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Agendas and Minutes

City Council (View All)

Council Business Meeting

Minutes
Tuesday, July 21, 2020

 MINUTES AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
Tuesday, July 21, 2020
Held Electronically; View on Channel 9 or Channels 180 and 181 (for Charter Communications customers) or live stream via rvtv.sou.edu select RVTV Prime.
Note: As the July 21 Council meeting will be held electronically, written testimony will be accepted via email to public-testimony@ashland.or.us both general public forum items and agenda items as long as they are submitted with the subject line: July 21 Council Meeting Testimony before Monday, July 20 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.]
  1. CALL TO ORDER
Mayor Stromberg called the Business Meeting to order at 6:00 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 Commission and Committee vacancies.
  1. APPROVAL OF MINUTES
    1. Study Session of July 6, 2020
    2. Business Meeting of July 7, 2020
Slattery/Jensen moved to approve the Minutes. Discussion:  None.  All Ayes.
  1. SPECIAL PRESENTATIONS & AWARDS
    1. COVID-19 Update & Extension of COVID-19 Emergency Declaration (see attached).
Interim City Administrator Adam Hanks gave a Staff report (see attached).
Rosenthal/Slattery moved to approve the COVID -19 Emergency Declaration. Discussion: None.  All Ayes.  Motion passed unanimously.
  1. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES
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.
Submitted Public Testimony (see attached).
  1. CITY ADMINISTRATOR REPORT
Interim City Administrator Adam Hanks gave a Staff report (see attached).
Items discussed were:
  • State of Oregon COVID-19 Eviction Moratorium.
  • East Main Street Closures.
  • Wastewater COVID-19 Testing.
  • Face coverings and OSHA.
  • TID Pumping Beginning.
  • Grants Update.
  • Look Ahead.
  • Significant Community Development Projects.
 
Hanks spoke regarding the Mayoral Appointment of City Administrator. He requested to remove this item from the Agenda and proceed with a recruitment process. 

Graham/Slattery moved to postpone the agenda item 14.3 until council approves a City Manager job description and recruitment process. Discussion: Akins questioned if the item should be postponed until the City Manager and Recruitment plan is through with the process because the City will be offering a contract. Graham explained that this motion is to set the task of the job description and recruitment process.  Slattery spoke that the postponement means that Staff needs bring back a plan to Council. Slattery called question.  Seffinger seconded. All Ayes on calling the question.
Roll Call Vote on Main Motion: Jensen, Akins stated as point of order to table the item on the Agenda and have a new motion which allows Council to vote on this. She stated the motion is unclear. City Attorney David Lohman spoke that the item is on the Agenda and it can be taken off later.  He spoke that doesn’t prevent from making a different motion now.  Slattery spoke that the question was called and a vote is in process and to move on with the motion.  The vote continued: Akins, Slattery, Seffinger, Rosenthal and Graham: YES.  Motion passed unanimously. 
  1. CONSENT AGENDA
    1. Approval of Liquor License for Agave
Seffinger/Jensen moved to approve the Consent Agenda. 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.)
  2. UNFINISHED BUSINESS
  3. NEW AND MISCELLANEOUS BUSINESS
    1. Approval of Multiple Public Contracts for Internet Bandwidth
 
Rosenthal/Slattery moved to authorize the City Administrator to execute contracts for internet bandwidth service consistent with the terms proposed in the staff recommendations provided in the Council Communication and utilizing the draft agreement attached to the Council Communication as a template. Discussion:  Rosenthal spoke in appreciation to City Staff involved with AFN. He spoke that AFN is a great asset in Ashland.  Slattery agreed with Rosenthal.  Roll Call Vote: Seffinger, Akins, Jensen, Rosenthal, Graham and Slattery: YES.  Motion passed unanimously.
 
  1. 2021 Legislative Priorities for the League of Oregon Cities (LOC)
Hanks gave a brief Staff report.
Graham/Jensen moved to direct the City Administrator to send the following four legislative issues to the League of Oregon Cities (LOC) as the City of Ashland’s top four recommended legislative issues for LOC to focus on in the 2021 session C, D, Q and R.  Discussion:  Graham spoke to the importance of these issues in terms of moving forward with the goals in Ashland. Jensen spoke that these items are realistic proposals and he spoke that and the importance to move forward.  Seffinger agreed with Graham and Jensen.  Roll Call Vote:  Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES.  Motion passed unanimously.
  1. ORDINANCES, RESOLUTIONS AND CONTRACTS
    1. Resolution 2020-14 Authorizing the Use of City Sidewalks for Additional Events; Pursuant to AMC 13.03.030
 
Hanks gave a staff report. 
 
He explained that this expands the dates and includes every Friday, Saturday and Sunday for July, August and September. He also explained that there will be monitering to make sure the everything meets ADA standards.
 
Jensen/Akins moved approval of 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 of 2020. Discussion- Jensen thanked Staff.  Akins agreed with Jensen and spoke regarding masking up and continuing to monitor for the safety of all businesses involved. Seffinger agreed with Akins. She spoke to the importance of mental health of Citizens. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. All Ayes.  Motion passed unanimously.
 
  1. Resolution 2020-13 Allocating Anticipated Transient Occupancy Tax Tourism Restricted Revenues for Fiscal Year 2021 and Repealing Resolution 2020-07
 
Slattery declared a possible conflict of interest on this item.
 
Rosenthal/Seffinger moved to excuse Councilor Slattery from this Agenda Item.  Discussion: None. Voice Vote:  All Ayes.  Motion passed unanimously.
 
Council gave consensus to place Item XIV #3 -  Mayoral Appointment of Adam Hanks as City Administrator prior to the last item.
Jensen questioned if the only options for this Agenda Item is to table, postpone or scrub for further consideration.  Lohman spoke that there is an option to postpone this item to a date set or bring back later after work has been done. He explained that scrubbing it would not overturn the earlier motion.   
Akins suggested to postpone this item indefinitely and make a motion to have a process by which Staff has a job description for City Manager position and Recruitment Process for the position.
Council discussed the process.
Graham/Akins moved to postpone Item 14.3 indefinitely. Discussion: Graham spoke to her intent of the earlier motion.  She spoke that this motion is cleaner.  Akins thanked Graham and spoke that this item should have not eve been on the Agenda and thanked Hanks for doing the right thing and starting an appropriate process to find a City Manager. Jensen spoke regarding the wording postpone.  Lohman explained that this is terminology used in Roberts Rules of Order. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. All Ayes. Motion passed unanimously.
 
Council discussed the City Manager hiring process.
 
Council Continued Item XIV-2 Resolution 2020-13 Allocating Anticipated Transient Occupancy Tax Tourism Restricted Revenues for Fiscal Year 2021 and Repealing Resolution 2020-07
Hanks gave a Staff report.
 
Chamber of Commerce Director Sandra Slattery gave highlights regarding the Chamber.  
 
Akins questioned the methodology of the study and how does the study track tourists coming to town. Slattery explained that the data comes from cell phones from as far back as at least 2 years. She also spoke that there is a group that meets regarding visitor analysis.  
 
Graham/Rosenthal moved to approve Resolution 2020-13 with the following adjustments: Visitor and Convention Bureau Chamber of Commerce allocation to $521,338, Public Arts allocation $35,208, OSF at $35,000 and the remaining $83,906 for other City Tourism eligible capital projects.  Discussion: Rosenthal questioned clarification to retain the tourism small grants program at $80.000. Graham answered yes.  Graham spoke regarding keeping the system and budget whole and prepare for potential shortfalls. Seffinger spoke in agreement with Graham. She spoke to the importance of future residency and diversity. Rosenthal spoke in support of the motion. Akins spoke that she cannot support the motion due to no data and would like to see methodology.  Roll Call Vote: Jensen, Graham, Seffinger, Rosenthal: YES.  Akins: NO.  Motion passed 4-1.
 
 
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
Jensen questioned Lohman if the vote from the last Council Business Meeting regarding the Social Equity and Racial Justice Resolution was not complete.  Lohman explained the vote was complete. 
Seffinger announced she has been working with a Senior Program. She explained that this is a program to support Seniors and provide activities for the Seniors during this time.
Graham spoke regarding the Social Equity and Racial Justice Resolution and requested for this item to be put on the next Agenda to get started on working on the task list stated in the Resolution. 
Akins suggested to have a Study Session regarding the Social Equity and Racial Justice Resolution and invite the BIPOC Community to the meeting.
Council discussed if there would be need to create an Ad-Hoc Committee to discuss the Social Equity and Racial Justice Resolution.  Council and Staff decided an Ad-Hoc Committee would not be necessary as all steps going forward would be going through Council.
 
  1. ADJOURNMENT OF BUSINESS MEETING
The Business Meeting was adjourned at 8:26 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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