Agendas and Minutes

City Council (View All)

Council Business Meeting

Tuesday, June 16, 2020

Tuesday, June 16, 2020
Held Electronically; View on Channel 9 or Channels 180 and 181 (for Charter Communications customers) or live stream via select RVTV Prime.
Note: As the June 16 Council meeting will be held electronically, written testimony will be accepted via email to both general public forum items and agenda items as long as they are submitted with the subject line: June 16 Council Meeting Testimony before Monday, June 15 at 10 a.m. Written testimonies submitted by the deadline will be available to the City Council before the meeting and will be included in the meetings minutes.
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.]
6:00 p.m.  Regular Meeting
Mayor Stromberg called the Business Meeting to order at 6:01 PM.
Councilors’ Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen were present.
Mayor Stromberg spoke that Item X.II -The Open Space Public Hearing be removed from the agenda and be moved to a future agenda.   
The Mayor suggested to reverse Items # 1 and #2 items on the New and Miscellaneous Business. Council gave consensus.
Mayor Stromberg read an email into the record that he sent to Governor Brown regarding flags at half-staff and spoke regarding “The Pledge”. Mayor Stromberg spoke that he signed on to “The Pledge” and read a statement into the record. Rosenthal suggested having a Proclamation on behalf of the Mayor and Council regarding flags at half-staff. 
    1. Study Session of June 1, 2020
    2. Business Meeting of June 2, 2020
Slattery/Jensen moved to approve the minutes.  Discussion:  None.  All Ayes.  Motion passed unanimously.
    1. Bee City USA Proclamation
Rosenthal read the Bee City USA Proclamation into the record (see attached).
  1. COVID-19 Update & Extension of COVID-19 Emergency Declaration
Interim City Administrator Adam Hanks gave a Staff report.
Items discussed were:
  • Funding.
  • Reimbursements.
  • Re-Opening.
City Attorney spoke regarding the extension of Declaration of State of Emergency. 
Rosenthal/Slattery moved to extend the Declaration of State of Emergency though July 21st of 2020 and direct Staff to correct the noted non-substantive errors. Discussion: None. All Ayes.
Airport Budget Conservation
Historic Housing and Human Srvs. Parks & Recreation
Forest Lands Climate Policy Cost Review
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] See note above for how to submit written testimony for Public Forum.
Public Forum Submitted (see attached).
Hanks presented Council with the Administrator Report (see attached). Items discussed were:
  • Covid-19 Update.
  • Small Business Grants.
  • Tourism Grants.
  • Grant Opportunities.
  • Evacuation Planning Study.
  • Financial information.
  • Utility Bill and rental relief funding.
    1. Award of Public Improvement Contract to Doolittle Construction Inc. for Street Slurry Seal
    2. Award of Contract to Pathway Enterprises, Inc. for Janitorial Services
Graham pulled this Item. Public Works Superintendent Mike Morrison gave a Staff report.
  1. Approval of Liquor License Request for Wild Goose Cafe and Bar
  2. Approval of Liquor License Request for Ashland Independent Film Festival
  3. Approval of Liquor License Request for Saltworks, LLC dba Eleven on the Creek
Rosenthal/Graham 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 8:00 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 9:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.)
    1. Public Hearing for BN 2019-21 Budget Approval Resolutions Levying Property Taxes, Qualifying, and Receiving State Subventions.
Interim Finance Director Bryn Morrison gave a Staff report.
Hanks went over 6 points to meet state requirements. 
Mayor Stromberg opened the Public Hearing at 6:50 PM.
Public Input: None.
Mayor Stromberg closed the Public Hearing at 6:50 PM.
Jensen/Rosenthal moved to approve a Resolution Levying Taxes for the Period of July 1, 2020 to and Including June 30, 2021, Such Taxes in the Levy rate of $4.2865/$1,000 Assessed Value Upon All the Real and Personal Property Subject to Assessment and Levy Within the Corporate Limits of the City of Ashland, Jackson County, Oregon”. Discussion: Jensen spoke in confidence of the Finance Department. Rosenthal spoke to the importance of approving this motion. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously.
Jensen/Graham moved to approve a Resolution titled a Resolution Certifying the City Provides Sufficient Municipal Services to Qualify for State Subventions, Discussion: Jensen spoke in support of the motion. Graham agreed with Jensen. Roll Call Vote: Rosenthal, Akins, Seffinger, Slattery, Graham and Jensen: YES. Motion passed unanimously.
Jensen/Slattery moved to approve a Resolution titled a Resolution Declaring the City’s Election to Receive State Revenues. Discussion: None.  Roll Call Vote: Rosenthal, Akins, Seffinger, Slattery, Graham and Jensen: YES. Motion passed unanimously.
  1. Public Hearing and First Reading of Open Space Ordinance Amendment
Moved to a future meeting.
    1. Ambulance Service Area (ASA) Contract Extension
Hanks gave an introduction. Fire Chief Shephard gave a Staff report.
Graham/Seffinger moved to request the Fire Department to submit a one-time, three-year renewal application to the Jackson County Board of Commissioners prior to June 30, 2020. Discussion: Slattery spoke regarding the timeline. Chief spoke regarding the contract options. Lohman gave clarification of the contract obligations.
Roll Call Vote: Slattery, Akins, Graham, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously.
  1. Review and Staff Direction for Ambulance Service Financial Review
Hanks gave a Staff report.
  1. Slattery/Rosenthal moved to direct staff to develop an RFP for consultant services that ensures the selected consultant has Fire and/or ambulance service specific financial analysis expertise and experience and use the suggested analysis elements provided in the staff report. Discussion: Slattery spoke to the importance of this motion. He spoke regarding the cost but stated it would be worth it for this issue. He spoke that it needs to be done right. He spoke to the importance that Staff bring back a complete RFP to Council. Rosenthal spoke in agreement with Slattery. Jensen spoke in support of the motion. Seffinger spoke that looking at factors beyond what is the most cost effective is important as a City and spoke to her concerns. Akins spoke to the importance of looking seriously at the data quantitative and qualitative. She spoke in support of the motion. Graham questioned how much this cost would be for and RFP and where the cost would come from out of the budget. Hanks explained the cost would range from $30-60 thousand dollars. He spoke that it would come from the General Fund and likely contingency. He spoke that this information will come back to Council. Roll Call Vote: Slattery, Akins, Rosenthal, Jensen and Graham: YES. Seffinger: NO. Motion passed 5-1
  1. Update on Downtown Street Closures
Hanks gave a brief Staff report. 
Jensen/Rosenthal moved to direct Staff to develop a Resolution to allow expanded timelines for the business use of downtown sidewalks each Friday, Saturday and Sunday for the months of July, August and September. Discussion: Jensen spoke that this is timely and responsible.  Rosenthal agreed with Jensen and thanked Staff, the Chamber and the local coordinating crew that brought this forward. Graham, Akins and Seffinger agreed with Jensen and Rosenthal. Roll Call Vote: Seffinger, Akins, Graham, Rosenthal, Jensen and Slattery: YES.  Motion passed unanimously.
Graham/Seffinger moved to direct staff continue pursuit of parking lane closures with ODOT and closure options for the plaza and select side streets to further encourage and support economic activity in the downtown. Discussion:  Graham spoke the importance of the motion and the opportunities for the community.  Seffinger agreed with Graham.  Roll Call Vote: Slattery, Akins, Graham, Rosenthal, Jensen and Seffinger: YES.  Motion passed unanimously.
  1. Update and Discussion of Finance Director Recruitment
Hanks discussed the process on filling the Finance Director position.
Human Services Director Tina Gray gave a Staff report. She gave a background on the advertising and outreach with the candidates.
Council discussed the timeline of this process and if it can be delayed until the budget process is done.
Council discussed the costs involved to search for a new Finance Director.
Council discussed the hiring process.
Slattery/Graham moved to approve the Selection Process for Finance Director as outlined by Staff.  Discussion:  Slattery spoke that this is a key position and needs to be done expediently as possible. Graham spoke that this position is an investment and was glad to see a large number of applicants.  Rosenthal thanked Human Resources for their great work with this process. Akins spoke regarding cost savings and that at this time doesn’t feel can afford this right now. She suggested to have black and indigenous citizens be part of the hiring process. Jensen spoke in support of the motion.  Roll Call Vote: Seffinger, Graham, Rosenthal, Jensen and Slattery: YES. Akins: NO.  Motion passed 5-1.
  1. Update on City Hall, Community Center, and Pioneer Hall
Hanks gave a Staff report.
Council discussed funding to get the Community Center and Pioneer Hall fixed.
Interim Public Works Director Scott Fleury went over the options.
Council discussed bidding options.
Slattery/Akins moved for Staff to bring back a plan for both Buildings. Slattery spoke that the longer this gets put off the more expensive it will be.  Akins agreed and spoke to move forward. Rosenthal questioned how much staff time will this require. Hanks answered that this can be brought back in August.  Graham questioned if Staff would be able to do estimates in house or expense of external contractors. Fleury answered that the City would have to hire a firm to get the estimates and then design plans for construction bidding. He explained that Pioneer Hall has gone through preliminary estimates and can be finalized by a consultant but the Community Center has not. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously.   
Graham suggested discussing options to address safety concerns of City buildings in the near future.
Council agreed this needs to be discussed and it was decided that Staff would bring this topic back to a future Agenda.
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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