Agendas and Minutes

City Council (View All)

Council Business Meeting

Tuesday, July 03, 2018

July 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.]
Mayor Stromberg called the meeting to order at 7:04 PM.
Councilor Bachman, Slattery, Morris, Seffinger, Rosenthal and Morris were present. 
Mayor Stromberg announced Commission and Committee vacancies.
Seffinger announced there will be a ceremony introducing the art piece “Elevation” will be on July 6th at 4 PM at the Bandersnatch Trail.
Slattery/Seffinger moved to delay Unfinished Business Item #2 – Review proposed provisions of Councilor Rules to a future Business Meeting.  Discussion:  None.  All Ayes.  Motion passed unanimously.
    1. Executive Session of June 14, 2018
    2. Executive Session of June 15, 2018
    3. Study Session of June 18, 2018
    4. Business Meeting of June 19, 2018
Bachman /Rosenthal moved to approve the minutes.  Discussion:  None.  All Ayes.  Motion passed unanimously.
    1. SmokeWise Ashland Presentation by Fire and Rescue
Forest Division Chief, Chris Chambers and Chamber Executive Director, Sandra Slattery presented Council with an update on the SmokeWise Ashland Program. Also in attendance was Chamber Membership & Business Development Director, Dana Preston and Fire Adapted Community Coordination, Alison Lerch.
Ms. Slattery spoke that the Chamber has a history of collaborating with the City and Fire Department on Forest Restoration. She explained that in 2017 the Chamber offered to join a task force for wild fire prevention.  In 2017 there was a Fire Summit which included a number of leaders talking about preparedness. During this Summit the task force was able to identify gaps and work on what needed to be done to fill those gaps.  She explained that the task force met monthly through the summer.
Mr. Chambers spoke regarding what to do when there is smoke.  He spoke that last year there were 47 days continuous of smoke most of which was rated at the unhealthy range.  He spoke that the task force met in the fall after the smoke had cleared to address things not known such as: long term effects of smoke, how much precaution does a person need to take and what kind of protection is needed.
Ms. Slattery explained that after the questions were defined the began working on ways to find the answers and create a strategy to communicate the solutions to the public. She spoke that there would be a Smoke Preparedness Workshop (see attached).
Council was shown two videos:
Smokey Skies and Your Health
How to fit a Niosh N95 Adult Mask
Ways to alert the Community on how to deal with smoke was discussed. Ms. Slattery spoke that they are working on an educational effort to write articles for the media, chamber email and emails to community partners. 
Ms. Slattery spoke that the work the task force has done has been recognized by many that want to use their model for their Communities in the State.
Mr. Chambers spoke that setbacks to Ashland forest resilience work is they can’t get enough of the proactive burning done every year.  He spoke that they are looking into solutions for this issue.
Seffinger spoke to the importance of preparedness and knowledge.
Rosenthal thanked the presenters for their leadership and good example of how much better it is working together in partnerships. He spoke that in late April the controlled burning began and the smoke drifted into town which triggered a lot of concern.  He questioned the reasons for the smoke coming into the City. Mr. Chambers explained that they did have to file a report under current regulations since smoke got into the valley.  He spoke that under current regulations the weather forecast didn’t pan out and the wind shifted.  He explained that controlled burning is important to maintain millions of dollars of investments.
Seffinger questioned if there are plans for the homeless when smoke hazard is a concern.  Mr. Chambers spoke that this is in discussion and looking into options for a shelter.   
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]
Dick Wandersheid-Ashland- Thanked Mayor and Council for an opportunity to speak and for their countless hours of service the Community. 
He spoke that on June 16, 2018, John Fregonese passed away. Mr. Fregonese was a former City of Ashland City Planning Director for 13 years. He spoke that he was a friend, brother and mentor. New friend brother and mentor. He spoke regarding Mr. Fregonese’s accomplishments. Such as:
  • Comprehensive plan acknowledged by LCDC.
  • Standards Ord. Zoning Code
  • Applied for a million-dollar block grant for homes in the Railroad District
  • Implemented site design guidelines and approved sign codes.
  • Helped support and develop energy efficiency and water efficiency programs
He spoke that many who worked in his leadership and are now great workers around the state.  Mr. Fregonese was inspiring and mentored to be successful.
There is no an accounted opened for donations to help restore the Butler-Perozzi Foundation.  For more information on how to donate click here.
Dennis Miller- Campground in Applegate-Spoke regarding slips and falls. He spoke that on June 25, 2017 he slipped and fell and it took him 4-6 weeks to walk again.  After the fall he went to places around the City suggesting to get pamphlets to pass out to the Community regarding slips and falls.   He spoke that there are many seniors in Ashland and we need to offer more to them. 
    1. Approval of Radio Maintenance Agreement with Day Wireless for Ashland Police Department and Ashland Fire and Rescue (special procurement)
    2. Information on fees associated with sidewalk dining permits within the City
Rosenthal pulled this item.  He spoke that the sidewalk dining permits within the City should be the same cost as the ones that are managed by Parks and Recreation.  He suggested that Ms. Brown work with Parks and Recreation and look at the cost of service and city permits. He spoke to have a revenue source that would be useful for both and equitable for everyone.
  1. Approval of City and Parks contracts with Pathway Enterprises, Inc. to provide janitorial services for City and Parks facilities
  2. Award of public contract for municipal audit services to Moss Adams LLP
  3. Award of contract for disposal of biosolids to Dry Creek Landfill, Inc. from Waste Water Treatment Plant
  4. Assignments of Council Liaisons to Boards, Commissions, and Committees
Seffinger pulled this item.  She wanted to acknowledge the Forest Lands Commission for their great work.  She gave a special thanks to Jeff Mcfarland and spoke that Bachman will be a great Council Liaison to this Commission. amazing group. 
  1. Approval of a water service connection for a residential property located at 597 Benson Way
  2. Appointment of Allison Renwick to the Public Arts Commission
  3. Confirmation of mayoral appointment of Kelly Madding as City Administrator
Slattery pulled this item. Kelly Madding came up to the dais.  Slattery welcomed Ms. Madding.  Ms. Madding introduced herself.  She spoke that it is an honor to be here. She spoke that when she left the City of Ashland years ago it had always been a goal of hers to come back to lead the City as City Administrator.  She spoke that she is looking forward to working with City Staff. She thanked Council.
Rosenthal spoke that he had pleasure of working with Madding at the City of Medford and although sorry to see her to leave City of Medford he is excited she is coming to Ashland. 
Slattery/Bachman 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.)
    1. Award of contract for the Ashland City Hall concepts, design and construction services with ORW Architecture
Ms. Brown and Public Works Project Manager, Kaylea Kathol gave Council a staff report.
Ms. Brown spoke that she would recommend keeping Briscoe in the contract.  She explained that the 8 of the 11 Ad-Hoc Committee members spoke they would prefer City Hall in current location and leave the Community Development Building as is.  2 of the 11 members spoke to move City Hall to the Civic Center and 1 member spoke to move everything.  
Bachman spoke in support of looking at all three sites. 
Bachman/Jensen to approve the award of a contract for professional engineering/architectural services with ORW Architecture for either: o $97,085 to complete Phase 1 of the City Hall Concepts, Design and Construction Services for three concepts; City Hall in its current location, new facility at the Civic Center and reconstruction at the Briscoe School location. Discussion: Bachman spoke that it is important to have as much information that we can see best options.  Jensen spoke we owe it to the community to look at all three options and need to be informed. Morris spoke that he will not support the motion.  He spoke that there is a shortage of R2 and R3 land. Slattery spoke that he will not support the motion.  He spoke if Briscoe would not be a good option for City Hall then why study it.  He spoke that we should listen to the Ad-Hoc Committee.   He suggested to retrofit the current City Hall and find the least cost alternative.  He spoke that he would like to see the least to greatest things the City can do to make City Hall safe.  Ms. Brown explained the discussion with ORW is to do 3 conceptual designs.  Seffinger agreed with Slattery and will not support this vote.  She spoke to the importance of affordable housing which is a current need in the Community.  She spoke to the advantages of having the government buildings centralized.  Jensen spoke in support of including Briscoe in the analysis.  Rosenthal spoke to the importance of Council doing due diligence.  He spoke that Council has a responsibility to look at all 3 sites.  He spoke that things can change in 3 years and in the long-run it will be good to have this study done.  Mayor Stromberg spoke to the importance of due diligence and that he would support the vote.     
Roll Call Vote:  Bachman, Jensen, Rosenthal: YES.  Slattery, Morris, Seffinger: NO. Mayor: YES.  Motion passed 4/3.
  1. Review and proposed revisions of council rules
The Council Business Meeting adjourned at 8:40 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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