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Agenda - 05/11/2009KATHRYN FIGLEY, MAYOR C ~ TY 0 F W 00 D B U R N DICK PUGH, COUNCILOR WARD 1 ~. MEL SCHMIDT, COUNCILOR WARD II M ]~ AG>~NDA PETER MCCALLUM, COUNCILOR WARD III ~I'TY COUNCIL JAMES COX, COUNCILOR WARD IV e FRANK LONERGAN, COUNCILOR WARD V MAY 11 ~ ZOO7 ~ 7.00 P•M• KRISTEN BERKEY, COUNCILOR WARD VI CITY HALL COUNCIL CHAMBERS - 27O MONTGOMERY STREET 1. CAII TO ORDER AND FLAG SALUTE 2. ROIL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: None Appointments: A. Council Goal: WDO Focus Group 4. PROCLAMATIONS/PRESENTATIONS Proclamations: A. Public Works Week May 16-23 Presentations: B. Council Goal: Sign Focus Group Update 5. COMMITTEE REPORTS A. Chamber of Commerce B. Woodburn School District 6. COMMUNICATIONS None. 7. BUSINESS FROM THE PUBLIC -This allows the public to introduce items for Council consideration not already scheduled on the agenda. 8. CONSENT AGENDA -Items listed on the consent agenda are considered routine and maybe adopted by one motion. Any item maybe removed for discussion at the request of a Council member. "Habra interpYetes c~isponi~~es Para aque~~as personas que no ~jab~an Ing~es~ previo acuerc~a Comuniquese a~ (503) g8o-2q.85." 1 2 May 11, 2009 Council Agenda Page i A. Woodburn City Council minutes of April 27, 2009 ~ Recommended Action: Approve the minutes. B. Audit Contract Renewal 13 Recommended Action: Authorize the City Administrator to sign the attached contract with Boldt, Carlisle, and Smith, LLC. for audit services. C. Award of Construction Contract for North Front Street 16 improvements, Phase II Recommended Action: That the City Council, acting as the Local Contract Review Board, award the construction contract for the North Front Street Improvements to Kerr Contractors, Inc. in the amount of $2,431,614.92. 9. TABLED BUSINESS None. 10. PUBLIC HEARINGS A. Woodburn Parks and Recreation Master Plan 18 Recommended Action: Continue Public Hearinc~to June 22, 2009 11. GENERAL BUSINESS -Members of the public wishing to comment on items of general business must complete and submit a speaker's card to the City Recorder prior to commencing this portion of the Council's agenda. Comment time maybe limited byMayoral prerogative. A. COUNCIL GOAL: 19 Council Bill No. 2774 - A Resolution Establishing a Woodburn Business Improvement loan Program Recommended Action: Approve the attached resolution authorizing the City Administrator to sign an agreement between the Mid-Willamette Valley Council of Government jCOG) and the City of Woodburn to provide services for a business loan program. B. COUNCIL GOAL: 28 Community Garden Agreement Recommended Action: A rove use of Cit owned ro ert vacant lot located across from City Hall, on the southwest corner of 1st and Cleveland streets), for a community garden and authorize the City Administrator to sign a lease agreement May T ?, 2009 Council Agenda Page ii with Community Sun Gardens. C. Revising Special Event Policies 32 Recommended Action• Adopt the revised Special Event Policies, which govern large events located in City parks. D. Council Bill No. 2775 - An ordinance adopting new special 53 event permit fees for inclusion in the 2007-2008 Master Schedule and repealing all special event fees that are inconsistent with this ordinance. Recommended Action• After providing an opportunity for interested persons to comment, approve the attached ordinance setting the fees for Special Events Private at the same level as the Special Events Commercial. E. Council Bill No. 277b - A Resolution to Establish a local 56 Improvement District for Ironwood Subdivision for Street Trees and Sidewalk Repairs Recommended Action: ~ 1 A~provethe Engineering Feasibility Report X21 By Resolution establish an intentto improve by Local Improvement District (LID) the Ironwood Subdivision for the replacement of street trees and repair sidewalks. F. Council Bill No. 2777 -Resolution to Install a Traffic Control 85 Change on Lawson Avenue ~~:... Recommended Action: Adopt the Resolution. G. Council Bill No. 2778 - A Resolution to install a Stop Sign at 89 Meadowvale lane and Hermanson Street Recommended Action: Adopt the Resolution. H. Council Bill No. 2779 - A Resolution initiating vacation of 93 Broadway Street between A Street and B Street Recommended Action: Adopt the Resolution. I. Mill Creek Greenway Phase I Project 98 Recommended Action: Receive the update. 12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS -These are Planning Commission or Administrative Land Use actions that maybe called up by the City Council. None May 11, 2009 Council Agenda Page iii 13. CITY ADMINISTRATOR'S REPORT 14. MAYOR AND COUNCIL REPORTS 15. ADJOURNMENT May 11, 2009 Council Agenda Page iv ~~'~, DBU ~ tnr~,yr~n+~d 1,Q ,Y? TO. City Council FROM: Kathy Figley, Mayor ~ ~' May 11, 2009 SUBJECT: Focus Group Appointments -Woodburn Development Ordinance Council has discussed the need to evaluate the Woodburn Development Ordinance (WDO), which contains the City's land use standards and procedures. The purpose of the focus group will be to provide input as changes are evaluated and move forward to the Planning Commission and City Council. Individuals are selected according to their background, interest, and recent experience working through the City's processes. The following appointments are made and subject to the approval of Council. Focus Group -Woodburn Development Code (land use and procedures) Jim Cox Dick Jennings Dave Christoff Tom Flomer Durrell Crays George Brice (Kristie Glson~ John Baker or Jim Swee Ken Triplett or Gene Wellman City Council Planning Commission Realtor Downtown business owner Resident Commercial builder Residential builder Commercial builder Separately, the WDO focus group on sign standards is meeting with Jim Hendryx, Communi#y Development Director, and has begun evaluating the WDO standards for signs. Agenda Item Review: City Administrator City Attorney ' " ~ " Finan PROCLAMATION Public Works Week 2009 in Woodburn Whereas, public works services provided in our community are an integral and necessary part of our citizens' everyday lives; and Whereas, the health, safety, comfort and economic vitality of this community greatly depends on the facilities and services such as water, wastewater collection and disposal, transportation, street, building and parks maintenance, etc. and Whereas, the Quality and effectiveness of these facilities, as well as their planning, design, and construction are vitally dependent upon the efforts and skills of the public works officials; and Whereas, the of f iciency of the qualified and dedicated personnel who staf f public works departments are materially influenced by the people's attitude and understanding of the importance of the work they perform; NOW THEREFORE, BE TT RESOLVED, that I, Kathy Figley, Mayor of the City of Woodburn, Oregon, do hereby proclaim MaX 16-23, 2049 as "PUBLIC WORKS WEEK" in Woodburn, Oregon, and call upon all citizens and civil organizations to acquaint themselves with the problems involved in providing our public works and to recognize the contributions that public works officials make every day to our health, safety and comfort. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Woodburn to be offfixed this 29`h day of Apri12009. ~ ~ Kat Figley Ma or City of Woodb 2 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING Q001 D_ COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 27, 2009. CONVENED. The meeting convened at 7:05 p.m. with Mayor Figley presiding. OOlS ROLL CALL. Mayor Figley Present Councilor Berkey Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Pugh Present Councilor Schmidt Present Staff Present: City Administrator Derickson, City Attorney Shields, Assistant City Administrator Stevens, Acting Police Captain Alexander, Public Works Director Brown, Community Development Director Hendryx, City Recorder Tennant 0056 APPOINTMENT: STAKEHOLDER'S WORKING GROUP FOR HIGHWAY 214 ENVIRONMENTAL ASSESSMENT. Mayor Figley appointed the following individuals to serve on the Stakeholder's Working Group: Pete McCallum (Councilor Ward 3},Jim Cox {Councilor Ward 4), Brad Hutchinson (Planning Commissioner), Paul Iverson (Woodburn Fire District), Chief Blevins /Officer Mike Araiza (Woodburn Police Department), Eric Swenson (Principal French Prairie Middle School}, Kristy Olsen (Brice Corporation), and Jessy Olson 1 Jerry Ambris (Farmworker Housing Development Corporation}. Councilor Schmidt stated that the City is not responsible for the requirement of an environmental assessment which costs approximately $$00,000. Public Works Director Brown explained that the assessment would cost approximately $653,000 and $700,000 has already been budgeted. The City and ODOT entered into an intergovernmental agreement in which ODOT is responsible for $550,000 and the City is responsible for $200,000. Councilor Pugh stated that ODOT has a right to defend their state highways. Councilor Cox addressed Councilor Schmidt's concern about the environmental impact study and agreed that the cost may be unnecessary. However, he stated that the public input from the stakeholders working group was worth the cost of the assessment. Councilor Schmidt agreed that public input is important but believes that the study is expensive and would rather put it into construction costs. PUGH/LONERGAN... approve the appointments. The motion passed unanimously. Page 1-Council Meeting Minutes, Apri127, 2009 3 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING 0306 PROCLAMATION -NATIONAL WATER SAFETY MONTH. Mayor Figley read a proclamation declaring the month of May 2009 as National Water Safety Month within the City. PROCLAMATION: OREGON COMMISSION ON HISPANIC AFFAIRS. Jose Ibarra, Chair of on Hispanic Affairs, read a resolution on behalf of the Oregon Commission of Hispanic Affairs honoring Woodburn Police Captain Tom Tennant, Oregon State Police Senior Trooper William Hakim, and Woodburn Police Chief Scott Russell for their many years of service and extending condolences to their families. 0583 PRESENTATION: BUSINESS ASSISTANCE PROGRAM. Community Development Director Hendryx presented an overview of the City's housing rehabilitation program from the late 1980's through 1990's. Funds were received through the Community Development Block Grant Program and provided zero to low-interest loans to citizens of eighty percent of median income. Funds that are repaid are divided into two categories, restricted ($453,000) and unrestricted ($221,000). Restricted income are funds received aver 1993 that must be put back into a housing rehabilitation program. Unrestricted income are funds received before 1993 that can be used in any way the City chooses. The City is proposing to enter into an agreement with the Mid-Willamette Valley Council of Governments (COG) to manage the housing rehabilitation program. Administrator Derickson explained that there had been a rule change several years ago that requires housing rehabilitation programs to work with a regional organization. COG serves as Marion County's administering organization. Community Development Director Hendryx explained the City's outstanding funds and the cun~ent restricted and unrestricted funds. Currently, the City has approximately $220,000 in unrestricted funds that it can use for any purpose it chooses. Staff has proposed using the unrestricted funds for a sustainable program that generates reoccurring revenue, such as Business Assistance Grants for any local businesses, downtown businesses revitalization, storefront improvement grants and loans, business incubator loans, or grants and loans for Business Plan Development. Councilor McCallum asked if Woodburn businesses would have to compete with other businesses outside of the City for the City's unrestricted funds if it entered into an agreement with COG. Community Development Director Hendryx explained that the program funded by unrestricted income would be for Woodburn-only businesses. Councilor Cox asked that if the City would set the criteria for the loan program if COG is the administrator. Community Development Director Hendryx explained that the City would setup criteria and COG and local lenders would determine who would receive the funds. Administrator Derickson stated that COG is an economic development organization with access to other financial sources that they maybe able to supplement our program and Page 2 -Council Meeting Minutes, April 21, 2009 4 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING leverage private resources into loan or grant packages for local businesses. City Council would establish the criteria for the program. Councilor Cox inquired of role of the lending institution. Administrator Derickson explained that the resources would allow viable businesses the opportunity to receive more traditional loans by leveraging private funds. Councilor Pugh stated that the City had a housing program in early 1990's that was vent' successful and he is in support of this grogram. Councilor McCallum asked if lending institutions would be restricted. Community Development Director Hendnyx stated that the program would be open to any bank. The lending institutions would work with COG to create lending packages for the program and the funds would be used to bridge whatever is necessary to receive the traditional packages. Councilor Cox asked if the policy decision should Drily be directed towards business assistance. Administrator Derickson stated that the City has also proposed that approximately $420,000 would be put towards housing rehabilitation administered by CC~G. The City will also ask COG to apply fora $500,000 block grant. Mayor Figley stated that reinvestment is important and allows money to re-circulate within the business community. Administrator Derickson stated that the purpose of the presentation was to inform Council of stars proposal. 3572 PRESENTATION: OREGON HIGHWAY Z14 BROUGHTON WAY TO PARK WIDENING. Allen Fox, ODOT, began his presentation on Highway 214 to be followed by a quarterly presentation. Mr. Fox introduced his colleagues Michael Morales, Environmental Project Manager with ODOT, and John Statesman, Consultant Project Manager. He gave an overview of the project and the Environmental Assessment for the widening of Highway Z 14 and explained that because it was a borderline project with minimal environmental impact, the City would not need an Environmental Impact Statement which is more detailed. He stated that the Environmental Assessment and Stakeholders Working Group would be used as the planning foundation for the project. There are several key issues that OD4T has identified; a crosswalk neaz the police facility addressed in an intergovernmental agreement that will require Woodburn to pay for the construction and maintenance costs, an archeological site and wetlands area, a possible impact to parks or public space at school sites that ODOT will mitigate with the school district, a potential new traffic signal at Fifth Street that will be readdressed as a long range project plan and Access Management Plan, and noise issues with residences living in Senior Estates near Broughton Way. OD4T is currently attempting to incorporate a crosswalk with pedestrian activated warning signal near in the police station into the advanced plans of the Sidewalk Project. Page 3 -Council Meeting Minutes, April 27, 2009 5 COUNCIL MEETING MINUTES APRIL 27, 20ti9 TAPE READING Public Works Director Brown stated that the Sidewalk Project is delayed until right-of- way isobtained from Union Pacific Railroad but may begin late summer. Allen Fox stated that he had attended a meeting with principals in the project and they are hopefizl to begin construction on the crosswalk this fall. He reviewed the major phases and timeframe of the project which included project planning, technical reports, meetings with the Project Development Team for a preferred alternative, proposal to the regional manager for final decision, and a public hearing, David Evans, the project consultant, and a Stakeholder's Working Group will identify issues and represent the public. There will also be open-house style meetings for public input. 5852 PRESENTATION: OREGON HIGHWAY 214 CROSSWALK AT PARK AVENUE. Public Works Director Brown stated that the negotiation for the project was in process when testimony was taken at the prior meeting and he is glad that ODOT has agreed to a pedestrian activated, yellow flashing signal at a crosswalk at Park Avenue. 1845 PRESENTATION: HIGHWAY 99E RESURFACING PROJECT (Aurora to Salem ~i..r. Pavia . Tony Snyder, Consultant Project Manager with ODOT. Mr. Snyder stated that ODOT had originally scheduled resurfacing construction on Highway 99E in 2007 but a perceived pedestrian safety problem slowed the project and ODOT funds were redirected. He stated that since the time of the original paving plan, there had been a court casein Bend, Oregon that required ADA replacement ramps with major paving projects. There would be eighty required ADA ramps between Salem and Aurora, The project has been broken into two phases-Phase I would include pavement and bid would begin May14, 2009 and Phase II would include the Young Street intersection with construction expected in summer of 2011, dependent onright-of way acquisition. The project will begin in Aurora and end in Salem just south of Lancaster with five no-pave areas. The Young Street intersection area has been selected as a no-pave area since it is included in the Phase II for the improvement project. During the project the contractor will grind out and replace the old pavement, although it is unclear whether they will begin in the north or south. Construction for Phase I is scheduled for July to September 2009. There was discussion amongst Council and Mr. Snyder in regards to the ADA ramp requirements. Councilor McCallum stated that he has heard concern over projects that are delayed shortly alter they begin and questioned whether ar not the contract would hold the contractor responsible for a set start date. Tony Snyder stated that the contract allows the contractor one construction season to complete the project. He stated that he expects the contractor to be on the project consistently since they will have fifteen miles to resurface and if they go over the allotted time to complete the project they would have to pay liquidated damages. Page 4 -Council Meeting Minutes, Apri12?, 2009 fi COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING Councilor McCallum asked what procedures would be used to inform businesses of the project and the construction timeframe. Tony Snyder stated that their plan is to review the paving schedule and inform local municipalities of the schedule. They will try to have an article printed in the local paper and will work with the City to inform the businesses and homes along Highway 99E within the City. This project does not include any landscape or sidewalks but Phase II could include these items if the City would like to contribute. 3425 Community Development Director Hendryx stated that the City has applied for a TGM grant with ODOT that would focus on the appearance of Highway 99E. Tony Snyder stated that a number of communities have piggybacked onto ODOT projects and suggested the City look into performing their own project at the same time as ODOT which may be less restrictive and expensive. 6083 COMMUNICATIONS. Correspondence was received by Ms. Linda Mayer and Kathi Goodstein regarding the Master Plan and the Greenway, Project for further review at the following hearing. 6230 BUSINESS FROM THE PUBLIC. AI Sprauer, 245 Marshall St, Woodburn, OR 97071. Mr. Sprauer asked whether or not the pathway on Marshall Street would be discussed at the meeting. Mayor Figley stated that the hearing would be continued until the following meeting where he could testify, Administrator Derickson stated that he would also be willing to meet or talk over the phone to answer any questions he may have. 6460 CONSENT AGENDA. A) Approve the Council meeting minutes of April 13, 2009; B) Approve the Planning Commission minutes of February 26, 2009; C) Approve the Planning Commission minutes of Mach 12, 2009; D) Approve the Park and Recreation Board minutes of April 14, 2009; E) Accept the Building Activity Report for March 2009; F} Accept the Planning Project Tracking Sheet dated April 20, 2009; G) Authorize City Administrator to execute a Cooperative Improvement Agreement CIA} N0.25,169 with ODOT for Construction of the Evergreen Road Transit Facility; H) Award the construction contract for the Mill Creek Pump #2 replacement in the amount of $119,400.00 to Pacific Rim Contractors LLC; and I} Approve the Young Street Resurfacing Lane Configuration as provided in the Public Works staff report. Councilor Schmidt asked to remove Item I: Approve the Young Street Resurfacing Lane Configuration for discussion. COX/LONERGAN.... Adopt the Consent Agenda with the removal of Item I. The Page 5 • Council Meeting Minutes, Apri127, 2009 7 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING motion passed unanimously. Councilor Cox stated that he was initially concerned with the bike lanes and the change of on-streeet parking. However, he visually inspected the area and found only one residence that would be affected by limited on-street parking and realized that bicycle lanes would eventually be added, and would like to seethe project move forward. Tape 2 110 Councilor McCallum concurred with Councilor Cox's assessment. Councilor Schmidt stated that he has seen very little bicycle traffic but a lot parked cars and feels that residents and businesses have a right to comment before action is taken. Mayor Figley stated that she has observed a number of cars along the street on Sunday mornings, most likely due to overnight guests and church services. 338 Administrator Derickson explained that Young Street is a minor arterial with a higher traffic speed and in many cases on-street parking on arterial streets lead to pedestrian collisions and other safety issues. The City will notify residents of the project and attempt to change the feel of the street from a neighborhood street to an arterial street. Public Works Director Brown stated that he wanted to ensure Council supported the project and the striping was agreed upon sa he could complete the construction documents. He explained that the major change to Young Street would be a center turn lane and the elimination of on-street parking. If a center turn lane was added and traffic was reconfigured, written notice to property owners along the street would be required so residents could express their concerns. COXI MCCALLUM ... Approve item I on the consent agenda. The motion passed unanimously, 836 PUBLIC HEARING: CONTINUATION OF WOODBURN PARKS AND RECREATION PLAN. Community Development Director Hendryx stated that Council held the public hearing on April 1 b, 2009 which was continued for several reasons. Staff is requesting that hearing be continued until May 11, 2009. PUGH/LONERGAN...Gontinue public hearing to May 11, 2009. The motion passed unanimously. 921 COUNCIL BILL N0.2771-ORDINANCE UPDATING THE CITY ORDINANCE COMPILATION BY REPEALING CERTAIN UNNECESSARY ORDINANCES. Council Bill No. 2771 was introduced by Councilor McCallum. Recorder Tennant read the two readings of 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. 2771 duly passed. 1030 COUNCIL BILL N0.2772 -RESOLUTION ENTERING INTO AN AGREEMENT FOR HOUSING REHABILITATION SERVICES WITH THE Page 6 -Council Meeting Minutes, Apri127, 2009 8 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING MID-WILLAMETTE VALLEY COUNCIL OF GOVE~NTS. Councilor McCallum introduced Council BiII No. 2772. The bill was read by title only since there were no objections from the Council. Councilor Lonergan asked which fund COG would be paid from. Administrator Derickson stated that the annual dues are not derived from the housing rehabilitation fund and would be in addition to the administrative expense of the program. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2772 duly passed. 1139 REVISION OF RESIDENTIAL SYSTEM DEVELOPMENT CHARGES (SDCI. Community Development Director Hendryx explained that a number of jurisdictions have considered implementing a System Development Charges (SDC} Deferral Program for single family dwellings. The deferral program would delay SCD payments until issuance of final occupancy to stimulate building activity. Incidentally, there is a bill in legislature that may mandate the deferral statewide. Councilor McCallum inquired whether the fees would be reduced. Community Development Director Hendryx explained that the fees would not be reduced and there would be a lien on the property to ensure that the fees would be collected. Administrator Derickson stated that the SDC budget will remain the same with the hope that building will begin to pick up and fees could be collected the following year. Staff is asking Council to approve staff moving forward in changing how residential SDC's are collected, from building permit issuance to final occupancy. The City has budgeted money to review SDC methodology in fiscal year 2009.10 and any changes to the fees would be discussed after the methodology is adopted. There was discussion amongst Council and Administrator Derickson in regards to SDC methodology. Councilor Lonergan questioned whether the program was staffls proposal or one brought forth by developers. Community Development Director Hendryx explained his familiarity with the deferral program and its popularity with developers, and believes that there are enough safeguards intact to ensure that the fees will be paid. He also stated that the City Administrator is looking at many programs to stimulate the local economy. 1900 A ' 'strator Derickson stated that the City is looking at many programs to stimulate economic activity which will reach Council. Councilor Lonergan stated that he would like to see projects that have already gone through the planning process but have been delayed because of the economy, be given an opportunity to complete their projects. Community Development Director Hendryx stated that staff has granted extensions for projects that have already gone through the planning process. PUGHIMCCALLUM ...Adopt the resolution. 2054 Councilor Cox questioned why the City would limit to single family dwellings. Page 7 -Council Meeting Minutes, April 27, 2009 9 COUNCIL MEETING MINUTES APRIL 27, 2409 TAPE READING Community Development Director Hendryx explained that there are different ways for developers to pay SDC's, including the Bancroft process which allows SDC's to be broken over a span of ten years, which has seldom been used. Staff has erred on the conservative side by proposing the deferral to single family dwellings only. The motion passed unanimously. 2221 COUNCIL BILL N0.2773 -RESOLUTION DIRECTING THAT A ADO NOT ENTERS SIGN BE INSTALLED ON TUKWILA DRIVE AT N. BOONES FERRY RD AND DOTTED PAINT MARKINGS BE APPLIED; THAT STOP SIGNS BE INSTALLED ON SECOND STREET WHERE IT INTERSECTS GRANT STREET; AND STOP SIGNS BE INSTALLED ON FILBERT STREET, JOYCE STREET, BRYANT STREET, AND ELM STREET WHERE THESE STREETS INTERSECT JUHNSON STREET. Councilor McCallum introduced Council Bill No. 2773. Recorder Tennant read the bill by title only since there were no objections from the Council. Councilor Schmidt asked that the intersection of Hermanson Street and Meadowvale be addressed at the following meeting. Public Works Director Brown stated that he recalled Councilor Schmidt's comments at the prior meeting but is first attempting to address citizen complaint-driven intersections. Councilor McCallum stated that he is appreciative of staff being pro-active. 4n roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 27?3 duly passed. 2512 RESOLUTION IN SUPPORT OF MEASURE 24- SCHOOL BOND ISSUE Mayor Figley explained that Council has a right to take a position on such issues and show their support for the school bond, Measure 24. She stated that she will delete the final sentence of the resolution and direct it to the three commissioners if Council chooses to move forward. COXIPUGH... Council acting in individual capacities adopt the resolution with a change to delete the final sentence. Mayor Figley read the resolution by title only since there were no objections from the Council. Councilor Schmidt stated that neither he nor any family member has ever used the Woodburn Schools but is in support of the bond measure and urged all those involved in the community to support the bond measure as well. Councilor McCallum concurred with Councilor Schmidt and believes the measure is a livability issue and necessary. Delaying the project would cost more. Mayor Figley added that her personal comments are included in the voter's pamphlets and agreed with Councilors Schmidt and McCallum. The motion passed unanimously. Page $ -Council Meeting Minutes, April 27, 2009 10 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING 2488 CITY ADMINISTRATOR'S REPORT. Administrator Derickson stated that he took part in an interview panel for the Captain position and Chief Scott Russell had selected Jason Alexander as the permanent replacement for Police Captain. The City also held a neighborhood meeting for the Mill Creek Greenway Project with over seventy people in attendance. There were many in both support and opposition who expressed their concerns, including traffic flow, lighting in the parking lot, and use of materials in the woodchip area. He will follow up with the concerns and staff will attempt to modify the staff report to incorporate the changes while still meeting State requirements. One of the options Council would like to consider is modifying the Parks Master Plan by removing all phases of the Greenway Project. 3442 MAYOR AND COUNCIL REPORTS. Councilor McCallum congratulated Captain Alexander on his recent promotion. He hopes staff would prepare for the Swine Flu epidemic before it reaches our community. Councilor Schmidt suggested that candles be placed on the cement islands on Settlemier Avenue near Highway 214 to alert motorists. Mayor Figley congratulated Captain Alexander on his appointment and informed Council that she had presented longevity awards at the Staff Appreciation Lunch and wanted staff to know that they are appreciated. A hearing would also take place the following week in Washington I}C in regards to a $30 million earmark for the I-5 interchange project in which the City has piggybacked with Marion County. EXECUTIVE SESSION. Not needed. ADJOURNMENT. MCCALLUM/PUGH.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:30 p.m.. APPROVED. ATTEST Page 9 -Council Meeting Minutes, Apri127, 2009 KATHRYN FIGLEY, MAYOR 11 COUNCIL MEETING MINUTES APRIL 27, 2009 TAPE READING Mary Tennant, Recorder City of VVoodbum, Oregon Page 10 -Council Meeting Minutes, Apri127, 2009 12 ~ 1 ~~ lrlcJry:rrttrtl +899 May i l , 2009 ~'~"" T0: Honorable Mayor and City Council through City Administrator FROM: Ben Gillespie, Finance Director SUBJECT: Audit Contract Renewal RECOMMENDAtION: It is recommended that the Council by motion authorise the City Administrator to sign the attached contract. BACKER UND: The public accounting firm of Boldt, Carlisle, & Smith has successfully completed a five year contract to audit the City's general purpose financial statements. The policy of the Finance Department is to subject financial services contracts to a competitive process every three to seven years. !f management is dissatisfied with the level of service, the cycle between requests for proposals will be shorter. Under no circumstances is a business relationship allowed to survive beyond seven years without the City requesting proposals. In this case the service provided by Boldt, Carlisle, and Smith has been more than satisfactory. Management asked the firm to provide a proposal for a two year extension. Their final proposal and a copy of the contract are attached. DlscussioN: Bofdt Carlisle's initial proposal was for a i 4% increase for the 2009 audit and a ~% increase for the following year. The City responded that the first year increase was too large given the current economic climate. Bo{dt, Carlisle's position was that their cost of performing the audit exceeded the fees charged to the City. The City countered that it would accept such a large increase only if it reflected the currenf market for audit services, and the only way to determine the current market was to request proposals from all interested firms. Boldt Carlisle agreed to revisit their initial proposal, and then submitted the revised proposal, which is before the Council now. FINANCIAL IMPLICATIONS: The price proposed for the 2009 audit is $27, i ~40, which is an 8% increase. The price of the 2010 audit will be determined by the annual increase in the municipal cost index as reported by American City and Agenda Item Review: City Administrator[' City Attorney ~L Finan 13 Honorable Mayor and City Council [Date) Page 2 County.com. This index increased 0.30 over the last year and is expected to be very close to zero for the next year. The cost of the audit is spread over all major operating funds. In years that the City receives more than $500,000 of Federal grants, a single audit is required. !f Federal awards are less than $500,000, no single audit is necessary. This contract provides for a surcharge of 0.15 of the expenditure of Federal awards. If the City received $500,000 in Federal grants in a single year, the surcharge would be $750. 14 THIS CONTRACT, made this ,.,~ day of ___.___,,,_, 2009, in accordance with the requirements of Oregon Revised Statutes 297.405 through 297.555 between Boldt, Carlisle & Smith, LLC, Certified Public Accountants of Salem, Oregon, and CITY OF WOODBURAi, Oregon provides as follows: I . It hereby is agreed that Bolds, Carlisle & Smith, LLC shall conduct an audit of the accounts and fiscal affairs of CITY OF WOODBURN, Oregon for the period beginning July 1, 2008 and ending June 30, 2009 and for the year ending June 30, 2010 in accordance with the Minimum Standards for Audits of Municipal Corporations as prescribed by law. The audit shall be undertaken in order to express an opinion upon the financial statement of CITY OF WOODBURN, Oregon and to determine if the CITY OF WOODBURN, Oregon has complied substantially with appropriate legal provisions. 2. Bolds, Carlisle & Smith, LLC agrees that the services they have contracted to perform under this contract shall be rendered by them or under their personal supervision and that the work will be faithfully performed with care and diligence. 3. It is understood and agreed that, should unusual conditions arise or be encountered during the course of the audit whereby the services of Boldt, Carlisle & Smith, LLC are necessary beyond the extent of the work contemplated, written notification of such unusual conditions shall be delivered to CITY OF WOODBURN, Oregon who shall instruct in writing Boldt, Carlisle & Smith, LLC concerning such additional services, and that a signed copy of each such notification and instruction shall be delivered immediately to the Secretary of State by the party issuing the same. 4. The audit shall be started as soon after this contract is executed as is agreeable to the parties hereto and shall be completed and a written report thereon delivered within a reasonable time, but not later than six months, after the close of the audit period covered by this contract. An agreed-upon number of copies of such report shall be delivered to CITY OF WOODBURN, Oregon and its form and content shall be in accordance with and not less than that required 6y the Minimum Standards for Audits of Oregon Municipal Corporations. S. It is understood and agreed CITY OF WOODBURN, Oregon is responsible for such financial statements as may be necessary to fully disclose and fairly present the results of operations for the period under audit and the financial condition at the end of that period. Should such financial statements not be prepared and presented within a reasonable period of time, it is understood that Boldt, Cazlisle & Smith, LLC shall draft them for CITY OF WOODBURN, Oregon. The cost of preparing such financial statements shall be included in the fee for conducting the audit as set forth in Paragraph 7 below. 6. It is understood and agreed that either party may cancel this contract by giving notice in writing to the other party at least ninety days prior to July I of any year. 7. In consideration of the faithful performance of the conditions, covenants, and undertakings herein set forth CITY OF WOODBURN, Oregon hereby agrees to pay Boldt, Carlisle & Smith, LLC $27,140 for the audit of the year ended June 30, 2009 and CITY OF WOODBURN, Oregon hereby affirms that proper provision for the payment of such fee has been or will be duly made and that funds for the payment thereof are or will be made legally available. The fee for the audit of the year ended June 30, 2010 shall be determined by applying the change municipal cost index to the 2009 fee. In addition, should the City be required to have a Single Audit under the provisions of OMB Circular A-133, an additional fee of .1S percent of the total expenditures of federal awards shall be paid. Boldt, Carlisle & Smith, LLC By: Douglas C. Parham, Member Date CITY OF WOODBURN, Oregon By. Scott Derickson, City Administrator Date 15 .• ~. ~ j DBUR~j rn~~,ro,~~~e ~raF~ May 11, 2009 T0: Honorable Mayor and City Council (acting as local Contract Review Board) through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR NORTH FRONT STREET IMPROVEMENTS, PHASE II RECOMMENDATION: That the City Council, acting as the Local Contract Review Board, award the construction contract for the Norfh Front Street Improvements to Kerr Contractors, Inc. in the amoun# of $2,431,614.92. BACKGROUND: Bids for the improvement were opened on April 23, 2009. Twelve responsive qualified bid proposals were received. No: N,_ 1 Kerr Contractors, Inc. 2 Goodfellow Bros., Inc. 3 R&R General Contractors 4 Brown Contracting, Inc. 5 Northwest Earfhrnovers, Inc. 6 Kodiac Pacific 7 Knife River 8 Roy k.. Houck Construction 9 Emery & Sons Construction Co. 10 C&M Construction, Inc. 11 Gelco Construction 12 North Santiam Paving Co. Agenda Item Review: City Administrator~~~ City Attorney A= $2,431,614.92 $2,734,475.00 $2,747,121.86 $2,7b7,203.00 $2,787,156.90 $2,793,393.00 $2,931,604.25 $3,034,840.50 $3,070,588.75 $3, i 72,041.00 $3,235,900.50 $3,364,b98.50 Finan 16 Honorable Mayor and City Council May 11, 2009 Page 2 Engineer's Estimate ~3,754,bb4.5~ Dl USSI N: The project, as approved in the 2008-09 Capital Improvement Project budget, involves the construction of Front Street between Cleveland Street and Highway 214. The contract award is in conformance with public contracting laws of the State of Oregon as outlined in ORS Chapter 279C and the laws and regulations of the City of Woodburn. Staff is recommending that the contract be awarded. FINANCIAL IMPACT: The project will be funded using approved Streets/Storm CIP Fund (363), S#ate Revenue Sharing (] 35), City Gas Tax (1 b9), Storm SDC's (377), and Transportation Impact Fees (376) as identified in the 08/09 fiscal budget. 17 ~~ , D R VU N taccrrorntrd 1889 A rz~. May ~ ~ , 2009 T0: Honorable Mayor and City Council through City Administrator FROM: Jim Hendryx, Community Development Director SUBJECT: Continue Woodburn Parks and Recreation Master Plan Public Hearing to June 22, 2009 COUNCIL GOAL _.,- Not Applicable BACKGROUND City Council conducted a public hearing on the Woodburn Parks and Recreation Master Plan on March 23, 2009 where several issues were discussed regarding the Mill Creek Trail Project, Council voted to continue the public hearing until April to allow staff to address several issues raised during the March 23, 2009 hearing. Additionally, the Council requested that staff meet with the Mill Creek neighborhood to further discuss issues raised at the hearing concerning the Mill Creek trail project. The neighborhood meeting was conducted on April 16, 2009 and staff will be reporting the results of that meeting separately to Council. Council continued the April 21, 2009 meeting until May 11, 2009, allowing staff time to follow-up from the neighbourhood meeting. RECOMMENDATION Staff request that City Council opens the public hearing and continues it until June 22, 2009 to allow staff additional time to address issues raise at the neighborhood meeting and by City Council. Agenda Item Review: City Adminis City Attorney ~""~ Fnan 18 ! 1 '1 ~~ 1. ...~ .~ ~URj~ lrcarpe~a~ed lBBy- May 11, 2049 TQ: Honorable Mayor and City Council through City Administrator FROM: Jim Hendryx, Community Development Director, Natalie Labossiere, Senior Planner SUBJECT: Establishing a Woodburn Business Improvement Loan Program. COUNCIL G4Al: Promote Economic Development -complete the economic development plan in partnership with the Chamber of Commerce; revisit the City's economic strategy regarding business attraction, retention, and sustainability. RECOMMENDATION: Approve the attached resolution authorizing the City Administrator to sign the attached agreement between the Mid-Willamette Valley Council of Government {C4G) and the City of Woodburn to provide services for a business loan program. BACKGROUND: Through loan payoffs of a prior housing rehabilitation program the City currently has a housing rehabilitation fund of approximately $674,585. This income is divided into two categories, restricted {program income) and unres#ricted income, based on contract requirements when the grants were originally awarded. Restricted income ($453,305) is income received that the City is required to use to continue a rehabilitation program. City Council approved an intergovernmental agreement between the City and the CaG for housing rehabilitation services. Attached is the recommended business assistance guidelines. ,D,~,~ SION: There is approximately $221,280 of unrestricted income that could be used for any purpose; however it is proposed to use the funds for a Woodburn business assistance/improvement loan program. The program will provide loans to assist start-up businesses as well as for improving and expanding existing businesses within the city limits. The City and the CGG will also assist business owners~in Agenda Item Review: City Administrato~_~ City Attorney (~'~ Finance 19 Honorable Mayor and City Council May 11, 2009 Page 2 accessing other loan funds to improve the business climate within the community. FINANCIAL IMPACT: The cost of paying for the COG business loan packaging and closing services is 1.5% of the loan amount for any complete loan package prepared by COG staff and submitted to the City for final disposition. Other technical assistance and repot#ing services will be either paid at a flat or hourly rate. This cost is in addition to the City's yearly dues to the COG of $10,302. These costs are accounted for in the Housing Rehab fund. H:\JaniceCl\O1-Attorney\Council\2009\5-11 Business Improvement loan.doc 20 Business Assistance Program Guidelines 1. Must be planning to be or actively engaged in a business within Woodburn 2. Job creation or retention will be considered as part of the loan approval process 3. loans shall be limited to a maximum amount of $25,0 unless approved by the City Administrator 4. Loans can be made for up to 50% of total project; private investment match must equal or exceed VVoodburn's loan amount 5. Loans must be collateralize at I25% for loans using equipment as collateral and 100% for loans using real estate as collateral based on an appraisal or other valuation process approved by the City Interest rate shall be 70% of prime -today that 2.275% 6. No loans for refinancing of current debt 7. Loan servicing fee of 1.5% of the principle loan amount to be deducted from loan proceeds {pays COG) 8. Loans maybe used for business activities which are subject to reporting to the Internal Revenue Service including land, building, equipment and working capital; working capital shall not exceed 20% of the loan program. Businesses engaged in business activities which are illegal in the State of Oregon or include State legalized gambling are not eligible to receive funds under the program. Businesses involved in the distilling of beer or wine, or, operating under the following Oregon Liquor Control Commission license categories are eligible to receive loan funds: A. Bed and Breakfast License (BB) allows bed and breakfast establishment to sell and serve beer and wine to guests; B. Brewery-Public House License (BP) allows the sale of beer, wine, and hard cider to drink at the micro-brewery and for off-premises consumption; C. Class C Dispenser License {DC) issued to restaurants without separate bars or lounges; D. Restaurant License {R) permits sale of beer and wine with meals in a restaurant setting. 9. No repayment penalties 10. Repayment terms a, working/equity capital 3 yrs b. usefiil life of equipment 7 yrs c. landlbuildings 15 yrs 11. Terms and conditions must be met to secure the collateral shall be similar to the bank loans. 21 COUNCIL Blll N0. 2774 RESOIUTION N0. A RESOLUTION ENTERING INTO AN AGREEMENT FOR BUSINESS LOAN ASSISTANCE SERVICES WITH THE MID-WILLAMETTE VALLEY COUNCIL OF GOVERNMENTS AND AUTHORIZING THE CITY ADMINISTRATOR TO SIGN SAID AGREEMENT. WHEREAS, the City currently has a rehabilitation fund with unrestricted income from principal and loans from a previous housing loans; and WHEREAS, the City intends to establish a business assistance and loan program to provide services to assist start-up businesses as well as far improving and expanding existing businesses within the city limits; and WHEREAS, the City wishes to contract with the Mid-Willamette Valley Council of Governments for business loan assistance services that will assist the City in the operation and management of a program of awarding and managing loans to eligible business owners for the purpose of providing financial assistance to new and existing businesses, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn enters into an Agreement with the Mid-Willamette Council of Governments to provide services for a business assistance Loan program, which is affixed hereto as Attachment "A"and incorporated herein. Section 2. That the City Administrator be authorized to sign said agreement on behalf of the City. . ~ 2c+ o Approved as to form. - City Attorney Dat Approved: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennan# City Recorder City of Woodburn, Oregon Page 1- COUNCIL BILL N0. 2774 RESOLUTION N0. 22 ATTACHMENT ~_ AGREEMENT FOR BUSINESS LOAN ASSISTANCE SERVICES THIS AGREEMENT, made and entered into, by and between the Mid-Willamette Valley Council of Governments, a voluntary intergovernmental association created by Charter and Agreement pursuant to ORS Chapter 190 (hereinafter "COG") and the City of Woodburn, an Oregon municipality (hereinafter "City"). WITNESSETH: WHEREAS, City is a member of COG; and WHEREAS, City desires assistance with various aspects of the operation of its business development loan fund and COG provides such services for its member governments; and NOW, THEREFORE, in consideration of the terms, conditions, compensation and performances contained herein, the parties hereto do mutually agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date that this Agreement has been signed by both parties. Unless terminated or extended, this Agreement shall expire when City accepts COG's completed performance or on May 31, 2010, whichever date occurs first. 2. Termination: This Agreement may be terminated at any time by mutual, written consent of the parties or for convenience by either party upon written notice to the other party of 34 calendar days. 3. Scare of Work: A. COG agrees to provide Business Loan Assistance services to City and assist City in the operation and management of a program of awarding and managing loans to eligible business owners, B. COG's Economic Development Revolving Loan Program services under this Agreement shall consist of the following: (1 } Review program documents and rules, and make recommendations to City regarding desirable administrative changes; (2) Research and document eligibility of grantees; (3) Loan Packaging; (4}Loan Closing; Page 1 of 5 -Agreement for Business Assistance Loan Services Council of Governments - City of Woodburn 23 Arc (5) Loan Servicing; (6) Reporting; (7) Special Technical Assistance and Loan Collection work, including~training of City staff as required; (S) Create and maintain files for each case; (9) Provide other program related assistance as may be requested by City. 4, Standard of Care: In the performance of its services, COG shall use that degree of care and skill ordinarily exercised under similar circumstances by entities performing similar services in the State of Oregon. 5, Pa_ym_ent: A. For services described under 3.B.3 and 3.B.4 above, COG will be compensated on a fee basis at the rate of 1.5% of the loan amount for any complete loan package prepared by COG staff and submitted to City for final disposition. The fee shall be due at the time the Ioan is closed. The minimum fee for such loans shall be $500. City shall reserve the right to provide all of the loan packaging services based on the City Administrator's evaluation of staff capabilities and the needs of City. City shall provide COG with notice that City intends to provide loan- packaging services. B. For all activities described in 3.C, 3.D, and 3.E above, COG will be compensated monthly based on the cost of services not to exceed a total annual cost of $5,000.00 pursuant to the fees identified as Exhibit A. C. Provide monthly billing statements to City that clearly identify activities and hours charged. b. Independent Contractor. COG states and affirms that it is acting as an independent contractor, holding itself out to the general public as an independent contractor. The parties intend that an independent contractor relationship will be created by this Agreement. City is interested only in the results to be achieved; all conduct and control of the work will lie predominantly with COG. COG is not to be considered an agent or employee of City for any purpose, and the employees of COG are not employees of City nor entitled to any of the benefits that City provides its employees. Page 2 of 5 -Agreement for Business Assistance Loan Services Council ofGovernments -City of Woodburn 24 ATTACHMENT~~ Page 3 d~_ 7. Travel COG shall bear the cost of staff travel and incidental expenses and these costs are included as part of the fees stipulated in this Agreement. 8. Amendments This Agreement may be amended by mutual agreement of City and COG. Any amendments shall be in writing and signed by duly authorized representatives of both parties. 9. Indemnification. City agrees to indemnify and save harmless COG, its officers, employees and agents from any and all claims, demands, suits and legal actions including appeals arising out of or in connection with City's performance of work or work product under this Agreement; provided, however, that City shall have no obligation with respect to any such claims, demand, suit or legal action which arises out of or in connection with decisions or directions made by COG concerning structure, standards or operational requirements of the program, or in connection with work product which has been modified without City's express authorization, or which has been used contrary to City's express instructions or for other than its intended purpose, if such modification or misuse is a substantial factor in causing the asserted loss or injury. 10. Nondiscrimination. COG shall comply with all applicable federal, state, and local laws, rules and regulations on nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition, or disability. 1 1. Governing Law. This Agreement shall be governed by and construed in accordance with the law of the State of Oregon. 12. Severabili . If any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision hereof. 13. Assignment. ----- Neither party shall assign the Agreement without written consent of the other. Page 3 of 5 -Agreement for Business Assistance Loan Services Council of Governments -City of Woodburn 25 ATTACHMEM' A Page ~ of ~' 14. En_h'r_e Agreement-. This Agreement constitutes the entire Agreement between the parties and supersedes all prior agreements, Written and oral, between the parties. No modification of this Agreement shall be binding unless in writing and signed by both parties. 15. Notilication. All correspondence and notices related to this Agreement shall be directed as follows: If directed to the City: .___ City of Woodburn 270 Montgomery Street Woodburn, Oregon 97071 Attn: Jim Hendryx, Community Development Director If directed to the COG: Mid-Willamette Valley Council of Governments 105 High Street SE Salem, Oregon 97301-3b67 Attn: Nancy J. Boyer, Executive Director IN WITNESS WHEREOF, COG and City have, by approval of their respective governing bodies, caused this Agreement to be executed. MID-WILLAMETTE VALLEY COUNCIL OF GOVERNMENTS Nancy J. Boyer, Executive Director CITY OF WOODBURN Scott C. Derickson, City Administrator EXHIBIT A Date Date Page 4 of S -Agreement for Business Assistance Loan Services Council ofGovernments - City of Woodburn 26 k i ~'ACNMENT Page ~ of` --_ Compensation Details 1. Special technical assistance and loan collection assistance activities when requested by City staff shall be compensated at the professional Loan Officer hourly rate of $77.25 and the Loan Documentation and Servicing Socialist hourly rate of $43.50 (which includes salary and all overhead costs including travel}. 2. Loan packaging and closing activities shall be compensated on a fee basis at the rate of 1.5% of the loan amount for any complete loan package prepared, at the request of City, by COG staff and submitted to City for final disposition. The minimum fee for such loans shall be $500.00 and shall be due at the time of loan closing. 3. Loan servicing and reporting activities, which include monitoring and verifying the provisions of all loan agreements, maintaining current documentation of insurance and tax payments, collecting and reviewing financial statements from each borrower on at least an annual basis, and preparing and annual loan program activity report to City, COG shall be compensated at a flat monthly rate of $150.00. Page 5 of 5 -Agreement for Business Assistance Loan Services Council ofGovernments - City of Woodburn 2l r^1 •, .• --~ ~ DDBU~t,~ ~acorpo-atcd +d~4 May 11, 2009 TO: Honorable Mayor and City Council ~'"' FROM: Scotf Derickson, City Administrator Jim Hendryx, Community Development Director SUBJECT: Community Garden -Community Sun Gardens Council Goa! Not applicable. Recommendation Approve use of city owned property (vacant lot located across from City Hall, on the southwest corner of 1St and Cleveland streets), for a community garden and authorize the City Administrator to sign a lease agreement with Community Sun Gardens. Backgro, und: At the February 23, 2009 City Council meeting, Ian Naktab, representing Community Sun Gardens, anon-profit organization, appeared during the public comment portion of the meeting and outlined a concept for developing a community garden on property owned by the City, The property is the vacant lot located across from City Hall, on the southwest corner of 1St and Cleveland streets. Naktab has since worked with the City Administrator to formalize the proposal {attached. Community Sun Gardens envisions filling the need for a highly visible, centrally- located community garden plot to serve families in need within the Woodburn community. The vacant city owned property could become a site for food production and educational opportunities. The community garden would provide food for local food pantries and families, as well as create opportunities for community involvement for area students. Community Sun Garden hopes to provide a location that would help bring the community together. They also see Agenda Item Review; City Administrato City Attorney Finance„ 28 Honorable Mayor and City Council May 11, 2009 Page 2 this as part of the continuing effort to improve the core downtown area of Woodburn. liability concerns will be addressed by a liability waiver signed by all participants. Community Sun Gardens would also provide limited insurance through the lease agreement with the City, Ultimately, the property will be fenced with a 3 foot high wire fence (paid for by Community Sun Gardens) intended to discourage trespassing and theft. Financial impacts Specific costs have not been determined at this time. Community Sun Gardens has requested access to municipal water for gardening purposes and the cost would be nominal. Demonstration Community Garden Plot 29 Demonstration Community Garden Plot 137 South First Street Woodburn Oregon Organized by: Ian Niktab, Gabriel Frayne, and Jordan Blake Vision We see a need to create a highly visible, centrally-located community garden plot to serve families in need within the Woodburn community. A vacant, unproductive parcel of land could become a site for food production and educational opportunities. By creating a community garden that would provide food for local food pantries and farmworker families, as well as creating opportunities for community involvement for area students, we hope to provide a location that would help bring the community together. We see this as part of the continuing effort to improve the core downtown area of Woodburn. Working together, a variety of community stakeholders can provide an example of positive community building for future generations. Ob' ectives • Create a demonstration area for gardening and other alternatives (ie: container gardens, straw bale gardens, etc...} to personal and public spaces. • Provide positive, constructive, alternative, safe and healthy volunteer opportunities for the community and the youth. • Provide an area for public education opportunities. • Beautify public spaces. • Foster community building and volunteerism. Stakeholders • Academy of International Studies • Marion Polk Food Share • Farmworker Housing Development Corporation (FHDC) Esperanza Court • Planting Communities! • Woodburn School District • Interested individuals Organization Planting Communities is the initial organizer and will work with other stakeholders to bring this project to fruition. Eventually, monthly meetings will be held with key participants to discuss areas of concern and arrange volunteer commitments for routine maintenance. 30 Sponsors of the garden are key participants. Sponsors will also be utilized to provide some funding for initial and ongoing operations. Half the total garden will be assigned to FHDC Esperanza Court, and the other half will go towards growing food for local area food pantries. Materials • 2" x 2" fence post • 36" x 25' fence wire • 2" x 6" x 6' wood boards (to construct some raised garden beds) • Compost • Woodchips • Cardboard • Clear plastic and 2" x 4"boards (a possible greenhouse} • Qne or two picnic benches Potential risks and constraints • Liability- Planting Communities will have all participants sign a waiver of liability. Marion Polk Food Share will provide limited insurance in case of any major incidents. Water- City of Woodburn would need to provide means of access to low-cost or donated water. • Vandalism and theft- Planting Communities will seek out sponsors and resources from local area businesses to construct a 3 ft. high wire fence to discourage trespassing and theft. 31 r~ ~ ~`` Q DBUR lnru-ycraitA 18F9 May 11, 2009 T0: Honorable Mayor and City Council through City Administrator FROM: Jim Row, Community Services Director SUBJECT: Special Event Policies RECOMME_ON: Adopt the revised Special Event Policies, which govern large events located in City parks. BACKGR~t~, N D: The City's Special Event Policies regulate the use of Ci#y parks for large special events that will attract more than 1,000 visitors or require the exclusive use of an entire park. These policies set forth regulations for a variety of items, including: ^ Fees & deposits; ^ Insurance; • Vendors and exhibitors; • Grounds setup; • Event security; • Alcoholic beverages; ^ Sound amplification; • Compliance with park rules; ^ Associated permits; ^ Restrooms; ^ Trash cans and refuse removal; ^ On-site vehicular access; ^ Off-site parking; ^ Neighborhood relations; and ^ Reimbursement of police costs. Groups desiring to conduct an event falling within the scope of #hese policies are required to execute a Special Event Park Use Permit at (east 30 days prior to occupying a City park. The permit articulates and holds the event organizer accountable for upholding the provisions of the Special Event Policies. DI I N: The policies have been thoroughly updated to make improvements in the City's ability to manage the impact that large events have on surrounding neighborhoods, the safety of the public attending large events, the resulting Agendo item Review: City Administrator~,,~'~~ City Attorney LV~"J Financ 32 Mayor and City Council May 1 i , 2009 Page 2 condition of City parks at the conclusion of events, and on City finances. The current policies were last updated on January 24, 2005, and are attached for comparison purposes. A significant change in the revised policies is the requirement that event organizers reimburse the City for the costs of providing police ofificer support. The City's experience in recent years is that large events have required a significant amount of police officer support, something that the City is no longer in a position to subsidize. The revised policies require that the City provide the event organizer with an estimate of the po{ice officer charges, and that the event organizer pay at least one half of the estimated costs prior to occupying a City park to set up for and conduct an event. The requirements for the event organizer to supply the City with grounds set-up, parking, and security plans have been tightened up, as well. However, recognizing that event organizers will not always be able to submit these plans within 14 days of an event, a provision has been added, which permits the City, at its discretion, to accept late plans, provided they are accompanied by a $500 late plan review fee. FINANCIAL IMPACT: Requiring event organizers to reimburse the City for the costs of providing police officer support will have a positive effect on City finances. In recent years, the only event falling within the scope of these policies has been the Mexican Fiesta, which takes place at legion Park during the first weekend in August. The annual cost to the City for providing police of#icer support to this event over the past two years has been approximately $7,000. In addition, outside law enforcement agencies have provided event support, at their own expense of approximately $5,000 per year. As result of budgetary constraints, these agencies have indicated that they will likely be unable #o provide this assistance in 2009. As a result, it is anticipated that the City's expenditures for providing police officer support to the event this year will be approximately $12,000. The City's special event fees were revised via the update to the Master Fee Schedule, which was adopted by the City Council on March 24, 2008. The special event fees for a private organization are $3,300 for the first day of an event and $2,000 for each additional day. The fees for a commercial organization are $6,600 for the first day, and $4,000 for each additional day. Event organizers are provided with two setup days and one clean up day at no additional charge. The fees charged to commercial organizations represent full 33 Mayor and City Council May 11, 2009 Page 3 cost recovery for the City, with the exclusion of costs related to police officer support. The fees charged to private organizations represents 50% cost recovery. A subsequent item on the agenda will modify the Master Fee Schedule to eliminate the discounted rate for private organizations, thus ensuring that the City receives full recovery of a!1 costs related to providing support to major events. Attachments: Proposed Special Event Policies Current Special Event Policies, adopted January 24, 2005 34 PROPOSED Special Event Policies City of Woodburn Community Services Department Presented to City Council on May 11, 2009 35 Proposed Special Event Policies May 2009 City of Woodburn Page 2 POLICY STATEMENT The purpose of the Special Event Policies is to support and facilitate the process of administering large events that offer a valuable public purpose, such as the promotion of tourism andl or economic development, or the provision of recreational, informational, or enriching activities that benefit the greater Woodburn community, It is further the policy of the City of Woodburn to ensure that the necessary public support that must be provided to outside organizations to ensure the safe and effective operation of large special events will not be subsidized by Woodburn taxpayers. GENERAL These Special Event Policies apply to facility use requests that will attract more than 1,000 visitors or require the exclusive use of an entire City park. Events with promoters, organizers and event producers to prepare events and activities in which the City is a co-sponsor will be negotiated on acase-by-case basis. Depending upon the nature of a proposed co-sponsored events, policies and fees outlined in these policies may or may not apply. These policies are administered by the Community Services Department. Permits for events of the size and nature described above will be considered for approval orily for Legion, Settlemier, Downtown Plaza, and Centennial Park. These policies are adopted to guide the use of City parks for large special events. Approval for any events will not be considered final until a Special Event Park Use Permit is signed, all fees and deposits are paid, necessary permits are obtained and appropriate certificates of insurance are filed with the City. Application for a Special Event Use Permit under these policies must be filed at least 30 days prior to the date of the event. All plans requiring approval by the City must be submitted to the Community Services Department at least 14 calendar days prior to occupying the park. In the interest of protecting public safety and City pro~rty, the City may elect to apply special conditions to its approval of a Special Event Use Permit application, such as a restriction on the location that maybe utilized for the event and limitations on the days and hours that the event maybe open to the public. EVENT NARRATIVE The event organizer will be required to provide a written narrative, which fully describes the nature of the event, including the days and hours of operation, anticipated attendance, an explanation of each event activity, and the number of vendors. EVENT AREA The event location {park) and the exact area within a park, for the event operation will be agreed upon between the City and the event organizer. However, if mutually agreeable terms cannot be reached, the City's decision on the location and park area shall be final. CONTACT PERSON Event organizers will ensure that the specified contact person {s) for the event shall remain on site and be available during the entire period of the event. The City will supply the event 36 Proposed Special Event Policies May 2009 City of Woodburn Page 3 organizer with a daytime (7:00 am - 4:00 pm) telephone number for a designated Maintenance Division contact. Off hours emergency contact shall be through police dispatch. RENTAL FEES Event organizers shall pay the City the appropriate rental fee (s}, as established by City Council Ordinance (Master Fee Schedule). The event organizer shall remit payment of the rental fee to the City upon execution of a Special Event Park Use Permit. REIMBURSEMENT OF POLICE OFFICER COSTS Event organizers shall be responsible for reimbursing the City for the costs of providing police officer support to the event. It will be at the City's discretion to determine the level of police officer support necessary to maintain public safety at events authorized under a Special Event Park Use Permit. The City will provide the event organizer with an estimate of police officer costs within 14 days of receiving a completed Special Event Park Use Permit Application. The event organizer shall deposit with the City a sum equal to at least one half the estimated costs prior to occupying a City park under these policies. At the conclusion of the event, the City will provide the event organizer with an accounting of the true and actual cost for providing police officer support to the event. The event organizer must pay any remaining balance within 14 days of receipt of the accounting. If the true and actual cost of providing police officer support to the event was less than the sum already paid to the City by the event organizer, the excess shall be remitted to the event organizer. SECURITY DEPOSIT Upon execution of a Special Event Park Use Permit, event organizers shall deposit with the City a sum equal to the first day's park use fee as a security deposit to be applied toward the cost of repairing damages to the park or to the City property caused by the event organizer or event participants, or to remedy other default under the permit. As special circumstances arise, the City may require security deposits in excess of a sum equal to the first day's park use fee. Within thirty (34) days following the event, the City shall either refund the security deposit to the event organizer or shall provide the event organizer a written accounting stating the basis of the City's claim to all or part of the security deposit. If costs of repairing damages to the park exceed the amount of the security deposit, the event organizer will be assessed the charges for all excess costs. GROUND SET- UP PLAN Event organizers shall be required to submit a Ground Setup Plan to the Community Services Department for the City's approval at least fourteen (14} calendar days prior to occupying the park. The City, at its discretion, may elect to accept a Ground Setup Plan not meeting the (14} fourteen calendar days requirement. A $500.00 expedited plan review fee shall apply if the City accepts a late Plan. The additional fee must be paid at the time the Plan is submitted. The Ground Set-up Plan shall specify the location of: A. All temporary fence lines including entrance gates, emergency exits and access lanes and service entrances; B. Rides and attractions; C. First Aid stations; D. All food and beverage and other vending locations; 37 Proposed Special Event Policies May 2009 City of Woodburn Page 4 E. Utility vehicle, ambulance and event truck parking; F. Ticket sales booths; G. Security personnel; H. Portable toilets; I. Areas where propane gas will be used; J. Stages for entertainment and amplified sound; K. Supplemental lighting L. Power generators M. Pedestrian circulation routes The Ground Set-up PIan is subject to review by the City and Woodburn Fire District. The City will respond to the Ground Setup Plan within seven (?} days of its receipt. The response will indicate approval, approval with conditions or rejection. If the Plan is rejected, the City will explain the reasons for rejection to the event organizer and provide a deadline for a revision of the Plan to be re-submitted. The Special Event Park Use Permit is not valid~without an approved Ground Set-up Plan. The event organizer shall abide by the approved Ground Set-up Plan as a condition of the Permit. PARKING PLAN Event Organizers shall be required to submit a Parking Plan to the Community Services Department for the City's approval at Least fourteen (14) calendar days before occupying the park. The Plan shall identify all designated parking areas, including those located off-site. The plan will describe the measures that the event organizer has taken to reduce on-street parking in surrounding neighborhoods. The plan will document agreements with off site parking lot owners to park cars for the event and any agreements with a bus or transit company to shuttle event attendees to and from the site. Further, if utilized, the plan shall include shuttle schedules, routes and pick up and drop off locations at the off-site parking lots and the park where the event is taking place. The City, at its discretion, may elect to accept a Parking Plan not meeting the (14) fourteen calendar days requirement. A $500.00 expedited plan review fee shall apply if the City accepts a late Plan. The additional fee must be paid at the time the Plan is submitted. The City will respond to the Parking Plan within seven (?} days of its receipt. The response will indicate approval, approval with conditions or rejection. If the Plan is rejected, the City will explain the reasons for rejection to the event organizer and provide a deadline for a revision of the Plan to be re-submitted. The Special Event Park Use Permit is not valid without an approved Parking Plan. The event organizer shall abide by the approved Parking Plan as a condition of the Permit. SECURITY PLAN Event organizers shall be required to submit a Security Plan to the Community Services Director for approval at least fourteen (14}calendar days prior to occupying the park. The City, at its discretion, may elect to accept a Security Plan not meeting the (14) fourteen calendar days requirement. A $500.00 expedited plan review fee shall apply if the City accepts a late plan. The additional fee must be paid at the time the Plan is submitted. The Security Plan shall include the following: 38 Proposed Special Event Policies May 2009 City of Woodburn Page 5 A. The number of private security officers, the locations where each private security officer will be stationed and the hours each private security officer is scheduled to work at the event. B. A description of the uniforms worn by private security officers working at the event. C. The minimum age required of private security officers permitted to work at the event. D. A crowd control plan. The crowd control plan shall include: 1) A description of how the private security firm intends to manage the crowd throughout the event. 2) A description of the specific steps the private security firm will take to monitor specific activities within the event, such as soccer matches, dances, or any high profile entertainment performances. 3) A description of the private security firm's standard for exclusion from the event (i.e. violent, threatening, unsafe or criminal behavior, vandalism, etc.) 4) A description of how the private security firm will interface with the Woodburn Police Department to facilitate exclusions or manage emergency situations. 5}The name of and cellular telephone number forthe on-site security manager. E. Proof of bonding of the private security company. F. Proof of license and certification of the private security company by the Oregon Department of Public Safety Standards and Training. The Community Services Directorand/ or Police Chief will respond to the Security PIan within seven (1) days of its receipt. The response will indicate approval, approval with conditions or rejection. If the Plan is rejected, the Community Services Director and/ or Police Chief will explain the reasons for rejection to the event organizer and provide a deadline for a revision of the Plan to be resubmitted. The Special Event Park Use Permit is not valid without an approved Security Plan. The event organizer shall abide by the approved Security Plan as a condition of the Permit. ON-SITE VEHICULAR TRAFFIC To ensure the safety of event visitors, organizers and exhibitors, vehicular traffic within the park during the hours the event is open to the public will be prohibited. This prohibition includes delivery and1 or transport vehicles. All deliveries shall be scheduled to occur during the hours the event is closed to the public. Approved off-hours vehicular movement will be restricted to designated paths, roads and parking areas. The Community Services Director, at their discretion, may authorize specific exemptions tothe on-site vehicular traffic prohibition, provided that the safety of the public in attendance at the event can be maintained. The event organizer will be provided with notice that their failure to comply with the park traffic rules will result in revocation of the Special Event Use Permit. In lieu of revoking the Permit, the City, at its sole discretion after hearing from the event organizer, may elect to impose a $500.00 forfeiture per park traffic rule violation. Nothing in this provision shall limit the City's authority to issue citations for violations of any city ordinance or applicable laws. RESTROOMS The event organizer shall be required to provide one portable restroom for every 125 expected visitors at any given time the event is open to the public. Five percent of all portable restrooms must meet the requirements set forth by the Americans with Disabilities Act. When 39 Proposed Special Event Policies May 2009 City of Woodburn Page 6 restrooms are required in two or more locations, each location must include an ADA approved restroom. Organizers will clean and service these facilities on a frequent basis throughout the event. TRASH CONTAINERS AND DUMPSTERS Event organizers will require each concessionaire or exhibitor to provide twa trash cans for use by the public. The concessionaires orexhibitors shall empty these containers on a frequent basis throughout the event and dispose of the trash in dumpsters provided by the event organizer. The event organizer shall ensure that all trash is removed from the park at the end of the event. CLEAN-UP Event organizers shall be required to perform ongoing daily litter and trash cleanup of the entire permit site throughout and at the conclusion of the event. At the conclusion of the event, the event organizer shall be required to restore the. event site to the condition that existed prior to the event. Throughout the operation of the event and at the conclusion of each event day, the event organizers shall conduct a neighborhood clean-up detail to pick up litter left by event visitors who park throughout residential neighborhoods and business districts. At a pre-event meeting, City will clarify the extents of the required neighborhood cleanup. if the event organizer fails to perform the required daily litter clean up described above, they will be provided with notice that their failure to comply with the clean-up policy will result in revocation of the Special Event Use Permit. In lieu of revoking the Permit, the City, at its sole discretion after hearing from the event organizer, may elect to impose a $500.00 forfeiture per policy violation. Nothing in this provision shall limit the City's authority to issue citations for violations of any city ordinance or applicable laws. NEIGHBORHOOD RELATIONS Because large events have a significant impact surrounding neighborhoods, following the issuance of a Special Event Park Use Permit, the City will require event organizers to notify with flyers the surrounding neighborhood. The flyer shall include dates, times and a description of the event. It shall also invite the neighborhood to participate in the event and provide a City phone number to call should a concern arise. The city will provide event organizers with a mailing list or street rnap with addresses to delineate the extent of flyer distribution. PROMOTION OF SPECIAL EVENT Any promotion of events covered by a Special Event Park Use Permit shall be entirely by Event Organizers at their own expense. Event Organizers shall not publicize, promote, or otherwise advertise the event at a City park location until a Special Event Use Permit is issued, unless such promotion is authorized in advance by the Community Services Director. INSURANCE Event organizers must provide and maintain at their own expense, comprehensive general liability insurance and comprehensive auto liability insurance with a combined single limit of at least $1,000,000 per occurrence. Depending upon the nature of the event planned, the City 40 Proposed Special Event Policies May 2009 City of Woodburn Page 7 may require additional insurance coverage. Such insurance shall be primary to other insurance maintained by the City and shall name the City as additionally insured. COMPLIANCE WITH PARK RULES Event organizers must agree to comply with all policies, rules, and laws governing the operation of the City park, and not alter or damage the park's natural or cultural resources or man made improvements in any way through the support or operation of the event activities, and to be responsible for and fully repair all damage to park facilities and resources which may result from any operations under their permit. Under no circumstances, shall event organizers allow nails to be placed in park trees; nor shall stakes shall be placed into the ground at a depth exceeding eight inches. All supplemental lighting systems shall be free standing. No attachments shall be made to existing park systems. Event organizers will be provided with notice that their failure to comply with park rules will result in revocation of their permit. In lieu of revoking the permit, the City, at its sole discretion, and after hearing from the event organizer, may elect to impose a $500.00 forfeiture per park rule violation. Nothing in this provision shall limit the City's authority to issue citations for violations of any city ordinance or applicable laws. SOUND AMPLIFICATION In Accordance with City Ordinance No. 2312, amplified sound must be limited to a maximum of 80 dBA at Park boundaries. However, to minimize impacts on surrounding neighborhoods, the City will regulate the location and placement of all PA systems used as a part of events covered by a Special Event Park Use Permit and may establish specific dBA level requirements for each individual PA system based on event conditionsand/ or through prior testing. Under no circumstances, shall noise levels exceed 80 dBA. City site management personnel, in consultation with the Police Department, will monitor and regulate sound volume. In lieu of revoking the permit, the City, at its sole discretion, and after hearing from the event organizer, may elect to impose a $500.00 forfeiture per sound amplification violation. This regulation of sound volume by City personnel does not relieve Event Organizer of their sole responsibility for complying with Ordinance No.2312, nor shall it limit the City's authority to issue citations for violations of any city ordinance or applicable laws. Settlemier Park • Amplified sound is allowed between noon and 9:00 p.m. Friday and Saturday. • Amplified sound is allowed between noon and 7:00 p.m. Sunday through Thursday. • On each day for which amplified sound is approved, amplified sound will not exceed six hours in total duration and will be allowed only for two consecutive hours with a minimum of 34 minute breaks between amplified sound sessions. • Amplified sound including music and public address (announcing voice) must not exceed the established dBA limit for each event. • Specific dBA limits for each event will be set after monitoring noise levels within surrounding notified neighborhoods (see Neighborhood Relations section) during the pre-event sound checks. Woodburn Downtown Plaza • Amplified sound will be allowed between 10:00 a.m. and 9:00 p.m., April through October; and 10:00 a.m. to 7:00 p.m., November through March. 41 Proposed Special Event Policies May 2009 City of Woodburn Page 8 • On each day for which amplified sound is approved, amplified sound will not exceed six hours in total duration and will be allowed only for two consecutive hours with a minimum of 30 minute breaks between amplified sound sessions. • Amplified sound including music and public address (announcing voice) must not exceed the established dBA limit for each event. • Specific dBA limits for each event will be set after monitoring noise levels within surrounding notified neighborhoods (see Neighborhood Relations section) during the pre-event sound checks. VENDORS & EXHIBITORS PERMITS Event Organizers shall be provided with notice that it may be necessary to obtain other permits and approvals in order to conduct the Event. The City may revoke Special Event Park Use Permits if Event Organizers fail to obtain all of the necessary permits and approvals for any specific activity in which they engage. Commonly required permits/ permissions include: Event Organizers shall be held responsible for communicating all park and event rules, regulations and permit requirements to any vendors and! or exhibitors they authorize to participate in their event. The City will reserve the right to expel from a facility any vendor that the City determines is not in compliance with provisions of the Special Event Park Use Permit or City rules & regulations. The City will report suspected code violations to appropriate regulatory agencies. PRE-EVENT WALKTHROUGH Event Organizer and City will conduct apre-event walk through at the Event location at least one day prior to the start of the Event. Event Organizer must agree to comply with any additional instructions, site set-up changes and/ or restrictions issued by City that result from this walk through. ALCOHOLIC BEVERAGES Alcohol dispensing will o~ be allowed at Centennial Park, and only with the appropriate OLCC Temporary Salesl Special Event License or an OLCC Temporary Use of Annual License for an event at an unlicensed location. Applications will only be considered for beer and wine; no spirits or hard liquor. Events at which alcohol will be dispensed are required to make exclusive use of the park. If alcohol dispensing is part of the park permit application, the Security Plan shall include: A. A detailed plan (including notations on the Ground Setup Plan} on how Event Organizer plans to manage and separate minor patrons from adult alcohol consumers. B. How Event Organizer will check adult patrons' ID. C. The number and location of private security assigned to supervise the alcohol service area (the City shall establish the number of security officers required per capita on a case by case basis except where daily event attendance is expected to exceed 2,000 persons and in that event it shall be no less than established OLCC requirements). D. How the Event Organizer will comply with OLCC regulations regarding food service for patrons being served alcohol. Event organizers that authorize the sale of alcohol in violation of these policies will be provided with notice that their failure to comply with the terms of these policies will result in revocation of their permit. In lieu of revoking the permit, the City, at its sole discretion, and 42 Proposed Special Event Policies May 2009 City of Woodburn Page 9 after hearing from the event organizer, may elect to impose a $500.00 forfeiture. Nothing in this provision shall limit the City's authority to issue citations for violations of any city ordinance or applicable laws. OTHER APPROVALS AND PERMITS Event organizers will be notified that, apart from the requirements set forth in these policies, it might be necessary for them to obtain other permits and approvals in order to conduct their event, including, but not limited to: A. Event organizers must require food vendors to obtain a temporary restaurant license from the Marion County Health Department. B. For any amusement rides, event organizers must obtain inspection and approval of the State of Oregon, Building Codes Division and display a current operating permit for each ride. C. An emergency access plan for the Event must be approved by the Woodburn Fire District. Additionally, the Woodburn Fire District has developed public event requirements which must be strictly adhered to. D. A dance permit must be obtained through the Woodburn City Recorder for any public dance. E, No signage may be displayed by event organizers unless a Temporary Sign Permit has been issued by the Community Development Department. No signs will be permitted in the public right-of way. F. A Parade Permit must be issued by the Woodburn Police Department for any parades on City streets or in the publicright-of-way. The City may revoke the permit if the event organizer fails to obtain all of the necessary permits and approvals for any specific activity in which it engages. AUTHORITY TO SUSPEND OR CANCEL In the event that the Cifiy Administrator, Community Services Director, Public Works Director, Police Chief, or other City official designated by the City Administrator determines that activities conducted under a Special Event Park Use Permit endanger the health and safety of any person, or will cause damage to real property, or that an event organizer has not complied with any of the terms and conditions of the Special Event Policies or Special Event Park Use Permit, the City, through the action of any of the above-named City officials, may suspend or cancel said Permit. The City reserves the right, at its discretion, to suspend or cancel said Permit at any time without incurring any liability to the event organizer whatsoever. The event organizer shall be required to immediately cease all activities and events within the park upon notice of suspension or cancellation of the Permit. ANTI-DISCRIMINATION/COMPLIANCE WITH LAWS: Event organizers shall be prohibited from discriminating against any individuals on account of color, race, religion, ancestry, or national origin and to comply with all applicable federal, state and local rules, regulations and ordinances. 43 Proposed Special Event Policies May 2009 City of Woodburn Page 10 44 CURRENT Special Event Policies City of Woodburn Recreation and Parks Department Adopted January 24, 2005 45 Special Event Policies City of Woodburn Page 1 SPECIAL EVENT POLICIES & FEE SCHEDULE The Special Event Policies & Fee Schedule applies to facility use requests that will attract more than 1,000 visitors or require the exclusive use of an entire park. Included within these policies and fee schedules are activities where the purpose of the event is to distribute information andlor introduce a product that may result in any present or future donations or sales. Also included are events where concessions, sales or carnival rides and attractions are a part of the event. These fees and policies guide the organization and production of events promoted independently from City sponsorship. Agreements with promoters, organizers and event producers to prepare events and activities in which the City is a co-sponsor will be negotiated on a case-by-case basis. Depending upon the nature of a proposed cosponsored event, policies and fees outlined in these policies may or may not apply. Permits for events of the size and nature described above will be considered for approval only for Legion, Settlemier and Centennial Parks. These policies are adopted to guide the use of City parks for large special events. Approval for any event will not be considered final until a Special Event Park Use Permit is signed, all fees and deposits are paid, necessary permits are obtained and appropriate certificates of insurance are filed with the City. Applications for a Special Event Use Permit under these policies must be filed at least 30 days prior to the date of the event. CERTIFICATE OF INSURANCE Event organizers must provide and maintain at their own expense comprehensive general liability insurance and comprehensive auto liability insurance with a combined single limit of at least $1,000,000 per occurrence. Depending upon the nature of the event planned, the City may require additional insurance coverage. Such insurance shall be primary to other insurance maintained by the City and shall name the City as additionally insured. ON-SITE MANAGEMENT STAFF The City will assign staff to be on-site at least eight hours each day an event is open to the public. Staff will be responsible to assist organizers with event access, compliance with park rules and provisions of an approved Special Event Use Permit and other concerns regarding park facilities. City management staff will also monitor compliance with regulations that other agencies might impose and will advise those agencies of possible violations. GROUNDS SET UP PLAN The applicant must submit to the Recreation and Parks Director for approval a Grounds Set Up Plan fourteen calendar days before occupying the park. This Plan shall specify: All temporary fence lines including entrance gates, emergency exits and access lanes and service entrances. A. Ride and attraction locations. B. First Aid stations. C. Power generators. 46 Special Event Policies City of Woodburn Page 2 D. Locations where propane gas will be used. E. Ali food and beverage and other vending locations. F. Utility vehicle, ambulance and event truck parking. G. Ticket sales booths. H. Location for security personnel. I. Portable toilet locations. J. Locations for amplified sound and staging equipment. Facility Maintenance personnel are available by appointment to answer questions regarding individual park facilities. They can assist with developing site plans, locating underground utilities, making suggestions on how to reduce turf and facility damage and for on-site consultation both prior to and during setup. Facility management personnel will be on-site during the event to assist with emergencies. Grounds Set Up Plans are subject to the review and approval of the Woodburn Fire District and the Woodburn Police Department as well as the Recreation and Parks Deparment. EVENT SECURITY Event organisers will submit a Security Plan to the police Chief for approval. This plan shall include the following: A. The number of private security officers. B. The locations where each private security officer is stationed. C. The hours each private security officer is scheduled to work. D. Proof of bonding of the private security company. E. Proof of license and certification of the private security company by the Oregon Department of Public Safety Standards and Training. ALCOHOLIC BEVERAGES Alcohol dispensing is o~ allowed at Centennial Park, and only with the appropriate OLCC Temporary SaleslSpecial Event License or an OLCC Temporary Use of Annual License for an Event at an Unlicensed Location. Applications will only be considered for beer and wine; no spirits or hard liquor. Events at which alcohol will be dispensed are required to make exclusive use of the park. If alcohol dispensing is part of the park permit application, then the Security Plan shall include: A. A detailed plan {including notations on the Ground Setup Plan) on how Permitee plans to manage and separate minor patrons from adult alcohol consumers. B. How permittee will check adult patrons ID. C. The number and location of private security assigned to supervise the alcohol service area (the City shall establish the number of security officers required per capita on a case by case basis except where daily event attendance is expected to exceed 2,000 persons and in that event it shall be no less than established OLCC requirements}. D. How the Permittee will comply with OLCC regulations regarding food service for patrons being served alcohol. 47 Special Event Policies City of Woodburn Page 3 MUSIGPA All amplified music or use of a PA system in any park is regulated by the City's noise ordinance. The ordinance limits amplified sound to 80 dBA at park boundaries. However, to minimize impacts on surrounding neighborhoods, the Recreation and Parks Department will regulate the location and placement of all PA systems used as a part of a special event and will establish dBA for each event and for each park through prior testing. DBA will not exceed limits listed above. The Recreation and Parks Department site management personnel in consultation with the Police Department will monitor and regulate sound volume. Specific park res~ictions apply to Settlemier Park and Warzynski Plaza as (allows: 5ettlearier Park Amplified sound is allowed between noon and 9 p.m. Friday and Saturday. Amplified sound is allowed between noon and 7 p.m. Sunday through Thursday. On each day for which amplified sound is approved, amplified sound will not exceed six hours in total duration and will be allowed only for two consecutive hours with a minimum of 30 minute breaks between amplified sound sessions. Amplified sound including music and public address (announcing voice) must not exceed the established dBA limit far each event. Specific dBA limits for each event will be set after monitoring noise levels within surrounding notified neighborhoods (see Neighborhood Relations section) during the pre-event sound checks. Woodburn Downtown Plaza • Amplified sound will be allowed between l0 a.m. and 9 p.m., April through October; and 10 a.m. to 7 p.m., November through March. • On each day for which amplified sound is approved, amplified sound will not exceed six hours in total duration and will be allowed only for two consecutive hours with a minimum of 30 minute breaks between amplified sound sessions. • Amplified sound including music and public address (announcing voice) must not exceed the established dBA Iimit for each event. • Specific dBA limits for each event will be set after monitoring noise levels within surrounding notified neighborhoods (see Neighborhood Relations section) during the pre-event sound checks. DANCE PERMIT Any public dance activities associated with a special event requires a dance permit issued by the Woodburn Police Department. A "public dance" is any dance not held in a private home or residence which is open to the public. Public dancing will not be a permitted activity without an approved permit. NAILS IN TREES PROHIBITED To keep trees healthy and to protect maintenance workers, the use of nails in trees is prohibited. Should a saw ever be needed to remove or repair a tree, nails can damage equipment and severely injure workers should a saw strike a nail. Therefore, the use of nails in trees is prohibited. 48 Special Event Policies City of Woodburn Page 4 OTHER APPROVALS AND PERMITS Apart from permits required by the City of Woodburn, it is necessary to obtain other permits and approvals from other agencies to conduct an event. These permits and approvals include, but are not limited to, the following: A. For food booths, organizers must require vendors to obtain the approval of the Marion County Health Department. B. For any carnival rides, organizers must obtain inspection and approval of the State of Oregon, Building Codes Division. Event organizers may be required by the City to show written proof that these permits were secured. Organizers should keep these permits on premises during the event and be prepared to produce them immediately upon request. UTILITIES Some parks have 110V/20 amp electricity available for special events. This may not be adequate for your event. Should you require additional power and need to bring in a generator(s), all placement of generators must be noted on the approved Grounds Set Up Plan. This includes large generators that serve multiple booths or attractions and small generators that serve individual booths or attractions. The use of propane for cooking during a special event is acceptable. However, such use is subject to the inspection and regulation of the Woodburn Fire District. RESTROOMS Within Woodburn's parks, events that fall within the Special Event Policies will require portable restrooms. The City requires organizers to provide one portable restroom for every 125 expected visitors at any given time the event is open to the public. Five percent of all portable restrooms must meet ADA standards for accessibility. When portable restrooms are required, the first portable placed on site must meet ADA standards. When restrooms are required in two or more locations, each location must include an ADA approved restroom. Organizers will clean and service these facilities on a frequent basis throughout the event. TRASH CANS & REFUSE REMOVAL Event organizers will require each vendor or exhibitor to provide two trash cans for each food vendor (at least one for public use and at least one for vendor use) and one trash can for non-food exhibitors. Exhibitors will be required to empty these trash cans as needed. The City requires organizers to provide at least one trash can for every 125 expected to be in attendance at any given time the event is open to the public and will empty the trash cans on a continual basis so that they do not overflow. These trash cans are in addition to those provided by vendors and exhibitors. The 49 Special Event Policies City of Woodburn Page 5 City will make available to the organizer all trash cans normally available within a park as well as any others within the Department's inventory that are not in use at another park or event, Event organizers are responsible for all expenses to remove litter and trash from a park or facility. Event organizers will continually patrol the park tv pick up litter before, during and after an event is open to the public. PUBLIC ACCESS Event organizers with permission (through an approved Grounds Set Up Plan) MUST adhere to that plan. At no time will an event be allowed to put fencing across a sidewalk or other public right of way without the written permission of Recreation and Parks Director or hislher designee. Stakes put into the ground to support fencing cannot exceed $" in depth without flagging of underground utilities. No staking is allowed on any paved surfaces without prior approval from the Recreation and Parks Department. ON-SITE VEHICULAR TRAFFIC To ensure the safety of event visitors, organizers and exhibitors, vehicular traffic within any park during the hours an event is open to the public is prohibited without permission from the City's on-site staff. Approved vehicular movement is restricted to designated paths, roads and parking areas. OFF-SITE PARKING PLAN Since parking at Woodburn's parks is limited, the City will require event organizers to submit off-street parking plans that will reduce impacts to surrounding neighborhoods. This plan will document agreements with off-site parking lot owners to use parking lots and transportation companies or agencies to transport event visitors. The plan will also provide a schedule and a route that shows drop-off and pick up points. NEIGHBORHOOD RELATIONS Because large events have a significant impact on neighborhoods, after an application is approved, the City requires event organizers to notify with fliers the surrounding neighborhood. The flier should include dates, times and a description of the event planned. It should also invite the neighborhood to participate in the event and provide a City phone number to call should a concern arise. The City will provide event organizers with a mailing list or street map with addresses to delineate the extent of flyer distribution. Event organizers should plan a neighborhood clean up detail to pick up litter left by event visitors who park throughout residential neighborhoods and business districts. 50 Special Event Policies City of Woodburn Page 6 VENDORS & EXHIBITORS Event organizers are responsible to communicate all park and event rules, regulations and permit requirements. Vendors must also complete application forms supplied by the City. The City expects that organizers will make every effort to seek compliance with these rules. However, the City reserves the right to expel from a facility any vendor that the City determines is not incompliance with provisions of the permit or City rules & regulations. The City will report suspected code violations to appropriate regulatory agencies. 51 Special Event Policies City of W~dburn Page 7 FEES & DEPOSITS FOR SPECIAL EVENTS Fee or Deposit Amount Description Special Event Permit $1,275 This fee allows for three days ofnon-exclusive use for event setup, one day for the event and two days ofnon-exclusive use for event break down. Event organizers needing additional days for set up, event and/or breakdown will be char ed at $400 r da . Additional Days $400 This fee applies to days an event organizer needs be and the da s described above. Attraction Fee (per attraction per $50 Attractions include carnival rides & games {each event) separate ride or game is a separate attraction This fee applies only if the qualifying for the fee}, games, food vending amount is greater than the total concessions, sales and information booths. Event fees for the Special Event Permit organizers will be allowed two booths at no charge and Additional Da s combined. for event administration and information. Deposidper day $750 In addition to the user fee, event organizers will be required to submit a security deposit in the amount of $750 per day. Charges to the deposit will be made to repair damage beyond normal wear and tear, for set up days beyond three days and break down beyond two days {charged at the "Additional Days" rate} and park facility restoration including turf & vegetation, buildings, utilities and other physical park features. The deposit will also cover expenses when park staff is necessary for apre-event set up and post event clean up beyond 24 hours. Such will be charged at $34.b2 per hour. Event organizers will be billed for expenses in excess of deposits retained. Deposits will be returned within 30 days from vacation of the park. The Recreation and Parks Department will prepare a campiete cost accounting for fees, labor, materials and services for ex nses withheld from a de sit. 52 /~ ti 1 ~• DB R~ lncorpcrairr( 18R~1 ~F,f,Af~. µ~+H" May 11, 2009 T0: Honorable Mayor and City Council through City Administrator FROM: Ben Gillespie, Finance Director SUBJECT: Special Events Fee R~QMMENDA, TfON: After providing an opportunity for interested persons to comment, approve the attached ordinance setting the fees for Special Events Private at the same level as the Special Events Commercial. BACKGROUND: Earlier this evening the Council considered changes to the City's Special Events Policies. The attached ordinance sets fees to reflect the objective of ensuring that the City recovers all costs related to supporting special events operated by outside organizations. DIS U I N: Special event fees for commercial events are currently $b,b00 for the first day and $4,000 for each subsequent day. Fees for private special events are $3,300 for the first day and $2,000 far each additional day. The attached ordinance raises the fees for Special Events Permit Private to the same rates as the Special Events Permit Commercial. FINANCIAL f_MPAC ~: The rates for Special Events Private have been at 50% of full cost recovery. The difference has been subsidized from General Fund revenue. The depressed economy makes subsidies especially problematic. The revised rates will eliminate this subsidy. Agenda Item Review: City Admi City Attorney ~"""~' Finan 53 COUNCIL 6111 N0.2775 ORDINANCE N0. AN ORDINANCE ADOPTING NEW SPECIAL EVENT PERMIT FEES FOR INCLUSION IN THE 2007-2008 MASTER SCHEDULE AND REPEALING All SPECIAL EVENT FEES THAT ARE INCONSISTENT WITH THIS ORDINANCE. WHEREAS, in September 1998, the Council adopted the first annual Master Fee Schedule; and WHEREAS, the 2007-2008 Master Fee Schedule is currently in effect, as amended; and WHEREAS, the staff recently evaluated the Special Event Permit fees from a cast recovery standpoint; and WHEREAS, the City Council after due consideration believes that it is necessary and important for The City to adequately recover its costs for both private and commercial special events; and WHEREAS, pursuant to ORS 294.160, the City Council provided an opportunity for interested persons to comment on the enactment of this Ordinance and these proposed fee increases; NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. The 2001-2008 Master Fee Schedule is amended to revise Private Special Event Permit fees. These fees are as follows: PARK and ATHLETIC FIELD RENTALS PRIVATE Special Event Permit Fee $6,600 Special Event Permit Fee Each Additional Day Fee $4,000 Section 2. A!I Special Event Permit fees and charges that are inconsistent with those contained in the attached schedule are hereby repealed. Approved as to form: ~ ~• ~~~ `5 ~ 2~ Q °~ City Attorney Date Page 1- COUNCIL BILL N0.2775 ORDINANCE N0. 54 Approved: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant City Recorder City of Woodburn, Oregon Page 2 - COUNCIL BILL N0.2775 ORDINANCE N0. 55 /'-1 .• '~`~- '~1' sv~ N lntor~~nraitA 4884 May 11, 2009 T0: Honorable Mayor and City Council FROM: Dan Brown, Public Works Director ~~""`""" ae~„ SUBJECT: IRONWOOD SUBDIVISION IOCAI IMPROVEMENT DISTRICT FOR REPLACEMENT OF STREET TREES AND SIDEWALK REPAIRS - ~1} APPROVE THE ENGINEERING FEASIBILITY REPORT (2) BY RESOLUTION ESTABLISH INTENT TO IMPROVE RECOMMENDATION: 1. Approve the Engineering Feasibility Report. 2. By Resolution establish an Intent to Improve by local Improvement District (LIDj the Ironwood Subdivision for the replacement of s#reet trees and repairs of sidewalks. BACKGROUND: The Ironwood Homeowners Association met with City staff on July 29, 2008 to express concern and frustration with damage to sidewalks, curbs, and in-ground sprinkler sys#ems being caused by the street trees planted in the Ironwood Neighborhood. In the fall of 2007, the Ironwood Homeowners Association had made a similar request for replacement of the street trees and the request was denied by the Community Development Director. The street trees planted in the ironwood neighborhood are a American Sweetgum (Liquidambar styraciflua~. They are a colorful ornamental deciduous tree. At the time the site development plans were approved for the Ironwood neighborhood, the American Sweetgum was an approved street tree. The City has since removed the American Sweetgum from the list of approved street trees because of it propensity to cause damage to sidewalks, curbs, and streets due to its shallow root system. The tree is also prone to storm damage because of its shallow root system. Staff explained to the Ironwood Homeowners Association representatives at the July 29, 2008 meeting that the City "technically or legally" does not have an obligation to replace the street #rees. Staff reminded representatives that Agenda Item Review: City Administrator City Attorney j v NCI Fina Honorable Mayor and City Council May 11, 2009 Page 2 removal of the street #ree would require a permit issued by the City and that the individual property owner would be responsible for cost of replacing the tree and any repairs needed for the sidewalk. Staff did offer to administer a Local Improvement District to remove the existing American Sweetgum trees and replant with a variety that the neighborhood selected that was on the approved list of street trees. On September 3, 2008 the Ironwood Homeowners Association wrote a letter to Dan Brown, Public Works Director requesting that the City of Woodburn put together and present to them a proposal for the removal and replanting of trees, the repair of sidewalks and irrigation system to present to the Homeowners Association members. On September 22, 2008, Council approved initiating a l1D for the Ironwood Neighborhood on behalf of the Ironwood Homeowners Association with Resolution 1906. DI ~t It,,~N: Attached to this staff report is the Engineering Feasibility Report prepared by Public Works outlining the scope of work and cost of replacing the street trees and repairing the sidewalks in the ironwood neighborhood. The Engineering Feasibility Report is presented to Council for review and approval. The report has already been presented to the Ironwood Homeowners Association and accepted. The report was the basis of the lID petition that the Ironwood Homeowners Association circulated and obtained approval from over 70 percent of the affected properties. Council approval of the Resolution to declare an "Intent to Improve" will allow proceeding with the formal adoption of the LID for the Ironwood Neighborhood consistent with Ordinance 2105. Preparation of the Engineering Feasibility Report was done based upon Council approval to initiate the lID establishment process to address the concerns raised by the Ironwood Homeowners Association. On behalf of the Ironwood Neighborhood, the Ironwood Homeowners Association approved the Engineering Feasibility Report and the estimated distribution costs or assessments that would be imposed on benefiting properties, The Ironwood Homeowners Association then circulated a petition and obtained signatures from of 70 percent of the benefiting properties to initiate the LID as proposed by the Engineering Feasibility Report. 57 Honorable Mayor and City Council May 11, 2009 Page 3 Upon Council approval of the Resolution to declare an "Intent to Improve", the City Recorder will serve notice of a public hearing to be set for a future Council meeting. At the future Council meeting, remonstrances will heard and counted. FINANCIAL fMPACT; .._._. The estimated cost of completing the Engineering Feasibility Report and preparation of contract documents is X4,000, which will be charged to the Special Assessment fund. The City also guarantees that the estimated assessment presented to benefiting property owners will not exceed the estimated assessment. Project costs in excess of those estimated will be borne by the City. These costs and potential costs are considered the City's contribution to addressing the street tree and sidewalk damage problems being experienced in the Ironwood Neighborhood. 58 .• ;:. '~tT N ~.,.,,,,~,~, «~, PUBLIC INCiRKS DEPARTMENT January 30, 2009 Ironwood Homeowners A,ssociat~n, Inc. Attn: Board of Directors 955 Tukwila Drive Waodbum, OR 97071 REF: REPLACEMENT OF STREET TREES AND REPAIR 4F SIDEWALKS iN THE lRONW40D NEIGHBORHOOD; ENGINEERING FEASIBILITY STUDY Dew Board of Dir~ec~ors, The City has completed an engineering feasibility study for the npi~ement of e~dstlng street trees and repair of sidewalks in the Ironwood neighborhood. A report summar~ing the study is attached th this letter for your review and comment. The feasibility study identifies what needs to be done to connect the currant probl~n and pro~des a cost estimate for the corm aeon. The feasib~ity sly ~ submit~d ~ you for review and concurrence prbr to presentation to the City Counai for cxfnsideradon and approval of establ~hment of a Local Improvement District. My Est correspondence to you was a letter dated November 10, 2008. This letter provided information as to the procedures used #o establ~h a Local Improvement Distdct to fin~ce the replacement of the streeet trees and repairs to the damaged sidewalks. The ironwood l~meowners association had expressed a preference for the City to enter into a Lora{ Improvement District v~ith the Ironwood Homeowners Assodadon and not ~di~dual property owners. As explair~d in my November 10, X008 letter, under Oregon Statutes, the City can only enter into a Local improvement Dist~ct with individual property owners. Additionally, the low interest 10 year ban to repair die impnnvements made, often nefernad bo as a Bancroft Loan, is only available to individual Property owners, no# homeowner associaftons. There are two optrons available far flnan~ng this capital improvement project. Option one is for the irernvood Homeowners Assoaation to finance the capital improvement project by direr reimb~rrsement to the Cdy. Option ~ is proceed with this capital knnprovement project as a Local Improvemenrt Dom. Option one wrould entail the Ironv~ood Homeowners Association aril the City of Woodburn entering into a oon~ract far reimbursement of the capital improvement proj~t. Option two would entail presenting to the City Council a petition from more than two-thirds of the impacted property owners expressing their desire to establi$h a LID and agreement with the as~+~ed assessment fcr accomplishment of tine capital improvemenrt project. 59 PUBIC 1MORK$ DEPARTMDNT January 30, 209 Page Z The benefit to the Ironwood neighborhood of pursuing the replacement of the street trees and repair of the sidewalks as a unified neighborhood and not as individual property owners are the eoonom~s of scales and consolidation of administrative costs versus duplication of those costs through multiple indi~duai res~ence contracts. Addi~onaliy, the City will provide a cost guarantee to vom~ete this capital improvement project. The Cites guarantee also ensures for the property owners a rebate of the assessed contributions, should actual costs be less than the estimate provided, if the actua{ cost of compie~ng the contract exceeds mY engineering esfimate, the City wil! pay the costs in excess of the estimate presented. The esgmated cost of replacing the existing street trees, repairing s~ewalks, and repairing the irr~ation system in the planter strip is $62,818. The engineering feasibility study assigns an assessed contribution for each individual proper[y based upon street frontage and that assessment is lnduded in the feasibility study, Should option one be elect~l by the Irorn+rood Homeowners Associadon, a contract between the Horr~owners Association and the City for neimbursemen# of the total capital improvement project cost. l am scheduled to attend your neighborhood mee~ng on February 25, 2009 to discuss the engineering feasibi~ty study and administrative procedures of proceeding with either a Local Improvement District with individual property owners or a reimbursement contract with the Homeowners Assodation. I will wait for your nespanse before preceding with a presentation the engineering feasibility study to the Ci#y Council for approval, My phone number is (503) 982-5249. Sincere Dan Brown, P.E. Pudic Works Director City of Woodburn aregon End: Ironwood Neighborhood Stroet Tree and S~ewalk Repair Engineering FeasitNi~y Study Report Copy: City Admir~strator c~yatroi~ey 60 Sweet Gum Replacement Petition So... you've heard that Ironwood has been speaking with the dty about rapiadr~ the Sweet Gurn trees that line our sd~eets. The cost of this replacement would be assessed to each homeowner based on the property frontage. The cost for each homeowner has already been calculated and you can review the cost at the office or on the petition when we bring it around. At least 2/3 of the owners must sign the petition to move the project forward. Why do we want to replace the trees and why is the dty ~ncouraging us to take this step • Sweet gum trees were not the right tree for our neighborhood and have since been banned by the city. They have been damaging sidewalks and sprinkler systems with their shallow roots. • They will only become larger and do more damage. These trees are going to get large... very large. They could grow to be 95'tali probably not in our lifetime though) and their trunks will exceed their allotted space. • The aty has offered a one time opportunity where they will pay for all of the engineering and planning, hire contractors, repair sprinkler components that are damaged during replacement, and repair the grounds around the trees; including replanting grass. All of this AND they will guarantee the price. • You are responsible for injuries or damages caused by the trees. It sounds strange that the city would not allow you to replace the trees yourself but would hold you responsible for damages it causes; but that is the case. The city could ask you to repair sidewalks or replace the trees at your expense, at any time. It is much cheaper for us all to do it at the same time. • The city handles everything: trees, sprinklers, grass, planning and management. • Much lower cost than doing it ourselves. • Cost can be lower for us, but won't be higher. Even if the project costs more, our price remains the same. • Can pay all at once or pay over 10 years. • The city will allow us to take out the 178 trees and replace them with 98. This will remove trees around the street lights and those planted in other inappropriate places. • If the cast is less than the estimate, each homeowner would only have to pay the cost. If already paid, the homeowner would have the difference refunded. 61 frequently Asked Questions: 1. Why doesn't Centex pay for it? The sweet gum trees were on the approved list when Centex planted them, so they can't be held responsible. 2. Why doesn't the city pay fOr it? Each homeowner is responsible for the sidewalk and trees, etc. in front of their property. 3. What about the homes in foreclosure? The bank will assume the cost. 4. What happens when a home ~ sold wig a remaining batance~ the balance is handled as part of the escrow process. S. Why can't the homeowners do R themsehres~ it is against city ordinances. The city won't allow simply removing the trees. The homeowner must maintain neighborhood standards, including the approved number and type of trees. 6. When ~ it goi~ to happen? 'the city will put out for bids as soon as they receive the signed petitions. 7. How wiQ K take? it is estimated that once started, the project will take approximately 45 days to complete. 62 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK ~tEPLACEMENT WITHIN IROMAf00D SUBDIVISION 1 & 2 ~ TUKWILA. To the City of Woodburn Public Works DepaAment: We, tl~e undersigned owners or contract purchasers of property within Ironwood ~ Tukwila 1 & Z, do hereby petition the City of Woodburn to establish a Local Improvement District (LID) to remove and replant street trees, repair sidewalks and irrigatlon systems as necessary in connectlon with the removal and re~a~ting of the street trees. It is understood that the cost for this improvement will be $7.77 per front footage fog each lot. LID assessments can be paid bads over a 10-year period with a Bancroft Loan through the City. Current estimated interest is 4.67%. These arrangements are made after the improvement is done and the final assessmerrts are calculated, which wi0 not exceed $7.77 per front foot. The following lots are identified as all being located within IromNOOd at Tukwila and Ironwood (~ Tukwila No. 2, Township 5 South, Ramie 1 West, of the Wilamette Meridian in the City of Woodburn, Marion County, Oregon. Curtent properly owner ir-formation was obtained from Marion County Tax Assessors records. Situs Add-essl Nlap Tax Lot (Lot #) 2516 Colewood Orive o5tvuo7nAOO~oo (t~ 2514 Colewood Drive o5two7nA00200 t2) 2512 Colewood Drive ' 051 W07AA00300 (3) 2515 Colewood Drive ' OS1W07AA00400 (4) 2525 Colewood Drive 051VV07AA00500 (5) 632 Ironwood Terrace ' 051W07AA00800(~ 844 IfOnwood Terrace • 051 W07AA00700 (~ 656 Ironwood Terrace 06t W07AA00800 (8) 668 Ironwood TeRaoe 051VY07AA009pp(9) Front Foota~el Cost Not to Exceed 172.36 $1,339.51 63.2 $491.16 81.19 $630.98 98.23 $763.40 175.99 $1,367.72 64.93 5504.61 63.32 $492.10 61.65 $479.12 60.56 $470.65 Laughrey, Henry 8 Brenda ,,4 .. ~l ~ ~~. Smith, Ca~i J 8 Wilmes-Smith, Linda L ~ ~~,~ ,~~ Wamble, Robert B II ,~~~ In ~~~~~ ~/~ Rios, Amoklo De los & Rios, Magdalena De Los Haneberg, Eric B & Pamela J Hendricks, Kevin M 8 Kimberly L Koepping, Paul R & Kristen K Glavnik, Nikolay & Lyudmila Wolfer. Jon A & Delia R 1:1PROJECTS120pB120pg-065-39 Ironwood Subdivision LID - Eny Feas~ility Study iw ROW treeslLlDlPaliliai for nnprovemeM -Complete List.dx Page 1 of 13 8 r,. aC~, N 63 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT YVITHIN IRONWOOD SUBDIVISION 1 b 2 ~ TUKWILA. To the City of Woodburn Public Works Department: We, the undersigned rnmers or contract purchasers of properly within Ironwood (~ Tukwila 1 8 2, do hereby petition tl~e City of Woodburn to establish a Local Improvement District (LID) to remove and replant street trees, repair sidewalks and irrigatlon systems as necessary in connection with the removal and replarrting of We street Vees. It is understood tt~at the cost for this improvemerrt will be 57.77 per front footage for each lot LID asaessm~b can be paid back over a 10-year period with a Bancxoft Loan through the City. CuRent estimated interest is 4.67%. These arrangements are made after the improvement is done and the final assessments are calarlated, which will not exceed 57.77 per front foot. The foNowing lots are identified as aU being located within Ironwood at Tukwila and Ironwood ~ Tukwila No. 2, Township 5 South, Range 1 West, of the Willamette Meridian in the City of Woodburn, Marion Count', Oregon. Current property owner i~ortnaHon was obtained from Marion County Tax Assessors records. Front Fo~gal Situs Addross/ Cost Not to Map Tax Lot (Lot ~) Exceed Owner(s) Signaturo(s) 682 Ironwood Tartace 051W07AAOt00o (10) 208.49 $1,620.30 Nielsen, Shannon T & Rubin, Steve P 2515 Heron Sweet 66.67 Patrick M & Mary Mne L. S~thoff 051Wi077AA01100 (11) 3518.13 , ~ 2~537~ ~on~Street X27 ~ pean, Wipiam T 8 Sandra J 2559 Heron Street 54.97 Federal Home Loan Montage Corp o51w0~AA0130o (13) $427.20 C/O Gluality Loan Senrive Corp ti 2571 Heron Street 40.69 Blomberg, Walter M & Norma T 051VV07AA01400 (14) $316.23 695 Ironwood Terrace ' ~.~ Gsail Susan H o~1WO7AAOtsOO (15) $287.24 , 683 Ironwood Terrace 62.91 WiQiam J Tre Staats Fam LT & Staats oatwo7ano~soo (ts) $488.91 , ~ 671 Irornvood Terrace 81.59 Christoff, David J. & Jane E ostVVO7anot7oo !1~ 5478.65 e ~9 ~fOm"'O0d Te~~ ~ Reinhardt, John A 8 Rena F o51VUO7AAO18oo (te) $466.30 I:IPROJECTS12008\2008-06539 IraWVOOd Subdivision UD - Eng Feas~biligr Study for ROW Vees1L101Petlt~ • .. i I ~, w ~ ff ~r W~ ~~ ,~ ~~ l for improvemetN -Complete List.doc Page 2 of 13 64 March 2Q09 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT VYITHIN IRONWOOD SUBDIVISION 1 ~ 2 ~ TUKWILA. To the City of Woodburn Public Woks Departrnent: We, the undersigned owners ar contract purohasers of properly within Ironwood ~ Tukvuila 1 8 2, do hereby petition the City of Woodburn to establish a Local Improvement DlsMct (LID) to remove and replant street trees, repair sidewapcs and irtigation systems as necessary in coy with the removal and replanting of the street trees. It is understood that the cost for this improvement wiN be 57.77 per ttontt footage for each lot. UO assassmeMs can be paid back over a 10-year period with a 8ancroR Loan through tfie City. Current estimated interest is 4.6746. These arrangements are made after the improvement is dog and the final assessments are calculated, which will not exceed 37.77 per front foot. The following lots are identified as all bang located within Ironwood at Tukwila and Ironwood ~ Tukwila Plc. 2, Township 5 South, Range 1 West, of the WiUamelte Meridian in the City of Woodburn, Marion County, Oregon. Current property owner l~omnatan was obtained from Marion CourNy Tax Assessors records. Front Footage) Sides Address/ Cast Not to IMaP Tax Lot (Lot #1 Exceod Owner(s) Si9naturo(s) 857 Ironwood Terrace gp M Jeanne Ba-bour Tniet 8 Barbour M John M Jeanne Trustee & Bartwur ~ os~wo~nnoteoo (~9? sggg.3p ~ Trustee { 6451rornirood Terrec:e ~ R~~, ~~~ F Marcotte-Ling r ~~S/ ~`~- ~ 051V1l07AA02000 (Z~ 5486.30 ~ 6231rorwrood Terrace ~ Beam, Thomas L& Suzan T n ~ p o51wo7AA0210D (2'1) $466.30 ` .~WiY~,m d, 601 Ironwood TeRace ~ Blanks, David E & Crist~ta C ~(``~ ~ ~~~~i~i~ 0611N07AI1U22oo (22) $466.30 „ ~ 589 Ironwood Terrace 84.52 658 85 Edick Fam Tr & Edidc, Richarcl C Tre Christine M Tre 8 Edidc /' ~~ ~ ~ ~( ~ ~ o57wo7AAO2aoo (23) $ . . ` ,~. .~ s ~7 ~ro^WOOd T~~ 67'~ Carter, Raymond B 8~ Catherine M ~ ~ o51WO7AAO2~oo0 (2a) $520.85 a. ;~,r~. ~j _ ~_~ ~, , 575 Ironwood Tenets ~ grms, Stanley E & Rosary A ostuvo~Ano2soo (2s) 5486.30 (1vvw~ ~~ ~ 563 Ironwood Terrace ~ Jo~ea, Bert S ;, o5twu7~u4oze0o {28) $468.30 ` 559 Ironwood Tert~ac~ 451WO7AAO270o (2~ ~ X466.30 Garcia. Jose l & Georgina ; 6 j I:IPROJECTS1200812006-085-~ Ironwood Subdivision LID - Eng FeasibilNy Study for ROW trees~l.IDlPetiUon for improvement -Complete List.doc Pape 3 of 13 65 Mare 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDNISION 1 8 2 ~ TUKWILA. To the City of Woodburn Public Works Department: We, the undersigned owners or contract purchasers of property within Irornvood ~ Tukwila 1 & 2, do hereby peHdon the City of Woodburn to establish a Local Improvement District (LID) to remove and replant street trees, repair sidewalks and iniga6on systems as necessary in connection with the romoval and replar-ting of the street trees. It is understood that the cost for this Improvement will be 57.77 per front footage for each lot LID assessments can be paid back over a 10-year period with a Bancroft Loan though the City. Current estimated interest is 4.6796. These arrangements are made after the improvement is done and the final assessments are calculated, which will not exceed 37.77 per front foot The following lots are identified as aU being lxated within Irornvood at TukwiNa and Iromnrood (~ Tukwila No. 2. Township 5 South, Range 7 West, of the 1Nilamette Meridian in the Cily of Woodburn, Marion County, Oregon. Current propeAy owner information was obtained from Marion County Tax Assessors records. Front Footage/ Siqu Address/ Cost Not to ( ~ ~ rCC ~ ~ r Signature(s) MaP Tax Lot lLot ~) Excesd Owner(s) 537 Irornvood Terrace o5~wo~nno28oo tza) 5251ronwood Terrace 061W07AA02900 (29) 503 Ironwood Terrace ogtwo7nno3ooo (30) 495 Ironwood Terrace 051WO7M03100 (31) A89 Ironwood Terrace 051W07AA03200 (32) 467 konwood Tercace 05tW07AA03300 (33) 445 Ironwood Terrace OS1W07AA03400 (34) 423 Ironwood Terrace os~wo7nno36oo (35) ~ 30 $466 Shumway, David L 8~ Sally J ~ ~ ' ~~r 1 (-- --~ - .~~ _~ --- . - - •-.~ G~ Jones. Janice 18~ David M „\~"',,,Y~ J ` $466.30 ~~ , _ . ~~- -,-yam . ~ 60 5486.30 Summers, Scott D & Susan M y ,mil ~ ' '•-..~c,~.. __1, r ~-y-~"~ ~ Park, Sang C & Lee, Soon 1 $466.30 $466.30 Brewer, Robert K & Kim M ~ ~,,,~~ 60.18 $467.54 Shim, Hyong W & Shim, Mi Young ~ - - ... - c . -~ ~t~` 60.15 Dooley. Michael R 8 Maureen P ~ ~ ' , ~ ~ /' $467.46 • ~ , ..1 ~.k„ , 17 $476 Miller, Mari Lee ~ ,~ ;`% ,, ~ ~~9 ~~t . , -`- 4281rornNOOd Terrace 56.85 Maxwell, Michael P 8 Patricia J ~ n~ n~ as~wo~nno~eoo (an $441.81 1 1 ~~,~ f'~ ~~ „t ;~.~~ __.. t:1PROJECTS1200812008-085.39 Ironwood Subdivision L1D - Eng F~sibiNty Study for ROW treesLLlO~PeGtion ~r improvement -Complete List.doc Page 4 of 13 66 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING ANO SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 8~ 2 ~ TUKWILA. To the City of Woodburn Public WoAcs Departrne~t: We, the undersigned owners or contract purchasers of property within Ironwood ~ Tukwila 1 8 2, do hereby petition the City of Woodburn to establish a local Improvement District (LID) to remove and replant street trees, repair sidewalks and imgatio~ aystema es necessary in ~nnection with the removal and replanting of the street trees. It is understood that the cost Toy this improvement wiil be 57.77 per front footage for each lot. LID assessments can be paid back over a 10-year period witl~ a Bancroft Loan through the City. Current estimated interest is 4.67 0. These arrangements are made after the improvement is done and the final assessments are calculated, which will not exceed $7.77 per front foot. The foAowing lots are identified as all being located within Ironwood at Tukwila and Ironwood ~ Tukwila No. 2, Township 5 South, Range 1 West, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Current property owner infortnati~ was obtained from Marion County Tax Assessors records. Front Footage/ 3itus Address/ Cwt Not to ~P Tax Lot (lot #) Exceed OwneMs) signature(s) ~ 487 Inglewood Lane 05tw07AA03700 (48> ~`a•37 $1,121.98 ~~gpf~ Bill 8~ Noreen ~ n - 4651nglewood lane 057VN07AAU3800 (49) 80.45 $469.79 ~~~, Bill & Noreen • 443 Ir~lewood Lane o5~wo7nno3eoo (50) 60.45 X469.79 Ve1~ ~ ~ & Torres-Solis Rodrigo 444 Ingbwood Lane ~~~Ap~ ~~~ 55.47 X31 ~ i '- ` Avalos, Luis Alberto Cardenas 458 Inglewood Lane ~ o5~wo7~-AOa~OO (ss> 55.47 &t31.09 Hannon, Jay E & Saily Becere 470 Inglewood lane 55.47 CaR Kevin M & Usa H ~ ~ o5t1nro7AAOa20o (e0) $431.09 , i Y~ .~• f ~ t. l ~ L'`~~- ~ 4861nglewood Lane 051w07AAOO3oo(81) 1~.~ $1,126.41 Perez. Ignacio :_~_t.~ ~"- •- - ~". ` ,,~ < .~ 491 Muirfield Lane o51w07AAO44QO (82) 151.78 31.179.57 Haugh, Aleta D & Aaron ~ l ' ~-~'~.. ; ,~ ~ ^ f - , ~ , - 492 Muirfreld Lane 157.3 Kim Anna B ~t~~~~~ (mil $1,222.47 , I:~PROJECTS12008\2008.065.39 Ironwood Subdivision LID - Eng Feasibility Study for ROW VeealLlDlPetifan (or improvement -Complete Usl.doc Page 5 of 13 67 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 8 2 Q TUKWILA. To the City of Woodburn Public Works Department: We, the undersigned owners a c:ontrad purchasers of property within Ironwood ~ Tukwila 1 & 2, do hereby petition the City of Woodburn to establish a Local Irt~roveme~t DisUict (LID) to remove and replant street trees, repair sidewaUcs and irrigation systems as necessary in connection with the removal and replanting of the street trees. tt is understood that the cost for this improvement wiq be 57.77 per front footage for each lot LID assessments can be paid back over a 10-year period witl~ a Bancroft Loan through the Cily. Current estimated interest is 4.6796. These arrangements are made after the improvemer-t is done and the ftnal assessments are calculated, which will not exceed $7.77 per front foot. The following lots are identified as all being located within Ironwood at Tukwila and Ironwood ~ Tukwila No. 2, Township 5 South, Range 1 West, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Current property ovmer information was obtained from Marion County Tax Assessors records. 8itus Address/ Ma Tax Lot Lot Fro~rt Foota~eJ Cast Not to Exceed Ow s Si ~wtu s . 2511 Graystone Drive ~•g~ Gabriel D Shones ~'"'~''t o5two7a4w6oo ls4) $536.01 , - 2523 Greystone Drive 55.35 p~~n, Daniel 8 Sylvia 2535 Greystone Drive 55.23 o Laurette F Smith o6tWO7~wweoo (es) 5429.22 , 0 2~~ ~~°^e ~8 ~'~ ~' Jesus & Maria H Del Castillo o51wo7nnoa~oo (e~ $427.75 , 2569 Graystone Drive 55 Jaynes, Peggy A 057wo7AAO5o0o (68) $427.44 2571 Graystone Drive ~~ •~ Robert A & Catherine O Stuart 05two7aAO5~o0 (~ $659.09 , 2583 Graystone Drive ' 76.8 John & Alma Cantu ~~ ~~~ os~wo~awszoo no> $596.88 , ~vl~ 2595 Graystone Drive ° 145.87 Richard L Everson oatwo~nnossoo (7~) $1,133.84 , « 470 Ironwood Terrace (Park) 051W07HA05500 (A) 209.75 $1,630.09 Ironwood ~ Tukwila Homeowners Assn Inc. °6Centex Homes C~~~ _ i ~ ~~ ~~ (~•y 1:1PROJECT51200612008.085.39 Iraixrood Subdivision LID - Eng Feasibitlly Study for ROW treeslLlDlPetitbn for Campbte L.ist.doc Page 6 of 13 68 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 8 2 ~ TUKWILA. To fhe City of Woodburn Public Works Departrne~t: We, the undersigned owners or contract purchasers of property within Iror-wood ~ Tukwila 1 8 2, do hereby pMition the Cily of Woodburn to establish a local Improvement DisUict (LID) to remare ~d replant street trees, repaK sidewalks and irtigation systems as necessary in connection with tl~e removal and replanting of tl~e stream trees. It is understood that the cost far the improvement will be 57.77 per norrt footage for each lot. LID assessments can be paid bads over a 10-year period with a Bancroft Low through the City. Current estlmated interest is 4.6736. These arrangements are made after tha improvement is done and the final assessments are calaitated, which will not exceed 37.77 per front toot. The following loss are identified as ali being located within IrornNOOd at Tukwila and Ironwood ~ TulnNila No. 2, ToWmship 5 South, Range 1 West, of tl~e VWlamette Meridian in the City of Woodburn, Marion County, Oregon. Current property owner information was ol~ak~ed from Martin County Tax Assessors records. Front Foota~sl Situs Address/ Cost Not to,%'" AAaa Tax Lot (Lot ~) Exceed _ ~ ~ rL'c ~ ~ Owne s 2590 Broadmore Place os~vw~anoseoo ~a) 2578 Broadmoro Place Ob7VV07AA057oo (7~ 2556 Broadmore Plsce ostwo~~4noaeoo (7s) 2534 Broadmoro Place o8tvw~aA069ou (nl 2522 &oadmore Place ~1VY07M08000(78) 2510 Broadmore Place 05tW07AA08t00 (7~ 2519 &oadmore Place o5~vuo7nnoe2oo (eol 2537 BroPdmore Place ost Wo7~4i4o83o0 (81) 2555 Broadmoro Place 051W07AA08400 (82) 161.18 """"- $1,252.70 ~ Kent, SanY~ago A & Kelly L 53.85 alines: Ismael Jr 8 Sai~as, Delia 5416.50 ,. ~ P~ ~) ~+ . ,, ~ . ~ 1 1 i. ~ ~ ~ ~ ~ ~. .~~ 62'54 Keddie, Reginald H 8 Lora D x486.04 B2.5 ~ Whiteby, William R 8~ Greeley, Eileen 3485.72 F x'63 * Sifuentez, Daniel B 8 Angie M $30022 43.16 42 2335 ~ Cross, Marilyn J & Rid~ard L . 42.33 ~ Veliz, Raul Jr. & Marie -- Tnastees of $328.97 the Veliz Revocabb Living Tnist x'16 ~ Je~cn, Darryl I & Emig M $420.91 103.96 N an, Mark & Monica $807.93 ~ ~ ': ' , .~ ~ ~: . ., ~.f. r • . ,! ,~ , ~ .~ /' ~~ . ,- ~! i i'~ ~ ~ ~ ~,. t I ~, I ~ r ., a ' J ~'` ,,.-. i ~~ t .~~1~ ..... ,e ,.~.... ,, ~: [ ~ /. ~~ r'~ ,. 1:1PROJECTS1200812008.065.38 Ironwood Subdivision LID - Eng Feas~llily Study for RAW ~reeslLlDlPeUtion for improvertront - CompNte List.doc Page 7 of 13 69 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 & 2 @ TUKWILA. To the Ci of Woodburn Public Works Department: We, the undersigned owners or contract purchasers of property within Ironwood (c~ Tukwila 1 & 2, do hereby petition the Ciry of Woodburn to establish a Local Improvement District (LID) to remove and replant street braes, repair sidewalks and irrigation systems as necessary in connection with the removal and replanting of the street trees. It is understood that the cost for this improvement will be 37.77 per front footage for each lot. LID assessments can be paid back over a 10-year period with a Bancroft Loan through the City. Current estimated interest is 4.67%. These arrangerr~nts are made after the improvement is done and the final assessments are calculated, which will not exceed $7.77 per front foot. The following lots are iderriified as all being boated within Ironwood at Tukwila and Ironwood ~ Tukwila No. 2, Township 5 South, Range 1 West, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Curt property owner information was obtained from Marion County Tax Assessors records. Front Foo~gel Sites Address! Cost Not M MaP Tax Lot (Lot ~) Exceed Owner(s)- - Si9na~ure(s) - ~ 584 Ironwood Terrace 70.02 Shubin, George Jr & Tanya N •~ J 05two7M085o0 (83) $544.17 ~_ ~~_ - ~, ..c_. 5681ronwood Terrace 173.93 Grego~le, Russell P Ostwo~a-OBeoo (8a> $1.351.71 v 464 Muirtield Lane 60 Shkutnik, Aleksandr N 8 Shkutnik, os~wo~a-os~oo (~oz~ ~t66.3o victoria V 472 Muirfield Lane ~ galtazar, Gilberto Medina / 051V1~7AA06800 (103) $466.30 ~,~- (/~- ~ L fi {aL 484 Muirfield Lane x•47 Keptya, Ivan 8 Galina o51W07AAOS9o0 (~oa) $423.32 ~ 483 Muirfield Lane 55.02 Dunn, Joel F & Andrea R ' ~~'-~ os7wo7ano7ooo (cos) $427.59 ~ y~~: - ~,. ~ 471 Muifield Lane 55.02 Shunyayev, Gennadiy & Shunyayeva, o5~wo7Ano~~oo pae> $427.59 Vera v 463 Muirfield Lane 55.02 Hagar, Jennifer A 8~ James G .-" ' o5w~ro~nno~2oo (toy $427.59 ~. .- ~~ ~iC.~-- Walkway -Common Area 15.13 Tukwila Partners t o5two~nno~soo (rroa s) $117.58 ~ ~ 1:1PROJECTS1200812008-085-39 Ironwood Subdivis~n lID - Eng Feasibility Study fa ROW treeslLlDlPetition for improvement - Cortiplete List.doc Page 8 of 13 70 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 & 2 ~ TUKWILA. To the City of Woodburn Public Works Departrnent: We, the undersigned ow~rs or contract purchasers of property within Ironwood ~ Tukwila 1 & 2, do hereby petition the City of Woodburn to establish a Local Improvement District (UD) to remove and replant street trees, repair sidewalks and imgadon systems as necessary in connection with the removal and repianUng of die street Vees. It is understood that the cost for this improvement will be $7.77 per front footage for each lot LID assessments can be paid back over a 10-year period with a BancroR Loan through the City. Current estimated interest is 4.67%. These arcangements are made after the improvement is done and the final assessments are calculated, which will not exceed 37.77 per frorrt foot. The following lots are identified as aU being boated within Ironwood at Tukwila and Ironwood ~ Tukwila No. 2, Township 5 South, Range 1 West, of Me WAlamette Meridian in the Ciy of Woodburn, Marlon County, Oregon. Current property owner information was obtained nom Marion County Tax Assessors recoros. Front Fore/ Sites Addresd Cost Not to YaP Tax Lot (lot #) Exceed Owne-(s) SI9~turM8) 401 Ironvrood Terrace x•81 Wells Co Properties LLC o5~wosBeOOtoo (36) $472.59 s 399 Ironwood Terrace 051W088B00200 (3~ • 377 Ironwood TeRaoe 051 W088800300 (38) 365 Ironwood TeRace ~ 051w08B8o0aoo t39) 343 irornvood Terrace os~vvoeseoo5oo (ao) 2588 Edgewater Drnre 051VY088800800 (41) e 2586 Edgewater Drive os~wo~seoo~oo (a2> ~ 3701ronwood Terrace ostWOeesooeoo (a3> 57.74 q~~r, Sally L $448.73 59.79 Mitchell, Todd M $464.66 `~'~ Mittmann, Hubertus J & Imme H $380.50 43.39 Hanberg, Heather R $337.21 40.24 Campbell, Jacob & Rubert, Kaitlin Y312.73 39.95 Studci, Berkley J 8~ Stucki, Aerie $310.48 ~ ~'~ McCallum, Peter J 8~ McCallum, lla F 61,232.89 r J ~' / r ",.~/ ~ ,~ ,~ 1, i f , ,.... ~ A ~ ~.~, _, '' r~ ~`~, ~, ~„ r ~ •''~ ~ .~ ,, .~.~ w ,.. '. .~--~' °' 382 Ironwood Terrace 55.55 Cortez, Carlos Martinez & Guillen o5~woeesooeoo ~aa) $431.71 Roberto Main ~~,w f:1PROJECTS1200812006.O6S39 Ua~wood Subdivision LID - Eng FeasibiAty Study for ROW treeslLlDlPetition for improvement -Complete List.doc Page 8 of 13 71 March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 & 2 @ TUKWILA. To the City of Woodburn Public Works Department: We, the undersigned owners or contrail purchasers of property within Irornvood (c~ Tukwila 1 8 2, do hereby petition the City of Woodburn to establish a Local Improvement DisMct (LID) to remove and replant street trees, repair sidewalks and irrigation systems as necessary in connecction with the removal and replanting of the street trees. It is understood that the cost for this improvement will be $7.77 per front footage for each lot. LID assessments can be paid back over a 10-year period with a BancroR Loan through the City. Current estimated interest is 4.8796. These arrangements are made after the improvement is done and the final assessments are calculated, which will not exceed $7.77 per front foot. The following lots are identified as all bei~ located within Ironwood at Tukvuila and Irornvood ~ Tukwila No. 2, Township 5 South, Range 7 West, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Current property owner information was obtained from Marion County Tax Assessors records. Front Footage) Situs Address! Cost Not to Map Tax Lot (Lot #) F~cceed Owee~(s) Stgnature(s- 3941rornnrood Terrace 55.04 Fernandez, Eduardo & Fernandez, os~wosseo~ooo (a5) $427.75 Donna ~~y~'l~ - L~ ' ~ 6VVO8sB~0i 100 ~ ~ 3431.09 Sanchez, Osvaldo G 1' c 431 Inglewood Lane 051W088801200 (51) 4271nglewood Lane o5tWOeBeo13o0 (52) 415 Inglewood Lane 051UV086801400 (53) 403 Itglewood Lane 05tVY06B801500(54) 408 Inglewood Lane ' 051 W066601800 (55> 412 Inglewood Lane 051Y1f086601700 (58) 60.45 yy~~ace, Thomas J Trustee $469.79 f 60.45 Stevland, Britt C r~'~ $489.79 50.46 Heide, Michael D & Heide Teresa A $392.15 ~ ~ ~~ ~ Deutsche Bank National Trust Co, c% $~~~26 4~ Citi Residerrtial Lending Inc. ATfN: Reo Dent $~ Z2~4 Potter, Randall J `c. _~ 55.47 Baltazar, Hipolito M & Baltazar, ~ $431.09 Elizabeth F & Fregoso, Guillermo A 426 Inglewood Lane 55.47 Dunbar, Nathan C & Dunbar, Maryann ~ , ~,~ L, ,~ ~,•ti.. ostwoeBeatBOO (5~) $431.09 M ~ ~.~ '~t/ a 11PROJECTS1200812008.065-39 Ironwood Subdivision LID - Eny Feasibility Study for ROW Uees1LIDlPetilion for anprovement - Ca~lete List.doc Page 10 of 13 72 March 2008 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WRHIN IRONWOOD SUBDIVISION 1 & 2 ~ TUKWILA. To the Cily of Woodburn Public Works Department We, the undersigned owners or contract purohasers of property within Ironwood (d~ Tukwila 1 & 2, do hereby petida~ the City of Woodburn to establish a Local Improvement District (UD) to remove and replant street trees, repair sidewalks and irrigation systems as necessary in oonnecdon with the removal and replantlng of the street trees. It is understood that the cost for this improverr~nt wiB be $7.77 peg front footage for each lot. LID assessments can be paid back over a 10-year period with a Bancroft Loan trough the Ciry. Current estimated interest is 4.6790. These arrangements are made after Use improvem~t is done and the 8na1 assessments are calculated, which will not exceed 57.77 per front foot The flowing bts are identified as all being boated within Ironwood at Tukwila and Ironwood ~ Tukwila No. 2, Township 5 South, Range 1 Wit, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Current property owner information was obtained from Marion County Tax Assessors records. Front Footage! Sites Addressl Cost Not to MaP Tax Lot (Lot ~ Euceed Owr~r(s) Signaturols) 2574 Edgewater Drive X66.32 Cantu, John A Jr 051wo8680200p (85) $1,292.57 ; ; . * 335 Quail Run Circle o5twoeBeo2too ~~ ;, 327 Quail Run Circle 051VVOBB602200(8~ ~ 315 Quail Run Cirde 051 W086602300188) ~ 316 Quail Run Circle 051VU088B02400(89) ~T 328 Quail Run Girlie OJ~WOBBBO2500 (9~ 336 Quail Run Cirole ° os~woeeeo2eoo ~s~~ 2562 Edpewate~ Drive ~ 051W08eB01700 (92) 57'~ Robinson, Donna $447.95 x'76 $301.23 Starting, Merlc D & Sterling, Marcia 41.56 Jagemauth. David & Haglund, $322.99 Christina L ~«~~ 30.48 $236.88 Jamison, Gilbert 0 8~ Shirley K 42.09 ~~ers, Lon l 8 Sanders, Peggy S $327.11 62'S~ ~ Yan, Kristi L 8 Yan, Ming $486.27 ,.. • -...,a. ;, ~ ~ ti 143.86 Baxley, Richard A 8 Baxley, Deanna ~ $1,118.02 C ~y~.,, E 2550 Edgewater Drive 55 Ellingson, David B 8~ Ellingson, C ostv~roaeBO2eoo (s3) $427.44 Kimberly ,ppA~i1 1 L•1PROJECTS1200812008-OBS-39 Ironwood Subdivision LID - Eng Feasibility Study for ROW Vees1LIDlPetitlon for improvement - Canpl~e List.doc Page 11 of 13 73 _, ~ ~ ., , ..;-- ; ~• March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEMENT WITHIN IRONWOOD SUBDIVISION 1 8 2 @ TUKWILA. To the City of Woodburn Public Works Department: We, the undersigned owners or contract purchasers of property within Irornvood C~ Tukwila 1 8 2, do hereby petitlon the Citq of Woodburn to establish a Local Improvement District (LID) to remove and replant street trees, repair sidewalks and iMgadon systems as necessary in connection with the removal and replanting of the street trees. It is understood that the cost for this improvement will be $7.77 per front footage for each lot. LID assessments can be paid back over a 10-year period with a Bancroft Loan through the City. CuRent estimated interest is 4.67°~. These arrangements are made after the improvement is done and the final assessment are calculated, which will not exceed $7.77 per front foot. The following lots are identified as all being located within Ironwood at Tukwila and Ironwood (E~ Tukwila No. 2, Township 5 South, Range 1 West, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Current property ovmer infom-ation was obtained from Marion County Tax Assessors records. From Footage! Silus Address) Cost Not to Map Tax Lot (Lot #) Exceed Owner(s) Signature(s) 2548 Edgewater Drive 55 Wills, John F & Wills, Deborah B .~ os~woeBSOZSOO (sa) $427.44 2536 Edgewater Drive o5twoeseosooo (s~ 2524 Edgewater Drive 051W088803100 (96) 2512 Edgewater Drive OS1VIf08BB03200 (9~ 402 Mui~eld Lane 05two866o3300 (98) 420 Muirf'ield Lane 051NI086803400 (99) ~ 438 Muifield Lane 051W08B803500 (100) ~ 456 Muirfield Lane os~wosseo3soo ~to~) 451 Mui~eld Lane 051 W088603700 (108) 55 Kuznetsov, Antoni K 8 Kuznetsov, $427.44 Ekaterina 55.55 $431.71 Marquez, Robert C 50.88 $395.42 Miller, Shaven L 8~ Mitler, Christine M 37.81 $293.84 pascalar, Tracy W & Pascalar, Rober 55.75 $433.27 Kim, Mdrey S & Eunah $486.30 Magruder, Kimberly A 60 $466.30 Greff, Gerald II & Brandy A 55.02 Washington Mulual Bank, Attn: Reo $427.59 Department r ~,C~^~ Y I;\PROJECTS1200812008.065.39 Ironwood Subdivision LIO -• Eng Feasibility Swdy for ROW trees1L101Petition for improvement -Complete List.doc Page 12 of 13 74 ~._.. .7 l~ v~ , March 2009 PETITION FOR STREET TREE REMOVAUREPLANTING AND SIDEWALK REPLACEAAENT WITHIN IRONWOOD SUBDIVISION 1 8 2 ~ TUKWiLA. To the City of Woodburn Public Works Department: We, the undersigned owners or contract purchasers of propeRy within Irornrood ~ Tukwila 1 & 2, do hereby petition the Cily of Woodburn to establish a Local Improvement District (LID) to remove and replant street trees, repair sidewalks and imgatlon systems as necessary in connection with the removal and replanting of the sKeet trees. It is understood that the cost for this improvement will be ST.77 par front footage for each lot LID assessments can be paid bads over a 10-year period with a Bancroft Loan through the City. Current estimated interest is 4.67%. These arrangements are made after the improvement is done and the final assessments are cak~lated, which wifl not exceed 37.77 per front foot. The following lots are identfied as all being located within Irorn~rood at Tukwila and Ironwood ~ Tukwila No. 2, Townsh~ 5 South, Range 1 West, of the Willamette Meridian in the City of Woodburn, Marion County, Oregon. Current property owner information was obtained from Marion County Tax Assessors records. Situs Address/ Maa Tax Lot (L ~: ' X137 Muirfreld Lane :-~: 051W08B803800(10~ v 421 Mui~field Lane os~vvoaseoasoo (+~o> Front Footagei Cost Not to Exceed s 55.04 Martynyuk, Alex V 8 Martynyuk, 5427.75 Manna S 145.01 Bsuman, Jerty $1,126.96 TOTALS: 110 Properties 8083.03 FT 562,818.00 COST I:~PROdECTS1200812008-065-39 Ironwood Subdivision UD - Eng Feasibility Study for ROW trees\LI01PeGUon for improvement - Campbte List.doc Page 13 of 13 75 COUNCIL Bflt N0.271b RESOLUTION N0. A RESOLUTION OF INTENT TO REPLACE STREET TREES AND MAKE SIDEWALK REPAIRS IN THE IRONWOOD SUBDIVISION; CREATING A LOCAI IMPROVEMENT DISTRICT, ADOPTING THE METHOD QF ASSESSMENT, ESTABLISHING A PUBLIC HEARING DATE AND DIRECTING THE CITY RECORDER TO GIVE NOTICE AS PROVIDED BY ORDINANCE 2145. WHEREAS, the City Council considers the replacement of street trees and making sidewalk repairs in the Ironwood Subdivision at Tukwila to be necessary and beneficial; and WHEREAS, the City Council has authority to approve a local Improvement District ("LID") pursuant to Ordinance 2105; and WHEREAS, the City Council has received a petition from 700 of benefitting property owners in the Ironwood Subdivision requesting formation of an LID; and WHEREAS, the City Council instructed the City Engineer to prepare the engineering report for the improvements; and WHEREAS, the City Council reviewed and approved the engineering report on May 11, 2009; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section ~ . Inten_ t to Im, prove The City Council deems it necessary and hereby declares its intention to replace street trees and make sidewalk repairs in the Ironwood Subdivision as provided herein and to assess the costs of this local improvement to the specially benefitted properties herein described. Section 2. Public P, urpose: The City Council hereby declares that the construction of the improvement, is for a public purpose, is necessary for the public welfare, is authorized under the laws of the State of Oregon and Charter and ordinances of the City of Woodburn, and is directed by this Resolution. The assessments to be levied for these improvements are hereby characterized far purposes of the property tax limitation in Section 11 b, Page 1-COUNCIL BILL N4.2776 RESOLUTION N0. 76 Art. XI of the Oregon Constitution as assessments for a local improvement, not subject to the constitutional limitation of $10 per thousand of real market value. Section 3. Proposed Method of Fundin The improvement will be funded by special assessments of the property within the LID as provided herein. Quantity Mobilization 1 LS $ 500.00 $ 500.00 Temporary Trafi~c Can#rol 1 LS $1 ,000.00 $ 1,000.00 Removal of Trees and Roots 176 EA $ 100.00 $17,600.00 Remove Tree Roots 2 EA $ 50.00 $ 100.00 Remove & Replace Sidewalk 1175 SF $ 8.00 $ 9,400.00 Grind Sidewalk 47 EA $ 12.00 $ 564.00 Plant New Trees wlBarrier Material 98 EA $ 255.00 $24,990.00 Repair Sprinkler System 228 EA $ 38.Q0 $ 8,664.00 $62,818.00 Section 4. Boundary of Proposed LID: ..-,_~,. The Boundary of the LID shall be the boundary of the Ironwood Subdivision at Tukwila. Exhibit "A", attached hereto, depicts the areas of sidewalk repair to be funded by the LID. Exhibit "B",attached hereto, depicts the tree replacement to be funded by the LID. Section 5. Estima#ed Proiect Cost The estimated project cost to have all the trees removed, new trees planted, irrigation system repaired and sidewalks repaired is $62,818. The cost breakdown is as follows: Section 6. Method of Assessment The special assessments are spread across all properties in the Ironwood Subdivision on the basis of front footage for each lot. There is a total of 8,083 feet of front footage within the Ironwood Subdivision. Based on an estimated cost of $62,818 divided by 8083, equals a cost per foot of 7.77, This cost per foot was applied to each property based on its front footage. Page 2 -COUNCIL BILL N0.2776 RESOLUTION N0. 77 Section 7. Assessment Amounts for Ind_, victual Proaerties Exhibit "C",attached hereto, specifies the specific assessment amounts for all properties within the LID based upon front footage calculations. Section 8. Maximum limit of Assessment Amount It is proposed that the assessment amounts shown in this document be fixed as the maximum amount to be assessed against the properties for the said improvement. Any cost over runs shall be paid by the City. Section 9. Public Hearing The City Council will hold a public hearing on the proposed LID June 8, 2009 at 1:00 PM in the City Council Chambers of the City Hall, 210 Montgomery Street. Section 10, Right to Remonstrate All property owners within the proposed LID have the right to file a written remonstrance, which will be considered by the City Council at the time of the public hearing. Section 11. Notice of Hearing .~ That the City Recorder of the City of Woodburn is hereby directed to give notice of the City Council's intention to make the proposed improvements and notice the public hearing as provided in ordinance 2 j 05. Section 12. Ban,~croft_BQndin_a,,,~Ac_t_ Installment payments of special assessments under this LID over a period of 20 years may be made subject to the Bancroft Bonding Act (QRS 223.205 - 223.295j. The Finance Director is delegated the authority to establish an interest rate pursuant to law. Page 3 -COUNCIL BILL N0.2776 RESOLUTION N0. 78 Approved as to form: ~' f'v /~-~ ~' '6 2 a ~ / City Attorney Date Approved: Kathryn Figley, Mayor Passed by Council Submitted to the Mayor Approved by the Mayor Filed in the office of the Recorder Attest: Mary Tennant, City Recorder City of Woodburn, Oregon Page 4 -COUNCIL BILL N0.2776 RESOLUTION N0. 79 ~ y LL !! .,...-~- L 11 ~... - A~R .. r • ~ .. . lK REP , , . DEyVA ,.... ~~Ag .. ~ $~ A ,, , .,. ~, . M~ Mi ,r '. U1 ~ 4 ~~ ~ , • i~ ~ .. .. .}11 '~ '•411 ' ~ :~ Nl , us ~. . -• ~,. ,j ' ` . t . •. , i N 1 a ~~ ~ ~~ i .. ~ ~ ~ .~ ~~ . ~~ ~. Trs~ ~~'~~~ u 4~~ ~ rti uce T •- S a 19 ~ Psge ~ INCH m 120 SCAi.C ~ ~! vw~+~ ao Exhibit "B" IRONWOOD @ TUKWILA SUGGESTED TREE PLACEMEPIT i~ r' N Figure 8 - 8uggesbd New Tree Ple~ement P>1g.10 t NrCF! SCALE 1' ~ iZQ' 81 ,~. ,' . `~r., 1.. `. . ,,.. f ~• , •~•~ "`~. l .' • .. , „ re ~ , + u 17 •-•- ~~ ! ~ .~•~ r• i '~!-.. e , IZ a ~ '•. ,,....•~ • 60 79 e • 1 . ~~ ~ ~. „~• e1 i ` ~j ~ S7 ~~ f 9Z ~~ e7 ~ e, ~ I ~ ~_ r ~'~. n i SI • ~~~ ~ ~..i ~•~ ~ vl f ~ r N ~ !1 r ~ •` ~ ~ ~e ~ ~s .. ~ I ,; „~ u Exhibit "C" Deutecha Basic National Trust Co, clo Citi 4031 lewood lane 051W088B01500 54 ResiderN~l land' Inc. ATTN: Reo PO Box 11000 Santa Ana CA 92711 144 94 i 1 128 41 401 ~ 051 1800 55 . RantmN J 408 ood Lane m VVuodbu OR 97071 . 167, , . i 1224.34 BalMtar, M a axar, th F 412 Lane 051W088B01700 56 d F (iuiNermo A 412 lewood Larne Woodburn OR 97071 4 55. 7 i 431.09 428 farce 051W088801800 57 Dunbar, Natlian C 8 Dunbar, and M 426 I Dori In Woodburn OR 1 9707 55 47 = 431 09 deleMd 1 x.900 sons -over 1 acre- . . 2574E Ochre 1VYDIBB02000 B5 John A Jr 7 2 5 Shenandoah In NE Woodburn OR 97071 161.32 _, 1 292 57 335 Dual Run Citds 1 1 86 Donrn 335 QuaN Run Ckcb Wbo~um OR 97071 57,84 , . i 447 95 327 Quaff Run Ckde 051 2200 87 Merk 0 6 Manse 327 Oval Run Cinae Woodburn OR 97071 38.78 . i 301.23 315 Duel Rlm Code 1W08B802300 88 J W David & Christina L 315 Qual Rwl Circle Waodbtwn OR 97 71 0 41.56 ; 322 89 316 Quail Run Circle 1W088BGJ/00 89 Jamiseon (3ibert lR K 316 Qu~l Run Circle Mlbodblxn OR 97071 30 . = 236 89 328 Quail Run Cirds 051 n, Lon L 3 Sanders S 329 Quail Circle Woodburn OR 97071 . 4x 09 . i 327 11 36 Quaff Run Cirde 051 91 an, 13 Yen, 338 QIgIN Run C YYoodbum OR 7 9071 . 62,57 . S 418 27 2592 Drive 051 700 92 A rR 2562E Drive vYoodbum OR 97071 143. . i 1119.02 2550E Drive 051YVO/BB02800 93 'eon David B 8 2550 ater Dave Wbo~lxn OR 97071 s 427 44 2548 orlve iW018B0290D 94 V4iNs, John d Wls, 2548 Drive woodblan OR 97071 ss . S 7 ~ .4, KutrxKsov, K metsov, 2538 Drive 061W09BB03000 85 Ekelerkle 2536E Drive Woodburn OR 97071 56 s 427 44 2524E 051WOIB803100 , R C 4 Drive Woodburn OR 97071 55.63 . 1. 1 43 7 2512 051 g7 M Drive Woodburn OR 97071 50.88 395 42 402 lane ~1 W S PualMr, Robert 4~ lane YMoodburn OR 1 . 1 . 293 84 420 Muklfeld lane 051 99 Kim b Eurnh 420 Lane Woo~lum 97071 55,75 . i 4 33 27 4 8 Mukfield Lane 051WI088803500 100 A 439 Muirleld Lane Woodburn OR 97071 . 30 i 488 456 Ml~eid lane 051 101 , Gera10118 A 458 Muk'beld Use Vlbodburn 97071 60 . i 488.30 W>ashinpion tusl Balk, Agrl: Reo 451 MuirGeid Lane 051W088B037W 108 7255 meadows VV9 Jacksomdb Fl 32258 55.02 t 427.59 437 Mufrf~id lane 051W09BB03800 109 Ma Alex V b M uk, Marine S 437 Muirfieid lane VMoodblxn OR 97071 55.04 7.15 i 42 421 MuiriNld Lane ~1W08BB03900 114 Balarrlan, Jer A21 Mu'ufield Larn Woodburn OR 97071 145.01 i 1128.99 i Inxnvood ulawrla IrnrwxmA R~T~~Muil• un ~ T ~ 8083.03 : 82 818.00 TOTAL ESTIMATED COST i 62,818.00 ESTIMATED COST PER F00T 7.7715909 Page 1 of 3 82 .~ w i~ r i ^ r ~S ~~ r ~ ~ ~~+ f ~yy, f ~~3 ~r r ,~ b'~°~a~:gg ~~f~~A r r ~ ~"wyy l7 v-~:~~pp ~~~A r i3 fit' °~ ~ •~ {~~~i~y $~~$?i~NjA~~~ lfwf~~plf'107~fN r ~ f raNN.g ff • $wr fPl N a ~ N ~ ' MN ^a ~~ ~ N ~a ~~ .~ ~ ,, ~ NNMN M ~A~aa~ ~n~~g~ m N ~ : N M ~sgs ~8~~ $ .s ~ NN N NNM ~s~e . a .a lpgr ~~ ~g~~ M ~ M a. ~~ . ~ M . . ~ r ~I 010 pr G 1 re-~ 10.~ 01A -r A r A rrprr R aA ' .. ~rssrrpprr ~Ia.AFS^O AOAASS r n O r A A N~rr OAO SiaSA rrrr nAH.~ illa00- rrr rrrrrgerr ^I, n0^i~i~A ~~ ~ 01 r ~ A rw ~^O^ ~A r rr w0 C C ~ N ~~ ~ ~ ~~ ~~ ~ ~ ~~ ~ ~ ~ N ~ N~ ~ 1~E r t-r ~ ~ I h N ~ Nf ~f ' ~~N ~N A ~ :. 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'° r a r o r c r ~ r S r ~' r ~' r ~ r o r ~' r c r ~ r wO r O r g r ~ r ~ r ~ r g e ~ r g r g r ~ r g r g ~ ~' ~ ~ g t~ ~$ ~ ~ ~ ~ ~ c o d ~ • ~ ~ ~i c ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ o ~~ ~ r-~ ~ ~ ~ ~ ~, ~ t- mo t- ~ ~ -- ~ ~ ~ r r ~ -- ~ ~- ~- ~ ~ ~ ~ ~ fO N f N N N 1A N h ~ ~+ ~D~ + I~D ~~ IA N h N N ~• N + ~ ~ fhO '•S ~ - ~ fN0 pp+ ~0 pQ~- ~ ~ ~f G~rpp ~1 ~ ~ N pp 111 i~pp f ~ ~ ~ 4 ~ f ~ ~ ~ ~~pp f f 4 M a '~ T'~ .• ~ ~. vN ~V lecoraorarcd 18F9 May 11, 2009 p ~ TO: Honorable Mayor and City Council through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: TRAFFIC CoNTROI CHANGE ON LAWSON AVENUE REC4MMENDA11ON: That Council adopt out the attached resolution authorizing the installation of: 1. A "Do not enter" sign and paint striping, as shown in Attachment "A", to change traffic control at the north end of Lawson Avenue, which will prevent north bound traffic from proceeding beyond the McDonalds restaurant parking lot driveway. BACKGROUND: The Public Works Department has received public complaints/concerns regarding the truck turning radius for semi-trucks turning southbound (right) onto Evergreen Rd. 1. Average Daily Traffic (ADT) on Evergreen Rd. is, at times, in excess of 6,000 vehicles per day, of which up to 19% (over 1000} is semi-truck classification. 2. Public Works recently accomplished the reconstruction of the ADA ramp at Evergreen and OR Hwy. 214 to include the installation of bollards to protect pedestrians, a newly installed ODOT traffic signal pole and widened the southbound lane byapproximately 3-feet. 3. Since the reconstruction of ADA ramp and installation of bollards, truck traffic has collided with the bollards on several occasions causing damage to trucks and/or trailers. Even with the 3-foot additional lane width, semi-trucks turning southbound (right) onto Evergreen Road cannot negotiate the turn due to the location of oncoming northbound traffic on Evergreen Road. Agenda Item Review; City Administrat City Attorney ~ Financ 85 Honorable Mayor and City Council May 11, 2009 Page 2 4. The City and Wal-Mart have received numerous public complaints regarding traffic congestion and the impact of delivery trucks and patrons trying to negotiate the south turn from QR 214 onto Evergreen Road. DISCUSSIQN: Public Works believes that an interim modification to traffic patterns is needed to be implemented now. While it is understood that the future l-5 Interchange Project will include improvements to the Evergreen and OR 214 intersections, the current traffic congestion and delays to traffic movement created by trucks attempting to negotiate the southbound turn onto Evergreen Road from OR 214 needs immediate attention. Public Works proposes to make the following traffic control changes to address the problem as an interim solution to the problem described; 1. The Manual on Uniform Traffic Control Devices ~MUTCDj warrants the proposed traffic change by paint striping as shown on Attachment ~~A„ 2. It is recommended that the attached resolution be approved to allow the installation of signs and paint striping to accomplish this traffic control change. 3. It is recommended that #ruck traffic be restricted from turning south onto Evergreen Road from OR 214. This restriction will need to be approved by and coordinated with the Oregon Department of Transportation. FINANCIAL IMPACt: Estimated Cost for installation of signs and paint striping is estimated at $6,000.00. H:UaniceC1141- AttorneylCounci1120091Staff Report -Lawson TC Change.doc 86 COUNClI BILL N0.2177 RESOLUTION N0. A RESOLUTION DIRECTING THAT A "DO NOT ENTER" SIGN AND STRIPING BE INSTALLED AT THE NORTH END OF LAWSON AVENUE NEAR ITS INTERSECTION W~H STATE HIGHWAY 214 AS PROVIDED HEREIN WHEREAS, ORS Chapter 810 grants to the City of Woodburn, the authority to impose traffic control at various locations within the City limits; and WHEREAS, the City Counci! has received and considered the a staff report recommending that traffic control be imposed on Lawson Avenue to promote truck traffic existing Oregon Highway 214 to commercial destinations south of Oregon Highway 214 NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That A "Do Not Enter" sign and paint s#riping be installed at the North end of Lawson Avenue near its intersection with Oregon State Highway 214 as specifically depicted in Attachment "A". Section 2. That the City recommend to the Oregon Department of Transportation (ODOT} that truck traffic be restricted from turning south onto Evergreen Road from Oregon State Highway 214. Approved as to form: ~~ ~~f~ •S 6 2a ~ City Attorney Dote Approved: Kathryn Figley, Mayor Passed by Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon Page I -COUNCIL BILL N0.2717 RESOLUTION N0. 87 88 ~'1 ~ , .+ `. '~V RN in~~-r~,A-~e -ss~ qt'r'" May l 1, 2009 TQ: Honorable Mayor and City Council through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: STOP SIGN AT MEADOWVALE LANE AND HERMANSON STREET RECOMMENDATION: That Council adopt out the attached resolution authoripng the instaNation of a stop sign and a stop pavement marking line on the south corner of Meadowvale lane at the northerly intersection with Hermanson Street. BACKGROUND: The Public Works Department has received a concern regarding the lack of traffic signs on Meadowvale Lane at the northerly intersection with Hermanson Street. The concern is that without a stop sign a vehicle can travel from Meadowvale lane down along Hermanson Street without stopping. Neither Meadowvale lane nor Hermanson Street has a stop sign at the northerly intersection, but there is a stop sign on Meadowvale lane at the southerly intersection at Hermanson Street. Hermanson Street is a through street from Wilson Street to the south end of the road. Staff reviewed the existing conditions and recommends the installation of stop sign and stop pavement marking line. Hermanson Street will continue to be a through street. DI tJSS~QN: The Manual of Uniform Traffic Control Devices (MUTCD) states that stop signs can be warranted on streets that enter a through street or with the intersection of a less important road with a main road. The Woodburn Transportation System Plan (WTSP) classifies Meadowvale Lane and Hermanson Street as access streets. It is recommended that the attached resolution be approved ~ to allow the installation of a stop sign and stop pavement marking line as shown in attached "Figure # 1 " to provide improved traffic control at this intersection. Agenda Item Review; City Administra ity Attorney N ~`'-~ Ana 89 Honorable Mayor and City Council May 11, 2009 Page 2 FINANCIAL IMPACT: Estimated Cost for installation of a stop signs and a stop line at Meadowvale Lane is $200. All estimated costs include materials and labor, which will be funded from the regular Street Maintenance Budget. 90 COUNCIL Blll N0.2778 RESOLUTION N0. A RESOLUTION DIRECTING THAT A STOP SIGN AND STOP PAVEMENT MARKING BE INSTALLED ON MEADOWVALE LANE AT ITS NORTHERLY INTERSECTION WITH HERMANSON STREET. WHEREAS, ORS Chapter 81 o grants the City of Woodburn, the authority to install stop signs at various locations within the City limits, and WHEREAS, the City Council has received and considered a staff report recommending that a STOP sign with a STOP PAVEMENT MARKING LINE be placed on Meadowvale lane at its northerly intersection with Hermanson Street, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That a STOP SIGN and a STOP PAVEMENT MARKING LINE be installed on Meadowvale Lane at its northerly intersection with Hermanson Street as specifically depicted in Figure # 1 attached hereto. Approved as to form: Approved: Passed by Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: City Attorney 6 2~a 5 Date Mary Tennant, City Recorder City of Woodburn, Oregon Page I -COUNCIL BILL N0.2778 RESOLUTION N0. Kathryn Figley, Mayor 91 FIGURE #1 F, N s w PLOT DATE: 5.5.2009 ~ooD ~~ /ecorpo,rpttd 1889 PUB4lC WORKS DEPARTMENT ENGlNEER1NG D!V/SION PROJECT TITLE: MEADOWVALE LN. SIGN IMPROVEMENTS DRAWING NAME: STOP SIGN IMPROVEMENT PROD. N0: 2009-020-30 DESIGNED: DG DWG. N0: P-4 DRAWN 8Y: GK DATE: 5 5 09 REVIEWED: EL SCALE: NTS APPROVED: EL 92 r ,. • ,t~ ~~r Y~ 1Hrarncrererf 48A9 ~''" May 11, 2009 T0: Honorable Mayor and City Council through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: VACATION OF BROADWAY STREET BETWEEN A STREET AND B STREET RECOMMENDATIQ~I: Approve the attached resolution initiating vacation proceeding, setting a public hearing date for the vacation of public right of way, that portion of Broadway Street between A Street and 6 Street, BACKGROUND: The portion of Broadway Street, between A Street and B Street is currently improved paved surface. The right of way provides access to adjacent City properties on both sides, and is used for parking by City employees and employees of the property to the East. Broadway Street dead ends approximately 100 ft Northwest of A Street, at the Railroad tracks, and at D Street to the Southeast. Although the portion of Broadway Street under consideration has little value from a transportation point of view, it does have city and franchised utilities in the right of way. DI USSI N: The Public works Department has considered vacating this portion of Broadway in the past but has not taken action. The existing Broadway Street right of way setbacks complicate the Installation of the Public Works emergency fuel facility. Vacation of the Right of way will allow increased secure parking for Public Works and Transit equipment and vehicles, allow the fuel facility to be located out of the traffic lane in the yard and eliminate an unsafe line of sight hazard that has existed for several years. Land use approval will not need to be obtained through the Community Development Department for this improvement. Agenda Item Review: City Admini Attorney !v '" a Fina Honorable Mayor and City Council May 1 i , 2009 Page 2 Staff is recommending that the council initiate the street vacation in accordance with ORS 27 i .130 and approve the attached resolution setting the public hearing for the proposed street vacation. FINANCIAL IMPACT: The estimated cost of demarking the vacated street area as City property is estimated at $2,500 and will be distributed between Maintenance and Support Services Division and the Water Resources Division. COUNCIL Blll N0. 2179 RESOLUTION N0, A RESOLUTION ESTABLISHING A PUBLIC HEARING DATE FOR THE VACATION OF PUBLIC RIGHT OF WAY, A PORTION OF BROADWAY STREET, BETWEEN A STREET AND B STREET AND DIRECTING THE CITY RECORDER TO GIVE PUBLIC NOTICE. WHEREAS, the City Council has the legal authority to initiate a vacation proceeding; and WHEREAS, It is in the public interest to conduct a public hearing on the question of whether certain portions of the existing right of way of Broadway Street should be vacated; and WHEREAS, City staff has recommended that Counci! establish a time and place for a public hearing to start the vacation process; and WHEREAS, the City Council, through this resolution, initiates the proposed vacation, NOW, THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The tract of real property subject to the proposed easement vacation is legally described as follows: That portion of Broadway Street, between A Street and B Street, located in, Section 18, Township 5 South, Range 1 West, of the Willamette Meridian, City of Woodburn, Marion County, Oregon A diagram of above described area is attached to this Resolution as Exhibit A and is incorporated herein. Section 2. That 7:00 P.M. on June 8, 2009 in the Woodburn City Council Chambers, 270 Montgomery Street, Woodburn, Oregon, is the time and place for the public hearing on whether the above-described right of way shall be vacated. Section 3. That the City Recorder is directed to give notice of the public hearing as provided by taw. Page 1-Council Bill No. 2719 Resolution No. 95 Approved as to form: ~~` ~ City Attorney APPROVED: gate: _S G 7~~`~ Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon Page 2 -Council Bill No. 2779 Resolution No. 96 `~ ~ ~ Q 4i • ~.` ~~•• .~ ~ .~J ~ ~ - -... 1 .~ ~ . S 1 ~. A S ~ .P W ,~ ~ _. A `~ ~.. D 1) 8g 1 J ~ """• O . ~ h ~ ~ ~ ~ g Q iv' i l ~ ~ ti~ Q ~` ~ G ~ ~~ ~ S~ \ x ~ ~~,, 2 •r ~,~` ~. 9~ ~, x ^ ~ ~` ,:~' ~ A I .~ ~ ,~ G ~ ,~. Y 1.. 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J y •,, ; ~i • 1 ~ . .~ ~: Y E M T 'R A NO.2779 V ~ ~ -WORKS ucr ^' ' COUNCIL BILL. pUB1.IC 2009 ENGINEEa1N6 DNISIO MAY 11, 97 Mayor and City Council May 11, 2009 Page 3 Construction of Phase 1 of Mill Creek Greenway Project, which has been authorized by the City Council, was on a very tight construction timeline and may have been delayed regardless of the Council's March 2009 decision to hold an additional neighborhood meeting. Recent delays with the project have created a significant issue with the project's timeline, specifically related to the City's ability to secure wetland permits in time for a summer 2009 construction period. As it has become impossible for construction to occur prior to summer 2010, staff has taken some addi#ional time to work through the concerns with a small number of City residents. It is hoped that compromises can reached that will satisfy the group of concerned residents. The City's grant agreement with Oregon State Parks expires on September 30, 2009. Staff will request a 12-month extension of the agreement, which, if approved, will allow us to carry the grant funding forward to the summer of 2010. Staff will plan to report back to Council on the status of this process during the Council's first June meeting. Council will be asked to decide the future of this project at that time. However, before decisions are made with regard to the future of this project, it is important to understand the implications that each potential decision carries. The following are the different approaches the City can chose to take with this project, and the possible financial consequences: 1. Continue with Proiect as Planned Provided the City's grant extension request is approved, the funding authorized by the State of Oregon will remain dedicated to the project and the project will continue as originally planned, albeit l2 months later than anticipated. 2. Comalete Proiect Cancellation The City Council could choose to halt all work on the project, effective immediately. Doing so would put the City in breach of the grant agreement with Oregon State Parks. Negotiations with the State would need to commence to determine what remedy they would seek, which might include reimbursement of all State funds expended on the project to date. Our agreement with the State provides for a grant amount of $210,000 or 47.9b of the project's costs, whichever is less. To date project expenditures total approximately $85,000. We have a contractual obligation for an additional $13,000 in project design fees. 100 Mayor and City Council May 11, 2009 Page 4 3. Red_ action of the aroiect ScoQe The City Council could choose to amend the scope of the project; potentially eliminating a component of the project. This action might reduce the overall project cost, but would put the City in breach of the grant agreement, In this scenario, negotiations with the State would need to commence to determine an appropriate remedy. Potentially, the State might consider the agreement breached and seek full reimbursement of State funds expended to date, or they might agree to keep the agreement in force, and simply reimburse the City at the contractually described rate of 47.96% of project costs. FINANCIAL IMPACT: The financial impact of the various actions the Council could take is described above. Of the $465,000 project budget, approximately $85,000 has been spent to date to complete the playground at Hermanson Park I and a significant portion of the trail design work. 101 Sign Review What has happened • The Mayor appointed a focus group - 10 members - Business owners, sign industry, City Councilor, Planning Commissioner • Focus group has held finro meetings - Viewed expanded version of this presentation - Completed survey - Discussed concerns regarding the existing code Signs allowed in the CG zone 1 Permanent signs allowed by permit Allowed by permit _~ ~-- - - Secondary frontage wall signs WEST ELEVAT~N primary frontage wall sign SCUTH ELEVATION f .. _ ~ y_~ ~. . 2 ~_ ~ ~. .:; .i I .. ''. EAST ELEVATICN 2 Allowed b permit _-----• r~-,,•~------ - ~ - ~. ~~ Projecting sign ELEVAfgN Suspended sign Signs on awnings and marquees Canopy signs .. .,. a . ~:~_~ ~. ~~~ t y , ~ n.~. EAST ELEVATION e-. Allowed b permit -- - ~:-- .:':~~ air:-fir .~:rf` a~~V`. Secondary monument signs ~~ Pole sign (requires Design Review) cc..*.-- .. ~_ _- ~. {~ EAST ELEVATION 3 Allowed by permit Readerboards WEST ELEVATION 'c'-'s' 1 SOUTH ELEVATION w., ~ ~, r . ,..__ 1 Y: .. - ^ EAST ELEVATON Temporary signs 4 Exempt signs 5 Exempt from application, permit and-fee-requirements, .but are=subject to other portions of Section 3.1:.1:0 and may require building and electriEal permits ~~ _ t,~,l~~ - Y. _ _ .f c. ~~ ' /"\ Tempora si ns ~' "Additional" freestanding signs/ `~ -- "Signs re red by federal, Window signs state, or ity law" r~, . :. EAST ELEVATION Menu boards for drive-through Allowed Exempt Total Permanent wall signs: 412 sf 6 sf 418 sf 32% Window signs: 119 sf 119 sf 9% Freestanding signs: 175 sf 273 sf 448 sf 34% Total: 587 sf 398 sf 985 sf Temporary signs: 300 sf 24 sf 324 sf 25% Total: 887 sf 422 sf 1,309 sf 68% 32% 6 Woodburn ~ 24 total 2l~4 ,,~ ,'= unts once} ..~ - ^^ WEST ELEVATION ~:~Y SOUTH ELEVATION Beaverton ,~' ~:~.. - ~.~~ `'_ wE;T ELEVATON SCU'H ELEVATICN ~xG^`fiC?' ~-:~~~ '~~i~~i'7 --tr'.c`~~ ,rc::r' z c sr-r ~^ ,. :~T ELEVATION Allowed by permit: 664 square feet All signs may be 100% changeable copy. EXempt from pemllt: 92 square feet Total: 756 square feet 7 Lake Oswego ____~. ._ ., _ .:. : _a--~~_~ ~. _ l.v+i 12: `~ . t f _ _ _~a _ 1.. ,. ' ~ WEST El•;VATION SOUTH EI.E4AT7(}N r ~ t,l f ~("~Y;,.T 4'r ;Lr t? 3'" 'Cy~^1'T .IfZR~.C.CF+.'3.+ 1 All signs maybe 50% changeable copy. asp E~EVaTON Allowed by permit: 100 square feet Temporary signs requiring a permit are "at the Exempt from permit: 84 square feet discretion of the City Manager." Total: 184 square feet Nonconforming Signs WDO 3.110.20 8 What are they? Nonconforming signs do not meet the current regulations, but were established prior to adoption of the standards. • 1983 -original sign code • 1992 -revised standards • 2005 -sign code incorporated into VIIDO with revised standards How long can they remain? Nonconforming permanent signs may remain until they are terminated. 9 When are they terminated? Nonconforming signs are terminated and must be brought into conformity when: • They are expanded, relocated, replaced or structurally altered. • The use of the premises terminates for a continuous period of 180 days. • The use of the premises changes. • The property goes through a Type II or Type III Design Review or a Conditional Use process. • They are damaged or deteriorated and the cost of repairs exceeds 50 percent of their current replacement cost. • A sign permit for a new sign is issued for the premises. • In a complex, only signs for the individual tenant space are required to comply. Problems /Issues • Enforcement - Complaint-driven - Trigger • Tracking - Minimal records on existing signs Determining the extent of nonconformity - Applicants da not provide information on existing signs • Lack of incentives to conform • All-or-nothing approach to conformity - Regulations do not allow moving toward conformity • Education 10 Proposed Changes Proposed Changes • Administrative changes • Policy decisions 11 Proposed Changes • Administrative changes - Definitions • Clarify • Add • Move • Delete Proposed Changes • Administrative changes - Definitions • Clarify • Add • Move • Delete - Application requirements and processes • Move into the WDO with other applications 12 Proposed Changes • Administrative changes - Definitions • Clarify • Add • Move • Delete - Application requirements and processes • Move into the WDO with other applications -Improve readability • Delete unnecessary language • Consolidate general requirements • Format sign standards into tables Definitions Clarify the introductory statement Add definitions: - Illuminated Sign - Nonconforming Sign - Wind Sign Move definition to Section 1.102 so it applies generally: - Property Owner or Lessee Delete redundant definitions: - Director - Street Frontage. - Usion Clearance Area Delete content-based definitions: - Directory - Off-Premises Sign 13 Move application requirements and processes into the WDO with other applications • Move the exhibit requirements to Section 6.101(Description of Application Exhibits.) • Move the application process to Section 4.101 (Decision-Making Procedures.} • Move the design guidelines for Type II sign permits to Section 5.102 (Type II Applications.) • Move the application requirements for temporary sign permits to Section 5.101 (Type I Applications.) Improve readability Delete unnecessary language: - Redundant requirement to obtain a building permit - Redundant requirement to obtain an electrical permit - Redundant application process - Redundant requirement to maintain landscaping - Redundant provision to allow inspections by the Building Official Consolidate general requirements: - Consolidate maintenance requirement into the general requirements section - Renumber sections to "fill in the gaps" caused by moving application processes 14 Improve readability Format sign standards into tables: Improve readability Format sign standards into tables: Cumrwrcia! fnwral f('GI Il Smpls i'na lii T it ne! ata sum I \la Fit mve 11 'eM S A e ~; ftrnear heal ' ~ae41 l~Feml r ~I rai In 99 I' Ifx_1 SN I'_I l bnJ _~ Ilfl ~~ Sinpkl ma51e .___ .{C nPk!...- _... ~ Stmt tL imuml bt mn Sarar Na mnm hfnumnm S'yn Area F'romage Il iglu S-),nAca '! Fomagc Fidghl IS{uan FMV 11. a Feal Ifeera fpv Feel IL _ Feal _IF al _i l00 e 1W ~ e _ ~ >7Me 8 S IW f_ 8 ~ 0 ~Ifa pale gn'sPkud na _yk lams 'te PI pnmar~ wnnv _y_.n+pamuled~ Pole and hlnnun:en Siananvhin the vame armplet shall bel wdam nrnmm oflM lea apnt !rlnawmplen. xmndarV mvnunemriens are pamitteda araaiuafvne nrwmmemsipn Wr cuh!al ~ '! 1'rnea tea nfsamt Irtepa}'e Un the Nlllt afw 00110 L.taCd lu'n YNlldary mammas Slgm UA a lnse ~i '~ nrea iiynlage and no[ to euttd a trail of fora urada2rrowmena sium vn a~len_ '! Slecluaul and elecvomn cluugeabk sropy readerhwrd>pms are permIlUd. fteadrrMards shall I mteprazed into the oserill sign m appear es a ungla urril and rhall my ramrpnu nitre Than Xr F nml M' ~~ rMp tail uv. d;splal_wrfaa , ; r4 Wall W~u . .. .,.,~ I Sinjl T am 110 ~ Pn nar 9 Wnrg Fromape (w pk I rimav A Id tl F muaya _ ,.. .. Pucmtaye Ulowabk \lanurwm Fipn Percenuge } AlLrwabk ' Maeirmim Si¢n Ara vl tluJding $w,n Ara Arro l~VUare o(6ui4fing~ YE3n trca ICyuarcYcer) L R'nll IY Intl Fenl __ Wall II arc Fall ____ , Siryl T<mm Sle- Secadnry OkIJi~ C mpk. YurMan N Lt ly Fronr y frmaapa al+k T SI m Sien P rams a (II hl of0u d p vg~ke a 45 - v(8 twlp ;, ~ Aw ~ h1e1S S'go Ara ynn p 9 ~ti _.WII ISy FW) FM) 1111 1 eFral ' _~ ~1M fU ~ IltO ... P.6 Ib Ifq ~--_ rlnl~buildinv well slop kdm~mlyd as the pnnur MiNiny HrmnFa I (wall aiyro ~m<ampin shnHhbmiud tv only rwuaidr,aN shell nn an~sr rrure than li^;,rl cme~py fare a tp Sµwe F a, ufin}rcsa n k>x. rWall s~prns ore pamined rm ewni~aard marquees and shall rote<lmd abvsc nr bekr,.lhe awning or ~I _ rat nre Lnunaflp ilWmimual aunmg~rgns nreprohibitul __ 1 Pro'e~ctin~tii~na __----. _ _ ----- r-sale 1 n Jrae m Rmipkv __ __ _ _ _ -~ ~ !dumbadl 1 elwnaMe~)maoee Fmr ALa rn Siuo .Vui&IuweFmU pp~na I gr rdiNi Imu D Idiny ell ' i 4a11 IFeal ~ ,. r IKK~ hallSbe nhd whnerhem a len in~nomemarn ,a ,,,.,_ I y ~. ... ~.._ SePndtd Sias ..._ ~ .... 5myle Femn 5 e frxnplnc _ I ' ~ Vumha vf5igns ~ Inwmn abmeywrvl (Maximum Sips ~lrralbyuarc ltal IMinimma Feal_ ____ _,____~ lin ewliemrnnuron ~~ a _i 6 ' hvJdingm irnan ~ ''..,.4~_ded s;yn.~Fall iwtPnlnt Waz thraler edger-tithe rovfuruxurr -_--~ 15 Policy issues to think about: The consultant for the Downtown Plan recommends that the City allow murals separately from wall signs. Sin: Materials placed or constructed, or light projected, that conveys a message or image ar is used to inform or attract the attention of the public. Some examples of signs are materials or lights meeting the definition of the preceding sentence and which are commonly referred to as signs, placards, A-boards, posters, billboards, murals, diagrams, banners, flags, or projected slides, images or holograms. The scope of the term "sign" does not depend on the content of the message or image conveyed. 16 Survey results • Clarity - Current code is too confusing - Regulations need to be stated in plain language • Enforcement - Must be consistent - Should not be complaint-driven • A-frame signs - Should be prohibited in rights-of-way - Should be allowed on private property Where we go from here • Focus group agrees on the proposed administrative changes • Focus group will next consider substantive changes /policy decisions 17 Permanent signs exempt from permit 18 j "Additional" freestanding signs Exempt ~^ ... ~-1- , ~~ _ _~_~_ 4 - ~ _ - i Window signs '.~ WEST ELEVATION Flags "Additional" wall signs Signs required by federal, state, or City law" ,- ,. "~ _~ SOUTH ELEVATION Menu boards for drive-through Directory for compel x (2 or more buildings) ,~ ,.~ - _.~ ~~~ ~.~ r~ EAST ELEVATION 19 MEETING NOTICE I, KATHRYN FiGLEY, THE DULY ELECTED MAYOR OF THE CITY OF WOODBURN DO HEREBY CALL A SPECIAL WORKSHOP OF THE WOODBURN CITY COUNCIL TO BEHELD ON MONDAY, NOVEMBER 20, 2006, AT b:30 P.M. IN THE WOODBURN CITY HAIL COUNCIL CHAMBERS, 270 MONTGOMERY STREET, WOODBURN, OREGON TO DISCUSS THE STREET WIDENING AND RECONSTRUCTION PROJECT. THIS MEETING IS CALLED PURSUANT TO THE WOODBURN CITY CHARTER ATTHE REQUEST OFTHE MAYOR. DATED THIS 15T" DAY OF NOVEMBER OOb ' ~_...r..._. i K HRY FIG Y, Y R Identified Sources of Funds Project Section 1 U R Fund 2 Current C IP 3 STP Exchange 4 STP Exchange 5 Gas Tax, Resurfacing 6 SDC .14 x 7 , 206, 000 Additional Funds Need Amount Cumulative Total $2,050}000 $250,000 $2,300,000 $375,000 $2,675,000 $185,000 $2,860,000 $50,000 $2,910,000 $1fi8,840 $3,078,840 ( otal Nro~ect post- ~dentit~ed Kevenue $4,osl,ooo - $3,078,840 = X1,102,150 Options: 1 Eliminate Components of the Project 2 Identify additional so 2 Delay Certain Components of Entire Project 3 Combination of option 1, 2 and 3 From 5~`~eet Estimated Project Costs Project Section Prior Estimate Current Estimate Difference A. Undergrounding 1. Cleveland To Hardcastle $720,000 $1,286,000 $566,000 2.Hardcastie To Hwy 214 $350,000 $429L600 $79,600 Sub total $1,070,000 $1,715,600 $645,600 B. Pori S ~ Improvement 1.a} Cleveland To Hardcastie X380.000 $870,000 $490,000 Note: Includes $300,000 for the Section between Harrison & Hardcastle 1.b) Side Street to Ailey $0 $300,000 $300,000 Sub Total X380 000 $1,170,000 $790,000 2. Hardcastle to Hwy 214 $850, 000 $1, 206, 000 $356, 000 Total $2,300,000 $4,091,600 $1,791,fi00 ~~ ~~ ~~; ~ ~~a'~~ C1ar~tage+. sec~~c,n~ ~~f sidewalk and curbs were considered to be replaced DRAFT Portland General Electric City of Woodburn Underground Scenarios Surcharge Percentages Scenario A Comment Conversion Cost 3 278,995 S 278,995 S 278,995 i 278,995 Annual Interest Rate 0.063 0.063 0.063 0.063 Payments per year 12 12 12 12 Rate per period $0.00525 $0.00525 $0.00525 $0.00525 Number of years 5 10 15 20 Total Number of payments 60 120 180 240 Monthly Payment $5,432.76 $3,139.61 $2,399.78 $2,047.39 Annual Payment $65,193.11 $37,675.38 $28,797.32 $24,568.70 Coversion cost plus interest $325,965.56 $376,753.77 $431,959.75 5491,314.09 Revenue Subject to Surcharge' $12,865,140.61 $12,865,140.61 $12.,865,140.61 $12,865,140.61 Surcharge 0.519b 0.29 0.22 0.19°~6 Scenario B Comment Conversion Cost t 1,168,995 S 1,168,995 S 1,168,995 S 1,168,995 Annual Interest Rate 0.063 0.063 0.063 0.063 Payments per year 12 12 12 12 Rate per period 0.00525 0.00525 0.00525 0.00525 Number of years 5 10 15 20 Total Number of payments 60 120 180 240 Monthly Payment $22,763.38 $13,155.05 $10,055.11 $8,578.62 Annual Payment 5273,160.53 $157,860.63 5120,661.37 $102,943.40 Coversion cost plus interest $1,365,802.67 $1,578,606.33 $1,809,920.55 $2,058,867.92 Revenue Subject to Surcharge' $ 12,865,14Q.fi1 $12,865,140.61 $12,865,140.61 512,865,140.61 Surcharge 2.12 1.23 0.94°6 0.80°~6 Scenario C Comment Conversion Cost S 723,995 S 723,995 S 723,995 s 723,995 Annual Interest Rate 0.063 0.063 0.063 0.063 Payments per year 12 12 12 12 Rate per period 0.00525 0.00525 0.00525 0.00525 Number of years 5 10 15 20 Total Numt~er of payments 60 120 ~ 180 240 Monthly Payment 514,098.07 $8,147.33 $6,227.45 55, 313.00 Annual Payment $169,176.82 597,768.00 574,729.34 563,756.05 Coversion cost plus interest $845,884.11 $977,680.05 $1,120,940,15 $1,275,121.00 Revenue Subject to Surcharge' $12,865,140.61 512,865,140.fi1 512,865,140.61 $12,865,140.fi1 Surcharge 1.32 0.7896 0.58~b 0.50°~b 'from 2005 Revenue Report for City of Woodburn PLEASE NOTE These rates are estimeles; they ere subiect to chir-pe 9A COUNCIL WORK SESSION MINUTES November 20, 2006 TAPE READING .O1 DATE: COUNCIL CHAu'~IBERS, CITY HALL, CITY OF WOODBURN, y COUNTY OF MARION, STATE OF OREGON, NOVEMBER 20, 2006, CONVENED. Mayor Figley convened the work session at 6:40 p.m. for the purpose of discussing the Sei widening and reconstruction project, ROLL CALL. Mayor ~ Figley Present Councilor Bjelland Present (b:50 pm) Councilor Cox Absent Councilor Lonergan Present Councilor McCallum Present Councilor Nichols Present (6:53 pm) Councilor Sifuentez Present Staff Present: City Administrator Brown, Public W arks Director Tiwari, Senior CE Technician Scott, City Recorder Tennant .Ol Mayor Figley stated that the purpose of this workshop is to fully inform the Council on engineering design and construction issues surrounding the N. Frdhf S~eef improvement project between Cleveland Street and Highway 214. Administrator Brown stated that staff will provide information on the scope of the project and financing mechanisms with the hope that the Council will be able to come to some consensus on how to proceed with this project. He stated that the project, in part, has been held up due to the need for preliminary design work done by PGE so the City could then complete the infrastructure design. PGE has now provided the preliminary design work and, as a result, the cost for this project will be substantially more than the original budget amount. The PGE undergrounding has added close to $1,000,000 to the original cost and an additional $1,000,000 for other improvement expenses. In regards to the undergrounding portion of the project, the original budget estimate provided $1,070,000 for undergrounding of lines along North Front St>~e to Highway 214, however, the recent PGE preliminary design shows that it is necessary to branch out the undergrounding to multiple side streets to complete the electrical connections between downtown and the surrounding area . In turn, this additional work has escalated the price of this portion of the project by approximately 5100,000 and PGE has added another 500,000 for their cost that represents the cost of the system that has not been fully depreciated (lines and poles) plus additional conversion work that needs to done to take it from above-ground to below-ground at a number of different points. Another issue that has arisen is the private Page 1- Council 1~Vork Session Minutes, November 20, 2006 2 Ct3UNCIL'WaRK SESSIaN NIINUTE5 November Z0, 2006 TAPE READING electrical connections in the downtown Alley necessary to bring the services to an underground connection. In regards to the project area between Cleveland and Hardcastle, additional costs will be incurred to replace the entire sidewalk rather than just make repairs to the existing sidewalk and to raise the grade at the N. Ede S~ and Hardcastle intersection. The revised estimate of $4,091,600 includes construction, engineering, and a 10% contingency for the area between Cleveland and Highway 214. This revised estimate is $1,791,600 over the original estimate to complete this project. Councilor McCallum questioned if the PGE costs are close to being the actual amount or will they be coming back to the City with a another substantial increase in the estimate. Administrator Brown felt that PGE has done a more thorough job in providing an estimate of costs now that they have completed their preliminary design work. He did state that the costs can always change based on actual bids received to do the necessary work. Public works Director Tiwari concurred that PGE's estimate should be fairly close to the current estimate. There maybe some cast changes associated with the undergrounding in the central business district but the finished project from Hardcastle Avenue north to Highway 214 will look similar to South Eri~~~ Sure 14.0 Administrator Brown stated that it will take more than one year to complete the entire project. The original plan was to complete the central business district first then complete N. lrh S~~~e to Highway 214, however, the current plan is to complete N. F~d~ Str first since the central business district will take more time to complete due to the undergrounding portion of the project. In regards to the Hardcastle Avenue intersection, Mayor Figley questioned if the angle at this intersection would be changed to make it easier for large vehicles to turn onto N. Prot Sfref. Public Works Director Tiwari stated that Front street would be changed in a way so that in the future if the Mill Street crossing is closed and Hardcastle is shifted, the higher grade would extend far enough to the north along N. ~on Str ~ thereby allowing large trucks vehicles turning off of Hardcastle to turn north onto F~rit e~ Administrator Brown reiterated that if the City is committed to doing the undergrounding of electrical lines, then we are committed to doing the sidewalk replacement in those outlying areas that will also have electrical lines placed underground . He also stated that by expanding the initial project, there will be less loan money available to property owners in the downtown area for building rehabilitation. Staff is recommending that if the undergrounding is to be done that the whole area outlined in the PGE design work be completed since the cost to underground electrical lines in the future will only increase. He also felt that undergrounding the full length of 1~rQrtt Street will improve the look of the downtown area and hopefully attract businesses and tourists to the area. Page ? -Council work Session Minutes, November 20, 2006 3 COUNCIL WORK SESSION MINUTES November 24, 200b TAPE READING 22.5 Councilor McCallum felt that the Council had laid out a plan to the public to improve the downtown area and the Council should complete the project as planned even though there is a delay in when the entire project will be completed. Administrator Brown stated that if the City is able to move quickly on this project, it may be passible to get N. From S~~eet done during this upcoming construction season and the portion between Cleveland Street and either Harrison or Hardcastle would be completed the following construction season. The extra year to complete the project will also give staff an opportunity to look at other grant opportunities and to accumulate additional Urban Renewal funds so that the City can be in a position to go out for urban renewal borrowing, Councilor McCallum felt that delaying the improvements to the central business district may work out to the City's advantage since the downtown plan has not been completed as of yet. Administrator Brown agreed that the downtown plan is important since it addresses parking and the overall traffic circulation. The City has received a Transportation Growth Management (TGM) grant in the amount of $95,000 from the State of Oregon to update the City's Downtown Development plan which combines land use planning with transportation facility planning. The City will be receiving a secondary grant to do some .additional work outside of the downtown area and the City will be contributing a small match with the second grant. He anticipated having a completed downtawn plan by the end of next year that will relate to street configuration and reiterated that the plan will not address undergrounding of electrical lines. 30.2 It was the consensus of the Councilors present that the City will pursue the undergrounding of electrica! lines in the downtown area and on North Frog Sd~ as laid out on preliminary design provided by PGE. Administrator Brown reviewed the revenue sources for this project which includes the Urban Renewal fund, eligible funds within the City's Capital Improvement programs (CIP}, STP Exchange for fiscal years 200b-07 and 2007-08 (federal funds transferred to the State for distribution to cities for street projects}, City gas tax and street resurfacing funds, and additional system development funds which are available for capacity expansion on the North Etro~ ~ti"ee portion of this project only. Even with the additional revenues identified, there is still a need for $1,102,160 to be acquired over the project time period. Councilor Bjelland questioned what other sources of funds would be available to fund the anticipated shortfall. Administrator Brown stated that grant funds may be available and he will be searching through a variety of grant sources in an effort to find additional funds for this type of project. He will be pursuing Community Development Block Grant (CDBG) funds, since they do provide grants for up to 5300,000 for urban renewal f downtown revitalization Page 3 • Council Work Session Minutes, November 20, 200b 4 COUNCIL WORK SESSION 1t~IINUTES November 20, 200b TAPE READIN projects and the next opportunity to apply for these funds will be in January 2007: Another source of funding for the Council to consider is requiring PGE to do the undergrvunding as allowed for within the City's franchise agreement and PGE would, in turn, absorb the $279,000 conversion cost. He had tried to get PGE to absorb the cost. of the conversion but PGE stated that they would absolutely not absorb the cost. Under current law, PGE can then make their own decision as to whether or not to file a rate increase with the Oregon Public Utility Commission (OPUC) to recover their conversion cost from ratepayers within the City. If the rate surcharge as determined by PGE is submitted to and approved by the OPUC, a rate adjustment could be in effect for S or more years. He stated that the ratepayer bills from PGE would have a separate line item showing the additional charge. He also provided examples of payback scenerios for the purpose of giving the Council an idea as to how much a residential ratepayer could expect to pay monthly if PGE does receive approval from the OPUC for a surcharge. He also stated that the City could generate any amount up to the total forced undergrounding project cost but he felt that $300,000 using this mechanism for generating a revenue source would be more affordable to the ratepayers. Discussion was held regarding potential impact of PGE passing a portion of the forced undergraunding cost onto the ratepayers and how ratepayers will react to this additional fee. Councilor Bjeiland felt that the 10-year repayment plan is the logical approach since the y projected surcharge is minimal to the residential customer. He, along with other Councilors, suggested that the $300,000 figure be increased to $500,000 for the purpose of providing some of the additional funding source needed to cover increased undergrounding costs for this project. Administrator Brown reminded the Council that the franchise ordinance allows the City to make PGE underground their electrical lines but it does not say that PGE has to pass this cost onto the ratepayers. The decision to pass on the cost to the ratepayers is a decision at the PGE corporate level to maintain the investor's investment in their company. He also brought to their attention that the City would make the initial payment to contractor for the full cost of the undergrounding and the City would only get reimbursed for the conversion cost from PGE once they have collected funds from the ratepayers. He was still investigating this issue through PGE and was unsure if PGE reimburses the City in a lump sum amount once they receive the approval from OPLTC or if they make payments to the City over the years they collect the rate adjustment. 51.9 Administrator Brown stated that if the CDBG grant. funds and $300,000 or more in conversion funding through PGE is acquired, then the balance necessary to complete the project is a more manageable amount of budget resources to come up with over the next couple of years. Page 4 -Council Work Session Minutes, November 20, 2006 5 COUNCIL WORK SESSION MINUTES November 20, ZOOb TAPE READIN projects and the next opportunity to apply for these funds will be in January 2007. Another source of funding for the Council to consider is requiring PGE to do the undergrounding as allowed for within the City's franchise agreement and PGE would, in turn, absorb the $279,000 conversion cost. He had tried to get PGE to absorb the cost of the conversion but PGE stated that they would absolutely not absorb the cost. Under current law, PGE can then make their own decision as to whether ar not to file a rate increase with the Oregon Public Utility Commission tOPUC} to recover their conversion cost from ratepayers within the City. If the rate surcharge as determined by PGE is submitted to and approved by the OPUC, a rate adjustment could be in effect for 5 or more years. He stated that the ratepayer bills from PGE would have a separate line item showing the additional charge. He also provided examples of payback scenerios for the purpose of giving the Council an idea as to how much a residential ratepayer could expect to pay monthly if PGE does receive approval from the OPUC for a surcharge. He also stated that the City could generate any amount up to the total forced undergrounding project cost but he felt that $300,000 using this mechanism for generating a revenue source would be more affordable to the ratepayers. Discussion was held regarding potential impact of PGE passing a portion of the forced undergrounding cost onto the ratepayers and how ratepayers will react to this additional fee. Councilor Bjelland felt that the 10-year repayment plan is the logical approach since the projected surcharge is minimal to the residential customer. He, along with other Councilors, suggested that the $300,000 figure be increased to $500,000 for the purpose of providing some of the additional funding source needed to cover increased undergrounding costs for this project. Administrator Brown reminded the Council that the franchise ordinance allows the City to make PGE underground their electrical lines but it does not say that PGE has to pass this cost onto the ratepayers. The decision to pass on the cost to the ratepayers is a decision at the PGE corporate level to maintain the investor's investment in their company. He also brought to their attention that the City would make the initial payment to contractor for the foil cast of the undergrounding and the City would only get reimbursed for the conversion cost from PGE once they have collected funds from the ratepayers. He was still investigating this issue through PGE and was unsure if PGE reimburses the City in a lump sum amount once they receive the approval from OPUC or if they make payments to the City over the years they collect the rate adjustment. S 1.9 Administrator Brown stated that if the CDBG grant funds and $300,000 or more in conversion funding through PGE is acquired, then the balance necessary to complete the project is a more manageable amount of budget resources to come up with over the next couple of years. Page 4 -Council Work Session Minutes, November 20, 20ab 5 COUNCIL WORK SESSION MINUTES Navetnber 20, 2006 TAPE READING Richard Jennings stated that while he was Mayor, he had heard a lot of complaints from the public about the overhead electrical lines in the downtown area. However, with the passage of Urban Renewal, he has not heard those comments since there is an expectation that the lines will come down as part of downtown,revitalization. Brief discussion was held regarding the need to make the public aware of what will be happening if PGE pursues, and receives, a utility rate adjustment for the conversion cost . It was noted that, depending upon PGE methodology used to determine the payback far the conversion costs, a utility bill could see about $.30 per $100 (0.3%} on a monthly bill. Sb.4 Administrator Brown stated that in one construction season, all of the undergrounding will be completed and the City will try to get the streets and sidewalks done from the High School south to Harrison Street. Assuming the funding issues have been resolved, the next second construction season would involve the remainder of the area from Harrison Street to Cleveland Street. Under this construction plan, North l~.r~ri~ agree will make the downtown area more accessible and hopefully attract more people to the area. In regards to the undergrounding, Administrator Brown stated that if the Council elects to force PGE to move forward with the undergrounding, then formal Council action will be necessary at either the first meeting in December 2006 or in January 2007. 64.1 Administrator Brown also mentioned that it will cost about $100,040 to install private electrical boxes and staff will be proposing that businesses pick up one-half ~'/2) of the cost through a local improvement district (LID) process. There will also be some costs incurred for paving the downtown Alley which may involve a cost share utilizing the LID process. Further discussion on this issue will be brought up before the Council next spring. 70.8 Mayor Figley obtained a consensus from the Council members present to go ahead with the F~a~t Sfre~ project which includes the forced undergrounding of electrical lines as outlined in PGE's preliminary design work. 71.5 The meeting concluded at approximately 7:48 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST nary Tennant, Recorder City of ~Ioodburn, Oregon Page 5 - Council Work Session Minutes, November 20, 2006 G X14 ;;,~„r > .~ s~ " ~~~~~~ frtcorporatcd ~i&S9 Public Works Department I90 Garfield Street V~loodburn, OR 97071 (503} 982-5240 {503}982-5242 (fax www,woodburn-or.gav OPEN HOUSE NOTICE City of Woodburn Public works Department wilt Host a Public Open House to Present information of Proposed improvements on Front Street from Cleveland Street to HWY 214. The City of Woodburn Public Works Department will be hosting a public open house to present information on the upcoming improvements to Front Street on Wednesday, August 2l, 2008, from 5:00 p.m. to 7:00 p,m. at Woodburn City Hall, City Council Chambers, 270 Montgomery Street. The information wilt provide details of the proposed improvements, including Undergrounding of Utilities from Cleveland to State Highway 214, Streetscape improvements to the Downtown Core Area on Front Street from Cleveland to Harrison, and Street Improvements on Front Street from Harrison to State Highway 214. The project cost for the proposed improvements will range between four and five and a half million dollars, The protect could take up to year and a half to complete. The project construction will be phased. The first construction phase will begin this fall and will include undergrounding of existing overhead utilities. The existing franchised overhead-utilities will be placed underground on Front Street, from Cleveland Street to State Highway 214, This will include residential and commercial meter conversions as needed. The subsequent construction phasing is intended to commence the following spring. This phase will include street improvements from Cleveland Street to State Highway 214. From Harrison Street to State Highway 214, the street will be widened, providing two travel lanes, on street parking and a 10 foot combination sidewalklbike path on the west side. in the Downtown Core Area, from Gleveland Street to Harrison Street, will be the streetscape portion of the project. This portion of the project will provide two travel lanes, on street parking on bath sides, street resurfacing, new curbs and sidewalks. This section of the improvement will also include enhanced landscaping features, accent pavers, street trees, ornamental pots, benches, irrigation, and decorative illumination. Intersections will be improved with landscape bulb outs, ADA ramps and accent paver crass walks. The purpose of the meeting is to share information and details of the proposed improvements, discuss tentative timelines and to solicit public input.lNe welcome your participation and input at our upcoming public open house. Contact: Eric Liljequist; Assistant City Engineer Randy Scott; Senior Engineering Technician Phone: 503-982-5240 Event Date: Wednesday August 27, 2008, from 5;04 p.m. to 7;00 p.m. Location: Woodburn City Hall, 270 Montgomery Street Woodburn Or. North Front Street Project Summary Proposed Improvements to Front Street include Undergrounding of Utilities from Cleveland to State Highway 214, Streetscape Improvements to the Downtown Core Area on Front Street from Cleveland to Harrison, and Street Improvements on Front Street from Harrison to State Highway 214. The project cost for the proposed improvements will range between four and five and a half million dollars. The project could take up to year and a half to complete. The project construction will be phased. The first construction phase will begin this fall and will include undergrounding of existing overhead utilities. The existing franchised overhead uti{ities will be placed underground on Front Street, from Cleveland Street to State Highway 214. This will include residential and commercial meter conversions as needed. The subsequent construction phasing is intended to commence the following spring. This phase will include street improvements from Cleveland Street to State Highway 214. From Harrison Street to State Highway 214, the street will be widened, providing two travel lanes, on street parking and a 10 foot combination sidewalk/bike path on the west side. In the Downtown Core Area, from Cleveland Street to Harrison Street, will be the streetscape portion of the project. This portion of the project will provide two travel lanes, on street parking on both sides, street resurfacing, new curbs and sidewalks. This section of the improvement will also include enhanced landscaping features, accent pavers, street trees, ornamental pots, benches, irrigation, and decorative illumination. Intersections will be improved with landscape bulb outs, ADA ramps and accent paver cross walks. Sign in Sheet Front Street improvements Open House, August 27, 2008 Name Address Phone Number 0/~GA~/ ~IS~b U ~/ G ~~3 ~0 ~ 99' ~'1 ~=ruy~~ .~ 9 ~~ ' q r/ '7 ~3 ~ i~ r ~~1~ ~ ~~ ~t'Ff ^.~3 `fl3 lJ~~k~ dQ o3- ~-o~ a , $ " or. psi 9~1~ 9$3- z~.ol~ c ~ ~ rrwr 7QS (~ r~ .S"~3- 9 P7- 5'L 3S ~ ~~-t'i ..J U.v~'~~vt.~' (~~ , ~ m~n~ S'~` ~,cz3 ~ ~l g t - a 13~ ate! / Wr.e~ a ryvc -~ 1~ - /-7z ~~ FRONT STREET IMPROVMENT 08/09 PROJECT BUDGET UITILTY UNDERGROUNDING $1.6 MILLION STREET IMPROVEMENT • CLEVELAND TO HARRISON $1.1 MILLION • HARRISON TO HWY 214 $2.2 MILLION TOTAL BUDGET COST 4.9 MILLION OR - ~ Il~r~er ~P~ Hout' f'etcrson lei ~hcllis Inc. ~, . ~ ~ ~ . • ~. 4C~KEEk~~VI~MMk'N5. ..- .. ~N ~„ ~N r .II ~.I',.•hllfi Yf r~~N,, ~~~ ~~~ ~~ ~"i Demonstration Community Garden Plot 137 South First Street Woodburn Oregon Organized by: Ian Niktab, Gabriel Frayne, and Jordan Blake Vision _____ We see a need to create a highly visible, centrally-located community garden plat to serve families in need within the Woodburn community. A vacant, unproductive parcel of land could become a site for food production and educational opportunities. By creating a community garden that would provide food for local food pantries and farmworker families, as well as creating opportunities for community involvement for area students, we hope to provide a location that would help bring the community together. We see this as part of the continuing effort to improve the core downtown area of Woodburn. Working together, a variety of community stakeholders can provide an example of positive community building for future generations. Qb~ec~ives • Create a demonstration area for gardening and other alternatives to personal and public spaces. • Provide positive, constructive, alternative, safe and healthy volunteer opportunities for the community and the youth. • Provide an area for public education opportuni~es. • Beautify public spaces. • Foster community building and volunteerism. Stakeholders • Academy of International Studies • Marion Polk Food Share • Farmworker Housing Development Corporation (FROG} Esperanza Court • Planting Communities! • Woodburn School District Interested individuals #Jr ani~atian Planting Communities is the initial organizer and will work with other stakeholders to bring this project to fruition. Eventually, monthly meetings will beheld with key participants to discuss areas of concern and arrange volunteer commitments for routine maintenance, Sponsors of the garden are key participants. Sponsors will also be utilized to provide some funding for initial and ongoing operations. Half the total garden will be assigned to FHDC Esperanza Court, and the other half will go towards growing food for local area food pantries. Potential risks and constraints • Liability- Planting Communities will have all participants sign a waiver of liability. Marion Polk Food Share will provide limited insurance incase of any major incidents. • Water- City of Woodburn would need to provide means of access to low-cost or donated water. • Vandalism and theft- Planting Communities will seek out sponsors and resource from local area businesses to construct a 3 ft. high wire fence to discourage trespassing and theft. Materials • 2" x 2" fence post • 36" x 25' fence wire • 2" x b" x 6' wood boards (to construct some raised garden beds) • Compost • Woodchips • Cardboard • Clear plastic and 2" x 4" boards (a possible greenhouse) • One or two picnic benches Business Assistance Program Guidelines Business Assistance Program Guidelines • Woodburn Business • Job creation or retention will be considered • Loans limited to a maximum amount of $25,000 • Private investment match must equal or exceed Woodburn's loan • Loans must be collateralized • City Interest rate shall be l0% of prime -today that is 2.215% 1 Business Assistance Program Guidelines • No loans for refinancing of current debt • Loan servicing fee of 1.5% of the principle loan amount • Loans may be used for business activities which are subject to reporting to the Internal Revenue Service -land, building, equipment and working capital • Businesses involved in the distilling ofi beer or wine, are eligible Business Assistance Program Guidelines No repayment penalties • Repayment schedule • Terms and conditions must be met to secure the collateral shall be similar to the bank loans 2 Vision 1 Objectives ^ Create a demonstration area far gardening and other alternatives to personal and public spaces. ~^ Provide an area for public education opportunities. Current site 2 3 Organizations involved in the project... Planting Gommunitiesi ^ Academy of International Studies ^ Esperanza Court Farmworker Housing. ^ Marion/folk Food Share ;; ~. i ~~ /~J.-#c~sd~paratr.~ Interested individuals 4