Agendas and Minutes

City Council (View All)

Council Business Meeting

Minutes
Tuesday, October 01, 2019

 MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
Tuesday, October 1, 2019
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
  1. CALL TO ORDER
Mayor Stromberg called the Business Meeting to order at 7:00 PM.
  1. PLEDGE OF ALLEGIANCE
  2. ROLL CALL
Councilors’ Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen were present.
  1. MAYOR’S ANNOUNCEMENTS
Mayor Stromberg announced the current Commission and Committee vacancies.
  1. CITY ADMINISTRATOR REPORT
None.
  1. APPROVAL OF MINUTES
    1. Business Meeting of September 17, 2019
Rosenthal/Slattery moved to approve the minutes.  Discussion: None.  All Ayes.  Motion passed unanimously.
  1. SPECIAL PRESENTATIONS & AWARDS
    1. Proclamation for Indigenous Peoples’ Day
 
Councilor Slattery read the Proclamation into the record (see attached).
 
  1. Annual Presentation by the Public Arts Commission
 
Staff Liaison Aaron Anderson introduced Chair Sandra Friend.  Ms. Friend presented the Public Arts Commission yearly update (see attached). 
Rosenthal thanked Ms. Friend for all of her work on the Commission.  Jensen also thanked Ms. Friend for her vision, passion, organization and inspiration.  It was announced that Ms. Friend would be resigning from the Commission in April. Ms. Friend thanked Council and Staff for their support.
 
  1. Presentation on Emergency Communication of Southern Oregon Bond Issue
Police Chief O’Meara introduced ECSO Director Margie Moulin and retired Talent Police Chief Mike Moran. Ms. Moulin and Mr. Moran presented Council with a PowerPoint presentation (see attached).
Items discussed were:
  • ECSO agencies.
  • History.
  • Next steps.
  • Reasons for the replacement.
  • Issues with the current equipment.  
  • Alternative Systems.
  • Cost Comparisons for each alternative. 
  • Financial implications.
  • How long the new equipment will last.
  1. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES
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]
 
Huelz Hutcheon – Ashland – Spoke regarding the climate crisis.  He spoke to the importance of education.  
  1. CONSENT AGENDA
    1. Resolution 2019-29 Changing the Name of Norton Street to Mourning Dove Lane
    2. Approval of Special Procurement for Riparian Restoration at Roca Creek Sediment Basin
Graham/Jensen moved to approve the Consent Agenda.  Discussion:  None.  All Ayes. Motion passed unanimously.
  1. 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.)
  2. UNFINISHED BUSINESS
  3. NEW AND MISCELLANEOUS BUSINESS
    1. Award of a Professional Services Contract; Phase 2, Final Engineering for a New 7.5 Million Gallon per Day Water Treatment Plant
Deputy Public Works Director Scott Fleury gave a brief background on the topic.  Mr. Fleury introduced HDR Senior Project Manager Pierre Kwan and went over a PowerPoint presentation (see attached).
Items discussed were:
  • Final Engineering process.  
  • History of Council actions.
  • Changes from 2012 to current.
  • Financing.  
  • Solar Analysis.
  • Ways to reduce pumping.
  • Energy savings.
  • What will happen to the existing plant.
  • Safety requirements.
  • Trail possibilities.
 
Mayor Stromberg introduced Jackson County Commissioner John Swanser. 
Mr. Kwan went over the Envision Plans.  He spoke that even without having the plan the City can still advertise ways that the project addresses climate energy action plan.
Public Input
Dr. Carol Voisin – Ashland – Dr. Voisin read a statement into the record regarding concerns of the Waste Water Treatment Plant (see attached). 
Council discussed the safety of the new Water Treatment Plant in comparison to the current Water Treatment Plant.
Jensen/Rosenthal moved to approve a professional services contract with HDR Engineering Inc. in the amount of $3,662,659 for phase 2; final design of a new 7.5 MGD water treatment plant. Discussion:  Jensen spoke that this has been more than significantly presented with confidence.  He spoke that the Public Works Department has done a great job and he spoke to the importance of this project for the future.  Rosenthal spoke that this is something that is in the City’s best interest for the long term. 
Graham/Slattery moved to amend the motion to direct Staff to look into the ISI's Envision Program standards at the platinum level with a primary focus on energy efficiency & generation; and to bring back information of options for what would need to be done to meet these standards at the 60% design level. Discussion:  Graham spoke to the importance of the energy piece to this project.  Slattery agreed with Graham.  Graham clarified that she would like information about the different ways to get to the platinum level. Roll Call Vote to the amendment:  Akins, Graham, Slattery, Rosenthal, Jensen and Seffinger: YES.  Motion passed unanimously.
 
Roll Call Vote to the main motion:  Jensen, Seffinger, Akins, Graham, Slattery and Rosenthal: YES.  Motion passed unanimously. 
Public Works Director Paula Brown thanked Council and Staff.
  1. ORDINANCES, RESOLUTIONS AND CONTRACTS
    1. Addendum to City Administrator Employment Contract
 
Madding gave a Staff report. She explained that there is currently no policy for situations like this and suggested bringing back a policy before making this decision of a 5% pay increase.  She spoke that there are other employees that have also taken on additional workloads due to budget cuts and would like to be fair to everyone.
 
Rosenthal explained that the Council has one direct report which is the City Administrator and currently she is doing two full-time jobs.  He spoke in support of a pay increase.
 
Rosenthal/Jensen moved to approve an Addendum to the City Administrator’s Employment Contract adding five percent compensation for added fiscal management responsibilities in the absence of an Administrative Services/Finance Director. And directed Staff to bring back an Acting Out of Class Pay Policy. Discussion: Rosenthal spoke in support of the motion. Graham thanked Madding for her integrity.  She spoke that the City is fortunate to have someone step up in these situations and the importance that it is short-term.  Madding spoke that if this motion passes Staff would be bringing back a policy as soon as possible.  She explained the importance of fairness and equity for all Staff.  Slattery spoke in support of the motion.  Roll Call Vote:  Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES.  Motion passed unanimously.   
 
 
  1. Second Reading of Ordinance 3181; An Ordinance Relating to Rules of City Council Amending Start and End Times for Business Meeting in AMC 2.04.020 and 2.04.050
Slattery/Seffinger move to approve Ordinance No. 3181, changing the start time of Council Business meetings to 6:00 p.m. and changing the end time to 9:30 unless a motion, or any amendment to the motion has been made and seconded, then deliberation on the motion could continue to 9:40 p.m. at which time the motion would be voted on. Discussion: Rosenthal questioned how this will be publicized.  Madding explained that Staff would advertise in all ways possible.  Roll Call Vote: Jensen, Rosenthal, Seffinger, Akins, Slattery and Graham: YES.  Motion passed unanimously. 
 
  1. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
Graham – 1x express is operational RVTD.  Rosenthal miss next meeting.
  1. ADJOURNMENT OF BUSINESS MEETING
The Business Meeting was adjourned at 9:30 PM.
 
Respectfully submitted by:
_______________________________________
City Recorder Melissa Huhtala
 
Attest:
_______________________________________
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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