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HomeMy WebLinkAbout1973-0306 REG MINMINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL March 6, 1973 ROLL CALL APPROVAL OF MINUTES Hospital Board Planning Comm. COMMUNICATIONS Fowler Request (hook-up O/S City S.P. Transp. Co. PUBLIC FORUM Oak Knoll The regular meeting was called to order by Mayor Fries on the above date at 7:30 p.m. All members present. Mayor Fries requested two corrections in the minutes for the February 20 meeting; on page l, last pp., it should read "would be turned over to the TOPICS Committee."' On page 3 relative to Subcommittees, the date should be March 6. Minutes approved as corrected. Roble moved that Hospital Board Minutes be accepted and placed on file; on voice vote, passed unanimously. Minutes for the meeting of February 12 were accepted on motion of Conklin. City Administrator Almquist read request from Mr. Harold Fowler for sewer and water hook-up outside city limits. Soderberg moved that Staff be directed to prepare a survey and cost estim- ate on the economic impact of annexation to the city of the area from East Main to Oak Knoll where sewer and water lines are already in; that Fowler request be deferred pending survey results; and to report findings at April 3, 1973, meeting. On roll call, Prickett, McCannon, Allen, Soderberg and Roble, YES. Conklin voted against the motion. Motion carried. Letter from Southern Pacific Transportation Company dated February 27, 1973, placed on file. No action necessary. Mr. William Camp spoke relative to the pr~po~d rate changes rate of $90.00 was raised to $200 at which time many senior cit- izens were forced to give up golf for financial reasons. Since that time the rate was reduced to $175.00. Mr. Camp said that Roxy Ann Golf Course charges $12.50 per month or $110 per year. He cited the need for mere recreation facilities and programs for senior citizens and recommended that since the golf course lands are owned by the city, that they consider strict control of golf fees. Prickett reported for Golf Course committee re~arding rates, recommending approval of requested increase in daily rates to $2.25 for 9 holes on week-days and $4.00 for eighteen holes on week-days; and S3.00 for nine holes and $5.00 for eighteen holes on week-ends and holidays, and also recommended that the operator be required to submit a current operating statement of the golf course by January 1st each year. The committee also recommended continuation of annual green fees, but was not making recommend- ation as to the fee, Cenklin moved that the daily fees be authorized as recommended by committee, and that the annual fees remain at $175.00 for individuals and $200.00 for families, and that there be no charge for players to use their own carts. Motion seconded by Roble. City Attorney Salter said the charqe for use of an individual's cart may be construed as a green fee. McCannon moved to amend motion by deleting the reference to charge for golf carts. On roll call vote on the amendment, Allen, McCannon, and Prickett voted YES; 5oderberg, Roble and Conklin voted, NO. Mayor Fries broke the tie by voting YES. On roll call on Conklin's motion on rates (as amended), passed unanimously. John Reid then asked the council to appoint an arbitrator to settle the dispute relative to annual fees. Conklin moved to deny a fee on the use ef a player's cart. Roble seconded. Attorney Salter suggested a notice be sent to Mr. P~id asking him to cease charging for cart use, (player owned).Roble with- drew his second and Conklin withdrew his motion. The Mayor ordered staff to send a letter to Mr. Reid. Soderberg moved ._~Rpqular Meeting Knoll cont. Standing Committees PUBLIC HEARING Drager Street Ashland Ci,ty Council Page 2 that Richard Cottle be appointed to represent the City in arbitration and that City Attorney Salter notify Cottle of the appointment. Passed unanimously on roll call vote. City Attorney Salter defined a "Standing Committee,l as one named to function throughout the year with responsibility to further various departments or projects. In contrast, a Spec- ial Committee is one appointed to perform a specific task and which terminates upon completion of such task. Roble moved to adopt the definitions; on roll call, passed unanimously. S erber moved for study session rio to the ~ anc ' econd reading ' o der to dis s policy in tr t and s division improvem ts. On ro ll vote, Sod berg, and R . o Mayor Fries opened the public hearing for proposed improvements of Drager Street. There being no response from the audience, Administrator Almquist noted that t00% of the property owners had signed the petition for improvements, and then read the ordinance ordering improvements of Drager Stree.t from Otis St. South to the end of the existing paving. Conklin moved that ordinance be passed to a second reading. Passed unanimously on roll call vote. Soderberg moved for a study session prior to the above ordin- ances' second reading in order to discuss policy in street and subdivision improvements. On roll call vote, Soderberg, McCan- non, and Prickerr, YES; Conktin, Allen and Roble, NO. Mayor Fries voted "NO" to break the tie. Ordinance 1544 S. Mountain Imp. Utility Discount Senior Citizens Airport Grant Downtown Imp. (HUD Grant) the'Parent property at 2205 Hwy 46. City Administrator Almquist read ordinance annexing same. Conklin moved to pass ordinance to second reading; on roll call, passed unanimous1X. City Administrator Almquist gave reading of ordinance withdraw- ing certain recently annexed real property situated at 2205 High- way 66 from the Talent Rural Fire Protection District. McCannon moved to second reading. On roll call, all YES. City Administrator Almquist gave second reading, by title only, of Ordinance amending Ordinance No. 1544 which pertained to the rules of government of the City Council of Ashland, Oregon. Roble moved for adoption. On roll call, passed unanimously. City Administrator Almquist read ordinance authorizing and order- ing the improvements of S. Mountain Avenue from Emma Street to the South City Limits. Soderberg moved to pass to second reading. On roll call, motion passed unanimously. City Administrator Almquist gave first reading of an ordinance to provide a program of utility discounts for senior citizens. McCannon moved to second reading with definition of "dependent" to be that used by Internal Revenue Service. On roll call, allYES City Administrator Almquist read Resolution accepting Grant Offer through the Federal Aviation Administration in the maximum amount of $13,174 to be used under the Airport Development Aid Program Project No. 7-41-0002-01 in the development of Ashland Municipal Airport. Soderberg moved for adoption. Motion passed unanimously. on roll call vote. City Administrator Almquist read a resolution accepting H.U.D. Grant Offer for downtown improvement project. Conklin moved that resolution be adopted; motion passed unanimously on roll call vote. !ar Meeting Fencing at Water and N. Main St. Justice Center Advisory Comm. Final Report Ashland City Council Page 5 Roble brought up matter of plywood fence around the Walt Young property. After considerable discussion of probable methods of improving the fence, it was consensus of council to urge Jim Ragland, Planning Commissioner, to speed negotiations with Young. A1 Aktns, Chairman of Justice Center Citizens Advisory Committee gave final report (copy attached). McCannon moved that plan in general be accepted and that Staff prepare application for filing with the State Law Enforcement Assistance Administration. On roll call, all YES. Comprehensive Plan Salary Increase Adjournment Conklin asked about the status of the Comprehensive Plan. City Attorney Salter reported that it had been delayed pending the outcome of certain court cases, but felt we could now pro- ceed. Soderberg suggested that Comprehensive Plan be put on agenda to familiarize new members of the Council with the con- eept. Mayor Fries requested that the subject be placed on the March 20th agenda. Conklin moved that the City Attorney's salary be increased by $100 per month to $650, that the Municipal Judge's salary be increased by $100 per month to $550, and that the City Administrator's salary be raised by 5% to approximately $1625. On roll call, Prickett, Conklin, Allen, Soderberg, and McCannon YES; Roble NO. Roble moved for adjournment to Tuesday, March 13, 1973 for public hearing on Cable Television. Meeting adjourned at 10:35 p.m. March 1, 1973 Honorable Mayor ~ City Council Z. rurn: Citizen's Justice Center Advisory Committee , uhi:ed: ri al eport The Citizen's Justice Center Advisory Committee is pleased to present its findings and recommendations to the City Council in accordance with the charge given to the committee on December 5, 1972 by Council Resolution No. 72-51. INTRODUCTION Following the appointment of the committee by Mayor Charles H. McKeen on December 5, 1972, a series of weekly meetings were established, ginning on December 14, 1972, and concluding with a final meeting on February 19, 1973 when the recommendations contained in this report were formally adopted. The committee, headed by Chairman A1 Akins, was then divided into four subcommittees including Frogram, Site Selection, Financing and Facilities. PROGRA~fS TO BE INCLUDED The committee began its work by reviewing in detail the findings and recommendations of the three reports completed as a part of Phase I of the LEAA Distric~ VIII Correctional Feasibility Study. This review was undertaken on the premise that neither the planning process nor the funding process should be undertaken piecemeal. Federal agencies are interested in seeing a community combat problems from many different 'approaches and levels, assuring maximum use of their resources. Federal funds are also very much in demand, making competition keen, and only those cities that demonstrate superior justification will receive consideration. Based on this review, the committee recommends that this facility in- clude the following functions, which address specific problems identi- fied in Phase I of the study; Ashtand Police Department - Adequate facilities to house all u~Eii~'~ ~f~hb city police department to the year 199S, in- cluding four two-man holding cells. Municipal/District Court - A courtroom facility to accom- modate 50-60 persons, with jury room, judges quarters and space for three court clerks, anticipating the eventual merging of the Municipal and District Court functions. 3. S.O.C. Practicum Program - Incorporation of an innovative program with the Department of Social S~iences (Law Enforce- ment and Social Services degree programs) wherein up to four students at a time could work with law enforcement and counseling personnel in the facility. 4. Jackson County Juvenile Department - Provisions for inter- View rooms for future use as a satellite juvenile counsel- ing center. These facilities could also be used immediately for police interview rooms, temporary detention quarters for juveniles or quarters for a Deputy District Attorney. 5. ~eputy District Attorney - Provisions for office space for a Deputy District Attorney, anticipating the consolidation of Municipal and District Courts, and the eventual need for a full time Deputy for District Court. 6. Jackson County Sheriff's Deputy - Provisions for office space for one or two deputies assigned to the southern Jackson County area, with joint use of space with our part time Civil Defense Officer. 7. Civil Defense Office - Desk space only for part time Civil D'~e Officer in coniunction with office space assigned tO ~^ Jackscn Count" b~_:~ It was also the recommendation of the committee that the facility be designed first to fit the needs of the City of Ashland, and secondarily with the capability of meeting future County service needs as County budgetary resources permit. Representatives of Southern Oregon College and all of the above County agencies expressed support for the project, and could foresee the utilization of the facility if it were made avail- able to them, but indicated that actual use would depend upon the allo- cation of funds .for new personnel by the County Budget Committee. It should be stressed that the elimination of all of the above satellite programs would not significantly reduce the size of the proposed facility, since many areas are designed for dual purposes. SITE SELECTION The committee considered three alternate sites which would provide ade- quate space for the proposed Justice Center, with expansion possibilities for the future integration of a municipal civic center. In evaluating these sites, project architect Oredson was requested to rate each prop- erty using a rating scale of 1 to 10. The results of ~ir. 0redson's ratings are attached to this report and marked "Exhibit A." The sites were assigned the following priorities: Priority 1. The Boyden site located at the southeast corner of Pioneer and ':C" Streets was the leading site by 2 to 1. The primary advantages of this site were its harmony with the Central Area Plan; its location at the signalized inter- section of two arterial streets; its proximity to the Central Business District and present City Hall; and the possibility of adding additional property making the site accessible to three public streets. The assessed value of this property is $50,880. Priority 2. The Newbry site, located at the southeast corner of Helman and North ~Iain Streets was selected as a district second to the above site. Its principle advantages are its proximity to Asitland Creek, providing a park-like setting, and its availability. Its principle disadvantages are tile exten- sive demolition costs for the existing structures; the extreme differentials in grade; and the shape or configuration of the property ~vhich renders much of the land of little utility. The assessed value of this property is $134,100. Priority 3. The Zarka site, located on the south side of Hersey Street, ~dway between Oak and ~buntain Streets, was rated third. Its primary advantages are minimal costs; its unlimited expansion possibilities; and the fact that it is vacant. It was rated as totally unsatisfactory as to vehicular access; its relationship to the Central Business District; and its lack of pedestrian access. The assessed value of this land is $13,750. It wES the gen~ h~l~ nf the ~,~hrnmmittee On ~ite selection that the cost of the land should be incidental to the project, since this facility must be located in an accessible location for maximum effi- ciency, a~he fact that it should be in harmony with the future Civic Center depicted on the Ashland Central Area Plan. FACILITIES After reviewing tile reports of the subcommittees on Program, Site Selection and Financing, the Facilities subcommittee held a series of meetings with project architect Oredson to attempt to provide project guidelines in the development of a schematic floor plan for the proposed facility. Data was gathered from the Police Department and Municipal Judge relative to anticipated space needs, personnel, and how each area would relate to other areas and to the overall facility.- A preliminary schematic was then prepared by the project architect. The data supplied by the staff would have yielded a building of 13,087 square feet, but after reviewing each of the proposed areas, the archi- tect was able to initially reduce the gross floor area to 11,303 square feet. Following a detailed review of the first schematic, a second schematic was then prepared totalling 9,928 square feet, which reflected the consolidation and refinement of a number of areas. -3- On February 19, 1973 this second plan was again reviewed, and spaces were reassigned, resulting in the recommended plan attached to this report, which totals 9,928 square feet. This plan represents the absolute minimum area necessary to adequately carry out the functions of police work and the administration of justice through 199S. Addi- tional spaces may not be deleted without elimination of vital police functions, or dropping the innovative program incorporated into the plan, which substantially enhance the possibilities for Federal assistance. FINANCING The committee was also charged with investigating alternative means of financing through maximizing the use of Federal funds through the Law Enforcement Assistance Administration. The subcommittee on finance originally recommended that the cost of the facility not exceed $360,000, including land acquisition, based on a construction cost of $35 per square foot. However, after reviewing the state standards for jail con- struction and building code standards for this type of public assembly building, our architect recommends that $40 per square foot be used. Our District VIII Coordinator indicates that for a community the size of Ashland, it would be desirable to not request over $200,000 in Federal funds, given the limited funds currently available to cities in the Northwest. The committee therefore recommends the following funding plan: Land Acquisition ~ City $ 120,000 Development - City Share 198,560 Development - Federal Share 198,560 Total Project Cost $ 517,120 It is recommended that the city share of $318,560 be provided through a General Obligation Bond Issue to be submitted to the voters of the City of Ashland, following the receipt of a committment for the necessary Federal funds, which would not be available prior to 1975. RECO~B'IENDATION It is the recommendation of the Citizen's Justice Center Advisory Com- mittee that an application for Federal funds in the amount of $198,560 be submitted to the State Law Enforcement Assistance Administration under Part E of the Omnibus Crime Control Bill, and that the application speci- fically include tke facilities and programs recommended in the body of this report. Respectfully submitted, A1 Akins, Chairman Citizen's Justice Center Advisory Committee slk Attactunent -4-