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Agenda - 06/23/2008C I TY O F W 00 D B U R N KATHRYN FIGLEY, MAYOR WALTER NICHOLS, COUNCILOR WARD 1 RICHARD BJELLAND, COUNCILOR WARD II CITY COUNCIL AGENDA PETER MCCALLUM, COUNCILOR WARD III .JAMES COX, COUNCILOR WARD IV FRANK LONERGAN, COUNCILOR WARD V p L JUNE 23, 2OOS r 6.30 P.M. ELIDA SIFUENTEZ, COUNCILOR WARD VI CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET 1. CALL TO ORDER AND FLAG SAIUTE 2. ROLL CAII 3. EXECUTIVE SESSION A. To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to b~e filed pursuant to ORS 192.660 (2)(h). B. To consider records that are exempt by law from public inspection pursuant to ORS 192.660 (2) (f). C. To consider the employment of a public officer, employee, staff member or individual agent pursuant to ORS 192.660 (2) (a). 4. ANNOUNCEMENTS AND APPOINTMENTS Announcements: A. In observance of Independence Day, City Hall offices, the Library, and the Aquatic Center will be closed Friday, July 4 B. Independence Day Celebration -July 4th at Centennial Park starting at 4 p.m. with food and activities. Dance, Dance, Dance will perform at 5:45 p.m. and the Bill Coleman Americana Band will perform from 7-10 p.m. followed by fireworks at 10 p.m. C. A public meeting regarding the preliminary design of Mill Creek Greenway Trail will be held on June 24 at 6:30 pm in the Council Chambers. D. Music in the Park presents the Oregon Coast Lab Band on July 1 and the Seventh Street Jazz Band on July 8. Both performances begin at 7:00 p.m. "Habra interpretes aisponib[es Para aque[[as personas que no hab[an Ing[es~ previo acuerao. Comuniquese a[ (503) 980-2485... June 23, 2008 Council Agenda Page i Appointments: None. 5. PROCLAMATIONS/PRESENTATIONS Proclamations: A. Recreation and Parks Month Presentations: B. Assistant City Engineer -Eric Liljequist C. Street Sweeping Operations Cost Comparison 6. COMMITTEE REPORTS None. 7. COMMUNICATIONS None. 8. BUSINESS FROM THE PUBLIC -This allows the public to introduce items for Council consideration not already scheduled on the agenda. 9. 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. 2 A. Woodburn City Council minutes of June 9, 2008 regular and 4 executive session Recommended Action: Approve the minutes. B. Woodburn Planning Commission draft minutes of June 12, 2008 14 Recommended Action: Accept the draft minutes. C. Woodburn Recreation and Parks Board draft minutes of June 10, 19 2008 Recommended Action: Accept the draft minutes. D. Claims for May 2008 22 Recommended Action: Receive the report. E. Community Services Statistics for May 2008 27 Recommended Action: Receive the report. June 23, 2008 Council Agenda Page ii F. Planning Project Tracking Sheet dated June 18, 2008 28 Recommended Action: Receive the report. 10. TABLED BUSINESS None. 11. PUBLIC HEARINGS A. Supplemental Budget for 2007-OS Fiscal Year 31 Recpmmended Action: Conduct public hearing, receive public comment, and direct staff to prepare an ordinance reflecting the Council's decision. 12. GENERA4 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 2731 -Ordinance adopting a supplemental budget 33 for fiscal year 2007-2008 and declaring an emergency Recommended Action: Adopt the ordinance. B. Council Bill 2732 -Ordinance adopting a budget for fiscal year 36 2008-09, making appropriations, levying taxes, and declaring an emergency Recommended Action: Adopt the ordinance. C. Council Bill 2733 -Ordinance adopting Planning Division fees 46 and charges for inclusion in the 2007-2008 Master Fee Schedule and repealing all planning fees and charges that are inconsistent with this ordinance Recommended Action: Adopt the ordinance. D. Council Bill 2734 -Resolution entering into an Intergovernmental 53 Agreement with Chemeketa Community College for participation in the Chemeketa Cooperative Regional Library Service (CCRLS) and authorizing the Mayor and Library Manager to sign said agreement Recommended Action: Adopt the resolution. E. Liquor License Change of Ownership Off-Premises Sales - 70 Grocery Outlet of Woodburn Repommended Action: Recommend change of ownership application for Grocery Outlet of Woodburn. June 23, 2008 Council Agenda Page iii F. Liquor License Change of Ownership Off-Premises Sales - Restaurante los Cantaros Recommended Action: Recommend a change of ownership application for Restaurante Los Cantaros. G. Liability, Auto, Property, and Workers' Compensation Insurance for Fiscal Year 2008-09 Recommended Action: Authorize the Interim City Administrator to execute liability, auto, property, and workers' compensation insurance contracts with City County Insurance Services (CIS) for fiscal year 2008-09 which will include an increase in the liability coverage limit to $10 million. H. Award of Construction Contract for Resurfacing Various Streets and Sidewalk Improvements on Brown Street Recommended Action: Award the construction contract for resurfacing and sidewalk improvements to the lowest responsible bidder, Parker Northwest Paving in the amount of s ~~ ~ z-mo 4ti. P ~, 8.s~ 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 73 76 85 June 23, 2~~08 Council Agenda Page iv 5A paoc~~,,zioN NATxo~r~. REC~T~oN Arm p~uis Mo.~r>~~r Zoos WHERF.~1S, Public Parks and Recreation systems are dedicated to enhancing the quality of life for millions of residents in communities around the world through recreation programming, leisure activities, and conservarion efforts. WHEREAS, A goal of the Woodburn Community Services Department is to build a sense of spirit and pride in our culturally diverse community by providing quality services that encourage a healthy lifestyle and improve the safety and duality of life in our community, and WHEREAS, Participating in recreation provides opportunities far children, youth, adults and seniors to have Life-tong fulfillment, fosters a sense of community, and bridges cultures, and WHEREAS, Through the many contributions of employees and volunteers in providing recreation programs, we recognize that these dedicated supporters implement youth activities and ensure that parks and recreation Facilities are safe and accessible places for citizens to enjoy, and WHEREAS, The Woodburn Recreation and Park Board articulates the needs for recreation programs and park spaces and advocates Eor the development of parks and open spaces in the community, NOW, THEREFORE, be it proclaimed by the City of Woodburn that July 2008 is Recreation and Parks Month, and, as Mayor, 1 and encourage all citizens of the City of Woodburn to enjoy our Parks and participate in Recreation programs. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Woodburn to be affixed this 23`d day of June 2008. Kathryn gle a or City of Woodburn 5C •- ~ i i ~` W N ~~~~' txts; ~~oraic,d aBR4 June 23, 2008 TO: Honorable Mayor and Ci#y Council through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: STREET SWEEPING t~PERATI4NS COST COMPARISON INTENT: Provide an update to Council on a cost comparison review of the continuance of providing street sweeping equipment and operations by City staff or of outsourcing operations. Council direction on finalizing a contract for outsourcing street sweeping operations is sought. BACKGROUND: The Public Works Department has performed a cost comparison analysis of continuing to perform street sweeping operations with City of Woodburn staff and equipment and of contracting out for those services. Based upon #his analysis, it appears that the City may realize a cost savings in excess of $90,000 per year in contracting out street sweeping services A preliminary cost comparison was performed by using current contract cost information obtained from other communities utilizing contracted street sweeping services. The contracted costs were adjusted utilizing City hours for street sweeping. Based upon this preliminary analysis, it appeared that there were cost savings possible by contracting for street sweeping services. It was also realized that the level of service would likely exceed that currently being provided by the City. The Public Works Department proceeded to prepare a Request for Proposals (RFP) for providing street sweeping services. The City received two proposals from qualified firms that are capable of providing street sweeping services and have proceeded to negotiate a contract with the firm selected as providing the "best value" td the City by the proposal review panel. Agenda item Review: City Administrator City Attorney Finance 2 Honorable Mayor and City Council June 23, 2008 Page 2 A major contributing factor to the City's cost of continuing to provide street sweeping services is need to make a major capital outlay for a new street sweeper and tl~e annual cost of maintaining that piece of equipment. In order to comtinue providing in-house services, the City needs to expend in excess of $180000 on a new regenerative street sweeper to meet future storm and surface wiater quality permit requirements. This particular street sweeper much more effectively removes the roadway contaminates thot degrade storm and surface water quality. Not only is the initial capital outlay for this equipment expensive, the annual manufacturer recommended maintenance for this equipment will exceed $19,000 per year. The Public Woks Department anticipates that a higher level of service will be provided far sheet sweeping by issuance of a performance contract for those services. The rjeason for the increased level of service is that the City does not have sufficient equipment to meet the current sweeping schedule. The lack of redundancy in equipment prohibits the City from being able to meet the sweeping schedule when equipment is down for repair or maintenance. The contractor is required to have sufficient equipment and staff resources to meet the sweeping schedule. The Public Works Department does not propose to reduce current staffing levels as a result of contracting out street sweeping operations. Rather, Public Works proposes to reallocate the staff resources currently assigned to street sweeping operations to roadway maintenance. In essence, what Public Works is proposing is to use the cost savings realized by contracting out for street sweeping operations and use some of those savings to increase the level of service for road maintenance. FINANCIAL IMF~ACT: The Pubic Worrks Department anticipates being able to demonstrate an annual savings in excess of $20,000 per year and an increase in the level of service for street sweeping and road maintenance. The direct cost comparison between contracting owt street sweeping services and retaining those services in-house shows a cost savings in excess of $90,000 per year by contracting out street sweeping services. However, those full savings would not be realized under Public Works recommendation to reprogram staff savings to street maintenance operations. 3 9A COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 9, 2008. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0020 ROLL CALL. Mayor Figley Present Councilor Bjelland Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Nichols Present Councilor Sifuentez Absent Staff Present: Interim City Administrator Russell, City Attorney Shields, Assistant City Administrator Stevens, Finance Director Gillespie, Community Development Director Allen, Public Works Director Brown, Police Capt. Tennant, Recorder Tennant Mayor Figley stated for the record that Councilor Sifuentez was out of town. 0047 ANNOUNCEMENTS. A) Woodburn Public Library will be closed on Sundays during the summer beginning June 15, 2008 and will re-open on September 7, 2008. B) A public hearing will be held before the City Council on a proposed supplemental budget for fiscal year 2007-08 on June 23, 2008, 7:00 p.m., in the City Hall Council Chambers. C) A public meeting regarding the preliminary design of Mill Creek Greenway Trail will be held on June 24, 2008, 6:30 p.m., in the City Hall Council Chambers. D) The Aquatic Center will be closed on June 12, 2008 for staff training. 0085 CHAMBER OF COMMERCE REPORT. Deb Yager, Chamber President, provided the Chamber statistics for May 2008 which included the addition of 2 new Chamber members making total membership at 255; incoming calls to the Chamber office totaled 190; 88 office visits not related to Chamber business; Visitor information center visits totaled 1,961 of which all but 20 visitors were from out of Oregon; website hits were 6,441; and the Chamber has sent out 3 re-location packets. Upcoming Chamber events: 1) the final Greeter's program will be held at U.S. National Bank on June 13, 2008 at 7: ~0 a.m.. Page 1 -Council Meeting Minutes, June 9, 2008 4 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING 2) Annual Golf tournament will be held on June 12th at Senior Estates Golf & Country Club. 3) the Economic Development, Woodburn Area Visitors Association (WAVA), & the North Willamette Valley Tourism Alliance meetings are all scheduled for the 3rd Tuesday of the month at 9:00 am, 10:00 am, and 10:30 am respectively. 4) Communication training will be provided by Business Advocacy on June 24th, 9:00 am, at West Coast bank with this month's topic being "Leadership and Problem Solving". 5) Leadership Woodburn is underway and applications have been received from the students who will be joining this program. Business sponsorship will be going out for the adult portion of the activities. 6) the Chamber has given their support to the Summer Reading Program sponsored by the Library and have solicited for program volunteers in their Chamber newsletter. Councilor McCallum questioned if the Tourism group or the Chamber looked at what impact, if any, the energy situation, including increased costs, has on tourism to our area. Ms. Yager stated that they have been monitoring this situation and to date, they are still trending visitors to our community in numbers similar to last year's count. 0355 WOODB>~JRN SCHOOL DISTRICT REPORT. Walt Blomberg, School Superintendent, stated that 392 seniors graduated from the high schools on Friday, June 6th. These graduates were able to obtain about $1.7 million in scholarships for post secondary education. This is the 2nd year of the small high schools and the district has already seen a 40% reduction in dropout rate plus some academic improvement on all of the State tests. It was noted that all of their schools had succeeded beyond the level they had when they were a comprehensive high school back in 2005-06. These schools are being noticed and are considered as a model school. The Gates Foundation and Memorial Trust is reinvesting in all of Woodburn's small schools and they will extend all of their grants for the next couple of years. The 8th grade graduation ceremonies will be held on Wednesday, June 11`h, at each of the middle schools. Councilor McCallum questioned if there had been a settlement on the bond issue amount. Superintendent Blomberg stated that they are currently looking at a design-build model which involves getting the plans in place by working with an architect up front and then have one contractor bid on the project. They are working on an August deadline and are in the process of identifying programs in the building and space needed. This process will provide the district with alock-in of cost to complete the project which is an advantage when going to the public on a bond issue measure. 0625 CONSENT AGENDA. A) approve the City Council meeting minutes of May 27, 2008; B) accept the Planning Commission minutes of May 22, 2008; C) accept the Building Activity Report for May 2008; D) accept the Planning Project Tracking Sheet dated June 4, 2008; and Page 2 -Council Meeting Minutes, June 9, 2008 5 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING E) receive the Rental Housing Ordinance report. NICHOLS/MCCALLUM.... adopt the Consent Agenda as presented. Councilor Cox stated that the draft Rental Housing ordinance will now be passed out to the interested parties for review and comments to the Council, then the draft ordinance will be finalized and the Council will consider adoption at a later date.. The motion passed unanimously. 0735 PUBLIC >~IEARING: CITY BUDGET FOR FISCAL YEAR 2008-09. At 7:13 pm, Mayor Figley declared the public hearing open on the City budget for fiscal year 2008-09 which includes State Revenue Sharing funds. Finance Director Gillespie stated that the proposed budget for fiscal year 2008-09 is the same as what was recommended by the Budget Committee following their May 19, 2008 budget hearing. The total recommended budget is $58,598,129 which is a 6.4% increase over the current budget. The Budget Committee also recommended levying the permanent tax rate of $6.0534 per $1,000 assessed valuation plus an additional tax levy of $702,240 for bonded indebtedness to pay the debt service on the Aquatic Center and Police Facility bonds. No one spoke either for or against the proposed fiscal year 2008-09 budget. Mayor Figley closed the public hearing at 7:16 pm. COX/BJELLAND... approve the 2008-09 budget as presented by the Budget Committee and direct staff to draft an ordinance pursuant to the Budget Committee's recommendation including allowable budget adjustments that do not change the tax levy requirements. The motion passed unanimously. 0891 PUBLIC NEARING BEFORE THE LOCAL CONTRACTING BOARD (CITY COUNCIL.): AQUATIC CENTER HVAC REPLACEMENT. Mayor Figley stated that for this and the following public hearing, the Council will be acting in the capacity of the Local Contract Review Board. Mayor Figley declared the public hearing open at 7:17 pm. Public Works Director Brown stated that staff is requesting an exception from the traditional design build process to use a competitive proposal process on complicated facility-oriented projects. One of the projects is the replacement of the Aquatic Center's heating, ventilation, and air-conditioning system (HVAC) and the other project is the installation of a suction dredge in the facultative sludge lagoons at the Wastewater Treatment Plant. He stated that the reason for requesting this methodology is to get the designers, vendors of specific equipment ,and contractors to work together at the beginning to decide which solution is the most cost effective and would provide the most value to the City. It has been recognized by the industry that being able to work in a shared process, particularly with facilities and mechanical systems, is advantageous versus making decisions and not equitably distributing the responsibility for the final project payments or lack of performance of systems. He stated that he has used this process in the past and feels that a better product is obtained in these types of projects. Page 3 -Council Meeting Minutes, June 9, 2008 6 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING In regards to the Aquatic Center, it is a complicated project since there are certain performance goals that need to be achieved to fulfill the requirements associated with the grant funding from the Department of Energy. Councilor Cox stated that the design build process is a deviation from the low bid process and is becoming more popular over the last several years. He feels that it has a great opportunity to give the City a better product and amendments to the State law allows for this process. However, design build projects have sometimes resulted in problems and it will still need good contract administration on the part of the City. As it applies to the HVAC system, Enertia Energy Inc. did the report for the City and he questioned if the Council had approved the hiring of this company to conduct the energy audit. Director Brown stated that it was his understanding that staff took the initiative to hire this company to do the energy audit. This firm looked at the system as it currently functions and its deteriorated condition then looked at alternatives at which the City could still qualify for some energy grants with the idea that the system needed to be replaced and the system to be selected and utilized would be more efficient than what the building code would require the City to build if it was a new facility. The national standards relating to the installation of HVAC systems at new swimming pools has radically increased the number of air changes required. The system proposed to be utilized would comply with the national standards. It was noted that the more air changes required will take more energy to maintain either a cool or heated environment within the building but the air quality within a pool facility is a health issue in addition to a comfort issue. Councilor Cox questioned what the next step of the process would be if the proposed design build process is approved. Director Brown stated that staff is ready to distribute a Request For Proposal (RFP) if this exception is approved. Enertia Energy is a potential responder but they are not the only firm capable of performing project which is why the competitive RFP process will be followed. Staff will be doing a direct mailing to 7 firms plus advertising a public notice in the Daily Journal of Commerce. Councilor Lonergan questioned if any of the known firms would have been notified in advance of the change in bidding process would have objected. Director Brown stated that they would not have objected and believes that in the mechanical areas, they see advantages and opportunities with this type of approach since this process allows them to look at alternatives in proposing equipment that will meet the needs of the City. City Attorney Shields stated that legally the City has to notice the RFP in the Daily Journal of Commerce for capital projects. Councilor Cox stated that the budget provides for $420,000 for this project and questioned what would happen if the proposals are substantially higher. Director Brown felt that this process gives the City an opportunity to work with the designer and manufacturer to see if it the project costs can be brought into the price range that the City has budgeted. If it is not possible, then staff will need to evaluate the Page 4 -Council Meeting Minutes, June 9, 2008 7 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING funding issue and a decision made before a contract is awarded. Councilor Bjelland questioned the time frame on submitting a proposal to the City. Director Brown stated that proposals would be due in about three weeks since the City would like to get the work completed by late fall so that pool operations are not adversely impacted. Other firms are aware of this project and no none has expressed concern about meeting the time frame for submitting a proposal on this project. He stated that the RFP was structured to where proposers are not required to give the City a guaranteed maximum price, only a reasonable estimate, as part of the initial submittal of a proposal. Actual construction cost will be finalized after the final design process has been completed with the selected firm. Councilor Bjelland questioned if staff has stipulated the process to be followed in evaluating proposals. Director Brown stated that the process is clearly spelled out in the RFP and a panel approach will be used. An open process will be followed to preserve the competitive aspect. No one in the audience spoke either for or against the proposed exemption from the competitive bid process. Mayor Figley declared the public hearing closed at 7:35 p.m.. Councilor Bjelland stated that he has been involved in this type of process over the years and it can be a done very successfully if it is monitored properly and specified correctly at the beginning of the process. 2249 PUBLIC >~IEARING BEFORE THE LOCAL CONTRACTING BOARD (CITY COUNCIL): WASTEWATER TREATMENT FACILITY SUCTION DREDGE ACQUISITION AND INSTALLATION. Mayor Figley declared the public hearing open at 7:37 pm. Public Works Director Brown stated that the principles addressed in the previous hearing are the same, however, this project is more complex since the lagoons are already constructed and issues will arise on how the dredge will be manipulated and installed. He felt that there is sufficient interest from firms that would help the City work through the issues. He also stated that they understand that this process is not a substitute for good engineering and attentive staff work through completion of the project. No one in the audience spoke either for or against the exemption of the suction dredge contract from the competitive bidding process. Mayor Figley declared the public hearing closed at 7:39 pm. 2392 COUNCIL BILL N0.2725 -RESOLUTION DECLARING THE CITY'S ELECTION TO RECEIVE STATE REVENUES DURING FISCAL YEAR 2008- Page 5 -Council ~~Ieeting Minutes, June 9, 2008 8 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING 2009. Councilor Cox introduced Council Bill No. 2725. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2725 duly passed. 2442 COUNCI>~. BILL N0.2726 - Council Bill No. 2726 was introduced by Councilor Cox . The bill was read by title only since there were no objections from the Council. Councilor Bjelland questioned how the projected revenue per capita rate compares to the current year rates. Finance Director Gillespie stated that he was unsure of the current rates and would contact him on the following day with the information. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2726 duly passed. 2560 COUNCIL BILL N0.2727 -RESOLUTION EXEMPTING THE AQUATIC AND AUTHORIZING THE USE OF THE DESIGN- BUILD PROCUREMENT METHOD. Councilor Cox introduced Council Bill No. 2727. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2727 duly passed. 2623 COUNCIL, BILL N0.2728 - INSTALLATION CONTRACT FROM COMPETITIVE BIDDING PROCUP~EMENT METHOD. Council Bill No. 2728 was introduced by Councilor Cox. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2728 duly passed. 2681 COUNCIL BILL N0.2729 -RESOLUTION DIRECTING THAT STOP SIGNS BE INSTALI,.ED ON WALTON WAY, ASTOR COURT, UMPQUA ROAD, Page 6 -Council Meeting Minutes, June 9, 2008 9 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING INTERSECT WITH ASTOR WAY. Councilor Cox introduced Council Bill No. 2729. The bill was read by title only since there were no objections from the Council. Councilor Cox stated that this project is one that he had been working on for some time and, after the staff report was prepared, additional data was received from the Police Department on motor vehicle speed on Astor Way. He stated that speed has been a concern to the residents along Astor Way. An article had been placed in the Senior Estates newsletter and he had received no objections on the installation of stop signs but residents wanted to talk to him about how fast vehicles were traveling on Astor Way. The Police Department data does indicate that speeds are in excess of the limit and the department will be doing enhanced patrolling along that street to slow down motorists. He stated that motorists are using Astor Way as a collector street and installation of the stop signs will improve the safety at these intersections. Councilor Nichols stated that motorists are now using Country Club Road to Astor Way to Highway 214 for the purpose of bypassing the school zones. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2729 duly passed. 2907 COUNCIL BILL N0.2 LOAN FROM THE WATER CONSTRUCTION FUND TO THE SEWER CONSTRUCTION FUND. Councilor Cox introduced Council Bill No. 2730. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2730 duly passed. 2950 PLANNING DIVISION FEE SCHEDULE. LONERGAN/NICHOLS.... direct staff to draft prepare an ordinance to adopt the fees. Councilor Cox questioned as to how the fees are calculated on an appeal of a Type III land use action listed under the category Annexation since the notation referred to an original fee with a $2,000 maximum. Community Development Director Allen stated that a land use action generally provides for both a personal and public benefit when the improvements meet the City's standards. [n regards to an appeal fee for a Type III land use action, the recommended fee would be ~/2 of the original fee (under the adopted schedule) for whatever type of land use action was applied for. For example, if a property owner submitted an application for a design review of under 1,000 square feet, the proposed fee would be $2,177. If the design review decision would be appealed, the appeal fee would be'h of the original fee of $2,177 plus $100 since the appeal fees would cover other costs incurred by staff to prepare documents and publication. It was noted that an appeal is not specific to an annexation and for a very large project, the maximum fee for an appeal would be $2,000. The fee currently in place would charge $1,594 irrespective of the type of appeal filed by an applicant. Page 7 -Council Meeting Minutes, June 9, 2008 10 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING Councilor Cox felt that design review fees on smaller applications are still higher than what he would like to see especially since a project under 1,000 square feet currently pays $968 and under the proposed fee it would increase to $2,177. Director Allen stated that the City probably receives less than 1 design review application for under 1,000 square feet per month, however, staff still needs to go through the same process. The cost savings is the difference between getting a report prepared for the Planning Commission and a little different notification process when it involves just a staff decision. Councilor Cox felt that staff has worked to try and keep some of the costs down, therefore, he suggested that the Council adopt the fees as presented. The motion passed unanimously. 3737 ACCEPTANCE OF BANCROFT BOND APPLICATIONS. Bancroft bond applications were submitted by the following property owners within the West Lincoln Street local improvement district: (1) Dean & Tanya Keiling, and (2) Jose & Aida Zaimora. NICHOLS/COX... under the authority of ORS 223.210, accept the Bancroft Bond applications submitted by property owners within the West Lincoln Street local improvement district which were filed after the initial 10-day filing period. The motion passed unanimously. 3777 REIMBURSEMENT AGREEMENT FOR SERVICES. MATERIALS. AND COX/MCCALLUM...approve and authorize the City Administrator to execute the reimbursement agreement between the Woodburn Urban Renewal Agency and the City of Woodburn for fiscal year 2008-09 which is included in the agenda material. The motion passed unanimously. 3885 APPOIN'~MENT OF ADMINISTRATOR PRO-TEM. NICHOLS/MCCALLUM... appoint Assistant City Administrator Terrie Stevens as Administrator Pro-tem for the period of June 14, 2008 through June 28, 2008. The motion passed unanimously. 3956 CITY ADMINISTRATOR'S REPORT. A) Interim Administrator Russell stated that the City had a visitation from our federal Weed and Seed Coordinator from Washington, D.C., who was glad to see what has been accomplished to date. He stated that he was amazed to see that the City has been able to get up to 30 people to turn out for a meeting to work on issues of gangs, drugs, and youth and felt that this shows how much can be done within our community on this issue. B) In regards to the City Administrator recruitment, the application period has closed and IVtr. Protham has informed staff that 25 applications were received of which 13 are either qualified or may be qualified. He will be contacting the Council to set up a meeting Page 8 -Council Meeting Minutes, June 9, 2008 COUNCIL MEETING MINUTES JUNE 9, 2008 TAPE READING sometime between June 17~' and 24`h to go over the materials and determine some semi- finalists. He will then conduct interviews with those individuals the following week as part of the process. 4079 MAYOR AND COUNCIL REPORTS. Councilor Nichols extended his congratulations to all fathers within our community (Father's Day observed on June 16, 2008). Councilor McCallum reminded the public that Relay for Life will be held on June 20-21, 2008 beginning at 6:00 pm and concluding at 12:00 noon on June 21 S`. He stated that it is still not too late to sign up to walk, be listed as a survivor, or to get a team organized for this event. This is the 7`h year for Relay for Life and he encouraged the community to attend and support this annual event. Mayor Figley extended her congratulations to the Class of 2008. 4295 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn into executive session under the statutory authority of ORS 192.660(2)(h), and ORS 192.660(2)(f). She stated that it was not needed to have an executive session under ORS 192.660(d). NICHOLS/LONERGAN.... adjourn to executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The meeting adjourned to executive session at 8:06 pm and reconvened at 8:36 Pm. Mayor Figley stated that no decisions were made by the Council while in executive session. 4355 ADJOURNMENT. NICHOLS/COX... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:37 pm. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 9 -Council Meeting Minutes, June 9, 2008 12 Executive Session COUNCIL MEETING MINUTES June 9, 2008 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 9, 2008. CONVENED. The Council met in executive session at 8:15 p.m. with Mayor Figley presiding. ROLL CALL. Mayor Figley Present Councilor Bjelland Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Nichols Present Councilor Sifuentez Absent Staff Present: Interim City Administrator Russell, City Attorney Shields, City Recorder Tennant Press Present: John Gervais, Woodburn Independent Mayor Figley reminded the Councilors, staff, and press 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)(fj ADJOURNMENT. The executive session adjourned at 8:34 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 -Executive Session, Council Meeting Minutes, June 9, 2008 13 B WOODBURN PLANNING COMMISSION MEETING MINUTES June 12, 2008 CONVENED The Planning Commission met in a regular session at 7:00 p.m. in City Hall Council Chambers with Vice-Chaimerson Bandelow presiding. Vice-Chairperson Bandelow led the salute to the flag. Vice-Chairperson Bandelow questioned members of the Planning Commission having potential conflicts such as family, financial, or business relationship with any of the applicants or with regard to the project in question. If such a potential conflict exists, she asked whether the commissioner in question believes he or she is without actual bias or whether he or she would like to step down from the Planning Commission during the case. There were none. There were no objections from those present. Vice-Chairperson Bandelow announced: agenda is available at the back of the room. We will consider cases one at a time according to the order listed in the agenda. We will follow the hearing procedure outlined on the public hearing procedure board. All persons wishing to speak are requested to come to the podium and give their name and address. Any individuals speaking from other than the podium will not be recognized. ROLL CALL Chairperson Lima A Vice Chairperson Bandelow P Commissioner GrosJacques P Commissioner Vancil A Commissioner Grigorieff P Commissioner Hutchison P Commissioner Jennings P Staff Present: Jim Allen -Community Development Director Natalie Labossiere -Senior Planner Jonathon Stuart -Assistant City Attorney Marta Carrillo -Administrative Assistant MINUTES A. Woodburn Planning Commission Meeting Minutes of Mav 22, 2008. Commissioner GrosJacques stated that the minutes did not include the motion to recommend the joint section to City Council for two future projects, which were the Parks Plan update and Downtown Development Plan update. Commissioner Jennings moved to accept the minutes with modified changed as amended. Commissioner GrosJacques seconded the motion, which unanimously carried. Planning Commission hleefing June 12, 2008 Page 1 of 5 14 BUSINESS FROM THE AUDIENCE None. COMMUNICATIpNS A. Woodburn City Council Meeting Minutes of March 31, 2008 B. Special Woodburn City Council Meeting Minutes of April 23, 2008 C. Woodburn City Council Meeting Minutes of April 28, 2008 No commients were made. PUBLIC HEARING A. Woodburn Crossing -George F. Brice Ill, Applicant Design Review 2008-01, Exception 2008-d3 and Variance 2008-04 The applicant requests a design review fora 14,820 square foot pharmacy and a 2,930 square foot restaurant; requests an Exception to Street Right-of-Way and Improvement Requirements for Evergreen Road, Country Club Road, and Country Club Court; and requests a variance from landscaping requirements. Vice-Chairperson;Bandelow announced that the applicant had requested a continuance for the next available Planning Commission meeting. Community Develppment Director Allen stated that the applicant requested the continuance for the June 26` Planning Commission meeting. Senior Planner La~bossiere read the applicable ORS. Vice-Chairperson,Bandelow opened the hearing for testimony from the audience with regards to the hearing item. Richard Seward, Riverdale Dr., Keizer, OR 97307, property owner of 2226 Country Club Rd. Seward made a request to the Planning Commission to extend the June 26th meeting to the second Thursday in July, due to his absence out of the country. He wanted an opportunity to review the previously submitted material and new material on the project. Vice-Chairperson Bandelow inquired of his property location. Seward stated that his property borders the subject project property creating an island. Commissioner Jepnincts asked staff about re-noticing the property, if the hearing is rescheduled to a specific date and time. Community Develppment Director Allen stated that the hearing did not need to be re-noticed, if the Planning Commission members designated a date and time for the hearing. He also stated that if setting the hearing for a set for a date that exceeds the 120-day rule, could cause issues. There is a 14-day window opportunity for a decision. He advised that, if new evidence is introduced by the applicant, the proponents/opponents can request a continuance for 7 days to review the new evidence. Planning Commission Meeting June 12, 2008 Page 2 of 5 15 Vice-Chairperson Bandelow stated that new evidence can be presented with relevant information pertaining to the project at the next hearing. This will allow the community to voice concerns. Janet Street, Fairway Beauty Salon, 2237 Country Club Rd, Woodburn, OR 97071, business owner. Street stated that the majority of the business' clients were from Senior Estates. She was informed that the site plans had been revised several times and would like to be present at the next Planning Commission meeting to ask questions of concern to the applicant. Commissioner Jennings made a motion to schedule the continuance on the hearing for Design Review 2008-01, Exception 2008-03 and Variance 2008-04, Woodburn Crossing, for June 26, 2008 at 7:00 pm at the regularly scheduled Planning Commission meeting. Commissioner GrosJacQUes seconded the motion, which carried unanimously. B. Legislative Amendment 2007-03 -Legislative Amendment to proposed changes to the Woodburn Development Ordinance Staff recommendation: Forward to City Council with a recommendation for adoption Senior Planner Labossiere read the applicable ORS and commenced her presentation. Senior Planner Labossiere stated that the proposed changes were categorized in three sections: Grammatical, Cross-Reference and Syntax Corrections; Clarifications of Terms and Definitions; and Woodburn Development Ordinance Policy Changes. Slide # 4 The lists of bulleted items reflect the proposed changes with Grammatical, Cross-Reference, and Syntax Corrections. Slide #5 The lists of bulleted items reflect the proposed changes with Clarification of Terms and Definitions. Slide #6 Proposed Change # 3 Section 1.102 Definitions; revising the definition of Architectural wall and establishing design guidelines. Slide #7, #8 & #9 Proposed Change # 18 Section 3.103.10 Vision Clearance Area. Clarify vision clearance standards. Establish a different vision clearance standard for DDC where many buildings on corner lots are located within the existing vision clearance area. The diagram shows the existing illustration. Also provided a new illustration depicting required vision clearance area. Planning Commission Meeting June 12, 2008 PagA 3 of 5 16 Slide #10 Proposed Change #19 TABLE 3.1.5; provide plant unit credits for fountains, ornamental fences, brick pavers, raised planters, and fences. No more than twenty percent (20%) of the required plant units may be satisfied by hardscape. Slide #12 Proposed Change # 20 Section 3.106.04 Conservation of Significant Trees; the purpose of this Section is to establish processes and standards which will minimize cutting or destruction of significant trees within the City. Significant trees enhance neighborhoods by creating a sense of character and permanence. In general, significant trees on private property shall be retained unless determined to be hazardous to life or property. The section requires that the removal of any significant tree be reviewed as a Type I applica#ion to authorize the removal of the tree. Slide # 13 Proposed Change # 21 4.101.09 Public Notices: Type II, III, IV and V; notice for all initial evidential public hearings concerning Type III and IV decisions shall conform to the requirements of this subsection. At least 10 days before a Type III initial evidentiary hearing, or at least 10 days before the first hearing of a Type IV application the Director shall prepare and send, by first clas$ mail, notice of the hearing to all record owners of property within 250 feet of the subject property and to any City-recognized neighborhood association whose territory includes the subject property. Slide #14 Proposed Change # 22 5.103.11 Variance; establishes a criteria to which the variance will be granted if the criteria is met. The section revises the existing criteria to Factors to be considered when determining if the variance is necessary for the proposed development. Slide #15 Proposed Change # 24 5.104.01.E Zoning Designation for Annexed Property; the zoning designation for an Annexed property, the property will be designated based on the comprehensive plan map. If the annexed property is within an overlay designation, overlay shall apply to the annexed property. Senior Planner Labossiere concluded her presentation and was open for questions. Commissioner Jepnings made a motion to approve the proposed changes to the Woodburn Development Ordinance (Legislative Amendment 2007-03). Vice-Chairperson Bandelow invited proponents of the application. There were none. Vice-Chairperson Bandelow invited opponents of the application. There were none. Vice-Chairgerson,Bandelow closed the hearing and was open for discussion. ITEMS FOR ACTION Planning Commission Meeting June 12, 2008 Page 4 of 5 17 Commissioner GrosJacq ues made a motion to approve Final Order for Legislative Amendment 2007-03. Commissioner GriQOrieff seconded the motion, which carried unanimously. ROLL CALL Chairperson Lima --- Vice Chairperson Bandelow yes Commissioner GrosJacques yes Commissioner Vancil --- Commissioner Grigorieff yes Commissioner Hutchison yes Commissioner Jennings yes DISCUSSION ITEMS None. REPORTS No comments. BUSINESS FRgM THE COMMISSION None. ADJOURNMENT Commissioner Jennings moved to adjourn the meeting, Commissioner GrosJacques seconded the motion, which unanimously carried. Meeting adjourned at 7:55 pm. APPROVED ELLEN BANDELOW, VICE-CHAIRPERSON Date ATTEST Jim Allen Date Community Development Director City of Woodburn, Oregon Planning Commission Meeting June 72, 2008 Page 5 of 5 18 9C Minutes Woodburn Recreation and Parks Board Tuesday, June 10, 2008 7:00 p.m. 1. Call to Order The meeting and was called to order at 7:00 p.m. 2. Roil Call Board Chair Bruce Thomas Present Board Secretary Rosetta Wangerin Absent Member Vacant Vacant Member Joseph Nicoletti Present Member Judy Wesemann Present Member Eric Morris Present Member Charlene Williams Present DRAFT Staff present: Jim Row, Community Services Director; Debbie Wadleigh, Aquatic and Facilities Manager; Stu Spence, Recreation Services Manager; Paulette Zastoupil, A.A. 3. Approval of Minutes from May 13, 2008. Joseph Nicoletti/Judy Wesemann -Motion to accept the minutes as written. The motion passed unanimously. 4. Business from the Audience None. 5. July Board Meeting Judy Wesemann/Charlene Williams -Motion to move the regular July Recreation and Parks Board meeting to July 22, 2008, and cancelling the August 12, 2008 meeting. The motion passed unanimously. 6. Mill Creek Greenway Trail Update Jim encouraged Board members to attend the Mill Creek Greenway, Phase I preliminary design workshop on June 24`h. Notification letters have been sent to 650 surrounding residences. Additionally, a press release has been issued and WCAT will broadcast an informational slide in their community calendar. This workshop will provide residents with an opportunity to view the preliminary design and give feedback. 7. After-School Club/Boys and Girls Club Stet reported that there was strong energy from the community on the possibility of bringing the Boys and Girls Club of Marion/Polk County to Woodburn. He shared that 35 people attended a Stakeholders meeting at Country Meadows. 17 of the attendees communicated their commitment to assisting in the process in some material way. These 17 people now comprise a Steering Committee, which will meet for the first time on June 18`h~ Stu encouraged interested citizens to call his office if they are interested in being part of the planning process. For those unable to attend the first Stakeholders meeting, another is planned on June 24`h. He re-enforced that After School Club grant funding will end after the 2008-2009 school year, and that Page 1 19 Minutes Woodburn Recreation and Parks Board Tuesday, June 10, 2008 7:00 p.m. the Boys and Girls Club project represents one way in which we may be able to continue important services to Woodburn youth. In related news, the School District, the City, and Woodburn Together are planning to work with a grant writer to seek funding to sustain the After School Club program. 8. Playground Restoration Projects Stu presented a PowerPoint slide and video clip showing the two playground projects and volunteer help. Burlingham and Hermanson playground projects were very successful and Stu took the opportunity to publicly thank Chemekta Community College and Woodburn High School International Academy for their volunteer help. 9. Business from the Department Aquatics -Debbie Wadleigh Debbie reported that staff was gearing up for summer with staff hiring and training. On June 12`n, the pool is closed for am all-day staff training, the week of June 16`" will concentrate on specialty programs; lifeguard and safety instructor classes and then swim lessons will start on June 23`d. On Friday, June 13`n the summer will be kicked off with a barbeque in Settlemier Park and free swimming at the Aquatic Center for all school age children. In May, "Safety Saturday" and "Check Your Level Program" went well. Check Your Level Program will still take sign-ups throughout the summer. A "Sun Safety" education event on June 24th and July will bring some fun activities to coincide with Recreation and Parks Month. Debbie shared that the Woodburn High School Arts Academy painted a dolphin and fish on the pool walls and a sunset around the hot tub. Recreation -Stu Spence Stu reported that Day Camp is starting and staff was being hired and trained. The "Celebrate Summer" day for school age children will start with a barbeque in Settlemier Park from 11:00 am - 1:00 pm and then free swim at the aquatic center. Girls softball is winding down, and T-Ball season ended last Saturday with root beer floats. Men's softball has 4 teams signed up, and league play begins Thursday. Co- ed Softball registration deadline is June 13 and games begin late June. Stu thanked people who donated items for the playground builds; CW Rents, Withers, Long Brothers, Zastoupil family and Allied Waste. Active Adult Senior lunch trip to McMenamins was a huge success using Dial-A-Ride instead of the department van. Next trip will be to Lucky Eagle Casino in Rochester, WA. Stu shared that our department is utilizing the school district's AmeriCorps volunteer during the summer. Olivia will be working at the Teen Scene program for much of the summer and will be helping give the place a new look. She will also offer programs, groups, and hopefully help get more girls involved with the program. Stu thanked Woodburn Together and other donors for their contribution to the scholarship fund. Applications are available from the Community Services office for families in need. Matt Pineda staffed a booth at the Woodburn High School Teen Health Fair. Stu is continuously updating the bulletin board on WCAT TV to market department announcements reguarding upcoming programs and events. Stu attended a Leadership 101 training sponsored by League of Oregon with Debbie Wadleigh, Aquatics Manager and Anna Stavinoha, Library Manger. The 4-day training was on employee recruitment, Page ? 20 Minutes Woodburn Recreation and Parks Board Tuesday, June 10, 2008 7:00 p.m. retention, hiring, interviewing and termination. Stu represented Woodburn at an ORPA summer staff training event in Eugene. He taught 3 sessions including Management 101, Teen Issues and Teen Activity ideas. Parks and Facilities -Jim Row Jura reported on the status of the Park and Recreation Master Plan update process, following the May findings presentation. Questions were raised about the need to weight the survey results, since the responses were somewhat disproportionate in key demographic categories. The surveying firm weighted for age but not home ownership nor ethnic origin. The consultants have agreed to re-weight the results in these categories, at no additional cost to the City. We expect the updated results will be available at the July 22 meeting. The City Council approved an exemption to the competitive bidding process for the HVAC replacement at the Aquatic Center. Through a "Request for Proposals" process, we will now solicit for a single firm to complete the design, construction, and start-up of the new system. This approach provides us with much greater control over the performance of the system. Jim reported that the Weed and Seed Coordinator has verbally accepted and will begin work on July 1. Eric Morris stated that the Weed and Seed Steering Committee is actively seeking additional members who are residents of the City. Jim reinforced that residents who have concerns about crime in their neighborhood or lack of positive, healthy alternatives for kids, and wish to get involved, would be ideal for the Steering Committee. The 4th of July event at Centennial Park will feature a soccer tournament, kids activities, food, music, and fireworks beginning at 4:00 p.m. 10. Future Board Business Nane. 11. Board Comments No comments. 12. Adjournment 8:20 p.m. Rosetta Wangerin, Board Secretary Date Page 3 Paulette Zastoupil, Recording Secretary Date 21 Wei(?D6URN LIVE C I T Y fl F W O O D H U R N DATE 6/13{O8 TIME 15:25:03 CHECK REGISTER C'rIECK $ s t~IECK DATE PAYEE NAME 5 = STATUS STATUS DATE UPDATED 93214 XEROX¢COAPORATZON==L==~~=~ 5102/2008 ^ . RECONCILHDgG SSS=6109/2008f =YES=== 93115 5/02/2008 YES GRAPHICS RECONCILED 6109/2008 YES 93216 5/30/2008 JON LOWERY RECONCILED 6/0912008 YES 93217 5/30/2008 LINCOLN NATIONAL LIFE INS RECONCILED 6/09/2008 YES 93218 5/30/2008 WEI PSNG RECONCILED 6j09J1008 YES 93219 5/30/2008 WEI PBl1G RECONCILED 6/0912008 YES 93220 5/0912008 A 6 A DRILLING SERVICE IN RECONCILED 6/09/2008 YES 43221 5/09/2006 ALLIED WASTE SERVICES N45 RECONCILED 6/09/2008 YE3 93222 5/09/2008 AMERICAN PUBLIC WORXS ASS RECONCILED 6/0912008 YES 93223 5/09j2008 ANNE ROSALES RECONCILED 6/QQJaooa YES 93224 5/0912008 ARAMARK UNIFORM SERVICE I RECONCILED 6j04/2008 YES 93225 5/09/2008 $LLAgENTHAL UNIFORM & EQUI RECONCILED 6{09j2008 YES 93226 5/09/2008 $SN SPORTS RECONCILED 6109/200$ YES 93227 5{09/2008 CASCADE COLUMBIA DIET CO RECONCILED 5109/2006 YES 93228 5/09/2008 CHARLES JOHNSON RECONCILED 6/09/2008 YES 93229 5/09/2008 CH2M-HILL INC RECONCILED 6/09/2008 YES 93230 5/09/2006 CITY OP CANBY RECONCILED 6/09/2008 YES 93231 5j09/2D08 CODE 4 PUBLIC SAFETY EDUC REC03~TC2LED b{09/2008 YES 93232 5/09/2008 COOKE STATIONERY COMPANY RECONCILED 5/0912008 YES 93234 5109/2008 COVANTA MARION INC RECONCILED 6j09/2008 YES 93235 5109/2008 DATAVISION COMMIJHICATIONS RECONCILED 6/09/2008 YES 93236 Sj09/2008 DELL MARKETING LP RECONCILE 6j09/2008 YES 93237 5/09/2008 DITCH WITCH NW RECONCILED 6/09/2008 YES 93238 5/09/2006 DOMINOS PIZZA RECONCILED 6j09J2008 YES 93239 5104/2008 DON SCHUETZ RECOBtCZLED 6/09/2006 YES 93240 5/09/2008 EAGLE W88 PRESS RECONCILED 6/09/2008 YES 93241 5/09{2008 EASYSTREET ONLINE SERV IN RECONCILED 6j09J2008 YBS 93242 5/09/2006 EXQUISITE AUTO DETAIL RECONCILED 6109j2008 X&S 43243 5f09f2008 FCS GROUP INC RBCONCILED 5j09J2008 Y&S 93244 5/09/2008 FRANCIS CHITWOOD RECONCILED 5/09/2008 YES 93245 5/09/2008 PRY`S ELECTRONICS RECONCILED 6/09/2008 YES 93246 5/09/2008 GRAINGER INC RECONCILED 6109/2008 YES 93247 5/09/2008 GROUP MACXYNZIB ENGR INC RECONCILED 6/09/2006 YES 93248 5/09/2008 ISOLUTIONS COdiSULTZNG LLC R$Ct~tCILffi7 6/0912008 YES 93249 5/0912008 JERRY JANSZEAI RECONCILED 6/09/2008 YES 93250 5/09/2008 KATHLEEN MASH RECONCILED 6/0912008 YES 93251 Sj09/2008 KSY CREATIONS RECONCILED 6109/2008 YES 93252 5/09/2008 LAURA USOLTSEPF RECONCILED 6109/2008 YES 93253 5/09/2008 LEAGUE OF OREE,bN CITIES RECCfi1CILED 6/0912008 YE3 93254 5/09/2008 LSM SEAGRAV83 P.E. RECONCILED 6/0912008 YES 93255 5/0912008 LOVE'S BAKERY RECONCILED 6/09/2008 YES 93256 5/09/2008 LUPITA'S RESTAURANT RECONCILED 6/09/2008 YE8 93257 5109/2008 MARION BNVIRONMSNTAL SERV RECONCILED 6/0912008 YES 93258 5/09/2008 MELBA HENDERSON RECONCILBD 6/09/2068 YES 93259 5{09/2008 MISSOURI TURF PAINT RECONCILED 6/09/2008 YES 93260 5109/2008 MOLALLA COMMUNICATIONS RECONCILED 6/09/2088 YES 93261 5/09j2008 MONZQUE HULLING-ADAMS RECONCILED 6109/208$ YES 93262 5/09/2008 NEOPOST INC RECONCILED 6/09/2008 YE5 93263 5/69/2008 NET ASSETS CORPORATION RBCtiNCILBD 6j0912008 YES 93264 5109/2008 NEXTEL COMMUNICATIONS RECONCILED 5/09j2008 YE$ 93265 5/09/2008 NORTHWEST NATURAL GAS RECONCILED 6/0912008 YES 93266 5/09/2008 OCEAN SYSTE143 RECONCILED 6/0912008 YES 93267 5/09/2008 OFFICE DEPOT RECONCILED 6/09/2008 YES PAGE 2 AP0460 VEEOT CHECK AMOUNT == _==.== RECONCILED AMT = DIFFERENCE 2es9aa ..__.====zss 44==== =______==='=oo 380.25 380.25 .00 3,125.05 3,125.05 .00 114.64 114.64 .00 168.92 168.92 .00 500.29 500.29 .00 1,905.00 1,905.00 .00 2,254.80 2,254.80 .QO 104.00 104-00 .00 I.35~09 ~os.nn .OD 209,82 209.82 .QO 115.50 115.50 .00 642.11 642.11 .00 4,117.00 a,117.aD .oo 6.00 6.00 .00 1,871.82 1,871.82 .00 5,142.00 5,142.00 .00 18$.00 168.00 .00 91.44 91.94 .00 171.00 171.00 .00 298.08 248.08 .00 493.20 493.20 .40 8,347.00 8,347.00 .00 40.00 40.00 .00 30.00 30.00 .00 320.82 320.82 .00 168.00 166.00 .00 los.oD los.oo .oo 580.00 580.00 .00 10.00 10.00 .00 199.95 199.95 .Op 232.62 232.62 .00 1,185.85 1,186.85 .00 1,312.50 1,312.50 .00 13.00 13.04 .00 46.45 46.45 .00 18.00 26.00 .00 38.90 38.90 .00 110.00 110.00 .00 400.40 400.40 .00 70.00 70.00 .00 900.00 900.00 .00 16.b0 15.60 .00 1D.Da 10.00 .Do 899.00 899.Ofl .00 149.70 149.70 .04 30.00 30.00 .00 52.44 52.#4 .00 590.00 590.00 .00 288.77 288.77 .00 3,976.11 3,978.11 .00 1,435.00 1,435.00 .40 428.98 428.98 .00 23 WOCDBt`a21 LIVE C I T Y O F W 0 0 D B U R N PAGE 3 DATE ci13/08 AP0460 TIME 15: 25:03 CHECK REGISTER VEEOT CHECK * CHECK DATE PAYEE NAME STATUS STATUS DATE :ma UPDATED ~ CHECK AMOUNT ~s>.::.:~~s~=~s RECONCILED AMT =s==a=.::...z::.=:a= DIFFERENCE ~s~~..~__::::.~ :.~.a.:m 93268 am:.:::...:m.a..:..:..:.:sus::.::...m. 5/09/2008 OR DEPT OF MOTOR VEHICLE .:..e:::m.m: RECONCILED m....m:=:..,e:s 6/0912008 ..Q .ata XES 10.00 10-00 .00 93269 5/09/2008 OR DEPT OF TRANSPORTATION RECONCILED 6/09/2008 YES 1,146.93 1,146.93 .00 93270 S/0912008 OR RECREATION & PARKS ASS ABCONCILED 6/09/2008 YES 12.00 12.00 .00 93271 5/09/2008 OR STATE POLICE ID SBAVIC RECONCILED 6/09/2008 YES 48.00 48.00 -00 93272 5/09/2008 OR~N CITY TRAVEL INC REGONCILED 6/09/2008 YES 273.00 273.00 .00 93273 5/09/2008 ORSCsONIAN PUBLISHING CO RECONCILED 6/09/2Q08 YES 861.24 861.24 .00 93274 5/0912008 PACIFIC AIR COMFORT INC RECONCILED 6/09/2008 YES 1,671.66 1,671.66 .00 9327b 5/09/2006 PETROCARD ASCONCILED 6/09/2008 YES 6,Q20.26 6,020.26 .00 93277 5/09120Q8 PORTLAND GENERAL ELECTRIC RECONCILED 6109/2008 YES 14,370.44 14,370.44 .00 93178 5/0912408 POBTLANU GENBRAL ELECTRIC R$CONCILfiD 6J09JZ008 YES 1,739.30 1,739.30 .00 93279 5/09/2008 QWBST RECONCILED 6109/2008 YES 207.02 207.02 .00 93280 5109/2008 QWSST RECONCILED 6/09/2008 YES 1,991.42 1,991.42 .00 93281. 5/0912008 RESCUE ROOTER RBCONCILED 6/09/1008 YES 606.50 606.50 -00 93282 5/09/2008 8CHETKY NORTHWEST SALES AEGONCZLED 6/09/2008 YES 367.45 387.45 .00 43283 5/09/2008 USA MOSZLITY WIRELESS INC RECONCILHD 6/09/2008 YES 142.08 142.08 .00 93284 5/09/1008 WOODBURN INDEPENDENT RECONCILED 6/09/2008 YES 483.00 483.00 .00 93285 5/09/2008 YBS GRAPHICS RfiCODSCILBD 6/09/2008 YES 25.00 25.00 .00 93286 5/30/2008 DOMINOS PIZZA REC~TCILED 6/09/2008 YES 160.00 160.00 .00 932$7 513012008 VALLEY MAILING SEEtVICE IN RECONCILED 6/09/2008 YES 853.20 853.20 .00 93286 5/3012008 BRIAN D RZLLIAMS AEG~TGILED 6/09/2008 YES 249.06 249.06 .00 93189 5130/2008 OA DEPT OP MOTOR VHHICLE RSC0NCILSD 6/09/2006 XBS 70.00 70.00 .00 93290 5/30/1Q08 JESSICA VALBNTIN RECONCILED 6104/2008 YES 114.60 114.80 -00 93291 5/30/2008 VALLEY MAILING SERVICE IN RECONCILED bJ09/20Q8 YES 796.75 798.75 .DO 93292 5/30/1008 PETTY CASH RECONCILED 6/04/2006 YES 162.22 162.22 .00 93293 5/16/2008 ACE CHEMICAL TOILETS RECONCZL~ 6/0912006 XBS 591.00 591-00 .00 93294 5116/2008 ALPHA PROVEN ECOLOGICAL RECONCZLBD 6/09/2008 YES 89.00 89.00 -00 93295 5/16/2008 AMERICAN LIBRARY AS8OC RECONCILED 6/09/2008 YES 56.50 56.50 .00 93296 5/16/2008 AAAMARK UNIFORM SBAVICE I RECONCILED 6109/1008 YES 136.26 136.26 .00 93297 5/16/2008 ASSOCIATED BUSINESS SYSTE RSC'QNCILED 6/09/2006 YBS 56.58 56.58 .00 93298 5/16/2008 ANARDS AND ATHLETICS R$C~iCILED 6109/2008 YES 945.75 945.75 .00 93300 5/16/2008 82-MART CORPORATION AECONCZLED 6/0912008 YE5 12.98 12.98 .00 93301 5/16/2008 BLUPlEtITHAL IAIZPORM 6 EQUI RECONCILED 6/09/2006 YES 84.99 89.99 .00 93302 5116/2008 BOBCAT OF WILLAMETTE VALL RECONCILED 6fQ9/2006 YES 1,489-10 1,489.10 .00 93303 5/16/2408 BWI RECONCILED 6/09/2006 YES 38.31 38.31 .OQ 93304 5116/2008 CANBY FORD INC R$CONCZLSD 6/0912006 YES 93.96 93.96 .00 93305 5/16/2008 CARIANNB GAAMZOW RECONCILED 6/09/1008 YES 30.00 30.00 .00 93306 5/16/2008 CIS: CITY-CTY INS SERVE RECONCILED 6J09J2Q08 YES 20,404.87 20,404.87 .00 93307 5/16/2008 COLVIN SAND SNC A$L9DNCZLED 6109/1008 YBS 80.00 80.00 .00 93308 5116/2008 CRIMINAL INFC3RMATION SERV REC(~CILED 610911006 YES 14.00 14.00 .00 93309 5/16/1008 DAILY JOURNAL OF COMMERCE REC013CIL8D 6/04/2006 YES 261.66 264.66 .00 93310 5116/2008 DASH MEDICAL GLOVES RECONCILED 6109/2008 YBS 164-50 264.50 .00 93311 5/1612008 DEPT OP ENVIRONMENTAL QtIA AECONCILSD 6/0912008 YES 100.00 100.00 -OD 93312 5/16/2008 DP NORTHWBST INC RECONCILED 6/0912048 YES 1,188..00 1,188.00 .00 93313 5/1612008 ELENA ALAGOZ RECONCILED 6/09/2008 YES 5.00 5•DD .00 93314 5/16/2008 ENVIRONMENTAL RESOURCE AS RECONCILED 6109/2008 YES 509.26 509.26 .OD 93316 5116/1008 G.K. MACHINE INC RBCONCILED 6/09/2008 YES 307.63 307.63 .00 93317 5/16/2008 GALE RECONCILED 6/0912006 YES 96.16 4b .16 .00 93318 5/16/2008 GARY SEDIVY RECONCILED 6/0911008 YES 125.00 125.00 .00 93319 5/16/2008 GAYLORD BROS INC RECONCILED 6/0912008 YES 30.87 30.87 .DO 93320 5/1612006 GEM EQTJIPl4ENT OF OREGON I RBCONCILED 6/04/2008 YES 86.00 66.00 .00 93321 5/16/2008 HDR AACHITECTURB INC RECONCILED 6/09/2008 YES 3,940.58 3,940.58 .00 93322 5/1611008 HOPFMAN, HART & NACiNER LL RECONCILED 5109/2008 YBS 1,495.60 1,495,50 .00 93323 5/16/2006 INDUSTRIAL MACHINING 6 FA RECONCILED 6109/2008 YES 1,200.00 1,2Q0.00 .00 24 WGODBURN LIVE C I T Y G F W O O D B U R N PAGE 4 DATE 61 13/08 AP0460 TIME 15: 25:03 CHECK REGISTER VEEOT CkiHCX # CHECK DATE PAYEE NAME STATUS STATUS BATE UPDATED CHECK AMOUNT RECONCILED AMT DIFFERENCE SnJ3324~ ya5/16/20981INGRAMsLIBRARYfSERVICES~s S~RHCONCILED sssaa6/99/2008~ mYES iBZ ZQggag~407f64$s $=$.a=•=s-407s64...a ....v.....0.00. 9i32S 5/16/2008 INTHRN'TAL ASSOC CHIEFS P RECONCILED 6/09/2008 YES 275.00 275.00 .00 93326 5/16/2008 J. THAYER COMPANY RECONCILHD 6/04/2008 YES 783.50 783.50 .00 93327 5/16/2008 J L ENTERPRISES NW INC RECONCILED 6/09/2008 YES 341.50 381.50 .00 93328 5/16/2008 KEITH'S SPORTING GOODS RECONCILED 6/09/2008 YSS 582.00 582.00 .00 93329 5{16/2008 KIWANIS CLUB OF WOODBURN RECONCILED 6/09/2008 YES 1,320.00 1,320.00 .00 93330 5/16/2006 LANGUAGE LINE SERVICES RECONCILED 5/09/2008 YES 6$.BS 68.85 .00 93331 5/16/2008 LASER TECHNOLOGY INC RECONCILED 6/0912008 YES 328.00 328-00 .00 9333? 5(16/2008 MAULDFNG CONSTRUCTION RECONCILED 6/99/1008 YHS 160.00 160.00 .00 93333 5/16/2008 METROCOIINT (USA) INC RECONCILED 6/09j2008 YES 238 00 . 238. 00 .DO 43334 5/1612008 MT ANGEL PUBLISHING RECONCILED 6/09/2068 YES _ _ 2,965,00 _ 2,965.00 .DO 93335 5/16/2068 NATIONAL TACTICAL OFFICER RECONCILEDS 6/09/2008 YES 150.00 150.00 .OD 93336 5116/2008 NEOPOST INC RECONCILED 6/09/2008 YSS 333.22 333.22 .00 93337 5/16/2098 NEXTEL COMMUNICATIONS RECONCILED 6/09/2008 YBS 724.30 724.30 .00 93338 SJ16/2DD8 NORCOM RHCONCILED 6/69/2008 YES 26,374.09 26,374.09 .00 93339 SJ16/2008 NORTHWEST NATURAL GA5 RECONCILED 6/09/2008 YES 6.51 6.51 .00 93340 5/16/2008 OLGA TORAN RECONCZLED 6/09/2008 YES 5.00 5.00 .00 43341 5/16/2008 OR DEPT OF ADMZNISTRATIVH RECONCILED 6/09/2008 YES 2,199.98 2,199.98 .00 93342 5/16/2008 OR DEPT OF MOTOR VEHICLE RECONCILED 6/09/2008 YES 11.56 11.50 .00 93343 5/15/2008 PAULA JANE TALIAFERRO RECONCILED 5109/2008 YSS 65.00 65.00 .00 93344 5/16/2008 PEAK SOFTWARE SYSTEMS INC RECONCILED 6/0912008 YSS 1,970.00 1,970.00 .00 93345 5/16)2006 PORTER W YBTT CO RECQNCILffi 6/09/2008 YES 575.64 575.64 .00 93346 Sllb/2008 PORTLAND GENERAL ELECTRIC RECONCILED 6/09/2006 YES 30,584-44 30,584.44 .90 43347 5116/2008 PUMP TECH 3YSTSMS INC RECONCILED 6/09/2068 YSS 3,157.72 3,157.72 .00 93348 5/16/2008 RADIX CORPORATION RSCONCILffi 6/09/2008 YSS 204.00 294.00 .00 93349 5/16/2008 SAPBWAY STORES RECONCILED 6/09/1008 YE3 40.21 40.21 .00 93351 5116/2008 CRYSTAL AND SIERRA SPRING RSCONCZLED 6/69/2008 YSS 156.61 156.61 .DO 93352 5/16/1088 SILVSRFLSET SYSTHIS RECONCZLBD 6109/1008 YSS 7,930.06 7,930.06 .00 93353 5/16/2008 SPRINT RECQNCILBD 6/09/2008 YES 337.91 337..91 .00 93354 5/16/2008 STU8SER ELECTRIC CO RECONCILffi 6/09/2008 YBS 309.47 309.47 .00 93355 511611048 T-MOBILE RECONCILED 6/09/2008 YES 249.95 249.95 .00 93356 5/16/2008 TSRSX UTILITIES ZNC RECONCILED 6/09/2008 YES 1,193.22 1,193.22 .00 93357 5/1612008 THOMAS BOUR$GY i CO ZNC RECONCZLBD 6/09/2008 XES 138.50 138.50 -00 93358 5116/2008 TRUE CARE INC RECONCILED 6/09/2008 YBS 1,500.00 1,500.00 .00 93359 5/16/1008 YP CQNSULTING INC RECONCILED 6/0912008 YSS 1,885.00 1,885.00 .00 93360 5/16/200$ MHN COMMRiITY ACCESS TV I RECONCILffi 6/09/2008 YES 1,509.00 1,500.00 .00 93361 5J1SJ2008 WSND$LL 8 AMSTUTZ RSCObTCTLED 6/09/1008 YE5 195.00 195.00 .00 93362 SJ16/2008 MEET PAYMENT CENTER RECONCILED 6/09/2008 YBS 381.42 381.42 .00 93363 SJ16/2008 WILCO PARMER3 RSCONCIL$D 6/09/1008 YES 103.69 103.69 .00 93364 5/16/2008 WZLLAMETTS CHAP RED CROSS RECONCILED 6109/1008 YES 5.00 5.00 .90 93365 5/16/2008 WILLAMETTE VALLEY SECURIT RECONCILED 6/09/1008 XES 179.55 179.55 .D0 93366 5/1612008 YBS GRAPHICS RECONCILED 610912008 YBS 817.80 817.80 .00 93367 5/16/2008 921 SUPPLY RBCONCILSD 6/09/2008 YSS 103.95 103.95 .00 93368 5/30/2006 VALLEY MAILING SERVICE IN RECONCILED 6/09/2008 YES 674.55 674.55 .OD 93370 SJ23/2006 AMAZON.COM CREDIT RECONCILffi 6109/1008 YES 437.52 437.$2 .00 93371 5/13/2008 ANIXTSR INC RECONCILED 6/09/2008 YES 281.98 281.98 .00 93372 SJ23/2D06 ARAMARK UNIFORM SERVICE I RECONCILED 6/09/1008 YES 76.52 76.52 .00 93373 5/23/2008 ASIAN WORLD OF MARTIAL AR RECONCILED 6109/2008 YES 1.,072.47 1,072.47 .00 93374 5/23/2068 AT 6 T RECONCILED 6/0911008 YES 104.6? 104.67 .DO 93375 5/23/2008 AW DIRECT ZNC RECONCILffi 6/0912008 YES 232.21 232.21 .00 93376 SJ23J2008 BLACKSTONE ALIDZOBOOKS RECONCILED 6/0912008 YES 126.57 126.57 .00 43378 5/2312008 BOONBS FERRY ELECTRIC INC RECONCILED 6/09/2008 YES 333.49 333.19 .00 93379 5123/2008 SII,VER1'ON HOSPITAL RSCONCILffi 6/09/1008 YES 238.60 238.00 ;80 25 WOODBURN LIVE C I T Y O F W O O D B U R N PAGE 5 DATE EJ13J08 AY0460 'C2ME 25:25:03 CHECK REGISTER VEEOT CHECK M CRECK DATE PAYEE NAME STATUS STATUS DATE UPDATED :is~ CHECK6AMOUNTas ~EfzAi ssRECONC~ILED~AMT:ga~ .g=aDIFFERENCE~ p~433i+Dy m~512312008aCAPTTOLRT0YOTA Si3$~m~=3SA 6RECONCILEDs =:«a~6J04/2008 ® YE5 121.36 121.36 .00 43381 5/2312006 CDW GOVERNMENT INC RECONCILED 6/0912008 YE5 113.45 113.45 -00 93382 5/23/2008 CHEMEKETA COMMUNITY COLL RECONCILED 6/09/2008 Y83 2,443.36 2,443.36 .00 93383 5/23/2006 CH2M-HILL INC RECONCILED 6/09/2008 YES 70,117.19 70,117.19 -00 93304 5/2312040 EDWARD YATSS RECONCILED 6109/2008 YES 101.16 101.16 .00 93305 5/23/2008 ELAINE YODSR RBCONCZLED 6/09/2008 YES 35.00 35.00 .00 93366 5123/2008 FOOD SERVICES OF AMERICA RECONCILED 6/09/2008 YES 425.71 425.71 .00 93387 5/23/2008 GALE RECONCILED 6/09/2008 YES 162.16 162.16 .00 93388 5/23/2008 HERTZ CORPORATION RECONCILED 6109/2008 YES 1,467.20 1,467.20 .00 93389 5/2312008 IXON OFPICB SOLUTIONS RBCONCII.BD 610912006 YES 292.87 292.87 .00 93390 5/2312008 INDUSTRIAL PINZSHES RECONCILED 6109/2006 YES 113.50 113.50 .00 93391 5/23/2008 INGRAM LIBRARY SERVICES RECONCILED 6/09/2008 YSS 229.80 229.80 .00 93392 5/23/2008 INTL MUNICIPAL LAi(YERS AS RECQNCILED 6109/2008 YES 636.00 636.00 .00 93393 5/23/2008 J. THAYSR COMPANY RECONCILED 6/0912008 YES 138.42 138-42 -00 93394 5123/2008 JACK RAMLINGS RECCRJCILED 6109/2008 YES 98.75 98.75 .00 93395 5/23/2006 JAY TREVTLLIAN RECONCILED 6/09/2008 YES 508.83 508.83 .80 93396 5/23/2008 KEY EQUIPMENT FINANCE RECONCILED 6109/2008 YES 174.60 174.60 .00 93397 5/23/2008 MILES CHEVROLET RBCOItCILED 6/09/2008 YES b27.31 627.31 -00 93398 5123/2008 MUFFLERS, HITCHES 6 MORE RBC0NCII,HD 6109/2008 Y8S 20.96 20.96 .00 93399 5123!2008 NEOPOST INC RECONCILED 6/0912008 Y8S 250.00 250.00 .00 93401 5/23/2006 OFFICE DEPOT RECONCILED 6)0912008 YES 400.53 400.53 .00 93402 5/23/2008 OMB'S EXPRESS POLICfi SUPP RECONCILED 6/0912008 YES 126.97 128.97 .08 93403 5/23/2006 OREGON DEPT OF AGRICULTUR RECONCILED 6109/2008 YES 75.00 75.00 .00 93405 5/2312008 PAUL WANNER RECONCILED 6/09/2008 YE5 1,628.00 1,628.00 .00 93406 5/23/2008 PEAR SOPTMARE SYSTEMS INC RECONCILED 610912008 YES 2,750.00 2,750.00 .00 93408 5/23/2008 PETROCARD RECONCILED 6/09/2008 YES 4,589.16 4,589.16 .00 93409 5/23/2008 Q1i1EST RECONCILED 610912008 YES 462.76 462.76 .00 93410 5123/2008 RONALD PALMER RECONCILED 6/0912008 YES 232.12 232.12 .00 93411 5/23/2008 SCHOLASYIC LIBRARY PUBLIS RECONCILED 6/09/2006 YES 508.00 500.40 .00 93413 5123/2808 TBRRZTORIAL SUPPLIES INC RfiCONCZLED 6/09/2008 YES 326.70 326.70 .QO 93414 51]3/2008 ?BSTAMBRYCA LABORATORIES RECONCILED 6/09/2008 YES 211.36 211.36 .00 93416 5/23/2008 TRACTOR TIME RECONCILED 610912008 YES 1,700.00 1,700.00 .00 93418 5/2312046 U S CRANE ~ HOIST INC RECONCILED 6/09/2008 YES 325.00 315-DO .00 93419 5/23/2008 VISIONS RECONCILED 6109/2008 YES 181.84 187.84 .00 93420 5/23/2006 AILSONVILLE LOCK i SECURI RECONCILED 610912006 YES 457.60 457.b0 .00 93422 5/2312008 XEROX CORPORATION RECONCILED 6109/2008 YES 122.42 122.42 .00 BANK AP TOTAL: 247 CHECKS --- -------------- ----------------- -- --------------- 373,566.45 373,Sb6.45 .00 RECONCILED 247 CHECKS 373,566.45 NOT RECONCILED CHECKS .00 VOIDED CHECKS .00 UPDATED - - 247 CHECKS 373,566.95 NOT UPDATED . CHECKS .00 26 9 E' COMMUNITY SERVICES DEPARTMENT STATISTICS MAY 2008 Recreation Services Division Mav_07 May_O8 2007 YTD 2008 YTD Revenue: $14,872.10 $18,095.07 $87,246.49 $121,110.14 Expenditures: $25,382.00 $24,145.86 $344,133.45 $288,589.10 Program Attendance: Youth Sports: Adult Sports: Youth Programs *: Adult Programs Teen Programs *: After School Club*: Special Events: TOTAL: Aquatics Division 3,625 99 15,120 1,096 1,800 0 5,509 2,415 1,355 0 5,411 1,610 0 7 804 35 498 1,200 4,273 2,891 11,729 20,459 0 0 4,495 10,200 6,780 3,495 44,268 40,088 May_07 May_08 2007 YTD 2008 YTD Revenue: 17,455.60 16,304.20 154,244.13 162,691.76 Expenditures: 42,776.40 51,873.08 483,550.92 512,191.76 Cost Recovery: 41 % 31 % 32% 32% Attendance: 4,307 4,415 43,945 49,794 0 0 Lesson Enrollment: 0 0 Group: 84 109 954 1,207 Adults: 0 11 3 60 Private: 2 13 13 68 4th Grade: 0 0 404 431 TOTAL: 86 133 1,374 1,766 Library Division May_07 May_O8 2007 YTD 2008 YTD Revenue: 30,207.88 29,243.56 94,033.33 98,486.56 Expenditures: 81,618.80 80,919.19 854,806.47 872,114.72 Librarv Attendance: 18,241 16,432 194,376 181,594 Library Circulation: 11,420 11,162 114,709 126,708 Adult Program Count: 0 2 13 20 Adult Attendance: 0 35 6,273 3,925 Youth Service Program Count: 44 37 356 322 Youth Service Attendance: 684 636 6,680 6,921 Database Usage: 910 364 7,261 7,233 Adult Computer Usage: 4,551 4,282 49,258 48,660 Youth Serviced Computer Usage: 670 798 9,568 9,735 New Adds: 395 423 4,855 5,367 Volunteer Hours Worked: 88 98 1,425 1,031 Note:Youth, Teen and ASC programs were counted together in 2007 27 RLANNING PRQJECT TRACKING SHf ET 9F Revised: Wednesday; Jtute't8, 2(}08 Project Applicant Description Status: Date Deemed 120 Day Planner Referrals Facilities Mail Notice Notice to Post Stf Rpt Due PC Hearing PC Final Appeal Received Complete Camp Date Meeting for PC Paper Property Admin Dec. Order Deadline SiteLocation: ANX 2008- Jesse Lovrien - Annexation into City limits Received 0412112008 06118/2008 10116/2008 Don Dolenc Ot ?C 2008-01 Cascadia Development, 2400 N. Pacific Hwy LLC (~R 20^A- George F. Demolition and Received 04/1112008 05122/2008 09119/2008 Don Dolenc 04115/2008 06106/2008 05/2912008 06/20/2008 O6/26/2008 ~1 E,~:P .:~08- 6ri~e III construction 03, VAR ZOOb- Hwy 214 8 Evergreen Rd. 04 DR 2008- William R. 3750 sf addition to Received 0610312008 06106/2008 10/0412008 Don Dolenc 06103/2008 0610612008 06109/2008 06/2612008 0?,EXCP 2008- Pease, PE existing bldg 07 2775 N. Front St. DR 2008-03, Joe Consani Build an 8200 sf Received 06/0512008 Carcie 06106/2008 medical/professional Brennecke building Hwy 214 8 S-Curve __ DR 2008-04, Sergio Perez Variety Store Received 06/1812008 Don Dolenc Hernandez 273 N. Front St. LA 2007-02, City of Legislative Amendment Received 1112612007 Jim Allen Woodburn Period Review Remand City of Woodbum 2007-03, City of Legislative Amendment Received 11/26/2007 Jim Allen 0512412008 05/24/2008 O6/05/2008 06/13/2008 0611312008 06/26/2008 Woodburn 270 Montgomery St. _ _ _ _ __ __ _ __ ~5, Jeff Potts Variance from rear Received 0611612008 Carrie 0611712008 setback Brennecke 1495 Cooley Ct. Page 1 ttf 1 28 P~.~hiNING PRQJECTS ~1~1G~3~lRLETE ! #..~) R~-~Sea: wy,`~uf~ ta, 2c~8 Project Applicant SiteLocation: Description PAk 2008-04, Robert Engle 610 Glatt Circle Partition property into 2 lots PAR 2008-05, EXCP 2008-06 Eugenia Yakubovich 855 Luba St. Partitioning into 3 parcels PUD 2006-01, ZC 2006-D1, Boones Crossing, LLC - Parcels 1, 2 & 3 of Partition Modifica&ons to Boones CU 2006-04, CPC 2007-01 Mike Hanks Plat 2006-55 Crossing PUD Incomplete Ltr Status: Date Received Sent Out Incomplete 0412312008 51512008 Incomplete 0413012008 616/2008 Incomplete 1013112006 120-App Received 180-Expiration: Planner 8/21/2008 10120/2008 Don Dolenc 812812008 1012712008 Carne Brennecke 2128/2007 04129/2007 Jim Allen Qage ~ of 1 29 ~ictivity Report - June OS 2008 to June 18 2008 F~Jcfer Nnrru~ A/~/~lirnn! Project SiteLocutiora Description Date Rec'd.~ App Corn~le Status: Plun~zer-~ l3L 2008-062 Pieter J. Master Craft Contractor restoration and maintenance 06/05/2008 06/09/2008 Approved Don Dolenc deVos/Dolf A. Restoration & deVos Maintenance LLC BL 2008-0(i3 Jason Reid College Works Contractor House patining services 06/05/2008 06109/2008 Approved Don Dolenc Painting BL 2006-064 Maria Barajas & EI Dorado 1390 N. Pacific Hwy Restaurant and Bar 06/06/2008 06112/2008 Approved Don Dolenc Socorro Barajas BL 2008-065 Maria Zamora Luz Cleaning 246 Acacia Ave. Cleaning businesses 06/06/2008 06/1112008 Approved Carrie Brenneck BL 2008-066 Jeremiah Hoover JMH Distributing 1585 N. Pacific Hwy Sales of vacuum cleaners 06/11/2008 06/12/2008 Approved Don Dolenc Ste H&G BL 2008-067 Flor Enriquez Flor Enriquez 598 S. Settlemier Ave. In home child care 06/12/2008 06/13/2008 Approved Don Dolenc BL 2008-068 Thomas Ashland Woodburn Landscape 2153 Molalla Hwy landscaping supply 06112/2008 06/13/2008 Approved Don Dolenc Supply BL 2008-069 Heladio Barajas J and H Landscaping 247 Hawley St. Landscaping 06/16/2008 06/16/2008 Approved Don Dolenc Silva BL 2008-070 Miguel Angel Green Land 1025 Park Ave. #608 Landscaping 06/17/2008 Don Dolenc Rosario Ramos Landscaping LLC BL 2008-071 Javier Gonzalez Jr. Landscaping 1028 Country Lane Landscaping 06/17/2008 Don Dolenc Rosales Service FNC 2008-10 Brad Hutchison Brad Hutchison 755 Maplewood Ct. 30" fence 06/13/2008 06/13/2008 Approved Jim Allen FNC 2008-11 Peter Campbell Peter Campbell 539 Paradise Ave. 6' cedar fence 06/16/2008 06/16/2008 Approved Came Brenneck Sign 2008-13 Sunrise Signs Inc. Bowman Dental 1393 Meridian Dr. 5'x3' monument sign 06/05/2008 Don Dolenc Sign 2008-14 Sunrise Signs Inc. Bowman Dental 1393 Meridian Dr. 10' x 2' wall sign 06/05/2008 Don Dolenc TSP 2008-06 Jenelle Premo - TNT Fireworks (Faye 3002 Stacy Allison 270 sq. ft. banner from 6-23 thru 7-5 06/11/2008 06/17/2008 Approved Came Brenneck TNT Fireworks Truplea) Way TSP 2008-07 Jenelle Premo - Faith Christian 1310-1340 N. Pacific 270 sq. ft. banner signs; 1 period from 06/11/2008 06/17/2008 Approved Came Brenneck TNT Fireworks Fellowship -TNT Hwy 6-23 to 7-15 Fireworks __ _ __ __ TSP 2008-08 Woodbum Cascade Park 950 N. Cascade Dr. 5'2" x 144" banner sign 06/16/2008 06/16/2008 Approved Carrie Brenneck Investment Assoc. Retirement Wednesday, June I8, 2008 BL =Business License EXT =Extension SIGN =Sign Permit TMKT =Temporary Marketing Permit TSP =Temporary Sign Permit PAPP =Pre-Application FNC =Fence Perini[ 30 ,,"-.t r VVo U' N .. , {. June 23, 2008 TO: Mayor and City Council through interim City Administrator FROM: Ben Gillespie, Finance Director~~~ SUBJECT: Public Hearing #o Consfder a Supplemental Budget for the 2047-08 Fiis~ol Year RECOMMENDAI~ION: Conduct a public hearing and direct staff to return an ordinance reflecting the Council's decision following the hearing. BACKGROUND: Each year at year-end several budget items need to be addressed to insure the City complies with Oregon budget law. On June 11, 2008, a public hearing was noticed to consider a supplemental budget for the 2007-08 fiscal year. DI5CUSSION: Printing the newsletter was budgeted at $10,b00 but the total cost this year will be $13,100, necessitating a $2,500 increase in this item. Costs of recruiting a new City Administrator are not expected to exceed $25,000. The City has entered a $17,500 contract vvi#h the recruiting agency, and other expenses will include advertising and transportation to bring candidates to Woodburn. The position will be open for several months, and the swings in Personal Services can be transferred to cover the recruiting costs. The City uses acheck-signing machine. For the last several years the names on the signature plates were John Brown's and Ben Gillespie's. Mr. Brown`s departure rendered those plates obsolete. New plates bearing the signatures of Mary Tennant and Ben Gillespie have been installed, and the ofd plates have been destroyed. The cost of the new plates was $500. ~~~er~da item Review' City Administrator ~„ City AttorneylU r"" i=ina 11A 31 Mayor and City Council June 23, 2008 Page 2 In the Building Maintenance Fund electricity and solid waste costs have risen faster than anticipated. At the same time natural gas has not increased as much as projected. The net effect is the Building Maintenance Budget is $12,000 short of meeting the City's utility costs. $12,000 is transferred from the General Fund to the Building Maintenance Fund to cover those costs. This is the first complete fiscal year for the Community Services Department under its current organization. The actual allocation of labor costs for the new department has been slightly different than what was anticipated when the department was formed. The labor budget is re-distributed within the fund. Specifically, Recreation is decreased $12,000, Administration is increased $8,000 and Library is increased $4,000. Police received a grant for $2,000 from the Western States information Network to continue multi jurisdictional investigations. The money will be deposited in the Search and Seizure Fund. This fund provides the money the undercover officers use to make drug purchases and otherwise maintain their cover. The new delinquency procedures for the water/sewer utility rely on postcards being sent to delinquent customers to notify them that service will be terminated if the bill is not paid by the due date. Also, the printing budget for bills and envelopes has not been adequate for this year's needs. These two items necessitate a transfer of $3,000 from Water Fund Contingency to Printing. Increasing fuel costs have exceeded the budget in the Meter Reading program of the Water Fund. $1,500 is transferred from Water Fund Contingency to Fuel. FINANCIAL IMPACT: The following table is a tabulation of the proposed budget changes by fund: In the General Fund Contingencies will be 10.2% of expenditures a#ter these changes. FUND General Search & Seizure Water Building Maint Total Beginning Contingencies No. Fund Bal Revenue Expenses & Reserves 1 15,000 -15,000 132 2,000 2,000 470 4504 -4,500 583 12,000 12,000 0 14,000 33,500 -19,500 32 12A ,~=~-~. r-w ~i~,eiyj~, Wo N June 23, 2008 TO: Mayor and City Council through Interim City Administrator FROM: Ben Gillespie, Finance Director,~~! SUBJECT: 2~7-OS Supplemental Budget Adoption RECOMMENDA~'ION: Council pass the attached ordinance adopting a supplemental budget. BACKGROUND: Earlier this evening the Council conducted a hearing to consider revisions to the 2007-OS budget. The attached ordinance, as amended, reflects the Council's direction to staff at the conclusion of the hearing. FINANCIAL IMPi+4CT: Expenditures in all funds increase by $33,500. Revenue increases by X14,000 and Contingencies are decreased by $19,500. After this adjustment, Contingencies in the General Fund will be 10.2% of expenditures. Agenda Item Review: City Administrator~~ City Attorney ~•3 Fina 33 COUNCIL BILL N0.2'731 ORDINANCE NO. AN ORDINANCE ADOPTING A SUPPLEMENTAL BU~~DGET FOR FISCAL YEAR 2007 - 2008 AND DECLARING AN EMERGENCY. WH»REAS, Oregon State Statute 294.480 allows far the adoption of a supplemental budget during a fiscal year to meet changes in financial planning, and WH>REAS, the Notice of Supplemental Budget Hearing and Financial Summary was published in the Woodburn Independent on June 11, 2008 as required under State budget law; and WHl~REAS, the City Council held a public hearing on June 23, 2008 to give citizens an apportunity to comment on the proposed 2007-2008 supplemental budget, now, therefore, THE CITY OF WOGIDBURN ORDAINS AS FOLLOWS: Sectian 1. That the supplemental budget for fiscal year 2007-2008 is hereby adapted as set forth below. Section 2. That fiscal year 2007-2008 revenues and appropriations are adjusted as follows: Revenues Apnroariations GENERAL FUND; Appropriation Adjustments: Administration: Personnel Services ${ 25,000} Materials & Services -Executive 25,000 lViaterials & Services -Community Relations 2,500 Finance Office: Materials & Services 500 Library: Personnel Services -Children's Services 7,000 Personnel Services -Adult Services 34,0(70 Personnel Services -Technical Services 13,000 Persannel Services -Administration { 50,000) Cammunity Services -Leisure Services: Personnel Services -Adult Sparts 5,000 Personnel Services -Recreation Administration (20,000) Community Services -Administration: Personnel Services 8,000 Non-Departmental Interfund Transfer to Building Maintenance Fund 12,000 Operating Contingency (15,000) Page I -COUNCIL BILL NO. 2731 ORDCNANCF, NO. 34 SEARCH AND SEIZURE FUND: Revenue Adjustment: Federal Grant Total Revenue Adjustment Appropriation Adjuustment: Materials & Services Total Appropriation Adjustment WATER FUND: Appropriation Adj~gstment: Water Meter Reading: Materials & Services Operating Contingency BUILDING MAIN ENANCE FUND: Revenge Adjustme t: Transfer frorl~ General Fund Total Revenue Adjustment Appropriation Adjustment: Materials & Services Total Appropriation,,Adjustment Revenues Aapropriations o00 2 000 $ 4,500 { 4,500} 12 000 S 1-- 12 000 ~~~ Section 3. That if any clause, sentence, paragraph, section or portion of this ardnance lc>r any reason shall be adjudged invalid by a court of competent jurisdiction, such judgment shall be confined in its operation to the clause, sentence, paragraph, section or portion of this ordinance directly involved in the controversy in which such judgment is rendered. Section 4. 'T'his ordinance being necessary for the public peace, health and safety, an emergency is declared to exist in that appropriation adjustments are necessary to meet estimated expenditures during the 2007-2008 fiscal year and this ordinance shall take effect immediately upon passage by the Council and approval by~th/e Mayor Approved as to Form: ~~~~~ __ _ city Attorney D to APPROVED Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, Recorder City of Woodburn, Oregon Page ~ -COUNCIL BILL. NO. 2731 ORDINANCE NO. 35 KATHRYN FIGLEY, MAYOR 2B ~~ ~ ~~~~ W ~' .N June 23, 2008 TO: Mayor and City Council through Interim City Administrator FRAM: Ben Gillespie, Finance Director SUBJECT: Adoption of City's 2008-D9 Budget RECC~MMENDAT~ON: Council adopt the attached ordinance setting the City of Woodburn's budget for 2008-09. BACKGROUND 8 Discussion: On May 19, 2008 the Budget Committee concluded their hearing on the City's 200b-07 budget and recommended unanimously that the budget document be #orwarded to the City Council for the next phase of the budget process. As required by Oregon Budget Law, the City Council conducted a public hearing on June 9, 2008 to consider a City budget totaling $58,598,129. The Council made na changes to the Recommended Budget. The Council also considered the Budget Committee's recommendation to impose the full property tax rate allowed by law {$x.0534 per $1,000 of value} and to levy $702,240 for bonded debt, which is excluded from the statutory limitation. The attached ordinance reflects those amounts. FINANCIAL IMPACT: The attached ordinance is consistent with the budget policies. adopted by the Budget Committee in January 2008. ~~?~n~c lten~ Review: City Administratar~,. City Attgrney~~ `-~ Finan 36 COUNCIL BILL N0.2732 ORDINANCE NO. AN ORDINANCE ADOPTING A BUDGET FOR FISCAL YEAR 2008-2009, MAKING APPROPRIATIONS, LEVYING TAXES, AND DECLARING AN EMERGENCY. THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. That the budget for fiscal year 2008-2009 is hereby adopted as set forth below. Section 2. That taxes provided for in the adopted budget are imposed at the rate of $6.0534 per $1,000 of assessed value for operations and in the amount of $702,240 for bonds; and that these taxes are hereby imposed and categorized for tax year 2008-2009 upon the assessed value of all taxable property within the Ciry. Tax Rate -General Govt. Operations Bonded Debt General Government $ 6.0534/$1,000 Excluded from the Limitation $ 702,240 Section 3. That the budget amounts for fiscal year 2008-2009, and for the purposes shown below, are hereby appropriated as follows: GENERAL FUND --- City Council and Mayor $ 41,966 City Administrator's Office 347,229 City Recorder's Office 85,287 City Attorney's Office 180,248 Finance Department 270,627 Municipal Court 214,683 Non-Departmental -Materials & Services 134,403 Interfund Transfer -R.S.V. P. 28,259 Interfund Transfer -Street Fund 280,000 Interfund Transfer -General Fund CIP Fund 495,573 Interfund Transfer -Water Fund 15,000 Interfund Transfer -Building Maintenance Fund 1,000 Interfund Transfer -Equipment Replacement Fund 10,000 Police Department 5,201,968 Library 1,072,544 Leisure Services 442,176 Swimming Pool 676,819 Community Services Administration 349,E Planning 595,: Parks Maintenance 543. Operating Contingency 1,17 5 TOTAL GENERAL FUND APPROPRIATIONS Page I - COUNCIL BILL N0.2732 12,162,000 37 GENERAL OPERATING RESERVE FUND --- Operating Contingency $ 32,000 TOTAL GENERAL OPERATING RES FUND APPROPRIATIONS $ 32,000 TRANSIT SYSTEM FUND - City Transit System $ 176,887 Dial-a-Ride Program 215,672 Interfund Transfer -Equipment Replacement Fund 9,000 Operating Contingency 47,007 TOTAL TRANSIT SYSTEM FUND APPROPRIATIONS $ 448,566 BUILDING FUND -- Personal Services $ 326,157 Materials & Services 55,493 Operating Contingency 109,717 TOTAL BUILDING FUND APPROPRIATIONS $ 491,367 SEARCH AND SEIZURE FUND --- Materials & Services $ 3,400 TOTAL SEARCH & SEIZURE FUND APPROPRIATIONS $ 3,400 WEED AND SEED FUND --- Police Services $ 32,878 Leisure Services 37,430 Administration 84,061 TOTAL WEED AND SEED FUND APPROPRIATIONS $ 154, 369 STATE REVENUE SHARING FUND --- Design Engineering $ 5,000 Construction Engineering 5,300 Construction 345,600 Interfund Transfer -Street Fund 20,000 Debt Service 47,044 Operating Contingency 76,628 TOTAL STATE REVENUE SHARING FUND APPROPRIATIONS $ 499,572 Page 2 -COUNCIL BILL NO. 2732 ORDINANCE NO. 38 HOUSING REHABILI'~ATION FUND - Personal Services $ 11,329 Materials & Services 14,100 Operating Contingency 801,261 TOTAL HOUSING REHABILITATION FUND APPROPRIATIONS $ 826,690 FEDERAL PROGRAM FUND --- Personal Services $ 76,915 Materials & Services 10,813 Operating Contingency 10,694 TOTAL FEDERAL PROGRAM FUND APPROPRIATIONS $ 98,422 CABLE FRANCHISE l~/IANAGEMENT FUND -- Materials & Services $ 22,000 Operating Contingency 4,089 TOTAL CABLE FRANCHISE FUND APPROPRIATIONS $ 26,089 STREET FUND --- Street Repair & Maintenance $1,045,711 Street Cleaning 107,820 Street Administration 207,312 Interfund Transfer -Tech. & Envir. Serv. Fd 239,000 Interfund Transfer -Equipment Replacement Fund 70,000 Operating Contingency 63,313 TOTAL STREET FUND APPROPRIATIONS $ 1,733,156 CITY GAS TAX FUND --- Street Maintenance $ 4,000 Design Engineering 3,000 Construction 494,000 Operating Contingency 13,952 TOTAL CITY GAS TAX FUND APPROPRIATIONS $ 514,952 BONDED DEBT FUND --- Personal Services $ 1,848 Debt Service -Principal 410,000 Debt Service -Interest 260,000 Operating Contingency 103,152 TOTAL BONDED DEBT FUND APPROPRIATIONS $ 775,000 Page 3 -COUNCIL BILL NO. 2732 ORDINANCE NO. 39 . __ BANCROFT BOND FUND - Operating Contingency 7 000 TOTAL BANCROFT BOND FUND APPROPRIATIONS ECONOMIC DEVELOPMENT REVOLVING LOAN FUND -- Materials & Services $ 5,000 Debt Service 37,469 Operating Contingency 144,333 TOTAL ECON. DEVLP REV LOAN FUND APPROPRIATIONS POLICE CONSTRUCTION FUND: Construction Program: Materials & Services $ 30,000 Capital Outlay 651,074 TOTAL POLICE CONST. FUND APPROPRIATIONS GENERAL FUND CAPITAL IMPROVEMENT FUND --- Capital Outlay (Design Engineering Program) $ 100,000 Construction Program 983,573 Operating Contingency 152,965 TOTAL GENERAL FUND CAPITAL IMPRV. FUND APPROPRIATIONS SPECIAL ASSESSMENT FUND -- Administration $ 1,000 Design Engineering 5,000 Construction Engineering 3,000 Construction 218,000 Operating Contingency 593,545 TOTAL SPECIAL ASSESSMENT FUND APPROPRIATIONS STREET/STORM CAPITAL IMPROVEMENT FUND --- Design Engineering $ 299,850 Construction Engineering 564,850 Right-of--Way 15,000 Construction 4,068,717 Operating Contingency 253,023 TOTAL STREET/STORM DRAIN C.LF. APPROPRIATIONS Page 4 -COUNCIL BILL NO. 2732 ORDINANCE NO. $ 7,000 $ 186,802 $ 681,074 $ 1,236,538 $ 820,545 $ 5,201,440 40 PARKS CAPITAL IMPROVEMENT FUND --- Interfund Transfer to General Fund CIP Fund $ 363,871 Operating Contingency 431,129 TOTAL PARKS CAPITAL IMPRV. FUND APPROPRIATIONS $ 795,000 TRANSPORTATION I~VIPACT FEE FUND --- Design Engineering $ 501,750 Construction 1,286,938 Operating Contingency 3,136,038 TOTAL TRANSPORTATION IMPACT FEE FUND APPROPRIATIONS $ 4,924,726 STORM WATER SYSTEM DEVELOPMENT FUND --- Design Engineering $ 10,000 Construction Engineering 34,300 Construction 619,200 Operating Contingency 30,895 TOTAL STORM WATER SYS DEVLP. FUND APPROPRIATIONS $ 694,395 PUBLIC WORKS FACILITY EXPANSION/CONST. FUND --- Right of Way $ 19,566 Operating Contingency 5,059 TOTAL PUBLIC WORKS FACILITY CONST. FUND APPROPRIATIONS $ 24,625 SEWER CAPITAL IM~'ROVEMENT FUND --- Debt Service $ 29,102 Operating Contingency 97,169 TOTAL SEWER CAPITAL IMPRV FUND APPROPRIATIONS $ 126,271 WASTEWATER TREATMENT CONSTRUCTION FUND --- Design Engineering $ 790,300 Construction Engineering 3,900 Right of Way 8,780 Construction 369,120 Debt Service 1,763,440 Operating Contingency 240,247 TOTAL WWPT CONST. FUND APPROPRIATIONS $ 3,175,787 Page 5 -COUNCIL BILL NO. 2732 ORDINANCE NO. 41 WATER WELL/DISTR~iB. CONSTRUCTION FUND -- Design Engineering $ 54,926 Construction Engineering 79,350 Right of Way 2,500 Construction 680,949 Debt Service 753,673 Operating Contingency 3,911,988 TOTAL WATER SYSTEM CONST. FUND APPROPRIATIONS $ 5,483,386 WATER FUND --- Water Supply $1,308,657 Meter Reading/Accounting 297,690 Water Administration 88,806 Interfund Transfer -Tech. &Envir. Serv. Fd 311,000 Interfund Transfer -Equipment Replacement Fund 35,000 Operating Contingency 478,444 TOTAL WATER FUND APPROPRIATIONS $ 2,519,597 SEWER FUND - Wastewater Treatment Plant Operations $ 1,756,673 Sewer Administration 96,870 Sewer Line Maintenance 266,646 Interfund Transfer -Tech. &Envir. Serv. Fd 311,000 Interfund Transfer -Water Fund 70,000 Interfund Transfer -Equipment Replacement Fund 70,000 Operating Contingency 150,122 TOTAL SEWER FUND APPROPRIATIONS $ 2,721,311 WATER SYSTEM DEVELOPMENT TRUST FUND --- Design Engineering $ 10,000 Construction Engineering 10,000 Construction 441,920 Debt Service 405,824 Operating Contingency 281,542 TOTAL WATER SYSTEM DEVLP. TRUST FUND APPROPRIATIONS $ 1,149,286 SEWER SYSTEM DEVELOPMENT TRUST FUND -- Debt Service $ 587,814 Operating Contingency 476,537 TOTAL SEWER SYSTEM DEVELP. TRUST FUND APPROPRIATIONS $ 1,064,351 Page 6 - COUNCIL BILL NO. 2732 ORD1 ~ ANCE NO. 42 INFORMATION SERVICES (ISl FUND --- Personal Services $ 292,627 Materials & Services 181,800 Capital Outlay 105,600 Operating Contingency 7,334 TOTAL INFORMATION SERVICES FUND APPROPRIATIONS $ 587,361 CENTRAL STORES WORKING CAPITAL FUND --- Materials & Services $ 19,000 Operating Contingency 12,000 TOTAL CENTRAL STORES WORKING CAP. FUND APPROPRIATIONS $ 31,000 SELF-INSURANCE FUND --- Personal Services $ 21,177 Materials & Services 549,049 Operating Contingency 134,629 TOTAL SELF-INSURANCE FUND APPROPRIATIONS $ 704,855 TECHNICAL & ENVIRONMENTAL SERVICES FUND --- Public Works Administration $ 225,194 Engineering Division 870,771 Central Garage 113,598 Interfund Transfer -Equipment Replacement Fund 5,000 Operating Contingency 214,131 TOTAL TECH. & ENVIRONMENTAL SERV. FUND APPROPRIATIONS $ 1,428,694 BUILDING MAINTENANCE FUND --- Personal Services $ 345,321 Materials & Services 373,915 TOTAL BUILDING MAINTENANCE FUND $ 719,236 EOUIPMENT REPLACEMENT FUND --- Water Equipment Replacement -Cap. Outlay $ 177,490 Sewer Equipment Replacement -Cap. Outlay 140,766 Maintenance Equip. Replacement -Cap. Outlay 117,948 Transit Equipment Replacement -Cap. Outlay 74,198 Parks Maintenance Equip. Replacement -Cap. Outlay 21,695 Public Works Administration -Cap. Outlay 5,000 TOTAL EQUIPMENT REPLACEMENT FUND APPROPRIATIONS $ 537,097 Page 7 - COUNC [L BILL NO. 2732 ORDINANCE NO. 43 LIBRARY ENDOWMENT FUND - Operating Contingency 26 000 TOTAL LIBRARY ENDOWMENT FUND APPROPRIATIONS MUSEUM ENDOWMENT FUND --- Operating Contingency 3 050 TOTAL MUSEUM ENDOWMENT FUND APPROPRIATIONS TOTAL APPROPRIATIONS -- ALL FUNDS UNAPPROPRIATED REQUIREMENTS: General Fund: Reserve for Buildings 187,000 Reserve for PERS 81,000 Transit Fund: Reserve for PERS 14,600 Building Fund: Reserve for PERS 21,830 Reserve for Equipment 24,800 Federal Program Fund: Reserve for PERS 4,280 Street Fund: Reserve for PERS 38,176 General Fund Capital Improvement Fund: Fund Balance Reserve -Police 66,000 Fund Balance Reserve -Buildings 10,000 Transportation Impact Fee Fund: Reserve for Future Capacity 3,136,038 Storm Water System Development Fund: Reserve for Future Capacity 30,894 Wastewater Treatment Construction: Reserve for DEQ Loan 863,000 Water Well/Distribution Construction Fund: Reserve for Loan 754,000 Water Fund: Reserve for PERS 50,918 Sewer Fund: Reserve for PERS 79,349 Water System Development Trust Fund: Reserve for Future Capacity 281,545 Sewer System Development Trust Fund: Reserve for DEQ Loan 250,000 Page 8 -COUNCIL BILL NO. 2732 ORDINANCE NO. $ 26,000 $ 3,050 $52,615,010 44 Information Services Fund: Reserve for Plotters Technical & Environmental Services Fund: Reserve far PERS Building Maintenance Fund: Reserve for PERK TOTAL UNAPPROPRIATED REQUIREMENTS -- ALL FUNDS TOTAL 2008-2809 C[TY BUDGET 3,aoo 74,141 12,548 $ 5,983,119 $58,598, 129 Section 4. That the City Recorder shall file a true copy of the budget as finally adopted in accordance with the provisions of the Local Budget Laws of the State of Oregon, and shall certify the tax rate and tax levy to the County Clerk and County Assessor of Marion County, Oregon, and to the Department of Revenue, Division of Audits, of the Secretary of State, State of Oregon. Section 5. 'T`hat if any clause, sentence, paragraph, section. or portion of this ordinance for any reason shall be adjudged invalid by a court of competent jurisdiction, such judgment shall be confined in its operation to the clause, sentence, paragraph, section or portion of this ordinance directly involved in the controversy in which such judgment is rendered. Section 6, '1"his ordinance being necessary for the public peace, health and. safety, in that a budget for fiscal year 2008-2009 needs to be adopted by July 1, 2008 in order to continue City services, an emergency is declared to exist and this ordinance shall take effect immediately upon passage by the Council and approval by the Ma}Tor. Approved as to Form: '' ~• ~ '"'+-----~~-' City Attorney APPROVED Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder t~TTES'I' Mary Tennant, Recorder City of Woodburn, Oregon Page 9 -COUNCIL. BII_i~ NO. 2732 (7RDINf1NCE NO. 6 2a 211a 8~ Date KATHRYN FIGLEY, MAYOR 45 12C _ • -~,: ~~ ~~r ~T i~ YV 1V June 23, 2008 TQ: Honorable Mayor and City Council through City Administrator FROM: Jim Allen, Community Development Director SUBJECT: Planning Division Fee Schedule RECOMMENDAiTION: After providing an opportunity for public comment, adapt the attached ordinance specifying the Planning Division fees for 2008-2009. BACKGROUND: The Council adopted the first annual Master Fee Schedule in September 1998, and provided for the periodic review and revision of the Schedule. within the adopted ordinance. The ordinance was most recently amended in March of 2008 for all fees except the Planning Division fees. Budget policies include the provision that, to the extent possible, the City will charge user fees to the direct beneficiaries of City services to recover the full cost of providing those services. DISCUSSION: Cost of service includes all personnel costs (i.e., salaries and benefits), operating. expenses, equipment costs, and al! applicable indirect costs (e.g., building equipment maintenancej. While full cost recovery is the initial target, the Council may choose to deviate from that goal to reflect market conditions or policy objective. During the discussion of the fees, the Counci! directed staff to evaluate the possibilities of a tiered fee schedule that would take into account the costs for smaller and larger projects, and the need for having a full cast recovery. A Planning Division fee schedule has been drafted that would reduce recommended rate of full cost recovery from the land use fees for certain projects from those fees that were previously provided to the Council. New fees are identified for a few small projects and smaller projects in general have been A~enda'tem Review: City Adrninistra 46 City A Finance Honorable Mayor and City Council June 23, 2008 Page 2 identified as being required to provide a smaller percentage of the full cost associated with the City's required review process. FINANCIAL IMPACT: The proposal would not meet the objective of having fees cover all costs for certain types of Planning Division applications and it would attempt to balance the private and public benefits that are associated with having a planning program. The fee structure would require future users of the land use program to pay a larger proportionate share of their costs to the City than the current fee schedule requires while still acknowledging the impact that fees can have on smaller projects as a larger share of the cost of the project. It is estimated that the fees would moderately increase Planning Division revenue. The full impact would be dependent on the mixture of certain types of applications that are submitted to the City for review. 47 COUNCIL SILL N0.2733 ORDINANCE NO. AN ORDINANCE ADOPTING PLANNING DIVISION FEES AND CHARGES FOR INCLUSION IN THE 2007-2008 MASTER FEE SCHEDULE AND REPEALING ALL PLANNING FEE$ AND CHARGES THAT ARE INCONSISTENT WITH THIS ORDINANCE WHEREAS, in September 1998, the Council adopted the first annuol Master Fee Schedule; and WHEREAS, the Master Fee Schedule was recently amended in March of 2008 for ail fees except the Planning Division fees; and WHEREAS, the Council requested staff to further evaluate the Planning Division fees; and WHEREASS, the Planning division revised the planning fee schedule and presented it to Council on June 9, 2008; and WHEREAS, pursuant to ORS 294.1 b0, at its meeting on June 23, 2008, the City Council provided an opportunity for interested persons to comment on the enactment of this Ordinance and i#s proposed planning fee increases, NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. The schedule of Planning fees and charges affixed and incorporated at Attachment "A" is hereby adopted by the City and shall be included in the 2007-2008 Master Fee Schedule. Section 2. AEI Planning fees and charges that are inconsistent with those contained in the attached schedule are hereby repealed. Approved as to form: City Attorney Date Approved: Kathryn Figley, Mayor Page 1 - COUNCIL BILL NO. 2733 ORDINANCE ~ ':~. 48 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 ctf Woodburn, Oregon Page 2 - COUNCIL BILL NO. 2733 ORDINANCE NO. 49 Attachment "A" Annexation Annexation -more than 1.00 acre $2,951 $3,798 78% 90% $3,418 $467.20 Annexation -less than ore ual to 1.00 acre $2,951 $3,798 78% 70% $2,659 -$292.40 Appeals A eat-Land Use Action to Council T e I II $1,594 $2,544 63% 100% -$1,594.00 $100 + t~2 original application tee but not more than $2,000. A eat-Land Use Action to Council T e II $250 $2,544 10% 10% $250 $0.00 Limited b state statute ORS 227.175 10 b . Comprehensive Plan Amendments -more than 1.00 acre $3,415 $3,481 98% 100% $3,481 $66.00 -less than ore ual to 1.00 acre $3,415 $3,481 98% 90% $3,133 -$282.10 Conditional Use $1,752 $3,990 44% 90% $3,591 $1,839.00 Design Review -under 1,000 s . ft. $968 $3,110 31% 70% $2,177 $1,209.00 -1,000-4,999 s . ft. $2,479 $4,530 55% 80% $3,624 $1,145.00 -5,000 to 24,999 S . ft. $3,231 $7,029 46% 90% $6,326 $3,095.10 -25,000 to 99,999 s . ft. $4,630 $8,077 57% 90% $7,269 $2,639.30 -100,000 to 199,999 s . ft. $9,544 $11,421 84% 90% $10,279 $734.90 -200,000 + s . ft. $15,023 $14,397 104% 100% $14,397 -$626.00 Exce tion to Street ROW and Im rove. T e III $1,627 $3,375 48% 70% $2,363 $735.50 Formal Inter retation of the WDO(s.toa.osl $1,762 $1,954 90% 90% $1,759 -$3.40 Formal Pre-A IlCatlOn Conference $451 $508 89% 100% $508 $57.00 $100 of application fee reducedrf application subject to pre-application applied fo within 90 days and ordinances have not changed Inter retation of Uses (a.to2.os.c> $2,122 $683 311 % 90% $615 -$1,507.30 plus Measure 56 notice costs, if a licable. Interpretation of Zoning District Boundaries (a.to2.os.e) $2,021 $1,753 115% 90% $1,578 -$443.30 Plus Measure 56 notice costs, if a licable. Manufactured Dwellin Park -Prelimina A royal $3,379 $3,485 97% 90% $3,137 -$242.50 -Final Plan A royal $919 $1,201 77% 90% $1,081 $161.90 Partition -Prelimina A royal $1,628 $2,753 59% 90% $2,478 $849.70 -Final PIatA royal $292 $1,376 21% 90% $1,238 $946.40 Phasing Plan $1,280 $1,587 81% 90% $1,428 $148.30 2007-08 Master Fee Schedule 5~ Attachment "A" -Prelimina Plan A royal $3,583 $3,317 108% 90% $2,985 -$597.70 lus $40 er lot -Final Plat A royal $851 $2,872 30% 90% $2,585 $1,733.80 a ert Line Ad'ustments $626 $1,497 42% 40% $599 -$27.20 Residential Architectural Stds. Substitution $317 $398 80% 90% $358 $41.20 Re air Corridr/Wetlds Over Dist RCWOD $488 $496 98% 90% $446 -$41.60 Si n Ordinance Compliance Permit -T e I n/a $85 n/a 100% $85 n/a -T a II n/a $385 n/a 100% $385 n/a S ecif. Cond. Use for an Historicall Si nif. Site $1,159 $1,275 91% 90% $1,148 -$11.50 Subdivision -Prelimina A royal $3,691 $4,194 88% 90% $3,775 $83.60 lus $40 er lot -Final Plat A royal $952 $2,872 33% 90% $2,585 $1,632.80 Telecom Facilit S ecific Conditional Use $1,757 $2,431 72% 90% $2,188 $430.90 Tem Outdoor Mkt and S ec Event Permit $156 $174 90% 90% $157 $0.60 Si nificant Tree Removal Permit $117 $161 73% 90% $145 $27.90 Variance $1,769 $3,474 51% 70% $2,432 $662.80 Zone Ma Amend $3,365 $3,415 99% 90% $3,074 -$291.50 Zonin Ad'ustment $763 $2,606 29% 40% $1,042 $279.40 NFW FEES . ,,,~~Ss Permit to ublic ROW $33 n/a 90% $29 n/a Addressin $161 n/a 90% $145 n/a for first lot, lus $3 for each subse uent lot Exception to Street standard (Type II) 1627 $2,994 n/a 40% $1,197 -$429.53 Newde-regulation, previously Type Ill at $1,627 2007-08 Master Fee Schedule ~l Attachment "A" Ex edited Land Use Review-Partition $4,680 n/a 100% $4,680 n/a statuto ORS 197.360 Ex edited Land Use Review-Subdivision $6,708 n/a 100% $6,708 n/a statuto Ex edited Review $65 Na 100°1° $65 Na u) o s avai a i i an as a ow yaw or use. n diton to applGati9n feQS based on an hourly rate for overtime. t- R~i~c;wal Huth~nzation $187 n/a 40% $75 n/a 3rd and successive Final Re-Ins ection $165 n/a 100% $165 n/a 3rd and successive Submittal Review $265 n/a 100% $265 n/a Tree Credit $185 n/a 100% $185 n/a Per tree in lieu of significant tree replacement. Land Use Com atibili Statements Free Fence ermit Free Tem ora Sin ermit Free Business Re istration review Free Modification of Condition Ori final fee $100 lus 1/2 of on final fee AAeas~37 $5AA Gradin ermit Free Coordinate with Public Works Department as primary review body. Plannin counter and hone in ui service Free 2007-08 MastGer~Fee Schedule J'G 12D' ~ , ~ ~ June 23, 200$ TO: Honorable Mayor and City Council through City Administrator FROM: Jirm Row, Community Services Director SUBJECT: Chemeketa Cooperative Regionol Library Service (CCRLS) Conhoct RECOMMENDATION: Adopt the resolution approving the Intergovernmental Agreement by the Woodburn City Council and authorize the Mayor and Library Manager to sign said agreement. BACKGROUND: The Intergovernmental Agreement between Chemeketa Community College (on behalf of C.C.R.L.S.) and the City of Woodburn was last updated on November 13, 2002 at the request of the legal counsel of Chemeketa Community College. Each successive year, the contract was updated through an amendment page, which addressed minor current changes and modifications, generally related to financial compensation. DISCUSSION: This is the first time since 2002 that the entire Intergovernmental Agreement has been updated. Significant changes in the Agreement include: 1. The creation of a five year contract, effective from July l , 2008 through June 30, 2013. Rather than annual amendments to the Agreement, the City wiN receive and be required to sign an annual compensation schedule. 2. Incorporation of eCommerce requirements. 3. Provisions authorizing optional services to incarcerated residents. 4. A statement clarifying that, in addition to CCRLS having responsibility for providing training, the City has responsibility for participating in CCRLS sponsored training. 5. Updated requirements far providing virus protection on computers connected to the CCRLS network, limits to anonymous access Acenda Item Review: City Administrator City Attorney . Finance 53 Mayor and City Council June 23, 2008 Page 2 the Internet, and terms requiring the protection of private records and information. FINANCIAL IMi~4GT: The City will be paid $63,925 during FY 2008-2009 for providing non-resident library services to residents of the Community College District. This amount represents an increase of $8,002 from FY 2007-2008. However, that amount may increase or d~lcrease with funds received or paid through net lending, at a rate of $1.50 per item. 54 COUNC1l Blll N0.2734 RESOLUTION NO. A RESOLUTION E TERING INTO AN INTERGOVERNMENTAL AGREEMENT WITH CHEMEKETA COMMUNITY C LIEGE FOR PARTICIPATION IN THE CHEMEKETA COOPERATIVE REGIONAL LIBRARY SERVIC {CCRi.S) AND AUTHORIZING tHE MAYOR AND LIBRARY MANAGER TO SIGN SAID AGR EMENT. WHEREAS, the City has, for a number of 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 the use of on automated librory system involving other participating libraries; and WHEREAS, it is in the interest of the city to continue this service; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and library Manager are authorized to execute an intergovernmental agreement with Chemeketa Community College on behalf of the City far participation in the Chemeketa Cooperative Regional Library Service (CCRLS). Section 2. That a copy of said agreement is attached hereto ond, by this reference, is incorporated herein. Approved as to form: ~~~~ ~ ! ~~ ~. ~03~ City Attorney Date Approved: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Kathryn Figley, Mayor Mary Tennant City Recorder City of Woodburn, Oregon Page 1 -COUNCIL BILL N0.2734 RESOLUTION NO. 55 HEMEKEiA ERATIVE RF:GIOMAL LIBRARY SE~nc.~ P.O. Box 14007, Salem, OR 97309-7070 - Phase: (503} 315-+1584 -FAX: (503) 399-731 G INTERGOVERNMENTAL AGREEMENT Contract Na. 116 09 PARTIES TO AGREEMENT This agreement is entered into between Chemeketa Conuttunity College through its Chemeket8 Cooperative Regional Library Service (CCRLS} hereinafter called COLLEGE and the City of Woodburn, Oregon, an Oregon municipal corporation, hereinafter called CITY. This Agreement is made pursuant to Oregon Revised Statute 194.010. 2. INDEPENDENT CONTRACTOR This agreement is by and between two independent contractors. and is not intended to and shall not bie construed to create the relationship of agent, servant, employee, partnership joint venture or association. CITY, its pfficers, employees, and/or agents are not authorised to .act as an agent of GOLLEG~ with respects to the fiscal and administrative management responsibilities of COLLEGE under this agreement. 3. PURPOSE/STATEMENT OF WORK The purpose of this agreement is to provide far the participation of the library of CITY in the CCRLS, a cooperative of member libraries in the COLLEGE district, under the terms and conditions set forth herein. 4. TERM AND TERMINATLON -l. l This Agreement shall be effective for the period commencing July 1, 204$ and ending on June 30, 2013 unless sooner terminated or extended as provided herein. 4.2 This agreement shall be amended yearly to incorporate a revised compensation schedule for the next fiscal year effective July I . 4.3 This agreement maybe terminated by mutual consent of the parties at any time. 4.4 COLLEGE may terminate this agreement effective upon delivery of written notice to CITY or at such later date as maybe established by COLLEGE under any of the following conditions: 56 Chem~ceta (;nmmunity C'ol[egd City of Woodburn CCC #I 16-09 - Pxge 2 a. If funding from federal, state, or other sources is not obtained or continued at levels sufficient to allow for the purchase of the indicated quantity of services. This agreement may be modified to accommodate a reduction in funds. b. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate far purchase under this agreement or are no longer eligible for the funding proposed for payments authorized by this. agreement. c. If any license, certificate, or insurance required bylaw or regulation to be held by CITY to provide the services required by this agreement is for any reason denied, revoked ar not renewed.. 4.5 Either party may terminate this agreement upon the other's material breach of any of its terms, by giving written notice to the party in breach at least 60 days in advance of the effective date of termination. Cure of the breach by the party in breach within the 50-day period shall void the notice of termination. 4.6 This agreement may be terminated by either party without breach by the other upon triving written notice to the other party na later than May t of any year. Termination shall be effective at midnight on the following lone 30. It is the intent. of this paragraph. that the parties recognize an obligation of goad faith to create and continue along-term relationship by virtue of this agreement. 4.7 Any such te~nination of this agreement shall be without prejudice to any obligations or liabilities of'either party already accrued prior to such termination. 4.8 In the event either party terminates this agreement, COLLEGE shall provide to-CITY its current bibliographic, borrower, and circulation records and databases in machine- readable media and format. ~.9 In the event that the CCRLS activities of the COLLEGE should cease and the assets and operations of CCRLS are not assumed by a successor.providing equivalent service, then all assets of the CCRLS Automated System shall be transferred to participating cities without charge. 5. CONSIDERATION 5.1 CITY will be compensated by COLLEGE in the amount Shawn in Attachment A - Compensation Schedule for the CITY providing nonresident library service far the residents of the COLLEGE District. Payments shalt be made in four equal installments at the end of each quarter. 52 The COLLEGE shall pay the CITY for each net loan provided, i.e., the difference between the number of CITY items loaned to and checked out in another library and the 57 Chemcketa Community College) City of Wcxxlburn CCC #i 16-04 - Yagc 3 number of items owned by other libraries borrowed and checked out by the CITY library. Tabulation of net loans shall be provided by the CCRLS automated integrated library system. Each net loan shall be paid in the amount shown in Attachment A. Payments shall be made quarterly. 6. RESPONSIBILITIES OF PARfiIES' 6.1 UNDER THE TERMS Off` THIS AGREEMENT, COLLEGE SHALL: &.1.1 Provide for the fiscal and administrarive management of the CCRLS. 6.1.2 Maintain the fallowing: a. The Cherneketa Cooperative Regional Library Advisory Council hereinafter referred to as the CCRLS Advisory Council, through which recommendations an policies of the Service can be expressed, The present membership of the CCRLS Advisory Council is attached' as Attachment B. b. An ongoing liaison with Palk, Yamhill and Marion Library Association (PYM) (or their executive committee) through which recommendations on procedures and their implementation can be expressed, 6.1.3 Provide operation and maintenance of the CCRLS Automated System and related databases, i~nciuding: a. Maintain bibliographic, circulation, and borrower data in an automated database management system. Design, applications, enhancements of, and. major changes of operation to the automated system database management system shall be subject to review by the PYM Automation Gomrnittee. b. Manage the GGRLS automated system under the terms of this agreement and other applicable ageements with vendors and participating library so that CITY has access to its bibliographic, circulation, and borrower records during library business hours, and at other times as agreed upon between the CITY Library Director and the CCRLS. Director. The management responsibility for the automated system includes the obligation of CCRLS to monitor and evaluate entries for new materials and retrospective conversion of cataloging of old. materials in order to maintain the highest quality bibliographic MARC database. c. Acquire and provide for effective maintenance and support of all present and future central and remote automated system equipment at its awn expense; and provide far secure installation and housing. for automated sy° +ctn. except such automated system equipmen# as is acquired by CITY far installation. at its library, or as otherwise. provided in §6.2.$ of this agreement. 58 Chemeketa Community College/ City of Wooclbtun CCC #1 tb-09 -Page 4 d. Coordinate and assume cost far installation of telecommunications equipment and lines at CITY's central and branch libraries for use with automated system. Parties agree that COLLEGE does not control, and therefore cannot warrant, the telecommunication .networks used.. to communicate data from a remote site, nor does this agreement cover maintenance of telecommunication lines. e. Acquire and furnish to CITY, at COLLEGE'S direct cost, certain necessary supplies, such as utilities,. report forms, reserve notices, bar codes, overdue notices, magnetic tapes, and other supplies except printer paper,. ribbons and toner which maybe required to provide the services of automated system to CITY. CITY may request that COLLEGE through CCRLS, provide specialized reports not regularly generated by automation system. CITY shall reimburse COLLEGE for the cost of providing such special reports. f. Coordinate all service, support, equipment purchases and maintenance necessary to the proper operation of automated system and enforce rules and standards far use of automated system by participating libraries. CITY shall enter, retrieve, modify, and delete data to and from automated system in accordance with those rules and standards. g, Maintain agreements for hardware maintenance and software support with Inn©vative Interfaces, Inc. (ar any subsequent provider. of library automation service(s)) CCRLS shall. provide reasonable approved maintenance and support. for automated system hardware and software not provided by InnavaHve Interfaces, Inc. CCRLS shall provide reasonable prior notice to CITY when system operation must be suspended for operational or maintenance requirements. CCRLS shall exercise its best efforts to schedule such periods of suspension during hours when CITY'S libraries are closed. Except for suspension of operation for necessary system maintenance or because security of the CCRLS automated system database or software is compromisedor damaged, CCRLS shall not "lock out" CITY terminals from automated. system. h. Through CCRLS provide one or more dedicated telephone lines to serve the system, and related telecommunication. equipment as provided in the agreement with the vendor for the automation system, and pay all related installation, acquisition, maintenance, and use cost. Except for equipment and software purchased by CITY under §6.2.8, all automated system hardware,. software, and. other capital equipment shall remain the property of COLLEGE, and CITY shall have no claim thereto other than the right to use thereof under this AGREEMENT. 59 Chemeketa Commw~ity Collegel City of Waadbum CCC #116-09 -Page 5 i. Regularly backup CCRLS automated system data and stare the media containing such backup in a secure facility. Inthe event of system malfunction or loss of data, CCRLS shall promptly restore the mast recently backed up data to the system-once it is again functioning. No liability is assumed by CCRLS ifthe automated system experiences down time or loss of data which cannot be recovered. Provide training for at least one CITY staff person: at any time the automated system operating systems or procedures are changed, enhanced, or otherwise revised. CCRLS shallprovide up-to-date user manuals for CITY's staff. All other training of CITY staff shall be the responsibility of CITY. CITY shall designate one staff position responsible far coordinating training. and operations matters with the CCRLS stat~'person responsible for automation system operations. k. Provide and maintain appropriate space for the central computer facility serving CCRLS automated system. Provide for general maintenance and utilities to support the CCRLS automated system. This obligation includes janitorial service, maintenance painting as necessary, structural repairs, lighting and electrical system maintenance, and HVAC maintenance. m. While in possession of the computer system hardware, including peripheral devices, repair ar replace as necessary any such items which are lost, physically damaged, or destroyed as a resin# of fire, theft, vandalism, ar other sudden and unforeseen occurrence which would be a peril insurable under a standard form electronic data processing property insurance policy; provided that CITY shalt have no obligation under this paragraph with the acts of vandals gaining access to the computer system, programs, or data tangible components of the'system; and, provided further, that CITY shall not be liable under this agreement for any consequential damages incident to any loss covered under this section. n. Provide personnel for the operation of the system. "operation" includes: use of supplied software to generate reports, notices, lists, and similar documents and files; preparation. and mailing of over due notices, hold notices, repasts, billings, and other specified documents produced for routine system operation by the vendor(s) of the system and its installation, maintenance, or support of software, or the maintenance, repair or replacement of hardware ar firmware. o. Through its governing board, retain final authority aver the policies and decisions relating to budget, operating procedures, system design, participation by other libraries, and other like issues of a general policy 60 C.hc'm4keta Community Colleges City of Woodburn C,'CC #116-t}9 -Page 6 nature affecting their operation of CCRLS and automated system. The board, however,. shall not take such actions without the recommendation of the CCRLS Advisory Council. p. In serving card-holding CCRLS district nonresident patrons, abide by each CITY's rules and procedures regarding borrowing privileges. In na case shall card-holding residents of the CCRLS district. receive less than the basic level of service from COLLEGE. q. Provide a monthly accounting and quarterly reporting of expenditures under this program to the CCRLS Advisory Council. Reimburse CITY for library materials borrowed by non-residents under this AGREEMENT and not returned by the borrowers within six months of due date. CITY hereby transfers and assigns all interests in such. materials, and all ri~llts to unpaid overdue #ines and replacemer>it charges with respect thereto. s. Provide regular courier service between the participating libraries. t. COLLEGE may coordinate group purchasing of CCRLS related equipment or non-essential supplies, as needed, to assist CITY and other participants. Charges far purchased supplies, equipment, services, maintenance contracts, delivery charges, postage, etc. will be billed to CITY at direct cast. b. l .~ Electronic Payments for Fines, Last Baok Chazges, Donations or Other Charges a. Through CCRLS collect and process electronic payments for fines, lost book charges, donations or other charges owed to CCRLS member libraries. b. Only process charges that are paid through the shared library automation system operated by COLLEGE (currently Innovative Millennium). c. Not be financially responsible to refund corrected charges to a library patron. Any dispute of chazges is the responsibility of CITY to resolve with the patron. Deductions from the merchant banking account will be deducted from the next regular payment to the associated CITY library. d. Compile and calculate chazges on a monthly basis. Payment to CITY will be made an a quarterly basis. In the event the amount due to CITY is less than $15, the payment maybe held for the next quarterly payment. e. Make payment to CITY in the amount paid on their behalf, minus merchant services far the period.. Associated fees will be distributed an a 61 Chemeketa Community C'olbegel City of Woodburn CCC #t tfr09 -Page 7 pro-rata basis to each library based on the percentage of total funds collected that month and total fees that month. f. Be credited payments for unidentified charges, or for items which COLLEGE has previously reimbursed CITY. g. Acknowledge responsibility only for the amount of any correction without penalty. 6.2 UNDER TIE TERMS OF THIS AGREEMENT, CITY SHALL: 6.2.1 Provide at least the basic level of service to nonresidents within the COLLEGE District. Basic level of service is defined as one checkout and one hold per person at a time, utilizing individual rather than household cards. Provide free borrowing privileges to card holding residents/patrons of other participating CCRLS Cities (including Silver Falls District). Ensure that in no case shall card-holding residents of the CCRLS district receive less than the basic level of service from C1TY. CITY may, at its sole option, elect to provide services to persons incarcerated in county, state, ar federal jail or prison facilities. CITY may, at its sale option, elect not to allow its owned materials to be circulated to such facilities. Provide full-borrowing privileges for all currently registered COLLEGE students who present a valid library card. Notify each current non-resident cardholder within its geographic zone at least 3p days prior to instituting a fee far service above the basic level No advance notification is necessary for fee increases. 6.2.2 Provide reference and information services to patrons of the participating libraries of the CCRLS District in cooperation with COLLEGE and other participating libraries. 6.2.3 Provide for the regular participation of the library director in meetings of the Polk, Yamhill and Marion Library Association (PYM) and as may be necessary in meetings of the CCRLS Advisory Council. Regular participation shall be defined as attendance by the library director at each meeting, unless excused, CITY library dirertar's attendance at the September meeting of the PYM Association is highly encouraged. 6.2.4 Provide for the regular participation of library staff at training events provided. by COLLEGE. 6.2.5 Assume full responsibility for the accuracy of data at its entry into the automation system database, and far updating that data accurately to reflect the proper links to the material in 62 Chemeketa Community CoUegel City of Woodburn CCC #116-Q9 -Page 8 its library. Such data includes, but is not limited to Barcode number, library locatian, volume number, call number, copy number, type of material, status, etc. 6.2.6 Take reasonable measures to protect equipment in CITY's possession from abuse, theft, and misuse, CITY shall, while in possession of the computer system -~ ardware, including peripheral devices, repair or replace as necessary any such items whi. n are lost,. physically daunaged, or destroyed as a result of fire, theft, vandalism or other sudden and unforeseen occurrence which would be a peril insurable under a standard form electronic data processing property insurance policy; provided that' CITY sh~11 have no obligation under this paragraph with respect to loss resulting from defect in the computer system itself, or from the acts of vandals gaining access to the computer system programs. Or data accessed externally and not. by the application of physical force to the tangible components of the system; and, provided further, that the CITY shall not be liable under this AGREEMENT for any consequential damages incident to any lass under this section. 6.2.7 Prepare, provide, and maintain the furniture and physical locatian for installation of automated system terminals and equipment in its library. This responsibility includes cable installation, electrical power, and environment, all meeting manufacturer and vendor specifications. 6.2.8 CITY may purchase equipment and software to expand and enhance its own operations; provided that such equipment and .software is acceptable to CCRLS as compatible with the automated system, C1TY shall not connect or install any such equipment or software without the review and written approval of CCRLS after at least 90 days. prior to notice by CITY. Any computer device connected to the CCRLS network must have approved anti-virus security software. 7. COMPLIANCE WITH APPLICABLE LAWS The parties agree that both shall comply with all federal, state, and local laws anal ordinances applicable to the work to be Bane under this agreement. The parties agree that this agreement shall be administered and construed under the laws of the state of Oregon. The venue for any action related to this agreement shall be in the Circuit Court for the County of Marion, Oregon. 8. NONDISCRIMLNATION The parties agree to comply with all applicable requirements of Federal and State civil rights and rehabilitation statutes, rules and regulations in the performance ofthis agreement. 9. HOLD HARMLESS To the extent permitted by the Oregon Constitution and by the Oregon Tart Claims Act, each party agrees to waive, forgive, and acquit any and all claims it may otherwise have against the other and the officers, employees, and agents of the other, for or resulting 63 Chemekrta Community College' City of Woodburn CCC ti l 16-09 -Page 4 froze damage or loss, provided that this discharge and waiver-shall not apglyto claims by one party against any officer, employee,. or agent of the other arising from such person's malfeasance in office, willful or wanton neglect of duty, ar actions outside the course and scope of hi$ or her official duties. 10. DATA SECURITY AND PRIVACY 10.1 The parties agree that all circulation data, which would in any way identify a particular library user or the materials borrowed by any user, are confidential and exempt from disclosure under the Oregon Public Records Law. Each party shall refuse disclosure of any and all such data unless ordered by the by a valid subpoena. car court order. The parties shall maintain the confidentiality of patron records as required by the Oregon Consumer Identity Then Protection Act (ORS 646A.600 through 646A.628}. 10.2 The CITY shall insure that when providing access to the Internet via the CCRLS network, no person is provided anonymous access other than occasional incidental access. I 1 FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA} The parties shall maintain the confidence of student educational records in accordance with the Family Educational Rights and Privacy Act (FERPA) 20 USC S 1232g and corresponding state and federal regulations (34 CFR Part 49 OAR 581-041-0410 through 581-041-0500} and (OAR 589-Q04-OI00 through 589-004:-0750}. 12. INSURANCE Each party shall insure or self-insure and be independently responsible for the risk of its own liability for claims within the scope of the Oregon tort claims act (ORS 30.2b0 through 30.300}. 13. AMENDMENTS The teens of this agreement shall not be waived, altered, modified., changed, supplemented or amended in any manner whatsoever except by written instrument signed by the parties. 14. MERGER CLAUSE Parties concur and agree that this agreement constitutes the entire agreement between the parties. Na waiver, consent, modification or change to the terms of this agreement shall bind either party unless in writing and signed by both parties. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this agreement. Parties,. by the signatures below of their authorized representatives, hereby agree to be bound by its term and conditions. 64 Chemeketa Community College! City of WooJburn CCC #116-09 -Page !0 15. NOTICES 15.1 Any notice required to be given CITY under the agreement shall be sufficient if given in writing to the CITY's Library Director. 15.2 Any notice required to be given COLLEGE under the agreement. shall be sufficient if given in writing as follows: For COLLEGE: Julie Huckestein Assistant Chief Financial Officer Chemeketa Community College P.O. Bax i 4007 Salem, OR 97309-7070 For CITY: Kathy Figley Mayor Gity of Woodburn 270 Montgomery Street Woodburn, OR 97071 With a copy to: With a copy to: Gregory P. Nelson Anna Stavnaha Director - CCRLS Library Manager Chemeketa Cooperative Regional Library Service Woodburn Public Library P.O. Box 14007 280 Garfield Street Salem, 4R 97309-7070 Woodburn, OR 97071 65 Chemeketa Community College! City cif W«xibwn CCC ql lfs-04 -Page 1 I l6 CONTACT PERSONS FOR THS CONTRACT Far COLLEGE: Gregory P. Nelson Director - CGRLS Chemeketa Cooperative Regional Library Service P.O. Bax 14007 Salem, OR 97309-7070 Phone: 503'-399-4584 FAX: 503-399-7613 E-Mail : gpnel son@ccrls.org Far CITY: Anna Stavinaha Library Manager Woodburn Public Library 280 Garfield Street Woodburn, OR 97071 Phane:503-982-5252 FAX: 503-982-5258. E-Mail:anna.stavinoha~u ci.woodburn.ar.us 66 Chemeketa Community College/ City of Woodburn CCC # 116-09 - Fage l2 SIGNATURES This contract and any changes, alterations, rnodficatians, ar amendments to it shall not be effective until approved in writing by the authorized representative of the parties hereto as of the et~ective date set faith herein. In witness whereof, the parties hereto have caused this agreement to be executed on the date set forth below. FOR: COLLEGE Signature Date Julie Huckestein, Assistant Chief Financial Officer Si~mature Date Greg P. Nelson, Director Chemeketa Cooperative Regional Library Service 67 FOR.: CITY Signature Date Kathy Figley, Mayor APPROVED: Signature Date Anna Stavinaha, Library Manager Woodburn Public. Library ATTACHMENT A COMPENSATION SCI~EDULE FY 20U8-09 Compensation in Section 5.1 Library Amount Quarterly .Payment Amity Public Library $3,pg2 $'773,pp Cherneketa Library $22,604 $5,651.00 Dallas Public Library $53,062 $13,265.50 Dayton -Mary Gilkey Public Library $4,030 $1,007.50 Independence Public Library $30,447 $7,611.75 Jefferson Public Library $8,283 $2,070.75 Lyons Public Library $12,357 $3,0$9.25 Mt Angel Public Library $9,922 $2,480.50. McMinnville Public Library $111,737 $27,934.25 Monmouth Public Library $62,459 $15,614.75 Newberg Public Library $47,015 $11,753.75 Sheridan Public Library $1$,627 $4,656.75 Silver Falls Library District. $46,985 $11,746.25 SalemlW Salem Public Library $442,634 $110,658.50 Stayton Public Library $44,094 $11,023.50 Willamina Public Library $10,287 $2,571.75 Woodburn Public Library $63,925 $15,981.25 Wagner/Falls City School District #57 $2,335 $583.75 Compensation is section 5.2 The net loan payment rate for fiscal year 2(308-Q9 shall be $1. SQ per item. 68 ATTACHMENT B CHEMEKETA CQ4PERATIVE REGIUNAL LIBRARY SERVICE 2007-08 Council Members Yvonne Bashor, Chair Marion County Lay Member 7963 Jackson Hill Raad SE Salem, OR 97306 Phane: (h) 503-370-8776 (w) 503-986-1919 Internet: ymbashor@yahoo.com •Term expires: 6130/0$ Steven Rupp, Vice Chair/Chair Elect Rural Lay Representative 1341 NE Hwy 99W #294 McMinnville, OR 97128 Phone: {h) 503-435-2223- Cell: 971-241-9251 Internet: melcor~anlinemac.com •Term expires: 6130/10 Natalie Beach Chemeketa College Representative Director - Chemeketa Library 4000 Lancaster Drive NEiPO Box 14007 Salem, OR 97309-7070 Phane: 503-399-5105 FAX: 503-399-5214 Internet: nbeach~n chemeketa.edu Scott McClure City Manager Representative Monmouth City Manager 151 Main Street W Monmouth, OR 97361 Phone: (b) 503-751-0145 Internet: smcclure a)ci.rt~onmouth.or.us Louise Meyers Small Library Representative Director -Jefferson Public Library 128 North Main Street Jefferson, OR 97352 Phone: 541-327-3826 Internet: Louise cLr?ccrls.org Term expires: 6/30/08 Pam Fugsley Medium Library Representative Director - Staytan Public Library 515 North First Avenue Stayton, OR 97383 Phone: 503-769-3313 FAX: 503-769-3218 Internet: ppugsley c~stayton.org Term expires: 6/30!09 Toni Rose PYM Chair Director -Sheridan Public Library 142 NW Yamhill Street PO Box 248 Sheridan, O.R. 97378 Phane: (b) 503-843-3420 FAX 503-843-2561 Internct: sheridan c~~ccrls.org Term expires: b/30/08 Linda Carol Scott Yamhll Gaunty Lay. Member 440 E Stmt NE1P0 Box 257 Willamina, C?R 97396 Cell: 971-237-5577 Term expires: 6/30/10 Gail Warner Large Library Representative Director -Salem Public Library 585-Liberty Street 8E1P0 Box 14814 Salem, OR 97309 Phone:503-588-b071 FAX: 543-588-6055 Internet: gwarner@cityofsalem.neC Camila Gabaldon Winningham Polk County Lay Member 344 Jacobson Court S Monmouth, OR 97361 Phone: (b) 503-838-8653 FAX: 503.838.8b45 Internet: gabaldonc~a wou.edu •Term expires: 6130/09 Ex Officio Members Greg Nelson CCRLS Director 4000 Lancaster Drive N E/PQ Box 14007 Salem, OR 97309-7070 Phone: 503-315-~tS84 FAX: 503-399-731 b Internet: gpnelsvn@ccrls.org Nancy Boyer Mid-Willamette Council of Governments 105 High Street SE Salem, OR 97301-3bb7 Phone: 543-588-6177 FAX:503-588-6094 Internet: nbayer@mwvcog.org Recording Secretary Mary Ann Giovingo, Secretary 4000 Lancaster Drive NE/PO Box 14007 Salem, OR 97309-7070 Phone: 503-399-5165 FAX:503-399-7316 Internet: maryann@ccrls.arg 69 Rev. 4/1lrOx 12E ~ ~a!e~. W N !nos ,:ar.d f'j2 K'4 June 23, 2008 TO: Mayor and City Council through City Administrator FROM: Scott D. Russell, Chief of Police Thru: Thomas P. Tennant, Captain SUBJECT: Liquor License Change of Ownership Ofif-Premises Sales RECOMMEN@A}TION: The Woodburn City Council recommend change of ownership application for Grocery Outlet of Woodburn. BACKGROUND!: Applicant: Smith, William O'Dell 4145 Azalea Avenue SE Albany, Or 97322 Ph: 541-92b-16b4 Applicant: Smith, Theresa Rose 4145 Azalea Avenue SE Albany, Or 97322 Ph: 541-926-5699 Business: Woodburn Grocery Outlet 1575 Mount Hood Ave. Woodburn, Or. 97071 Ph: 360-659-9909 License Type: Off-Premises Sales -Permits beer, wine and cider sales far off- premises consumption only. Agenda Item Review: City Administrator~~-~ City Attorney 70 Mayor and City Council June 23, 2008 Page 2 On May 28, 2Q08, the Woodburn Police Department received an application requesting approval for a change of ownership for Grocery Outlet of Woodburn located at 1575 N. Pacific Hwy. The above-mentioned applicants have purchased the business and is applying for a change of ownership. The business presently has a valid Off-Premises Sales license. The business name will be changed to Woodburn Grocery Outlet. The business will operate from 8:00 am to 9:00 pm Monday through Sunday. The business will ba selling beer and wine during normal business hours. The police department hps received no communication from the public or surrounding businesses in support of or against the application. DISCUSSION: The police daparfment has completed a background investigation on the applicant and' found nothing of a questionable nature, which would preclude the issuance of this Liquor License. FINANCIA! IMPACT: None. 71 Ub/G/~ V!3 ~ :41f YA3 71U /U4 tS~LU ,#t;t;Ul,'ti'1I.NG ~~~~ ~'~ __ GON L(QUQR CaNTRC3L CC3MMiSSION SAY ~ S +~ LIQUOR LICENSE API'LICATIC31~1 --~ - -_ ~+ ~f (o ~S Ig 001 LICENSE TYPES D cult ~ sr«; {saoz. D Commardsl Estsbti~Ft>inent ^ Caterer' © Passe<psr' Carrier O CriFta Pudic iror~tbn v Privsle qub uml0ed fk~Premises t.~M'} v wfth Fuel Puntpi: D Srewery'P~c Howe (Ii25260) © WiI1Aly (52501Yr') D other: A~ ~t Chsttige ownen~dp D Naw Ouitot 4 Prtvaeg~® D A~ddWofisl PrivlbSa D Other _ _ ~~~~~1~= ?off Ir~CNWdusls ©t.IrnBed ~ C.orporafjon cotam- ram o~r.Y ~~~ ~~: mama of ~ or recoa~mene~ that the ~cenee be: t3ran#ed ^ Denied D oL,CC t>!~ ONLY __ i~d by: Out ~~~. v t3rnited UabN!!y ~~~t ~Pam+ so.ciay ~~~c~~ D ~ ^ No ~. s): Isee ~cTitDN ~ of the t~del © r 1 ~ ~_ ~'~~Y Qua-~G~r- xNc ~ ~ c~ i. grade 3. Busing Name (dbsx Gocaton: j S'7`5~ itcT f{gat?. ~,tat~ ~~ ~fzo 1t~o~/Ca~' LSE ~Q?/ tnur-+b*d stna.t. rural raua} (d~) (} tom? t t' e;oda} Q. Business Malyng 5. BusKeese hhenbers:~~,QB/~Q'lo? C ~~~ 9f~~'' `~?~_ {plwr~ey / {fmr} 6. (s the business at the bcation cvrrer>My by oI.CC? ~Yss DNo ~. if yras to whom: StfR~+f.aojl N%N.~ Tye d uoense: tom- C~~'Ern ~S s a. Forme! Bu~einesa Nsme: ~P.ar..t~e~' cacc~~" ~ G/aae 9. WiN you have a manager? pYise ~ Nams: ._,_,,.~..,~-.._-~ ~ out kldlvt~tyr+~hia~y- faml 10. What Is the focal goven~ body where your btnlnees Is locc~ed?,,,~,Aj~t.31~ . ~i1!'~.~5+~ {rsrns at db a oour~ /- 11. Contact person for tide ,atlpdicatleet: , ~~~!l~~e. ~, ~ i~ b5y'~ ~~ i undeestand that K my an~wara a~ not trw and c~npMte, the OLt`.G may 4eny mY lieense apton. Applies s~ Signate~ (e' ni Dsale: ~~1~.5~.~~ ® bR~{3p1y SALEM REGlQNAL OFFICE 72 12F -y ~x~ W N e~ur.n~~ntt9 ~F89 June 23, 2008 TO: Mayor and City Council through City Administrator FROM: Scott d. Russell, Chief of Police Thru: Thomas P. Tennant, Captain SUBJECT: Li uor License Change of Ownership Fu~l On-Premises Sales RECOMMENDATION: The Woodburn City Council recommend a change of ownership application for Restaurante Los Cantaros. BACKGROUND: Applicant: Nocedal, Irma L. 1560 Newbrg Hwy # 13 Woodburn, Or 97071 Ph: 503-982-5140 Applicant: Donley, Kendra 3845 Fisher Rd NE Salem, Or 97305 Ph: 503-939-4985 Trade Name: Restaurente Oaxaquedo Los Cantaros LLC Business: Restaurante Los Cantaros 553 N. Front St. Woodburn, Or. 97071 Ph: 503-981-3962 License Type: Full On-Premises Sales -Permits beer, wine, cider and hard alcohol sales for on-premises consumption only. Agenda Item Review: City Administrator City Attorney Finance 73 Mayor and City Council June 23, 2008 Page 2 On May 28, X008, the Woodburn Police Department received an OLCG application requesting approval for a change of ownership for Perla's Restaurant locpted at 553 N. Front St. The new name for the restaurant will be Restaurante Las Cantaros. The above-mentioned applicant's have purchased the business and ore applying for a license. Perla's Restaurant currently has a Full On-Premises Sales License. During the last 12 months there were no reported liquor law violations at Perla's Restaurant. The business wiN be open from 9:00 am to 10:00 pm Monday through Sunday. The applicant advises the business will be selling beer, wine and hard alcohol along with serWing food during normal business hours. The police department has received no communication from the public or surrounding businesses in support of or against the change of ownership. DISCUSSIQN: The police department has completed a background investigation on the applicant and found nothing of a questionable nature, which would preclude the issuance of this Liquor License. FINANCIAL IMIPACT: None. 74 12G; ~. r i ! W N r~,;~,f,_~,a,.i ~rss June 23, 2008 TO: Honorable Mayor and City Council through City Administrator FROM: Mary Tennant, City Recorder SUBJECT: Liability, Auto, Property, and Workers' Compensation insurance for Fiscal Year 2048-09 RECOMMENDAjTION: It is recommended that the Council authorize the Interim City Administrator to execute liabiluty, auto, property, and workers' compensation insurance contracts with City County Insurance Services (CISj for fiscal year 2008-09 which will include an increase in the liability coverage limit to $10 million. BACKGROUNp: Annually, the City's Agent of Record, Huggins Insurance Services, solicits quotes from potential insurance companies to insure competitive pricing on the City's liability, auto, property, and workers' compensation insurance needs. DISCUSSION: Once again, public entity insurance continues to be a difficult market in which to secure liability coverage with CIS being the only insurance resource within the State willing to provide the City with the necessary coverage for exposures that are unique to government entities. The liability insurance quote from CIS provides coverage for general liability, auto liability, and auto physical damage. Our current liability coverage limit per occurrence is at $5 million, however, this year CIS is offering a $10 million coverage limit due to the Oregon Supreme Court's ruling in the Clarke vs. OHSU case involving tort limits. Even though this particular case involves medical malpractice, the impact of this decision on cities remains unclear. As a result, CIS has increased their minimum coverage limit of $3 million to $5 million for all covered members which is reflected in their quote for coverage. If no changes are made to ovr current coverage level, the CIS quote is $15,362.91 less than what we paid in fiscal year 2007-08. This decrease in premium is a result of CIS obtaining a price decrease for r~i~surance. 8y Er~creasing the coverage limit to $10 miltion, the City will pay an Agenca Item ReviP~ti^r: City Administrator ~, City Attorney Finance 76 OR LIQUOR CC LIQUOR LICE TROL COMMISSION SE APPLICATI __-~ FAID__~ ~~~! , ~aY ~ s ~~•r~~ LICENSE TYPES R Full On-Prert~ses Sales (~402.60/yr) ^ Commercial Establishment O Ca#erer ^ Passenger Cancer ^ Other Pubic Location ^ Private qub ^ Limited On-Premises SB~es (~202.60tyr) ^ OA-Premises Sai~ (;1 tpOlyr) ^ with Fuel Pumps ^ Brewery Public House (lf252.60) ^ iMnery (S25t3lyr) ^ Other: ^ Individuae ^ Lizrtited 1. Applicant(s): [3ee © ~ESTAURII uTiE AcTiaNS _ __ iiil Chance Ownership ^ New Outlet ^ Greater Pt~iviege ^ Addif~nal Privilege ^ Other Limit L abi nY By: ~~~~~~~ Per ^ Cortsoration 1 ~ the t3uide} ~ cou~rnr usr< a~ltr or county commission: (Harris of r~'ty or +tY) recommence that the itcenee he: Granted ^ Denied Name: Title: orcc usE oN~ Appl~ation Recd bye ~.,,~ Date: i u~-~ 90-day authority; ^ Yes ^ No ® ~ 2. Trade Name (dba):-~~~.' ~,;S~ tom, ~ ~1'~t`~~L~ __ 3. Bus~ess Location: ~~~ ~ ~- z C'JFJi t '~ /_ ti~ 4. Bus~ess Mailing Address;r-~5 ~ `~D t.1 ~ ntanbeir, sfieet. rurd route) 5. Business Numbers: ('-'~) " lf~ 1- cdn-> LoS cA~3~CA~~~ _ A~tai~ CUB. ~~o~ ~-~ c~ tai «~} (state) tom' oodel S~4i-n 8. is the business at this location currently Nc~nsed by OLCC? ~(es ^No tom) __t ~ / 7. If yes to whom:~Gt~rs t0. [~ v~ .Yr Type ~ License:, t'U~[ ~~? P~'~rM7r52,. ~'_~ ~ 8. Former Business Name: ~~ ~ ~' S 1~ 4-X ~ c~cZ ~ ~ts ~g V c~ 9. Wql you have a manager? J~les ^No Name: (manager rrn~et ~ out a~n ir~dArldual hielottty form} 10. What is the Local governing body where your business is located? ~+ ~Y o~ ~(~ biJcr'! !! ` {narr~ of c#yr or oourriyj 1 t .contact person for this application: ~cl f o ~. 1~c~l~a- 5~i 3 '-gad - a9 7 `~ " _ (? _ t~+4 rsturrber(s} I understand that if my ant~wera an not trw and corr~plete~ the t7LCC may deny m)f Ncense a licadon. App1i Sl s} aid Date: ~ , ~ ~ 'Y ~- Date ~ «o~ t~ t ~i911 QON'~ ate ~ ©ate ~ MAY Z B 200~ate ~ -soo.~a~~-o~.cc ~s~zZ) www.otac abrM.orws g~„~M R~QtQNAL Ql~FtGE 75 Honorable Mayor and City Council June 23, 2008 Page 2 additional $7,000 premium which still results in a cost savings of $8,362.91 for fiscal year 200-09. This year, CIS is also offering a Liability Re#ro Financing Plan to the City which is similar to a Workers' Compensation retro plan in that. the premium paid to CIS initially is less than a traditional guaranteed cos# plan but the City pays first dollar costs on claims up to a maximum level of 17.5% over the guaranteed cost. Staff is recommending that we continue with the guaranteed cost plan this year and do a more in-depth analysis of the retro plan over the next several months to determine if, in fiscal year 2009-10, this type of financing plan would be beneficial to the City. In regards to property insurance, Huggins insurance did receive a quote from Lexington Insurance for approximately $75,000 and one from CIS Insurance for $65,247.97. The CIS quote is $5,172.93 higher than the current year's premium, however, it should be noted that CIS did perform an in-depth appraisal of all City property in January 2008 and the exposure limits on City buildings, contents, computers, and equipment increased by approximately $12.8 million. It is recommended that the City continue to insure our property under the CiS program. Lastly, CIS continues to be the best source of Workers' Compensation insurance for the City. The estimated contribution, before adjustments are calculated, is only about $500 more in fiscal year 2008-09 due to the increases and decreases in NCCI pure rates for each class code even though estimated payroll for 2008- 09 increased by $b38,403. Additionally, the City's experience modification rating for 2008'09 has decreased from .94 to .85 which is calculated on payroll and claims experience data for the period of July 2004 through June 2007. The City has been on a retro plan for workers' compensation far several years and we have experienced a substantial cost savings over a guaranteed cost plan. For fiscal year 2007-08, total incurred (both paid costs and reserves) as of May 31, 2008 totals $46,014. This amount, along with our initial premium of $81,254.52 results in an estimated annual premium of $127,2b8 which is well below the break-even point over a Guaranteed Cost Plan for 2007-OS estimated at $185,444. Based on the City's prior year elections to utilize the retro plan, CIS has provided the City with a quote on the retro plan only and, with the reduction in the experienced modification rate, the City's initial premium will be reduced by $8,010.49 for fiscal year 2008-09. FINANCIAL. IMPACT: For fiscal year 2008-09, the estimated premium, which includes fihe increased liability insurance coverage limit and increased property values, for liability, auto 77 Honorable Mayor and City Council June 23, 2008 Page 3 and property insurance is $197,949 which is a 2.1% decrease in the premium paid in fiscal year 2007-08. The estimated base premium for workers' compensation coverage under the retrospective plan is $73,244 which is a 9.9% decrease from the fiscal year 2007-08 base premium. 78 pity of Vvoodburn 7%1I08-09 Insurar~ce Prc~posai with prior year comparison Line of Coverage 7M/07-08 Premium 07/p1/08-09 Quote 7/1107-08 Exposure 711!08-09 Exposure Notes General Liability $110,149.00 $94,786.09 per schedule on fife per schedule on file $5,000,000 limit Auto Liabilit y $20,421.08 $20,141.47 138 autos 128 autos $5,000,000 limit Auto Physical Damage $15,942.14 $14,939,94 138 autos _ 128 autos comp/cola per schedule Propertyl$1,000 ded. $55,505.91 $59,863.85 . $60,840,600 ' __ $73,692,619 B~dgs, contents, EDP, equipment Equipment Breakdown $4,569.13 $5,384.12 included included _ ess: multi-line discount {$4,489.99) __ -$4,166.26 __ . Totals ;202,097 $190,949. _ _ __ _ __. -. __ Workers Compensation 7t1I07-08 Term 7J1l08-09 Quote ____ 07/08 Total Payroll 08109 Total Payroll Retro Plan $81,254.52 $73,244.03 , {current plan) $7,828,762 $8,467,165 Guanranteed Cost Plan $180,786.00 not quoted. ___ _- above premiums include multi- _ _ __ line credit _ _._ _. Experience Modification 0.94 _ __ . ...._ ................ . ._ 0.85 . Optional Property Quote: ____ _ _ - __ _ __ Lexington Insurance: Quoted $75,000 approximate annual premium . Optional Retro Program far Liability ,,Three Options A~aiiable {see accompanying illustration} 65°!°min1117.5°i° max 75°l° min/112.5% max 85%min1107.5°I° max Optional Increased Liability $10,004.000 Limit = $7.000 Additional Premium 79 06ft7f2008 TDE i:46 FAX 503"!633900 CIS Salem 3rd floor t~oo6rols ~~ G O UAL ~,~ ~~ ~,~ Property andlc~r Liability Proptasai Summary i w s ~ Member Propertyfliability Agent City of Woodburn Huggins ins Snrc, inc. 270 Montgomery St. PD Sox 270 Woodburn, OR 97071 Salem, DR 97308 Member al< Effective Date Expiration Date Propasa~l Date 10239 07101!?048 07101/2009 61i7lZ008 7:29 AM Coverage Initial Contribution General Liability LIMIT: 35,000,000 310lS,317.88 Auto Liability 322,379.41 Liability Total Auto Physical Damage Property {Excluding Electrical injury) Boiler and Machinery (Includes Equipment BreakdownlElectrical in{ury) Optional Excess Earthquake Optional Excess Flood Optional Excess Crime Annual Contribution Muki Line Credit Direct Discount Tots/ (This is not sn /nvoJce. Jnlorni:tfon o~/y.1 City County insurance Services i 212 Court St. NE Salem, Oregon 97301 (503) 783-3800 or (800) 922-2684 voice {503) 763-3900 fax 3127,697.29 316,599.93 364,015.39 35,384.12 32,500.00 30.00 30.00 3216,196.73 {34,186.26 {sz1,OS1.as~ 3190,949.21 80 06!17/2408 TUE 7:47 Fnx 5D37b33940 CIS Salem 3rd floor 0047/019 .~ ~~~ ~. City County lnsut~ance Se~'ti-ices Z `= W Liability and Auto Coverage G s~ ~qNC[ 5E? Oti11712008 7:27 AM This Proposal goes Mot Bind Coverage *Refer to Coverage Forms for terms, conditions, and limitations of coverage. Coverage Period: 7/1/20p8 through 7/1/2009 Member City of Woodburn 270 Montgomery St. Woodbum, OR 97071 Propetty/Liabillty Agent Huggins Ins Srvc, lnc. PO Box 270 Salem, OR 97308 This roposalls provided for only those coverages indicated below. 'Public Entity Liability Coverage Including: Per Occurrence Limit Arn-ual Aggregate Per C)ccurrenca Deductible J SIR Aggregate Deduct Reba Program General Liability SS,000,000 l~r None None Employment Practices Liability Included lncludad None None Employee Benefits Admirr Liability Included included None None Public Officials Liability Included Included None Nona AOA Liability fnCfuded Incfudad None Nona Fair Housing Act Liability Included Included Nana Nona Law Enforcement Liabilby Included lncluddd None None Ethics Complaint Defense 52,500 55.000 None Nona Pesticide /Herbicide Application $50,000 Nane None Auto Liability 55,000,000 None Nane Nane Non-Owned /Hired Auto Liability Included None Nona Nane Uninsured Molorisl 5100/5500 Nave Norte Nana Auto Physeeal OamaBo Per Schedule Per SChedtee Per Schedule Per Schedule Annual Contribution X144,297 To affect coverage, pleas sib, data and return this. form bsfare requastM sffectivs date. Fax is aacepbbla. Accepted by: Authorized RepresentativelAgent Date: 81 {76I11I2008 2tJE 7:47 FA% 503763390© CIS Salem 3rd floor 1048/019 ~.f~ ~ ~1~ Cf)Ut1~~ I~Slit'~~1C@ $i@i"ViC~S ~, ~ Property Proposal. G! a 1MCe 5~a 06!17!2008 7:27 AM This Proposal Doea Not Bind Coverage Refer to Coverage Forms for terms, conditions., and limitations. of coverage, Coverage Period: 7I1/24C}8 through 7/1120p9 Member City of Woodburn 270 Montgomery St. Woodburn, OR 97071 PropetftylLiabidity Agent Huggins ins SrfVC, inc. PO Box 270 Salem, OR 9730$ Coverage Limits (Per currence}:• &dtdrngs (ptr Statement. of Values? $$4,525,'!83 Contents (per 5taternent Of Values] $T,1t37,456 Mobr7e Equipment (per Statement of Values} $2,000,85T Earthquake $5,444,400 Excess Earthquake -Coverage applies only if coverage IimH ~ sriown. $5,004,400 Flood $5,000,004 Excess Flood -Coverage appf!!ea only if coverage Iimit is showm. $0 Combined loss of Rsvenus and Rental Vslue 8150,004 Combined Extra Expensb and Rental Expense 5250,440 Property in Trans4 $154,444 Hired, Rented or 8arrowrld Equipment 5150,004 Restoration !Reproduction of Books, Records, etc. $100,000 Eltdronic Data Restoration 1 Reproduction j/04,000 Pollution Cleanup 525,040 Cru»e Covtrage $84,040 Police Dags (i[ scheduled) 5'tS,c~S Off Premkes Service Interruption 5104,400 Mlscettaneoua Coverages $5p,o44 Personal Property at Unscheduled locations st g,t,~o Personal Property of Employees or Volunteers 575,4fx) Unscheduled Fine ARs $104,004 Extra hems (if any}: None ~0 Locations Coverod: Per Statement of values on file with CIS. Perib Covered: Risks of Direct Physical toss subject to the terms, conditions and exclusions of the CiS Property Coverage Agreement. iDeductibles: $1,000 Per occurrence on scheduled buildings and contents. 51,000 Per occurrence on schedu{ed mobile equipment. EaRhquatce and Flood in other than Zones A arx! V; 291, at combined value of "unks" damaged, subject ~ s i5,00o minimum and 550,444 maximum. Flood 1n arty A or V 20rtes is axotss crf maximum anaaitabN through NFIP or it not eligib~ for NFIP c:overspe, excess d 5500,000' any ons occurrence. Total Property Contribution; 566,515 Ta effect coverage, please sign, data and return this form before requesWd effective date. Fax. is accaptabis. Accepted by Authorized R+-prosentathroiAgent 82 oats: 06!17!2008 TUE 7:87 EAS{ 5037633900 C15 Salem 3rd floor ®0091019 ~~~ COr~~l ,~ ° <, Ci#y County Insurance Services s ~ Bailer and Machinery Pr©posa! *,~ ~y. Equipment Breakdown / Electrical injury Coverage N~ E SE 08111/2008 7:27 AM This Proposal' i3aes Not Bind Caversgs Refer to Coverage Forms for terms, conditions, and limitations of coverage, Goverage Period: 7!112008 through 7/1/2009 Member City of Woodburn 270 Montgomery St. Woodbum, OR 97071 Prap+~rtyltf:bl8ty Agent Huggins tna Srvc, lnc. PO Box 27'0 Salem, 4R 973{18 Covered C}bjects~ Bolter, pressure vessel, mechanical and electrical objects. Coverage: Refer to Equipment Breakd~nrn Endorsement for coverage description. Limits: Property Damage Rental Value Aa per Steterrrent of Values for buildings and contents filed by thee. MEMBER with the Trust ar 550,000,000, whichever is less. Extra Expense Drying out following a fbad Hazardous Substance Computer Equipment Data Restoration Portable Equipment Perishable Goods CFC Refrigerants Service Interruption Expediting Expense Demolition and Increased Cosr of Construction Deductible: ;9,Q04 Limits: Per Statement of Values on file with C1S Contribution: 55,384 Included in Property. Damage included in Properly Damage {ncluded in Pro~rty Qamage $50,000 $300,000 51 t3o,0o0 $1 x,000 5100,000 Si 00,000 325~,oa0 3250,000 51,Ot)0,000 To effect coverage, please sib, date snd return this forme before roquestt+d' effective dab. Fax is acceptAbte. Accepted by: Authorized 'Representative/Agent Date: 83 ~~ti7;z008 TUE 7: 4H FAX 503~6339p0 CIS Salem 3rd flgor ,~ "'~ ~ CIS Paid Loss Retrospective Plan ' far City of Vltoadburn Z ~ W ~ .. ~ V *~h{.E ,~~~ Payroll Qlsptay and Contribution Estimate I Clasa Code Description Payroll Manual Rate Contribution 5191 Off ice Machine Installation, tnspection, $174,210 0,83 $1 445 94 Adjustment or Repair , . i 5506 Street/Road Maintenance $379,348 7.56 $30,196:10 1 7382 Transit $179,883 4.01 $7,213,31 7520 Water $52$,391 4.75 $25,098.57 7580 Sewer $526,989 3.87 $20,394.47 7720 Law Enforcement $2,193,418 4.10 $89,930.14 8380 Garage/Shop $44,443. 3.02 $1,342.18. ~ 8411 Public Safety Vofiunteers $41,600 0.77 $324.32 8742 Public Refiation~JFeld $191,311 0-2 $535 67 RepslCollectors/Messengers , 8742V Volunteer Boards/CommissionslPubGc Officials $0 0 28 . . $0.00 1 8810 Clerical $1,980,493 0.19 $3,762.94 881 OV Volunteer ClericallLibraryl911 Operators $9,000 0.19 $17,10 j 8820 1 AttorneystJudgest6ailiffs/Court Clerks $185,913 0.17 $316.05 8831 Animal ControllC}og Catchers $111,217 1.26 $1,441.33 9015 Building Maintenance & Lifeguards 5546.738 3.0 $16,675.45 9102 Parks Maintenance $4&5,$62 d.00 $1$,634.48 9402 Street/Sewer Cleaning 8 Snaw Rernoual $43,836 5.95 $2,:608.24 9414 MunicipaflCounty Employees NOC $864,515 1.45' $12,535.47 Estimated Manual Corrtributian $232,427.76 Increaieerd limbs Factor x 1.03 Experience Rating Madifica~on Factor x 0.85 Estimated Standard Contribution _ $203,490.50 7ransitk,n Adjustment x 1 p0 Estimated Adjustsd ContNbution = ~' $203,40.50 Initial Contribution Factor x 0.350 State Assessment i4.8Q96) + $9, 787.54 SIIui~Lina Credit - 54,069.81 Risk Management Albwanc• - $3,695.38 Estimatad ~nua1 Contribution = 573,224.03 ~o~~~az~ Bets. 0.7$ 7.18 3.Bf 4.27 3.48 3.69 2.72 0.89 0.25 17.25 a. ~ ~ 01.17 0.15 t, 73 2.74 3.80 5.35 9.30 'Budget Rate"and "Budget Estimate" `budget Rate"is intended as a simple option for you to easily calculate "Budget Estimate" by ctess of etnpbyee gnd/or volunteer Unlike the manual rate shown above, it has been modisred by alt applesable rating factors, tlistx~unts and assessment. Oue to rounding of decimal points, "Budget Estimate" of all class codes does not equal Estimated AnnuBt Contribution. 84 ~- _ W N 1n....f,. artd "RN9 ~ ~-~ June 23, 2008 TO: Hdnorable Mayor and City Council through City Administrator In Capacity as Local Contract Review Board FROM: Dc~n Brown, Public Works Director SUBJECT: Ar~rard of Construction Cantract for Resurfacing Various Streets 8 Sidewalk Improvements on Brown Street RECQMMENDA'TI4N: That the City Council award the construction contract for resurfacing and sidewalk improvements to the lowest responsible bidder, Parker Northwest Paving in the amount of $365,265.90. BACKGRQUND: The contract is in conjunction with Project 2006-012-27, Bid No. 2008-08 for the resurfacing improvements on Brown Street, Oak Street, Elana Street, Kelowna Street, Ben Brown Lane, Elana Way, Brandywine Court and Kelowna Court. Street resurfacing will include repairs to areas of surface failure, placement of paving fabric and installation of 1'/~" asphaltic concrete wearing surface. The project also includes a five foot wide curbline sidewalk installation on the east side of Brown Street from approximately Bradley Street to Cleveland Street. Bids for the improvement were opened on June 3, 2'008. Six responsive qualified bid proposals were received. 1. Parker Northwest Paving $365,265.90 2. Cemex $372,400.85 3. Salem Road 8~ Driveway $398,398.75 4. North Santiam Paving $41 b,583.00 5. Roy L Houck Construction $430,981.45 6. Knife River $441,41 1.1 1 Engineer's Estimate $323,108.00 The recommended award is within 13% of the Engineer"s estimate. Agenda Item Review: City Administrator hl ..ro City AttarneyN~'~ Finance 1`2H 85 Honorable Mayor and City Council June 23, 2008 Page 2 At the bid opening the bid proposal received from Cemex was identified as the apparent low bidder for a total project amount of $272,485. Parker Northwest Paving was indentified the apparent second low bidder with an amount of $355,765.90. In checking the proposals, staff found errors in both Cemex and Porkers Northwest Paving proposals. Cemex made a $100,000 error in addition of the extended cas# to establish the subtotal in schedule "A" of the proposal, which when corrected adjusted the project total to $372,400.85. Parker Northwest Paving made a $9,500 error in addition of the extended prices to establish the subtotal in schedule "B" of the proposal, which when corrected odjusted the project total to $365,265.90. Both bidders have been notified of the errors in the proposal. The recommended bidder and bid amount is based on clerical errors being corrected by staff. DISCUSSION: The cost of the sidewalk improvement on Brown Street is shared between the City and the developer of the Boones Crossing Development. As a condition of land use approval, the developer was required to cast share in the amount of $40,000. The cost share monies have been received by the City. The resurfacing improvements have been identified in previous Capital Improvement Programs bvt have been delayed due to a number of reasons. Brown Street resurfacing and sidewalk has been delayed because of a proposed sanitary sewer force main improvement to be installed within Brown Street by the developer in conjunction with the Boones Crossing Subdivision. The force moin has yet not been installed and staff has put the developer on notice that the resurfacing project will not be delayed further. The developer is working with staff to gain plan approval and complete the installation of the force main prior to our resurfacing project. The contract award is in conformance wi#h public contracting laws of the State of Oregon as outlined in ORS Chapter 279C and the laws and regulations of the City of Woodburn, therefore, staff is recommending the contract be awarded. FINANCIAL IMPACT: The project will be funded using approved resurfacing/maintenance budget in Street Fund (140) and City Gas Tax Fund (1~9j. The sidewalk improvements will be funded using the $40,000 developer contribution and $40,000 Traffic Impact Fee Fund (376} as identified in the 08/09 fiscal budget. 86