MINUTES FOR THE REGULAR MEETING
February 2, 2010
Council Chambers
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilor Voisin, Navickas, Lemhouse, Jackson, Silbiger and Chapman were present.
MAYOR’S ANNOUNCEMENTS
Mayor Stromberg read an update on the Battalion of the 41st Brigade Combat Team of the Oregon National Guard (1/186) currently preparing for deployment from
City Recorder Barbara Christensen announced it was time for the annual appointment process for all Commissions and Committees. Deadline for applications is March 19, 2010 and she encouraged all to consider volunteering on these important City Commissions.
SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS?
The minutes of the Regular Council of January 19, 2010 and Executive Session of January 25, 2010 were approved as presented.
SPECIAL PRESENTATIONS & AWARDS None
CONSENT AGENDA
1. Does the Council accept the Minutes of Boards, Commissions, and Committees?
2. Does Council have any questions about the quarterly financial report as presented?
3. Does Council have questions regarding the City's purchasing practices or participation in the national coalition promoting changes in factory working conditions?
4. Does Council accept the annual report relating to the
5. Will Council approve the attached resolution establishing minimum standards, fees and program policy for the installation of Street Pennant in the public right-of-way?
6. Should Council approve a resolution to adjust budget appropriations for changes in operational expenses to remain in compliance with
7. Does the Council wish to confirm the appointment of Rob Lloyd as Information Technology (IT) Director?
Councilor Voisin requested that Consent Agenda item #6 be pulled and Councilor Jackson requested that Consent Agenda item #4 be pulled for discussion.
Councilor Jackson/Navickas m/s to approve Consent Agenda items 1-3, 5 and 7. Voice Vote: all AYES. Motion passed.
Councilor
Councilor Voisin/Chapman m/s to recuse Councilor
Councilor Chapman/Voisin m/s to approve Consent Agenda item #4. Voice Vote: all AYES. Motion passed.
City Recorder Barbara Christensen clarified the request for the transfer of appropriations was due to an increase in banking service and merchant fees. Changes in the banking environment have created unanticipated expenses that affected the current budget.
Councilor Jackson/Voisin m/s to approve Consent Agenda item #6. Voice Vote: all AYES. Motion passed.
PUBLIC HEARINGS
1. Should Council approve a resolution adjusting the FY 2009-2010 Budget to create appropriations and authorize expenditures for unanticipated expenses during this year?
Administrative Services Director Lee Tuneberg explained the additional $150,000 from the Bonneville Power Administration would support the increased participation in the Conservation Program.
Public Hearing Open: 7:16 p.m.
Public Hearing Closed: 7:16 p.m.
Councilor Navickas/Chapman m/s to approve Resolution #2010-03. Roll Call Vote: Councilor Chapman, Silbiger,
2. Does the Council approve the proposed resolution to establish a fee schedule for Mitigation, Enforcement and Restoration in accordance with the Tree Protection and Preservation Chapter (AMC 18.61)?
Community Development Director Bill Molnar explained the resolution would establish a fee schedule for mitigation and allow an option for the property owner to plant a tree on another piece of property within the same ownership or possibly on public land. Another provision would allow a $400 payment in lieu of planting fee per tree. The Penalty Section would address fees to cover compliance and enforcement efforts and a restoration fee for damage incurred when replacing larger trees.
Public Hearing Open: 7:22 p.m.
Public Hearing Closed: 7:22 p.m.
Councilor Chapman/Jackson m/s to approve Resolution #2010-04. Roll Call Vote: Councilor Voisin, Navickas, Lemhouse,
PUBLIC FORUM
Ron Roth/6950 Old 99 South/Spoke regarding humanitarian efforts for
Councilor Navickas/Lemhouse m/s to place item on agenda for discussion under “Other Business from Council.” Roll Call Vote: Councilor Voisin, Navickas, Lemhouse,
UNFINISHED BUSINESS
1. Will the Council approve a resolution allocating Transient Occupancy Tax (TOT) revenue for tourism and non-tourism purposes for FY 2010-2011 and establishing criteria for the grant program?
Administrative Services Director Lee Tuneberg explained the staff recommendation of distributing the proposed $1,720,000:
Non-Tourism:
· General Fund: $1million or 79%
· Strategic Planning: $150,000 or 12%
· Small Grants: $112,079 or 9%
Tourism:
· Chamber of Commerce Visitors Convention Bureau (VCB): $275,000 or 60%
·
· Small Grantees: $45,000 or 10%
· Public Art: $13,738 or 3%
· City Project: $14,183 or 3%
Staff explained Strategic Planning changed to Economic Development Planning and the money allocated went towards funding one staff position, consulting services and direct expenses for the Economic Development Strategy started November 2009. Staff went on to clarify monies set aside for City Projects were considered savings towards tourism related capital projects.
Mr. Tuneberg read the following proposed changes to the criteria:
· Section 2(b) Economic Development, the following were added:
7. Promote businesses and institutions that encourage sustainability.
8. Prioritize established organizations.
Chamber of Commerce VCB |
60% |
|
24% |
Economic and Cultural Development Grants - Tourism |
10% |
Public Art |
3% |
Remaining to tourism projects determined in budget process |
3% |
· Section 4 Highlight “requirement” for consensus on definition.
· Section 4 (e): “…in terms of cultural enrichment and/or activities of an economic nature,” for discussion on possible revision or elimination of the line.
· Projected allocation
· ADD Section 2 Category (d) Sustainability: “Carry out the following types of projects: actual work; training; conferences; grant writing; research; fund-raisers; invention/development. In these categories, including, but not limited to, the examples listed:
1. Energy: conservation; renewables; new sources
2. Water: right water/right use; conservation; rain water catchments; storm water management
3.
4. Science: climate change; use of science in decision-making; ecological studies
5. Appropriate technology: car share; alternative transportation
6. Gardening & Agriculture: local food production’ composting; seed collection
7. Economics: public markets; buy locally; visitor events; localizing capital; micro lending: start-up funding and consulting*
*One grant not to exceed $12,500 to fund five $1,000 start-up grants and two $2,500 start-up grants; the balance for administrative costs; number of grants may be reduced if necessary to provide insurance.
8. Ecology Applications: riparian restoration; no kill shelters; urban/wilderness interface;
9. Community building: dispute resolution; emergency food; homeless shelters; fairplay forums; communications/information dissemination; meeting facilities; youth support; co-housing;
Note that this grant is intended for supporting sustainability start-ups. The grantee would provide funding designed for new and small sustainability organizations that may not have 501c(3) status and for whom providing their own insurance or even completing the standard application process would be burdensome.”
Councilor Navickas clarified that prioritizing established organizations was an effort to maintain funding for organizations the Council has a history of funding and not allocating a large amount for start-ups that may have issues being sustainable.
Jim McGinnis/629 Altamont Street/Thought the Mayor’s Sustainability proposal provided an opportunity for those without 501c(3), non-profit status or insurance. He suggested criteria be clearly articulated for applying for grants with an oversight board comprised of a cross section of citizens to process and award applications. Applying could be a two-step process with pre-applications.
Sandra Slattery/1405 Pinecrest/Explained she was the Executive Director of the Ashland Chamber of Commerce and noted Chamber accomplishments. The Chamber received the best publication award in the nation for communications excellence with the Living and Doing Business Guide. She thanked the Council’s previous support and pledged the Chamber of Commerce’s continued partnership to improve
Graham Lewis/152 N Pioneer/Shared the benefits the Chamber of Commerce brings through the Living and Doing Business Guide, website and volunteers. He concluded the Chamber helps the quality of life for
Dana Fortmiller/110 E Main/Read a letter from Dr. Mary Cullinan, the President of Southern Oregon University (SOU) supporting grant money going to the Chamber of Commerce Visitors and Convention Bureau (VCB) noting how the Chamber helps SOU directly.
Donna Staggs/117 6th Street/Spoke in support of the Mayor’s grant proposal for sustainability and volunteered her time to the Chamber of Commerce to help connect the Chamber with sustainability groups in the community. She went on to express concern for the potential detrimental affects of severe space weather explaining Oregon was an area for probable power system collapse due to grid placement. A current cycle of sunspots and solar activity will peak in 2013 and
Jeff Golden/925 Oak Street/Strongly supported having sustainability grants, the proposal was realistic and would bring in new people and energy. He emphasized the need to have specific criteria and suggested possibly establishing a citizen panel.
Katherine Flanagan/110 E Main/Explained she was the Director of the Visitors Convention Bureau (VCB) and Marketing Director for the Ashland Chamber of Commerce. She noted the three VCB marketing pillars, Culinary, Outdoor and Cultural Adventures, explained current marketing efforts for each, and thanked the Council for their support.
Jac Nickels/821 Beach Street/Spoke as the Chair of the Economic Sustainability Committee of the Ashland Chamber of Commerce and provided history on the committee, their goals, mission and accomplishments.
David Wick/2560 Eagle Creek Lane/Explained he was the managing Director of Triple Bottom Line for the 21st Century (TBL21). He expressed his support for the work of the Ashland Chamber of Commerce, small grantees and provided a handout. It was a critical time to more forward on sustainability efforts.
Lynn Blanche/278 Lantern Hill/Introduced herself as the Co-Director of Triple Bottom Line for the 21st Century (TBL21) and supported adding Sustainability as a grant category. It would not only add value to the culture of sustainability but also provide the realization of the benefits of sustainability. She noted research indicating sustainability aligned businesses have fared better than other businesses during the economic downturn.
Meiwin Richards/590 Grandview Drive/Explained she was the President of Ashland Chamber Board and asked for continued grant support for the Visitors Convention Bureau (VCB). She noted accomplishments and how the Chamber of Commerce is the “heart and core” of community sustainability.
Melanie Mindlin/1248 Calypso Court/Expressed her appreciation and support to the Council and Mayor for their consideration of adding sustainability grants. She noted the vast amount of citizens concerned about the community and sustainability and shared her definition of sustainability and economic development.
Catie Faryl/200 E Nevada/Thought funding sustainability non-profits would allow for dramatic economic growth for the community, generate jobs and income.
Bill Kaut/258 Greenbriar Place/Supported the young people’s efforts on sustainable farming and noted a phrase Mr. Hardy stated earlier about devoting their lives to the earth. He was present to offer support to the Council in supporting these young people and their sustainability efforts.
Councilor Navickas suggested the following changes to the grant allocation:
Non-Tourism
General Fund: remains the same
Strategic Planning: remains the same
Small Grants: decrease to $98,579
New category - Sustainability Grants: allocate $12,500
Tourism
Chamber of Commerce VCB: increase to $280,000
Small Grantees: increase to $54,183
Public Art: remains the same
City Projects: eliminate allocation
Council and staff discussed whether the grants should go under Tourism or Non-Tourism. Tourism would require applicants to prove they were actively seeking people to either spend the night or come from at least 50 miles away. Using unrestricted dollars would lesson the burden on groups applying for grants.
Councilor Navickas/Voisin m/s approve allocations as suggested. DISCUSSION: Councilor Navickas thought the proposal would bridge the gap between the Chamber of Commerce and sustainability groups and bring them together. Councilor
Councilor Navickas withdrew the motion with Councilor Voisin’s approval.
Councilor Navickas/Voisin m/s to shift from City Projects $5,000 to the Chamber of Commerce and the remaining amount to small grantees under Tourism and leave the allocation of Non-Tourism dollars as proposed. DISCUSSION: Councilor Chapman noted Resolution 2008-35 contained a reasonable distribution and included key elements of sustainability. He was hesitant to adopt a new resolution while the Economic Development Plan was evolving and suggested adopting the previous year’s appropriation instead. Roll Call Vote: Councilor Voisin, Navickas, Lemhouse,
Councilor Jackson/Lemhouse m/s to adopt the Resolution as presented by staff; add to Section 2 (b) (7) “Promote businesses and institutions that encourage sustainability”; to not add Section 2(b)(8) “prioritize established organizations” and under Section 4 (e) to add “…in terms of cultural enrichment and/or activities of an economic nature.” DISCUSSION: Councilor
Councilor
Councilor Jackson/Lemhouse m/s to amend proposed resolution to add under Economic Development Section 2 (b) (7) “Promote businesses and institutions that encourage sustainability”; to not add Section 2(b)(8) “prioritize established organizations” and to add the ending phrase under Section 4 (e) “…in terms of cultural enrichment and/or activities of an economic nature.”
Roll Call Vote: Councilor Voisin, Lemhouse, Silbiger,
Councilor Lemhouse/Jackson m/s to add language to Section 4 requiring that all grantees provide an annual report to be eligible for future grants. DISCUSSION: Councilor Lemhouse explained the motion allows transparency on how grant money was used. Councilor Navickas thought it was already implicit within the system and expressed concern it would put further burden on administrative costs. Councilor Voisin agreed with Councilor Navickas. Councilor Silbiger noted similar language stated in Resolution 2008-35 Section 3 last sentences prior to Section 4. Councilor Lemhouse responded the annual report would only strengthen that language. Mr. Tuneberg clarified grantees sign a contract that staff monitors and have experienced a good return. Roll Call Vote: Councilor Lemhouse, Silbiger and
Councilor Jackson/Lemhouse m/s to change the allocations to Chamber of Commerce VCB: 61.2%; Economic and Cultural Development Grants – Tourism: 11.8%; Remaining to tourism projects determined in budget process: 0% this year.
Roll Call Vote: Councilor Voisin, Lemhouse, Silbiger,
Councilor Silbiger/Jackson m/s to amend motion to change under Section 2 (b)(6) the word “water” to “resources.” DISCUSSION: Councilor
Councilor Navickas/Voisin m/s to amend the motion to include under Section 2 Category D Sustainability: “With a minimum of $12,500 granted carry out the following types of projects: actual work; training; conferences; grant writing; research; fund-raisers; invention/development. In these categories, including, but not limited to, the examples listed:
1. Energy: conservation; renewables; new sources
2. Water: right water/right use; conservation; rain water catchments; storm water management
3.
4. Science: climate change; use of science in decision-making; ecological studies
5. Appropriate technology: car share; alternative transportation
6. Gardening & Agriculture: local food production’ composting; seed collection
7. Economics: public markets; buy locally; visitor events; localizing capital; micro lending: start-up funding and consulting*
*One grant not to exceed $12,500 to fund five $1,000 start-up grants and two $2,500 start-up grants; the balance for administrative costs; number of grants may be reduced if necessary to provide insurance.
8. Ecology Applications: riparian restoration; no kill shelters; urban/wilderness interface;
9. Community building: dispute resolution; emergency food; homeless shelters; fairplay forums; communications/information dissemination; meeting facilities; youth support; co-housing;
Note that this grant is intended for supporting sustainability start-ups. The grantee would provide funding designed for new and small sustainability organizations that may not have 501c(3) status and for whom providing their own insurance or even completing the standard application process would be burdensome.”
DISCUSSION: Councilor Navickas encouraged Council to support the motion. Councilor Lemhouse was not supportive of the motion, and thought sustainability should go through the Economic Development Committee and Council should find out what the City does currently to support sustainability efforts and reiterated the importance of going through public process. Councilor Voisin supported the motion and thought taking it through the public process was a delay tactic and not necessary due to the public testimony. Councilor Silbiger was not comfortable with the list of examples and did not think they were necessary. Mayor Stromberg explained he wanted something that paralleled Economic and Cultural and the list were examples only.
Councilor Navickas withdrew the motion with Councilor Voisin’s approval.
Councilor Navickas/Voisin m/s to amend the resolution to add under Section 2 Category D Sustainability: “With a minimum of $12,500 granted carry out the following types of projects: actual work; training; conferences; grant writing; research; fund-raisers; invention/development.
In these categories, including, but not limited to, the examples listed:
1. Energy
2. Water
3.
4. Science
5. Appropriate Technology
6. Gardening & Agriculture
7. Economics
8. Ecology Applications
9. Community building”
DISCUSSION: Councilor Lemhouse explained applicants could apply for sustainability projects under Economic Development if the Sustainability category was not added. Roll Call Vote: Councilor Silbiger, Navickas and Voisin, YES; Councilor Lemhouse, Chapman, and Jackson, NO. Mayor Stromberg, YES. Motion passed 4-3.
Councilor Jackson/Navickas m/s to tentatively approve to place on the consent agenda for adoption at the February 16, 2010 meeting a legible version of the amended Resolution with amendments made tonight, February 2, 2010. Roll Call Vote: Councilor Lemhouse, Silbiger,
City Administrator Martha Bennett suggested continuing items not addressed to Monday, February 8, 2010.
2. Does the Council wish to adopt findings to complete the land use ordinance portion of the annexation process for the property at
Community Works Director Bill Molnar provided the staff report and history. Councilor Navickas and Lemhouse disclosed Exparte contact from reading an article on The Modern Fan Company in the Ashland Daily Times but declared it would not influence their ability to make unbiased decisions.
Councilor Chapman/Lemhouse m/s to adopt findings and conclusions for approval of Planning Action 2009-00784. ROLL Call Vote: Councilor Navickas, Lemhouse, Silbiger, Chapman, Voisin and
3. Should Council approve first reading of an ordinance annexing 1.6 acres at 615 Washington Street and withdrawing the property from Jackson County Fire District No. 5?
City Attorney Richard Appicello read the ordinance title aloud.
Councilor Lemhouse/Jackson m/s to approve first reading and set second reading for February 16, 2010. Roll Call Vote: Councilor Voisin, Silbiger, Chapman, Navickas,
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
1. Discussion regarding sending City staff to
City Administrator Martha Bennett explained employees wanting to volunteer their time to non-profit organizations would be granted leave and interested staff should contact their direct reports. The City paying an employee’s time to work with a non-profit was complicated and more involved.
NEW AND MISCELLANEOUS BUSINESS
1. Will Council approve the FY11 Capital Improvement Program (CIP) project list, the overall FY11-16 CIP in Concept, and the FY11 Capital Equipment Plan?
Item postponed to the February 8, 2010 continued meeting.
2. Will Council approve a resolution revising operating Ending Fund Balance (EFB) targets for certain funds and authorize budgeting increased Contingencies in certain funds?
Item postponed to the February 8, 2010 continued meeting.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Should the Council approve Second Reading of an Ordinance amending Council Rules Chapter 2.04.090, 2.04.100 and 2.04.110 to add Council Rules relating to commissions and liaisons”?
Item postponed to the February 8, 2010 continued meeting.
2. Should the Council approve Second Reading of an Ordinance providing for uniform policies and operating procedures for advisory commissions, committees and boards?
Item postponed to the February 8, 2010 continued meeting.
3. Should the Council approve First Reading of an Ordinance amending Chapter 1.08 to add provisions concerning the classification of offenses, and move the ordinance on to Second Reading?
Should the Council approve First
Should the Council approve First
Should the Council approve First
Items postponed to the February 8, 2010 continued meeting.
4. Should the Council approve First
Item postponed to the February 8, 2010 continued meeting.
Councilor Voisin/Jackson m/s to continue meeting to February 8, 2010 at the conclusion of the Joint Council Parks meeting. Voice Vote: Councilor Voisin, Navickas, Lemhouse,
ADJOURNMENT
Members left at 10:18 p.m.
Barbara Christensen, City Recorder
John Stromberg, Mayor