Agenda - 09/14/2009KATHRYN FIGLEY, MAYOR
CITY O F IN00 D B U RN DICK PUGH, COUNCILOR WARD 1
.J. MEL SCHMIDT, COUNCILOR WARD II
CI'T'Y COUNCIL, AGENDA PETER MCCALLUM, COUNCILOR WARD Ill
,JAMES COX, COUNCILOR WARD IV
n e FRANK LONERGAN, COUNCILOR WARD V
SEPTEMBER 14, LOO 7 ~ 7.00 P.M. KRISTEN BERKEY, COUNCILOR WARD VI
CITY HALL COUNCIICHAMBERS - 27O MONTGOMERY STREET
1. CAII TO ORDER AND FLAG SALUTE
2. ROIL CAII
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A. Now that Labor Day has passed, the Library has returned to
being open on Sundays from 1:00-5:00 p.m.
Appointments:
B. Economic Development Committee
C. Recreation and Parks Board
4. PROCLAMATIONS/PRESENTATIONS
Proclamations:
A. Library Card Sign-up Month Proclamation
Presentations:
None
5. COMMITTEE REPORTS
A. Chamber of Commerce
B. Woodburn School District
b. COMMUNICATIONS
None.
7. BUSINESS FROM THE PUBLIC -This allows the public to introduce items
for Council consideration not already scheduled on the agenda.
"Ha~~ra interpretes ~isponi~~es Sara aquel~as ~e~rsonas que no ~ja~[an Irtgles~ ~revio acuerc~o. Comuniquese
aj ~So3) g8o-2485."
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September 74, 2009 Council Agenda Page r
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8. CONSENT AGENDA -Items listed on the consent agenda are considered
routine and maybe adopted by one motion. Any item may be removed
for discussion at the request of a Council member.
A. Woodburn City Council minutes of August 10, 2009 4
Recommended Action: Approve the minutes.
B. Woodburn Park and Recreation Board Minutes for August and 13
September 2009
Recommended Action: Approve the minutes.
C. Community Services Department statistics for June and July 21
2009
Recommended Action: Accept the Report.
D. July Crime Statistics
Recommended Action: Accept the Report.
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E. Appointment of Administrator Pro Tem 28
Recommended Action: It is recommended the City Council
appoint Assistant City Administrator Terrie Stevens as
Administrator Pro Tem for the period September 21 through
September 25, 2009.
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
None
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 by Mayoral prerogative.
A. Acceptance of Proposal for Payroll Services 29
Recommended Action: Accept the Proposal of AmCheck in
the amount of $34,718 to provide payroll services for the City of
Woodburn.
B. Photo red light camera systems 32
Recommended Action: Pursuant to state law, "piggyback" on
September 7 4, 2009 Council Agenda Page ii
to the contract awarded to Redflex by the City of Albany and
authorize staff to negotiate a contract for photo red light
services with Redflex, Inc.
C. Award construction contract for Hardcastle Storm Drain Culvert 3b
Improvement Project
Recommended Action: That the City Council award the
construction contract for the Hardcastle Storm Drain Culvert
Improvement Project to John Rice Excavation in the amount of
$44,109.
12. PLANNING COMMISSION OR ADMINISTRATIVE IAND USE ACTIONS -These
are Planning Commission or Administrative Land Use actions that
maybe called up by the City Council.
A. Community Development Director's approval of a pole sign at 38
285 S Pacific Highway.
13. CITY ADMINISTRATOR'S REPORT
14. MAYOR AND COUNCIL REPORTS
15. ADJOURNMENT
September 74, 2009 Council Agenda Page iii
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September 14, 2009
T0: City Council
FROM: Kathy Figley, Mayor
SUBJECT: Economic Development Committee Appointments
The City Council, during this year's goal setting meeting, established the goal to
complete the Economic Development Plan in partnership with the Chamber of
Commerce "..." The City has entered into an intergovernmental agreement
(IGA) with the Mid Willamette Council of Governments #or the preparation of the
Economic Development Plan.
The Economic Development Committee will oversee the development of the
Economic Development Plan. Appointments to the Committee include:
Chamber, educational and industrial business representatives, The City Council
and Planning Commission will also have representatives on the Economic
Development Committee.
The following appointments are made, subject to~ the approval of the Council;
Economic Development Committee Appointments
Walt Blomberg Woodburn School District -Chamber Board representative
Wendy Buck PGE
Dave Christoff Hallmark Properties
Denis Gibson State Farm Insurance
John Hoffmann Gervais Telephone/Datavision Communications
Ruby Wolfer West Coast Bank
Sheryl Southwell Specialty Polymers -Chamber Board/past president
SEDCOR Board
Elias Villegas Chemeketa Community College
Angelo Seminary DePaul Staffing
Tony Orlandini Do It Best Hardware
Brent Kerra Kerr Contracting
Frank Lonergan City Council
Planning Commission (to be namedf
The Economic Development Committee is expected to meet over the next
b months and guide development of the City's Economic Development Plan.
Meet dates and time have yet to be determined, however meetings are expected
to occur monthly starting in September.
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September 14, 2009
T0: City Council
ERQM: Kathy Figley, Mayor
SUBJECT: Recreation and Parks Board Appointment
The fallowing appointment is made, sub}ect to the approvpl of the Council.
Please forward any adverse comments to me prior to the Council meeting on
Monday, September 14, 2009. No reply is required if you approve of my
decision.
RECREATION AND PARKS BOARD
Position VI -Cheryl Shepherd -term ends 12112
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PROCLANL9TION
Library Card Sign-up Month 2009
WHERIEAS, libraries are the heart of all communities; and
WHERIEAS, the smartest card is a library card; and
VVHEI~EAS, a library card opens up a world of opportunity for people of all ages;
and
WHERIEAS, a library card is a ticket to free access to books, magazines, music,
movies, Internet access, after-school programming and more; and
WHEREAS, children who have library cards and use the library perform better
in school; and
WHERIEAS, September is Library Card Sign-up Month, a time when the
American Library Association and your local library remind you to make sure
your child has the most important school supply of all, a library card; and
WHEN, any Woodburn resident may present their library card and enjoy a
free swim at the Woodburn Aquatic Center on Thursday, September 17, 2009,
as part of V~oodburn's Library Card Sign-Up Month celebration; and
WHERlEAS, any Woodburn resident can get a free Library card at any time of the
year by visiting the Library and bringing of ficial identification with current
address and photo;
NOW, THEREFORE, I, Kathy Figley, Mayor of the City of Woodburn, Oregon,
do hereby declare the Month of September, 2009 as
LIBRARY CARD SIGN-UP MONTH
And do urge alI those in the City of Woodburn to support and promote this
observance.
Cit
IN WITNESS
f Woo urn to
~ ~ ,.-'
r i
.~
'~ Ka y Fig~ey, M yor
ity of Wb~d ~n
EREOF, I have hereunto set and caused the seal of the
affixed at this 14`" day of September, 200!
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COUNCIL MEETING MINUTES
August 10, 2009
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0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, AUGUST 10, 2009.
CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding.
0015 ROLL CALL.
Mayor Figley Present
Councilor Berkey Present
Councilor Cox Present
Councilor Lonergan Absent
Councilor McCallum Present
Councilor Pugh Present
Councilor Schmidt Present
Staff Present; City Administrator Derickson, Assistant City Administrator Stevens, City
Attorney Shields, Public Works Director Brown, Community Development Director
Hendryx, Police Captain Alexander, Community Services Director Row, HR Assistant
Sprauer, City Recorder Tennant.
0085 ANNOUNCEMENTS.
A} Music in the Park Concerts to beheld during the month of August in Library Park
beginning at 7:00 p.m, Ty Curtis Band is to perform on August 11 `h, The Small Town
Bluegrass Band is to perform on August 1$'", and The Lab Band is to perform on
August 25`x.
B) City Council Workshop with the Planning Commission will be held on Monday,
August 3 1, 2009 at 6:00 p.m. in the City Hall Council Chambers. The 2"d Revised
Downtown Development Plan will be presented by the Consultants for review by the
Council, Commissioners, and interested members of the public.
C} Natural Hazards Mitigation Plan: The draft plan will be completed and available for
comments on August 24, 2009.
0170 PROCLAMATION: BADMAN'S GIANT PUMPKIN WEIGH OFF.
Mayor Figley read the proclamation declaring October 3rd and 4'h, 2009 as Bauman's
Giant Pumpkin Weigh Off and Autumn Harvest Festival as an official Woodburn event
and encouraged public participation and support of this event promoting Woodburn
throughout the country.
Mayor Figley stated that she would be participating in the event by entering a pumpkin
into the event and encouraged all others to become involved.
Councilor Pugh expressed admiration for the Bauman Family and encouraged everyone to
visit Bauman Farms and become involved in their events.
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0325 CHAMBER OF COMMERCE REPORT.
Don Judson, Executive Director, stated that the Chamber has made some changes to their
hours of operations. The Chamber is now closed on Mondays and their new office hours
are from 9:30 a.m. to 3:00 p.m. Tuesday through Friday. The Chamber Board made a
decision to reduce hours and limit paid staff to twenty hours per week. In the meanwhile,
the Chamber will continue to focus on promoting the idea that investment is worth their
members' time and will grow their business, provide access to education, and help with
economic development. They hope that by making reductions now, they will be in better
control of their expenses and in a better situation later down the line.
On August 11, 2009 Mr. Judson will be a guest at the Downtown Historic Neighborhood
Association Meeting. He encouraged the business community to attend and work jointly
with the Historic Neighborhood Association to develop a cohesive plan.
August l2, 2009 at 12;00 p.m., the Chamber will be hosting a brown bag lunch with a
presentation on the Public Works Department's Wastewater Treatment Plant Plan.
September 9, 2009 the Chamber will have their first forum lunch which will cover
demographic marketing. The next ten sessions will be held at Wellspring and there is a
$15.00 lunch fee for Chamber members. Season tickets are also available.
September 11, 2009 the Chamber will have their first Greeter's at the Woodburn National
Guard Armory to honor military First Responders.
November 12, 2009 the Chamber will host its Crystal Apple Awards.
Public Works Director Brown stated that the August 12`h brown bag lunch will be held at
the Wastewater Treatment Plant on Molalla Road, rather than at City Hall.
Ob95 WOODBURN SCHOOL DISTRICT REPORT.
Walt Blomberg, School Superintendent, stated that school will be starting the week
before Labor Day this year in order to complete the school year by mid June.
Mr. Blomberg reminded Council that the School District's drop out rate has steadily
declined over the last several years, and has even fallen below the state average which he
attributed to the small schools. The graduation rate, however, is one of the lowest
statewide. Mr. Blomberg does not believe the graduation rate accurately characterizes the
schools. He provided a comparison sheet on schools in the surrounding areas and gave an
overview on how the small schools ranked. He explained that the formula to calculate the
graduation rate is based on the expectation that every student complete high school within
four years, even though the law allows special needs students to extend until age twenty-
one. The school district also has a large number of English language learners who are
often provided an additional year of high school, through afifth-year program with
Chemeketa Community College, to obtain higher level academic skills. Mr. Blomberg
explained that if those students that graduate beyond four years are taken into account,
many of the Woodburn schools would actually have a higher percentage rate than those
on the comparison sheet. The formula the federal government uses to determine the
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graduation rate does not give credit for the students that graduate beyond four years and is
not an accurate depiction of success. Mr. Blomberg explained that Success, Woodburn's
alternative high school, also ranks higher in enrollment than any other alternative school
nearby, even though many of its students do not graduate within four years. He feels that
the federal formula is flawed.
Councilor Pugh stated that GED's are also excluded from the fomlula even though many
students who receive them go onto earn their degree.
Mr. Blomberg stated that for some students GED's are the best or only alternative to
access higher education and believes it is another flaw in the formula that is denigrating
to the students and the community.
Councilor McCallum questioned if there is anything that can be done to make a change in
the formula, even though it has been adopted by the State.
Mr. $lomberg stated that the State may adj ust the formula to account for special groups
that can, bylaw, access education beyond afour-year plan, which include both English
language learners and students with disabilities. He stated that at this point in time, due
to federal funding opportunities, the State is reluctant to make any changes that will give
the perception that they are lowering expectations.
Councilor McCallum congratulated the school district and asked if they had a tracking
system to monitor specific groups of students.
Mr. Blomberg explained that the school district tracks cohort groups and believes it is
important because it allows them to measure the impact of programs.
Mr. Blomberg stated that Adequate Yearly Progress Report (AYP) is out and two
elementary schools, one middle school, and possibly two high schools reached adequate
yearly progress. Others have missed the mark by only one or two subgroups, although
they continue to make progress.
Mayor Figley stated that Woodburn Schools provide both a quality academic experience
and a quality life experience.
1840 CONSENT AGENDA.
A) Approve the Council minutes of July 27, 2009; and
B) Accept the Crime Statistics report for June 2009.
MCCALLUM/PUGH...adopttbe Consent agenda as presented. The motion passed
unanimously.
1895 COUNCIL BILL N0.2799 -RESOLUTION DIRECTING THAT TWO "NO
PARKING" SIGNS BE INSTALLED ON MARION STREET BETWEEN BRYAN
STREET AND FILBERT STREET.
Council Bill No. 2799 was introduced by Councilor McCallum. Recorder Tennant read
the bill by title only since there were no objections from the Council.
Richard Jennings, Filbert Street, thanked Public Works Director Brown for getting this
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item on the agenda since there is a need to make the roadway accessible for cars to travel
both directions. He stated that this particular block is very long and questioned whether
or not it would require more than two "no parking" signs. There is one house with one
driveway facing Mahon Street to the north.
Public Works Director Brown stated the City is trying to minimize the expenditure on
signage. Public Works will assess the effectiveness of the two signs and make
adjustments as needed.
Councilor Cox stated that he visited the area and feels that it is the right thing to do to
allow for safe travel and questioned what has been done to Iet the residents know of what
is being proposed.
Public Works Director Brown stated that when this type of issue is presented, staff must
evaluate the area to determine the best decision with the least impact on the residents.
Parking must be designated on one side of narrow, local streets. Signs are placed based
on sight distance or the number of driveways. The process is complaint driven and the
City tries to optimize the final solution.
On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared
Council Bill No. 2799 duly passed.
2412 COUNCIL BILL N0.2800 ~ RESOLLTTION AUTHORIZING THE TRANSFER
OF OPERATING CONTINGENCY APPROPRIATIONS DURING FISCAL
YEAR 2009-2010.
Councilor McCallum introduced Council Bill No. 2800. Recorder Tennant read the bill
by title only since there were no objections from the Council.
On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared
Council Bill No. 2800 duly passed.
2475 AC_CE,PTANCE OF PROPOSAI~FOR MUNICIPAL VEHICLE LEASE.
City Administrator Derickson stated that he and Police Chief Russell had met with
Councilor Pugh earlier in the day to discuss the police vehicle lease. The State bid
requirements under the law are fairly prohibitive in terms of where the City can purchase
leased vehicles. Although the City solicited local dealerships for bids, they must also go
through the designated State bid dealership, which is located in Canby.
Councilor Pugh stated that he also contacted Representative Komp to address the issue at
the Stale legislature in the future.
Councilor Cox stated that the concerns expressed at the prior meeting have been
addressed in the staff report and he has no problem with the proposal.
PUGH/MCCALLUM...accepttbe proposal of Enterprise Fleet Management in the
amount of $84,000 to provide municipal vehicle lease services for the Woodburn Police
Department.
The motion passed unanimously.
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2673 LIQUOR LICENSE CHANGE OF OWNERSHIP FOR OFF-PREMISE SALES:
Arco AM/PM #3527, 2720 Newberg Highway.
A change of ownership license was submitted by Convenience Management Services
lnc., for an off premises sales liquor license.
CQXIPUGH ...recommend to ULCC approval of a change in ownership application for
Arco AM/PM #3527.
Councilor McCallum stated that he intends to vote for the change in ownership but does
not agree that gasoline stations should be able to sell alcohol.
The motion passed unanimously.
2765 LIQU_ LICENSE CHANGE OF OWNERSHIP FOR OFF-PREMISE SALES: A
& J Market, l34 Harrison Street.
A change of ownership license was submitted by Thapa Corportion for an off-premises
sales liquor license.
COX/MCCALLUM... recommend to OLCC approval of a change of ownership
application for the A & J Market.
Councilor McCallum stated that he appreciates the business owner and landlord for
appearing at the last meeting and explaining the situation, and he wished them good luck.
Mayor Figley expressed her appreciation to both the landlord and the business owner.
The motion passed unanimously.
2879 CENTENNIAL PARK GRANT AGREEMENT.
Mayor Figley stated that she is glad to see that the City will have sufficient funds to
complete Centennial Park after all of these years.
COXIMCCALLUM...authorize the City Administrator to enter into a Local
Government Grant Agreement with the Oregon Parks and Recreation Department for the
$500,000 grant awarded to the City for the Centennial Park Project.
Councilor McCallum stated that he is also appreciative of staff for obtaining funds to
complete the project.
City Administrator Derickson thanked Community Services Director Row for attending a
Sunriver event to advocate and secure funding for this project. Almost sixty projects
were submitted for funding and only fifteen were selected, with Woodburn receiving the
largest award granted.
Councilor Schmidt asked if the project would have an impact on next year's little league
season or if they would be able to work around it.
Community Services Director Row explained that Community Services is already in
communication with the Youth Baseball Association and making plans for the following
season. There will be some impact but the City will work with the contractor to try to
minimize the impactand/or provide alternative field sites at the schools.
The motion passed unanimously.
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3154 CANCELLATION OF AUGUST 24, 2009 COUNCIL ~IEETINC;
Mayor Figley stated that the cancellation of the August 24'h meeting would be due to the
lack of business and the tendency for people to be out of town for Labor Day.
City Administrator Derickson stated that he feels that business can wait until the first
regular meeting in September.
MCCALLUM/COK...cancel the August 24, 2009 regular meeting.
The motion passed unanimously.
3245 PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTION:
A) Planning Commission approval of Design Review 2009-01, Conditional Use
2009-01, and Exception to Street Right-of•Way and Improvement Requirements
2009-03: Property located at 1630 Park Avenue, tax lot 051 W08CA03100.
Oregon Military Department submitted applications for the addition of 2,800 square feet
of classroom space and remodeling 6,500 square feet of the existing structure. In lieu of
requiring an improvement to Alexandra Avenue at this time, the Planning Commission
imposed as a condition of approval that the Military Department will pay an amount to
the City for half street improvements. The Military Department will also sign anon-
remonstrancedocument for participation in future street improvements to Park Avenue.
3293 CITY ADMINISTRATOR'S REPORT.
A) National Night Out was a success. The City had nineteen community groups register
with the police department and either a member of the police department or a city
representatives made attendance at each meeting. The number one concern expressed to
the City was traffic enforcement and speeding.
3340 MAYOR AND COUNCIL REPORTS.
Councilor McCallum thanked staff for the completeness of staff reports that aid the
Council in making decisions.
Councilor Schmidt questioned if the City could allow a community garden on Park
Avenue, as it does not need the property for other purposes.
Councilor McCallum stated that the location had been discontinued due to monitoring
and commercial ventures and atone time, the property had been put up for sale.
Councilor Berkey asked about status of a family adopt-a-park program.
Public Works Director Brown stated that the adopt-a-park program is actively ongoing
and there have been four to five applications received to participate in the program.
Community Services Director Row stated that Community Services has been working in
partnership with Public Works since Public Works is responsible for the maintenance of
parks. Public Works staff have attended park board meetings to present a draft adopt-a-
park program, they have an application in place, and they are currently taking in
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applications from various groups. They are working towards getting a program in place
and are beginning the implementation.
Councilor Berkey asked who they were notifying to become involved.
Community Services Director Row explained that involvement includes organizations,
churches, and individuals. As of now, they have not taken an active role to recruitment.
Public Works Director Brown stated that the draft plan is not restricted to parks but can
be publicly owned grounds such as the Library or Aquatic Center. They would like to
tailor the location to the capabilities of those volunteering.
Mayor Figley stated that while she and City Administrator Derickson were in Washington
DC, they were lobbying for reauthorization ofsafety lieu, a federal transportation package
geared towards correcting safety hazards on the freeway system. Both the Oregon
Transportation Commission and the Oregon Department of Transportation (ODOT} feel
this project is appropriate to include in the federal project if congress chooses to
reauthorize it. Since her February trip to Washington DC, the Oregon legislature included
$43 million in the state transportation package for this project and Representative
DeFazio's transportation committee has taken action on safety lieu reauthorization and
included $15 million for the project in their recommendation. She and City
Administrator Derickson returned to Washington DC because of different estimates from
the congressional staff about how fast action might take place. At this point, action would
take place on the Senate side and it would be important to be on the radar before the
summer recess and incase any progress took place. While there, they provided packages
on the City to all of the senators on any one of the three committees that will hear parts of
this proposal, had meetings with both Senator Wyden's and Senator Merkley's
transportation teams, and had a productive meeting with Congressman Schrader. ODOT
is now asking for $22 million out of safety lieu when funding is authorized.
Reauthorization isexpected to be up for discussion next year, depending on the economy.
Mayor Figley also stated that they recently became aware of a stimulus funding package
for projects that are not necessarily shovel-ready and the Oregon Transportation
Commission will recommend that this project be included.
Mayor Figley also stated that she enjoyed National Night Out, Walt's Run, and the Fiesta
parade.
4365 EXECUTIVE SESSION.
Mayor Figley entertained a motion to adjourn into executive session under the authority
of ORS 192.b60(2)(i}.
City Attorney Shields stated that he waive his right to an open session and declared a
conflict of interest and cannot represent City in the Executive Session.
PUGH/l~'ICCALLUM... adjourn into executive session under the statutory authority
cited by the Mayor. The motion passed unanimously.
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The Council adjourned into executive session at 8:07 p.m. and reconvened at 9:31 p.m..
Mayor Figley stated that no action was taken by the Council while in executive session.
ADJOURNMENT.
SCHMIDT/MCCALLUM...meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 9:41 p.m..
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodburn, Qregon
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Executive Session
COUNCIL MEETING MINUTES
August 10, 2009
DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBUIt~N, COUNTY OF
MARION, STATE OF OREGON, August 10, 2009.
CONVENED. The Council met in executive session at 8:30 p.m. with Mayor Figley presiding.
Rn1.(, 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 Attorney Shields (9:08 p.m.}, HR Assistant Sprauer
Mayor Figleyr reminded the Councilors and staff that information discussed in executive session
is not to be discussed with the public.
The executive session was called to review and evaluate, pursuant to standards, criteria and
policy directives adopted by the governing body, the employment-related performance of the
chief executive officer of any public body, a public officer, employee or staff member unless the
person whose performance is being reviewed and evaluated requests an open heaxing pursuant to
ORS 192.b60 (2}(i}.
ADJOURNMENT.
The executive session adjourned at 9:39 p.m..
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodburn, Oregon
Pagel -Executive Session, Council Meeting Minutes, August 10, 2009
12
Minutes
Woodburn Recreation and Parks Board
Tuesday, August l 1, 2009
7:00 p.m.
1. Call to Order
The meeting and was called to order at 7:00 p.m.
2. Rall Call
Board Chair Rosetta Wangerin Present
Board Secretary Eric Morris Present
Member Joseph Nicoletti Present
Member Judy Wesemann Present
Member Vacant
Member Charlene Williams Present
Member Alexa Morris Present
Staff present: Jim Row, Community Services Director; Stu Spence, Recreation
Services Manager; Debbie Wadleigh, Aquatic Manager; Paulette Zastoupil, A.A.
3. Approval of Minutes from June 9, 2009
Joseph Nicoletti/Judy ~Vesemann • Motion to accept the minutes as written.
The motion passed unanimously.
4. Business from the Audience
None
5. OLD BUSINESS
Adopt-A-Park Program
Jim updated the Board on the Adopt-A-Park program that is administrated by the
Public Works Division. Since the meeting in June they have developed an
application form that is being distributed to interested parties. Jim stated that he
had received one completed application, which will be forwarded to Public Works
for approval. Jim mentioned that it will be posted on the city web-site for easy
access if anyone is interested in adopting a park. Rosetta Wangerin stated that her
neighborhood would fill out an application to adopt Wyffels Park.
Centennial Park
Jim reported that we were awarded an Oregon State Park's Local Government
Grant for $500,000. The money, awarded through the State of Oregon's Local
Government Grant Program, will complete the Cnal phase of Centennial Park.
With only $3.7 million in available funds, the State received 59 large grant
requests, totaling 20 million. The city of Woodburn was one of two applicants to
receive $500,000, the largest grant awarded through the program this year. The
Council has authorized staff to execute the grant agreement and as soon as the
State issues a notice to proceed, then the project will be put out to bid. He expects
construction to begin this fall and be completed during summer 2010. A copy
of the site plan was given to the Board and Jim explained the planned
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Minutes
Woodburn Recreation and Parks Board
Tuesday, August 11, 2009
7:00 p.m.
improvements that would continue in the finial phase and which aspects of the
plan would be removed such as; the re-grading of field #1, outfield fencing and
the maintenance building. Discussion took place of the addition improvement of
a dog park and how the newly adopted Park and Recreation Master Plan includes
a recommendation to develop fenced and un-fenced off leash dog parks,
Discussion took place on impact issues concerning summer recreation
programming and community events at Centennial Park.
G. NEW BUSINESS
None
7. Business from the Department
Recreation--Stu Spence
Adult Sorts -- New flag football league will start this fall beginning on
September 19. Adult soccer league was canceled.
Youth Sports -Youth soccer is a partnership with Woodburn Youth Futbol Club,
organized by Luis Del Rio. We take care of T-shirts and team assignments, and
they do the referees, scheduling, field set up and on-site supervision. Pee Wee
basketball starting this fall in November. Pee Wee sports are designed to
introduce kids to sports from ages 3 - b.
Active Adult -The active adult trips; l 8 attended Evita!, Hot Air Balloon ride is
full with 10 participants, Sternwheeler lunch cruise has 15 signed up, and the
OHSU tram ride and lunch had l S attending.
Veen Program -Audrey, school district AmeriCorps has concluded her term of
service. She helped us out a lot at the Teen Scene sites with supervision,
chaperoning field trips. She also designed a destinations folder and project ideas
for teens. Summer field trips so far have included the Oregon Zoo, Woodburn
Bawl, Oaks Parks, Silver Creek Falls, Aquatic Center, and V~'ild Waves Theme
park is coming soon.
Boys and Girls Club & After School Club - A steering committee has been
formed and committee assignments have been made. Committee meetings are
beginning in August.
Summer Day Camp -Average attendance has been 30 - 40 kids total.
Youth Adviso , Board -The Youth Advisory Board worked at Walt's Run as
course volunteers directing runners. They will also have a booth at the Salud
Medical Center Health Fair promoting their projects and programs.
Walt's Run -Partnered with Woodburn Proud for this event as a fundraiser for
them. The event has 40 - SO runners and walkers and everyone had a good time.
Woodburn Reads -The campaign is funded in part with a grant from the Oregon
Community Foundation and partners ~vho include Woodburn Together, City of
Woodburn Community Services Department, Woodburn School District,
SMART, Marion County's Reading for All and others. Woodburn Reads will
distribute books to come of these partners and at community events as well as
provide literacy events at schools, businesses, community celebrations and will
highlight existing events and programs that foster literacy. Book Drive all of
September and new books are being purchased as well.
Page 2
14
Minutes
Woodburn Recreation and Parks Board
Tuesday, August 1 1, 2009
7:00 p.m.
4`" of Jul -This year's event was very successful and hot. Over $2300 in
sponsorships, not including WAVE Broadband's $1$00 in kind sponsorship.
Elephant ears, pizza and Mexican food were available from food vendors. The
committee is ready to begin soliciting for sponsorships this winter.
Aquatics -Debbie 'VVadleigh
Debbie shared different activities that took place this summer; 2 for 1 Tuesdays,
wacky Wednesday with water balloons, squirt guns and balls, Saturday with the
inflatable rock. Every afternoon an activity leader would lead the kids through
different activities. These activities increased July attendance by 3100, and the
month's total attendance was 9700. Swim lessons are bringing in an average of
l30 participants every two weeks, Debbie reported on the HVAC system is now
fully operational and is working well. Discussion took place on tracking energy,
and how important it would be to share those statistics with the public. Debbie
shared that the upcoming Dog Days o~'Summer, an event supervised by volunteers
from the GAP outlet, and for $3.00 kids would receive a hot dog, drink and
engage in planned activities. On a request from a group of water volleyball
players, Debbie has implemented Monday night volleyball, so they could continue
playing while their facility at Senior Estates is closed due to roof repairs.
Parks and Facilities -Jim Row
Park and Recreation Master Plan
A copy of the Parks and Recreation Master Plan, adopted by City Council on July
13, 2009 was given to each Board member. Jim explained that the plan provides
a road map to make future improvements in services, facilities and programs.
Discussions will take place during the January Board workshop, to set goals and
priorities for the year, following the Master Plan recommendations.
Mill Creek Greenway
0n ,tune 8`", the City Council directed staff to proceed with the Mill Creek
Greenway Project, incorporating the recommendations developed by the citizen
committee. Because of this, Jim had to go back to the State of Oregon and
explain the changes and to request an extension. I-Ie requested a 12 month
extension, but was only granted 6 months. It will be challenging to complete the
project by the end of February. Changes are being made to construction
documents and he expects to get the project out to bid this fall and proceed with
permits, Construction work will take place in the winter months to complete the
project on time.
Page 3
15
Minutes
Woodburn Recreation and Parks Board
Tuesday, August 1 1, 2009
7:00 p.m.
8. Future Board Business
Adopt-A-Park update
9. Board Comments
Alexa Morris thanked everyone for supporting her Alcatraz Swim challenge.
Eric Morris stated that the Fourth of July celebration was a successful event.
10. Adjournment 8:00 p.m.
Eric Morris, Board Secretary
Date
Paulette Zastoupil, Recording Secretary
Date
Page 4
16
Minutes
Woodburn Recreation and Parks Board
Tuesday, September 8, 2009
7:00 p.m.
1. Call to Order
The meeting and was called to order at 1:00 p.m.
2. Roll Call
Board Chair Rosetta Wangerin Present
Board Secretary Eric Morris Present
Member Joseph Nicoletti Present
Member Judy Wesemann Present
Member Vacant
Member Charlene Williams Absent
Member Alexa Morris Present
Staff present: Jim Row, Community Services Director; Stu Spence, Recreation
Services Manager; Debbie Wadleigh, Aquatic Manager; Paulette Zastoupil, A.A.
Rosette announced that Mayor Figley has selected Cheryl Shepherd to fill the
Board vacant position and that she will be officially appointed t at the September
14, 2009 City Council meeting.
Approval of Minutes from August 11, 2009
Judy WesemannlJoseph Nicoletti -Motion to accept the minutes as written.
The motion passed unanimously.
4. Business from the Audience
None
5. OLD BUSINESS
Adopt-A-Park Program
Matt Gwynn updated the Board on the Adopt-A-Park program that is
administrated by the Public Works Division. Since the meeting in August he
presented the program to the French Prairie Kiwanis Club and they have shown
interest in adopting Legion Park and stated that they may work together with
Woodburn Kiwanis and help with other beautification projects such as the
Woodburn Police Department landscaping. He then reported that Hermanson
Park III has been officially adopted by Richard Morris. He also rnet with Melissa
Gilber, AmeriCorps VISTA member acting as the Mid-Willamette Valley
Volunteer Initiatives Coordinator. Melissa is expanding services across the
Willamette Valley and is the contact for service agencies, volunteer groups and
individuals seeking a volunteer opportunity. Melissa has picked up an application
to adopt Nelson Park.
Page 1
17
Minutes
Woodburn Recreation and Parks Board
'Tuesday, September 8, 2009
7:00 p.m.
b. NEW BUSINESS
None
7. Business from the Department
Aquatics - Debbie Wadleigh
Debbie presented a PowerPoint that gave the Board a visual of all the summer
activities at the Aquatic Center. Judy Wesemann stated that she had heard from
various community members that the quality of the air and feel of the interior of
the Aquatic Center has greatly improved. She then reported that this week started
the fall activities with two 4` grade classes from Lincoln Elementary coming in
for swim lessons. Debbie expects a total of 20 Woodburn 4`" grade classrooms
will finish swim lessons before the end of February. Swim lessons registrations
have been slaw. The Barracuda Swim team comes back tomorrow along with the
High School Water Polo team. The Aquatic Center is also accommodating North
Marion and Wilsonville swim teams in the schedule. The front counter has been
busy registering for soccer and After School Club. On September 17`", an activity
where Woodburn residents can show their library card and get in free. Debbie
attended training an the HVAC system and the scheduling module, where she can
program usage for holidays and weekends to save energy costs. Debbie explained
how lap swim times may change because of the Water Polo match games.
Rosetta Wangerin expressed interested in a fall activity visual presentation. A
discussion an body of water safety education and how important that component
is to swim lessons. Debbie explained that their Red Cross training includes a
great program teaches this.
Recreation -Stu Spence
Adult Sports -New flag football league will start this fall beginning on
September l9.
Youth Sorts -Youth soccer numbers are up this year with l 93 last year and 224
this year. Pee Wee is 38 last year and 57 next year.
Active Adult -18 participants attended the Oregon State Fair trip.
Teen Prog_ram__ -Our new AmeriCorps member Kate Schedler is helping at both
centers delivering anti-drug/gang curriculum and literacy programs to the teens
that attend. This program is much more structured now with activities every 30
minutes.
Bois and Girls Club & After School Club -Now that the steering committee has
been formed, we are (oolong for sub-committee members. Stu invited everyone
interested to a meeting on September 23, 2009, 6:00 pm in the Council Chambers.
After School Club -Registration numbers are starting out fairly low, but are
increasing each week. After School Club staff has been trained and the program
is amazing as usual.
Youth Advisory Board -The Youth Advisory hoard has adopted a new motto.
"Two service projects to l fundraiser". They are raising money for a scholarship
fund which ~~ill be handled through Woodburn Proud. The last project they
Page 2
18
Minutes
Woodburn Recreation and Parks Board
Tuesday, September 8, 2009
7:00 p.m.
completed was visiting seniors at Cascade Park and the next one will be assisting
with the Woodburn Reads Book Drive.
Woodburn Reads -The book drive is now underway. Donation bins are at
various locations throughout the city.
4`" of Jul -Revenue was $4800 and Expenses were $Sb00, not including the
firework display.
Skate Competition -Skate board competition this Saturday from Noon - 3:00 pm
at the Richard Jennings Skate Park located in Settlemier Park. There will be a
Skate-pro demonstration, live band, and lots of prizes.
Mexican Independence Day -Our Department has taken over the Mexican
Independence Day celebration planning. The department is working with local
businesses and LaPantera to recruit vendors, sponsors, donations, and
entertainment. The event will take place September 19 & 20 at the Downtown
Plaza.
GAP Volunteers - We have been working with GAP and Banana Republic at the
Woodburn Company stores to provide volunteers for our events. The GAP
Foundation in return pays the City of Woodurn $250 each time they volunteer at
an event.
Out and About Activi , Guide -The autumn issue has been mailed. The
activities cover September through December.
Parks and Facilities -Jim Row
Mill Creek Greenw~
Jim updated the Board on the Mill Creek Greenway project projected timeline.
He stated the construction documents are being printed, the Invitation to Bid will
be advertised September 10`" & 16~", and bids will be opened on October 1st. A
contract will be awarded at October 12`" City Council meeting. It will be
challenging to secure permits and complete the project by the end of February.
Centennial Park Project
Final design work is being completed and we expect to advertise for bids within a
month or so. Construction will start in late fall or sometime next spring,
depending on the weather.
Rosetta Wangerin discussed the Woodburn Clean-up Day Saturday, September
12`" sponsored by Woodbum Proud. Interested community members are to meet
at the Woodburn Armory at 8:00 am for orientation. Jim encouraged people to
call Kelly Long at Long Brothers for more information.
8. Future Board Business
None.
Page 3
19
Minutes
Woodburn Recreation and Parks Board
Tuesday, September 8, 2009
7:00 p.m.
9. Board Comments
Eric Morris thanked everyone for supporting Alexa in the Alcatraz Swim
challenge.
Joseph Nicoletti stated that the presentations were especially good this evening.
10. Adjournment 8:00 p.m.
Eric Morris, Board Secretary
Date
Page 4
Paulette Zastoupil, Recording Secretary
Date
20
COMMUNITY SERVICES DEPARTMENT STATISTICS
JUNE 2009
Recreation Services Division
Jun-08 Jun-09 2008 YTD 2009 YTD
___._ ~ .~
Revenue: $14,250.86 $22,716.55 $144,812.66 $114,875.94
Expenditures: $37,008.58 $31,566.93 $325,687.68 $329,169.83
Program Attendance:
Youth Sports: 0
Adult Sports: 45
Youth Programs: 148
Adult Programs: 18
Teen Programs: 413
After School Club: 841
Special Events:
TOTAL: 1,465
Aquatics Division
Ju_
Revenue: 20,755.53
Expenditures: 82,779.44
Cost Recovery: 25%
Attendance: 6,480
Lesson Enrollment:
Group: 261
Adults: 4
Private: 10
4th Grade: 0
TOTAL: 275
Library Division
43 1,096 1,533
48 2,460 1,340
35 1,758 483
0 53 259
1,241 4,686 10,577
1,215 21,300 19,027
10,200 3,060
2,582 41,553 36,279
Jinn-0_9 2008_YTD 200„ 9 YTD
37,827.41 $179,912.29 $200,180.4$
61,733.28 $605,654.09 $627,456.14
61 % 30% 32%
6,181 55,759 60,007
131 1,446 1,256
0 59 33
13 75 88
0 349 287
144 1,923 1,664
Jun-08
- Jun-09 2008 YTD 2009 YTD
-
Revenue: 18,064.57 18,022.57 $115,753.84 $128,801.82
Ex enditures: 103,906.68 102,991.64 $975,751.40 $1,03fi,467.14
Library Attendance: 16,994 17,458 198,588 204,267
Library Circulation: 11,663 12,703 138,371 142,309
Adult Program Caunt: 0 2 20 30
Adult Attendance: 0 17 3,925 3,905
Youth Service Program Caunt: 16 13 338 30fi
Youth Service Attendance: 2,024 1,953 8,945 10,169
Database Usage:
Adult Computer Usage:
Youth Services Computer Usage:
Room Reservations
New Adds;
Volunteer Hours UVorked;
320 316
4,179 4,404
1,107 1,024
3 5
471 392
90 JU NE 20042
21
6,350 14,003
52,839 49,750
10, 842 11,154
76 172
5,838 5,106
1,120 1,484
COMMUNITY SERVICES DEPARTMENT STATISTICS
Recreation Services Division
JULY 2009
Jul•08 Jul-09 2008 YTD 2009 YTD
Revenue: $12,461.13 $8,866.12 $12,461.13 $8,866.12
Expenditures: $30,108.88 $41,006.12 $30,108.88 $41,006.12
Program Attendance:
Youth Sports:
Adult Sports:
Youth Programs:
Adult Programs:
Teen Programs:
After School Club:
Special Event:
TOTAL:
18 0 18 0
44 48 44 48
212 75 212 75
17 30 17 30
514 1140 514 1,140
0 0 0 0
2,145 2,200 2,145 2,200
2,950 3,493 2,950 3,493
Aquatics Division
J u 1-08 J u_I~-09„ 2008 YTD 240_
Revenue: $26,953.48 $26,288.83 $26,953.48 $26,288.83
Expenditures: $56,252.90 $60,719.26 $56,252.90 $60,719.26
Cost Recovery: 48% 43% 48% 43%
Attendance: 6,671 9770 6,671 9,770
Lesson Enrollment:
Group: 252 267 252 267
Adults: 4 9 4 9
Private: 27 7 27 7
4th Grade: 0 0 0 0
TOTAL: 183 283 283 283
Library Division
Jul-08
,~ Jul-09
Revenue: $15,410.01 $1,833.32
Expenditures: $79,968.58 $77,979.73
Library Attendance: 20,fi74 18,185
Library Circulation: 12,326 13,954
Adult Program Count: 5 5
Adult Attendance: 1,980 1,168
Youth Service Program Count: 21 24
Youth Service Attendance: 1,412 1,110
Database Usage: 272 168
Adult Computer Usage: 4,249 4,380
Youth Services Computer Usage: 1,226 1,080
Room Reservations 10 7
New Adds: 559 546
Volunteer Haurs Worked: 103 114
JULY 2008
2008 YTD 2409 YTD
$15,410.01 $1,833.32
$79,968.58 $77,919.73
20,674 18,185
12,326 13,954
5 5
1,980 1,168
21 24
1,412 1,110
272 16a
4,249 4,380
1,226 1,080
10 7
559 546
103 114
22
Woodburn Police Gept. PAGE 1
DATE; 9/03/2009 PL6850
TIP9E: 12;08:10 P90NTHLY ARRESTS BY OFF ENSE FOR JANUAR Y THRU JULY 2009 LINDAEiJ
ORI~: OR0290500 WPD RESULTS FOR ALL CHARGES
CHARGE DESCRIPTION
------------------------------------ JAN
---------- FEB MAR APR MAY JUN JLY TOTAL
AGGRAVATEU ASSAULT -----------
2 ----
1 --------
2 -------
4 ------
4 ------
9 ------------------
1 -------------------------
23
AGGRAVATED MURDER 0 0 0 0 0 0 0 0
ANIMAL ORDINANCES 0 0 0 0 5 2 3 10
ARSON 0 0 0 0 0 0 0 0
ASSAULT SIMPLE 3 9 10 19 7 18 13 79
ATTEMPTED MURDER 0 0 0 0 0 0 0 0
BOMB THREAT 0 0 0 0 0 0 0 0
BRIBERY 0 0 0 0 D 0 0 0
BURGLARY - BUSINESS 2 0 0 1 O 0 0 3
BURGLARY - OTHER STRUCTURE 0 1 0 0 0 0 0 1
BURGLARY - RESIDENCE 0 2 0 3 3 1 1 10
CHILD AGBANDOMENT 0 0 0 0 0 0 0 0
CHILD NEGLECT 0 0 4 1 1 4 1 11
CITY ORDINANCE 0 0 0 0 0 0 0 0
CRIME DAMAGE-NO VANDALISM OR ARSON 2 2 3 1 0 1 0 9
CURFEW 2 6 2 1 3 0 3 17
CUSTODIAL INTERFERENCE 0 0 0 0 0 0 0 0
CUSTODY - DETOX 0 3 3 1 1 3 0 11
CUSTODY - MENTAL 3 1 2 2 1 3 2 19
CUSTODY - PROTECITVE 0 0 0 0 0 0 0 0
DISORDERLY CONDUCT 2 6 13 3 3 11 4 92
DOCUMENTATION 0 0 0 0 0 0 0 0
DRINKING IN PUBLIC 0 0 0 0 0 0 0 0
DRIVING UNDER INFLUENCE 2 10 7 9 13 12 12 60
DRUG L.~W VIOLATIONS 12 29 37 31 9 37 16 161
DRUG PARAPHERNALIA 0 0 0 0 0 0 0 0
DWS/REVOKED - FELONY 0 1 0 .0 0 0 0 1
DWS/REVOKED-MISDEMEANOR 3 3 2 3 5 2 6 29
ELUDE 0 1 0 3 0 0 1 5
EMBEZZLEMENT 0 0 1 0 0 1 0 2
ESCAPE FROM YOUR CUSTODY 0 0 0 0 0 0 0 D
EXTORTION/BLACKMAIL 0 0 0 0 0 0 0 0
FAIL TO DISPLAY OPERATORS LICENSE 2 2 1 1 1 1 2 10
FAMILY-OTHER 0 0 0 0 0 0 0 0
FORCIBLE RAPE 0 0 0 0 0 0 4 0
FORGERY/COUNTERFEITING 5 5 0 0 3 1 1 15
FRAUD - ACCOUNT CLOSED CHECK 0 0 0 0 0 0 0 0
FRAUD - BY DECEPTION/FALSE PRETENSES 0 0 0 0 0 0 0 0
FRAUD - CREDIT CARD/AUTOMATIC TELLER MACHINE 1 0 1 0 1 0 0 3
FRAUD - IMPERSONATION 3 5 2 0 2 1 0 13
FRAUD - NOT SUFFICIENT FUNDS CHECK 0 0 0 0 0 0 0 0
FRRUD - OF SERVICES/FALSE PRETENSES 0 0 0 0 0 0 0 0
FRAUD - WIRE 0 0 0 0 0 0 0 0
FRAUD-OTHER 0 0 0 0 0 0 0 0
FUGITIVE ARREST FOR ANOTHER AGENCY 21 25 15 27 30 20 20 158
FUR1dISHING 0 1 1 0 0 2 0 4
GAMBLING - GAMES 0 0 0 0 0 0 0 0
GAMBLING - OTHER 0 0 0 0 0 0 0 0
GARBAGE LITTERING 0 0 1 1 0 0 0 2
HIT AND RUN FELONY 0 0 1 0 0 0 1 2
HIT AND RUN-MISDEMEANOR 3 3 1 1 2 0 1 11
ILLEGAL ALIEN - INS HOLD 0 0 0 0 0 0 0 0
23
Woodburn Police Dept. PAGE 2
DATE; 9/03/2009 PL6850
TIME: ].2:08:10 MONTHLY ARRESTS BY OFFENS E FOR JANUARY THRU JULY 2009 LINDAEI)
ORI#: OR0290500 WPD RESULTS FOR ALL CHARGES
CHARGE DESCRIPTION JAN FEB MAR APR MAY JUN JLY TOTAL
INTIMIDATION /OTHER CRIMINAL THREAT 1 2 5 2 9 2 2 18
JUSTIFIABLE HOMICIDE 0 0 0 0 0 0 0 0
KIDNAP - FOR ADDITIONAL CRIMINAL PURPOSE 0 0 0 0 0 0 0 0
KIDNAP - FOR RANSOM 0 0 0 0 0 0 0 0
KIDNAF - HI-JACK,TERRORIST 0 0 0 0 0 0 0 0
KIDNAP - HOSTAGE/SHIELD OR REMOVAL/DELAY WITNESS 0 0 0 0 0 1 0 1
LICENSING ORDINANCES 0 0 0 0 0 0 0 0
LIQUOR LAW-OTHER 0 0 0 0 0 0 0 0
LIQUOR LICENSE VIOLATIONS 0 0 0 0 0 0 0 O
MINOR IN POSSESSION 4 3 1 4 4 1 7 29
MINOR ON PREMISES 0 0 0 0 0 O 0 0
MISCELLANEOUS 0 0 0 0 0 0 0 0
MOTOR VEHICLE THEFT 2 4 0 0 0 1 0 7
NEGLIGENT HOMICIDE - TRAFFIC 0 0 1 0 0 0 0 1
NEGLIGENT MANSLAUGHTER 0 0 0 0 0 0 0 D
NON CRIMINAL DOMESTIC DISTURBANCE 0 0 0 0 0 0 0 0
OTHER 7 5 8 8 6 5 10 99
PROPERTY - FOUND LOST MISLAID 0 0 0 0 0 0 0 D
PRO PER'fY RECOVER FOR OTHER AGENCY 0 0 0 0 0 0 1 1
PROSTITUTION - COMPEL 0 0 0 0 0 0 0 0
PROSTITUTION - ENGAGE IN 0 0 0 0 0 0 0 0
PROSTITUTION - PROMOTE 0 0 0 0 0 0 0 0
PUBLIC HEALTH AND SAFETY ORDINANCES 0 0 1 0 1 0 0 2
RECKLESS DRIVING 1 5 5 3 0 0 1 15
ROBBERY - BANK O 0 0 0 0 0 0 0
ROBBERY - BUSINESS O 0 0 0 1 1 0 ''
L
ROBBERY - CAR JACKING 0 0 0 0 0 0 0 0
ROBBERY - CONV.STORE 0 0 0 0 0 0 0 0
ROBBERY - HIGHWAY O 0 0 0 1 0 0 1
ROBBERY - OTHER 5 0 0 9 0 0 0 9
ROBBERY - RESIDENCE 0 0 0 0 0 0 O 0
ROBBERY - SERVICE STATION 0 0 0 0 0 0 0 0
RUNAWAY 1 5 2 0 0 0 1 9
SEX CRIME - CONTRIBUTE TU SEX DELINQUENCY 0 0 2 1 0 0 0 3
SEX CRIME - EXPOSER 0 0 0 0 1 0 1 2
SEX CRIME - FORCIBLE SODOMY 0 0 0 0 0 0 0 0
SEX CRIME - INCEST 0 O 0 0 0 0 0 0
SEX CRIME - MOLEST (PHYSICAL) 0 0 1 1 0 0 0 2
$EX CRIME - NON FORCE SODOMY 0 0 0 1 0 0 0 1
SEX CRIME - NON-FORCE RAPE 0 0 0 0 0 0 0 0
SEX CRIME - OBSCENE PHONE CALL 0 O 0 0 0 0 0 0
SEX CRIME - OTHER 0 0 O 0 0 0 0 0
SEX CRIP9E - PORNOGRAPHY/OBSCENE MATERIAL 0 0 0 0 0 0 0 0
SEX CRIME - SEXUAL ASSAULT WITH AN OBJECT 0 0 0 O 0 0 0 0
STALKER 0 0 0 O 0 1 0 1
STOLEN PROPERTY - RECEIVING,BUYING,POSSESSING 1 6 0 1 0 0 0 8
SUICIDE 1 0 0 0 0 0 0 1
THEFT - BICYCLE 0 0 0 0 0 0 0 0
THEFT - BUILDING 2 0 0 0 1 2 0 5
THEFT - COIN OP MACHINE 0 O 0 0 0 0 O 0
THEFT - FROM MOTOR VEHICLE 0 0 0 0 0 0 O 0
THEFT - MOTOR VEHICLE PARTS/ACCESSORIES 0 0 0 0 0 0 0 0
24
Woodburn Police Dept. PAGE 3
DATE; 9/03/2009 FL6850
TIME: 12:08:10 MONTHLY ARRESTS BY OFFENS E FOR JANUAR Y THRU JULY 2009 LINDAEiJ
ORI#: OR0240500 WPD RESUL TS FOR ALL CHARGES
CHARGE DESCRIPTION JAN FEB MAR APR MAY JUN JLY TOTAL
THEFT - OTHER 8 4 3 3 3 2 1 24
THEFT - PICKPOCKET 3 0 1 0 0 0 0 4
THEFT - PURSE SNATCH 0 0 0 0 0 0 0 0
THEFT - SHOPLIFT 13 18 14 14 11 5 22 97
TRAFFIC ORDINANCES 0 O 0 0 0 0 1 1
TRAFFIC VIOLATIONS 13 26 8 8 23 23 33 139
TRESPASS 3 3 5 3 9 9 3 35
VANDALISM 3 9 1 2 8 2 1 21
VEHICLE RECOVERD FOR OTHER AGENCY 0 0 D 0 0 0 0 0
WARRANT ARREST FOR OUR AGENCY 0 0 0 0 0 0 0 0
WEAPON - CARRY COPJCEALED 0 1 2 3 1 1 0 8
WEAPON - EX FELON IN POSSESSION 0 0 0 2 0 2 0 9
WEAPON - OTHER 0 0 0 0 0 1 0 1
WEAPON - POSSESS ILLEGAL 0 2 0 3 0 3 1 9
WEAPON - SHOOTING IN PROHIBITED AREA 0 0 0 0 0 0 0 0
WILLFUL MURDER 0 0 0 0 0 0 0 0
ZONING ORDINANCE 0 0 0 0 O 0 0 0
---------------------
-
------------------------------------- -----------
2009 TOTAL: ----------
136 -------
199 -----
169 -------
170 ------
163 -----
191 ------------
173 0 ---------
-
0 0 0 0 1201
2008 TOTAL: 197 207 169 172 165 150 192 0 0 0 0 0 1267
2007 TOTAL: 199 213 291 201 205 23S 242 0 0 0 0 0 1581
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N
Woodburn Police Gept.
DATE; 9/03/2009
TIME: 12:02:09 MONTHLY CRIMINAL OFFENSES FOR JANUARY THRU JULY 2009
ORI#; OR0240500 WPD RESULTS FOR ALL OFFENSES
DATE USED: CASE REPORTED DATE
PAGE 2
PL6860
LINDAEU
CHARGE DESCRIPTION
-----------------------------
--- JAN FEB MAR APR MAY JUN JLY TOTAL
SEX CRIME - CONTRIBUTE TO SEX DELINQUENCY ------ -------
0 ------
0 ------
1 ------
1 ------
0 -------
0 -------
0 -------------------------------------
2
SEX CRIME - EXPOSER 0 0 1 0 0 0 1 2
SEX CRIME - FORCIBLE SODOMY 0 0 0 0 1 0 0 1
SEX CRIME - MOLEST (PHYSICAL) 1 2 2 1 0 1 1 8
SEX CRIME - NON FORCE SODOMY 0 0 0 1 0 0 0 1
SEX CRIME - OBSCENE PHONE CALL 0 0 1 0 0 0 0 1
SEX CRIME - SEXUAL ASSAULT WITH AN OBJECT 0 0 0 0 0 0 1 1
STALKER 1 0 0 1 1 1 0 4
STOLEN PROPERTY - RECEIVING,BUYING,POSSESSING 2 5 1 0 1 0 1 10
SUICIDE 1 0 0 0 0 0 0 1
THEFT - BICYCLE 0 0 0 3 4 2 1 10
THEFT - BUILDING 5 2 0 1 3 5 2 18
THEFT - COIN OP MACHINE 1 0 0 2 1 0 0 9
THEFT - FROM MOTOR VEHICLE 11 11 13 9 7 17 13 81
THEFT - MOTOR VEHICLE PARTS/ACCESSORIES 8 2 4 7 1 1 2 25
THEFT - OTHER 16 13 13 21 12 17 5 97
THEFT - PICKPOCKET 2 0 0 1 1 0 1 5
THEFT - PURSE SNATCH 1 0 0 1 1 1 1 5
THEFT - SHOPLIFT 12 10 13 15 12 10 17 89
TRAFFIC VIOLATIONS 7 19 8 6 19 19 22 100
TRESPASS 2 5 4 2 8 9 2 32
VANDALISM 35 32 33 91 28 19 24 212
VEHICLE RECOVERU FOR OTHER AGENCY 7 3 9 6 2 1 1 29
WEAPON - CARRY CONCEALED 1 1 2 3 1 0 0 8
WEAPON - EX FELON IN POSSESSION 0 1 0 1 0 2 0 9
WEAPON - POSSESS ILLEGAL 0 0 2 1 2 0 1 6
TOTAL: 278 300 289 311 280 255 306 2019
-----------------------------------------
2009 ---------
TOTAL: --------
278 -----
300 ------
289 -------
311 -----
280 -------
255 -------
306 -------------------------------------
0 0 0 0 0 2019
2008 TOTAL: 323 362 299 293 362 349 392 0 0 0 0 0 2330
2007 TOTAL: 372 919 500 318 361 395 381 0 0 0 0 0 2796
27
~~- yam. G
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September 14, 2009
TD: Honorable Mayor and City Council
FRCM: Scott C. Derickson, City Administrator
SUBJECT: Appointment of Administrator Pro Tem
RECOMMENDATION:
It is recommended the City Council appoint Assistant C'Ity Administrator Terrie
Stevens as Administrator Pro Tem for the period September 21 through
September 25, 2009.
BACKGROUND:
I will be away from the office from September 21 through September 25, 2009.
Pursuant to Section 21(e) of the Woodburn Charter, the City Council shall
appoint an Administrator Pre Tem whenever the Administrator is absent from the
Cify. The Pro Tem Administrator shall possess the powers and duties of the
Administrator, as limited by the Charter. Terrie Stevens has accepted this
assignment in the past and has the skills needed to successfully complete it.
FINANCIAL IMPACT:
There is no financial impact associated with the recommended action.
Agenda Item Review; City Administrator City Attorney Finance ',f
28
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A f
September 14, 2009
T0: Honorable Mayor and City Council through City Administrator
In the capacity of local Contract Review Board
FROM: Terrie Stevens, Assistant City Administrator
SUBJECT: Acceptance of Proposal for Payroll Services
RECOMMENDATION:
Accept the Proposal of AmCheck in the amount of $34,718 to provide payroll
services for the City of Woodburn.
BACKGROUND:
With the growth in the Cify of Woodburn and the increasing complexity of
payroll, benefits, taxes, and retirement throughout the years, the payroll function
has become more and more labor intensive. The City has used New World
Payroll and HR software for many years. Ovr program is not a fully automated
system and still requires many hours of manual calculations for employee
deductions each month. Additionally, the New World program has many
intricacies that can take years with which to become proficient. With a new
accounting clerk in the Finance Department and the City Recorder retiring in a
few months the City would benefit from outsourcing its payroll process.
Savings from a realignment of job duties and a decrease in New World fees are
expected to cover most of the cost of payroll services.
DISCUSSION:
An RFP was distributed in June 2009 to all payroll service providers for employers
of 220 or more that could be located within a 45-minute drive radius. ADP,
Paychex, AmCheck, American Payroll, and Primepay were the companies
located within this area and were each sent an RFP. Two proposals were
received, one from ADP and one from AmCheck:
AmCheck-$31,218 annually, $ 3,500 one-time cost ($34,718 total first year costy.
ADP -$59,340 annually, $19,300 one-time cost ($78,b40 total first year costj.
Agenda Item Review: City Administrator City Attorney Finance
29
Honorable Mayor and City Council
September 14, 2009
Page 2
Upon review of the proposals, it was deemed the proposal from AmCheck best
suits the City's needs with regard to services provided as well as price of services.
Cost Savings
• Once we stop using New World payroll software we will experience a cost
savin s of $5_ 903 per year in decreased New World fees.
• The previous Accounting Clerk III was a 22 year employee, resigning in
May of this year. That position was replaced with a new employee at step
A of the wage scale at a savings of S9,777 per near.
The City Recorder position has grown to encompass more job duties than
one position can reasonably be expected to accommodate. We are
removing the HR and employee benefits duties as well as the finance and
budgeting duties that have been the responsibility of the Recorder in the
past. The finance department wilt be responsible for the finance and
budget duties and the HR Assistant is taking on the employee benefit
responsibilities. Because the position will be changing so dramatically, the
salary will be dramatically reduced as well. There will be a savin s of
salary and benefits of S49,b93 per near with the hire of the new City
Recorder.
• Total savings S65, 373 per year..
Costs of Realignment and Payroll Services
• Our current HR Assistant who has worked 16 hours per week will be taking
on the employee benefits duties and her hours have increased to 40 hours
per week. The total HR assistant pay and benefit increase is 521,736 per
~~
• AmCheck payroll services cost of services will be 34 718 year one and
31218 subsequent years,
• Total costs for payroll services and positions realignment $56,454 near one
and S52.954 subsequent years.
Total annual offset will be $8,919 year one and $12, 419 subsequent years.
Indirect Savings from Automated Payroll Services
The fact that the City does not have a fully automated payroll process requires
many hours of employee, management and payroll staff time to process payroll
30
Honorable Mayor and City Council
September 14, 2009
Page 3
each month. Currently we have 220 employees that spend approximately 27
hours each month filling out their timesheets. That equates to 7.5 minutes for
completion of an average timesheet. In addition, management review, data
entry, job coding, and manual calculation of employee deductions takes
approximately another 49 hours per month. Outsourcing to the proposed
service provider should save the City approximately b0 hours of staff time per
month.
Management and Department Heads as well as the accounting clerk and City
Administration will still be reviewing and approving timekeeping in the form of a
report instead of individual timesheets but the amount of time that is consumed
by this process will be greatly reduced.
Outsourcing payroll will not only free up staff time to allow staff to focus on
completing critical duties such as timely bank reconciliations but automating
our payroll process will also lessen our exposure to error and distortion. Whether
intentional or accidental, we know that some amount of erroneous timekeeping
occurs everywhere. An automated time keeping system ensures that we are
only paying for actual hours worked.
FINANCIAL IMPACT:
The agreement for AmCheck payroll services is $31,218 annually, and $34,718
the first year with implementation costs. After applying the cost savings from
discontinuing New World payroll services, replacement of accounting clerk III
and the realignment of City Recorder duties of there is a net savings of $8,919
year one and $12,419 for subsequent years.
31
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September 14, 2009
To: Honorable Mayor and City Council
In capacity as local Contract Review Board
From: Charles Blevins, Acting Chief of Police
Subject: Photo red light camera systems
RECOMMENDATION: Pursuant to state law, "piggyback"onto the contract
awarded to Redflex by the City of Albany and authorize staff to negotiate a
contract for photo red light services with Redflex, Inc.
BACKGROUND:
At the June 22~~ council meeting, Redflex conducted their presentation to
council which was well received. Prior to this council meeting, public notice was
given through the Woodburn Independent that Redflex would be giving a
presentation on red light camera systems. No one from the audience
responded to the Mayor's invitation for public comment. The direction
received that night was for WPD to host a public forum to receive citizen input
on red light camera systems. At the direction of council, WPD hosted a Photo
Red fight Camera System Town Hali meeting on July 23~d. 2009 at 6:30 pm. This
meeting was advertized in the Woodburn Independent on the July 15th edition
on Page 1, in the 'Briefly' section inviting everyone to come and ask questions or
express concerns. Only one citizen attended and after the presentation, he told
us all his concerns were addressed.
DISCUSSION:
My research concluded the following facts:
1. There are only two competitors in the market today. Affiliated Computer
Systems (ACSj who is in the process of losing their contract with Portland
Police Bureau (PPBj to Redflex. PPB stated that the major problem with
ACS is that #hey still uses film instead of digital and that the violator is only
video taped from one approach. ACS also wants $80,000 up front to build
one intersection.
2. The second competitor is American Traffic Solutions (ATS) that consist of
two former employees of Redflex who left the company to start ATS.
Agenda Item Review: City Administrator~~ity Attorney' ' ~~ Finance
Honorable Mayor and City Council
September 14, 2009
Page 2
spoke to their sales representative who told me that they do not have a
single account in Oregon so no operational staff are available in Oregon
to assist with problems should they arise. Redflex has operation staff in
Oregon to assist in maintenance and other issues. In addition, each State
has different laws governing red light camera operations and ATS is not
familiar with Oregon law.
3. In the spring of 2007, Redflex competed in a 30-day trial in Corpus Christi,
Texas. Redflex beat the competition (ATS & Siemens] and was
unanimously selected to support the City on the permanent contract.
4. The City of Austin recently selected Redflex following an October 2007,
"Face-Off" with ATS. In the final analysis, the City selected Redflex based
on a number of evaluation factors, including image clarity, back office,
and support services as reflected in the Evaluation Matrix below:
f lT~' OF.•~ t :SFL~'El :fit t :•~ 170ti'.11~1 FRI.1
REQUEST FORPROPOSAtNt). ~'C~t~Q::
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33
Honorable Mayor and City Council
September 14, 2009
Page 3
Key Evaluation Factors:
• Timeliness of installation
• Customer service and
responsiveness
• Technology performance
• Ratio of violation to violation
notices issued
• Quality of photos/video
a. pilot ~'ogram EYalWborr lt~ painb~ 3'
TiM~l1131 Q~ iR31a'atror #RO fy Stf11 /JRUp
Tmwn~p c'rrq,~~r44Ct:~fi,~t>m~ la'J~~ Ci:~
~WtOR•1~ aor•~~:v~aspona~•.~~~ to ri~l,f5t3
tK era •~~f+rar~a~~ a~~~~^u:,ca ago
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5. In March 2008, having reached the end of their existing contract with ACS,
the County of Sacramento sought proposals for the continuation and
possible expansion of their red light camera program. As one of the
oldest and most respected programs in the State of California, the County
contract was aggressively sought after by ACS, ATS, Nestor and Redflex.
When the evaluation was completed, Redflex was scored nearly 250
higher than the next closest respondent and was unanimously selected to
support the County. County of Sacramento Evaluation (June 2008):
Redflex ACS ATS Nestor
Com an Qualifications 94 52.4 69.5 66.6
S stem Ca abilities 95 8b.4 77.6 75.4
Customer Service 89.6 84.3 71.8 61.0
Price 100 82.8 73.7 63.0
Total Points 378.6 305.9 298.6 266.0
Ability to Piagyback on the City of Albany's Contract
The Police Department has been advised by the City Attorney that under
Oregon public contracting law (ORS 279A.215) the City Council, as the Local
Public Contract Review Board, has the legal authority to piggyback onto the
contract awarded to Redflex by the City of Albany. Albany conducted a
competitive Request for Proposal (RFP) process and selected Redflex as the
vendor.
34
Honorable Mayor and City Council
September l4, 2009
Page 4
WPD Red tight Enforcement Operation
0n Sunday, July 19,2009, the WPD Traffic Unit conducted a red light
enforcement operation on the I-5 overpass. Six officers were involved in the
operation. The operation consis#ed of one officer on foot at the intersection
video taping vehicles running red lights and then communicating to the
remaining 5 officers the make, model and license plate number of the violators.
The officers would then attempt to stop the violators and issue a citation. In a
four hour period, there were 50 violations. Qn1y 35 violators could be stopped
safely and cited. The estimated cost of the four hour operation including
salaries, equipment and fuel was nearly$2000.00 and yet only 70% of the
violators were cited. This operational cost including the hazard to the officers
and citizens in enforcing this intersection by traditional methods exemplifies the
need for a red light camera program.
Conclusion
After doing this research, I am satisfied with the capabilities and service that
Redflex would provide and recommend we proceed with contract negotiation.
FINANCIAL IMPACT:
The financial impact of this project would be offset by revenue generated from
it. Revenue may even exceed expenses, but this cannot be accurately
estimated at this time.
35
r
U~DBUR,[~
September 14, 2009
T0: Honorable Mayor and City Council in capacity as local Contract
Review Board
FROM: Dan Brown, Public Works Director
SUBJECT: AWARD CONSTRUCTION CONTRACT FOR HARDCASTIE STORM DRAIN
CULVERT IMPROVEMENT PROJECT
RECOMMENDATION:
That the City Council award the construction contract for the Hardcastle Storm
Drain Culvert improvement Project to John Rice Excavating in the amount of
44109,
BACKGROUND:
The construction contract recommended to be awarded is identified as Project
#2008-034-28 and Bid No. 2009-10. The project scope calls for the installation of
a new 30" overflow storm drain culvert at the intersection of Gatch Street and
Hardcastle Avenue.
Bids for the improvement were opened on August 24, 2009. Thirteen { 13} bids
were received from responsible, pre-qualified Bidders. One firm {A-Affordable
Septic Service} was deemed anon-responsive bidder for failure to submit their
offer on the designated Bid Form and for failure to submit the Addendum
Acknowledgement form as required in the solicitation package. The bids
received are as follows:
Agenda Item Review: City Administrator,` City Attorne Finance ~.
36
Honorable Mayor and City Council
September 14, 2009
Page 2
No: N me A=
1 John Rice Excavating, Inc. $44,109.00
2 Elting Northwest, Inc. $45,295.00
3 Cipriano & Son $46,b57.00
4 CR Woods Trucking, Inc. $47,569.00
5 Ground Hawg Environmental $51,204.70
6 NW Kodiak Construction $52,953.3b
7 Kerr Contractors, Inc. $57,431.00
8 Emery & Sons Construction $58,670.00
9 D & T Excavation, Inc. $63,489.88
10 Subcom Excavation $66,675.00
11 E.D.G.E Excavating $70,821.25
12 Gelco Construction Co. $73,521.50
13 A-Affordable Excavating, Inc. $42,165.68
Engineer's Estimate $47,5b6.00
The recommended award is considered fair and reasonable based upon the
Engineer's estimate.
DISCUS514N:
The project is approved in the 2009-10 Capital Improvement Program budget.
This project was identified as a needed future capital improvement project in
the adopted Storm Water Master Plan.
The contract conforms to public contracting laws of the State of Oregon as
outlined in ORS Chapter 279C and the local public contracting rules adopted
by the City of Woodburn in Ordinance 2381, Therefore, staff recommends
Council award subject contract.
FINANCIAL IMPACT:
The project will be financed using approved Storm Water Construction (377)
funds, as identified in the City of Woodburn 2009-10 Adopted Annual Programs
Budget.
37
f . ~',
• ~•\ ~'N~ X71
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~'
~jOODBUR~
September 14, 2009
T0: Honorable Mayor and City Council through City Administrator
FROM: Jim Hendryx, Community Development Director
SUBJECT: Community Development Director's approval of a pole sign at
285 S. Pacific Highway
RECOMMENDATION:
No action is recommended. This item is placed before the Council for
information purposes in compliance with the Woodburn Development
Ordinance. The Council may call up this item for review if it desires.
BACKGROUND:
The property owner, Gam Properties, ILC, requested a Type ll Design Review for
a pole sign, ~ 5 feet high and 37.3 square feet in area at 285 S. Pacific Highway.
The Community Development Director approved the application subject to
conditions.
DlscussloN:
None.
FINANCIAL IMPACT:
This decision is anticipated to have no public sector financial impact.
~ Finance
Agenda Item Review: City Administrator~~~~ City Attorney
38