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HomeMy WebLinkAbout2012-0117 Council Mtg PACKET 1 CITY OF ASHLAND Important. Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit wrinen comments to the Council on any item on the Agenda,unless it is the subject of a public hearing and the record is closed. Time permining,the Presiding Officer may allow oral testimony. If you wish to speak,please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you,if any. The time granted will be dependent in some extent on the nature of the item under discussion,the number of people who wish to speak,and the length of the agenda AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 17, 2012 Council Chambers 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 7:00 p.m. Regular Meeting I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE 111. ROLL CALL IV, MAYOR'S ANNOUNCEMENTS V. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? [5 minutes] 1. Executive Session of January 3, 2012 2. Regular Meeting of January 3, 2012 VI. SPECIAL PRESENTATIONS & AWARDS 1. Proclamation of January 26 as Peace House Appreciation Day [5 Minutes] 2. Proclamation of January 16 as Universal Right to Education Day [5 Minutes] VII. CONSENT AGENDA [5 minutes] 1. Will Council approve the minutes of the Boards, Commissions, and Committees? 2. Does Council wish to approve a Liquor License Application from Steve Hoxmeier dba IDA's at 475 A Street? 3. Will Council, acting as the Local Contracts Review Board, approve an exemption from the competitive bid process to directly award a contract to Dennis Bleser of Bleser Construction to provide professional installation of playground equipment in Lithia Park? CUIINCII '\111�1INICiS ARE RROADC. 1ST LIVE ON CI IAA\1SL 9 VISI I f I If" CI Y (A ASIILAND'S WEB SI 11, 1ND.01U VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council fAMC §2.04.050)) 1. Will Council approve criteria for selection of the new City Administrator? [5 Minutes] IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS None XI. NEW AND MISCELLANEOUS BUSINESS 1 . Does the City Council have any questions with respect to the Community Development Department's actions targeted at addressing the Council Goal to improve the Clarity, Responsiveness and Certainty of the Development Review Process? [30 Minutes] XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Will Council approve a resolution titled, "A Resolution Establishing a Streetside Memorial Marker Program"? [15 Minutes] 2. Will Council approve First Reading of an ordinance titled, "An Ordinance Amending AMC 14.08.030 Connection - Outside City, Inside Urban Growth Boundary and Adding AMC 14.09.020 Sewer Lateral Ownership" and move the ordinance on to Second Reading? 115 Minutes] 3. Will Council approve a resolution titled, "A Resolution Establishing a Reward Fund for Information Resulting in the Apprehension and Conviction of Persons Responsible for the Murder of David Michael Grubbs"? 110 Minutes] XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002(TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title I). c 01_'NCII, %1l_FI IN6S ARF IIKOADCAS'l I.IVIiON CHt\NNI=:1. 9 VISI 1* f 1II.: CI'I Y OF ASI II AND'ti 111.1=13 SI 1 I_ A I \\")\V,ASI ILANDl OR1 S AJHLANU U17 CUUNCIL MLL I INtf January 3, 2012 Page I of 4 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 3,2012 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Slattery, Morris, Lemhouse, Voisin, Silbiger, and Chapman were present. STATE OF THE CITY ADDRESS BY MAYOR STROMBERG —Please seepage 4 for complete speech— Mayor Stromberg presented the State of the City address with the thesis that Ashland was moving from a "Let the City do it" model to an "All Hands Turn to Self-sufficiency" model of communication where the network of personal connections was key. Seven challenges and opportunities the City will face in 2012 were: 1. Water Plan 2. Urban Renewal 3. Recology Rate Increase Request 4. Aftermath of the Michael Grubbs murder 5. Capital Improvement Plan 6. Homelessness in general and behavior issues in the Plaza 7. Transportation System Plan and projects Versus the context and changes of hiring a new City Administrator, 2012 being an Election Year and community leadership changes. Other challenges and opportunities were: • Self Insure • Waste Water • Storm Water • Biennial Budget • Fire Station No. 2 • Police Station Remodel He listed some of the difficult decisions Council made in 2011 then described how the City and the community organized themselves to deal with community issues and decisions. ELECTION OF COUNCIL CHAIR Councilor Silbiger and Voisin voiced their interest and desire in becoming Council Chair. Councilor Lemhouse/Slattery m/s to appoint Councilor Voisin as Council Chair. Voice Vote: Councilor Slattery, Lemhouse, -Voisin, and Silbiger, YES; Councilor Morris and Chapman, NO. Motion passed 4-2. MAYOR'S ANNOUNCEMENTS—(None) AJ'HLANU C:17'Y CUUNUIL MLL77NU January 3, 2012 Page 2 of 4 SHOULD ]'HE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? The minutes of the Executive Session of December 20, 2011 and Regular Meeting of December 20, 2011 were approved as presented. SPECIAL PRESENTATIONS & AWARDS .The Mayor's proclamation regarding January 7, 2012 as Christmas Tree Recycle Day in Ashland was read aloud. Fire Chief John Kams gave a presentation on the City's efforts towards emergency preparedness and 72-hour Emergency Response kits. He noted the following: 1) the upgrade to 1700am emergency radio, 2) the wildfire and smoke hotline improvement, 3)"Reverse-91 1" system launch known as Citizen Alert, and 4)the FEMA training provided for emergency management. The Fire Department had distributed 72-hour Emergency kits to City staff. Citizens could purchase kits and products through the City Fire Department website. Alternately, the City would also educate the citizenry on acquiring the necessary items to create their own 72-hour emergency kit. CONSENT AGENDA 1. Will Council, acting as the Local Contract Review Board, approve a Sole Source Procurement greater than $100,000 and the resulting public contract award to Northwest Mail Services for City- wide mail services for a term of three (3) years with the option to renew the contract annually for up to two (2) additional years for a total of five (5)years? Interim City Administrator Larry Patterson explained the contract would provide full postal service for the entire City including Utility Billing. He referenced the 2011 postal costs in the Council Communication and noted the increase was reasonable. Councilor Slattery/Chapman m/s to approve Consent Agenda item. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS (None) PUBLIC FORUM (None) UNFINISHED BUSINESS 1. Does Council wish to approve the use of The Grove to provide showers to the homeless during set hours on Fridays? Interim City Administrator Larry Patterson explained providing shower service would not increase City insurance. Ad Hoc Homelessness Steering Committee (HSC) Chair Heidi Parker noted Council supported the concept of a day use center and the HSC suggestion of providing showers at The Grove was a step in that direction. Parks and Recreation Director Don Robertson also supported using The Grove on a trial basis and Erin Reed of Community Works agreed to train volunteers if Council approved the request. She commented on the importance of homeless individuals having the opportunity to bathe prior to job interviews and reiterated HSC did not view this as a long-term solution. Chair Parker addressed the following issues: • She would act as the volunteer coordinator and had the necessary background and expertise to screen volunteers. • The proximity to the Ashland Police Department would serve as a safety screen for situations involving individuals who were intoxicated or experiencing a mental health crisis. Additionally, Mr. Reed would train volunteers on how to handle incidents. • They would model The Grove after the Congregational Church shower services. ASHLAND C11 T I:UUNCIL MLLIINU January 3, 2012 Page 3 of 4 • Shower services at The Grove would run for approximately six months until a day center was established. • Volunteers would open, clean, and close the facility. • They would need towels and socks donated. Councilor Voisin/Slattery m/s to approve use of The Grove as a facility to provide showers to the homeless on Fridays from 2:30 p.m. to 4:30 p.m. for a trial period of six months with the starting and ending date to be set by the Homelessness Steering Committee and communicated to the City Council. DISCUSSION: Councilor Voisin shared the results of a survey Peace House conducted with homeless people over the summer and of the 30 interviewed, 29 wanted jobs but a major block was not having a place to get clean. Councilor Silbiger expressed concern there was not an established organization running the service. In previous discussions, Council stated they did not want a quasi City operation. Additionally, providing shower service on Friday afternoons was not conducive for job interviews that typically took place during the workweek. Councilor Lemhouse shared Councilor Silbiger's concerns. There was a difference between a charitable organization running shower services as opposed to a government entity. Many things could go wrong. He would support a plan in the future with processes in place and contingencies. This also seemed like a step towards the City running a day use center and Council had made it clear earlier they would not do this. Councilor Voisin noted interviews did occur on weekends and being clean was important. If there were any violations, volunteers would call 911. The,request was for two hours a week, they had volunteers and donations on hand, and this was a temporary plan until the HSC could establish a day use center. Chair Parker added they would have the door locked from the inside and screen who entered the facilities. Councilor Lemhouse responded there needed to be a contingency for potential situations with intoxicated people that consisted of more than just calling 911. Roll Call Vote: Councilor Voisin and Slattery, YES; Councilor Silbiger, Chapman,Morris and Lemhouse, NO. Motion failed 2-4. NEW AND MISCELLANEOUS BUSINESS 1. Will Council approve a $4,000 amendment to the existing contract with Hardey Engineering, Inc. for the design of the Ashland Creek Sewer Rehabilitation project? Engineering Services Manager Jim Olson explained the project refurbished a section of the 105-year-old Ashland Creek Trunk Sewer north of Hersey Street. He explained the history of the project that started in 2008 and additions to the contract that created unanticipated costs due to the recent Water Protection Zones Ordinance and the water resources permitting process. The Physical and Environmental Constraints permit added significant elements to the project that included identifications and protection of trees within the construction areas and other significant work not originally part of the project. The Riparian Protection Zone Ordinance was currently in effect but not in place when the City awarded the contract. The $4,000 staff requested would cover additional work Hardey Engineering had to do and would come from a budget that supported the project. Council expressed concern staff paid consultants for the permit application process on an ordinance the City had established. Mr. Olson explained this was the first application of the Water Resources Protection Ordinance applied to a major construction effort and there was a learning curve for both the consultant and staff. Councilor Slattery/Voisin m/s to approve the $4,000 amendment to the existing contract with Hardey Engineering Incorporated. DISCUSSION: Councilor Chapman commented on the City taking eight years to develop a riparian ordinance and then hiring a consultant to interpret it. The land use fees were huge and should not be. Councilor Morris confirmed the additional cost was for the design of the project and would not support the motion because of the fees. Roll Call Vote: Councilor Slattery, Lemhouse, Voisin, Silbiger, and Chapman, YES; Councilor Morris, NO. Motion passed 5-1. ORDINANCES,RESOLUTIONS AND CONTRACTS (None) AMLANU C71 Y LUUNC IL MLL72NG January 3, 2012 Page 4 of 4 OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS (None) ADJOURNMENT Meeting was adjourned at 8:18 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor cccq�� e -�i tv b b b Ij�; b L PROCLAMATION P This year Peace House will observe its thirtieth anniversary. It began in Do 00 1982, when its founders mobilized Ashland to join the global movement Q that lifted the shadow of nuclear destruction from the human race. In the y � Q years since, Peace House has publicly witnessed to the possibility of a world devoid of violence in all its forms; and F F In pursuance of its mission, Peace House educates residents of the Rogue ' " Valley on major peace and justice issues, and provides them with ol opportunities to act according to their own consciences; and o Through trainings and workshops, Peace House helps Ashland's residents �{ C acquire the skills of nonviolent living and conflict resolution; and N., Q o P • Peace House helps young men and women make informed choices about Q whether to join the armed services, and supports members of the military who seek discharge on grounds of conscience; and • Since the establishment of Uncle Foods Diner in 1993; Peace House has1 f Q D �� provided care for the poorest of the city's residents, offering them not only meals, but also a place where their inherent dignity is acknowledged and D affirmed by other members of the Ashland community. Q � NOW THEREFORE, the Mayor and City Council, on behalf of the citizens of L Ashland, do hereby designate January 26, 2012 as D Peace House Appreciation Dayti F And encourage all Ashland citizens to help celebrate the start of Peace House's y�oQ • thirtieth year of service to our community. y, � eQ Dated this 17'h day of January, 20]2 ° rQ h _0 John Stromberg, Mayor Q\ � D �Q •�lo� e� ➢ Barbara Christensen, City Recorder 6 �Qd°�7 C�La�9Cd1�c� �q�D CSdpbDCdV�,17CSe�d9CVpe17 C�peD Ccsl[�E,9 Ci�°cD� *A_ uu e PROCLAMATION 6 °° The right to education is a vital part of any democratic society. ➢ • A strong and visionary educational system is necessary for citizens to be Q, informed members of their community and the world. ' Q J`, Access to education and the quality of education have strong ramifications for P ° the economic, political, and cultural stability and well-being of a nation. ➢ oc • Ashland, Oregon being home to Southern Oregon University and the Oregon P Shakespeare Festival, it has a unique community of well-educated citizens who understand the importance of education. ] _ In some countries, governments still deny people the right to education based on religion or otherwise violate UDHR Article 26. 6 Q • As active and informed citizens, we have the power to inform others of these challenges around the world, and can join together to advocate that these rights Q be upheld, without exception based on race, religion, class, or gender. ➢,?, Q Now, therefore, 1, John Strombcrg, Mayor of Ashland; do hereby declare and P °QJ proclaim the third Monday in January as: ➢°° Universal Right to Education Day oo And urge all citizens to join in support of the right to education for every human being. 1 urge the citizens of Ashland to commit to increasing awareness and advocating for those around the world who have been denied their right to education, in memory of Martin Luther King Jr. °e Dated this 17th day of January, 2012. John Stromberg, Mayor o° Barbara Christensen, City Recorder P D •f';=;� Q Td� d-,.� e. iw.� � ��d�:.d ¢y< .dam 1 ➢ ��.z)'i'f-� bo ��er .�v.� °�" h/� .J�J"S �'��.��''i�, �C41 CSdp�D C{C�C9 ° CSd�je9 ° QdLaS9 ° C�d/jS9CSd/jC9 ° CCdla�DC{dgt,7J ° CSd�je9� UCS9�{ CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES December 13, 2011 CALL TO ORDER Chair Pam Marsh called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: ' Michael Dawkins Bill Molnar, Community Development Director Eric Heesacker Derek Severson,Associate Planner Pam Marsh April Lucas, Administrative Supervisor Debbie Miller Melanie Mindlin Absent Members: Council Liaison: Mick Church Russ Silbiger, absent ANNOUCEMENTS Commissioner Marsh announced the next joint meeting with the Transportation Commission will be held in January. Community Development Director Bill Molnar announced the City Council passed first reading of an ordinance reducing the Planning Commission membership to seven members; and at the next Council meeting the Mayor will be recommending the appointment of a seventh member. Mr. Molnar stated the Pedestrian Places amendments approved by the Council will go into effect on December 15, and noted staff has been asked to go back before Council with an overview of where the changes apply. Mr. Molnar commented on the upcoming meeting schedule and stated the second meeting in January will focus on the Green Code Amendments, and in February the amendments to the Historic Design Standards will come forward. Commissioner Marsh requested they discuss the annual retreat at an upcoming meeting, and provided a brief update of the Chamber breakfast where the TSP Update was discussed. CONSENT AGENDA A. Approval of Minutes. 1. October 11,2011 Regular Meeting. 2. October 25,2011 Special Meeting. Commissioners MillerlMindlin mis to approve the Consent Agenda.Voice Vote: all AYES. Motion passed 5-0. PUBLIC FORUM No one came forward to speak. TYPE II PUBLIC HEARINGS A. PLANNING ACTION:#2011-01576 SUBJECT PROPERTY: 1554 Webster Street(on the Southern Oregon University campus) APPLICANT: American Campus Community Services DESCRIPTION: A request for Site Review approval to construct a new single-story dining hall near the intersection of Wightman and Webster Streets,two new four-story residence halls near the intersection of Webster and Stadium Streets,two parking lots and associated site improvements on the Southern Oregon University campus at 1554 Webster Street.Also included are requests for Conditional Use Permit approval to allow buildings that exceed the maximum length and vary from the locations identified in the SOU Masterplan and to exceed the 40 foot height allowance in the SO zoning district,and a request for a Tree Removal Permit to remove 18 trees that are 18-inches in diameter-at-breast-height or greater.The application involves the demolition of five residences and their associated Ashland Planning Commission December 13, 2011 Page 1 of 6 accessory structures near the intersection of Webster and Stadium Streets to accommodate the proposed development. COMPREHENSIVE PLAN DESIGNATION: Southern Oregon University;ZONING:SO;ASSESSOR'S MAP: 391E 10 CD;TAX LOT: 4200 Commissioner Marsh read aloud the public hearing procedures for land use hearings. Ex Parte Contact Commissioners Dawkins, Heesacker, Marsh, Miller and Mindlin declared site visits. Commissioner Miller indicated she was in a meeting where someone from SOU mentioned that the street lighting associated with this application would improve Ashland Street. Commissioner Marsh explained that due to the volume of information, including the newly submitted items,the public hearing for this application will remain open and deliberations will be postponed to the January meeting. She stated tonight they will hear from staff,the applicant,and members of the public;and following the testimony portion Commissioners will have the opportunity to ask questions and issue their requests for additional information. She added that in order to leave here tonight with a good understanding of the application, she has offered to extend the applicant's 15-minute time limit. Staff Report Associate Planner Derek Severson addressed the Commission and provided an overview of the application before them. He stated the proposal from Southern Oregon University is to construct two new residence halls off Stadium Street and a new dining hall at the intersection of Wightman and Webster. The dining hall is one-story and 27,500 sq.ft in size;the south residence hall is four- stories and 105,000 sq.ft., and the north residence hall is four-stories and 89,443 sq.ft. Mr. Severson commented on the 2010 SOU Master Plan and how this area was envisioned for development. He stated the Master Plan showed four buildings around a central quad and integrated the Greensprings complex and dining hall to enclose the quad and create a clear residential zone. He stated the current application differs from the Master Plan in that: 1)the dining hall is shifted to the intersection of Webster and Wightman, 2)the four residential hall buildings have been combined into two larger buildings, and 3)the south hall is set back from Ashland Street, and 4)the Greensprings complex no longer fronts the quad. Mr. Severson stated this application also involves the removal of five residential units and their associated accessory structures, the installation of a new parking lot at the comer of Stadium and Webster, and the removal of 22 significant trees on the property. Mr. Severson summarized the key elements of the application as follows: 1) Tree Removal Permits for 22 significant trees. 2) Site Review Permits for the dining hall, south residence hall, north residence hall, and two parking lots. 3) Conditional Use Permits for the height of the residence halls,length of the residence halls, location of the south residence hall, location of the dining hall, and location of the parking. Mr. Severson continued his overview of the application and commented on the following elements of the proposal: Tree Removal Mr. Severson reviewed the tree removal site plan and identified the locations of the trees proposed for removal. Dining Hall Mr. Severson reviewed the hall's elevations and noted the Master Plan strongly discouraged the use of single story buildings. He stated staff had raised concern regarding this building's sense of entry and how it relates to the street; and the applicant's have responded with revised drawings. He stated staff is generally satisfied with the revised drawings and they appear to comply with the standards. Residence Halls Mr. Severson stated the buildings are each approximately 400 ft. long and front a central pavilion. He stated at the pre-application stage staff raised concern with the sense of entry, particularly on the south hall and how it relates to Ashland Street, and noted staffs suggestion for an archway treatment similar to Churchill Hall. In addition, he stated staff has concerns with the roofline and believes it should be broken up,and would like to see further design features used to break up the length of the building. Staff also believes the trash should be relocated. . Ashland Planning Commission December 13, 2011 Page 2 of 6 Transportation Mr. Severson explained at the Master Plan level there were a number of required studies that were deferred. Specifically,the Master Plan required that the following studies be prepared prior to application: Transportation Impact Analysis and Access Management Strategies, Pedestrian Safety Plan,Transportation Demand Management Strategies, Emergency Vehicle Access, and Parking Requirements for On-Campus Student Housing. Mr. Severson stated due to the level of transportation related issues involved with this proposal, this application has been scheduled for a public hearing before the Transportation Commission on December 15,and staff will report back on their discussion and recommendation(s)at the January meeting. In summary, Mr. Severson stated the primary areas of focus for staff are: Pedestrian Safety: 1) Ensuring there is"big picture"consideration of the circulation changes in shifting 704 beds to the North Campus Village and how they will fit within the fabric of the campus and community. This will need to look at the Gateway Plaza intersection and other un-signalized crossings;treatment of campus circulation routes; and supporting monitoring,education and TDM measures. 2) Clarification of what improvements are to be done with the project, by whom, and when. Building Design: 1) Sense of entry and relationship to major streets with stronger entries,corresponding site planning to include detailed landscaping treatment, pedestrian connections, and the relocation of the trash compactor. 2) Better address length and articulation guidelines in terms of providing functional recesses or courtyard areas,or meaningful offsets to break up the building length. Transportation 8 Parking Management Demand. 1) While new parking areas are proposed,this proposal amounts to a net reduction of 44 parking spaces for the North Campus. 2) Impacts to the neighborhood and on-street parking from students and visitors/events. 3) North Campus Village location is intended to be walkable to the academic core, and resident students will not be able to park in commuter student lots and elsewhere on campus. 4) Gateway Plaza intersection and other crossing treatments. 5) Does the Commission believe parking and TDM needs to be further addressed? Questions for Staff Commissioner Miller asked if staff had recommended making the dining hall two-stories. Mr. Severson stated while the Master Plan discourages single-story buildings, the applicants have stated the building's 40 ft. height is compatible with the residential neighborhood. Commissioner Mindlin voiced her interest in the difference between the Master Plan and this proposal in terms of pedestrian circulation. She questioned if the new dining hall blocks access to McNeal Pavilion and asked about sidewalks and creating a more direct route along Wightman. Applicant's Presentation Craig Morris and John Eldridge/Mr. Morris stated this is the biggest project the University has ever taken on, and believes this will greatly enhance the recruitment and retainment of students. He apologized for the speed in which they are moving this forward, but their goal is to have this housing ready for fall 2013. Mr. Eldridge stated this project will shift 700 beds to the northside of campus, and will diversify their housing stock and allow them to meet their enrollment needs. He stated the Cascade Complex is undesirable to students and renovating it is cost prohibitive. He stated they went door to door and held open houses and the students are very excited about this project; and the feedback from neighbors has been positive as well. Mr. Eldridge stated the two main themes for this project are sustainability and pedestrian safety, and noted their long-standing and positive relationship with the City. Kurt Schultz/SERA Architects/Mr. Schultz stated the Cascade Complex is very inefficient and its removal is what is driving this new campus village, which consolidates the residential and dining facilities. He commented that master plans are intended to be the framework and adjustments are common once development begins. He stated the dining hall outlined in the Master Plan was too Ashland Planning Commission December 13, 2011 Page 3 of 5 small and too far away, and the original quad was huge,with four downtown Portland city blocks fitting inside. He stated they believe their variations from the Master Plan result in significant improvements to the campus village, and noted they are striving for the highest levels of sustainability and are on track for LEED gold. Mr. Schultz stated the three main components of this project are the dining hall/community center and the two residence halls. He explained the south hall will contain suite style apartments, and clarified the north hall was recessed back from Ashland Street in order to create a more humanely-scaled quad. He added this modification also allowed them to create a land bank which will be the location of the future mixed-use building. Mr. Schultz explained the decision to create two residence halls instead of four is due to the economic realities that two buildings are more efficient and sustainable. He added four buildings would have resulted in 1/3 higher energy consumption and would not be economically viable. He explained the dining hall was moved in order to make it more centrally located for the students, and stated its new location encourages safe crossings at the designated intersection. Mr. Schultz commented on the parking element and stated they are proposing a 100-stall parking lot at Stadium and Webster, and a 55 stall lot on South College Way. He stated with the elimination of the parking lot for the dining hall, there is a net loss of parking, however Kittleson's parking analysis shows the parking availability is still acceptable. He also commented on the location of the trash compactor and explained it needs to be close to all three residence halls but also accessible to Recology. Mr. Schultz commented on the style of the buildings and stated all three will be in the same"SOU Mediterranean style"seen throughout campus. Mr. Schultz reviewed the dining hall and community center layout. He stated they wanted tall ceilings because is it such a big room, and stated the cupola on top will bring in additional daylight and also the mechanical equipment. He stated this building will have a recessed porch with outdoor seating,and believes this lower scale works well with the residential buildings across the street. He also commented on the residence halls and noted the north hall will house upper division students and the south hall will house the lower division. He stated the quad is the social center of the design, and each hall consists of a central two-story lounge,and two wings off each side. He stated they feel this is a very successful design and noted the use of design elements to break up the mass and minimize the appearance of height. He added while he appreciates staffs input, he disagrees with the suggestion to install an arched entryway. Overall, he stated the design is good and they are very.proud of what they have put forward, and believes SOU and the City will be proud as well. Phil Worth/Kittleson &Associates/Noted he is also working with the City on their long-range TSP Plan and is aware of the City's transportation goals and needs. Mr.Worth stated of the five required studies, four are already complete and the Emergency Vehicle Access plan will be provided in January. He commented that the current use of the parking supply is well below operational capacity, and when the proposed dorms are fully occupied the University will still be within capacity standards at 84%. Mr.Worth commented on the TDM strategies and stated the strongest measure they are taking is to preserve students on campus. He stated students will find the proposed housing to be attractive well into their upper class years. Regarding pedestrian safety, he stated they take this issue very seriously and have looked closely at all crossings along Siskiyou Blvd.,with particular emphasis at the intersection of Wightman and Siskiyou. He stated they have considered a number of treatments and will continue to work with the City to evaluate their options to ensure the crossings are safe for both motorists and pedestrians. Commissioner Marsh requested Mr. Worth review the pedestrian safety elements. Mr.Worth stated for the un-signalized crossings, their recommendation is to install rapid light beacons,and to use countdown pedestrian crossing signals for the signalized intersections. He stated these two features will reinforce where to cross, and will also let drivers know there are people waiting to cross. He added they are looking at further treatments for Wightman and Siskiyou, since they believe a significant amount of pedestrian activity will occur at this location. Questions of the Applicant Mr. Worth clarified they are looking at the excess of signage along Siskiyou Blvd and are evaluating where signage should be placed. Regarding the traffic data collected for AM and PM peaks, he discounted the accusation that this information was gathered prior to the start of the school year and stated they deliberately held off on collecting this data so that they could gather this once school was in session; and this is the reason why this information was presented so late in the application process. Comment was made questioning the pedestrian circulation,sidewalks, and lack of parkrows. Mr. Schultz explained how parkrows would impact the well established trees,and stated their intent was to direct the pedestrian traffic to the current tree-lined,wide Ashiand Punning Commission December 13. 2011 Page 4 of 6 walkway. Comment was made that the applicant did not appear to make any efforts to connect this development to the pedestrian place zone across the street. Comment was made questioning if the applicant has considered an underground crossing to move students across Siskiyou Blvd. Comment was made that one of the requirements of the Master Plan was to conduct a TDM study and provide a timeline for implementation. Mr.Worth stated the initial draft of this study is included in the packet and the next step is to evaluate the current programs and develop a set of strategies and timeline. Comment was made that this was a requirement of the Master Plan and the Commission will expect for this to be provided when this comes back in January. Staffs suggestion for an arched treatment on the south residential hall was noted, and it was questioned when the multi-use building might go in. Mr. Morris explained they cannot use state funds for the multi-use building, and therefore they will have to wait until the economic situation improves and can secure a private developer and financing, which may take 10-12 years. He added while an open archway through the building would not make this project viable, they are open to architectural changes that accomplish the intent. Comment was made that since the multi-use building may not come forward for some time,the Commission should consider the visual impacts of the south building from Ashland Street. Comment was made that while the focus for the students will be the quad, the building facades that face the street should also be attractive; and it was questioned if there is a feasible way to raise the centerline of the roof and adjust the building facades. Mr. Schultz stated that bisecting the buildings with an archway would pose serious issues, but they could consider adding an arch to the fagade. Concern was expressed regarding the information that has been presented on how students will cross the arterials. Comment was made that the Stadium Street crossing is dangerous, and a better crossing should be reconfigured so that students can safely get over to the Market of Choice shopping center. Comment was made questioning how the loading area for the dining hall will function. Mr. Schultz explained they have three types of delivery trucks. The standard trucks that do daily deliveries as well as the garbage trucks will work just fine; the long semi-trailer trucks will not fit into the loading area, but these deliveries only happen once or twice a week and are typically done early in the morning. He stated for these deliveries the trucks will pull up to the curb and wheel in their goods. Commissioners Miller/Miller mis to continue the hearing past 9:30 p.m.Voice Vote: all AYES. Motion passed 5.0. Public Testimony Colin Swalesl143 Eighth Street/Stated Siskiyou Blvd does not need to be a four-laned road and shared his experience of seeing a student nearly hit while crossing Ashland Street. Mr. Swales expressed his disappointment that this area was not selected as one of the pedestrian places zones and stated the pedestrian sidewalks along the Ashland Street frontage are totally inadequate in terms of the amount of pedestrian traffic that will be generated. He commented that the proposed residence halls are massive and is disappointed that the drawings provided by the applicant give a birds-eye view instead of a human perspective. He suggested three-dimensional walkthroughs be created to help the commissioners get a better perspective of the proposal. He also commented that while this area is outside the Detail Site Review Zone,these buildings will be visible from a main arterial, and suggested they come back with some type of treatment for the Ashland street frontage. Paige Townsend&Nathan Broom/RVTDIMs. Townsend stated they all agree that this project is a great value to the community, but they do have concerns about the trip generations caused by the students, both at this site and the campus as a whole. She explained this area is one of the top five trip generator focus areas they have been evaluating and feel the interaction between the University's Commuter Resource Center and RVTD's Transportation Demand Management Resources could be strengthened. Ms. Townsend commented on RVTD's services and programs and noted their desire to regain a bus pass program with the University. She commented on SOU's TDM program and recommended the City act as the enforcement arm of SOU's program;she also commented on ways the University could expand its program on site, including the use of an onsite coordinator, and strengthening their education and encouragement on campus. Ms. Townsend disagreed that the Commuter Resource Center is effective enough to provide the TDM program by themselves; believes there are ways their program can be improved; and would like to see the University work closer with RVTD and enact programs that have longevity. Ashland Planning Commission December 13. 2011 Page 5 of 6 Applicant's Rebuttal Craig Morris/Clarified the University provides monthly bus passes to all faculty and staff who request them, and many of their employees take advantage of this. He stated the students used to pay for a similar program and have to vote on whether to reenact this. He explained the students have expressed concern about the-lack of coverage that is currently provided, however now that RVTD is expanding their bus service to Medford there has been interest in going back to this program. Mr. Moms stated students can currently ride the bus to the higher education center in Medford, but they can't get a bus ride back. He added the students who are most at risk for needing passes are not necessarily the students living on campus, but those who have to commute. Mr. Morris also commented on why this project is moving quickly and explained in fall of 2010 they had a 26%increase in student enrollment, and an additional 4% increase this fall,which is unheard of nationally. He stated the majority of these students are coming from out of state and these increases have sped up the timeline for getting this housing on the ground. Commissioners MindlinlDawkins m/s to continue the public hearing to January 10,2012.Voice Vote: all AYES. Motion passed 5-0. Final Questions/Request for Information Commissioner Mindlin stated her primary interest is the circulation pattem and the entries into the dining hall. Commissioner Marsh noted her disappointment that the University was asking for so many exceptions to the 2010 Master Plan. She stated she is particularly interested in: 1)the sidewalks along Wightman and Stadium, including making these wider and adding parkrows, 2) minimizing the bulk and scale of the proposed residential halls by visually breaking them up and making them more accessible, 3) whether the existing dorms can be better engaged and including the Greensprings complex in the quad, and 4)the TDM component and making sure this relates to the Master Plan and the campus as a whole. OTHER BUSINESS Commissioner Dawkins shared an article that was published 100 years ago in the Mail Tribune regarding the need to produce, cultivate and raise products locally and alleviate the need to import goods into the valley. ADJOURNMENT Meeting adjourned at 10:05 p.m. Respectfully submitted, April Lucas, Administrative Supervisor Ashland Planning Commission December 13, 2011 Page 6 of 6 CITY OF ASHLAND Council Communication Liquoq License Application Meeting Date: January 17, 2012 Primary Staff Contact: Barbara Christensen Department: City Recorder E-Mail: christeb(2a ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: Larry Patters Estimated Time: Consent Question: Does the Council wish to approve a Liquor License Application from Steve Hoxmeier dba IDA's at 475 A Street? Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with the processing of this application. Background: This application is for a new business. The City has determined that the license application reviewed by the city as set forth in AMC Chapter 6.32 complies-with the city's land use,business license and restaurant registration requirements (AMC Chapter 6.32). Related City Policies: AMC Chapter 6.32 requires that the city make a determination on all liquor license applications that the applicant complies with city's land use, business license, and registration requirements. Council Options: Approve or disapprove Liquor License application. Potential Motions: Approve or disapprove Liquor License application. Attachments: None Pagc 1 of I �r, CITY OF ASHLAND Council Communication Approval of a Special Procurement for Playground Equipment Meeting Date: January 17, 2012 Primary Staff Contact: Don Robertson Department: Parks and Recre t n E-Mail: robertsd @ashland.or.us Secondary Dept.: None Secondary Contact: Brenda Hammers Approval: Larry Patters Estimated Time: Consent Agenda Question: Will the Council, acting as the L cal Contract Review Board, approve an exemption from the competitive bid process to directly award a contract to Dennis Bleser of Bleser Construction to provide professional installation of playground equipment in Lithia Park? Staff Recommendation: Staff recommends that the contract be directly awarded to Dennis Bleser of Bleser Construction. Background: A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or for the direct selection or award of a public contract or series of contracts. The proposed procedure being recommended for this "Contract-specific Special Procurement" is direct award per the attached-Special Procurement —Request for Approval (Written Findings). Playground equipment is being purchased (State Contract #9786) for Lithia Park. Dennis Bleser of Bleser Construction is the local authorized installer of this equipment certified by Krauss Kraft. Having the playground equipment installed by an authorized installer limits the liability to the City of Ashland. Related City Policies: Section 2.50.090 Exemption from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A —279C and the Model Rules except for the following: G. Special Procurements—a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 2798.065, 279B.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. Council Options: The Council, acting as the Local Contract Review Board, can approve (or decline) the Special Procurement. Pagel of 2 �r, CITY OF ASHLAND Potential Motion: I move that the Council, acting as the Local Contract Review Board, adopt the findings set forth in the attached Special Procurement Request for Approval and approved the Special Procurement described therein. Attachments: Special Procurement— Request for Approval (Written Findings) Page 2 of 2 �I r, CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: lion Roherr%on, Porky Deptrtment Date: 1/9, ?012 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). I. Requesting Department Name:Ashland Parks&Recreation 2. Department Contact Name: Brenda Hammers 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From 2/2/2012 To: 6/30/2012 5. Total Estimated Cost: $7.900.00 6. Short title of the Procurement: Install New Playground Equipment at Lithia Park Supplies and/or Services or class of Supplies and/or Services to be acquired: Bleser Construction to professionally install the new playground equipment purchased separately from Playcmft Direct, Inc./Krauss Craft(State of Oregon Contract#9786)as part of the Oregon Parks & Recreation Grant that was awarded to Ashland Parks&Recreation. Note: In accordance with the arant.Ashland Parks&Recreaton will be responsible for paying,for the installation 7. Background and Proposed Contracting Procedure- Provide a description of what has been done in the past and the proposed procedure.The Agency may,but is not required to,also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s),Contract Form(s),and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: Past practice has been to purchase equipment and install it using park staff. Forth#9-Special Procurement-Request for Approval,Page 1 of 3,1/11/2012 Proposed procedure: Directly award public contract for installation to Bleser Construction. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. A letter of recommendation from Playcrafr Direct, Inc. indicating the need for a factory approved installation contractor for the installation of the playground equipment at Lithia Park. Bleser Construction is the authorized installer recommended by Krauss Craft, Inc. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X_(a)will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: Bleser Construction is the local authorized installer certified by Krauss Cra$ Inc. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.);and (b)(i)will result in substantial cost savings to the contracting agency or to the public because: N/A (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings);or X_(b)(ii)will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055,27913.060,279B.065, or 27913.070,or any rules adopted thereunder because: For safety and liability of the playground structure in Lithia Park, Bleser Construction is the factory approved installer and the local authorized installer certified by Krauss Craft, Inc (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement) Form#9-Special Procurement—Request for Approval,Page 2 of 3,1/11/2012 Public Notice: Pursuant to ORS 279B.085(5)and OAR 137-047-0285(2),a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4)and OAR 137-047-0300.The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven(7)Days before Award of the Contract. After the Special Procurement has been approved by the City Council,the following public notice will be posted on the City's website to allow for the seven(7)day protest period. Date Public Notice first appeared on www.ashland.ocus-ifapproved-Janrrary IS, 2012 PUBLIC NOTICE Approval of a Special Procurement First date of publication: if nhproved-.January 18, 2012 A request for approval of a Special Procurement was presented to and approved by the City Council,acting as the Local Contract Review Board,on iJ'opf rmed-.Janrrcrrr 1 f, 2012 This is a -'C'omract-specific special proc uremenl'to directly cnrarcl a contract m Bl eser Construction,firr the instcdlation in Lithia Par& Bleser Conn action is the local awhori:ed hwaller cerhjied by Kran-ss Crgji, Me. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055,279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland,Ashland Park-s°& Recreation. Ikenda Hammers, 340S. Pioneer,.-ishland, OR 9'520. The seven(7)protest period will expire at S:OOpm on{rf posted d rnuarr 15'"the protest period Brill expire. on darworp 2.5, 2012Y This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form#9-Special Procurement-Request for Approval,Page 3 of 3,1/1112012 PLAYCRAFT DIRECT, INC. 123 North Valley Drive.Grants Pass,OR 97526 Tel: (541)244-2189 Fax:(541)244-2196 Toll Free:(@@ @)571-7640 E-mail: sales @playcraftdirect.com V Website:www.playcraftsystems.com ��bcrrft O��e City of Ashland January 04, 2012 340 S Pioneer St Ashland, OR 97520 Parks and Recreation Department, It is our recommendation that a factory approved installer be contracted for installation of the play equipment at Lithia Park. Dennis Bleser, Bleser Construction, is our local authorized installer certified by Krauss Craft, Inc. Dennis Bleser, contractor can be reached at (541) 660-6600 Toney Lewis Sales Manager Playcraft Direct, Inc. (888) 571-7640 (541) 244-2189 (541) 244-2196 fax sales@playcraftdirect.com "Expanding the World of Play" Discount Pricing on Playground Equipment and Site Furnishings Playcraft Direct, Inc. PRICE QUOTATION Factory Certified Sales and Support Quote Date Quote No. 4 123 North Valley Drive 121612011 112064 ,W.ft Grants Pass, OR 97526 Tel: (888) 571-7640 Project Name Fax: (541) 244-2196 Lithia Park-Structure Bill To: Ship To: City of Ashland Lithia Park 340 S Pioneer Street Ashland OR 97520 Ashland OR 97520 Terms Contact Name Ship Date Ship Via 50%Deposit Net 30 Days Brenda Hammers Best Way ' List Disc. Disc. Extended Extended PC# Product Description Qty. Price Ea. (%) Price Ea. Price Weight PR-RS PR#EEEACC 1 x$33,07100 15.0%i $28,112.05 $28,112.05 59851bs. Custom Round 5 Steel Play System j I M Brenda Hammers,Western Division Manager(541)951-1325 Total Weight 5985 lbs. E M State Contract#9786 Discounted Subtotal $28,112.05 0 Sales Tax 0.000% $0.00 Shipping Estimate $125.00 Quote Total $28,237.05 PURCHASE AGREEMENT Please authorize this order by signing and returning by fax (541-244-2196) or by email (shirleyl @playcraftdirect.com) in lieu of a "Purchase Order" Authorized by: Date: Print Name: Please call us at (888) 571-7640 if you have any questions. •All orders must be accompanied by a purchase order. •This price quotation is valid for 30 days from the quote date. Page 1 of 1 • Prices may not include shipping, installation,safety surfacing or applicable taxes. IMPORTANT:PLEASE REVIEW ALL DETAILS OF THIS QUOTE.PLAYCRAFT DIRECT IS NOT RESPONSIBLE FOR UNREPORTED ERRORS. Jan 1U 1YUl:5Up lJLtStKUUNSIKUUIIUN 6414765575 p.2 $ LESS $ CONSTRUCTION 707SMWEER6"A0. C"RMPASS, OR 97527 CONTRACT DOCUMENT DATE: January 5,2012 OWNERBUYER: Ashland Parks and Recreation Department Attn: Brenda Hammers, Western Division Manager Address: 340 S_ Pioneer Ashland, Oregon 97520 Job Address: Lithia Park BLESER CONSTRUCnON{CER71FTEO INSTALLM OF Pi..arcRAFr Eauipmairr) hereby proposes to famish all material and labor to perform all work for the following described project for the sum ot. SEVENTHOusAND NINE HUNDRED AND 00/100— DOLIARS, ($7,900.00 f, .and in accordance with the following description. Payment of said sum above will be due and payable upon completion of project, ores stipulated within this Document Proiect Description: Contractor to install Playcraft System Design PRAEEEAAC dated 12-5-11 at site prepared by owner. Playground equipment shipped by factory to general parking area. Owner agrees to assist Contractor with forklifts provided by owner to transport equipment from freight company trailer to area Immediately adjacent to job site. All crating and packaging materials will be disposed of by owner_ Owner will remove existing play structure equipment and prepared base'grade for installation of new equipment by Contractor All existing concrete footers will be removed by owner so as not to interfere with new installation. Contractor will provide augering equipment and necessary concrete products for installation of new structure. Owner will provide and install fall protection matermts after completion of equipment install. Equipment will be installed permanufacbners specificaSons and/or by manufacturers written approval Jrequesled. Owneragrees and inderrmrTes cantractorfree from all liaMTities fordamage to underground ub7i6es Owner will provide a Utifides locate prior to consbucbon within Job sire. - Rock Clause; Conbactor is liable for the extrication of loose materials under eight inches in diameter when baring holes for equipment Any materials greater than the above mentioned wr71 resuR in addWorral costs to the owner for the _. purposes of instailing equipment. Access Contractor has the right to access job site wdh equipment as deemed necessary by said Contrectar to complete this proposal. Owner agrees and indemnifies Contractor tee from all fialnTdies for the repairs and replacement of damaged landscaping and surroundmg soi7s. .Conbaclor will cooperate with owner on accessibilfty so as to minimize damage if any. Security, Ownerwill provide any fancirWbarricade during construction of project unless otherwise specified within this document This proposal is good for 30 days from date of document listed above unless accepted by CONTRACTOR after expiration of said time. This proposal is as shown in its original than. This document will became null and void if any alterations ate made by eitberporty prior to acceptance. Payments to be made as follows: In full upon completion oFprojecL By: DHA:Bleserconsinxtiorr Date: lccea 41!057 Owner(s)acceptance: Date: Date: CITY OF ASHLAND Council Communication Approval and Opportunity for Public Comment on the Selection Criteria to be used during the City Administrator Selection Process Meeting Date: January 17, 2012 Primary Staff Contact: Tina Gray Department: Administration E-Mail: grayt @ashland.or.us Secondary Dept.: None Secondary Contact: Larry Patterson Approval: Larry Patter Estimated Time: 5 minutes Question: Will Council approve criteria f selection of the new City Administrator? Background: The City contracted with the Waters Consulting Group to conduct a nationwide search for a new City Administrator. Senior Consultant, Andrea Simms, developed a candidate profile with input from Elected Officials, City Staff and community members. She used the candidate profile as a recruitment tool in a national search process. The City Council has identified the top 6 candidates who will be invited to Ashland for an intense interview and selection process. As the Council will convene in Executive Session to evaluate the finalists and discuss hiring of a public officer, they must first adopt hiring standards, criteria and policy directives in meetings open to the public in which the public has had the'opportunity to comment on the standards, criteria and policy directives. The Council previously discussed the selection process in a Study Session Open to the Public on November 14, 2011. Staff is recommending that the Council formally discuss and approve selection criteria that will be used to evaluate the candidates, and provide the public opportunity to comment on the criteria prior to the interviews on January 27, 2012. Staff Recommendation: The 6 finalists the Council is set to interview have already demonstrated that they meet or exceed the minimum job requirements in terms of education and experience compared to the candidate profile. The Council should further establish criteria to help determine which candidate is the best match for the community and the organization. Staff recommends that the Council evaluate the finalists based on the following criteria in the selection process: Vision Knowledge and understanding of the current issues, culture and trends within the community and how they may affect the community in the future Experience • Knowledge of public safety operations and issues Page I of 2 IA, CITY OF ASHLAND • Knowledge of Public Works operations and issues • Knowledge of municipal finance and budgeting • Knowledge of Community Development operations, issues • Knowledge of City utilities including water, sewer, storm drain, electric and broadband services • Knowledge of Economic Development and Urban Renewal • Experience of General Administrative Oversight and Direction of Capital Projects • Understanding of state, regional and local politics • Ability to utilize political acumen without being political • Knowledge of tourism and the impacts tourism has on the community and City services • Understanding of policy formulation and implementation Leadership • Ability to present ideas in a clear and persuasive way • Leadership style which is collaborative, inclusive and action-oriented • Ability to work with diverse citizens groups • Ability to direct, supervise and evaluate staff • Ability to interact and provide guidance to City Council • Ability to interact and provide administrative guidance to Mayor • Demonstrate team building and team oriented management style • Ability to respond appropriately to change and adapt to new information and changes • Ability to understand and manage the often conflicting financial pressures of a complex, multi-departmental public agency Communication • Ability to communicate effectively verbally and in writing • Ability to utilize active listening skills Self Management • Candidates responses and interview presence • Candidates tone and inflection were appropriate • Interpersonal skills were appropriate to situation Related City Policies: ORS 192.610 Council Options: 1. After hearing Public Comment, Council can approve the selection criteria as presented by staff. 2. Council can approve a modified version of the selection criteria based on public input. Attachments: Candidate Profile Page 2 of 2 �Y , . ,a � a rf � �.., : t m m¢ipal lea era rofessio a to se e s is e . 1 � ., .�:: k�l .��• .t.�: _. '°�1 , ���, -a'•�. - ___ CITY ADMINISTRATOR The Community The City of Ashland, Oregon (population approximately communicative and engaged community that takes citizen 20 100 is situated at the southern tip of the Rogue Valley, nvolvement seriously. along Interstate 5, approximately 15 miles north of the Home to Southern Oregon University, with over Oregon-California Border. Located in the foothills of the 5,W9 students, the City offers an eclectic lifestyle in Siskiyou Mountains, Ashland is one of the most scenic an environment that promotes communications and and picturesque communities in the Pacific Northwest. collaborative relationships at all levels and encourages The community is culturally active in the arts and theater, citizen Participation. Outstanding medical facilities and and a magnet for outdoor enthusiasts, nature lovers and regional shopping are enhanced by the proximity of environmentalists. Ashland has a nationally recognized nearby Medford just ten miles aevay. Ashland has a repertory company, the Oregon Shakespeare Festival strong retirement population which is seeking a small town OSF), that produces a variety of plays for over 100,000 social environment with big city cultural opportunities. visitors each year, along evith a variety of other theater Highly rated restaurants, numerous summer and winter companies, art galleries and music venues. The City festivals, a forgiving climate and the unhurried pace of life abounds with major recreational amenities, with nearby all contribute to the City's special qualities. The City has Mt. Ashland Ski Area providing skiing. snowboarding, one of the lowest crime rates in the country. hiking bicycling and backpacking opportunities. The Northern California Redwoods Rogue River Recreational _ Areas, Oregon C-aues, C-rater Lake National Park and the p' Oregon Sand Dunes are all within easy driving distance of Ashland. The community presents an almost storyboouk" setting with an outstanding living environment, cultral opportunities, varied housing stock. impressive parks and recreation system, an nilexce llent public school district. _ J? The Ashland School District has been consistently rated \ . among the lop 100 Districts in the nation. While a small town atmosphere prevails, the well informed and active s citizenry and overall ambiance are that of a much more � ' soPhishcated and urban community. This is a highly ( �_ Governance The City of Ashland operates under the strong Mayor— Laborers Unions. Ashland is a full-service City with its own Council form of government, with the Mayor elected for a water, wastewater/sewer, and electrical utility operations. four-year term and six Council members elected, at-large, The Corporate City Limits of Ashland encompass almost for four-year overlapping terms. Other elected officials seven square miles, but the service area of some of the include the City Recorder, Municipal Court Judge, and the departments extends beyond traditional City boundaries; five-member Parks & Recreation Commission. The City of for example, Ashland's Fire and Rescue Department Ashland has historically been viewed in Oregon as a leader operates Advanced Life Support/Emergency Medical among communities, paving the way on issues, and taking Services (ALS) in an Ambulance Service Area (ASA) to an entrepreneurial approach in providing services to its residents and businesses in a 650 square mile jurisdiction. residents. The Mayor and City Council have dedicated government's efforts in maintaining and improving upon community The Ashland City Council values: sustainability, environmental stewardship and providing Participatory government municipal oversight through consistency, creativity and Natural Environment ongoing communications with the public. The citizenry Responsible Resource Use takes pride in their ability to engage and participate in the Free Expression City's government. Diversity Day-to-day operational activities are overseen by a City Economy Administratorwho coordinates the duties and responsibilities Distinctiveness of the following Departments:Administration;Administrative Continuous Learning and Improvement Services; Fire & Rescue; Community Development; Basic Needs Information Technology; Police; Public Works and Electric Community Utilities. Senior level appointments are made by the The City ofAshland employs 249 full-time personnel and has Mayor, confirmed by the City Council. The Parks Director a$95 million total budget ($18 million General Fund). Five is included as part of City Staff but reports to the elected unions represent a majority of the workforce which includes Parks Commission. Additionally, the Mayor and City Council receive assistance from 21 advisory boards and the Ashland Police Association, International Association of Fire Fighters(IAFF)Local#1269, International Brotherhood commissions, which actively represent the citizens of the of Electrical Workers (IBEW), a clerical unit of IBEW and community. Position & Organizational Profile The current City Administrator has been with the City of through on difficult decisions in a timely fashion. He/she Ashland since 2006 and recently accepted a position will be politically,astute, accustomed to working with a as Portland Metro's Chief Operating Officer. This sophisticated constituency with high expectations, and a Administrator is well-regarded and expectations are high collaborator on regional issues. Most importantly, the new for her replacement. The next City Administrator must be City Administrator will be a high-energy, proven manager accessible and visible as well as a proactive participant and leader with the ability to assist a diverse Council, with in the community. This role needs a leader that will engaged Boards and Commissions in the decision-making establish and maintain effective working relationships process. between the City and representatives of community and business groups. The successful Candidate will thrive in an environment where community input is welcomed and , a received. It is expected that the City Administrator will be a critical thinker, possessing outstanding communication ' and listening skills, excellent interpersonal skills, and a personality and style that is comfortable and at ease in an actively democratic process. The next City Administrator will be an approachable, confident and diplomatic leader of the utmost integrity. The ideal candidate has been described by Council and staff as having good instincts and excellent judgment, the ability to say'no*when the situation warrants, as well as the ability to demonstrate empathy in challenging environments. The successful Candidate will have proven experience in making difficult recommendations and the ability to follow- Current Issues The following listing is representative of the challenges provided to the citizenry are also very important, thus and opportunities the new City Administrator will deal the next City Administrator will be expected to explore with in the first twelve to eighteen months on the job new initiatives with Community Development, Road and is not intended to be a comprehensive listing. This Maintenance, Parks & Recreation, and other areas to list was compiled after discussions with the Mayor, City make sure that residents and visitors alike feel heard Councilors, Ashland Community Partners, the current City with their needs prioritized and met. Administrator, Department Directors as well as input from a community forum. Business Process Engineering - The City has undergone a number of studies in recent years that are • Leadership Transition — The next City Administrator associated with Economic Development, Community will have to be purposeful in establishing him/herself in Development, Public Safety, Water & Sewer, Finance, this leadership role. The community is an active one etc. The various strategic plans/studies must be and with high expectations for the City's employees. reviewed and prioritization sought with input from This role is expected to provide direction to the the City Council and Department Heads to move Department Directors, mentoring with an emphasis on forward on the various plans. There are a number accountability and results. He/she must be committed of opportunities for business process reengineering to succession planning and mentoring staff to meet to implement efficiencies that will greatly improve the their highest potential. Among the key decisions that services provided. will be made is the completion of a recruitment for a current vacancy with an Assistant City Administrator/ Community Issues —The City of Ashland has a high CIO. quality of life for most residents, but they face some of the challenges impacting other urban areas including • Customer Service Orientation — Ashland is a concerns regarding homelessness, balancing the full service City with the full amenities of an urban pressure to add parking to downtown area with those community,despite its relative small size. The City has interested in preserving the quaintness of the city, etc. an Electric Utility and a highspeeddata network.Ashland While the City is a beautiful one, there are concerns has a visitor-based economy which means the City about maintaining the infrastructure, i.e., roads, must ensure that its visitors have a positive experience sidewalks, bike paths, etc. to keep the hotels and_ restaurants thriving. Services Candidate Profile The City Administrator will be a proven leader, emotionally mature,and accustomed to leading groups to work towards a common vision. The successful Candidate must provide focused leadership in the implementation of the City's vision, promoting an outcome oriented environment. He/she must have a record of showing consideration and respect for the existing staff and building a strong, cohesive team, while encouraging them to offer ideas for the betterment of the entire organization. The next City Administrator must be able to be politically neutral even on highly political issues. He/she must have the ability to have k frank talks with constituencies while being respectful and non-confrontational, without alienating others or displaying defensiveness. The next City Administrator is expected to have a genuine interest in being a part of the Ashland community as well as becoming well-connected within the community of Oregon public sector managers. Education & Experience The successful candidate will have a strong background and ethical standards, and a model of professionalism for the knowledge of municipal finance and budget, organizational organization. development, and succession planning. Prior experience as a City Administrator or Manager is preferred. Strong Compensation & Benefits consideration will be given to candidates who have 5 – 10 years of experience as an Assistant City Manager/ The starting salary and benefits are highly competitive Administrator or department head with direct exposure and negotiable, depending upon the experience and to an elected body. Candidates with prior experience in qualifications of the successful candidate, with an communities with public utilities will be viewed favorably. anticipated starting range of $130s, an automobile The ideal candidate will have an understanding of the nature allowance, a competitive retirement plan through the State and dynamics of a visitor-oriented and actively involved of Oregon, with a deferred compensation program, health community. A Bachelor's degree in Public or Business and life insurance, paid leave and other benefits. The Administration, Government Operations, or a similar opportunity to work and live in a high quality community, program is required with an advanced degree preferred. such as Ashland, constitute significant additional benefits Substantial experience leading diverse and complex that will accrue to the successful candidate. committees and commissions is highly desirable. He/she should be an excellent communicator, both verbal and i G written, with extensive experience making presentations to City Councils, community forums, and other diverse teams. 4 6r All City Council meetings are televised live on community R cable and streamed on demand from the City's website. _ The City Administrator must have proven experience successfully managing consultants and vendors, and �• a demonstrated track record of working effectively with o V s elected officials, senior leadership, engaged citizenry and professional organizations. 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I � I � p I I, - E�i�Cal�� •C�J€UfI�Q�d1� - �y,,� • • • CJyAXAL9l•Jm UTAE//!]IfJ IA.lIIWlJ •• • IUAIU •1—'_ (�'jj.J/.�y�@�(��� {�^��¶p � ':. •�' �• ��• 0 • •• • --- - U%!Nll Lcill`�Y1�/JLL.Lv./f1111VU • L2.7LD i I J(•x) • Ind ECU U U V 15 U RUU U 1tv11WU g� . ,p @gym as 4Rs�OSalemamaus�6u,e CITY OF -ASHLAND Council Communication Update on the Council Goal to Increase the Clarity, Responsiveness and Certainty of the Development Process Meeting Date: January 17, 2012 Primary Staff Contact: Bill Molnar Department: Community Dev lopment E-Mail: billQashland.or.us Secondary Dept.: N/A Secondary Contact: None Approval: Larry Patter Estimated Time: 30 minutes Question: Does the City Council have a questions with respect to the Community Development Department's actions targeted at addressing the Council Goal to improve the Clarity, Responsiveness and Certainty of the Development Review Process? Staff Recommendation: This report is intended to provide an update on a Council Goal. Staff recommends the City Council accept the Council Goal update. Background: The 2011-2012 City Council Goals focus on the responsibility of sustainability in five areas: Economy, Environment, Social Equity; Organization and Infrastructure. In September 2011, the Council was presented with a general update and status report on all Council Goals. The report provided an update on each of the Council Goals and described specific actions taken to date, as well as future actions necessary to address the objectives of the goal. Within the area of Economy, the following Council Goal is established: Increase the clarity, responsiveness, and certainty of the development process. Develop a specific action plan to respond to the recommendations of the 2006 Zucker and Siegel Reports. This communication is intended to provide a greater level of detail with respect to this Council Goal. The objectives noted in the goal are being addressed by staff through carrying out a variety of actions in three areas: 1) Development Application Processing Recommendations of the Operational and Organizational Review (i.e. Zucker Report); 2) Land Use Ordinance Improvements — 2nd Phase (i.e. Siegel Report); and 3) Interdepartmental Coordination of Development Process. I. Development Application Processing Recommendations— Zucker Report An Operational and Organizational Review of the Community Development Department was completed in April 2006. The report identified 83 recommendations, with a brief description preceding each recommendation, covering the following key priority areas: 1) Community Development Department and City Mission; 2) Planning Work Program; 3) Staffing and Organization; 4) Ordinance Issues; 5) Enforcement; 6) Development Processes; and 7) Process Software— EDEN. The purpose of this update is to provide an overview of measures taken to address the report's recommendations, specifically targeted to improve development services processes and minimize Page t of 6 �r, CITY OF ASHLAND delays in order to avoid added costs and frustration to the customer. Customers are comprised of not only developers of large sites, but more often than not include local residents and business owners that wish to improve their properties. Recommendations— Development Processes The Organizational Review included nine recommendations to improve the development process. Each recommendation with a description of actions taken to date has been highlighted below. • Improve Pre-Application Process Comments from City Departments/Divisions have significantly improved. Standardized comment sheets have been developed that highlight key areas of interest, which have resulted in a more thorough level of feedback on proposals. Efforts are ongoing to obtain additional improvements in content and timeliness of comments. A current pre-application conference schedule, showing 6 months of prior activity, is provided on the Department's website. The pre-application comments are provided as a direct link for each prospective project within this listing. htip://www.ashland.or.us/Page.asp?NavID=11781 • Comprehensive Submittal Lists The written pre-application comments that are provided to a prospective applicant are customized to the specific land use approvals required, and include a tailored list of the materials required for the application. • Deeming Applications Complete Staff has refined Zucker's recommendation so that land use applications are reviewed and, if warranted, incomplete letters sent out within 7 to 14 days after submittal. • Assigning Applications to Planners For additional convenience, procedures for processing permits have been changed so that planning applications can be filed on any day of the week. New projects/applications are assigned at the regularly scheduled Current Planning staff meeting every Monday, two to seven days from submittal of the formal application. • Monthly Interdepartmental Staff Review Meetings In an effort to improve the effectiveness of these meetings, agendas are prepared and sent out prior to interdepartmental meetings, with project planners in attendance to compile comments and work through issues with other city department representatives. • Processing Building Permit Plan Checks Concurrently Plan review processes have been amended to enable concurrent review. The permit routing process in EDEN (i.e. permit tracking software) has been altered to allow simultaneous review as opposed to sequential reviews by the Fire Department, Planning, Building, and Engineering Divisions. • Active use of EDEN permit tracking software to monitor timelines EDEN is used as the primary means of entering permit review results by all City staff with review responsibilities. A list of active permits is reviewed by the Building Safety and Planning Page 2 of 6 !1VALAIN CITY OF ASHLAND Division personnel weekly. EDENs email alert functionality has been implemented to alert plan review personnel that plans have been submitted and additional notices are sent electronically to key staff, as steps within the review process are completed. The Department anticipates transitioning to Accela e-permitting software within a year. In an effort to standardize building permit review and issuance practices on a statewide level, the Oregon Building Codes Division is making Accela available to qualifying jurisdictions, with support, at no charge. It will likely prove to be a more effective e-permitting software tool for coordinating interdepartmental building plans review and permit issuance. • Set performance standards for all applications Performance Standards were established in 2010-2011 budget. In the Zucker report, the average processing time for Type 1's was 79.4 days and for Type 11's was 94.4 days. For 2011- 2012 FY budget preparation, average processing times for performance measure was 44.16 days for Type I's and 98 days for Type It's Recommendations —Development Applications The Organizational Review presented 27 recommendations related to organizational and process issues targeted at improving the department's level of customer service, as well as procedures to more effectively handle development "applications". Attached to this Council Communication is the list of recommendations, a brief statement of action taken to date and current status. A few areas covered by the recommendations have been highlighted below: • Customer Data Every three months customer data is tracked at the counter including reason for visit, customer type, and time spent with staff. Additionally, the number of customers utilizing online and over the counter permits are tracked and reported as a budget performance measure. • Hand Outs Handouts and citizen guides have been developed and are readily available to address frequently asked questions ranging from the city's sign standards to water resource protection to understanding the land use process. A "Planning Handbook" was recently completed. The Handbook provides comprehensive information on the Oregon land use system and the review process for Type I (administrative approvals), Type 11 (Planning Commission approval), and Type III actions (Commission or Council approvals). Since the Organizational Review, several handouts have been designed and made available to the general public. Some of these include: Ashland Land Use Decisions: Tips for Providing Effective Testimony Participating in Ashland Land Use Decisions Guide to Ashland's Sign Code Stream and Wetland Enhancement Guide Buildable Lands Inventory (2011) City of Ashland Planning Handbook City of Ashland— Solar Setback Guide Page 3 of 6 �`, CITY OF -ASH LAN D Guideline Briefs for Rehabilitation in Ashland's Historic Districts (Draft) The Community Development Department's web presence has been enhanced significantly within the City's website, including an expanded document center which provides downloadable guides, brochures, and current and long range planning documents. As further handouts are developed they will be included in this document center. http://www.ashland.or.us/Pagc.asi)?NavlD=l 0748 • Permit Review Times As noted earlier in the communication, performance measures were established in 2010-2011 budget to assess and track land use permit processing timelines. In the Organizational Review, the average processing time for Type I's was 79.4 days and for Type 11's was 94.4 days. For 2011-2012 FY budget preparation, average processing times for land use applications was 44.16 days for Type I's and 98 days for Type II's. 11. Land Use Ordinance Improvements In April 2006, Siegel Planning Services completed a review of Ashland's Land Use Ordinance—AMC Chapter 18. The purpose of the Land Use Ordinance Review was to identify internal and external conflicts, inconsistencies, errors, needed updates under state law, and formatting problems with Ashland's Land Use Ordinance (LUO). The review also evaluated the LUO for consistency with Ashland's Comprehensive Plan, Site Design and Use Standards Handbook, and Street Design Standards Handbook and recommended updates to each. The final report included an initial set of LUO revisions, and detailed comments to guide future code writing. After an extensive series of meetings held before the Planning Commission and later the Council, the initial set of LUO revisions were adopted by the City Council and became effective on July 1, 2008. Siegel Report—Next Phase— Unified Development Code The next phase of the Land Use Ordinance update would focus on improving the code's construction, organization, format, and graphics. This step would integrate all of the subsequent amendments into one seamless document. The new, "unified code" would contain all of Ashland's land use regulations, site design and use standards, street standards, neighborhood and business area plans and other development regulations, updated and in one user-friendly document. Unified codes can help eliminate redundancies and inconsistencies in city regulations. They can also help improve internal city communications because all departments (planning, building, fire, and engineering) are reading from the same land use and development "playbook." 111. Improvements to Internal Coordination Effective interdepartmental coordination throughout the development permitting process is a key piece in achieving and sustaining the Council's goal of offering a development review process that is clear, responsive and more certain. Unlike communities with special service districts, the City of Ashland is Page 4 of 6 CITY OF ASHLAND in the position of providing a complete range of services/facilities integral to the development permitting process, including fire and police protection, streets, water, sewer, storm drainage, electric and fiber network. As a result, the city is well-positioned to manage the deployment of these services in a manner receptive to parties taking part in the variety of development activities. The ability of individual city departments to effectively coordinate the design, location, installation and inspection of these services throughout a project's time line saves time and reduces the cost of construction, while leaving the customer with a favorable impression as to their local governments' capability to provide the facilities and services necessary for a successful project. • Survey Results The Community Development Department conducted a survey of 10 cities throughout Oregon in attempt to gain additional information about the involvement of and coordination between city departments and utility providers in the development process. Many of the questions dealt with the use of pre-application and/or construction meetings as a way of providing early stage identification of important issues. Some of the key findings from the survey included: 1) Ashland's use of the pre-application conference is more extensive than the majority of cities; 2) Ashland should consider greater physical attendance by other Department staff, rather than just forwarding written comments; 3) Most communities covered in the survey still note difficulty with early issue identification; 4) The project planner is charged with the responsibility of following up on key issues; and 5) Draft conditions of approval are circulated to other departments for review and comment prior to a final land use decision. • Pre-Application Improvements The majority of city departments play an important role in the planning and design of development proposals. Staff has worked with city departments to improve the quality of feedback through standardized comment sheets that highlight key public service issues. After the pre-application and prior to making application, city staff is encouraged to communicate with the applicant often to work to resolve issues. The "percentage of applications complete at filing" is identified as performance measure in the Community Development Department's budget. Often the success of providing clear feedback at the front end of the process with the pre-application conference, will lead to a higher percentage of applications deemed "complete" at the time of filing an application. • Department Review Meetings Current Planning staff creates an agenda prior to interdepartmental review meetings (Zucker recommendation) that lists active land use applications for the month and highlights important issues raised at the pre-application conference. This allows the city personnel to focus on the most important issues to determine if the items have been adequately addressed and, if not, decide what steps can be taken to resolve the issues in order to be responsive to the project schedule. • Permitting Software Improvements (Eden) Plan review processes have been amended to enable concurrent plan review by multiple departments. The permit routing process in EDEN has been altered to allow simultaneous review, entering of staff comments.and routing as opposed to sequential reviews by Planning, Building,Fire, and Engineering Divisions. Page 5 of 6 CITY OF ASHLAND • Accela Permitting Software (digital plan review) - new In an effort to promote standard permitting practices throughout Oregon cities and counties, the Oregon Building Codes Division (BCD), is providing communities an opportunity to use or convert to Accela permit processes software. The "Building" module is being made available free of charge to qualifying communities. The Community Development Department is evaluating possible advantages of Accela's land management application that can be used to track and manage a wide variety of land use and building department responsibilities and activities including building safety, code enforcement, permitting, inspections, plan reviews, and project management. IV. Miscellaneous Items • Customer Service Questionnaire—January 2012 A cover letter with a link to an online questionnaire was recently mailed to over 1500 individuals that had conducted business with the Community Development Department over the past year and a half. The questionnaire presents an opportunity to obtain customer input and highlight regular areas of concern potentially indicative of problems that need to be addressed. • Customer Service Training— February 2012 The entire Community Development staff will attend a half day customer service training in late February 2012. The training is intended to provide a refresher to all employees regarding elements that represent the foundation for a strong level of customer service, and is specifically designed for divisions with primary responsibility for handling development permitting services within local government. Related City Policies: • 2011-2012 Council Goals— Increase the Clarity, Responsiveness and Certainty of the Development Process. • Adopted Economic Development Strategy 7.1 - Improve the Land Use Development Process Council Options: Council can accept the Council Goal update as presented. Council can identify areas of concern with the Council Goal update and provide direction to staff. Potential Motions: The Council Goal update is for informational purposes. No action is required. Attachments: • Organizational Review Recommendations—Development Applications • Unified Land Use Ordinance - Project Timeline (Siegel Report) • Operational and Organizational Review (2006 Zucker Report) can be found at: http://www.ashland.or.us/Files/ZuckerReport 2006.pdf Page 6 of 6 �r, CITY OF ASHLAND Operational and Organizational Review Development Application Processing Recommendations Development . . Responsibility Level Timeline Increase planning staff to process 1 Community N/A development to four or five planners Development Zucker Recommendation#54 Note: The 2007 economic recession resulted in a dramatic reduction in local construction activity. As a result, Community Development revenues were significantly reduced leading to a reduction in department staffing levels involved in development services. Development Applications Priority Responsibility Completion Level Timeline Submit meaningful pre-application 1 Current Planning Complete comments in 14 days Group Ongoing Zucker Recommendation#56 - Note: There has been significant improvement in the comments from the Public Works and .Fire Department staff. Staff is continuing to work with other departments on the development of standard templates where essential project issues can be highlighted. Development Applications Responsibility Level Timeline Develop submittal checklist 1 Current Planning Complete Ongoing Zucker Recommendation#58 Group T Note: It would be difficult to develop a standardized checklist given that the land use requirements vary from application to application. Changes have been instituted to ensure that pre-application comments are personalized to the specific approvals required, and include a tailored list of materials required for that application. Development . . Responsibility Level Timeline Deem Staff Permits complete at 1 Current Planning N/A submittal Group 2011 0111 Development Applications-Pdodty Recommendations Page 1 Zucker Recommendation#59 Note: Staff Permits were eliminated with 2007 ALUO revisions. Staff will evaluate the possibility of reinstating the staff permit procedure, if determined to better accommodate the timelines of applicants. Priority . . . Development Applications Responsibility Level Timeline Determine application completeness 1 Current Planning Complete within 7-14 days Group Refined Zucker Recommendation#60 Note: Refine recommendation so that applications are reviewed and incomplete letters sent out within 7 to 14 days of submittal. Organizational Review's recommendation that a letter go out to applicant when application is deemed complete within 7 to 14 days is problematic because this starts the clock for the 120-day rule, which is typically timed with sending the first public notice. Development . . . Responsibility Level Timeline Assign new projects to planners 1 Current Planning Complete within 3 days Group Refined Zucker Recommendation#61 Note: New projects are assigned at the staff meeting every Monday, 2 to 7 days from submittal. Priority etion Development Applications Responsibility Level Improve the monthly project review 1 Current Planning Complete meetings Group (ongoing) Zucker Recommendation#62 Note: Agendas are prepared for the department meetings and project planners attend department meetings to compile comments and work through new issues, as well as concerns raised at the pre-application. Development Applications Priority Responsibility Completion Level Timeline Set performance standards for 1 Current Planning Complete application processing timelines Group Zucker Recommendation#64 20110117 Development Applications-Pdot Recommendations Page 2 Note: Performance Measures were established in 2010-2011 Budget. In the Organizational Review, the average processing time for Type I's was 79.4 days and for Type II's was 94.4 days. For 2011-2012 FY budget preparation, average processing times for land use applications was 44.16 days for Type I's and 98 days for Type II's. Development Applications Priority Responsibility Completion Level Timeline Initiate concurrent building IN 1 Building Safety and Complete check process ?` Planning Zucker Recommendation#6S Plan review processes have been amended to enable concurrent review. The permit routing process in EDEN has been altered to allow simultaneous review as opposed to sequential reviews by Planning, Building, Fire, and Engineering Divisions. Development r . . Responsibility Level Timeline All staff In plan check process to use z 1 Community VMOM—plete Eden " •` '.ter � ,,,;��•�,�,, ,,� - �' >{��� - � ` , Development Zucker ReeommendatlnfN86. Eden is used as the primary means of entering permit review action results by all staff with review responsibilities. EDENs email alert functionality has been implemented to alert plan review personnel that plans have been submitted and further notices are sent to key staff as steps within the review process are completed. Building Safety Division review comments are currently kept on an Excel spreadsheet stored in the G: drive. Staff is in the process of migrating to Eden in lieu of the Excel method in order to provide a central location for all to access for a projects plan review comments and status. Ultimately, transitioning to Accela e-permitting software likely will prove to be a better tool for interdepartmental building plans review and permit issuance. Development Applications Priority Responsibility Completion Level Timeline Review bi-weekly Eden reports � `1` Community Complete Zucker Recommendation#67 ���,� ,� � Development Building Safety and Planning reviews Eden list of active building permits pending Planning and Building Division approval every week in order achieve performance target and highlight 20110117 Development Applications-Pdodty Recommendations Page 3 problems as early as possible in the process. Development Applications Priority Responsibility Completion Level Timeline Building inspectors to be sensitive to 1 Building Safety & Complete planning issues Planning Ongoing Zucker Recommendation#69 Building Safety Division staff is informed of conditions of approval in order to be mindful of land use issues while on job sites. Planners shall be notified if a violation is encountered. Development Applications Priority Responsibility Level Timeline Construction changes involving 1 Building Safety & Complete planning issues to be jointly approved Planning Zucker Recommendation#70 All project changes are submitted for review. Building insures these addendums are routed to planning. Development Priority Completion . . . Responsibility Level Case planner to monitor condition 1 Current Planning Complete compliance Group Zucker Recommendation#71 Project planners check condition compliance at building plan check and monitor compliance throughout construction. Development . . . Responsibility Level Timeline Case planner to review tree 1 Current Planning Complete protection plans Group Zucker Recommendation#72 Project planners review tree protection plans, and conduct initial inspection of required tree protection measures. Development Applications Priority Responsibility Completion 2011 0117 Development Applications-Pdodty Recommendations Page 4 Level Timeline Train building inspectors re: tree 1 Community Complete protection and soil erosion Development ongoing Zucker Recommendation 973 Building Safety Division staff is informed of conditions of approval in order to be mindful of land use issues while on job sites. Planners shall be notified if a violation is encountered. Development . . . Responsibility Priority Level Timeline Monitor condition compliance 1 Code Compliance Complete Refinements Zucker Recommendation#74 With the elimination of Code Compliance Specialist position, code compliance work load relating to land use and building safety issues is carried about by Assistant Planners and monitored by Community Development Director. Citywide code compliance has been decentralized, with other city departments handling non-land use and building safety issues, while Community Development maintains a citywide tracking log. Development Applications Responsibility Level Timeline Develop handouts 2 Current Planning Complete On-going Zucker Recommendation#50 Group T Handouts and citizen guides have been developed and are readily available to address frequently asked questions relating to signs and water resource protection. Additional handouts are in draft format. Water Resources Guidebook, Guide to Ashland's Sign Code-Downtown District, Solar Setback Guide, Guideline Briefs for Rehabilitation in Ashland's Historic Districts, 2011 Buildable Lands Update, etc, The "Planning Handbook" is nearing completion. The Handbook provides comprehensive information on the Oregon land use system and the specific mechanics of Ashland's land use process. Priority Completion Development Applications Level Responsibility Timeline Install a rack or kiosk for handouts in 2 Community Complete lobby Development Zucker Recommendation#51 20110117 Development Applications-Priority Recommendations Page 5 This item has been completed. Development Applications Priority Responsibility Completion Level Timeline Place all handouts on website 2 Community Complete ment Ongoing Zucker Recommendation#52 Development The Community Development Department's web presence has been enhanced significantly within the City's website, including an expanded document center which provides downloadable guides, brochures, and current and long range planning documents. As further handouts are developed they will be included in this document center. http://www.ashland.or.us/Page.asp?NavlD=10748 Development Priority Completion . . Responsibility Level Community Development and Public 2 Community On-going Works to resolve process issues Development/Public Zucker Recommendation#53 Works Eden has been updated to include dual sign off on some Public Works permits, but Eden is not used for review or inspection of the permits. As a result, some process fine tuning is needed to make sure Community Development and Public Works are consistently included in the review and approval of permits with mutual interest, such as excavation, encroachment permits, Address requests, etc. Development . • • Responsibility Level Timeline Update procedures section of the 2 Community Complete code Development Ongoing Zucker Recommendation#55 Chapter 18.108 of the ALUO was revised based on the recommendation of the Organizational Review and adopted in 2008. Development • . . Responsibility Level Tinneline Post pre-application information on 2 Community Complete website Development 2011 0117 Development Applications-Pnomy Recommendations Page 6 Zucker Recommendation#57 A current pre-application conference schedule, showing 6 months of prior activity, is provided on the website. The pre-application comments are provided as a direct link for each prospective project within this listing. htto://www.ashiand.or.us/Page.asp?Nav[D=11781 Priority Completion Development . . Responsibility Level Timeline Planning Commission to complete 2 Current Planning Ongoing review of projects during one monthly Group Objective meeting Zucker Recommendation#63 The Planning Commission meets twice a month. The first meeting of the month is reserved for land use hearings, and the second meeting is designated as a commission Study Session. There are occasionally instances when the time sensitivity of a project necessitates that it be continued to the second meeting of the month, but this is a rarity. City staff meets with the PC Chair prior to the meeting to isolate key discussion items. Development . . Responsibility Completion Priority Level Timeline Continue to make known the Design 2 Building Safety Complete Assumption Conferences Division Refinements Zucker Recommendation#68 Building Safety Division will implement ways to better publicize.this service. A fee might need to be charged for more formal Design Assumption Conferences. Development Applications Priority Responsibility Level Timeline Track customer data at the counter 7 3 Community Complete Development Ongoing Zucker Recommendation#49 Front Once Every three months customer data is tracked at the counter including reason for visit, customer type, and time spent with staff. Additionally, number of customers utilizing online and over the counter permits are tracked and reported as a budget performance measure. Development . • . Responsibility Priority Level Timeline 20110117 Development Applicators-Pdodty Recommendations Pagel Examine appeal fees 3 Curr�enPlanning Complete Zucker Recommendation #75: Grou ; y` Type II appeal fee evaluated with 2007/2008 ALUO revisions. Type I appeal fee approved on 7.19.11. 20110111 Development Applications—Priority Recommendations Page 8 Unified Land Use Ordinance — Siegel Report (Phase II) Month Month Month Month Month Month 1 -2 3.4 5-6 7 .8 9 .10 11 . 12 1. Project Kick-off 2. Code Outline F 3. Draft Unified Code 4 a �., .' 4. PC Review and Recommendation 5. CC Review and Decision PC=Planning Commission CC=City Council Task 1: Project Kick-off Finalize the project schedule, public meeting schedule and format of deliverables. Task 2: Code Outline Prepare an outline for the Unified Land Use Ordinance. Task 3: Draft Unified Code Prepare first draft of Unified Land Use Ordinance. The Unified Land Use Ordinance will prepared into three to five modules that will provide a logical sequence for reviewing the draft. Task 4: Plannina Commission Review and Recommendation In addition to routine project updates,the Planning Commission will meet to review the draft Unified Land Use Ordinance outline and discuss the modules. Based on the recommendations resulting from the Planning Commission study sessions and project management team input, Draft#2 of the Unified Land Use Ordinance will be prepared. Subsequently,the Unified Land Use Ordinance will be scheduled for the formal public hearing process and Planning Commission recommendation. Based on the recommendations of the Planning Commission,the Proposed Unified Land Use Ordinance will be prepared for City Council review. Task 5: City Council Review and Decision City Council public hearing, review and decision on the Proposed Unified Land Use Ordinance. Prepare revisions as needed. CITY OF ASHLAND Council Communication Approval of a Resolution Establishing a Streetside Memorial Marker Policy Meeting Date: January 17, 2012 Primary Staff Contact: James Olson Department: Public Works E-Mail: olsonj @ashland.or.us Secondary Dept.: Community D opment Secondary Contact: Michael Faught Approval: Larry Patte Estimated Time: 15 Minutes Question: Will the Council approve a resolution titled, "A Resolution Establishing a Streetside Memorial Marker Program"? Staff Recommendation: Staff recommends approval of a resolution establishing a Streetside memorial marker program. Background: The Ashland Transportation Commission has proposed a policy whereby a person who has died in a traffic or other related crash on Ashland city streets may have a sign erected to memorialize that individual. The policy has a two-fold benefit; first, to honor and remember those who have died in a crash and second, to remind others to drive sober or to act responsibly on our City streets. On June 7, 2010, 26 year-old Jesse Brandson, a resident of the Faith Avenue area, suffered a fatal injury when he fell from his skateboard after hitting the curb on that street. Mr. Brandson had not been wearing a helmet at the time of the crash, even though Ashland has an ordinance requiring people using skateboards, roller skates or scooters on City streets to do so. In May of 2011 Ms. Janet Brandson, Jesse's mother, approached the Transportation Commission requesting permission or assistance in erecting a memorial maker on the street to memorialize her son's death. Brandson's family hopes that the accident can serve to remind skateboarders to wear helmets. Ms. Brandson states that, "We would love to send a message to the young people of this town that wearing a helmet when they are on a skateboard is so important." The Oregon Department of Transportation and many cities throughout the nation have policies that provide for the erection of memorial markers along public streets and highways to reinforce the need to drive and act responsibly on our public ways. The Transportation Commission moved to develop a similar program in Ashland to further enhance the safety of all who use our streets, regardless of what mode of transportation they may choose to use. As stated in the resolution, memorializing those,who have died on our City streets can serve as a reminder to all road users that all have an obligation to use public streets in a responsible manner, to obey the law, to be courteous and to respect the rights of all road users. This policy standardizes the type of memorial marker to be used. It is proposed that the marker will be a standard street type sign, 18 inches by 24 inches in size, with black lettering on a white background, and constructed of retro-reflective material. The sign shall have an appropriate message such as "DRIVE SOBER" or "RIDE RESPONSIBLY," and shall include a second line stating; "IN MEMORY Pagel o1`2 �r, CITY OF -ASH LAN D OF." A six inch panel shall be added below the sign with the name of the deceased in black letters on a white background. Signs shall be placed by the Public Works crews within the street rights of ways. Related City Policies: AMC Section 1.04 states that the Council is empowered to enact ordinance or laws of the City and to create a temporary or special law, administrative action, order or direction in the form of a resolution. Council Options: The Council may elect to approve the attached resolution as presented, or to revise the resolution, or to decline to approve a memorial marker policy. Potential Motions: • Move to approve the resolution establishing a streetside memorial marker policy • Move to approve a resolution establishing a streetside memorial marker policy as revised • Move to deny approval of a resolution establishing a streetside memorial marker policy Attachments: Resolution ` Page 2 of 2 RESOLUTION NO. 2012- A RESOLUTION ESTABLISHING A STREETSIDE MEMORIAL MARKER PROGRAM RECITALS: A. The Ashland Transportation Commission seeks to improve the safety of Ashland streets for all users through the application of the "five E's", namely Education, Enforcement, Engineering, Encouragement and Evaluation. B. The City further seeks to develop a program where those who have died as a result of motorized or non-motorized vehicle or pedestrian crash can be memorialized. C. The City believes that memorializing those who have died on city streets can serve as a reminder to all road users that all have an obligation to use public streets in a responsible manner, to obey the law, to be courteous and to respect the rights of all road users. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Purpose The purpose of this program is to establish guidelines for the placement of standardized streetside memorials for people who have died as a result of a motorized or non-motorized vehicle or pedestrian crash on city maintained rights of way within the city limits bf Ashland. The program will also serve as a means to enhance awareness of the need to drive safe and sober, to obey traffic laws or other similar safety messages. SECTION 2. Policy The public works department will fabricate and install a streetside memorial sign along city-maintained street, normally for a period of two years. The entire cost of fabricating, installing and final removal of such sign must be paid by the applicant requesting the sign unless the City elects to sponsor the sign. SECTION 3. Procedure The installation of a streetside memorial marker will be processed in accordance with the following: A. Requests for a memorial marker shall be submitted in writing to the Ashland Transportation Commission. Requests may be made by immediate family members or friends and shall include details of the crash. Requests from friends require written permission from the deceased's immediate family. B. Memorial markers will be designed, constructed and installed by Ashland Public Works department. Memorial markers will only be installed in areas where the fatality occurred with the written permission of the resident whose property is r G:\pub-wrks\eng\dept-admin\Transportation Commission\Final Resolution Streetside Memorial Prog.docz abutting the right of way where the memorial is to be placed. Markers will be placed behind sidewalks where they are present. C. Memorial markers shall not be placed within active construction zones. D. All memorial markers shall be installed on the right side of the street in accordance with current MUTCD standards. E. Memorial markers shall remain in place for no longer than two years after which the sign face will be removed and returned to the applicant. SECTION 4. Design A. The memorial marker shall be 18 inches by 24 inches in size and the sign blank will be of aluminum material. B. Lettering shall be black on a white background and shall be of retro-reflective material. C. Letter size will be in all capitals of approximately 3 inches in height. D. The sign design shall contain an appropriate message such as: "DRIVE SAFE"; "DRIVE SOBER"; "RIDE RESPONSIBILY"; "WEAR A HELMET WHEN RIDING" or other similar message. A second line shall be added stating "IN MEMORY OF". A 6 inch panel shall be added below the sign with the name of the deceased in black letters on a white background. SECTION 5. Approval This resolution was duly PASSED and ADOPTED this_day of , 2012, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2012. John Stromberg, Mayor Reviewed as to form: City Attorney G:\pub-wrks\eng\dept-admin\Transportation Commission\Final Resolution Streetside Memorial Prog.docx CITY OF ASHLAND Council Communication Ordinance Amending AMC 14.08.030 Connection — Outside City, Inside Urban Growth Boundary and Adding AMC 14.09.020 Sewer Lateral Ownership Meeting Date: January 17, 2012 Primary Staff Contact: Michael R. Faught Department: Public Works E-Mail: faughtmaa ashland.or.us Secondary Dept.: Legal Secondary Contact: Scott Fleury Approval: Larry Patte Estimated Time: 15 Minutes Question: Will the Council approve the First Reading of an ordinance titled, "An Ordinance Amending AMC 14.08.030 Connection— Outside City, Inside Urban Growth Boundary and Adding AMC 14.09.020 Sewer Lateral Ownership" and move the ordinance on to Second Reading? Staff Recommendation: Staff recommends Council approve the First Reading by title only and set the matter for a Second Reading. Background: Staff is recommending amendments to two sections of Ashland Municipal Code: Amendments proposed for AMC 14.08.030 are housekeeping updates. Under current Code, one of the conditions of approval for connecting property outside the city but inside the UGB to the City sewer system is a determination that the property owner's sewer system has failed. Under current Code, "Jackson County" is specifically named as the entity to make that determination. Jackson County no longer makes such determinations; DEQ does. Thus,the proposed new language directs an applicant to seek approval from an "appropriate regulatory authority". Similarly, the proposed amendments ensure that the applicant's project does not conflict with "state or local laws, rules and regulations", rather than limiting compliance only to the Jackson County's comprehensive plan. Staff is proposing to update the existing Ordinance, AMC 14.09.020 Sewer Lateral Ownership, which relates to connections outside the City and inside the Urban Growth Boundary. The new ordinance works to codify existing long term policy that places the obligation on the property owners to repair or replace their sewer laterals that extend from their building and across their property, and in many cases within the public right of way, to the sewer main. AMC 14.09.020 Sewer Lateral Ownership, is intended to correct a long standing deficiency in the city's code. Both AMC 18.72.070 (d) Criteria for Approval and AMC 18.80.060 (B) (6) are land use rules that clearly make the property owner responsible for construction on new building sewer laterals servicing their buildings from the sewer main line. AMC 14.09, which regulates our sewers, its funding and uses, does not. In fact, language which would expressly assign responsibility for maintenance and replacement of building sewer laterals after initial construction is unfortunately absent. Filling this void, some property owners have challenged the City's practice that obligates them to responsibly maintain their building sewer laterals. With over 8,100 building sewer laterals in Ashland, Page I of 2 CITY OF ASHLAND a decision by the City to begin assuming responsibility for maintenance and replacement of the building sewer laterals in the public right of way would significantly increase City costs and be counter to its historic practices. Therefore, staff is proposing the new code language be added to AMC 14.09.020 to remove the question and place maintenance responsibility on the property owner who exclusively benefit from the use of their own sewer lateral. The City's proposed language and current practice is common in the Rogue Valley: Medford and Rogue Valley Sewer Services (Jacksonville, Talent and Phoenix) have similar ordinance language placing responsibility for maintenance and replacement of sewer laterals with the property owner. This is similarly the case with most other cities in Oregon such as; Milwaukie; Grants Pass, Fairview, Ontario, McMinnville, Forest Grove, Pacific City and Bend as just a few examples. Oregon City, North Bend, Rogue River, Netarts-Oceanside Sanitary District, Cottage Grove and Albany, however, maintain the sewer lateral from the property line or public right of way to the sewer main line. Related City Policies: City Charter Article 10, Ordinance adoption provisions. Council Options: 1) Move to approve the First Reading and set the matter for a Second Reading. 2) Postpone consideration of the proposed ordinance Potential Motions: • Staff. [Conduct First Reading of the ordinance by title only.] • Council: Motion to approve First Reading and set the matter for Second Reading. Attachments: • Ordinance • AMC 14.09 AMC 18.72.070 (D) • AMC 18.80.060 (B) Page 2 of 2 ORDINANCE NO. AN ORDINANCE AMENDING AMC 14.08.030 CONNECTION - OUTSIDE CITY, INSIDE URBAN GROWTH BOUNDARY . AND ADDING AMC 14.09.020 SEWER LATERAL OWNERSHIP Annotated to show deletions and additions to the code sections being modified. Deletions are bold lined through and additions are bold underlined. WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City. The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, State requirements for allowing properties outside the City to be connected to the City's sewer main have changed, and the City of Ashland desires to amend the code to reflect current regulatory requirements for such connections. WHEREAS,'the City of Ashland has historically conditioned permission to connect to the City's sewer main on commitments by property owners to maintain, repair or replace building sewer laterals from the building to the public Sewer Main. WHEREAS, the City of Ashland desires to codify historic practices to establish workable and uniform decision making. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 14.08.030 is hereby amended to read as follows: 14.08.030 Connection - Outside City, Inside Urban Growth Boundary An occupied dwelling or building located outside the City of Ashland and inside the urban growth boundary may be connected to the sewer system when such connection is determined by the Ashland City Council to be in the best interest of the City of Ashland and to not be detrimental to the City's sewerage facilities. Such connection shall be made only upon the following conditions: A. The applicant for sewer service pays the sewer connection fee and the systems development charges established by the City Council. Ordinance No. Page 1 of 4 A in the event ,. .1.. whing er building eenneeted to the ..e., e.-system, is subsequently y fella.vA for a then the �eplaeefne.nt dwelling or building m eeted to the ..ewer. s yste... .�F �° ••, sewer. o'owm v, the City as long as the use of the seAlef system will not be iner-eased as determined by the CB. The applicant shall be responsible for pays the full cost of extending the City of Ashland sewer main or line to the property for which sewer service is being requested. DC. The applicant shah seemre secures, in writing, statements from the daekson County appropriate regulatory authority that the existing sewage system has failed and that the provision of sewer by the City of Ashland does not conflict with the daeksen County Comprehensive Plan, support deeuments, fu'es, or regulations state and local laws, rules and regulations. BD. The applicant furnishes to the City a consent to the annexation of the land, signed by the owners of record and notarized so that it may be recorded by the City and binding on future owners of the land. FE. The applicant shall provides for the payment to the City by the owners, at the time of annexation, an amount equal to the current assessment for liabilities and indebtedness previously contracted by a public service district, such as Jackson County Fire District No. 5, multiplied by the number of years remaining on such indebtedness, so that the land may be withdrawn from such public service districts in.accord with ORS 222.520 and at no present or future expense to the City. GF. The owner shall executes a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the City. HG. That The land is within the Urban Growth Boundary. H. In the event of connecting a replacement dwelling or building to the sewer system, the connection does not increase use of the sewer system as determined by the Director of Public Works. (Ord 2704, 1993; Ord 2861, 2000) SECTION 2. Chapter 14.09.020 is hereby added to read as follows: 14.09.020 Sewer Lateral Ownership A. Definitions 1. `Building Sewer Lateral" refers to the extension of the sewer pipeline from the building drain to the public sewer main line. Ordinance No. Page 2 of 4 2. "Sewer Main" is the public sewer system, typically comprised of 6-inch and larger pipelines located within public right-of-ways or easements. 3. "Sewer Connection" is the location where the sewer lateral connects to the Sewer Main, including afiv pipe fittings or materials used to make the connection. 4. "Property Owner" means any person, firm, partnership or corporation. 5. "Deficiency of a Service Lateral" means a defect (broken pipe, leaky joints, protruding service, etc.) in the service line or connection to the main line that result in infiltration, obstructs flow, creates a subsurface void, allows wastewater to exfiltrate, or creates a risk of sanitary sewer overflows. B. Ownership and Responsibility 1. It shall be the responsibility of the property owner to repair or replace any building sewer lateral showing any defect including, but not limited to, leaks, breaks, settlement, or stoppages. Any loss or damage to any public facility caused either by improper installation or maintenance procedures will also be the property owner's responsibility. 2. The City reserves the right to cease water and/or sewer service to the property owner in the event that a significant deficiency is not corrected in a timely manner by the property owner after being notified by the City. 3. In the event that the City installs or relocates a building sewer lateral within a public right-of-way for purposes other than to correct deficiencies in the property owner's building sewer lateral, the city shall maintain the sewer lateral for one year from the date of final inspection. Maintenance after this date becomes the responsibility of the property owner. SECTION 3. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 4. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance"may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re-lettered, provided however that any Whereas clauses and boilerplate provisions (i.e. Sections 2-3) need not be codified and .the City Recorder is authorized to correct any cross-references and any typographical errors. Ordinance No. _ Page 3 of 4 The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of. 12012, and duly PASSED and ADOPTED this day of 12012. Barbara M. Christensen, City Recorder SIGNED and APPROVED this_ day of 2012. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. _ Page 4 of 4 ASHLAND MUNICIPAL CODE CHAPTER 14.09 SEWER SYSTEM--REGULATIONS SECTIONs: 14.09.010 Phosphate Ban SECTION 14.09.010 Phosphate Ban. The Council recognizes its authority and responsibility to plan and provide for control of sewerage, surface water, and water supply. The Council hereby finds that phosphorus loading of surface waters is currently a serious pollution problem affecting water quality in the Bear Creek Sub-basin and threatens future water quality in other surface waters of the region. Phosphate detergents contribute significant phosphorus loading to the treated wastewater released to surface water into Bear Creek. Phosphorous loading has become a pollution problem, and state standards will require additional wastewater treatment facilities at public expense beyond primary and secondary treatment facilities. This Ordinance is enacted to reduce phosphorus pollution at its source to maintain existing water quality and to enhance cost-effective wastewater treatment where phosphorus pollution has been identified as a serious pollution problem by the State of Oregon Environmental Quality Commission. A. Definitions. L "Cleaning agent" means any product, including but not limited to soaps and detergents, containing a surfactant as a wetting of dirt emulsifying agent and used primarily for domestic or commercial cleaning purposes, including, but not limited to the cleansing of fabrics, dishes, food utensils, and household and commercial premises. Cleaning agent shall not mean foods, drugs, cosmetics, insecticides, fungicides and rodenticides, or cleaning agents exempt from this Ordinance. 2. "Phosphorus"means elemental phosphorus. 3. "Person' means any person, firm, partnership or corporation. B. Prohibition. No person may sell or distribute for sale within the City of Ashland City Limits, any cleaning agents containing more than 0.5 percent phosphorus by weight except cleaning agents used in automatic dishwashing machines shall not exceed 8.7 percent phosphorus by weight. C. Exemptions. This Ordinance shall not apply to any cleaning agent: 1. Used in dairy,beverage,or food processing equipment. 2. Used as an industrial sanitizer, brightener, acid cleaner or metal conditioner, including phosphoric acid products or trisodium phosphate. 3. Used in hospitals,veterinary hospitals or clinics, or health care facilities. 4. Used in agricultural production and the production of electronic components. 5. Used in a commercial laundry for laundry services provided to hospital or health care facility or for a veterinary hospital or clinic. 6. Used by industry for metal cleaning or conditioning. 7. Used in any laboratory, including a biological laboratory, research facility, chemical, electronics or engineering laboratory. 8. Used for cleaning hard surfaces, including household cleansers for windows, sinks, counters,stoves,tubs or other food preparation surfaces,and plumbing fixtures. 9. Used as a water softening chemical, antiscale chemical or corrosion inhibitor intended for use in closed systems, such as boilers, air conditioners, cooling towers or hot water systems. Page I of ASHLAND MUNICIPAL CODE 10. For which the Council determines that imposition of this Ordinance will either: a. create a significant hardship on the user; or b. be unreasonable because of the lack of an adequate substitute cleaning agent. D. Severability. The provisions of this Ordinance are severable. If any provision of this Ordinance or its application to any person or circumstance is held invalid,the invalidity shall not affect other provisions or application of this Ordinance which can be given without the invalid provision or application. E. Penalty. Any person violating any of the provisions of this chapter is, upon conviction, guilty of a Class III Violation and shall be subject to the penalties as set forth in Section 1.08.020. (Ord.2623, 1991) (Ord 3029,amended,08/032010) Page 2 of 2 SECTION 18.72.070 Criteria for Approval. The following criteria shall be used to approve or deny an application: A. All applicable City ordinances have been met or will be met by the proposed development. B. All requirements of the Site Review Chapter have been met or will be met. C. The development complies with the Site Design Standards adopted by the City Council for implementation of this Chapter. D. That adequate capacity of City facilities for water, sewer, paved access to and through the development, electricity, urban storm drainage, and adequate transportation can and will be provided to and through the subject property. All improvements in the street right-of-way shall comply with the Street Standards in Chapter 18.88, Performance Standards Options. (Ord. 2655, . 1991; Ord 2836 S6, 1999) Page 1 of I SECTION 18.80.060 Improvements. A. Improvement procedure. In addition to other requirements, improvements installed by the subdivider either as a requirement of these regulations or at subdividers own option shall conform to the requirements of.this Title and improvement standards and specifications followed by the City. The improvements shall be installed in accordance with the following procedure: 1. Work shall not begin until plans have been checked for adequacy and approved by the City. To the extent necessary for evaluation of the subdivision proposal, the plans may be required before approval of the final map. 2. Work shall not begin until the City has been notified in advance, and if work has been discontinued for any reason, it shall not be resumed until the City has been notified. 3. Improvements shall be constructed under the inspection and to the satisfaction of the City. The City may require changes in typical sections and details if unusual conditions arise during construction to warrant the change in the public interest. 4. All underground utilities, sanitary sewers, and storm drains installed in streets shall be constructed prior to the surfacing of such streets. Stubs for service connections for all underground utilities and sanitary, sewers shall be placed to such lengths as will obviate the necessity for disturbing the street improvements when service connections are made. 5. A reproducible map showing all public improvements as built shall be filed with the City Engineer upon completion of such improvements. B. Improvement requirements. Improvements to he installed at the expense of the land divider are as follows: 1. Interior streets. All interior streets shall be graded for the entire right-of-way width, and roadways shall be improved with paving, curbs, gutters, and drainage. The subdivider shall improve the extension of all subdivision streets to the center line of existing streets with which subdivision streets intersect. 2. Exterior unimproved streets. When part of a proposed subdivision or major land partition abuts an existing unimproved street, the property owner, or a representative, shall satisfy the minor land partition improvement requirements and sign an agreement in favor of improving said street in the future to full City standards as outlined in this Section. 3. Structures. Structures specified as necessary by the City, for drainage, access, and public safety shall be installed. 4. Sidewalks. Sidewalks may required on one(1) or both sides of the street at the discretion of the Planning Commission. Such requirement shall be related to the general level and type of development in the area, the anticipated level of pedestrian traffic, and the safety and convenience of children and other pedestrians. 5. Improvements to be installed or provided by subdividers include all items required by the Director of Public Works at the time of the subdivider's plat and construction plan and specification approval. 6. Sewers. Sanitary sewer facilities including laterals connecting with the existing City sewer system shall be installed to serve each lot. No septic tanks or cesspools will be permitted within the City. Storm water sewers shall be installed as required by the City. 7. Water. Water mains and services, fire hydrants of design, layout, and locations approved by the Director of Public Works as conforming to City standards shall be installed. 8. Street trees. Street trees may be required by the Planning Commission and shall conform with a City street tree plan or specific requirements of the Commission relating to tree type, size and spacing. 9. Landscaping on lots where the allowable percentage of lot disturbance has been exceeded. 10. Monuments. Upon completion of street improvements, monuments shall be re-established and protected in monument boxes at every street intersection and at all points of intersection,or at all points or curvature and points of tangency of street center lines. C. Underground utilities - required. All on site utility lines, including but not limited to electric, Page 1 of 2 communications, street lighting, and cable television, shall be installed underground, except as provided in "D" below. For the purpose of this section, appurtenances and associated equipment such as, but not limited to, surface-mounted transformers, pedestal-mounted terminal boxes and meter cabinets, terminations for concealed ducts in an underground system, and street lighting structures and fixtures may be placed above ground. This section does not apply to utility lines which do not provide service to the area being subdivided. D. Underground Utilities - Exceptions. Minor land partitions shall not be required to provide underground utilities, provided that all new service for residential uses shall have installed a service panel and stubbed conduit to convert to underground utilities at a future date. E. Underground Utilities - Cost. The developer shall deposit with the City the total fee required in Section 14.16.030 of this Code, and shall be responsible for all trenching and backfilling. (Ord. 2148 S2, 1981)] F. Underground Utilities -Rules and Regulations. The City Council may, by resolution, adopt rules and regulations governing the installation and allocation of costs for underground utility extensions. (Ord.2148 53, 1981) G. Safety Street Lighting. Safety street lighting shall be provided by the developer in new subdivisions and in private developments of five (5) acres or more. Developer shall bear all costs except wiring, maintenance and energy. All street lighting improvements shall be installed to the satisfaction of the Electric Superintendent in accordance with the specifications on file in the office of the Electric Superintendent. The amount and intensity of illumination provided for street lighting shall be in accordance with the standards established by the illuminating Engineering Society, American Standard Association,as approved by the Electric Department. Page 2 of 2 CITY OF ASHLAND Council Communication Resolution Fstablishing a Reward Fund Meeting Date: January 17, 2012 Primary Staff Contact: Terry Holderness Department: Ashland Police D E-Mail: holdemet.@ashland.or.us Secondary Dept.: Legal Secondary Contact: David H. Lohman Approval: Larry Patters Estimated Time: 10 minutes Question: Will the Council adopt a resolution titled, "A Resolution Establishing a Reward Fund for Information Resulting in the Apprehension and Conviction of Persons Responsible for the Murder of David Michael Grubbs"? Staff Recommendation: Staff recommends Council approve the resolution. Background: A number of citizens have tentatively discussed establishing a fund to reward persons who provide law enforcement officials critical information leading to the capture and conviction of whomever was responsible for the murder of David Grubbs. Accounting rules, Home Rule authority, and state statutes permit the establishment of such a committed account within the City's General Fund. The resolution proposes establishing such a reward fund with the following main features: • Reward claimant(s) must provide information determinative to the capture and conviction (or equivalent disposition) of the perpetrator. • City employees and law enforcement officers would not be eligible. • The reward may be split, if appropriate. • As required by ORS 131.895, the decision on whether a reward claimant is entitled to a reward would be made by the Jackson County Commission. APD would make recommendations to the County Commission. • Interest would be paid to the City for administrative costs, instead of being added to the reward account. • The Council may terminate the reward account and reward offer upon determining that the original purpose is no longer being served. If not terminated earlier, the reward account and reward offer would terminate automatically after five years. • Upon termination, refunds of donations of$50 or more would be made upon request. No refunds would be issued for donations under $50. Funds not returned after termination would be allocated for use by the Ashland Police Department. Related City Policies: None Council Options: • Move to approve the resolution. Page ] of 2 CITY OF ASHLAND • Take no action Potential Motions: Council moves to approve the resolution as presented per discussion. Attachments: Draft Resolution Page 2 of 2 RESOLUTION NO. 2012- A RESOLUTION ESTABLISHING A REWARD FUND FOR INFORMATION RESULTING IN THE APPREHENSION AND CONVICTION OF PERSONS RESPONSIBLE FOR THE MURDER OF .DAVID MICHAEL GRUBBS RECITALS: A. The recent violent death of David Michael Grubbs has profoundly saddened the citizens of Ashland; challenged their normal confidence in the security of the City's environs; and increased their determination to keep Ashland a city where one feels safe and is safe. B. The City of Ashland fully supports law enforcement officials' efforts to apprehend and bring to justice anyone involved in perpetrating this heinous attack. C. Concerned citizens have expressed a desire to contribute to a publicly-managed fund to reward those who provide to law enforcement officials information that results in the arrest and conviction of the person(s) responsible for the death of David Grubbs. D. Pursuant to independent criteria, the family of the victim is establishing a separate; privately-administered reward fund to supplement the public reward fund authorized herein. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Reward Account. The City hereby establishes a committed account within its general fund for the deposit of money contributed by persons who wish to reward persons providing new information essential to the apprehension and conviction of those responsible for the fatal attack on David Grubbs on November 19, 2011. The account shall be the City's David Grubbs Reward Account and shall be used exclusively for such reward,except as specifically provided below. Any interest accrued on funds in this committed account will be paid to the City as partial reimbursement for the costs of administering the account and the issuance of rewards from it. SECTION 2. Issuance of Rewards. The City shall pay all funds deposited in this reward account to the person or persons who submit to law enforcement officials information determinatively resulting in the apprehension and conviction of those responsible for the murder of David Grubbs. Issuance of rewards from this account shall be subject to the following conditions: A. No reward shall be paid until the perpetrator(s) is legally convicted under a judgment which is final, or, if for any reason the case is not tried or is otherwise disposed of, upon proof the perpetrator(s) committed or participated in the commission of the aforesaid crime. Page 1 of 2 B. In no event shall the reward or combination of rewards exceed the amount deposited in the account established for such purpose, regardless of the number of perpetrators involved in the act and regardless of the number of persons who supply information leading to the apprehension and conviction of such perpetrators. C. Officers and employees of the City of Ashland, officers of state and local police forces and officers of the federal government shall not be eligible to receive any reward from this account. D. A reward may be apportioned between two or more persons who give information leading to the apprehension and conviction of the perpetrator(s). E. The County Commission of Jackson County shall be the sole and final judge of the right of any claimant to a reward. F. In the event a person(s) is convicted in this matter, to the extent allowed under ORS 131.897, any reimbursement the convicted person(s) is required to make to the City for funds paid out of reward accounts will be used to first pay back rewards issued by family members of David Grubbs from their separate account, and thereafter the remaining reimbursements, if any, will be paid to donors to the City's reward account in the proportionate share of their individual donations, and finally to the City for its costs to administer the account and issuance of rewards from it. SECTION 3. Termination and Refund. This account may be terminated at any time upon determination in a City Council resolution that continuation of the account and reward offer are not likely to serve the purposes for which they were established. If not terminated earlier, this account and reward offer shall terminate on January 1, 2017. If for any reason rewards are not made, the money in the account shall be refunded, upon request, to those who donated fifty dollars or more. All money not refunded shall be deposited in the City's general fund for use by the Ashland Police Department. This resolution was duly PASSED and ADOPTED this day of 2012, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2012. John Stromberg, Mayor Reviewed as to form: David Lohman,City Attorney Page 2 of 2