Workshop Minutes - 08/31/20090001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, August 31, 2009.
CONVENED. The workshop convened at 6:00 p.m..
ROLL CALL.
CITY COUNCIL PLANNING COMMISSION
Mayor Figley Present Chairperson Bandelow Late
Councilor Berkey Absent Vice Chairperson Vancil Present
Councilor Cox Present Commissioner Grosjacques Present
Councilor Longergan Present Commissioner Grigorieff Present
Councilor McCallum Present Commissioner Hutchison Present
Councilor Pugh Present Commissioner Jennings Present
Councilor Schmidt Present Commissioner Kenagy Present
Staff Present: City Administrator Derickson, Public Works Director Brown, Community
Development Director Hendryx, Natalie Labossiere, Don Dolenc, Robert Knorr, Randy
Scott, Marta Carrillo, City Recorder Tennant.
0.2 Mayor Figley stated that the meeting would be a joint City Council and Planning
Commission workshop and not a public hearing. The workshops topics include the Park
and Ride at the I-S/Highway 214 interchange and the Downtown Plan. It will be an
informational meeting intended to allow the Council and the Planning Commission to
talk with consultants and others involved with the two projects, and have questions
answered. Once the Council and Commission are finished with their discussion, all
others in the audience will be invited to ask questions. Conflict of interest does not need
to be declared and no decisions will be made at this meeting. Any decisions that will be
made on these two projects will happen in the public hearing process or in conjunction
with City Council votes after the process. A brief recess will take place between the two
presentations.
Mayor Figley stated that the first presentation of the evening would be on the transit
facility and the primary purpose is to receive feedback and comments on the design.
Once Public Works Director Brown, ODOT, and the consultants are finished with their
presentation, Councilors and Planning Commissioners may share their questions and
comments, and then the public. The next stage in the process is finalizing the design,
right-of way, and permitting.
3.3 TRANSIT FACILITY
Public Works Director Brown introduced the project consultants, which consisted of Tim
Potter, area manager for ODOT, Ken Kreager, project manager for OTAK, Maggie Daily,
landscape expert, and Rachel Laura, staff support for OTAK. He explained that the
project has evolved since it was first presented to Council in January, when it was
explained how the interchange, the transit facility, and the widening of Highway 214 were
all connected to create a long term solution to the traffic congestion. The transit facility
was intended to be the lead off project but has now become phase I of the interchange
Page 1-Council Meeting Workshop Minutes, August 31, 2009
17.7
22.4
project. The Federal Highways Administration has now required an environmental
assessment that combines the transit facility and the interchange project into one project.
ODOT has also received funding that has allowed it to aggressively move forward.
Public Works Director Brown stated that he would like confirmation from Council, the
Planning Commission, and the public that the preliminary design meets the expectation of
the community. Once the design is accepted, ODOT can move forward and proceed with
the design acceptance package, which allows them to acquire right-of way and secure all
of the environmental compliance permits associated with the project. A forum is the best
method to communicate with multiple parties at the same time.
Tim Potter, ODOT project manager, stated that the primary driver for combining the
transit facility with the interchange project was the change in the way water quality has
been treated since the original environmental assessment. The agencies that oversee
drainage would like to see the full impact of both projects since they are tied together and
drain into the same area.
Commissioner Jennings inquired whether the requirement for the new environmental
impact study would delay the project.
Mr. Potter stated that the requirement for the new study will not delay the project. The
study would be supplemental to the existing document and explain how the water quality
issues will be addressed. He stated that three projects would be embodied in the overall
plan: (1) interchange project to Broughton Way, (2) Park-and-Ride at Evergreen Road,
and (3) the environmental assessment of Broughton Way to Park Avenue.
Ken Kreiger, OTAK, reviewed the transit site plan for the transit facility. The overall
goal is to create an aesthetically pleasing, intermodal transit facility. The traffic flow
would be simple and allow cars to enter from an access road off Evergreen Road into a
parking lot built in accordance with Woodburn standards. Different modes of
transportation would be separated for safety reasons and built out of different materials.
Vehicles would exit from the access road and have plenty of distance for healing at the
intersection. The platform area would be made of a series of materials and would include
lighting for security and seating built into the raised planters.
The transit facility has been designed to allow for easy modification and incorporation
into the interchange project. The change in road grade level with the I-5 Interchange
project will not affect the project.
Councilor McCallum asked if the transit facility would accommodate longer vehicles,
such as motor homes or cars with trailers or boats, and questioned who would be
responsible for security and landscaping.
Mr. Kreiger stated that the transit facility does not incorporate areas for longer vehicles.
Public Works Director Brown stated that the City would be responsible for the security of
the area and the landscape maintenance.
City Administrator Derickson stated that an aesthetically pleasing gateway would add
value and potentially attract additional investment into the city.
Mr. Kreiger presented slides on the platform area and explained that portions of the
parking areas would have charging stations for electric vehicles, as it is expected that a
greater number of electric vehicles will be used in the future. He presented slides on the
landscaping and stated that trees would be planted in tree wells to expand the pedestrian
zone.
Vice Chairperson Vancil asked for clarification of the term tree well.
Page 2 -Council Meeting Workshop Minutes, August 31, 2009
41.9
43.1
Mr. Kreiger explained that a tree wells are grated areas in sidewalks that have tree planted
within them. The grates can be removed as the tree grows.
Public Works Director Brown stated that one of the reasons for maximizing the area for
pedestrian movement is that future development in the area is expected to be very
pedestrian oriented. The transit facility will be utilized as meeting place for civic
activities.
Mr. Kreiger presented slides on the access road and stated that parking was removed for
safety reasons to allow busses adequate room to turn. He explained that a median would
be also placed near the intersection to prevent left turns and there would be a zone
between Highway 214 and the parking area reserved for future highway improvements.
Mr. Kreiger stated that the newly constructed welcome sign would be incorporated into
the design of the facility and moved further into the property. The facility will also
include two shelters, information signs and kiosks, waiting areas, rain gardens for
drainage, and pedestrian access points along Highway 214. They have been working with
private property owners and businesses along Evergreen Road to determine where the
access points would be located.
Commissioner Kenagy asked if the northlsouth portion of the intersection will be changed
during the construction of the transit facility.
Public Works Director Brown stated that the entire intersection will be reconstructed later
but not during the construction of the transit facility. A final intersection configuration
plan is being looked at but it is unsure whether there will be sufficient funds to complete
the project.
Commissioner Jennings stated that the Walgreens project has been through the Planning
Commission and the entrance off Evergreen Road will be at the north end.
Vice Chairperson Vancil asked if the Country Club Road intersection is being looked at.
Mr. Kreiger stated that he has not worked with the engineer that is working on the Brice
property, other than coordinating driveway entrances. The engineer on the Brice project
is looking at overall traffic patterns within the development.
Public Works Director Brown stated that issue must be looked at but it is out of the scope
of this particular project.
Councilor Schmidt questioned why the trees would be planted near the sidewalks since it
reduces visibility.
Public Works Director Brown stated that the trees should not restrict visibility.
Tape 1 Side B
Maggie Daily, project landscape expert, stated that the trees were selected from the City's
pre-approved tree list. She explained that the shrubs layer is comprised primarily of
native plants because of their easy maintenance.
Councilor Pugh stated that the police need to have visibility of the area to monitor crime
and the trees may create a barrier.
Mr. Daily stated that the City may opt to trim the branches to a certain height and select a
lower ground cover for better visibility. The trees are spaced thirty feet on center and
should have plenty of space to grow.
Public Works Director Brown explained that the transit facility would act as a gateway to
promote aesthetic value. This design acts as a balance between aesthetic value and good
visibility.
Commissioner Jennings stated that he is opposed to the number of trees required by the
Page 3 -Council Meeting Workshop Minutes, August 31, 2009
Woodburn Development Ordinance (WDO}and the Planning Commission is looking at
making a change to reduce the number of trees required.
Ms. Daily reviewed the shelter's designs on the platform which included the raised
planters and benches, signage and kiosks, and specialty paving. She explained that the
shelters are designed with a glass wall to enhance security.
Public Works Director Brown stated that the glass wall is also oriented to create
maximum protection against the weather.
8.2 Ms. Daily stated that the rain garden would be made within the center of the parking lot.
She explained that the rainwater that falls on the parking lot would flow into rain garden,
be filtered by the plants and soil, and then enter the City's storm system.
Public Works Director Brown stated that Public Works Department did an educational
experiment with the Woodburn School District and built a rain garden between French
Prairie Middle School and Lincoln Elementary School and the project was a success.
10.7 Chairperson Bandelow arrived during questions and answers.
17.2 Commissioner Jennings expressed his concern over the intersection.
Community Development Director Hendryx explained that there is not a public hearing
process on the park-and-ride lot. The WDO lists a parking facility as an administrative
process that Council can call up for review. Public comments should be received at this
workshop.
Public Works Director Brown stated that it is not routine to bring public projects to the
Planning Commission. In this case, however, he thought it was important to inform the
Commission and the public of this project and gain their support. He also reminded
Council and the Commission that the park-and-ride is a federal and state project that the
City does not have complete control over.
Councilor McCallum inquired what the project would cost the City in terms of yearly
upkeep and the affect on various city departments.
Public Works Director Brown stated that the City is responsible for maintaining the
facility for the next twenty years per the Inter Governmental Agreement (IGA) with
ODOT.
Commissioner Hutchison asked if it was required to have separate bike and walking paths
and if it was a state design.
Public Works Director Brown stated that the design was held to City standards. Wide
sidewalks should be used in urban settings because of multiple uses.
Community Development Director Hendryx clarified his earlier statement and explained
that there is a Type II Design Review process for the bus shelter component of the
project. The remaining portion would require administrative review and approval.
Commissioner Jennings expressed concern over the landscaping visibility.
Commissioner Pugh stated that there should be a Planning Commission meeting over this
project.
Mayor Figley encouraged the Council to administratively call the plan up.
Councilor Cox stated that Public Works Director Brown and ODOT would like to receive
the Council's blessing on this project. However, since the meeting is a workshop, a
motion cannot be made.
Vice Chairperson Vancil stated that this project is likely to have an impact on the city for
the next thirty to forty years and should require awell-publicized public hearing, where
any stakeholder can attend and share their views before the Council, state and federal
Page 4 -Council Meeting Workshop Minutes, August 31, 2009
government representatives.
21.2 City Administrator Derickson stated that the purpose for tonight's meeting is to present
the plan and provide an opportunity for feedback.
Mayor Figley stated that the plan is preliminary and valid concerns have been expressed.
She encouraged Council to call up the administrative action taken on this project to allow
an opportunity for public input, specifically on the interchange portion of the project.
Commissioner Jennings questioned whether the Evergreen Road improvements are a
separate projector are included in the park and ride facility.
Public Works Director Brown explained that the Evergreen Road improvements are
included in this project. He stated that the reaction and the feedback he has received from
this workshop has been invaluable in understanding where the focus should be centered.
City Administrator Derickson stated that because this project is a legislative action,
Council can design a legislative adoption process to include public hearings, open houses,
or public workshops. Council has options to ensure that input has been received and the
plan reflects the community's desires.
Councilor Cox reminded the Council and Commission that this is an ODOT project, and
any changes that they want should be expressed as early as possible. A motion to approve
is not necessary. The City is acting as an advisor and not a decision maker.
Councilor Pugh expressed concern over the delegation of functions between the Council
and the Planning Commission. The Council should not make a decision without the
Planning Commission's recommendation.
Vice Chairperson Vancil explained that a legislative change in the WDO would be
needed in order to allow the Planning Commission to make a decision.
29.4. Mindy Mayer, owner of the McDonalds on Highway 214. Ms. Mayer suggested that the
plan include a way for the park and ride patrons to safely cross Highway 214 to get to the
businesses on the south side of Highway 214. She questioned whether the intersection at
Evergreen Road would allow enough time for pedestrians to cross the highway with all of
the semi truck traffic turning east off of Evergreen Road.
Public Works Director Brown stated that to safely cross the street, pedestrians would
have to use the crosswalk at Evergreen Road. He will try to address all of the design
concerns regarding the project, including the sequencing of the traffic lights. He
explained that the City invited every business within the interchange management area to
attend the night's workshop.
Commissioner Jennings stated that City staff should visit every business affected by the
project.
Public Works Director Browns stated that ODOT will not allow the City to talk with
businesses until the design acceptance package is completed. The right-of way
acquisition process for federal projects is extremely delicate on both timing and
communicating with property owners.
Mayor Figley encouraged everyone who has questions or concerns to complete a
comment card, or write or email the City.
Mayor Figley called a five minute recess at 7:17 p.m..
34.4 Mayor Figley reopened the workshop session on Downtown Development Plan at 7:23
p.m..
Mayor Figley briefly recapped the workshop rules and expectations she presented at the
beginning of the meeting. Comments would be limited to three minutes. She reminded
Page 5 -Council Meeting Workshop Minutes, August 31, 2009
the Council, Commission, and the public to share their concerns and comments at this
meeting as well as at the formal hearings in the future. Public hearings would be
advertised in the Woodburn Independent newspaper and posted on the City of Woodburn
website.
Mayor Figley presented the calendar for the public review process.
September 3, 2009 Measure 56 notice will be sent.
September 17, 2009 staff report will be available.
September 19, 2009 public hearing notice will be advertised in the Woodburn
Independent newspaper.
September 24, 2009 Planning Commission will hold its public hearing.
October 12, 2009 Council will hold its public hearing.
October 26, 2009 Council will formalize the adoption.
2_0 Tape 2 Side A
Mayor Figley recognized the Downtown Stakeholders Working Group for all of the time
and work they have dedicated toward this project, which included Bruce Thomas (Yes
Graphics}, Martin Ochoa (Lupita's}, Lela Quiroz (Salvador's Bakery), Tom Flomer
(Flomer's Furniture), Larry Grosjacques (Woodburn Planning Commission), Frank
Lonergan (City Council), Elias Villegas (Chemeketa Community College), Deb Yager
(Woodburn Chamber), Paul Kenfield (Valley Manufacturing}, and David Sato (La Caseta
de Woodburn, Inc.}.
Commissioner Jennings stated that decisions are not normally made the night of a
Planning Commission public hearing and questioned whether the Planning Commission
and the Council's public hearings were scheduled too close together.
3.2 Community Development Director Hendryx explained that the schedule is subject to
T change although there is a due date of late November. There will be adequate opportunity
for a continuance if necessary.
Community Development Director Hendryx introduced the Downtown Development
Plan and gave an overview of the project's history. The Downtown Development Plan
was originally created in the late 1990's, identified the community's aspirations, and was
the forbearer of the urban renewal program. It has been eleven years since the original
downtown plan has been completed and the City has since then recognized that the
concepts need to be reevaluated. The project has been funded through ODOT's
Transportation Growth Management (TGM) program and there are processes that must be
followed.
6.5 Tom Lister, OTAK Project Manager. Mr. Lister is the consultant for the Downtown
Development Plan. He introduced himself and gave an overview of the downtown area,
and identified it as the area near the railroad tracks including the Young Street and the
Front Street corridors. Visions and goals of a thriving safe center for the community were
set forth throughout the planning process. The old-town, downtown area should be a
healthy place to live, shop, work, and play, and should be clean, safe, and attractive.
Mr. Lister presented slides on the downtown area. He explained that he and the
Stakeholder's Working Group approached the project by refining the original plan to
integrate the natural assets of the community, including the locally owned businesses,
hometown community, physical infrastructure, and culture. They also tried to identify
opportunity for positive change which included a strategic business development plan to
help the local business and conceptual ideas and proposals to engage the community. He
Page 6 -Council Meeting Workshop Minutes, August 31, 2009
explained that the approach is more of a roadmap and is not intended to take place in the
next year. He explained that they have engaged the community through community
workshops, stakeholder interviews, the Stakeholders Working Group, City staff s
presentations to neighborhood meetings, and through Council and Planning Commission
meetings.
Mr. Lister stated that the general visions and goals seem supportive and have sentiment
towards preserving the historic character of the old-town area which includes the
preservation of buildings, close-knit residences, and narrow streets. He explained that
there is not necessarily a parking problem in the downtown area since there are always a
number of unutilized parking spaces, although people have the perception that there is a
problem. Mr. Lister explained that a strategic business development plan is often utilized
when trying to build a healthy business environment to encourage diversity without
diminishing the important, locally owned business community that exists.
Mr. Lister stated that he has heard comments and concern over future development of the
area. Some of the areas that have been looked at closer include development concepts,
transportation improvements, business development, housing strategies, and
implementation measures.
Mr. Lister identified several catalyst sites with opportunity for development that were
selected with input from staff and the Stakeholder's Working Group. In the selection
process, they looked at introducing more mixed development, blending housing,
commercial, and retail uses in the same development, and developing more private-public
partnerships. The first area the group identified was the Gateway District which includes
the Mill Creek Bridge and Front Street. The group saw the area as having a mixed use
development potential. Mr. Lister presented slides which depicted examples of buildings
and housing that could be used in compliment with the existing nature of the area.
Another area that was identified was near the Public Works building and the Downtown
Plaza. He explained that this site was also identified as a mixed use area and presented
slides that indicated the new uses of the existing buildings. He explained that currently
there is not a building height restriction and explained that the new plan sets athree-story
building height limit. Mr. Lister spoke briefly on the City owned Association Building in
the downtown area and the partially owned block near the Aquatic Center. Both areas
should be examined in the future to determine their development potential. The group
also looked at the potential ofone-way streets in the downtown area and streetscape
improvements on the First Street intersections. He explained that one-way streets would
not provide more parking but would give the perception that there is more total parking in
closer proximity to the downtown businesses. The group looked at the Young Street
Corridor and its potential redevelopment, and evaluated the right-of way impacts. Mr.
Lister briefly discussed the Strategic Business Development Plan and explained that its
purpose is to attract support for the business community and the downtown area. The
plan requires ongoing community outreach, includes a housing strategy, and an
implementation plan.
Mr. Lister presented slides and discussed zoning in the downtown area that would allow
for mixed use development. The group suggested strengthening the Architectural Design
Standards and Guidelines to include the appropriate zoning for the new uses and add
limitations to building heights.
Mayor Figley invited the Council. and Commission for any questions or comments.
Page 7 -Council Meeting Workshop Minutes, August 31, 2009
36.4 Vice Chairperson Vancil inquired of the housing density in the downtown area and
questioned whether it was too significant for an agricultural city.
Mr. Lister stated that the plan is not requiring a greater level of density in the downtown
area, it is limiting the density. The main driver behind the density limitation was parking
and achieving the highest density of parking while still allowing the City's open space
requirements.
Commissioner Jennings stated that he would appreciate hearing the questions and
comments from the public. He also reminded everyone that they could speak directly to
the Council and Planning Commission without conflict of interest.
41.0 Mayor Figley offered an opportunity to share information and ask any clarifying
questions. She also reminded the public that they will have an opportunity to voice
opinions and points of view during the public hearing process.
0__._$ Tape 2 Side B
Mr. Lister answered several questions from the public. He explained that the Association
Building is the former Salad Medical Clinic Building, that the downtown area boundaries
were selected arbitrarily, and clarified the location of the Mayor's Alley. He also
explained that no additional changes to the 1998 plan were discussed regarding the
Mayor's Alley.
Mr. Lister was asked whether there would be any alterations to the railway line in the
plan's twenty to thirty year lifespan. He explained that the plan does not include any
alterations to the railroad. Many people have discussed having an Amtrak station in the
downtown area, although it has not been proposed. Many changes and costs would be
associated with accommodating such an ambitious project.
4.2 Mayor Figley introduced the Historic Neighborhood Association who would be giving a
brief presentation on the "Old Settlemier" District. Presentation material was distributed
and the slideshow can be viewed on the Association's website at
www.settlemierhouse.com.
Ruth Wells, Historic Neighborhood Association member. Ms. Wells presented a
slideshow on the "Old Settlemier" District which contrasted photos of the historic
downtown to the present downtown. The plan identified five major priorities: 1) reducing
crime; 2) cleaning up and preserving authentic historic buildings; 3) reducing traffic; 4)
reducing noise; and 5) reducing problem rentals. Ms. Wells thanked the Stakeholder's
Working Group for all their work but reminded staff and the Commission that there were
no members who were residents and not also business or government representatives. The
Historic Neighborhood Association asked that city residents be included in the
Downtown Redevelopment Leadership Committee.
21.7 Mayor Figley invited the Council, Commission, and the public to ask any questions of the
Historic Downtown Association.
Councilor Pugh asked if the Association's plan extends beyond the railroad tracks since
there are several older homes on the east side of the tracks.
Ms. Wells stated that the plan is limited to the west side of the railroad tracks although
the group is concerned that the businesses just beyond the railroad tracks would create a
traffic problem for the downtown area.
Mayor Figley invited those who requested to speak to share their comments.
Darrell Crays, Historic Neighborhood Association Chairman. Mr. Crays read a statement
that expressed his concerns over the Downtown Development Plans focus on business
Page 8 -Council Meeting Workshop Minutes, August 31, 2009
and high density housing. Mr. Crays asked that the City take the Association's
recommendations into consideration and asked Council, the Commission, and staff to
include the residents of the city in the Leadership Committee, rather than just business
owners and government representatives.
Merri Berlin, Historic Neighborhood Association member. Ms. Berlin read a statement
that recapped the five priorities identified in the slideshow and gave examples of what the
plan should include, which were all included in the 1998 Development Plan.
Robert Clark, Woodburn resident. Mr. Clark stated that he is concerned over his safety
and would like the plan to focus on reducing crime. He would like immediate and
concentrated effort by the police department in the downtown area.
Greg Lundeen, Wolfer's Heating. Mr. Lundeen stated that Wolfer's Heating has been
operating in the community for nearly 100 years. He is concerned that the proposed
zoning will deflate the value of his property.
Bruce Thomas, Yes Graphics and Chairperson of the Stakeholder's Working Group. Mr.
Thomas thanked the City, ODOT and OTAK staff that have worked on the project, the
Stakeholder's Working Group, the Historic Neighborhood Association, and the citizens
that participated in the interviews and participated in the workshops. He stated that he is
pleased with the amount of focus on the downtown and hopes that the work will continue
in a positive and organized way.
Richard Lowry, Historic Neighborhood Association member. Mr. Lowry thanked the
Council and the Commission for accepting input from individuals and the community.
He stated that he does not believe the current reality of the downtown area has been
factored into the proposed plan. He would like the plan to include input from the city's
residents. He believes the proposed density is too high, the growth cannot be supported
without .first cleaning the area, and the one way streets would be unsafe.
Don Judson, Executive Director of the Woodburn Area Chamber. Mr. Judson stated that
there are many commonalities among the consultant's proposed plan and the
Association's plan, and both groups want to preserve the historic Woodburn. He is glad
that crime reduction, noise reduction, and rental problems are being discussed now, rather
than when the plan is implemented.
Several audience members stated that their views had already been expressed.
Mayor Figley thanked those in attendance.
10.5 Mayor Figley closed the workshop at 8:58 p.m..
APPROVE
ATTEST
Mary Te t, City Recorder
City of Woodburn, Oregon
Page 9 -Council Meeting Workshop Minutes, August 31, 2009