, City Attorney
W:orftol ldl.rwl
1
I
Ecological Landscaping
P g Consulting
RICKSite Planrii� • permaculture
R K LANDT ,. _,-.��..-
Environmental Plonner - .'
Ashland City Councilors
20 East Main Street
Ashland, Oregon 97520
March 6, 1995
Dear City Councilors,
Every year, there are a few issues that come before the City Council that have long
range, City wide significance. Youthworks proposal to develop City owned land that
currently is perceived to be part of Garfield Park, is, in my opinion, one of these
issues.
i
Because it has a long term life, it is crucial that the City and its citizens carefully
scrutinize all transactions that in effect, relinquish title or control of City proper
that may have future value to the City. In general, I believe it best to err on he side
of holding on to City property. Vacating most of Sheridan Street, while open space
in the area is virtually non-existent, and vacating the alley at the top of Coolidge,
necesitating a two block longer walk or bicycle ride from downtown to the hospital,
mandates t ansport on modes, are examples o the City giving up property that in retrospect unwise.
In the Garfield Park instance, the City is being asked to give up not only a playing I
field (has the YMCA and high school athletic department been notified that this
centrally located field, currently used for practices, may soon be gone?) and a green
space portion of the park, but also City owned land adjacent to the Civic Center. I
If land had been available downtown, the Civic Center would likely have been built `
downtown, but no land was available. Last years controversy over moving public
works and planning departments to the Civic Center site stemmed from lack of
space downtown for expansion.
I
Governments, for better or worse, grow over time. It would have been great if land
had been set aside 75 years ago downtown for future City office expansion so that all
City offices could be in one location. Now we have an opportunity to at least save
City land around the second City services location for future expansion, and in the
mean time, we would have a more reasonably sized park with an enhanced ratio of
March 6, 1995•Garfield Park(Youthworks Issue E
1 i
P.O. Box 874 • Achlnnrl n----- E
active playground to green space. If I am wrong about the City's future space needs,
we still would have an intact park space.
It is my understanding that the City has only a ten year projection of its space needs.
Once Youthworks has possession of the property, whether owned or leased, it would
be difficult and painful for the City to reclaim it, even if future City sace needs
require additional property after ten years. p
There will always be organizations doing important work like Youthworks,
deserving of City support. It makes sense to support them in every reasonable way.
It does not appear reasonable to me to give up City property adjacent to other City
buildings, thus requiring future expansion, when the current site is built up, to be
developed at a third location, fragmenting services.
I urge the City Council to assist Youthworks to the fullest extent possible in finding
another site that does not diminish a City park in the short run, nor preclude logical
City expansion in the long run. I would be more than willing to support that effort
in any way that I can.
Sincerely,
Rick Landt
i
I
{
March 6, 1995•Garfield ParkNouthworks Issue
2
Ecological Landscaping • Consulting i2�A = Site Planning Permaculture it
RICK LANDT --`_---_�---------
Environmental Planner
Ashland City Councilors
20 East Main Street
Ashland, Oregon 97520
March 6, 1995
Dear City Councilors,
Every year, there are a few issues that come before the City Council that have long
range, City wide significance. Youthworks proposal to develop City owned land that
currently is perceived to be part of Garfield Park, is, in my opinion, one of these
issues.
Because it has a long term life, it is crucial that the City and its citizens carefully
scrutinize all transactions that in effect, relinquish title or control of City property
that may have future value to the City. In general, I believe it best to err on the side
of holding onto City property. Vacating most of Sheridan Street, while open space
in the area is virtually non-existent, and vacating the alley at the top of Coolidge,
necesitating a two block longer walk or bicycle ride from downtown to the hospital,
while the Comprehensive Plan mandates enhancement of non-vehicular
transportation modes, are examples of the City giving up property that in retrospect
seems unwise.
In the Garfield Park instance, the City is being asked to give up not only a playing
field (has the YMCA and high school athletic department been notified that this
centrally located field, currently used for practices, may soon be gone?) and a green
space portion of the park, but also City owned land adjacent to the Civic Center.
If land had been available downtown, the Civic Center would likely have been built
downtown, but no land was available. Last years controversy over moving public
works and planning departments to the Civic Center site stemmed from lack of
space downtown for expansion.
Governments, for better or worse, grow over time. It would have been great if land
had been set aside 75 years ago downtown for future City office expansion so that all
City offices could be in one location. Now we have an opportunity to at least save
City land around the second City services location for future expansion, and in the
mean time, we would have a more reasonably sized park with an enhanced ratio of
March 6, 1995•Garfield Park/Youthworks Issue 1
P.O. Box 874 • Ashland, Oregon 97520 • (503) 488-0311 • Landscape Contractor's License#5812
active playground to green space. If I am wrong about the City's future space needs,
we still would have an intact park space.
It is my understanding that the City has only a ten year projection of its space needs.
Once Youthworks has possession of the property, whether owned or leased, it would
be difficult and painful for the City to reclaim it, even if future City space needs
require additional property after ten years.
There will always be organizations doing important work like Youthworks,
deserving of City support. It makes sense to support them in every reasonable way.
It does not appear reasonable to me to give up City property adjacent to other City
buildings, thus requiring future expansion, when the current site is built up, to be
developed at a third location, fragmenting services.
I urge the City Council to assist Youthworks to the fullest extent possible in finding
another site that does not diminish a City park in the short run, nor preclude logical
City expansion in the long run. I would be more than willing to support that effort
in any way that I can.
Sincerely,
Rick Landt
March 6, 1995•Garfield Park/Youthworks Issue 2
v
March 3, 1995
City Council Members
Ashland, Oregon
Dear Council Members :
I am writing you in regard to the proposed Youth Resources Center
at Garfield Park.
As a resident of the Garfield Park area I am concerned that a
decision to take open space from the park and neighborhood for the
youth center would have a adverse effect on the neighborhood and the
park usage . The 1/2 acre area of the proposed building is an
important and valuable part of the park design and usage . It provides
an area for active sports such as soccer, frisbee, football , baseball ,
and kite flying, it is used for picnicing for families who use other
areas of the park, and it provides a much needed visual relief from
the very high density of the area . It is used by a cross section of
ages, adults use it as well as young children. I personally use this
area with my 8 year old daughter and witness it ' s use continually.
One only needs to drive by on any comfortable afternoon to see and
understand the parks popularity.
I understand that a need for a Youth Center in Ashland exists . If
the Council feels the need to support this project by offering city
owned land perhaps it can look at other city—onwed land. Lets not
take open space—parkland already developed and utilized heavily. I do
not believe it is in the best interest of the neighborhood or the
community to locate the youth center in Garfield Park. Let us be
creative in finding a solution without taking away a significant
community resource .
Sincerely,
V�� -�'I%1/I 4�
Eric Setterberg
101 Garfield St .
Ashland
WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND CITY COUNCIL PASS A
RESOLUTION TO DEDICATE ITS PROPERTY ON THE SOUTHEAST CORNER OF
GARFIELD AND EAST MAIN ( 391 E IOBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
Q
```�'•� -Q,�,�'2_-- /Ci° O�Z.w-� :��,7� i!�-,�; Wit)
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J
;
-- J
lz-
. Ali
A&:4
�. -, •,�i �:" �L- :" ',2� � vZG- � , ; 'lit«,5 " a. � 'Y�s-�
WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND CITY COUNCIL PASS A
RESOLUTION TO DEDICATE ITS PROPERTY ON THE SOUTHEAST CORNER OF
GARFIELD AND EAST MAIN ( 391 E 1OBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK .
NAME ADDRESS
de
-f 0440-97L,r—� Z ci i aw
w 355
CIO C11-4 r �
n
0/'
I K Vi�h `1� ,5 Lam- s
epcuz�u�L L37 Z. (Cv,� AStilc.�
w lam, LtrJ rlis �Z,
w � .; :: �_
WE, THE UNDERSIGNEDy''-REQUEST THAT THE ASHLAND CITY ''COUNCIL PASS 1A
RESOLUTION TO DEDICATE. ITS PROPERTY ON THE SOUTHEAST •CORNER OF
GARFIELD AND EAST MAIN (391 .E-10BC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
s 14,
t!� Clouv � � 1gc� r�
- (03
b
WE' ,-THE, UNDERSIGNKD,.:REQUEST, THAT THE.%ASHLAND CITY COUNCIL'rPASS. A
RESOLUTIOW:TO DEDICATE-JTS PROPERTY ON THE.:SOUTHEAST qORNER. OF.g
GARFIELD .AND EAST MAIN t;.('391 'E 10BC) TO ;THE.:ASHLAND PARKS.,AND .-
RECREATION DEPARTMENT: T.HE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OFGARFIELD PARK, . SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
Omen 103 /4,4 '5'/
02-
(-:74RrI6�� ST
C I T Y O F A S H L A N D C I T Y H A L L
( � ASHLAND,OREGON 97520
telephone(code 503)4823211
March 1, 1995
Ms. Beatrice Newby
149 Alameda Drive
Ashland, Oregon 97520
Dear Ms. Newby:
Mr. Almquist passed your letter to me for a response. I am not aware of how long you have
lived in Quiet Village, but I will pass some history to you based on our records.
Your home is located in the Old Helman Ranch Subdivision which was approved in 1981. The
developers were required to "plant trees on the northern portion of lots 1-6 on Alameda Drive
to screen the lots from the City's Sewage Treatment Plant." I am attaching a letter, from then
Associate Planner Dick Wanderscheid, on that issue.
The City of Ashland did address the issue at the time of approval of the subdivision. Since I
was hired by Ashland in December 1987, this preceded my time.
The "tank you mention in your letter to Mr. Almquist was constructed in 1976, prior to the
approval of the subdivision that your home is located within. The original sewage treatment
plant was built in 1936 and several of the original facilities still exist.
The City of Ashland dealt with the issue in 1981. The screening of your property is not the
responsibility of the City of Ashland.
Sincerely your ,
Steven M. H 1, P.E.
Public Works Director
cc: Brian Almquist, City Administrator
Mayor and City Council
Dennis Barnts, Watereality Superintendent
Dick Marshall, Wastewater Plant Supervisor
Enc: Wanderscheid letter 1/12/81
Enc w/cc: Newby letter
(c:tccweAnewby2.hr)
CITY OF ASHLAND ;. CITY HALL ;
ASHLAND,OREGON 97570 - -
. .. = leIephme (Code 503)47-3711
o
January 12, . 1981 '..,
Mr. Hal Munson
86 Monterey Drive
Medford, OR 97501 -
Mr. Thomas Whittle
3150 Crater Lake Ave.
Medford, OR 97501
Dear Hal and Tom:
As part of the approval of Subdivision #77-13, you were required to
plant trees on the northern portion of lots 1-6 on Almeda Drive to
screen the lots from the City's Sewage Treatment Plant. In the record
of the subdivision request are .letters from both applicants agreeing--
not only to install the trees but maintain them until "home buyers take
possession of the new homes built on the above itemized lots." Twenty-
five Deodora Cedar trees were planted but all have died due to lack of
maintenance. It is still your responsibility to insure that the con-
ditions requiring the screening trees is complied with. It would be
my suggestion that you consult a landscape expert to obtain trees
which are more drought resistant and would be able to survive under
natural circumstances. This letter is to inform you that you should
take whatever action is necessary to comply with this required condi-
tion. Failure to do this could result in building permits not being
issued for subject lots or a fine for violation of the City's Land Use
Ordinance or both. Please contact me if you have any questions concern-
ing this request.
r
rely,
Si 1a���
Dick Wanderscheid
Associate Planner
DW:ab
cc: Al Alsing, Jim Olson
enc:
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INS
Brian Almquist, Ashland City Manager
I write this letter in as kind a tone as possible .
It is about the Ashland Waste Water problem.
There are several alternatives if you find you are
NOT capable in solving the Waste-water problem.
At the very least:
Plant trees that screen off the hideous tank
which has been scheduled many times to be emptied
and cleaned out.You would not want it to be in your
back yard . Jurely there are enough funds for such
a simple camouflage and men on hand to do the job.
THe tank whether active or not needs at least that .
Other alternatives :
1 .Admit your incapability and resign so that someone
else can do it.
Cr
2 . Forfeit your salary until the WW problem has been
solved . It. makes for a real incentive and the funds
will then be available .
or
3 . Help us in the condemnation of all properties ad-
versely affected in this area for just compensation
by the City of Ashland , freeing us to move to more
healthfully suitable surroundings .
James F. Moore Jr.
1217 Park St.
Ashland, OR 97520
Ph: (503) 482-8151
An Open Letter to the City Council
Mar. 3, 1995
For some time now I have followed the struggle to make a decision regarding
the methodology for a new City Sewage system. I was present at the DEQ
presentation and attended several Council meetings. It would seem that we are in
need of some basic decisions regarding what directions to take.
In my opinion if there is any approximation between the Medford alternative and
any of the other alternatives in the way of cost we should start the process by eliminat-
ing the Medford alternative. This alternative, while attractive as an engineering given,
allows us no further say in controlling our own destiny. It would appear that
Medford would like to have our additional sewage and will say anything to obtain it.
But I have seen no figures regarding what annual fees would be. Nor is there any
apparent discussion regarding future fee increases. What promises do we have that at
some future date DEQ will not decide that the Medford plant is discharging various
chemicals at an unacceptable rate? All of these factors will be beyond our control.
Ashland has always been noted as a city that is innovative and takes pride in
it's environmental status. Please continue the decision making process with the same
attitude as in the past. We are Ashland and we are different!
Sincerely,
James F . Moore Jr.
r�
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TO: City Council Persons
FROM: Cate Hartzell
DATE: March 3 , 1995
re: Agenda Item for March 7, 1995 City Council Meeting
I am requesting that an item be added to the agenda of this
meeting:
Request for Council to dedicate City property 391 E 1OBC (corner of
East Main and Garfield Streets) to Parks and Recreation Department.
I am requesting that it be a separate item so as to separate it
from the discussion of the Youth Resources Center. They are
basically giving Council another option for the parcel in
discussion.
Neighbors have really felt strongly that this about land use, not
the center, and in collecting signatures, have attempted to be
positive in their advocacy rather than to be brought in as NIMBY
neighbors. The request for dedication addresses the use of the land
more broadly than just this particular request, though it was the
request that precipitated the actions.
I am unclear as to whether the Parks Commission has dealt with the
fact that their recommendation, (since suspended) , for use of the
land by Youthworks conflicts directly with their request from
Council in the last two years to have the land dedicated to the
Parks Department.
Cate Hartzell
881 East Main Street
Ashland, Oregon
City Council
Ashland, Oregon
March 2, 1995
Council person,
I respectfully request that the Council consider taking necessary
steps to dedicate the city-owned parcel of land on the southwest
corner of Garfield and East Main Streets to the Parks and
Recreation Department in recognition of its importance to Garfield
Park. I do so for the following reasons.
1. The parcel is financially valuable in its present use. The
Parks and Recreation Department invested considerable labor and
$235,000 in materials in the development of the park. The residents
passed a levy to acquire open space and just recently purchased
land on Strawberry Lane for this purpose. For the City and the
Parks Department to place a priority on buying land above the city
while considering plowing up an area that has proven itself
valuable as open space within the well-used pathways in town is
ludicrous! This is not just open space, it has had improvements
made on it.
2. The parcel is socially valuable in its present use. Beyond the
financial investment, citizens have invested in this park through
their consistent use. It was a very important addition to the area,
and with the development of the neighborhoods to the north,
(Fordyce, Wightman, etc. ) , it became even more so. East Main is my
route to the south end of town and the Middle School , so I have
ample opportunity to witness its use. I assure you that it is a
park that receives consistent use, not only seasonally but
throughout each day.
The City's Planning Director has stated that the heavy use at
Garfield seems to have taken off the pressure of use at Lithia Park
by residents, especially the use of the water play area. The amount
of grassy area at the site is important because of the nature of
use it invites. It's not uncommon to see several types of "field
sports" happening on the grass simultaneously.
As you may be aware, the neighborhood has a high density of housing
units, much of which is low-income. The park provides an
alternative to the shared, small yards that exist in the apartments
on Garfield Street and in SOSC family housing. It also provides an
area for socializing between children, youth and parents. I would
bet that it has substituted for many hours of TV watching. Low-
income families have a very short line in their budget for
recreation.
My 13 year old son visits the park with friends to use the
skateboard area and my 8 year old son enjoys the equipment and
plays soccer and football in the grassy area. Last summer I
appreciated the proximity of the water play area for quick cooling
time in the midst of hot, busy days . College-age people use the
volleyball courts. Birthday parties are held there. It took awhile
for dog owners to realize that the park is off-limits to dogs, so
for a while, we had more older people coming to exercise dogs. This
park has succeeded in becoming a good neighborhood park.
I have attached a list of people who support the Council taking
action to dedicate the City's corner to the Park. I regret that my
schedule allowed me only 45 minutes to talk to people at the Park
with petition in hand. I was surprised that families who were there
that day came from beyond the neighborhood and town.
Because of my position on the Budget Committee and my inability to
get clear information from Mr. Groveman, I have chosen to move
beyond the Youth Center issue and focus on this request. Most
people I spoke with were surprised that the corner parcel had been
left off the park. Now that the fire station isn't going there, I
ask that the Council look beyond the distinction between the "City"
and the "Parks Department, " and officially recognize what the
citizens already assume: that this parcel is part of the park!
Specific to the Youthworks project, I have the following comments:
A. I cannot accept that Ashland is so impoverished of land and
goodwill that we must take a park that's being used by a diversity
of children and youth, (many from low-income families) , in order to
give to another group of youth. I think its terrible modeling for
those youth working in the Youthworks process.
B. After reading material from Youthworks and talking with Mr.
Groveman, I am still unclear as to what's being planned. He has
mentioned a theater, a gym, counseling rooms, and I have heard
quotes of from 4,000-10,000 square feet.
C. I don't believe that Youthworks has sufficiently researched
viable site opportunities in town. For example, at a neighborhood
meeting on February 13 , Mr. Groveman promised the audience that he
would contact SDSC regarding its properties. I reached Mr. Reno
today and he had not been contacted; perhaps Mr. Groveman contacted
someone else.
C. I am supportive of a teen/youth center. I believe, however
that the target families and more of the community could be better
involved in the planning process.
D. I support providing places for youth to spend time that are
not distanced from the rest of our community, but I believe that
bringing to Garfield Park a facility that attracts a high
concentration of teenagers will upset the balance already happening
P
there. I draw your attention to the fact that most of the
playground equipment is geared to younger children and that some
older children from neighboring apartments go there alone.
The Parks Commission requested this parcel from the City at the
time the Park was built. They have withdrawn their recommendation
to the Council that the parcel be used by Youthworks until they
investigate further. What they will hear from neighbors is
demonstrated by the petitions circulated in the park and
neighborhood. Almost every individual supports the Center, but the
proposal by Youthworks to build at Garfield makes no sense to them.
I appreciate the time that you will give to this issue.
eak Q
Cate Hartzell
WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND. CITY COUNCIL PASS A,
RESOLUTION TO DEDICATE ITS PROPERTY ON THE SOUTHEAST CORNER OF
GARFIELD AND EAST MAIN ( 391 E IOBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE- NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
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Linda Redding 31
Garfield St
Ashland, OR 97520
Ashland City Council March 3 , 1995
20 East Main Street
Ashland, OR 97520
Dear Council Members :
I realize the need our city has for a new teen center. We
must find a place for our children away from Lithia Park and
the down-town area. Can ' t we find somewhere to put a center
that doesn' t cost us such a valuable asset as all that
beautiful , and constantly used, space on the corner of
Garfield and East Main?
I don ' t mind having a teen center in my neighborhood, I just
hate the idea that we have to lose so much to gain something
we aren ' t sure of .
Steve Groveman (Youth Works Director ) and I have discussed
this problem at length. We both think the piece of property
that was scheduled for the sub station, the corner property
bordering on the tracks and East Main being used for storage ,
is satisfactory. By establishing a teen/community resource
center there , the teens can use the whole park area for their
activities and the parking area next to the civic center can
be used also. If city property must be sacrificed make it
storage area not park used area.
Please consider these ideas before addressing this issue at
the March 7th City Council meeting.
Respectf y submitted,
Linda Reddr g
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WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND CITY COUNCIL PASS A
RESOLUTION TO DEDICATE ITS PROPERTY ON THE SOUTHEAST CORNER OF
GARFIELD AND EAST MAIN ( 391 E IOBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
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WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND CITY COUNCIL PASS A
RESOLUTION TO DEDICATE ITS PROPERTY ON THE SOUTHEAST-- CORNER OF
GARFIELD AND EAST MAIN ( 391 E 1OBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK .
NAME ADDRESS
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WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND CITY COUNCIL PASS A
RESOLUTION TO DEDICATE . ITS PROPERTY ON THE SOUTHEAST CORNER OF
GARFIELD AND EAST MAIN ( 391 E 1OBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
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WE, THE UNDERSIGNED, REQUEST THAT THE ASHLAND CITY COUNCIL, PASS A
RESOLUTION TO DEDICATE ITS PROPERTY ON THE SOUTHEAST CORNER OF
GARFIELD AND EAST MAIN ( 391 E IOBC) TO THE ASHLAND PARKS AND
RECREATION DEPARTMENT. THE PROPERTY IS HEAVILY USED BY CITIZENS AS
PART OF GARFIELD PARK, SUBSTANTIATING THE NEED FOR IT TO BE
FORMALLY TRANSFERRED INTO THE PARK.
NAME ADDRESS
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OREGO March 2, 1995
�t1II: Mayor and City Council
(19 ry I: Airport Commission
p$-JAbj9CI. Hangar Lease Lottery
ACTION REQUESTED
City Council agree to delay the process approved for a lottery to select individuals to construct 3 hangars at the
Ashland Municipal Airport.
BACKGROUND
See attached memorandum dated 12/14/94.
At the Council Meeting of 0/95, Council approved the request fiom the memorandum with the addition of fire
protection requested by Keith Woodley.
Because of the cost of the sprinkler system for the hangars, the Airport Commission wishes to explore options
with Keith. The Commission believes that the cost of a sprinkler system may result in no interest for the
proposed lottery for the three sites approved by the Council.
Keith has been invited to our April meeting to explore options. After those discussions, the Airport Commission
will return with a recommendation to the Council.
cc: Pam Barlow, Administrative Assistant
Airport Commission
Keith Woodley, Fire Chief
Enc: Hall memo 12/14/94
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+`oFeASh c l� E 1n Q r tt n 14 n m
REG��,�' December 14, 1994
Brian Almquist, City Administrator A rom Steven Hall, Public Works DirectoAirport Hanger Land Lease
ACTION REQUESTED
City Council approve:
1. Addition of three(3)T-hangar sites(A, B and C)to Airport Layout Plan contained in the adopted
Airport Master Plan as shown on attached Exhibit A. Hangar A will be approximately 50 feet by
50 feet and Hangars B and C will be approximately 42.5 feet by 39 feet.
2. Authorize Airport Commission to conduct a lottery to award leases as per the previous lottery
conducted for hangars on Exhibit "A" titled "existing leases".
3. Authorize City Administrator to negotiate leases for three hangar sites and the Mayor to sign the
leases.
BACKGROUND .
The Engineering Division has measured the proposed sites to verify that adequate land is available for the
proposed land lease areas.
The six existing hangars shown on Exhibit "A" were constructed by individuals who were selected through a
lottery process. An advertisement was placed in the local newspapers. Each individual wishing to have their
name placed in the lottery was required to post a$2,000 refundable deposit with the City to be eligible for the
lottery drawing. A proposed lease agreement was given to each individual wishing to be placed on the eligibility
list. An agreement was then negotiated with the six successful individuals which were in substantial conformance
with the proposed agreement Paul Nolte reviewed and approved the lottery process and prepared the aggeements
for the individual leases.
The Airport Commission has directed staff to evaluate the land lease amount and to require the successful
individuals to agree to paving the area and construct the storm drain system as shown on Exhibit "A". In
addition,the Commission is requiring each hangar to provide apaved parking area for oneautomobile.
In summary, the proposed lease requires the successful individuals to sign an agreement similar to the attached
agreement and pay the City a monthly land lease. The standards for constructing hangars will be established by
the Airport Commission. Hangars shall become the property of the City after the issuance of an occupancy
permit by the City of Ashland Building Department. In turn, the individual does not pay a "T-hangar lease" for
20 years, allowing for a partial amortization of the cost for construction of the hangar. The lease contains an
annual inflation factor based on the Consumer Price Index as do all other leases.
Staff recommends approval of the Airport Commission proposal.
cc: Pam Barlow, Administrative Assistant
Airport Commission
Enc: Exhibit "A"
Previous land lease
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