HomeMy WebLinkAbout2009-167 Agrmt - City of Medford
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. AGREEMENT PROCESSING CONTROL RECORD
INITIATI~EPARTMENT: COMPLETE SECTIONS I & II
JN1T~~PARTMENT: Pollee Deoartment
A~~~PARED BY: Kellv Dutra RVCCOM
.~ NAME
I.
OivisiO!'n Manace:
TITLE
DATE: 052608 ~
DEPTHEAD: ~ ~
SI NATU E
AGREEMENT OR CONTRACT TITLE: Communications Services Subscriotion Aareement
AGREEMENT OR CONTRACT PURPOSE: Provide disoatch and 9;...;1-1 answerina services for the City of Ashland bv RVCCOM
CONTRACT PARTIES: City of Medford and City of Asr.lan.c.!
CONTRACT TERM BEGIN:July 1, 200B END:June 30, 2013
(PROJECTIONS ARE ACCEPTABLE)
. OA TE OF COUNCIL ACTIQN: June 19 2008
OTHER GOVERNMENT(S) AFFECTED: CItv of Ashland
OPTIONS TO RENEW
IQ] 1 YEARIQ] 2 YEAR ~ MORE THAN 2 YEARS
WHO PREPARED THE AGREEMENT OR CONTRACT: Kellv Dutr"
FINANCIAL IMPACT: $692000 - First veal' of contract
BUDGET ACCOUNT NUMBER:N/A
BUDGET PROJECT NUMBER (If applicable):N/A
80Ll: YES D- NOI8L-
II. CHECK 'YES' TO ALL APPLICABLE SECTIONS BEFORE ROUTING TO RECORDER'S OFFICE FOR FURTHER PROCESSING
('NO' ACCEPTABLE FOR AGREEMENTS WITH OTHER GOVERNMENTAL ENTITIES)
FUNDING IS AVAILABLE
(DEPARTMENTS MUST CERTIFY UNENCUMBERED RESOURCES ARE AVAILABLE ro FUllY FUND THE CONTRACT)
YES NO N/A
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0 0 l8J
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l8J 0 0
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0 0 l8J
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0 0 l8J
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COMPETITVEL Y SOLICITED
OTHER PARTY HAS EXECUTED
PERFORMANCE 80ND OR OTHER SECURITY is ATTACHED
iNSURANCE CERTIFICATE(S) ATTACHED
LEGAL DESCRIPTIONS BEEN RECEIVED AND CHECKED
OTHER COMMENTS N/A
III.
PROVIDE TWO (2) COPIES OF COMPLETED APCR AND ATTACH TWO (2) COPIES OF AGREEMENT TO BE SIGNED
CITY RECORDER:
DATE RECEIVED IC t 1l m
DATEROUTED (Q($~U9
DATE G/7-.h-r
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IV.
LAW OEPT
V.
CITY MANAGER
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RETURN TO CITY RECORDER
DATE
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VI. ACTION RECORD:
CITY COUNCIL ACTION DATE
ro 110/ Cf6
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a.6b"6-iU7
MA YOR/CITY MANAGERfDEPT HEAD EXECUTION DATE
CITY RECORDER COMPLETION DATE
DISTRIBUTION: ORIGINAL: City Recorder's Office
DEPT RETURNED TO:
M:\CtyFormsIAPCR.doc
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Communications Services
Subscription-Agreement
Between
THE CITY OF MEDFORD
An Oregon Municipal Corporation,
Provider
And
THE CITY OF ASHLAND
An Oregon Municipal Corporation,
Subscriber
1. PURPOSE
By this Agreement, the Provider shall furnish basic emergency communications
services as herein defined.. 2. DEFINITIONS
As used in this Agreement:
Basic emergency communications service (basic service) means those services
particularly described on Schedule A for fire and police agencies respectively.
Business/service call means a telephone or radio call for service handled by
Provider for the Subscriber, and which is not a 9-1-1 call.
CAD is an acronym for Computer Aided Dispatch for Police, Fire and EMS
dispatching purposes.
Extended seri'ices are particular services provided by Provider beyond those
included as basic service.Field-initiated request means a cOlrummication which
is handled by Provider from one of the Subscriber's service units in the field.
Incident means either a 9-1-1 call, a business/service call, or a field-initiated
request as those Terms are herein defined, that generates an incident number for
the Subscriber.
MaJlager means the RVCCOM Communications Manager.
9-1-1 call means a telephone call for service received over a 9-1-1 line.
.Provider mefuJS the City of lVlt:u[on.i.
RVCCOM is an acronym for Rogue Valley Consolidated Communications, a
division of the Medford Police Department within the City of Medford.
SORCis an acronym for Southern Oregon Regional
Communications.Subscriber, (not capitalized) where used in the plural or
generic context means any public agency subscribing to basic service from
Provider under similar contract.Supervisor means the RVCCOM Operations
Supervisor(s).
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System Delivery alld Sen'ices means the shared Computer Aided Dispatch
Police, Fire, and EMS System intended to serve the parties as referenced in this
. agreement.
Provider o.wns and administers shared CAD system, providing connectivity and
security measures to Subscriber. (see Schedule B for associated costs)Subscriber
shall be directly responsibleJor the purchase of all specified equipment and
installation services at their locations (such as desk top computers; MDC
equipment; fiber/T] connectivity to receiving points, etc). Subscriber shall be
responsible for all maintenance, upgrades, and replacement of their OW11
equipment.
Pro.vider manages CAD licensing. In the event licenses above the available
number are required by Subscriber, Subscriber shall submit a request through
Provider to. obtain additional licenses at an additional cost to Subscriber.
3. COMMUNICATIONS LINKAGE AND MAINTENANCE
Subscriber shall independently, at their own expense, provide or arrange for
installation, implementation, maintenance and suppo.rt o.f all lines and equipment
necessary to transmit telephone, radio and radio microwave signals to and from
Provider's receiving point(s) (such as portable and mobile radios; base stations,
towers, repeaters at subscribers locations; fiberrr] connectivity to receiving
points, etc). Provider's responsibility is limited to accepting communications
links. Provider shall have no responsibility for maintenance o.r support of
communications lines and equipment except to contract with Qwest
Coinrnunications, its subsidiaries, successors or approved Contracto.rs for 9-1-]
and E-9- 1-] lines and equipment, and to provide for maintenance of other
equipment and software required for Provider's effective operation of the'
sy stem.
4. DISPATCH PROCEDURES
4.] Not later than ]4 days prior to its effective date, Subscriber shall furnish
PrQvider a complete copy of any proposed new or revised procedure, which
would affect Provider's operations. Within ]4 days after receipt, Provider shall
notifY Subscriber of any provision, which is incompatible with Pro.vider's
o.perating needs. Unless Provider gives such notice, any such new or revised
procedure shall be accepted and implemented by Provider no. later than 15 days
after its receipt.
4.2 Subscriber may designate a particular procedure change as critical, where
that change is required by court order or other exigent circumstances. Provider
shall, to the extent possible, implement immediate pro.cedures, which
accommodate the change. ]f any such procedure i5 incompatible with Provider's
operating needs, Provider shall notifY Subscriber o.fthe reasons, therefo.re, while
still implementing the change to the greatest extent possible.
4.3 If Subscriber and Provider cannot informally resolve any dispute under
paragraph 4.] or 4.2 as to dispatch procedures, either party may request that the
differences be reviewed by the Medford Chief of Police as provided in paragraph
7.6.
4.4 Provider shall train its personnel in those of Subscriber's procedures and
regulations, which Provider deems necessary to effectively dispatch and
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commtmicate with Subscriber's personnel. Provider will train Subscriber's
personnel as need is determined by Provider and Subscriber. Training of
Subscriber's personnel will consist of radio procedure, introduction and review
of the emergency communications system, and topics that the Subscriber and
Provider agree will promote efficient and effective use of the commtmications
system.
4.5 Subscriber shall provide and continuously update current personnel work
schedules and information necessary for Provider to contact Subscriber's on-call
personnel.
5. ADMINISTRATIVE RESPONSIBILITY
5.] Provider shall have full authority and responsibility over hiring. training,
discipline, scheduling, and assignment of personnel assigned to perform and to
supervise services provided under this Agreement. Provider shall have full
discretion and authority to assign priority service among conflicting service
demands at any given time.
5.2 Provider may contract to provide services to other subscribers at its
discretion; however, Provider shall tmdertake no such obligation which has the
effect of diminishing or degrading the level of service provided to Subscriber.
6. SERVICE To assure the best possible senice to the Subscriber and to
provide an avenue for operational and budgetary input, the Subscriber shall work
directly with the RVCCOM Manager, perfonning the following functions
consistent with laws, ordinances, other agreements and sound management
practices: 6.1 Recommend phone answering and dispatch protocol, procedures
and policies related to service delivery (including participation in
detennining 91 llPSAP service if such service is transferred to another entity.)
6.2 Recommend dispatcher training criteria and program related standards.
6.3 Recommend equipment replacement and improvement in order to
maintain a progressive standard within the communications center.
6.4 Recommend general dispatch standards including timeliness, tmit
designator, and radio language.
7. MEETINGS: Once per year, on or about November I, Provider will conduct
a meeting with Subscriber at a mutually agreed upon location to accommodate
budget planning processes. A special meeting may be requested by Provider or
Subscriber representatives at any time and will be scheduled by the RVCCOM
Manager at the earliest convenience of all attendees. .
RECORDS: The RVCCOM Manager shall keep the minutes of all meetings
between Provider and Subscriber. A location shall be provided by RVCCOM as
a permanent and accessible depository for all meeting minutes. All
Provider/Subscriber correspondence shall be in written form and copies
maintained with the RVCCOM Manager's records. Subscriber shall be provided
a copy of all meeting records.
ADVISORY POWERS: The RVCCOM Manager is advisory to the Chief of Police
of the City of Medford, and to the goveming bodies of Medford
Communications Center subscribers. Consistent with laws, ordinances, and
other agreements, the RVCCOM Manager shall comply with recommendations
regarding senice delivery from the Provider and Subscriber upon approval by
the Chief of Police of the City of Medford.
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DISPUTE RESOLUTION:
The Subscriber, having a concern with regard to service provided, may go
directly to the Manager to resolve the situation. If the issue is not resolved to the
satisfaction of the Subscriber, the Subscriber may then go to the Adminislrative
and Technical Bureau Deputy Chief of the Medford Police Departmentlf the issue
is not resolved to the satisfaction of the Subscriber by the Deputy Chief, the
Subscriber may bring the matter before the Chief of Police of the City of.
Medford, who shall investigate and recommend a resolution. In the event the
issue is not resolved by the Chief of Police to the satisfaction of the Subscriber,
the subscriber may appeal to the City Manager of the City of Medford.
7.3.3 Should Subscriber raise a concern that substantially affects other
. subscribers or the overall functioning of the center, the Manager shall refer the
concern to the governing bodies of the Provider and Subscriber for resolution.
. Neither party shall initiate any action at law, nor resort to any other legally
available remedy without first having followed the procedure required by this
section.
7.4 ANNUAL BUDGET RECOMMENDATION:
~A.l The Provider and Subscriber shall abide by the budget adopted by the
Medford City Council with respect to any and all fiscal matters affecting the
financial responsibility of subscribers to RVCCOM.. Any program or
operational changes having expenditures requiring a supplemental budget under
Oregon Local Budget Law must go through all budget preparation and review
stages involving the Provider and Subscriber, as set forth herein.
FEES
Subscriber shall pay an annual fee for services under this Agreement. That fee
shall be compuled as provided in Schedule B (Fee Schedule.) Fees shall be due
and payable in advance in equal quarterly installments as set forth in Schedule B.
Should Subscriber be in arrears in payment of set fees hereunder, such default
shall not be deemed a material breach unless Subscriber's entire account balance
is still unpaid more than 45 days after written notice by Provider of intent to
terminate.
9. RISK ALLOCATION
Neither party nor its officers and employees shall be considered the agents of the
other for any purpose. Each party agrees to indemnify the other from claims
which the indemnitor would be legally liable to pay, excluding specifically
claims arising from the indemnitee's own negligent and/or intentional acts if:
a claim asserting the same loss or injury were made directly against the indemnitor,
whether or not such a direct claim is actually made
the loss or injury sustained by the complainant resulted from the acts, errors or
omissions of the indemnitor or those for whose actions the indemnitor is
responsible under the Oregon Tort Claims Act.
This mutual right to indemnity is in addition to and not in lieu of any other right
or contribution or indemnity which may exist in favor of either party under
Oregon Law: and the right to indemnity extends to officers, employees, and
agents of the indemnity party for claims made against them because of their
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actions or capacity as such. "IndemnifY," as used herein, means to indemnifY,
defend, and save 'hannless.
10. RENEWAL, TERM AND TERMINA TION
This Agreement shall be in effect commencing on the date of execulion as set
forth below and ending June 30, 2013. This Agreement shall be automatically
renewed after the original tenn unless either party pro\'ides notice to the other as
provided below.
Either party may terminate this Agreement at the end of the 5-year tenn (June
30, 2013) without penalty or cause, by written notice o(intent to terminate
delivered to the other party no later than January l, 2012. (fno such notice is
given, the Agreement is automatically extended and shall remain in effect
between the parties unless terminated in the following manner:
After the end of the original term, the Agreement may be terminated at the end of
any fiscal year, without penalty or cause, by written notice of intent to terminate
delivered to the other party no later than 18 months prior to the end of that fiscal
year. Payment of fees shall be established pursuant to Schedule "B," attached.
NON-APPROPRIATION: Notwithstanding the termination provisions above,
termination may occur for non-appropriation. Specifically, all Subscriber
obligations to expend money under this Agreement are contingent upon future
appropriations as part of the Subscriber budget process and local budget law, and
the failure of the Council and Budget Committee to make the appropriation shall
necessarily result in tennination of this Agreement. As such, in the event
insufficient funds are appropriated for the payments under this Agreement and
the Subscriber has no other lawfully available funds, then the Subscriber may
terminate this Agreement at the end of its current fiscal year, with no further
liability or penalty to the Subscriber. The Subscriber shall deliver written notice
to Provider of such termination no later than thirty (30) days from the
determination by the Subscriber of the event of non-appropriation.
CONSOLIDATION: Provider and Subscriber understand that potential exists
for consolidation of dispatch services between Provider and Southern Oregon
Regional Communications (SORC). In the eyent of a consolidation of dispatch
services between Provider and SORC, Provider may terminate this agreement.
Provider shall'deliver written notice to Subscriber of such termination not later
than thirty (30) days prior to the implementation of new services provided by the
consolidated entity.
11. AMENDMENTS
The parties may, from time to time, agree to amend the provisions of any
schedules attached to this Agreement; provided, however, that the method used
to compute Subscriber's annual fee as set forth in Schedule B shall not be
amended unless all other subscribers agree to similar amendment. Costs
associated y,ith expansion of services, or new (not )"eplacement) equipment shall
not be included in the calculation of the basic service fee without the consent of
all subscribers_ All amendments shall be in writing, and signed by the parties'
duly authorized representatives. As used in this section, "replacement
equipment" means equipment which replaces a function previously perfonned by
other equipment o\\ned or leased by Provider, and which must be replaced
because its repair or maintenance cost equals or exceeds its fair market value.
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COMPLETE AGREEMENT
12.1 Schedules A and B, referenced herein above, are hereby incorporated as
part of this Agreement as though fully reproduced herein.
12.2 This agreement represents the complete and integrated understanding of the
parties with respect to all particulars covered herein. All prior agreements,
written and oral, are hereby canceled. No prior written or oral representation,
negotiation, or statement which conflicts with the terms hereof shall be
. considered to in any way modify abridge, or invalidate any provision hereof, and
no evidence of such shall be admitted in.any proceeding in which the terms and
application of this Agreement are at issue.
13. NOTICE
Any notice required to be given to Provider under this Agreement shall be given
to Provider's Chief of Police. Any notice required to be given to Subscriber
under this Agreement shall be given to Subscriber's Chief of Police.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed
in their respective names by their duly authorized representatives as the dates set
forth belo'ji, )
CITY OF/,'!EDFORD, QREGO}>(:
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By: (/ ljll/i!'/\//J.../(... ".,"---.
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; -- Mayor
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Date:
Approved:
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Chief of Police .-.. \,
City of Medford
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Chie of P6lice
City of Ashland
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SCHEDULE A
BASIC EMERGENCY Co.MMUNICATIONS SERVICE
FOR POLICE, FIRE AND MEDICAL AGENCIES
I. Answer "business/seryice" caJls for seryice between the hours ofl700 and 0800
during the week, 24 hours per day on the weekends.
2. Answer all "9-1-1 emergency" calls for service.
3. Dispatch" business/service and "9-]-] emergency" calls for service. Maintain
separate primary frequency for Ashland Fire & Rescue at a call-taker position.
4. Dispatching operations will be conducted with the use of a computer aided
dispatching system, of which the Subscriber is a member of the regional CAD
project.
5. Maintain and record unit status and availability.
6. Paging services for public safety purposes. (Shall include after hours paging/calling
Ashland Public Works as well as receiving and directing associated calls for services in
emergency situations.)
7. Radio broadcasts of "administrative message," "attempts to locate," "all-point
bulletins," and "street closure announcements." This includes screening of teletypes
and supplying that information to the proper jurisdiction.
8. Provide DMV (Department of Motor Vehicle,) NCIC (National Crime
Information
Center) LEDS (Oregon Law Enforcement Data System,) and Jackson County regional
automated information as requested by field units and the Subscriber.
9. Maintain (",ith mutual assistance) an equipment resource file, responsible person
file, personnel call-up list, programming for CAD files, and department personnel work
schedule.
10. Provide public safety telephone messages via the Communications Center.
II. Maintain backup radio and telephone equipment; also provide backup emergency
power for radio and telephone service for the Communications Center.
12. Maintain recordings of all telephone and radio communications; provide retrieval
at the Subscriber's request. AudiocoM copies will be provided at the Subscriber's request.
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13. Answer "business/service/emergency" drop line from Ashland Police
Department. Phone equipment and lines to be provided and maintained by Subscriber.
]4. Provide routine "testing" at agency's request.
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SCHEDULE BFEE SCHEDULE FOR THE CITY OF
ASHLAND
I. Subscriber's fee for services provided under this Agreement shall be the Basic
Service Fee plus negotiated fee for any extended services. The fees shall be reviewed on
an annual basis. Subsequent contract annual base fees shall be calculated on the
percentage of workload generated by Subscriber in relation to RVCCOM's total
operating budget.
].2 Fee Formula for DispatchinglPSAP Fees based on the following:
1.2.] Answering point for all Ashland PSAP calls, non-emergency
phones, and after-hours utility phones.
1.2.2 Full-Time Dispatch Service to Ashland Police and
Ashland Fire & Rescue.
] 2.3 The Basic Service Fee for any contractual fiscal year shall be adjusted
annually, based on the preceding calendar year's actual J-cal]s for service as a
percentage of the total RVCCOM J-calls for service as applied to RVCCOM's budget.
EXAMPLE: (from 2008-2009 Expense Allocation)
Total RVCCOM Budgeted Cost
Total RVCCOM CADIRMS Budgeted Cost
TOTAL RVCCOM Budget for Dispatch, CAD and RMS
$2,462,680
$ 304,]93
$2,766,873
Current Charge to Ashland
Current Charge to SOU
$ 589,000
$ ] 4,000
Cost Allocation based on J-Cases: TOTAL J-Cases 210,897
Ashland
SOU
Medford
TOTAL:
53,824
3,608
153,073
210,505
25%
]%
74~~
]00%
$719,000
. $ 28,000
$2,0] 9,873
$2,3] 6,544
Total: $692,000
Total: $ 28,000
Total: $2,046,873
Total: $2,766,873
City,' of-Ashland, Oregon - CC Dispatch Contract
Page 1 of 3
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Citv of Ashland. Oreaon / Citv Recorder / Citv Councii Information / Packet Archives / Year 2008 / 06/03 / CC
Dispatch Contract
CC Dispatch Contract
Council Communication
_~_.____"__.___..._..__,.. _. _~_'_.'_______'__'F"~~_'__"_____"___"_"'___~_'___'__~_._. .--.-----..-.--.--.. --"." .
Public Safety Dispatch Contract
-~--_.__._- -~--_.._--~-----_. -------------~----~--~ --' -
Meeting Date:
Department:
June 3, 2008
Police
Primary Staff Contact: Tery Holderness
Secondary Dept.: Finance
E-mail:
Secondary Contact:
holdernet@ashland.or,us
tu neberl@ashland.or.us
10 minutes
Approval:
Martha Bennett, City Administrator Estimate Time:
Question:
Should the Council approve the public safety dispatch contract with the City of Medford as proposed?
Staff Recommendation:
Staff recommends that Council vote to approve the public safety dispatch contract with the City of Medford
as proposed.
Background:
In 2003 the City entered into an agreement with the City of Medford to supply dispatch services to the police
and fire departments. That contract has expired and City of Medford has offered to renew-the contract at a
total cost of $692,000. This is an approximate 18% increase over the cost of the last year- to the existing
contract. The City of Ashland generates approximately 25% of the total activity in the Medford dispatch
center. Under the new contract Medford is charging Ashland 25% of the total cost of maintaining the
dispatch center. The police, fire and finance departments have analyzed the methodology being used by the
City of Medford to determine the cost of the dispatch contract and feel that it is reasonable.
After the originai contract was signed the police department liquidated all of the equipment required to
operate a dispatch center. The police department would not be able to reopen it's dispatch center without a
significant investment in new dispatch equipment. Police department staff has approached the only other
dispatch center in Jackson County about the possibility of entering into a contract to provide dispatch
services for the City of Ashland. We were advised that the dispatch center did not have the capacity to
supply dispatch services to Ashland.
Jackson County is now using grant funding to conduct a study on the feasibility of consolidating all public
safety dispatch services in the county. The purpose of that study is to determine if one consolidated dispatch
center will reduce dispatch costs for the entire county. If the study determines that a consolidated dispatch
center is cost effective we estimate that center would be open and able to provide us with dispatch services
in three to five years.
Related City Policies:
Section 2.50.020 Public Contracting Officer's Authority
A. Authority to Execute Contracts Without Prior Council Approval. The Public Contracting Officer may execute
without prior Council approval contracts that satisfy all of the following:
I. The contract has a total value of seventy-five thousand dollars ($75,000) or iess;
ii. The contract does not exceed a twenty-four month contract period;
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7 /11?(1(1~
. City of Ashland, Oregon - CC Dispatch Contract
Page 2 of 3
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IIi. The contract provides that the contract may be terminated by the City for convenience thirty
(30) or fewer days following delivery of written notice to the contractor;
iv. Funds are budgeted for the purpose of the contract;
v. The contract has been approved as to form by Legal Counsel unless it meets one of the
exemptions set forth below; in Section 2.50.025, and,
vi. All other requirements for public contract code procurement have been satisfied,
Section 2.50.02S Procedure for Review by Legal Counsel
B. Exemption from Review. Legal counsel review is not required In the following circumstances:
4. The total contract amount Is less than $25,000.
Section 2.50.075 Sole Source
The appropriate department head shall determine when there Is only one seller or price of a product of the
quality required available within a reasonable purchase area. To the extent reasonably practical, the
appropriate department head shall negotiate with the sole source to obtain contract terms advantageous to
the contracting agency. The determination of a sole source must be based on written findings that may
include:
(1) That the efficient utilization of existing goods requires the acquisition of compatible goods or
services;
(2) That the goods or services required for the exchange of software or data with other public
or private agencies are available from only one source;
(3) That the goods or services are for use in a pilot or an experimental project; or
(4) Other findings that support the conclusion that the goods or services are available from only
one source.
Council Options:
The Council can either approve the contract as presented or request that the police department attempt to
renegotiate the contract with the City of Medford.
Potential Motions:
I make a motion to approve the proposed contract with the City of Medford to supply public safety dispatch
services for the City of Ashland.
Attachments: Click on the PDF file below to view the following attachments:
Contract for public safety dispatch services with the City of Medford.
)+
Attachments Disoatch Contract.odf
(297.BKB)
The above document(s) are Adobe@ Acrobat@ PDF files and may be viewed using the free
Adobe@ Acrobat@ Reader'". Most newer web browsers already contain the Adobe@
Acrobat@ Reader'" plug-in. However, if you need it, click on the "Get Acrobat@ Reader'""
icon to download it now.
r ,. Ai:rbl.J3i~
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Adobe ,ea.er.
httn:llwww.ashland.or.l1sfpa.....asn?Navm=110R7R>-.Print=Trn..
711 nOOR
City o. AShlana, uregon - CC Dispatch Contract
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htto:llwww.ashland.or.us/Page.aso ?Nav ID= 11 087 &Print=True
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, Cit~ Of Ashland, Oregon - Agendas And Minutes
Page 1 of 11
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City of Ashland. Oreaon / Citv Council
Tuesday, June 03, 2008
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
June 3, 2008
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Morrison called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilor Hardesty, Navickas, Hartzell, Jackson, Silbiger and Chapman were present.
MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION V ACANCIES
Mayor announced vacancies and noted that if anyone was interested in volunteering for any Commissions they
should contact the City Recorder's Office.
SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS?
The minutes of the Study Session of May 19, 2008, Executive Session of May 19, 2008 and the Regular
Council of May 20, 2008 was approved as amended. The regular meeting minutes of May 20, 2008 were
corrected on page 5 to reflect correct discussion by Councilor Navickas under discussion on continued original
motion. Sentence should state the following "prioritizing public good over private interests."
SPECIAL PRESENTATIONS & AWARDS
Mayor's Proclamation of June 14, 2008 as Flag Day in the City of Ashland was read aloud.
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Mayor introduced those students that would be representing our City as ambassadors for our Sister City of
Guanajuato.
CONSENT AGENDA
1. Does the Council accept the Minutes of Boards, Commissions, and Committees?
04/09 and 04/10/08 Citizens' Budget Committee
04/17/08 Citizens' Budget Committee
04121/08 Citizens' Budget Committee
2. Does the Council wish to approve a Liquor License Application from Peter Alzado dba
Oregon Stage Works at 191 A Street?
3. WiD the Council approve the Agreement for Services between the City of AsWand and the Rogue
Valley Transportation District?
Councilor Hartzell requested that Consent item #3 be pulled for discussion.
Councilor Chapman/Hartzell m/s to approve Consent Agenda items #1 and #2. Voice Vote: all A YES.
Motion passed.
Councilor Hartzell noted that next Monday night there would be a transit report by consultant HDR and
wanted to know if there was anything in the report that would have an affect in the coming years or
implications on what the agreement the council was being asked to approve.
Management Analyst Ann Seltzer clarified that the options that the consultants are developing for Monday are
long-term transit options and it is unlikely any could be implemented within this next year. The agreement the
httD:/ /www.ashland.or.us/Agenda..asn?Disnlav=Minutes&A MfT)=::l4RIi&Print=Tnlf:
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. City ?f f'\shland, Oregon - Agendas And Mjnutes
Page 2 of 11
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. council is being asked to approve is just for this upcoming year.
Councilor Hartzell/Silbiger m/s to approve Consent Agenda item #3. DISCUSSION: Staff clarified that
the consultants are still working on the options and that if they are ready prior to the Monday meeting they will
be posted on the city website sooner. Voice Vote: all AYES. Motion passed.
PUBLIC HEARINGS
1. Adoption of FY2009 Budget and conduct First Reading of an Ordinance titled, "An Ordinance
Levying taxes for the period of July 1,2008 to and including June 30, 2009, such taxes in the snm of
$8,616,000 upon all the real and personal property subject to assessment and levy within the
corporate limits of the City of Ashland, Jackson County, Oregon" and move to Second Reading on
June 17, 2008?
Public Hearing open: 7:15 p.m.
No speakers came forward.
Public Hearing closed: 7:16 p.m.
2. Does Council wish to increase the Transient Occupancy Tax (TOT) from 7% to 9%? Does the
Council wish to pass first reading of the attached ordinance?
Public Hearing open: 7:17 p.m.
Administrative Services Director Lee Tuneberg presented the staff report and explained that this follows the
direction from council at their April 15, 2008 meeting. Using this information staff is recommending that the
Transient OccupanGY Tax (TOT) be raised to 9%. Staff provided a table with information that came out of the
April 15 meeting which indicated different types of allocation based on existing 7%, staff proposal of 9% and
council direction of 9%. This table broke down information between non-tourism and tourism. He noted that
during the Economic and Cultural grant development process, applicants showed a little over $40,000 as
tourism related expenses and the total request for Economic and Cultural grants was $320,000 of which
$40,000 was a portion of this. Approximately $125,410 was awarded which reduced the amount going to
tourism, which was $8,719.
Staff included' a draft Resolution which would make this increase effective October I, 2008 and give the
lodging industry time to adjust to the proposed increase. Tax revenues would begin to be received for those
that report on a monthly basis in Novbember 2008 and those that report on a quarterly basis in January 2009.
Katy Bazylewilzl344 Idaho/Board President for Ashland Chamber of Commerce shared their appreciation of
the City's support and appreciation on the increase, if the TOT increase is approved. She noted the good job of
collaboration that has happened between all the entities involved and the opportunity to promote our
. I .
commumty.
Sandra Slattery/110 E Main StreetlExectutive Director of Ashland Chamber of Commerce noted how
important it is for the City to reinvest in the promotion of tourism and economic development through the
Chamber. She noted how the Chamber offers all the tools needed to make the community successful and the
importance of collaboration amongst all the entities in order to deal with the all the unforseen changes in the
future. She noted how the competition for tourism is fierce and that it is important during these economic
challenging times for the Vistor and Convention Bureau (VCB) to receive additional dollars to gamer more
exposnre, build more events and remain competitve in the market place. She also noted the importance of
building more events in the off season and create more reasons for people to visit our community. The support
by the City through tourism dollars helps to support independent businesses and the Chamber supports the
City's proposal to grant monies to the VCB.
Graham Lewis/152 N PioneerlEncouraged the council to allocate the majority of the 7% required for tourism
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to the VCB. He stated that this is the body of the Chamber that provides tourism in our community and it not
only pays for advertising but offers the opportunity for articles in travel magazines, newspapers and other
publications.
Dale Verger/36 S 2nd Street/Owners of Monet restaurant who noted their recognition on the potential that
Ashland has to offer. She noted her membership with the VCB and that she is currently the Board President of
this organization. She stated that as a buisiness owner they rely on the VCB to bring tourism to our
community through their advertising. Urged the council to approve the TOT increase and to dedicate a good
portion of this to the VCB.
Mallory Pierce/885 Tyler Crrek RdlDirectorof Marketing and Communication for the Oregon Shakespeare
Festival (OSF). Stated their support to increase 2% which would keep the City on par with Medford and
Jacksonville and would generate important revenue for promoting Ashland tourism throughout the entire year.
OSF supports the original staff recommendation at the April 15, 2008 meeting. In keeping with the spirit of
the state statute requiring 70% of any increase in the TOT to be spent on tourism the original staff
recommendation allowing $300,000 of the estimated available funds to the Ashland VCB and the remaining
balance to a combination of economic development, real property and improvements and Ashland Chamber of
Commerce seems to be the wisest promotion of these monies. She stated that the goal of the VCB is to
promote all of Ashland and should be recognized as a leader statewide in tourism promotion.
Denise Daehler/96 N Main Street #201/Noted that she has been a business owner in Ashland for about two
years. Noted their appreciation of the community and hopes to continue to prosper in this community. Stated
their support for the proposed increase in the TOT and that it be directed toward the VCB in order to continue
the collaborative effort for increase in tourism, '
Deanne Andersonl618 Fair Oaks CourtINoted that she is a business owner and voiced her support of the
increase in TOT and that it go towards VCB and Ashland Chamber of Commerce. She noted the difficulty for
businesses due to seasonal tourism and that it is important to try and bring in tourism during winter months.
She stated that these monies will help to promote adjuncts to OSF and noted that they have 20 people who
work for them and that this will help to continue with employment for these individuals. . She shared
information about a new Ashland Wellness Tour.
Ginny Aver/1500 E Main Street/Interim Executive Direct~r of Science Works. She noted her involvment
with VCB and her support that as much monies be directed to the VCB as possible. She voiced her
appreciation of the grant monies that have been awarded to Science Works and shared how these monies had
been used.
Garrett Furnichi/l72 4th StreetIV oiced his support for the advertising dollars because he felt it would come
directly back to their business. Commented on the economic crisis at this point and feels that this increase will
help.
Michelle Glass/212 E Main StreetIFood & Beverage Director for the Ashland Springs Hotel. She shared
experience in the food and beverage industry and understands the difficulty with running a successful and
profitable food and beverage business in Ashl~nd. She stated that the holel has 50 employees and noted the
difficulty when these individuals have to be laid off during the off season. She believes that revenue
opportunities are available in the winter seasons and that increased advertising during this time would affect
the liviability of Ashland for its workers and the revenues that the businesses and the City enjoys.
lac Nickels/821 Beach StreetINoted that he has lived in Ashland since 1973 and voiced appreciation for the
increase in budget for tourism and the work by the Ashland Chamber of Commerce on increasing tourism in
the community. He also noted that he is the chairman for Economic Stability for the Ashalnd Chamber of
Commerce. He stated that due to the economic times that it is important to bring new businesses into town.
He believes that there will be a decline in tourism and urged the council to increase the budget for the Chamber
to continue its efforts for economic development.
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Tom Olbrich/356 Alta Street/Noted that he has been a resident in this community for 28 years and is the
Executive Director of the Ashland Film Festival and has served as a volunteer VCB. He spoke in favor of
increasing the TOT to 9% and felt that this increase would be good for the community. If the proposed
increase is approved, the Economic & Cultural Development subcommittee would see a substantial increase in
funding and the Film Festival is greatful for the grauts that have been awarded to them. He voiced his
understanding on the difficulty that this committee struggles with every year when awarding these grants. He
noted the lack of funding for the VCB is dramatic and the proposed increase is based on what other
communities have done. He stated that the annual Film Festival would not exist without the grant monies from
the City and is aware of how a strong, vibrant, VCB would be an asset to the Ashland Film Festival and other
non profit organizations. He voiced his support on the increase of the TOT to the VCB and for the Economic
& Cultural subcommittee grantees.
Pam Hammond/632 Walnut/Noted that she is the Vice President of the Ashland Chamber of Commerce and
co-owner of Paddington Station. If council approves the TOT they should consider the VCB and noted the
challenges during the current economic times in regards to costs. She noted their support of VCB who has the
ability to promote and develop events outside our region with proper funding.
Josh Hammock/1239 Old Willow LaneINoted that he runs the Stratford Inn and voiced his concern with the
timing of the proposed increase of TOT. Commented on how the increase of 2% to the TOT would affect
those customers that have already made reservations to come to their business. He explained how budgets are
shrinking and he is uneasy with the July 1, 2008 date and would prefer the October 1, 2008 start date in order
to prepare. He voiced his support of increasing the amount given to the VCB who he believes knows better on
. how to manage the money.
Chuck Y oung/l3l3 Clay Street/Noted that he is co-owner of a Bed & Breakfast (B&B) and is the designated
spokeman for B&B organization. He voiced his.caution about the current economy and how money is going to
be spent based on past history. He stated that there is a general comfort level with the proposed increase and
their confidence level with the VCB as they are in the best position to spend this money wisely. He challenges
that the state mandates 70% go to tourism and that 30% can be spent at will. He would like that over time to
get more of the 70% of the proposed 2% increase geared toward tourism in order to be more competitve with
other cities in the state.
Don Anwayl212 E Main Street/General Manager of Ashland Springs Hotel. He understands how the VCB
should rnn and asked that the council look at the percentages that the staff has presented. He noted his concern
that Medford has over $400,000 for a promotion budget as compared to Ashland which has only S208,000. He
stated that the proposed 3.9% increase for the VCB is not that much money and is concerned with where the
allocations are. He felt that the council should think about the sinall tourism grants and that the VCB can work
with small grantees and draw people to come and visit Ashland and promote their events. He felt that it was
more important that the VCB receive more of an increase and explained how the market in the valley is
changing by large corporations coming into Medford and the size of their budgets as compared to Ashland's.
He noted the importance of getting involved in the Portland market and that $225,000 is not adequate for the
VCB to promote and compete.
Katherine Flanagan/ll0 E Main StreetJPresident of the Visitor Convention Bureau and Marketing Director
for the Ashland Chamber of Commerce. She explained how the VCB is well positioned to the lead the way for
tourism promotion in Ashland. She noted the various representatives and members of the VCB and how they
depend on the VCB for promotion efforts. She also noted the existing successful events and those in the
future. She read quotes from a letter of support from Carolyn Hill who is the CEO of Southern Oregon
Visitors Association (SOV A). The quotes shared how a healthy Visitor and Convention Bureau can give
Ashland a competitive advantage and position as an important tourist destination. Increased funding in the
VCB will allow them to participate in meaningful and regional marketing programs and allow them to playa
role in Travel Oregon and other programs. She noted the partnership between VCB and SOV A.
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Public Hearing closed: 8:15 p.m.
Mayor Morrison asked for the council to share their positions on the proposed increase. Councilor Hardesty
supported the 2% increase and understands the value of giving VCB more money. She felt that the $225,000 is
appropriate and that consideration on giving more next year could happen. She also noted how small grants
have been helpful and are important in the Economic & Cultural area and in tourism area.
Councilor Navickas voiced his support of the 2% increase and is an opportunity to invest in Economic &
Cultural development. He supports the council's direction in distribution and noted how small grantees have
developed over the years. He felt that small grass root efforts are important and how other organizations have
helped stimulate our economy.
Councilor Chapman voiced his support of the increase only if it could be more specific on how the money is
spent. He voiced his concern with the distribution. He noted the budget of $400,000 on Visioning and wouldl
not support the increase until the distribution is better worked out.
Councilor Jackson voiced her support of the 2% increase and is happy to start with councils adopted
distribution. She suggested that the Chamber continue to reach out to small grantees for a partnership with
tourism dollars. She felt that the definition of what is a small grant should be worked out. -
Councilor Silbiger voiced his hestitancy about raising the TOT but noted the support from businesses and a
lack of oppositon. He agreed that the allocation is not specific enough and is not comfortable with proposals in
terms of being specific. He does believe that the VCB does a good job and has witnessed how the small
grantees have benefited and grown. If the council would go in this current direction he would suggest allowing
the Chamber of Commerce to particpate in grant funding for specific events. He stated that there is a lot of
cross pollination between small grantees that is not just tourism or cultural, but both. He feels that it is the
30% driving the 70% and that it is the council's goal to increase Economic Development. He voiced his
support of focusing on specifics and the economic portion of this.
Councilor Hartzell stated her initial hesitancy on the percentage increase but became more comfortable once
she became more aware of numbers from around the area. She understands the logic in using the current
economic development engine to figure out what comes next and to add to it. She believes that this change
came about, in order for us as a community to do this, not as a City and this is the challenge. Until there is a
Economic Development planning there is an "unkown" and is important to start. She does believe that there
are specifics and that the plan is only for a couple of years and that the outcome will point to projects where
there is community agreement on. She hoped that the Housing Trust Fund would have been included due to its
tie to economic development and urged the council to include this for discussion purposes by including as
many streams as possible.
Council consensus was in supporting the 2% TOT increase and the concerns regarding specific distribution
was noted.
City Administrator Martha Bennett clarified that staff would come back to the next council meeting with a
Resolution to allocate the funds and if this includes an October I, 2008 start date another Resolution would be
done to pro-rate this amount for the year. In addition, if the counci( includes "qualified city projects" then staff
will come back to council on recommendations. She voiced her continued concern with the ability to allocate
$109,000 and understands that staff will need to return to council in order to get some of their questions
answered. She stated that staff will work with the Apriill5 council motion unless directed otherwise.
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Councilor Hartzell suggested creating a separate category for medium sized groups on consideration of
awarding grants in the future.
Mayor also voiced his concern with $109,000 and understands the need to meet the economic reality of current
conditions. He understands that there is support for using this money for existing efforts and the VCB due to
the competitive environment He does believe that there needs to be an Economic Study where it is based on
diversification and understanding our community better.
Ms. Bennett clarified that the council needs to decide on the increase, which the proposed ordinance would do
and then staff would bring back a Resolution for discussion on distribution.
Councilor HardestylHartzell m/s to increase TOT by 2% increase effective October 1 2008,
DISCUSSION: Councilor Navickas complimented the Chamber of Commerce for organizing a unified
message and challenged the council to attend the Mid Summer Nights Dream that is going to be held and noted
the need for the increase in the TOT that helps support smaller grantees. Councilor' Jackson voiced her support
of the current distribution because there has always been more requests for the Economic Grants than can be
funded. She also agrees that being more specific on the amounts between tourism and the Economic grants.
Councilor Silbiger voiced his hesitancy to vote in favor before having the opportunity to discuss qualified city
projects and how to handle small tourism grants. He would prefer to wait for the Resolution and does believe
in the need to visit with the Chamber, middle sized groups and work out qualified city projects with a long-
term plan. He stated he would join the council in supporting the proposed increase as long as there is more
discussion in the future on the flexibility where tourism dollars are used. Councilor Hartzell requested that
when staff brings back a list of qualified city projects, she would like for staff to talk to Planning Commissioin
about the last time the Downtown Plan was discussed and parking signage.
.
Roll Call Vote: Navickas, Silbiger, Hardesty, Hartzell and Jackson, YES; Chapman, NO. Motion passed
5-1.
Councilor JacksonlHartzezll m/s to approve first reading of ordinance and move to second reading. Roll
Call Vote: Navickas, Silbiger, Hardesty, Hartzell and Jackson, YES; Chapman, NO. Motion passed 5-1.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Should Council adopt the Fiscal Year 2008-09 Annual Budget and make appropriations as
presented?
Lee Tuneberg Administrative Services Director noted the revisions as recommended to council by
staff. He pointed out an increase in the Airport fund of $38,3000; an increase of $36,500 in the
Capital Improvement Plan; an increase of $4,400 in the Electric Fund Debt Service for the clean
renewable energy bonds (CREB); and an increase of $33,200 in the Central Service Fund to correct
for a reduction in staff taken twice in the prior revisions. With the results of these changes the total
budget amount is $95,206,615 and a proposed property tax rate of $4.0797. This covers the General
Fund and Parks Fund general levy, .13 cents on the Library levy and a certain amount that is in the
budget itself on the Debt Service that was approved. This amounts to a total $4.4179 property tax
rate. He clarified that there are four actions that the council needs to act on which are the following:
approve an Ordinance to levy taxes, approve Resolution to qualify for State Subventions, approve
Resolution to receive State Revenues, and approve Resoluition adopting annual budget and making
appropriations.
He explained that due to the action taken on the TOT an adjustment to the appropriation level in the
General Fund on monies to be spent per the higher tax rate for Transient Occupancy Tax needs to be
done. He stated that there is funds included for the Visioning or Economic Development program but
there has been no change in the grant area. The worksheets provided for the TOT showed $436,000
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more in revenue if the tax is done July 1,2008 but with the delay start date on the TOT tax to October
'1,2008 there may be an estimate of $250,000 more in tax revenue for the next year. Because there is
$200,000 in the Administration budget for projects he would recommend increasing appropriations in
the General Fund by the difference. Staff clarified that this would be done by Resolution for council
approval.
Councilor Hartzell voiced her concern with the cuts in the Fire Department budget and fire
inspections that are not going to be done. Ms. Bennett explained that the Fire Department is spending
98-99% of their budget level and to sustain a $107,000 budget cut they would have to cut the position
they spoke of at the Budget meeting, which was the Fire Inspector position. She explained that staff
is looking at the revenue side.to see if there could be an increase of fees and charges but the problem
is charging for something that may not happen.
Ms. Bennett explained that two of the city's unions had agreed to transition from current health care
plan to the preferred provider plan which will save the city a significant amount and would accrue to
the departments.
Council continued to discuss with staff the cuts associated with different departments and how city
services are affected. Mr. Tuneberg explained that the council has the authority through Oregon
Budget Law to either increase any fund by $5,000 or 10%, whichever is the greater. This would
mean increasing appropriation which would then affect the ending fund balance. Ms. Bennett
continued to explain what happens when staff positions become vacant and how departments are
hesitant to fill positions that may be cut in the future. Staff explained to council how funding could
be done through a supplemental budget and their desire to find new revenue streams that have not
currently been identified.
Council discussed at length the budget process and how the Budget Committee had full discussion on
their recommendation. There was concern raised with making changes to ending fund balances and
doing something different than what was approved by the Budget Committee even if some councilors
did not agree with this decision. It was pointed out that Oregon Budget Law does allow the council to
make changes and that it is not unusual for this to happen. Continued concern was voiced that
buildings were not being inspected and it was not responsible for the city to allow this to happen.
Mr. Tuneberg clarified that the city may receive monies from Bonneville Power Administration
(BP A) but the amount is uncertain. Ms. Bennett stated that because positions have not been filled
does not mean that service levels are not being met. Staff agreed to keep the council updated on the
current transitions and will bring back alternatives when identified.
Council members voiced concern on taking money out of the ending fund balance but also
acknowledged the importance of inspecting buildings and the safety issues associated. It was agreed
that looking for other revenue streams .is a good idea and that departments should be allowed to
manage their budgets when faced with cuts.
Councilor Jackson/Silbiger mfs to approve Resolution #2008-15. Roll Call Vote: Silbiger,
Hardesty, Chapman and Jackson, YES; Hartzell and Navickas, NO. Motion passed 4-2.
2. Should Council certify that the City qualifies for State Subventions?
Councilor JacksonlHardesty m1s to approve Resolution #2008-15. Roll Call Vote: Silbiger, Chapman,
Hartzell, Hardesty, Jackson and Navickas, YES. Motion passed.
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3. Should Council declare that the City receive State revenues?
Councilor SilbigerlHardesty mls to approve Resolution #2008-14. Roll Call Vote: Hartzell,
Jackson, Chapman, Hardesty, Silbiger and Navickas, YES. Motion passed.
Continuation on adoption of FY2009 Budget discussion and First Reading of an Ordinance titled, "An
Ordinance Levying taxes for the period of July 1, 2008 to and including June 30, 2009, such taxes in the
sum of $8,616,000 upon all the real and personal property subject to assessment and levy within the
corporate limits of the City of Ashland, Jackson County, Oregon" and move to Second Reading on June
17,2008?
Councilor JacksonfSilbiger rnls to approve first reading of ordinance and move to second reading.
DISCUSSION: Jackson commented that she would not vote against the budget but feels that the approach to
providing quality service to the community should be on how to retain these positions not how to avoid using
property tax authority and is very disappointed in the Budget Committee this year and hopes to have further
community discussion. Councilor Hardesty felt that the Budget Committee did a good job and that it is
difficult to weigh the pros and cons and that keeping taxes modest is a good way to run our city and that there
are ways to economize. Councilor Navickas commented in his disappointment on the decisions made by the
Budget Committee, one of which he felt was a policy decision to maintain fund balances. He voiced his
concern with continued cuts to ending fund balances, which has the potential to effect emergency situations.
He does not feel this is a fiscal conservative policy but a fiscal irresponsible policy.
Roll Call Vote: Silbiger, Hartzell, Chapman, Hardesty and Jackson, YES; Navickas, NO. Motion passed
5-1.
PUBLIC FORUM
Art Bullock/Announced that a Land Use Board of Appeals (LUBA) case, regarding development on Glenn
Street that had been filed by himself, Philip Lang and Colin Swales had been won against the City of Ashland.
He stated that this was a difficult development and had required five months of council review time. He stated
that LUBA had found that the City had violated its own law and remanded it back to the council. He voiced
his appreciation to those councilors who had voted against this project. He stated his belief that the council is
under heavy pressure from developers and consultants to bend the law in favor of developers and their
interests. He also noted his appreciation to those members on the Planning Commission who voted to support
the law in the public's interest and looks forward to the day when the majority votes in this direction. He
stated that those that had appealed had asked that this be dealt with through alternative dispute resolution
which was denied and which then resulted in unnecessary expense to the taxpayers.
City Attorney Richard Appicello responded to Mr. Bullock's explanation of the LUBA decision. He explained
that the reason why this was remanded back to the City was that there was a request for an exception on Street
Standards. The exception to Street Standards was to have a curbside sidewalk in lieu of a parkrow. LUBA
found that the Findings and Conclusions did not find demonstrable difficulty in meeting the requirement to
build a parkrow to justify an exception to Street Standards to build a sidewalk. This is the only issue LUBA
found with the appeal and is why it was sent back to the City. The council will be asked to look at the question
of whether the applicant wants to proceed with a curbside sidewalk or a parkrow. It could be that the city
should not have granted the exception to the parkrow and this is the only issue and does not include the set
back or design standards.
one)
NE MI CELLANE US BUSINE S
. Should the Council approve the public safety dispatch contract with the City of Medford
proposed?
Police Chief Terry Holderness presented the staff report where he explained that the City had entered
into an agreement with the City of Medford in 2003 to supply dispatch services to the police and fire
department. This contact has expired and the City of Medford has offered a five-year extension of the
tract. The contract does include an approximate 18% increase, which provides for the City of
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and to be responsible for paying 25% of the total costs for dispatch services. City of
eCiford has never charged the City of Ashland full price and that this is the first full ye hat
Ashland will experience full charges.
Chief Holderness assured the council that the service level being provided, which is 24/7 with 0 e
tcher dedicated to the City of Ashland, is sufficient and meets the needs of the City.
He explained that Jackson County is now using grant funding to conduct n the feasibility of
c .. n all ublic safety dispatch services in t ,1C is the long-term goal. He felt
the five-year contract protectsl e city and moves in the direction of consolidation.
Councilor Chapman/Jackson mJs to approve public safety ~ contract. Roll Call Vote:
Chapman, Hartzell, Jackson, Navickas, Hardesty and Silbig~Motion passed. .
2. Will Council revise City policies and practices to fonn a Transportation Commission and disband
the Traffic Safety Commission and the Bicycle and Pedestrian Commission?
Interim Public Works Director Jim Olson presented the staff report and stated that the combination of
these two Commissions has been a goal for quite a few years. He explained that both Commissions
are different by having different duties and responsibilities, but do overlap in several areas. He noted
that in the past, there had been broad objections to the combining of these two Commissions but more
recently it has changed to more broad support. He commented that most of the support comes from
recognized transportation issues that are not being addressed in any other Commission or Committee.
.Mr. Olson stated that staff has met several times with Commission members to discuss ideas and
identify key goals that should be included in the Transportation Commission. He stated that safety is
the number one aspect and is the primary element.
Staff is recommending that part of the duties and responsibilities associated with safety be delegated
to a sub-committee of the Transportation Commission in order to have a better flow and delegation on
issues that have a higher safety interest to the full Commission. He explained that Planning is another
element that this Commission would need to look at and proposed that general recommendations
would be made to the City on long-term transportation plans. He stated that funding would be the
ability to prioritize and provide long-term development plan for transportation and transit projects.
.Mr. Olson stated that advocacy would be an important role that this Commission would need to
assume and noted that parking is another key element that would need to be addressed. Staff looked
at different configurations on the matter of how many voting members should be on this Commission
and recommended nine voting members. It is understood that this is a draft ordinance that is being
presented and that this is only a starting point in order to begin discussion.
Matt Warshawsky/821 IndianaIVoiced his support for'the Commission but also voiced his concern
that this Commission not be used as a method for individuals to impede or affect regular planning
issues. He stated that advocacy is an issue of why this has failed previously. He pointed out that the
two big events that are associated with the Bike & Pedestrian Commission, the Bike Swap and Car
Free Day are actually run by two volunteers along with the Parks & Recreation Department. He
believes that the Bike & Pedestrian Commission may not have as much advocacy as believed, and
that the Transportation Commission should support advocacy but not necessarily be the advocates.
Colin Swales/461 AllisonfNoted that he is the current chair of Traffic Safety Commission and
liaisons with the Bike & Pedestrian Commission. Mi, Swales stated that his comments are personal
and does believe that there is some synergy between the two Commissions. He believes that since the
Planning Commission has decided to take out of their role, the transportation issue, there is a big hole
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in overall planning. He voiced his support for the joint Commission and that it is broad enough to
attract interest from the members of the community along with the advantage of cost savings
associated with city staff time. He suggested that all the Commissions should have the same term
limits in order for equality between Commissions.
Art BuIlocklHe stated that the Transportation Commission could be successful if the following three
issues are resolved: 1) Completion of Transportation Plan, 2) Danger of "Car Focus" which has been
the focus by the Traffic Safety Commission and Bike & Pedestrian is more "multi modal" focused
which may be an issue if these two Commissions are combined; and 3) Advocacy. He felt that the
Traffic Safety Commission is a reactive Commission as compared to proactive, planning or advocacy
areas. Mr. Bullock stated there needs to be leadership in establishing bus service, bike lanes and
making Ashland more walk able.
City Attorney explained that the version in the packet provided to the council did not include
language associated with term limits as noted by Mr. Swales and that under the Powers and Duties of
the sub-committee, staff had taken out the reference to pre-application conferences on planning
actions. Staff changed language to include more long-range planning which would allow comments,
suggestions and concerns to the Planning Commission on City of Ashland Transportation Plans and
Programs with emphasis on long-range and regional plans. He also explained that in terms of
membership, there are 13 ex officio members and that staff had removed the City Attorney and the
Municipal Judge. The reason for removal of the Judge as a member was that it would place the Judge
in a position of recommending legislature where the judge would have to then enforce and would
create a conflict.
Mr. Appicello explained that he had sent these changes out to the council by email earlier that day.
He clarified that there was no reference to long-term planning in the proposed ordinance language and
charged the Traffic Hearing sub-committee to make recommendations to the full Transportation
Commission on long-range transportation plans.
It was questioned why the sub-committee would be called the Traffic Hearing sub-committee rather
than Transportation Planning sub-committee and concern was raised about the Planning aspect. Mr.
Appicello explained that one of the charges of the sub-committee would be to consider
recommendations on safety issues. Mr. Olson explained that the goal was to eliminate some of the
extra excess hours of time that the Commission spends on minor issues. Mr. Appicello explained that
the full Commission would still have planning duty and responsibility but what was removed was the
pre-application process.
Council agreed that there was a need for further discussion and' staff was directed to schedule a Study
Session.
ORDINANCES, RESOLUTIONS AND CONTRACTS (continued)
5. Should the City Council conduct and approve First Reading of an Ordinance titled, "An
Ordinance relating to delegation of duties to the City Administrator for acceptance of
interest in real property and the renewal of intergovernmental agreements and amending
AMC Chapter 2.28" and move to Second Reading on June 17, 2008?
City Attorney Richard Appicello read the title in full. Interest was noted on having periodic lists
provided to the council on what has been approved. Staff suggested that language be added to
include a review every two years.
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City of'Ashland, Oregon - Agendas And Minutes
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Page 11 of 11
Councilor JacksonlHartzell rnls to approve first reading of ordinance with amendent to include
review every two years and move to second reading of ordinance. DISCUSSION: Councilor
Navickas voiced his relunctance to approve and that it was important that the council retain this type
of authority of review.
Roll Call Vote: Silbiger, Hartzell, Hardesty, Chapman and Jackson, YES; Navickas, NO.
Motion passed 5-1.
4. Should the City Council conduct and approve Second Reading of an Ordinance and
approve adoption of the Ordinance titled, "An Ordinance amending the Ashland Municipal
Code, Land Use Ordinance concerning special [arterial] setbacks and associated street
standards adopted in Ordinance 2836"?
Councilor Hardesty noted the handout she had provided to council and staff and asked that these
issues be addressed prior to any further discussion.
OTHER BUSINESS FROM COUNCIL MEMBERSfREPORTS FROM COUNCIL LIAISONS
Councilor Jackson stated that she would like work to begin on the Transportation Commission. City
Administrator Martha Bennett suggested inviting the Bike & Pedestrian, Traffic Safety and Planning
Commission members to the Council Study Session for their input. Ms. Bennett stated that any input
that can be provided to the staff prior to this meeting would be helpful. Councilor Navickas
commented that he was not sure on his support of combining these two Commissions and likes the
idea of a Bike & Pedestrian Commission that works specifically on bike and pedestrian issues.
ADJOURNMENT
Meeting was adjourned at 10:30 p.ll.
Barbara Christensen, City Recorder
John W. Morrison, Mayor
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~ITV RECORDER
Page 1/1
...
._~
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
!l:~:fl"~;~DI:\;,,[E:ZX/:1l,::~3.~;;.i
illi~:gR~olNUMBERiL '1
8/4/2009
09130
VENDOR: 002503
MEDFORD, CITY OF
411 WEST 8TH STREET, #358
MEDFORD, OR 97501
SHIP TO: City of Ashland - Police Dept.
1155 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.:
Contact: Gaii Rosenber~
Confirming? No
;z:-:aiJarititV~~ r:1unil~j ~1}El~:~-"-- . ':::}=1~~ltr~~=:'A[b7rfe:strHmon~~';:~~}=~:; ; :~1Jf<?j:-'.,~7"Ei~~-'-~:U:J C;.;4uffiiiRfice_;~~LJ *~rExf:l8Ffc;e(IT:13
Annual emergency 911 Dispatch Services
contract with Rogue Valley Cental
Communication (RVCCOM) - FY 2009-2010
702,600.00
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
702 600.00
0.00
0.00
702,600.00
~~cC9'mmNLifi1berm~ ~1ifRrofect~Num~2!::>14 ;S;&~!Amoumitm ~~~~iTNumnerX\~ ~5?lRrojecmmnrber~. ~B.i;Am()unt~lEi~]
E 1 10.06.09.00.60416 653 418.00
E 1 10.07.13.00.60410 49 182.00
~.:J.
A~~g~!o-l
VENDOR COPY
"
CITY OF
ASHLAND
.
A request for a Purchase Order
REQUISITION FORM
Date of Request:
08/04/09
THIS REQUEST IS A:
D Change Order(existing PO #
Required Date of Delivery/Service:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name.
City of M,:orlfnrrl Rvr.r.n~A
411 WR~!';t
Medford OR 97501
Aftn: Jolavne Fulmer
SOLICITATION PROCESS
Small Procurement 181 Sole Source 0 Invitation to Bid
o Less than $5,000 o Wriften findings attached (Copies on file)
o Quotes (Optional) o Quote or Pronosal attached
CooDerative Procurement 0 Reauest for ProDosal
o State of ORJWA contract (Copies on file)
Intenmediate Procurement o Other govemment agency contract . 0 Special I Exempt
o (3) Written Quotes 181 Copy of contract attached 0 Written findings attached
(Copies attached) 0 Quote or Prooosal attached
0 Contract # 0 Emeraencv
0 Wriften findings aftached
0 Quote or Prooosal attached
Description of SERVICES
Total Cost
~iiY~i{'~~Jf~:::~~'~1;~":.~~B;~~;::~
~,,,"'~""'''&ffJ ~\ ,/, '"~",.~.: .ilitl"t-;'..,,~.." .:t,~", '_~'i'l..'l,-. .;-:,,, J
.~. .. .~~, "".t.........,;:. ~,~-~~ ,". ~. ~r .:"f" :~" ;.r..,~.
~, '''"''~....'''"...~~' ,.;1 ".t<'of"o;'P I"~ ~".r.t~1.;, " ". j
',;(#i<J.~,%--u.lh_":_!'.i;~'~;;;I' :'.'\'i[f'Ji..~J\... ':4'
i '600"'Oo~,""."l1i:"""f).;i,-.:4ti"I"I"";!;...~.~,,,.,:s57;f"
~~;...j>i'::i1~}1" ~~,~;:~~:i~}':,i'_~.~:~~~:~~~~:"~'~}
o Per attached PROPOSAL 2009-2010 Annual emergency g, 1, 1 Dispatch Services Contract
Rogue Valley Central Communication (RVCCOM)
Item #
Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
~._'_.- '--')r<(-~."~'-""~;~
;;.,TOTAL:',COST"iI'
0 Per attached QUOTE ~?~::~t~~~~F;~
Project Number - ~$E'4?""';'~'r~'!\;;;'
'_ 'H ,".' >,-,.;~.\';'?t;..~ ...,,'":~
- - - - - - - - - ". .../L~I.'.:"'I_,,~,,__.... .l__,..~,.
Account Number 110.06.09.00.604160 $653,418.00 (93%)
110.07.13.00.604100 $49,182.00 (7%)
'Items and services must be charged to the appropriate account numbers for the financials to reflect the acfual expenditures accurately.
By signing /his requisition ~
and the documentatio?,cE:n
Employee Signaturf_
rtffyt?at the information provided above meets the City of Ash/and public contracting requirements,
vi upon ~ uest.
Supervisor/Dept. Head Signature: () C ~ "I-~
/eT
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc
Update<l on: 81412009
5415522154 10:08:48 08.04.2009 212
.
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Fax
CITY OF
ASHLAND
DATE:
August 4, 2009
TO:
Kariann
FAX: ( ) 488-5320
FROM:
Gail'Rosenberg
Administrative Assistant
RE:
Additional documents for PO 9130
COMMENTS:
_2_ pages including cover letter
ASHLAND POLICE
1155 E Main Street
Ashland, Oregon 97520
WI.\fW.8shland.or.us
Tel: 541-482-5211
Fax: 541-486-5351
TTY: 800-735-2900
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