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Wrk Session Minutes - 01/20/2007 COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING .0 I DA TE. SALUD MEDICAL CENTER BOARDROOM, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 20, 2007. CONVENED. Mayor Figley convened the work session at 8:50 a.m. for the purpose of reviewing and updating Mayor and Council goals. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox Lonergan McCallum Nichols Sifuentez Present Present Present Present Present Absent Present Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant Press: John Gervais, Woodburn Independent (approximately 10:45 am - 1:30 pm) Tape I Side A .0 I Mayor Figley provided an introduction of the work session objectives which is to review and update goals that were established two years ago. She suggested that the Council look more aggressively at items on the list to determine what goals should be looked at more closely to determine if they could be started on or accomplished within the next two years or totally removed from the existing list. Some of the goals to be discussed will be on-going that may involve measuring devices rather than a construction project that has a definitive end. Following this session, she stated that Administrator Brown would like to have a follow-up session with the Council that would include department heads so that they can provide information to the Council as to whether or not a goal can be accomplished and, if so, what the estimated cost is to fulfill the goal. Once the goals are established, the Budget Committee will then have the financial information necessary to determine if a goal should receive funding during the upcoming budget process. PROGRESS REPORT ON THE GOALS FOR 2005-07. Provide a Broader Range of Oualitv. Affordable. Youth Activities: 4.3 Administrator Brown stated that he has recently hired a new Community Services Director and one of his duties will be to see what other youth programs are, or can be, made available. Goals provide the general direction for a department in providing services but the department also needs to research out funding opportunities in order to provide the programs that are important to our community. He reminded the Council Page I - Council Work Session Minutes, January 20,2007 'T" .... ., T ! COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING that they recently took action to participate in the Woodburn Foundation since many community service programs require a Foundation as a source of its being the recipient of grants and donations. Once a the Foundation is established, the City would then have greater access to funding sources for programs and capital projects. Discussion was held on program offerings and the need to make sure that they work for all youth and cultural groups within the community. Councilor Cox stated that an evaluation of programs is needed but suggested that individuals assist the department head in the evaluation process to determine if a program should continue. Discussion was held regarding customer service surveys that would provide objective comments on programs, however, standardized questions would be used to obtain information that would apply city-wide to the determine the effectiveness of delivering services. This type of survey is different from one in which the focus is directed towards program evaluation. 17 Administrator Brown stated that new managers to the City will also be able to provide an outside viewpoint to existing programs and suggest changes to improve their department. He is focusing on both program evaluation along with customer service in order to get a broader spectrum of needs within each department. 21 Mayor Figley suggested that the City's website or Recreation Reporter include program availabilities from other recreational and educational sources such as Wellspring, Glatt House, etc, so that the public can become aware of, and participate in, activities that are not offered by the City. 24 Celebrate Culture and Diversity: Councilor McCallum questioned the City's direction on the future of Mexican Independence Day since, in years past, the City would be a major sponsor of an event but eventually bow out and let other organizations take the lead role in sponsoring the event. Administrator Brown stated that this event has the largest business partnership in sponsoring this event but felt that the City's Community Relations Officer is the key person in organizing and dealing with issues that arise in order to keep the quality of the event intact. The July 4th event has been organized by a core group of volunteers for many years and they do not require the same level of City participation in order to make the event a success. Mayor Figley stated that the Christmas event this year was very well-organized but the July 4th event has evolved from a core group of individuals organizing the event and those individuals are now wanting to step down from their lead roles. Administrator Brown stated that the City does provide a lot of financial support for the July 4th event (fireworks, police officers, maintenance staff and recreation staff) but for the city do the event exclusively would be substantially more. The City does spend substantially more dollars for the July 4th event rather than the September event since the businesses take the lead financial role in the Mexican Independence Day celebration. Page 2 - Council Work Session Minutes, January 20,2007 ". ..... . T I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING Sifuentez recommended that the City continue the Mexican Independence Day event since the Hispanic culture has less organizational skills and having our Community Relations Officer organize the event makes it more successful at minimal cost to the City. 34.7 Further discussion was held on the on the July 4th event and it was noted that the City has provided the fireworks over the last few years since donations from businesses and private citizens have been declining in recent years. The Mayor stated that donations continue to be received for food and miscellaneous expenses but it has not been at the same level as in the past which is why a change was made last year in contracting with a food vendor. She reiterated that volunteers are necessary to keep the event cost down, however, long-time volunteers from prior years are not as willing, or able, to assist and new volunteers are needed to keep the event similar to what it has been in the past. Councilor Cox summarized comments made by the Council in that there seems to be (1) continued support for both of these events, (2) provide more staff direction to organize the July 4th event with no additional dollars other than staff time to be allocated to this annual event, and (3) work with outside individuals willing to be a part of the leadership team on the July 4th event. Councilor Bjelland stated that the July 4th organizing committee needs to have members willing to take over leadership on a rotating basis so the full burden of organizing the event does not fall on to anyone individual. Side B Administrator Brown stated that the planning committee for the July 4th event is about 3-4 individuals who have done it for many years and they are tired of continuing the leadership role. Discussion was held on working with an organizational committee to develop a plan that will outline what support the City will be able to give the committee with this event. The committee will need to recruit individuals to assist with the event whether it be in contacting multiple community organizations to get their support or volunteers to help on the day of the event. Mayor Figley expressed her opinion that there may be program changes from year to year, however, the City should continue the fireworks display and evening bands for the enjoyment of our residents. Administrator Brown reminded the Council that the City's newsletter reaches most of the residents within our community and if additional funds are allocated to publish the newsletter either monthly or bi-monthly, it would be a good resource in recruiting individuals who may be willing to be a part of this committee or a volunteer. 10.4 In regards to the outline used to describe the Council goals and project status, Councilor Bjelland suggested that the form include a column that would identify the departments involved in working on the goals and time line for completion. Page 3 - Council Work Session Minutes, January 20,2007 'l" ..... - T I COUNCIL WORK SESSION MINUTES January 20,2007 TAPE READING 11.5 Community Engagement and Communications: Administrator Brown stated that the City's website is expanding and it will give us the ability to do e-commerce. A renewal contract with WCA T for filming will soon be before the Council and it will allow for expansion of television service for marketing City programs. Another communications source is the new KPCN radio show "City Life" which will begin in February 2007 and will air monthly. In his opinion, the City's ability to communicate with the public has been making a lot of progress but he also realizes that there is room for more expansion. Mayor Figley stated this goal has been on the list over the years, however, we now have a staff member with the technological expertise that has moved the city forward on communications. The City needs to continue to advance in the field of communications for the purpose of being accessible to the citizens of our community on a daily basis. The new state-of-the art police facility forces the City to upgrade the telephone system and to make some other technological changes so that City departments can continue to communicate between City facilities. Councilor McCallum suggested that customer service training be made available to all employees and funds be budgeted for a facilitator to provide the training or for the City to design its own program utilizing a staff member as the trainer. Administrator Brown agreed that there is room for improvement and he would like to do this training on a city-wide basis. He expressed concern on hearing that the City does not have good customer service when he sees and/or hears key front line staff members displaying good customer service skills. He would like to know which department(s) or individuals seem to have poor customer service skills so that staff can evaluate the concerns and work on improving the customer service skills in the specific area of concern. Discussion was held on whether it is it the individual or the policy that creates the dissatisfaction and if the problem can be isolated, then it will be easier to deal with the situation. Additionally, dissatisfaction has been expressed when staff does not respond back to the customer in a timely manner. It was noted that it is important to instill into the employee the attitude that they should try to solve the customer's problem even though the answer the customer receives is not the answer the customer was looking for. 28.0 Administrator Brown stated that he had discussed with Community Development Director Allen the need for the planning department to provide more specificity to a customer as to what it will take to complete an application and, as a result, Director Allen has put into place a process that gives applicants a list of items that need to be submitted with the application. Once the application is deemed complete by our staff, the City has 120 days to process the application. Discussion was held regarding the size of a project and what level of staff involvement should take place when a property owner or developer comes to the City with a potential project. It was suggested that sizable projects be charged a preliminary application fee whereas small homeowner projects, such as an addition or remodeling project, would be Page 4 - Council Work Session Minutes, January 20,2007 "., -...... ,. I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING provided a document with a list of Frequently Asked Questions outlining what can and cannot be done in lieu of the preliminary application fee. Applications involving a land use action such as a site review, roadway, landscaping, etc., would trigger the formalized pre-application meeting process. Tape 2 Mayor Figley felt that, with the Community Development Director on staff, the Council needs to finish the review of all of the unintended consequences in current land use ordinances and then make a policy decision as to how to deal with those issues. Councilor Cox questioned the status of evaluating the formulas to determine system development charges. Administrator Brown stated that staff is in the process of re-evaluating fees and the Council will need to address how much the City is willing to pay for development. The current ordinance provides developers with an appeals process on the preliminary costs and there is some flexibility built into the ordinance. 10.5 Revitalize Downtown Woodburn: Mayor Figley stated that this goal is a work in progress and progress is taking place in the downtown area. Administrator Brown stated that everything relies on the Downtown Plan which will take about 10 months before it is completed. The goals relating to the Capital Improvement Program (CIP), design program, developing commercial and residential rehabilitation guidelines, developing guidelines for residential assistance, and initiating short term and longer term borrowings will follow the completion of the plan. He stated that the problem he is now facing with urban renewal is that all available funds are going into the Front Street project and it will be a couple of years before additional urban renewal funds would become available. In regards to the 347 Front St property owned by the City, he is looking at the potential sale of the property since the City cannot afford to complete the interior work. If the City elects to sell the property, there will be some restrictions placed on the purchaser as to what can be done with the property. 16.5 Pursue Economic Development: Administrator Brown stated that staff has been focusing on the urban growth boundary expansion and the items under this goal have not been worked on to date. This goal will be carried forward to 2007-09 with some changes to the list which will be discussed in more detail as part of the 2007-09 proposed goals. 17 Develop Necessary Systems Infrastructure: Administrator Brown stated that the Council will need to turn a lot of attention to storm drain issues which is major goal of the Public Works Department. In regards to the Cable TV Franchise, it will expire in 2012 and Willamette Broadband has been expanding their service within the City. Page 5 - Council Work Session Minutes, January 20,2007 ,,, .... ." r I COUNCIL WORK SESSION MINUTES January 20,2007 TAPE READING Enhance and Improve Livability: It was noted that the Livability Task Force no longer meets which is the group that worked on the property maintenance recognition activities. 21 Councilor McCallum suggested that there does need to be some ordinance reviews relating to this goal. He suggested that the City continue the residential rehabilitation program to assist low-income property owners with making necessary improvements. Councilor Cox questioned if the median strip in front of the High School has been completed. Administrator Brown stated that Public Works has installed the irrigation system and planted the trees but the flowers will be planted in the spring. 25 Discussion was also held on revisions to the sign ordinance since a recent court ruling on On-Premise/Off-premise sign requirements have been determined certain provisions relating to these sign requirements to be unconstitutional. City Attorney Shields stated that he has been working with a group of attorneys to develop a model sign ordinance that would meet all legal requirements but the City would still need to determine what provisions they would want to include in our specific sign ordinance. Councilor Cox questioned if the City completed an inventory of what signs were in place at the time the sign ordinance was originally adopted since the ordinance does include a grandfather clause. Administrator Brown stated that the department has done an inventory of signs and has completed a preliminary review of the sign ordinance with respect to making some revisions from an operational standpoint. There will need to be some coordination with Attorney Shields before any revisions are proposed to the Council. Discussion was also held regarding the City's non-membership in the Council of Governments (COG) which has limited the City's ability to obtain some Community Development Block Grant funds, however, Administrator Brown stated that he will continue to evaluate this issue and, if it is in the best interest of the City, he will make a recommendation to the Council to become a member of COG. He stated that his preference would be to pay an administrative fee to COG for administering a CDBG grant rather than requiring the City to be a COG member. 35 Manage Growth: Items under this goal included completion of Comprehensive Plan and Transportation System Plan amendments, urban renewal, urban growth boundary amendments, development code updates, initiation of site-specific urban growth boundary expansions, and annexation of key properties inside the urban growth boundary as opportunities arise. No comments were made by the Mayor or Council on this goal. Page 6 - Council Work Session Minutes, January 20,2007 ,.. ''''l ... T ! COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING Museum Development: It was noted under the status of this goal that no effort was extended during 2005-07 to pursue these goals. Park Development: Items completed under this goal included construction of Heritage Park ADA improvements, completion of the partially completed ball field at Centennial Park, completion of the Greenway Master Plan, and a playground was built in Nelson Park utilizing grant funds through KaBoom and Burlingham Trust. The master plans for Legion and Settlemier Parks will be presented to the Planning Commission in the spring of 2007 then forwarded to the Council for review. 37 Team Building and Employee Development: Councilor McCallum questioned the status of the employee recognition program. Administrator Brown stated that this program has not been done for a couple of years but would like to continue it this year to recognize employees for their work and years of service to our community. Brief discussion was held regarding the need to continue with employee training and efficient service delivery to residents of our community. 39 Develop Technology Infrastructure: Administrator Brown stated that the City is moving forward in the telecommunications field with current providers being Willamette Broadband, DataVision, and Qwest. 41 Plan and Deliver Transportation System Improvements: Councilor Cox stated that he had missed the meeting on the Front Street project and he is not happy with the proposal to require utility undergrounding that would result in an increase in the electrical bill to all rate payers. He felt that the urban renewal project was sold to the public as a self-supporting program and charges on the utility bill to pay for the undergrounding project specific to the urban renewal project result in the urban renewal program not being self-supporting. He felt that the project should be delayed until the Urban Renewal District can afford to pay for all utility undergrounding costs or the undergrounding portion of the project be scaled back to what can be paid for through urban renewal funds. Administrator Brown stated that the City has a right under the franchise agreement to require undergrounding but the decision to charge the rate payer is a decision PGE may be making in order to recover the costs they will be incurring to do the undergrounding project that is outside of the urban renewal district boundaries but yet necessary to connect all of the electrical lines. He expressed his opinion that the project will look better with all of the undergrounding done and he would like to see this project move forward toward completion. Page 7 - Council Work Session Minutes, January 20,2007 ". 'lIf"'- " I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING Brief discussion was held on this issue, however, this issue will be discussed in more detail at a future Council meeting. Side B 6.0 Fiscal stability: Councilor Cox suggested that the goal to promote fiscal accountability among all city employees be removed since it has not been implemented as of this date. Increase Participation in the State and Federal Legislative Process: Items under this goal include increased coordination with LOC and State/Federal legislative delegations on matters of interest to the City, and positions taken on matters of pending legislation of potential impact to the City. There were no comments made on this goal. 7.6 Evaluate City Facilities for Retention, Expansion, Acquisition, and Relocation: Councilor Lonergan inquired as to how long it may take to begin a Library expansion proj ect. Administrator Brown expressed a desire to at least have Phase I final design and funding in place within the next couple of years. Councilor Cox stated that financing will be the difficult portion to accomplish on both the Community Center and Library expansion projects. Mayor Figley suggested that the addition to the Aquatic Center will make the project more sellable to the community since it will make the pool facility more like the original vision when it was first designed. In the meantime, Wellspring is providing some programs that will help to fill a gap at this time, and with our rapid growth of population, the public may be more willing to look at a funding public facilities in future years. The Mayor also suggested that the Administrator look into evaluation of city properties to see if the city shops can be moved to a location other than the downtown area. Administrator Brown stated that once the Public Works Director does retire, he would like to evaluate and potentially reorganize the department by hiring a Director to provide oversight and have Manager positions created within the various public works divisions to work under the direction of the Director. 14 Encourage and Employ Sustainable Practices: Administrator Brown suggested that the City look at options available in using alternative fuel, including bio-diesel, and hybrid vehicles. Brief discussion was also held on the new recycling program and the amount of recycling that is being done by the residents now that co-mingled recycling is in place. Page 8 - Council Work Session Minutes, January 20,2007 ". ..',.... 't I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING 19.4 VISION STATEMENT: Mayor Figley solicited comments from Councilors on the current vision statement. Councilor McCallum stated that he would like to see a statement that deals with public safety and suggested that the small town reference be deleted since Woodburn is the third largest city in Marion County. Discussion was also held on the vision statement reflecting the goals of the City, addressing a social concept rather than focusing on the population and/or size of City, and promoting tourism. 29.4 The following revised Vision Statement was agreed upon by the Mayor and Council: Woodburn will be a safe, vibrant, full-service community. Woodburn will be a community of unity, pride, and charm. It will be a sustainable, but technologically advanced community with a functional multi-modal transportation system. Woodburn will thrive as a regional focus for the advancement and enjoyment of the arts, culture, leisure and recreational activities. Woodburn will be a great place to live, work, and visit. 30.9 ORGANIZATIONAL VALUES: Administrator Brown provided examples of organizational value statements from other cities for the Council to consider in establishing their own list of values. He felt that it is important to establish organizational values for City employees in that it gives them a code of conduct in doing business and, in the training process, it will also work with the operational aspect of the values. He reviewed his list of proposed values which includes honesty, integrity, accountability (fiscal and for their actions), service (professional and responsive), responsible, caring and commitment, open, teamwork, honor diversity, creativity and innovation. Mayor Figley stated that she liked the format of the City of Austin's organizational value statement since it is concise. It was the consensus of the Mayor and Council that Administrator Brown put his list of organizational values in writing using the City of Austin as a style guide. 37.2 PROPOSED GOALS FOR 2007-09: Administrator Brown distributed copies of his proposed goals for Mayor and Council discussion. He stated that the proposed goals have been updated whereby completed projects in the 2005-07 list of goals have been eliminated and new goals for consideration have been included on the 2007-09 list. **Due to a tape recording error, tape #3 was blank and the following minutes have been summarized based on notes taken at the work session.** Page 9 - Council Work Session Minutes, January 20,2007 'T" ..... T I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING PROVIDE BROADER RANGE OF QUALITY, AFFORDABLE, YOUTH ACTIVITIES: Included under this goal is evaluating, developing, monitoring structure and quality of activities and programs; seek funding to support and/or offset program costs; develop partnerships with non-profit/public/faith-based agencies; make better use of city facilities such as the skatepark and the aquatic center to offer new activities; avoid and/or eliminate duplication of effort with other programs; and implement on-going customer satisfaction survey for programs and activities. Administrator Brown mentioned that staff is looking into the possibility of having classes available at the skatepark to teach interested youth skateboarding thereby making the facility available to more youth in the community. Within the aquatic center, classes could be expanded to include such sports as scuba diving and kayaking rather than limiting classes to traditional programs such as swim lessons and water aerobics. Mayor Figley reminded the Council that once the Foundation is in place and donations received, the City could request funding through scholarship programs to pay for all, or a portion of, activity fees associated with a particular class or sport. Administrator Brown stated that during his interviews for an Aquatic Center Manager, he had asked the applicants what the recovery target (revenues versus expenses) should be in a public aquatic center and most applicants had indicated that a 50% recovery rate is a reasonable expectation. To date the City has not reached that level and the City needs to evaluate programs and charges in order to get to this target figure in addition to looking at options available to maximize the use of the aquatic center by offering more programs and restructuring time availability. He also stated that marketing is a key component in achieving this goal and the City needs to look at budgeting funds for this purpose. It was the consensus of the Council to pursue all of the bullet points under this topic in addition to finding other means to communicate programs to the public. Provide Broader Range of Self-Supporting Adult Activities: Proposed goals under this bullet point include surveying the community to determine the demand for adult programs; develop opportunities to meet the un-met demand for self- supporting adult programs and activities; avoid duplication of programs offered by other agencies; and implement an on-going customer satisfaction survey for programs and activities. Administrator Brown briefly discussed the Retired Senior Volunteer Program (RSVP) and the attainment of a VISTA volunteer whose work entails the development of a city- wide volunteer database. He stated that this goal list is a continuation from 2005-07 and suggested that the Council look carefully at this goal and focus on what realistically can be done over the next two years. Page 10 - Council Work Session Minutes, January 20,2007 '!" .". . T I COUNCIL WORK SESSION MINUTES January 20,2007 TAPE READING Celebrate Culture and Diversity: Proposed goals under this bullet point include continued participation as a planning partner in the Christmas, July 4th, and September 16th (Mexican Independence Day) celebrations; provide financial support through Transient Occupancy Tax (TOT) grant for eligible activities; limit City involvement to provide locations such as parks and downtown plaza pursuant to applicable rules and regulations, indemnification, and limited staff support; and establish organized use of the Downtown Plaza and other City parks by actively looking for and scheduling performers, activities, and events. Administrator Brown stated that the goal relating to the use of the Downtown Plaza and City parks had been overlooked with focus on program activities. With the recent hiring of a Community Services Director, this goal will be addressed by the department. Councilor McCallum questioned the status of constructing the Gazebo in the Downtown Plaza. Administrator Brown stated that $19,000 has been raised to date of the $50,000 match requirement. The Burlingham Trust has committed $50,000 to this project but he was unsure as to how long this commitment would be honored by the Trust. He stated that he continues to look for grant opportunities but is hopeful that once the Foundation is in place and funds become available, the City would be able to submit funding requests for the remainder of the match requirement. The Council took a recess for a lunch at 12:00 p.m. and reconvened the workshop at 12:45 p.m. Community Engagement and Communications: The proposed goals under this bullet point include continuation of language translation services in City offices and public meetings; emphasize customer service; provide non- financial support to a Chamber of Commerce Citizens Academy; improve staff capability and consciousness through training and recognition; increase use of video production, community access television, and internet to educate and inform citizens; actively market the City; update telephone system to answer frequently answered questions; augment public information and advertising activities in local newspapers with other publications and in other media; develop radio programming for KPCN radio; complete the City's website upgrade; provide for e-commerce; install customer self-help computers in strategic locations; and complete the volunteer clearinghouse and coordination project. Administrator Brown stated that language translation has been working out very well and, since staff has found that there is minimal translation needs for the Russian language, he took it off the list for 2007-09. Councilor McCallum commented on potential use of the Chamber newsletter as an additional source in communicating with the community. Administrator Brown briefly reviewed the Citizens Academy proposal and how it would enhance the City's ability to communicate with the residents by letting them know what Page II - Council Work Session Minutes, January 20,2007 'l" ..,. ." r I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING the City is doing in addition to receiving feedback from the citizens. He briefly reviewed the Volunteer clearing house project being worked on by a VISTA volunteer which would provide for a list of volunteers and tools/talents they would be able to provide in whatever project that may arise within the City. He expressed his feeling that this would be an effective way of finding and putting volunteers to work but reminded the Council that the list will need to be updated periodically to maintain an active volunteer pool. In regards to the self-help computers, he proposed that computers be installed at key locations within the City that would give citizens the ability to search certain City records, maps, permits, etc., independently rather than relying on having to contact City staff for the information. Councilor Bjelland stated that he had asked Administrator Brown to look into the possibility of having the agenda packet onto a computer flash drive which would then be distributed to the Mayor and Council rather than providing the paper agenda packets. The City would provide laptop computers that would be used only for City business. Additionally, past and current information could be stored on the laptop thereby providing accessability to information pertinent to the issue being considered by the Council. Administrator Brown stated that, in addition to eliminating a lot of work related to copying and collating paper copies of the agenda packet, it may also be possible for the Council to link into the City's archival system which would provide substantially more accessibility to City records. He stated that there would be at least two copies of the agenda printed but the majority of the document would be available electronically. Following discussion on the proposal, it was agreed upon to pursue using laptops provided that a paper copy of the agenda would be made available ifrequested by the Mayor or a Councilor. Administrator Brown stated that his initial findings on the cost of this proposal ranges from $3,500 to $5,000 and he will be looking into this proposal in more depth as part of the budget process. Discussion was held regarding communication of City issues and/or activities with City non-managerial workers so that they can share information with the public as the need anses. Administrator Brown stated that he has discussed this issue with department managers and he agreed that it is important to have the department heads share information with their employees but he does not check to see if it is being done by the department heads. Councilor Cox stated that it was umealistic to expect all employees to know details of what is going on in the City but those that do have direct contact with the public should have some basic information available that can be shared with interested citizens. Revitalize Downtown Woodburn: The proposed goals under this bullet point include completion of the Downtown Plan which encompasses the downtown area and east of the Railroad tracks and Young Street; complete Comprehensive Plan and Zoning Amendments as applicable; establish design Page 12 - Council Work Session Minutes, January 20,2007 'l" .".. .. T I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING guidelines; initiate Commercial Rehabilitation Loan / Grant program; continue to seek grants to offset project costs and extend urban renewal funding; seek funding to complete renovation of and/or evaluate potential sale of the 347 N. Front Street property; fund, design, and build the Gazebo in the Downtown Plaza; implement the Urban Renewal program which includes revision of the one-year capital budget, develop six-year Capital Improvement Program, construct Front Street project and underground utilities, and complete the Alley project between Garfield and Cleveland Streets. Administrator Brown stated that a consultant is currently working on the Downtown Plan which will include traffic circulation, however, it will most likely take two years to complete plan and go through process to establish the design guidelines. Goals relating to funding issues for rehabilitation of buildings, the Gazebo, and completion of Front Street project are ones which may be more difficult to complete within the next two years. He also stated that he will be meeting with an individual within the near future regarding potential sale of the City property located at 347 N. Front Street. Councilor Cox spoke briefly on the Front Street project and he expressed his concern about the cost associated with the undergrounding of utilities since the portion of the cost to be absorbed by Portland General Electric (PGE) will, most likely, be passed onto the rate payers. He suggested that undergrounding the utilities be removed so that the rate payers do not get charged for this project cost, however, if it is approved by the Council, then the urban renewal district pay the full cost for this improvement. Councilor Lonergan stated that a lengthy discussion was held at the workshop relating to the costs to underground the utilities and options available and he felt that the rate adjustment that may be passed onto the ratepayer was minimal compared to the aesthetic value that underground utilities would provide to the area. He also mentioned that he did not want to lose the on-going police presence in the downtown area now that the Police Department has moved from the downtown area to the new facility. It was noted that there continues to be a goal relating to police presence in the downtown area under the goal heading of providing a safe and secure community. Tape 4 Side A .1 Pursue Economic Development: Proposed goals under this bullet point include implementation of Urban Renewal Programs; managing Comprehensive Plan industrial land master planning requirements; adopting and implementing a Public Investment plan; determine and organize for business recruitment possibilities; partner with the Chamber and Commerce and Woodburn Downtown Association (WDA) to recruit and train businesses; and conduct a needs analysis of Highway 99E commercial area as basis for transportation improvements, renewal, and business recruitment. In regards to Highway 99E, Administrator Brown stated that he would anticipate the need to do a study or development plan before the City would contribute to improvements Page 13 - Council Work Session Minutes, January 20,2007 'T" '9.'1 T I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING along Highway 99E in an effort to enhance the commercial area along this major highway. Administrator Brown also suggested that the City needs to adopt a public investment plan in order to get development in Woodburn. To market for businesses in the Highway 99E area, it will take a coordinated effort with the Chamber of Commerce. In regards to the Public Investment Plan, Administrator Brown stated that this plan would develop a strategy to determine what needs to be done in order to get development in Woodburn and this plan follows the recommendation within the Economic Development Strategy. 14.0 Develop Necessary Systems Infrastructure: Administrator Brown stated that planning for the circulation system for the roadway around the City will need to begin if the urban growth boundary is expanded. Other large public works projects involve evaluation of options to address Federal regulations on water quality and water temperature reductions as it pertains to wastewater; evaluating options, analyzing and adopting revised rates in both water and wastewater; and completion of storm water cost allocation and funding recommendations. He also proposed continuation of developing I-net capabilities since the fiber is laid but what is now needed is the connections to city locations. A user group has been formed to determine good uses for the I-net. Councilor Cox questioned if staff is looking at on-line bill pay for customers. Administrator Brown stated that on-line bill pay is under e-commerce and staff is currently working on that project. Improve the Appearance and Quality of Community: Administrator Brown stated that he had taken the previous Livability goal and broke it down to (1) improve the appearance and quality of the community and (2) provide a safe and secure community. Under appearance and property maintenance issues, code enforcement-related ordinances pertaining to peddler's license and animals need to be revised and there is a need to promote public awareness of all code requirements. Another proposed project is to initiate an Urban Forestry Program which will include a survey of existing right-of-way and historic trees, developing a tree replacement strategy and schedule, and developing a public information program. The purpose of this program is to take a more active role in maintaining the trees which are located in the public right-of-way. In regards to the Housing Ordinance, Administrator Brown stated that the City does not have a housing ordinance which would address issues pertaining to safety and health issues and this ordinance would be different from building code requirements for construction. He stated that the Building Department is in the process of gathering preliminary information on what it would take to implement this type of ordinance. If this type of program is adopted, then the General Fund will be responsible for funding the Page 14 - Council Work Session Minutes, January 20,2007 T" "fl,' " T ! COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING program since it is not the responsibility of the Building Department. Councilor Cox commented on how this ordinance is a good tool to have in place for the purpose of getting below standard homes brought up to a livable level. In most cases, complaints or observed situations will initiate the process to investigate for violations. Provide a Safe and Secure Community: Administrator Brown stated that the Police Chief is working on attaining accreditation which ensures that the City is implementing best practices by raising the skill and consciousness level of officers and standardizes the procedures. Chief Russell would like to continue his work on Strategic Planning with a goal to implement policing districts and information based policing. Another program Chief Russell would like to include on the list is developing and implementing a Police Reserve or Cadet program. The Police Department is the lead department in completing the Emergency Management System Development. The City is now under the National Incident Management System (NIMS) in order to be eligible for continued federal funding and it requires the City to develop more coordination of activities with the Fire Department & Ambulance service. Other goals include (1) the development of a City wireless plan to meet federal law requirements which will go into effect in 2012, (2) participation in the development and implementation of the Weed N Seed program which did get through the Attorney General's office but there is only an 11 % chance that the program will be funded, (3) increase patrol activities in the downtown area, and (4) increase drug abuse awareness activities. 34 Councilor McCallum stated that there had been a list of ordinances to review on a periodic basis and he requested that a list identifying, and prioritizing, those ordinances that are in need of an update be provided to the Mayor and Council. Councilor Cox requested an update on the revenues generated by the new business ordinance since original revenue projection was for 3 times higher than what the City had been receiving in addition to a substantial increase in the number of licensees. Administrator Brown stated that they had originally projected an additional 800 businesses, however, many were duplicate businesses or no longer in business. The City had been collecting about $19,000 annually and, under the new ordinance, it is estimated that the City will receive $30,000 annually which is only half of the initial revenue projection of $60,000. To date, some businesses have not responded and the next step is to have Code Enforcement visit the businesses for compliance. Side B Manage Growth: Administrator Brown stated that staff will need to look at the impact of Measure 37 on various city codes. To date, the City has only one Ballot Measure 37 claim which is still in litigation. Page 15 - Council Work Session Minutes, January 20,2007 'l" 'It.,..'I> T I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING Councilor Cox strongly urged that the City look at concurrence ordinances developed in other communities. It was the consensus of the Mayor and Council to include evaluation of a concurrence ordinance on the list of goals. Administrator Brown stated that review of the system development charges (SDC's) and the Transportation Impact Fee (TIP) are underway and will be completed within the next two years. In regard to the Comprehensive Plan Amendments and Urban Growth Boundary expansion, once approved, the Community Development Department and Public Works will manage these programs and plans. 7.3 Park Development: Administer Brown stated that Park Development is an area that needs to be brought current. The Recreation and Park Board would like to make more progress in park development which is why the list of goals provides for a number of projects. The City is currently in the process of working on pre-design of a Community Center which includes identifying funding sources for a new facility. Within the next two years, staff hopes to be able to construct the expansion to the Aquatic Center and complete the a cultural arts center design, however, the City may not be able to build the arts center by 2009 due to funding issues. There is one more ball-field to be built in Centennial Park and grant source funding is being researched rather than using General Fund resources. With the completion of the Greenway Master Plan, projects now include sequentially to develop the Hermanson Pond complex and the pedestrian / bicycle trail along the greenway. Staff is looking at various options that could include wetland mitigation tradeoffs within the City. He stated that he would like to continue working on the trail project since the Board is very interested in seeing this project become a reality. The master plans for Legion and Settlemier Parks need to be updated so that a roadway can be built along the north side of Legion Park which will serve as a second access to the new Police Facility. The Community Development Department is working on this project and will soon be taking it to the Planning Commission followed by submittal to the Council for review. Once the urban growth boundary expansion is approved, the Parks plan will need to be updated followed by revisions to the system development charge (SDC) methodology. Administrator Brown stated that the goals beginning with revision to the Centennial Park master plan are goals he would like to see accomplished but may not be able to proceed with during 2007-09. In addition to the Centennial Park master plan, these goals include renovation of one playground each year, identifying fund for and initiating Legion Park renovation, identifying funding for and complete Settlemier Park acquisitions and renovation, and identify funding for Burlingham Park renovation. 16.8 Team Building and Organizational Development: Administrator Brown briefly reviewed his list of proposed goals which includes continuation of current activities, continuation of the Employee Recognition program, completion of the Community Services re-organization, re-organization of the Public Page 16 - Council Work Session Minutes, January 20,2007 9' ..~. "" ,. I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING Works Department either before or after Public Works Director Tiwari retires, recruitment and hiring of an Assistant City Administrator, organizing departments for efficient delivery of service, targeting funds for employee training, incorporate diversity training into a new-hire program, develop additional employment contracts with middle managers, and complete bargaining with our union groups. He stated that most of the middle manager positions are within public works and he hoped to accomplish this goal within the next two years. In regards to the union contract, the Police Association contract will expire in 2008 and the contract expiration date for AFSCME is dependent upon the outcome of the negotiations on the current re-opener. 23.5 Develop Technological Infrastructure: Administrator Brown stated that he had left the telecommunications goal on the list since high-speed internet, WiFi, and I-net capabilities continue to evolve. Councilor Bjelland also suggested that the City continue to look at the VOIT telephone system sometime during the next two years and it was the consensus of the group to add this goal to the list for evaluation. In regards to the City GIS system capabilities, both Public Works and the Community Development Department would like to see updates to our current system. Administrator Brown also mentioned that he would like to take better advantage of technology and invest in tools that would allow staff to be more efficient in performing their work. 27.3 Plan and Deliver Transportation System Improvements: Administrator Brown stated that he has split this goal into two groups - regional and local improvements. Under regional, goals include establishing local improvement districts for Front Street, Tout Street, Alley improvement projects, and for paving unpaved streets; completion ofBoones Ferry, Country Club, and Front Street projects; seek funding for I-5 interchange and Highway 214 widening projects; analyze and modify system development charges (SDC's) to fund City's cost share of interchange project; establish funding agreement with properties within the interchange management area; evaluate transit service expansion options; partner with ODOT to a develop park and ride facility near the I-5 interchange; and construct the sidewalk adjacent to Highway 214 from the High School to Progress Way. Discussion was held regarding formation of a local improvement district to assess property owners for a share of costs associated with alley improvements between Garfield and Cleveland Street that would include undergrounding of utilities. In regards to the improvement of the Boones Ferry Road / Settlemier Avenue/ Highway 214 interesection, the most recent information received is that this project will be done this summer. Administrator Brown also stated that he has asked our SDC consultant to look at zones of development for establishing SDC's for new development that would be based on proximity to I-5 in addition to looking at current methodology practice. Page 17 - Council Work Session Minutes, January 20,2007 .,. '.t'... .... I COUNCIL WORK SESSION MINUTES January 20,2007 TAPE READING Discussion was held on the interchange management area and establishing funding agreements with properties inside the area for cost sharing of improvements. Discussion was also held on evaluating operational and financing options relating to expansion of our transit service which will include discussions on establishing a transit district. Councilor Cox stated that he is interested in seeing information on the level of usage of our current program versus the annual cost for providing the program. Administrator Brown stated that he would like to have Public Works address this issue, however, the City does have some transportation planning requirements as we approach a population of 25,000. The expansion of service would get riders to locations that would connect with larger transit services in addition to other improvements in the system that would generate more ridership. Tape 5 6.6 Administrator Brown stated that the City has been asked to give ODOT a letter of support for the Park and Ride facility since the Eugene area beltline project turned back about $15 million which will now be divided up amongst the Regions across the State. Region 2 will receive about $2 million and the money needs to be dedicated to projects that can be built within the next two years. If the Park and Ride facility is funded, there will be funds leftover from this project that can be used to purchase right-of-way associated with the I-5 interchange project. It was also noted that the Oregon Transportation Commission (OTC) is interested in seeing that this project move forward. It was the consensus of the group that Administrator Brown write a letter to ODOT in support of the project. Administrator Brown stated that the sidewalk project is scheduled to be completed and grant funding has been obtained to complete the project. In regards to Local improvements, the list of goals include paving an unpaved street; installing curbs and sidewalks on some streets as needed; get projects ready in order to seek grant opportunities; develop pathways in the greenways; and complete the Hardcastle A venue rail alignment which is part of the Front Street project. He stated that Public Works had also included under local street improvements urban renewal projects involving Harrison and Hayes Street, however, these projects would come off of the list if the Downtown Plan suggests something other than what is currently in place. He stated that he would be taking the Hayes Street / Settlemier Avenue intersection re-alignment project off the list since it will not be completed within the next two years. 11.8 It was the consensus of the group to add to the list evaluation of the re-opening of Fifth Street south of Highway 214. Page 18 - Council Work Session Minutes, January 20, 2007 ",," ""1'" -.f. T I COUNCIL WORK SESSION MINUTES January 20, 2007 TAPE READING Enhance Fiscal Stability: Administrator Brown stated that he has instructed Finance Director Gillespie to look at a 3 to 5 year revenue and expenditure forecast as a planning tool particularly as the City begins to look at new and expanded facilities. 17.1 Continue to Participate in State and Federal legislative process: Administrator Brown stated that his proposed goals in this area would involve continued coordination with the League of Oregon Cities and State / Federal legislative delegations on issues of interest to Woodburn, and continue to take positions on matters of pending litigation that would have potential impact on the City. 23.0 Facility Development: Goals under this category include completion of the Community Center pre-design and site selection project; finalizing design and obtain funding for Phase I of the Library expansion project; marketing the Community Gardens property; update the Parks master plan; remodel City Hall to increase security and efficiency; adopt the Legion Park and Settlemier Park master plans; design and build the access road from Park Avenue to the new Police facility; seek funding for greenway projects; complete the start-up for the Foundation; oversee the Aquatic Center expansion; relocate Municipal Court and the court office; and expand the Community Development and Building Division space. Administrator Brown stated that he would like to market the Community Garden property this year since all of the land use changes have been made in order to make it available for sale as surplus purchase. Within City Hall, he would like to do some remodeling which will include increasing building security for our employees. In regards to the access road, he stated that he is working toward getting the road constructed this summer but the Legion Park master plan needs to be adopted before the stadium can be removed. The road would parallel the north property line of Legion Park and it is necessary to complete the land use conditions placed on the City as part of the Police Facility project. In regards to Municipal Court, he has been in contact with the owners of Mall 99 to lease office space thereby allowing the Judge to consolidate Justice and Municipal Court operational areas. Judge Zyryanoffis in favor of this proposal and he is waiting for the management company to provide him with rental information. The space that would be vacated by Municipal Court would then be occupied by the Building Division since expansion of the urban growth boundary will create a need for more office space. Additionally, the Community Development Department already needs more space and he would like to keep the planning and building divisions together, and connected to, the Finance Department for customers to make their payments. Mayor Figley stated that when the urban growth boundary does expand, there may be a need for another planner and more building department staff to handle the increased workload. Page 19 - Council Work Session Minutes, January 20, 2007 'T" ..".. ~. t I COUNCIL WORK SESSION MINUTES January 20,2007 TAPE READING Administrator Brown stated that he has added the evaluation of the McNulty property for public works shops to the list of goals. 38.6 Encourage and Employ Sustainable Practices: Administrator Brown stated that procurement procedures have not been revised as of this date to reflect any sustainability measures which is why he has left it on the list. Staff training is an on-going goal but more work needs to be done in this area. He stated that he would like to conduct an energy audit of all City facilities and this work can be done at minimal expense through the State. In regards to motor vehicles, he has included a goal to establish policies requiring purchase of only hybrids and energy efficient gas-powered vehicles and it will most likely apply to the Police Department and Public Works. Staff will also look into converting heavier vehicles over to bio-diesel. Another goal is to construct new, and renovate existing city buildings, to LEED's standards (United States Green Building Council Leadership in Energy and Environmental Design). Lastly, goals include the City's continuation of recycling materials, support recycling programs, and evaluate a waste-to-energy conversion to see if there is a way to generate power at the wastewater treatment plant and use that as an offset to the cost of the facility. Side B Administrator Brown stated that he would like to give Department Heads an opportunity to review the goals and provide input on what they feel can be done at a net cost. This would include a complete evaluation of their existing operation to see what may need to be done without asking for new resources and, if applicable, provide information on what current work would be either less of or given up as a result of accomplishing the goal. Councilor Bjelland felt that it would be helpful to have timelines for both the beginning and ending of the goal over the next two year period. Administrator Brown also suggested that the meeting with the Department Heads would be the latter part of February or early March and it may work better to have a couple of meetings to go through the goals rather than one lengthy meeting. The Council was in agreement with having more than one meeting to review the goals with the Department Heads. 5.6 The work session concluded at 3 :30 p.m.. . I. APPR~ .. /1<'<-~ -b~,~+ Mary T nant, Recorder City of Woodburn, Oregon .----- '\ ATTEST Page 20 - Council Work Session Minutes, January 20,2007 'T" ".-.., ... fl