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Minutes - 11/13/2006 COUNCIL MEETING MINUTES NOVEMBER 13, 2006 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, NOVEMBER 13, 2006. As a follow-up to the recent observance of Veteran's Day, Mayor Figley thanked everyone within our community who had served, or was currently serving, in the armed forces and to those who have sent a family member or loved one off to serve their country. She requested a few moments of silence in remembrance of those individuals who had lost their life in the service of our country and to remember those who are living with that loss. 0125 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, Community Development Director Allen, Police Chief Russell, Finance Director Gillespie, Recreation Services Manager Patterson, City Recorder Tennant 0155 ANNOUNCEMENTS. A) Thanksgiving Holiday closures: City Hall will be closed on November 23 and 24, 2006. The Library and Aquatic Center will be closed on November 23, 2006. B) Council workshop will be held on Monday, November 20, 2006, 6:30 p.m., to discuss the Front Street widening and reconstruction project. C) Planning Commission meeting for November 23, 2006 has been canceled due to the Thanksgiving Holiday and the tentatively re-scheduled meeting for November 30,2006 has also been canceled. The next Planning Commission meeting will be held on December 14, 2006 at 7:00 p.rn.. D) Mayor's Christmas Tree Lighting will be held on Sunday, December 3, 2006, at the Downtown Plaza. Scheduled events include a reception at the Settlemier House from I :00 pm until 5 :00 pm followed by a candlelight procession from the Settlemier House to the Downtown Plaza for the tree lighting ceremony. Entertainment at the Plaza will be provided by the Dance Dance Dance troupe and local vendors will sell food items between 5:00 pm and 8:00 pm.. The City's Christmas Tree will be lit at 6:30 p.rn.. E) Recreation and Park Board and Budget Committee Vacancies: Mayor Figley encouraged interested members of the community who would like to serve on either the Recreation and Park Board or the Budget Committee to request an application form from the City Administrator's office. Page I - Council Meeting Minutes, November 13,2006 .." l' .. ",. COUNCIL MEETING MINUTES NOVEMBER 13, 2006 TAPE READING 0265 PRESENTATION: CERTIFICATE OF APPRECIATION - HERB MITTMAN. Mayor Figley stated that Mr. Mittman was appointed to the Park Board in1999 and has decided to step down from this position at the end of his term (December 31, 2006). He served as the Board Chair for the last 5 Y2 years of his tenure and provided leadership towards the completion of several projects such as Master Plans for Legion and Settlemier Parks and the Mill Creek Greenway. Mr. Mittman served on the Police Facility Task Force and made valuable contributions to the design and construction of the new facility in addition to his efforts to pass the bond measure. Mr. Mittman stated that he had worked for the U.S. Forest Service in Colorado and had decided to come to a smaller community rather than live in a large city. He enjoys Woodburn tremendously and feels that the groundwork has been laid for an exciting recreation program especially in the greenway program and the master planning for the major city parks. He hoped that the Council would be able to secure funding to begin these projects. 0465 SCHOOL DISTRICT REPORT. Walt Blomberg, School District Superintendent, reported that the bond measure did not receive voter approval and he categorized the reasons for the voter rejection as being 1) too much money on top of a previous bond already being assessed, 2) demographics of the school district, and 3) voters were distressed with the overall rapid growth of our community and related issues such as transportation conditions. He expressed the need for the School District and the City to work together to work on the growth issue since the City cannot grow properly without the Schools growing with it. He encouraged the Council help support the School District and talk to residents on how good schools are necessary to make this City a great place to live in. The District will be evaluating the site needs and formulate a new proposal for the voters to consider. He also stated that the High School Boys Soccer team is in the semi-finals of the State Tournament and their next game will be on Tuesday, November 141\ at Woodburn High School. 0689 LETTER FROM MID-WILLAMETTE VALLEY AREA COMMISSION ON TRANSPORT A TION (MW ACT). Mayor Figley suggested that Councilor Bjelland continue to be the City's representative on MW ACT during calendar year 2007. SIFUENTEZ/NICHOLS... Councilor Bjelland continue to serve on MW ACT. The motion passed unanimously. 0750 CONSENT AGENDA. A) approve Council meeting minutes of October 23, 2006; B) accept the draft Planning Commission minutes of October 26, 2006; C) receive the Building Activity report for October 2006; Page 2 - Council Meeting Minutes, November 13, 2006 .., T" .. COUNCIL MEETING MINUTES NOVEMBER 13, 2006 TAPE READING D) receive the Planning Project Tracking Sheet dated November 7,2006; E) receive the Claims for October 2006 report; and F) receive the Police Department Statistics Report for October 2006. Councilor Cox inquired if the four (4) applications on the Planning Tracking Sheet are only those applications being worked on by staff. Community Development Director Allen stated that these are the currently active files being processed by staff, however, other applications have been submitted but are not yet deemed complete. Staff has been reviewing these applications and contacting the applicant for additional information. Councilor Cox also requested that he be provided with a key of the terms of the NORCOM classifications on the Police Department Statistics report. Chief Russell stated that he would provide him with the information. Administrator Brown questioned if the Council preferred the full tracking sheet report or just the status of the active applications. It was the consensus of the Council to provide the full tracking sheet in the agenda packet since it lets them know where an application is at in the planning process. COX/MCCALLUM... approve the consent agenda as presented. The motion passed unanimously. 1076 COUNCIL BILL NO. 2646 - ORDINANCE AMENDING ORDINANCE 2060.2265. AND 2270 TO CONFORM TO THE CONSOLIDATION OF THE FORMER LIBRARY AND RECREATION AND P ARKS DEPARTMENTS INTO THE COMMUNITY SERVICES DEPARTMENT. Council Bill No. 2646 was introduced by Councilor Sifuentez. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Councilor Nichols questioned the status of the property tax millage rate applicable to these departments. Mayor Figley stated that state-wide Measure 50 passed by the voters in the 1990's combined the millage levy of these departments with the general operating levy for a new permanent tax rate. These departments are part of the General Fund and budget appropriations are reviewed as part of the overall budget process. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2646 duly passed. 1259 COUNCIL BILL NO. 2647 - ORDINANCE REPEALING ORDINANCE 2113 (HUMAN RIGHTS COMMISSION). Council Bill No. 2647 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. Mayor Figley declared Council Bill No. 2647 duly passed. Page 3 - Council Meeting Minutes, November 13, 2006 ... 1'" ... COUNCIL MEETING MINUTES NOVEMBER 13, 2006 TAPE READING 1325 COUNCIL BILL NO. 2648 - ORDINANCE ADOPTING A SUPPLEMENTAL BUDGET FOR FISCAL YEAR 2006-07. Council Bill No. 2648 was introduced by Councilor Sifuentez. The two readings of the bill were read by title only since there were no objections from the Council. Councilor Cox stated that this Council Bill effectuates a decision made by the Council at the previous Council meeting following a public hearing on the proposed adjustments. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2648 duly passed with the emergency clause. 1435 CONTRACT AWARD - AQUATIC CENTER POWER UPGRADE. As outlined in the staffreport, the only bid received for this project was from Cherry City Electric in the amount of $24,715 .00. Staff recommended the acceptance of this bid since the company has performed work for the City in the past and demonstrated their ability to competently perform the work. BJELLAND/NICHOLS... award the contract to the lowest responsible bidder, Cherry City Electric, for the Aquatic Center power upgrade, Bid No. 2007-03, in the amount of $24,715.00. Councilor Cox questioned as to why the purchase of the main electrical panel and junction box was separate from the installation project. Director Tiwari stated that initial plans were to do the work as part of the Aquatic Center's annual maintenance last month but they were unable to get all of the details worked out so the project could be completed. The next maintenance break will be the first part of April 2007 and staff will have sufficient time to get everything ready for this installation project. Councilor Cox also questioned if the budgeted amount combined the cost of the electrical panel box plus installation costs. Director Tiwari stated that staff had initially expected the full project cost to be $27,382 but final cost will be between $3,000 and $4,000 higher than the original estimate. The motion to award the contract passed unanimously. 1640 PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS. A) Planning Commission's approval of Conditional Use #06-03, Design Review #06- 14, Sign Design Review #06-15, and Variance #06-14 (property located at 985 Evergreen Road): Construction of a 1,006 square foot addition to the north side of the Woodburn Pet Hospital building. Councilor Cox stated that this is a minor expansion of the floor space and he felt that the Planning Commission made the right decision to approve the application. No action was taken to bring this land use action up for review. Page 4 - Council Meeting Minutes, November 13,2006 .., 1 . .. COUNCIL MEETING MINUTES NOVEMBER 13, 2006 TAPE READING 1718 CITY ADMINISTRATOR'S REPORT. 1) Administrator Brown stated that interviews have been scheduled for November 16, 2006 for the Community Services Director position and there will be 6 individuals interviewed one of which will be a telephone interview since the applicant is out of the country. He stated that a Library Board member, Park & Recreation Board member, and two City staff members will assist him on the interview panel. Following the interviews, he hoped to be able to offer the position to one of the applicants by the first part of December 2006 with a start date around the first part of January 2007. 2) He also stated that he was pleased to attend the Police facility Ribbon Cutting and to see it close to being open for full occupancy by the department. The space that will be left open in City Hall will be occupied by the Community Services Department. The Recreation and Parks staffwill be moving over to City Hall in December 2006. No major changes will be made to this space other than cleanup and repainting offices. The rental savings from the location the Recreation and Parks Department is currently occupying will be used for minor remodeling if needed. 1862 MAYOR AND COUNCIL REPORTS. Councilor Nichols congratulated the Mayor and Councilors for being elected to serve another term of office. He also congratulated the Police Chief for a job well done with the new Police Facility. Councilor Lonergan also thanked the voters of Ward V for their vote of confidence in his serving as their representative on the Council. Councilor McCallum extended his congratulations to the Police Department and he thanked the community for their support of the new Police facility. He also noted the recent passing of Dale Yuranek who was a local teacher, coach, Athletic Director, and long-time community member. Councilor Sifuentez stated that the new Police facility is a beautiful building and she thanked the community for their support of this new facility. She also congratulated the Mayor and Councilors recently elected to serve another term of office. Councilor Cox also thanked the voters within his Ward and congratulated Mayor Figley and Councilors Lonergan and McCallum for their election of another term in office. Councilor Cox also expressed his disappointment on the election results for the school bond issue and, in his opinion, this is a very serious problem that our community faces since the School's problems are the City's problems. He feels that system development charges should be extended by the State legislature for the benefit of schools to fund capital improvements. In regards to school funding, he expressed his opinion that part of the problem is a result of the state legislators and part of the problem is a result of quirks in the law in the way the state funding system is set-up. He feels that the City needs to be prepared to do our part whether it be moral support or sharing some revenues with the school district so that our taxpayers will not have to pay as much in order to make it more palatable to our voters to support the schools at the minimum level in which they need to be supported. Page 5 - Council Meeting Minutes, November 13,2006 .." T" .. COUNCIL MEETING MINUTES NOVEMBER 13, 2006 TAPE READING Mayor Figley also expressed her appreciation to the Police Chief for all of the work he put into the facility construction project. She also thanked the voters for their support and stated that she will continue to serve Woodburn to the best of her ability. 2344 ADJOURNMENT. MCCALLUM/SIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:40 p.rn.. APPRO ATTEST fJ/~ ~ Mary Te nt, Recorder City of Woodburn, Oregon Page 6 - Council Meeting Minutes, November 13,2006 '., 'T . ..