In response to questions at the August 24 Council meeting about financial support for City Commissions, I contacted the Department Heads for more information.

In general, commissions receive a nominal $750 to cover advertising, printing, mailing and miscellaneous costs. Bike/Ped, Conservation, Forest Lands, and Traffic Safety show higher amounts. In all cases, spending varies by year. Many receive substantial department support when Department Heads approve specific projects that meet City needs. Forest Lands, Housing, Tree, and Historic Commisions have benefited in this way. The money may or may not show up as a specific budget item. The responsibility for deciding when, on what, and how to spend money rests with the Department Head. Here are some examples.

The Conservation Commission has an annual budget line item for $3,850. Last fiscal year, $3,781 were spent.

The Forest Lands Commission has a line item of $1,000 of which $46 was spent last year. However, since the fuels management work began in the watershed and interface areas, approximately $60,000 to $80,000 per year has been spent from Water Fund income for contract work. These funds were matched with hundreds of thousands of federal dollars from National Fire Plan Title II grants

The Traffic Safety Commission has a budget of $4,000, with $1,505 spent in fiscal 2004. Expenditures are primarily for attendance at conferences or training and for sponsoring local mini-conferences. Recommended work done on the streets (signs, painting, sidewalk replacement...) is done with Street Fund money and is a part of the Public Works budget.

Airport Commission has a $300 line item, which was not expended in 2004. The Commission actively helps the City manage the airport. The City acquires grants and matches with local in-kind and dollars for improvement projects on the grounds of the airport.

Tree Commission shows a budget of $750, and was allowed to spend $1,062 in fiscal 2004. During the preparation of the Street Tree Guide, $3,000 were appropriated to hire a consultant and to publish the document.

Historic Commission also lists a $750 line item in the budget. In fiscal 2004, $1,756 were spent. In past years, grants have been received to support Historic Preservation Week, one in the amount of $3,000. Staff and volunteer time were considered in-kind match for the grant money.

Housing Commission is listed with $750, of which $180 was spent in fiscal 2004. Two years ago, Housing Commission recommended the Housing Needs Analysis and Action Plan studies, staff supported the expenditure and Council approved the $15,000 budget.

Planning Commission used $242.00 of the $750 in fiscal 2004. Bicycle and Pedestrian Commission, on the other hand, lists a budget of $3,850 of which $843.00 were spent in 2004. Their funds go to supporting Car Free Day, bike safety programs in the schools, and other activities to promote safe alternative transportation.

Public Arts Commmission

With community-wide fund-raising beginning, and the first project advertised for submittal of proposals, the Public Arts Commission is entering a more active phase. The Commission has reported to Council twice: to announce the locations chosen for the first projects, and to inform Council and the public about the varied funding sources for public art.

The charge of the group is "to enhance the cultural and aesthetic quality of life in Ashland by actively pursuing the placement of public art in public spaces... ". The staff and commissioners provide plenty of 'in-kind' match for grants. However, in-kind services will not pay for artists' fees or the installation of public art.

The Public Arts Commission believes the projects it proposes qualify as "cultural development" for the community. You have seen letters of support for the Commission from a variety of arts organization, some who received TOT funds and some who did not. I also believe the PAC request for funds in the amount remaining from the fiscal 2005 TOT grant budget is a reasonable one. The amount is not out of line with what other commissions affect in the course of their work. The money will serve to complete the variety of sources available and allow the City to pursue supporting grants to augment the local funding.

I hope this perspective on commission funding is informative to you. To me, it illustrates that when commissions work closely with staff, the Department Heads provide financial support if needed to further the Commissions' advisory role. As with the other groups, PAC will make recommendations to staff. Staff, and Council as appropriate, gives approval for expenditures.