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Agenda - 10/08/2007 CITY OF WOODBURN CITY COUNCIL AGENDA OCTOBER 8, 2007 - 7:00 P.M. KATHRYN FIGLEY, MAYOR WALTER NICHOLS, COUNCILOR WARD 1 RICHARD BJELLAND, COUNCILOR WARD II PETER MCCALLUM, COUNCILOR WARD III JAMES COX, COUNCILOR WARD IV FRANK LONERGAN, COUNCILOR WARD V EUDA SIFUENTEZ, COUNCILOR WARD VI CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: A. The Woodburn Public Library Board meeting is moved from October 10 to October 17 at 7 p.m. in the Council Chambers. B. The Woodburn Memorial Aquatic Center will be closed for annual maintenance from October 11 through November 4. C. The Woodburn Public Library is having a "Food for Fines" event. From October 1 through October 14, the library will waive fines for overdue books when a patron brings in food for the Aware Food Bank. Contact library personnel for specific information on items needed. Appointments: None. 4. PROCLAMATIONS/PRESENTATIONS Proclamations: A. Carmen Ramirez 1 B. International Credit Union Day 2 C. Community Planning Month 3 Presentations: None. uHabra inrerpretes llisponibles para aque{{as personas que no bablan Ingles, previo acuerllo. Comuniquese al 15031 980-2485:' October 8, 2007 Council Agenda Page i 5. COMMITTEE REPORTS A. Chamber of Commerce B. Woodburn School District 6. COMMUNICATIONS None. 7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council consideration not already scheduled on the agenda. 8. CONSENT AGENDA -Items listed on the consent agenda are considered routine and may be enacted by one motion. Any item may be removed for discussion at the request of a Council member. A. Woodburn City Council minutes of September 24,2007, regular 4 and executive session Recommended Action: Approve the minutes. B. Woodburn Recreation and Parks Board draft minutes of 11 September 18, 2007 Recommended Action: Accept the draft minutes. C. Woodburn Planning Commission draft minutes of September 27, 14 2007 Recommended Action: Accept the draft minutes. D. Building Activity for September 2007 Recommended Action: Receive the report. 26 E. Planning Tracking Sheet dated October 4, 2007 Recommended Action: Receive the report. 27 F. Claims for September Recommended Action: Receive the report. 30 9. TABLED BUSINESS None. 10. PUBLIC HEARINGS None. October 8, 2007 Council Agenda Page ii 11. GENERAL BUSINESS - Members of the public wishing to comment on items of general business must complete and submit a speaker's card to the City Recorder prior to commencing this portion of the Council's agenda. Comment time may be limited by Mayoral prerogative. A. Council Bill 2685 - Ordinance regulating the placement and 34 permitting of newsracks and declaring an emergency Recommended Action: Adopt the ordinance. B. Council Bill 2686 - Ordinance amending Ordinance 2399 (the 59 Business Registration Ordinance) to eliminate the exemption for producers of farm products Recommended Action: Adopt the ordinance. C. Council Bill 2687 - Resolution authorizing the transfer of 61 appropriations during fiscal year 2007-08 Recommended Action: Adopt the resolution. D. Council Bill 2688 - Resolution entering into an Intergovernmental 63 Agreement Contract Amendment with Chemeketa Community College through its Chemeketa Cooperative Regional Library Service (CCRLS) and authorizing the Mayor and Library Manager to sign said Agreement Recommended Action: Adopt the resolution. E. Parks and Recreation Master Plan Update 67 Recommended Action: Authorize the City Administrator to execute a Personal Services Agreement with Group MacKenzie for the Parks and Recreation Master Plan Update Project. 12. NEW BUSINESS 13. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These are Planning Commission or Administrative Land Use actions that may be called up by the City Council. None. 14. CITY ADMINISTRATOR'S REPORT 15. MAYOR AND COUNCIL REPORTS 16. ADJOURNMENT October 8, 2007 Council Agenda Page Hi PROCLAMATION HONORING CARMBN RAMIREZ 4A Whereas Carmen Ramirez has tirelessly and inspiringly served the Woodburn community for more than thirty five years; and Whereas Carmen demonstrated her determination to advance as a former farmworker who put herself through nursing school in her native state of Texas in the 1960s, a time when few Latinas embarked or succeeded on that path; and Whereas Carmen put her professional and personal energies in the service of community well-being as a key staff leader of Salud de la Familia (today Salud Medical Center) in its earliest years; and Whereas Carmen dedicated a quarter century of service to families, many homeless or residing in farm labor camps without access to transportation, who had no other access to medical care; and Whereas Carmen acted on her belief that fundamental change is just as necessary as community service by co-founding and hold an elected board post on the board of Pineros y Campesinos Unidos del Noroeste (PCUN), Oregon's farmworker union based in Woodburn; and Whereas Carmen was a co-founder and, since 1999 a key staff leader of Farmworker Housing Development Corporation (FHDC) , developer of the award-winning housing project, Nuevo Amanecer, in Woodburn; and Whereas Carmen advanced the cause of health education as a board member of the Oregon Breast and Cervical Cancer Coalition, the Marion County AIDS Coalition and the Oregon State HIV Planning Committee; and Whereas Carmen's example and her direct encouragement motivated dozens of Latinas in our area have overcome their doubts and insecurities and achieve success as professionals; and Whereas the Woodburn Human Rights Commission in July 2000 awarded Carmen with their Certificate of Community Appreciation for her work to "foster mutual understanding and respect among the people and cultures of the City of Woodburn, for unselfish devotion to fellow human beings and to the community;" and Whereas the Oregon Commission for Women has selected Carmen for the 2007 Women of Achievement award; and Whereas Carmen is retiring from her full-time roles as a community organizer and servant to devote time to caring for family, including four foster children whom she has now adopted. Now Therefore, the Woodburn City Council recognizes Carmen as one of Woodburn's distinguished and exemplary residents, encourages the entire community to join in that recognition, and thanks Carmen for her many and invaluable contributions to this community. IN WITNE.SS OP, I have hereunto set my hand and caused the seal of the City of rn to be affixed thi 8th day of October 2007. 1 :(.1) ,,_...,.... W~;;~,.-.~~ . h.r'-~l!Ll 1 "1 '\~.\ ,., ~Y6 ~ ~t.. ~ t; ... · ~.)}e<< -., · 1 ~J +\ U t"./.. ff -', . /..~,. '." "-....- d-~ . U, 6V.~ PROCLAMATION INTERNATIONAL CPJIDIT UNION DAY OCTOBER 18, 2007 4B WHEREAS, credit unions are not-for-profit financial cooperatives, democratically owned and operated, and founded by people working together toward economic advancement; and WHEREAS, credit unions embrace a "people helping peoplen philosophy by pooling of personal resources and leadership abilities for the good of the cooperative, empowering their members to improve their financial futures and uniting to help those in need; and WHEREAS, credit unions have demonstrated outstanding leadership throughout the communities in which they have served since they were founded more than 150 years ago; and WHEREAS, credit unions have championed the idea that people from all walks of life should have access to lower-cost financial services offered by credit unions; and WHEREAS, credit unions empower people to improve their economic situations in 97 nations around the world at over 46,000 credit unions currently serving the financial needs of more than 172 million worldwide members, including more than 7,700 members of credit unions in the City of Woodburn area associated through local, state, regional and international organizations sharing the same commitment to serving credit union members; and WHEREAS, credit unions are developing strong alliances that make financial democracy possible in many countries such as Afghanistan, Kenya, Mexico, Japan, New Zealand, Ukraine and throughout the rest of the world. NOW THEREFORE BE IT RESOLVED, that Thursday, October 18, 2007, be proclaimed as International Credit Union Day in THE CITY OF WOODBURN, that all citizens recognize the many contributions credit unions have made to the communities in this city, both tangible and intangible, through the years, and honor and express appreciation for the service and commitment of credit unions. HEREOF, I have hereunto set my hand and caused the seal of be affixed this 8th day of October 2007. 2 PROCLAMATION COMMUNITY PLANNING MONTH 4C WHEREAS, change is constant and affects all cities, towns, suburbs, counties rural areas, and other places; and WHEREAS, community planning and plans can help manage this change in away that provides better choices for how people work and live; and WHEREAS, community planning provides an opportunity for all residents to be meaningfully involved in making choices that determine the future of their community; and WHEREAS, the full benefits of planning requires public officials and citizens who understand, support, and demand excellence in planning and plan implementation; and WHEREAS, community planning provides the opportunity to create great streets, housing, business areas, and neighborhoods that provide a safe, efficient, and beautiful community; and WHEREAS, the Ame~ican Planning Association and its professional institute, the American Institute of Certified Planners, endorse National Community Planning Month gives us the opportunity to highlight the contributions sound planning and plan implementation make to the quality of our settlements and environment; and WHEREAS, the celebration of National Community Planning Month gives us the opportunity to publicly recognize the participation and dedication of the members of planning commissions and other citizen planners who have contributed their time and expertise to the improvement of the City of Woodburn; and WHEREAS, we recognize the many valuable contributions made by professional community and regional planners of the City of Woodburn and extend our heart felt thanks for the continued commitment to public service these professionals; NOW, THEREFORE, BE IT RESOLVED THAT, this month of October 2007 is hereby designated as Community Planning Month in the City of Woodburn in conjunction with the celebration of National Community Planning Month. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the Cit}j of Woodburn to e affixed this 8th day of October 2007. 3 , ",Wf' ' .~~..,,,,,.-;_.~#)j , r .l~a ~ "\{ l:t~^ '. QJ-' ~ J....... ; · ~4l<<~ · J~ +\ It ~ ~ ,/4\' 6,~,,--~~~ . r. Ct, fJ,,.,*U . ,....... SA COUNCIL MEETING MINUTES SEPTEMBER 24, 2007 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 24, 2007. CONVENED. The meeting convened at 6:30 p.m. with Mayor Figley presiding. 0015 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland ,Cox Lonergan McCallum Nichols Sifuentez Present Present Present Present Absent Present Present (6:50 pm) Staff Present: City Administrator Brown, City Attorney Shields, Police Chief Russell, Acting Public Works Director Romnan, Community Development Director Allen, Community Services Director Row, City Recorder Tennant Mayor Figley stated that Councilor McCallum was out of town on business. 0013 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn into executive session under the authority ofORS 192.660(2)(h) and ORS 192.660(2)(f). NICHOLS/COX... adjourn into executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The Council adjourned into executive session at 6:32 p.m. and reconvened at 7:00 p.m.. Mayor Figley stated that no action was taken or decisions made by the Council while in executive session. 0065 CONSENT AGENDA. A) approve Council regular and executive session minutes of September 10, 2007; B) accept the draft Planning Commission minutes of September 13,2007; C) receive the report regarding Claims for August 2007; D) receive the Community Services Department Statistics report for August 2007; E) receive th~ Planning Project Tracking Sheet report dated September 21, 2007; F) receive the report on the procedure involved in the Federal Energy Regulatory Commission (FERC)'s consideration on the proposed Oregon Liquefied Natural Gas Pipeline (LNG) project; and G) receive the report on the Fall Leaf Collection Program. Page 1 - Council Meeting Minutes, September 24, 2007 4 COUNCIL MEETING MINUTES SEPTEMBER 24, 2007 TAPE READING NICHOLS/LONERGAN... adopt the Consent Agenda as presented. The motion passed unanimously. 0092 TABLED BUSINESS - TREE REMOVAL. 217 N. SECOND STREET. BJELLAND/NICHOLS... remove the item from the table. The motion passed unanimously. o I 04 TREE REMOVAL. 217 N. SECOND STREET. Mayor Figley stated that the staff recommendation is to deny an application for removal of the two trees located on the south side of the property which abuts Montgomery Street. Additionally, the property owner had an arborist evaluate the condition of the trees earlier this year. A copy of the June 13,2007 report which was addressed to the City was distributed to the Councilors just prior to this meeting. She called for a 10 minute recess in order to allow the Councilors time to read this report. Tom Ashland, property owner, stated that he had included with the report photos of the sidewalk, curb, tree canopy of the tree on his property and the tree canopy of a healthy poplar tree. He stated that the recommendation from both arborists is to remove the trees and replace them. He did not have any additional information to add in support of the removal other than the sidewalk and the basement of the house is impacted by the tree roots. He stated that tree roots are not only surfacing on the north side of his property but they are now starting to push up the asphalt on Second Street. His main concern is the hazard of the trees. Councilor Bjelland stated that one of the staff reports recommended pruning the trees to save them and he questioned if Mr. Ashland had discussed tree pruning as an option with the arborist. Mr. Ashland stated that he had discussed tree pruning and his arborist had told him that he did not think it was feasible. The problem with the tree is shown on the photograph (Figure 3) in that the area where the tree has been topped and/or pruned in the past is very low in height compared to the current height and width of the tree. He also referenced the City's arborist report which states that the trees have outgrown the area in which the area in which they were planted. He has done considerable research regarding this tree specimen and feels that the best option would be to remove the trees and replant it with an approved street tree that is compatible with an upland area. 0370 Everett Hemshorn, 112 N. Settlemier, stated that he has lived at that location for over 35 years and during that time, he has seen a lot of the City trees disappear. The Black Walnut trees are dying due to some type of disease and in many cases, the trees are not being replaced. He suggested that the Council be careful about removing trees that are not obviously unhealthy or a hazard. If the trees are removed, he would like to see the trees replaced with trees that, over time, would become stately attractive shade trees. Mayor Figley stated that the City does have the ability to require the replacement of the trees that are removed within the public right-of-way. Page 2 - Council Meeting Minutes, September 24, 2007 5 COUNCIL MEETING MINUTES SEPTEMBER 24, 2007 TAPE READING 0510 Durrell Crays, 167 N. Settlemier, urged the Council to accept the staff recommendation on this matter and to try pruning the trees before removing them since they are older, established trees. He stated that he was forced to remove a 100-year old black walnut tree from his property this year because it had died and black walnuts are dying all over the area. These older trees are a hallmark of the City and if it is the decision of the Council to remove the trees, he would like to see a condition that the trees be replaced with something that would achieve the majesty and stature of the trees that are currently there. 05 I 0 COX/NICHOLS... authorize the removal of these trees with the appropriate conditions concerning replacement. Councilor Lonergan stated that the trees are beautiful but he has seen a lot of damage done by these trees over the years. The way the trees currently stand, he could not see where pruning would save these trees which are over 60 years old. There are two (2) arborists that both recommend that they be removed and the property owner is willing to remove the trees thereby saving the City an expense in the future. He stated that he believes in tree preservation but, in this case, feels that the trees should be removed. Councilor Nichols expressed his opinion that there are other problems such as surfacing roots which will continue to be an issue if the trees are pruned. Councilor Cox stated that he is also in favor of this motion even though he hesitates to go against the recommendation of staff. He loves the mature tree canopy, however, trees need periodic maintenance and trees have a useful life span. These particular trees are a relatively short-lived tree, are relatively brittle, have invasive roots, are not on any approved street tree list, have no structure, and, in his judgement, have overwhelmed that site. These trees have been poorly topped and pruning the trees will only continue with the existing problem of being a potential hazard. Even though the trees are not diseased, they are infested with English Ivy which will eventually cause the death of a tree. Both arborists agree that the trees are hazardous and have recommended removal. Mayor Figley stated that many of our mature trees are reaching the end of their life span and is concerned with potential hazardous conditions with weak limbs falling to the ground. She strongly urged the Council to require replacement trees from the City's approved list of the appropriate size if the decision is to remove the trees. Administrator Brown stated that the City's ordinance requires the replacement tree to be at least a 2-inch caliber plus it must be of a canopy size and structure of the ones in the surrounding street area. Councilor Bjelland stated that tree canopy is a very important feature and amenity that the City should have. His preference is to see trees remain, however, felt that there is strong enough supporting evidence to justify a decision to remove the trees. 0815 Councilor Sifuentez also expressed her desire to keep the trees but realizes that the trees may be a hazard and should be removed. The vote on the motion to remove the trees passed unanimously. Page 3 - Council Meeting Minutes, September 24, 2007 6 COUNCIL MEETING MINUTES SEPTEMBER 24, 2007 TAPE READING 0839 LIOUOR LICENSE CHANGE OF OWNERSHIP - LIMITED ON-PREMISES SALES: MUGSY'S BAGELS. 1585 N. Pacific Hiehway. Suite F. A change of ownership liquor license application was submitted by Steve Scott and Jesse Klein DBA: Mugsy's Bagels. LONERGAN/BJELLAND... recommend a change of ownership application for Mugsy's Bagels at 1585 N. Pacific Highway. The motion passed 4-1 with Councilor Nichols voting nay. 0866 OREGON DEPARTMENT OF HUMAN SERVICES GRANT AGREEMENT - RETIRED SENIOR VOLUNTEER PROGRAM (2007-2009). BJELLANDINICHOLS...authorize the City Administrator to enter into a grant agreement with the Oregon Department of Human Services. The motion passed unanimously. 0879 CONTRACT AWARD: LEGION PARK ACCESS TO WOODBURN POLICE FACILITY IMPROVEMENT (BID NO. 2008-03). Bids for the street improvements were received from the following contractors: Rinker Materials, $116,153.15; D & T Excavation, $121,792.36; Knife River, $132,130.15; Gelco Construction, $139,572.50; and Kuenzi Communications, $148,498.00. Staff recommended acceptance of the low bid which was within 10.5% of the Engineer's estimate. BJELLAND/COX... award construction contract to the lowest responsible bidder, Rinker Materials, for street improvements for Legion Park Access in the amount of $116,153.15. The motion passed unanimously. Acting Public Works Director Rohman stated that the project will be completed this year. 0928 PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS. A) Planning Commission's Approval of Design Review 2007-02, located at 395 Shenandoah Lane (Kerr Construction) - Allows for construction of a 6,250 square foot storage building that would include a truck wash area. Councilor Cox stated that he did not wish to call this matter up for review, however, he wanted to mention that, at the Planning Commission level, arriving at the original land use development approval was not an easy task for the Commission. Kerr Construction has done what has been required of them and they have done a good job, therefore, he has no objection to this additional improvement. 0964 CITY ADMINISTRATOR'S REPORT. A) Administrator Brown provided the Council with an update on the City's court case involving AI's Garden Center. In this particular case, AI's Garden Center argued that they should be exempt from the City's business license ordinance since they are producers and sellers of farm products. Staffs reading of the ordinance was that they Page 4 - Council Meeting Minutes, September 24, 2007 7 COUNCIL MEETING MINUTES SEPTEMBER 24, 2007 TAPE READING should have a business license since products sold were not exclusively raised by this family owned business and the ordinance language was tailored more for the small grower than a large garden center. This case was heard before our pro-tern Municipal Judge last Thursday who ruled that the City's interpretation of the ordinance was incorrect and felt that the language of the exemption in that section of the ordinance was to vague to take the position that a license was required. Councilor Cox stated that the ruling was quite a surprise to him since, in his judgement, the business is no more of a small fann vegetable stand than Safeway grocery store in addition to selling so many other items than fann produce which are not directly related to their family. He did not feel that it was ever the intent of the Council that this type of business should be exempt any more than any other businesses in the City. He strongly suggested that the ordinance be amended to so that AI's Garden Center will have to pay the business license fee like any other business in our community. It was the consensus of the Council for the staff to bring back an ordinance for Council consideration that would solve this problem. 1112 2) Administrator Brown stated that he would be attending the International City County Management Association annual conference in Pittsburgh, PA, October 7-9,2007: He has been invited by the ICMA to be a presenter on the subject of Cultural Diversity - Building Community Across Cultural Boundaries. The City has been recognized by a number of different agencies, as well as ICMA, for best practices in this area. He recommended the appointment of Police Chief Russell as Administrator Pro-Tern while he is out of town. BJELLAND/COX... Police Chief Russell be appointed as Administrator Pro-Tern for October 8 and 9,2007. The motion passed unanimously. 1160 3) Police Chief Russell informed the Council of an upcoming television program regarding the methamphetamine epidemic. This program will be aired on October 9, 2007 from 7:30 - 8:00 pm on all local Portland channels excluding Public Broadcasting. The documentary, Crystal Darkness, originated in Las Vegas and has been aired in Reno, Denver, and is now coming to Portland. This program has had a lot of impact on people, driven a lot of people to treatment, and provided topics of discussion on meth issues. He feels that Oregon has made progress into the small meth production operations but the key is to reduce the demand for meth. The Police department will have additional staff members available that evening to field calls following this documentary. The telephone calls will come through the Oregon Partnership Against Drugs and the Police Department will respond to any safety issues. He has spoken with School Superintendent Blomberg and they are trying to get prepared for any issues that may arise the following day at school. He expressed his appreciation to the Council for their support on the meth issue in the past and encouraged them to watch the program on October 9th. Page 5 - Council Meeting Minutes, September 24, 2007 8 .. COUNCIL MEETING MINUTES SEPTEMBER 24, 2007 TAPE READING 1244 MAYOR AND COUNCIL REPORTS. Councilor Bjelland stated that in the packet was some material on state-wide Measure 49 (land use measure to clarify previously adopted state-wide Measure 37) and he expressed his support of the position that was intended. He realizes that staff cannot be involved in preparation of any documents on this measure but he did feel it would be advisable for the Council to support Measure 49. Mayor Figley stated that if there was a consensus of the Council. she would be willing to write something on the issue so that it is very clear that it does not involve City staff and costs incurred for producing the document are not charged to the taxpayers. Councilor Cox stated that he would assist the Mayor on this project. Councilor Sifuentez questioned Chief Russell if the documentary. Crystal Darkness. will be advertised to parents within our community. Chief Russell stated that the organization has the video currently on their website and they are mounting an advertising campaign for the October 9'h television program. Councilor Sifuentez suggested that PCUN radio station be given the information for informing their listeners of this upcoming program. Councilor Cox also suggested that it be broadcasted on our local access channel. Mayor Figley stated that she is very pleased with seeing the number of children playing on the new playground equipment at the North Front Street park. 1430 ADJOURNMENT. NICHOLS/SlFUENTEZ.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:52 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 6 - Council Meeting Minutes, September 24,2007 9 Executive Session COUNCIL MEETING MINUTES September 24, 2007 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 24,2007. CONVENED. The Council met in executive session at 6:24 p.m. with Mayor Figley presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox Lonergan McCallum Nichols Sifuentez Present Present Present Present Absent Present Present (6:50 pm) Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant Mayor Figley reminded the Councilors and staff that information discussed in executive session is not to be discussed with the public. The executive session was called under the following statutory authority: 1) To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed pursuant to ORS 192.660(2)(h); and 2) To consider records that are exempt by law from public inspection pursuant to ORS 192.660(2)(t). ADJOURNMENT. The executive session adjourned at 6:59 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page I - Executive Session, Council Meeting Minutes, September 24,2007 10 Minutes Woodburn Recreation and Parks Board Tuesday, September 18, 2007 7:00 p.m. 8B I. Call to Order The meeting and was called to order at 7:00 pm. DRAFT 2. Roll Call Board Chair Board Secretary Member Member Member Member Member Bruce Thomas Rosetta Wangerin Vacant Joseph Nicoletti Judy Wesemann Eric Yaillen Vacant Present Present Vacant Present Present Present Vacant Staff present: Jim Row, Community Services Director; Steve Patterson, Recreation Service Manager; Paulette Zastoupil, A.A. 3. Approval of Minutes from August 14, 2007. Joseph NicolettiJRosetta Wangerin Motion to accept the minutes from August 14, 2007 The motion passed unanimously. Business from the Audience None 4. North Front Street Park Playground Restoration Project Steve reported that the playground restoration at North Front Street Park went as planned. He stated the play structure was awesome with a climbing volcano and he encouraged the Board members who weren't able to help with the build to drive by and take a look. The build involved 110 volunteers, 40 kids and the project was completed by 3:30 p.m. The group was also able to refurbish 5 picnic tables and put together a bench. He reported that Home Depot, Ameri-Corp Vista and Willamette University Service Club sent volunteers to help. Bruce Thomas thanked Jim and Steve for the excellent job and professionalism you brought to the build. He stated that the playground restoration takes a lot of pre-planning and time and thanked Steve for doing such a great job. Steve stated that it was a rewarding experience to see it completed and wanted to express a big thank you to Public Works Maintenance for all the extra work they did on the project. Jim took this opportunity to tell the Board of Steve's acceptance of Chemeketa Community College Education Program position and invited them to his farewell reception on the morning of September 21 from 9:00 - 10:00 am. Bruce Thomas stated as a Board member he was very enthusiastic about the playground restoration project that the Board put in place. But, he now knows how much time, planning, materials, emails, coordination and work that is involved with the process. He encouraged Park Board members to get involved and support anyway they could with the future playground build projects. Page I 11 Minutes . Woodburn Recreation and Parks Board Tuesday, September 18, 2007 7:00 p.m. 5. Department Grant Summary Steve explained the Grant Summary to the Board, which shows the start and ending dates on current grant sources and sponsorships the department has been awarded. 6. Parks and Recreation Comprehensive Master Plan Jim reported that he had received 5 proposals in which the 6 person review team individually scored. When scores were complied, 2 of the proposals were in 2 points of each other. Jim shared that the 2 architectural firms; Group Mackenzie/GreenPlay and Cogan Owens were interviewed and scored again. Jim is now in the process of clarifying a few questions in writing, before a decision is made. Jim will then negotiate a contract for services. Bruce Thomas thanked Joseph Nicoletti and Rosetta Wangerin for giving their time to be involved in the process. Jim also thanked them for taking the time to read the proposals, scoring and interviewing. 7. Business from the Department Recreation - Steve Patterson Steve thanked the planning committee for all their work in the playground build. Steve reported that youth soccer, adult basketball jamboree, active adult trips and after school club is underway. He explained the partnership between the City and School District in how staff was intermixed in all four schools. Steve explained that the Weed and Seed Grant would open up the Teen Drop-in Centers again once the Week and Seed Coordinator was hired. Discussion took place on understanding, management and sustainability of the Weed and Seed Grant. Eric Yaillen asked about the status of the Woodburn Foundation and Jim explained that we had been notified of non-profit status and the application for 501-3C designation ready to go and waiting for final Board member appointments. The Foundation By-Laws are complete and waiting ratification by the Foundation Board, then the application will be sent to the IRS. Rosetta asked to have information provided at the next meeting about the needed Foundation Board positions so that they could help recruit possible candidates. Aquatics - Jim Row reported in absence of Debbie Wadleigh Jim shared a promotional brochure that was printed by YES Graphics. Jim shared that the on-line registration system is in place and the department has purchased two new domains that are linked to the City website. They are; www.woodbumparks.org www.woodbumaquatics.org Rosetta asked about the pool resurfacing and Jim explained that the project had been pushed back because of the problems with the Aquatic Center ventilation system. He explained how the air flow should work, and because it wasn't working properly the building showed signs of deterioration from chemicals and moisture. An Energy Audit is currently taking place to help decide what the best solution would be. It would be a cost of $400,000-$500,000 to replace the system. Page 2 12 Minutes Woodburn Recreation and Parks Board Tuesday, September 18, 2007 7:00 p.m. Parks and Facilities - Jim Row Jim reported that Debbie, Kathy and himself would be attending the Oregon Recreation and Parks Annual Conference in October. Jim opened discussion on the annual Board Re-treat workshop which is usually held in November. It was decided to discuss it again at the next meeting. 8. Future Board Business Parks and Recreation Comprehensive Master Plan Annual Board Workshop 9. Board Comments 10. Adjournment 7:50 p.m. Rosetta Wangerin, Board Secretary Paulette Zastoupil, Recording Secretary Date Date Page 3 13 8e WOODBURN PLANNING COMMISSION MEETING MINUTESil" September 27, 2007+,,;;1' ,?:~: <~..;; ';;1,~ CONVENED The Planning Commission met in a regular session at :oqP.Rto:i.~, City Hall Council Chambers with Chairperson Lima presiding.",,;,," '" "';'trt'\,%", ' ~ '" .,' ~. '''>~'h Chairperson Lima questioned members of the Planning CommissiOn, aving potentia'~ntficki such as family, financial, or business relationship with any of tt1~apPiicants or with regatdtQ tile" proje~t in qu~stion. If such a. pot~ntial conflict ~xists, he ask~~ther the co~missioner'irr, ,,'f). question belle~es he or s~e .IS wlth?ut actual bias or whettJ~r ~,or she would like to step down,? from the Planning Commission dunng the case. There we, 'ne. .f MINUTES We will consider 011 ow the hearing wishing to speak are y individuals speaking Chairperson Lima announced: agenda is available at cases one at a time according to the order listed in the' procedure outlined on the pUblic hearing procedure bOar requested to come to the podium and give their name an from other than the podium will not be recognized. Chairperson Lima invited Commissioner JenninQs to lead with th ROLL CALL -'" Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Lima Bandelow GrosJacq...Et$ Vancil Grigorieff tchison ings Staff Present: Jim , ",~, Oon A. Woodburn , inq, Commission Meetina Minutes of September 13. 2007. Commissioner GrosJacaues moved to accept the minutes. Vice-Chairperson Bandelow $eCOMeqthe motion. whi~l,I~animously carried. ,.;>~;.-, ""::~:p,. ,-, ,;v...., BUSINESS FROM THE AUDIENCEI y" " . None. COMMUNICATIONS 'No"e. Planning Commission Meeting September 27, 2007 Page 1 of 12 14 l' PUBLIC HEARING,;f , ,r? ',:1 A. Design Review 2006-17, Variance 2007-01, Exception 2007-0a(J,f"'~eln Commons) Welking Engineering, applicant , ....'"."" "',,'.:1' " '. 'A.,,> Design Review for an 8-unit multiple-family dwelling, a varianstfrom WDQ2.10~.Q~.D.2 and Table 2.1.7, requiring construction of an architectural w~gr and an exception to~" street right-of-way and improvements on East Lincoln Street~""'" Associate Planner Dolenc read the applicable ORS. Chairperson Lima asked if anyone had a conflict, exparte::JPhtact, or ch~U)nge. I' "1' Vice-Chairperson Bandelow stated that she is a memb~ta: d on ttl~ ctlyfch council of the Immanuel Lutheran Church, which is directly acrossttl~st, .' no conflicts with the application." , Associate Planner Dolenc proceeded with the staff report. The $U J2perty is a % acre flag lot fronting East Lincoln Street. Properties immediately to the so .,., ,.. st and southeast are developed with single family dwelling$'~,Th~\lVashington Elemer'1la I site abuts most of the property on the west property 'In .. I~...f~mity development abuts property to the North. The area immediately to the E!~~ .. acaot~, ~..~.,Iot developed with a single- family dwelling, which is located closerto., ~ street, op~ e Southwest and Southeast share a common driveway with th~"subject prop~.,. posed development consists of (2) 4-unit multi-family dwelling$.>\,l/ -L':J~,~ y .Slide 3 - ~:';:)7~;! '~'" .if ~4i .P~' :-', , ;'. ,: ,'; \";y --.:~t:Y , line 22 - staff ~eport). The Woodburn Development tween a multip'~.,' ily dwelling and an existing single- e Planning Com sion discretion to require a wall nd adjacent pro~ zoned Medium Density Residential fJ .., . hother multi-family dwelling. Slide 4 - j./ ''e;i'" J+i1 The illustrations on page 90tJre staff report indicate the required wall by a solid red line. The walls is req9ired because th~property abuts developed property with existing family single uses. Th$ two properties that $h~rethe common driveway, the lot sizes are too small for more than EI single-farrtilydwelling at a den~ity comparable to the proposed development. The di~cretionary wall is defined by the dashed yellow line. The wall is discretionary because the property to the westis Zqned P/SPand RM to the north. The applicant requests a variance from the requirements to provide the wall other than to the north abutting a sparking space and the . south abutting a portion of1 a parking space. The applicant proposes to build a 30" architectural wall on top of the retaining walls along the flag pole portion of the lot (indicated in green). The applicant's narrative refers to a 6' width fence, but the project drawings do not show a fence and do not show a detail of ttle fence. The WDO specifies five (5) criteria, which must all be satisfied in order for the Planning Commission to approve a Variance. First, the Ordinance requires that the variance be necessary because the property would be unbuildable by application of the WDO. The ordinance specifies that the Planning Commission should consider three (3) factors, whether Planning Commission Meeting September 27, 2007 15 Page 2 of 12 -"" )> "~ there are physical circumstances that distinguish the property from other prope 'in the RM zone, whether reasonabe use similar to other properties can be made without . e variance and whether the hardship was created by the applicant. This is one of 10 f1aglots" e RM district; 3 of the 10 flag lots are located on East Lincoln Street between Bryan St{eetana~~rol Street. This represents about 1/3 of all the flag lots in the RM district and %.of~ RM It$oftl;ast Lincoln Street. l'Y '. "<',;', i!'t'i~>ti' ';if . "''''.. 'i;f ,-,1,;'<: ,,,-;_.U~t., No physical circumstances such as lot size or unusual topograppy distinguish this prbPeftXfroOl.", other flag lots in the RM zone or other flag lots on East LinCQInSli'eet. Other properties are. r%~ subject to the same requirements for architectural walls. Othefiroperties and flag lots in the RMY' zone are developed with multiple family dwellings. Reasonap' use of t~e subject property can/' be made without the variance. The wall is appropriate to b er adjacenfsingle-family and school uses from the more intense development propo$ or the sUbject"property. The intensity of development is created by the property owner and i$ imposedh~ship. Therefore the application does not demonstrate that the property woufQ. nblJili:t~ille by application of the WDO. The Planning Division finds that the Variance appl~Qnq ..,y ot satisfy the first criterion of approval. ',Y ... , Second, the Ordinance requires that the request not be materially!fijup tQ adjacent properties. The WDO specifies that thE;lPlanning Commission should COflSid" two factors in this portion of the variance. The physicaUrnp~cts; such asvi~ual impacts, nOls.V: traffic, drainage, erosion and landslide potential; andal$()'iqCfEJm~ntaUmpaCts that would occur because of the variance. The proposed developmentwou'~, noflnvolvtdetrjll1~nta' inqeases in smoke, odor, dust, glare, or drainage patterns or erO$iort.*~lQe developrn,6rs vi$u~'linoise and traffic impacts ., .....# ,.,', would be in scale of those expected from; "~ evelopm~nt. The variance would allow the substitution of a less capable barn. d noise impacts, that is a wood fence as opposed to a brick or a masonry wall. Th may not rise to the level of being materially injurious to t ac::t~.nt propertiesartd .> Planning Division finds that the request of the variance will me . ";<;riterion of approvt\, :-r -:t~, Third, the WDO req sa............ physical andnatufill systems not be adversely affected. The property does t abut drai[j~ e-ways, dramatictahd forms or parks. The variance would not seem to ha~a materially. 'aff~Cton';e>Q$ting physical and natural systems. The requested varia./" does m....thir(.fCtlteribf\fOr' approval. : '<;:, '1' ;?(:)'>;:::x;~,:t:~,,>:( ;, .,,". \"~ - ,,'/t'ffr Fourth, the WOO req4lr~ tf1~ihe variance be 'the minimum deviation necessary to make reasonable econornicoseoftl)e property. The applicant estimated that the variance would save the property owner approxlmafety.,$30,000, but did not address how the cost savings was necessary totna~e reasonable economic use of the property or show that the $30,000 was the minimum deviatiol"lnecessary to make- the project economically viable or competitive. While the de~ife to save $30,OOQ is understa'ldable, the purpose of a variance is only to relieve hardship and to allow an economical use of the property. On the basis of the evidence submitted the )'requested variance does !lot meet the fourth criterion of approval. Fifth, the WDO requires that the variance not conflict with the Woodburn Comprehensive Plan. ,The proposed use is in Iirte with the existing zoning and land use designation on the Comprehensive Plan M5!p; the variance would not seem to affect that. The application meets the fifth criterion of approval. The variance does not satisfy two of the five criteria that the WDO requires. The Planning Division recommends denial of the Variance. Planning Commission Meeting September 27, 2007 16 Page 3 of 12 Commissioner JenninQs inquired about the discretionary fence and requiring theJence on the property; and about a fence existing between the school and the subject prop~rtY. .h Associate Planner Dolenc stated that the discretion is depicted on Table2;1L.1. T~wall requirements shall be determined in conjunction with the applicable Design RevieW'prQcess. The fence requirement is discretionary because the Design Review ca"e is also being revjewed. The Planning Commission can require a wall or has the discretionto~waive that portion onhe. case. The Condition of Approval would require the constructioll'of the wall. Also, there is a chaill.", link fence on the property approximately 3'-4' high and the proj cJ does involve a retaining wall ';> and raising the grade. ~lt f'Y Slide 6 - ;/ Associate Planner Dolenc proceeded with the Exception' o.,!he Street R;i9ht of Way on page 16 on line 26 of the Staff Report. East Lincoln is c1assifie(j.~~J~I~ervice CQlfector on the Transportation System Plan (TSP) and required cross s~f.!tlqnof a~.e;ivice collector is a 72 foot right-of-way, 36 foot improved driving surface with (2) 12-fOOtttaffic\1a[les, and a 12-foot center turn lane, 6-foot bike lanes on each side, 6-foot landscape strips On eabh.side and 6-foot sidewalks on each side. The existing cross section is a 50-foot right-Of;;.wa~;34-foot of improved driving surface, which provides (2) 17.-fooUraffiFlanes, and there is no striping for parking lane or a bike path on either side. There is!'lOPI~ter$tfip~.Ihereis a 4-5 footsid€lwalk on the north side of the street. East Lincoln StreetisPCfteq;'.r Qnt~~outh side, but not on the north side of the street. Without an EXeeptlQn to '~property owner would be required to reconstruct East Lincoln StreeftO"t%he TSP. ..... iqnfrdm the subject property to the nearest qualifying intersection, whichittcar:{?1 Str~ e improvements must be roughly proportional to the development's impacts'Qh~ISp:. assessing the proportionality, the WOO requires (4) four criteria. .' . . ';~,:'4.." First, the estimatedjlTt~~~idl:\\t1e rights-of- e used by the persons served by the development. The d~v'OpmenHJ\lxpected to g... .>,at least 54 vehicular trips per day based on the ITE trig generation'" m nual and does not ci:count non-vehicular traffic such as bicycles and peg ans. 'ill Y"i-;';'''''''''::'::;,;''_'d) 't . ... . .[1 Second, theW,/J~quiresaf'l! .. ...~()fthEtestimated level needed by persons by the development:Allit'nt>toyem 'by.theTSP would be needed to meet the vehicular and non-motorizedtran$partattq eds of the residence. The center turn lane, the bicycle lanes, and the wider sidewalk wou El,Jacilitate safe and efficient use of East Lincoln Street by the residents.of the development .loe WOO recognizes the distinction between a development's impact 00 the local street, whichJ$;referred in the first criteria. Development's impact on the larger Citywide infra$tructure is r~ferr~ to in criteria three and four. Development system charges are assessed to pay for the Citywide infrastructure improvements and not the impacts on local streets. Therefore the first two criteria refer to the local street, East Lincoln Street; the , third and fourth criteriare{ers to larger impacts on surrounding infrastructure, which is Hwy 99, Gatch Street and the surrqunding collectors and arterials. Third, the WOO requires the assessment of the impact of the proposed development on the publiC infrastructure system. The impact on the proposed development on the larger public infrastructure is expected to be small in comparison to the impact to off-site development. The incremental impact of the proposed development would be adequately addressed through the assessment of system development charges. Planning Commission Meeting September 27, 2007 17 Page 4 of 12 Fourth, the WOO requires an assessment of the estimated level of improvement~heeded to mitigate the impact on the public infrastructure system. The larger infrastnJctur~J"system currently has the capacity to accommodate the traffic generated by the propo{~d development. The incremental impact of this development would be adequately mitigatecl;throtigb the assessment of system development charges. '.' . .;'''''~~, " The applicant proposes to dedicate an additional 12 feet of right ofWfl'j across the flag pol~,~ portion of the lot and to construct a 6 foot sidewalk across the30"foot flag pole. The applicant'$,,~, pr?portionali~ analysis (Exhibit K~ concludes that no additiory$~~~~s~res are ne~essary .to ."', mitigate the Impacts caused by this development. The PlanOln"Olvlslon's analysIs examined (4," four different methods and determined the development's' contribution to the reconstruction of ,.. Lincoln St.H'~'l~.,. .... ,:,'\;} The subject property is depicted in yellow on the slide. 'The..table show~i.tKe data of the other properties between the subject property east to CarotStr~~>U:s org,~ptZed by the multi-family development on the north side of East Lincoln Street, single-familYJt~velopment on the south and some fully developed commercial properties also. MethOds oni\and two were based on traffic generation. There are three different estimates of the existing.traffi~ load on East Lincoln Street. All three were implemented in this analysis. ';: . ';:::, ;. '"." .' ". ",.,.... .nk ','":,;:,,, }'i' Methods three and four were based ontheprOpoitio,f1ofthelot's frontag~qn/East Lincoln Street. The total frontage is used in m~thost threEt~ ~et 'pQr,iS Q,~,~,ed Oil an analysis of underdeveloped properties and likelyt()'fet9~vefopan, pr~c1in~tt1(!n;ost over the contributing frontage. The results show that the portiQrt'." mprove ..~,tQ.r;astuncoln Street, which could be contributed to this project range from 1;. 1 0 . ending'on the method of analysis used. Slide 7 - The WOO definesbQ"'ndary~tt ontage as th of the street abutting the subject property where prQP9Jed deve . nt is within 26 of the right-of-way. The boundary street is not ordyq~flrled as the o.n~here the p rty abuts the street, but also a section that does notabt,ffhe street .\I\Ilt~'f'l,,~Q:~ "the street. That portion is also included in the definiti<,>npf.y1e"poundary; .... .'fr()J1~g~bJ:.~ ortion of the lot that is more than 260 feet is not countedasabO,iJnda~~tr~tj'i"Usfngthis hodology, boundary frontage street for the subject propertyi5d~fh'eda,126 feet. The flag pole portion is only 100 feet long, so the flag section of the lot is CQUnted"~, boundary frontage and gives the 126 feet as opposed to the 30 feet. . '. ;";.,,, The proposed development represents 4.6% of East Lincoln Street measured to the center line be,tween the property ~nd Carol Str~t. The Planning Division finds that this is a reasonable . ~stimate of the project's'proportional share of the reconstruction cost. 4.6 percent is in the range of 1.0 through 10.6 percent given by the different methods of analysis used. Basing the development's' share of costs only on its physical frontage greatly underestimates its contribution. It implies that the adjacent single-family dwelling with 96 feet of frontage should bear over 3 times as mLlch burden as the 8-dwelling unit development. The WOO definition of a boundary street provides a rational and fair basis for the assessment for the improvement cost. The Planning Division recommends the approval of the street exception on the condition that the property owner execute a non-remonstrance agreement to provide the street improvement, when reconstruction of East Lincoln Street becomes timely. The Planning Division finds that the Planning Commission Meeting September 27, 2007 18 Page 5 of 12 proposed development should bear 4.6% of the cost of reconstructing EastLiQ measured to the center line between the property line and Carol Street. Community Develooment Director Allen stated that Public Works does cJt:ltem"iQ8't/:le portion of the reconstruction, which pertains to public and which portion pertains to private; This,>. methodology is based on the Supreme Court decision where the IOQaISOvernmen~hasto,make a determination to in order to approve a project. It may result in Pubtld'Works' proCe$sthat"a, certain percentage will be pertain to the City and the remaining"p~rc~ntage would thenpertain>'~', to the property owners on that street.'}r ' ' ,/ I ;:v : Associate Planner Dolenc addressed the Design Review of Joe application. The Design Review" involves the RM district standard zoning of Section 2.104~.l'1'8 the develd'Prnent guidelines and standards of Section 3.1. This analysis comprises th~ t>~n( of the stafff'~QPH. The proposed development complies with many of the mandatory ,s~nChi[f!s anddis~fionary guidelines of the WOO. Several of the items that are not in COmPliarl~. ca...... .. b:...,., b..... e.... '.. rec;;e..,,~ r d by relatively minor corrections. He addressed three significant areas of non~pliCln~ ,:";,f'k';'Xs,. First, each building must be provided with a sprinkler riser room t()~rVi~ the fire suppression system. This is a requirement of the fire code and the building Cod&~;'d .~~f~nt building design does not include a sprinkler riser room. ConditiQn of Approval #29 on P .fiae;'of the staff report addresses this issue. If external riserroomsare'i:)I'Q~icJ~ they must compl)+'with setback requirements. The Planning Division raises this issl.Je <:I.e[ elihood that the site plan will need to be revised. :,\ Street :~{""> . :..,;:p Second, section 3.107.05.B.1.c.1 providestha\;30% of U1i"~itebed signated as common open space. The WOO defines common open space Elsan C1ir,a, feature, building or other facility within a development which has been dedica~edi "mon to the ownership within the development or the pubtic~g 'Ically for the f providing places for recreation, conservation or landscaPin9;J ed for the nts and property owners of the development. ThedriveW8Y;$ ndscape st west side of the property and the \:,: ':':<:"',/P " landscape areabetw~Ein the ext$ parking spa inappropriate as places of recreation or use by the resicJ~tfiand cann counted as com;:n open space. The site plan depicts two (2) common Qpe""ipaces; to pproxima~$IY';1i:4% of the net site area or about half of the 30% guidelil'1~~:,1'hEtsite pl~ ......o~:Pi'iV~te:;90urtyards to the east of the units. If 4,489 square feetofthe.pn~~teat1fweredesigMted as common open space, the development would meet the 30% gUide and leave each unit with approximately 153 square feet of private open space. The Planning;'~!~ion recommends that the Planning Commission require the dedication to the requiredoper'fspace. This is a discretionary item for the Planning Commission. Third, the WOO proVides thai a multi-family development should include facilities to accommodate recreati9n, meeting and/or education activities by children and adults. This guideline has been mebn other developments by tot lots, gazebos and recreational equipment ,"'areas. This development includes none of the mentioned features. The Planning Division recommends that the Plal}ning Commission require compliance with this guideline. ,~ Commissioner GrosJacaues inquired about the Japanese barberry and the heavenly bamboo being prohibited as a part of the landscaping. Associate Planner Dolenc stated that those are listed as invasive weeds and plants, which can grow rapidly. Associate Planner Dolenc concluded his presentation and was available for questions. Planning Commission Meeting September 27,2007 19 Page 6 of 12 - Chairperson Lima invited the applicant for testimony. ',.j ..."~;l "'iY ::,t l"> Terry Anthony, Welkin Engineering, 7165 SW Fir Loop #204, Tigard,.qR.97223;.applicant. He stated that he wanted to address the Conditions of Approval. . '. ',,'%, ',,.. '~~'1. First, he addressed the common open space requirement. (He subm; ed a plan, Exhibit "Nr..) These will not be separate lots. The common open space is w$U,,witl1in the requirement-The applicant requested that the private courtyard remain as it currenJ'y is presented. It provides an. amenity to the owners. /' 'V >~, Second, he addressed the outdoor recreation space, whicqecm be counteq as a common open space. The recreational space was going to be a part of the common s ' , since it is an open ~w. ~ .c.'x +\~", ,:[" Third, he addressed the invasive species (submitted picture$~ ~hi6' "). The plants are planted in many new developments. During his research, he fou~qtt:}9.t the two plan types, Japanese barberry and heavenly bamboo are not listed as invasN$plaO~. He requested that the Planning Commission reconsider the disallowance of these twO' ty~r~l2lants. ["'>::::"><>%'-":~'h',_ :~, '" Y,:," "ji:~ He addressed the fence/wall variance oltha C1PpJi~tjon'"t:fe stated that a f~rfce is proposed on the site plan to be placed on each side9t,peprOJ>erw,:TI1~'t~uir~Qarchit~ctural wall can be a constraint by placing 6 foot walls on eacnsige. HeprQPOS~ tQ'place'~t30-inch architectural wall as oppose to the 6-foot wall. He propos~'.'iji!ferent oR~Q.,\,(ExhjQitJl'~;i) where the plan depicts a proposed limit of the architectural wall. The Proposed" on woOfdfbe a 6 foot high wooden fence. The fence currently proposed doesoc>t prQvide und blocking barrier to the neighboring properties. He requested that a:W<:x:>d$ ce be allowed on the west and north sides instead of an archit wall, which 0091491'\($ the effect of insular compounds. ': ,'8. .:~.,' ,~:; ,:.y,,:-;\::';'l'~\ He req uested that tt)e-. pproval #48 bfiJ. stli~ken, if the variance is approved. ~ ,~ Vice-Chairperson BShdelow inq about the privacy)fencing. ,./ .:( '. .'. """"/ Anthonv statE*fttt~Jhe fence \I,l{QtJf<;f ~ a privacytence. , < t;,':';,,: ':'~'}~)~~t" " ,,,-,.- , '. ii;~};",'~;~~;~~;..,L'~"~4':,~1.)~, .;;~~jl Commissioner GroSJacques,;, quired about the monies for construction of the fence is for the discretionary or fot the compl~!e fencing of the development. * ;''''''. Anthonv stated that fencing 150/0 Of- the development as proposed, the total would be closer to $43,000 and ir\c1Ud~s the discretionary, but to include all the required wall and discretionary wall th~total would becfos~r to $60,00q.iif requiring to build as stated in the staff report. He requested not to build the architectural wall adjacent to the school and back lot. Ed Christensen, Welkin Engineering, 7165 SW Fir Loop #204, Tigard, OR 97223, applicant. He . stated that the development will be affordable units that do not share a common wall. He stated that he..will work with the fire District in placing the fire suppression system and a sprinkler contractor who is famili~r with the type suitable. Chairperson Lima inquired about the units becoming rentals. Christensen stated that the units will be condominiums for sale or for rent. Planning Commission Meeting September 27, 2007 20 Page 7 of 12 Chairperson Lima asked staff about the submitted site plan for the fence. d/l .l ::tl Associate Planner Dolenc stated that there is no information from previou~ts~ embers in regards to omitting information on a site plan. ",,:t/. ",. >iI"!;;' ",t",. ';;'+ Community Development Director Allen stated that there is no recolle~#m ofa pr()Po~ fence being omitted from neither the site plan nor being associated to a siQfordinance. ~- ~ Chairperson Lima inquired from staff about the new submitted pl9ns and proposing options':"~ :to , / Community Development Director Allen stated that the plansrsubmitted..,!1ad not been submitted" prior. This is one of the issues to be addressed by the Planning Commission. There are no findings prepared for the newly submitted plans. l A-,_ _, '" .." Commissioner GrosJacaues inquired about the lot on the east sid~p is it buildable. Associate Planner Dolenc stated that the lot to the east of the sUbjecfproperty is zoned Medium Density Residential (RM) and allows multiple structures to be buift.Thatldt~ 65 feet wide. . ' '. ,':~~,,* ".,. ",. . , #4' Associate Planner Dolenc stated thqtth~ n!!!wly st.lljmitted materials by theflPplicant will need to be admitted as exhibits and recogniz~qnp: CiI,S part of the case- A1~0, the applicant submitting exhibits at the hearing, the applicant ITlq~t~uesttheOPP9rl4nitvtoPr~ent additional evidence or testimony and the Planning Commissiop',W;l! grant the reqUf3st by 95ntinuing the hearing to a specific day and time and at least seven {71,d.ys fromtOd~'s hearing or leaving the record open for at least seven (7) additional writtel"l~vi festimony. Chairperson Lima invited propcpnents. T;~}. , .;., ")! coin St:~Woodburn, OR~910tll. He stated that he is a council member LutheranC~urch, which is across the street from the subject property. A up to himjn r~gards to traffic fro.m the schools and pedestrians and the Del Bartrum, 1036 representing Imm concern was bra new developme~", ,,,;,,;j~, .' " ...... . ,i;:;>"\.: Associate Planner Dble.nc Qorl)p01entedonthe'fa llities required for recreation. The WOO does not require a passivEt,9~p:~Fce, but it does require facilities for recreation, education and meeting space andh~et:lsrtOb;e an improved common area in providing amenities in that area. The guideline wouldindicat$ltern~ such as: a playground, tot lot or of the similar type. On the issue of the fire riser room, both th&f:"ire Marshall and the building official are requiring a separate room for tile NFPA 13' FireStJppression System due to no turn-around access for fire department equipmen~.. If the Planning Commission considers the applicant's propasal to. construct a wall, then tl1~ canditians of approval need to reference the architectural wall and the fence as prapased on the. applicant's exhibit. Chairperson Lima invited oppanents. There were none. Chairperson Lima invited the applicant far a rebuttal. Anthanv stated thatthe sprinklers are type 13. The issue of the grading, it will be graded evenly and reasan for the retaining wall. Planning Commission Meeting September 27, 2007 21 Page 8 of 12 Commissioner Jenninqs asked staff about the discretionary fence and does it r~t.1ire a separate motion for the variance. He also stated that building an architectural wall pro"ig,~s security as oppose to a wooden fence, which could be destructible < ,. ", Associate Planner Dolenc stated that the discretionary fence would not~ed a: separate motion, unless it is being modified in the Conditions of Approval. ..r ." 7 Vice-Chairperson Bandelow asked staff about the required type Of fe'ncing. if ,., Community Development Director Allen advised that under thEtTable 2.1.7 allows the Planning .,~ Commission to determine the wall requirements due to the D!3sign Review process. A solid brier< wall and an architectural wall, which is differentiated by the, tWo colors or'te>.<tures, are the type of walls allowed through the woo.<l :,,# ,':::r " Chairperson Lima closed the hearing. if /' Vice-Chairperson Bandelow asked staff in regard to open space. ,,"" > ~'"' "';:",,!~ '~I,. Commissioner GrosJaCQues asked staff about the picnic tables the applicant, suggested. :f Associate Planner Dolenc stated th~titwa$an approved item in the code. \l Commissioner Hutchison asked staff abOuf'the non-rem()nstI"aOCEitagt~ment would affect the property owners per unit or will it be ba~d~"the entirety otthe1of..,..l t"\t ".. "!~~ Associate Planner Dolenc stated that the Pu rWorks9~partment determines the project cost for street improvements, then the cost is divi ., e ~rn()ngst the Public and private residents by percentage. ,v ;:'*1\ Commissioner GrosJa u ~d about the ctJrTeOf'l"DO allowing a demolition and rebuild of a single-family resi~nce. ',~,;if :}'iF , :,if,,:" Associate Plannei!Dolenc stat$dttlat demolitionan,~'rebuild are allowed by the WDO. ~~7h\t: ";J,, ',' ;.~::",\.{t:,.:{!;} ~':_;:}:"~:::1:.iv Vice-ChairpersonBt~elo~,~<staffif' shrubs are listed in the WOO. Associate Planner Oolencstated that the WDO lists trees, but not shrubs. ". Commissioner JenninQs made a motion to modify Condition of Approval to include the - requirement of a E>-fQot architectural or block wall around the subject property, except around the flag pole and visiOn clearance areas, seconded by Commissioner GrosJacques. motion carried. ROLL CALL Chairperson Vice Chairperson _ Commissioner Commissioner Commissioner Commissioner Commissioner Lima Bandelow GrosJacques Vancil Grigorieff Hutchison Jennings yes no yes no yes Planning Commission Meeting September 27, 2007 22 Page 9 of 12 Vice-Chairperson Bandelow inquired about the common space area conditi()n~cof approval and how the modifications can be addressed. c, Associate Planner Dolenc stated that the Planning Commission can ma~e a finding about the common open space area and be specific about the finding. This woulg:'satisty thereqU!r~lTlent of providing 288 square feet of outdoor recreation, meeting or educapon area and facilities~c1Qis would satisfy condition of approval #6. If the Planning Commissipn does not want to if"lcludethe.,,~ courtyard as a part of the opens, then Condition of approval #4 v.{culd not be adopted. c c > i':~.. Vice-Chairperson Bandelow made a motion to accept the app'nt's exribit meeting the criteri;'" for this development, remove condition of approval #4; an~odify conditio{l of approval #6 to comply with satisfactory facilities approved by the Comn1t,Jnity DeveloprnE)J1t Department; seconded by Commissioner Hutchison, motion passed. fe' " :l ROLL CALL Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Lima Bandelow GrosJaeque. Vancil" " Grigorieff>cc Hutchison, Jennings't:" yes yes yes yes; yes Commissioner GrosJacoues inquired aboutthe$pf'iOkle~system turning on, if a fire would occur in one unit, would it turn on in all the units. "" "" "iV Associate Planner Dolencstated't at the sprink ., " . ;"" Commissioner Jenninas made" GrosJacouesj. moti9'i passed. j" ,v" ROLL CALL.;>. em would not turn on in all the units. :\ ion to deny Variafl~ 2007-01, seconded by Commissioner Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner ;/ ima 0'i3andelow GrosJacques Vaneit Grlgori~ff Hutchi~on Jennings yes yes yes yes yes Commissioner Jennings made a motion to accept Exception 2007-02, seconded by Commissioner GrosJacoues, motion passed. ROLL CALL Chairperson . Vice Chairperson Commissioner Commissioner Lima Bandelow GrosJacques Vancil Planning Commission Meeting September 27, 2007 23 yes yes yes Page 10 of 12 Commissioner Commissioner Commissioner Grigorieff Hutchison Jennings yes yes Community Development Director Allen stated that the applicant has tlle.opportunitY tq request additional time to submit new evidence and there was no requestfr9m~fie appticant ..i~f ,.~ , Commissioner JenninQs made a motion to approve Design Rev~w 1006-17, seconded by Vi~.". Chairperson Bandelow, motion was withdrawn. " .1:~7 y r Associate Planner Dolenc requested clarification of the motlQJ'f10 approve Design Review 2006./ 17 with the modifications including the removal of condltiQrls"of approvCiI#t and #2. It would be sufficient to motion on not to adopt conditions of approv #1 and #2;< . .l Vice-Chairperson Bandelow made a motion to remove CQMltiQns ~~roval #1 and #2 from Design Review 2007-17, seconded by Commissioner Jennihgs,,~rn 'On passed. i.;:,' Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Lima Bandelow.. GrosJaeq '., Vancil Grigorieff, Hutchison ,.' Jennings yes "ye~"'h yes.... '...; t ROLL CALL Commissioner JenninQs rnaq,amotion to ap seconded by Vice-Chai~rsotlsandelow, motlfi)h ign Review 2006-17 with modifications, ed. /~ :i~ <~ ;, ~~. i " , 1 Lima." Bandelow)'~. q,osJacques JVancil "" ~rigorieff Hutchison Jennings ',yes yes yes ROLL CALL Chairperson;,/' Vice ChairpersQI),. Commissioner',' Commissioner Commissioner Commissioner Commissioner " yes yes " ITEMS FOR ACTION _ A. Final Order- Design Review 2006-17, Variance 2007-01, Exception 2007-02 Community Development Director Allen stated that the final order for this project will need to reflecUhe modifications. DISCUSSION ITEMS Community Development Director Allen stated that the October 11, 2007 Planning Commission meeting will occur to present the final order with modifications. Planning Commission Meeting September 27, 2007 24 Page 11 of 12 REPORTS A. Planning Tracking Sheet. No comments made. B. Planning Activity Report for August 24 through September 7, 2O(J1. , v j;! ",f l' BUSINESS FROM THE COMMISSION Community Development Director Allen stated that the WoodbVl"n Development Ordinance items are reserved for the second Planning Commissionme~tihg to be held on October 25th. There will be a task force group re-established. - ,;I" . .iII . ! '~ ,~, Community Development Director Allen announced that ~ month of O~~ber is National Planning Month. There is a proclamation being senttoCitf90 . regards to that recognition. . <., '-,.;.,:'",:f') Community Development Director Allen updated the Planning Commissiqn on the Periodic Review and announced that there is coordination between all of the. partie's involved and there is a timeline for putting the record together. Commissioner JenninQs stated that he aPRreclafedJhefQlmat9ftbe staff report. \'.. .... ......, ,- ',i.,c:i<\: '~'" "~"t i::,::".", ",. "i~ oftl1e ~ontebellow IV, which is '1" Vice-Chairperson Bandelow inquired aboutth now Paradise Point Subdivision. Community Development Director Allen stat area is Cascade View Apartments, which will be a 200-unit,apcntment complex an .,.....e. plicant chose to comply with every WOO design standard andguid~llne. therefore the apPIib;ltfQn was reviewed as a Type I application. . ; , ".,- ':;,;,'::,< ',,' ,~)~ ':'" -: ,,' :'::::'~'1. .:," ;,.,. ;<,l~ ADJOURNMENT; . ,//' . ",) "~:> ~ ,I ,x.,.v~ / ,r?' Commissioher JenninQs m6veq toadJo~.IIlJtb6 meeting, Commissioner GrosJacQues seconded).h.~"motion; wtiichqnal1l~.usly.lcarried. Meeting adjourned at 9.52 pm. .;::'~~" ,>.<ii: ,;X7 APPROVED CLAUDIO LIMA. CHAIRPERSON Date ~TTEST Jim Allen ' Community Development Director City of Woodburn, Oregon Date Planning Commission Meeting September 27, 2007 25 Page 12 of 12 8D CITY OF WOODBURN Community Development MEMORANDUM 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246 Date: October 1, 2007 To: Jim Allen, Community Development Director From: Building Division Subject: Building Activity for September 2007 2005 2006 2007 No. Dollar No. Dollar No. Dollar Amount Amount Amount New Residence Value 8 $1,031,380 3 $419,863 10 $2,042,085 Multi Family Assisted Living Facilities Residential Adds & Alts 2 $14,737 4 $49,316 6 $120,945 Industrial Commercial Value 13 $663,559 12 $1,194,477 4 $96,130 Signs, Fences, Driveways 4 $12,090 1 $1,500 Manufactured Homes 1 $65,000 2 $44,950 4 $141,000 TOTALS 28 $1,786,766 22 $1,710,106 24 $2,400,160 Fiscal Year (July 1- June $11,968,475 $5,221,268 $9,857,097 30) to Date 1:\Community Development\Building\Building ActivityIBldgAct-2007\Bldg Activity - Memos\activity - September 2007.doc 26 Project Applicant Description SiteLocation: DR 2006- Welkin 17,EXCP 2007- Engineering 02, VAR 2007- 01 8 unit Multi-family Development on Vacant Parcel 1037 Lincoln Sl. DR 2007- WilliamR. Design Review, 15,000 09,EXCP 2007- Pease (Grating square feet expansion; 07, VAR 2007- Pacific) Street Exception to Front 05 Sl.; Variance to the front yard setback. 2775 N Front Street FPUD 2007- Bryan Final approval of PUD - 02,ANX 97-08, Cavaness Boones Crossing III. ZC 97-12, CU Type I 97-03, PUD 97- Dahlia Street and Brown 03, VAR 97-12 Street 1PUD 2007- Montebello Final Plat review - 3,SUB 2003- Estates I, LLC Montebello Phase III 2001 Evergreen Road and Oxford Street LA 2007 -02. City of Legislative Amendment Woodbum Period Review Remand City of Woodburn Status: Date Deemed 120 Day Planner Received Complete Date Referrals Facilities Mail Notice Notice to Meeting for PC Paper Post Stf Rpt Due PC Hearing PC Final Appeal Property Admin Dec. Order Deadline Received 10/1212006 07/20/2007 11/17/2007 Don Dolenc 04/27/2007 0910712007 09/2112007 09/27/2007 10/11/2007 10/2312007 Received 08/24/2007 09/2112007 01/19/2008 Don Dolenc 08/29/2007 Received 07112/2007 Don Dolenc Received 08/1112006 Jim Allen Received Jim Allen ?,?:. .;~'\, ':~,," F" '~''1~f)d;lJlilj~~ti' " Project Applicant SiteLocation: Description Status: Date Received Planner DR 2007-01 The Frazier Group 985 Lawson St Facade improvements to the existing Taco Bell structure Hold by Applicant 0212012007 Sam Gollah DR 2007-05VAR 07-03, VAR 07-04, Butch Price/Bend Oil (Stop 100 Amey Rd, Remove existing 2311 sf gas station canopy and replace with Incomplete 0611312007 Don Dolene CU 07-01 NGo) new 1520 sf canopy, DR 2007-06 Axis Design Group A&E, 3001 W. Newberg Hwy Upgrade to facility and build a vestibule, Additional signage to Incomplete 06/1912007 Don Dolane LLC (Miles Chevrolet) site. DR 2007-0851GN 2007-18 Jack & Deanna Bigej 1220 N. Pacific Hwy Design Review of Pole Sign Incomplete 0811412007 Don Dolene PUD 2006-01ZC 2006-01, CU 2006- Boones Crossing, LLC- Parcels 1, 2 & 3 of Partition Modifications to Boones Crossing PUD Incomplete 10/3112006 Jim Allen 04, CPC 2007-01 Mike Hanks Plat 2006-55 ZA 2007-03 Mastery Leaming Institute 591 Gatch 51. Modification to the conditions of approval with a Zoning Incomplete 0812712007 Sam Gollah Adjustment l\) Ql) Activity Report - Monday, September 24 thru TllUrsday, October 4 Folder Name Applican/ Project SiteLocation Description Date Rec'd: App Comple/e: Planner: BL 2007-152 Tracey M. Meeker Cascade Production Contractor RemodeVCabinetry 09/24/2007 Services, LLC BL 2007-153 Manuel de Jesus MVM Drywall & tile 896 Pana St - Hm Drywall & Tile Services only 09'25/2007 09/2812007 Sam Gollah Michaca LLC based BL 2007-154 Pamela Jean Thorsen's Surrogate 2525 Colewood Drive Mediation agency 09/26/2007 Sam Gollah Haneberg Agency, LLC BL 2007-155 Catalina A. Falcon Novedades Ayala 510 N. Pacific Hwy variety store 09/2812007 FNC 2007-35 Maria Elena Gabriel and Maria 551 Hall Street Install 3' fence in the front yard and 6' 09/25/2007 09/2512007 Don Dolenc Nepomuceno Elena Nepomuceno fence in the side yard. PAPP 2007-15 Francisca Medina Francisca Medina 1146 Ogle St. Annexation of subject property. 09/26/2007 Don Dolenc PAPP 2007-14 Michael Hanks' Michael Hanks' Brown Street Pre-Application required for an 09/26/2007 Sam Gollah Bridge Street Bridge Street Partners Annexation of four parcels into the Partners City. All parcels are within the UGB. 1..;) \0 Thursd(/y, October 04, 2007 BL = Business License EXT = Extension SIGN = Sign Penn it TMKT = Temporary Marketing Pennit TSP = Temporary Sign Permit PAPP = Pre-Application FNC = Fence PemJit WOODBURN LIVE DATE 10/05/07 TIME 11,16, S7 CHECK ij CHECK DATE PAYEE NAME C I T Y 0 F WOO D BUR N STATUS CHECK REGISTER STATUS DATE UPDATED CHECK AMOUNT RECONCILED AMT PAGE AP0460 VEEOT 1 ===~~=~=~=-========~=====-======~============~==~============================================~==~==================================~ DIFFERENCE Ct,) o BANK ACCOUNT, AP A/P Accounts Payable 90218 9/30/2007 LINCOLN NATIONAL LIFE INS 90219 9/30/2007 OLGA A GOLDASHKIN 90220 9/30/2007 GENE HAGEN 90221 9/30/2007 VALLEY MAILING SERVICE IN 90222 9/07/2007 A-I COUPLING & HOSE 90223 9/07/2007 ABD PUBLICATIONS 9022, 9/07/2007 ALLIED WASTE SERVICES #45 90225 9/07/2007 ARAMARK UNIFORM SERVICE I 90226 9/07/2007 ARCH WIRELESS 90227 9/07/2007 ASAP SOFTWARE 90228 9/07/2007 AT & T 90229 9/07/2007 AWWA 90230 9/07/2007 BANK OF AMERICA 90231 9/07/2007 BEULAH JORDAN 90232 9/07/2007 BLw~ENTHAL UNIFORM & EQUI 90233 9/07/2007 BONNEAU PRODUCTS CO 9023, 9/07/2007 BRODART CO 90235 9/07/2007 CANBY TELECOM 90236 Y/07/2C07 CDW GOVERNMENT INC 90237 9/07/2007 CENTER POINT LARGE PRINT 90238 9/07/2u07 DATAVISION COMMUNICATIONS 90239 9/07/2007 DAVID M COREY PHD PC 90240 9/07/2007 EASYSTREET ONLINE SERVICE 902,1 9/07/2007 ERNIE GRAHAM OIL 1NC .D2~2 9/07/2007 FARMERS TOILET CO JC2,13 9/07/~007 FBINAA 90244 9/07/2007 GAYLORD BROS INC S~~4~ 9/07/2007 GENERAL MEDIA CORPORATION ~0=,6 9/07/2007 INGRAM DIST GROUP 902,7 9/07/2007 ISOLUTIONS CONSULTING INC 902," 9/07/2007 MOLALLA COMMUNICATIONS 902,9 9/07/2007 NET ASSETS CORPORATION 90250 9/0,/2007 NORCuM 90251 9/07/2007 NORTHWEST NATURAL GAS 90253 9/07/20C7 OREGON CITY TRAVEL 9020, 9/07/2007 OREGONIAN PUBLISHING CO 90255 9/07/2007 PETROCARD 90256 9/07/2007 PHILIP ROMEO AND/OR RUTH 90257 9/07/2007 PORTLA~D GENERAL ELECTRIC 90258 9/07/2007 QWEST 90259 9/07/2007 QWEST 90260 9/07/2007 RINKER MATERIALS 90261 9/07/2007 RUNNING Y RANCH 90262 9/07/2007 SAFEWAY STORES 90263 9/07/2007 SHOOT OUT TEAM SPORTSPLEX 9026, 9/07/2007 SILVIA MARIN 90265 9/07/2007 SPRINT 90266 9/07/2007 THOMAS BOUREGY & CO INC 90267 9/07/2007 THOMSON GALE 90268 9/07/2007 UNITED PIPE & SUPPLY CO 90269 9/07/2007 VISIONS 90270 9/07/2007 WASHINGTON COUNTY S,O, RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCI LED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/0, /2 00 7 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/0,/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/0,/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES 33.54 256,85 500,00 869.40 542.01 53.90 1,809,35 102.09 131.44 14,020.40 30.17 305.00 56,933.07 43.75 199_97 175,50 13 7.00 19.95 H1.85 35.94 149.0, 190.00 168,00 907.48 HO.OO H5.00 369.20 98.00 29.06 125.00 149.70 5,0 00 79,122.27 4,398.39 1,208.40 1,064.42 1,248_53 5,695.00 62,205.17 165.89 790.00 1,614.77 222.00 19_06 500.00 100.00 144,41 138.50 92.08 799.25 307.10 125,00 33.54 256,85 500,00 869.40 542,01 53.90 1,809,35 102.09 131,44 H,020.40 30.17 305.00 56,933.07 43.75 199.97 175.50 137.00 19.95 341.85 35.94 149.04 190.00 168_00 907.,8 410.00 145.00 369.25 98.00 29,06 125.00 149.70 540.00 79,122.27 4,398.39 1,208.40 1,064.42 1,248.53 5,695,00 62,205,17 165,89 790.00 1,614.77 222.00 19_06 500.00 100.00 144,41 13 8,50 92,08 799,25 307.10 125,00 .00 .00 .00 ,00 .00 ,00 .00 ,00 _00 .00 ,00 .00 .00 .00 .00 ,00 .00 .00 .00 ,00 .00 ,00 ,00 .00 .00 ,00 .00 ,00 .00 .00 ,00 _00 .00 .00 .00 .00 .00 .00 ,00 .00 .00 .00 .00 .00 _00 .00 .00 ,00 .00 ,00 .00 .00 Q) IIzJ WOODBURN LIVE DATE 10/05/07 TIME 11016,57 CHECK # CHECK DATE PAYEE NAME 90271 90272 90273 90274 90275 90276 90277 90278 90279 90280 90281 90282 90283 90284 90285 90286 90287 90288 90289 90290 90292 90293 90294 90295 90296 (,) tool 90297 90298 90:99 90300 :iCJOl 90302 90303 90304 90305 90306 90307 90308 90309 90310 90311 90312 90313 90314 90315 90316 90317 90318 90319 90320 90321 90322 90323 90324 9/07/2007 WATER METRICS WEST 9/07/2007 WESTERN BANK OF CHINOOK N 9/07/2007 WILSONVILLE LOCK & SECURI 9/07/2007 WOODBURN INDEPENDENT 9/07/2007 WOODBURN RADIATOR & GLASS 9/07/2007 XEROX CORPORATION 9/30/2007 AS1FLEX 9/30/2007 DOMINOS PIZZA 9/30/2007 DHR CHILD SUPPORT UNIT 9/12/2007 ALLIED WASTE SERVICES #45 9/12/2007 ARCH WIRELESS 9/12/2007 BASELINE SURVEYING LLC 9/12/2007 BOBCAT OF WILLAMETTE VALL 9/12/2007 BOLDT, CARLISLE & SMITH L 9/12/2007 CITY OF SILVERTON 9/12/2007 CODE" PUBLIC SAFETY EDUC 9/12/2007 COLE INDUSTRIAL 9/12/2007 COOKE STATIONERY COMPANY 9/12/2007 CULLIGAN WATER CONDITIONI 9/12/2007 DAiLY JOURNAL OF COMMERCE 9/12(2007 DELL MARKETING LP 9/12/2007 DEMeO 1NC 9/12/2007 DIRECT LABOR INC 9/12/2007 ENVI~ONMENTAL RESOURCE AS 9/12/2007 FALCON ASSOCIATES INC 9/12/2U07 FISCHER MILL SUPPLY INC 9/12/2007 FLECK'S FLOOR COVERING IN 9/12/2007 GA~RY LAINE 9/12/2007 GELCO CONSTRUCTION 9/12/2007 H.D. FOWLER CO INC 9/12/2007 IKON O"FICE SOLUTIONS ~/12/2007 ISOLUTIONS CONSULTING INC 9/12/2007 JACK RAWLINGS 9/12/2007 JOSH TITTLE 9/12/2007 MARION COUNTY BLDG INSPEC 9/12/2007 MID VALLEY CHURCH 9/12/2007 MIKE COOK 9/12/2007 MOLALLA COMMUNICATIONS 9/12/2007 NICOLAS & AILEEN ORTIZ 9/12/2007 NORTH CENTRAL LABORATORIE 9/12/2007 ONTARIO AIRPORT MARRIOTT 9/12/2007 OR DEPT OF MOTOR VEHICLE 9/12/2007 OR DEPT OF TRANSPORTATION 9/12/2007 P L PETERSON 9/12/2007 PACE ENGINEERS 9/12/2007 PACIFIC OFFICE AUTOMATION 9/12/2007 PAUL'S POWER EQUIPMENT & 9/12/2007 PETRO CARD 9/12/2007 PORTLAND GENERAL ELECTRIC 9/12/2007 PRIMA 9/12/2007 QWEST 9/12/2007 RENAISSANCE CUSTOM HOMES 9/12/2007 RINKER MATERIALS C I T Y 0 F WOO D BUR N STATUS RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED CHECK REGISTER STATUS DATE UPDATED CHECK AMOUNT 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/0"/2007 10/04/2007 10/0"/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/0"/2007 10/04/200"/ 10/0"/2007 10/0"/2007 10/0"/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04(2007 10/04/2007 10/04/2007 YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES 72 9.00 4,912.50 14.50 42.00 6.00 285.44 94.50 102.00 1,956.01 1,594.20 22.28 2,795.00 2,248.60 430.00 650.00 405.00 190.00 974.76 140.00 276.75 399.00 400.78 1,160.00 168.18 110.00 32 .47 2,712.00 31 .72 1"2,187.97 629.70 383.61 1,187.50 218.00 J4.66 1,688.54 100.00 24.69 152.28 22.90 178.01 800.60 1.50 13,351.00 282.21 1,161.25 50.10 740.08 2,527.23 18,104.58 310.00 2,002.87 83.88 408.04 RECONCILED AMT 729.00 4,912.50 14" 50 42.00 6.00 285.44 94.50 102.00 1,956.01 1,594.20 22.28 2,795.00 2,248.60 430.00 650.00 405.00 190.00 974.76 140.00 276.75 399.00 400.78 1,160.00 168.18 11 0.00 32.47 2,712.00 31.72 142,187.97 629.70 383.61 1,187.50 218.00 34.66 1,688.54 100.00 24.69 152.28 22.90 178.01 800.60 1.50 13,351.00 282.21 1,161.25 50.10 740.08 2,527.23 18,104.58 310.00 2,002.87 83.88 408.04 PAGE AP0460 VEEOT DIFFERENCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .oc .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 WOODBURN LIVE DATE 10/05/07 TIME 11,16,57 CHECK # CHECK DATE PAYEE NAME (,) w 90325 90326 90327 90328 90329 90330 90331 90332 90333 90331 90336 90337 90338 90339 90340 90341 90344 90345 90347 90340 90349 90350 90351 90352 90353 90354 90355 90359 9030 90362 90363 90365 90366 90367 90369 90370 90371 %373 90374 90375 90376 90377 90378 90379 90380 90301 90382 90383 90384 90386 90387 90388 90389 9/12/2007 ROGERS MACHINERY COMPANY 9/12/2007 SAN DIEGO POLICE EQUIPMEN 9/12/2007 SANTOS RODRIGUEZ 9/12/2007 CRYSTAL AND SIERRA SPRING 9/12/2007 SPRINT 9/12/2007 TESTAMERICA ~,ALYTICAL TE 9/12/2007 THOMSON GALE 9/12/2007 VIKING INSTRUMENT LABORAT 9/12/2007 W & H PACIFIC CORP 9/12/2007 WATER ENVIRONMENT FEDERAT 9/12/2007 YES GRAPHICS 9/12/2007 YES GRAPHICS 9/30/2007 GOV'T FINANCE OFFICERS AS 9/30/2007 PETTY CASH 9/30/2007 VALLEY MAILING SERVICE IN 9/21/2007 A & A DRILLING SERVICE IN 9/21/2007 AMERICAN LIBRARY ASSOC 9/21/2007 ARAMARK UNIFORM SERVICS 9/21/2007 AWARDS ~m ATHLETICS 9/21/2007 BARBARA JANE BUSH 9/21/2007 BLUMENTHAL UNIFORM & EQUI 9/21/2007 BRINKS HOME SECURITY 9/21/2007 BRYfu~T TREE EXPERT COM PAN 9/21/2007 CASCADE POOLS 9/21/2007 CDW GOVERNMENT INC 9/21/2007 CHRISTOPHER W JEFFREY 9/21/2007 CLYDE WEST 9/21/2007 CUES 9/21/2007 DAILY JOURNAL OF COMME~CE 9/21/2007 DAVISON AUTO PARTS 9/21/2007 DIRECT LABOR INC 9/21/2007 ERICA FLORES 9/21/2007 ERNIS GRAHAM OIL INC 9/21/2007 EVAN THOMAS 9/21/2007 FARMERS TOILET CO 9/21/2007 FASTENAL COMPANY 9/21/2007 FCS GROUP 9/21/2007 G.K. MACHINE INC 9/21/2007 GENERAL ELECTRIC CAPITAL 9/21/2007 GLOBAL EQUIPMENT CO INC 9/21/2007 GRAINGER INC 9/21/2007 HERTZ CORPORATION 9/21/2007 HOFFMAN, HART & WAGNER LL 9/21/2007 HUGGINS INSURANCE AGENCY 9/21/2007 IKON OFFICE SOLUTIONS 9/21/2007 INDUSTRIAL SUPPLY CO 9/21/2007 INTERNATIONAL HISPANIC NE 9/21/2007 J. THAYER COMPANY 9/21/2007 JET HEATING INC 9/21/2007 KEITH'S SPORTING GOODS 9/21/2007 KEY EQUIPMENT FINANCE 9/21/2007 LANGUAGE LINE SERVICES 9/21/2007 LAW ENFORCEMENT EQUIPMENT C I T Y 0 F WOO D BUR N STATUS RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCI LED RECONCI LED RECONCILED RECONCILED RECONCILED RECONCI LED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED CHECK REGISTER STATUS DATE UPDATED CHECK AMOUNT 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES 5,000.12 641.10 61.02 124.83 296.90 3,205.35 54.32 250.00 7,778.10 280.00 887.00 505.00 385.00 177.69 1,486.80 1,595.00 74.00 130.75 6,988.00 25.00 333.34 31.99 1,130.00 361.55 1,309.48 25.00 1,675.00 521.98 334.60 173.28 1,160.00 22.50 793.89 75.00 75.00 111.82 80.00 173.81 215.89 121.18 81.36 455.74 53.20 1,117.00 308.30 1,006.95 50.00 825.54 514.75 1,300.00 163.00 285.55 316.95 RECONCILED AMT 5,000.12 641.10 61.02 124.83 296 . 90 3,205.35 54.32 250.00 7,778.10 280.00 887.00 505.00 385.00 177.69 1,486.80 1,595.00 74.00 130.75 6,988.00 25.00 333.34 31.99 1,130.00 361.55 1,309.48 25.00 1,675.00 524.98 334.60 173.28 1,160.00 22.50 793.89 75.00 75.00 111. 82 80.00 173.81 215.89 121.18 81.36 455.74 53.20 1,117.00 308.30 1,006.95 50.00 825.54 514.75 1.300.00 163.00 285.55 316.95 PAGE AP0460 VEEOT DIFFERENCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .oc .00 .00 .00 .00 .00 .00 .00 .OC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 WOODBUl<N LIVE DATE 10/05/07 TIME 11,16:57 CHECK # CHECK DATE PAYEE NAME C I T Y 0 F WOO D BUR N STATUS CHECK REGISTER STATUS DATE UPDATED CHECK AMOUNT RECONCILED AMT PAGE AP0460 VEEOT ======~===============~========-===~===================================-=========~====~============================================= DIFFERENCE 90390 90391 90392 90393 90395 90397 90398 90399 90400 904 OJ 90402 90401 90404 904;)7 90408 90409 90.;10 90411 9041~ 90.l13 9041-1 90415 90416 90',: 'J 90" 18 ~ ~ 90..,.1 ; 98.121 90..22 ~O 't;: 3 9C~ 2.; 904.25 90426 90'12 -; 90.'128 9C-tL. 9 9J430 90431 90432 90431 90434 90435 90436 90437 BANK AP RECONCILED NOT RECONCILED VOlDED UPDATED NOT UPDATED 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/200"/ 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 g/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2007 9/21/2U07 9/21/2007 9/30/2007 9/30/2007 9/30/2007 TOTAL: LEAGUE OF OREGON CITIES LES SCHWAB TIRE CENTER MATT COURTNEY MOBILE MINI INC MSI GROUP INC NEXTEL COMMUNICATIONS NORTHERN TOOL & EQUIPMENT NORTHWEST LOW VOLTAGE SYS NORTHWEST SPRAY & COM PRES OFFICE DEPOT ONE CALL CONCEPTS INC OR DEPT OF ADMINISTRATIVE OR DEPT OF TRANSPORTATION OREGON YOUTH AUTHORITY OWEN EQUIPMENT COMPANY PETROCARD PORTLAND ENGINEERING INC PORTLAND GENERAL ELECTRIC PUBLIC WORKS SUPPLY INC RADIO SHACK CORPORATION RADIX CORPORATION RA~l STEELCO 1 NC RICHARD W PATTERSON SHARON PERRY SCHMIDT SILVERFLEET SYSTEMS SONITROL SPRINT (AIRLINK) ST/\TESMAN JOURNAL N2WS:tJAP T-MOBILS TEK SYSTEJ'oiS INC TE5TAt-1ERICA ANALYTICAL Tc VISION OIL INC WEST GROUP PAYMENT eTR WESTERN BUS SALES INC WESTERN EQUIPMENT DIST IN WILSONVILLE LOCK & RECURI WOODBURN INDEPENDENT WOODBURN RADIATOR & GLASS XEROX CORPORATION YES GRAPHICS SHIRLEY BAUMGARDNER MARISOL SANCHEZ BETH M FOLKERTS 201 CHECKS 201 CHECKS CHECKS CHECKS 526,977.63 .00 .00 201 CHECKS CHECKS 526,977.63 .00 RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED PECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED RECONCILED 10/01/2007 10/01/2007 10/01/2007 10/01/2007 10/01/2007 10/01/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 20/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 20/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/0.l/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 10/04/2007 YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES 15.00 530.52 40.00 121.75 400.00 2,069.81 62.45 102.00 1,000.40 128.63 89.25 2,061.14 359.86 8,780.00 240.38 2,010.90 1,081.50 12.54 66.00 19.99 204.00 146.17 25.00 25.00 3,067.85 110.00 728.90 62.40 249.95 1,472.00 761.41 33.99 366.75 23.50 438.48 132.42 162.76 95.00 122.42 1,630.00 208.23 446.06 2,514.75 526,977.63 25.00 530.52 10.00 421.75 400.00 2,069.81 62.15 102.00 1,000.40 228.63 89.25 2,061.14 359.86 8,780.00 240.38 2,010.90 1,081.50 22.51 66.00 19.99 204.00 146.17 25.00 25.00 3,067.85 110.00 718.90 62.40 249.95 1,472.00 761.41 33 .99 366.75 13.50 438.48 232.42 162.76 95.00 222.42 1,630.00 208.23 446.06 2,544.75 526,977.63 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .OC .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 ~~~ ~ WQODliVRN r''',porauJ f88~ ~ ~llA . . October 8, 2007 FROM: Honorable Mayor and City Council John C. Brown, City Administrator ~ TO: SUBJECT: Newsrack Ordinance RECOMMENDATION: It is recommended the City Council adopt the attached ordinance regulating newsracks in the City of Woodburn. BACKGROUND: The City of Woodburn has jurisdiction and exercises regulatory control over all public rights-of-way within the City under the authority of State law and the City Charter. The manner in which that authority is exercised is limited by the Constitutions of the State of Oregon and the United States. The Oregonian and its vendor placed newsracks on public and private property in the City of Woodburn last month. They did not obtain permits relative to encroachment in the rights-of-way, as required by City Ordinance No. 2225, and did not consult with the City before placing the racks. Sixteen racks were placed in the rights of way, affixed to poles with steel cable. Five of those were placed in clear vision areas at corners. Fourteen of these racks were placed in the downtown area. Racks in the rights-of-way are in addition to several placed on private properties. Most of those are located along Highway 99 or west of the 1-5 interchange. Many of the newsracks in the rights-of-way obstructed vision clearance and sidewalk access. Cable attachments also raised concerns about the potential for damage to City property, interference with sign maintenance, and trip hazards. Conversely, concerns exist for unanchored racks, as their lightweight plastic construction makes them easy to move into the flow of traffic on both sidewalks and streets. Plastic is also flammable, and as such is a less desirable material than a heavier metal rack. Concern also exists that if left unregulated, these racks will attract others, exacerbating the safety concerns stated. Agenda Item Review: City Administrator _ City Attorney _ Finance 34 Honorable Mayor and City Council October 8, 2007 . Page 2 . . staff met with representatives of the Oregonian three times during September to discuss removal of, and alternatives to the present location of, the racks. Staff advised the Oregonian that attachments to poles in the rights of way must be removed and racks removed entirely from the clear vision area. Staff also requested that the Oregonian remove all racks from within the City rights of way, and place them, with prior approval from the owner, on private property. Staff assistance was offered to assist the Oregonian in working with private property owners. The Oregonian indicated that, as the Press, it has a right to place the racks in the rights of way, but also indicated a willingness to work with the City to relocate those racks in clear vision areas. They also indicated willingness to work with City staff to relocate racks to private property. DISCUSSION: The Oregonian, or its vendor, moved the racks from clear vision areas and removed the attachments to poles. Most racks were moved adjacent to buildings, although a few remain farther out into the sidewalk, next to signposts. As of this writing, no further contact was made by the Oregonian to work with City staff to locate alternate placements on private property. In addition to the safety concerns expressed to Oregonian representatives, City staff advised the Oregonian permits would be necessary if the racks are to stay in the rights-of-way. They expressed reluctance to obtain permits, and this issue remains unresolved. An examination of Ordinance 2225 for enforcing permitting requirements found it limited in findings, process, and standards. To assist the City in enforcing its regulatory authority in a manner that protects freedom of speech and expression, the City Attorney drafted an ordinance regulating newsracks in the City of Woodburn. The ordinance focuses on the urban renewal area, due to the City's existing and planned investment, and health, safety, and livability concerns, in the area. These include: . Providing for pedestrian and driving safety and convenience; . Preventing interference with the flow of pedestrian or vehicular traffic; . Providing access for the use and maintenance of sidewalks, poles, posts, traffic signs or signals, hydrants and mailboxes, and access to locations used for public transportation services; . Reducing visual blight on the public rights-of-way and protecting the aesthetics of store window displays, public landscaping and other improvements; 35 Honorable Mayor and City Council October 8, 2007 Page 3 . . . Reducing the exposure of the City to personal injury or property damage claims and litigation; and . Protecting the right to distribute information that is protected by state and Federal constitutions through the use of newsracks. The ordinance provides for a permitting process, standards for newsracks and their placement, and due process necessary to assure applicants can appeal regulatory decisions made by City staff. Permit fees, which recover the City's administrative costs are also established, just one of the elements missing in Ordinance 2225. Standards require newsracks must be permitted before they can be placed, and must: . be constructed of steel, to be more resistant to acts of vandalism or arson, and so they are uniform in appearance and compatible with the architectural character of the historic buildings in this area; . weigh at least 80 pounds, so they are not easily vandalized, stolen or thrown into the public right-of-way; . have theft-proof coin mechanisms when payment is required for materials contained within; . be graffiti resistant, to discourage criminal conduct and gang activity. Newsracks must also be: . in a clean condition and in good repair; . constructed, installed, and maintained in a safe and secure condition: . made of solid material on all sides; . maintained so that it is free of graffiti; . affixed with a decal, issued by the City, evidencing the issuance of a permit under the Ordinance: . affixed with identifying information, including the name, address and telephone number of the newsrack owner and of the distributor of the publication contained therein. The ordinance also dictates standards for placement and location of newsracks. They may not be installed in the rights of way if they: . Endanger public safety; . Interfere with public utility, public transportation, or other governmental use; or . Interfere with pedestrian or vehicular traffic, entry or exit from a residence or business, access to a legally parked or stopped vehicle, use of a traffic 36 Honorable Mayor and City Council October 8, 2007 Page 4 . . sign or signal, emergency call box, transit shelter, bus stop, elevator, mailbox, or other public service, or access to use of a delivery area or loading zone. Newsracks may not be placed upon any part of the public right-of-way that abuts the Vision Clearance Area, and must be placed or maintained in compliance with the following standards: . Every newsrack must be open toward the street; . If multiple newsracks are permitted at the same location, all such newsracks must be placed together in a straight row that may not extend more than 10 feet; . Newsracks may not be chained to poles, trash receptacles, bus shelters, trees and landscaping, or other similar fixtures; . Newsracks may not be placed, installed or maintained: o within 5 feet of fire hydrants or emergency call boxes o within 5 feet of parking meters, benches, kiosks, trash receptacles, tree wells, poles or stand pipes, or control cabinet o within 10 feet of any transit shelter, bus bench or designated bus stop o within 10 feet of any alley, loading zone, disabled ramp or curb cut or any location where the clear space for the passage of pedestrians after placement or installation is less than 4 feet ~ or as required by ADA Accessibility Guidelines, o within 3 feet of landscaping, or in a manner where use of the newsrack causes damage to such landscaping o within 3 feet of any commercial window display o within 3 feet of or in a manner that blocks or covers an underground utility vault, manhole, or other sidewalk underground access location: . Newsracks may not be permanently affixed to the sidewalk or street; . If the City must make improvements to the sidewalk or adjacent street, displaced newsracks must be removed by the permittee at their expense; the City is not be obligated to provide alternative or other sites for such displaced newsracks. Significant to this ordinance are provisions allowing the City to immediately seize unpermitted newsracks and those where placement creates an immediate danger to the health and safety of the public. Newsracks that fail to meet standards, or that are placed in a manner inconsistent with other provisions of the ordinance may also be seized, following notification and an opportunity to 37 Honorable Mayor and City Council . October 8, 2007 Page 5 . . remedy the violation. A person thus notified may request a hearing before the Woodburn Municipal Court. Finally, the ordinance provides for permit fees, which recover administrative costs. Inasmuch as the attached ordinance provides the City with a better set of tools with which to regulate newsracks in the downtown area, based on findings of need and objective standards, your approval is respectfully requested. Due to safety concerns, this ordinance is presented as an urgency measure. FINANCIAL IMP ACT: Administrative costs are unknown, but will rely on the amount of permit activity and are anticipated to be recovered through permit fees. Given its reluctance to submit to a permit process, litigation between the Oregonian and the City is possible. Depending on the theory of law presented in such litigation, these costs could be borne entirely by the City, could include the Oregonian's . attorney's fees if the City is unsuccessful in its defense, and are impossible to predict at the present time. 38 COUNCIL BILL NO. ORDINANCE NO. AN ORDINANCE REGULATING THE PLACEMENT AND PERMITTING OF NEWSRACKS AND DECLARING AN EMERGENCY. WHEREAS, the City of Woodburn is a home rule city with legal power over the use of its rights-of-way; and WHEREAS, the public is aware of the City's exercise of this right-of-way authority by virtue of Ordinance 2225; and WHEREAS, the general and special findings justifying this Ordinance and the purpose of this Ordinance are set out below; NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. General Findinas. The City Council of the City of Woodburn finds and declares that: A. It is in the public interest to establish regulations that balance the right to distribute information through newsracks with the right of persons to reasonably access and use public property. The City Council wishes to provide for the placement of newsracks, stands, containers and similar newspaper and publication vending machines to provide a forum for communication while preserving the convenience of those using the public rights of way. Newsracks placed and maintained on public property, absent some reasonable regulation, may unreasonably interfere with the use of such property, and may present hazards to persons or property. B. The public health, safety, welfare, and convenience require that: interference with vehicular, bicycle, wheelchair or pedestrian traffic be avoided; obstruction of sight distance and views of traffic signs and street- crossing pedestrians be eliminated; damage done to sidewalks or streets be minimized and repaired; the good appearance of public property be maintained; trees and other landscaping be allowed to grow without disturbance; access to emergency and other public facilities be maintained; and ingress and egress from, and the enjoyment of store window displays on, properties adjoining public property be protected. C. The regulations on the time, place and manner of the placement, location and maintenance of newsracks set forth in this Ordinance are carefully Page 1 - COUNCIL BILL NO. ORDINANCE NO. 39 . tailored to ensure that the purposes stated in this section are implemented while still providing ample opportunities for the distribution of information to the public. D. The City Council finds that newsracks have proliferated and increased in the City to the extent that they must be addressed by this Ordinance. Exhibit "A" describes examples of the proliferation of newsracks in the city. Section 2. SDecial Flndlnos for the Urban Renewal Core Area. The City Council of the City of Woodburn finds and declares that: A. The City has made a substantial monetary and policy commitment to revitalize its Urban Renewal Core Area, that area described in Exhibit liB" of this Ordinance. B. The City Council passed Ordinance 2298 on August 13, 2001, which adopted the Woodburn Urban Renewal Plan. The Woodburn Urban Renewal Plan is incorporated into these findings by this reference. C. The purpose of the Woodburn Urban Renewal Plan is to rehabilitate and redevelop blighted areas consistent with the Woodburn Comprehensive Plan. D. A key component of the Woodburn Urban Renewal Plan is to enhance livability by making improvements in the Urban Renewal Core Area. This area encompasses Woodburn's downtown. It is pedestrian and bicycle friendly. Under the Woodburn Urban Renewal Plan, planned improvements in this area include street, sidewalk, landscape and lighting improvements, street furnishings and public art, building renovations and fa<;ade improvements, creation of public spaces, business incubation and small businesses assistance. E. On August 21,2005, the Woodburn Downtown Plaza was dedicated as part of the first phase of the improvements made through the Woodburn Urban Renewal Plan. The Plaza is in the center of the Urban Renewal Core Area and contains a water fountain, lawn, 8 benches, and the future location of a gazebo. Pedestrians regularly walk through the Plaza and sit on the benches. F. The Urban Renewal Core Area is also a historic area, containing the oldest existing structures in Woodburn. Much of the construction is of un- reinforced masonry dating from the late Nineteenth Century. G. The City Council passed Ordinance 2313 on April 9, 2002, which adopted the Woodburn Development Ordinance. The Woodburn Development Ordinance is incorporated into these findings by this reference. Page 2- COUNCIL BILL NO. ORDINANCE NO. 40 H. The Woodburn Development Ordinance was also intended to enhance livability in the Urban Renewal Core Area through special zoning regulations in the form of a Downtown Development and Conservation District. Under the Woodburn Development Ordinance, Architectural Design Guidelines apply to exterior alterations to existing buildings and require that "materials, colors, and textures used in the alteration or addition should be fully compatible with the traditional architectural character of the historic building." I. The Urban Renewal Core Area also has a higher crime rate than other areas of Woodburn. Street crimes, gang activity, vandalism, and the application of graffiti are ongoing problems that the City continues to address in this area. Exhibit "C" describes the concentration of graffiti and other property crimes in this area as compared to the rest of the city. Section 3. Purcose. A. The general purpose of this Ordinance is to promote the public health, safety, and welfare through the regulation of placement, appearance, number, size, and servicing of newsracks on public rights of way so as to: 1. Provide for pedestrian and driving safety and convenience; 2. Prevent unreasonable interference with the flow of pedestrian or vehicular traffic including ingress into, or egress from, any - residence, place of business, or from the street to the sidewalk, by persons exiting or entering parked or standing vehicles; 3. Provide reasonable access for the use and maintenance of sidewalks, poles, posts, traffic signs or signals, hydrants and mailboxes, and access to locations used for public transportation services; 4. Reduce visual blight on the public rights of way and protect the aesthetics of store window displays, public landscaping and other improvements; 5. Reduce exposure of the City to personal injury or property damage claims and litigation; and 6. Protect the right to distribute information that is protected by state and federal constitutions through the use of newsracks. B. The purpose of the Additional Standards for newsracks in the Urban Renewal Core Area is to: Page 3 - COUNCIL BILL NO. ORDINANCE NO. 41 1 . Require newsracks to be constructed of steel, a material more resistant to acts of vandalism (Le., cutting and burning the newsrack) than lighter and weaker construction materials. 2. Require newsracks to be constructed of steel so that they are uniform in appearance and compatible with the architectural character of the historic buildings in this area. 3. Require that newsracks weigh at least 80 pounds. This weight requirement ensures that they are not easily vandalized, stolen or thrown into the public right-of-way. Newsracks made of lighter materials are not appropriate for installation in the Urban Renewal Core Area because the larger number of pedestrians and higher rate of crime in this area make it more likely that the newsracks could be thrown into the right-of-way and cause damage to persons and property. 4. Require newsracks to have coin mechanisms housed in the body of a newsrack or in armored heads welded or bolted to the body of a newsrack so that the newsracks are not subject to vandalism or theft. 5. Require newsracks to be painted or covered with a protective coating to make them graffiti resistant. This facilitates quick removal of graffiti so that criminal conduct and gang activity is discouraged. Section 4. Definitions. For the purpose of this Ordinance, these words and phrases are defined as follows: A. Business day means Monday through Friday, inclusive, of every week excepting holidays for which the city is closed to official business. B. City Administrator means the Woodburn City Administrator or designee. C. Newsrock means any self-service or coin-operated box, container, storage unit, or other dispenser installed, used, or maintained for the display and sale or distribution without charge of newspapers, periodicals, magazines or other publications. D. Owner means the person or its duly authorized representative who owns a newsrack placed in the City. E. Parkwoy means the area between the public sidewalk and the curb of any public street and where there is no public sidewalk, the area between the property line/right of way line and the curb. Page 4 - COUNCIL BILL NO. ORDINANCE NO. 42 F. Permit means a permit issued pursuant to this Ordinance which allows for the placement of a newsrack within a specifically designated portion of a sidewalk or parkway. G. Person means any individual, firm, company, corporation or other organization. H. Roadway means that portion of a public street improved, designed or ordinarily used for vehicular travel. I. Sidewalk means any surface dedicated to the use of pedestrians by license, easement, and operation of law or by grant to the city. J. Street means all of that area dedicated to public use for public street and sidewalk purposes and includes, but is not limited to, roadways, parkways, alleys, service drives and sidewalks. K. Urban Renewal Core Area is that area located close to downtown Woodburn and described specifically in Exhibit IIA" to this Ordinance. l. Vision Clearance Area is that area defined by Section 3.103.10 of the Woodburn Development Ordinance. Section 5. Permit and Decal Reaulred. It shall be unlawful for any person to place, maintain, or cause to be placed, or maintained a newsrack on, or projecting on, any public right-of-way without first receiving a permit from the City for the newsrack and affixing a decal evidencing such permit on the newsrack. Section 6. Permit. A. An application for a newsrack permit shall be made to the City Administrator on a form which shall include: 1. The name, street and mailing address, emaiJ address, and telephone number of the applicant, which shall be the duly authorized representative of the newsrack owner. 2. The name, street and mailing address, email address, and telephone number of both the publisher, if different from the applicant, and, the independent distributor(s), if any, authorized to service the owner's newsrack(s) for which the permit is sought. Page 5 - COUNCIL Bl '-JO. ORDINANC 'J. 43 3. The name, street and mailing address, em ail address, and telephone number of the applicant's designated representative, if different than applicant, whom the City shall give notice under this ordinance or contact at any time concerning the applicant(s) newsrack(s). 4. A description of each proposed newsrack, including its dimensions and signage, and whether it contains a coin-operated mechanism. 5. The name and frequency of the publication proposed to be contained in each newsrack. B. A separate application shall be required for each publication. C. If the application is properly completed and the type of newsrack and location proposed for each newsrack meets the standards set forth in this Ordinance, the City Administrator shall issue a permit within 5 business days from the date the applicant files the application. A single permit shall be issued for all newsracks applied for by an applicant that meet the standards of this Ordinance. A permit shall not be transferable. D. A permit shall be valid for 1 year. E. The permit application fee shall be $50.00, and the decal fee shall be $10.00 per newsrack. All fees imposed under this Ordinance shall be paid to the City Administrator at the time the application is filed and may be adjusted from time to time. F. Each permittee shall be issued a pre-printed decal for each permitted newsrack, which shall be affixed to the lower right or left corner inside the window opening on the front of each newsrack. Section 7. Denial of Permit. If the application is incomplete or the type of newsrack and location proposed for a newsrack does not meet the standards set forth in this Ordinance, the City Administrator shall deny the permit application. If the newsrack permit is denied, in whole or in part, the City Administrator shall, by certified mail, notify the applicant within 5 business days from the date of filing a completed application, explaining the reasons for the denial of the permit. The applicant shall have 10 business days from the date the certified letter is mailed to correct and resubmit the application or to appeal the decision, in writing, to the Woodburn Municipal Court. Section 8. Aooeal. The Woodburn Municipal Court shall conduct a hearing within 30 days of receipt of the applicant's written appeal request. Written notice of the time and place of the hearing shall be provided to the Page 6 - COUNCIL BILL NO. ORDINANCE NO. 44 applicant at least 10 business days prior to the date of the hearing. The . Woodburn Municipal Court shall render a written decision within 15 business days after the date of the hearing. Section 9. General Placement and Location Standards for Newsracks. A. A person may not install, use or maintain a newsrack on any public right-of-way if the newsrack: 1. Endangers public safety; 2. Interferes with public utility, public transportation, or other governmental use; or 3. Interferes with or impedes: a. Pedestrian or vehicular traffic; b. Entry or exit from a residence or business; c. Access to a legally parked or stopped vehicle; d. Use of a traffic sign or signal, emergency call box, transit shelter, bus stop, elevator, mailbox, or other public service; or e. Access to use of a delivery area or loading zone. B. A newsrack shall not be placed upon any portion of the public right-of-way that abuts the Vision Clearance Area. C. Except as otherwise provided in this Ordinance, a newsrack requiring a permit under this Ordinance shall be placed or maintained on any public right-of-way in compliance with the following standards: 1 . Every newsrack shall be placed so as to open toward the street. 2. If multiple newsracks are permitted at the same location, all such newsracks must be placed together in a straight line and abutting adjoining newsracks and no group of newsracks shall extend for a distance of more than 10 feet. 3. No newsrack shall be chained or otherwise attached to any parking meter, kiosk, trash receptacle, street light, utility pole or device, sign Page 7 - COUNCil BilL NO. ORDINANCE NO. 45 pole, stand pipe, transit shelter, bus bench, bus stop, or to any tree, shrub or other plant, or other structure. 4. No newsrack shall be placed, installed or maintained: a. Within 5 feet of any fire hydrant, emergency call box, or other emergency facility. b. Within 5 feet of any parking meter, bench, kiosk, trash receptacle, tree well, utility pole, signal pole, sign pole, stand pipe, or control cabinet. c. Within 10 feet of any transit shelter, bus bench or designated bus stop. The distance requirement shall be measured from the roof of any transit shelter, the edge of any bus bench, or the pole sign for any designated bus stop. d. Within 10 feet of any alley, loading zone, disabled ramp or curb cut. e. At any location where the clear space for the passage of pedestrians after placement or installation is less than 4 feet, or as required by ADA Accessibility Guidelines, whichever is greater. f. Within 3 feet of or on any area of flowers or shrubs or similar landscaping, or in such a manner where ordinary use of the newsrack will cause damage to such landscaping. g. Within 3 feet of any commercial window display. h. Within 3 feet of or in such a manner as to block or cover any portion of an underground utility vault, manhole, or other sidewalk underground access location. i. In such a manner as to be permanently affixed to any sidewalk, street or other property of the City. j. Within 20 feet of any crosswalk. D. Subject to the other provisions of this section, a newsrack requiring a permit under this Ordinance may be placed on the parkway adjacent to a sidewalk when placement of the newsrack on the sidewalk would reduce clear passage for pedestrians as provided in this Ordinance. In this case, the newsrack should open toward the sidewalk. Page 8 - COUNCIL BILL NO. ORDINANCE NO. 46 E. In the event the City must expand or otherwise reconfigure public right-of-way or make improvements thereto to improve the adjacent street, sidewalk, or for other public purpose, any and all newsracks displaced by such improvements shall be removed by the permittee at the permittee's sole cost and expense and in accordance with the instructions of the City. Wherever possible, and only in accordance with the requirements of this ordinance, the City shall attempt to allow the relocation of any newsracks displaced as provided herein to the newly reconfigured right-of-way without additional permit fee; provided, however, where such right-of-way will no longer accommodate newsracks in accordance with the requirements of this ordinance, the City shall not be obligated to provide alternative or other sites for such displaced newsracks. Section 10. General Construction and Maintenance Standards for Newsracks. Any newsrack requiring a permit under this Ordinance shall: A. Be in a clean condition and in good repair. B. Be constructed, installed, and maintained in a safe and secure condition. C. Be made of solid material on all sides; no wire or other open form of newsrack will be permitted. D. Be maintained so that it is free of graffiti. E. Be affixed with a decal, issued by the City, evidencing the issuance of a permit under this Ordinance. F. Be affixed with identifying information, which shall contain the name, address and telephone number of the newsrack owner and of the distributor of the publication contained therein. Such information shall be placed in a visible location on the front of the newsrack, and shall be legible. Section 11. Additional Construction and Maintenance Standards for Newsracks in Urban Renewal Core Area. In addition to complying with the standards contained in Sections 9 and 10 of this Ordinance, any newsrack requiring a permit under this Ordinance that is located in the Urban Renewal Core Area shall meet the following additional standards: A. A newsrack shall be manufactured from 20-gauge or thicker zinc coated steel. Page 9 - COUNCIL BILL NO. ORDINANCE NO. 47 B. A newsrack shall have a net weight of at least 80 pounds when not filled with newspapers, periodicals, magazines or other publications. C. Coin mechanisms, if any, shall be housed in the body of a newsrack or in armored heads welded or bolted to the body of a newsrack. D. A newsrack shall be painted or covered with a protective coating to make it graffiti resistant and promote the easy removal of any graffiti. Section 12. Abandoned Newsracks. In the event any newsrack is severely damaged, or remains empty for more than 30 days, the newsrack shall be deemed abandoned, and may be seized and removed in the manner provided by this Ordinance. Section 13. Seizure of Newsracks. A. The City may seize and remove a newsrack if the person responsible for the newsrack has failed to obtain a permit under this Ordinance or where the newsrack creates an immediate danger to the public health, safety or welfare. The City Administrator shall provide notice to the owner, if known, by mailing a "Notice of Removal" to the last known address of the person. B. Except for the instances specified in subsection "A" of this section, before any newsrack is seized, the designated representative shall be notified and provided 5 business days from notification in which to remedy the violation or to request a hearing to contest the seizure. A person notified under this subsection may make a written request for a hearing before the Woodburn Municipal Court. C. If no hearing is requested after notice is given, the Woodburn Municipal Court may order the newsrack seized and disposed of. If a request for hearing is received, the Woodburn Municipal Court shall conduct a hearing within 30 days of receipt of the applicant's written request. Written notice of the time and place of the hearing shall be provided to the applicant. D. The Woodburn Municipal Court shall render a written decision within 15 days after the date of the hearing. E. The City shall hold any newsrack(s) seized under this section for 30 days from the date of seizure. The owner or designated representative may retrieve any seized newsrack(s) subject to a $25 seizure and impound fee for each newsrack retrieved, to be paid at the time of retrieval. If a hearing has been requested, the City shall hold any seized newsrack(s) until the conclusion of all proceedings involving the newsrack(s), but not less than 30 days. At the Page 10 -COUNCIL BILL NO. ORDINANCE NO. 48 conclusion of the appropriate time under this subsection, the City shall become owner of the seized newsrack(s) and may dispose of them as appropriate. F. The owner of any newsrack(s) retrieved after seizure under this section, shall re-apply for a newsrack permit, pursuant to the requirements of this ordinance, prior to placing the formerly seized newsrack(s) back in the city. Section 14. Enforcement. A. A newsrack placed in violation of this Ordinance constitutes a public nuisance, and may be abated. B. The City Attorney, after obtaining authorization from the City Council, may initiate a civil proceeding on behalf of the City to enforce the provisions of this Ordinance. C. In addition to, and not in lieu of any other enforcement mechanisms, a violation of any provision of this Ordinance constitutes a Class 1 Civil Infraction and may be processed according to the procedures contained in the Woodburn Civil Infraction ordinance. D. Each day that a violation of this Ordinance is committed or permitted to continue shall constitute a separate Civil Infraction. E. The remedies provided for in this Section are cumulative and not mutually exclusive. Section 15. Severabili~. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. Section 16. Declaration of Emeraency. This Ordinance being necessary for the immediate preservation of the public peace, health and safety for the reason that the proliferation of newsracks in the City needs to be immediately addressed, an emergency is declared to exist and this Ordinance shall take effect immediately upon passage by the Council and approval by the Mayor. Page 11 -COUNCIL BILL NO. ORDINANCE NO. 49 Approved as to form: Approved: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant City Recorder City of Woodburn, Oregon Page 12 -COUNCIL BILL NO. ORDINANCE NO. /tJ ~f ftl Date I I Kathryn Figley, Mayor 50 EXHIBIT "A" PAGE 10FS 51 EXHIBIT "A" PAGE 2 OF 5 52 EXHIBIT "A" PAGE 3 OF 5 53 EXHIBIT "A" PAGE 4 OF 5 54 EXHIBIT "A" PAGE 5 OF 5 55 LS " :~, , ,,- h.......... ... ...... . \ " .......... 11-- . ',',', :.. .,./..... ..............~" I :...-. i"'~,. . ...' " . 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" '>1 t. :.;i'{:/'... f. ~.\( 11' J.... ~....../ I . ......, . f'. l:b~ ~'-,: f f~ -: "-r~:. ~ .' . . .:.d t.~~'" -/ . I . . I.. ... ' <I ~"") .1 ,...... ./ : ..,;, .. , .>.... J . ~"-~~A) \ '" T I. I. I- Z :10 I 39Vd II:>" l.I8IHX3 r- n - 9 " co )> J> z :I> 0 r- C r- " ~ ." 0 m ~ ---t Z C ::t m ~ 0 m :E 0 ;:c 1> )> r- N C ;:c (") 0 OJ m 0 0 c: '> 0'\ iJ'l x: ~ \ m I Z l-' ~ :I> ~ iO c: U'I m ~ to )> ~ ;:l I C ." rn 0\ ~ ." "'t\I N ~ 0 " " N 1004 ---t m 0 n m " 0 0 0 " ~ - ~ ..... ~ -m - m '....i U) ~I" .-- '2 P ~GE. '2 Of \n So ~'""' vg ~~ \>>'" o.~ ~:) 0.4 ~~ ig ON O~ ~~ '6~ ~ u o l.IJ ~ o e ~r- ct: E 0'\0.- I"'l.IJ ...... 0:. \""" 4""" u;\I"; o:.~ 4\ lJJ. IJ', (t, 4- o lJJ U~ \ '4 ct. ~l.IJ lJJ~ ~b ct'j -z..ct 4- to ct. :;) , \ 58 ~ WOODBURN l.cor"or4/lJ fa" ~ ~llB . . October 8, 2007 TO: Honorable Mayor and City Council FROM: N. Robert Shields, City Attorney SUBJECT: Amendment to Business Registration Ordinance RECOMMENDATION: Consider adoption of the amendment. BACKGROUND & DISCUSSION: At the September 24, 2007 meeting, the City Council directed me to draft an amendment to the business registration ordinance eliminating the farm products exemption. In response to your request, I have drafted the ordinance amendment and present it for your consideration. FINANCIAL IMP ACT: None. Agenda Item Review: City Administrator _ City Attorney Finance 59 COUNCIL BILL NO. ORDINANCE NO. AN ORDINANCE AMENDING ORDINANCE 2399 (THE BUSINESS REGISTRATION ORDINANCE) TO ELIMINATE THE EXEMPTION FOR PRODUCERS OF FARM PRODUCTS WHEREAS, at its September 24, 2007 meeting, the City Council directed the City Attorney to draft an amendment to the business registration ordinance eliminating the farm products exemption; and WHEREAS, this amendment to the ordinance has been drafted and is ready for City Council consideration; NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. Ordinance 2399, Section 4F is hereby repealed. Approved as to form: ~tO City Attorney I () j-z--lz tJ 0 1- Dat~ I Approved: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant City Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. ORDINANCE NO. 60 .~ WQQ12BURN fn(Jrp"r4.,d UIS9 ~ ~llC . . October 8, 2007 SUBJECT: Mayor and City Council through City Administrator Ben Gillespie. Finance Director ~ Contingency Transfer-PW Director Recruitment TO: FROM: RECOMMENDATION: Adopt the attached resolution authorizing a transfer of appropriations within the Technical and Environmental Fund. BACKGROUND: The City's efforts to fill the Public Works Director position through traditional channels did not yield a satisfactory candidate. The Council authorized using a personnel search firm to narrow the search and target those candidates most likely to match the City's needs. The City contracted with Avery and Associates to develop advertising materials and identify likely candidates. DISCUSSION: The cost of the Avery contract is not to exceed $10,000. This was not budgeted in 2007-08. However, the PW Director position will be vacant for several months. This frees up Labor budget that can be transferred to the Services budget to pay for the additional recruiting costs. FINANCIAL IMPACT: The transfer of $10,000 from Labor and Benefits to Supplies and Services neither increases nor decreases the total budget. Agenda Item Review: City Administrator _ City Attorney Finane 61 COUNCIL BILL NO. RESOLUTION NO. A RESOLUTION AUTHORIZING THE TRANSfER Of APPROPRIATIONS DURING fiSCAL YEAR 2007-08. WHEREAS, Oregon Revised Statutes 294.450 allows for the transfer of appropriations within a fund to an existing appropriations category within the same fund during the year in which appropriations are made, and WHEREAS, a transfer of appropriations within the Technical and Environmental Fund is necessary to provide for recruitment of the Public Works Director position, NOW, THEREfORE, THE CITY OF WOODBURN RESOLVES AS fOLLOWS: Section 1. That authorization is hereby given to transfer the following appropriation during fiscal year 2007-08: TECHNICAL and ENVIRONMENTAL FUND: Transfer From: PW Admin, Regular Salaries PW Admin, Workers' Comp PW Admin, Social Security PW Admin, Insurance Transfer To: W Admin, Personnel Service (582/691/6999/5111 ) (582/691/6999/5211) (582/691/6999/5212) (582/691/6999/5213) $ 4,000 $ 1,000 $ 3,000 $ 2,000 $10,000 Approved as to form: Approved: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant City Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. ORDINANCE NO. 62 ~.~.'.."'...~ W~N I.,.".,.,.J "" ~~llD . . October 8, 2007 FROM: Honorable Mayor and City Council through City Administrator Jim Row, Community Services Director~ t TO: SUBJECT: Chemeketa Cooperative Regional Library Service (CCRLS) Contract Amendment RECOMMENDATION: Adopt the resolution approving the Intergovernmental Agreement Contract Amendment and authorize the Mayor and Library Manager to sign this amendment and any future amendments to this agreement. BACKGROUND: The Intergovernmental Agreement Contract Amendment between Chemeketa Community College (on behalf of C.C.R.l.S.) and the City of Woodburn was updated November 13, 2002. Since that time, there have been a number of minor amendments to the agreement, which were each brought to the City Council. DISCUSSION: The resolution before the City Council approves the current amendment and delegates to the Mayor and Library Manager the authority to sign any future amendments to the existing agreement. FINANCIAL IMPACT: The actual amount of compensation is the same amount estimated in the 2007- 08 FY budget. Agenda Item Review: City Administrator _ City Attorney Finance 63 COUNCIL BILL NO. RESOLUTION NO. A RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT CONTRACT AMENDMENT WITH CHEMEKETA COMMUNITY COLLEGE THROUGH ITS CHEMEKETA COOPERATIVE REGIONAL LIBRARY SERVICE (CCRLS) AND AUTHORIZING THE MAYOR AND LIBRARY MANAGER TO SIGN SAID AGREEMENT. WHEREAS, the City has, for several years, participated in the Chemeketa Cooperative Regional Library Service (CCRLS); and WHEREAS, participation in CCRLS enables city residents to have access to free reciprocal borrowing privileges and use of an automated library system involving other participating libraries: and WHEREAS, it is in the interest of the City to execute this amendment to the existing CCRLS agreement: NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and library Manager are authorized to execute an Intergovernmental Agreement Contract Amendment (Contract # 19403, Amendment Letter F) with Chemeketa Community College. Section 2. That a copy of said amendment is affixed hereto as Attachment A and, by this reference, is incorporated herein. Section 3. That the Mayor and library Manager are delegated the authority to execute any future amendments to Contract # 19403. Approved as to form: ~, niL) City Attorney qJ 2-1- jZ!Jll}- Date Approved: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant City Recorder City of Woodburn, Oregon Page 1 - Council Bill No. Resolution No. 64 ATTACHMENT fi Page ......L of ;l.. Contract No.:194 03 CHEMEKETA ERATlVE REGIONAL LIBRARY SERVICE Amendment Letter: F INTERGOVERNMENTAL AGREEMENT CONTRACT AMENDMENT The Agreement by and between Chemeketa Community College through its Chemeketa Cooperative Regional Library Service, hereafter called COLLEGE, and the City of WOODBURN, OREGON, hereafter called CITY under which COLLEGE compensates CITY for providing nonresident library and net loan services which was entered into for the period beginning November 13,2002 and ending June 30,2008 is hereby amended as follows: 1. Section 3.0. Responsibilities of COLLEGE is amended to add a subsection 3.1.4 Electronic Payments for Fines, Lost Book Charges, Donations or Other Charges which is attached to this amendment as Exhibit 1 and which is incorporated herein by this reference. 2. This amendment is effective upon the date of last signature by all parties. SIGNATURES Parties concur that all other terms and conditions of the original Agreement, and the terms and conditions of any Amendment to the original agreement, shall remain in effect. In witness whereof, the parties hereto have caused this agreement to be executed on the date set forth below, effective as of the date set forth herein. FOR: COLLEGE FOR: CITY ~I'~ ~r6J (Signature) (Date) (Signature) c (Date) Gregory P. Nelson, Director Chemeketa Cooperative Regional Library Services Kathy Figley, Mayor City of WOODBURN 65 ATTACHMENT .It-- Page -2- of ~ Exhibit 1 to Contract #194 03, Amendment Letter F Subsection 3.1.4 Electronic Payments for Fines, Lost Book Charges, Donations or Other Charges a. COLLEGE, through CCRLS agrees to collect and process electronic payments for fines, lost book charges, donations or other charges owed to CCRLS member libraries. b. Only charges that are paid through the shared library automation system operated by COLLEGE (currently Innovative Millennium) will be processed by COLLEGE. c. Any dispute of charges is the responsibility of CITY to resolve with the patron. COLLEGE is not fmancially responsible to refund corrected charges to a library patron. Deductions from the merchant banking account will be deducted from the next regular payment to the associated CITY library. d. Charges will be compiled and calculated on a monthly basis. Payment to CITY will be made on a quarterly basis. In the event the amount due to CITY is less than $15, the payment will be held for the next quarterly payment. e. Payment to CITY will be of the amount paid on their behalf, minus merchant services for the period. Associated fees will be distributed on a pro-rata basis to each library based on the percentage of funds collected that month. f. Payments for unidentified charges, or for items which COLLEGE has previously reimbursed CITY, will be credited to COLLEGE. g. COLLEGE and CITY acknowledge that COLLEGE will be responsible only for the amount of any correction without penalty. 66 ~-) ;\ ".' r'o. _,n vv.()Q.Dn.U~N IH",o,altd .889 A~,~llE . . October 8, 2007 FROM: Honorable Mayor and City Council through City Administrator Jim Row, Community Services Director J e TO: SUBJECT: Parks and Recreation Master Plan Update RECOMMENDATION: Authorize the City Administrator to execute a Persona' Services Agreement with Group Mackenzie for the Parks and Recreation Master Plan Update Project. BACKGROUND: The existing Parks and Recreation Comprehensive Master Plan was completed and adopted in October 1999. Since that time, many of the assumptions the plan was based upon have changed. The purpose of this plan update is to evaluate the current system and develop a well-planned systemic approach to managing community parks and recreation needs, utilizing current industry standards, while recognizing the unique needs of the Woodburn community. A comprehensive public input process, including a scientific survey will be a critical component of this planning process. This project will culminate in the development of recommendations intended to eliminate current deficiencies in the system, while also preparing for the anticipated growth in the community. The Parks Capital Improvement Program will be updated based on the recommendations of the plan. It is likely that this update will lead to an evaluation of the City's Parks System Development Charges (SDCs). If an update of the SDC methodology is necessary, that project is anticipated to commence in Fiscal Year 2008-09. DISCUSSION: This project is a current City Council goal. The Budget Committee discussed this project and approved including $70,000 for it in the Parks CIP, to be funded entirely by Parks System Development Charges. Agenda Item Review: City Administrator _ City Attorney Finane 67 Mayor and City Council October 8, 2007 Page 2 . . The City received five proposals from qualified firms in mid August 2007. A six- person committee, comprised of four staff and two Recreation and Park Board members reviewed and scored the proposals. The top two firms, Cogan Owens Cogan and Group Mackenzie were invited to make a presentation to the review committee. Those presentations resulted in the committee's unanimous recommendation to award the contract to Group Mackenzie. FINANCIAL IMP ACT: The contract amount is $67,500. The Budget Committee discussed this project and approved including $70,000 for it in the Parks CIP, to be funded entirely by Parks System Development Charges. It was inadvertently omitted from the approved FY 2007-08 budget, but will be added in the next supplemental appropriation. 68 'i: ~ PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into as of the date first indicated on the signature page, by and between the City of Woodburn, an Oregon municipal corporation (hereinafter referred to as "CITY"), and Group MacKenzie a corporation (hereinafter referred to as "CONSULTANT"). WHEREAS, CITY needs certain professional consultant services; and WHEREAS, CITY wants to engage CONSULTANT to provide these services by reason of its qualifications and experience; and WHEREAS, CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein, NOW, THEREFORE, IT IS AGREED as follows: SECTION 1 - SCOPE OF SERVICES The Scope of Work to be performed by CONSULTANT under this Agreement is described by: A. Exhibit A, Informal Solicitation for Proposals, dated June 26, 2007. B. Exhibit B, CONSULTANT's proposal, dated August 13, 2007 C. Exhibit C, Letter from Jennifer Richmond at Group MacKenzie, dated September 19, 2007. All Exhibits are incorporated by reference and are a part of this Agreement as if fully set forth. SECTION 2 - DUTIES OF CONSULTANT A. CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work. B. CONSULTANT represents that it is qualified to furnish the services described in this Agreement. C. CONSULTANT shall be responsible for employing or engaging all persons necessary to perform its services. D. It is understood that Jennifer Richmond will be designated by CONSULTANT as the person providing services to CITY under this Agreement and that this designated person shall not be replaced without CITY's approval. PERSONAL SERVICES AGREEMENT PAGE 1 69 .' SECTION 3 - DUTIES OF CITY A. CITY shall provide CONSULTANT the pertinent information regarding CITY's requirements for the Project. B. CITY shall examine documents submitted by CONSULTANT and shall render decisions promptly, to avoid unreasonable delay in the progress of CONSULTANT'S work. C. CITY certifies that sufficient funds are available and authorized for expenditure to finance costs of this Agreement. D. The contact person on the Project for CITY is designated as Jim Row. CITY shall provide written notice to CONSULTANT if CITY changes its contact person. SECTION 4 - TERM The services to be performed under this Agreement shall commence upon execution of the Agreement by both parties and be completed on or before October 31, 2008. SECTION 5-PAYMENT Payment shall be made by CITY to CONSULTANT only for services rendered and upon submission of a payment request and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibits A, B, and C, CITY agrees to pay CONSULTANT a fee not to exceed $67,500. Compensation shall be only for actual hours worked on the Project, at the rates specified in Exhibit B, and related direct expenses. CONSULTANT shall furnish with each bill for services an itemized statement showing the amount of services devoted to the Project by CONSULTANT as well as any agents or employees of CONSULTANT and any direct expenses. Section 6 - Termination Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason upon ten (10) days' written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice. SECTION 7 - OWNERSHIP OF DOCUMENTS All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the Project for which they are made is executed or not. . PERSONAL SERVICES AGREEMENT PAGE 2 70 " SECTION 8 - CONFIDENTIALITY All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement shall be considered as confidential by CONSULTANT until they are released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release. SECTION 9 -INTEREST OF CONSULTANT CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement. SECTION 10 - CONSULTANT'S STATUS It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent contractor, under control of CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement. Section 11 - Indemnity CONSULTANT agrees to hold harmless and indemnify CITY, its officers and employees from and against any and all claims, loss, liability, damage, and expense arising from the negligent, or claimed negligent, performance of this Agreement by CONSULTANT, its officers or employees. CONSULTANT agrees to defend CITY, its officers or employees against any such claims. This provision does not apply to claims, loss, liability or damage or expense arising from the sole negligence, or willful misconduct, of CITY. Section 12 - Insurance CONSULTANT shall provide and maintain: A. Commercial General Liability Insurance, occurrence form, with a limit of not less than $1,000,000 for each occurrence. B. Automobile Liability Insurance, occurrence form, with a limit of not less than $1,000,000.00 for each occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles. C. Workers Compensation in at least the minimum statutory limits. PERSONAL SERVICES AGREEMENT PAGE 3 71 D. All insurance shall: 1. Include CITY as an additional insured with respect to this Agreement and the performance of services in this Agreement. 2. Be primary with respect to any other insurance or self-insurance programs of CITY. 3. Be evidenced, prior to commencement of services, by properly executed policy endorsements in addition to a certificate of insurance provided to CITY. 4. No changes in insurance may be made without the written approval of CITY. SECTION 13 - NONASSIGNABILlTY Both parities recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY. SECTION 14 - RELIANCE UPON PROFESSIONAL SKILL OF CONSULTANT It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to perform the work. The acceptance of CONSULTANT'S work by CITY does not operate as a release of CONSULTANT from said obligation. SECTION 15 - WAIVERS The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of same or of any other term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money, which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement of any applicable law or ordinance. SECTION 16 -STATE PUBLIC CONTRACT PROVISIONS All requirements of ORS Chapters 279, 279A, 279B, and 279C including but not limited to the following, as applicable, are incorporated herein by reference. PERSONAL SERVICES AGREEMENT PAGE 4 72 " A. If CONSULTANT fails, neglects or refuses to make prompt payment of any claim for labor or services furnished by any person in connection with this Contract as such claim becomes due, Agency may pay such claim to the person furnishing the labor or services and charge the amount of the payment against funds due or to become due CONSULTANT by reason of the Contract. The payment of a claim in the manner authorized above shall not relieve the CONSULTANT or its surety from its obligation with respect to any unpaid claims. B. CONSULTANT and its subcontractors, if any, are subject to Oregon Workers' Compensation Law, which requires all employers that employ subject workers who work under this Contract in the State of Oregon to comply with ORS 656.017 and provide the required workers' compensation coverage, unless such employers are exempt under ORS 656.126. CONSULTANT shall ensure that each of its subcontractors, if any, complies with these requirements. C. CONSULTANT shall, upon demand, furnish to the Agency, written proof of workers' compensation insurance coverage. CONSULTANT is required to submit written notice to the Agency thirty (30) days prior to cancellation. of said coverage. D. CONSULTANT shall use recyclable products to the maximum extent economically feasible in the performance of the contract. E. CONSULTANT is engaged as an independent contractor and will be responsible for any federal or state taxes applicable to any payments made under this Contract. F. CONSULTANT agrees and certifies that it is a corporation in good standing and licensed to do business in the State of Oregon. CONSULTANT agrees and certifies that it has complied and will continue to comply with all Oregon laws relating to the performance of CONSULTANT's obligations under this Contract. H. CONSULTANT shall: H.1 Make payment promptly, as due, to all persons supplying to the CONSULTANT labor and material for the prosecution of the work provided for in the contract documents; H.2 Pay all contributions or amounts due to the State Accident Insurance Fund incurred in the performance of this Contract; H.3 Not permit any lien or claim to be filed or prosecuted against the Agency on account of any labor or material furnished; and PERSONAL SERVICES AGREEMENT PAGE 5 73 H.4 Pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. I. The CONSULTANT shall promptly as due, make payment to any person, co- partnership or association or corporation furnishing medical, surgical and hospital care or other needed care and attention, incident to sickness or injury, to the employee of such CONSULTANT, of all sums which the CONSULTANT agrees to pay for such services and all moneys and sums which the CONSULTANT collected or deducted from the wages of employees pursuant to any law, contract or Agreement for the purpose of providing or paying for such service. J. The CONSULTANT shall pay employees for overtime work performed under the contract in accordance with ORS 653.010 to 653.261 and the Fair Labor Standards Act of 1938 (29USC201 et. seq.). K. An employer must give notice to employees who work on a contract for services in writing, either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work. L. CONSULTANT will comply with 279.835 et seq. in the procurement of products and services from a nonprofit agency for disabled individuals. SECTION 17 - ATTORNEY FEES In the event a suit or action is instituted to enforce any right guaranteed pursuant to this Agreement, the prevailing party shall be entitled to, in addition to the statutory costs and disbursements, reasonable attorney fees to be fixed by the trial and appellate courts respectively. SECTION 18 - NOTICES All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows: TO CITY: TO CONSULTANT: Jim Row Community Services Director 270 Montgomery Street Woodburn, OR 97071 SECTION 19 - AGREEMENT CONTAINS ALL UNDERSTANDINGS; AMENDMENT PERSONAL SERVICES AGREEMENT PAGE 6 74 This document represents the entire and integrated Agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral. This document may be amended only by written instrument, signed by both CITY and CONSULTANT SECTION 20 - GOVERNING LAw This Agreement shall be governed by the laws of the State of Oregon. IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Agreement the day and year written. CITY OF WOODBURN: CONSULTANT: By: By: John C. Brown Title: City Administrator Title: Date: Date: PERSONAL SERVICES AGREEMENT PAGE 7 75 EXHIBIT "A" Informal Solicitation for Proposals WOODBURN ORE (; 0 N Incorporated 1889 June 26, 2007 Informal Solicitation for Proposals City of Woodburn Parks and Recreation Master Plan Update The City of Woodburn is conducting an informal solicitation for proposals from qualified firms or individuals interested in providing professional consulting services for the purpose of assisting the City in updating its Parks and Recreation Comprehensive Master Plan. Firms are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required. Interested firms should submit proposals by 4:00 p.m. on August 13, 2007, to Jim Row, Community Services Director, at Woodburn City Hall, 270 Montgomery Street, Woodburn, Oregon, 97071. Prospective proposers are encouraged to examine this solicitation document by viewing it in a PDF format, available over the Internet at the City's website: http://www.woodburn- or. gOY /publicworks/engineeringlbidsandrfps.htm. The existing City of Woodburn Parks and Recreation Comprehensive Master Plan was completed and adopted in October 1999. The purpose of this plan update is to continue to evaluate and develop a well-planned systemic approach to managing community parks and recreation needs. It is imperative that these services are consistent, compatible, and complimentary to all current and planned Parks and Recreation services. The Department of Community Services will evaluate all proposals and execute a Personal Services Agreement with the firm whose proposal appears to be the most advantageous to the City. City Administrator approval of the recommended firm and proposed Personal Services Agreement will be required. A sample Personal Services Agreement is available upon request. The selected consultant will assume responsibility for all contractual matters and services outlined in their proposal and the approved Personal Services Agreement. The City of Woodburn reserves the right to reject any or all proposals not considered to be in the best interest of the City. Project Scope The following scope is provided as an illustration of the City of Woodburn's desired outcomes related to this project. The City encourages firms to submit innovative proposals that demonstrate their unique ability to successfully complete this project. A. Initiation During project initiation, the consultant shall meet with the City's project manager to determine the project's goals and develop a strategy for the plan update process. At this meeting, the project scope, budget, schedule and key milestones will be finalized B. Public Process Consultant will conduct a comprehensive public involvement process, including interviewing stakeholder groups or individuals for input on current community understandings, priorities, issues, and perceived needs. Consultant will work with the City to develop interview questions and to identify appropriate stakeholder groups. Consultant will then prepare a summary of findings and present it to City staff for review and possible modification to the study approach. These interviews shall be used as the basis for the development of a community survey. C. Community Tour, Analysis and Inventory With the assistance of staff, maintenance representatives and other city officials, the consultant will tour the community to observe changes that have occurred since the last plan was completed. In addition, the consultant will prepare an inventory of all parks and recreation facilities and amenities in Woodburn's current system. Consultant will collect and review relevant reports, including the current Parks and Recreation Master Plan, Mill Creek Greenway Master Plan, Parks SDC Methodology and Woodburn's Comprehensive Plan and other documents that could provide information important to the planning study. Consultant shall make detailed recommendations regarding necessary updates to these and other City plans. Consultant will update the community profile information that may affect recreation interests, needs and participation. The consultant will also study existing demographic information, such as the current Census, population forecasts, and other statistics. In addition, consultant will analyze the community in terms of growth areas, natural recreation resources, land use patterns, political boundaries and other features. The consultant will present a summary of this information to the City and Master Plan Advisory Team. D. Analysis of Parks Areas, Facilities and Programs Consultant will evaluate each park or recreation area managed by the City according to condition, deficiencies and current operational problems and the overall evaluation of the park system including its strengths and weaknesses. Evaluation shall include all parks, trails and open space areas, community sports facilities, recreation facilities, community centers, aquatic centers and recreation programs. Include an analysis of current levels of service. Departmental operations shall be analyzed, including organizational structure, maintenance responsibilities, and operational efficiencies. Comparisons will be made to industry "Best Practices". Consultant will compare local participation trends with statewide averages. Statewide information is available in the "2006 Parks, Facilities, Budgeting and Staffing Benchmarking and Best Practices Survey" completed by Leisure Vision. Using City provided base maps, consultant will develop a layout plan that provides a graphical representation of existing and proposed park areas and facilities. E. Recreation Needs Assessment! Community Survey The recreation needs assessment is an analysis of need for parkland, facilities and programs stated in quantifiable terms. This information will be collected from a number of sources including City staff, the Master Planning Advisory Team, a recreation survey, the workshop meeting, input from stakeholder groups, and a level of service the City believes it can afford. Need will be quantified for specific land areas and facilities and will be expressed as a standard or ratio to a population base. The updated standards will be formulated specifically for Woodburn and will be derived from mathematical models developed by CONSULTANT. Approach to the needs assessment is described below. Consultant will perform a statistically valid random household survey distributed to selected households in the community. Completed in the prescribed manner, an accurate sampling of opinions and participation levels shall be made. The consultant shall propose the survey approach, guarantee the number of responses and describe how it will be performed relevant to this project. F. Financial analysis Consultant will analyze the current budget and program pricing practices, making recommendations where necessary. Consultant will identify potential sources of funding to finance operations and implement the capital improvement plan. Consultant will explore the feasibility of increasing parks system development charges (SDCs) to finance capital projects. G. Recommendations Utilizing the infonnation gathered throughout the process, the consultant will identify current deficiencies in our system and make recommendations for eliminating deficiencies. Further, the consultant will project future needs related to anticipated population growth and make recommendations for expanding the system to keep pace with increasing needs. Recommendations will include suggested improvements in recreational programming, maintenance and operations, expanding current and future levels of service, and making capital improvements including the development of a six year capital improvement plan (CIP). G. Project Wrap-up The consultant will present the draft plan to the community in a public forum. Feedback from the community and staff will be utilized to develop the final document. Consultant will participate in presenting the final plan at a regular City Council meeting. Deliverables will include 20 bound copies of the final document, as well as a complete digital version. The consultant will also provide the City with the compiled results of the community survey and one full sized color version of the existing parks and facilities map, as well as the park layout map. Proposal Format Successful proposals will clearly identify the firm's project team, experience with similar projects, approach to this project, projected schedule or timeline, references, other supporting material and fee. While the fee identified in the proposal will be a consideration, it will not be the sole determining factor in selecting the successful consultant. Questions regarding this project should be referred to: Jim Row Community Services Director City of Woodburn 270 Montgomery Street Woodburn, OR 97071 jim.row@ci.woodburn.or.us (503) 982-5265 EXHIBIT "B" Consultant's Proposal, Dated August 13, 2007 Statement of Qualifications TO: City of Woodburn, Department of Community Services FO R: Woodburn Parks and Recreation Master Plan Update Consultant Services SUBMITTED: August 13, 2007 4:00 PM * s . . a ~ ~ ~ ~ 2 :I 3 :I :2 ~ :J ~ :3 ~ 3 :I :I j j j j j j ;2 2 ) ~~ AC TABLE OF CONTENTS Cover Letter Project Team and Qualifications Experience with Similar Projects Approach to Project Schedule p. 1 p. 7 p.ll p.19 p.20 p.22 Statement of Qualifications TO: References City of Woodburn, Department of Community Services Fee Appendix 1: Resumes FOR: Woodburn Parks and Recreation Master Plan Update Consultant Services SUBMITTED: August 13,2007 4:00 PM GROUP MACKENZIE Since 1960 RiverEast Center 11515 SE Water Avenue, Suite 100 I Portland, Oregon 97214 PO Box 14310 I Portland, Oregon 97293 T: 503.224.9560 IF: 503.228.12851 www.groupmackenzie.com PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON .. . , Pi - 01 .. II fII m tI tI--.-..........- -. .-... tI "" .... 0.. ~ N N " " :I: ~ o 0 ~ ~ -0 ~ ~ :lg ;; Q. '" co N .0 N N "" o '" il Il lo. E o ~ -'" V cO E e- O) ~ ~ ~ .ii .. Et :I c:> ;:;; 0 ..... 0 ~ j >< CD 0 a) 0 ::J 3 en Q. - oj > ~ <l: :J <II ~ ;:: CD <II V Cl 2 - ~ III W III w en ~ :I <II '" > '" IX ~ 2__.. o -<J '" ~ ... N N to o '" -; ... :I Group Mackenzie, 2 Incorporated Architecture J lnteriors Structural ~ Engineering Civil Engineering I Land Use Planning Transportation I Planning Landscape Architecture I Locations: I Portland, Oregon Seattle, Washington I Vancouver, Washington I G R ~ A C li.ML.LE August 13, 2007 City of Woodburn Community Services Department Mr. Jim Row, Director 270 Montgomery Street Woodburn, Oregon 97071 Dear Mr. Rowand Selection Committee: Your proposed Parks and Recreation Comprehensive Master Plan Update is an essential component in advancing the City of Woodburn's park and recreation resources. The Community Services Department has made a wise, forward-thinking decision in its approach to fulfilling its mission of building a sense of spirit and encouraging a healthy lifestyle through quality services. This Master Plan Update will certainly position Woodburn to be a regional leader in recreation resources, all!)wing your citizens to reap the rewards of thoughtful planning. To achieve your goals, the Group Mackenzie + GreenPlay Team is poised to offer inspiration, insight, and clear steps towards achievement. This ideal combination of accessible, expert consultants has joined to provide you with a strategically assembled team unmatched in our ability to meet your expectations. The professional services firm of Group Mackenzie will provide project coordination throughout all phases of the Master Planning effort. Our local parks and recreation experience combined with a positive relationship with the City of Woodburn through successful completion of the most recent police station will contribute the strength of this consultant team. GreenPlay, LLC is a professional, experienced management consulting firm providing comprehensive parks and recreation and related services master planning services throughout the country. The GreenPlay staff is comprised of experienced parks, recreation, and open space professionals who know what it takes to provide the services and fund, build, and operate the types of facilities and services you manage now and may manage in the future. We are first, and foremost, managers and leaders. This expertise enabled the development of the proprietary level-of-service methodology referred to as GRASP@, or the Geo-Referenced Amenities Standards Program. You will see from our project references that the Group Mackenzie + GreenPlay Team has been successful in completing many projects similar to that being requested by the City of Woodburn. We pride ourselves on being responsive to the needs of your department, expeditiously responding to your unique project needs, and partnering with you to help achieve your goals. We are pleased to submit our qualifications and look forward to the opportunity to discuss the team's abilities and methodology with you. On behalf of the entire Group Mackenzie + GreenPlay Team, i I I, 1 ! \ I I ! Dan Jenkins, ASLA, LEED@ AP I . I I I I I I I I I I I I I ~ I I I I I I I I I I I I I . ;a ~ AC~ PROJECT TEAM 'REENPI.AYLLC ............-7 AM""" ClraaIlIfaJ We propose a consultant team of professionals from Group Mackenzie, GreenPlay, LLC, and technical experts Design Concepts, GeoWest and RRC Associates, to form the Group Mackenzie + Green Play Team. We believe this team offers the best in local accessibility combined with proven expertise. Group Mackenzie's landscape architects, located in Portland and in close proximity to the City of Woodburn, will manage and coordinate the Group Mackenzie + Green Play Team. GreenPlay, LLC, together with Design Concepts, will utilize the GRASP@ Level-of-Service (LOS) Methodology to provide appropriate assessments for the City. Geowest will provide GRASP@ mapping, siting, and digital information for the project, while RRC Associates will execute and analyze well-written statistically-valid surveys for the project, also part of the GRASP@method. The Group Mackenzie + Green Play Team will work together with the City's project team, as well as other participating members to provide a thorough evaluation of the community and develop a comprehensive Parks and Recreation Master Plan that meets the needs and desires of the residents and visitors to the City. Qualifications and roles of key staff members are listed on the following pages, with full page resumes available in Appendix 1 of this document. City of Woodburn GreenPLay, LLC Teresa PE~rlbrooke, CPRP, Principal, GreenPlilY Pat O'Toole, Project Manager, GreenPlay Karen Grannan, Project Constultant Group Mackenzie Dan Jenkins, ASLA, Principal, Group MclCkenzie Jennifer Richmond, Projcct Manager, LclncbciJpe Architect, Group Mackcmie RRC Associates . Chris Cares, AICP and Michael Simone . GRASP@Team Rob Layton, ASLA, PrinCipal and Rachael Brenna, Landscape Architect, DeSign Concepts, and Jeff Smith, CEO and Founder, Geowest PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON - . . . . . . . . . . . . . . . . II II ~ :II a 31 ~ ~ a :I :I 31 . :. JI GROUP MACKENZIE Established in 1960, Group Mackenzie has grown in the Pacific Northwest as a quality provider of professional services including landscape architecture, land use and transportation planning, architecture, interior design, structural engineering, and civil engineering, for public and private sector clients. Our 155-member firm includes two licensed landscape architects, 21 licensed architects, 11 licensed civil engineers, four licensed structural engineers, and 10 engineers-in-training. Thirty-six of our employees are LEED Accredited Professionals. Our collaborative team process allows our clients to be active participants in projects large and small. We work closely with clients to establish project goals and accurately evaluate needs to create innovative and efficient solutions to meet clients' project goals and objectives. Landscape Architecture Group Mackenzie's landscape architecture group is committed to crafting thoughtful landscape planning and design solutions for clients and their communities. Our professional staff is adept at developing creative solutions that meet our client's goals, enhance the natural environment and create meaningful places. Our successful experience with a wide range of public and private project types-including parks, site planning, campus planning, urban design, streetscapes, and sustainable landscapes-demonstrates our thorough knowledge of the profession and design excellence. Our extensive technical skills in project management, public participation facilitation, landscape planting, irrigation, site construction, and sustainable practices in combination with Group Mackenzie's multi-disciplinary capability offer a responsive and innovative approach that consistently results in successful projects. Highlighted by experienced licensed landscape architect Dan Jenkins, in addition to a large support staff of landscape architects and designers, our team combined with the efforts of GreenPlay and its associate team features a breadth of knowledge across the board to fully meet the City of Woodburn's Parks and Recreation Master Plan Update. Dan Jenkins, ASLA, LEED AP Project Principa~ Group Mackenzie Project Role: Project oversight, main point of contact for the City of Woodburn. QUALIFICATIONS Dan is the director of Group Mackenzie's landscape architecture group and has deep experience in all facets of park design. He successfully takes projects from conception through to construction. His previous experience for other firms includes numerous neighborhood and community parks in Oregon, Washington, and California. Current park projects with Group Mackenzie include a community park in Lake Oswego and the City of Keizer's Civic Center Park. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ Group Mackenzie's unique multidisciplinary approach ensures our clients benefit from greater collaboration, increased coordination, and enhanced communication, ':,..". ~ ~.'" f. _ ."~. , . . b -. . .}.... of-. '1' i. 'j'. ~ ~-1;;.,~''.r;r.i\ 1\';~~~~"..... ' . ;-"'~:.'. ',' 'YK..,- . , :. . 1.- " 2 . . . . . . . . . . . . . . . . . . . . . . . . I . I I I I I Jennifer B. Richmond Project Manager, Landscape Architect, Group Mackenzie Project Role: Local project coordinator with the City and Group Mackenzie + GreenPlay Team. Assisting Dan Jenkins to ensure that all project deliverables are met, including tasks associated with the public process, parks and facilities analysis, community survey, financial assessment, recommendations, and final documentation. QUALIFICATIONS A recent addition to our staff, Jennifer boasts a stellar record as a project manager with experience coordinating all aspects of parks and recreation projects. Her extensive experience includes master planning, design and implementation of park and recreation facilities, park and recreation needs assessments and master plans, and campus and streetscape designs in Oregon and Iowa. She is a licensed landscape architect and LEED Accredited Professional. GREENPLAY, LLC GreenPlay, LLC, operates as a consortium of experts to provide services for park, recreation, open space and related agencies. GreenPlay was established in Broomfield, Colorado, in 1999 by Teresa Penbrooke and is a 100 percent women owned DBE certified business. GreenPlay works nationwide with ten full-time employees and over thirty technical agencies and sub-consultants to complete projects for large and small agencies around the United States. The firm's experience and services, include but are not limited to: master and strategic planning, site and facility feasibility, GRASP@ and Traditional Level-of-Service (LOS) Analysis, positive public processes, public and private partnership facilitation, traditional and alternative funding, economic impact analysis for cities, towns, districts, counties, other forms of government, and private or non-profit related organiza tions. Teresa Penbrooke, CPRP CEO and Founding Managing Member I Principal-in-Charge, GreenPlay Project Role: Teresa will provide overall project oversight to the GRASP@ process and will assist in team development, contracting, stakeholder involvement and consensus building, administration, as well as offer her facility-planning expertise. She will also be involved in team integration, and the review and editing of all documents. Additionally, Teresa will help to ensure that all information collect throughout the process is valid and useful from an operational and administrative standpoint. QUALIFICATIONS Teresa brings substantial career experience and planning expertise to projects for large and small communities on a national level. She is the founder of GreenPlay, and has been integral in the research, quality recommendations and implementation of the innovations for which GreenPlay contributes. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ 'REENPLAYLLC TIle Leading Edg' In Pa,*" Rme,lion And Open Space Consulllng 3 . . . . . . . . . . . . . . . . a :II . . . . . . . . . . . . :I ~ AC~ Pat O'Toole Project Manager, GreenPlay Project Role: Assistance to the Group Mackenzie + GreenPlay Team. Mr. O'Toole's role will be to assist with project administration, resource and needs analysis, public process management, and provide planning and writing expertise on the project. QUALIFICATIONS Pat brings more than twenty-five years of management planning for parks and recreation agencies and has been leading projects for GreenPlay since 2003. Prior to joining GreenPlay, Pat was President of OATS LLC, a private consulting firm. Before that he worked for many years as a Principal for Leon Younger and PROS, and previously was a director and assistant director for several progressive agencies in four different states. Pat has extensive expertise in budgeting, operational pro-formas, cost recovery and activity-based costing, efficiencies, public process, and all other facets of leading agencies. He is skilled at leading forward focused projects and teams, specifically related to creating vision and implementation. Karen Grannan Project Consultant, GreenPlay Project Role: Program analysis, needs assessment/community survey and other project related assistance. QUALIFICATIONS Karen has a distinctive and well-rounded background. She has a wide array of experiences from the federal government, state and federal lobbying organizations, recreation-based non-profits, local parks and recreation, and environmental policy and natural resource management. Karen possesses experience with local, state, and federal parks and recreation programs and policies, alternative funding and grant-writing, strategic fund development planning, parks and recreation foundations, program evaluation, needs assessment, community outreach and partnerships, and sponsorship recruitment. These experiences have provided her with the capability to assess organizational needs, provide multilateral insights, and to establish resourceful solutions that bring about tangible results. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON 4 ~ ::. ~ ~ :II . . :II :II . . . . . . . . . . . . . . . . I I . . . I . ~ AC~ THE GRASP@ TEAM (DESIGN CONCEPTS AND GEOWEST) Spatial Information Management, GRASP@and LOS Analysis, Needs Assessment, Inventory process development, GIS DESIGN CONCEPTS Design Concepts was founded in 1981 by Principals Robby Layton and Axel Bishop and has grown to 18 employees over the past 26 years. Design Concepts's disciplines include landscape architecture and planning with a focus on creating "people spaces." Rob layton, ASlA, CPRP Principa~ Design Concepts Project Role: Mr. Layton, Design Concepts's managing principal will conduct site evaluation and prepare materials for presenting at public meetings. He will also perform the land use analysis, maintenance and site evaluations, and the theory and methodology behind the GRASP@ Level- of-Service Analysis. QUALIFICATIONS Robby is the Founding Partner of Design Concepts and works with GreenPlay on many parks and recreation projects nationwide. Robby is a registered landscape architect and a certified master gardener, who has traveled extensively throughout the world, involving himself with cultures and the way they create and inhabit their own landscapes. His project experience consists of planning and design of overall local and regional comprehensive green space systems, community parks, schools and campuses, public open space and trails, streetscapes, habitat redevelopment, and more. GEOWEST Geowest was founded on providing Geographic Information Systems (GIS) services and project support to a range of clients. With over 13 years of GIS, data management, and field experience, Geowest provides well- focused products and services to meet organizations' needs. Geowest has applied specific expertise, techniques and analysis to Parks & Recreation planning and design. Its staff is instrumental in the development of the Geo-Referenced Amenities Standards Program - GRASP@ Level-of-Service (LOS) Analysis. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON 5 . . . . . :II :31 . ~ :II ;I =- :I ::I ::I ::I :J :1 :I :J ::a :a :a :J :1 :I :3 2 ) J l ~ AC~ Jeffrey A. Smith, Project Consultant CEO and Founder, Geowest Project Role: Jeff will work with GreenPlay to produce the GRASP@ analysis and other mapping needs for the project. QUALIFICATIONS Jeff produces the GRASP@ analysis and other mapping needs as management tools for GreenPlay. Jeff has over a decade of GIS technical experience and an undergraduate degree in Urban and Physical Geography. He has extensive experience using GIS in the public sector with an emphasis upon civic planning, management and public safety projects. Jeff is very skilled in the use of ESRI's Arc/lNFO, ArcView, and ArcExplorer GIS software applications in the creation of "living" data sets, they have been instrumental in creating the GRASP@ methodology. GreenPlay works with Geowest to enable the firm to pull all of the various project data sets into one cohesive digital library, and for dynamic illustration of projects and their spatial relationships. When complete, all products are readily available to the client for future use. RRC ASSOCIATES Project Role: RRC Associates will provide a statistically-valid survey and analysis for the public process, community surveys and other analysis needs for the Woodburn Parks and Recreation Master Plan Update. QUALIFICATIONS RRC offers services in research, feasibility planning, and design to local public and private organizations. The finn's principals, Chris Cares, AICP and Michael Simone (whose resumes and qualifications can be found in Appendix 1) have prior experience as staff to municipalities and counties, and through extensive consulting work with a variety of communities, have learned the importance of seeking solutions to problems which are sensitive to local conditions and tailored to local needs. This understanding of the importance of local procedures and requirements, and experience in assisting and coordinating public policy makers and staff members at all levels of government, allows RRC to work effectively in communities representing both developers and public agencies. The firm emphasizes management techniques which assist the community and its leaders in finding unique solutions to carefully defined problems. These techniques are applicable to planning, public process and implementation of projects. PORTLAND. OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON 6 - . . . . . . . . . . . . . . :. . . II . . . . . . . . . . . . . EXPERIENCE WITH SIMILAR PROJECTS GROUP MACKENZIE SELECTED EXPERIENCE Parks & Facilities Needs Assessment Altoona, Iowa Jennifer Richmond served as the principal in charge of this project while with another firm. Ms. Richmond worked collaboratively with the City of Altoona to coordinate data collection, inventory and analysis, facilitation of leadership interviews, key stakeholder wo~kshops, a community open house, demographic analysis, park classifications standards, equity mapping, youth sports and a facilities development plan. In looking forward to significant investments in related parks and facility improvements, Jennifer's team provided a meaningful assessment to the City with clear recommendations for the future growth of the City's parks and recreation resources, aligning with specific qualities unique to the City of Altoona. The Team's thorough inventory process, extensive stakeholder and public input sessions and accurate demographic data, combined with national recreation trend data and specialized capacity-demand standards modeling, provided the basis for the Parks & Facilities Needs Assessment for the City of Altoona. Recommendations within the assessment were applied to guidelines for investing and developing quality sports facilities and creating conceptual design plans for proposed new facilities. New Columbia Pocket Parks Portland, Oregon While with another firm, both Dan Jenkins and Jennifer Richmond worked on this project to design eight acres of new parks for a new housing development in North Portland. In additional to the central, 3.5-acre McCoy Park, the design included several smaller "pocket" parks. These pocket parks create open green spaces for residents to gather and play. The project embraced sustainable concepts, incorporated "green street" design, and focused on open space development and pedestrian connections. Because the project involved a complete construction and reconstruction of existing buildings, working with the public and meeting their needs was a primary concern. Jenkins helped to facilitate public meetings on the design and function of new and redeveloped parks. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ A C IU.H.Zl.E Parks and Facilities Needs Assessment Altoona, Iowa New Columbia Portland, Oregon 7 r- ~ =- =- =- =- =- =- =- =- :II =II =II =- =II :II =- =- =- =- =- =- :II =- :II =- :II ::II =- =- ~ ]I McCoy Park Portland, Oregon While with another firm, both Dan Jenkins and Jennifer Richmond designed eight acres of parks for a new housing development in North Portland. The project embraced sustainable concepts, incorporated "green street" design, and focused on open space development and pedestrian connections. The heart of New Columbia is McCoy Park, a centrally located main park with an interactive water feature, playground and community garden, and open spaces. At 3.5 acres, McCoy Park is the largest in the series of New Columbia parks. Because the project involved a completed construction and reconstruction of existing buildings, working with the public and meeting their needs was a primary concern. Dan helped to facilitate public meetings on the design and function of new and redeveloped parks. Discovery Meadows Park McMinnville, Oregon While with another firm, Dan Jenkins was principal-in-charge on this project to master plan and design a new community park on 22 acres of former agricultural land with naturally occurring wetlands. He led a thoughtful public participation process that enabled residents to help develop a park identity, identify preferred park uses and determine appropriate locations. The key goals of the community were to establish a wide matrix of park environments and create a strong character on the flat, treeless site. A unique park identity was created with a forest spine, pedestrian promenade, and central wetland feature that organize the park into four distinct zones for community, sports, passive, and natural uses. Features include a community shelter and plaza, interactive water feature, perennial garden, open space, sports courts, skate park, tournament baseball field, and playground. These spaces were designed to accommodate large groups yet appear as a cohesive and welcoming space. Run-off water from the park is treated in a series of bio-swales and recharged through the wetland. Sunset Park Sherwood, Oregon While with another firm, Dan Jenkins worked with the City of Sherwood to complete a master plan through documentation for this 22-acre park on the edge of the city's historic downtown. Dan led the comprehensive public involvement process through meetings with the park and recreation board, citizen's advisory committee, and city council. The public workshops and subsequent design solutions successfully addressed concerns of the adjacent neighbors regarding the addition of ball fields, a playground, parking, and community activities next to their established neighborhood. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ McCoy Park Portland, Oregon Sunset Park Sherwood, Oregon !l - =- =- =- :II =- :II 31 :II :II 31 =- :aI :31 :JI 31 :II :11 ::a =- ~ :31 31 31 ~ . :II :a :I ::I :I 2 Wilsonville Civic Center Park Wilsonville, Oregon While with another firm, Dan Jenkins worked as principal and project manager on a project for this park with a strong focus on sustainability. The park's centerpiece is the civic plaza. It serves as a threshold to the park with an interactive water feature, seating areas, and space for food vendors. Other community amenities include a civic green to accommodate events, an innovative play area, and a promenade bordered with perennial gardens. Park elements include storm water management to preserve onsite wetlands and enhance wildlife habitat, linking the urban core to the river, preserving a historic walnut grove, and enhancing a detention pond to promote a natural experience for park visitors, Wilsonville Town Center Parll: Wilsonville, Oregon While with another firm, Dan Jenkins completed the design for phase III of this unique five-acre site that established a central green space for a rapidly growing community. The design focused on a central water element that serves to both visually and functionally enrich the area. The design also incorporates a unique park shelter, multi-use court, parking, and holiday tree court into the layout. The park design recognizes the historic and geographical significance of the site by locating the water feature and adjacent plaza on the footprint of the historic farmhouse and aligning the connecting walkway with the summer solstice to create an opportunity for a yearly event to celebrate the beginning of summer. The design team coordinated closely with local sports organizations to develop a highly efficient multi-use sports field that will facilitate extensive tournament play for youth baseball and soccer leagues. The state-of-the-art field incorporates a synthetic infield and sand-based outfield that extends play opportunities within the existing budget constraints. Luscher Farms Community Park Lake Oswego, Oregon Dan served as project manager and designer for this 12-acre community park located on a historic and environmentally sensitive site. The final design successfully combines a wide variety of community functions onto a challenging site. The project uses include a three-acre dog park, multi- use artificial turf athletic field, playground, 110 car parking lot, restroom/ shelter facility and trails. An extensive public participation process successfully bridged conflicting goals of the dog park users, youth sports organizations, adjacent neighbors and natural resource advocates. Key to the success was recognizing and enhancing the historic, natural, and visual qualities of the site. The overall site design incorporates innovative storm water techniques that create a natural appearing park and improve the quality of the existing wetlands. The restroom and park shelter recalls the site's agrarian past and serves as a shelter and gathering area for the playground. Group Mackenzie provided a full range of services for the park that included public participation, community outreach, design, construction documentation, land-use approval, traffic analysis, wetlands permitting, bidding and construction administration. PORTlAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ A C lU..M..Z..lE ~"'."~.';'i.';,,:.,,:,,,:,. "" ".>-),." ",' " '. ". . ;';7' , I, "~' . "~'~~':'. <!i/." r "i'~ ''\. .' ~''';~ " .' . dr~~:':~~. >; i " ,'. ~ ~~~~~"":'::f:':': . - ,'. : '--....--"",. ,....~;:.. c...._ ~'" . -. ..,:...., -_~..r .:>-.,....., ',.._ ~:-~__~~~., -~..,.,I'~~.~",.;. " ~.~-'-'&.,4f?:!:"'~ '. ,""~ Wilsonville Civic Center Park Wilsonville, Oregon Luscher Farms Community Park Lake Oswego, Oregon 9 .... :::II ::a :JI =- =II :a :II 31 :II =- ::II ~ ::II =- 3 3 =- ::I :I :I ::I tI tI tI II II I I :I :I J GREENPLAY SELECTED EXPERIENCE . Comprehensive Parks, Recreation, Open Space and Trails Master Plan - Bend Metropolitan Parks and Recreation District, Bend, OR . Park & Recreation Facility Needs Assessment - City of Lake Oswego, OR . Parks and Recreation Master Plan Update - City of Oregon City, OR . Parks Master Plan - City of Sherwood, OR . Capital Strategies Study - City of University Place, WA . Community Center Master Plan - City of Burien, WA . Parks, Recreation and Open Space Plan - City of Shoreline, WA . Community Services Master Plan - City of La Quinta, CA · Parks and Recreation Programming Assessment and Work Plan - City of San Francisco, CA · National Recreation and Park Association - USA Football League Community Football Assessment, Ashburn, VA . Public Spaces Master Plan, Arlington County, Arlington, VA · CapitalSpace Initiative - Master Plan for National Capital Planning Commission, Washington, DC · Parks and Recreation Master Plan Update - City of Bloomington, IN . Parks and Recreation Master Plan Update - City of Brighton, CO · Parks and Recreation Master Plan Update - City of Lafayette, CO . Parks and Recreation Policy Plan Update - City of Fort Collins, CO · Recreation Master Plan Update - City of Albany and Dougherty County, GA · Central Park, Trails and Greenways Master Plan - Stapleton Development Corporation, Denver, CO · Community Resources Master Plan - City of Lakewood, CO · Community Services Department Master Plan - City of Casa Grande, AZ · Comprehensive Parks and Recreation Master Plan - Cherokee County, GA · Comprehensive Parks and Recreation Master Plan - Williamon County, TN · Open Space and Trails Comprehensive Master Plan - City of Longmont, CO · Open Space and Trails Master Plan - Town of Evans, CO · Park and Recreation Needs Assessment - Eagle-Vail Metropolitan District, CO · Park District Master Plan - Lisle Park District, Lisle, IL · Parks & Recreation Master Plan - City of Battle Creek, MI · Parks and Open Space Public Process and Master Plan - City of Arvada, CO · Parks and Recreation and Open Space Master Plan - City of Roswell, NM · Parks and Recreation Master Plan - City of Brookline, MA · Parks and Recreation Master Plan - City of Coppell, TX · Parks and Recreation Master Plan - City of Hamilton, OH · Parks and Recreation Master Plan - City of Winter Haven, FL · Parks and Recreation Master Plan - Montrose Recreation District, Montrose, CO · Parks and Recreation Master Plan - Town of Dillon, CO · Parks and Recreation Master Plan - Town of Vail, CO · Parks and Recreation Master Plan & Feasibility Analysis - Town of Prescott Valley, AZ PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ . .................~...'.'M~~';'~ ~ :_'~.-~.,':~.:.. ~: _' .J~-:;:_. {#'!'" ", j~'::: .,;~: ;':; t.~:.~ L(!y- 'i,"'+~.,...._ : ... ~u -- _n....._. ..._........~n_ Parks and Recreation Master Plan Update, Oregon City, Oregon ,"'I:IC,,"""""",U'" U""f.L OJ ""I('J. "lK.AlltLm'lMl. 1 ==- .: .~<----~::~-:.;...-: "';,. ,=- . _:..-.;:=e, :~:~= . ::::. .'. . , ... U;_. ~~;?:4.~~~,. :: ";i;" . -..."a.:',-.:':: l, " '.. :-~:. ..{ .' ~-':-~'-- ~-"~'\~ ~.':- : -=L.. .- ,7~ ~- '-- .. Ii) i _ _ ~:-/. -~-~~-...'._~.-' : -~l j.'" . '\ -~t~_~_ .--- ...... I :,~~~:~ii..;~-- ~ ~. . --""',' 1"',- _!.~' "___,.-/ ,.."!.>~;\--~~-- .; -- +' .....,;;,.. Ja..... ,r. . . . .... \ ~ ....~ ARUl'GTON COUNn'. \"II(;,s'" ni...K "rM.U "ASlT.1lI n."-,, .J .-... Public Spaces Master Plan Arlington County, Arlington, VA 10 =-II ~ =- =- =- =- =- =- =- =- ::II =- =II =:II =II =- =- ::II =II ::II =:II =- ::II =- =- :II =- =- :II =- =- :JI APPROACH TO PROJECT The Group Mackenzie + GreenPlay Team offers the following approach to the City of Woodburn Parks and Recreation Comprehensive Master Plan Update based on the information outlined in the RFP. If selected, the Group Mackenzie + GreenPlay Team understands that the project approach, scope and deliverables may be refined based on additional conversations with the City. Through years of similar project experience, our team members have learned the importance of maintaining flexibility with our approach to projects, particularly those involving multiple stakeholder groups. . TASK 1: PROJECT INITIATION A. Project Kick Off Workshop & Coordination Upon selection, the Group Mackenzie + GreenPlay Team will meet with key City of Woodburn staff and stakeholders to formalize and outline the final Master Planning Process, including: · Confirmation of the project expectations including goals, objectives, scope, budget, timeline, and deliverables. · Understanding of the City of Woodburn's park & recreation system development history current park and facility uses, proposed improvements on the boards, and funding/budgetary status. This information will be further supplemented by the data collection conducted by the project team. . Verification of preferred lines of communication, points of contact, level of involvement by Department leaders and staff, protocols and procedures for scheduling meetings, and other related project management details. Having worked as professionals on "your side of the table" we understand how important it is for consultants to be in touch and contact, but also to be understanding of your day to day responsibilities and need for efficient use of time. We will work closely with you to identify key critical success factors that will help this project be successful and achieve your desired level of involvement and outcomes. The combined strengths of the Group Mackenzie + GreenPlay Team will ensure timely communication and unmatched expertise. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ 11 .. * a =II ~ =- :II =- =- =- 31 =- 31 31 :II :II :II :II 31 :II :II :II :II :II :II :a :II 31 :II :II ~ :II B. Data Collection - Integration with Existing Vision, Goals, Operations, Budgets and Plans To ensure project services and outcomes are consistent, compatible and complimentary to all current and planned Parks and Recreation services, our Team will integrate this Master Plan Update with all other previous and concurrent planning work, including but not limited to the resources referenced in the RFP. We will collect any existing information on demographics, operational and capital budgets, overall operational plans and service quality, local and national trends, and any other issues which are impacting the Community Services Department or this Plan. This information will be summarized, analyzed, and integrated into all recommendations and work products. In addition, the planning process will integrate the collected data with any and all other relevant planning documents, budgets, workplans, and funding plans utilized by City of Woodburn to facilitate the comprehensive coordination of direction and prescriptions. The data will also be integrated with available maps and GIS data. TASK 2: PUBLIC PROCESS The foundation of this project will be based in community and stakeholder input. The Group Mackenzie + GreenPlay Team draws upon past success with similar projects to guide the proposed public process. Additionally, contacts and relationships of City and Department officials will be utilized to identify stakeholders, gather input and disseminate information to help gain consensus on key strategies. From this process, we will extract information and data to clearly understand the vision, needs, issues and opportunities to support the development of the Master Plan. A. Stakeholder Database Our Team will work with the Department to gather community and stakeholder contact information from a variety of sources. This information will be compiled into a project contact database for use by our Team during the project duration and provided to the Department for continued utilization after the completion of this project. B. Key Leadership Interviews Interviews will be facilitated by the Group Mackenzie + GreenPlay Team with focus groups comprised of key community leaders and stakeholders to evaluate the current recreation demand, strengths / weaknesses of current offerings, realistic growth factors in the City, and to understand the community's vision for parks and recreation in Woodburn. Interviews will typically be conducted with up to three community leaders at a time. This arrangement is designed to facilitate a setting in which candid input is ascertained. Potential community leaders include Recreation and Parks Board members, the Mayor, City Council representatives, School Board members, senior groups, athletics and local philanthropic organization officers. Questions asked of these focus groups will be developed in conjunction with the City. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ 12 -- ~ ~ =- =- =II =II =- =- =- :II =- :II :II :II :II :II :II :II :II :II :II =- =- :II :II :II =- ~ :II :II . C. Community Input It is vitally important to the long term success of this project to conduct a transparent planning process resulting in an informed plan, a sense of ownership and an expression of Woodburn's own sense of place. For this reason, the Group Mackenzie + GreenPlay Team will facilitate a minimum of two (2) public open houses, likely as a kick-off and capstone to the public input process. This opportunity will provide a venue for our Team to present the planning process and findings to-date to the general public. The open houses will allow us to listen to comments from a broader audience and glean additional insight which may prove to have a valuable influence on the final results and recommendations of the project. D. Statistically Valid Survey We believe that a statistically-valid survey is crucial in obtaining reliable data, both as a baseline for setting realistic and achievable goals, and as a tool to accurately determine the needs, desires and willingness to pay. We believe it is the ONLY method that gives us statistically valid information, not only from the users, but from your non-users who are also taxpayers and voters. The survey is compiled based on the key issues of the project with questions and areas of focus identified in consensus with the Department and in conjunction with the results of the Key Stakeholder Interviews. The survey will be completed through the mail, with phone back-up if needed to achieve the guaranteed number of responses. The survey can include a variety of analysis tools, such as geo-coding to determine sub- area interests, importance/satisfaction matrix, and other specialties. Group Mackenzie + GreenPlay Team member, RRC Associates, has particular experience conducting such surveys where measuring need and support for funding parks and recreation facilities, relative to other community needs, is a central focus of the research. Sample sizes permitting, a sub-analysis will be performed to help analyze and compare results by neighborhoods, registered voters vs. non-voters, by length of residency in the City of Woodburn and by other various demographic characteristics. The survey will be easily understood and results of overall needs will be tallied and summarized, and any respondent comments will be included in the final report. TASK 3: INVENTORY & ASSESSMENT A. Community Tour & Resources Inventory The Group Mackenzie + GreenPlay Team will develop a comprehensive assessment of the City's services including parks, recreation, trails and open space, and special use facilities to determine current conditions, use patterns, environmental issues and economic impacts. The assessment will include a comparative analysis to agencies of similar size and density using regionally and nationally accepted standards. The inventory will identify areas of parkland needs and provide a verifiable basis for acquisition opportunities along with future parkland development priorities. PORTlAND, OREGON I SEATTlE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ 13 --I ~ ~ . =II =- a :II . . . . :II ~ . 31 11 :II :II :JI :JI :JI =- ::II =- a :II :I :a a 31 ;a We presume that the City has a good level of GIS capabilities and available inventory of its system components. Our work will be to verify, enhance, and add quality specifications to the current information. Specific park types will be clearly defined. The textual assessment will include a comparative analysis to agencies of similar size and density, both regionally and statewide, using nationally accepted standards and GRASP@technology (details follow). All mapping of facilities and open spaces will be incorporated into our dynamic digital database that becomes property of the City upon completion of the project. The inventory will also include an analysis of best possible providers of recreation services and recommendations for. minimizing duplication and/or enhancing possibilities for collaborative partnerships where appropriate. The inventory will be compiled and analyzed to provide complete information. Our Team can work with all different types of information formats, and will produce the final deliverables in both shapefile and textual formats that are dynamic and easily used in the future. B. Demographic and Trends Analysis and Projections The Group Mackenzie + GreenPlay Team will identify the constituency of the City of Woodburn through a demographic analysis and market profile. Data will be compiled from previous and current planning efforts, the U.S. Census Bureau, ESRI sources, and other national and local sources. We rely heavily on our state-of-the art technology and use approved methods to evaluate spatial and qualitative information. Demographic and related results will be portrayed in ways that are easy to understand, but highly representative of the actual and projected trends, growth, and levels of service. We will utilize improved analysis methods to examine trends, markets, alternative providers, and how they should be used to forecast future needs. Our team will compile relevant benchmarking and comparison data of five commonly accepted key items of importance to the City to compare the recreation facility resources for the City of Woodburn with similar municipal departments in the region. Typical benchmarking to compare includes population, operations and/or capital improvement budgets, FTE's, land acreages, and indoor facility square footage. We will work with the City to determine the most pertinent items on which to base the benchmarking analysis. We will contact selected agencies and gather similar administrative data for up to five comparable agencies. C. Level-of-Service (LOS) Guidelines and Standards Analysis Once the physical inventory is completed and accurate, we will help analyze the system with quantitative, qualitative and textual analysis. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~AC~ ~,t"'1'CE METHOOOl 6~ Q~~ $ ~~'RE'ERENCED ~.,.~ .. tt. ..NDARDS PRO @ 14 =- =- =- =- =- =- =- :II =- :JI =- :II :II =- :II =- ::JI :JI ::JI ::JI =- =- :a ::II :a ~ :II :II =- :31 ]I In order to service our clients who need a way to standardize parks and recreation planning that is accurate, can be implemented and benchmarked, and is unique to them, we have adapted and built upon previous practices to create an improved approach using a composite values analysis. The composite values analysis methodology is proprietary and is referred to as the Geo-Referenced Amenities Standards Program (GRASP~. This methodology builds on the traditional capacity analysis, and can track not only the quantity (or capaci~), but also the quality of components of an entire system. The GRASP R planning team has been integral in refining and updating the use of standards for planning for parks, recreation and open space agencies around the United States. The following is a ~eneral summary of some specific outcomes of our innovative GRASP R approach. We are making use of the technology available through GIS to provide a better way of analyzing how any specific location, home or business is being served by amenities. · We are bringing a qualitative component into the measurement of service, unlike traditional methods of LOS analysis, and allows us to combine a population density factor into traditional LOS equations. . We are moving away from a classification system that relies on the broad and often ambiguous categorization of facilities per thousand and have developed a system that looks at individual components of service, such as ball fields, picnic shelters, trail heads, parking, wetlands, playgrounds, wildlife corridors, etc., and then measures the service that each component provides to the community. This would have been impossibly tedious before, but now is easy with the technology available to our Team. · We can evaluate these components and easily graphically display them for decision makers, quickly identifying gaps in service on a neighborhood, community, regional and/or community-wide basis. This new methodology allows us to examine Levels of Service in a new and specific way for the City of Woodburn, which will be pertinent for your future. GreenPlay has unmatched experience in designing and implementing decision-making and prioritization models. The firm incorporates the GRASP@ LOS methodology into mapping and tabular information that become management tools. The methodologies provide easily understood information that helps guide staff and your Board in decision making from this point forward. In addition, the decided upon parameters become easily explainable to the public, allowing for ease of consensus building and management. Our Team will provide an assessment and analysis of the Department's current level of recreation programs, services and maintenance in relation to present and future goals, objectives and directives. An analysis of the best possible providers of programs and services will be developed to discern possible competition or unnecessary duplication of services through other public and private program providers, along with recommendations for minimizing duplication and/or enhancing PORTlAND, OREGON I SEATTlE, WASHINGTON I VANCOUVER, WASHINGTON ~ A C K..EliZ.lE Sample GRASP assessment (below) for Oregon City Parks and Recreation Master Plan Update . , " ,"I.(~nn.,_4.J(ON ............,...,...,...,.....~....~........v,...._,... ',,,"" ,~~ i:'.:... ,C?- \----' ~- Walkable access to all components . ...t":O(N~'n" .."",.... ........."....'.. ...., ...,.....~......,. ................. ;-~ "w" ,-'~ ~'" .,:"-': { , ~'r" a.- " . ,~flt .. ,,-1,- t..-; ~-- ...',.~."..\l1<, \'.' ",...,"..._~"...._....... Access to passive components . - ,-' .~. 'ii!, .:.II(ii.oN~.If'I'.'_.(~ .",_....'...'.....N...,"....~.......,.'..'....._.... )~ ' ~~re .r]- C,' .. ~-- ......-.......'..".1,... ...."'""',....,,..,.............. Access to active components o (1I1;(.Nrll-V.r"U'''~ ...."......_'...~..,....,.....~......-.............-- ,,' ii' " \.- lr;: ,A~, J!i , .." Jr)~ I..-,J ., : i~_ ~:.. .. ~.- ...-.....-.."'" "",......._-....,'_.....~ Access to outdoor components 15 ... ~ =- :II ~ . :II =- =- =- =- =- =- =- ::JI :JI :II :II 31 ~ =- ~ :II :II ::II 31 :II :31 . . . . possibilities for collaborative partnerships where appropriate. D. Financial Analysis The Group Mackenzie + GreenPlay Team will conduct an analysis of the existing and potential budget procedures, resources, capital improvement plans, cost recovery, traditional and alternative funding, pricing methodology, user fees and, if appropriate, potential fee adjustments or increases. GreenPlay has established and improved the "Pyramid" methodology for helping agencies create an overall philosophy and methodology for allocating resources, pricing programs and evaluating cost recovery. GreenPlay is currently training agencies nationwide in the implementation and use of this straightforward, innovative methodology. This method is invaluable for creating financial strategies that are equitable, defensible, implementable at all levels, and are based on the VALUE of the services to the community, not just a comparative evaluation of "what has been done before" or "what others are doing". It is an extension of "activity-based costing", but takes the analysis further into assimilating the values accepted and defined by your community, along with elected and appointed officials. As part of this project, we will explain and document the methodology, and evaluate your Department's current and potential methods for fair allocation and pricing that help with increased cost recovery. In addition, we will evaluate and identify potential sources of traditional and alternative funding for operational, capital, and maintenance costs, including identification of grant opportunities and other resources that may eventually support the implementation of the objectives identified in the Master Plan. Specifically, we will include financial analysis and recommendations related to: · Cost projections and analysis related to cost recovery for operations, staffing and maintenance. · Costs associated with maintaining the current LOS and the costs associated with providing the recommended LOS for the next 5, 10 and 20 years. Costs and revenues related to the capital funding available from fees and recommendations for future fees. Traditional and alternative funding sources that can help augment the funding available to meet future needs as outlined in the plan. · Key partners in the area that are identified through this planning process, and analyze those potentially viable community partnerships for the City of Woodburn. · Strategies to address public and private partnership opportunities, facilitate the partnerships and minimize risk. · Provide recommendations and sample documents that can be utilized to formulate a Partnership Policy that can be approved and implemented to help minimize risk and streamline the partnership opportunities. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ COMMUNrrY Benefit . 20Cl1 C,.MPI.y, U.C Pyramid Methodology 16 - . . =II . =II . . . . . . . . =- :II :JI :II 31 =- 31 =- :II 31 :a =- =- 31 =- 31 :II . TASK 4: MASTER PLAN RECOMMENDATIONS & FINALIZATION Members of our Group Mackenzie + GreenPlay Team have a firm and deep understanding of the present and future planning, economic, and political issues facing parks and recreation departments. We provide longstanding expertise in the analysis of demographics, trends, operations, programming, and maintenance issues related to the provision of parks and recreation, and the public presentation of those issues. We understand that this Master Plan is intended to be a living document that can change as conditions in the area change. A. Plan Recommendations We realize that for any Master Plan to be considered successful, it must effectively communicate the ideas and concepts of the plan, be useful and implementable. The Master Plan shall: . Collect, analyze, and digitally synthesize demographic information. · Collect and analyze information on participation, needs and desires, operations, programming and land use trends, and Level of Service recommendations. · Identify any areas of service shortfalls and projected impact of future trends. . Provide usable and workable definitions, standards, and recommendations for designated parks and recreational resources. · Develop recommendations for operations, staffing, maintenance, programming and funding needs. · Develop a definitive program(s) for acquisition and development of parkland, recreation facilities, open space, trails, and administrative and parks operations facilities for the next five, ten and twenty years. · Address issues, strategies, priorities and pudget analysis for the preferred planning terms to improve future parks, trails, open space, and recreation services into a formulation of a capital improvement program. . Recommend policy changes to eliminate programming barriers and improve participation. B. Plan Finalization These Master Plan recommendations will be presented for review by the Department and relevant City staff. Upon receipt of comments, the Group Mackenzie + GreenPlay Team will finalize the documents and compile all project deliverables into the City of Woodburn Parks and Recreation Comprehensive Master Plan. We pride ourselves on creating well-written, concise, and understandable documents that are enthusiastically adopted and implemented. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ A C IU.liZ.l..E -; , . " .,;' ,:."~~ ;.,~~~:: ,~12t~ ",.....,..--- --" ,-: I 17 .. :a :wi =II :wi . =- =- =- =- =- :II :II :II =- :II :II =II a :II =- :II :II 31 :II 31 :II 31 :II :II :II JI WORK PLAN SUMMARY Communication Our Team will be available and will communicate regularly with project contacts on a mutually agreed to schedule that respects the City's schedule. The following presentations and meetings will be key to project success: . Project Kick-Off Workshop as summarized in Task 1. . A minimum of three interim meetings with the Project Team to assure validity, confidence, accuracy and timely approvals of findings, analysis and recommendations. . One meeting to present a draft "Findings Compilation," which presents a summary of all information gathered through the planning process. . Presentation of the Draft Plan components, which typically includes all draft analysis, the standards analysis (see GRASP@ section in task 3), draft recommendations, Action Plan strategies, to the City staff and the public at a public hearing with the City Council. . Presentations for Approvals - Including two meetings to present the Final Parks and Recreation Master Plan to the City Council for plan adoption. Deliverables The City of Woodburn Parks and Recreation Comprehensive Master Plan Update is a highly significant endeavor, which will impact the daily lives of residents and contribute substantially to the quality of life and recognizable identity of the City. The Group Mackenzie + GreenPlay Team understands that the quality of the consultant team's work will inform the future of the City. We will deliver well-written, concise, and understandable documents that will get used, including: · A detailed Work Plan, within 10 days of award and contract. . Stakeholder database and summaries of all public process interviews, open houses and survey results. · Summary and database of existing conditions, inventories, and analysis. · All written materials and graphics (maps, presentations, etc.), including a current map, final plan map and other GRASP@ Perspective maps depicting key issues. . All spatial information in a format readable by common GIS software (including the available free "ArcView" reader software) that will be useful for staff throughout the life of the plan and in the future. · Final maps will be produced in replicable PDF and color poster formats. · All materials will be digitally integrated with GIS formats coordinated with the City of Woodburn formats and adaptable to print and website applications. · A product of the Needs Assessment Survey for future use by the City. · PowerPoint presentations of the major findings and recommendations. · One (1) bound copies of the formatted Draft Parks and Recreation Master Plan report plus one (1) electronic version. · After final editing, we will provide twenty (20) bound copies of the Final Parks and Recreation Master Plan as well as one (1) electronic version of the final document in a format consistent with the City's software. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ 18 1::11 :II =- =II =- =- =- =- =- =- =- :II =- =- =- =- :II :II :II =- :II =- :II :II =- :II :II =- :II =- :-. ,. Tentative Project Schedule and Tasks B. Key Leadership Interviews (multiple per day) C. Community Input Open Houses D. Statistically Valid Survey . . . . ~., .', ' ':: ' " , A. Community Tour & Data Compilation Resources Inventory B. Demographic & Trends Analysis and Projections Benchmarking Interim Meeting #2 C. Level of Service Guidelines & Standards Analysis (GRASP@)) D. Financial Analysis . I!i! '';'c'' .' ":',' . ::., - City Staff Presentation Public and City Council Presentation B. Plan Finalization City Council Presentation & Plan Adoption . . . I - .. . . ~ =- =- =- :-. :II :II =- :II 31 =- ::JI =- =- =- :II :II :JI =- :II :JI =- =- =- :II =- ::II =- =- ~ AC~ REFERENCES GROUP MACKENZIE SELECTED PROJECT REFERENCES References specific to both Dan Jenkins and Jennifer Richmond for Group Mackenzie · New Columbia Pocket Parks and McCoy Park Patty Freeman, Project Manager Portland Parks & Recreation 503.823.5592 pkpatty@ci.portland.or.us · Discovery Meadows Park Jay Pearson, Parks & Recreation Director City of McMinnville 503.434.7359 pearsoj@ci.mcminnville.or.us References specific to Dan Jenkins, Project Principal for Group Mackenzie · Sunset Park Sandra Burtzos, Project Manager, former Director of Parks at Sherwood Portland Parks & Recreation 503.823.5594 sandra.burtzos@ci.portland.or.us . Wilsonville Civic Center Park and Town Center Park Constance J. "CJ" Sylvester, Economic Development Director City of Wilsonville 503.682.4960 sy Ivester@ci.wilsonville.or.us References specific to Jennifer Richmond, Project Manager for Group Mackenzie · Parks and Facilities Needs Assessment Aaron Putnam, Superintendent of Public Works City of Altoona, Iowa 515.967.5136 aputnam@altoona-iowa.com Additional references for Group Mackenzie's Projects . Luscher Farms Community Park Kim Gilmer, Parks & Recreation Director City of Lake Oswego 503.675.2545 kgilmer@ci.oswego.or.us PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON 20 =-- =- =- =- =- =- :a =- =- =- =- =- =- :II =- :II =- :II =- =- =- :II :II :II :II :II :II =- =- :II :II =- ~ AC~ GREENPLAY SELECTED PROJECT REFERENCES References specific to Pat O'Toole, Project Manager for GreenPlay . Parks and Recreation Master Plan Scott Archer, Community Services Director City of Oregon City 503.496.1546 sarcher@ci.oregon-city.or.us . Parks and Recreation Master Plan Janet Snook, Director City of Raymore, Missouri 816.322.2791 jsnook@raymore.com Additional references for GreenPlay's Projects · Parks Master Plan Kevin Cronin, Planning Supervisor City of Sherwood 503.625.4242 cronink@ci.sherwood.or.us · Parks, Recreation and Open Space Master Plan Dan Garvy, CPRp, Director of Parks & Recreation Lisle Park District, Illinois 630.964.3410 dgarvy@lisleparkdistrict.org · National Recreation and Park Association - USA Football League Community Football Assessment (National Project) Kathy Spangler, Director of National Programs National Recreation and Park Association, Ashburn, Virginia kspangler@nrps.org . La Quinta Parks and Recreation Master Plan Edie Hylton, Community Services Director City of La Quinta, California 760.777.7032 ehylton@la-quinta.org · CapitalSpace Initiative - Master Plan Carlton Hart, Planner National Capital Planning Commission, Washington, DC 202.482.7265 carlton.hart@ncpc.gov PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON 21 .. :11 =II ~ =II ~ =- =- =- =- =II =II =II =II =- :II =- =- :II =- =- =- =- =- =- 31 =- ::II ::II =- ::II a FEE As requested in the RFP, the Group Mackenzie + GreenPlay Team offers the following fee for professional services, inclusive of all members of our Team. We foresee this model as a basis for negotiations, and with the information below as a starting point, look forward to negotiating an agreement with the City of Woodburn. These figures represent a total not-to-exceed fee range of Sixty Seven Thousand Five Hundred Dollars ($67,500.00), with reimbursable expenses as noted below: Task 1: Project Initiation Task 2: Stakeholder & Public Input Process Task 3: Facility Program Inventory Assessment Task 4: Parks & Facility Needs Assessment Plan Total Fee Reimbursable Costs Included $ 4,300.00 $18,125.00 $ 30,625.00 $ 14,450.00 $ 67,500.00 PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ II" ')(~. ",'~' '.:!'~';j~. .,. ~, ~/,t .~'.~(~, ~:J' " I ~.-4 ~ "~~'j?' ,~';, ~ ......';."JIr-;.::::.:._ -..~.I;.. .<l1'ii . .,', , . .. ! i '. "~-~---.:- .' ,. ,~~ - :.r- 22 .. :II =II :at =- =II =II =- =- =- :II =II :II ::JI ::II 31 31 =- =- :JI =- =- =- ;a . a . 31 :II . = APPENDIX 1: RESUMES DANIEL K. JENKINS, ASLA, LEED AP Landscape Architecture Daniel K. Jenkins has a broad range of experience in both the design and planning aspects of Landscape Architecture. Substantial design exposure and varied project experience contribute to a strong understand of the profession. Dan's thorough understanding of sustainable design issues was attained though extensive involvement with numerous park projects, ranging from community-based master plans to detailed site designs. As an advocate of the community participation process, he has helped guide many workshops and meetings to develop meaningful goals. SELECTED EXPERIENCE · Discovery Meadows Park, McMinnville, Oregon" · Luscher Farms Community Park, Lake Oswego, Oregon · McCoy Park/New Columbia, Portland, Oregon" · Sunset Park, Sherwood, Oregon · Wilsonville Town Center Park, Wilsonville, Oregon · Wilsonville Civic Park, Wilsonville, Oregon" · ADA Playground Enhancements/Upgrades, Chula Vista and San Diego, California" · Armory Sliver Park, Portland, Oregon" · Bybee Lake Logistics Center, Portland, Oregon · Cabrillo Highway Landscape Improvements, California" · Concordia University Athletic Fields, Portland Oregon . Fanno Creek Trail Extension and Library Park, Tigard, Oregon" . Genentech Fill and Finish Facility, Hillsboro, Oregon · Hall/Watson Streetscape Improvements, Beaverton, Oregon" . Hilltop Community Park, San Diego, California" . Hockinson Meadows Community Park, Vancouver, Washington" · Holladay Park, Portland, Oregon" . Hood River Providence Phase I, II, and Healing Garden, Hood River, Ore. · Keizer Civic Center, Keizer, Oregon · Lewis and Clark Roundabout, Portland, Oregon" · Lopez Ridge Community Park, San Diego, California" · New Columbia Pocket Parks, Portland, Oregon" · OHSU Patient Care Facility, Portland, Oregon" · Nobel Community Park, San Diego, California" . Olympia Water Treatment Facility, Olympia, Washington" . Overlook Park, San Diego, California" · PeaceHealth, Eugene, Oregon" · Portland State University Community Field, Portland, Oregon · Portland Transit Mall Urban Design, Portland, Oregon" · Salem Fire Stations #5, #7, #10, #11, Salem, Oregon · Santa Fe Transit Depot, San Diego, California" . Santee Lakes Regional Park and Shadow Hills Park, Santee, California" · Snyder Park (Sunset Park), Sherwood, Oregon" · Sunnyside Road, Clackamas, Oregon" . Sunset Cliffs Natural Park, San Diego, California" · PCC Sylvania Campus College Services Building, Portland, Oregon" · University of San Diego Athletic Fields, East Campus Master Plan, Entry and Parking Structure, San Diego, California" "Denotes experience prior to employment with Group Mackenzie. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ Education University of CaUfornia Berkeley, Bachelor of Landscape Architecture Professional Registration Licensed Professional Landscape Architect . State of California . State of Oregon LEED Accredited Professional Professional Affiliations Oregon Recreation & Parks Association, Member .... . . . . . . . . . . =- . . . . =- . . . . . . . :II :II :II :II . . . ,. Jennifer B. Richmond, ASLA, LEED AP Landscape Architect Jennifer Richmond, formally founding partner and principal of genus landscape architects, recently joined Group Mackenzie. With over eight years of experience, Ms. Richmond is highly experienced in leading planning and design efforts for a wide range of public and private project types of varying scales and budgets. She has a proven ability to work collaboratively with clients and team members to coordinate tasks and complete project deliverables on time and within budget. EXPERIENCE · Altoona Parks & Facilities Needs Assessment, Altoona, Iowa'" · CBWTF Environmental Enhancement Site, Portland, Oregon'" · Court Avenue & 5th Street Developer RFI, Des Moines, Iowa'" · Drake Area Streetscape Plan, Des Moines, Iowa'" · Esther Short Park Town Square, Vancouver, Washington'" · Falcon Ridge Park, Altoona, Iowa'" · Galva Community Visioning and Main Street Plan, Galva, Iowa'" . Hockinson Meadows Community Park Master Plan, Vancouver, Washington'" · Ironwood Neighborhood Park, Altoona, Iowa'" · McCoy Park/New Columbia, Portland, Oregon'" . Memorial Park, Wilsonville, Oregon'" · New Columbia Redevelopment Pocket Parks, Portland, Oregon'" . Oppenstein Park, Kansas City, Missouri'" · Powell Butte Nature Park Trails Enhancement, Portland, Oregon'" . Rose Garden Redevelopment, State Center, Iowa'" · Southside Planning Study, Des Moines, Iowa'" · Southwest Community Park Master Plan and Design, McMinnville, Oregon'" · Stonegate Park, Clive, Iowa'" · Sunset Community Park, Sherwood, Oregon'" · Town Center Park, Wilsonville, Oregon'" · West Okoboji Community Visioning Plan, West Okoboji, Iowa* . Greenwood Elementary School Low Impact Design Vision, Des Moines, Iowa'" . Washington State School for the Blind Braille Distribution Center, Vancouver, Washington'" · Integer Group Courtyard, Des Moines, Iowa'" · Nike World Campus Tiger Woods Visitor Center, Portland, Oregon* · New Columbia Redevelopment Trenton Commercial District HAP Buildings, Portland, Oregon'" . Marshalltown Community College Specific Area Master Plan, Marshalltown, Iowa'" . Oregon State University Weatherford Residential College, Corvallis, Oregon'" . Southside Planning Study, Des Moines, Iowa* . Main Street Vision Plan, Galva, Iowa'" · Sunnyside Road Expansion, Portland, Oregon'" · Street Car Lofts Rooftop Garden and Streets cape, Portland, Oregon* · Korean War Memorial, Wilsonville, Oregon'" · Lemelson Winery, Carlton, Oregon'" *Denotes experience prior to employment with Group Mackenzie. PORTLAND, OREGON I SEATTLE, WASHINGTON I VANCOUVER, WASHINGTON ~ AC~ Education Iowa State University, Bachelor of Landscape Architecture, Minor in Environmental Studies Professional Registration Licensed Professional Landscape Architect . State of Iowa LEED Accredited Professional Professional Affiliations American Society of Landscape Architects Iowa State University Landscape Architecture Practitioners Advisory Council ... :II =- =- =- =- =- =- :JI :JI =- =- =- JI :II =- ::II ::II 31 =- 31 =- :II =- ~ :II =- =- ,. . :II .. ..0.... :.... ~,.~ ,~ .....u ' . .... CU. ~ o 2 .Cl c: GJ A- m '" cu II.. cu I- CEO and Founding Managing Member Selected Career Highlights and Experience . Founded GreenPlay, LLC in 1999 with focus on Consortium Management and Vision; Strategic and Master Planning for Parks and Recreation Agencies; Partnership Development and Policy, Public Process and Board Relations; Recreation Programming, Administration and Revenue Enhancement; GRASP@ Level of Service Analysis; Alternative Funding; Proposal Procurement and Reporting; and Innovative Research and Development . Six years of public recreation administration, featuring positions with the City of Boulder, City of Broomfield, and North Jeffco Park and Recreation District in Colorado. . Eighteen years of private business management experience in the fields of consulting, sales, restaurants, legal, fitness, and health clinic operations. . Leadership of professional and private club outdoor recreation group experiences, including promotion of hard and soft .skills acquisition. Education . Master of Science, Organizational Management, University of Phoenix, Denver, 1998 . Bachelor of Science, Magna Cum Laude, Kinesiology, emphasis in Athletic Administration, Biology, and Exercise, University of Colorado, 1993 . NRPA Revenue/Management School, Director's Track 2001, Pacific Revenue School, 2003, 2005 . NRPA National Management/Leadership School for Parks and Recreation, 1996 Awardsl Memberships . Board of Regents Member, NRP A Reitz Pacific Revenue and Marketing School 2006-2008 . Top 100 Women-owned Business, Colorado Biz, 2003, 2005 . Received "Outstanding New Professional" and "President's Award" from Colorado Parks and Recreation Association, 1997 . Professional Member of Colorado and eight other State Associations . Professional Member of National Recreation and Parks Association . Professional Member of Colorado Outdoor Recreation Resource Project Select Articles, Teaching and Presentation Topics . "Pricing and Cost Recovery - Building A Philosophy with the Pyramid Methodology" . "Getting Them to Listen - Tools for Communication" . "Solutions for Health - The Role of Parks & Recreation" . "GRASP@Level of Service Analysis - A Better Way" . "Planning for Financial and Operational Success" . "Assessing Needs and Users" . "Alternative Funding - Filling the Gap between Needs and Resources," . "Why Hire a Consultant?" . "If I Ran the Zoo - Managing the Facility Design Process" . "Partnerships at Work - Policies for Successful Development," . "Building a Benefits-Based Community - Stapleton" . "Trail Building and Usage - Cooperation and Training" . "Outdoor Recreation and Environmental Education for Public Agencies" . "Use of Public Lands for Parks and Recreation Agencies," Teaching Assignments and Presentations for: National Recreation and Parks Association; Pacific Reitz Revenue and Marketing School; Innovations Group - Transforming Local Government; Athletic Business; American Society of Landscape Architects; National Association of Youth Sports; Rocky Mountain Revenue and Management School; Colorado Open Space Alliance; Colorado Outdoor Recreation Resource Project; Metro State College, Denver, CO; Various State Parks and Recreation Associations including: Arizona, Colorado, Florida, Kansas, Michigan, Oregon, Texas, and Washington ~RIIHPtAr... ~'='7 Helping You Achieve Your Goals ~ =- =- =II =- ~ ~ =- :II =- :II :II 31 31 =- :II 31 31 :II ~ :II :II ~ . :II :II ~ II . . . ,. ~. -.""!. ; 'I ~ . , ! ;:,,: , , cu ..... '0 o f- o ~ ;ftS a. ,~.Principal ~'. Selected Career Highlights and Experience . Principal and Lead Consultant for GreenPlay, LLC, with focus on: · Operational Expertise · Strategic and Master Planning . Operational Budgets and Pro-formas · Community Input Process · Business and Marketing Plans . Feasibility Studies and Needs Assessments · Customer Service Planning · Facility and Program Analysis . Activity-Based Costing and Cost Recovery Methodologies . Financial Strategies, Pricing Strategies and Funding Sources . Partnership Development and Other Service Provider Analysis · Level Of Service Analysis - GRASP@ . Management, Board and Staff Training . Management Consulting in Parks, Recreation and Sports since 1995 · President, OATS, llc, 2002 - Present . Principal, Leon Younger & PROS, 1995 - 2002 . Public Parks and Recreation Administration from 1979-1995 . Indy Parks and Recreation, Indianapolis, IN Assistant Director 1992-1995 . Lake Metroparks, Cleveland, OH Assistant Director 1988-1992 . Jackson County Parks and Recreation, Kansas City, MO Assistant Director 1984-1988 . Kingman Recreation Commission, Kingman, KS Director 1979-1984 Education . Bachelor of Science in Recreation Administration, Kansas State University, 1978 . NRP A Pacific Revenue Sources Management School, 1986-1989 . NRP A Revenue Sources Management School, Board of Regents, 1993-1995 Awards and Memberships . Member of National Recreation and Park Association, 1979-Present . Certified Leisure Professional 1979-1994 . Named to Outstanding Young Men of America, 1985 . National Register's Who's Who in Executives and Professionals 2006, 2007 . Member of Indiana Park and Recreation Association, 1992-2002 . Member of Ohio Park and Recreation Association, 1989-1992 . Board of Trustees, Ohio Park and Recreation Association, 1991, 1992 . Member of Missouri Park and Recreation Association, 1985, 1986,2000-2002 . Member of Kansas Recreation and Park Association, 1977-1984,2001,2002 'RIIHPuy.. =7 Helping You Achieve Your Goals - =- ~ =- =II =- =- =II =- . :II =- :II :II :II :II 31 =- 31 =- . . . :II . . . . . . . . .c,' ftS' C'. .,'c i'RS a.. ~'. C CU ... AS ~ . Project Consultant Selected Career Highlights and Experience Recreation, Parks, Planning, Nonprofit, and Fund Development Consultant: . Program Analysis and Strategic Revenue Planning . Alternative Funding and Strategic Fund Development Planning . Assessment of Neighborhood Needs and Level of Service (LOS) for recreation centers . Development of partnerships, marketing, and financial strategies to create the Colorado Front Range Trail Implementation Plan . Planning and implementation to guide recreation programming, land acquisition and development, park renovations and improvements, facility enhancements, marketing, and alternative sources of funding Bloomington, Indiana Parks and Recreation Department . Community needs assessment, program evaluation, and evaluation of participation and funding levels of senior programming . Creation and organization of community events, program budgeting, development of marketing, establishment of community partnerships, fundraising, grant-writing and sponsorship recruitment . Grant-writing and development of a Summer Food Service program, providing free meals, snacks, and educational programming to disadvantaged youth . Evaluation of organizational structure and revenue needs and the creation of a comprehensive strategic fund development plan for the local Park and Recreation Foundation . Americans with Disabilities Act (ADA) compliance assessments and transition plans Outdoor Industry Association . Lobbied the Federal Government to promote outdoor recreation and conservation legislation, focusing on funding for the Land and Water Conservation Fund (LWCF), the Urban Park and Recreation Recovery Program (UP ARR), and Transportation Enhancements (TEA-21) funding for bicycle and pedestrian trails . Organization of the 2002 and 2003 an annual conference and lobby days for the outdoor industry in Washington D.C. . Coordination of a coalition of outdoor recreation advocacy groups advocating increased recreation program funding to federal land management agencies . Organization and promotion of grassroots campaigns for protecting federal public lands and recreation opportunities Education . Master of Public Affairs, suma cum laude, in Environmental Policy and Natural Resource Management from Indiana University, with a knowledge of public budgeting and finance, public management, statistical analysis, cost-benefit analysis, policy analysis, public lands valuation, and natural resource management . Professional certification in Fund Development by the Indiana University Center on Philanthropy. . Dual Bachelor of Arts, magna cum laude, in Political Science and Criminal Justice. Memberships . Professional member of Colorado Outdoor Recreation Resource Project (2002-2003) . Environmental Management Association Member . Nonprofit Management Association Member t:RIINPUaV.. =7 Helping You Achieve Your Goals -- =- =- =II =II =- =- =- =- =- ~ =II =II :II :II :JI 31 =- :II ~ ~ ~ 31 . . . . . . . ~ ,Ro\lby Layton, ASLA, CPRP Principal Facts . Founding Partner, DESIGN CONCEPTS, 1981 · Registered Landscape Architect in Texas (#854),1980, Calif. (#4482), 2000, and NM (#386), 2006 · Masters of Landscape Architecture, University of Colorado at Denver, December 2002 · Bachelor of Landscape Architecture; Texas Tech University, 1978 Focus Rob's interest has always focused on how the landscape of the public realm affects the lives of people. This has led to his involvement in some of the most successful parks, educational campuses, and natural areas around Colorado. He has recently shifted his focus nationally towards helping communities understand, plan and manage their public spaces. As one of the primary architects of the GRASP@ methodology, he is dedicated to perfecting the science and practice of measuring the value of the built environment for the people who live within it. Involvement · Presenter at seminars and sessions across the country on numerous topics, including GRASpC!> Master Planning, Sustainable Design, and Historic Preservation. · Presenter for workshops on Public Facilitation, including NRPA,Southwest Parks and Recreation Training Inst., and the Univ. of Hawaii · Juror for awards programs including ASLA Design Awards Program, Women in Construction Xeriscape Award, and Colorado Recreation Products Park Design Award · Guest Lecturer and visiting critic for classes at several universities around the country. · Historic Resources Advisory Comm., Univ. of CO-Boulder 1993-Present (Co-Chair, 2003-Present) · Chairman, Historic Boulder Landscape Committee, 1997-1999 · Graduate, Leadership Boulder - Class of 2001 Parks. Rer::wation. OOtHI Space & Trwls Master Plan Educator and Articles :_u~:i"'" - . TOWN OF SUPERIOR Instructor, College of Arch. and Planning, Univ. of ~O.,t>enver;\m..g.()~ng since 1989. .'. Landscape Arch. Technology Program, Arapahoe C<>p:un. College, Litt~ton - Instructor W8~:1~1 Life Imitates Art: Fossil Creek Park Unearths Mamm~tl~.BODes; Unveils rx::Stination Pl~gr~a,; in Fort Collins, Landscape Architect & Specifier N.!:,~~,'~pt~i 2004 ':',. _0 I i The Great Outdoors, American School & Univ!"t'Sitf N.1agazin~,N?.vember 1001.. LJ The Complexities of Ballfield Design, Parks ~Rec*ation Magazrn~, ,A:.ugust 1999,." Safe Passage, Landscape Architect and Specifier.News, June 1999 : c__, " Greenwood Village Uses Nature's Own Devices to Control Flood IDamage, Land and Water, Jan/Feb 1999 '8W" ._n..1' i'h__'" · Crafting Consensus on Controversial Parks, Parks&; Recreatiorl Magazine,August 1997 ...>:., · New Urbanism Without Nostalgia, Landscape AiChib~ctand St!~9fier News, July 1997 "r..../ "'. , I . . . . . . . 'RIINPU'i'", -7 -- Helping You Achieve Your Goals .. :II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Rathel Brenna ."'~~' f'> ~ ~_ '<I '. Landscape Architect . Facts . Member of DESIGN CONCEPTS 2000-2002, and since October 2004 . Registered Landscape Architect, Wyoming, 2006 (LA0097B) . Bachelor of Landscape Architecture; Minor in Environmental Studies, Iowa State Univ., 1997 . Certified Playground Safety Inspector, National Recreation and Park Association, 2006 . Previous experience includes working as a Watershed Partnership Specialist for the Wisconsin Department of Natural Resources and as an intern Landscape Architect at the Big Muddy Workshop in Omaha, Nebraska. Focus Rachel's roles at Design Concepts are wide reaching as she has been involved in projects of many scales. Over the last two years, Rachel has shifted her focus from park and school design to parks and recreation master planning using the GRAS~ methodology. She is an integral part of the GRASp!!l team as a project manager, innovator, and team member, Because of her diverse background she is also skilled at coordinating and leading public meetings, consensus building, and grant writing. Aside from her parks and recreation projects, Rachel continues to pursue interests in creating sustainable landscapes and communities in public spaces across Colorado. Involvement . Presenter at conferences and workshops for GRASP@ method and park design . Member, Colorado Parks & Recreation Association . Member, National Recreation and Park Association . Nature Conservancy Volunteer, 2004 . Thome Ecological Institute Volunteer, 2003 . Center for Energy Conservation Volunteer, 2002-2003 Representative Projects MASTER PLANS . Casa Grande, AZ Community Services Master Plan . Las Cruces, NM Parks and Recreation Master Plan . Denver Recreation Centers Facilities Study . Denver Athletic Fields Master Plan . Lisle, IL Park District Master Plan . Glenwood Springs, CO Parks & Recreation Comprehensive Master Plan . Raymore, MO Strategic Implementation Plan . Vail, CO Parks & Recreation Master Plan . South Jordan, UT Parks, Recreation & Trails Master Plan . Monte Vista, CO Parks & Recreation Master Plan and Ski-Hi Feasibility Study PARKS . Wildcat Regional Park Master Plan - Douglas County, Colorado . Park at Brighton Crossing Community - Brighton, Colorado . Gateway River Park - Carbondale, Colorado . Sandstone Ranch Adventure Playground, Water Play Area - Longmont, Colorado SCHOOLS I CAMPUSES . Lakewood High School Site Redevelopment - Jefferson County, Colorado . Falcon Bluffs Middle School- Jefferson County, CO . Secrest Elementary School Site Improvements - Jefferson County, Colorado . Ellis Elementary School Learning Landscape - Denver Public School GRIIHP7' =- Helping You Achieve Your Goals =II =- =II :11 =II :iI =- :iI ~ . 11 . . . . . . . . . . . . . . . . . . . I Jeff~~y ~~ Smith Jeffrey is the original founding partner and CEO of Geowest. With 13 years of GIS experience and an Undergraduate degree in urban and physical geography, Jeffrey is able to approach and manage GIS projects of varied nature. Jeffrey has extensive experience utilizing GIS in the public sector with an emphasis upon parks and recreation planning projects. Jeffrey is very skilled in the use of ESRI's ArcMap 9.0, ArcView 3.3, ArcExplorer 2.0 GIS software applications for data analysis and high quality cartographic presentation support. He has a valued understanding of data translation from disparate sources and software platforms. Additionally he has employed the use of Trimble and Garmin GPS units to efficiently create and locate spatial datasets in the field. Jeffrey specializes in creating value added datasets for his partners and clients - every opportunity is taken to improve spatial and tabular components of the data. Jeffrey develops and manages GIS applications designed specifically for the parks & recreation field - at both the site and the systemic levels. These applications require the skilled coordination and presentation of geographic data files utilized in the inventory and analysis of public spaces and associated components. Jeffrey is a co-author of the Geo Referenced Amenities Standards Program (GRASpTM) - an innovative process used in analyzing parks & recreation planning levels of service and opportunities & constraints analysis. He has used these techniques to support the development of master plans, conceptual site designs, trail network planning and development, and associated public presentations and workshops. Related Parks, Trails, Open Space, Recreation and Master Plan Experience -...-- ----- ~ t. ~;,..:~~< ... ~,1 ~ ~~- . ~;.-~'1'r~' - .~~ 'i';i~:Z;j~!~~: . .._. .\.~~~ r~ .. ~,~). ~~~>.;~~~~:~~'~, . ;.,.I!f.J': ,'r + . ... ..\ -,.-.....- · Las Crt/ces Parks, Recreation, Open Space & Trails Master Plan - Las Cruces, NM · Brookline Open Space & Trails Master Plan - Brookline, MA · Arlington County Public Spaces Master Plan - Arlington County, VA · Oklahoma City Aquatics Study - Oklahoma City, OK · City &County of Denver Permitted Fields Master Plan- Denver, CO . Superior Parks Recreation Open Space & Trails Master Plan - Superior, CO Red Rock Canyon Open Space Master Plan - Colorado Springs, CO . White Riverside Park Feasibility Study - Rangely, CO Carbondale Parks, Recreation, Open Space & Trails Master Plan - Carbondale, CO · Evans Trails & Open Space Master Plan - Evans, CO . Valmont City Park Master Plan - Boulder, CO · Lochbuie Parks Open Space & Trails Master Plan - Lochbuie, CO · Windsor Parks, Open Space & Trails Master Plan - Windsor, CO · Greenwood Village Parks, Trials & Open Space Master Plan - Greenwood Village, CO · City of Longmont Parks, Trials & Open Space Master Plan - Longmont, CO =~~'t';;.- - .,,~~lIc:ftMNik... ~ ,..:..' Professional Memberships . Colorado Parks and Recreation Association (CPRA) · Association of American Geographers (AAG) 'RII"'~ ====:.- Helping You Achieve Your Goals . , ~ ~ U tI g g g Q RRC ASSOCIATES . 4940 PEARL EAST CIRCLE · BOULDER, COLORADO 80301 · 303(449-6558 · www.RRCAssoc.com Chris possesses a diverse background in public and private planning. A founding partner of RRC Associates, he specializes in practical applications of research techniques including survey research, and statistical analysis for problem solving in city planning, administration, and a variety of business applications. His research and recommendations have helped to shape both the design and marketing strategies of major resorts and other developer clients, and he has coordinated the planning and public processing of numerous large resort and mixed-use projects. Market feasibility studies and housing needs assessments are a particular area of specialization. Chris has also drafted comprehensive plans, zoning ordinances, growth management plans, capital improvements programs, affordable housing strategies, and related regulations for towns and cities of various sizes. Philosophically, Chris Cares and members of RRC Associates strive for collaborative solutions to community problems, using appropriate resources from both the public and private sectors. EDUCATION Master of City Planning - Harvard University, 1975 Bachelor of Arts, Political Science - University of Rochester, 1972 University of Michigan, 1971 PROFESSIONAL EXPERIENCE AND REPRESENTATIVE PROJECTS 1989 to present PRINCIPAL - RRC Associates (formerly RosalI Remmen Cares) PRlNCIPAL-IN-CHARGE OF: County Assessments-addressing housing and transportation for Eagle, Grand, Gunnison, Routt, Swrunit, San Miguel, Pitkin, Garfield (CO), and Blaine (ID) counties; City of Carson City, NV; City of Pueblo, CO; Town of Avon, CO The Colorado Index Project (2001), Colorado Center for Healthy Communities Public participation processes for a variety of communities and situations including Broomfield, Avon, Vail, Breckenridge, Erie, Pueblo, and Frisco, CO Vail Commons Public Private Partnership (1995/96) Boulder Economic Base Studies (1994(2000), Boulder, CO Telluride Growth Study (1995), Telluride, CO Telluride Master Plan (1986), Telluride, CO Arrowhead At Vail Master Planning and Public Processing (1978 to present), Edwards, CO Vail/Beaver Creek Winter Quality Research (1978 to present), Vail, CO Cedar Rapids, Iowa Tourism Opportunities Study (1996) Girdwood, Alaska Land Use Regulations Update (1996) Crested Butte Winter and Summer Research (1990 to present), Mt. Crested Butte, CO Copper Mountain Winter Research (1987 to present), Copper Mountain, CO Rio Grande County Master Plan, Rio Grande County, CO Colorado Ski Country USA (CSCUSA) Research Programs (1990 to present) National Ski Area Association (NSAA) Research Programs (1990 to present) Colorado Tourism Office Research Studies (1991-1993,2001) Upper Blue River Master Plan (1995), Breckenridge, CO Pueblo Tourism Base Study (1993) 1980 to 1981 1976 to 1979 1975 1974 1973 PLANNER! ASSOCIATE - Gage Davis Associates, Boulder, Colorado PLANNER - City of Boulder, Boulder, Colorado PLANNER - Lincoln-Uinta Counties Planning Office, Kemmerer, Wyoming RESEARCH ASSISTANT - Harvard University GEOGRAPHY INSTRUCTOR - Plymouth, England PROFESSIONAL ORGANIZATIONS American Planning Association - AICP Certified Travel and Tourism Research Association t:RIIHI'IAY", =7 Helping You Achieve Your Goals :II , :II . 21 31 . . II . . . II B B II i i i I I I I I RRC AS'OC'Al" Research ~P'anning'" RRC ASSOCIATES · 4940 PEARL EAST CIRCLE . BOULDER, COLORADO 80301 . 303/449-6558 . www.RRCAssoc.com With a background in statistics and geography, Mike has developed a I1iche in performing community / citizen surveys in towns and counties throughout the western United States, which serve as input to community comprehensive plans. Additionally, Mike has developed a specialty in performing focused studies of parks, recreation, trails, and open space needs assessments, the results of which typically become incorporated into parks and open space master plans. Mike has many years experience with geographic information system (GIS) and remote sensing applications, knowledge of issues related to physical, cultural, and sports geography, and a comprehensive understanding of survey research analytical methods, techniques, and interpretation. Mike has extensive understanding of the golf course industry in the United States, encompassing experience with golf course valuation/appraisal principles, sales transactions, and knowledge of current supply and demand issues in consideration of feasibility for locations of new golf courses. Mike is also activity involved in a variety of projects as a research analyst to the ski and snowboard, gaming, and general travel industries, providing timely information to policy-makers on important issues, such as priorities for capital improvement decisions, pricing strategies, market-specific targeting, brand and image analysis, and satisfaction tracking of product experience. EDUCATION Master of Science, Gepgraphy - Oklahoma State University, 1987 Bachelor of Science, G'eography - Oklahoma State University, 1985 PROFESSIONAL EXPERIENCE AND REPRESENTATIVE PROJECTS 1989 to present SENIOR RESEARCH ANALYST - RRC Associates Analyst in the preparation, implementation, and practical interpretation of a variety of planning/research studies for the following clients: Boulder Valley School District, Athletic Needs Assessment, CO City of Boulder Parks and Recreation, CO City of Brighton Parks and Recreation, CO City & County of Broomfield Parks and Recreation, Open Space and Trails, CO City & County of Denver Parks and Recreation, CO City of Evans Parks and Recreation, CO City of Grand Junction Parks & Recreation Cripple Creek Chamber of Commerce, CO City of Norman, OK Deer Valley Resort, UT Town of Estes Park, CO City of Fort Collins Parks and Recreation, CO Fraser Valley Metropolitan Recreation District, CO Harveys Resort-Lake Tahoe Harveys Wagon Wheel Hotel-Casino-Central City, CO Heavenly Resort-Lake Tahoe Hollywood Casino-Tunica, MS Incline Village/Crystal Bay Visitors & Convention Bureau, NY Lake Tahoe Visitors Authority /Lake Tahoe Gaming Alliance North Lake Tahoe Resort Association Northstar-At-Tahoe Resort, Truckee, CA Oklahoma City Parks and Recreation, OK Park City Mountain Resort, UT Peppermill Hotel-Casino-Reno, NV Premier Resorts at Sun Valley Reno Air (Airlines) Reno-Sparks Convention and Visitors Authority, NV Sheraton Steamboat Golf Club Sky Ute Casino & Lodge-Ignacio, CO Steamboat Resorts (Property Management Co.) Steamboat Ski and Resort Corporation Steamboat Springs Chamber Resort Association City of Steamboat Springs, CO SunRay Park & Casino-Farmington, NM Town of Carbondale Parks and Recreation, CO Town of Superior, CO Utah Ski & Snowboard Association (Ski Utah) Vail Resorts, Inc. t:RII"'~... ===-.::- Helping You Achieve Your Goals 1987 DIRECTOR OF RESEARCH - McKay Golf & Country Club Properties, Lansing, Michigan Responsible for numerous golf course appraisal assignments nationally as well as for efforts devoted to generating successful golf course sales transactions. 1985 RESEARCH ASSISTANT - National Golf Foundation (NGF), Jupiter, Florida, and the Department of Geography, Oklahoma State University, Stillwater, Oklahoma Coordinated data collection, processing, and analyses for the 1986/87 Maintenance Survey of all golf courses in the United States for the National Golf Foundation and Golf Course Superintendents Association of America. Also participated in various other studies for the NCF and Geography Department including projects related to national golf participation and analyses of golf facility supply and demand in the United States. 1985 GEOGRAPHIC INFORMATION SYSTEM ASSISTANT - Center for Applications of Remote Sensing, Stillwater, Oklahoma Continued participation in the development of the GIS described below for the Soil Conservation Service. 1984 GEOGRAPHIC INFORMATION SYSTEM ASSISTANT - United States Department of Agriculture - Soil Conservation Service, State Office, Stillwater, Oklahoma Participation in development and implementation of a computerized geographic information system (GIS) for the state of Oklahoma. The GIS was central to a variety of applications including land use/soil conservation management, erosion control, and watershed analyses. PROFESSIONAL ORGANIZATIONS Board of Directors, Great Western Chapter of Travel and Tourism Research Association Town of Erie, Open Space and Trails Advisory Board (Former Member) Flagstaff Academy Charter School Building and Facilities Committee Helping You Achieve Your Goals EXHIBIT "e" Letter from Jennifer Richmond at Group Mackenzie, Dated September 19,2007 ~ A C K..E.H.Z.l.E September 19,2007 City of Woodburn Community Services Department Attention: Mr. Jim Row, Director 270 Montgomery Street Woodburn, Oregon 97071 Re: Woodburn Parks and Recreation Master Plan Project Number 2070001.47 Dear Mr. Rowand Selection Committee: Thank you for considering the following responses to questions that have arisen during the review of the Group Mackenzie + GreenPlay Team's proposal: 1. Can the Group Mackenzie + GreenPlay Team provide guaranteed response to the statistically valid survey? Included within the scope of services outlined in our proposal, RRC Associates is committed to mailing 3,000 questionnaires to guarantee 300 to 400 returns for a 5-6 page survey. This rate of return will provide a statistically valid survey with a margin of error of :t5% to 5.8%. 2. What will our team do to engage the Latino population of Woodburn in this master planning process? The most effective manner in which to engage the Latino community will be detennined once our Team has the opportunity to speak with a greater audience of City staff and officials, typically accomplished during the project kick-off meeting. We will assess the unique characteristics of the community to identify such opportunities. It is our team's highest priority to meet the unique needs of Woodburn; therefore, as the project progresses we will work with you to make adjustments to successfully reach the desired levels of interaction and input. More specifically, based on past successes we anticipate that public outreach, such as working with established community leaders in order to develop a special interest focus group, will yield the desired interaction. Translation at public meetings and pre-arranged attendance at gatherings important to this community (Le. church groups, festivals, sporting events) have also proven to be effective. All ofthe above can be accomplished within our Team's current scope of services. K:\MARKETING\Mktg Proposals\207000 1 Portland\47 Woodburn Parks and Recreation Master Plan\070919 Letter to City.doc Woodburn Parks and Recreation Master Plan Project Number 2070001.47 September 19,2007 Page 2 With past issues oflower rates of return for non-English surveys in the City of Woodburn, we expect the previously described approach to be successful and result in valuable, meaningful input. Should the City of Woodburn wish to pursue a Spanish version of the project's survey, RRC Associates will develop this document to be available upon request. This option is included within our Team's existing scope of services. Please do not hesitate to contact us should further clarification be necessary. Sincerely, . . c: Dan Jenkins - Group Mackenzie K\MARKETING\Mktg Proposals\2070001 Portland\47 Woodburn Parks and Recreation Master Plan\070919 Letter to City.doc BE IT RESOLVED, that the undersigned Mayor and Councilors of the City of Woodburn go on record in support of Ballot Measure 49. We support Ballot Measure 49 for the following reasons: We took a public position against Measure 37 at the time it appeared on the ballot; We believe Measure 37 as enacted allows development of a nature and extent that is detrimental to Oregon's environment, infrastructure and quality of life; We believe that similarly situated property owners should be held to the same standards; and We believe Measure 49 eliminates the most detrimental features of Measure 37, while retaining some benefits for those wishing to build family homes. We encourage the voters of the City of Woodburn to study this measure and to support it at the polls. ~'~J ~ BE IT RESOLVED, that the undersigned Mayor and Councilors ofthe City of Woodburn go on record in support of Ballot Measure 49. We support Ballot Measure 49 for the following reasons: We took a public position against Measure 37 at the time it appeared on the ballot; We believe Measure 37 as enacted allows development ofa nature and extent that is detrimental to Oregon's environment, infrastructure and quality of life; We believe that similarly situated property owners should be held to the same standards; and We believe Measure 49 eliminates the most detrimental features of Measure 37, while retaining some benefits for those wishing to build family homes. We encourage the voters of the City of Woodburn to study this measure and to support it at the polls. rb)gj 3'-cflndI {J'; ~~..-e