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Minutes - 07/10/2006 COUNCIL MEETING MINUTES JUL Y 10, 2006 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JULY 10, 2006. 0018 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox Lonergan McCallum Nichols Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Police Chief Russell, Public Works Manager Rohman, Interim Community Development Director Zwerdling, Recreation Services Manager Patterson, Senior C.E Technician Scott, City Recorder Tennant 0054 ANNOUNCEMENTS. A) Music in the Park: Upcoming performances in Library Park are as follows: July 11, 2006: Gail Gage Band, 7:00 p.m. July 18,2006: Mollybloom, 7:00 p.m. Mayor Figley stated that this year's kickoff event for Music in the Park was held last Tuesday at the July 4th Celebration with an excellent, and much appreciated, performance by the 234th Army Band. B) Reception for Community Development Director will be held on Wednesday, July 19,2006, 3 :00 - 5 :00 p.m., City Hall Council Chambers, to introduce Jim Allen as the City's new Community Development Director. This date is a correction from the July 20th date listed on the agenda. C) Basset Hound Games will be held on July 16,2006 at Legion Park with registration beginning at 8:30 a.m. and the games beginning at 10:30 a.m.. D) 23rd Annual National Night Out will be held on August 1,2006 from 6:00 p.m. to 10:00 p.m.. Neighborhood groups are asked to register with the Police Department prior to this event and those registered will receive a visit from the Police Department and/or Mayor and Councilors. E) KaBOOM!, in conjunction with Home Depot, will be constructing a new playground at Nelson Park on Thursday, August 24,2006 and Volunteers are Needed to identify local resources including food, tools, and additional volunteers for this project. Interested individuals are asked to contact the Recreation and Parks Department for more information. Mayor Figley stated that the objective is to build this playground in one day and many more volunteers are needed on the actual construction day. Recreation Services Manager Patterson stated that there is a need for about 50-90 Page 1 - Council Meeting Minutes, June 26, 2006 -+"I' .... COUNCIL MEETING MINUTES JULY 10, 2006 TAPE READING volunteers on build day and Home Depot will be furnishing an additional 200 volunteers throughout the day. Project start time on August 24th is 7:00 a.m. and, if all goes well, the playground should be completed by 3:00 p.m.. F) Mayor and Council Positions: Filing period will conclude on Tuesday, August 29, 2006,5:00 p.m. for the following positions that will be voted on at the November 7, 2006 General Election: Mayor - At Large position (2 year term) Councilor - Ward III - (4 year term) Councilor - Ward IV - (4 year term) Councilor - Ward V - (4 year term) Nomination petitions can be obtained from the City Recorder. 0333 PROCLAMATION: 23RD ANNUAL NATIONAL NIGHT OUT 2006. Mayor Figley declared August 1, 2006 as National Night Out in the City and encouraged all citizens to participate in this annual event which promotes police-community partnerships in crime, drug and violence prevention efforts, and neighborhood safety and awareness. 0420 PRESENTATION: WATER MANAGEMENT AND CONSERVATION PLAN. Public Works Manager Rohman stated that development of a Water Management and Conservation Plan was a department objective for the current fiscal year in order to comply with an Oregon Administrative Rule that would document the use, management, and conservation of the City's water resources. The plan is required to be reviewed and approved by the Oregon Water Resources Department and it is required to support City applications for water use, permanent amendment extensions, and exchanges. Periodically the City does apply for extensions for use of the City's water rights since the City does not utilize all allocations of its existing water rights at this time. The next extension application is due during the first part of 2007 and this plan needs to be approved prior to the filing of the application. Major elements of the plan include water system description and elements on water conservation, curtailment, and supply. The City is in compliance with all of the required actions of the OAR but there are some elements of conservation that need to be addressed in the plan. The curtailment element will require Council involvement before the plan is finalized since it requires the development of a plan that has 3 stages of alerts, various triggers for each alert stage, and certain curtailment actions that would take place at each stage of the alert. Staff will develop suggestions for these alert stages and meet with the Council this fall to review and obtain Council direction in order complete the plan document for final Council consideration and approval. It was noted that the City will need to review and update the plan every five years once the State has issued an order of approval. It is staff s intent to incorporate the Water Master Plan and the Management & Conservation Plan into one document by 2011. Councilor Lonergan questioned what, if anything, would happen if the City did not renew Page 2 - Council Meeting Minutes, June 26, 2006 ..... ... COUNCIL MEETING MINUTES JULY 10, 2006 TAPE READING water rights in a certain area. Public Works Manager Rohman stated that the City has the water rights but we are not fully utilizing those rights at this time. There is a process for the City to follow that allows for extension of use every five years and there is no danger in the City losing their water rights. He also stated that the City has not experienced a real water shortage since 1992 and 1993 and potential triggers in the future could be having one or two water treatment plants down or if their was a drought situation where a treatment plant was down and existing wells are reaching a certain static water level whereby water use needs to be curtailed. With the increase in water storage and, provided that all of the wells are working properly, the City will not reach capacity until 2015. 1077 PRESENTATION: CERTIFICATE OF APPRECIATION TO INTERIM COMMUNITY DEVELOPMENT DIRECTOR ZWERDLING. Mayor Figley presented Naomi Zwerdling with a Certificate of Appreciation for her work as Interim Director from July 2005 until July 2006. She stated that Ms. Zwerdling did a difficult job in an overloaded department while the recruitment process for a new Director took place. 1197 CHAMBER OF COMMERCE REPORT. Nick Harville, Executive Director, brought the Council up to date on several Chamber projects: 1) the Visitor Center at Woodburn Company Stores averaged 80 people per day last week with 1 ,600 visitors at the Center last month and an anticipated 2,000 visitors in July. 2) the Chamber has been working on workforce development linking education (four school districts in the area) with industry in the area. He briefly reviewed the program that gives students the opportunity to look at careers that are available in the area with the companies in the area and the student can then create their own portfolio and map their education path so that it will help them with their desired career. It will also help individuals who work for these companies to do a skills assessment and then assist them in focusing on classes that would help to advance within their company. 3) Chamber is working with a group of merchants on Highway 99E who are concerned about the number of empty spaces Highway 99E and, with the help of these merchants, they are developing a strategy to bring businesses into this area. 4) the Tourism Alliance has decided to focus on group tourism and agri-tourism which would include heritage and historic tourism. They are developing sample itineraries that can be distributed at Motor Coach conferences / convention that would include areas of interest in and around Woodburn. 5) the Branding process is moving into its final stages and a Brand Advisory meeting will be held this week. The biggest job for the Chamber will be sell the "brand" to the community since the "brand" will be available for use by the Chamber and the community. Page 3 - Council Meeting Minutes, June 26, 2006 ,.'.....~ ... COUNCIL MEETING MINUTES JUL Y 10, 2006 TAPE READING 6) the Chamber has been working with individual businesses on the Q Customer Service Training program and one of the local large distribution centers is customizing the program for their business with their head office taking an interest in this program for their potential use company-wide. 7) Lastly, he stated that the Chamber office will be moving to downtown Woodburn this fall into a building located at the corner of Lincoln and Front Street. The building is now owned by Tom Flomer and remodeling of both the interior and exterior are currently taking place. 1575 CONSENT AGENDA. A) approve Council minutes of June 26, 2006; B) accept the draft Planning Commission minutes of June 22, 2006; C) receive the Planning Tracking Sheet dated June 29, 2006; D) receive the Building Activity report for June 2006; E) receive the Recreation Services Division Attendance Report for June 2006; and F) receive the Recreation Services Division Winter & Spring Revenue Report through June 30, 2006. MCCALLUM/NICHOLS... adopt the Consent Agenda as presented. The motion passed unanimously. 1642 PUBLIC HEARING: COUNTRY CLUB ROAD STREET IMPROVEMENT. Mayor Figley declared the public hearing open at 7:29 p.m. and no declarations were made by the Mayor or Councilors. Public Works Director Tiwari reviewed the staff report outlining the Local Improvement District (UD) boundaries and cost projections as adopted by the Council at their June 12, 2006 meeting in the Country Club Road LID Engineering Report. To date, no written remonstrances have been received by the City. The proposed improvement is the area beginning 1 block east of the Astor Way intersection west to Qwest's property line which is just west of Boones Ferry Road. The proposed improvement would provide for two (2) travel lanes, bike lanes and sidewalks on both sides of the roadway, street lighting, and utility undergrounding. The sidewalks will extend from Astor Way to Boones Ferry Road. The estimated project cost is $452,500 which includes some financial support from the City for utility undergrounding. Benefitted property owners on the north side of the proposed improvement will be assessed a lesser percentage of costs since they do not have direct access to Country Club Road. Additionally, the developer of the properties to the north has already paid $67,600 to the City for this road improvement which is sufficient to cover the estimated assessment costs to these properties. Properties on the south side only have Country Club Road as an access point. Cost distribution is based on the front footage abutting Country Club for those properties on the south side and will be assessed for 75% of the cost. The back lot footage abutting Country Club Road for properties located on the north side having no direct approach to Country Club Road will be assessed 25% of the cost. Staff is recommending that the proposed assessment amount Page 4 - Council Meeting Minutes, June 26, 2006 ..... ... COUNCIL MEETING MINUTES JUL Y 10, 2006 TAPE READING be the maximum charged to each property and if the cost exceeds the estimate then the City would pay the cost differential. A 10-year payment plan under the Bancroft Bond Program is proposed at an estimated interest rate of 6%. Mayor Figley requested clarification that only the property owners abutting Country Club Road within Heritage Park Subdivision are proposed to be assessed, however, these property owners will not be paying anything for this improvement since it has already been paid for by the developer. Director Tiwari reiterated that the property owners within Heritage Park would not be paying any additional money for this improvement. Councilor Bjelland expressed his surprise in seeing that the cost of utility undergrounding is almost the same cost as the road improvement and questioned if there was some special undergrounding required which escalated the cost. Director Tiwari stated that this is a simpler project than many others but staff is finding that undergrounding costs are high. No one in the audience spoke either for or against the proposed improvement project. Mayor Figley declared the public hearing closed at 7:47 p.m.. BJELLAND/MCCALLUM... direct staff to prepare an ordinance to substantiate the Council's decision to improve Country Club Road. On roll call vote, the motion passed unanimously. 2924 COUNCIL BILL NO. 2634 - ORDINANCE ESTABLISHING A POLICE TRAINING ASSESSMENT TO BE IMPOSED IN TRAFFIC VIOLATION CASES. Councilor Sifuentez introduced Council Bill No. 2634. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Police Chief Russell stated that the training (local) assessment cannot exceed the maximum fine established by state statute, however, the State and County assessment can exceed the maximum fine amount. This ordinance would provide for a $5.00 assessment to be used for police training which includes instructor costs for in-house training, sending officers to outside training courses, equipment, expendable items used to do the training, and officer time. It was noted that currently the bail amount on a citation is about one-half (Y2) of the maximum fine amount. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2634 duly passed. 3210 COUNCIL BILL NO. 2635 - ORDINANCE ESTABLISHING POLICY FOR THE PROVISION OF MUNICIPAL SEWER AND WATER SERVICE TO PROPERTIES LOCATED OUTSIDE CITY BOUNDARIES. Council Bill No. 2635 was introduced by Councilor Sifuentez. The two readings of the bill were read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Page 5 - Council Meeting Minutes, June 26,2006 .. ... COUNCIL MEETING MINUTES JULY 10, 2006 TAPE READING 3316 MEMORANDUM OF UNDERSTANDING CONCERNING AMENDMENTS TO WOODBURN'S COMPREHENSIVE PLAN AND URBAN GROWTH BOUNDARY. NICHOLS/MCCALLUM ..... approve and authorize the Mayor to execute the Memorandum of Understanding concerning amendments to Woodburn's Comprehensive Plan and Urban Growth Boundary. Councilor Cox questioned if the Memorandum of Understanding in the agenda packet is the most recent version that was attached to Administrator Brown's letter dated June 27, 2006 to Marion County. Mayor Figley stated that the document is the most recent version. On roll call vote, the motion passed unanimously. 3418 PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS. A) Planning Commission's approval of Variance 06-08 located at 120 Smith Drive: Variance approval allows for the reduction of the 20-foot setback abutting Workman Drive to 14.75 feet thereby allowing an expansion of an existing garage. B) Planning Commission's approval of Sign Design Review 06-04 and Variance 06- 02 located at 1800 West Hayes Street (Nellie Muir Elementary School): Sign Design Review and Variance approval allows for internal illumination of a pole sign not to exceed 6 feet in height. Councilor Cox briefly commented on how the property owner on Smith Drive is now able to move forward with their project since they have followed the land use procedure that should have been followed initially. It was also noted that the current sign ordinance provides for monument signs, however, based on the specific reasons outlined in the application for a pole sign, this application for a variance was approved. 3616 MAYOR AND COUNCIL REPORTS. Councilor Lonergan expressed a concern about temporary carports in that a property owner on Montgomery Street is has been using a tent as a carport for several months. Current city ordinances do not prohibit the placement of these tents in front of the garage but he did not feel that the City should be allowing the placement of a tent in the front of the home for this purpose. Councilor Bjelland stated that he has also seen where property owners have been using a tent to cover boats and recreation vehicles. Mayor Figley stated that some limited review has been done on the ordinance and this, along with a few other items, may need to be reviewed. Councilor McCallum updated the Council on the Relay for Life event which has now raised over $ 116,000. He also stated that the Salem-Keizer Volcanoes will be playing a home game on July 14th at 7:00 p.m. and the Marion County Public Safety Coordinating Council will be hosting a "No Meth" night at the stadium complete with free T-shirts for kids, opportunities for baseball caps, and a number of other items. Page 6 - Council Meeting Minutes, June 26,2006 .... ... COUNCIL MEETING MINUTES JULY 10, 2006 TAPE READING Mayor Figley stated that attendees at the Woodburn Fireworks seemed to have a good time and the fireworks were extremely impressive. She expressed her appreciation to everyone who helped at this annual event. 4000 ADJOURNMENT. NICHOLS/MCCALLUM... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:03 p.m. ~/ _J- ATTEST f11~ 7~ Mary T a~t, Recorder City of Woodburn, Oregon Page 7 - Council Meeting Minutes, June 26,2006 '''... '.