Agendas and Minutes

City Council (View All)

Regular Meeting

Minutes
Tuesday, June 01, 2010

MINUTES FOR THE REGULAR MEETING

ASHLAND CITY COUNCIL

June 1, 2010

Council Chambers

1175 E. Main Street

 

CALL TO ORDER

Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.

 

ROLL CALL

Councilor Voisin, Navickas, Lemhouse, Silbiger and Chapman were present.  It was noted that Councilor Jackson would be arriving late.

 

MAYOR’S ANNOUNCEMENTS

Mayor Stromberg announced vacancies on the Historic, Planning and Tree Commissions.

 

SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS?

The Regular Meeting minutes of May 18, 2010 were approved as presented.

 

SPECIAL PRESENTATIONS & AWARDS

Mayor Stromberg's Proclamation of Flag Day in Ashland was read aloud.

 

CONSENT AGENDA  

1.   Will Council approve the minutes of Boards, Commissions, and Committees?

2.   Will Council approve a laboratory services agreement with the Oregon Department of Environmental Quality for required testing under Senate Bill 737 for potential contaminants that have been designated priority pollutants?

3.   Does Council have any questions regarding the agreement between City and Parks approved for FY2010 budget at the February 8, 2010 Joint Meeting or the updated agreement for FY2011?

4.   Will Council, acting as the Local Contract Review Board, approve a public contract to procure a new 2010 Altec 60' Bucket Truck ($195,495.00), and declare the intended trade-in, Vehicle # 301, 1997 Bucket Truck ($11,000.00) as surplus, for a total amount of $184,495.00?

5.   Should Council approve continuance of First Reading of an ordinance setting the tax levy amount for Fiscal Year 2010-2011 from the June 1 to June 15 agenda?

6.   Will Council, acting as the Local Contract Review Board, approve a contract-specific Special Procurement requesting approval to directly award a public contract for the specialized services of a graphic designer to create and provide interpretive materials for visitor services throughout the parks system?

7.   Will Council approve an Intergovernmental Agreement with the Oregon Department of Transportation to complete the Transportation System Plan update?

8.   Will Council, acting as the Local Contract Review Board, declare the items listed on the attachment as surplus property and will the City Council authorize a sealed bid auction be conducted to dispose of the vehicles and equipment being declared surplus property?

9.   Does Council wish to approve the Ambulance Operator's License renewal for Ashland Fire & Rescue?

 

Councilor Chapman requested that Consent Agenda item #7 be pulled for discussion.

 

Councilor Voisin/Navickas m/s to approve Consent Agenda items #1 through #6 and items #8 and #9. Voice Vote: all AYES. Motion passed.

Community Development Director Bill Molnar explained redevelopment projects at Croman Mill and possibly in the Bi-Mart and Shop-N-Kart site have renewed interest in looking at Tolman Creek Road and Ashland Street as a transit oriented hub and the intersection would be included as part of the Pedestrian Node Analysis.

 

Councilor Voisin/Chapman m/s to approve Consent Agenda item #7. Voice Vote: Councilor Voisin, Navickas, Lemhouse and Chapman, YES; Councilor Silbiger, NO. Motion passed 4-1.

 

PUBLIC HEARINGS (None)

 

PUBLIC FORUM (None)

 

UNFINISHED BUSINESS

1.   Should Council approve Second Reading of three ordinances relating to the adoption of the SOU Master Plan?

Councilor Voisin declared a conflict of interest and requested Council to recuse her from the discussion.

 

Councilor Navickas/Lemhouse m/s to allow Councilor Voisin to be recused from this discussion due to a conflict of interest. Roll Call Vote:  Councilor Navickas, Lemhouse, Silbiger and Chapman, YES. Motion passed.

 

Councilor Voisin left the meeting at 7:11 p.m.

 

Abstentions, Conflicts, Exparte Contact

The Council and Mayor had no conflicts of interest or Exparte contacts to declare.

 

Community Development Director Bill Molnar explained a correction to the maps marked “Exhibit A” and “Exhibit B.”

 

City Attorney Richard Appicello read aloud the ordinance title amending the Comprehensive Plan to adopt and incorporate the SOU Master Plan.

 

Councilor Navickas/Lemhouse m/s to approve Ordinance #3014 amending Ashland Comprehensive Plan and incorporate the updated SOU Master Plan as a support document.  Roll Call Vote:  Councilor Chapman, Silbiger, Lemhouse and Navickas, YES. Motion passed.

 

Mr. Appicello read aloud the ordinance title amending Chapter 18.64 to reference the SOU Master Plan.

 

Councilor Silbiger/Lemhouse m/s to approve Ordinance #3015 amending AMC 18.64 and move for adoption.  Roll Call Vote: Councilor Chapman, Silbiger, Lemhouse and Navickas, YES. Motion passed.

 

Mr. Appicello read aloud the ordinance title amending the Ashland Zoning Map with corrections to two maps.

 

Councilor Navickas/Chapman m/s to approve Ordinance #3016 amending the City of Ashland Zoning Map to be consistent with the City of Ashland Comprehensive Plan designation for SOU properties in accordance with the 2010 Campus Master Plan. Roll Call Vote: Councilor Chapman, Silbiger, Lemhouse and Navickas, YES. Motion passed.

 

2.   Should Council approve First Reading of an ordinance titled, "An Ordinance Extending the City of Ashland Detail Site Review Zone for Consistency with the 2010 SOU Campus Master Plan"?

Community Development Director Bill Molnar explained one of the recommendations of the Planning Commission was apply the Detailed Site Review Zone on SOU zoned property in the area between Walker and Wightman along Ashland Street on the north side of Highway 66.  New development in the SOU zone in that area will be subject to the same design standards as the commercial development on all three sides of the property. In addition, the Planning Commission recommended this portion of the SOU property be exempt from the maximum Floor Area Ratio (FAR) requirement of .5. 

 

City Attorney Richard Appicello read the ordinance title aloud.

 

Councilor Navickas/Chapman m/s to approve first reading of ordinance and place on agenda for second reading.  DISCUSSION: Councilor Navickas supported the Planning Commission’s recommendation it would improve pedestrian zones, the commercial edge and require more site review.  FAR would not apply due to the size of the site.  Roll Call Vote: Councilor Chapman, Silbiger, Navickas and Lemhouse, YES. Motion passed.

 

Councilor Voisin returned to the meeting at 7:23 p.m.

 

NEW AND MISCELLANEOUS BUSINESS

1.   Does the Council have questions about the status report on the Economic Development Strategy process and the upcoming proposed citizen involvement plan?

Project Manager Adam Hanks provided a presentation on the Economic Development Strategy Update that included:

Project and Process Structure

·         2009-2010 Council Goal – Develop and implement a comprehensive economic development strategy for the purpose of:

o        Diversifying the economic base of the community

o        Supporting creation and growth of businesses that use and provide local and regional products

o        Increasing the number of family-wage jobs in the community

o        Leveraging the strengths of Ashland’s tourism and repeat visitors

·         November 2009 – Ad Hoc Economic Development Committee Appointed

·         December-April 2010 – Committee Meetings – Policy Group and Technical Advisory Groups each met six times

·         January 2010 – Economic Opportunities Analysis Review & Update Presentation – E.D. Hovee & Co.

·         Project and Process Flow Chart

Committee Work & Accomplishments

·         National, Regional & Local Trends

·         Strengths, Weaknesses, Opportunities & Threats (SWOT Analysis)

·         Economic Development Definition

·         Economic Vision Statement

·         Draft Strategies

·         Draft 2030 Economic Vision Statement

·         Draft Strategies – Business & Economic Growth

o        Develop a set of target industry clusters/sectors to guide business cultivation, research and job training strategies

o        Ensure a wide range of income opportunities, with a focus on growing the total number of family wage jobs in the private sector

o        Provide a system or mechanism for private investment/capital in local businesses

o        Increase the viability of the existing tourist based economy by increasing tourism in the fall, winter and spring, as well as by diversifying the types of events and activities for our visitors

o        Develop a program for ongoing and coordinated efforts on local business retention and expansion

·         Draft Strategies – Civic Community/Collaboration

o        Increase partnership/involvement with local and regional partners to leverage strengths where mutually beneficial

o        Leverage and connect/match up existing local business expertise with small business needs

o        Create and define quantifiable community of “Quality of Life” indicators to measure economic development strategy success

·         Draft Strategies – Diversity/Inclusion

o        Ensure that all needed housing types are available across all income levels

o        Embrace and celebrate diversity so all people can succeed in Ashland, regardless of age, income, race, ethnicity, religion, national origin, sexual orientation, physical ability or political beliefs

·         Draft Strategies – Education/Workforce Development

o        Provide local educational & technical skills development to match business workforce needs

·         Draft Strategies – Transportation/Utility Infrastructure/Public Services

o        Ensure efficient and quality infrastructure for public and private use with a variety of financing options and opportunities while assuring adequate land supplies are available for needed business growth/expansion

o        Manage physical development in such a way that provides public services at the lowest responsible cost, improves environmental quality, and enhances Ashland’s quality of life

o        Ensure Downtown/Plaza is a community hub & vibrant economic center

Upcoming Citizen Involvement

·         Background Education 7 Context

·         Explanation of Process

·         Input on Draft Proposed Strategies

o        Anything Missing?

o        Understandable?

o        Accurate Prioritization?

·         Targeted Focus Groups (9 planned categories)

·         Public Forum/Open Houses

·         Community Group Presentations

·         Online Questionnaire

Next Steps

·         Review Input Received

·         Refine Draft Strategies

·         Develop Implementing Actions for Each of the Final Strategies

·         Compile all Components into Formal Strategy Document for Final Input, Review and Adoption

 

City Administrator Martha Bennett clarified the SWOT exercise addressed resources and provided examples of strengths and weaknesses.  Staff will hire a facilitator for the Citizen Involvement part of the project.   

 

Council and staff discussed the viability of including students from SOU Student Government, second homeowners, annual visitors, environmental groups and specialty food producers in the focus groups.  Council suggested an additional strategy for import replacement.  Councilor Chapman voiced his frustration regarding the proposed strategies and the process involved.  He expected a sharp focus and general strategies, these strategies were repeats many times over and not ready for action.  

 

Councilor Chapman left the room at 8:16 p.m.

 

 

 

ORDINANCES, RESOLUTIONS AND CONTRACTS

1.   Should Council approve Second Reading of an ordinance titled, "An Ordinance Relating to Green Burials at City Cemeteries and Amending AMC 2.64.160"?

City Attorney Richard Appicello read the ordinance title aloud.

 

Councilor Voisin/Navickas m/s to approve Ordinance #3017.  Roll Call Vote: Councilor Navickas, Silbiger, Voisin and Lemhouse, YES. Motion passed.

 

2.   Should Council approve Second Reading of an ordinance titled, "An Ordinance Relating to the Disposal of Surplus Property"?

City Attorney Richard Appicello read the ordinance title aloud.

 

Councilor Lemhouse/Voisin m/s to approve Ordinance #3018. Roll Call Vote: Councilor Navickas, Lemhouse, Silbiger and Voisin, YES. Motion passed.

 

3.   Should Council approve First Reading of an ordinance titled, "An Ordinance Establishing and Implementing a Program to Charge User Fees for the Deployment of Public Safety Services Rendered by the City of Ashland, Ashland Fire and Rescue"?

Fire Chief John Karns explained the fee schedule would reimburse the City for hazardous material spills and motor vehicle accidents by non-residents within Ashland city limits and accidents caused by any motorist driving under the influence (DUII).  The fee schedule would cover costs of using a third party vendor experienced in these types of accidents and would apply to non-residents with the exception of motor vehicle crashes caused by DUII.  Currently, the Fire Department charges a fee if they render medical care during a motor vehicle accident depending on the length of the call. 

 

Council noted other ordinances where the fee schedule charges initiate if the call is more than two person-hours.

 

City Attorney Richard Appicello clarified the ordinance in the packet was not the current draft and first reading should be continued to the next meeting.

 

Councilor Chapman returned to meeting at 8:24 p.m.

 

Councilor Lemhouse/Voisin m/s to continue first reading and direct staff to include a clear definition of when charges are triggered.  Roll Call Vote: Councilor Lemhouse, Chapman, Silbiger, Navickas, and Voisin, YES. Motion passed.

 

UNFINISHED BUSINESS, PART 2

1.   Does the Council approve the first reading of ordinances adopting Chapter 18.53 Croman Mill and related ordinance, Ashland Comprehensive Plan, and Comprehensive Plan and Zoning Map amendments?

 

Abstentions, Conflicts, Exparte Contact

Councilor Silbiger declared a conflict of interest and requested Council to recuse him from the discussion.

The remaining Council and Mayor had no other conflicts of interest or Exparte contacts to declare.

 

Councilor Lemhouse/Chapman m/s to recuse Councilor Silbiger on this item. Voice Vote: all AYES. Motion passed.

 

Councilor Silbiger left the meeting at 8:35 p.m.

City Recorder Barbara Christensen announced that the filing period for City Offices began June 3, 2010 and ends August 20, 2010.  Interested individuals can either contact the City Recorder’s Office or go online to the City website for further information.

 

Mayor Stromberg continued the discussion with Council from the Special Meeting May 26, 2010 regarding the following items from the Croman Discussion Topics list:

 

10.  Parking & Open Space Plus Public Amenities and Private Use

Mayor Stromberg asked the Council whether they wanted to confirm the park in the middle of O-E zone and the adjourning parking location but not specify an underground parking structure at this time. 

 

Councilor Jackson arrived at meeting at 8:54 p.m.

 

Council discussed moving the park location and parking structure to increase the light industrial zoning.  Staff explained the park location was deliberate by the property owners in an effort to have it surrounded by high intensity office space and transition back to light industrial.  It would also create a certain distance for the Plexis Healthcare Systems Inc. proposed quadrant.

 

Abstentions, Conflicts, Exparte Contact

Councilor Jackson had no conflicts of interest or Exparte contacts to declare.

 

Staff further explained moving the park would require notifying the property owners and reopening part of the record for a Public Hearing.  Council expressed concern on making changes at this point in the project with some inclined to preserve the current park plan and others interested in moving the location.  Council did not come to consensus but decided to leave it as originally planned for the time being.  When it came time to purchase the land for the park or have the owners donate the land, staff will inquire about relocation.

 

12.  Green Requirements (vs. sustainability?)

Mayor Stromberg described that Croman was located at the end of the infrastructure and the idea was to use as many green measures as possible to minimize its burden on the infrastructure and gave examples.  For Energy, he talked to staff and came up with the suggestion instead of using incentives for Leadership in Energy and Environmental Design Green Building Rating System (LEED), require gold LEEDs, provide the additional height it requires, and have incentives for Platinum LEEDs only.  Rezoning and redoing the uses increased the property value with improvements and this was a marketing opportunity in regards to offering sustainability.

 

Council had concerns that increasing the cost could discourage business and some were not in favor of using incentives. Other comments supported the current ordinances and increasing the number of stories on a building to create more energy efficiency.  Building taller buildings on a smaller footprint increased energy efficiency and would save money over the life of the building.  There was a suggestion not to incentivize office industrial, have a 5-story Gold LEED requirement but retain the incentive-based increase for light industrial. 

 

Mayor Stromberg tabled the discussion and suggested leaving requirements the way they were originally stated. 

 

14.  Design & Layout Issues

Mr. Molnar explained the Planning Commission’s recommendation to have an east-west street alignment would take advantage of solar opportunities and reduce overheating in the summertime.  The downside was lots would be smaller.  

 

Council thought it made the street layout awkward, the lots were big and there were plenty of options for building orientation without changing the street grid.  The alignment would also make the street grid more expensive to build.  Some preferred using the original alignment noting there were no cost estimates for engineering the streets and no information on construction costs for odd shaped lots.  Others liked that secondary streets were not defined and could be changed as needed.  Staff explained the general grid was part of the plan approval.  Shifting a street up to 25 feet would be minor amendment and the removal of street would be major amendment.  Pedestrian and bike paths could substitute for a street to maintain connectivity to a building.  Streets tend to have a general block spacing and parameter but allow for irregular shaped grids. 

 

A majority of the Council approved retaining the original street alignment.

 

15.  Streamline process

Mayor Stromberg explained building size determined Type 1 or Type 2 buildings with the dividing line set at 10,000 square feet.  Building standards used in the downtown are would apply to the Croman Mill Site.

 

Opposing comments from Council did not support applying building standards for the downtown area to the Croman Mill Site.  It would extend the processing time and make development more expensive.  Supporting comments thought the City needed to be consistent with planning throughout Ashland.  Having developers come to the Planning Commission regarding buildings over 10,000 square feet was reasonable and there were appeals processes.  The need for transparency was stressed.  The Mayor suggested a compromise of changing Type 1 buildings to 15,000 square feet instead of 10,000 square feet. 

 

A Council majority approved the compromise of buildings up to 15,000 square feet as Type 1 and anything over Type 2.

 

17.  Incremental Development – Mayor Stromberg thought this issue was already implied.

 

City Administrator Martha Bennett addressed Councilor Chapman’s request during the May 26, 2010 meeting requiring the lot next to the storage unit to remove fill that had accumulated over the years.  It was unclear whether the City could request that action.  Council commented it would require massive grading and there was no reason to mandate it at this point since the property owner will have to resolve the issue during design development.

 

Council consensus was not to request the property owner to remove the fill.

 

Council discussed zone restrictions and agreed to prohibit E-O and C-I zones from being amended to M-U and N-C zones, and allowing the Mistletoe Business Park property at M-1 to re-zone at E-O or C-I only.

 

City Attorney Richard Appicello read aloud the ordinance title amending the Comprehensive Plan to add a new Croman Mill District Designation.

 

Councilor Jackson/Lemhouse m/s to approve first reading of the referenced ordinance and move to second reading.  DISCUSSION:  Mr. Appicello clarified the only change to the Comprehensive Plan Map added Croman Mill Site to the Legend and did not change the designation of any property.

Roll Call Vote: Councilor Navickas, Lemhouse and Jackson, YES.  Councilor Voisin and Chapman, NO.  Motion passed 3-2.

 

Mr. Appicello read aloud the ordinance title amending AMC 18.72.080.C Site Design Review Standards for the Croman Mill District.

 

Councilor Jackson/Navickas m/s to approve first reading and move to second reading the ordinance containing Street Standards, Building Design Standards and Site Green Standards. 

DISCUSSION:  Ms. Bennett explained the changes regarding the Washington Street Connection and the Mistletoe alignment noting two alternatives would reflect in the second reading.  Roll Call Vote:  Councilor Lemhouse, Jackson and Navickas, YES.  Councilor Voisin and Chapman, NO.  Motion passed 3-2.

 

Mr. Appicello read aloud the ordinance title amending AMC Chapter 15 to create LEED, Certified Building Priority.

 

Councilor Lemhouse/Jackson m/s to approve first reading of an ordinance amending AMC Chapter 15 to create LEED, Certified Building Priority and move to second reading.  Roll Call Vote:  Councilor Jackson, Lemhouse and Navickas, YES.  Councilor Chapman and Voisin, NO.  Motion passed 3-2.

 

Councilor Jackson/Lemhouse m/s to continue first reading on Croman Mill Site Plan ordinances #2, #4 and #5 to the June 15, 2010 meeting.  Roll Call Vote:  Councilor Voisin, Navickas, Lemhouse and Jackson, YES.  Councilor Chapman, NO.  Motion passed 4-1.

 

ADJOURNMENT

Meeting was adjourned at 10:25 p.m.

 

Barbara Christensen, City Recorder
John Stromberg, Mayor

                      

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