[Council Communication]  [Strategic Plan Priorities]

Council Communication

Title:	Status Report on 2001-2002 Strategic Plan Priorities
Dept:	Administration
Date:	December 4, 2001
Submitted By:	Greg Scoles, City Administrator

Synopsis:	The 2001-2002 Strategic Plan was adopted by the City Council in April of this year. The plan contains a Community Values Statement and 13 specific elements with concomitant priorities.
Recommendation:	Staff recommends that council review the current status of the various plan priorities in preparation for the upcoming Goal Setting in the new year.
Fiscal Impact:	Projects included in the 2001-2002 Strategic Plan were incorporated into the approved 2001-2002 Budget Document.
Background:	The Status Report on the 2001-2002 Strategic Plan Priorities is provided to council as an informational item and offers the opportunity to review the current progress of council priorities and goals. A timeline and suggested planning process for this year's Goal Setting will be included in the December 18 council packet materials.

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2001 – 2002 Strategic Plan Priorities of the City of Ashland

** ADOPTED 4-17-01 **

Status Report December 2001

Community Values Statement

The citizens of Ashland value a City government that helps create an environment within which they are able to live happy and productive lives. This includes a healthy and sustainable environment; an opportunity to acquire the basic necessities of life; a sound infrastructure that meets our common needs for transportation, energy, information and communications, health care, water and waste management; and a variety of social, recreational, business and cultural opportunities.

The citizens want their government to respect our diverse people, natural environment, and rich heritage and culture; and to promote citizen involvement, initiative, innovation and a strong sense of community.

Elements and Priorities

1. Citizen participation and involvement

The City recognizes the value of citizen involvement and the wealth of information and resources that the citizens of Ashland possess. The City is committed to a high level of communication with the public.

2001 – 2002 Priorities

• Continue to identify and evaluate ways to encourage greater citizen involvement. Develop methods to encourage participation by seniors, youth and other identifiable groups.

Examples of this are Public Works effectively using public meetings and neighborhood meetings to gather citizen input and for getting information out to the community. In addition, more mailings (postcard and letters) have been used as a way to reach out and provide information on specific events (paving, street sweeping, Helman Sidewalks, Traffic Safety agenda items, WWTP updates, Siskiyou Boulevard and other projects).

There are a variety of ways the city informs the public and encourages participation.

• City Source ex: Strategic Planning input, article on open space that detailed questions the commission was interested in, Pedestrian slogan survey etc.
• RVTV reader board (slides shown on channel 31)
• Utility Bill Newsletter ex:Pedestrian slogan insert, traffic safety updates, driving tips etc.
• Direct mail ex: Siskiyou Blvd., Helman sidewalks, businesses re: water curtailment etc.
• Web Pages (news items)
• Brochures
• Press Releases
• The city’s web page will have a new tool added which will allow for additional input from the public on important city issues.

• Continue to help commissions and committees become more effective. Provide commission/committees with adequate resources and additional training opportunities for developing communication skills, how to effectively run meetings and their general authority/mission.

This continues to be an issue for Departments responsible for commission activities. Committees increasingly require more and more staff resources for routine day-to-day activities. This becomes even more challenging as new committees are created (e.g. Demolition committee, Public Arts Committee (potential), Ad Hoc Transportation, Downtown Committee, etc.). Staff is working with the committees to help define their roles in relation to the vision of the Council. A handbook is in draft form and will include information on how to run effective meetings, communication skills, how to work with staff, duties and responsibilities etc. It will also include relevant RVPSA courses. Once the handbook is ready for distribution, staff liaisons will meet with the commissions and review the materials.

2. Environmental resources

Ashland seeks to retain its natural beauty as it continues to grow and further develop. The City seeks to strike a balance between urbanization and the natural environment by providing protection for soils, small creeks & wetlands, urban forest, clean air and peace & quiet.

2001 – 2002 Priorities

• Retain commitment to developing an updated riparian area protection ordinance.

The Community Development Dept. is coordinating the update of the Riparian Ordinance. Staff has been working with RVCOG on the preparation of an initial base map of the city’s riparian areas. The Department has also researched other cities’ efforts at developing effective riparian ordinances. The budget includes funds for a consultant to conduct wetland surveys as required by state administrative rules.

• Develop standards/incentives, which will encourage the paving of unpaved parking lots and driveways (both public and private). Also, continue efforts to ensure that unpaved streets are paved through methods such as local improvement districts (LIDs) as identified in the Capital Improvement Program (CIP).

Public Works Street Division assisted with this endeavor by providing labor and equipment to pave the Elks Parking Lot and the Middle School Parking Lot. The city continues to promote the option of paving alleys/driveways (public and private) and combining this desire with other street projects in an area so that the cost benefit of a project can be maximized. Alta Street at the end of FY01 was paved and the city will be continuing with other unpaved streets, as there is neighborhood interest.

• Adopt Stormwater Master Plan, which will address water quality improvements (retention/detention) and riparian area concerns by minimizing the development of impervious surface. Plan should encourage the use of best management practices and should include funding options.

The Storm Water Master Plan (SWMP) is complete and the SDC portion is ready to be forwarded to Council for adoption in January 2002. Water quality enhancements have been incorporated into the SWMP and will be included in the revised engineering design standards that are in the final stages of review.

• Develop a tree preservation ordinance and appropriate enforcement mechanisms.

The Tree Commission has developed a draft tree preservation and protection ordinance including an enforcement and penalties section. The Tree Commission will review it in November with consideration by the council in early 2002.

• Develop a wastewater pre-treatment ordinance, which would establish standards for the discharge of chemicals, greases, etc. from commercial establishments.

This ordinance will come to the Council in April 2002 for review and adoption.

• Develop an interface management plan and urban forestry plan.

The Tree Commission made a budget proposal during the last budget cycle for an urban forester position to prepare and implement an urban forestry approach for the community. Staff is working on updating that proposal for funding either for the remainder of the current budget year, or for funding in the coming budget year. This urban forester position does not address any issues related to interface management.

3. housing

The City has a responsibility to ensure that proper amounts of land are set aside to accommodate the various housing needs in the City, and that its land development ordinances are broad enough to allow for variation in housing type, cost and density.

2001 - 2002 Priorities

• Develop and implement a long-range fundable/affordable-housing program.

See response to b) below:

• Revise the density bonus program to provide improved incentives for developing affordable housing units.

The Housing Commission has been authorized by the council to hire a consultant to prepare a Housing Needs Analysis for the community, as well as develop an action plan for addressing affordable housing. The consultant was selected in November with work commencing on the required projects through the end of the year and the early parts of 2002. It is anticipated that a housing strategy addressing the need for affordability in Ashland will be available for review and adoption by the council in early 2002.

4. Economic Strategy

The City encourages a variety of economic activities in the City, while continuing to reaffirm the economic goals of Ashland citizens and existing businesses. Economic development in Ashland should serve the purpose of maintaining and improving the local quality of life.

2001 – 2002 Priorities

• Complete the update to the City’s economic development Comprehensive Plan element. Develop written materials that outline the City’s policies and philosophies on economic development issues. Work with the community to advance these economic development strategies.

A “bullet list” of topics for updating the current Economic Element was completed by the Economic Development Strategy Ad Hoc Committee and presented to the council in March 2000 as the “Draft Economic Development Strategy.” At that time the council requested that the bullet list be modified into a revised economic element and brought back for further review. This was a project of the former city administrator and is now being taken on by the planning staff.

• Review the City’s land use ordinances to ensure they are meeting or will meet the community’s needs and values for future business development as they pertain to parking requirements, environmental constraints (i.e. trees), structure size, mixed use, landscaping, resource efficiency and promoting alternative transportation.

A new tree protection ordinance has been prepared in response to council and community concerns regarding tree preservation and the impact of development. The parking ordinance has been reviewed and found to be in accord with the needs of the community with one change being explored regarding medical uses. The council will consider changes to the big box ordinance early in 2002. Other areas of the land use ordinance appear to be working well.

• Continue to work on the master planning of large undeveloped mixed-use properties such as the Railroad Area and the industrial area east of Hamilton Creek.

The city received a grant to prepare a master plan for the Railroad Project and a draft plan has been developed. Refinement of the plan, including additional public involvement is proposed for the coming year. An application has been filed for a rezone of the old Croman property (industrial area east of Hamilton Creek), which would include the master planning of this area. It is scheduled to be heard by the Planning Commission in December.

5. Public Services

The City will provide a full range of public services that meet the needs of existing and future citizens.

2001 – 2002 Priorities

• Develop criteria for implementation of a neighborhood livability grant program for neighborhood-initiated projects. Coordinate the grant program with existing City programs like LID’s and sidewalk construction.

Research has been completed on similar neighborhood grant programs in other communities, specifically Seattle, Washington. $5,000 was allocated this budget year for this program. No specific projects have been identified at this time. Discussion has been held among staff members to utilize this program as a kick-off for the urban forestry program, implementing a neighborhood tree-planting program.

• Complete the design phase for the development of the Siskiyou Blvd. bikelanes, sidewalks, bus shelters, restrooms, etc.

The Mayor-appointed Boulevard Citizen Design Committee continues to meet during the final design stage of this project. W&H Pacific is under contract to complete the final design including placement of bikelanes, bus shelters, sidewalk and accessibility needs, etc., and is scheduled to be completed by May/June 2002. There are milestone meetings and community input sessions scheduled for December, and again in February and May as the design process continues. Construction is anticipated to begin in the summer of 2002 and continue for 18 months with completion in December 2003.

• Maintain the city’s commitment to implementing the CIP. Specific attention should be paid to completing:

Fire Station No. 1 – The design is complete and undergoing a building department review. It is anticipated that the project will be bid in January, with construction starting in early 2002 and construction complete in early 2003.

New office space for the Community Development and Public Works Administration Departments (Hillah). – The design is complete and undergoing a building department review. It is anticipated that the project will be bid in December, with construction starting in January 2002. Construction is expected to be completed in September 2002.

Library – Construction is expected to be completed in June 2002.

Siskiyou Blvd. Improvements – underway as shown in item b) above.

• Develop a plan for more efficient use of City Hall office space, prior to the Community Development Department moving to new office space.

The project architect will be developing a plan in the early part of 2002.

• Develop a plan, which would consider the schedule for the future extension of the T.A.P. Water Project to Ashland.

This item will come to the Council for review in February 2002.

6. Transportation & Transit

To retain Ashland’s small-town character while it grows, the City must proactively plan for a transportation system that is integrated into the community and enhances the livability, character and natural environment.

2001 - 2002 Priorities

• Accelerate the development of bikelanes, bikepaths, and sidewalk construction.

Public Works Engineering staff coordinated the acquisition of additional railroad right of way for the extension of the Central Ashland Bikeway from Laurel Street north to Jackson Road. Staff continues to pursue obtaining an uninterrupted link from the bikepath terminus at 6th Street to Oak Street and on to Laurel Street.

• Work with the State and County to develop preliminary feasibility studies for the improvement of State Highways 99 and 66 and the county roadways. Findings should be presented to the council and should focus on the financial implications of the improvements and potential exchange to city jurisdiction.

Staff worked with ODOT on pursuing access management grants and better pedestrian links and crossings for the section of Highway 66 from Siskiyou Boulevard to Lit Way. Staff will continue to pursue options with ODOT and the County as they are presented.

• Evaluate and utilize as appropriate measures identified in the Transportation, Transit and Parking Committee report.

The ad hoc Transportation, Transit, and Parking Committee has developed a comprehensive Transportation Action Plan called “Ashland in Action 2000” which was presented to the City Council in September, 2000. Further implementation efforts are dependent upon future council action. The Mayor is currently forming a sub-committee of members of the original committee to work on strategies for implementation.

• Develop a prioritized strategy for improved traffic safety based on the 3-Es – Education, Enforcement and Engineering. Focus areas should include: North Main Street, Ashland Street, Wimer Street and impacted residential neighborhoods.

Staff through the Traffic Safety Commission is working on a safety video for improved education and enforcement of traffic safety related items. The TSC has continued their vigilant efforts for improving traffic safety and improving links with the Bicycle and Pedestrian Commission as shown on their revised goals and objectives.

• Explore options for providing enhanced public transit service (e.g., weekends, evenings, increased frequency and new routes).

These will be done in conjunction with the efforts of item c) above.

• Explore the possibility of acquiring land near the Railroad District for the future development of a transit station.

This item was included in the Railroad master planning process and an area has been identified for a future transit location. Further, efforts on regional light rail have also identified areas within Ashland for commuter rail locations, specifically focusing on the Railroad property. Staff is also exploring opportunities for a transit center at the old Parsons Pine property at Helman and Hersey Streets.

7. Energy, Air and Water Resources

Ashland seeks to be a regional leader in the areas of energy, air and water conservation. The City seeks to continue this leadership role in further development of goals, policies and programs that encourage citizens to conserve natural resources. The City also desires to continue to provide electrical service to consumers at as low a cost as possible.

2001 – 2002 Priorities

• Provide leadership to the community in addressing the potential crisis associated with the current energy shortage. Strategies include:

Develop plans for alternative power generation sources to reduce dependency on purchased power. – No progress has been made in this area.

Evaluate the city’s electric rate structure to equitably adjust costs and reduce demand. – Will be completed this spring.

Evaluate the purchase of the electric sub-station located on Nevada St. – Ongoing.

Consider a city-facilitated program, which encourages homeowners to invest in alternative means of power generation. – Solar electric rebate program was funded and started in July of this year.

• Enhance existing conservation efforts and energy distribution efficiency programs such as:

Develop an electric demand management program to reduce peak loads when purchasing power. – Street lighting pilot program with BPA is the first step.

Evaluate impacts of recent wholesale power costs on the Green Power Purchase Program. – Council was updated on this in September…we are continuing to purchase green power from BPA.

Consider modifying the Super Good Cents and density bonus programs to expand and improve incentives for efficient use of all resources. – The Conservation Commission has begun work on this.

8. Parks, Open Space and Aesthetics

Ashland’s character is intimately linked to its aesthetic resources, including its vistas, trees, parks and open space lands. The City seeks to develop programs that preserve important open space and parkland, while accommodating continuing urbanization.

2001 - 2002 Priority

• The City Council and Parks Commission should analyze how to better coordinate work and to analyze possible areas to reduce operational redundancy and increase financial efficiency.

City and Parks staff has been meeting to discuss ways of better coordinating financial/budget, accounting and payroll activities. At this time it appears that these functions would be consolidated effective after the next fiscal year. Staff will also look at consolidating personnel functions, landscape maintenance (cemetery), and turf maintenance (median islands). Currently insurance, computers and phones have been consolidated.

• Finalize the update of the Open Space Plan.

The Community Development Department is working closely with the Parks Department on the update process for the Open Space plan. It is proposed that an update of the Parks and Open Space element of the comprehensive plan will happen concurrently with the Parks Commission’s efforts. The first meeting was on November 7th and the second meeting is scheduled for December 10th.

9. Urbanization

The City seeks to ensure an orderly transition of land from rural to urban uses.

2001 – 2002 Priorities

• Continue to provide information to the community and foster discussion on growth and planning issues. In particular, information is needed regarding State land use law, infill policy, rate of growth, development standards, development processes and the consequences of increasing urban densities (infill).

No additional work has been done in this area.

• Complete the master overlay plan for the undeveloped railroad property. Work to resolve the brownfield clean up.

The City received a grant to conduct a master plan for the Railroad Project and a draft plan has been developed. Refinement of the plan, including additional public involvement is proposed for the coming year. The Union Pacific Railroad has met with the City and has indicated it will be cleaning up the contaminated areas of the property to residential standards.

• Complete the update to the Downtown Plan.

The City received a grant to prepare an update to our past downtown planning efforts. The initial draft of that report has been prepared. Due to limited time resulting from the late awarding of the grant within the state’s fiscal year, full public involvement was not possible prior to the expiration of the consultant’s contract. Staff will be continuing with public involvement on the plan during the coming year, with the result being a revised Phase II of the Ashland Downtown Plan to be adopted by the Planning Commission and City Council.

10. Historical Sites and Structures

Ashland seeks to preserve its rich history through the preservation of its historical buildings and places.

2001 – 2002 Priorities

• Give attention to preserving historic properties that were originally built to provide city service.

No additional work has been done in this area.

• Encourage the Historic Commission to expand their role by providing input on historic priorities and providing historic education programs for the community.

The Historic Commission has led the effort for the community to have the four sub-districts of our locally defined historic district adopted as National Register Districts by the National Parks Service. This effort involved a significant public outreach to these neighborhoods regarding education about the historic importance of our past. Further, members of the Historic Commission and Planning Staff worked to create a website regarding Ashland’s national register properties and districts. The website is a partnership project produced by the National Park Service's National Register of Historic Places, the Historic Commission of the City of Ashland, the Oregon State Historic Preservation Office, the National Conference of State Historic Preservation Officers (NCSHPO), and the National Alliance of Preservation Commissions (NAPC). It is an incredible resource not only to our citizens but to people everywhere. The website address is: www.cr.nps.gov/NR/travel/ashland/

11. regional strategies

Ashland seeks to develop unique partnerships with governments, non-profits and the private sector to ensure that regional issues of importance to the City and the region are addressed in a collaborative and effective way.

2001 – 2002 Priority

• Coordinate with other agencies in the region to improve the delivery of service. Types of coordination efforts should include:

Regional training for public safety personnel. – The Police and Fire Departments have participated in a number of regional training activities.

Meeting training needs for staff and elected/appointed officials by coordinating with the Rogue Valley Public Service Academy (RVPSA). – The city administrator continues to chair this regional training group.

Evaluate the potential for the consolidation of services such as 911/dispatch. – The council will discuss in January the impacts of recent legislation which mandates the consolidation of 911 centers.

Collaborate with other cities regarding methods for encouraging the provision of affordable housing. – No work has occurred in this area.

Collaboration for improved regional public transit services. – No work has occurred in this area.

12. Financial Management

The City will be an accountable and effective steward of the public trust and public resources. The City will provide equitable and efficient services to the public through the efficient use of assets and resources.

2001 – 2002 Priorities

• The City will continue to implement a financial management plan that addresses existing and potential revenue sources to ensure that City revenues are balanced from property taxes, user fees, grants, and other revenues. The plan will also continue to provide long-term operating projections for all funds.

This is an ongoing effort and the plan is contained in the adopted budget.

• Provide comprehensive information to the community on City budget and financial issues to promote a more thorough understanding of how the City receives its funding and how it is spent and what services are provided.

This is the third year that the city has prepared the Budget in Brief and the second year that it has been mailed to every Ashland household. An article outlining the Budget Process was in the May City Source, including assumptions, meeting schedule and duties of the Budget Committee.

• Complete and implement the performance measures program.

These will be included in the budget process.

13. Social & Human Services

To ensure that all people in Ashland live in a safe, strong, and caring community, the City seeks to enhance the quality of life and promote self-reliance, growth and development of people. To these ends, the City will strive to provide resources and services to meet basic human needs.

2001 – 2002 Priorities

• Implement and fund the health and human services plan.

No work has occurred in this area.

• Develop a community crisis intervention team.

We have selected three employees (Bob Smith, Brent Jensen, and Jan Jansen) as our Critical Incident Negotiations Team. They are all attending the basic negotiators course and Jan is also going to attend a course designed around dealing with the aftermath of critical incidents. Jan is then going to spearhead an effort to contact agencies and individuals in our community who could assist during and after a crisis. We have one local clergy that we are currently using to assist with death notification and he is even thinking of becoming a reserve police officer.

• Expand the existing Energy Assistance Program.

This was included in this year’s budget.

• Consider enhancing and augmenting the C.E.R.T. (Community Emergency Response Team) program.

The city has enhanced the program by taking it into the Ashland School system and has already provided training to Briscoe and Ashland High School faculties. The remaining schools will be completed early next year. The training has been very well received by the faculty members. There is interest by some high school students in participating in C.E.R.T. as a senior project experience. We have met with the AHS Admin Council and are assisting them in organizing response teams for each campus in the school district. We are working on a proposal for rolling C.E.R.T. program administration into the overall community volunteers program, with the fire department continuing to provide the training required.

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