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Minutes - 09/14/2009COUNCIL MEETING MINUTES September 14, 2009 TAPE RF.AT)TNC 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 14, 2009. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0015 ROLL CALL. Mayor Figley Present Councilor Berkey Absent Councilor Cox Present Councilor Lonergan Present 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, Acting Police Chief Blevins, Community Services Director Row, HR Assistant Sprauer, City Recorder Tennant 0060 Mayor announced that Councilor Berkey has extended her resignation since she has moved out of her Ward and will no longer be able to serve as Councilor for Ward 6. She stated that under the Charter, this position will be filled by appointment and she encouraged anyone living within that Ward to contact her either by calling City Hall or through her e-mail so that she can discuss the position with them. She would like to make an appointment the first meeting of October. 0214 ANNOUNCEMENTS. A) Woodburn Public Library has resumed its Sunday operational hours from 1:00 pm unti15:00 p.m.. 0225 APPOINTMENTS. A) Economic Development Committee: Mayor Figley appointed the following individuals to serve on the Economic Development Committee: Walt Blomberg, Wendy Buck, Dave Christoff, Denis Gibson, John Hoffmann, Ruby Wolfer, Sheryl Southwell, Elias Villegas, Angelo Seminary, Tony Orlandini, Brent Kerra, Frank Lonergan, and a Planning Commissioner yet to be named. Councilor Pugh asked whether she had considered the two names he had recommended. Mayor Figley stated that due to the size of the committee she did not add any additional members. Councilor Cox stated that the committee's size can be subject to change at later date. Page 1-Council Meeting Minutes, September 14, 2009 COUNCIL MEETING MINUTES September 14, 2009 TAPE REA1lINC Councilor McCallum stated that he had also made a recommendation to include members from outside the City of Woodburn that could bring resources to the committee. COX/MCCALLUM...approvetbe Mayor's appointments to the Economic Development Committee with the understanding that the committee size could increase or decrease since this is not a committee established by Council. The motion passed 4-1 with Councilor Pugh voting nay. Mayor Figley stated that she will take the names he suggested along with a couple of others under advisement. B) Recreation and Parks Board: Mayor Figley appointed Cheryl Shepherd to the Recreation and Parks Board with her term to expire December 12, 2012. SCHMIDT/MCCALLUM...appyove the appointment of Cheryl Shepherd to the Recreation and Parks Board. The motion passed unanimously. Councilor McCallum requested that future staff reports include background information on the individual to be appointed. 0575 DECLARATION OF WARD VI VACANCY. COXIMCCALLUM... declared Ward VI vacant due to the incumbent having moved out of the ward, and that the City accepts the resignation and vacancy with regret. The motion passed unanimously. 0660 PROCLAMATION: LIBRARY CARD SIGN-UP MONTH 2009. Mayor Figley read the proclamation declaring the month of September 2009 as Library Card Sign-up Month within the City and encouraged city residents to participate in this program and, for those who currently do not have a library card, visit the Library to obtain a card and use the services that are being provided. 0822 CHAMBER OF COMMERCE REPORT. Don Judson, Executive Director, presented the upcoming Chamber events and stated that an events calendar should be available on the Chamber's website beginning next month. Upcoming Chamber events: 1) Economic Development Committee meeting is scheduled for September 15th at 9:00 a.m. at Chamber loft office; 2) Woodburn Area Tourism meeting is scheduled for September 15th at 10:30 am at Chamber loft office; 3}Greeters will be hosted by Wolfer's Heating on September 18th at 7:30 a.m.; 4) Greeters will be hosted by the Chamber in the Chamber's loft office on September 25th at 7:30 a.m. and a presentation will be given on the Historic Neighborhood Association; Page 2 -Council Meeting Minutes, September 14, 2009 COUNCIL MEETING MINUTES September 14, 2009 TAPE REAn1NC 5) Career fair sponsored by the Armory and Chemeketa Community College will be hosted at the Woodburn Armory on September 18th from 2:00 to 6:00 p.m.; 6) Woodburn Downtown Association meeting is scheduled for September 23rd; and 7) Energy, Water & Recycling seminar is scheduled for October 1St from 8:30 to 11:30 at West Coast Bank east branch. 1039 WOODBURN SCHOOL DISTRICT REPORT. Walt Blomberg, Superintendent, mentioned that the Woodburn Bulldogs won the football game against Roosevelt High School. Mr. Blomberg stated that one of the biggest issues raised at the last legislative session was bullying and harassment. He explained that Woodburn has a diverse student population and face many obstacles, but comparatively speaking, do not have the bullying and harassment problems that many of the other schools have throughout the state. Each year students are assessed through an anonymous survey and the results indicate that in each category measured, Woodburn students feel less harassed than the state average. He believes Woodburn schools are safe and free of harassment and hopes that it only improves. He also stated that despite the downturn in the economy, the student population has remained consistent and has not declined. Councilor McCallum also reminded the public that school is in session and lower speed limits are being enforced. Councilor Lonergan commended Mr. Blomberg on his interview on Channel 6 News. Mr. Blomberg gave an overview of the interview involving the assessment tests which includes English language learners. 1543 CONSENT AGENDA. A) approve the Council regular and executive session minutes of August 10, 2009; B) approve the Park and Recreation Board minutes of August 11, 2009 and September 8, 2009; C} accept the Community Services Department statistics for June and July 2009; D) accept the July 2009 Crime Statistics report; and E) approve the appointment of Terrie Stevens as Administrator Pro-Tem for the period of September 21 through September 25, 2009. Councilor Lonergan stated that the executive session minutes of August 10th should be corrected to reflect his absence during the meeting. MCCALLUMICOX...adopt the Consent Agenda as presented with the correction in the executive session minutes. The motion passed unanimously. 1645 ACCEPTANCE OF PROPOSAL FOR PAYROLL SERVICES. LONERGAN/PUGH... accept the proposal of AmCheck in the amount of $34,718 to provide payroll services for the City of Woodburn. Councilor Schmidt questioned if the item could be postponed to the next meeting since he Page 3 -Council Meeting Minutes, September 14, 2009 COUNCIL MEETING MINUTES September 14, 2009 TAPE READING has questions about the need for the services. He would personally like to keep payroll in-house if at all possible. Councilor Pugh stated that he also had questions about outsourcing payroll services but has discussed them with Assistant City Administrator Stevens and is now supportive of the changes being proposed. He explained that the City is no longer in the position of processing its payroll and applauded Assistant City Administrator Stevens for her work on this project. Assistant City Administrator Stevens explained that over the last twenty years, two long term employees have processed payroll, and now one of them is soon to retire and the other has already left. Our current payroll processes are very difficult to master and the software the City is using is due for an upgrade, but the City has opted not to upgrade it due to the cost. Many of the calculations are done manually. The City wanted to make sure payroll processing was covered by the end of year. If the contract is approved during this meeting, implementation can begin by October 2009. The contract will have a 60 day out clause to allow the new Finance Director to evaluate the best option. Councilor Schmidt inquired of the number of changes that are necessary each month. City Recorder Tennant stated that each month approximately 140 employees require manual adjustments. Certain components of FLSA need to be done manually and our current system does not calculate them. AmCheck will be capable of making those manual computations. Councilor Schmidt asked how long the City has used the current software. City Recorder Tennant stated that the City has used the current software since 2002. Councilor McCallum asked if AmCheck was a national company that supports other cities. Assistant City Administrator Stevens stated that AmCheck serves both public and private organizations. Councilor Cox asked if this payroll service would keep a balance of various employee leaves. Assistant City Administrator Stevens stated that all human resources records will be stored in the payroll system. Employees will also be given access to all of their personal information and manager will have access to their employee's data online. Management will also have better access to reports. Councilor Lonergan asked if the company was capable of making automatic deposits. Assistant City Administrator Stevens stated that employees could elect to have direct deposit. Councilor Pugh stated that he does not generally support subcontracting payroll operations, but believes that in this case it is the right decision. Councilor Cox agreed with Councilor Pugh in that it is the right decision at this point in time, and also stated that it is a management decision. The motion passed 4-0-1, Councilor Schmidt abstained. Page 4 -Council Meeting Minutes, September 14, 2009 COUNCIL MEETING MINUTES September 14, 2009 TAPE READING 2653 PHOTO RED LIGHT CAMERA SYSTEMS. ~- SCHMIDTICOX...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.. A representative from Redflex stated that once contract is approved the designs will be sent to the City their approval, and then to ODOT. It could be two weeks to multiple months before DOT grants approval. The motion passed unanimously. 2902 AWARD CONSTRUCTION CONTRACT FOR HADCASTLE STORM DRAIN CULVERT IMPROVEMENT PROJECT -Bid #2009-10. Bids for the project were received from the following contractors: John Rice Excavating, inc., $44,109.00; Elting Northwest, Inc., $45,295.00; Cipriano & Son, $46,657.00; CR Woods Trucking, Inc., $47,569.00; Ground Hawg Environmental, $51,204.70; NW Kodiak Construction, $52,953.36; Kerr Contractors, Inc., $57,431.00; Emery & Sons Construction, $58,670.00; D & T Excavation, Inc., $63,489.88; Subcom Excavation, $66,675.00; E.D.G.E Excavating, $70,821.25; Gelco Construction Co, $73,521.50; and A-Affordable Excavating, Inc., $42,165.68 (deemed as anon-responsive bidder). LONERGANIMCCALLUM...award the construction contract for the Hardcastle Storm Drain Culvert Improvement Project to John Rice Excavating Inc. in the amount of $44,109.00. The motion passed unanimously. 2944 PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTION: A) Community Development Director's approval of a pole sign at 285 S. Pacific Highway. Bam Properties LLC received approval of a Type II Design Review for a pole sign subj ect to conditions. Councilor Cox stated that he sent email to Community Development Director Hendryx and appreciated the Director's response, but mentioned that the staff report should include more background information so that the Council can make a decision without having to go to the location or through an in-depth reading of the order. Community Development Director Hendryx stated that he appreciated the comments and would work on preparing staff reports that provide more information. City Administrator Derickson asked when the Sign Committee might be done with the work and ready to make a recommendation. Community Development Director Hendryx stated that the Sign Committee Focus Group will not be ready to make their recommendations for another six months. Page 5 -Council Meeting Minutes, September 14, 2009 COUNCIL MEETING MINUTES September 14, 2009 TAPE RF A i1TNr 3544 CITY ADMINISTRATOR'SREPORT. A) Attended Red Cross "Real Heroes" Award Breakfast, in which two Woodburn Officers were recognized. There were approximately 400 people in attendance and it was a very moving and powerful presentation. Woodburn Proud worked with city staff to make the nomination, B) Participated in Local Government Personnel Institute (LGPI) training for twa days last week on human resource issues. C) Invited Council to attend the League of Oregon Cities (LOC) 2009 Conference October l -3, 2009 at the Doubletree Hotel in Portland. He will attend and there will be many training and networking opportunities for the Council. Woodburn Proud also nominated the City for a Good Governance Award. D) Involved with Chamber Board and will be serving on the Auction Dinner Committee to bolster the Chamber and will benefit Woodburn Proud. E) Community education on photo red light will be at the Rotary Club September 17, 2009. F) Citizen Police Academy has a full class and enough interested people to possibly fill one to two more classes. The Historic Downtown Association have been working on building interest. 3854 MAYOR AND COUNCIL REPORTS. Councilor Pugh stated that his impression is that it will be next spring before anything is done to add a safety walk to Salud Medical Center. He feels that it should not take a long period of time to address a safety issue, and does not want the issue to be forgotten. Public Works Director Brown stated that staff will be constructing a comprise in that the crosswalk will not be a fully signalized intersection that stops traffic. To do anything on an interim basis would be very difficult. The City must still issue a contract for the lighting design at the sidewalk area, and there are many other design details that must be addressed. He stated that the City has also faced a timing delay with the late response from Union Pacific to get the crossing orders in place. Councilor McCallum congratulated Woodburn Proud for the cleanup project and thanked the volunteers and Public Works for all of the work that have done. He stated that there were fewer volunteers during this cleanup event but the community seemed much cleaner to begin with than the first cleanup project. Councilor Schmidt questioned whether a "to-do" list could be created and listed at the bottom of the agenda. He also questioned whether a property owner should be responsible for a water bill fee when a tenant vacates a property with a balance due. City Administrator Derickson stated that the City's ordinance does not distinguish between a landlordltenant relationship. The utility serves the property and not the individual and the property owner is ultimately responsible for the bill. Many Page 6 -Council Meeting Minutes, September 14, 2009 CQUNCIL MEETING MINUTES September 14, 2009 TAPE READING municipalities encourage landlords to require a deposit for this type of situation. City Administrator Derickson explained that turning water off to an occupied property is a serious decision that can create life/safety issues. Due process must be taken before water can be turned off. Public Works Director Brown stated that many would like delinquent bills to be forgiven like many other utility providers do. He explained that other utility providers turn delinquent bills to collection agencies but the City cannot do that. Ordinance 1995 clearly stated that outstanding bills must fall with the property and not with the individual, and requires a lien to be placed on the property. Councilor Pugh questioned whether enough notice is given to property owners. City Administrator Derickson stated that he will research the issue and report back to Council. Mayor Figley stated that she also attended Red Cross Hero's Breakfast and described it as a moving experience, and appreciated the opportunity to thank and applaud Sergeants Mikkola and Wilson. 5350 ADJOURNMENT. MCCALLUM/C~X...meeting be adjourned. The motion passed unanimously. The meeting adjourned at $:17 p.m.. APPR ATTEST Mary Te ant, Recorder City of Woodburn, Oregon Page 7 -Council Meeting Minutes, September 14, 2009