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Home My WebLink About1995-1115 Study Session PACKET b� 12.10 iM City Council Study Session November 15, 1995 Fire Department Facility Plan - Keith Woodley 2. Council Role in Upcoming Emergency Preparedness Exercise - Keith Woodley 3. Schedule for Hillside Development Plan - John McLaughlin 4. Other Business from Council i /�- � `J :ire .SfvA N-4,- ,dglis C�vu wwr a --� �.�-P �n��.cc��✓fix r� �L�U Ye�� 9-1�5 �� - �Q Je : y�e`v�re ,t z l�fi w� rA UA n ju � o-rt re...cfmo8n U76ot� tWAVt- PCl$ 2 MuN,J rA ^� se. os Q r&&`rte" 0 /t e rub, U U�� .w�.P rffr ^ tspu c f cam. 6 Ce CITY OF ASHLAND Council Special Session November 6, 1995 Minutes Meeting called to order at 7:00 p.m. Attendance: Mayor Golden and Councilors Thompson, Hauck, Wheeldon and Hagen; Budget Committee Members Regina Stepahm, Martin Levine, Roy Bashaw and Cate Hartzell. City Administrator Almquist; City Recorder Christensen; Department Heads Lovrovich, Woodley, Brown and Turner, Staff members Harris, Yates, Slocum, Cartmill, Ackerman, Knox and Harvey; local media. DEPARTMENT OF COMMUNITY DEVELOPMENT STRATEGIC PLANNING PRESENTATION BY COMMUNITY DEVELOPMENT: Planning Director John McLaughlin, Regional Affairs Conservation Manager Dick Wanderscheid, Energy Analyst Robbin Pearce and Associate Planner/Housing Officer Kelly Madding. The Department of Community Development presented their mission statement which they believe is the most important part of their strategic planning and sets the tone for all they do. The mission statement for the Department of Community Development is to provide innovative, visionary, and quality public service to Ashland's citizens in an efficient and caring manner, while maintaining a dynamic, fun and enjoyable workplace. We shall maintain and improve the many desirable qualities of Ashland, while helping our citizens conserve our valuable resources in the development and redevelopment of our community. We further recognize that we are a dedicated and unique group of self-motivated employees who are willing to go the extra mile and learn all sides of an issue as we assist and support all members of our community. Through our daily efforts in Community Development, we will continue to make Ashland a better place to live and work for all its citizens, now and in the future. It was explained that Community Development is comprised of three separate divisions: Building, Conservation and Planning. Each of these has a different focus, but all are related to the future changes and development of our community. 1 BUR DING: Provides "full service" plan checks and inspection services for construction, assists in implementation of the American with Disabilities Act and service as staff support to the Building Appeals Board. CONSERVATION: A multi-faceted program addressing a myriad of issues, including recycling, air quality, water conservation and composting. PLANNING: The Division is responsible for current planning, or that portion of the process dealing with active development projects. They are also responsible for the long- range or comprehensive planning for the community. A new level was added during 1994 when the City became part of the Community Development Block Grant Program and assumed responsibility for the administration of those grant funds. The Division provides staff support for the Planning Commission, Historic Commission, Transportation Planning Advisory Commission, Street Tree Commission, Housing Commission and several ad-hoc committees. Analogy for the department was explained as providing a clear vision for the day to day operations. Their long-range planning efforts is to keep the major issues from building up and overwhelming the department in the future. They believe that if both the currant and long-range portions of the program is not operating, neither will the City progress towards its desired goals. Improvement opportunities were prioritized as follows: 1) Analyze future phone system options and upgrades; 2) Develop better public information handouts to explain often asked questions; 3) Develop strategy to improve communication; 4) Expansion and integration of the computer systems; 5) Analyze problems associated with work flow and work systems; 6) Develop employee incentive program; ` ) Organization of work schedules; 8) Improve officetwork space for Mike, Mark and Maria; 9) long term v. short term projects and 10) more defined time schedules. Explained Oregon Municipal Energy and Conservation Agency (OMECA) and how the program is reported. Preserving Conservation models is very important in preserving the Ashland conservation heritage. Goal is to get more efficient in day to day operations to leave better opportunity for long- range projects. Noted that the building fees would not increase as a result of Oregon legislature as was indicated in Section II, page 9 and there would not be additional funding available for the Building Division. 2 ITEMS OF DISCUSSION *Different levels of complexity of issues facing the Community Development Department and its effects. *How strategic planning would fit into the budget process. *Reduction and consolidation of committees and commissions to reduce the work load on staff. *Under the weathesization program there was discussion and question regarding recycled materials. *Questioned whether there was a schedule for the Building Department to meet with the public in general and contractors annually. *Establishing a base and contact with the gas company for Energy Conservation. Wandersheid confirmed that there is a working relationship with the gas company, programs aimed at saving electricity is because it is paid by Bonneville does agree that it is a good idea to check into conservation programs offered through the gas company. Wandersheid noted that 80% of electrical homes in Ashland have been weatherized. *Current number of planning actions as compared to past years. It may be that there is no difference in numbers, but in the complexity of the issues. *How the cut in ONECA funds would affect the conservation department. *Creating better internal and external communication. *Increase of requests by other cities for.information on the City. *System to make sure that continuing education from conferences etc. is past on to other department personnel. *Encouragement in planning effort to take progressive steps with DEQ. *Barrier Removal plan for the city is set at 20% completion each year for 5 years. *Incentive program for employees will be discussed by strategic planning committee. *How long-range planning is parceled out for leadership and guidance. *It was agreed that citizen committee involvement is helpful. List of priorities by the Community Development Department is as follows: In =Ms: *Transportation Element *Vacant Lands *Annexations *Procedures *Recycling Ordinance *Archeology-Goal 5 *Housing Commission *Fordyce Street LID *Bike Parking *Historic Ordinance 3 Fula. *Citizen Involvement *Skinny Street Standards *Oak Street LID *Orange Street LID *E. Main & Mountain Signal *Transportation System *CLG (Certified Local Gov't) *Tree Program *Zoning-Mist. *Periodic Review *New Legislation *Regional Planning Meeting adjourned 8:55 p.m. Barbara Christensen, City Recorder 4 I� -- - C�cum - - -- -- -- - - - ILL' vi - . - - -v tin - -�✓�rn� IN PROCESS -► Transportation Element Housing Commission Maria, Kelly, Bill, Mac Kelly, Mac December, 1995 Meet w/Jarvis, Winthrop, Hauck Meet week of ?? Ashland Street See Cathy G. on the 18th Historic Ordinance Fordyce Street LID Bill, Maria Overview/Newspaper Ad/Public Meeting Landscaping Ordinance 10/24 - PC Study Session 12/95 - PC Meeting Infill Railroad Plan CDBG Council Process Strawberry Neighborhood Handouts No. Mtn. Neighborhood Clean-out Map Files Vacant Lands Bike Parking Annexations Mac, Maria Mac, Mark, Kelly Design 1st Draft to Council 11/3 - TPAC 11/7 Council Meeting 11/14 - PC 11/28 Council/Planning -JSS Talk about Infill FUTURE Procedures Mac Citizen Involvement Reformat Skinny Street Standards 11/7 Council Oak Street LID Orange Street LID Recycling Ordinance E. Main & Mountain Signal Bill Transportation System 10/24 Council CLG Contract Annexation Tree Program Zoning - Misc. Dolan Amendment Periodic Review New Legislation y Archeology - Goal 5 11/21 - Council w \plannlne