Agendas and Minutes

City Council (View All)

Council Business Meeting

Tuesday, April 03, 2018

April 3, 2018
Council Chambers
1175 E. Main Street

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.]
7:00 p.m.  Regular Meeting
Mayor Stromberg called the meeting to order at 7:00 PM
Councilor Bachman, Councilor Morris, Councilor Slattery and Councilor Rosenthal were present.  Councilor Seffinger was absent.
1.   Business Meeting March 20, 2018.
Councilor Morris noted that he did not read the article in the paper regarding Nevada Street. 
Councilor Rosenthal moved to approve the minutes as amended.  Councilor Morris seconded.  Discussion:  None.  All Ayes.  Motion passed unanimously.
Airport Conservation Forest Lands
Historic Housing and Human Srvs. Parks & Recreation
Planning Public Arts Transportation
Tree Wildfire Mitigation  
  1. 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 to enable all people wishing to speak to complete their testimony.) [15 minutes maximum]
Dennis Miller- Ashland- Spoke regarding personal injury and areas that may cause slips and falls.  He explained that the Fire Department is who fills out an injury report and not the Police Department. He also spoke regarding accidents that occur on private property. 
Melissa Mitchell-Hoage– Ashland- Thanked Council for their decision on the Briscoe School property decision.  She thanked Council and Staff for the time and dedication working on this agreement. She presented Council and Staff with a card, sunflowers and cookies. 
Joseph Kauth – Ashland – Spoke regarding about the planet being round.  He explained that the alpine tree line is 13,000 feet.  He spoke regarding ammonia and that it destroys the ozone layer.  He spoke to the importance of honoring the urban growth boundary and control development. 
Huelz Gutcheon – Ashland – Spoke regarding problems going on in the world such as global warming and ice age climate change.  He spoke that we need to make changes and take action.
1.   Confirmation of Mayoral appointment of Adam Hanks as Interim City Administrator and approval of contract with John Karns for post-retirement work.
Councilor Slattery pulled this item.  Mayor Stromberg explained the background information on this position.  He spoke that with John Karns early retirement it was proposed to appoint Interim Assistant to the City Administrator to be Interim City Administrator.   the departure of the last full-time City Administrator, John Karns was appointed Interim City Administrator.  Mr. Hanks has 27 years of experience with the City.   Mayor Stromberg proposed appointment of Mr. Hanks for Council consent.
Councilor Slattery spoke that he had concerns about the 90-day agreement that starts and then a person leaves before the agreement is fulfilled. He spoke he is not in favor of a post-employment contract.  He suggested a case study in the future to create a better process. He spoke in appreciation for both Mr. Karns and Mr. Hanks.
Councilor Rosenthal spoke in support having Mr. Hanks as the Interim City Administrator and that we will be in good hands until we hire an Administrator.   
2.   Approval of the 2nd Quarter Financial Report of the 2017/19 biennium
3.   Sole source procurement – Badger Water Meters through a contract with General Pacific
4.   Approval of a resolution titled, “A resolution authorizing signatures, including facsimile signatures, for banking services on behalf of the City of Ashland”
5.   Award of contract for the Lithia Springs Wetland remediation and mitigation project at the Ashland Gun Club, project no. 200907-999
Councilor Morris pulled this item. 
Public Works Director, Paula Brown and Public Works Project Manager, Kaylea Kathol gave a
staff report.   Ms. Kathol explained the progress on the project so far and the next steps.
6.         Approval of liquor license application for Mas Southern Oregon, LLC
Councilor Rosenthal pulled this item.  He spoke that he is not excited to have another drinking establishment on Will Dodge Way.   Police Chief, Tighe O’Meara gave Council a brief background of the issues and concerns on Will Dodge Way.  City Recorder, Melissa Huhtala explained that this establishment will be a restaurant open Wednesday-Sunday from 5:00 PM- 10:00 PM.    She also explained that the restaurant will only seat 16.
7.         Approval of Public Art Recommendation – sculpture titled, Elevation
Councilor Slattery pulled this item. Sandra Friend spoke regarding the design of the sculpture.  Council thanked her for her work. 
Councilor Slattery moved to approve the Consent Agenda.  Councilor Rosenthal seconded.  Discussion:  None.  All Ayes.  Motion passed unanimously. 
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 9:00 p.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 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.)
  1. Approval of Economic, Cultural, Tourism, and Sustainability Grants ad hoc committee, Mayor appointments and committee charge
Mr. Hanks gave a brief staff report.
Councilor Slattery moved to approve the creation of an Economic Development, Cultural, Tourism and Sustainability Grants Ad-Hoc Committee with a specific charge to review and recommend to Council grant allocations consistent with Resolutions 2017-03 and 2012-04 and direct the Mayor to appoint the willing members of the Citizen’s Budget Committee (CBC) to the ECTS Ad-Hoc Committee.   Councilor Morris seconded.  Discussion:  None. All Ayes motion passed unanimously.
Mayor Stromberg appointed CBC Members Pamela Lucas, Garrett Furuichi, Shaun Moran, Paula Hyatt and Councilors Slattery, Morris, Bachman, Rosenthal and Seffinger to the ECTS Ad-Hoc Committee.
Councilor Rosenthal moved approval of the Mayor’s appointments Councilor Morris seconded. Discussion:  None.  All Ayes. Motion passed unanimously. 
2.         Audit Committee Appointment
Mr. Hanks gave a brief staff report.  
Councilor Rosenthal questioned if it was clear to all Budget Committee Members that they had the option to be appointed.  He suggested to notice all members of this information along with suggested meeting dates. 
Council directed Staff to notify all appointed Budget Committee Members information of the opportunity to be on the Audit Committee and to bring this item back to a future Council Meeting. 
3.         Clarification of Council rules and protocols
City Attorney, Dave Lohman gave a staff report. 
Council went over the questions that had not been discussed yet. 
8. Question: Should the pre-meeting Council packet include any presentation slides to be shown at the following week’s meeting? Mr. Lohman went over the suggestions. 

Council agreed that they like having slide shows and would like them in the Council packet. Deadlines and the length of the slideshows were discussed.  
Staff explained that if there is new material added to a PowerPoint not in the Council Packet it will be sure and be in the Council Communication.  No brand new information will be presented.
Mayor Stromberg spoke that it is helpful if any Council member has questions regarding the Council packet to ask before the meeting and be sure to send to all Council members so everyone has the same information. 
9. Question: Should/could Study Sessions be made more useful by treating them less like briefings and more like sessions for interactive exploration of key topics, adopting minimal formalities for presentations by and questioning of staff and for discussion among Councilmembers?
Mr. Lohman went over his suggestions on ways to make Study Sessions more conversational than formal. He spoke regarding possibly moving back to Siskiyou Room and if the Study Session should be televised. He also spoke regarding Public Commend on non-agenda items.
Councilor gave consensus that the Study Sessions should be televised.
Council was split on moving the meetings back to the Siskiyou.  It was suggested to move the tables in Council Chambers in a circle for a more round the room discussion.   
Council gave consensus to keep public comment on the agenda and discussed ways to increase efficiency with public involvement. 
Council gave consensus to keep the Executive Sessions at the end of the Study Sessions beginning at 7:00 PM and to keep the Study Sessions beginning at 5:30 PM with a target goal of ending at 7:00 PM.
Council gave consensus to remove the Look Ahead on the Study Session Agenda
10. Question: Should Council be precluded from making decisions at Study Sessions?
Mr. Lohman explained the current process which is described by Ordinance.  He explained that certain kinds of decisions are ok to make in Study Sessions such as consensus to direct Staff on matters that don’t require and Ordinance or Resolution.
11. Question: Should someone (the Mayor or City Administrator) be responsible for providing a summary of action taken/direction given at the end of each Study Session agenda item?
Mr. Lohman explained the importance to get clarification from Council to avoid misunderstandings later. 
Council agreed that having clarification from the Administrator and Mayor and to have a summarized recap the next day. 
12. Question: Should a person speaking before the Council be required to state his or her street address?
Council agreed to keep this as it is currently having the speaker just state which City they are from and not give an address.  The address will be provided on the Speaker Request Form. 
It was also discussed individuals must speak for themselves.
13. Question: How should time limits on speakers on scheduled agenda items be determined? 
The Business Meeting was adjourned at 9:05 PM
Respectfully submitted by
City Recorder, Melissa Huhtala
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).

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