MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
Monday, February 6, 2012
Siskiyou Room, 51 Winburn Way
Mayor Stromberg called the meeting to order at 5:30 p.m. in the Siskiyou Room.
Councilor Silbiger, Lemhouse, Slattery, Morris, Chapman, and Voisin were present.
1. Look Ahead Review
Item not addressed.
2. Will Council approve the FY13 Capital Improvement Program (CIP) Project List, the Overall FY13-18 CIP Program in Concept, and the FY13 Capital Equipment Plan?
Engineering Technician II Scott Fleury submitted an updated Capital Improvement Plan (CIP) spreadsheet with the Ashland Water Advisory Ad-Hoc Committee (AWAC) recommendations that in the Water Fund section deleted items T-10 and T-11 for the new filters and upgrades to the existing water treatment plant. Another AWAC recommendation moved items T-6 and T-8 under Water Treatment Storage to the Unfunded Category along with Water Plant Security Fencing. The $200,000 amount allocated for item D-2 under Water Distribution would decrease by $100,000 on a five-year cycle. AWAC recommended adding the following to Water Distribution:
D-6 Pipe Replacement Program
D-7 Radio Read Meter Program
D-8 Hydrant Replacement Program
D-9 Emergency Response Plan Update
D-10 Cross Connection Control Plan Update
D-11 Safety Plan Update
Mr. Fleury and Public Works Director Mike Faught gave a presentation that included:
FY 2011 Highlights
Transportation Total CIP Budget
Staff explained how projects were budgeted over multiple fiscal years and that the Unfunded Category kept high priority projects visible until there were sufficient funds through the City or grants. Council suggested adding the date items move onto the Unfunded Projects for historical purposes. Mr. Faught noted the Unfunded Category started in 2009. The master plans would incorporate some of the projects and make others obsolete but there would always be unfunded needs. Funding strategies would eventually come out in the master plans.
Engineering Services Manager Jim Olson explained the State would fund the Oak Street Railroad crossing with the City paying $30,000 to extend the sidewalks.
Transportation CIP FY 13-18
Staff explained overlays were an inexpensive way to manage street systems and they extended use of the road. It was important not to under budget street repair projects.
Water Total CIP
Associate Engineer Pieter Smeenk explained the pump stations on Mountain Avenue and Terrace functioned at an inadequate capacity and replacing and combining them would increase efficiency.
Water CIP FY13-18 - CIP Updates Based on Draft Master Plan Recommendations
Water CIP – Based on Draft Water Master Plan Recommendations
Mr. Faught noted there was not enough money in System Development Charges (SDC’s) to pay for the TAP Pipeline and it was unrealistic to use SDC’s 100%. He went on to confirm the Water Master Plan included necessary upkeep and replacement costs.
Wastewater Total CIP
Wastewater CIP FY13-18 – CIP Updates Based on Draft Master Plan Recommendations
Wastewater CIP-Trading – Based on Draft Water Master Plan Recommendations
Mr. Fleury explained the cost for using Chiller Towers was $10-12,000,000 capital costs and an estimated $250,000 for energy costs. The option of closing Ashland’s wastewater treatment plant would cost $28,000,000 to tie into the Medford system, plus the SDC’s for Rogue Valley Sewer Services (RVSS). Additionally, Ashland would retain the current Waste Water Treatment Plant as a “scab” plant to handle overflows. The City would also have to maintain the collection system unless annexed to RVSS for Rogue Valley Reclamation.
Wastewater – Based on Draft Water Master Plan Recommendations
Storm Drain Total CIP
Electric/AFN/IT/GIS Total CIP
Interim Assistant City Administrator Lee Tuneberg explained the City was currently in negotiations for the purchase of the Mountain Avenue Substation and due to the way negotiations were progressing, there was a chance the purchase would not go through. Purchasing the substation would lower expenses over time through operational costs that would also offset rates.
He went on to explain staff was working on an update regarding AFN and currently there was not enough information on selling the asset.
Facilities Total CIP Breakdown
Parks Department Total CIP Breakdown
Parks and Recreation Director Don Robertson added the remaining funds for the Hunter Park lights would go towards replacing the court lights in Lithia Park.
Equipment Replacement Table
|City of Ashland FY13 Equipment Replacement|
|546||Fire||1991||E-1 Cyclone Pumper||$ 525,000.00|
|295||Facilities||1997||GMC Savana Van||$ 32,000.00|
|Auxiliary Equipment||$ 5,000.00|
|321||Electric||1998||Ford Ranger 4X4||$ 24,000.00|
|563||Police||2007||Crown Vic||$ 24,000.00|
|Auxiliary Equipment||$ 10,000.00|
|564||Police||2007||Crown Vic||$ 24,000.00|
|Auxiliary Equipment||$ 10,000.00|
|510||Police- Admin||2005||Chevrolet Impala||$ 24,000.00|
|Auxiliary Equipment||$ 4,000.00|
|310||Street||1997||JohnDeere 410E||$ 90,000.00|
|318||Waste Water||1998||John Deere 410E||$ 90,000.00|
|504||Street||2005||Johnston 650 Sweeper||$ 175,000.00|