DRAFT MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
Tuesday, October 20, 2020
Held Electronically; View on Channel 9 or Channels 180 and 181 (for Charter Communications customers) or live stream via rvtv.sou.edu select RVTV Prime.
Note: Written and oral testimony will be accepted for public input. For written testimony, email public-testimony@ashland.or.us using the subject line: October 20 Business Meeting Testimony. Those who wish to give oral testimony can fill out a Speaker Request Form at ashland.or.us/speakerrequest and return it to the City Recorder. The deadline for submitting written testimony or speaker request forms will be on Monday, October 19 at 10 a.m. All Public Forum comments will comply with Council Rules; otherwise they will not be included in the Agenda or Council Minutes.
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.]
I. CALL TO ORDER
Mayor Stromberg called the Council Meeting to order at 6:02 PM.
II.PLEDGE OF ALLEGIANCE
III.ROLL CALL
Councilors’ Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen were present.
IV.MAYOR’S ANNOUNCEMENTS
V. APPROVAL OF MINUTES
1.Study Session of October 5, 2020
2.Business Meeting of October 6, 2020
Rosenthal/Jensen moved to approve the Council Minutes. Discussion: None. All Ayes. Motion passed unanimously.
VI.SPECIAL PRESENTATIONS & AWARDS
1.Declaration of State of Emergency Extension for COVID-19 Pandemic and WildfireEmergency
Interim City Administrator Adam Hanks gave a Staff Report regarding Declaration of the State of Emergency Extension (see attached).
Graham/Slattery moved approval of the state of emergency extension so it will remain in effect until November 17, 2020. Discussion: Rosenthal spoke that next time the findings in the declaration should be simplified with the focus of obtaining State or Federal Funds. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously.
VII.MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES
Airport
Budget
Conservation
Historic
Housing and Human Srvs.
Parks & Recreation
Forest Lands
Climate Policy
Cost Review
Planning
Public Arts
Transportation
Tree
Wildfire Mitigation
VIII.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 toenable all people wishing to speak to complete their testimony.) [15 minutes maximum]See note above for how to submit testimony for Public Forum.
IX.CITY ADMINISTRATOR REPORT
Hanks presented Council with a City Administrator Report. Items discussed were:
- Ashland is Featured on the Oregon Film Trail
- Election Reminders from Jackson County
- Ashland Low Income Energy Assistance
For more information, you can go to the City Website: https://www.ashland.or.us/News.asp?NewsID=4830
X. CONSENT AGENDA
1.Declaration and Authorization to Dispose of Surplus Property
2.Resolution Authorizing Signatures
Slattery/Jensen moved to approve the Consent Agenda. Discussion: None. All Ayes. Motion passed unanimously.
XI.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 8:00p.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 9:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.)
1.Public Hearing and First Reading of Amendments to Open Space Standards
Mayor Stromberg gave a brief introduction.
Community Development Director Bill Molnar gave Staff Report.
Planning Manager Maria Harris presented Council with a PowerPoint (see attached):
Items discussed were:
The reasons to amend Open Space Standards.
Project Objectives.
Common Open Space.
Private Open Space.
When Open Space is required.
Multifamily Development.
Attached Single-Family Development.
Updates to Consolidated Standards.
Planning Commission Process.
Mayor Stromberg opened the Public Hearing at 6:45 PM.
Planning Commissioner Chair Roger Pierce gave a brief overview regarding the proposed open space Ordinance.
Mayor Stromberg closed the Public Hearing at 6:53 PM.
Jensen/Seffinger moved to approve first reading of Ordinance 3190, an Ordinance regarding the Ashland Land Use Ordinance to amend the open space standards, and to move the Ordinance to second reading at the November 17, 2020 meeting. Discussion: Jensen spoke in support of this Ordinance. Seffinger agreed with Jensen. She spoke that this is great for future building. Rosenthal complimented Staff. Graham spoke in appreciation of the Staff and the good work being done. Roll Call Vote: Rosenthal, Slattery, Akins, Seffinger, Graham and Jensen: YES. Motion passed unanimously.
Jensen/Slattery moved to approve first reading of Ordinance 3191, an Ordinance amending of the Ashland Land Use Ordinance for consistency in terminology related to open space, and to move the Ordinance to second reading at the November 17, 2020 meeting. Discussion: Slattery spoke in appreciation of Staff. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously.
2.Public Hearing for Adoption of Resolution No. 2020-19 Exemption from Competitive Bidding Requirements for Contract to Japanese Garden Specialty LLC.
Hanks introduced Parks and Recreation Director Michael Black.
Black presented Council with a PowerPoint (see attached). Items discussed were:
History of the Japanese Style Garden.
Japanese Garden Plan.
Conditions of approval.
Japanese Garden current size and expansion size.
Contract details.
Exemption to Public Contracting.
Public Benefit that will result for awarding the bid.
Council discussed climate change concerns. Black spoke that the designers have taken that in to consideration.
Council discussed parking concerns during the process. Black spoke that there should be no issues during the construction.
Parks Analyst Tara Kiewel and Commissioner Michael Gardiner were introduced. Kiewel thanked Staff.
Mayor Stromberg opened the Public Hearing at 7:29 PM
Mayor Stromberg closed the Public Hearing at 7:29 PM.
Jensen/Seffinger moved to approve Resolution No. 2020-19 that the City Council, acting as local contract review board, approve this exemption to a public improvement contract and awarding the contract to Japanese Garden Specialty LLC. Discussion: Jensen thanked Staff for their work on this project. Seffinger spoke that this a great example for listening to the Citizens. She thanked the Parks Commission and Staff for their work. Rosenthal spoke regarding appreciation to Michael Black, Staff and Commissionors. Graham spoke in agreement with Rosenthal. She spoke to the cultural piece of this item and the importance to move forward in a way that avoids any sort of cultural appropriation and making sure that this is an authentic way to honor the Japanese Culture. Roll Call Vote: Graham, Jensen, Seffinger, Slattery, Akins and Rosenthal. Motion passed unanimously.
XII.UNFINISHED BUSINESS
XIII.NEW AND MISCELLANEOUS BUSINESS
XIV.ORDINANCES, RESOLUTIONS AND CONTRACTS
1.Confirmation of Mayoral Appointment of Scott Fleury as Public Works Director
Hanks gave a brief Staff report.
Rosenthal/Jensen moved to confirm the Mayor’s appointment of Scott Fleury as the Public Works Director and authorize the Mayor to sign the related employment agreement. Discussion: Rosenthal spoke in support of Fleury. He spoke that what he gives great presentations and represents the department very well. He spoke that he is a great asset and is highly regarded regionally. Jensen agreed with Rosenthal. Slattery agreed with Rosenthal’s comments and it is good that there is a way to promote within. Graham spoke to the importance that moving forward to keep the public informed. She spoke that there are a lot of infrastructure projects coming up. She spoke in support of Fleury. Seffinger spoke in support in support of Fleury. Akins spoke in support of Fleury but not the process. She spoke that she will vote no. Roll Call Vote: Slattery, Graham, Seffinger, Rosenthal and Jensen: YES. Akins: NO. Motion passed 5-1.
2.First Reading of an Ordinance No. 3192 Relating to the 2020 Amendments to the City Charter Creating the New Position of City Manager and Making Certain Housekeeping Changes.
City Attorney David Lohman gave a brief Staff report and introduced Assistant City Attorney Katrina Brown.
Brown gave a Staff report.
Council discussed the Emergency Management Plan.
Jensen/Slattery moved to approve First Reading of Ordinance No. 3192 and advance it to Second Reading for enactment. Discussion: Jensen complimented the Legal Department. Slattery agreed with Jensen. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously.
XV.OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
1.Charter Amendment Clarifications.
Due to technical difficulties an item from the 10/19/20 Council Study Session was moved to the Council Business Meeting for discussion.
Council discussed the amendments (see attached).
The Business Meeting was adjourned at 9:05 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).
