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Minutes - 11/09/2009COUNCIL MEETING MINUTES November 9, 2009 TAPE RF AT1TNr 0001 D_ COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, NOVEMBER 9, 2009. CONVENED. The meeting convened at 7:05 p.m. with Mayor Figley presiding. OATH OFOFFICE -Ward VI Councilor. City Recorder Tennant administered the Oath of Office to Eric Morris, Ward VI Councilor. 117 ROLL CALL. Mayor Figley Present Councilor Cox Present {7:08 pm) Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor Pugh Present Councilor Schmidt Present Staff Present: City Administrator Derickson, City Attorney Shields, Police Captain Alexander, Economic & Community Development Director Hendryx, Assistant City Engineer Liljequist, Community Services Director Row, HR Assistant Sprauer, City Recorder Tennant 140 ANNOUNCEMENTS. A) City offices and the Library will be closed on Wednesday, November 11, 2009, for observance of Veteran's Day. The Aquatic Center will be opened during normal business hours and veterans will be admitted free all day. Mayor Figley expressed her appreciation to all who are serving and have served in armed forces, as well as to their family and friends. 242 APPOINTMENTS. A) Finance Director: City Administrator Derickson appointed Ignacio Palacios as Finance Director effective November 30, 2009. Mayor Figley gave a brief overview of experience. PUGH/LONERGAN...made amotion to approve the appointment of Ignacio Palacios as Finance Director. The motion passed unanimously. B} City Recorder: Page 1-Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE RF AT)TNr City Administrator Derickson appointed Christina Shearer as Acting City Recorder effective December 1, 2009 and will assume the role of City Recorder effective January 1, 2010. PUGHIMCCALLUM...made amotion to approve the appointment of Christina Shearer as City Recorder. The motion passed unanimously. 0400 CHAMBER OF COMMERCE REPORT. Don Judson, Executive Director, informed Council of the following Chamber events; (1) First Friday Shop Local will be held the first Friday of each month. Chamber members are encouraged to shop locally to support small business owners and will meet for lunch afterwards. (2) New Chamber Board members: Rick Puente, Bob Rhoads, Mike Sumner, and Richard Jennings. (3) Joint Economic Task Force meeting will beheld November 10th from 3:00 to 5:00 p.m.. (4}Forum Lunch will be held on Wednesday, November 1 lt" at noon at Wellsprings. There will be a panel discussion on Drug Free Workplace with speakers from Woodburn Fertilizer, Specialty Polymers, and Wolfer's Heating. (5) The 8th Annual Crystal Apple awards will be held on Thursday, November 12th There were sixty-two nominees and twenty-one award winners. The guest speaker for the evening will be Rick Puente. (6) Chambers Reception on Tuesday, November 24th from 9:00 a.m. to 3:00 p.m. to celebrate seventy years incorporated. The Chamber was incorporated on November 24th in 1939. (7} Woodburn Downtown Association meeting will be held on Wednesday, November 25th at the Corner Brick Loft. Discussion will address how businesses can work with the City to address downtown crime. (8) Greeters will be held Friday, November 13th at Curves. WOODBURN SCHOOL DISTRICT REPORT. 0700 Walt Blomberg, Superintendent, stated that the Academy of International Studies collected over 1,050 pounds of food during their food drive. The Woodburn boys' soccer team is in the second round of playoffs with their next game scheduled against Ashland. He extended an invitation to the Crystal Apple Awards and explained that it is a community event that encompasses all of the school districts in the area. Mr. Blomberg will be participating in the high school musical Joseph and the Amazing Technicolor Dreamcoat and invited everyone to the show, which stars the first two weekends in December. Councilor Pugh expressed admiration for the letter to the editor that Superintendent Blomberg wrote in the most recent issue of the Woodburn Independent. Page 2 -Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE RFAT)TNC Mr. Blomberg reiterated that the School district has very good kids. Councilor Morris asked those with concerns of the school district to participate in meetings and research facts before writing to the editor. 1162 Dick Jennings, Filbert Street, congratulated Councilor Morris on his appointment and complimented the City for the street lights on Front Street. 1210 CONSENT AGENDA. A) approve the Planning Commission minutes of July 23, 2009; B) approve the Planning Commission minutes of September 10, 2009; C) approve the Planning Commission minutes of September 24, 2009; and D) approve the Library Board minutes of October 28, 2009. SCHMIDT/MCCALLUM....adopttbe Consent Agenda as presented. The motion passed unanimously. 1240 PROFESSIONAL SERVICES CONTRACT AWARD: MURRAY SMITH & ASSOCIATES FOR PUBLIC OUTREACH SERVICES, FEASIBILITY STUDY, AND PRELIMINARY DESIGN FOR FIFTH STREET IMPROVEMENTS. Public Works Director Brown stated that this study will provide technical assistance in reviewing the Fifth Street Improvements, provide preliminary engineering, and allow input from the public. The study will take the project to approximately 30% design, in which he will return to Council to give the opportunity to reassess the project's feasibility. Public Works Director Brown felt that he has not been able to provide the public with information on this project although he has received numerous calls from the public expressing a belief that the project is unwarranted. City Administrator Derickson stated that it is important to obtain the public input which this contract allows, and also informed the Council that there would be a series of neighborhood meetings to allow citizens participation. Public Works Director Brown stated that he will be requesting a Citizen's Advisory Committee that can work through the project to provide consistency and alternatives, address community concern, and issues of parking, pedestrian safety, and air quality. Councilor Cox confirmed that this project would be funded through Traffic SDC's which have already been collected. Councilor McCallum raised concern in regards to a traffic light that would be located at the Highway 214 I Fifth Street /Meridian Way intersection. Public Works Director Brown stated that based on traffic count analysis and pedestrian movement across Highway 214, if Fifth Street is opened a traffic signal is warranted with almost absolute certainty. A fully signalized intersection is the safest way for pedestrian and vehicle movement. The intersection would provide connectivity between areas of Page 3 -Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE READING new development north of Highway 214 and the downtown area which will be a huge benefit to our community. He also stated that Highway 214 is probably the second most dysfunctional facility in the State as far as congestion and accidents, so being able to remove some of the local traffic is advantageous and is the reason why ODOT is supportive of the City to move forward with this project. The estimated cost to bring the project to full design is approximately $586,000. Councilor Schmidt asked for a traffic reduction estimate on Settlemier Avenue once the intersection is opened. Public Works Director Brown estimated a 30% reduction in traffic on Settlemier Avenue Settlemier Avenue is currently at approximately 50% of design capacity. Councilor Cox commented that Fifth Street has been included the transportation plan and budgeted for many years. A decision should be made to determine whether the City should move forward with the opening of the Fifth Street. Councilor Pugh agreed with Councilor Cox and added that SDC funds are available and to make an intelligent decision the City should move forward with the study. Councilor McCallum requested history on this project to understand the time-line. Public Works Director Brown believes that capturing citizen participation and ensuring Council understands important components is necessary. Council's ability to verify or respond to accusations will put the City in a better position to understand whether the merits of this project are deserving of full funding. Director Brown also stated that many of the issues he has been confronted with are due to misunderstandings ofthe project's intentions. Peppi Kowokoski, Harrison Street, stated that she read the staff report and believes it was informative; however, as a member of the community, she is opposed to opening of Fifth Street. PUGHIMCCALLUM... City Council, acting in its capacity as the City Contract Review Board, award the professional services contract for executing the public involvement phase, feasibility analysis and preliminary design of the Fifth Street Improvement Project to the firm of Murray Smith & Associates. The motion passed unanimously. 2330 SENIOR CENTER PROGRAM. City Administrator Derickson stated that he has discussed the possibility of a Senior Center with the Senior Program and believes the best chance for funding would be through a Community Development Block Grant (CDBG), in which Senior Program is requesting the City pursue. Tonight's intent is to have a conversation with Council on the proposal and receive direction. Bev Koutney, Senior Center Director, stated that the city needs a center to provide the growing number of seniors a place to socialize and have some of their basic needs met. The center should be located in a central place and could include a salt group, foot clinic, health insurance counseling, computer aid, conversational English, Medicare shoe and Page 4 -Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE READING diabetes meter program, and noon meals. The volunteer group currently feeds between twenty-five and thirty people daily in their meeting place and serves over sixty hot lunches throughout the community. If the group was provided a transportation system they could serve those meals at the center and if they were provided a space they could provide additional services. Ms. Koutney expressed appreciation in working with City Administrator Derickson and presented an additional option to build a center on public land for $1.5 million that would be adjacent and/or a part of a future Community Center, which was not provided in the staff report. Councilor McCallum questioned the budget and the levels of support the senior center would have from other smaller communities surrounding Woodburn. Bev Koutney stated that the group would like the center to be regional rather than just Woodburn. Currently the group must pay $400 for facility rental, $650 per year for liability insurance, and $60 in state fees. All other expenses come through donations. Robert Rummer, Senior Estates resident, stated that there was an alternative location in which they have received a $40,000 grant from the Ford Foundation. They are willing to pursue grants to build a facility but need direction from the City. City Administrator Derickson thanked Ms. Koutney and Mr. Rummer for their work and dedication to the project and stated that the community is lucky to have these dedicated volunteers. He explained that he is familiar with CDBG grants and has reviewed options for the City to consider, which are listed in the staff report. He expressed concern over the financial obligations required of the City and explained that if Council decides to pursue this issue, the first step would be to develop a feasibility analysis. Councilor Schmidt feels that the City needs a center and should be exploring options. Councilor McCallum has been embarrassed that City does not have a center but is concerned over budgetary obligations and questioned if the City could afford a center. He does not want to close the door on the issue but has deep concerns. Perhaps a community center that can be used by any would be a better option. Councilor Pugh rejects moving forward until financial conditions change and the City can afford to provide financial support. In a healthy economic environment where proper planning can be done, his decision would be different. Councilor Cox stated that he has been aware of the program since the group has moved and admires their energy and dream in providing this service. He stated that the group had previously mentioned that they needed a grant to build a facility and although he endorses their efforts, does not necessarily endorse building a facility. It is not the right time financially. Voters have said no to a center twice before in better economic times and he does not want to place a financial responsibility onto the city at this time. Councilor Morris believes amulti-age community center is a good idea and concept, and appreciates the group's work but also feels that it is not a good time financially. Councilor Lonergan stated that he believes the group requested a feasibility study and feels that it would not be expensive. There is a lot of information that the City needs and Page 5 -Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE RFAn1NC agrees that this is not the time to borrow, build, or put the City in debt, but believes that it is the time to do a study. 4412 City Administrator Derickson explained the steps involved in opening this project and explained that the project leads towards future grant submittal. Grants are fairly sophisticated undertakings and will require an expenditure of resources. He is confident that the City could meet the criteria but would require a lot of work. The expense and cost come with more sophistication in grant writing and in the architectural analysis of the site based, which would take time. To be competitive for the grant, it will cost the City approximately $40,000 to get the data and expertise required to submit the application. With data and clarification, the City could articulate both to City Council and the State justification of need for the project. Although we know there is a justification and need for the project, proving that with the statistical analytical data through a grant is difficult. City Administrator Derickson further explained that in addition to the initial approximate $40,000 cost, the City would also need to dedicate a piece of property that would remain in public ownership, and in addition, would have to guarantee total construction costs. The City would be required to demonstrate that it has any additional funds to bring the project to completion. The project must be fully funded at the time of bid. In Silverton, the city was able to raise that money through foundations, and Woodburn would try to do the same. However, the City would be required to ensure that all federal construction rules have been complied with and volunteers would be unable to participate in the construction because everyone under the CDBG would be subject to Davis Beacon Prevailing Wage. Once completed, the City would be obligated to fund and operate the facility under the proposed program for a minimum of five years before the City could turn it over to any other entity to operate. He explained that although he is concerned about the City's budget and construction, those two components will probably not be the hardest issues in this project. It is the operating liability that the City would have to incur for a period of years that troubles him. Community Services Director Row states that Oregon City runs a good senior program and a nice facility built from CDBG's. Three years ago, the program had an expenditure budget of about $600,000 annually and brought in about $200,000 in revenues, which included federal funding. Mayor Figley stated she finds difficulty in making a commitment that the City may not be able to afford. She would rather support local efforts than committing to something that that cannot be maintained. Councilor Pugh inquired whether the senior center could work together with Senior Estates management to expand their program. They maybe able to negotiate a reasonable monthly fee per person to use Senior Estate facilities. Bev Koutney explained that Senior Estates is at capacity. 5720 City Administrator Derickson encouraged the senior center to pursue the development of Page 6 -Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE RF,AT)TNG data, regardless of Council's decision. He acknowledged that developing data is a daunting task but explained that the program would need to due so to become competitive for a block grant or other funding. He will continue to work with the senior program. 6195 CITY ADMINISTRATOR'SREPQRT. None. 6200 MAYOR AND COUNCIL REPORTS. Councilor Morris thanked the Mayor, Council, and the public for the warm welcome. 6261 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn into executive session under the authority of ORS 192.660(2)(1) 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 hearing. LONERGAN/PUGH....aljourn into executive session under the statutory authority cited by the Mayor. City Administrator waived his right to an open hearing. The motion passed unanimously. The meeting adjourned to executive session at 8:36 p.m. and reconvened at 9:23 p.m. Mayor Figley stated that no action was taken by the Council while in executive session. Councilor Schmidt left on personal business. COX/MCCALLUM ...grant City Administrator renewal of contract for another year with no changes except that the severance package be extended from six months to nine months. The motion passed unanimously. 6425 ADJOURNMENT. /MCCALLUM.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:25 p.m. Page 7 -Council Meeting Minutes, November 9, 2009 COUNCIL MEETING MINUTES November 9, 2009 TAPE READING .~ ~~ .~. ~. ~' M {. ;~. ~~ .~ 1J ~J APPR VED ~ ~ d ti `KATI~~YN F~GLEI~, MAY( ~,'`~~.. ,~- :~- # ~ 'd ATTEST ~~~r~~.-- Mary T ant, Recorder City of Woodburn, Oregon Page $ -Council Meeting Minutes, November 9, 2009