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Meeting Summary for January 19, 2016

Listed below is the summary of all the items coming to the Council at the business meeting and study session of January 19. For the complete agenda and agenda packet click here.


Business Meeting of January 19, 2016
CONSENT AGENDA 
Items 1, 2, 3, 4, and 5 are ones Council sees on a regular basis (minutes, liquor licenses, commission appointments, etc.)
6.    Authorization to amend a contract for municipal audit services with Pauly, Rogers & Co. P.C., extending the contract for one year. The City of Ashland has one more year on its contract with Pauly, Rogers & Co. to perform the annual City and Parks audits for the fiscal year ending June 30, 2016. The City is beginning a computer software conversion that will extend beyond that audit.  Staff raised this issue with the Ashland Audit Commission and the Commission recommends extending the contract an additional year to provide continuity through the conversion.
7.    Authorization to amend a contract with Diamond Parking Services extending parking enforcement services up to two years. The City of Ashland contracts with Diamond Parking Services to manage parking enforcement in the downtown area. The contract is set to expire but the City is not ready to bid services until work is complete on the downtown parking and circulation. Staff requests authorization to amend the existing contract where needed, extending it for up to two years or until a formal bid for an updated scope of services can be completed.
8.    Approval of a public contract exceeding $100,000 for cardiac monitor defibrillators and automated external defibrillators. This is award of a public contract for cardiac monitor defibrillators and automated external defibrillators (AEDs), including accessories and training, in the amount of $297,710.58 to the highest ranked proposer, Zoll Medical Corporation.
9.    Contract addendum with Evergreen Job & Safety Training, Inc. A contract addendum is required to extend the contract for safety training services with Evergreen Job & Safety Training, Inc.  The contractor provides monthly safety training classes and job observation services for both the Public Works and Electric Departments.
10.  Adoption of findings for Planning Action PL-2013-01858, relating to three separate approved ordinances which amended the City of Ashland Comprehensive Plan, Comprehensive Plan Maps, Transportation System Plan, and Land Use Ordinance (Chapter 18) adopting the Normal Neighborhood Plan. The Council passed second reading of the Normal Neighborhood Plan ordinances amending the Comprehensive Plan, Transportation System Plan, and Municipal Code Chapter 18 (Land Use Ordinance) on December 15, 2015.  The Findings of Fact and Conclusions of Law document presented for Council approval summarizes how these approved ordinances are consistent with the criteria for amending the Ashland Comprehensive Plan, and how Oregon’s Statewide Planning Goals 1 through 19 were addressed in the development of the neighborhood plan and implementing ordinances.
 
PUBLIC HEARINGS
None
 
UNFINISHED BUSINESS
1.    Request to extend City water service outside of City limits. The City has received a request from John Chmelir of West Jackson Properties, LLC, to connect to the City’s Talent-Ashland-Phoenix (TAP) water line in order to get water for the fire suppression system in a 44-bed residential care facility he plans to build at Valley View Road and Highway 99.  The location of this facility is outside the city limits but within the urban growth boundary.  Plans for the facility have been approved by Jackson County, subject to meeting fire suppression requirements.  A connection to City water outside the city limits must meet the criteria in AMC 1.04.060 (Water Connections Outside City Limits) and requires authorization by Council resolution.
2.     Second reading by title only of an ordinance titled, “An ordinance amending chapters 18.2.2, 18.2.3, 18.2.5, 18.3.2, 18.3.3, 18.3.5 and 18.6.1 of the Ashland Land Use Ordinance relating to the homegrown marijuana cultivation and marijuana-related businesses including production, processing, retail sales, testing, and wholesale and declaring and emergency”. The proposed land use ordinance amendments create standards for the allowable size, scale, and location of marijuana grown outdoors in conjunction with a residential dwelling unit and for the location and manner of operation of marijuana-related businesses. Specifically, a residential property would be allowed to grow outdoors up to four plants per lot for recreational marijuana or six plants per lot for medical marijuana.
 
       The City Council passed first reading of the ordinance and declared an emergency at the December 15, 2015 meeting. The ordinance is scheduled for second reading and adoption by emergency at the January 5, 2016 meeting. The emergency adoption makes the ordinance effective immediately after approval and signature rather than waiting 30 days for an ordinance to go into effect. Staff recommends adopting the ordinance by emergency because State of Oregon representatives recently indicated that the Oregon Liquor Control Commission (OLCC) will begin processing applications on January 4, 2016 regardless of whether local jurisdictions have regulations in place.
 
NEW AND MISCELLANEOUS BUSINESS
1.    Recommendation of the ad hoc Committee on the City Recorder Position. The ad hoc Committee on the City Recorder Position recommends that the City Council refer a charter amendment to the voters to make the Recorder an appointed position.  The Committee recommends that this amendment be referred to the May 2016 election in order to take advantage of higher voter turnout.  The committee further recommends that the Ashland Municipal Code, Chapter 2.08, be amended to remove from the recorder’s duties those functions that more properly belong in other departments. If the position remains elected, the committee recommends a charter amendment to remove outdated language and duties in the charter and address minimum qualifications and salary structure.
2.    Ashland Water Advisory Committee Member appointments. This council is asked to appoint members to the Ashland Water Advisory Committee (AWAC) to guide the engineering consultants through an update of the Water Master Plan.
 
ORDINANCES, RESOLUTIONS AND CONTRACTS
None.
 
 
 
 
Study Session of January 19, 2016 (Immediately following the business meeting)
2.     Discussion of approaches to downtown behavior issues. The Council requested that staff compile information on various approaches to addressing the downtown behavior issues that plagued the City last summer.  This report addresses six specific tactics that have budgetary implications.  Those tactics include:  Hiring two new police officers; hiring two additional police cadets; renting jail beds from Jackson County; hiring social service outreach workers during the summer months; an educational signage program; and creating a downtown host or ambassador program.  In addition to these tactics, the City Attorney is drafting an ordinance to address aggressive public misconduct and the Police Chief has instituted operational changes to increase police presence downtown.

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