Agendas and Minutes

City Council (View All)

Council Business Meeting

Minutes
Tuesday, June 05, 2018

MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
JUNE 5, 2018
Council Chambers
1175 E. Main Street
 
Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.]
 
  1. CALL TO ORDER
 
Mayor Stromberg called the meeting to order at 7:03 PM
 
  1. PLEDGE OF ALLEGIANCE
 
  1. ROLL CALL
 
Councilor Slattery, Morris, Bachman, Seffinger, Rosenthal and Jensen were present.
 
  1. MAYOR’S ANNOUNCEMENTS
    1. Appointment of Councilor Seffinger to Senior Program Advisory Committee
 
Slattery/Bachman moved to appoint Councilor Seffinger to the Senior Program Advisory Committee.  Discussion:  None.  All Ayes.  Motion passed unanimously.
 
  1. APPROVAL OF MINUTES
    1. Study Session of May 14, 2018
    2. Business Meeting of May 15, 2018
 
Rosenthal/Morris moved to approve the minutes. Discussion:  None.  All Ayes.  Motion passed unanimously. 
 
  1. SPECIAL PRESENTATIONS & AWARDS
    1. Annual Presentation by the Band Board
 
Chair of the Band Board, Don Bieghler presented Council with the annual Band Board update.
 
  1. Ashland High School Sister City Representative Presentation
 
Mayor Stromberg spoke that two high school students were selected to attend Guanajuato, Ashland’s sister City.
 
Photos of the recently completed Guanajuato mural by Denise Baxter were shown (see attached).
 
Public Works Director, Paula Brown will be representing the Mayor at Guanajuato.  Ms. Brown spoke that she is honored to be involved in this.
 
Senora Chela explained that the students were part of 25 applicants and 2 were selected by the Spanish Department, Faculty and Administration. She introduced Uma Maguire and Layla Kenner. 
 
Layla Kenner introduced herself.  Born in Honolulu.  She spoke that she gained much from the Ashland school system and would like to be an Engineer.  She thanked Mayor, Council and her family for this opportunity. 
 
Uma Maguire introduced herself.  Born in Berkley.  She spoke that her family is strong in culture appreciation.  She spoke that she is the president of Key Club and editor of Rogue News. She thanked her support system and is excited to be the best representative of Ashland that she can be. 
 
President of the Amigo Club, Mina Turner spoke to all of the festivities the Amigo Club will be providing the students coming to Ashland.
 
Seffinger spoke to the importance of the people to people aspect of the sister cities.  She thanked Senora Chela for all her work.  
 
Senora Chela explained how the students will be representing Ashland in Guanajuato.
 
The students performed a traditional dance. Mayor Stromberg thanked all the attendees.  
 
  1. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES
Airport Conservation Forest Lands
Historic Housing and Human Srvs. Parks & Recreation
Planning Public Arts Transportation
Tree Wildfire Mitigation  
 
  1. PUBLIC FORUM Business from the audience not included on the agenda.
(Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum]
 
Reverend Richenda Fairhurst- Ashland-Spoke that she has served at United Methodist Church in Ashland for 11 Months.  She presented Council with a letter (see attached).  She spoke in concern of the homeless issue.  She thanked the Ashland Police Department on how helpful they have been with this issue. 
 
Huelz Gutcheon- Ashland-Spoke regarding CO2 issues.  Spoke that Ashland and the rest of the world keeps adding carbon dioxide to the mix.  He spoke to ways about working on fixing this issue. 
 
  1. CONSENT AGENDA
    1. Commission Reappointments
    2. Appointment of Public Arts Commission
    3. Appointment of Conservation Commission
    4. Appointment of Housing and Human Services Commission
    5. Appointment of Wildfire Mitigation Commission
    6. Acceptance of Third Quarter Financial Report
 
Slattery pulled this item. 
 
Administrative Services Director, Mark Welch gave a Staff report. He spoke that everything remains in compliance with the Budget through the 3rd Quarter.  He spoke that the Central Services are right at where they were the 3rd Quarter of the last biennium.
 
Mr. Welch explained the Health Insurance Plan changes.
 
Slattery suggested to have quarterly reports on the Regular Agenda instead of Consent Agenda.
 
Rosenthal questioned if the City Budget is healthy at this point of the biennium or in financial crisis.  Mr. Welch spoke that where the budget is at today it is in good shape.  He also explained that in the future there may be some issues with PERS.
 
  1. Contract Approval for City Hall Concept/Design Service
 
Slattery pulled this item. 
 
Public Works Director, Paula Brown gave a Staff report.  She explained that the quote of $97,085 was for City Hall Concepts, Design and Construction Services for Phase 1 of City Hall in its current location, Civic Center, and Briscoe School.
  
Slattery spoke in concern with this item.  He spoke that he would like more information as to where this is going. Slattery spoke in concern of continuing to add fees and taxes and spoke that there needs to be more planning. 
 
Council discussed removing the Briscoe location.
 
Council discussed the dangers of the current City Hall location. 
 
Rosenthal thanked Ms. Brown for her work on this issue.  He spoke to the importance of fixing the current problems at City Hall.  He spoke to the importance of due diligence and needing consultants. 
 
Jensen spoke in agreement with Rosenthal.  Bachman questioned the cost difference if Briscoe was removed from the quote.  Ms. Brown spoke that it would drop some but not a full 3rd.    
 
Morris discussed the option of retrofitting the current City Hall, moving the Community Development Department to the Civic Center and selling the current Community Development building.  
Rosenthal spoke that data needs to be done so the citizens can see all options were looked at and based on the data the best possible decision can be made.
 
Rosenthal/Slattery moved to pull item 7 from Consent and place it on June 19th  Council Business Meeting Agenda. Rosenthal amended his motion to place this item on the July 3rd Council Business Meeting Agenda.  Slattery agreed. Discussion: Slattery spoke that this is an important conversation that needs to be had. Jensen, Seffinger and Morris spoke in support of the motion.  Ms. Brown suggested that Council send any questions to her within the next week. Slattery suggested information on the least cost option. Roll Call Vote: Rosenthal, Seffinger, Jensen, Morris and Slattery: YES. All Ayes. Motion passed unanimously.
 
Ms. Brown spoke that she would bring back a cost comparison.
 
  1. Contract Approval for ESRI-GIS Annual Licensing
  2. Award Professional Engineering Contract-FERC Park 12
  3. Contract Approval for Software Licensing Renewal
  4. Adoption of Proposed Economic Development, Cultural, Tourism and Sustainability Grants Ad-Hoc Committee Allocation Recommendations
 
Seffinger/Bachman/Rosenthal pulled this item.
 
Seffinger commended Paula Hyatt on her job as the Committee Chair.  She spoke to the difficulty in making the decisions they made.  She spoke that there were so many great groups deserving of the money but there was not enough to give all.
Backman agreed with Seffinger.  She commended the Committee and their hard work.   Rosenthal commended Ms. Hyatt and Staff.  He spoke that there were 31 applicants for $229,000 of funding available with the total asking amount being $600,000.  He spoke to the uniqueness of Ashland and the importance of the grant process for the Community.  
 
Rosenthal/Morris moved to approve the Consent Agenda with item 7 removed.  Discussion:  None. All ayes. Motion passed unanimously.
 
  1. PUBLIC HEARINGS (Persons wishing to speak are to submit a “speaker request form” prior to the commencement of the public hearing.  Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.)
    1. Miscellaneous Fees Update
 
Interim City Administrator, Adam Hanks gave a Staff report. 
 
Bachman spoke in appreciations of the examples submitted in the packet so Community members can understand the need for fee increases.
 
Rosenthal questioned the sidewalk dining annual renewal fee discrepancies.  He suggested that this gets analyzed.  Ms. Brown spoke she would bring this item back to Council on July 3rd  as an amendment. 
 
Slattery questioned the marijuana operational permit setup fee.  Fire Marshal, Ralph Sartain explained that the marijuana process is very specific and done through a 3rd party vendor.  He spoke that the service is reviewed every 6 months. 
 
Mayor Stromberg opened the Public Hearing at 8:35 PM
 
Public Input:
None.
 
Mayor Stromberg closed the Public Hearing at 8:35 PM
  
Morris/Jensen moved approval of the Resolution titled, A Resolution Adopting a Miscellaneous Fees & Charges Document and Repealing Prior Fee Resolution 2017-12. Discussion: None. Voice Vote: All Ayes. Motion passed unanimously.
 
  1. Public Hearing and Adoption of a Resolution Levying Taxes for the
      Period of July 1, 2018 to and including June 30, 2019
 
This item was moved to the next Council Business Meeting.
 
  1. Public Hearing and Adoption for Resolution Certifying City Provides
     Sufficient Municipal Services to Qualify for State Subventions and a
     Resolution Declaring the City’s Election to Receive State Revenues
 
Mr. Welch gave a Staff report. He explained that this is done annually.
 
Mayor Stromberg opened the Public Hearing at 8:37 PM
 
Public Input:
None.
 
Mayor Stromberg closed the Public Hearing at 8:37 PM
 
Slattery/Rosenthal moved to approve a Resolution titled “Resolution Certifying City Provides Sufficient Municipal Services to Qualify for State Subventions.” Discussion: Rosenthal spoke to the importance of State funding.  Voice Vote: All Ayes.  Motion passed unanimously.
 
Slattery/Morris moved to approve a resolution titled, “A Resolution Declaring the City’s Election to Receive State Revenues” Discussion: Slattery spoke to the importance of State Revenues. Voice Vote: All Ayes.  Motion passed unanimously.
 
  1. UNFINISHED BUSINESS
    1.  None
 
  1. NEW AND MISCELLANEOUS BUSINESS
    1.  None
 
  1. ORDINANCES, RESOLUTIONS AND CONTRACTS
    1. Transportation Utility Fee Resolution Adjustment
 
Ms. Brown spoke regarding an error in the last Utility Fee Schedule and the need for an amendment.
 
Rosenthal/Bachman moved approval of a Resolution adopting a transportation utility fee schedule pursuant to Ashland Municipal Code Section 4.26 and repealing Resolution 2018-11. Discussion: None.  Voice Vote: All Ayes.  Motion passed unanimously.
 
  1. Ordinance Amending AMC 4.24.020 Allowing for the Tax Imposed to be set by Resolution with the Intent to Increase the Transient Occupancy Tax to 10 percent
 
Mr. Welch gave a staff report.  He explained that this would allow to change tax by Resolution instead of Ordinance.
 
Bachman/Jensen moved to approve First Reading, and placement on a future Council meeting agenda for Second Reading, of the proposed Ordinance designated as Attachment A titled “An Ordinance Amending AMC 4.24.020, Increasing the Transient Occupancy Tax”. Discussion:  Bachman spoke that this will allow flexibility to do what is needed. Slattery spoke that he is not in favor of the motion.  He spoke that he would like Council to consider bringing this item back to a future meeting.  He spoke in support for more Police Officers but not in this way.   He spoke that this will cause stresses to the General Fund.  He suggested Council discuss the General Fund and Strategic Planning before making this decision. Morris clarified that rate setting will happen at the second reading. Bachman spoke in support of the motion but agreed with Slattery that the General Fund needs to be discussed.  Roll Call Vote:  Rosenthal, Seffinger, Jensen, Bachman and Morris: YES.  Slattery: NO.  Motion passed 5-1.
 
Slattery suggested to direct Staff to have a joint meeting with Council and the Budget Committee to discuss the General Fund. Mr. Welch explained that the June 18 Study Session Meeting is with Budget Committee and the General Fund will be discussed.  He spoke that financial concerns, Central Services, and current budget will also be discussed.  
 
Letters were submitted into the record (see attached).   
 
  1. Second Reading of an Ordinance amending the Comprehensive Plan Map Designation and Zoning for the properties located at 475 East Nevada Street
 
Derek Severson gave a Staff report.  Mayor Stromberg asked if there were any changes to the Ordinance.  Mr. Severson answered no.
 
Morris/Bachman moved approval of the second reading by title only of “An Ordinance Amending the Comprehensive Plan Map Designation and Zoning for the Properties Located at 475 East Nevada Street” and adoption of the ordinance.  Discussion: Rosenthal spoke in support of the Ordinance.  Roll Call Vote:  Rosenthal, Jensen, Seffinger, Bachman, Morris and Slattery: YES.  All Ayes. Motion passed unanimously.
 
Each Councilor announced they did not have any ex parte contact.
 
Morris/Jensen moved to adopt written findings for approval of Planning Action #2017-02129. Discussion:  None. Roll Call Vote:  Rosenthal, Jensen, Seffinger, Bachman, Morris and Slattery: YES.  All Ayes. Motion passed unanimously.   
 
  1. Second Reading of an Ordinance annexing property withdrawing an annexed area from Jackson County Fire District
 
Slattery/Morris moved approval of the second reading by title only of “An Ordinance Annexing Property and Withdrawing an Annexed Area from Jackson County Fire District No. 5” Discussion:  None. Roll Call Vote:  Rosenthal, Jensen, Seffinger, Bachman, Morris and Slattery: YES.  All Ayes. Motion passed unanimously.
 
Each Councilor announced they did not have any ex parte contact.
 
Slattery/Morris moved to adopt written findings for approval of Planning Action #2018-00154.” Discussion:  None. Roll Call Vote:  Jensen, Seffinger, Bachman, Rosenthal, Morris and Slattery: YES.  All Ayes. Motion passed unanimously.
 
  1. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
 
Seffinger announced that the watershed art piece “Elevation” will be installed in June. 
 
Slattery announced SOU softball team came one game short of national championship. 
 
Seffinger announced that Slattery will be a speaker at the SOU Graduation. 
 
Rosenthal announced that there will be a welcome breakfast sponsored later this month for Guanajuato.

 
  1. ADJOURNMENT OF BUSINESS MEETING
 
The Business Meeting was adjourned at 9:09 PM
 
Respectfully submitted by:
 
_________________________________________
City Recorder, Melissa Huhtala
 
 
Attest:
 
_________________________________________
Mayor Stromberg
 
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900).  Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).

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