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Departments

Departments

Administration Department................................................................................................................3-3 Information Technology Department...............................................................................................3-19 Administrative Services Department ...............................................................................................3-29 City Recorder / Treasurer.................................................................................................................3-51 Police Department............................................................................................................................3-55 Fire and Rescue Department ............................................................................................................3-65 Public Works Department................................................................................................................3-77 Community Development Department ..........................................................................................3-103 Electric Department .......................................................................................................................3-117 Parks and Recreation Department..................................................................................................3-123 Non-Departmental Activities .........................................................................................................3-137

City of Ashland 3-1

2013-15 biennial budget

3-2 City of Ashland

Administration Department

Administration Department
15.65 FTE

Mayor and City Council
(Elected)

City Attorney
(1.0 FTE)
City Administrator
(1.0 FTE)

Assistant City Administrator
(0 FTE)
Paralegal (1.0 FTE)
Executive Secretary
(1.0 FTE)

Assistant City Attorney
(0 FTE)
Management Analyst
(2.0 FTE)
Human Resource Manager
(1.0 FTE)

  • Municipal Court Supervisor
  • Municipal Judge (Elected)

  • (1.0 FTE)
  • (1.0 FTE)

Conservation Specialist
(3.0 FTE)

Human Resource Assistant
(1.0 FTE)
Court Services Clerk

(2.5 FTE)

Bailiff
(.15 FTE)

City of Ashland 3-3

Administration Department

director starting last September.

Department Overview

 Updated Chapter 3 (Personnel Rules) of the Municipal
The Administration Department provides the policy and communication link with the citizens of Ashland and the employees of the City who serve those citizens, providing the guiding vision for the City by establishing goals and objectives along with expectations for achieving those objectives. In essence, this department is the rudder that steers the ship of
Code, including a re-write of the City Code of Ethics.  Successfully integrated two new Councilors into the City Council team.

City government. The department consists of six divisions:  Began live internet streaming of City Council study sesMayor and Council, Administration, Human Resources, Legal, Municipal Court and Conservation. The Conservation Division had previously been split between the Electric Department and the Public Works Department. In the current fiscal year, the Division was consolidated and moved to the City Administrator’s Office for the purpose of raising its profile in the community and working toward “cross-pollination” of the water and electric conservation programs. sions.  Implemented a streamlined on-line job recruitment and applicant tracking process for all City positions.

 Successfully petitioned for inclusion in the Jackson County Enterprise Zone.

 Adopted revised economic development strategy.
The divisions in this department touch the lives of every citi-

zen in Ashland and every department and division in the City. Among the services provided are:
 Completed Recology rate study and began work on a new solid waste franchise agreement.
 Leadership on and development of the City policy;
 Led the transition to a self-funded health benefits plan.

 Completed the 2013 Citizen Survey.
 Guidance and direction to all departments on work plans, employee development and customer service;

 Economic development;

 Human resources;
 Implemented new web site design.  Held community forums for the Plaza re-design.

  •  Legal counsel;
  •  Approximately 3 million gallons (400,000 cubic feet) of

annual water savings from toilet and appliance rebates and

  • water saving fixture installations.
  •  Communications and public outreach;

 Solar installation incentive participation resulting in over
 Judicial process for local traffic and municipal code vio-

85,000 watts of renewable energy generation. lations; and

 Over 650,000 annual kilowatt hour (kwh) savings from residential and commercial weatherization, heating system, appliance and lighting programs.
 Conservation of City water and electric resources.

Successes Over the Past Year

 Municipal Court, after hiring and training a part-time clerk, cleared a back-log of cases that were not being addressed due to staffing.
 Actively participated in Ashland Community Hospital affiliation negotiations and worked on development of the approved letter of intent with Asante Health Systems.

 Municipal Court improved efficiency with a scanning
 Successfully concluded bargaining with three of the technology that is helping to reduce reliance on paper.
City’s five bargaining units.

 Administration undertook and completed a major security upgrade at the Municipal Court offices.
 Restructured the City’s social service and economic development grant application process.

 Combined the IT Director and Electric Director positions into a single position and filled that position, with the new

3-4 City of Ashland

Administration Department

  • Significant Issues in the Biennium Ahead
  • Fiscal Issues and Conditions

The Department’s most significant issues revolve around fis- The Administration Department is funded primarily through cal stability and in particular maintaining the fiscal integrity of the City government in the face of intense financial pres-
Central Services Fees paid by each department, with the following exceptions: The Conservation Division is funded by sures that are beyond the control of the City (i.e., PERS). On transfers from the Water and Electric Funds. The Economic

  • top of this, the City will, before the biennium is over, be in
  • Development function is funded by transient occupancy tax

contract negotiations with all five of its bargaining units, two receipts that are budgeted in the General Fund. Rogue Valley of whom are strike-prohibited and therefore entitled to bind- Public Television is funded by PEG fees paid by cable televiing arbitration, which also removes from the City a degree of sion subscribers, which are also budgeted in the General

  • control over its financial future. In addition, as this is being
  • Fund. The Ashland Library is funded by a voter-approved

written, a Council-appointed ad hoc committee is working on special property tax levy. The Municipal Court is funded in issues around stable funding for the Parks Department. Other part with revenues collected from fees, fines and assessments,

  • significant issues include but are not limited to:
  • which are also budgeted in the General Fund. An assistant

city administrator position and an assistant city attorney position that had been funded in the FY ’12 and FY ’13 budgets remain in this budget, but are funded at only $1 per year. This provides appropriation authority for the position should the City Administrator or City Attorney and Council identify funding and choose to fill the position during the course of the biennium.
 Continue to seek community buy-in on homelessness issues and the impacts of transients on the downtown area.

 Complete and successfully implement the transition to a self-funded health benefits plan.

 Continually improve the effectiveness of City economic development efforts in order to ensure the “biggest bang for the buck.”
The Conservation Division faces particularly challenging fiscal issues. Energy conservation programs are funded from both the Bonneville Power Administration (BPA), our wholesale energy provider, and from our local Municipal Electric Utility. BPA funding will remain relatively stable, but the previous availability of unlimited reimbursement funding is no longer available. This requires placing tighter controls on program elements to ensure that funding levels are not exceeded.
 Complete and roll out to the entire organization new customer service standards and develop programs to communicate and reinforce those standards to employees.

 Conservation needs to generate an increase in participation of multi-family dwelling units for both energy and water efficiency programs and achieve potable water savings in partnership with large consumption water customers.
A large energy efficiency project is currently underway at Southern Oregon University that will result in a one-time expense of Council-approved self funded incentives in the 2014 fiscal year of approximately $160,000 achieving annual savings of over 600,000 kwh.
 Maintain interest and participation in residential and commercial energy efficiency programs.

Water conservation programs are funded through the Water fund and represent roughly three percent of the operating revenue. The recently adopted Water Master Plan contained an irrigation control system pilot program scheduled for implementation in fiscal year 2015 that will be managed by the Conservation Division with the primary objective of meeting the Council approved 2012 Water Master Plan target of a five percent reduction in overall water use.
 Seek to restore the community service program in Municipal Court (impacted by a recent retirement) so nonCriminal offenders have the opportunity to repay their debt to the community by providing skilled and unskilled labor in lieu of fines.

 Keeping up with the rapidly changing landscape of employment law and healthcare reform is a major challenge given that we have only two HR staff. Additional budget resources have been allocated to ensure we adequately train HR staff and provide training to city employees with the goal of reducing employment liability.
The Municipal Court, meanwhile, has been impacted by legislative activities that have reduced the share of fines and fees retained locally by the City, and increased the share that is passed on to the State and County. Court revenue has fluctuated over the past two fiscal years, and additional legislation is anticipated during the two-year budget period. Difficult economic times have lead to an increase in the number of offenders financially unable to pay fines and fees. The Court offers payment plans and continues to try to work with defendants to recover fines and fees owed to the Court.

City of Ashland 3-5

Administration Department

ADMINISTRATION DEPARTMENT

  • 2013-15
  • 2013-15
  • 2013-15

  • Adopted
  • Description
  • 2011 Actual
  • 2012 Actual

2013 Amended

  • Proposed
  • Approved

Department Total Resources

Taxes

  • $
  • 8,300

2,820
1,481,155
144,550
384

  • $
  • -
  • $
  • -

2,820
1,811,320
118,000
220

  • $
  • -

-

  • $
  • -

-

  • $
  • -

  • -
  • Intergovernmental Revenue

Charges for Services Fines Interest on Pooled Investments Miscellaneous
-
1,493,883
151,104
244
14,375
442,733
3,721,198
287,000
558
2,000
3,356,715
3,721,198
287,000
558
2,000
3,356,715
3,721,198
287,000
558
2,000
3,356,715
15,409
511,942
1,000

  • 746,788
  • Other General Resources

  • $
  • 2,164,560
  • $
  • 2,102,339
  • $
  • 2,680,148 $ 7,367,471 $ 7,367,471 $ 7,367,471

Department Total By Function

Personnel Services Materials and Services Capital Outlay

  • $
  • 1,311,428
  • $
  • 1,224,392
  • $
  • 1,549,305 $ 3,642,090 $ 3,642,090 $ 3,642,090

  • 853,132
  • 877,947
  • 1,130,843
  • 3,677,607

-
3,677,607
-
3,677,607

  • -
  • -

-
--
-

  • -
  • Debt Service
  • 47,774
  • 47,774
  • 47,774

  • $
  • 2,164,560
  • $
  • 2,102,339
  • $
  • 2,680,148 $ 7,367,471 $ 7,367,471 $ 7,367,471

Department Total by Fund

  • General Fund
  • $
  • 970,501
  • $
  • 886,836
  • $
  • 1,174,805 $ 2,360,435 $ 2,360,435 $ 2,360,435

Water Fund - Conservation Electric Fund - Conservation Central Services Fund
--
--
--
449,010
1,542,664 3,015,362
449,010
1,542,664 3,015,362
449,010
1,542,664

  • 3,015,362
  • 1,194,059
  • 1,215,503
  • 1,505,343

  • $
  • 2,164,560
  • $
  • 2,102,339
  • $
  • 2,680,148 $ 7,367,471 $ 7,367,471 $ 7,367,471

  • Position Profile
  • Adopted Biennial Budget

Administration Division

City Administrator

  • 2011 Actual
  • 2012 Actual
  • 2013 Amended

1.00

Year 1

1.00

Year 2

  • 1.00
  • 1.00
  • 1.00

Assistant City Administrator** Management Analyst Project Manager
1.00

  • 1.00
  • 1.00

1.00 1.00
1.00 1.00
1.60 1.00
1.60

  • 1.00
  • Executive Secretary

Conservation Division

Management Analyst Conservation Specialist*

Human Resource Division

Human Resource Manager Human Resource Assistant

Legal Division

1.00
0.40 3.00
0.40 3.00

1.00 1.00
1.00 1.00
1.00 1.00
1.00 1.00
1.00 1.00

City Attorney Assistant City Attorney** Paralegal
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00
1.00 1.00

Municipal Court Division

  • Municipal Judge
  • 0.50

1.00
0.50 1.00
0.50 1.00 2.50
1.00 1.00 2.50
1.00 1.00 2.50
Municipal Court Supervisor Court Services Clerk

  • Account Clerk II
  • 2.00
  • 2.00

  • 0.50
  • Account Clerk I

  • Bailiff
  • 0.15
  • 0.15
  • 0.15
  • 0.15
  • 0.15

  • 12.65
  • 12.15
  • 13.15
  • 15.65
  • 15.65

* Transferred in from Electric and Water **Assistant City Administrator and Assistant City Attorney positions are funded $1 to hold the position open

3-6 City of Ashland

Administration Department - Mayor and Council

Municipal Infrastructure

Mayor & Council

Collaborate with the community to ensure safe, cost-effective, and sustainable public services, facilities and utilities to meet the urgent, immediate and future needs of Ashland.
The Mayor and City Councilors are elected by the citizens of Ashland and are responsible for setting city policy, establishing city-wide goals and objectives, providing a link to City

Community Quality of Life

government for citizens and businesses, meeting with and (as necessary) lobbying other government agencies and business Anticipate and identify opportunities to provide for the physigroups, and supervising the City Administrator and City At- cal, social, economic, and environmental health of the comtorney. The Mayor and Council also appoint and serve as liaisons to the many City boards and commissions that advise the Council on policy matters and provide opportunities for citizen engagement in the affairs of City government. Policies set the framework for city operations and establish priorities for all departments. The Mayor and Council budget includes expenditures directly related to those responsibilities and is funded through the Central Service Fund. munity.

Organization and Governance

Provide high quality and effective delivery of the full spectrum of city service and governance in a transparent, accessible and fiscally responsible manner.

Performance Management

Generally, every twelve to eighteen months, the City Council prepares goals and objectives for the City as a whole. These goals provide major policy direction for budget allocations, particularly in preparing the budget for the upcoming biennium. Council Goals are listed in the budget message in the Introduction Section of the budget.
The Mayor and Council are specifically responsible for achieving these Council objectives:

 Review and evaluate current commissions for their mission and feasibility.

The Council holds regular meetings and study sessions each month to conduct the business of the City and to hear from Ashland citizens.
 Improve communication between commissions and Council.

The Council goals for the 2013-2015 biennium are as follows:

Public Safety

Public safety and other city agencies, along with the community, collaborate effectively to ensure security for all and improve overall livability.

CENTRAL SERVICE FUND
ADMINISTRATION DEPARTMENT MAYOR AND COUNCIL DIVISION

  • 2013-15
  • 2013-15
  • 2013-15

Adopted

  • 2011 Actual
  • 2012 Actual

Description

2013 Amended

  • Proposed
  • Approved

Fund# 710

Personnel Services

510 Salaries and Wages 520 Fringe Benefits

Total Personal Services

  • $
  • 2,600

48,413

51,013

  • $
  • 2,600

57,616

60,216

  • $
  • 2,600

76,010

78,610

  • $
  • 5,200

156,180

161,380

  • $
  • 5,200

156,180

161,380

  • $
  • 5,200

156,180

161,380
Materials and Services

  • 601 Supplies
  • 1,417

641
554 628
1,000
600
2,000 1,350
2,000 1,350

2,000 1,350

603 Communications

7,500

604 Contractual Services 605 Misc. Charges and Fees 606 Other Purchased Services 608 Commissions

  • 120
  • -
  • 7,500

100

  • 7,500
  • 7,500

  • -
  • 100
  • 200
  • 200

200

37,288
1,737

41,203

36,254
3,818

41,354

43,000
2,900

55,100

87,705
5,800
87,705
5,800

87,705
5,800

  • Total Materials and Services
  • 104,555
  • 104,555
  • 104,555

  • $
  • 92,216
  • $
  • 101,570
  • $
  • 133,710
  • $
  • 265,935
  • $
  • 265,935
  • $
  • 265,935

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  • Minutes of the Regular Meeting Ashland City Council Jan. 8, 1985

    Minutes of the Regular Meeting Ashland City Council Jan. 8, 1985

    DOCUMJEN I . Z/AM/ , 9M55 MINUTES OF THE REGULAR MEETING :':985/1/8 ASHLAND CITY COUNCIL January 8, 1985 CHOF OFFICE Mayor L. Gordon Medaris was given the oath ofioffice by City Rec- order Nan Franklin. Medaris then swore Everett Elerath, Council Position 1 and Beverley Bennett, Council Position 2 into office A for a four year term. Don Laws who was retained in Position 5 was given the oath of office. Mayor Medaris then swore Denise Withing-1 ton-Harnly to Position No. 1 on the Parks & Recreation Commission. Dennis Johnson was given the other of office on Parks & Recreation Commission Position No. 2. ACAppointments The Mayor asked that the matter of appointments to CPAC be moved up so that the CPAC meeting in progress could be made official should the appointments be confirmed by Council. Mayor Medaris recommended that Kathie Kennedy, Roy Levy and Richard Sept be appointed to CPAC and at 7:42 P.M. Smith moved to approve; Reid seconded the motion. Elerath asked if each person proposed for appointment lives in the City and the Mayor said they do. On voice vote the motion to approve passed unanimously. ~roval of Minutes Acklin moved to approve minutes of the regular meeting and execu- tive session of December 18, 1984; Smith seconded the motion which passed unanimously on voice vote. ~ate of the City Address" Mayor L. Gordon Medaris delivered his "State of the City Address" which is being attached to the January 8, 1985 minutes for the record. rty Commission Special !sentation Jackson County Commission Chairman Hank Henry presented the City of Ashland with a check in the amount of $19,396.65 which repres- ented the City's share of the 911 telephone tax revenue based on the unincorporated area of the County with 482-488 prefixes.
  • Adopted 2007–2008 Budget

    Adopted 2007–2008 Budget

    Oregon Adopted 2007–2008 Budget CITIZENS’ BUDGET COMMITTEE ELECTED MEMBERS:APPOINTED MEMBERS: John Morrison, Mayor James Bond David Chapman, Councilor Dee Anne Everson Alice Hardesty, Councilor Arlen Gregorio Cate Hartzell, Councilor William Heimann Kate Jackson, Councilor Martin Levine, Vice Chair Eric Navickas,Councilor Roberta Stebbins Russ Silbiger, Councilor Lynn Thompson, Chair ADMINISTRATIVE STAFF Martha Bennett, City Administrator Lee Tuneberg, Administrative Services/Finance Director Don Robertson, Parks and Recreation Director The Government Finance Officers Association of the United States and Canada (GFOA) presented an award for Distinguished Presentation to the City of Ashland for its annual budget for the fiscal year beginning July 1, 2006. In order to receive this award, a governmental unit must publish a budget document that meets program criteria as a policy document, as an operations guide, as a financial plan, and as a communications device. The award is valid for a period of one year only. We believe our current budget continues to conform to pro- gram requirements. We are submitting it to GFOA to determine its eligibility for another award. table of contents Introduction City of Ashland Organization Chart ...................................................................................................................1-1 City at a Glance.................................................................................................................................................1-2 The Budget Message ......................................................................................................................................
  • RECEIVED 413 National Park Service National Register of Historic Places MAY 8 Registration Form

    RECEIVED 413 National Park Service National Register of Historic Places MAY 8 Registration Form

    NFS Form 10-900 OMB No. 10024-0018 (Oct. 1990) United States Department of the Interior RECEIVED 413 National Park Service National Register of Historic Places MAY 8 Registration Form This form is for use in nominating or requesting determinations for How to Complete the National Register of Historic Places Registration Form (National Register Bulletin rking " in the appropriate box or by entering the information requested. If an item does not apply to the jroperty applicable." For functions, architectural classification, materials, and areas of significance, enter o llMalegones from the instructions. Place additional entries and narrative items on continuation sheets (NFS Form 10-900a). Use a typewriter, word processor, or computer, to complete all hems. 1. Name of Property__________________________________________________ historic name Ashland Cemetery other names/site number 2. Location street & number East. Main Street and Mortnn S-hreet 3 not for publication city or town _____Ashland________________________ _N(j^ vicinity State ____Oregon_______ code OR county .Tanka on____ code 029 zip code 97520 3. State/Federal Agency Certification As the designated authority under the National Historic Preservation Act, as amended, I hereby certify that this HI nomination D request for determination of eligibility meets the documentation standards for registering properties in the National Register of Historic Places and meets the procedural and professional requirements set forth in 36 CFR Part 60. In my opinion, the property 0 meets O does not meet the National Register criteria. I recommend that this property be considered significant D nationally'O statewide S locally; (D See continuation sheet for additional comments.) /<^^s^^t^> /£?£w^ i^ — May 4, 1995 Signature of certifying official/Title Deputy SHPO Date Oregon State Historic Preservation Office State of Federal agency and bureau In my opinion, the property O meets O does not meet the National Register criteria.
  • National Register of Historic Places Registration Form

    National Register of Historic Places Registration Form

    NPS Form 10-900 OMB No. 10024-0018 (Oct. 1990) United States Department of the Interior National Park Service National Register of Historic Places Registration Form This form is for use in nominating or requesting determinations for individual properties and districts. See instructions in How to Complete the National Register of Historic Places Registration Form (National Register Bulletin 16A). Complete each item by marking "x" in the appropriate box or by entering the information requested. If an item does not apply to the property being documented, enter "N/A" for "not applicable." For functions, architectural classification, materials, and areas of significance, enter only categories and subcategories from the instructions. Place additional entries and narrative items on continuation sheets (NPS Form 10-900a). Use a typewriter, word processor, or computer, to complete all items. 1. Name of Property historic name Hargadine Cemetery other names/site number N/A 2. Location street & number ___ Sheridan and Walnut Streets for publication city or town ______ Ashland \^ N/E3 vicinity state ____Oregon code OR county Jacks code 029 zjp code 97520 3. State/Federal Agency Certification As the designated authority under the National Historic Preservation Act, as amended, I hereby certify that this j£J nomination D request for determination of eligibility meets the documentation standards for registering properties in the National Register of Historic Places and meets the procedural and professional requirements set forth in 36 CFR Part 60. In my opinion, the property [3 meets D does not meet the National Register criteria. I recommend that this property be considered significant O nationa)iy O statewide K3 Jocally.