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HomeMy WebLinkAbout2012-0207 Council Mtg PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written 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 to 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 February 7, 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.] 6:00 p.m. Executive Session for Real Property Transaction pursuant to ORS 192.660(2)(e), Employment of a Public Officer or Employee pursuant to ORS 192.660(2)(a), and Legal Council pursuant to ORS 192.660(2)(h) 7:00 p.m. Regular Meeting I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL- IV. MAYOR'S ANNOUNCEMENTS V. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? 1`5 minutes] 1. Regular Meeting of January 17, 2012 2. Special Meeting of January 27, 2012 3. Executive Session of January 27, 2012 4. Executive Session of January 28, 2012 VI. SPECIAL PRESENTATIONS & AWARDS None VII. CONSENT AGENDA [5 minutes] 1. Will Council approve the minutes of the Boards, Commissions, and Committees? 2. Does Council wish to confirm the Mayor's appointment of Mike Gardiner to the Transportation Commission with a term to expire April 30, 2012? 3. Does Council wish to confirm the Mayor's appointment of Frank Betlejewski to the Forest Lands Commission with a term to expire April 30, 2013? 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 (AMC §2.04.050}) 1. Will Council approve and authorize the Mayor to sign a quitclaim deed to relinquish COUNCIL UNCI INIE TINGS ARF 13ROADC \5"I LIVE ON ClIAi NII'l 9 VISI I I IF CITY 01- ASI IL.AND'S N'EB S11F AT \VW AV.ASI ILANND.OR.1 S all City interest in a 0.2 acre parcel of land along with approximately 4300 square feet of existing sewer easement in exchange for a new easement needed to abandon the Nevada Street sewer pump station? [15 Minutes] 2. Will Council adopt the FY13 Capital Improvement Program (CIP) Project List, the Overall FY13-18 CIP Program in Concept, and the FY13 Capital Equipment Plan? [30 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 1. Will Council adopt a resolution establishing a new policy for the City's annual economic, cultural, and sustainability grant program? [30 Minutes] XI. NEW AND MISCELLANEOUS BUSINESS- 1. Should Council authorize the Mayor to sign an-Intergovernmental Agreement between various Oregon municipal electric utilities and the City of Ashland to create a public entity known as the Oregon Municipal Electric Utilities association? [5 Minutes] 2. Will Council authorize Ashland Fire and Rescue to apply for a grant to fund 3 safety positions through the United States Department of Homeland Security's Staffing for Adequate Fire and Emergency Response grant program? [5 Minutes] 3. Will Council authorize a pass-through funding agreement for $50,000 between the City of Ashland and the Oregon Department of Forestry to use American Reinvestment and Recovery Act funds to help support the creation of defensible space around homes in Ashland? [5 Minutes] 4. Does Council have any questions regarding the second quarterly update on the implementation of the Economic Development Strategy? [10 Minutes] 5. Will Council approve guidelines for expenditure and sponsorship recommendations from City commissions and committees [20 Minutes] 6. Does Council have any questions about the quarterly financial report as presented? [15 Minutes] 7. Does Council wish to pay the special event fee for the Oregon Student Public Interest Research Group's march and demonstration to be held on March 4, 2012 [15 Minutes] XII. ORDINANCES, RESOLUTIONS AND CONTRACTS None XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Will Council direct the City Attorney to prepare a resolution supporting the creation of a constitutional amendment to eliminate 'personhood' for corporations and unions for purposes of campaign expenditure limitations and to stop treating money as speech for political purposes? [10 Minutes] 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 1). COI.NCII, NIFIL IIN JS AltF, BROADCAST LIVE ON CHANNFI. 9 VISIT I IIF CITY 0Y' A(�IiI ANI)'S % E13 SH E A tY\Vk .;ASIILANID.OIt.US ANHLANU UI Y CUUN(:/L MLL77N(i January 17, 2012 Page l of 3 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 17, 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. MAYOR'S ANNOUNCEMENTS Mayor Stromberg noted that staff had pulled item (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? under ORDINANCES, RESOLUTIONS AND CONTRACTS from the agenda. He went on to announce openings on the Housing, Planning, Public Arts, Tree, and Transportation Commissions, and the Audit Committee. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? The minutes of the Executive Session of January 3, 2012 and Regular Meeting of January 3, 2012 were approved as presented. SPECIAL PRESENTATIONS & AWARDS The Mayor's proclamations regarding January 26, 2012 as Peace House Appreciation Day and January 16, 2012 as Universal Right to Education Day were read aloud. CONSENT AGENDA 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? Councilor Morris/Slattery m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS 1. Will Council approve criteria for selection of the new City Administrator? Human Resource Director Tina Gray explained that six final candidates were coming to Ashland to interview for the City Administrator position. The evaluation criteria for the selection process included Vision, Experience, Leadership, Communication, and Self Management. The public could attend a reception January 26, 2012 from 5:30 p.m. to 7:00 p.m. at the Plaza Inn and Suites in the Hospitality Room to meet the candidates and provide staff with their input. Public Hearing Open: 7:10 p.m. Public Hearing Closed: 7:10 p.m. AMLANO(.17Y CUUN(.YL MLL77/VU January 17, 2012 Page 2 of 3 Councilor Voisin/Lemhouse m/s to approve the selection criteria as presented by staff. Voice Vote: all AYES. Motion passed. PUBLIC FORUM Thomas Letchworth/888 Clay Street/Requested Council waive the $350 event fees for the Southern Oregon University(SOU)"March Forth March Fourth"political march and rally. Council directed staff to add the item to the next City Council agenda. UNFINISHED BUSINESS - None 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? Community Development Director Bill Molnar explained the Council Goal resulted in three staff recommendations. The first recommendation would unify the Land Use Ordinance (LUO) and combine standard regulations with those adopted by the City of Ashland. The second would improve the development process from inception through compliance while the third recommendation would improve existing technologies internally and externally. With continual improvements and technology advancements, Mr. Molnar thought the Council Goal was an ongoing process rather than a goal with a set completion date. He went on to describe how the department tracked customer inquiries and in 2011, they averaged 250 customers monthly for a total of 42 hours staff time per month. Processing Building Permit Plan checks concurrently throughout the City was going well and additional software would increase efficiency. Performance for Type 11 planning actions increased from 94.4 days to 98 to cover the complexity of Type 11's, public hearings, and state requirements. Staff was considering reinstituting Staff Permits for specific actions. The process to unify the Land Use Ordinance would start March 2012. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Will Council approve a resolution titled, "A Resolution Establishing a Streetside Memorial Marker Program"? Engineering Services Manager Jim Olson explained the resolution stemmed from Janet Brandson whose son suffered a fatal skateboard injury and her request to the Transportation Commission to establish a memorial marker to memorialize her son's passing. Currently the City did not have an ordinance or policy relating to memorial markers. The proposed Resolution would allow memorial markers for public streets to reinforce the need for safety. The markers were standard size, mounted in the right of way with verbiage applicable to the situation, and would remain in place for two years with adjacent property owners consent. At the end of the two years, staff would remove the marker and return it to the applicant. In most cases, applicants would fund the markers at approximately $1504200. The Public Works Department would process applications and the Street Department would erect the markers. Memorial markers could go in both residential and commercial districts. City Attorney Dave Lohman suggested removing the word"residential' from Section 3. Procedure(B). Councilor Voisin/Chapman m/s to approve Resolution #2012-01 as amended. Voice Vote: all AYES.Motion passed. AJHLA1VUC17-Y (,UUIY(-]L MLL71VU January 17, 2012 Page 3 of 3 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? Item pulled from the agenda by staff. 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"? Police Chief Terry Holderness explained they had received several requests from citizens who wanted to donate to a reward fund. Initially they were using the Crime Stoppers Reward Fund but soon realized people were reluctant to donate since it was a roll over fund without a refund if someone not eligible to receive the reward solved the case. City Attorney Dave Lohman suggested changing the language under Section 2.Issuance of Rewards (E) to read: "Unless the City and Jackson County agree otherwise, the County Commission of Jackson County shall be the sole and final judge of the right of any claimant to a reward, PROVIDED HOWEVER, that the Chief of the Ashland Police Department shall prepare recommendations for such reward claims, and rewards shall be determined in accordance with such recommendations in the event the County Commission chooses not to take action on reward claims within 60 days after . documentation supporting any such claims have been submitted to the City and the County." Mr. Lohman went on to confirm that City Councilors were not eligible to receive the reward. Councilor Slattery/Lemhouse m/s to approve Resolution #2012-02 as amended. Voice Vote: all AYES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Mayor Stromberg recognized Jackson County Commissioner Don Skundrick was in the audience. ADJOURNMENT Meeting adjourned at 7:58 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor ASHLA/VU C11 Y CUUNCIL JW LUAL MLL11M, January 17, 2012 Page 1 of I MINUTES FOR THE SPECIAL MEETING ASHLAND CITY COUNCIL January 27,2012 51 Winburn Way CALL TO ORDER Mayor Stromberg called the meeting to order at 8:30 a.m. in the Siskiyou Room of 51 Winbum Way. Councilor Slattery, Morris, Lemhouse, Voisin, Silbiger,and Chapman were present. Mayor Stromberg briefly explained to the panelists that they would be breaking into two different groups and interviewing six candidates. The following individuals, along with the Mayor and Councilors, were introduced as the panelists: David Lohman, City Attorney, JoAnne Eggers, Parks Commissioner, Brian Almquist, Former City Administrator, Barbara Christensen, City Recorder, Paul Nicholson, Executive Director of Oregon Shakespeare Festival, Dee Anne Everson, Citizens Budget Committee and Pam Marsh, Planning Commission. Tina Gray, Human Resource Manager provided questions for the panel to use when interviewing the candidates along with the Evaluation Criteria. Andrea Sims, consultant from Waters, Inc. gave brief overview on the candidates. Each group began interviews at 9 a.m. with the following candidates: Dave Kanner, John Clark, Kelly Madding, Phil Messina, Ronald Chandler and Tom Odom. Interview questions and Evaluation Criteria is attached to these minutes. ADJOURNMENT to Executive Session Meeting adjourned at 4:01 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor Friday,January 27, 2012 Panel Interviews-Siskiyou and Lithia Rooms (51 Winburn Way) 'All Panelists report to the Siskiyou Room at 8:30 AM for briefing and instruction Panel • — Siskiyou Room Panel B —Lithia Room • John Stromberg,Mayor • Russ Silbiger,Ashland City Council • Carol Voisin,Ashland City Councilor • Mike Morris,Ashland City Council • David Chapman,Ashland City Council • Dennis Slattery,Ashland City Councilor • Greg Lemhouse,Ashland City Councilor • Barbara Christensen,Ashland City Recorder • David Lohman,City Attorney • Paul Nicholson,Executive.Director OSF • Joanne Eggers,Parks Commissioner • Dee Anne Everson,Citizens Budget Committee • Brian Almquist,Former City Administrator • Pam Marsh, Planning Commission 9:00 AM—10:00 AM --Dave Kanner 9:00 AM—10:00 AM— John Clark 10:00 AM—11:00 AM—John Clark 10:00 AM—11:00 AM—Dave Kanner 11:00 AM—Noon—Kelly Madding 11:00 AM—Noon— Phil Messina (Provided LUNCH 1:00 PM—2:00 PM -Phil Messina 1:00 PM—2:00 PM - Kelly Madding 2:00 PM—3:00 PM - Ronald Chandler 2:00 PM—3:00 PM - Tom Odom 3:00 PM—4:00 PM - Tom Odom 3:00 PM —4:00 PM - Ronald Chandler Room)COLInCil will adjourn to Executive Session to dISCLISS candidates with Council, and Panelists. (Siskiyou Saturday,January 28, 2012 Starting at 10:00 AM-Second Interview with top candidate(s)Siskiyou Room (51 Winburn Way) Ashland City Administrator Evaluation Criteria Candidate Dimension Evaluation Scale 1. Vision • Knowledge and understanding of the current issues,culture and trends 1 2 3 4 within the community and how they may affect the community in the future 2. Experience • Knowledge of Police operations and issues 1 2 3 4 • Knowledge of Fire operations and issues 1 2 3 4 • Knowledge of Public Works operations and issues 1 2 3 4 • Knowledge of municipal finance and budgeting 1 2 3 4 • Knowledge of Community Development operations and issues 1 2 3 4 • Knowledge of City utilities including water,sewer,storm drain,electric and 1 2 3 4 broadband services • Knowledge of Economic Development and Urban Renewal 1 2 3 4 • Experience of General Administrative Oversight and Direction of Capital 1 2 3 4 Projects • Understanding of state, regional and local politics 1 2 3 4 • Ability to utilize political acumen without being political 1 2 3 4 • Knowledge of tourism and tourism impacts to community and City services 1 2 3 4 • Understanding of policy formulation and implementation 1 1 2 3 4 3. Leadership • Ability to present ideas in a clear and persuasive way 1 2 3 4 • Leadership style which is collaborative, inclusive and action oriented 1 2 3 4 • Ability to work with diverse citizens groups 1 2 3 4 • Ability to direct,supervise and evaluate staff 1 2 3 4 • Ability to interact and provide guidance to City Council 1 2 3 4 • Ability to interact and provide administrative guidance to Mayor 1 2 3 4 • Demonstrate team building and team oriented management style 1 2 3 4 • Ability to respond appropriately to change and adapt to new information 1 2 3 4 and changes • Ability to understand and manage the often conflicting financial pressures 1 2 3 4 ublic agency of a complex,multi-departmental p 4. communication • Ability to communicate effectively verbally and in writing 1 2 3 4 • Ability to utilize active listening skills 1 2 3 4 S. Self Management • Candidates responses and interview presence 1 2 3 4 • Candidates tone and inflection were appropriate 1 2 3 4 • Interpersonal skills were appropriate to situation 1 2 3 4 Other Observations or Comments: PANEL A- INTERVIEW QUESTIONS City Administrator—City of Ashland Candidate: Panelist: 1) Please provide us a brief introduction of yourself outlining your background and experience. 2) Being a City Administrator requires a broad range of expertise in municipal management. What areas do you believe are your greatest strengths and which areas do you feel are your weakest? 3) The City Administrator bridges and integrates the work of the City Council and of the Department Directors. Discuss the challenges and key lessons you have experienced in facilitating and maintaining effective functioning between these two groups. 4) Please give a specific example of when you worked with diverse groups that were in opposition on an issue. o How did you establish a sense of collaboration in order to gain consensus on a mutually acceptable solution? o How do you deal with an individual who disagrees with your viewpoint? 5) How do you get the best out of your employees? What can they expect from you as their City Administrator? 6) Considering the culture of the Ashland community and the City organization,do you believe that you would be a good "fit" and why? 8) How have you improved internal communications or created efficiencies within I your organization? What specific improvements have you made that have had a long-lasting impact on your work group? I I 9) Within the workplace setting, who is your worst critic and why? How have you dealt with that criticism? 10)What is the most difficult management situation with which you have been involved? 11)Based on your research of this job and your tour yesterday,what are your observations and/or concerns regarding Ashland? . PANEL B-INTERVIEW QUESTIONS City Administrator—City of Ashland Candidate: Panelist: 1. Please provide us a brief introduction of your background and experience and tell us how it prepares you for this position. What are some recent high priority areas of focus in your current or past position? 2. The City of Ashland currently has a strong Mayor/City Administrator form of government. From your perspective,what is the ideal relationship between a City Administrator and the Mayor and City Council? How do you establish that relationship? 3. What challenges do you see that cities face in the coming years, and how do you see these challenges affecting Ashland? 4. How do you believe that your current Council/Board and staff would describe you,your style and approach? Do you feel that this is an accurate assessment, and what would you add to this description? 5. Ashland is a very involved community with many groups and individuals who want to be part of the decision-making process. How do you see yourself working in this kind of environment, and what do you think a City should do to be inclusive in its decision- making but also be results-oriented? 6. In what ways do you currently work with your department heads? When you think about "the best' management team you have ever been a,leader/member of,what made it so functional and how to you think you contributed to its success? 8. How would you describe your level of awareness about social and economic diversity issues? How might this awareness be important in your role of City Administrator in Ashland? 9. When you reflect back on your career,what accomplishments (1 or 2) are you especially proud of and why? 10. What steps have you taken to establish-and maintain relationships between the City and other local entities such as the school district, hospitals and County? 11. Have you worked in unionized environments? What has been your role in labor contract negotiations, day-to-day contract administration and general labor- management relations? CITY OF ASHLAND ASHLAND WATER ADVISORY COMMITTEE MINUTES OCTOBER 26, 2011 CALL TO ORDER Mike Faught called the meeting to order at 4:06 p.m. in the Siskiyou Room,51 Winburn Way. Committee Members Present: Consultants: Pat Acklin Rachel Lanigan (Carollo Engineering) Alex Amarotico David Kraska(Carollo Engineering) Darrell Boldt Shaun Pigott Associates, LLC Kate Jackson Donna Mickley Staff Members: Don Morris Mike Faught, Public Works Director Amy Patton Pieter Smeenk, Public Works Associate Engineer Donna Rhee Lee Tuneberg,Administrative Services Director Councilor Carol Voisin Jodi Vizzini, Public Works Office Assistant John Williams Steve Walker,Water Quality Supervisor Public: Absent Members: Doug Gentry Lesley Adams Joseph Graf Rich Whitley(Chair) Bill Heimann Allan Peterson APPROVAL OF MINUTES 1. August 24, 2011 AWAC Minutes. Smeenk I Morris mis to approve the minutes of August 24,2011.Voice Vote:all AYES.Motion passed. 2. September 28, 2011 AWAC Minutes. The Committee agreed to postpone approval of the September 28,2011 minutes until the next meeting. ADJUSTMENTS TO THE AGENDA The Committee agreed to move the public forum to the end of the agenda. DISCUSSIONS AND DECISIONS: Current State of the Water System: Mr.Faught facilitated the meeting in Rich Whitley's(Chair)absence.He began by introducing Shaun Pigott to the Committee and explained Mr. Pigott would be sharing the financial piece at the end of the presentation. Dave Kraska and Rachel Lanigan presented information on the Fire Protection Improvements and Life Cycle Costs and answered questions from the Committee. Mr. Faught explained that he wanted the Committee to see a snapshot of what happens when not planning ahead. He emphasized that Mr.Pigott will relate this to funding strategies at the end of the meeting.Mr. Faught introduced Lee Tuneberg, who was in attendance to help With the financial part of the conversation. Mr.Faught,Mr.Smeenk,and Steve Walker answered questions from the Committee on pipe replacement and life cycle costs. Ashland WaterAdvisory Committee October 26,2011 Page 1 of G1p&wrksleng106-54 Right Water Rght Us&dmn%AWAC @011-10.261201140-26 AWAC Minutes.doc Capital Improvements Plan Options: Ms.Lanigan reviewed the proposed capital improvement projects(CIP)to address system deficiencies. The Committee looked at graphs that were presented and asked specific questions on existing pipe useful life,end of life,the risk of catastrophic pipe bursts,and leak detection programs. The Committee was directed to look at the spreadsheets distributed which illustrated the costs for the second Water Treatment Plant (WTP) and Partial Talent Ashland Pipeline (TAP). Mr. Kraska gave an introduction to Mr. Pigott's presentation by summarizing the challenges and the CIPs.Mr.Faught asked Mr.Kraska to clarify the Park Estates distribution project proposed at$1.8 million. He also drew attention to the Bridge Option as a third option for the Committee to consider. Financial Background& Preliminary Look at Rate Impacts The Committee was given a handout titled"Water Conservation and Reuse Study and Comprehensive Water Master Plan"which included information on the Water Utility Financial Background and Preliminary Look at Rate Impacts.Mr.Pigott explained that he would be highlighting three objectives for the discussion;water utilities,usage patterns,and the three options which include a second WTP,Partial TAP,and the Bridging strategy,and would illustrate a comparative revenue profile of what each might look like over the next ten years.Mr.Pigott began the presentation by discussing the City's financial position as demonstrated in the handout,which recaps the financial position of the City. The Committee was directed to look at the three-year trends in the City's water use in regards to residential, commercial, government and irrigation. A series of questions were asked regarding conservation,consumption,and curtailment as it related to the charts included in the handout. Mr. Pigott directed the Committee's attention to the base and use rate structure chart, leading up to the preliminary rate results as it relates to the three master plan capital improvement options and the cost associated with each option:second WTP($28.6 million),Partial TAP($26 million),and the Bridge strategy option($18 million). Mr. Pigott explained the funding options, assuming current SDC revenue amounts, including revenue bonds and general obligation bonds.He clarified the revenue requirements for each option over a ten year period and the resulting preliminary rate profile for residential water users in a chart demonstrated in the handout.The Committee asked clarifying questions regarding the preliminary rate chart as it relates to the three options, and meeting the 2018 requirements for water supply. Final CIP Recommendation The Committee moved into analyzing the three options at hand. Pat Acklin stated the Bridge option produces more water, but does not provide redundancy. Mr. Faught reminded the Committee that the goal has been redundancy and therefore AWAC came up with two supply options based on this goal.The Bridge option was based on the cost impact of the other two options, yet it does not meet the redundancy goal. Mr. Faught encouraged the Committee to spend the remainder of the meeting discussing the three options and come to a decision. Discussions involved conservation,demographics,hardening the existing WTP,phasing the project,risk analysis,and funding options.The Committee suggested making a pro/con list to compare the second WTP and the Partial TAP options.The discussion focused on Ashland water rights, redundancy,and meeting the water demand in 2038. Mr. Faught asked the Committee which direction to proceed at this point;the second WTP,and/or Partial TAP,or the Bridge option,and emphasized this is what AWAC will be taking to the community.Don Morris stressed he would be uncomfortable if the Committee made a choice that does not meet the redundancy goal. Mr.Faught confirmed that he heard a consensus from the Committee that the redundancy goal is a solid priority and AWAC should move forward with this goal. The Committee unanimously agreed that the Bridge option does not meet this goal and therefore should not be considered. Mr. Faught suggested scheduling another meeting to allow more time before making a final decision. Ms.Acklin stated this decision is too big to rush. Mr.Faught addressed the Committee's attention to the public in attendance and asked if they would like to add input to what they heard. Ashland WaterAdvisory Committee Ociobo,16,1011 Page 2 of 3 GApub wrWengl0&54 Right Water Right UseVa1m VkWACt2011-102612011.10.26 AWAC Minutes.dm PUBLIC FORUM Doug Gentry/574 Long Way/Staled as an Economics professor at SOU and a member of the City's Budget Committee he was very relieved to hear the information, presented especially regarding the rate structure.His concern was that the Committee needs to take more time to strategically look at the rate pricing structure and funding. Overall, he was impressed with the work the Committee is doing. Joseph Graf/1160 Fern StreeVStated he supports the Committee's decision to keep working towards making a decision, and not kicking the can to the next AWAC Committee. Bill Heimann/647 Siskiyou Blvd/Concurred and added he appreciates the work being done as it is a complicated issue. Allen Peterson/807 Beach/Stated he is a fairly new resident of Ashland and was attending the meeting to get information. Prior to the conclusion of the meeting Mr.Faught stated the Committee's next steps will be to wrestle the financials with the second WTP or Partial TAP and/or the combination of both.He added that an additional agenda item for the next meeting will be the public outreach and how AWAC should include the community in the decision. ADJOURNMENT Meeting adjourned 6:00 p.m. Respectfully submitted, Jodi Vizzini, Office Assistant II Ashland 114.1,Advisory Committee October 26,101/ Page 3 of 3 Gipub-wrkslengl0 8-54 Right Water Right Uw%AdmnIAWAC12 01 1-1 0.2 612 011-112 6 AWAC Minutes.doc CITY OF ASHLAND ASHLAND WATER ADVISORY COMMITTEE MINUTES NOVEMBER 9, 2011 CALL TO ORDER Mike Faught called the meeting to order at 4:07 p.m. in the Siskiyou Room,51 Winburn Way. Committee Members Present Carollo Consuftants: (via teleconference) Pat Acklin Rachel Lanigan Lesley Adams David Kraska Alex Amarotico Darrell Boldt Staff Present: Donna Mickley Mike Faught, Public Works Director Don Morris Mike Morrison, Public Works Superintendent Amy Patton Robbin Pearce,Conservation Donna Rhee Pieter Smeenk, Public Works Associate Engineer Councilor Carol Voisin Lee Tuneberg,Administrative Services Director John Williams Jodi Vizzini, Public Works Office Assistant Steve Walker,Water Quality Supervisor Absent Members: Kate Jackson Public: Rich Whitely(Chair) Doug Gentry Joseph Graf APPROVAL OF MINUTES AmaroticolBoldt mis motioned to approve the September 28,2011 minutes.Voice Vote:all Ayes.Motion passed. ADJUSTMENTS TO THE AGENDA The Committee agreed to move the public forum to the end of the agenda. DISCUSSIONS AND DECISIONS Operation&Maintenance—Chapter 8 Presentation Pieter Smeenk presented Chapter 8 and explained the three main budgeted components in the City of Ashland's water fund as it relates to current and future staffing in the areas of water treatment plant operations, distribution system operations, water system engineering,and conservation.The Committee asked clarifying questions on existing positions and their roles within the Public Works department.The remaining focus of Chapter 8 related to the maintenance of the City's water system facilities. Final CIP Recommendation—Select the Final Redundancy Option Mr.Faught staled the next step will be to move towards choosing the final two options which are the second Water Treatment Plant(WTP)or Partial Talent Ashland Pipeline(TAP), keeping the redundancy goal deadline of 2018 in mind. John Williams elected to pick up where the Committee left off last meeting talking about redundancy and clarifying the issue. The topics of discussion were:historical winter flooding,Talent Irrigation District(TID),spending money at the existing WTP, nesting,capacity,water rights,and the location of the existing WTP. The Committee looked over Capital Improvement Project(CIP)spreadsheets and focused on the different alternatives and asked clarifying questions of staff members.Mr.Smeenk answered questions regarding the Partial TAP option and provided new cost information he received that morning.Mr.Faught encouraged the Committee to consider a third option,based on the discussions he heard,of including both the second WTP and installing Partial TAP as an emergency back-up option. The Committee moved into a discussion of doing both options and the cost and timeline involved with this decision. Mr.Faught Ashland WaterAdersory Committee November 9,2011 Page I of 2 G:IPub-wrkslengWil-54 Right Water Right UseUdmn U WA02011-11-091AWAC Minutes 11-9-2011.doc added the Partial TAP option would take care of the redundancy problem and in the meantime,Ashland could spend more time building up funds for the second WTP. Lee Tuneberg,Mr.Faught and Mr.Smeenk provided information regarding legal water rights as they apply to the time sensitivity of installing Partial TAP,and the risk of"use it or lose it."It was decided that staff would check with the Legal Department on the legalities involved as the Committee agreed this information will affect the final decision. The Committee looked at the three options on the spreadsheets as they relate to future water rates and revenue,and howthe decision will impact the community.More discussion revolved around funding options available,SDC eligible projects,and the economic condition and growth of the community presently,and how it may or may not change in the future. The Committee shifted their focus and looked at the cost of implementing both the second WTP and Partial TAP.Mr.Smeenk directed their attention to the spreadsheets and the cost comparison of building both. He explained the advantages to building both will include:having a back-up system in place immediately to solve the redundancy problem while the second WTP is being built,and delaying the second WTP two to four years longer if Partial TAP is in place. Mr.Williams reminded AWAC the cost of doing both options is not much higher and by doing so,both problems will be solved. Discussion took place among the Committee regarding redundancy,plant location vulnerability,and the order of installation of projects to address these issues. Mr. Faught reminded the Committee of the work that will need to be done in the community delivering the message, considering the impact to neighbors.Lesley Adams added there needs to be public education reminding the community to be mindful of conserving our natural resources. Amy Patton suggested coordinating an incentive to conserve water with the Conservation Department. Mr.Faught polled the Committee on their readiness to vote for Partial TAP,a second WTP,or to include both projects. He asked for a show of hands on the three options. Only Partial TAP:Acklin,Adams,Amarotico,Boldt,Mickley,Morris,Patton, Rhee,Williams,NO. Only Second WTP:Acklin,Amarotico, Boldt,Mickley,Morris,Patton,Rhee,Williams,NO;Adams,YES. Both Partial TAP and Second WTP:Acklin,Amarotico, Boldt,Mickley,Morris,Patton, Rhee,Williams,YES; Adams,NO. PUBLIC FORUM Doug Gentry/574 Long Way/Commented on Ms.Adams concern by adding he thinks it is important to have a solid rate base that covers low water usage and steep incremental rates to encourage conservation. Joseph Graf/1160 Fern Street/Stated he thinks the Committee made the right decision. PUBLIC OUTREACH PLAN Mr.Faught suggested the Committee meet soon to develop a public outreach process.He suggested the Committee send ideas and strategies prior to the next meeting. ADJOURNMENT Meeting adjourned at 5:50 p.m. NEXT MEETINGISUGGESTED AGENDA TOPICS The Committee agreed to meet November 16,2011 from 4:30—5:30 p.m.in the Siskiyou Room,51 Winbum Way to plan the public outreach process. Respectfully submitted, Jodi Vizzini, Office Assistant 11 Ashland Water Advisory Committee November 9.2011 Page 2 of 2 G:Ipub-wrkslengWS-54 Right Water Right UseUdmaW lfAC120l l-ll-09UIVAC Minutes 11-9-201/dot CITY OF ASHLAND ASHLAND HOUSING COMMISSION MINUTES October 26,2011 CALL TO ORDER Chair Regina Ayars called the meeting to order at 4:30 p.m. at the Council Chambers located at 1175 East Main St. Ashland, OR 97520. Commissioners Present: Council Liaison Regina Ayars Mike Morris, absent Ben Scott Barb Barasa Staff Present: Richard Billin Linda Reid, Housing Specialist James Dills Carolyn Schwendener, Admin Clerk ... Commissioners Absent: APPROVAL OF MINUTES Billin/Scott m/s to approve the minutes of the September 28, 2011 regular Housing Commission meeting. Voice Vote: All Ayes, minutes were approved as presented. PUBLIC FORUM No one spoke EDUCATION PROGRAM PROPOSAL FOR RVTV Dills and Barasa met to discuss the education program proposal for RVTV. The first introductory segment of the program would introduce characters and explain who the Housing Commission is and who they serve. Hopefully it would be entertaining enough to draw the audience in. Suggested issues and highlights for the program; • Continuous segment on an appeal to support the Housing Trust Fund • Educational program • Current issues including interviews with developers, politicians, individuals sharing their experiences • Footage of affordable housing • Politics of housing pros and cons, • Manufactured housing, co-housing, SOU student housing, work force housing • Teen homelessness • More detail regarding the Housing Trust Fund • Talk to police,fire fighters, teachers, faculty • Plight of young families in the community, school closures • Highlight certain organizations that are part of the Housing Commission's mission for workforce housing • Talk with organizations such as the Salvation Army, Access, Habitat for Humanity, Housing Authority of 1 Jackson County • Small footprint savings, current housing issues The next step is to write out a pilot with a narrative. Dills currently has video cameras, microphones and a light kit reserved at RVTV. He is hoping to get some stock footage of affordable housing in town that could be used for the program. The show will be approximately twenty to thirty minutes long. Dills explained the process used to apply at RVTV for a time slot. Reid said that the City pays for a certain amount of RVTV slots but do not necessarily use all those slots. Reid will check and see if there are any unused slots.January is the target month to begin the show. The commissioners all agreed that this RVTV program is a wonderful idea and are very excited to see it happen. MANUFACTURED HOUSING PRESERVATION PROJECTS LETTER Barasa volunteered to put a letter together for the City Council that would urge them to put something in the Consolidated Plan to address the preservation of manufactured home parks. Barasa distributed her draft letter for the Commission's review. She explained in her letter why the Housing Commission cares about manufactured Housing and why they are a good thing trying to rid the preconceptions. Manufactured home parks are not tracked in the City's inventory as affordable because they are owned not rented. There are approximately 182 homes located in three Manufactured Parks within the City of Ashland. Reid explained that the Five Year Consolidated Plan is the document that governs the use of the city's CDBG funds. If we want to change goals during the five years, it's a minor amendment and needs to be legally noticed. Amendment goes to HUD for their approval. Reid will reformat and edit the letter changing it into a memo and adding a potential motion to forward to the Council. RETREAT DISCUSSION After a discussion the Commissioners agreed on the following agenda items. • RVTV project education • Recruitment Discussion • Review last year's goals set goals for 2012 • Review and update he Housing Work Plan (update the housing element of the comprehensive plan) The retreat will be on Saturday December 171" at the Parks Department located at 340 Pioneer Street from 9:00 am to 1:00 pm. There will be no regular commission meeting in November. Ayars will be attending the City Council meeting on December 160. Al that meeting the Council will be discussing the new allotted member count for the Commission. The Commission is requesting to lower the member Ayars said that the Mayor has received an application and interviewed Brett Ainsworth who is interested in joining the Housing Commission. Ayars has arranged to meet with Mr. Ainsworth to introduce him to the Commission. The Commission would like to see him appointed before the retreat so he can attend. Reid will check with administration for Scott regarding his reappointment. UPDATE ON PRESERVATION UNITS Reid distributed an updated housing list of expiring Use Units. These units are tracked because they are endangered. The City provides resources and options for funding; Community Development Block Grant funds, Affordable Housing Trust Fund and Conservation Department rebates. There are State and Federal loan programs and incentives to retain them as affordable. The Federal financing options are the department of Rural Development(RD)and The Department of Housing and Urban Development(HUD) CO-HOUSING PRESENTATION Ayars attended the Co-Housing presentation commenting that it was well attended with a great amount of interest. She discovered that there is already a group of seniors in town that are prepared to purchase in a Co-housing 2 Development if and when one materializes. Chuck Durrant, who lives in an inter-generational Co-Housing project was a great speaker, said Ayars. LIAISON REPORTS DISCUSSION Reid reported that the Homeless Task Force just finished up the Continuum of Care grant application process that funds homeless services countywide. In the past the Housing Commission has worked with the Housing Specialist to put together a work plan. Currently the City is undertaking to update a Housing Needs Analysis which will incorporate both rental and ownership properties. As part of that we looked at the housing work plan that was put together in 2005 said Reid. Most of those items have been completed. The Commissioners agreed the retreat would be a good time to go over the Housing work plan and see what is left and what they still need to accomplish. Reid would like to add to the list looking at updating the housing element of the Comprehensive Plan. Reid informed the Commission that an intern by the name of Brian Cole is working on his capstone in the Geography and Planning Department and will be working on the Housing Needs Analysis for the City. Reid has invited Mr. Cole to attend the Commission meetings and welcome his involvement. Cole specifically will focus on developing a survey to send out to the rental property owners for the purpose of getting information on bedroom size, unit costs and rates. Hopefully he will be able to develop a spreadsheet including a call list to get a better handle on the unit size and bedroom configuration within the city and how the demand is changing. Adam Hanks, Economic Developer with the City, has created a list of property management companies as well as property owners. Landlords who have six units or more register in the community but it will be difficult to track the smaller ones. In 2000 SOU Professor Pat Acklin's class went door to door creating list and map showing the units. Dills reported that he along with several other people have tried to get in touch with Jordan Espinoza with no success. Dills is working on ideas on how to recruit a new person for the SOU Liaison position. Amanda Stuck ASSOU Vice President will include information about the Liaison position with her list of student involvement activities. UPCOMING EVENTS AND MEETINGS Homeless Task Force Meeting-November 15, 2011: 10:30-12:00 Housing Authority Conference Room 2231, Table Rock Road, Medford Next Housing Commission Regular Meeting January 25, 2012 ADJOURNMENT-The meeting was adjourned at 6:25 p.m. Respectfully submitted by Carolyn Schwendener 3 CITY OF -ASHLAND TRANSPORTATION COMMISSION October 20, 2011 Council Chambers, 1175 East Main Street Minutes Attendees: Tom Burnham, Shawn Kampmann, Steve Ryan (Chair), Colin Swales, Brent Thompson, Corinne Vieville, and David Young Absent: Julia Sommer Council Liaison: David Chapman Staff Present: Mike Faught, Mary McClary Ex Officio Members: Brandon Goldman I. CALL TO ORDER: Meeting was called to order at 6:04 p.m. by Chairperson Steve Ryan. II. APPROVAL OF MINUTES: 07/21/11 08/18/11 Commissioner Burnham moved to'approve the minutes of 07121111. The motion was seconded by Commissioner Swales. Voice Vote: All Ayes. The motion passed with a unanimous vote. Commissioner Swales moved to approve the minutes of 08118111. The motion was seconded by Commissioner Burnham, Voice Vote: All Ayes. The motion passed with a unanimous vote. III. ADJUSTMENTS TO THE AGENDA: Commissioner Vieville was arriving late and asked that Action Item C. (Final Approval of a Memorial Marker Policy) be addressed last, so she could be present. IV. PUBLIC FORUM: No one present spoke to items not on the agenda. Commissioner Young believed Public Forum was an opportunity for the public to speak to the Commission regarding items not on the Agenda. Chairperson Ryan explained his conversations with the Mayor and the City Recorder, staling any member of the public could speak to any agenda item, or a different issue. The Public cannot speak during deliberations on a vote, but they can insert public comment. Commissioner Young explained his position stating Public Forum precedence was for citizens to have an opportunity to speak on items not on the agenda, possibly making their comments/issues a future agenda item. In addition,they are allowed to speak to items on the agenda during the time when the Commission is addressing that item. Chairperson Ryan remarked the Commission may decide on how to utilize Public Forum. Commissioner Thompson appreciates citizen input,would like it to remain at the top of the meeting, and also they speak to, non-agenda items. Mike Faught, Public Works Director and Commission Liaison supports the citizens speaking to non-agenda items, in case staff input is required, staff would have an opportunity to obtain the needed information. Page I of Chairperson Ryan stated the Commission would ask Public Forum to speak to non-agenda items during the Public Forum time, and speak to agenda items when they are addressed by the Commission. V. ACTION ITEMS: A. Request for Crosswalk at"A"and Fourth Street .Mike Faught summarized the memo written to the Commission requesting a marked crosswalk at 4'"and A Street from citizens, Mary Ann and Ken Bergman. Originally in August, 2011 the Bergmans asked the Commission for a 4-way stop at this intersection. At that lime, staff recommended not to install a 4 way stop but to mark crosswalks and to address issues on concerning vision clearance and pedestrian access. Staff still maintains the amount of pedestrian traffic is unusually heavy through this intersection and supports the recommendation of a marked crosswalk. From the Aueust 18" Transportation Commission meetine: Commissioner Swales made a motion that staff does not install a stop sign at the corner of 4'h and 'A'Street, tree trim for better vision clearance at the intersection, and not add crosswalks but rather explore creative options to improve traffic calming,pedestrian safety such as a bike corrals. The motion was seconded by Commissioner Sommer. Commissioner Kampmamn made a motion to amend Commissioner Swales motion that we not install a stop sign at the corner of 4 a and 'A'Street, tree trim for better vision clearance at the intersection, and defer the creative options of bike corrals until the code definition is firmly established by the Council and become a separate subject that is dealt with at a later time. Motion was seconded by Commissioner Swales. Voting on the amended main motion first. Voice Vote: All Ayes with the exception of Commissioner Heesaker. The motion passed with a majority vote. Commissioner Burnham clarified in regards to the main motion;there is already one stop sign on 0 street and he felt crosswalks are important for pedestrian safety and assistance. Voice Vote: Four (4) Commissioners in favor, Swales, Sommer, Kampmann, and Ryan. Three Commissioners (3) against, Heesacker, Vieville and Burnham. The Motion carried. The Commissioners discussed their prior conversations from the August 181" meeting, and also pros and cons of establishing a crosswalk at this intersection. Some concerns brought to attention were: a) Changing the "flavor" of A Street from a shared street. b) Legalities of making people cross in a cross walk or they could be fined. c) Responsible automobile driving d) The lack of a need for cross walk Commissioner Young made a motion to accept staff's recommendation to install a single crosswalk at the intersection of 4`h and A Street. The motion was seconded by Commissioner Thompson. Commissioner Burnham believes there is no harm, citizens have requested this action, and Page 2 of 6 marking the crossing makes sense. Commissioner Young told the Commission about receiving favorable feedback from citizens regarding the striping of Oak St. and it provides a direct place to cross and gives them a sense of right away. Voice Vote: Four(4) Commissioners in favor, Thompson, Young, Burnham, and Vieville. Three Commissioners (2) against, Kampmann, Swales. The motion passed with a majority vote. Sherry Smile/2305 Ashland St,#281 spoke to the Commission about a jay-walking ticket she received in another state. She supports marking cross walks and believes people walk in and out without concern for the automobiles,creating stressful and dangerous situations. Commissioner Swales pointed out, once the cross walk goes into effect; it makes it illegal to cross within one block of the marked area. He stated there would no longer have free movement such as First Friday, which he felt was a disadvantage to the area. Commissioner Young believed total free flowing crossing is dangerous. Dialogue continued about the pros and cons. B. Proposed Change of Commission Meeting Day Mike spoke to the Commission regarding a memo to the Commission for a change in meeting date. James Olson has now retired and is working part time during a transition phase. The staff member that is most likely to replace his liaison to the Commission cannot attend meeting on the third Thursday of the month. Therefore we recommend the Commission change their meeting date to the fourth Thursday of each month beginning January 1, 2012. Commissioner.Burnham moved to change the meeting date to the fourth Thursday of each month beginning January 1. 2012. Commissioner Kampmann seconded the motion. Voice Vote: All Ayes. The motion passed with a unanimous vote. C. Final Approval of a Memorial Marker Policy Included in the Commission packet was a copy of the proposed resolution No. 2011,establishing a Street Side Memorial Marker Program. Jim Olson made the changes that the Commission was concerned about. Mike pointed out, the markers would be limited to a two year period, the applicant would pays for the marker, and they only would be placed in residential areas with written permission of the property owner, not placed in active construction zones. In addition the City would build and install them. The Commission members went over the proposed resolution. Specifically, Section 3, c and Section 4, d were discussed. Janet Brandsen/570 Faith Ave spoke to the Commission about her son who died on Faith Ave. and was checking on the progress of the resolution. She was in support of memorial markers and would like to place one on Faith in memory of her son. Chairperson Ryan explained the process of receiving approvals from this Commission, Legal Department and City Council. Commissioner Burnham made a motion that the Commission recommends this resolution;Establishing a Streetside Memorial Marker Program to the City Council, amended by striking the last part of 3c, which starts with "and within the central business district. " Commissioner Swales seconded the motion. Mike Fought asked to amend the motion to forward this recommendation to the City Council. Commissioner Burnham amended the motion to include recommended the resolution be forwarded to the City Council. Commissioner Swales seconded the amendment. Page 3 of 6 t Commissioner Kampmann pointed out that staff recommended we not post signs in the business district due to the many signs already posted and the congestion within the district. He believed they should support staff's recommendation. Commissioner Young agreed, and added it would also be possible to place a marker at the entrance or exit of the district. The Commissioners discussed what would be the boundaries of the Business district. Voice Vote: All Ayes, except Commissioner Young. The motion passed with a majority vote. There was discussion about how Council could amend the portion of placing markers in the downtown area, rather than not passing the resolution. Chairperson Ryan explained to the citizens about what the next step would be to create this policy. After the resolution is passed, then anyone can apply for a memorial marker. Mike remarked it could take up to 2 months for this to be placed in the City Council's agenda. Also, he informed the family present, staff would keep them informed. Commissioner Kampmann read to the family present from the resolution, Section 3b: "Memorial markers will only be installed in residential areas where the fatality occurred with the written permission of the resident whose property is abutting the right of way where the memorial is to be placed. D. Transportation Capital Improvement Plan Approval Mike explained, discussed and summarized the Transportation Capital Improvement Plan spreadsheet that was included in their packet. He explained about funded projects, unfunded projects, overlay projects, grants and how everything is organized and submitted for approval. He asked the Commission to approve the Capital Improvement Projects before he presents to the City Council. Mike discussed different dollar figures within the spreadsheet that needed to be corrected. Mike explained the difference between an overlay, overlay partial rebuild and slurry filled projects in reference to how the life of the roads are maintained with the best options. Commissioner 77rompson moved to recommend the Capital Improvement Projects(CIP table)to the City Council. The motion was seconded by Commissioner Burnham. Commissioner Vieville asked for clarification about the correction of funds for the TSP project. Mike recommended the Commissioner approve the recommendations on these projects and note that staff would visit that one project and make sure the numbers were correct. Commissioner Thompson accepted the addition to his motion. Commissioner Vieville made a recommendation that the cost of removing the Road Diet be added to the CIP project list. That recommendation was not seconded. Commissioner Thompson withdrawn motion, and didn't have enough information before he made the motion. The Second was withdrawn by Commissioner Burnham. The Commissioner discussed funds and how the projects were prioritized. Councilor Chapman clarified when the Council passed the approval of the Road Diet, they recognized there was a problem with the CIP plans and authorized staff to change the priority to cover the funding. Commissioner Vieville made a recommendation that the Commission accepts the prioritization of the projects and staff will veriA the spreadsheet for accuracy. The recommendation was seconded by Commissioner Thompson. Page 4 of 6 Commissioner Burnham discussed his reluctance to vote in approval of a document that has blanks to fill in. He felt his responsibility to the citizens would be to have complete knowledge of all funds before he voted in approval. The members discussed approving the projects. Commissioner Young amended the motion to reflect numbers FY14, $320,000.00 and FYl5 $225,000.00 numbers is switched and that the line item for the tsp reflect the accurate amount that has already been funded. Commissioner Swales approved the amended motion. Chairperson Ryan restated the purposed main motion: To accept staff's recommended CIP project list to Council with accurate costs. Chairperson Ryan restated the proposed amended motion. Commissioner Young amended the motion to reflect numbers FY14, $320,000.00 and FYl5 $225,000.00, be switched and that the line item.for the tsp reflect the accurate amount that has already been funded. All in favor of the proposed amendment. Voice Vote: All Ayes. The motion passed with a unanimous vote. All in favor of the main motion. Voice Vote: All Ayes. The motion passed with a unanimous vote. Commissioner Kampmann is abstaining due to a possible perception of conflict of interest. Vl. NON ACTION ITEMS: A. E. Main/Campus Way Crosswalk Staff applied for a grant to install a HAWK signal to improve the crosswalk on East Main St. at Campus Way. The application was not chosen, however staff was able to budget for a less costly type of crossing. Commissioner Vieville asked if an audible feature could be added to the push button that would initiate the light. Staff will look into that option. B. Transportation Commission Ordinance and Mission Review Added to Asbland municipal code,chanter 2.10 and 2.13 Mike went over several key points with the municipal codes; 2.10 (Uniform Policies and Operating Procedures for Advisory Commissions and Boards)and 2.13 (Transportation Commission)that follows the Ordinance 3003. He just pointed out key Points that they could read and review: Meetings and Attendance Election of Officers Agendas and Minutes Gifts Budget Code of Conduct Lobbying and Representing the City Rules and Regulations Deliberation Established Membership Powers and Duties, Specifically Commissioner Swales remarked about the attendance section that requires reports to the Mayor regarding accurate attendance reports and also the changes on quorums. The members discussed various aspects of the codes and their definitions. Page 5 of 6 Commissioner Thompson moved to adjourn. The members discussed the participation of the Non Voting Ex Officio Membership and their attendance in the Commission meetings. Mike calcified his role with the Commission and his final approval regarding traffic implementation regulations, traffic safety and functional activities. Things that require engineering cannot be designed by Committee and he actually, when changes any type of road design, has to signs an order. He wanted it to be clear about technical issues. Commissioner Thompson moved to adjourn. Chairperson Ryan recapped the Chamber meeting that Mike Faught and he attended, mainly about parking spaces for commercial, and reduction of lanes on Main Street. Mike felt there was tremendous open dialogue that was very productive. Commissioner Swales requested copies of the minutes from their meeting. Councilman Chapman announced he was a representative on the Rogue Valley Metropolitan Planning Organization. He stated we are allowed two voting members to represent Ashland, and there are no representatives. The public is invited to all policy making meetings and can state their opinions. Anyone interested in participation may contact Councilman Chapman, or PW Director, Mike Faught. Councilman went on to give an example of the current projects up for discussion and decisions. Mike gave an update on North Main. There is a preliminary design, and now they are negotiating right of way. They are hoping to finish the re-alignment early or late spring. He will get the Commission a copy of the design. The meeting was adjourned at 8:18 C. ACTS Oregon Grant Application D. N Main/Hersey/Wimer Intersection re-alignment Update E. Traffic Crash Summary VII. INFORMATIONAL ITEMS: set aside A. Action Summary B. TC Budget Balance: $5,000.00 C. City Source Article D. Traffic Safety Connection VIII. FUTURE AGENDA TOPICS: • Bike Parking and Bike Rack Design Policy. • Future Railroad Crossings • Budget Requirements for FYI 2 IX.COMMISSIONER COMMENTS: X. ADJOURN:8:13pm Respectfully submitted by: Mary McClary, Administrative Assistant to the Electric Department Page 6 of 6 CITY OF ASHLAND Council Communication Appointment to Transportation Commission Meeting Date: February 7, 2012 Primary Staff Contact: Barbara Christensen Department: City Recorder E-Mail: christeb_.ashland.or.us Secondary Dept.: Mayor's Office Secondary Contact: Mayor Stromberg Approval: Larry Patters Estimated Time: Consent Question: Does the City Council wish to nfirm the Mayor's appointment of Mike Gardiner to the Transportation Commission with a term to expire April 30, 2012? Staff Recommendation: None Background: This is confirmation by the City Council on the Mayor's appointment to the Transportation Commission on application received. Related City Policies: Ashland Municipal Code (AMC) Chapter 2.17.020 Council Options: Approve or disapprove the Mayor's appointment of Mike Gardiner to the Transportation Commission. Potential Motions: Motion to approve appointment of Mike Gardiner to the Transportation Commission with a term to expire April 30, 2012. Attachments: Application received Page 1 of 1 i CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeh(aashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name- hk& 0n dtheP- Requesting to serve on: ((2a/yt5 rz 4-,,f7;Y) (Commission/Committee) Address 2 'M 40/zc&!Q a rld hy e- &k14 W lu Occupation Vko5 wzlk1t A6Z 7 j r oc Phone: Home 15Yl' )'*I'• a6 0a Work 5Sol/- 959- a 691 Email mike. GnRd i ne12(us'GLl k��I Fax -V- 97te• 33760 1. Education Background What schools have you attended? L/_5, t/it/✓CR5 t�y 0 �((Ci MSV��`e� �N _- — — -What-de eas do ou hold? - - __.__ _. gr y B-Jr--�jST�'G°S'5...�1411r►tSfr�aRiTS.- i What additional training or education have you had that wo ld apply to this position? fives ih 7 t>='orrts�c.2ffran z,nc�,,s ,. As{•let�.� ��nh/vlw �anl�/'1r sSr�, ,..�Te�� ,4,/'l�� �''� �t/n. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? T,e"fit rn d�s><ru, kAr74 -4e . 5 l/eu/z5 G�aRnnk^rt r71210 Iw/ i Do you feel it would be advantageous for you to have further training in this field,4 such• i as attending conferences or seminars?Why? f�i�ss� ki L, be � .1 �AlWi t �t� W (I'K Pao LE'sS . I`, i i` L 3. Interests n Why are you applying for this position?� 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? N/e5. Er i f 17. , 5. Additional Information How long have you lived in this community? 5ifice Please use the space below to summarize any additional qualifications you have for this position S k4wG w,;,,zA1ed api Pia f rwze�x nay %vvoz f�dti�d GLi YI&V - j bJeg25r5 t (-x /Pl t/d It✓e 74e aW- �ech owl be&e m cl.td t[ 6 s4A)4d i%Oa ii aA-A ram 6e --4AI?ed b, A c,,A Date Sign tur i CITY OF ASHLAND Council Communication Appointment to Forest Lands Commission Meeting Date: February 7, 2012 Primary Staff Contact: Barbara Christensen Department: City Recorder E-Mail: christeb @ashland.or.us Secondary Dept.: Mayor's Office Secondary Contact: Mayor Stromberg Approval: Larry Patter Estimated Time: Consent Question: Does the City Council wish to confirm the Mayor's appointment of Frank Betlejewski to the Forest Lands Commission with a term to expire April 30, 2013? Staff Recommendation: None Background: This is confirmation by the City Council on the Mayor's appointment to the Forest Lands Commission on application received. Related City Policies: Ashland Municipal Code (AMC) Chapter 2.17.020 Council Options: Approve or disapprove the Mayor's appointment of Frank Betlejewski to the Forest Lands Commission. Potential Motions: Motion to approve appointment of Frank Betlejewski to the Forest Lands Commission with a term to expire April 30, 2013. Attachments: Application received Page I of I 11VALAIN, CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email chrislcb'inashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Frank Betlejewski Requesting to serve on: Forest Lands Commission Address Mailing: P.O. Box 604, Ashland Physical: 688 Park Street, Ashland Occupation: Forestry Biologist Phone: Home: 482-3094 Email: frank(@ashlandcreek.net 1. Education Background What schools have you attended? Rutgers University, Oregon State University, University of Washington What degrees do you hold? 1979: B.S.,Natural Resource Management, Rutgers University - What additional training or education have you had that would apply to this position? 1990: Graduate, Silviculture Institute; Oregon State University/University of Washington. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Forestry Biologist—Rogue River—Siskiyou National Forest. Interregional Port-Orford- cedar Program Manager(State and Private Forestry). Manages Port-Orford-cedar on 5 National Forests in Northern California and Southwest Oregon. Provide technical advice to local Port-Orford-cedar managers as well as policy direction for the management of this species. Ashland Forest Lands Commissioner 2001 to 2006 Co-author of the Ashland Forest Resiliency Community Alternative (wrote silvicultural prescriptions). Co-author of the City Forest Lands Restoration Project Phase III Co-author of the City Forest Lands Restoration Project Phase II Silviculturist, Medford District Bureau of Land Management: April, 1987 to June 2002. Staff specialist with responsibility for the development, planning, and application of silvicultural methods and practices to meet vegetation management objectives (Timber sales, young stand management, terrestrial and aquatic habitat management, oak restoration). Designed and implemented non-traditional approaches to both terrestrial and aquatic restoration practices. Work includes culturing of native hardwood species to restore this ecosystem component as well riparian silviculture. Prescribed Fire: Instrumental in Medford District Fire Management Program. Rated as a Class I Bum Boss and qualified to direct any prescribed fire application. Active in area prescribed fire program. Includes contract administration for timber sales and inspection on service contracts. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Yes Why`? To stay current with the science. 3. Interests Why are you applying for this position? Interest in forest management; recognize the need to reduce fire hazard in the Ashland Watershed. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Yes. Do you prefer day or evening meetings? Day meetings are preferred. 5. Additional Information How long have you lived in this community? 32 years Please use the space below to summarize any additional qualifications you have for this position Geographic Information Systems; frequently use GIS applications for environmental analysis Write technical reports and briefing papers for use and decision by managers. Inventory—conduct on the ground forest inventory and develop management recommendations derived from on-site review. Public speaking—have presented papers on forest management locally and at regional, national, and international conferences. Guest lecturer at Oregon State University(Forest Biology). Budget—Administer annual program budget of approximately$200,000 NEPA analysis—Have written vegetation analysis for over numerous environmental assessments and environmental impact statements. Monitoring—design and implement multi-year monitoring studies to assess effectiveness of vegetation management actions. Date: January 3, 2012 /s/Frank Betlejewski I`, I CITY OF ASHLAND Council Communication Public Hearing and Approval of a Quitclaim Deed Meeting Date: February 7, 201 Primary Staff Contact: James H. Olson Department: Public Works E-Mail: olsoni @ashland.or.us Secondary Dept.: Legal Secondary Contact: Morgan Wayman Approval: Larry Patt Estimated Time: 15 Minutes Question: Will the Council approve and a thorize the Mayor to sign a quitclaim deed to relinquish all City interest in a 0.2 acre parcel of land along with approximately 4300 square feet of existing sewer easement in exchange for a new easement needed to abandon the Nevada Street sewer pump station? Staff Recommendation: Staff recommends approval of and authorization for the Mayor to sign the attached quitclaim deed to relinquish all City interest in a 0.2 acre parcel of land along with approximately 4300 square feet of existing sewer easement in exchange for a new easement needed to abandon the Nevada Street sewer pump station. Background: The City wishes to abandon the Nevada Street sewer pump station and its accompanying force main. To do so, it will be necessary to construct a new 863 foot long section of gravity sewer line, across private property, to connect to the existing sewer main in Oak Street. In exchange for 8640 square feet of easement to accommodate this new sewer line, the property owner has requested that the existing easement which supports'the pump station and the-land upon which the station sits be deeded back to the owner. Both the property and the easement were originally deeded to the City in 1950 by the owners' parents. In 1950, Charles and Anna Delsman donated approximately 0.2 acre of land to the City for $10.00 to facilitate the construction of the Nevada Street sanitary sewer pump station. In addition, they and others, granted approximately 800 linear feet of I0-foot wide sanitary sewer easement for construction of the gravity and force lines necessary for the operation of the pump station. The easement was granted to the City for one dollar. The City currently owns and operates eight sanitary sewer pump stations with the Nevada Station being the oldest and the most susceptible to flood damage. The Nevada station is located just 12-feet from the east bank of Ashland Creek and is less than 5 feet above the creek bottom. This station has been put out of service due to flood damage from the last three major (1963, 1974 and 1997) flood events and it continues to be susceptible to high water events. Because of the potential for an environmental catastrophe, all of the City's pump stations are very carefully maintained, tested and monitored. The operation of these stations necessarily constitutes a large element of the wastewater collections budget and it is certainly in the City's best interest to eliminate a pump station whenever the opportunity presents itself. Page] of4 Ir, CITY OF -ASH LAN D Joseph and Elaine Delsman, who own the property surrounding the pump station, have offered to provide an easement across their property which would connect the sewer line in Nevada Street to the Bear Creek Trunk Sewer located approximately 870 feet northerly in Oak Street. An existing sewer bypass line, which directs flow from Oak Street to the pump station, would also be abandoned with the completion of this project. The existing 4-inch diameter force main which extends westerly from the pump station to the sewer line in the Dog Park access road would likewise be abandoned including the existing creek crossing. Relinquishment of Tax Lot 39 1 E 4B— 1000 Tax lot 39 1 E 4B— 1000 is a roughly triangular parcel of land with the west boundary being the centerline of Ashland Creek and the south boundary being the north right-of-way line of Nevada Street. The parcel is less than 24-feet wide at Nevada Street and tapers to a point approximately 272 feet north. The City limit line bisects this parcel in an east-west direction approximately 150 feet north of Nevada Street so that approximately one-third of the area of this parcel lies within Jackson County jurisdiction. The entire City portion of this property lies within the water resource protection zone so the future use and development of this property is limited. The property will be deeded to the Delsman's with the old pump station building in place. All pumps and electrical equipment will be removed and the sub-surface pump chamber will be cleaned and filled with sand. The electrical service to the building will be converted to a private service and placed in Mr. Delsman's name. The lands main value to the City, once the pump station is abandoned, would be for open space or greenway purposes. However, in 2008, the City acquired a 2.75 acre parcel along the west side of Ashland Creek, extending from Nevada Street to the Dog Park. This property acquisition included plans and a financial commitment to construct a multi-use path along the creek. This property, which is located on the east side of the creek, is not needed to complete this greenway and path. -Although the Council must act to authorize the signing of the quitclaim deed, it will not actually be' signed until the project is completed later this summer. Following is a list of pros and cons relating to the abandonment of the pump station and the relinquishment of tax lot 39 lE 4B-1000: PROS 1. Removes a potential environmental hazard by decommissioning the pump station. 2. Removes from the creek bed, a 62-year old pressurized sewer pipeline. 3. Eliminates the need for continued electrical costs to operate the pumps within the station. 4. Eliminates the labor and equipment cost of maintaining the pump station, estimated at over $2,000 per year. 5. This property is not needed to construct the Ashland Creek greenway path as lands and funds have been acquired and set aside on the west side of the creek. 6. Restores a portion of property to the tax roles of the City. 7. Returns the property to the family of those who originally donated the property to the City. 8. Future use of this property is limited as most of the property is within the water resources protection zone. Page 2 of 4 �A, CITY OF .-ASHLAND CONS 1. Eliminates a potential open space/greenway parcel along Ashland Creek. 2. The balance of property to be relinquished is not equal to the easement area to be acquired. The City will give up approximately 13,000 square feet of property and easement in exchange for 8,640 square feet of easement. The Easement that was acquired in 1950 contains both the gravity sewer line which runs from Oak Street to the pump station and the pressure discharge line which runs from the pump station to the Heiman Street trunk sewer for a total of 794 feet of pipe. Even though the attached quitclaim deed addresses only the portion of this easement lying within the Delsman property (the easterly 430 feet) this public hearing and Council action addresses the entire length of the 794 feet long easement. A separate quitclaim deed will be prepared which will extinguish the westerly 364 feet of easement which lies over property owned by the City (100 feet) and by WILMA LLC (Valarie and Greg Williams), which is within the proposed Verde Village Subdivision. Once the new sewer is constructed and the pump station decommissioned, the existing old pipe lines servicing the station will be abandoned. Since the 1950's easement was acquired for the specific use of installing sewer pipelines, the City will have no further use for this easement. Other Consideration for Easement Acquisition In exchange for 8,640 square feet of easement, the Delsman's have asked for the following three items as consideration: 1. Termination of the existing 4,300 square feet of sanitary sewer easement. 2. Return of the 0.20 acre of land donated to the City by the Delsman family in 1950. 3. Establishment of a private electrical service to the existing pump station building for use by the Delsman's. Prior to abandonment of the pump station, the existing overhead electrical service to the station will be reconfigured and converted to a private service for occasional use by Mr. Delsman, who will pay the minimum monthly service fee. The cost of installing the equipment is estimated at around $1,000 which will be partially offset by not needing to remove the existing pole and overhead power lines. Related City Policies: The disposal of any publicly owned property is governed under ORS section 221.725 which requires the following actions: 1. Except as provided in ORS 221.727, when a city council considers it necessary or convenient to sell real property or any interest therein, the city council shall publish a notice of the proposed sale in a newspaper of general circulation in the city, and shall hold a public hearing concerning the sale prior to the sale. 2. The notice required by subsection (1) of this section shall be published at least once during the week prior to the public hearing required under this section. The notice shall state the time and place of the public hearing, a description of the property or interest to be sold, the proposed uses for the property and the reasons why the city council considers it necessary or convenient to sell the property. Proof of publication of the notice may be made as provided by ORS 193.070. Page 3 of 4 I`, CITY OF ASHLAND 3. Not earlier than five days after publication of the notice, the public hearing concerning the sale shall be held at the time and place stated in the notice. Nothing in this section prevents a city council from holding the hearing at any regular or special meeting of the city council as part of its regular agenda. 4. The nature of the proposed sale and the general terms thereof, including an appraisal or other evidence of the market value of the property, shall be fully disclosed by the city council at the public hearing. Any resident of the city shall be given an opportunity to present written or oral testimony at the hearing. 5. As used in this section and ORS 221.727,"sale" includes a lease-option agreement under which the lessee has the right to buy the leased real property in accordance with the terms specified in the agreement. Council Options: • Following the public hearing, the Council may approve and authorize the Mayor to sign a quitclaim deed to relinquish all City interest in lot 39 1 E 413-1000 and adjoining easement. • Following the public hearing, the Council may decline to approve the quitclaim deed. Potential Motions: • Move to approve and authorize the Mayor to sign a quitclaim deed to relinquish all City interest in lot 39 lE 413-1000 and adjoining easement. • Move to deny approval of a quitclaim deed. Attachments: 1. Quitclaim deed 2. Vicinity map and site map 3. Photos 4. Easement to be acquired from Delsman. Page 4 of 4 STATUTORY QUITCLAIM DEED Grantor: City of Ashland, a municipal corporation 20 E. Main St. Ashland, OR 97520 Grantees: Joseph and Elaine Delsman 555 Fairview Street Ashland, OR 97520 Document to be returned to: Grantees Send Tax Statements to: Grantees City of Ashland, a municipal corporation, Grantor, releases and quitclaims to Joseph W. and Elaine M. Delsman, as tenants by the entirety, Grantee,the following described property: Tract No. 1 That certain real property deeded to the City of Ashland by Charles and Anna Delsman in March, 1950 and recorded on the 31st day of March, 1958; in Volume 454, Page 39 of the Deed Records of Jackson County, Oregon. Tax Account No. 1-011356-7;Map 39 1 E 4B Tax Lot 1000 Tract No. 2 All that portion of the 10 foot wide sewer easement granted to the City of Ashland by Victor and Kathleen Sander, Charles and Anna Delsman and E. McNeil in March, 1950 and recorded on the 19ei day of July, 1957, in Volume 444, Page 301 of the Deed Records of Jackson County, Oregon, lying within that tract of land currently owned by Joseph W. and Elaine M. Delsman and further referred to as Tax Account No. 1-004723-6; Map 39 1 413, Tax Lot 700. The true consideration for this conveyance is$0.00. . The purpose of this conveyance is to release all of the right, title and interest of the Grantor in that certain parcel of land and 10 foot wide sewer easement described above. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT,THE PERSON TRANFERRING FEE TITLE SHOULD INQUIRE ABOUT THE PERSON'S RIGHTS, IF ANY, UNDER ORS" G:\pub rwrks\engWept-admin\SURVEYOR\39 I 413 IL1000.doc 195.300, 195.301 AND 195.305 TO 195.336 AND SECTIONS 5 TO 11, CHAPTER 424, OREGON LAWS 2007. THIS INSTRUMENT DOES NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT,THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY THAT THE UNIT OF LAND BEING TRANSFERRED IS A LAWFULLY ESTABLISHED LOT OR PARCEL, AS DEFINED IN ORS 92.010 OR 215.010,TO VERIFY THE APPROVED USES OF THE LOT OR PARCEL, TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 30.930 AND TO INQUIRE ABOUT THE RIGHTS OF NEIGHBORING PROPERTY OWNERS, IF ANY, UNDER ORS 195.300, 195.301 AND 195.305 TO 195.336 AND SECTIONS 5 TO 11 CHAPTER 424,OREGON LAWS 2007. Dated day of 12012 City of Ashland,a municipal corporation By. John Stromberg p ve as to form STATE OF OREGON COUNTY OF JACKSON The foregoing instrument was acknowledged before me this_day of 2012, by John Stromberg as Mayor of City of Ashland, a municipal corporation, on behalf of the corporation. Notary Public for Oregon My commission expires G:\pub-w ks\mg\dept-admin\SLJR VEYOR\39 I E 4B T L 1000.doc ti N �n Cd _ ) Odd, ,✓/ i c Z�ON�N3M NVWIO1 OM.N33UJ.NtlW7p1 a ED m a U F n - r G z AV-L3M1tlM Atl WNltlM f W w. r' f AV.NIVINnOW-N W S is(ro i N W � O LR 'emu n m w U 8 R 'na,,� m . a.a " ,13� 6s,\ f�i WWI cc b a- - 6 e, co o ��I " Q . 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ZR,.�•, ,J ° r�J 1( ��"C"�` Y ' V � v' - '� �'. c l ,� #t' • 1rrrJ L �t�l �'-iGJ 7i �• -�'i�"��T`.�': r rx y� ytlTy` Z'i!Y� G"� G ,��• +1 1 J�r�11�`� �' � is •. P �` ... "� � r ,X `��> R `4r • r7 17"1 � .. �a� • _ GRANT OF EASEMENT FOR SANITARY SEWER Grantors: Joseph W. and Elaine M. Delsman 555 Fairview Street Ashland, OR 97520 Grantee: City of Ashland, Oregon Document to be Returned to: Barbara Christensen, City Recorder 20 East Main,Ashland, OR 97520 True and Actual Consideration: $0.00 and exchange of interest in certain real properties and performance of services all as outlined in paragraph 3. below. Send Tax Statements to: Not applicable 1. ' Grantors own property known as Tax Lot 391 E04B-700, also referred to as 1149 Oak Street, located in the City of Ashland, Jackson County, Oregon, and more particularly described in Document No. 89-11979 of the Official Records of Jackson County, Oregon. 2. Grantors grant and convey to Grantee, for consideration defined in paragraph 10, a perpetual, nonexclusive easement to construct, reconstruct, install, use, operate, inspect, repair, maintain and remove a sanitary sewer pipeline and appurtenances on real property described below and further referred to in this easement agreement as the "Easement Area." The Easement Area is located in Jackson County, Oregon and is described as follows: See Attached Exhibits "A" and "B." 3. Consideration for the easement shall be as follows: a. Grantee deeds to Grantor all its right, title and interest in the existing easement granted to the City of Ashland and recorded in Volume 444, Page 301 of the Deed Records of Jackson County, Oregon. b. Grantee shall deed to Grantor all of its right, title and interest in that certain real property deeded to the City of Ashland as recorded in Volume 454, Page 39 of the Deed Records of Jackson County, Oregon (Tax Lot 39 1 E 4B-1000). C. The existing concrete pump station building is left on the property for the Grantors use. Grantee converts the existing electrical service to a single phase 110 volt service. All work and costs necessary to remove existing pumps and equipment is borne by Grantee. Grantor pays to Grantee the EASEMENT Page 1 of 3 GApub-wrkskeng\08-23 Nevada Sewer Bypass4l_Admin\08-23 Delsman Grant of Easement 01252012.docx usual monthly electric service fee as may be applicable. 4. Grantee, its agents, independent contractors and invitees shall have the right of ingress and egress to the Easement Area for the purposes connected with this easement. Grantee shall repair to the extent practicable any damage to Grantor's premises, and any improvements thereon, resulting from Grantee's work on the premises. 5. Grantee shall provide Grantors reasonable notice prior to performing work in the Easement Area. 6. This easement does not convey any right, title or interest to the surface of the soil, nor any other rights except those expressly stated in this easement agreement. Grantors shall have the right to use the Easement Area for all purposes not inconsistent with uses and purposes of the property and the easement, provided that Grantor shall not build or place any structures or plant trees upon the Easement Area without the prior written consent of Grantee. 7. The easement granted herein is appurtenant to the real properties described herein. It is the intent of the parties that the easement granted herein shall run with the land. The easement granted herein shall be binding upon and inure to the benefit of the parties hereto, and their successors and assigns. 8. This easement is granted subject to all prior easements or encumbrances of record. 9. Grantee hereby agrees to hold and save Grantors harmless from any and all claims of third parties arising from Grantee's use of the rights granted herein. 10. In case of suit, action or proceeding to enforce any rights or conditions of this contract or appeal from said suit, action or proceeding, it is mutually agreed that the losing party in such suit, action, proceeding or appeal shall pay the prevailing party therein a reasonable attorney's fee in such amount as set by the court hearing such suit, action, proceeding or appeal. IN WITNESS WHEREOF, the parties hereto have subscribed this instrument this day of 2012. GRANTORS: by By: Joseph W. Delsman Elaine M. Delsman (Left Blank, See Next Page) EASEMENT Page 2 of 3 G:\pub-wrks\eng\08-23 Nevada Sewer BypassW_Admin\08-23 Delsman Grant of Easement 01252012.docx STATE OF OREGON ) ) ss. County of Jackson ) Personally appeared this day of 2012, the above named Joseph W. and Elaine M. Delsman and acknowledged the foregoing instrument to be their voluntary act and deed. Before me: Notary-Public for Oregon My commission expires: CITY ACCEPTANCE (ORS 93.808) CITY OF ASHLAND, GRANTEE City Administrator, City of Ashland, Oregon State of Oregon ) ss County of Jackson ) The foregoing instrument was acknowledged before me this _day of 2012, by Larry Patterson as interim City Administrator for the City of Ashland. Before me: Notary Public for Oregon My commission expires: EASEMENT Page 3 of 3 GApub-wrks%eng\08-23 Nevada Sewer BypessW_Admin%08-23 Delsman Grant of Easement 01252012.docx EXHIBIT `A' SANITARY SEWER EASEMENT A strip of land, over and across a portion of that certain property described in Document No. 89-11979, Official Records, Jackson County, Oregon, being 10.00 feet in width and lying 5.00 feet on each side of the following described centerline: Commencing at the Northwest corner of Donation Land Claim No:53, in Township 38 South, Range I East, Willamette Meridian, Jackson County, Oregon;thence South 01 19' 02" West, 1977.05 feet to the Northerly line of Nevada Street in the City of Ashland, Oregon; thence along said Northerly line,North 890 48' 0911 West, 106.10 feet to the Point of Beginning;thence along said existing sanitary sewer line, North 2° 00'31"East, 167.38 feet; ; thence North 49° 43' 14"East,406.41 feet;thence North 30° 52'23"East, 290.15 feet to the West line of Oak Street as surveyed and mapped by the Jackson County Engineer in February of 1938, being the Point of Termination. October 31, 2011 gE61STEgED E'R©FE;SIO LAND SUF Fq E D op OR GO JULY J9.I aw .STUNT M."OSMU6 No.2464 �sWr3x !z-3/-N [LEGEND EXHIBIT 'B' SANITARY SEWER EASEMENT PROPERTY LINE DELSMAN PROPERTY - —————- EASEMENT LINE - OR 89-11979 OFFICIAL RECORDZ JACKSON COUNTY, OREGON - EXISTING SANITARY VOL454 PG.39 DEED RECORDS, SEWER MANHOLE JACKSON COUNTY, OREGON I THIS EXHIBIT IS FOR GRAPHIC PURPOSES ONLY. ANY ERRORS OR OMISSIONS ON THIS EXHIBIT SHALL NOT AFFECT THE / I DEED DESCRIPTION. NW CORNER DONATION LAND CLAIM NO. 53 I N ' in C) DATE: 10-31-11 SCALE. 1--- 100' - / 39 1E 04B TL IL/j kg d 700 6 d� OR 89979 p10 DELSMAN FAMILY TRUST i EXISTING SANITARY SEWER MANHOLE R @31 STEW ED ,I PROFESSIONA I 39 tE 04B ' I I� I LAND SURVEYOR I TL 1000 1 i I tu I `A- VOL.454 PG.39 CITY OF ASHLAND ` I I a r: I OREGON I , JULY 7n.1640 • ` 112 STUART. 240SMUS I . /z-3/-/I ' NB9'48'09"141 / 108.10' — • — — • — — — EXISTING SANITARY---►@ NEVADA STREET SEWER MANHOLE . . . . . . - _ - _TE RRASUR VE Y, INC. PROFESSIONAL LAND SURVEYORS 274 FY)VR7N STREET• ASM AND,OREGON 97520 (541)482-6474 - te ahil6lsp.imt MB Na M409 CITY OF -ASHLAND Council Communication Capital Improvements Program Approval of the FY13 CIP Project List and FY12-18 CIP in Concept Meeting Date: February 7, 2012 Primary Staff Contact: Michael R. Faught Department: Public Works E-Mail: faughtm @ashland.or.us Secondary Dept.: Finance Secondary Contact: Scott Fleury Approval: Larry Patte Estimated Time: 30 Minutes Question: Will Council adopt the FY13 Capital Improvement Program (CIP) Project List, the Overall FY13-18 CIP Program in Concept, and the FY13 Capital Equipment Plan? Staff Recommendation: Staff recommends that Council: • Approve the proposed FY13 Projects for Budget Purposes • Approve the FY13 Capital Equipment Plan • Approve the FY13-18 Overall CIP for Planning Purposes Background: At the February 6, 2012 City Council Study Session, the Public Works Department will present the FY13 Projects for Budget Purposes, the FY13 Equipment Plan and the FY 13-18 Capital Equipment Plan for planning purposes and then formally request approval of the plan at the February 7, 2012 Council meeting. CIP Backzround This Council Communication outlines a proposed six-year Capital Improvement Program. Staff requests that on February 7, 2012 Council approve the FY13 Projects and FY13 Capital Equipment Purchase Plan in order to complete the proposed FY13 Budget and to approve the proposed FY13-18 CIP for Planning Purposes. The CIP represents a rolling six-year funding plan for projects that have been identified by each department. Project selection is based on the availability of funds, established master plans (in this case draft Water and Sewer Master Plans), pavement management program, and other long tern planning documents. The first criterion for inclusion in the CIP is availability of funds. As in the past, the proposed 2013 CIP includes projects that depend on grants, loans, bond election and rates. The proposed FY13 — FY 18 CIP lists only projects likely to be constructed over the next six years. In addition, priority projects that do not have a secure funding source have been listed in the unfunded category of the CIP. The unfunded projects total $50,839,000. The second criterion in the CIP planning process is master planning. While the Transportation and Stormwater Master Plans are still in the process of being updated and will take some time to complete, the Water and Sewer Master plans have progressed sufficiently to add proposed capital projects to the Pagel of 4 1r, CITY OF ASHLAND FY 2013 CIP, the remainder of the projects projects are based on existing master plans or technical reports. In addition to the master plans, Street Department CIP projects are prioritized based on the pavement management program. The pavement management program evaluates the existing street system and recommends strategic street construction projects based on the life cycle of each street. The Parks and Recreation Department updates their long term project priority list annually with the Parks Commission. The Electric Department uses a 2003 study completed by CVO Electrical Systems, LLC for their CIP projects. AFN CIP projections are based on the most recent AFN Business Plan assumptions. Historic CIO Execution Rates This year's FYI CIP has an expected execution rate of 51% as compared to 2011's execution rate of 61%. The execution rate has decreased due to FYI 1 projects rolling into FY 12. The projects rolled fiscal years due to budgetary constraints and prioritized projects taking precedence over existing CIP listed projects. Projects for FYI 1 that rolled into FYI include Schofield & Monte Vista LID, audible pedestrian signals, Ashland Creek Trunkline repair, and Railroad Crossing improvements at Hersey & Laurel. In addition, the N. Main & Winter intersection realignment, a Council priority, has pushed street overlay projects out through multiple years. Current Year Highlights Public Works CIP projects either completed-or on schedule to be completed in FY 12 include; Hersey and Laurel Railroad Crossing; Plaza Avenue; Audible Pedestrian Signals; Willow Wind School - ... crossing; completion-of the Water Master Plan update; Reeder Reservoir TMDL implementation; completion of the-Wastewater Master Plan update; Ashland Creek sewer line repairs; Wastewater Treatment-Plant membrane replacement project; and completion of the Storm Drain Master Plan. FYI Program The proposed $14;368,810 FY 13 CIP represents a 31% increase over last year's $9,773,000 FY 12 CIP. The proposed FYI CIP takes into account recommendations and requirements from the master plan updates as well as the following major public works improvement projects. - Street Fund: Projects listed in the Street Department fund CIP include the Hersey Wimer intersection realignment ($500,000), Walker Ave improvements ($750,000) and Ashland High School crosswalk beacon replacement, slurry seals and street overlays. Water Fund: The proposed Water Department projects include the FERC Part 12 Hosler Dam Safety Security Improvements ($25,000), disinfection improvements ($85,000) and Reeder Reservoir sediment TMDL ($60,000). This proposed FYI 3-18 CIP incorporates the draft Water Master Plan CIP projects which is dependent on recommended proposed water rate adjustments. Wastewater Fund: The proposed Wastewater Department projects include starting the riparian restoration program for development of thermal credits that can be used for the City's discharge permit ($246,000), new membranes for tertiary treatment ($800,000), miscellaneous collection system line replacement projects ($104,060) and the Nevada Street Pump Station and Realignment project Page 2 of 4 �`, CITY OF ASHLAND ($125,000). This proposed FY 13-18 CIP incorporatesdraft Wastewater Master Plan CIP projects which are dependent on recommended proposed sewer rate adjustments. Storm Drain: The proposed Storm Drain CIP project highlights are the Water Quality Improvement project ($250,000) and storm drain relocation at Indiana and Woodland ($250,000). AFN/Telecom: The proposed Telecomm project highlights include telecommunications services and fiber expansion ($55,000). Administration/City Facilities: The proposed City Facilities project highlights include Fire Station No. 2 Reconstruction ($1,800,000 Bond) and the Police Department remodel ($1,500,000). FYI Capital Equipment Purchase Plan: The FY 13 Capital Equipment Replacement Program proposes to purchase the following items. • Three new vehicles for the Police Department, to replace three existing vehicles. • Two new vehicles and one new sweeper for the Public Works Department to replace two existing vehicles and one sweeper. • Two new backhoes for the Public Works Department to replace two backhoes. • One new pumper truck for the Fire Department to replace and existing pumper truck. The total cost for these items is $1,037,000. Related City Policies: Council Goals - FYI3 Budget including the CIP ■ Master Plan documents for each enterprise Council Options: 1. Council may accept the staff report and approve: a) the proposed FYI Projects for Budget Purposes b) the FYI Capital Equipment Plan c) the FYI 3-18 Overall CIP for Planning Purposes 2. Council may decide to modify staff's recommendations: a) the proposed FYI Projects b) the FY13 Capital Equipment Plan c) the FYI 3-18 Overall CIP for Planning Purposes Potential Motions: 1. Council moves to accept the staff report and approve the following three items: a) the proposed FYI 3 Projects for Budget Purposes b) the FYI Capital Equipment Plan c) the FY13-18 Overall CIP for Planning Purposes 2. Council moves to modify ( .....) staff's recommendations, and direct staff to provide the final project list for review at the next Council meeting. Page 3 of 4 IA, CITY OF -ASH LAN D Attachments: • Proposed FYI 3-18 CIP Project List • Proposed FY13 CIP • Proposed FYI Capital Equipment Plan i i Page 4 of 4 Imo, 1Y13 Streit SDC Gnon LIN utha f&rates N.Maio Sumt-Wom,41cow,ImersecMO Rtes ace Elwvic Sectionnwell f 300000 $ - S 1%272 $ - $ - $ 303728 N.Mein ROW Din f 100000 S - f 100000 $ - $ - S np Uptim f 20000 f 20000 5 - f - S - $ Micelleoewr Cmvele SaSay Rxuv 100000 I . f . f - S - f 100000 Miu New Silcmalk boupowcaomb Maur on ' iiad list in TSP I 80000 S 20000 S - S - S - f WOW Shim Sul Srmen Per PMS S 100000 S - 5 - f - $ - S 100000 Wall"A.l -Amlavd St w E.Mew St CMA S 750,000 S - S 666694 S - f - 5 83 AM Reitoad Como ha Oak S 35,000 S - S - $ - s - $ 33000 Cmamm Cabal Boakvud S 1WOW0 s - f 1000000 $ - $ - $ Hi Scholl Cmawalk Besmo ioutmomot $ WOW S - 1 • S - S - S 50000 Subtotal Tnm rbbon $ 769000 S 40000 f 1,962,W,S - S - s ] N n FY13 Stnm SDC 1 Gnon I LIN otter fm&rat. Subtotal Street lm m mcn trla s 1$ - s -is 1 -Is -is nr:Can&w.mm aw,Cm awnm.wu FY13 Stan SDC Gnnb Pra Owber I vthor I fen&rates Sobtmal Laallm emcee Dlsniml S - S - $ - S - S 1 FY13 L$ - Gnub cake ether fces&rats Ent¢kmut Grub AMODA $ 130 150000 S $ Fadmal Aidw M.xi idea FAM S - 25 23000 f - $ - S Entitiment Gott-A' 1 cmenb-Savri U a Perimem Fencing $ 183 1]5000 S - f 8]30 S EnlNaant Gmt- ' I b-A Exmmwn S 16514000o 1 S 25 WO Zmw U S W - s $ W 000 W.", FY13 Water SDC Grams mkc other fen&rata MC Dun Smu,ity A Tiberm,Ica emenn S .FJanc 50%Water) f 25,000 5 25000 $ - S - S - 5 FERC Dun 1 iB U JOM Elastic 50%Weer f W o00 S 500011 S - S - f - S RIC Put 12 Dam Skiy broamfion SOS:Ekcori,S0%Wmm S ]0000 f 20,000 $ - f - f 20,000 S Ashbrd Cimk Weat Fork Bridge Cmam m f 12,000 S 12000 S - S - $ - S Shim m TMDL w Rader Re". S W 000 S So 000 S - f - f - S R4ada Ites,shatly briplicommution s 30000 S 30000 f - f - f - S Rmdm RmvA Road ThUll.Comphame s to'" S 10000 1 - f - f - S Test Wita Wall,oupicity walk S W 000 S - s - f - $ - S 30000 So lnel Water SU S 275 1 207000 1 - $ - 1 20,0011 S SMAN FY13 Wm"SDC Gnnb mlu Aber fees&stn Wm Plant Securi ty Fewbal $ 35.000 f - S S - $ - $ 35000 Raw Wets B,,m Meawamem S 25000 f - S 11�: S - S 25000 SCADA RadwF FCC Comlkae S 45000 S 45 WO $ S S Fwel Cf Duinfcctim Ica b S 85 000 f - S S - S W 000 Subtotal T.tmrut&Suite S 190000 S 4 s s WeserD hrlh flon FYI3 Water SUC Croon cake ath" !"s&rata Park Pinta"SutioM.vaO Road Raavo Altemative4 $ 200.000 1 S -I$ -Is -is -is =,00il I Subtotal Wamr Dhtmbotwn 15 200,000 1 S -is 1 -is -1. 200.000 Water Malnllne Protests FY13 Water SDC Gnon I cabe 1 other 1 fm&nea 1W line-Morwn Soma w weer end oflvv Lana $ 35.000 S - S - S - S - f 35000 1 W-SOUth Mountain w FH-16ADL38 S 10.000 S .1$ -Is -is -is 10.000 Sobtaal M4111ne Prvlan S 45.000 1 S -is -is -is -is 45&00 FYI3 Sower SDC Cnnn cake other I fen&mn Waswwem Tmunenl Plant Pmceu lm oi Is 100000 I f 12500 I S -is -TS - S 87,5W Cutout]Mutation/Flab Scnen- $ 200 00 f 00Shadw Cost+fintb of(1bl 5 246 S f 246,000 BWLW k - $ 60,000 S -is - S - f - f W 000 Mmiherb two trains I S 800000 S -is - S - s - $ So0000 Subtotal Tmlmnt Plant I s 1122610011, S Imimi I S -is - S - S 1,213,50 wit S FY13 Sewn SDC Grunts min ago" fea&Mon Wukwm"LweA lacrnur Mieullvumu lo-Haue $ 60 000 f 9000 S - $ - f - f 51000 Wasnwakr Lim Ragolacauncia,Ashbad Cr"Sc Maio Live S - 25o000 S 12300 f - S - S - $ 737500 Atmalm N"eda St M and rmlip line $ It5000 S - S - S - S - f 115000 Wimcvmc Lim UWaim-18'&24'Parallel TnmlcOOe slum Bin Crttk s 24960 S 174'2 S - S - s - f 7458 Wuawmer Lix 13'Alain-Mammw A.— s 2,30 S 500 S s $ S 70 Wammum Liven 24'Tmvklia-Oak Sbat 1 eW S 120 S - S - f - f 680 Wmamxm Lim Wmmr lP Merin-ASUat S 10440 S IOM S - S - f - f 9,3% Wmarmmr Lim ;12'Win-Wilmd $ 5 f 3135 S - $ - 5 - s 2,365 Miumnamom upmau S 125,000 f 12500 f - $ - S - S 112500 Pmabk Flow Mmm S Sa 000 S - f S f S W 000 Storm Wmm Inflows 20123013 $ WON S - $ - S _1$ -IS WON Subtoal Collmivn5 mean $ 714OW S 1 $ S - S - $ MT FY13 Sturm SDC I Ceuta I mm I cater I (m&neat Water Quality BaulLwan Arun Is 230000 I f 125000 I S -is -Is -is 123000 Stmm Drein0. kamur-Webam SVeaalowa SUea $ 125000 S 34 25() $ -is sow I f -is 41750 ELECTRIC FY13 Grans tube I inter fen&nta N.Mew SVea-Wimm Inmxctim Ro-afigroomit $ ISO WO S - $ - S - S 13 'a ImW1 New S"vkm&New lnfratvucme $ 3oow S - $ - f - f 3WW0 Elavk Utifit,ISne Instillation;In-Muse Various Lotabom f 75,000 5 - f - f - f ]SOW Mvoabw A.evue Subabtim Pomhue - $ 1400000 S - f - S - f 1.400.000 N.Maw Femi Upgreuk,Heboan toM k $ 30000 $ - i - $ - S 30000 Aabbod Substation U $ 50000 S - $ - S - $ 30000 Oak Snot I'mility U -Vin NUa to Nevada 1 300011 1 - S - f - S 30,000 Upgoade Fader Line-Moran Stmt S 30000 S - f - S - $ 30,000 Oak Ruoll Sub iti.0 $ 50000 S - f - S - S SO 000 Aj�'/TELECOM Ni FYI3 Cnun cake other fen&ntn Tud Fber Ex S 35000 S - f - S - S SSOW bmalb' Emmiors mt s 30000 5 - f - S - S 30000 S 10 WO S - f - S - S 10000 f 20000 S -is - f - S 20000 V HN FY13 Cnnn mkt ott" fm&stn and Lac,,Pl® Itclamoma 25Y. S 80000 5 - S - S -is WOW PrwmadC kemmb S 20000 $ - S -is -Is 20000 Omati.,S and OSim Pmdmtwi SoO R um!U Is 00000 Is -is -is - S Woo Subtotal lufmtudon Tahml, Is - S _1$ -is 1&5000 FYI] Cnnb tube other, foa&era Subtotal GlS S - S i­. .13 -1$ - S NA,%CE 1 FY13 Cranes I be I ottm fen&nln Sobwtm AdmlmtnM"SeMm/Fleaott 1 S - S - S - S �TIOS FY13 Cnnn cake otter f"a&nln City Facility Uplumho,At Maimmaim, I S 125.000 S - s - f - S 125000 MiaclWeau RmfR laamcnt S 150000 f - f - f - S ISO 000 Fiat Station So.20.ecoaawnion S 1800000 $ -is - S 1800000 I S Police t I mmnb f I 000 I -is - f _l$ LM 000 FY13 SDC Gnob foad/bn on" fm&rates S A iaitim/Pink Dave t S 400W0 S - S - f 400000 S - S Lorin Clay Stuart Porthue 5 - 206000 $ - f - $ 206000 f - $ Lithie Park Mum Pbn/Rehabilitation S 150000 s - 5 - $ 150,000 $ - S Nbkad Crak Park Dave t f 700000 I 150000 S - f 6W DW $ - S ' Calla Goamobam, a S 300OW $ - S - f 300000 S - $ la Rink Cover Rbitaomma midl In,amoon. S 112000 f - S - s 112000 S - S Oefemdlvfrutrucuve b/ kcemmb $ 73000 s - $ - s 75000 S - S Si Play S 25000 S - S - S 25000 S - S 1; ,IICYL'1 IYAhnVp12-�-'7•=. ,- -.+;+—�'+..;y.. frtIJ;30lt;UlUv 15r'bbT;111Ip 5Y.,^.'2;652;Y66 £S'REI';Y�N;000i AV?41;83E:75U74S�7;SU1{Y s nWenagabwvpaprnww}Ra.aawv"1}IaNAbMbwgy.am.lrrrw vent Dvnvi.wN 2,012 Ism Capital Improvements Plan 2012-2018 Construction Veen D^^ I r$ 35,= FYIJ ErI FYIJ FYM FYIS FYI6 FYI'/ FYIt U.lvnded Pro at TObh S SDC Grenb LIDr other auk nta N.Mai.Sam-Wimcr IntascOO.R i to Eb Satbnu.11 S Sw 000 S 50000 S 500000 S - f 1%,272 $ - S - $ 303]28 N.Abin Road Diet S 30 f 100000 S Im000 S - S ImmO $ - s - S ]8PU S 4Bem $ 20000 S 20000 f x0000 S - S - S - f MiaMb.eau Ca.eae Sef s 100 S l000w f 100 S Iw t 100 S 100000 f 100000 600000 S - 3 - S - S - S 60000 Nrn Sidcmal emema m 'tied 5a bT5P S 80000 S W.Om S W f 80 S 80000 S 0000 S soow f 480000 $ 120000 S $ $ - S 3000 Slu S Sbah Pa PMS S ]3000 $ 100000 $ Im00 $ 100000 $ Imwo f loom f 100000 S 600000 S - f - $ - S - t 600000 Wmta Av. -AAhvd St w E.Mah S1 CMA S 25000 S 7mow ]3000 s - f 666694 S - f - S 83 0 ReiO 'Drk $ - S 35.400 35000 f - 5 - f - S - S 33000 S - $ Imo S 100000 $ - t 1000000 S - S - S Hi t ICtwran Beero. f 80000 S 80000 $ - 5 - S - S 40000 f 4000- NevadsSbmEatmrimLBn Cma,Bm GakwM9uvbiv Ave t 2400000 f 3400 S 1 000 $ 59000 t - s - S 250000 Donmw.m Plm PhueB s 150000 S I 000 S - f 1 5000 S - S N9M Athlmd B' Ph D;CeunlAAl,Siski w s 1 mo t 1800000 s 430000 f 1M1000 $ - f $i IbmlWivnv Tolmm Ctak Rmd45hki BvulevW t SWIM 5 Smow S 200000 $ 250,000 S - S - S 50 w0 Si Ilntlel#1 Oek$amaHaae Stray S 500000 f 5wm0 S 20000 S 250000 S Fin Sunm el C.anaelc S ]2000 S ) 000 S - t - f - S - s )2 Putam Ptdc Ctm� f S w0pp f - S - S - S - f 3000 Sebtohl Tn.a rbtbn 5 1533.400 5 la 5 3)6 5 280,00 S IBO 000 S SN 000 5 Jell f 380.00 5 E 5 21550,00 5,572,W s - s 40000 1 5 2,SNAU FVII - 'SYI3 Ea FVIJ FYd FYIS FYI6 FYI] "IS U.NWW Pro ITVIab Strea SDC Gnnb LIDS athr! Im4nta Ovals -N Mmvhin Ave.a-N ml-3 f 2Nm0 S S 350000 f 350000 S - S - $ - S - t 330000 -Wi S.ea- bSiaki S 223000 S S 225 $ 225,000 S - $ - $ - S 225 DOO OveN -AOhm Strm-CrtcAom btMmm $ 30000 $ Ovals -Ta SR -Boll wAAlmd S 1250w f f 125000 S 125000 $ - S - S - S - $ I250w Ovcft -S.M=Wn Avma-Sink' b S )00,000 $ ]0000 $ - f - S - S - f lm w0 Oveda -P Sk -S' .F S 250000 $ 350000 S - $ - S - S - S 330 -WmbmnW -Gtmiww $ 000 S 0000 S - S - S - S - S 60000 Overt -Oek Sam-R-NWTnW Ohi. klewn S 35000 S 350,000 S f - f - $ S 350000 Ovate -Hcbnn Strm-N.Msinb Obw S 200000 S 200000 f - f $ - $ S 200000 Sam-Mmro.b Ta Ma f 110.000 $ 11000 f - S - f - f - S ItomO flvah -N Sam-Saoicm Wmhw $ Im,000 f 1001000 t - t - S (W Sbm--I mw ldsM S 95000 S 93000 5 - S - S - S - S 9500 Ovals -Mawv Strea-IVwa WI vmh $ )SOW t 75000 5 - $ - 5 - f - S 75 ON Ovals - trma-Shti blvvn _ powo Gnvd/Ovab -Iowa Strm-Li .l S 650000 $ 650000 S - t - S S - $ 20000 ?anal Rebuild-H Sam-N.Maulhinb Has" S 1 00000 f 1200000 $ S $ _ S - S 650000 Ovah/Perbel Rebuild-NMounS -SiAi WR,RN' S 950,000 S 950000 S - $ - $ $ 1950 ON Ovate Rand Rebuild-AAlad Sam-Saki wR/R Tlacka S 85D,DOD S 850 S - S $ $ - f 950000 Orvh RuOal Rebtdld-Harirm Sam-S' b@1. - - f - $ 850000 /Pmtiel Rebuild- $trm-Gndamwla $ 600000 $ 600 $ - S - f - $ $ 600000 ' ve/Rc N-BStI=tw kw3A f 4mw0 t 400000 f - S - 5 - S - S 40000 vdRebuild-Gtmim teat-Null bPimar 5 0000 S ]m 000 $ - $ - i - f - $ )m 000 vtlRebdb-EMsio-NMmnhiv bRR Ve@a $ 850000 S 830 $ - t - S - S - f 830000 -NomW AVe-MII . Stw smi Bh S 100,000 f 950 S - S - $ tvbbbl anal nvemnbrovala $ 115 S s - S 350.00 5 22 S NS S J0 S JIO mO S 133,000 n nw:auvw..w.wNwWnmcnr owllm mtw F'YI2 FYl2Eat FYIS FV14 FYI$ FYI6 FYI] FYIS Unfmm Pro.Tvlah Street SDC Gneb Owes Mber fmanta Pnaam M:FiZ;�� t Diwia 11ldiw m P d 5 130.000 S S 13000 $ 13_0,M!S 23 40 100 600 S - $ Pevaant Im Wll 1Diatrict 400000 1 ]2000 $ - $ 328 S - f Pavrnm MCh rnmtDirtria 8601= i )500 t Mualhsutncu S 200,000 f 2DOWO S 36000 f - f SabtaalL«allm rovemevt OMtricla S ITf $ NI $ - S 130 S - $ - $ - S - $ 1600000 J $ IS ISO S - S 1199850 S )5000 5 =Vill= FV12 f 12&t PYI3 FY14 FYI$ iYli FYI] FYIS U.fv w Pn mTOah C.nvh I &nta F�4AWWM�FAAADDA S 150 5 10.000 $ 150 B 150000 S 130000 f 150000 f 15000 f ]5000 S - S 40000 S $ 300000 ic' litia AM 5 2500 $ 25000 $ 2500 $ 25000 5 25000 S "M f 23000 t 35000 S-A' S 183)50 $ 183)50 t - $ i]5 S - 5 8]50 $ -A' 165,000 S - S 140000 $ S 25$t-A' 1 -CVmam TNiwe 5 65000 f - f 800000 $ - $ 30000 S 190000-A' I emmt-Ri Rcrbnnm $ 150000 $ ISO mO $ - S 142 $ - $ ]500 f awmerwumwe,.av 0 tew.trrmm n 0-D rrt win v rvD w.wal.n.rmAt w'n 1 NIM12 ISM Capital Improvements Plan 2012-2018 Construction Yean W e S FYIS FY12 Est FV13 FYM FYI5 F'Y16 1 FYI] MR UnfuadM Pn MTOnh Wner SDC Onnh mhc ether ree&ntn S1 'c DmJ Snclvi kTd SOX FJx4r NM W. S 125001 S - S 23000 S 25000 f 23000 S - s - S - f 32 FFiRC Darn S05f 3036 Wma S 50000 $ 50000 f 50 000 S WSJ FBRC Put l2 DUe Saf SOX ' 50%WYa s b f IOWD $ BO S 000 S - S - 5 40000 S S'S Ashlmd Crak Wat Fbk Cmmatim t 12000 f 101000 f 120,M S MOM $ - t - f - s S.0 Se6mmm TMDL bReedeRm. f - f 10000 f 60001 s 60000 s 61101111 S 180 S 180000 S - S �S7 Ra Rrn Sm 1 csncnhdan s - f 50000 s 30000 s 30000 $ 30000 t - $ - s - f SAS pJJWe RevAaruRaed TMDL S to,= s 00,000 S 1110000 S 1000110 s - S - s - $ Ruda ltS VarIalc I^n4^ f IW000 $ 100000 s - S - s - S - $ 100000 0)10 Tm Tema St Stniuni s 20 s 200 f 220000 s - s - S - $ - f no," Sit. nD Caml :Smlllem Tana Strm - It 1100000 S 1100000 s - s - S - S - f 1100 �St Twtatftwahpwo.m t "AM f Moto s - $ - S - f - S 50001 Seta Wstu Cmsmalim Smvt COmJJOa Pilo f 50 f 511000 s - s - S - s - f 000073 015 TAP hek f 160000 s 1140000 f 4600 000 S 1600000 S - S - s - f Submhl Waterf% s 3115.000 5 S 2]]000 S 198 3 110,000 s MAN 000 5 000 S 5 5115000 5 .15 -1$ M s 1 20.000 Wad So a FY12 FY12 Est FYIJ FYI4 FYI5 PYI6 FV17 FYIS Unfunded Pnea TMah Watn SDC Grnh mhc other fm&ntn Water Plem Seca' P $ 35000 f - $ 35,000 S 33000 s - f - s - f - f 35000 MTS,= Raw= Momrement f 25,000 f 25000 f - 3 - 3 - f - f 23000 �P2 SCADA Radio F FCC uoa s 45 S 45 S 45000 f - s - s - f 1��3 FimI LT Dismfecdoe S 83 s 85000 s - s - S - f - s 85000 �TJ Fa6Faa1" S ! ICJn--- s 28 S ).WOW s 265000 f . s - s - S - s 263,000 �T: WIP Sami f MAW S 30 S 50000 S - $ - f - f ATE ExiMb Plus Mah,EIa.A,Beds S 1.50D,000 S I mo ow s - f - f - s - f 1 000 �P) Oroa NV An 'sk Diamfxtim �T-0 2.6MG Recrvait!Cleanxll"Cr9xuon Il S 1,)50,000 S 1]50 $ - t - s - f - f 1,750,000 0AN f 746000 f 3000000 S ]1100000 S 6)16000 S - S - $ - S - f 6]46 �T?0 AdOnioml l MG OfCI.RS at'Crowsan ll s 161000 f ]38000 S 7380110 S 1Wow s Iti ow 5 -y WTP Hudmin s IHOODD $ 1200730 S 1800000 3 I BW WO S - S C"10, New Filter]&BwaWS s IMIWO S !176,000 $ 1300 WO $ 1 00000 $ - ig �T_12 2.5 MGDBat Wmr Trebua Plmt $ 10000,000 s t0000000 S 10000000 I s - $ - f - t - f MT113 Ilta Cmk CL WLA Sous Cm0o1 kl e0m0u0a0 s 50 WO 1 1 s 50000 s 50"0 1$ -is -Is S IN SaMahl Tnatmeut&R10n s 35000 S - S 19a s MAN S 25.000 s I SW DDD s 1 S 8,021,,000 s 11]50AW s 11053 DDO s .15 -is - s 20006.000 m 3 W h b FYIS FYI2 E4 FYIJ FYII FYIS FYI6 FYI) FYIt Garnndrd h9 ett TOtah Wata SDC C b mbr athe fee&ntn a: IUD>t rel®c Sbti®awuawr s so c �D'1 Wem Mums PM s 2WWO s 200 ODa s z0[OOO s - s - s - s 5 o0[ u �O:J� Pah FSrw Srf Rwd Raavoir Altenwivw S 200000 S IBW WO s 2000000 f - S - f - $ - 3 2,WM Wt Way NM MV s uI,= S MI'm S - S - s - S - S )01000 5 D0. Tolmm GeeY ROd New PRV S 141000 S MOOD s - s - S - S - s 341000 $a ADO GJawm Rav SmmveCmlauvo S IWOW S 100001) s - s - S - S - S I0[WO 5I,wMI WMe Dlst,aI, n 5 - S - s MAN s 1,11MIND s 311000 $ SHOW s - S latuto S S 200000 $ - s - S W'an Hnlm FY12 FV12 EM FY13 FYI4 FYI5 PYI6 FYV FYIS Unr.tl M 1TObh Waa SDC Gnah mbe aha fml rat. �P_1 1 IAVe-Morro$6a2mww rod oft s 35AW $ 311400 f 440,000 -S . f - f - S - S 110,000 'P^�P=2 I IaJU-Saulh MamrmmFN-IbAD-038 S 10100) $ &,000 f 94,000 f - f - - S - $ - S 91,000 8=P;3=1 Narlml Aa-SiAi Blvd b Flame Ave s 50.000 s 47,0[0 S 517,000 S - s - s - S - $ 017,000 � tP=)♦ WaDa Avc-Shki mBIA b Adt dMiddle School s 75,000 S ]00,0[0 s )81.00] S - s - S - S - S 754,000 P'5= Puts SCeet-Wa AV WUIW f 20,000 $ 142,000 S 162,000 f - s - s - $ - s 162,000 P6 r -Siski B1WwUw S 10,000 s 55,000 S 65,000 S - s - s - S - $ 65,000 ut Wa -1 AJ tI,b I f 3,D00 s 00,000 - f 35.000 S - i - S - s - S 35,000 111111 P-0 Ra I -UtW"wJiyAw S 5000 It 49,W0 s 51,000 s - s - S - $ - s 50000 0 P9 Beech SlJM-ISIdn IJI¢blow9 SlJm S 10.000 $ 81,000 S 91,000 f - S - $ - S - S 91.000 i =P.'JD VHS - & muS, s 9,000 $ 449,00) S 109,000 t - s - $ - f - f 149,000 rh �P_131♦ ViN$htp-Fak SlmHilleJeM St Pj12W Vier SRea-Jm fim ofviw,Hilkc OlctI l DJ $ 5.000 S 5,000 f - S - S - s - f 5,000 3 11111P-.131♦ Mede Shot-ViO BOHilmmt b low Stme - S 235,W s 235,000 $ - S - $ - S -IT 235,000 P0411111 5ltadn Slyd-1 Iavc mPineaert Tral $ 72,000 S 72,000 S - s - $ - s - t 72,000 P..151♦ I laoc-Sm6h Mnmhm AVC bEllyda St s KOOD s 61,000 s - $ - $ - $ - S 61,000 8101 Sub Mmeriv An hlnuaah AV W S. S 6,000 S 6,000 $ - S - S - f - f 6000 W7M SmN MomOam Aa-F.S.MbmbiO Ave m FH 160734;1 S 17,000 f I7,001) f - f - $ - S - S tl,11W �P.,10J♦ PiemeA Tetraec- Dmsm Wmdlavd MVe �P_19� Pim nTarae-Wallmr AVCb SJW" PMOe S 3)8,000 3 178,000 f - f - s - s - S 175,0073 S 396,000 S 396,000 S - S - s - S - f 193,000 �P'2p Drive-Woodland Drm Waumback Wa 5 BLOW S 83,000 f - s - f - S - S 81,000 �P-21= Waokevd Drive-LeoOeld Stb PinenetTerace ' WWPI Hiawdu Pia.-Wd4r A,.III FH I SCAA20 S 52,0W Marma SNYt-FH I6AC-023m MV 12 $ 58,000 S SB,Wp f - S - f - 3 - S 58,000 S 130,000 f 130,000 S - S - f - S - S I"'Dal Aehlmd Mme Rotl-C darW bFoa Sma f 110,000 S 115,000 S - f - S -I$ - $ 110,000 Foa Silass 51,000 S S4,W0 S - S s - S - S MADO AhJeda U DriJx-J]rrSsJd Stmmltlh and tar Dr S 6ZM S 36,000 s - s - s - S - S SSA00 C' Sam-4tSOwmPUmrsm SlJat S 162,000 S 17,000 S - f - t S - S I6;000 S 131,000 S 131,000 s - f - s - S - S 131,000 Oat I�ws 29,000 s 29,000 S - s - s - S - S NAM S mStre-Oakiawo AVeb FH 01CA-019 f 6/,07373 S 64,000 S - f - S - f- - S 64,000 Black Wt WTabuv Crek Rued b BclI.MI,. s 85000 s 85,000 3 - S - s - s - S 85,000 IJekKmO s 267,ODD S 287,000 s - s - S - S - s 28],000 Aahlmd SRea-TObvm Crnk RAbw .& S 1]2.00 S 432AW $ - $ - $ - s - s 432AW P-34 1-5 Cm-W StIII CTwclmc f MAW S 794.000 $ - f - S - f - f ]9/000 �• fJimh Rand- PS mGnvdviewU S 75AW f 75AW s 75,0al S 225.1100 S - s - S - S - f 225,000 P�0 140rwa L S 70,000 s Moto S - s - s - S - S ]0000 �PJ7 bwa Strca-R.MOmtab Aab W" St S 610.000 s WAN S - f - f - S - f 610,000 PJ0 ua0im S0ea-Sm mPimar f SW,WO S 300,000 S - s -Is -is - $ 300,WD P'35 Bstraa-Oak Stm Sib St s 230,000 S 250,100 s - s - s - S - f 250000 PLO= T.Slhm-IOwbTiDDimh I s 150000 $ 350.100 S - s -Is -is - s 350,000 Sabblal MBWOe Pn«b s - S - 5 45000 S 445,000 S 617AN f 801000 5 370,000 1$ 621.00111$ 4.781000 I s S -Is -is - $ 7,]06000 mil F O:`pbM,MMiLUlupeffYlJ eny,r6mlq`@FYIJ.Ia all pepb%r W-aii l.lE-FlMLLYFIII Etaa2 tmM Capital Improvements Plan 2012-2018 Constractlon Yea" w N' t Ion, N12 FT12En FY15 N14 FVIS N16 FV l) 8'YIB Uehme6 Mnl TOte6 Sewer SDC Onan mhr alter fm&ntn Wmewatn Tmewml Plmt Pracnel f Iwm f IMAM f IW'( f PI-I Out61111clawion/Fiki8 f 20000 S 20000 S )A 000 f 180000 S 358 S s WOOD 358000 s M)5000 S - S - I - f 525000 S - S - S - S - f 836000.-3 Cm af"lb Of f M." s 3MAW S 463 S 416 s 110 S 59.000 f - S - S - S - S 1 P.I S 60.000 s - s - S - S f 60000 uro Oeim s 800 s MAW S - S - s - S - s 1600000 P.. OWdaam Dibh5he0 s 22<000 S 430750 s 1 J s 1 3000 S H7500D f s f - s J 000 RAS meelOent S 18000 S - S - S - S ]2000 Wmmwe II`mnU S 62 5 62503 S 125000 SOINOtW Tnatment Pleot S S .Iry f 539120 S 126 f 664 s I S t 59 S 2 s ]951 5 W S FYIi NII En FYI3 N14 N15 FV16 NI] NIB UOfemM MnlTaah Sewn SDC Ur9Oa I ther fees&nm Wmea'vbe Line mamem'Mmallemmely-Nmm s 30 f "Am s 60000 s 50000 S 30000 $ 500m s 50000 $ 50000 $ 310000 f 46500 S - S - $ - S 26]300 Wmnma Lim: Ivatnnlr A6Iomd CdA MWn line s 2)5000 S 73 S 250 $ 250000 I 12 f - $ - $ - t 23)300 Abendm NeMe LPS Imd mWi Ime S 123 S 10,000 S 115 S 115 S - S - f - $ - S SAM 8 Glm6aiew Ian— Irm ' S 350000 f JW030 $ - S - s - S - S 3.50000 n W -I'SW Wmzt u Lim -I8'&24-P ITmaI Wov BnrCrak S 24,960 f 99 S MI AM 361 S 148 f BJJ s - S - S - f 3)4400 mP.ISIB1 Wemewab Lme IS-Meiv-M9unuin Atmlm f 2 S 9U S 106 <PITfC1 WodI Lino FN'Tn Iim-Oak S6 s 800 S J $ 36000 S III,= S 29,5W 6 S - s - $ - f 94000 .5 mP.1�Ti m Wmewua Line ftlooddoq;15'MWn-ANON f 10"0 $ 41760 S 940m s 375,M S 522PW S 52,20) S - S - S - S 469Aw mP 1m1 Wmmm�Lmc 12.M -RWlrotl f SSW S 22000 f 123300 f IN ,=s Wmeweter Lme II)vtom-Sis Bovmwd S 1960 S 5810 s 63,'10!1 f 275,M f 156]50 S - $ - S - S 118 mP1-147 MiMIm w4U f 125,030 S 105 S 105000 S JJ I JJ S - s - S - $ 39.420 .a mPI-IHm PamMe Fmw M9ao S 60,000 f 360000 $ 33 - f - S - t S 301,5W mB1TU Slmm Wna lnRO S 2012-2013 S M,000 Wmnvm LimOek Slmn-LiNw Way bBSOM S 60000 I S S - S - s f 75000 Wmeswv U. 'N.Molmmw Ave- bEnd Crsk Tank s 225000 S 2251 I 1121175 S - I . s - S 182503 Bar Crak Tow,L U " Wi In Talmm Ca9k ands $ 430000 S 450000 I 450000 S - S - s $ Wmcwma Lmeadi -N Strm' PUlwmllb WYtt St S 225000 S 2231)011 S 43000 S - S - S - $ 180000 3 Inbfetel COIRMI S tem f 600 5 "1 S 714,060 f 331 40 S Id26 W S 737AW S 431 0 5 115,!00 S 1,025,075 S I 3 f - f - I - S 2311 I N12 N12Em FV13 N14 FY15 N16 FY17 "to Stam IDC nea mh etser fm&n W ntn Wemr i cvonm-Bumnompomon Aw I IW030 S IW,000 f 230,W0 S 250000 S 123000 S - f - s - $ 123000 Sbrm Dtain wamenl-Wcbta SOemb mwe Slmn f 123,075 f 125000 S 31 50 S - S 50000 3 - S 25,M LW SImn Stand Dndn E.Main b Litho We $ 150000 S 130 S 45750 S - $ - S - f 103,750 Bmm/Namaw Cmek:l6eb 6om lonmH f 32750 S - f 52750 f 52750 f 13 $ - S - S - t 36403 slam Wdido,oRetrmm-Ima9a5im afWOOdlmd&Ivdievs $ 50.000 S 501175 S - f - f - $ - S 30750 f 186003 s 186000 S )4475 S - s - s - $ 111675 1 u;O&MP RR Cla RR Pak S "I'm s 9451Rn S 189030 $ - I - $ - f 736" Bext I Ntnodeiv C-1q N.MOUnbiv nOmm CbRa Tlmh $ 215000 $ 215750 $ 86000 S - S - S - S 129075 Bnab/Mamem Clink; rSmrOawa S 30075 S 5 'm S 20030 S - $ - s - $ "0750 Boob/Marvin Crcek CSOea/A S 1 000 S IW030 f 64 S - $ - I Bmeb/Malvaw Crock, /Vcbci Dwi S Im.w S 150." f 75000 S - S - S - S 90750 Li M 9M�P�m IvmxaS norm Drain Lim W W Wwvl 5 851Rp S 83 000 S 1]000 S - S - S - $ 68 000 S 375003 s 3731Rq S I8) f - S - I - $ 183503 Smtm Drew Lim mnmcvt/U iu ac SWMP S 275,750 $ 203030 S 75000 LJe CmECWVaI Ehmiv IICO _ S IW.m S 130000 S 75030 1 - S - $ - S 90,000 Cmek C9hat EMWn$Ben IaCO S 130000 f 150 S 75750 S - S - 5 - s 75003 LiOria We CWwI ODO s SWInO S 550750 I 275075 S - S - s - S 2)3750 Mmmeiv Crmk Weer I' 1 cmenH-B St Ymdmtmll S 30000 S lOOW f 15750 S - f - $ - S IS 000 6. FYH Bin F,wYe'@fY13-ItFm pgbFYlJ Iry-Qil-IS-eInAL W 111 YII6112 t>bW Capital Improvements Plan 2012-2018 Construction Years ELECTRIC FYIS FY12 EN FY13 FY 14 FYIS FV16 FV17 me - Unfumal P. Tebb Grmb adw aher rm&nun N.Mab Sena-0)®m Ivtmcoov Redi S - f 130000 S 150100 S ISO IS - f - S - $ 130000 ImWINev Svv'rea&Nev lnf111mlu:me S MO S 1110 S JW.WO f 31000) $ 300000 S 310 $ )251100 f 323 $ IBSOOOD $ - s - S - f IAMAM FJatr'u:Uri' Lmc lmW In4loow VCibu Lambm f 75,000 s 73000 f ]5WO f IM S 100000 S 125 S 123000 f 125 $ 650 f - S - $ - t 650000 Mbtmam Aveoa SlAlwim Pme6s f 1 S -IS I'ma s 1 f . S - $ - S 1100000 N.Maio Fee6nU .Hehem m s sa00) $ 30.000 S SOA10 S MAW S - f - I - $ 30.000 A�Iwd 5t6rWbnupgdo, S 50.000 S 50000 s "AM S "Am S BAN S 125AW S - f - S - f 125000 Oak Sbm Fmili U -Vm Nm b Ne f WA10 f 30." $ M.000 $ JO,000 S - s - S - $ 30000 Clouvm Res 1-3 Fy C UpUdII, $ 30,000 T 30.000 s 75,000 f 75,000 I - S - $ - S 75,000 Up,,wk Fbdu Lim-Homo Shen t 301 It SaOW S KWO f - T - t - t 60,000 Oak KeW SUbabOm f Sa100 f 501000 f IMAM $ - t - S - S 10),000 FERC Part 12 Halo Dam f 60,000 I I Is 60,000 $ 120,000 s - S - f - S 120,000 Strat FacOi U -Od[b N.Mbmbm S 75,000 f 73,000 S 90,000 f 75AW S 113,000 S - f - f - f 315.000 SCADAS f 20,000 S 23.010 S 45AM S - $ - S -is 4500) C Maio Sluccd-5F S WAM f 200.00 I I 290,000 S - S -Is -is 290,000 Soon 110b-N.Maio Sbal f 29,010 S 20,000 f M." S MAW S - S - S -Is 60.000 UWdic Bu®ew Ub0ict Fadb L'me-U Duuibu00n f 100,000 f 110,000 f - f - S - f 100,000 /TELECOMMUNICATIONS FYI2 FY12 En FYIJ FYI4 FYIS I FV16 1 FYI] 1 N18 Unfvv4M Pn 1. Gnnb mlac ether fm&nun AFN Tcl¢am IceibbS Ind Fibs S 95AW IS 95.11M f 55,000 T 175.000 I S MAW f 110,000 T 80000 f 80.000 S 540000 S - t - t - S 310000 Tclnv®Imiwiom IdWI.bu,Eetensiom,m6U dxl S )0,000 $ )0,000 $ )0,000 S 15.000 f 45,000 f )0,100 S 43,000 f 13,000 $ 210,000 S - S - t - $ 210,00 Wiblew tetvim DI $ IOAW I S 10,000 1 S 10,000 S 10,000 f - S - f - I 10.000 hcc NadeP SI,,,ly anima S MAN I I 40,000 f - T - S - f 10,000 M"elawimbGIS f 15,000 S 151000 T - f - IS - f 15,000 Clrel BoIkidit Nmdwme $ 30,000 1 S "0)o S - S - $ - S 30,000 Nt'ORM Y FYI2 FYIS En FYIJ IFV14 FY15 EI FY17 18 Uufun4e4 Pn Jdi Tech Gnub mbe Aber fm&noes DI and Lffwp Pbmoe6 t(25% S BOAW $ 80.000 S MI $ MAW S NAM s WDW $ 80.000 S M."I f 480,000 I - s - $ - $ 480,00) Senor imal Sena Solutim t MAN S MAW - S 60.000 S W,0)0 $ - $ - S - S W." Pdnwdd ier 1menKOb S M," f MAW S 20,000 $ WOM S - S - S S 60.000 S ao6�a Pn Um So0vboR oWU I W.Om I 60.000 T 60.000 S 180,000 3 - S - t - S 180,000 IP-Phom and TcIVh=y Mi twn AO'nt S 193,7W S 193,700 S - I - t - T 19),]00 E it Mi $ 25,20) t 25,20) S - f - T - f 23,200 t Solutiw S "am S 20,000 S - $ - s - f 20,000 SublIHAInfo dIIIdT.h.IIu f 110.000 $ 14x000 S 160,000 $ 2saw S 160,010 t MAW-$ 310,00) S 100,000 f 20,M f - t - 5 - S IAIa910 _ 5 FYI2 IV12 En FYIJ FV14 FYIS fVlb 1 FYI] 1 FYIS Uvfno4M Pn Tdn Cneb mhc won fm&ntn S,AxdAGIS S 75AN S 73,000 S -is -is - f -is -Is - 3 S -Is -is - S N'. Y Y N NCE FY12 FY12 En FYIJ IY14 FYIS I FY 16 FYI7 FYIt I Unfdww Pnbt Tetda I fen& dtn SubuoMl Admleatntln ServkNMvavn t 330,000 3 130 5 - f - f - S - S - t -Is Is -Is -Is -I t ADMINISTRATION 111 FYIi fY13 Eb FYIJ FV14 FYIS FYIb - FYI7 FYIa Unfun6ed Pro eM Teala Cnnb iu r won fm&ntn C F¢0" U &Maimvmvc S 125000 S 125000 5 125,000 S 125000 $ 13000) S IJOA00 S 00000 S 100000 S 770 S - T - S - S 770000 Mivollmmn t S 310,000 $ 310 S ISaWO T 150.000 f 150010 t I50 S 150000 S 150.000 S 90000) S - S - S - s WWWO F S N0.2Reaoavmnm S 3AWAW S 1 $ I.8W 100 S 1 000 S - S - S 1800000 S - P91ioe BuiWi I f 78.0m IS )0 f I-WOM f 1,500000 S - S - S - S I 000 Fvc Public Sd Tn" F f 80)000 f 80)000 S - f - f - IS 600000 Admmimmi90 Mliica d F"uo Strom l S 280000 S 280 f - S - S - S 280000 Pd fiv NFPA Cb0fiutim S 12000 S 4000 S - s - IS - f 42000 c iitawhM1l b I )00000 I )00000 S - S - S - $ 300000 Cavvil C'bmlhtaTV Faililinl b f 4000) S 4000) I - t - S - S 1000) City Nall Cmpda Nca f 4300) f 15000 f - f - T - S 45,000 - AmMnBmM' Conmunim I 1500000 S 100000 f - f -is -I$ 150)0 10 T.Fenilitin lamlrnt S 1]50000 $ 1]5000) - f - f 1]50000 Ci Fanli0bU -bmNm•Fxilitiea Pin S 1 OO OOD S 1 19,000 S -Is -1$ -is 1 000 ARKS FN12 FYIIEat FYIJ tY 11 FYIS fY16 FV17 FYIa Unfvn6N Pn TuWa I SDC Gnus fWmo ether fm&nut RII 701 'him/PN Dave f 400000 S -I f 100000 S 100000 f 100000 1 f 400000 S 100000 S 400 f 24001100 S - S - S 210)000 F-is -S 30),010 5 - f 2011 s 206000 f 206 S 206 S 206 S 103010 S 11)1000 S - S - S 1133000 - S 25000 S - f 150000 S 30000) S IOOOWO S 1 0 t - S - S 1630000 f - Cn Pmll Deve mmt S 3 000 S - S 7MM() S 7Mcm f i3DWO I - S (MI s Gambl b S IWAW S - S M f 30000) T - T - S 300000 S Ia Rmk Coacr Mc®m zdd b S - f - S 112000 f 112000 f - f - S 112000 S Defb1o51etmmumel b/ lamnmb f 75000 f 1923000 S 2 S - S S - Si Plm f - S - S 25AOO S 2500) S - S - S 25000 S Gd'vM Wm f - t S 100000 T 1000 S - S - S 10)000 S - S NAM S f M S NAM f I0) f - S - S I0) f - Lova Sow Deve t t 000 S f ]5000 f ]50 f 825000 S IS• 73 S - f 6/0225 S C Mlen Devcl S "'Ono S f 20010 S no," t 220 S 000 f - f 132 f - Sbenw6PmkRrmmlu S 35010 S S W S 40 S - s - f M s - SoabsO Field Lilas M N.Mambin Fuk f WAOO t S 75010 T 75000 f - S - S 71 M) f -is S 16500)0 f 1 50000 S - S - S 1650000 T - S - Mu11iGxn4owlRannNmECmer f 17300)0 f 1]50000 5 - - A 116lTUf FieM f 173,MO t 1750 S - S - S 1750OOD i - S Inbb Pert /YadR Io . TOTALCIPOVERT'IME S 12,954,120 1 S 6.472,520 1 S 16,368,810 1 S 8,198,140 1 5 7,887)00 S 8,417,060 S 10,609,140 $ 18,032,200 S 5 ,839,000 S 118.351,650 $ 7,923,805 S 7,030.4 5 16,037,575 S 2,011,250 S 64,948$31 FYIS FY12 En FYIJ FY14 FYIS FYI6 FY17 FYIS Unfbaaed FYI}IB TOTAL ObieNYn buLll,mlCm'QIPYILIe P�IIpybFYD lwYe$SI-I3-nNa1,61F(11 ' City of Ashlarid�FX13 Equipm. entf xplacemerit Equip No. Department Year IBrand Cost 546 Fire 1991 E-1 Cyclone Pumper $ 525,000.00 295 Facilities 1997 GMC Savana Van $ 32,000.00 Auxilliary Equipment $ 5,000.00 321 Electric 1998 Ford Ranger 4X4 $ 24,000.00 563 Police 2007 Crown Vic $ 24,000.00 Auxilliary Equipment $ 10,000.00 564 Police 2007 Crown Vic $ 24,000.00 Auxilliary Equipment $ 10,000.00 510 Police-Admin 2005 Chevrolet Impala $ 24,000.00 Auxilliary Equipment $ 4,000.00 310 Street 1997 JohnDeere 410E $ 90,000.00 318 Waste Water 1998 John Deere 410E $ 90,000.00 504 Street 2005 Johnston 650 Sweeper 1 $ 175,000.00 Total $ 1,03A600:00 C I T Y OF ASHLAND Council Communication Economic, Cultural, and Sustainability Grant program Meeting Date: February 7, 2 12 Primary Staff Contact: Lee Tuneberg Department: Administrat' Services E-Mail: tuneberl @ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: Larry Pa r Estimated Time: 30 minutes Question: Will the City Council adopt a r solution establishing a new policy for the City's annual economic, cultural, and sustainability grant program? Staff Recommendation: Staff recommends Council adopt the proposed policy, which has been revised following the City Council's October 17, 2011 study session. This is a new approach to an old process and staff recognizes the forms and process are likely to change as they are used over the next few years. Background: Annually, the City uses a portion of funds collected from the transient occupancy tax to fund grants to non-profit agencies for specific programs related to economic development, cultural opportunities, or sustainability programs. These grants are not charitable gifts. Rather, the grants allow the City to provide services through non-profits that the City might otherwise choose to provide directly. Because the services are provided by non-profit organizations with specific missions, the City is often able to obtain more effective services at a lower cost than if the City provided the service directly. The'City allocates approximately 1/3 of the total transient occupancy tax revenue to outside grants and contracts. Some of these funds are required to be spent on tourism promotion activities as outlined in state law and some of the funds are general purpose dollars that the City Council has chosen to budget for the grant program. The City directly contracts with the Ashland Chamber of Commerce for tourism promotion and the Oregon Shakespeare Festival for marketing. Staff recommends that the Council continue to allocate those funds separately from the rest of the grant program, although Council may wish to use the same outcomes in the required reporting for those allocations. The remaining funds are allocated through the grant program. Key recommendations in this proposal include: • Clearer articulation of outcome-based criteria. Council will see in the proposed description of the program that staff has used the outcomes defined in the economic development strategy, in the budgets, and in the prior grant resolution to define the criteria for evaluating grants. This section has been updated to reflect the discussion on October 17, 2011. In the proposed program, staff has eliminated the use of"bonus"points, created a clear category for tourism activities, included a cultural criteria related to supporting existing institutions, and ensured that points for economic development and tourism are about the same. The proposed policy also modifies and increases the total points that can be awarded for sustainability. Please note, too, Pagel of 2 �r, CITY OF ASHLAND that these categories are not designed to be "mutually exclusive" as directed by the City Council. In other words, an applicant can earn points in multiple categories • Pre defined evaluation criteria and point allocation. Staff recommends that the Council adopt a scoring system for use by the Budget Committee (sub-committee) which should improve the committee's ability to debate the reasons for funding (or not funding) some applications. It should also help focus the debate over which applications best meet the criteria. As discussed at the Study Session, this will create a "two step" process. Applications would first be ranked by the sub-committee based on how they score and then funds will be allocated to the highest ranking applications. • Continuation of an annual allocation of funds between the City, the two tourism contracts (Chamber and OSF) and the small grant program. Staff recommends that Council continue to set the dollar amounts for TOT funds each year in February. The proposed resolution, however, takes out the grant program, which would be adopted separately. As discussed by the Council at the study session, staff has eliminated the original concept of dividing the grant funds into specific "buckets." Additionally, the allocation of actual dollars would come back to Council at their next meeting. A draft is provided so that Council can consider changes in narratives, percentages of dollar allocations. This year's timing is such that grant application forms may be distributed before Council addresses the second resolution which would provide specific allocation of dollars by category. Related Council Policies: Economic Development Strategy. httl)://www.ashland.or.us/files/AshIand EconomicDevelopmentStrategy Final2.pdf Council Options: • Adopt the proposed policy • . Modify the proposed policy and then adopt it • Request additional changes from staff prior to adoption • Reject the proposed policy and keep the grant program the same as in prior years Potential Motions: • I move that the Council adopt the proposed policy • I move to amend the proposed policy by • 1 move to reject the proposed policy and use the same program as we have in prior years. Attachments: • Resolution to adopt the Grant program • Economic, Cultural and Sustainability Grants: Program Goals, Categories and Criteria • Draft Economic, Cultural, and Sustainability Grants Scoring Sheet • Draft 2012 TOT Resolution for information purposes only. This would come back to the Council at their next meeting. Page 2 of 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND ADOPTING GOALS, CRITERIA, AND REQUIREMENS FOR THE ECONOMIC, CULTURAL, AND SUSTAINABILITY GRANT PROGRAM THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. That the City of Ashland collects a Transient Occupancy Tax. Revenues from the Transient Occupancy Tax are used to fund General Governmental expenses, economic development, tourism promotion and the City's Economic, Cultural, and Sustainability Grant program. SECTION 2. That the City of Ashland purchases services from non-profits that it might otherwise provide directly through its Economic, Cultural, and Sustainability Grant. The grant program has three basic goals: • Economic Development. • Cultural Development. • Sustainability. SECTION 3. That the City Council wishes to establish clear goals, categories, criteria, and program requirements for the Economic, Cultural, and Sustainability Grant program. Therefore the "Policy for Economic, Cultural and Sustainability Grants" attached as Exhibit A is adopted and incorporated by this reference. SECTION 4. That the City Council will allocate funds to the Economic, Cultural, and Sustainability Grant program each year, by resolution, prior to soliciting applications from nonprofits. SECTION 5. 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 12012. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page I of 1 Policy for Economic, Cultural and Sustainability Grants Program Goals, Categories, Criteria, and Requirements The City of Ashland collects a Transient Occupancy Tax, from people who stay in overnight lodging within the City limits. Over half(58%) of those funds are reserved for the City's General Fund and are used to support Police, Fire, Community Development, and Municipal Court. Slightly more than a quarter (26.67%) of those funds are used to support the tourism industry. The tourist funds are either allocated directly to groups that market Ashland to tourists or are spent on capital facilities that enhance the tourism experience within the community. The remaining funds are dedicated to the City's annual grant program. The amounts that go to each of these programs are allocated prior to the beginning of each fiscal year by the Ashland City Council, generally in February. The City of Ashland reinvests a portion of the funds generated by the Transient Occupancy Tax (TOT) in community non-profits through an annual grant program. Through the grant program, the City is purchasing specific services from non-profits that it might otherwise provide directly. The grant program has three basic goals: • Economic Development. The grant program will support the creation, retention, and expansion of businesses and other ventures that enrich our community by creating goods and services that provide employment opportunities while maintaining and enhancing the overall quality of life. The 2011 Economic Development Strategy provides both policy level and action level guidance for eligible grant application programs and activities • Cultural Development. The grant program will support increased diversity of and accessibility to the creative arts and cultural opportunities in Ashland for citizens and visitors and will support the visitor economy, maintain and promote job growth in this sector and enrich the overall quality of life in the community. • Sustainability. The grant program will create and support programs and activities to further support efforts to ensure Ashland is environmentally, economically and socially resilient as a community. I. GRANT CATEGORIES Non-profit organizations applying for these grants must identify the category of funds that their application meets. Applicants may request funds from multiple categories, but the justification for applying in multiple categories needs to be clearly spelled out in the application. In addition, the City may identify a portion of any grant as one that serves tourists. That is, some of the awarded funds will be used to attract visitors from over 50 miles away or to encourage people to spend the night in a hotel, motel, or bed &breakfast inn within Ashland. A. Economic Development Grant allocations in the Economic Development category will be made to implementthe City's Economic Development Strategy. Economic, Cultural, and Sustainability Grant Program— 10/19/2011 Page 1 Elieible activities include: I. Specific implementing actions or programs identified in the economic development strategy. Those activities can be found at http://ashland.or.us/files/Ashland EconomicDevelopmentStrategy Final.1)df, on pages 8 through 22. 2. Programs and activities that foster creation, expansion or retention of existing businesses in the community that • rely on and cam a competitive advantage from innovation, creativity, design, proto- typing and technology • produce specialty and value added goods or services with a market beyond our local economy 3. Programs and activities that improve the coordination and collaboration among local and regional economic development partners. 4. Programs and activities that increase the availability of investment capital for local business 5. Programs and activities that improve local educational & technical skills to match local business workforce needs 6. Specific programs and activities that increase tourism throughout the year. Criteria for evaluation The City seeks to accomplish the desired outcomes from the economic development strategy (page 23)through the grants, and therefore these outcomes will be used to evaluate applications. Applications for the Economic Development Grants will be evaluated based on the following criteria: • Likelihood that the proposed activity will increase total employment within Ashland (15 points). • Likelihood that the proposed activity will increase the number of businesses obtaining a business license in Ashland (15 points). • Employment and businesses additions will be added in enterprises that rely on innovation, creativity (etc.) or produce a specialty good or service for export. (10 points) • Likelihood that the proposed activity will assist existing businesses within Ashland in expanding or remaining in the community (15 points) • Likelihood that the proposed activity would result in jobs that are at or above the median income for Ashland (15 points). • Likelihood that the proposed activity will increase the hotel/motel occupancy in Ashland or will increase business at local restaurants and retail shops (20 points). • Likelihood that the proposed activity will increase the total number of jobs in tourism, hotels, restaurants, and retail businesses (10 points) • Likelihood that the proposed activity will increase hotel/motel occupancy and restaurant/retail business in the months of October through April. (10 points) Economic, Cultural, and Sustainability Grant Program — 10/19/2011 Page 2 B. Cultural Development Cultural development giants are intended to support the retention and growth of Ashland's unique cultural offerings, both to residents and tourists alike. Leveraging and expanding Ashland's cultural assets such creative, performing and visual arts, historic preservation and education, brings creative community prosperity and adds to the overall quality of life of the community. Ashland's visitor economy also thrives on the cultural and performing arts sector, so increasing the diversity of cultural opportunities for visitors strengthens the tourism economy overall. The City's grant program is designed to strengthen existing cultural activities, increase the number and diversity of cultural activities, maintain and expand job growth in this sector, and increase both resident and visitor access to these activities. Eligible activities include: 1. Programs or activities that create of new cultural offerings unique from existing local offerings, activities or programs 2. Programs or activities that ensure the long-term success of local cultural groups 3. Expansion in size or scope of an existing cultural offerings, activities or programs 4. Expansion of access by audiences to those existing offerings, activities or programs 5. Support services targeted to existing or proposed cultural offerings, activities or programs Criteria for Evaluation. Grant applications for cultural development monies will be evaluated based on the following. • Amount that the proposed activity will diversify the number, type, or availability to cultural service, activity or program proposed compared with existing local cultural opportunities.(20 points) • Amount that the proposed activity ensures long-term access to an important aspect of the visual or performing arts or other local cultural attraction (20 points) • Degree to which the proposed activity will collaborate with an existing cultural program or will leverage another cultural opportunity.(]0 points) • Amount which the proposed activity will increase access to cultural-programs or activities, especially by those who may not otherwise have access such as low income residents, children, or minority groups (20 points) • Likelihood that the proposed activity will increase the total number of jobs in the local cultural arts sector (10 points) • Likelihood that the proposed activity will increase the hotel/motel occupancy in Ashland or will increase business at local restaurants and retail shops in Ashland.(20 points). • Likelihood that the proposed activity will increase the total number of jobs in tourism, hotels, restaurants, and retail businesses in Ashland (10 points) • Likelihood that the proposed activity will increase hotel/motel occupancy and restaurant/retail business in Ashland in the months of October through April. (10 points) Economic, Cultural, and Sustainability Grant Program — 10/19/2011 Page 3 C. Sustainability The goal of the sustainability grants process is to support the exploration and expansion of efforts to ensure that Ashland is an environmentally, economically, and socially resilient community well into the future. Eligible activities include: 1. Program development, education & training, and outreach related to: local renewable energy supply, production and use; energy efficiency and conservation; water use efficiency and conservation; local food supply; local natural resource or ecology; resource reclamation, reuse and recycling 2. Programs and activities that would directly assist local businesses in energy, water, waste, and supply chain efficiencies and reductions 3. Programs and activities that increase local to local purchasing either by-businesses or by retail consumers. Criteria for Evaluation. Grant applications for sustainability monies will be evaluated based on the following. • Likelihood that the proposed activity will reduce consumption of a critical resource by citizens or businesses in the community. Resources include fuel, electricity, water, land, air, or other natural resources. (20 points) • Likelihood that the proposed activity will be "transferable."That is, the lessons and experiences gained through the program or activities can be transferred to another resource, organization, or community. (10 points) • Likelihood that the proposed activity will reduce citizen or business dependence on food, goods or services shipped in from outside the Rogue Valley(10 points). • Likelihood that the proposed activity will increase the hotel/motel occupancy in Ashland or will increase business at local restaurants and retail shops in Ashland.(20 points). • Likelihood that the proposed activity will increase the total number of jobs in tourism, hotels, restaurants, and retail businesses in Ashland.(]0 points) • Likelihood that the proposed activity will increase hotel/motel occupancy and restaurant/retail business in Ashland in the months of October through April. (10 points) Economic, Cultural, and Sustainability Grant Program— 10/19/2011 Page 4 Il. GRANT APPLICATION AND AWARD REQUIREMENTS Grant applicants and corresponding grant applications must adhere to the following program requirements: 1. Grantee shall be registered as a 501(c) non-profit 2. Grantee shall be a non-government entity 3. Minimum grant award will be $1,000 per grant category and $2,500 per grant application 4. Grant award shall be utilized consistent with the associated applicant proposal and shall be primarily oriented to the grantee's Ashland activities and programs. Grant funds may also be utilized for a proportionate share of Grantee's overall administrative expenses. 5. An applicant can apply for grant funds from more than one category, however, it is the responsibility of the applicant to specify the categories and funds requested for each category and clearly describe how the proposal meets the criteria for each category. 6. Grantees must submit the application to the City prior to the deadline , which is established each year by the City's Administrative Service Department. Absolutely no late applications will be accepted. The City is aware that sometimes "life" intervenes, and therefore, we urge grantees to have a back up plan to ensure that the application is not late. Ill. GRANT REPORTING Grant award recipients shall submit a written report to the City of Ashland at the end of grant period. Report requirements include: Report Content I. Financial summary of the utilization of grant funds towards the objectives set forth in the grant award application. 2. Statistical summary of the positive economic, cultural or sustainability impacts associated with the utilization of grant funds based on the scoring categories used to make the grant award. Applicants should provide actual data on one or more of the following outcomes: • Number of actual jobs created as a direct result of the City grant • Number of new business licenses issued as a direct result of the City grant • Median wage of actual jobs created as a direct result of the City grant • Number of people who travelled to Ashland from over 50 miles away as a direct result of activities funded by the City's grant • Number of additional overnight stays in Ashland transient lodging businesses as a direct result of the City's grant • Number of additional events offered in Ashland as a direct result of the City's grant • Number of additional people who attended a cultural event in Ashland as a direct result of the City's grant • Number of additional children, seniors, or low income residents who attended a cultural event in Ashland as a direct result of the City's grant • Amount of conservation or reduction in use of a critical natural resource by Ashland residents, businesses or visitors that is directly attributable to the grant. Document the resource and the evidence that the grant activity resulted in its conservation. Economic, Cultural, and Sustainability Grant Program — 10/19/2011 Page 5 3. Any other program or activity specific data associated with the grant award Report Submittal 1. End of Grant report shall be submitted to the City Administrator's Office by October 1" following the end of the grant award period (July 1-June 30) 2. Failure to submit an acceptable End of Grant report by the required due date disqualifies the grantee from future grant application eligibility. Economic, Cultural, and Sustainability Grant Program— 10/19/2011 Page 6 Draft Economic,Cultural, and Sustainability Grants Scoring Sheet Grant Applicant Name: (FILLED IN BY FINANCE STAFF) Proposed Project Summary:(FILLED IN BY FINANCE STAFF) Committee Member Scoring the Application: (FILLED IN BY member) Likely to increase total em loyment 15 Likely to increase number of businesses in Ashland with a license 15 Likely to increase employment and number of enterprises in the target industries 10 Likely to assist existing businesses to remain or expand 15 Likely to result in jobs at or above the median income 15 Increase in number,type or availability of cultural events - 20 Important to provide long-term access for residents to a particular cultural institution or to the visual and performing arts 20 Significant collaboration with existing cultural program or leverage of existing program 10 Significant increase in access to people who might not otherwise have access,e. .,low income,children,minority groups 20 .�' Increase in number ofjobs in the local cultural arts sector 10 Reduction in consumption of fuel,electricity,water,land,air or other natural resource 20 Activity is transferable to another situation,resource,or community 10 Reduction in dependency on food,good,or services shipped in from outside the Rogue Valley r I0 3y;�v Increase in hotel/motel occupancy or increase in local restaurant and retail business sales 20 Increase in total number of toursim,hotel,restaurant,or retail jobs 10 Increased occupancy or restaurant/retail business will occur in October through April 10 i _ t TOTAL NUMBER OF POINTS FOR APPLICATIO 230 0 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND ALLOCATING ANTICIPATED REVENUES FROM THE TRANSIENT OCCUPANCY TAX FOR THE FY 2012-2013 BUDGET AND REPEALING RESOLUTION 2011-07. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION I. That the City of Ashland collects a Transient Occupancy Tax, as outlined in the Ashland Municipal Code 4.24. Revenues from the Transient Occupancy Tax are used to fund General Governmental expenses, economic development, tourism promotion and the City's Economic, Cultural, and Sustainability Grant program. SECTION 2. The City of Ashland has adopted policies for the grant program. Through the grant program, the City is purchasing services from non-profits that it might otherwise provide directly. The grant program has three basic goals: • Economic Development. The grant program will support the creation, retention, and expansion of businesses and other ventures that enrich our community by creating goods and services that provide employment opportunities while maintaining and enhancing the overall quality of life. • Cultural Development. The grant program will support increased diversity and accessibility of the creative arts and cultural opportunities in Ashland for citizens and visitors both to support the visitor economy and to enrich the quality of life in the community. • Sustainability. The grant program will support efforts to ensure Ashland is environmentally, economically and socially resilient as a community. SECTION 3. The City of Ashland has determined that as of July 1, 2003, $186,657 or 14.23% of total Hotel/Motel tax revenues were expended on tourism promotion, as defined in Chapter 818 of the 2003 Oregon Laws, and will continue to be spent on tourism promotion increased or decreased annually consistent with the estimated TOT revenues budgeted. Additionally, Chapter 818 requires 70% of any increased TOT revenue generated by a higher tax rate is committed to tourism promotion. Appropriations for tourism are based upon the following percentages established in FY 2009-10 when the rate was increased from 7%-9%: 1. A minimum of 14.23% of the estimated TOT revenue to be generated by the first 7%tax rate for tourism promotion per Chapter 818, 2. A minimum of 70% of the estimated TOT revenue to be generated by additional tax rates approved by Council on June 3, 2008 for tourism promotion per Chapter 818. For fiscal year 2012-2013, the City of Ashland expects to budget $1,995,000 in total Transient Pagel of 3 Occupancy Tax. Those funds are split between tourism and non tourism uses as follows: Tourism (26.67% of total): $ 532,065 Non Tourism (73.33% of total): $1,462,935 Tourism Portion Chamber of Commerce VCB - 55% of Tourism funds, estimated for $292,635 FY 2012-2013 as Oregon Shakespeare Festival —20.7% of Tourism funds, estimated $110,135 for FY 2012-2013 as City Economic, Cultural, and Sustainability Grant program - 12.0% $63,850 of Tourism funds, estimated for FY 2012-2013 as Public Art—2.9% of Tourism funds, estimated for FY 2012-2013 as $15,430 Other City Capital Projects that qualify or Grants - the balance of $50,015 Tourism funds ,estimated for FY 2012-2013 as If the actual TOT revenue, dedicated for Tourism, is in excess of the above allocations or if actual, qualifying expenditures in the year are less than the appropriated amount, the additional or unused amount(s) will be reserved for future Tourism related projects or Capital Improvements that qualify per the state definition as determined by Council. Non Tourism Portion The remaining estimated TOT revenue (not restricted by use) will be appropriated for other uses through the budget process with the following priorities and dollar amounts as minimums unless insufficient tax proceeds remain after meeting tourism requirements: 1 st Priority General Fund operations— 70% of Unrestricted funds, $1,024,055 estimated for FY 2012-2013 as 2nd Priority City Economic Development program - 10% of Unrestricted $146,295 funds, estimated for FY 2012-2013 as 3rd Priority City Economic, Cultural, and Sustainability Grant program, the $292,585 balance, estimated for FY2012- 2013 as Economic Development programs or other projects are City activities unless otherwise specified by Council prior to the budget process. Council may determine that such funds are available for granting purposes and they will then be made available for the coming budget process and allocation. If insufficient TOT revenues are generated for the above allocations, the highest priority uses will receive their full allocation before a lower priority allocation. Unrestricted TOT revenue unspent in a budget year becomes part of the General Fund unrestricted ending fund balance unless otherwise determined by City Council. SECTION 4. Resolution 2011-07 is repealed upon passage of this resolution. Page 2 of 3 SECTION 5. 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 .12012. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 3 of 3 CITY OF ASHLAND Council Communication Fee Request for SPIRG March and Demonstration Meeting Date: February " 2012 Primary Staff Contact: Lary Patterson Department: Administratio E-Mail: pattersonl @ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: Larry Patte Estimated Time: 15 Minutes Question: Does the Council wish to pay the special events fee for the Oregon Student Public Interest Research Group's (OSPIRG) march and demonstration to be held on March 4, 2012? Staff Recommendation: Staff does not recommend the Council pay this fee. Background: OSPIRG is planning a candle light vigil on March 4`h, which will start at the SOU Campus and proceed downtown to the Plaza where there will be a rally. The rally will have live music and guest speakers, including the 2004 Green Party Presidential Candidate, David Cobb. The intent is to mourn the death of free and fair elections in the United States as well as raise awareness about corporate personhood and corporate political involvement. The group has asked the City waive the special events fee for this event. Since our fees are based on cost to the City it is actually a request that the City pay the fee. If the Council wishes to do that staff will provide, at a later date, information regarding from which fund we could pay the fee. The issue we are still attempting to work out is what this cost is. If the March is contained to the sidewalk, we can work with the organizers to minimal costs and thereby there is no charge for this portion of the event. If it can be contained to the sidewalk and one lane, we can do a rolling closure and keep the fee to $130.00 for that portion. The bigger issue at this point is the number of participants being planned. The organizers indicate an event of 500. This is too big of an event for the Plaza area, unless we close those streets, which have many implications and do increase the costs. We have notified the organizers and they will be working with us on contingencies for this event if those numbers are reached. The question remains for the Council; do you wish to pay (waive) this fee, which could be as little as $130 or more significant depending on what is required? Related City Policies: AMC 11.12.050 Temporary Blocking and Closing of Streets Resolution 2011-22 Council Options: • Determine that it will not pay the fee and require the organizers to raise the funds to pay the fee. Page ] of 2 CITY OF ASHLAND • Determine it will pay the fee and that amount will be established when all the logistics are worked out. Potential Motions: 1. Move to approve payment of special events fee for OSPIRG event scheduled for March 4, 2012. 2. Move to deny payment of special events fee for OSPIRG event scheduled for March 4, 2012. Attachments: Resolution 2011-02 Special Event Fees OSPIRG Special Event Application Page 2 of 2 RESOLUTION NO. 2011- ZP­ A RESOLUTION ADOPTING INTERIM FEES FOR SPECIAL EVENTS RECITALS: A. Section 11.12.050 of the Ashland Municipal Code authorizes the temporary closure of a City street to traffic when deemed necessary for parades, dances, races, or other special events. B. The City of Ashland has been approving such events for many years, charging the applicant actual city costs including overtime and equipment. C. The number of types of special events is increasing. Such temporary closures can have an impact on city services including Police, Ashland Fire and Rescue, Parks and Recreation and Public Works. D. On May 17, 2011 the City Council authorized staff to develop a new Special Events Permit and to implement interim special event fees. E. Special events have an economic benefit to the community and yet can increase the city's costs. The proposed interim special event fees below reflect an average cost-per-type of event that splits the city-incurred expenses between the applicant and the City. F. A Special Event is an organized activity that reroutes or delays the normal flow of pedestrians and traffic, such as parades, races, athletic events or other processions in, streets,on sidewalks or pedestrian pathways. G. The interim Special Event Permit requirements do not apply to neighborhood block parties or to activities for which the City has previously established fee and requirements, such as film and video production activities. - THE CITY OF ASHLAND RESOLVES AS FOLLOWS: Section 1. The following interim special fees are set forth in Table 1 and are hereby approved and established. TABLE 1 Event Type Interim Fee Large Event four hours or more with Entry Fee $1,000 Large Event four hours or more no Entry Fee $850 Small Event less than four hours with Entry $700 Fee Small Event less than four hours no Entry Fee $350 Basic Event no city staff required) $130 City Sponsored Event $0 Page I of 2 Section 2. This resolution was duly PASSED and ADOPTED this day of X _,2011, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this_2 day of 12011. �w n Stromberg, Mayor Reviewed as to form: i D i Lohman, ity Attorney Page 2 of 2 CITY OF _ ASHLAND JAN 19 2012 20 East Main Street Ashland OR 97520 Office: (541)488-5587 --FAX(541)488-0006 C Q Web: www.ashland.or.us t0 Street and Sidewalk Use (Special Event) Permit Application (Submit at least 60 days prior to first advertising date) Fill out completely and type or print legibly. Failure to do so could result in permit denial. /�P.E[C`ANT'AND�SP07�SORINGOGANIZ;4TI0Ni.MF RNfATi O ERSOI�.f GRQ'l� RESPdNS BLE] �,( � Sponsoring Organization Name: /JS �� Y7/~i•r 7�dCnf Xp..6Gt Lele#{ g4 +♦ ; Organization type: ❑ For-profit ff Nonprofit Tax Exempt Number. Organization Street Address: City,State,ZIP Code: %752 O _ Organization Phone: 4-15) `07-(9-73 Organization FAX Primary Contact from Sponsoring Organization: oma,se Le h4 i 0✓' Contact Phone:(office) (cel9 r//S rJ'97_ y=73 Email: f'trory.t,f%eft No.�i zreO.0 ey l Name of contact person"on site'day of the event Tray ft/taa.'t�i. (cell-required) Event ceordinated through an event promotion company? ❑Yes No Name of Company: Contact Name: Phone: Emall: 1!k NFORMIATIO- � - }- �" &r�&,.fiP�s;�"FtfshgB?�,;,__.. �...___._s-• -- _ ........,.._ _- -- - .r�AU�mc�[alnea zrz�s• w.vR Event Type(check all that apply): ❑Run-Distance ❑Walk ❑ Bike Race ❑Parade ❑Fair ❑Party ❑ Filming - Demonstratlon(Flrst Amendment'Event) ❑Other(Please specify bdefy here) Street location: ❑ Sidewalk Only El L7/Street Only Street and Sidewalk ❑Street,Sidewalk and Park .City Location(s)(check all that apply): D ptown El Lflhia Park ("'lazy ❑N Main St Q Sisk',y,u By ❑Ashland St ❑Outer Park ❑Other. Event Name •/�'iacC Lt TawTw Ch ��'"/i `�-t�`' . Requested Event Dates) 3/l�-�l 2 Ahemative Event Date(s) Event Hours - I Start L/-' 90 jr, . End: '?,_7a Set-up Location: ::JJPlg2k Date: 3/4/12 Tlme: 3 .,-7,0 Break-down Location: ?/kr.- Date: 314-/12 rime: g1-7a . Are participants(including floats,vehicles and ❑Yes bands)charged an entry fee? dNo Admission Cast and/or Entry Fee(s): Is this an annual event? ❑Yes No If annual,has the route changed from the previous year? ❑Yes ❑ No Medical Aid:9911 Response ❑On Standby-Name and phone number of medical aid: 911 Emergency response and transport services are provided b Jackson Ca Ambulance Services Area Attendance: 5'o a Participants: �B O ,�/Sper3ators: rr Total: 5 0 G Bas's on which attendance estimate is made: %�q{-'S rK O.i/ Tom G( 'tyc�R�iC' Previous year's total attendance-If applicable: OC!E `p L� ISDESCR��o:�P ,°•N ;� - . _ {. .• x. Briefly explain event and event details(attach additional sheets If needed): (./,ill ke 4 �'R q;(/C ��/a f ✓,y,'� M4fr1k Aw S}¢/spry 0- 5reu a/a/ P/nC-1011.1/ 6/Jwrvt �t fa tk � e 1✓fl( 6e k n1/fy Af aJ/y iVuz� brp �s //LSr'4•e'IhV Octvid Coj6. —1 7 e .t� n° i 5 f r O m e./K f l.,e �a f A PP �e e q e l efecf l'w ,a fk i fn,`K! 5'hfe " & /r /�=/TWti�P t°. ?SEE O l� Ei- �r r� BMW, (REQUIRED:A legible and detailed map that Includes the start point,end point,direction of travel,and street names) Names of streets to be closed(attach further closures on a separate sheet A needed) Between ¢; 3 d And Between And - Between And . Between And Between And Route description(.e.,held on sidewalk and/or street,changes to route,where and how you wish to travel) We l vo4k( 5far - ak � :'n ertc=? � S 's k.'ym:f 'zrW, 4 4,5% 40' ,ve( jOlDr,e,1 dow.f S 5-k1,W,( fa He !-/Qr K City prefers to reopen streets as soon as tail end of event is in the Plaza area(If applicable).Are you requesting a complete street closure? Why? YeS. we LnjO e f-a�y••``L.o ue a I- /tscS!- 5-.PP pev.wlC r+r ar-4,.y7 tre lk/4N� I'�K fO Ie 45 5Wt 45 f'b�i(df. ne Ei fycst si31'-may cb:,�f•,;, .s MBVGK Time of Street Closure i Start �- 3° p:H End: 5 Participant type and number of entries,o..fJeach type(check all that apply): (�Participants/Spectatom S°O ❑Animals_ [I Vehicles_ El L�J Floats_ Bands 3 ❑Bikes If you have vehicles,��aynyimai,sll floats,firs-related entries and/or bands,please provide details�about them entries: 11- WL 4fe C,VvC/7r74 /ovlLii�,L��Ip FOIL: K�c'tit '3 LC,�..l( Jr-trinl5 70 %4y uP fGe �s71�y 19/w/l'/ rr r r r-e 9140-z. e i-,11 Parking restrictions requested: Will your proposed route use N.Main,E.Main(Plaza-3 ,little Way,(3A to N.Main),Siskiyou By(Walker to 1-5),Ashland St(RR Overpass to 1-5)?-eYes ❑No(If yes,this is ODOTs jurisdiction.For ODOT permits contact Adam Stailsworth at 541774-6328 or adam.o stallsworthOodctstate.ocus.To avoid revocation of permit,copy of permit MUST be received by Staff 2 weeks before event) Will your proposed route effect the bus route? Yes ❑No (If Yes,contact RVTD at 541-779-2577.) Will you agree to alter your route If ODOT and the Public Works Department deterring the proposed mute will require significant c.ty ' services and/or severely limit transit opportunities in high-volume areas? []Yes ffNo - 5Z" �IENIXj;�ETAIC��gft Does your event involve the sale of alcoholic beverages?❑Yes 59 No (Oregon Liquor Control:541.776-5191) http:/t w.oregan.gov/OLCCAimnse infonmation shirmIAHow to Get a Liquor License.If yes,will this activity occur on(or spill into)city streets?❑Yes ❑No If yes,please describe: ' I - ` Will items or services be sold at your event?❑Yes VN, (if food's being served contact Jackson County Health:541-7748206 or httplAw ..co.iackson.o(.usivage.aso?navid=712)If yes,will this activity occur on(or spill into)city streets?❑Yes []No Please describe: Wril cooking facilities be used?❑Yes ZNo(If yes,mntact Ashland Fire Marshall a1541-552-2229) Will you have booths?dyes ❑No Haw many: . '2 Will the event have amplified sound?&(Yes ❑No (If Yes,fill out separate*Application for Noise Perrnitl Is this a fundraising event?If yes,please describe: NQ Do you have a recycling plan for your event? El Yes Nc Please describe your recyding and clean-up plans for this event W e i.''1// Ca`r?19/V .%✓;' W�✓,r l�2 Vii . / •r,C57'. �,✓G /aC.I�G 46c..t7C' . Please describe your procedures for crowd control and intemal security. „ Wr; W.,It �eVL 4�io�f 3i 1eSe�xrgfe� `�'r�rC �Cec�2iy, i✓h, �!;%/ Pre5e,;I0- Ttv kref Pe3P%iv - �Kf o� ¢� ' �� .le/i Seff�c .rSrs cls�ufry Cold L�rrj-gLf' Pjs+e/'(rE/r� /7°S�c.�SC $e/'vrCeS �<r. d/ee� dC. I t I If fences/bamers will be used,Include site plan. - I - Are you expecting Cijy police services at Intersections andlor for Corrformation of Police services and associated fees are determined crowd control? B Yes ❑No by the Ashland Police Department's Police Chief. Do you plan on utilizing vclunteershnonit/ors? Yes ❑No (Note:In mIR,cases they are required) / If Yes in what capacity? WC W r// Jy(� 1/Ol/Wf1ee'S Tar >e� o/P.Rk' �✓--if Rhq QS Ay![✓7h7;7eCl cfb,Ve {er ptlP/'ieus� /oy° S CS ai;� iKHC}srrc�l/y B v�C Name and phone number of volunteer cucrdtnator. n. ,-,_Y L-L&4ww 4- 1"7i--4¢-73 _ �.UEILITILFICAI�N N Pte:�nO`N.,�... T� PLEASE NOTE:YOU ARE ADVISED NOT TO ANNOUNCE,ADVERTISE OR PROMOTE YOUR EVENT UNTIL YOU HAVE A SIGNED PERMIT.Please descn'be the marketing and promotional effort planned for the event(advertising,flyers,etc).Please also include strategies for notifying affected neighborhoods and businesses(14 days prior). L✓2 Wi�/ be / '.r�°'� `i`a POSfC/�, ����. �.es:':4 Bit �oC�l ��is 1l,, 11 c � � ve W// fa �R.¢s!' fv llae/' ¢� f� aCaw+7�✓�f �u5,r2e55e5 tL.jf stay be � eC.trat' .cuar y'%cee�e4f. � , `!z<Z Ib91t?CL 1 vLU 1 have read and agree to the notification requirements at the and of this application and understand that failure to notify the public will result In the revocation of my event permit INSt1 NC INIFQ�RIN-wTIO y " , a F-- %I HOLD HARMLESS AGREEMENT:INCONSIDERATION OF THE CITY OF ASHLAND CLOSING ONE OR MORE PUBLIC STREETS FOR THE ACTIVITY FOR WHICH THIS PERMIT WAS ISSUED,THE SPONSORS) OF THIS EVENT HEREBY AGREES TO SAVE THE CITY, ITS AGENTS,OFFICIALS,AND EMPLOYEES HARMLESS FROM AND AGAINST ALL DAMAGES TO PERSONS OR PROPERTY,ALL EXPENSES,AND-OTHER LIABILITY THAT MAY RESULT FROM THIS ACTIVITY.(DEPENDING ON THE SIZE OF AND SCOPE OF THE EVENT A"CERTIFICATE OF INSURANCE' MAY BE REQUIRED.) - Signature OfSponsoror Date 12111111 . Authorized Representable LIABILITY AGREEMENT:SPONSORS OF SMALL PARADES,LARGE PARADES,SMALL ATHLETIC,LARGE ATHLETIC, EXTRA LARGE USES,AND POSSIBLY EXCEPTIONS SHALL HOLD HARMLESS, DEFEND AND INDEMNIFY THE CITY ! AND THE CITY'S OFFICERS,AGENTS AND EMPLOYEES AGAINST ALL CLAIMS, DEMANDS,ACTIONS AND SUITS (INCLUDING ALL ATTORNEY FEES AND COSTS) BROUGHT AGAINST ANY OF THEM ARISING FROM SPONSOR'S ACTIVITIES AUTHORIZED BY A STREET AND SIDEWALK USE PERMIT. The sponsor shall maintain public liability and property damage insurance that protects the sponsor and the C'Ity and its officers,agents and employees from any and all claims,demands,actions and suits for damage to property or personal injury, including death,arising from the sponsor's street and sidewalk use.The insurance shall provide coverage for not less than$1,000,000 for personal injury to each person, $1,000,000 for each occurrence,and$500,000 for each occurrence involving,.property damage;or a single limit policy of not less than$1,D00,000 covering all claims per occurrence. LvJ I have read the hold harmless agreement and liability agreement I agree to maintain public liability and property damage insurance if the City Attorney determines a liability agreement will be required. Signature of Sponsor or ,,,/ ,� Authorized Representable "1O� iL.-.m12�-L^ Date r z1ff l/ Y %�•Vra If your permit is approved and Issued the following conditions may apply. 1. Fees—Fees for events are to be paid at least 30 days prior to the event. Failure to pay fees may result in the revocation of the permit See attached sheet for permit fees. 2.Notifications—Organizer will notify affected neighborhoods and busiresses and copies of notifications will be sent to Nancy Slocum at sloaumn(aashland.or.us at least 14 days prior to the event and will Include a list of those notified. 3. Signage—Parking sigriage Is coordinated through the Police Department and traffic control signage by the Street Department.No signs may be posted on utility penis or regulatory sign posts. Event signs such as sandwich boards,pedestal signs,ground signs,etc are rot allowed.Some signs are allowed for charitable events-call Naming Department at 541488-5305 for more Information regarding sign 4.Volunteers—Ongandzer will adequately supply volunteers to staff positions along the route.Volunteers will be instructed to assist In _ staging a safe and orderly event Volunteers must be easily Identifiable through some form of badge, arm band,bib,shirt or cop. Volunteers will remain on post until advised by Ashland Police Department that they are no longer required.Proof of adequate numbs of modtors shall be provided upon request of the Permit Coordinator at least 5 days prior to the event S.Insurance—Sponsors of events shall provide coverage for not less than$1,000,000 for personal injury to each person.$1,000,000 for each oco rrence and $1,000,000 for each occurrence involving property damages;or a single limit policy of not less that$1,0M,D00 covering all claims per occurrence.A copy of the insurance certificate must be received by the Permit Coordrhator prior to the event 6. Pace—Organizer will ensure that all participants are aware they must maintain an overall pace of 12 minutes per mile.The Police supervisor may adjust the pace as nerrsary for the safety of runners. Participants who fall behind will be required to move to the sidewalks upon request by the Ashland Police Department 7. Route—Routes for events wf0 not be dkw 9 urdes spedfic wnden approval s gmen by die Perint Cocrd'nator.The Police Supervisor may approve dnanges on the day of the event B. State Highways—Large events utilizing areas around ramps to state highways will be required to apply for and coordinate closures with the State of Oregon Department of Transportation at 541-774-6328. - 9. Other closures—Permits are issued with a set starting and ending time.These bmes will not be changed without permission of the Permit Coordinator or Police Supervisor on the day of the event Resumption of normal traffic in these areas will occur at the end Ome specified on the event permit.Any participant left on the course will be required to move to the sidewall¢ 10.Other permits—Organizers are responsible for ensuring all applicable permits are in place prior to the event These Include,but are not limited to: park use,other venues and noise permits.Approval jurisdiction Is the city limits of Ashland. Permits outside city limits are the sole responsibility of_the applicant 11. Special conditions— M I have read these conditions and agree to fulfill any requirements therein. By signing this application,sponsor,or-sponsors authorized representative on behalf of sponsor agrees to all terns and conditions set forth in Ashland Municipal Cade and any special conditions listed in the permit As the sponsor or authorized representative.I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this evert.as determined by the City Council based upon the Information provided in this application. .. Name of Sponsor or Authorized / / L" Representative(Printed) /T A O,'y a $ Z if r 4 Na Signature of Sponsor or „y f pate -- Authorized Representative +-RFT,URM ximimstration' �COM LIE.TE �2A��aj � m Am� �W)o�?urnWay ,�•� — 3'° � , - CAnISaN oregor�e97� ANU�D a �III al v ,� � I �, ��R� � � � ,• P _LI ND�P_UB_LIC�NO'QEICATIO�OFSPtiEEEYENTS-' a^ ='' ' Sponsors are advised not to publicize proposed street and sidewalk uses until after receipt of the permit from the Public Works Department to avoid publication of misinformation.Sponsors who disregard this precaution shall not receive spedal.mnsid- eration in determining approval for the proposed street and sidewalk uses because of advance preparation or the expend!Wm of money. A precondition for receipt of a special event permit Is public notification and signage. Sponsors of large athletic,large parades,extra large uses,uses with a dosed course and possibly exceptions shall notify residential complexes,neighborhood groups,businesses and churches which will be affected by the street and sidewalk use(signature form enclosed). The notification shall be made not less than fourteen(14)days before the street and sidewalk use date.The notification shall be in writing and shall Include the name and telephone number of the appropriate City official to contact in case of questions or curcem&A notification form is at the end of this document A copy of the actual form of notification shall be sent to the Public Works Department not less than fourteen(14)days before the street and sidewalk use date with a list of those notified. r:•\a�.-\uw.-\[....\n\n oI��L w.ne\rli.ronf normil[n.me\edlanA Crorial r.,enr pmllrafinn FlUhla G F 1 h flnr•. 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M'A♦ ,s�,.T` m r� 6 aboura c ♦. o °b mo;aMws• .3 FM1xY3tlJ S Ic IMX531PJ �µ+ � A Yy Id N ry a ry 3Y 3PoN1110 fN3N j`o ti�b ♦♦♦ bY' I S � 1S YiffY � > YIdILLWgJ �z � g♦ 1616tlbry S ,}3q 6y e - 3e� ?R6T' �y i�` 13lSTXJ1W t `.1.S N3TNN31 J30.�� M A �� �f ++'id "' T Sp 1Y llrtltl3l m J� NWfM S �W F�b6O W M)x4q o P ''"^+..�bxsMM ��'" wvc«+°♦ �v r" as aPya ex.F ry lS b3�b 3 � ♦PET �0��d I-�C� L yv/aYG� �a✓� S� � Y® Yh° ct0 ✓hT� In PAaq- � AC"RH CERTIFICATE OF LIABILITY INSURANCE DATE IMMODPYri) �.� o5norzo1l THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERIS),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate holder Is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subjed to the farms and conditions of the policy,certain policies may require an endorsement. A statement on Ihis certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PROWLER NAME: _ Hull d Company,Inc. PHONENo 6443 SW Beavertm-Hillsdale Hwy ADDRESS: Suite 350 INSURERS AFFORDING COVERAGE NAIC0 Portland OR 97221 INSURERA: Mazum Indemnity Company 26743 INSURED INSURER B: OSPIRG Foundation.Inc. INSURER c: 1536 SE 11th INSURERB: INSURERE: Portland OR 97214 INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTNTHSTANDINGANY REQUIREMENT,TERM OR CONDITION OFANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TONMICH THIS CERTIFICATE MAY BE ISSUEDOR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN ISSUBJECT TOALL THE TERMS, EXCLUSIONS AND CONDRIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR ttPE OF INSURANCE INSR POLICY NUMBER I MMIDOM'YY MIDDA'YYT LWITS GENERAL LIABILITY EACH OCNRRENCE 1,000,000 X COLIMERCAL GENERAL LABILITY 100,000 CLAIMSA'ADE OCCUR MEDEXP sdn S 5.000 A BD00024292-05 05/142011 05/142012 PERSONAL SADV N. Pr 1,000,000 GENERAL AGGREGATE 4 2,000,000 GFJJ'L AGGREGATELIM n APPL ES PER: PROWLTS-COMPIOP AGG EXCLUDED X PoU" PP. LOG 1 MOBILE LMBIUT' CWBINED SINGLE LIMIT MY AUTO BODILY INJURY(Per Perm) 1 ALL OVMED M SCHEDULED AUTOS PUt08 BODILY WAIRT(P«etoddM) If HIREDAI1T05 NONOVMED PROPERTY S AUTOS Pere UMBRELLA LIAR OCNR EACH OCCURRENCE EXCESS LIAR QNMSMA� AGGREGATE OED I I RETENTION YORKERS COMPENSATION I VIC STAN- OTH- AND EMPLOYERS'LIABIL" YIN AHY PROPRIETOR,PARTNERADECUTIVE NIA E.L.EACH ACCCENT OFFICERIMEWER EXCLUDED'I N pind.l.'In NN) EL DISEASE-EA EMPLOYE II des. IPU d Oe under DESCRIPTION OF OPEMTIONB Ddow EL DISEASE-PoL ICY LIM.R OESCRIPOONOFOPERATIONSILOCATIONSIVEWCLES(Attach ACORD101,Atl imel Remere.SCheM .,iteore.P.c.ISNqulred) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN 20 Fast Main St. ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRE9ENrA7IVE Ashland OR 97520 ^ n 01988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD CITY OF ASHLAND PERMIT APPLICATION FOR USE OF DOWNTOWN PLAZA Name of Applicant: r"mLe, 4r IA- Tel.No: 010 �07-1�F73 Address: 288 LZ,.y SF. jV 97K Date Requested: '>/`1 //2 Time Requested: 5 :go to :3 0 Type of Event: Will there be amplification of music, news, speeches, etc.?(If YES,you will need to apply for a Noise Permit) YES Yes NO Please note the following conditions for use of the downtown Plaza: • The Plaza is a public right-of-way. Walkways must remain open for pedestrian access(if booths or card tables are erected,place on the grassy area and make sure walkways remain open at all times). The area should be kept free of trash and all card tables or other equipment removed at the conclusion of activities. • No commercial activities of any kind are permitted on the downtown Plaza. • Amplification hours: Between June I and October 15 no later than 5:30 p.m.Tuesday- Sunday and no later than 7:30 p.m.Mondays. Between October 16 and May 31 no later than 9:30 p.m. Sunday=Thursday and 10:30 p.m.Friday and Saturday. For Official Ilse Only: Your application is: APPROVED NOT APPROVED SPECIAL CONDITIONS: Contingent upon approval of a Fire Permit from the Ashland Fire Department Date: Patters , In City A ministrator ADMINISTRATION Tel:5414W W2 20East Man Street Fm:5413985311 Ashland,Oregon 97529 TTY_ 8987352909 w Ashlandom For Ciry U s e only C. I T Y OF Land Use Code Compliance -ASHLAND ❑ Meets Requirements ❑ Does not meet requirements Signature of Code Compliance Officer Application for Noise Permit to Allow Date: Amplified Music for Special Event Pursuant to AMC 9.08.170B 11, upon application to the City Administrator, and approval from . the Chief of Police, the City Administrator may grant permits to responsible persons. or organizations for the broadcast or amplification of programs of music,news, speeches,or general entertainment as'a part of a national, state or City event, public festivals or special events of a noncommercial nature. If the City Administrator disproves such a permit, the matter may be appealed to the City Council whose decision shall be final. The broadcast or amplification shall not be audible for a distance of more than one thousand (1000) feet from the instrument,speaker,or amplifier. In addition, the applicant must contact residents in the immediate area that may be affected by the noise and advise them in advance of any amplification (NOTIFICATION TO SURROUNDING RESIDENTS OF INTENTION TO HOLD EVENT 1VITHAMPLIFIED MUSIC - form attached for your convenience). If the amplification is too loud, the applicant should be contacted directly by the affected person. In the event the Police Department has to intervene, the permit will be voided at the time of the event and amplification shall not be allowed to continue.Please be considerate of others in your neighborhood. By signing this application, you.are agreeing to the time allotted by the Chief of Police for the amplified music to operate and take responsibility to,seeing that the information on this form is followed, including notifying surrounding residents in advance of an upcoming event. Name of Applicant: Tk^%t9 Lel'e4���� Phone: 6HO T-O7 4,73 Address of Applicant: 988 01V Ot 471C Type of Event: 0ah$f t"rc 4t / Location of Event: joaplll't.97 PlaZt- Date of Event: 3l`t`/l 2 Time of Event: 15. Number of People Expected: 51" Time of Amplification: From S','00 to (Amputation:No later than 9:30 p.m. Sun.-Thurs and 10:30 p.m. Fri&Sat) When signed by both the Chief of Police and City Administrator,this application will act as your permit for this event. X Permit Approved Chief of Police: Date: ),I•X7- I ❑ Not Approved City Admi Date: Coplu to File,Police Depnronen4 Fire Depomnmt Jodi Vizzini From: Diana Shiplet[shipletd @ashland.or.us] Sent: Friday, January 20,2012 9:32 AM To: 'Jodi Vizzini'; 'special events' Subject: RE: OSPIRG Permit Application I have the approved Plaza Use&Noise permits, I didn't notice the 500 people attendance, if they truly think they are going to have that many people, then they will also need to close all the streets around the plaza (they way we do for Festival of lights/4`" of July/Halloween and they will need to pay for all the costs incurred related to that. The Plaza area only safely holds about 75 — 100 people, if there are more than that people are in the streets, which isn't safe. Let me know if you need any further information.Thanks. —Diana Diana Shiplet, Executive Secretary City of Ashland, Administration Department 20 East Main Street, Ashland, OR 97520 541-552-2100 or 541=488-6002,TTY 800-735-2900 This email transmission is of Taal busines of the G'ty ofAshlaod,and is subject M Oregon Public Records law for disdosure and retention. If you have rerPJved This message to error please contact me. flank you. , .............___._._____...__.------_.__.-._...__-._......_.--_-.._-_----- _._.___.....__.._...... From: Jodi Vizzini f mailto:vizzini'Claashland.or.us1 Sent:Thursday, January 19, 2012 4:38 PM To: 'special events' Subject: OSPIRG Permit Application See the attached permit application. For those of you who attended the Council meeting this week,this is the application from the group requesting a waiver on the fee. Let me know if you have any issues. —Jodi Jodi Vizzini,Office Assistant II City of Ashland, Public Works Department 20 East Main Street,Ashland,OR 97520 541-552-2427 or 541-488-5587 -Fax:541-488-6006,TTY: 1-800-735-2900 This email transmission is official business of the City of Ashland,and it is subject to Oregon Public records law for disclosure and retention.If you have received this message in error,please contact me at 541-552-2427. 1 Jodi Vizzini From: Margueritte Hickman [hickmanm @ashland.or.us] Sent: Monday, January 30, 2012 8:39 PM To: 'Jodi Vizzim' Subject: RE: OSPIRG Permit Application Jodi- The following is required for this event: Obtain an outdoor flame permit from Ashland Fire&Rescue at least one week prior to the event. Thanks -m Margueritte Hickman Division Chief 1 Fire Marshal City of Ashland Ashland Fire&Rescue 455 Siskiyou Boulevard Ashland:OR 97520 marauedlte.hickman(dashland.or.us Department:541.482.2770 Desk:541.552.2229 TTY:1.800.735.2900 Fax:541.488.5318 CONFIDENTIALITY NOTICE: This email transmission is intended only for use by the recipient indicated above.This email may contain information which is confidential or subject to the amomey-client privilege.Unauthorized distribution or use of this document for any purpose.in full or in part,is strictly prohibited by State and Federal privacy laws. It you have received this message in error.please notify me immediately by telephone at(541)482-2770 and delete this message from your system. From: Jodi Vizzini rmailto:vizziniiCo)ashland.or.us1 Sent: Monday,January 30, 2012 4:06 PM To: 'Margueritte Hickman' Subject: FW: OSPIRG Permit.Application Hi Margueritte, See the attached OSPIRG special event application. Have a good evening. --Jodi ...----- __------ --- ---- — - — - -- — - -- - .. - ------- -- - — From: Jodi Vizzini rmailto:vizzinii(cbashland.or.usl Sent: Thursday, January 19, 2012 4:38 PM To: 'special events' Subject: OSPIRG Permit Application See the attached permit application. For those of you who attended the Council meeting this week,this is the application from the group requesting a waiver on the fee. 1 CITY OF ASHLAND Council Communication Intergovernmental Agreement with Oregon Municipal Electric Utilities Meeting Date: February 1, 20 Primary Staff Contact: Lee Tuneberg Department: Administrati ervices E-Mail: tuneberl @ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: Larry Patt n Estimated Time: 5 Minutes Question: Should the City Council authorize the Mayor to sign an Intergovernmental Agreement between various Oregon municipal electric utilities and the City of Ashland to create a public entity known as the Oregon Municipal Electric Utilities association? Staff Recommendation: Staff recommends approval of the Intergovernmental Agreement. Background: City of Ashland has been a participant in the Oregon Electric Municipal Utilities association and its predecessors for many years. The previous and current associations have worked toward the benefit of citizen-owned electric utilities through a united lobbying voice and through coordinated efforts in cost sharing and professional development. Costs for this effort have always been allocated among members. Prior to the proposed agreement the association was a part of the League of Oregon Cities operations. This agreement expired in January 2012. Association members are now voting to establish an association separate from LOC to resolve support and funding complications arising out of a specific-purpose focus being informally operated under a general purpose association. Dues for membership over the last three years have been between $18,000 and $19,000. The cost of participating in this intergovernmental agreement is expected to remain consistent with prior years, probably increasing over time as costs may rise. The City may withdraw from the association with 60 days notice. Related City Policies: None Council Potential Motions: Move to authorize the Mayor to sign the inter-governmental agreement. Attachments: IGA to form an ORS 190 association OMEU —A Short History Page 1 of 1 IWALAR INTERGOVERNMENTAL AGREEMENT OREGON MUNICIPAL ELECTRIC UTILITIES ASSOCIATION This Intergovernmental Agreement ("Agreement") is between the City of Ashland, City of Bandon, Canby Utility Board, City of Cascade Locks, City of Drain, City of Forest Grove, Hermiston Energy Services, City of McMinnville acting by and through its Water & Light Commission, City of Milton-Freewater, City of Monmouth, and the Springfield Utility Board, all units of local government as defined in Oregon Revised Statutes Chapter 190.003, organized and operating under Oregon law ("Party" or"Parties"). FINDINGS A. ORS 190.010 authorizes the Parties, which all operate municipal electric services within their jurisdictional boundaries, to create a public entity known as the Oregon Municipal Electric Utilities ("OMEU") association. B. For many years all the Parties collectively participated as an association known as the Oregon Municipal Electric Utilities under a constitution agreement last amended on December 13, 2001. That association is exempt from taxation under IRC section 501(c)(6) and state law. C. That association entered annual memoranda of agreement with the League of Oregon Cities ("LOC") to work together to further the goals and purposes of both organizations. The current memorandum agreement expires on January 1, 2012. D. The Parties now wish to enter into this Agreement to create a new intergovernmental entity under ORS chapter 190, to be known as the Oregon Municipal Electric Utilities ("OMEU") association, to succeed the prior--association, to provide legislative representation previously provided by the LOC, and to provide other services stated in this Agreement. AGREEMENT 1. Name The Oregon Municipal Electric Utilities ("OMEU") association is established by the Parties as an intergovernmental entity under ORS chapter 190. 2. Purposes The OMEU is formed to: A. Secure cooperation among Oregon municipal electric utilities in resolving issues, threats, or problems facing Parties for the benefit of the Parties' customers; B. Provide means for the Parties to exchange ideas and experiences, and obtain expert advice; C. Collect, compile and distribute to publicly owned electric utilities information about administration and operation of such utilities; D. Formulate and promote legislation that is beneficial to municipal electric utility customers, and oppose legislation detrimental to such customers; OMEU IGA Page 1 E. Appoint or employ a legislative representative, executive director or staff for these purposes; F. Promote harmony of action among municipally owned electric utilities in matters that affect the rights and liabilities of such utilities; G. Institute litigation or appear as a friend of the court in the name of OMEU for any matter relating to the rights and liabilities of municipal electric utilities, and retain counsel for these purposes; and H. Do any and all of the things necessary or convenient for the benefit of the Parties' customers. 3. Parties A. Any Oregon city or subdivision of a city that generates or distributes electrical energy is eligible to become a Party to this Agreement. B. I Non-voting associate member status may be granted to distributors, vendors, trade organizations, professional firms, people's utilities districts, cooperatives, or any other entity authorized by the OMEU Board of Directors ("Board"). C. Any Oregon city or subdivision of a city that generates or distributes electrical energy may become a party by adopting an ordinance or resolution approving this Agreement, and paying the pro rata membership fees for the current fiscal year in advance. D. Any Party may withdraw from this Agreement by adopting a withdrawal ordinance or resolution, providing not less than 60 days written notice to all other Parties and paying all pro rata fees, charges and dues for the period up to the date of withdrawal. E. A Party that fails to pay all fees, charges and dues prior to the first day of March of each year may be deemed withdrawn from this Agreement by Board action. 4 Finances A. The Board will approve the annual membership and associate membership fees and dues at the annual meeting. The amounts set will be sufficient to finance the anticipated expenses of the organization for the next budget year. Membership fees and dues will be apportioned among the member utilities in accordance with a distribution formula established by the Board. B. The Board is authorized to approve additional charges to Parties for special services and the maintenance of the legislative representative, executive director, staff or contractors providing administrative support services. C. Expenditures within the approved OMEU budget may be authorized by the executive director or the executive committee. No expenditure will be made if it is not included in the approved annual budget unless authorized by a vote of the Board. D. Revenue collected or credited to OMEU may not accrue to the benefit of any private person, firm or corporation and may only accrue to the Parties. E. All funds,revenues and expenditures of OMEU must be annually audited. F. OMEU's fiscal year is January 1 to December 31. OMEU IGA Page 2 5. OMEU Board A. Each Party will designate one representative to the Board. Each Party will also name an alternate representative to serve in the absence of the primary representative. Board representatives may be either a governing body member or executive official of a Party. Representatives will serve terms determined by the appointing Party. B. The OMEU annual meeting will be held each year at a time and location determined by the Board. The annual budget will be approved and officers elected at each annual meeting. C. Special meetings of the OMEU may be called by the president or a majority of the Board members at any time by giving each party at least 10 days notice of the date, time and location of the meeting. Emergency meetings may be called and notice given as allowed under Oregon law. D. The Board may adopt bylaws for the-conduct of meetings, and the current edition of Roberts Rules of Order will apply in the absence of an applicable bylaw, or Oregon law to the contrary. E. Parties may be represented by any number of delegates at any meeting, but will have only one vote by the Party's designated representative to the Board. F. A quorum for Board meetings is representatives of half of the Parties plus one. All Board actions must be approved by a majority vote of representatives present unless a greater majority is required by law at Board meetings held in compliance with the Oregon Public Meetings Law. G. The Board may employ a legislative representative, executive director, and staff who will serve at the pleasure of the Board. The executive committee shall supervise the executive director and may delegate duties and responsibilities to the executive director as necessary for the benefit of OMEU Parties. 6. Officers A. OMEU officers are President, Vice President and Secretary/Treasurer. OMEU officers collectively serve as the OMEU executive committee. All officers must be members of the Board and elected by the Board. B. All officers are elected at the OMEU annual meeting for a one year term and hold office until their successor is elected and qualified. C. When any officer position becomes vacant, it will filled by the Board. D. The officers serve as the OMEU executive committee and perform duties authorized by the Board. The executive director is a non-voting member of the executive committee. 7. Remedies If there is a legal action to enforce this agreement, each Party is responsible for its own costs and fees, including attorney fees. No Party is entitled to recover attorney fees from another Party, including any fees and costs incurred in an appeal. 8. Liability The intergovernmental entity created by this Agreement is solely responsible for its debts, liabilities and obligations. The debts, liabilities and obligations of the OMEU IGA Page 3 intergovernmental entity are not the joint or several debts, liabilities and obligations of the Parties. Each party is solely responsible for claims of its employees for damages or injuries in connection with their employment or arising under workers' compensation law. 9. Amendments This Agreement may be amended at any time upon the written agreement of at least two- thirds of the Parties. 10. Severability The terms of this Agreement are severable and a determination by an appropriate body having jurisdiction over the subject matter that results in the invalidity of any part of this Agreement does not affect the remainder of the Agreement. 11. Interpretation The terms and conditions of this Agreement will be liberally construed under Oregon law in accordance with the general purposes of the Agreement. 12. Term and Dissolution This Agreement takes effect and the OMEU is created upon the adoption by the governing bodies of the Parties by ordinances or resolutions ratifying the creation of this intergovernmental entity, and the execution by the authorized officials of each Party. This Agreement may be terminated and OMEU dissolved at any time by a two-thirds vote of the Parties. Upon dissolution any assets or indebtedness of OMEU will be distributed or assumed equally by the Parties. 13. Transition The association known as the Oregon Municipal Electric Utilities association that exists under a constitution agreement last amended on December 13, 2001 is dissolved as of the effective date of the intergovernmental entity created by this Agreement. All assets, rights, liabilities and duties of the predecessor association are transferred to the intergovernmental entity as of the date of its creation. All members of that previous association are Parties to this Agreement and by their approval of this Agreement consent to such dissolution and transfers. The executive director will take the steps necessary to continue tax exempt status under IRC section 501(c)(6) and state law. 14. Counterparts This Agreement may be executed in one or more counterparts, each is deemed an original, and they are all the same Agreement. OMEU IGA Page 4 APPROVED AND SIGNED by the appropriate officers authorized to execute this Agreement on behalf of the governing body of each Party: CITY OF ASHLAND: Dated: Mayor City Attorney APPROVED AS TO FORM CITY OF BANDON: Dated: Mayor City Attorney APPROVED AS TO FORM CANBY UTILITY BOARD Dated: General Manager Board Attorney APPROVED AS TO FORM CITY OF CASCADE LOCKS: Dated: Mayor City Attorney APPROVED AS TO FORM CITY OF DRAIN: Dated: Mayor City Attorney APPROVED AS TO FORM CITY OF FOREST GROVE: Dated: City Manager City Attorney APPROVED AS TO FORM OMEU IGA Page 5 HERMISTON ENERGY SERVICES: Dated: Mayor General Counsel APPROVED AS TO FORM CITY OF MCMINNVILLE, acting Dated: by and through its WATER & LIGHT COMMISSION: Mayor General Counsel APPROVED AS TO FORM Attest: By: Clerk of the Commission CITY OF MILTON-FREEWATER: Dated: City Manager City Attorney APPROVED AS TO FORM CITY OF MONMOUTH: Dated: Mayor City Attorney APPROVED AS TO FORM SPRINGFIELD UTILITY BOARD: Dated: General Manager General Counsel APPROVED AS TO FORM OMEU IGA Page 6 Oregon Municipal Electric Utilities Association (OMEU) A Short History by Tom O'Connor, Executive Director Municipal Electric Utilities in Oregon Municipal electric utilities were formed in Oregon as early as 1889 (McMinnville and Milton-Freewater) and are as new as Hermiston in 2001. OMEU had its origins in the 1970s as municipal utilities recognized the need to have a coordinated voice in the making of state energy policy and regulation. Current OMEU members include City of Ashland, City of Bandon, Canby Utility Board, City of Cascade Locks, City of Drain, Forest Grove Light& Power, Hermiston Energy-Services, McMinnville Water& Light, Milton-Freewater Light & Power, City of Monmouth and Springfield Utility Board. League of Publicly Owned Electrical Utilities (Late 1970s— 1980) Records on file at the OMEU offices indicate LPOEU was formed in the late 1970s as an organization to maintain local control for public power, to preserve cost- based rates and to represent the members on state legislative and regulatory issues. LPOEU retained a lobbyist under contract. The constitution created a non-profit association governed by its members. Each utility had one vote regardless of size. Dues were determined in an annual budget. Members listed in 1979 included both municipal utilities and PUDs. The following utilities are listed on the letterhead: Ashland, Bandon, Canby, Cascade Locks, Drain, Eugene, Forest Grove, McMinnville, Milton-Freewater, Monmouth, Springfield, Central Lincoln PUD, Clatskanie PUD,Northern Wasco PUD, and Tillamook PUD. League of Publicly Owned Electric Utilities of Oregon (1981 — 1982) The stationary shows the LPOEU with the slight name change as above. Municipal members remained the same as earlier. In 1981 the newly formed Emerald PUD joined LPOEU. It appears from the stationary that Central Lincoln dropped out of the organization. The LPOEU named an Executive Director who also served as the lobbyist. League of Publicly Owned Electric Utilities (1982— 1983) In 1982, the municipal members met and voted to retain and continue the LPOEU. The PUDs withdrew and all joined their own separate organization, OPUDA. EWEB decided not to become a dues paying LPOEU member since they had their own lobbyist on staff. EWEB retained "affiliate" status. LPOEU interviewed applicants for the Executive Director/lobbyist position. The LOC stressed the advantages of municipal organizations working together and suggested LOC hire a lobbyist jointly funded by LOC and LPOEU. The lobbyist would be under the policy direction of LPOEU. LPOEU members voted to accept the LOC proposal and incorporated it into a written agreement renewed annually. Page 1 of 2 League of Publicly Owned Electric Utilities (1984— 1989) In 1984,Tom O'Connor was selected as the new LPOEU Executive Director and lobbyist under the existing contract with the LOC. This position was funded by LPOEU member dues and remained under the policy control of the LPOEU board. Oregon Municipal Electric Utilities Association (OMEU) (1989—2012) Since the organization had been made up solely of municipal utilities for some time, the board voted in 1989 to change the name to Oregon Municipal Electric Utilities (OMEU). No changes were made to the basic organizational structure of one utility/one vote. The basic mission of OMEU remained the same: To maintain local control for public power, to preserve cost-based rates and to represent the members on state legislative and regulatory issues and selected regional and federal issues. During this period, EWEB briefly became a member of OMEU but later withdrew again due to differing legislative priorities at the time. EWEB and OMEU continued to work together as a lobbying team on most issues. From 1994— 1998, Ashland, Forest Grove, McMinnville, Milton-Freewater, Monmouth and Springfield formed and operated Oregon Municipal Energy& Conservation Agency (OMECA). OMECA was an intergovernmental entity formed to coordinate and finance energy efficiency programs. The OMEU Director also provided oversight to the OMECA staff. OMECA achieved over 5 aMW of conservation at an average 1.5 cents per KWh and won numerous awards. OMECA was dissolved in 1998. In 2001, Oregon's newest municipal electric utility, Hermiston Energy Services became an OMEU member. To foster professional development and share expertise among members, OMEU formed an Engineering &Operations Section and an Energy Efficiency Task Force. Looking Ahead The current Executive Director, Tom O'Connor, is retiring in May, 2012. The OMEU board has voted to recommend that the members revise OMEU as an Intergovernmental Entity as the best structure in order to hire a new Executive Director/Lobbyist and continue its basic mission as an effective, independent voice for municipal utilities in Oregon. Page 2 of 2 CITY OF ASHLAND Council Communication Approval of Application to Firefighter SAFER Grant Program Meeting Date: February 7, 21 Primary Staff Contact: John Kams Department: Fire Departure 0 E-Mail: kamsj @ashland.or.us Secondary Dept.: None Lil Secondary Contact: None Approval: Larry Patte Estimated Time: 5 Minutes Question: Will the City Council authoriz shland Fire and Rescue to apply for a grant to fund 3 safety positions through the United States Department of Homeland Security's Staffing for Adequate Fire and Emergency Response (SAFER) grant program? Staff Recommendation: Staff recommends that the Council direct Ashland Fire and Rescue to apply for 3 positions through the DHS SAFER grant program Background: The Department of Homeland Security SAFER grant program is designed to assist local fire departments with staffing so they may respond to fire and fire-related emergencies safely and effectively. The goal of the SAFER grant program is to enhance local fire department's ability to comply with staffing, response, and operational standards established by the National Fire Protection Association (NFPA) and the Occupational Safety and Health Administration (OSHA). Specifically, the grants focuses on standards included in deployment and assembly sections of NFPA 1710 and the respiratory protection section of OSHA 1910.134. The current minimum level for Ashland Fire & Rescue is 7 members each shift. This staffing level is short of NFPA standards, OSHA requirements, DHS recommendations, as well as ICMA (International City/County Management) averages. • NFPA 1710: Regardless of the type of fire company, each must consist of a group of trained and equipped fire fighters under the supervision of an officer who operates and arrives on the emergency scene with one piece of fire apparatus. The standard allows for an exception in those instances when multiple apparatus are used to make up a company. The standard does however still require that even if this multiple vehicle approach is used that the department still adhere to the company response time guidelines, and that a company consist offour persons, more when high hazards exist. • ICMA's municipal yearbook report of 2006, Section: 3 Police and Fire Personnel, Salaries and expenditures for 2005 stated (report studied over 3,200 municipalities): Full Time Paid Personnel Number of firefighters per 1,000 population: Population of 25,000-49,999 1.66 Population of 10,000-24,999 1.62 • ICMA stated: "Various controlled and statistically based experiments by some cities and universities reveal that if about sixteen (16) trained firefighters are not operating at the scene of a working fire within the critical time period, then dollar loss and injuries are significantly increased, as are the square feet of fire spread. As firefighting tactics were conducted for comparative purposes,five person fire suppression companies were judged to be 100 percent Page I of 2 ImPFFFAII&A CITY OF ASHLAND effective in their task performance,four person companies 65 percent effective three person companies 38 percent effective" • ICMA's published average is 5.7 firefighters per 10,000 residents. Ashland currently staffs 3.5 firefighters per 10,000 if Southern Oregon University's (SOU) residents are not considered. • OSHA is an agency that creates regulations that must be followed by fire departments and other employers. In 1998 OSHA revised it Respiratory Protection regulation, which had a great impact on the fire service operations. This regulation is often referred to as the "2 in, 2 out" rule. Here are some of the requirements of Respiration Protection— 63:1152-1300: • The use of respirators is required in atmospheres that are Immediately Dangerous to Life or Health (IDLH). Interior structural fire fighting is considered an IDLH atmosphere by definition. • Two firefighters must be on standby to provide assistance or perform rescue when two firefighters are inside the burning building. What this means is that in-order for the first arriving fire engine to begin attacking the fire, four firefighters must be-on-the engine. The SAFER grant program allows Ashland Fire & Rescue an opportunity to begin to create a staffing level commensurate with recognized standards and regulations while having the actual cost of compensation underwritten for two years by the Department of Homeland Security. Ashland Fire & Rescue is an excellent candidate for the SAFER grant program due to its increasing call volume, increased response time, degree of hazard exposure, and current staffing level. Some significant grant parameters are: • This SAFER grant has no requirement to retain the firefighters beyond the period of performance. Federal funds may be used to pay for 100 percent of the actual salary and benefit costs of rehired firefighters with no requirement for a local cost-share. • Grants to hire new firefighters have a 2-year period of performance. Council Options: • Accept the staff recommendation. • Reject the staff recommendation Potential Motions: Move to authorize staff to apply for 3 safety positions through the United States Department of Homeland Security Staffing for Adequate Fire and Emergency Response(SAFER) grant program. Attachments: None. Page 2 of 2020712 SAFER Grant.CC.docx Ir, CITY OF ASHLAND Council Communication Modification to an Agreement adopting additional ARRA funds for Wildfire Safety Meeting Date: February 7, 2012 Primary Staff Contact: John Karns Department: Ashland Fire & escue E-Mail: john.kams @ashland.or.us Secondary Dept.: None Secondary Contact: Ali True Approval: Larry Patters Estimated Time: 5 Minutes Question: Will the City Council authorize pass-through funding agreement for $50,000 between the City of Ashland and the Oregon Department of Forestry to use American Reinvestment and Recovery Act (ARRA) funds to help support the creation of defensible space around homes in Ashland? Staff Recommendation: Staff recommends approval of this grant agreement. Background: American Reinvestment and Recovery Act (ARRA) funds distributed through the Oregon Department of Forestry are available for the purpose of wildland urban interface fuels reduction. The funds made available to Ashland will be used for the purpose of reducing hazardous vegetation around residential properties. This grant funding supports the Firewise Communities mission of encouraging homeowner responsibility for wildfire safety. By supporting the removal of hazardous vegetation adjacent to a structure, additional gains towards survivable space standards will be made as well as progress towards the certification of Ashland as a Firewise Community. This is a reimbursable grant program. Grant recipients must complete the proposed project before grant funds will be disbursed. Funds are available to residents who have not participated in a previous grant program, and are to be used throughout the City limits. Eligible work will include modification and removal of vegetation within 30 feet of a structure in order to create or maintain defensible space standards. Recipients must complete a Wildfire Safety Home Assessment and work completed must be based on the assessment's recommendation. This funding will allow the treatment of approximately 65 homes at a maximum reimbursement of$600, with the remainder of the funding used for administration and staff costs. Grant funding will expire on December 31, 2012. The City has received similar grants in past years. This is a new source of funding, which will continue the opportunity for Ashland's residents to increase wildfire safety throughout the City. Related City Policies: Community Wildfire Protection Plan (CWPP) Firewise Communities USA Council Options: Accept or deny approval of the grant agreement. Attachments: None. Page 1 of 1 CITY OF ASHLAND Council Communication Economic Development Implementation Plan — Quarterly Update Meeting Date: February 7, 20 2 Primary Staff Contact: Bill Molnar Department: Community elopment E-Mail: molnarb @ashland.or.us Secondary Dept.: N/A Secondary Contact: N/A Approval: Larry Patt Estimated Time: 10 minutes Question: Does the Council have any qu ions regarding the second quarterly update on the implementation of the Economic Development Strategy? Staff Recommendation: Staff recommends Council review and accept the quarterly Economic Development Strategy implementation update. Background: The Economic Development Strategy was approved by Council on July 19, 2011. As part of the adoption, Council directed Staff to provide quarterly updates on the implementation of the Strategy, particularly with regards to the status of"priority one" action items, which include: 1) Conduct a Business Retention & Expansion Survey -On Track—Presentation to Council June 2012 2) Designate City Staff"point of contact" -Complete—Community Development Director for remainder of FY 2011-12 3) Formalize relationships and roles for Strategy implementation among major partners -Pending -Informal initial coordination between regional partners initiated by Jackson County 4) Maximize impact of existing City Economic Development, Cultural and Sustainability grant process -Final Draft Complete—Staff presentation to Council February 7,2012 5) Evaluate the use of Urban Renewal Districts -Final Draft Complete—Council to discuss final report in Spring 2012 6) Improve the land use development process -On Going-Goal update presented to Council January 18,2012 The attached report provides a description of the work to date on each of the six priority one actions, as well as a brief update on other priority two and three actions where activity was initiated by City Staff or in coordination with local community partners. Related City Policies: 2011-12 City Council Goals - Economy Page ] of 2 CITY OF ASHLAND 1) Adoption and Implementation of an Economic Development Strategy 2) Complete feasibility study for urban renewal/tax increment financing 3) Increase clarity, responsiveness and certainty of the land use development process Council Options: 1) Accept the quarterly update as presented. 2) Request additional information or direct staff as needed. Potential Motions: I move to accept the February 2012 Quarterly Economic Development Strategy Implementation Plan update. Attachments: Economic Development Strategy— Quarterly Implementation Plan Update, February 2012 Economic Development Strategy— Implementation Priority Plan & Schedule 2012 Ashland BR&E Survey and Cover Letter * Complete Economic Development Strategy document is available at: http://www.ashiand.or.us/files/Ashland Economic DevelopmentStrategy Final.pdf Page 2 of 2 ��, CITY OF ASHLAND Economic Development Strategy Implementation Quarterly Update #2 February 2012 In conjunction with the adoption of the Economic Development Strategy in July of 2011, the Council requested implementation updates on a quarterly basis as the project moves from strategy development and adoption to active implementation. The implementation plan contained six "priority one" action items: 1) Conduct a Business Retention & Expansion Survey 2) Designate City Staff"point of contact' 3) Formalize relationships and roles for Strategy implementation among major partners 4) Maximize impact of existing City Economic Development, Cultural and Sustainability grant process 5) Evaluate the use of Urban Renewal Districts 6) Improve the land use development process 1) Conduct a Business Retention & Expansion Survey In June of 2011, the City Council contracted with the Chamber of Commerce to conduct a Business Retention & Expansion (B, R & E) Survey targeted to local businesses that meet business attributes and profile established in the Strategy. The survey results will be used to further define and prioritize follow up actions, activities and programs to support the stability and growth of the local economy. The survey document has been completed, interview teams trained and assigned and the Chamber remains on schedule for the June completion of the project that will culminate in a presentation of the final survey results and analysis to Council. Expansion Business Retention & Production and distribution of training materials September -COMPLETE l 2011 Leadership/Task Force Teams formed and trained Recruitment,training and coordination of task force members Independent Consultant/Researcher selection Development of survey questions October-COMPLETE 2011 Task Force selects fines and interviewer teams Recruitmentftraining of firm interviewers Selection/scheduling of fines to interview November—January IN PROGRESS i 2011-12 1; Conduct interviews - — - - - - JL - - - - -- - -_ -- - - --- -- - FFinalize interviews , February-May-PENDING I 1 2012 Computerize/analyze survey results Draft survey report-Task Force review ECOIIOInt1C DEVELOPMENT STRATEGY Enhancing economic strength in community F ---------- — - i r - - -- June -PENDING 2012 Present final report to Council 2) Designate City Staff"point of contact' The Community Development Director continues to function as the City "point of contact' for economic development related activities, including participation in the Business Retention and Expansion Survey project with the Chamber (member of Leadership/Task Force), land use development process improvements and completion of the urban renewal district feasibility study, as well as day to day communications and coordination. With the upcoming selection of a new City Administrator and their determination as to the desired functions of the Assistant City Administrator position, staff assignments for economic development activities may be modified in the coming months. 3) Formalize relationships and roles for Strategy implementation among major partners Because implementation of the Strategy is heavily dependent on the results of the B, R & E survey and funding for implementation rests to some degree on the use of the draft Economic Development, Cultural and Sustainability grant process, work on this action has been limited to informal discussions between staff of the various major partners with an understanding that a more formal structure for coordination will be developed upon the completion of the B, R & E. 4) Maximize impact of existing City Economic Development, Cultural and Sustainability grant process Council was presented a draft Economic Development, Cultural and Sustainability Grant Policy, Process and Standards document in October of 2011. The document attempts to more closely align the grant criteria to the Economic Development Strategy, while also improving the overall process and reporting requirements. A final draft will be presented to Council in February of 2012 for their final deliberation concurrent with the annual allocation of Transient Occupancy Tax (TOT) funds for the grant categories. It is expected that the new standards, criteria and process will be in place for the FY 2012-13 grant allocations. 5) Evaluate the use of Urban Renewal Districts A feasibility study for urban renewal and tax increment financing has been underway over the past fiscal year to provide Council with necessary information to determine its appropriateness as a means to fund infrastructure, public facilities and economic development programs to facilitate job growth in key employment areas within Ashland. The draft Feasibility Report as included information and an analysis of statutory requirements, estimated value of future employment development, public facility needs and costs, borrowing capacity, preliminary financing plan and potential impacts on overlapping taxing districts. The final feasibility study will be discussed by Council in the Spring of 2012 with consideration and focus on the next the steps necessary to determine whether to move forward towards the creation of an Urban Renewal Plan. EConoItliC DEVELOPMENT STRATEGY Enhancing economic strength in community 6) Improve the Land Use Development Process The Community Development Department continues to build upon the work completed in the 2006 Organizational Audit, by Zucker Systems, as well as initiate the next phase of recommendations contained in the Siegel Report—development of a unified land use code. Community Development staff presented Council with a detailed update on this priority one action of the Economic Development Strategy in January of 2012, as it parallel's an existing Council goal to: 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. Community Development staff has categorized efforts around three primary areas: 1) Development Application Processing Recommendations (Zucker Report) 2) Land Use Ordinance Enhancements (Siegel Report) 3) Improvements to Interdepartmental Coordination of the Development Process In addition to the three primary areas, Community Development initiated an online questionnaire to over 1,500 individuals who had conducted business with the Department over the past 18 months. The purpose is to elicit and target feedback on customer experience, satisfaction and perception in order to identify opportunities for continued Department performance. Details regarding Community Development actions in implementing this action can be found on the City's website at htt o://www.ashland.or.us/Page.asp?NavlD=14555. Other Strategy Related Activities While Staff has focused effort on priority one actions, there also has been action directed toward other priorities listed in the Strategy from both City Staff and our community partners, such as: 1.3 — Increase opportunities for local import substitution and local to local purchasing THRIVE, with assistance from the City of Grants Pass, recently launched an online local business directory, Buyl-ocalRogue.org for local businesses to register their products and services by category to increase the opportunity for local to local purchasing, both between local businesses and for end consumer purchasing. 1.4—Create/expand a local business resource & mentoring program The Sustainable Valley Technology Group was the recipient of City Economic Development grant funds to provide business mentoring and incubation services to up to eight Ashland businesses during the 2011-12 fiscal year. 2.2—Create formal and routine communication with all regional economic development partners City Staff have participated with regional economic development partners recently as part of a developing regional emphasis from Jackson County, as they have increased their efforts towards economic development and share the desire to develop a consistent process for communications between regional partners in economic development activities in the region. EConoMiC DEVELOPMENT STRATEGY Enhancing economic strength in community 5.1 — Maximize City funded marketing efforts targeted for"year-round" tourism In coordination with the Chamber of Commerce and the Visitors and Convention Board (VCB), the annual Agreement for Services was updated for FY 2011-12 to include more specific service tasks and required reporting relating to increasing "year-round" tourism, including the development and implementation of a specific strategy based on recent Chamber research on local visitor behavior and other best practices in the VCB industry. 6.2 —Complete and maintain publicly accessible real-time online buildable lands inventory Community Development Staff recently completed a comprehensive update to the Buildable Lands Inventory (BLI) and have provided access to the data on the City's website. Creating and maintaining database connections to land use development permits (planning approvals and building permits) and the City's Geographical Information System (GIS) will result in continuously updated BLI data available for City staff and the general public. 7.6—Integrate existing sustainable development concepts & practices into public and private development standards In 2010, the City approved an ordinance providing priority processing for building construction seeking LEED certification. The recently approved Southern Oregon University 700-bed housing project with dining hall facility is slated for LEED Silver certification. While the scale of the project presents challenges, the numerous permit documents nonetheless are receiving priority processing under the city code amendments for LEED buildings in order to meet SOU's groundbreaking goal of Aprill, 2012. The recently approved land use code amendments accompanying the Pedestrian Places project targeted city objectives in the area of sustainability through encouraging more efficient land use by providing: greater allowances for adding building intensity (i.e. increases in floor area and density), . more flexible parking requirements, a menu of options targeted to reduce environmental impacts of parking lot construction, site design standards aimed to promote increased pedestrian, bicycle and transit travel through thoughtful design. Lastly, the Unified Land Use Ordinance update attempts to provide greater clarity throughout the development process by consolidating all land use and development regulations into one unified document. One objective of the project is to evaluate current code barriers to green development and recommend provisions to encourage and create incentives for more sustainable building practices. EconorrdC DEVELOPMENT STRATEGY Enhancing economic strength in community X Implementation Priority Priority 1 Actions(6 Total) 1.1 Conduct a targeted Business Chamber;City Chamber Econ Dev Contract Retention and Expansion(B,RBE) survey , 1.2 Designate City Staff point of .r � City ,� City Econ Dev budget contact'for economic development 1 needs/projects/interactions (staff tune) 2.1 Formalize relationships and roles .r i BizOR,Chamber,City, i City/SOREDI Econ Dev budget for Ashland specific strategy I JackCo,SOREDI,SOU, (staff tune) implementation among major partnere ! RCC,SBDC,THRIVE !f It .. 3.1 Maximize impact of existing City City,Chamber,Grant City Econ Dev budget Economic Developmenl/Cultural Recipients,OSF (staff time) Grants Process 6.1 Evaluate the use of Urban Renewal City City Comm Dev/Edon Dev Districts to spur private reinvestment in budget targeted commercial and employment areas of Ashland(in progress) (Contract+Staff time) 7.1 Improve the Land Use _ - -- City - -- -_i --City _ — Comm Dev budget .. Development Process (Staff time) Conduct Annual Review and Update of City City Comm Dev/Eton Dev Strategy document and Implementation budget actions and schedules (staff tune) i� This action was added by City Council at adoption hearing on July 19th,2010. See Reporting Section (pg.24)for details. Priority 2 Actions(17 Total) ®_ 1.3 Increase opportunities for local 2 Chamber,City,SOU, THRIVE Eoon Dev Grant or import substitution and local to local L THRIVE contract purchasing 1.4 Create/Expand a local business I Chamber,City SOU/RCC TBD resource &merdonng program 2 A SOU/RCC SBDC � SBDC 2.2 Create formal and routine BizOR,Chamber,City, I City/SOREDI Eoon Dev budget communication with all regional JackCo,SOREDI,SOU, economic development partners I RCC,SBDC,THRIVE I (staff time) EconormC DEVELOPMENT STRATEGY Page 26 of 42 t:,r/utnrinr� economir SfregQt� to eomrnnni(y 3.2 Create opportunities for increased I; n City,Chamber,SOREDI Chamber Econ Dev budget local access to funds G (staff time) 3.4 Create a coordinated economic BizOR,Chamber,City, Chamber/City r Econ Dev/Admin development information and ' SOREDI,SOU/RCC budget(staff time) marketing plan to maximize public communication tools j! 4.1 Develop/expand programs to ,I n ASD,SOU/RCC, ASD/Job _ Econ Dev budget ! connect local education partners with I L Chamber,Job Council, Council i' (staff time) business community for experience i SOREDI,City and exposure to entrepreneurship, business development&operations 4.2 Develop,pranote, and exparxi Job I, Chamber,City,Job Chamber/Job Econ Dev Grant or training programs to meet skill needs i Council,SOREDI Council i, contract identified by local business 5.1 Maximize City funded me tirg Chamber,City Chamber ! Econ Dev Grant or efforts targeted for year-round"tourism I j contract 5.2 Determine market feasibility fora i I r1 Chamber,City,OSF, City Econ Dev budget convention/community center L SOU (Staff time+contract) 5.3 Develop a capital improvement i' n City City City budget plan and maintenance strategy for the L i Plaza and downtovm , (Staff time+contract) 6.2 Complete and maintain publicly n City City I' PW budget accessible real-time online buildable j (Staff time) lands inventory 1; - — - - ,r 6.3 Complete transportation and utility !' n City City CIP budget service connections to all commercial L (Staff time+Contract) and industrial lands in the City limits and UGB it i• �' 6.4 Pursue the expansion of a State E- 2 BizOR,Chamber,City, City/SOREDI 1 Econ Dev/Adman Commerce Zone for Ashland I JackCo,SOREDI „ budget(Staff tine) 7.2 Create incentives for development Ciry City Comm Dev budget applications that meet certain pre- (Staff time) defined economic development '! ! eligibility criteria I ; 7.3 Consider changes to land Use n Ciry City I Comm Dev budget Development Code that may be L i i (Staff time) inhibiting redevelopment or new construction---- -- -- -'I-- - -- -'I�----.__._.. - ._ ___._. .-- -II--- - - - ---j 7.4 Update the Economy Element of n City ^� City 11 Comm Dev/Econ Dev the Comprehensive Plan budget(Staff. time) i Economic DEVELOPMENT STRATEGY Page 27 of 42 EnhdnUng economif Stiengih in cortimt/nily 7.5 Provide public access to City City I PW budget development related data sets(GIs � (Staff time) .. Mapping) Priority 3 Actions(e Total) 1.5 Assist local businesses in energy, - - City,Recelogy,Parks City- _ Conservation Budget water,waste,supply chain reductions &Rec,DEQ,Avista (Staff time) and efficiencies 1.6 Determine feasibility/demand for o BizOR,Chamber,City , Chamber/SOU TBD local business assistance and support J SOREDI,SBDC,RCC, (� office SOU 6.5 Evaluate land availability for ' 1i City City Comm Dev budget business expansion on lands on or (Staff time) adjacent to existing businesses " 6.6 Determine feasibility and Econ Dev/Admin cost(benefit for public purchase of key O City City budget industrial lands to make"shovel ready' O for re-sale for business development (Staff time)- . 6.7 Complete and maintain real-time^ Chamber,City,' '! City/Chamber Ecen Dev Grant or commercial occupancy data SOREDI,Private contract (availability,price,contacts,etc.) 7.6 Integrate existing sustainable City -- - - _ City Comm Dev budget development concepts&practices into ! (staff time) development standards ' 7.7 Create and define quantifiable City City Grant o contract community'Quality of Life'indicators to measure economic development strategy success,both monetary and non-monetary 7.8 Develop and Implement a Pagade q Chamber,City City Econ Dev/Admin Improvement Program J budget(Staff time) L J' EconoM1C DEVELOPMENT STRATEGY Page 28 of 42 Enhancing econonik suengttl in C00101anily B. Implementation Schedule The following table displays the relationship between actions. Many actions are dependent upon other actions being successfully completed. This fact may result in actions being completed in a different order than originally anticipated. Changes in prioritization of actions will be part of the update process to Council. Phase I Implementation Priority 1 Actions Follow-UP/Dependent II Actions 1.1 Conduct Business Retention and Expansion(B,R&E)Surveys 1.4 Create/Expand a local business resource & i' mentoring program 3.2 Create opportunities for Increased local access to funds 3.3 Create a coordinated economic development information and marketing plan to maximize public communication tools 4.1 Develop/expand programs to connect local education partners with business community,for experience and exposure to entrepreneurship, { business development&operations 4.2 Develop,promote,and expand job training programs to meet skill needs identified by local business 1.2 Designate City Staff'point of contact'for economic development -- - - - needs/projects/interactions a2.1 Formalize relationships and roles for Ashland specific strategy implementation among major partners 2.2 Create formal and routine communication with all regional economic development partners .__ ._Jr 1.6 Determine feasibility and demand for local business assistance and support office 3.1 Maximize impact of existing City Economic Development/Cultural Grants Process X6.1 Evaluate the use of Urban Renewal Districts to spur private �! reinvestment in targeted commercial and employment areas of Ashland I (in progress) ECOAOIri1C DEVELOPMENT STRATEGY Page 29oT42 /j E,thdncingecono%nicS[lrnglAlncorlrtdrl((y 6.4 Pursue the expansion of a State E-Commerce Zone for Ashland 7.8 Develop and Implement a Fagade Improvement I Program 7.1 Improve the Land Use Development Process n - 7.2 Create incentives for development applications I� that meet certain predefined economic development eligibility criteria 7.3 Consider changes to Land Use Development Code that may be inhibiting redevelopment or new construction 7.4 Update the Economy Element of the ! Comprehensive Plan i 7.6 Integrate existing sustainable development concepts&practices into development standards Phase 11 Implementation Priority 2 Actions Follow-UP/Dependent Actions 1 1.3 Increase opportunities for local Import substitution and local to local purchasing 5.1 Maximize City funded marketing efforts targeted for year-round' tourism i' 5.2 Determine market feasibility for a conventionlcommunity,center 5.3 Develop a capital Improvement plan and maintenance strategy for the Plaza and downtown f buildable fete inventory xdd maintain publicly accessible real-time online -- -- ---- �-_-—�__----�� 8.3 Complete transportation and utility service connections to all commercial and Industrial vii ce lands in I I L the City limits and UGB ECOIIOIn is DEVELOPMENT STRATEGY Page 30 of 42 / Enhancing economic 5rienitth A coinntunity F 5 Evaluate land availability for business expansion on lands on or adjacent to existing businesses 6.6 Determine feasibility and cost/benefit for public purchase of key Industrial lands to make"shovel ready'for re-sale for business development 6.7 Complete and maintain real-time commercial occupancy data(availability,price,contacts,etc.) 7.5 Provide public access to development related data sets(GIS Mapping) 1.6 Assist local businesses in energy,water,waste,supply chain reductions and efficiencies 7.7 Create and define quantifiable community"Quality of Life indicators to measure economic development strategy success,both I' monetary and non-monetary r r i MORM I ACTIONS 1.1 relentba a espanabn a ys X1.2 deugaate City staff psed of wnlap 2.1 fa�aal.e velar� Ps ? I ! ! I ! 3.1 grants process 6.1 urbanrenawaleB6cb 7.1 aaa m devebpa,rnt �. . The timeliness and outcomes of the priority level one actions will determine the implementation schedule for future actions, with the implementation schedule being a consistent component of the regular Council updates. EconomiC DEVELOPMENT STRATEGY Page 31 of 42 Enhancing economic strength fa community ASnl 117 ND -ASH LAN D CITY OF Chamber of commerce Greetings & Congratulations! The 2012 Business Retention & Expansion Lead Team chose your business to participate in the 2012 BR&E Survey, our third such survey. You help the Chamber of Commerce and City of Ashland enhance our business climate by sharing. Why is this important? The City contracted with the Chamber to conduct the BR&E survey. It is an important item in the Economic Development Strategy for the City of Ashland. Results are a touchstone for projects and investments that influence Ashland business into the middle of the 21st Century. What is the survey all about? The confidential Business Retention and Expansion (BR&E) Survey gathers data to help the Chamber and City understand positive attributes, business needs, and issues related to doing business in Ashland. Statistician, Rebecca Reid, processes the data into a report that is available to each participant, the Chamber, and the City. Two volunteer Chamber members, will set an appointment with you to meet in your business to conduct the survey. During the interview, one person asks questions, the second acts as scribe. No information about an individual business is reported. Ms. Reid's report does not reveal the sources, on the aggregate data. The interview teams understand the importance of confidentially. Why my business? The 2012 Survey focuses on four clusters of our economy: Manufacturing, Retail, Traded Sector, and Services. The businesses may or may not be Chamber members. You were selected by the 2012 BR&E lead team because your business is recognized as one in a sector that has longevity, may have participated in the 2005 or 2007 surveys, or may be unique or near unique in our community. We want the results to give broad perspective on business in Ashland. How much time will this take? We designed the survey to be clear and concise. Each interview should only last an hour. Attached are the questions. Please be prepared by reviewing the questions. Some may not apply to your business. Often your answer may lead to follow-up questions. Thank you for working to make Ashland continue as an economic leader in the Rogue Valley and Oregon. 110 East Main St. • PO Box 1360 •Ashland OR 97520 • (541)482-3486 • Fax (541)482-2350 www.ashlandchambeLcom Firm ID: d M CITY O F AQ a D -ASHLAND 2012 Ashland BR&E Survey Ashland Chamber of Commerce and City of Ashland Survey Date: _ ,Interviewer:" Person''Interviewed: Scribe; Definitions Local- Within Ashland Ashland-based workforce-Employees physically present at your Ashland operations location Business abroad-Commerce between your business in Ashland and foreign customers/clients Regional/Rogue Valley-Jackson and Josephine Counties Total employees or workforce-All you business's employees(excluding contractor or consultants), regardless of location. Business Background 1. In what year was the business established? 2. Was the business ... ❑ Established in Ashland? Year:_ #of Employees when established? ❑ Moved to Ashland? Year: From Where?: How many employees moved with the business to Ashland? How many employees were hired locally? What were the main reasons you relocated your business to Ashland? 3. How many people does your business currently employ? In Ashland: Outside of Ashland: Where? 1 4. How many of your employees are: (Read List) Cateaorv�� Orj Full-Time Part-Time Seasonal Management Marketing �r��� Technical �� —j J� Clerical/Office _JF ���� Production Other: 5. What percentage of your employees who work in Ashland also lives in Ashland?_% Over the Past Three Years 6. (Over the past 3 years) Have the following increased, decreased or stayed the same for your business: Past Three Years Increased Decreased Staved the Same Sales Number of Customers Profits Employment ����� Geographic Reach Where? — _ J 7. (Over the past 3 years) How have overall economic conditions impacted your business? 8. (Over the past 3 years) How have local economic conditions impacted your business? 2 i. What have been your business's specific challenges? 1) Overall 2) Locally ii. What successes has your business experienced? 1) Overall 2) Locally Future Plans/Goals over the Next Three Years 9. (Over the next three years) Do you expect the following to increase, decrease or stay the same for your business: Next Three Years I Increase Decrease Stav the Same I Sales Number of Customers F IF-- Employment �i 1��� Geographic Reach Where? 10.(Over the next three years) What are your goals for your business? 3 11.(Over the next three years)What specific challenges to you expect to face? 12.What percentage of your purchases for supplies, raw materials and services (regal, accounting, marketing, etc.)would you say Comes from: (Read List) Businesses within the Rogue Valley % Compared to 3 years ago ❑Higher ❑ Lower ❑Same Businesses outside the Rogue Valley % ❑Higher Where? ❑ Lower ❑Same Businesses Abroad % ❑Higher What countries: ❑ Lower ❑Same 13. Approximate percentage of your total sales to: (Read List) Businesses within the Rogue Valley I % Compared to 3 years ago ❑ Higher ❑ Lower I ❑ Same Businesses outside the Rogue Valley % ❑ Higher Where? ❑ Lower ❑ Same Businesses Abroad % ❑ Higher What Countries: ❑ Lower ❑ Same 14. For manufacturing businesses: Where specifically is/are your product(s)manufactured? in Ashland % Where? % Where? 4 Workforce Skills & Training 15.What workforce skills do you need for your business and how important are they to your existing and future operations? (Open-ended, CheckWote all mentioned) Skills Areas Needs Importance L — ✓ J (Rate 1-5, 1=Very lmportant)J Management Sales Marketing Technical Clerical/Office Production Other --- — IE 3� - - — -� 16.What specific skills do you have difficulty finding in the local and regional labor force and how important are they to your current operations and future growth plans? Ashland Roque Valle v Importance I Lacking in Labor Force (Local) (Regional) (Rate 1-5, 1=Very Important) ✓ ✓ Management�� Sales Marketing Technical I�� J 0 Clerical/Office Production Other: 5 17.Approximately how many hours of training do you provide your employees in a "typical year" in the following skill areas? Skills Areas ) Annual Training Time (hours) j Management Sales �- Marketing Technical I ' Clerical/Office Production Other: 18.In what areas do your existing employees need more training? (open-ended) _Training Needs____j Management (� ,-, � Sales I �= �i Marketing I Technical I ❑ Clerical/Office I ❑ Production 11 Other: ' ❑ 19.For what areas do you have difficulty finding training resources in Ashland and the Rogue Valley? Difficult Finding Resources I In Ashland In the Rogue Valley Management Marketing Technical I� Clerical/Office Production I� 6 20. Does your executive, management or ownership team currently access locally-provided professional development resources? ❑ Yes ❑ No 1) If NO, why not? 2) If local professional development training or mentoring opportunities were available locally, how likely would your business utilize them? Very Likely 1 2 3 4 5 Very Unlikely Probe: 21.For what skill areas or services does your business hire consultant/professional services/contractors and where are they located? Ashland Rogue Outside the From Where? Outsourced/Contracted Valley Rogue,Valley Professional such as accounting, legal, financial, ��� medical, etc.) �J Management Sales ��F � J Marketing ClericaUOffice I�� ❑ Production Other: IF -o � 22.What are the main reasons you hire consultants/contractors from outside the region? 7 Physical Space and Infrastructure 23.Do you currently ❑ Own / ❑ Lease/❑ Rent the space you do business in? 24.In the next three years do you plan to: ❑ Own / ❑ Lease/ ❑ Rent the space you do business in? 25.Does your current business location provide adequate opportunities for future expansion? Yes ❑ No If NO, why not? If NO, where would you consider expanding... Within Ashland: Outside of Ashland: 26.If your business expands physically, what kind of space and facilities will you need? Building Needs IF ✓ Size/Sq. Footage Office Space I� Retail Space I� ' Manufacturing/Production Space Storage Loading Dock Delivery Access I� Truck Turnaround Parking I� Other: (� 8 27.In the next three years are you planning to expand or move your business.... • No • Yes: Expand: ❑ At current location in Ashland ❑ To another location in Ashland. Where? ❑ Some operations outside of Ashland. Where? What are the main reasons you would locate these elsewhere? Move: ❑ To another location within Ashland. Where? ❑ Out of Ashland. Where? What are the key factors for moving your business out of Ashland? 28. Rank the importance of the following systems and infrastructure to your business's existing and future success and rate the condition or adequacy of each. ji - — — - - - Importance Condition Comments Infrastructure (Ratel-5, 1=Very Important) orAdeouacy _(Rate 1-5, 1=Exceltent) Local street system Freeway access � ( I ____� Water quality& - _suI?PN Internet Access/Bandwidth Electric Utility Lpocal land use ermit rocess ;, Regional airport— Medford IF 11 Lnsocal�airport— Downtown Parking F ii Cell phone service Other: I� 9 Access to Capital 29. Over the past three years, on a scale of 1 to 3, how difficult has it been for your business to access capital, such as loan financing or credit, for financing.... a) existing operations and b) expansion ...And what have been the barriers to accessing funds in each case? 1= Not at all Difficult 2=Somewhat Difficult 3=Very Difficult Access to Capital fore _Difficul Barriers to Accessing Capital gist) a) Existing operations I� b) Business growth or expansion Other: 30.If access has been difficult (2 or 3), how has your business been impacted? 31.What specific government regulation, program, policy or tax significantly affects your business's ability to grow and/or be successful? i. Local ii. State iii. Federal 32.What regional information resources, organizations and agencies do you currently access for business assistance, development and training? 10 33. How important are the following resource conservation activities to your business? .....Would you like to learn more about these activities? Importance Want to Learn More Conservation Activities Rate 1-5, 1=Very Important) ✓ Energy conservation Renewable energy(solar, wind thermal, etc.) Water Conservation Recycling I _� Local purchasing of goods and services J Local food production Transportation fuel conservation 34.How can the City of Ashland, the Ashland Chamber of Commerce, SOU and other local and regional agencies and partners support and foster future local economic health? 35.In addition to the topics covered in this survey, what do you think is needed to make Ashland's economic future healthier? THANK YOU FOR YOUR TIME CITY OF XAND -AS H LAN D tt CITY OF -ASHLAND Council Communication Guidelines for Commission Expenditures and Sponsorship of Events Meeting Date: February 7, 2012 Primary Staff Contact: Lee Tuneberg Department: Administrative a ices E-Mail: tuneberl @ashland.or.us Secondary Dept.: Legal Secondary Contact: David Lohman Approval: Larry Patt Estimated Time: 20 Minutes Question: Will Council approve guidelines for expenditure and sponsorship recommendations from City commissions and committees? Staff Recommendation: Staff recommends Council approve guidelines for City commissions and committees on expenditures and sponsorship of events, activities, and programs in keeping with their goals and responsibilities consistent with the Ashland Municipal Code and City Charter. Background: The City has many permanent advisory commissions and committees that support the Council and provide recommendations in their designated topic areas. From time to time, individual commissions or committees may elect to or be requested to endorse or sponsor community programs, events or activities or undertake expenditures related to their purposes and charges from the Council. Current on-going commissions for which expenditure and sponsorship guidelines may be appropriate are shown in the table below: Airport Commission Housing Commission Conservation Commission Planning Commission Firewise Commission Public Arts Commission Forest Lands Commission Transportation Commission Historic Commission Tree Commission Expenditure and sponsorship guidelines for ad hoc City committees may also be appropriate. The following recent ad hoc committees were created by City Council for specific limited purposes and were slated to disband at the completion or conclusion of their charges: Economic Development Committee Ashland Water Advisory Committee AFN Advisory Committee Homelessness Steering Committee Public Safety Bond Committee Downtown Task Force In the discussion below, the term "commissions"refers to both City committees and City commissions. Budgets City commissions have no dedicated budgets of their own. Financial resources in support of their purpose, powers and duties may be available through the budgets of the City Department designated to Page 1 of 3 CITY OF -ASHLAND support them. Historically, City departmental budgets have typically included $750-$1,000 per commission to be spent on commissioner training (registration fees, travel allowances, etc.), administrative and operational expenses of the commission (meeting notices, mailings, background materials, etc.) and other small items. Most expenses are small and reoccurring, and typically have been handled informally through staff liaisons to the commissions, without a formal process for the commissions to submit expense requests to Department Heads. Over time, some programs developed or proposed by commissions have evolved into annual budgeted appropriations well beyond the initial $1,000 standard appropriation, with some commissions taking an active role in how the program funds are spent. A result of this evolution is a lack of clarity about authority for the expenditure of City funds, and lack of guidance to commissions on the expenditure request process. Endorsements & Sponsorships Because commissions are advisory to the Council and make recommendations rather than final decisions, commissions do not have the independent authority to endorse or sponsor a program, activity or event on their own. City endorsement is a formal, public announcement of support and can lend additional interest and exposure to a program, activity or event. City sponsorship indicates both a public endorsement and financial support for the program, activity or event. Similar to the expense request process, commissions currently have no formal guidance or criteria to assist them in responding to or initiating City endorsement or sponsorship requests. Draft Commission Operations Policy Both the commissions and the departments managing commissions' budgets would benefit from a clear process and approval criteria for Commission expense and sponsorship requests. Ashland Municipal Code (AMC) 2.10.100 details the availability of funds for commission expenses within Departmental budgets and includes a broad process directive should a commission "require additional funds". Additionally, AMC 2.10.090 clearly differentiates the advisory role of commissions and boards from the final decision making role of the City Council "on all city policies and the use of city resources". The attached policy document is intended to provide specific operational guidance and clear procedures for requesting approval of commission expenditures and City endorsement/sponsorship of programs, activities and events. Because expenditures occur through Department budgets, the approval process for an expenditure is drafted as an administrative process through the Department Head with an appeal process to Council, while endorsement or sponsorship requests relate to City policy and therefore are designed to go directly to Council for approval. Page 2 of 3 l`, CITY OF -ASHLAND Both processes require formal commission vote for the recommendation/request to move forward and include Staff Liaison/Dept Head involvement prior to Council to ensure that commissioners, staff and Council all are aware of the request and all decisions are a part of a permanent meeting record. Related City Policies: AMC 2.10.090—Council as Final Decision Maker AMC 2.10.100 - Budget, Compensation and Expenses AMC 2.30 - Uniform Administrative Appeals Process Council Options: Council may revise the guidelines as deemed appropriate or take no action. If Council approves a set of guidelines, as presented or as amended, they will be presented as a resolution for formal adoption at a subsequent Council meeting. Potential Motions: Move approval of the guidelines proposed by staff[as amended by Council discussion] and direct staff to prepare a resolution incorporating the approved guidelines for formal adoption at a future Council meeting. Attachments: Draft City Commissions/Committees Operations Guide AMC Chapter 2.10 Page 3 of 3 11FALAR Commissions & Committees Operations Guide In support of the Uniform Policies and Operating Procedures for Advisory Commissions and Boards (Ashland Municipal Code 2.10), the Commissions & Committees Operations Guide provides specific criteria and process for administrative activities of the City's appointed Advisory Commissions, Committees and Boards, with the exclusion of the Ashland Parks and Recreation Commission and the Ashland Hospital Board. I. City Endorsement or Sponsorship of Events/Programs As part of fulfilling their purposes and duties, commissions may propose or be requested by the public to support community programs, activities and events. Such endorsements and sponsorships indicate to the public approval by City government and must be issued with full consideration of their impact to the organization. Definitions Endorsement—A public expression of support for a program, activity or event. Sponsorship— Financial support for a program, activity or event conducted by others. Financial Support— Direct expense from approved City Departmental Budget for a program, activity or event conducted by others. Requests for City Endorsement To ensure that a City commission request for an endorsement is consistent with the purposeand duties of the requesting commission, as well as the intent of the City_` . Council, commission requests for City endorsement shall follow these procedures: A. A commission shall consider endorsement of programs, activities, or events through the motion and roll call vote process. As part of Commission deliberation and decision, the following findings shall be a necessary part of any recommendation to endorse a program, activity, or event: i. A statement of the relationship between the endorsement sought and the commission's purposes and duties. ii. A statement of the proposed involvement of commissioners, City staff or elected officials in the program, event or activity, if any. iii. A statement of the proposed use of the City endorsement (advertising, grant application, discounts/waivers/etc) B. The commission-approved recommendation for endorsement shall be forwarded to the City Council for this approval at the next available City Council meeting, as determined by the City Administrator. C. The City Council will consider the endorsement request using the commission powers and duties set forth in Chapter Two of the Ashland Municipal Code Page I of 3 and other supporting documentation from the requesting Commission, including but not limited to: i. Historical involvement of the City in the event, program or activity. ii. Expectations and role of the City commission embedded in the endorsement. iii. Relationship of the sponsorship request to the requesting commission's approved annual goals. iv. Relationship of the event, program or activity to other existing adopted/approved City Council goals, policies, projects or strategies. D. The decision of the City Council is final and shall be reported back to the commission through the appropriate Department Head or assigned designee at the next available commission meeting. Requests for City Sponsorship As defined above, a sponsorship request is an endorsement that also includes financial support from the City for the program, activity or event. Any such financial support necessarily must come from budgeted Departmental resources. Reductions and waivers of fees and charges established by Council resolution are not subject to these guidelines for approval of financial support and any requests for such waivers or reductions follow the procedures outlined in the adopting resolution. In addition to the endorsement request process outlined above, requests for City sponsorship shall also follow the Approval of Expenditures process provided below. ll. Approval of Expenditures City commissions and committees may be provided funding for commission related expenses that assist in meeting their stated purposes, powers and duties through City Departmental budgets, as defined in Ashland Municipal Code (AMC) 2.10.100. Department Heads are responsible for the management of Department budgets, including approval of expenditures in all line items appropriated by the Citizens' Budget Committee and the City Council. To ensure adequate management controls of Departmental budgets, the following expenditure request process shall be utilized by appointed City commissions and committees: A. By commission motion and roll call vote, approved recommendations/requests for expenditures of commission-related Departmental appropriations are forwarded to the appropriate Department Head for approval in advance of Page 2 of 3 incurring any liability (prior to expenditures or commitments from the commission for a pending expenditure). B. The Department Head, or approved designee, shall approve or disapprove the request and communicate back to the commission prior to or at the commission meeting subsequent to the formal request, or at the time of the commission request, if feasible. C. The commission may appeal the decision of the Department Head to City Council with the item placed on the next available Council agenda as determined by the City Administrator. D. For operational efficiency, the commission, with agreement from the appropriate Department Head or designee, may make annual expenditure recommendations/requests by category (dues, training/conference registration fees, travel, etc) or by maximum dollar amount (under $50, under $100, etc) rather than by individual request. E. Department Head approved expenses for commission endorsements/ sponsorships of programs, activities or events shall be reported through commission meeting minutes to provide notice and review by Council as part of commission minutes approval in a subsequent meeting. 111. Commission Funding Requests Consistent with AMC 2.10.100, funding for commission expenditures associated with their purposes, charge and duties may be specifically incorporated into our mental budgets. Requests for funding must be approved by the commission and forwarded to the appropriate Department Head through the commission Staff Liaison by the second commission meeting of the calendar year to be considered for inclusion in the overall Department budget request for the following fiscal year. Page 3 of 3 CITY OF -ASH LAN D 2.10 Uniform Policies and Operating Procedures for Advisory Commissions and Boards 2.10.005 Purpose Advisory commissions and boards (advisory bodies) require uniform rules, policies and operating procedures to assure maximum productivity and fairness for members and the public. Except where otherwise provided in this Code, the following policies and procedures govern all the City's commissions and boards, as well as ad ho entities. Nothing herein removes the requirement for compliance with more specific regulations and guidelines set forth by state statute, administrative rule, ordinance, or resolution specific to the advisory body. These rules do not apply to the elected Parks and Recreation Commission. (Ord 3003;2010) 2.10.010 Created or Established See individual Commission or Board Code Chapters codified between AMC 2.11 and AMC 2.25. (Ord 3003;2010) 2.10.015 Appointment See AMC 2.04.090.C. (Ord 3003;2010) 2.10.020 Terms, Term Limits and Vacancies All successors to original members of an advisory commission or board, shall have a three (3) year term, except as otherwise provided in the appointment order. Notwithstanding the three year limitation, Planning Commissioners shall serve four (4) year terms. All regular terms shall commence with appointment and shall expire on April 30 of the third year, unless otherwise provided in the appointment order. The appointing authority may stagger terms in the original appointment order as necessary. Members may serve three(3) terms on any single commission or board, after which time the Mayor and Council will give due consideration to other qualified candidates before making a reappointment. Any vacancy shall be filled by appointment by the Mayor, with confirmation by the City Council, for any unexpired portion of the term as provided in AMC 2.04.090.C. (Ord 3003;2010) 2.10.025 Meetings and Attendance Unless otherwise provided by law, the number of meetings related to business needs of an advisory commission, or boards may be set by the advisory body. All members are expected to attend all regularly scheduled meetings, study sessions and special meetings, when applicable. If a member will be absent from a meeting the member must notify the chair or the staff liaison at least two hours prior to the meeting. Any member who has two or more unexcused absences in a six month period [i.e. January 1—June 30 or July 1 - December 31] shall be considered inactive and the position vacant. Further any member not attending a minimum of two-thirds (2/3) of all scheduled meetings (inclusive of study sessions and special meetings) shall be considered inactive and the position vacant. Attendance shall be reviewed by the commission or board during the regularly scheduled meetings in January and July, with a report sent to the Mayor and City Council advising of the need for appointment or re-appointment, if necessary. (Ord 3003;2010) 2.10.030 Removal See AMC 2.04.090.F. (Ord 3002;2010) 2.10.035 Public Meeting Law All meetings of advisory commissions and boards are subject to strict compliance with public meeting laws of the State of Oregon. Notwithstanding notice requirements under Oregon law, advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to a newspaper with general local circulation and posted on the city' s website. In the case of emergency or when a state of emergency has been declared, notice appropriate to the circumstances shall be provided and reasons justifying the lack of 36-hour notice shall be included in the minutes of such meeting. (Ord 3003;2010) 2.10.040 Quorum and Effect of Lack Thereof Unless otherwise ordained, a meeting quorum shall consist of more than one-half of the total number of authorized members of the body, including any vacant positions. Non-voting ex officio members, staff and liaisons do not count toward the quorum. A majority of the quorum is necessary to adopt any motion. Members need not be physically present at a meeting if another means of attendance (e.g. telephonic, internet etc.) has been established by the membership and public meetings law requirements are met. If there is no quorum for a meeting, no official business shall be conducted and all matters advertised shall automatically be continued to the next regularly scheduled meeting. (Ord 3003,2010; Ord 3050, 2011) 2.10.045 Council Liaisons See AMC 2.04.100. (Ord 3003;2010) 2.10.050 Election of Officers, Secretary and Subcommittees At its first meeting of the year the advisory commission or board shall elect a chair and a vice chair who shall hold office at the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an officer for more than two consecutive terms. Without the need for an appointment, the head of the City Department staffing the commission, committee or board shall be the Secretary and shall be responsible for keeping an accurate record of all proceedings. The Department head may delegate such tasks to a staff liaison. Subcommittees may be formed for the purpose of gathering information and forming a recommendation to be brought forward to the full advisory body. Provided however, only the full body can make recommendations to the City Council. Subcommittees must comply fully with the requirements of Oregon Public Meetings law. (Ord 3003;2010) 2.10.055 Role of Staff At least one staff person is assigned to work with each advisory commission or board. The staff liaison provides professional guidance, continuity, and insight into City policy and attends all regular and special meetings and workshops. The staff liaison supports the group as a whole and shall not do work at the request of individual members. Each staff liaison has a limited amount of time to devote to the group. If additional staff time is needed the request should be made to the City Administrator or appropriate Department Head. (Ord 3003;2010) 2.10.060 Agendas and Minutes The chair or staff liaison will be responsible for the agenda of all meetings of advisory commissions and boards. A member or staff liaison will be responsible for taking minutes. Agendas and minutes will be posted on the city's web site. Members are encouraged to access those documents from the web site. Staff will email or mail documents to members upon request. The Council Liaison shall periodically be given the opportunity to report to the commission or board. (Ord 3003;2010) 2.10.065 Goals Advisory commissions and boards are encouraged to establish annual goals and action items that reflect the body' s charge as stated in the specific commission ordinance. Advisory bodies are expected to suggest, support and advance Council goals and are encouraged to look for ways within their own unique responsibilities to do so. (Ord 3003;2010) 2.10.070 Rules and Regulations The advisory commission or board may make such rules and regulations as are necessary for its governance, including the conduct of meetings, when not inconsistent with Ashland City Charter, Ashland Municipal Code or Oregon law. These rules may be less formal than Roberts Rules of Order. In the event of conflicts that cannot be resolved less formally, Roberts Rules of Order shall be used as the standard for meeting rules and procedures. Failure to strictly follow Roberts Rules of Order shall not be cause to void or otherwise disturb a decision or action. The body will strive to be clear in its proceedings. (Ord 3003;2010) 2.10.080 Code of Ethics The City of Ashland is committed to the highest ethical standards for its public officials. To ensure public confidence, all members of advisory commissions and boards must be independent, impartial, responsible and not use their position for personal gain or to benefit or harm others. Advisory commissions and boards shall operate in the general public interest serving the community as a whole and shall serve no special interests. Advisory commission and board members shall not endorse in their official capacity any commercial product or enterprise. Members should be aware the criminal codes, ethics and conflict of interest laws set forth in state statutes and city ordinances, including but not limited to the State of Oregon Criminal Code, ORS 244 and in AMC Chapter 3.08. (Ord 3003;2010) 2.10.085 Deliberation It is the duty of the chair or presiding officer to ensure that each member has the opportunity to speak. Members speak only for themselves and shall be open, direct and candid. Members shall strive to deliberate to a decision and shall rely upon the chair to keep the discussion moving. No member shall speak more than once until every member choosing to speak shall have spoken or waived their right to do so. No member shall speak more than twice on the same motion without leave of the presiding officer. (Ord 3003;2010) 2.10.090 Council as Final Decision Maker. With the exception of certain delegated quasi-judicial actions, most advisory commissions and boards do not make final decisions subject to appeal but rather make recommendations to, or act in an advisory capacity to the council. The City Council is the final decision-maker on all city policies and the use of city resources. (Ord 3003;2010) 2.10.095 Gifts Subject to the acceptance of the City Council, an advisory body may receive gifts, bequests or devises of property in the name of the City to carry out any of the purposes of the advisory commission or board, which funds, if required by the terms of the gift, bequest or devise, shall be segregated from other funds for use with the approval of the City Council. (Ord 3003;2010) 2.10.100 Budget, Compensation and Expenses Money is set aside in department budgets for Commission and Board expenses. Should an advisory body require additional funds, requests should be submitted to the department head through the staff liaison. Regular members of the advisory commissions and boards shall receive no compensation for services rendered. Members must receive permission and instructions from the staff liaison in order to be reimbursed for training or conferences and associated travel expenses related to official business. (Ord 3003;2010) 2.10.105 Reports Advisory commissions and boards shall submit copies of its minutes to the city council and shall prepare and submit such reports as from time to time may be requested by the Mayor and City Council. Unless otherwise expressly provide in the Ashland Municipal Code or State Law, all reports or recommendations of City advisory bodies committee shall be considered advisory in nature and shall not be binding on the mayor or city council. (Ord 3003;2010) 2.10.110 Lobbying and Representing the City Members shall only represent the opinion or position of the advisory body if specifically authorized by the full membership at a duly advertised meeting. Unless specifically directed by the City Council to state the city's official position on federal, state or county legislative matters, no lobbying before other elected bodies or committees will be undertaken by members of advisory commissions and boards. An individual member is free to voice a position on any issue as long as it is made clear that the speaker is not speaking as a representative of the city or as a member of an advisory commission or board. Advisory body members are prohibited from engaging in political activity in accordance with ORS 260.432. (Ord 3003;2010) CITY OF -ASHLAND Council Communication Quarterly Financial Report — October through December 2011 Meeting Date: Feb ruary 7, 2012 Primary Staff Contact: Lee Tuneberg Department: Administrative S rvices E-Mail: tuneberl @ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: Larry Patter Estimated Time: 15 Minutes Question: Does Council have any question about the quarterly financial report as presented? Staff Recommendation: Staff recommends Council accept the quarterly report as presented. Background: The Administrative Services Department submits reports to Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. Information can be provided in differing formats and timetables at Council's request. This report includes the first six months of the fiscal year and will be the basis for projecting revenues, expenses and ending fund balances for the year and beginning budget discussions with the Budget Committee. The reports are intended to present information in formats consistent with the department, fund and business activity presentations included in the adopted FY 2011-2012 budget document and the manner in which they will be shown in the end of year report. Unaudited, detailed balance sheets, revenues and expenditure reports are available for your review in the Administrative Service Department office. Overview The cash balances of the City remain higher than the prior year at $30,442,658 (19.9% or$5.0 million above one year ago). Approximately 60% or$18.8 million is unrestricted. This is $4.2 million better than the prior year's unrestricted balance of$14.6 million (58%of the total). Many factors contribute to this increase in cash. The primary reason is borrowing $3 million for Fire Station #2 with only a small portion expended to date. Other contributors to the increase in cash are property tax receipts, utility collections and Food & Beverage tax receipts being ahead of the prior year at this same point in time. Approximately, $5.7 million in SDCs, and $2.8 million in reserves for debt and $2.2 million in other restrictions like bond proceeds are included in the $11.6 million in restricted cash & investments. Page 1 of 2 ��, CITY OF ASHLAND Total Ending Fund Balance at the half-year mark is $31 million, about $5.3 million more than the prior year and $13.8 million more than budgeted. This is directly attributable to reductions in operational and capital improvement expenditures and increases in borrowing, utility and tax rates. However, this is also the high point of property tax revenues received, but unspent, and these proceeds will diminish through the remainder of the year. As Fire Station #2 construction and SDC applicable projects progress, the cash balances held in reserve will also diminish. Due to these, fund and cash balances in the General, Capital Improvements, Debt Service and Parks funds will decrease for the next six months. Related City Policies: City of Ashland Financial Management Policies, Budget Document Appendix Council Options: Council may accept this report as presented, recommend modifications as discussed or defer acceptance (takes no action) awaiting further information or clarification. Potential Motions: A. Council moves to accept the financial report as presented. B. Council moves to accept the report as modified by discussion. C. Council takes no action pending further information or clarification. Attachments: Attached is the City of Ashland financial report for the period ended December 31, 2011. This report includes: 1. Financial Narrative 2. Summary of Cash and Investments as of December 31 for the last two years 3. Statement of Revenues and Expenditures—City Wide 4. Schedule of Budgetary Compliance per Resolution 42011-18, amended. 5. Schedule(s) of Resources, Requirements, and Changes in Fund Balance— All Funds The numbers presented are unaudited and unadjusted. Page 2 of 2 CITY OF ASHLAND Financial Narrative Summary of Cash and Investments provides an understanding of changes in the City's cash position across funds and investment types. The citywide cash balance has increased $5,047,159 between fiscal years at the end of the second quarter to $30,442,658, primarily from the Fire Station 2 bond proceeds. Citywide cash balance has increased by $7,296,121 in the first half of FY2011-2012, and increased by $3,636,878 in first half of FY 2010-2011. Second Quarter Cash Balance Comparisons $37,500,000 $30,442,658 $30,000,000 L 46,537 $25,395,499 $22,216,629 $21,758,621 $19,389,300 $22,500,000 31.5%Cash o 16.7%Cash 1!71$15,000,000 Balance Balance Increase of Increase of$7,500,000 $7,296,120 $3 636 878 $0 1213112011 71112011 1213112010 71112010 1213112009 71112009 Major changes in cash balances for the first half of this fiscal year are in the General Fund, Reserve Fund, Capital Improvements Fund, and the Water & Wastewater Funds. The General Fund increase is from the November property taxes. The Reserve Fund received transfers of $499,000. The Capital Improvements fund has the fire station bond proceeds. The Water and Wastewater Funds increased as a result of rate increases. The Electric fund rate increase was effective toward the end of the second quarter; therefore the rate increase did not have a significant effect on the cash balance. The distribution of cash and investment balances shows that the increase in cash between the FY ends has been invested in the Local Government Investment Pool. Statement of Revenues and Expenditures — Citywide is similar to presentations in the annual financial report. It is intended to provide the reader an overall sense of the City's financial activity for the periods covered and the fund balances at the end of those periods. Revenue and operating expenses citywide resulted in an excess of revenue over operating expenditures of $6,307,728 for the first two quarters of the current fiscal year as compared to $4,359,502 this time last year. The 4.5% increase in revenue is primarily the grant revenue in the Street Fund and tax revenue in the Debt Service Fund. Operating expenditure changes include a 3% increase in personal services, a 2% decrease in materials and services, and 18% decrease in debt service. Debt service decreases resulted from refinancing the DEQ loan, the payoff of the CDES building loan and the maturing of other property notes. Page 1 of 7 IF&A Budgetary resources and requirements citywide resulted in the excess of budgetary resources over requirements of $3,060,434 for the first two quarters of the current fiscal year as compared to $324,400 this time last year. The $3,317,079 increase in resources is primarily from the Fire Station 2 bond issue, an Interfund loan payment, and increased operating transfers. The $581,045 increase in requirements is from the payment of the Interfund loans and operating transfers. The Interfund loan is a partial repayment of $208,000 from the Capital Improvements Fund to the Equipment Fund. The following transfers were made during the first two quarters of this year: $349,000 from Parks to the Reserve Fund, $150,000 from the General Fund to the Reserve Fund, $500 from the General Fund to the Cemetery Trust, $2,457 from the Cemetery Trust to the General Fund for interest earned, and $29,517 from the Capital Improvements fund to the Debt Service Fund for payments on property notes. Unappropriated Ending Fund Balance (EFB) is budgeted to be $17,112,922 at the end of the current fiscal year. The budgeted EFB for the end of last fiscal year was $17,416,070. The EFB at the end of the second quarter of the current fiscal year is $30,960,027 and the EFB at this time last year was $25,681,618. The changes between EFB's between fiscal years 'are the same reason as stated in the changes in cash balances and in changes in revenues and expenditures citywide. Total revenue and budgetary resources exceed operating expenditures and requirements which results in a $7,337,675 increase to Unappropriated Ending Fund Balance. This increase is a $11.5 million positive variance compared to budget. The large variance will be reduced by June 30, 2012, as the fire station is completed, and the timing of expenses offset the November property tax receipts. Changes in Ending Fund Balance $34,000,000 $30,960,027 $31,000,000 $28,000,000 $23,622,352 $25,681,618 $22,514,263 $25,000,000 $22,307,271 $19,935,262 $22,000,000 31%EFB $19,000,000 Increase of 15%EFB Increase of 13°/0 EFB $16,000,000 $7,371,292 $3,374,347 Increase of $13,000,000 $2,579,001 $10,000,000 1213112011 71112011 12/3112010 71112010 1213112009 71112009 Schedule of Budgetary Compliance is intended to present expenditures on a budget basis by fund, consistent with the resolution adopting appropriation levels for the year. All appropriations are as adopted, except the appropriations effected by Resolution No. 2011-33. This resolution allowed for the appropriation transfer of $243,000. An appropriation transfer was made to transfer $93,000 from the General Fund Contingency to restore the Police and Firefighter positions that were eliminated in December 2008, and for an operating transfer from the General Fund to the Reserve Fund in the amount of$150,000 to recognize and reserve excess Ending Fund Balance. Page 2 of 7 Total revenue and budgetary resources are 53% of the annual budget at the end of the second quarter of the current fiscal year, and total operating expenditures and requirements are 40% with personal services at 48%, materials and services at 47%, debt service at 45%, capital outlay at 14%, and budgetary requirements at 27%. Capital projects are budgeted to be 33% higher than the previous fiscal year. As of the end of the second quarter of the current fiscal year, capital outlay is $720,932 higher than the same time last year. Citywide Contingency is unused at $1,683,000. Highlights of Selected Revenue and Capital Expenditures Tax Revenue makes up about 30% of the citywide revenue budgeted. The citywide tax revenue increased 3.5% or $431,148 over last year at the end of the second quarter. Property Taxes increased by 7%. The tax rate levy changed from the prior year. The general fund tax rate dropped from 1.9455 to 1.9295 per thousand, the rates for the bonds increased from 0.3903 to 0.5103 per thousand and the rate for Parks remained at 2.0928 per thousand. Property Taxes $8,000,000 $4,000,000 YTD 2012 YTD 2011 •Debt Serive Fund 11 $875,848 $349,139 •Parks&Rec $3,808,105 $3,625,473 ■General Fund $3,861,083 $3,994,628 Food and Beverage Taxes recorded in the second quarter of this fiscal year are up by 6% from this same time last year. Second quarter results for this revenue are still preliminary. F&B Taxes budgeted for the current fiscal year (2011-12) are $2,202,000 and were $2,115,000 for previous fiscal year FY 2010-11. F&B tax revenue is 33% of budget in the second quarter of this year, and was 32% of budget this time last year. F&B tax revenue for the entire year of 2010-11 increased by 2% at $2,021,847 over the previous fiscal year 2009-10 at $1,979,759. Food & Beverage Tax Revenue $600,000 xzz $400,000 $200,000 YTD 2012 YTD 2011 ❑Central Services Fund $25,455 $20,584 ■Capital Improvement Fund $139,450 $131,733 ■Wastewater Fund $557,798 $526,930 Page 3 of 7 TOT Tax revenue recorded for the second quarter of this year is $899,651 and has declined by 3.7% from this time last year. TOT tax at the end of the second quarter last year was $933,087. TOT tax revenue is 48% of budget in the second quarter of this year, and was 52% of budget this time last year. Second quarter results for this revenue are still preliminary. Budgeted TOT taxes for FY 2011-2012 is $1,884,600 and it was budgeted at 1,800,000 in FY 2010-2011. Utility Revenue from rates makes up about 55% of the citywide revenue. Utility revenue increased .3.7% or $413,771 between fiscal years at the end of the second quarter. Electric sales in dollars and units held steady. Water sales in dollars are up 8.9% even though units of water sold are 5% less. Wastewater sales revenue is up 5.8% and AFN is up 10.7%. Electric rates increased 4% at the end of the second quarter of this fiscal year. Water rates increase 10% in the fourth quarter of FY 2011. Wastewater rates increased 6% in the fourth quarter of FY 2011. Utility Revenue - YTD Comparison $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 I Electric Water Wastewater AFN ®YTD 12/2011 $5,774,609 $2,870,714 $1,836,708 $1,025,099 DYTD 12/2010 $5,796,384 $2,635,622 $1,735,480 $925,873 Personal Services Expenditures year-to-date at the end of the second quarter of this fiscal year is $11,736,537 as compared to $11,391,122 for the same period last year. The $345,415 increase or 3% relates to fewer open positions and increased costs for wages and benefits. Materials & Services Expenditures year-to-date at the end of the second quarter of this fiscal year is $14,689,859 as compared to $15,020,427 for the same period last year. The $330,568 decrease or 2.25% represents a variety of cost variations netting total expenses. Capital Outlay Expenditures year-to-date at the end of the second quarter of this fiscal year is $2,030,487 as compared to $1,309,555 for the same period last year. The allocations of capital outlay are shown in the following chart. Page 4 of 7 Capital Outlay Parks&Rec, $34,201 Police, $37,475, Equipment 1.68% 1.85% $683,517 Streets, $587,449 33.66% 28.93% CIP Open Space $45,233 2.23% AFN, $68,744 3.39% CIP Public Works, $139,750 6.88% Electric, $226,067 Wastewater, Water, $156,607 11.13% $51,444,2.53% 7.71% Capital Outlay Expenditures (Continued). Capital expenditures for the Police Department were for architectural services for the Grove. Street Fund capital expenditures were for street projects, such as Jefferson Avenue, Laurel Street, Hersey realignment, street slurry seal, and the Belleview pathway. Capital expenditures in CIP Open Space were for Clay Street improvements and irrigation. Capital expenditures for CIP public works were for Fire Station No. 2 bond sale, the airport improvements, and painting the community center. The Water Fund capital expenditures included Hosler dam spill gate paint & repairs and SDC projects. Wastewater costs were for 10% of the filters, and the Ashland Creek project. The Electric Fund expended capital on internal projects such as transformers, poles and line upgrades. The AFN capital expenditures were for the City's network and server. The Equipment Fund capital expenditures were primarily for the new ambulance for the fire department, new software for Utility Billing, and Wastewater filters. Highlights of Selected Funds Activity Debt Service Fund. Revenue to date in the Debt Service Fund is $339,756 more than debt service payments made so far. Last year at the end of the second quarter, the revenues over debt service payments were $221,835. Property tax revenue in the debt service fund at the end of second quarter of this year is $875,848 compared to $349,139 last year. Budgeted tax revenue for this fiscal year is 989,750 and last year was $406,655. The increase in property taxes this year is due to the new tax levy for the Fire Station 2. Technology fee revenue for the first six months of this year from other funds is $581,650 and this time last year it was $1,050,000. The difference primarily resulted from the $273,700 of the AFN debt burden being shifted from the General Fund to the Debt Service Fund, and the IT department paying the entire $700,000 fee in the first two quarters of the last fiscal year along with other changes in the fee schedule such as $289,000 of the technology fee shifted from IT to Electric. Electric Fund. Revenue to date in the Electric Fund held steady between the YTD totals at the end of the second quarters. Expenditures are up $213,647 (3.4%) over this same time last year resulting in a larger reduction in fund balance at the end of the Page 5 of 7 second quarter of $202,516 over the second quarter of the prior year. Total power cost declined 133,161 (4%), Personal services has increased' 93,457 (9%), materials & services decreased $16,882 (8%), internal charges and franchise tax has increased $12,221 (>1%), Internal fees paid to the Debt Service Fund for the technology debt are budgeted to be $541,300 this year and $45,108 has been paid thus far in this fiscal year. Water Fund. Revenue to date in the Water Fund is up $279,423 (10%) at the end of the second quarter. Personal services has declined $65,811 (10%), materials & services has increased $32,360 (11%), internal charges and franchise tax has declined $62,292 (7.6%), debt service increased $6,069 (>1%). With the changes in non- operating items such as a conservation, forest interface, and capital outlay, the increase in fund balance at the end of the second quarter is $405,410 as compared to a decrease of $18,962 in the prior year. Wastewater Fund. Wastewater rates revenue is up $101,228 (5.8%) and expenditures remained consistent between the YTD's at the end of the second quarter. Total expenditures other than debt service are down by $20,420 (1%) between years. Debt Service payments on the DEQ loan for the second quarter of the current year is $250,950. Last year $529,346 had been paid by the end of the second quarter. The decline in debt service in the second quarter of the current year was offset by the $324,400 of financing in the second quarter of the prior year, resulting in a larger increase in fund balance at the end of the second quarter of this year in the amount of $306,026 (45.7% larger than the prior year). Food & Beverage tax revenue of $557,798 used for the DEQ debt service is $306,848 more than the debt service paid at the end of the second quarter of this year, and the Food & Beverage tax revenue last year of $526,960 was $2,416 less than the debt service payment. Food & Beverage tax revenue is budgeted to exceed the DEQ debt service by $57,427 this year and the actual Food & Beverage revenue was less than the actual DEQ debt service last year by $327,338. Telecommunications Fund. Revenue to date in the Telecommunications Fund is up $88,826 (9.5%) at the end of the second quarter from the prior year. Personal services and material service are down $78,495 (9.7%) at the end of the second quarter from the prior year. Transfer to debt service payment for the technology debt in the amount of $209,000 is less by $491,000 at the end of the second quarter from the prior year. However the full annual payment had been made in the first half of last year in the amount of$700,000, and this year approximately half has been paid. Another $200,000 is scheduled for a total of$409,000 to be paid this year. Street Fund. Intergovernmental grants have been received as of the end of the second quarter of this fiscal year, and capital improvements using the grant money remains to be completed resulting in an increase of$535,845 in the ending fund balance at the end of the second quarter of this fiscal year. Central Services Fund. Internal services revenue is up at the end of the second quarter this year over last year by $82,447 (3%). The Administration Department costs are down by $84,341 (12%), the IT - Computer Services Division costs are down by $43,022 (7%), the Administrative Services Department costs are down by $104,860 Page 6 of 7 OW (12%), the City Recorders cost are held steady with less than 1% increase, and the Public Works Administration and Engineering costs are up by $89,675 (14.5%) over this same time last year resulting in $209,861 increase in the ending fund balance at the end of the second quarter of this fiscal year. Unaudited, detailed balance sheets, revenue and expenditure reports, and fund statements are available for your review in the Administrative Services Department office at City Hall should you require any additional information. Page 7 of 7 City of Ashland Summary of Cash and Investments December 31, 2011 Balance Balance Change From Fund December 31,2011 December 31,2010 FY 2011 General Fund S 4,451,142 S 4,607,583 S (156,441) Community Block Grant Fund (1,605) 31,147 (32,752) Reserve Fund 1,011,129 149,056 862,073 Street Fund 2,333,420 2,606.634 (273,214) Airport Fund 74,785 36,776 38,009 Capital Improvements Fund 5,183,745 2462,913 2,720,832 Debt Service Fund 1,161,464 978.131 183,333 Water Fund 2,256.434 1,477,580 778.854 Wastewater Fund 3,385,352 3,548,117 (162,765) Electric Fund 1,500,434 1,255,190 245,244 Telecommunications Fund 374,222 80,890 293,332 Central Services Fund 906,621 395,139 511,482 Insurance Services Fund 833.740 885,636 (51,887) Equipment Fund 1,861,271 2,146.150 (284,879) Cemetery Trust Fund 851,321 821,979 29,342 S 26,183,484 S 21,482,921 S 4,700,563 Parks 8 Recreation Agency Fund 4.259,174 3,912,578 346,596 4,259,174 3.912,578 346,596 . Total Cash Distribution S .30,442,658 $ 25,395,499 S 5,047,159 - Manner of Investment General Banking Accounts S 502,273 303,169 S 199,104 Local Government Inv.Pool 28,940,384 20.029,500 8,910,884 City Investments 1,000,000 5,062,829 (4,062,829) Total Cash and Investments $ 30,442,658 $ 25,395,499 $ 5,047,159 Dollar Distribution Cash Balance Distribution Pans a d Cenvai Service:. 1e11u4wn FUnds SDCs, claims& Inamanceand 14% Eouvv n aMs 4l oeer teen $5.709,170. Judgments, 12% �— cii m ,� 19% 3400.000,1% lms1, $852,351 49% 3% 2,7 Rese , 32,794p94,9% . .) > 5 11,1 0,790 tle�?t .dam 60% Omer Reserved, $2,217425,7% Bnne.Ty Asset FOderted Furls TOT Todnsm $129,510,1% 25% 100,563,0% MW12 7Fn4va ngmnW mao,7 1 City of Ashland Statement of Revenues and Expenditures - City Wide For the sixth month ended December 31, 2011 Fiscal Year 2012 Percent Fiscal Year 2011 Year-To-Date Fiscal Year 2012 Collected l Year-To-Date Resource Summary Actuals Adopted Expended Balance Actuals Revenues Taxes $ 12,762,575 'S 19,433,650 65.7% S (6,671,075) S 12,331,427 Licenses and Permits 359,697 482,750 74.5% (123,053) 254,450 Intergovernmental Revenues t 972,067 5,972,025 33.0% (3,999,958) 1,008,617 Charges for Services-Rate&Internal 18.846,680 37,552,541 50.2% (18,705,861) 18,915,240 Charges for Services-Misc.Service fees 365,860 437,181 83.7% (71,321) 242,726 System Development Charges - 129,532 202,000 64.1% (72,468) 158,747 Fines and Forfeitures 91,445 165.000 55.4% (73,555) 84,645 Assessment Payments 7,412 5,000 148.2% 2,412 10,873 Interest on Investments 73,184 257,200 28.5% (184,016) 131,313 Miscellaneous Revenues 259,470 484,602 53.5% (225,132) 242,803 Total Revenues 34,867,921 64,991,949 53.6% (30,124,027) 33,380,843 Budgetary Resources: Other Financing Sources 3,060,434 7,437,200 41.2% (4,376,766) 324,4M Interfund Loans 208,000 408,000 51.C% (200,000) - Transfers In 531,474 491,482 108.1% 39,992 158,429 Total Budgetary Resources 3,799,908 8,336,682 45.6% (4,536,774) 482,829 Total Resources 38,667,829 73,328,631 52.7% (34,660,801) 33,863,672 Requirements by Classification Personal Services 11,736,537 24,437,430 48.0% 12,700,893 11,391,122 Materials and Services 14,689,859 31,304,307 46.9% 16,614,448 15,020,427 Debt Service 2,133797 4,695,628 45.4% 2,561,831 2,609.792 Total Operating Expenditures 28,560,193 60,437,365 47,3% 317877,172 29,021,341 Capital Construction Capital Outlay 2,030,487 14,286,760 14.2% 12,256,273 1,309,555 Intedund Loans 208,000 408,000 51.0% 200,000 - Transfers Out 531,474 641.482 82.9% 110,008 158,425 Contingencies 1,683,000 0.0% 1,683,000 Total Budgetary Requirements 739,474 2.732.482 27.1% 1,993,008 158.429 Total Requirements 31,330,154 77,456,607 40.4% 46,126,453 30,489,325 Excess(Deficiency)of Resources over Requirements 7,337,675 (4,127,976) 277.8% 11465,651 3,374,347 Working Capital Carryover 23,622,352 21,240,898 111.2% 2,381,454 22,307,271 Unappropriated Ending Fund Balance S 30,960,027 5 17,112,922 180.9% 5 13,847,105 S 25,681,618 o.C«fill}inma Prym,p, auaa 2 City of Ashland Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolution #2011-33 For the sixth month ended December 31, 2011 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Adopted Used Balance General Fund Administration $ 47.399 S 258.829 18.3% S 211.430 Administration-Library 182,893 376,720 48.5% 193,827 Administration-Municipal Court 222,272 452,123 49.2% 229,851 Administrative Services-Social Services Grants 118,856 122,710 96.9% 3,854 Administrative Services-Economic&Cultural Grants 400,713 626,078 64.0% 225,365 Administrative Services-Miscellaneous 36.850 127,546 28.9% 90,696 Administrative Services-Band 33,756 58,500 57.7% 24,744 Police Department 2,791.514 5,563,481 50.2% 2,771,967 Fire and Rescue Department 2,808,910 5,528,533 50.8% 2,719,623 Public Works-Cemetery Division 166.813 321,125 51.9% 154,312 Community Development-Planning Division 536.629 1,153,310 46.5% 616,681 Community Development-Building Division 300,821 612.533 49.1% 311,712 Transfers 150,500 150,500 100.0% - Contingency - 257,000 0.0% 257,000 Total General Fund 7,797,925 15,608,988 50.0% 7,811,063 Community Development Block Grant Fund Personal Services 38,631 44,300 87.2% 5.669 Materials and Services 145,583 221,845 65.6% 76,262 Total Community Development Grant Fund 184.214 266,145 69.2% 81,931 Street Fund Public Works-Street Operations 1,348,400 5.040,020 26.8% 3,691,620 Public Works-Storm Water Operations 265,092 713,551 37.2% 448,459 Public Works-Transportation SDC's 205.881 401,110 51.3% 195,229 Public Works-Storm Water SDC's - 146,850 0.0% 146,850 Public Works-Local improvement Districts 360 391,140 0.1% 390,780 Contingency - 100,000 0.0% 100,000 Total Street Fund 1,819,733 6,792,671 26.8% 4,972,938 Airport Fund Materials and Services 25,363 64,950 39.1% 39,587 Debt Service 19,268 43,536 44.3% 24,268 Contingency - 5,000 0.0% 5,000 Total Airport Fund 44,631 113,486 39.3% 68.855 6.Oec FY,2 F...Rem,iv 211.W2 3 Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolution #2011-33 For the sixth month ended December 31, 2011 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Adopted Used Balance Capital Improvements Fund PublicWorks-Facilities 431,109 4,269,180 10.1% 3,838,071 Administrative Services-SDC(Parks) - 121,350 0.0% 121,350 Administrative Services-Open Space(Parks) 45,233 1,785,650 2.5% 1,740,417 Transfers 29,517 121,982 24.2% 92,465 Other Financing Uses(Interfund Loan) 208,000 208.000 100.0% - Contingency - 50,000 0.0% 50,000 Total Capital Improvements Fund 713.858 6,556„162 10.9% 5,842.304 Debt Service Fund Debt Service 1,194,688 2,248,574 53.1% 1,053,886 Total Debt Service Fund 1,194,688 2.248.574 53.1% 1,053,886 Water Fund Electric-Conservation - 78,179 171,526 45.6% 93,347 Public Works-Forest Lands Management Division 220,370 1,843,458 12.0% 1,623,088 Public Works-Water Supply 207,614 620.922 33.5% 413,108 Public Works-Water Treatment 474,947 1,056,289 45.0% 581,342 Public Works-Water Division 1,078,968 2,347,519 46.0% 1,268,551 Public Works-Reimbursement SDC's 370 110,000 0.3% 109,630 Public Works-Improvement SDC's 34,641 250,000 13.9% 215,359 Public Works-Debt SDC's 113,129 124,860 9H% 11.731 Debt Service 518,269 560.298 92.5% 42,029 Other Financing Uses(Interfund Loan) - 200,000 0.0% 200,000 Contingency - 194,000 0.0% 194,000 Total Water Fund 2,726,688 7,478,872 36.5% 4,752,184 Wastewater Fund Public Works-Wastewater Collection 859.936 1.937,482 44.4% 1,077,546 Public Works-Wastewater Treatment 945,188 2,478,433 38A% 1,533,245 Public Works-Reimbursements SDC's 1,110 21,250 5.2% 20,140 Public Works-Improvements SDC's 82,148 351,912 23.3% 269,764 Debt Service 250,950 1,670,573 15.0% 1,419,623 Contingency - 160,000 0.0% 160,000 Total Wastewater Fund 2.139.333 6.619,650 32.3% 4,480,317 Electric Fund Electric-Conservation Division 346,720 509,841 68.0% 163,121 Electric-Supply 2,902,310 7,095,300 40.9% 4,192,990 Electric-Distribution 2,843,431 6,164,617 46.1% 3,321,186 Electric-Transmission 438,630 953,000 46.0% 514,370 Debt Service 23,207 24,565 0.0% 1,358 Contingency - 425,000 0.0% 425,000 Total Electric Fund 6,554,298 15,172,323 43.2% 8,618,025 6.Oa FY12F.y Wypl,lu 2ncvi2 4 Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolution #2011-33 For the sixth month ended Oecember 31, 2011 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Adopted Used Balance Telecommunications Fund IT-Internet Personal Services 306,761 670,620 45.7% 363,859 IT-Internet Materials 8 Services 417,781 856,959 48.8% 439,178 IT-Internet Capital Outlay 34,740 140,640 24.7% 105,900 Debt-To Debt Service Fund" 209,000 409.000 51.1% 200.000 Contingency - 100,000 0.0% 100,000 Total-Telecommunications Fund 968,282 2,177,219 44.5% 1,208,937 Note:In Internet appropriation Central Services Fund Administration Department 611,324 1,364,801 44.8% 753,477 IT-Computer Services Division 551,651 1,188,042 46.4% 636,391 Administrative Services Department 735,873 1,736,601 42.4% 1,000,728 City Recorder 151,406 310,756 48.7% 159,350 Public Works-Administration and Engineering 705,539 1,390,453 50.7% 684,914 Contingency - 145,000 0.0% 145.000 Total Central Services Fund 2,755,793 6,135,653 44.9% 3,379,860 Insurance Services Fund Personal Services 39,849 79,580 50.1% 39,731 Materials and Services 412.913 676,500 61.0% 263,587 Contingency 150,000 0.0% 150,000 Total Insurance Services Fund 452,762 906,080 50.0% 453,318 Equipment Fund Public Works-Maintenance 484,058 988,614 49.0% 504,556 Public Works-Purchasing and Acquisition 683,517 800,000 85.4% 116,483 Contingency - 47,000 0.0% 47,000 Total Equipment Fund 1,167,575 1,835,614 63.6% 668,039 Cemetery Trust Fund . Transfers 2.457 20,000 12.3% 17,543 Total Cemetery Trust Fund 2,457 20,000 12.3% 17,543 9.CaL 12 F.-I Rp.du 5 v;wi Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolution #2011-33 For the sixth month ended December 31, 2011 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent • Actuals Adopted Used Balance Parks and Recreation Fund Parks Division 1,673,470 3,500,240 47.8% 1,826,770 Recreation Division- 556,946 1,103,040 50.5% 546,094 Golf Division 196,799 432,890 45.5% 236,091 Transfers 349,000 349,000 100.0% - Contingency - 50,000 0.0% 50,000 Total Parks and Recreation.Fund 2,776,215 5,435,170 51.1% 2,658,955 Youth Activities Levy Fund Materials and Services - 20,000 0.0% 20,000 Total Youth Activities Levy Fund - 20,000 0.0% 20,000 Parks Capital Improvement Fund Capital Outlay 31.701 70,000 45.3% 38,299 Total Parks Capital Improvement Fund 31,701 70,000 45.3% 38,299 Total Appropriations S 31,330,154 $ 77,456,607 40.4% S 46,126,453 6 eac M2 Fm.S Pq lJs v=2 6 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance December 31,2011 Fiscal Year2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-To Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 110 General Fund Taxes $ 7,342,872 11,908,650 61.7% $ (4,565,778) S 7,664461 5 12,121415 Licenses and Permits 359697 482,750 74.5% (123,053) 254,450 482,275 Intergovernmental 274073 690,600 397% (416,527) 300,163 655.817 Charges for Services 778,918 1450.510 53.7% (671,592) 786,759 1489,665 Fines 91 445 165,000 55A% (73,555) 84,645 183.239 Interest on Investments 7,722 40,000 19.3% (32,278) 15,666 19,619 Miscelaneous 51,759 62,600 827% (10,841) 24,234 157,334 Trani In(Cemetery Fund) 2.457 10,000 12.3% (17,543) 4,611 5.298 Total Revenues and Other Sources 8,908.942 14,820,110 60.1% (5.911,168) 9,134,989 15,114,663 Administration 47,399 258,829 183% 211.430 96.003 182,883 Administra0on Library 182,893 376,720 48.5% 193,827 177,566 355,132 Administiabor-Municipal Court - 222,272 452.123 49.2% 229,851 216.141 432,486 Finance-Social Services Grants 118,856 122,710 96.9% 3,854 118,488 118.568 Finance.Economic B Cultural Grants 400,713 626,078 64.0% 225,365 362,080 571,455 Finance-Miscellaneous 36,850 127,546 28,9% 90,696 24,275 61,012 Finance-Band 33,756 58,500 57.7% 24,744 35,819 56.214 Police Cepartmenl 2,791,514 5567481 50.2% 2.771,967 2617,879 5.232.383 Fire and Rescue Department 2,808,910 5,528.533 50.8% 2,719,623 2,669,095 5,251,735 Public Works-Cemetery Division 166,813 321.115 51.9% 154,312 153,547 297,274 Community Development Planning Division 536,629 1,153,310 46.5;1 616,681 555,632 1.141,351 Community Development Building Division 300,821 612,533 49.1% 311,112 280,259 589,185 Transfers(Cemetery and Reserve Fund) 150,500 150,500 .100.0% 5C0 361,000 Contingency 257.000 0.0% 257,000 Total Expenditures and Omer Uses 7,797,925 15,608,988 50.0% 7.811,063 7.307,284 14.650.678 Excess(De0dency)of Revenues and Other Sources over Expenditures and Other Uses 1,111.016 (788,878) 240.8% 1,899,894 1,827,705 463.985 Fund Balance,Jul 1.2011 2,938,556 2,518,065 116.7% 420.490 2474.570 2.474.570 Fund Balance,Dec 31,2011 S 4.049.572 $ 1.729.185 234.2% $ 2.320,384 S 4.302.275 S 2,938.556 Reconciliation of Fund Balance: Restricted and Committed Funds 572,404 Unassigned Fund Balance $ 3477,168 6[�rlt}n.aapt4 }f.AR 7 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year- o-Dale End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 250 Community Development Block Fund - Intiegovemmental 5 145.319 5 266,145 54.6% $ (120,826) 5 85,987 $ 238,794 Total Revenues and Other Sources 145.319 266.145 54,15% (120.826) 85,987 238,794 Personal Services 38,631 44,300 87.2% 5,669 234 41,556 Materials and Services 145,583 221,845 65.6% 76,262 76,715 200,238 Total Expenditures and Other Uses 184.214 266,145 69.2% 81,931 76,949 241.794 Excess(Deficivcy)of Revenues and Other Sources over Expend4uies and Other Uses (38.895) - NiA - (38.895) 9,038 (3.000) Fund Balance,Jul 1,2011 34,424 NIA 34,424 37,424 37.424 Fund Balance,Dec 31,2011 5 (44711 It NIA 5 (4.471) 5 46462 $ 34624 Reconciliation of Fund Balance: ResUicted and CommiOed Funds (44711 Unassigned Fund Balance $ ee.11 r,,.,y aim ao cvx,t B City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance D.cann r 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Dato Fiscal Year Collected) Year-To-Oats End-of-Year Actual$ 2012 Adopted Expended Balance Actuals Actuals r 255 Reserve Fund interest on lnvesnienls 5 2,448 5 10.000 24.5% $ (7,552) 5 805 5 930 Transfer in(General Fund) 150,000 NIA - - Traneel In(Parks General Fund) 349,000 349.000 1000% 360.500 Total Revenues and Other Sources 501.448 359,000 139.7% - 805 361.430 Total Expenditures and Other Uses NIA Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 501 448 359,000 139.7% 142,448 805 361.430 Fund Balance,Jul 1,2011 509,502 510.172 99.9% (670) 148.072 148.072 Fund Balance,Cec 31,2011 S 1010950 $ 861172 1167% $ 141.778 5 148.877 S 509502 Reconciliation of Fund Balance: Restricted and Committed Funds 1.010,950 Unassigned Fund Balance 5 0 1 0.c Fyn Fwm'iam au 9 1nrN1! City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance December 31,2011 Fiscal Year2012 Percent Fiscal Year2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-TO-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 260 Street Fund Taxes S 13.032 S 50,000 26.1% S (36,968) S 13.078 S 52,648 Intergovernmental 1,345,148 3,007,495 443% (1,662,347) 487,014 1,319,244 Charges for Services-Rates 942,901 2,015,800 46.8% (1,072,899) 943,836 1,890,667 Charges for Services-Misc.Service Fees 8,181 10,200 80.2% (2.019) 6,071 17,789 System Development Charges 32,167 40,000 80.4% (7833) 19.181 80.061 Assessments 7,412 5,000 1482% 2.412 10,873 17,867 Interest on Investments 6,738 19.000 35.5% (12,262) 15,754 17.900 uscellaneous - 5,000 0.0% (5,000) 4,217 5,101 Other Financing Sources 1,300,000 0.0% (u00.000) Total Revenues and Other Sources 2,355,578 6,452,495 36.5% (4,096.917) 1,500,024 3,401477 Public Works-Sleet Operations 1,348,400 5,040,020 26.8% 3,691,620 - 1,276,891 2,986,071 Public Works-Storm Water Operations 265,092 713,551 37.2% 448,459 276,575 586,524 Public Works-Transportation SDCs 205,881 401,110 51.3% 195.229 23.087 196,484 Public Works-Storm Water SDC's - 146.850 0.0% 146.850 5.474 41,289 Public Works Local Improvement Districts 360 391,140 0.1% 390,780 93,090 175,326 Contingency 100,000 0.0% 100,000 Total Expenditures and Other Uses 1.819.733 6,792.671 26.3% 4,972,938 1,675.117 3.985.694 Excess(Deficienry)of Revenues and Other Sources over Expenditures and Other Uses 535.845 (340,176) 257.5% 876,021 (175,093) (584,217) Fund Balance,Jul 1,2011 2.236.300 2,545.596 87.8% (309,296) 2.820.517 2,820,517 Fund Balance,Dec 31,2011 $ 2,772,145 S 2.205,420 125.7% 4 565,725 S 2,645.424 S 2,236,300 Reconciliation of Fund Balance: Restricted and Committed Funds 1,980.292 Unassigned Fund Balance $ 791,853 e cF r.,l r,oasawim 10 :eaan City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Data Fiscal Year Collected Year-To-Date End-of Year Actuals 2012 Adopted Expended Balance Actuals Actuals 280 Airport Fund Charges for Services-Rates 5 53.424 S 115,000 46.5% S (61,576) S 55.446 S 125,835 Interest on Investments 153 300 51.2% (147) 183 219 Total Revenues and Other Sources 53,577 115,300 465% (61,723) 55,629 126,054 Materials and Services 25,363 64,950 39.1% 39,587 35.047 59,595 Debt Semce 19,268 43,536 443% 24,268 19,268 38,536 Contingency 5,000 0.0% 5,000 Total Expenditures and Diller Uses 44,631 113,486 39.3% 68,855 54,315 90,131 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 8,946 1,814 4932% 7,132 1,314 27,923 Fund Balance,Jul 1,2011 60,083 42.573 141.1% 17.510 32.160 32.160 Fund Balance,Dec 31,2011 4 69,029 S 44,387 155.5% S 24,642 S 33,474 S 60,083 Reconciliation of Fund Balance: Restricted and Committed Funds 69,029 Unassigned Fund Balance S 0 a o.nvr,.m�n.o 11 NAR City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Dacambor 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-To-Dale End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 410 Capital Improvements Fund Taxes $ 139,450 S 432,000 32.3% S (292,550) $ 131,733 5 398,224 Intergovernmental 33,069 175,000 18.9% (141,931) 4,734 1428,253 Charges for Servces-Internal 464,313 930,000 49.9% (465,687) 552,763 1,105,526 Charges for Services-Mist.Service Fees 32,826 80,000 410% (47,174) 36,797 58,345 System Development Charges 9,612 22,000 43.7% (12,388) 9,676 22,701 Interest on Investments 6.089 24,000 254% (17.911) 12,797 14,784 Miscellaneous 595 1,000 59.5% (405) 794 81,077 Other Financing Sources 3.060.434 4,670.000 65.5% (1,609,566) Total Revenues and Other Sources 3..746.387. 6.334.000 59.1% (2.587,613) 749.294 3.108.910 Public War"-Faciii6es 431,109 4,269,180 10.1% 3833.071 291,409 2.222.865 Administrative Services SDC(Parks) - 121,350 0.0% 121,350 - - AdminishaWe Services-Open Space(Parks) 45.233 1 785,650 2.5% 1,740,417 - 52.509 Trans'ets(Debt Service Fund) 29.517 121,982 24,2% 92.465 153,318 631,051 Intedund Loan(Equipment Fund) 208.000 208,000 1000% - 108.000 Contingency 50,000 0.0% 50,000 - Total Expenditures and Other Uses 713,858 6556,162 10.9% 5.792.304 444.727 3.114425 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 3,032,529 (222,162) 1465.0% 3,254,691 304,567 (5,515) Fund Balance,Jul 1,2011 2.132,661 2,050.612 1040% 82,049 2.138.176 2.138.176 Fund Balance,Dec 31,2011 S 5,165.190 S 1,828,450 2815% S 3.336.740 $ 2,442,743 S 2.132.661 Reconciliation of Fund Balance: Restricted and Committed Funds 3,936281 Unassigned Fund Balance S 1,228,909 a r.,rve n,.mwrm,m mnou 12 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31,2011 Fiscal Year2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year Te-Dato Fiscal Year Collected) Year-To-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 530 Debt Services Taxes $ 875,848 $ 989,750 885% S (113,902) S 349,139 S, 405,655 Charges for Services-Internal 581,650 1,153.878 50A% (572,228) 1,050,000 1,430,000 Charges for Services-PAisc.Service Fees 37,162 74,511 49,9% (37,349) 35.589 72,081 Interest on investments 965 5,000 19.3% (4,035) 2,705 3.312 Miscellaneous 29,302 29,302 100.0% (0) 29,302 29.302 Transfer In(CIP) 29,517 121,982 24.2% _ (92.465) 153,318 631,051 Total Revenues and Other Sources 1,554,444 2.374,423 65.5% (819.979) 1.620.053 2,571 401 Debt Service 1.194.688 2,248.574 53.1% 1.053.886 1,398.218 2.524.351 Total Expenditures and Diner Uses 1,194,688 2,243,574 531% 1,053,886 1.398,218 2,524,351 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 359,756 125,849 2859% 233,907 221,835 47,050 Fund Ba:ance,Jul 1,2011 809,248 894.697 90.4% (85149). 762.199 762.199 Fund Balance,Dec 31,2011 S 1,169,004 S 1,020,546 114.5% S 148.458 S 984,034 809,248 Reconciliation of Fund Balance: Restricted and Committed Funds 1.159.004 Unassigned Fund Balance S e c.rry x.mn�ns, rnwu 13 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance December 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-TaDato End-of-Yoar Actuals 2012 Adopted Expended Balance Actuals Actual$ 670 Water Fund Taxes 5 16 $ 50 31.9% 5 (34) 4 27 5 45 Intergovernmental 153,067 1,669965 9.2% (1,516,678) 91,400 344,396 Charges far Services Rates 2.870,714 4,738430 6D6% (1667,716) 2,635,622 4,230,879 Charges for Services hil Service Fees 36,117 14,470 2496% 21,647 5,605 19,376 System Development Charges 59.557 100,000 59.6% (40,443) 93,011 180,604 inleresl on Inveitmen's 5.831 13.200 44.2% (7,369) 8,976 10,006 Miscellaneous 6.776 31,200 21.7% (24,424) 18,034 21,297 Interfund Loan(Equipment Fund) - NIA - 550,000 Total Revenues and Other Sources 3,132.098 6.567,315 47.7% (3435,217) 2,852,675 5,356,603 Electric-Conservation 781179 171,526 45.6% 93,347 84.450 175,495 Public Works Forest Lands Management 220.370 1,843458 12.0% 1.623,088 163,972 369,116 Public Works-Water Supply 207,814 620,922 33.5% 413,108 189,975 299,099 ' Public Works-Water Treaurent 474,947 1,056,289 45.0% 581,342 472,906 993,703 Public Works-Water Operators 1,078,968 2,347,519 45.0% 1,268,551 1,206,451 2,284546 Public Works-Reimbursement SDC's 370 110,000 0.3% 109,630 83,852 113,549 Public Works-Improvement SDC's 34,641 250,000 13.9% 215,359 44,684 48,783 Public Works-Debt Service SDC's 113,129 124,860 90.6% 11,731 111.765 124,992 Debt Service 518.269 560.298 92.5% 42,029 513,566 586,805 Other Financing Uses finterfund Loan) - 200.000 0.0% 200,000 - - Conlingency 194,000 0.0% 194,000 Total Expenditures and Other Uses 2,726,688 7478,872 36.5% 4.752,184 2,871,637 4,996.087 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 405.410 (911,557) 1445% 1,315,967 (18.962) 360.516 Fund Balance,Jul 1,2011 2.212.401 2.033.088 1088% 179.313 1.851.885 1.851.885 Fund Balance,Dec 31,2011 $ 2.617.811 $ 1,121,531 233.4% $ 1496,280 $ 1,832.923 S 2,212,401 Reconciliation of Fund Balance: Restricted and Committed Funds 2143.019 Unassigned Fund Balance $ 474.792 a o.�rrarcan.m 14 . irIROR City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance December 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2071 Year-To-Date Fiscal Year Collected) Year-To-Dato End-of Year Actuals 2012 Adopted Expanded Balance Actuals Actuals 675 Wastewater Fund Taxes 5 557,798 S. 1,728,000 32.3% S (1,170,202) S 526,930 5 1.592,897 Charges for Services-Rates 1,836,708 3,558.000 515% (1,721,292) 1,735480 3,373,748 Charges for Services-lvisc.Service Fees 14,685 12,000 1224% 2,685 6,000 12,000 System Development Charges 28,196 40,000 70.5% (11,804) 36,879 68,956 Interest on lnvesrnenls 8.972 30.000 29,9% (21,028) 19,180 22,476 Other Financing Sources 467,200 0.0% (467,200) 324,400 324,400 Total Revenues and Other Sources 2,446.359 5,035,200 41.9% (3,388.841) 2,648,869 5,394477 Public Works-Wastewater Collection 859,936 1,937482 44.4% 1,071,545 784,376 1,552,808 Public Works-Wastewater Treatment 945,188 2,478,433 38.1% 1,533,245 1,039,095 1,954,120 Public Works-Reimbursements SDC's 1,110 21.250 5.2% 20,140 226 2,606 Public Works-Improvements SDC's 82,148 351,912 23.3% 269,764 85,103 210,606 Debt Servce 250,950 1.670,573 150% 1419.623 529,345 1,920,235 Contingency 160,000 0.0% 160,000 - - Total Expencitures and Other Uses 2,139,333 6,619.650 32.3% 4.480,317 2,438,149 5.640,375 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 307,026 (784450) 139,1% 1,091,476 210,720 (245,898) Fund Balance,Jul 1,2011 3.250.111 3,116.654 104.3% 133,457 3,496.009 3.496,009 Fund Balance,Dec 31,2011 $ 3,557,137 S 2,332,204 152.5% S 1,224,933 5 3.706.729 S 3,25D.711 Reconciliation of Fund Balance: Restrkted and Committed Funds 2.647.928 Unassigned Fund Balance S 909,209 0 e.rn}rm NR.b yam,} 15 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Docarnber 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Dale Fiscal Year Collected) Year-To-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 690 Electric Fund Intergovemmental S 21,372 S 145,000 14.7% S (123.628) S 36,500 S 187.436 Charges for Sery ices-Rates 5,774,609 12,548455 46.0° (5,773,846) 5,795,384 12,126,401 Charges far Services-Mist.Service Fees 104,485 115,000 90.9% (10,515) 60,659 112,315 Interest on lnvestaenl5 5,279 19,500 27.1% (14,221) 9,757 10,817 Miscellaneous 91,481 145.50) 62.9% (54,019) 82.795 154,772 Other Financing Sources 1,000,000 NIA (1,000,000) - Total Revenues and Otter Sources 5.997.226 13.973,455 42.9% (7,976 229) 5.986,095 12,591,741 Electric Conservalion Division 345,720 509,841 68.0% 163,121 302,899 547,421 Electric-Supply 2,902,310 7,095,300 40.9% 4.192,990 3,013,500 5,573,812 Electric-Distribution 2.843431 6.164,617 46.1% 3,321.186 2,535.627 5,210,098 Electric-Transmission 438,630 953,000 46.0% 514,370 465,282 814.013 Debt Service 23.207 24,565 94.5% 1,358 23,343 24,836 Contingency 425,000 0.0% 425,000 - - Total Expenditures and Omer Uses 6,554,298 15.172.323 43.2% 8,618,025 6,340,651 12.170.180 Excess(Deficiency)of Revenues and Other Sources aver Expenditures and Other Uses (557,072) (1,198,868) 53.5% 641,796 (154,555) 421,561 Fund Balance,Jul 1,2011 2476.294 2,290.459 108A% 185.835 2.054,733 2,054.733 Fund Balance,Dec 31,2011 S 1.919.222 5 1,091,591 175.8% $ 827,631 S 1700,177 $ 2476,294 Reconciliation of Fund Balance; Restr cted and Committed Funds Unassigned Fund Balance $ 1,919,222 to.rrv'irr..ma�m.r 16 ' riven City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance December 31,2011 Fiscal Year2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-To-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 691 Telecommunications Fund Charges for Services-Rates S 1,025,099 S 2,056.000 49,9% S (1,030,901) S 925,873 S 1,944,758 Interest on lnvestinents 844 5,000 16.9% (4,156) 2,245 2,348 Miscellaneous 1 2.500 0.0% (2.499) 9.000 12,481 Total Revenues and Other Sources 1,025,944 2,063,500 493% (1,037,556) 937,118 1,959,587 Personal Services 306,761 670,620 45.7% 363,859 326,281 629,561 Materials&Services 417.781 856.959 488% 439,178 470.761 858,492 Capital Outlay 34,740 140,640 24.7% 105.900 179,639 206,933 Debt Transfer to Debt Service Fund 209,000 409,000 51.1% 200,000 700.000 700,000 Contingency - 100,000 0.0% 100,000 - - Total F.vpe elitures and Other Uses 958282 2,177,219 44.5% 1.208,937 1,676.681 2,394986 Excess(Defidency)of Revenues and Other Sources over Expenditures and Other Uses 57,662 (113,719) 150.7% 171,381 (739,563) (435,399) Fund Balance,Jul 1,2011 517,916 453.183 114.3% 64.733 953,315 953.315 Fund Batance,Dec 31,2011 S 575,578 S 339.464 169.6% S 236.114 S 213.752 S 517,916 Reconciliation of Fund Balance: Restricted and Committed Funds 200,000 Unassigned Fund Balance S 375.578 r o.ner..mee.m mm;o 17 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Dato Fiscal Year Collected Year-TO-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 710 Central Service Fund Taxes $ 25.455 $ 42,000 60.6% S (16,545) S 20.584 S 56,534 Intergovernmental - - 2,820 0.0% (2,820) 2,820 2,820 Charges for SeMces-Internal 2,806,400 5,613,209 50.0% (2.806,800) 2,723,953 5,447,906 Charges for Services-Mime Service Fees 74,750 81,000 92.3% (6,250) 61,447 146,591 Interest on Investments 2,409 5.000 48.2% (2.591) 3,351 3,685 Miscellaneous 56,641 100.000 566% (43,359) 42.567 84,796 Total Revenues and Other Sources 2,965,654 5,844,020 50.7% (2,878,366) 2,854,722 5,742,332 Administration Deparment 611,324 1,364,801 44,8% 753,477 695,665 1,194,059 IT-Computer Services Division 551,651 1,188,042 46,4% 636.391 594,673 1,1.10,765 Administrative SeMces Department 735,873 1736,601 42.4% 1,000,728 840.733 1,616,191 City Recorder Division 151,406 310,756 48.7% 159.350 149,992 300,356 Public Works-Administration and Engineering 705,539 1,39D,453 50.7% 684,914 615,864 1,295,235 Contingency - 145,000 0.0% 145,000 - - Total Expenditures and Other Uses 2,755,793 6,135,653 44.9% 3,379.860 2,896,927 5,517,606 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 209,861 (291,633) 172.0% 501.494 (42,205) 224,726 Fund Balance,Jul 1,2011 491,546 301,659 162.9% 189,887 266.819 MONO Fund Batance,Dec 31,2011 $ 701 407 $ 10.026 6995.9% $ 691.381 $ 224,614 $ 491,546 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 701.407 x arn,tr,..mwyrm v�ao 18 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Decomber 31,2011 Fiscal Year2012 Percent Fiscal Year2011 Fiscal Year 2011 Year-TO-Data Fiscal Year Collected/ Year-To-Date Endt6Year Actuals 2012 Adopted Expended Balance Actuals Actuals 720 Insurance Service Fund Charges for Sendces-Internal q 371,289 S 729,705 50,9% $ (358,416) S 329.409 S 635,747 Interest on Investments 2,257 9,200 24.5% (6.943) 5,046 5,770 Miscellaneous 8079 30.000 26.9% (21.921) 18,786 21.992 Total Revenues and Other Sources 381,624 768.905 49.6% (387,281) 353,241 663,509 Personal Services 39,849 79,580 50.1% 39.731 38,445 77,134 Maudials and Services 412,913 676,500 61.0% 263.587 375,405 620,542 Contingency - 150,000 0.0% 150,000 - Totai Expenditures and Other Uses 452,762 906.080 50.0° 453318 413,851 697,676 Excess(Oeficiency)of Revenues and Other Sources over Expenditures and Other Uses (71,138) (137,175) 48.1% 66,037 (60,610) (34,167) Fund Balance,Jul 1,2011 605.943 783.477 77.3% (177.534) 640,110 640,110 Fund Balance.Dec 31.2011 S 534,805 $ 646.302 82.7% $ __ (111.497) S 579.500 $ 605.943 Reconciliation of Fund Balance: Restricted and Committed Funds 400,000 Unassigned Fund Balance $ 134,805 feoem:r...m ,y, 19 :nn City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance December 31,2011 ' Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-To-Dale Endi Actuals 2012 Adopted Expended Balance Actuals Actuals 730 Equipment Fund Intergovernmental $ - S NIA $ - S 26,264 Charges for Services-Internal 880,781 1,761,563 50.0% (880,782) 928,602 1,838,688 Charges for Services -14isc,Service Fees 57,653 50,000 115.3% 7,653 30,558 64,042 Interest on Investments 15,114 35,000 43.2% (19,886) 17,410 24,055 Miscellaneous 2.374 55,000 4.3% (52.626) 21 11.271 Other Financing Sources 208.000 408,000 51.0% (200.000) 208,000 Total Revenues and Other Sources 1,163,923 2,309,563 50.4% (1,145.640) 976,791 2,172,320 Public Works-Maintenance 484,058 988,614 49.0% 504,556 477,787 983,346 Public Works-Purchasing and Acquisition 683,517 800,000 85.4% 116,483 111,648 540,310 Contingency 47.000 0.0% 47.000 550.000 Total Expenditures and Other Uses 1,167,575 1,835,614 63,6% 668,039 589,635 2,073,656 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses (3.652) 473,949 .1008% (477,601) 387,156 98,664 Fund Balance,Jul 1,2011 1.858.969 650.551 2858% 1,208418 1,760.305 1,760,305 Fund Balance,Cec 31,2011 5 1,855,317 $ 1,124,500 1650% $ 730,817 S 2,147461 S 1,858869 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance 5 1,855,317 k o�rvn r,,.aeaml.m 20 mmn City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Decomber 11,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-To-Dale End-of-Year Actuals 2012 Adapted Expended Balance Actuals Actuals 810 Cemetery Fund Charges for Services $ 21,011 S 22,000 95.5% S (989) S 13,771 S 23.305 interest on investments 1,695 20,000 8.5% (18,305) 4,611 5,298 Transfer(Geneml Fund) 500 500 100.0% 500 500 Total Revenues and Other Sources 23.206 42,500 54.6% (19,294) 18,882 29,103 Transfers 2.457 20,000 12.3% 17,543 4,611 5,298 Total Expenditures and Other Uses 2,457 20.000 12.3% 17,543 4.611 5,298 Excese(Deficienry)of Revenues and Other Sources over Expenditures and Other Uses 20,748 22,500 92.2% (1,752) 14,271 23,805 Fund Balance,Jul 1,2011 831.602 830.297 1002% 1,305 807,797 607.797 Fund Balance,Cec 31,2011 $ 852,350 $ 852,797 99.9% S (447) S 822,068 5 831.602 Reconciliation of Fund Balance: Restricted and Committed Funds 852,351 Unassigned Fund Balance S (0) e xr.nr„w.ero,.m 21 nvmn City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Dvcvmnor 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-TO-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 211 Parks and Recreation Fund Taxes $ 3797,924 S 4,263,200 89.1% 5 (465,176) S 3,614,930 5 4,192.178 Intergovernmental - 15,000 0.0% (15,000) - 21,139 Charges tot Services 438863 827,000 53.1% (388,137) 437,141 879,023 Interest on Invesenen6 5,344 20,000 26.7% (14,656) 11,374 14,441 Miscellaneous 12.463 22.500 55.4% (10037) 13,054 47,888 Total Revenues and Other Sources 4,254,593 5,147700 82.7% (893.107) 4.076.499 5,154,669 Parks Division 1,673470 3,500,240 47.8% 1,826,770 1,558,145 3,372,135 Recreation Division 556,946 1,103,040 50.5% 546,094 540,199 1,050,140 Gott Division 196,799 432,890 45.5% 236,091 175,088 306,146 Other Financing Uses-Transfers 349,000 349,000 100.0% - - - ConUngency 50,000 0.0% 50,000 Total Expenditures and Ohet Uses 2,776215 5435,170 511% 2,658.955 2,273432 4.728421 ExcessfDefiaiency)of Revenues and Other Sources over Expenditures and Other Uses 1478,378 (287470) 614.3% 1,765,848 1,803,067 426,248 Fund Balance.Jul 1,2011 2,214,031 1,991,310 1112% 222,721 1787,181 1,787,781 Fund Balance,Dec 31,2011 S 3,692.409 5 1703.840 216.7% 5 1.988.569 5 3.59D.848 5 2,214,031 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance 5 3.692409 a r.rxrsr..mww+.m 22 vvnn City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31,2011 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year Actuals 2012 Adopted Expended Balance Actuals Actuals 221 Youth Activities levy Fund Taxes S 10,181 $ 20,000 509% 5 (9.819) S 10,543 S 18,141 Total Revenues and Other Sources 10.131 20,000 50.9% (9,819) 10,543 18.141 hlatedal5 and Services 20,000 0.0% 20,000 27,138 30,776 Total Expenditures and Other Uses - 20,000 0.0% 20,000 27,138 30,776 Excess(Deficiency)of Revenues and Other Sources ever Expenditures and Other Uses 10,181 - 00% 10,181 (16,595) (12.635) Fund Balance,Jul 1,2011 9.899 0,0% (9.899) 22.534 22.534 - Fund Balance,Dec 31.2011 S 20.080 $ 0.0% $ 282 5 5.939 5 9,899 Reconciliation of Fund Balance: Restudied and Committed Funds 20.080 Unassigned Fund Balance 5 e os rn:r..mawvv :n.mu 23 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Oc comber 31,2011 Fiscal Year2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-To-Date End-of-Year Actuals 2012 Adopted Expended Balance Acluals Acluals 411 Parks Capital Improvement Fund Charges for Services S - S 33,000 0.0% S (33,000) S - $ 222,335 Interest on Investments 1,325 2,000 66.3% (675) 1.453 1555 Miscellaneous NIA Total Revenues and Other Sources 1,325 35,000 3.8% (33,675) 1453 223,990 Capital Outlay 31,701 70,000 45.3% 38,299 - 43,987 Total Expenditures and Other Uses 31.701 70.000 45.3% 38.299 43,987 Excess(Dericiency)W.Revenues and Other Sources over Expenditures and Over Uses (30,376) (35,000) 13.2% 4,624 1,453 180,003 Fund Balance,Jul 1,2011 432,866 228,504 189.4% 204,362 252.864 252,864 Fund Balance,Dec 31,2011 S 402.490 S 193,504 208,0% $ 208,986 S 254,317 S 432,866 Reconciliation of Fund Balance: Restricted and Committed Funds 265,000 Unassigned Fund Ba'ance $ 137 490 fi prrrn[�ruiipn N, . mni: 24 CITY OF ASHLAND Council Communication Resolution SuppoyAting Elimination of Corporate Personhood Meeting Date: February 7, 20 Primary Staff Contact: Carol Voisin Department: Council E-Mail: carol @council.ashland.or.us Secondary Dept.: N/A Secondary Contact: N/A Approval: Larry Patt s Estimated Time: 10 Minutes Question: Will Council direct the City Att mey to prepare a resolution supporting the creation of a constitutional amendment to eliminate'personhood' for corporations and unions for purposes of campaign expenditure limitations and to stop treating money as speech for political purposes? Staff Recommendation: None. Background: In the 2010 U.S. Supreme Court "Citizens United" decision a 5-4 majority ruled that corporations have the right to make unlimited indirect political contributions because corporations have the same constitutional rights as individual people and because money spent on political expression constitutes constitutionally protected free speech. This decision over-turned key provisions of the bipartisan McCain-Feingold Act of 2002. Afterwards, Democratic senator Russ Feingold, a lead sponsor of the 2002 Bipartisan Campaign Reform Act, stated "This decision was a terrible mistake. Presented with a relatively narrow legal issue, the Supreme Court chose to roll back laws that have limited the role of corporate money in federal elections since Teddy Roosevelt was president." Republican Senator John McCain, co-drafter of the 2002 Bipartisan Campaign Reform Act and the party's 2008 presidential nominee, said he was, "disappointed by the decision of the Supreme Court and the lifting of the limits on corporate and union contributions" but not surprised by the decision, saying that "It was clear that Justice Roberts, Alito and Scalia, by their very skeptical and even sarcastic comments, were very much opposed to BCRA." And Republican Senator, Olympia Snow said that, "Today's decision was a serious disservice to our country." Councilor Voisin believes many citizens of Ashland feel the Citizens United decision is extremely damaging to our political process in this country because it allows those who control the decisions of corporations to have disproportionate influence on elections at all levels. Voisin recognizes that the primary duty of the City Council is to make policy and conduct the City's business, not engage in political debate, and that the Council understandably views with caution proposals such as the one she is bringing forward for consideration. Page I of 2 �r, CITY OF -ASH LAN D However, she believes the issues involved with corporate personhood and money as speech are such a fundamental threat to our democracy, even at the local level, that the Council should deliberate taking a formal stand on this issue by calling for a constitutional amendment to counteract the Supreme Court's action. Related City Policies: None. Council Options: • Direct staff to prepare a resolution supporting the creation of a constitutional amendment to eliminate 'personhood' for corporations and unions for purposes of campaign expenditure limitations and to stop treating money as speech for political purposes. • Deny the request to direct staff to prepare a resolution supporting the creation of a constitutional amendment to eliminate'personhood' for corporations and unions for purposes of campaign expenditure limitations and to stop treating money as speech for political purposes. Potential Motions: • Move to direct staff to prepare a resolution supporting the creation of a constitutional amendment to eliminate'personhood' for corporations and unions for purposes of campaign expenditure limitations and to stop treating money as speech for political purposes. • Move to deny request direct staff to prepare a resolution supporting the creation of a constitutional amendment to eliminate 'personhood' for corporations and unions for purposes of campaign expenditure limitations and to stop treating money as speech for political purposes. Attachments: • Draft Resolution • List of Cities who have approved similar resolutions More information can be found at the following links: • Statement of retired ACLU Executive Director, Ira Glasser): http://www.huffingtonpost.com/ira-gl asser/understanding-the-emcitiz_b_447342.html • Obama quote and reaction: http://voices.washingtonpost.com/44/2010/01/al ito-mouths-not-true-at-obama.html • Analysis of the Decision by SCOTUS Blog (includes links to multiple perspectives): http://www.scotusblog.com/case-fi les/cases/citizens-unit ed-v-federal-election-commission/ • What is the SCOTUS Blog: bttp://www.scotusblog.com/about/ Page 2 of 2 SAMPLE RESOLUTION (based on City of Portland Resolution #36897 Establish as a position of the Ashland City Council that corporations should not have the constitutional rights that natural persons possess, that money is not speech and that independent campaign expenditures and campaign contributions by corporations should be regulated. Whereas, the United States Constitution and the Bill of Rights are intended to protect the rights of individual human beings, that is 'natural persons'; and, Whereas, while state and federal governments may provide certain privileges to corporations, these privileges do not equate to the rights of natural persons protected by the U.S. Constitution; and, Whereas, as Justice John Paul Stevens observed in Nixon v Shrink Missouri Government PAC "money is property, it is not speech"; and Whereas, four dissenting judges in the Citizens United decision noted that corporations have special advantages not enjoyed by natural persons, such as limited liability, perpetual life, and favorable treatment of the accumulation and distribution of assets: and, Whereas, corporations are legally required to put profits for shareholders ahead of concerns for the greatest good of society while individual shareholders as natural persons balance their narrow self-interest and the broader public interest when making political decisions;, Whereas, Oregon Senators Ron Wyden and Jeff Merkley and Oregon Representatives Peter DeFazio, Earl Blumenauer and Kurt Schrader are pursuing campaign finance reform legislation with a focus on addressing Citizens United through amendments to the United States Constitution; Now, therefore be it resolved that it is the position of the Ashland City Council that corporations should not have the constitutional rights that natural persons possess; and, Be it further resolved that the most urgent action needed to address the negative impacts of Citizens United is to stop unlimited independent campaign expenditures by corporations; and, Be it further resolved that it is imperative to prioritize legislation creating an amendment to the United States Constitution addressing the threats to representative government identified in this resolution so that the states may ratify it; and, Be it further resolved that the City of Ashland calls on other communities,jurisdictions and organizations like the U.S Conference of Mayors and the National League of Cities to join with us in this action by passing similar Resolutions. Partial List of Cities Opposing Citizens United Or Taking Comparable Positions Albany, NY Berkeley, CA Buffalo,NY Duluth, MN Essex, NY Fort Bragg, CA Leverett, MA Los Angeles,CA Madison, Wl Minneapolis, MN Missoula, MT New York, NY Portland, OR Pueblo, CO Richmond, CA South Miami, FL See http://maps.google.com/maps/ms?ie=UT F8&hl=en&rasa=0&m sid=203433 765 370726385061.000496ee20c 83cc db48 4d&11=41.376809,-97.470703&spn=28.810276,79.013672&z=4 for details(except Portland,OR).