06-13-2011 AgendaCITY OF WOODBURN
CITY COUNCIL AGENDA
JUNE 13, 2011 - 7:00 P.M.
KATHRYN FIGLEY, MAYOR
DICK PUGH, COUNCILOR WARD I
J. MEL SCHMIDT, COUNCILOR WARD II
PETER MCCALLUM, COUNCILOR WARD III
JAMES COX, COUNCILOR WARD IV
FRANK LONERGAN, COUNCILOR WARD V
ERIC MORRIS, COUNCILOR WARD V
CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements
A. Relay for Life is June 24th at Woodburn High School Starting at
6:00 pm.
Appointments
B. Interchange Aesthetics Citizen Advisory Committee
4. COMMUNITY /GOVERNMENT ORGANIZATIONS
A. Chamber of Commerce
B. Woodburn School District
C. Woodburn Unidos
5. PROCLAMATIONS /PRESENTATIONS
Proclamations
A. Relay for Life
Presentations
None.
6. COMMUNICATIONS
None.
7. BUSINESS FROM THE PUBLIC -This allows the public to introduce items
for Council consideration not already scheduled on the agenda.
1
5
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June 13, 2011 Council Agenda Page i
8. CONSENT AGENDA - Items listed on the consent agenda are considered
routine and may be adopted by one motion. Any item may be removed
for discussion at the request of a Council member.
A. Woodburn City Council minutes of May 23, 2011 6
Recommended Action Approve the minutes.
B. Woodburn Planning Commission minutes of May 12, 2011 9
Recommended Action Accept the minutes.
C. Woodburn Recreation and Park Board minutes of April 12, 2011 15
Recommended Action Accept the minutes.
D. Woodburn Recreation and Park Board minutes of May 10, 2011 20
Recommended Action Accept the minutes.
E. Building Activity for May 2011 25
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
A. A Public Hearing to Consider the City's Election and
Qualification to Receive the State Shared Revenue
Recommended Action: Upon completion of the Public Hearing
staff recommends that the Council adopt a resolution.
B. A Public Hearing to Consider the City of Woodburn's 2011 -12
Budget
Recommended Action: Upon completion of the hearing before
the Council, staff recommends that the Council adopt the
budget resolution based on the Budget Committee's
recommendation.
June 13, 2011 Council Agenda Page ii
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 may be
limited by Mayoral prerogative.
A. Council Bill No. 2865 - An Ordinance Amending Ordinance 2433 26
(the Master Fee Schedule) to Modify the Administrative Fee in
Cases Where Nuisance Abatement is Completed by the City;
Amending Ordinance 1998 (The Civil Infraction Ordinance) and
Declaring an Emergency
Recommended Action: Adopt the ordinance.
B. Council Bill 2866 - Resolution Declaring the City of Woodburn's 31
Election to Receive State Revenue
Recommended Action: Adopt the resolution.
C. Council Bill 2867 - A Resolution Certifying Services for State 34
Revenue Sharing
Recommended Action: Adopt the resolution.
D. Council Bill 2868 - A Resolution Adopting the Budget and CIP, 36
Making Appropriations, and Declaring and Categorizing Taxes
for Fiscal Year 2011 -2012
Recommended Action: Adopt the resolution.
E. Reimbursement Agreement for Services, Materials and Projects 43
Recommended Action: It is recommended that the City
Council authorize, the City Administrator to execute the
attached reimbursement agreement between the Woodburn
Urban Renewal Agency and the City of Woodburn for fiscal
year 2011/12.
F. Teen Center Agreement 50
Recommended Action: It is recommended that the City
Council authorize the City Administrator to renew the
Management Agreement with the Boys and Girls Club of Salem,
Marion, and Polk Counties for Fiscal Year 2011-2012.
12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These
are Planning Commission or Administrative Land Use actions that
may be called up by the City Council.
None.
13. CITY ADMINISTRATOR'S REPORT
June 13, 2011 Council Agenda Page iii
14. MAYOR AND COUNCIL REPORTS
15. ADJOURNMENT
June 13, 2011 Council Agenda Page iv
i�
WOODBURN
gLClP f l!eJ f � 's J
CITY OF WOODBURN
Economic and Development Services
Planning Division
MEMORANDUM
270 Montgomery Street Woodburn, Oregon 97071
Phone (503) 982 -5246 Fax (503) 982 -5244
Date: June 13, 2011
To: City Council
From: Kathy Figley, Mayor
Subject: Interchange Aesthetics Citizen Advisory Committee
In May of 2010, Council concurred with several appointments to the Interchange
Aesthetics Citizen Advisory Committee. Three additional citizens have expressed
interest in serving on the Committee; Ruby Wolfer, West Coast Bank; Leo Hillyer,
Mid -City Ford; and Cheryl Morris, Citizen.
The Interchange Aesthetics Citizen Advisory Committee is charged with identifying our
community's vision for the aesthetic features for the 1 -5 /Hwy 214 interchange project.
Aesthetic features can often be incorporated into roadway improvements, making a
positive difference in the overall appearance of such projects. The Committee also
provides Council with the opportunity for public comment on our "Gateway to
Woodburn ".
The City Council and ODOT will determine what recommendations from the community
can be incorporated into the design of the Interchange Improvement Project, scheduled
to begin in spring of 2013. As with most design decisions, the financial impacts need to
be weighed carefully against the ultimate costs to the project. Some enhancements
would have minimal financial impact, while others would significantly affect the budget.
The Committee plans to take this into consideration.
Ultimately, the Interchange Aesthetics Citizen Advisory Committee will present their
recommendations to the City Council for consideration this winter. The Advisory
Committee has meetings scheduled over the next several months (June 16 August
18 and October 20, 2011).
With Council's concurrence, Ruby Wolfer, Leo Hillyer and Cheryl Morris will be
appointed to the Interchange Aesthetics Citizen Advisory Committee.
o •
ODBURJ
R E G
May 10, 2010
TO: City Council
FROM: Kathy Figley, Mayor
SUBJECT: INTERCHANGE AESTHETICS CITIZEN ADVISORY COMMITTEE
APPOINTMENTS
As discussed during a previous City Council meeting with Alan Fox of
ODOT, the City of Woodburn has been invited to participate in a public
involvement process by the Oregon Department of Transportation (ODOT)
that is designed to identify our community's vision with regard to the
aesthetic features of the Interchange Improvement Project. This public of
involvement process is a commitment by ODOT to apply the concepts
Context Sensitive Design Solutions to transportation projects. ODOT
engineers can often incorporate aesthetic design features into the
functional design features of a roadway improvement if those visual cues
or features are defined. Appointment of the Interchange Aesthetic
Citizen Advisory Committee will allow the Council to provide a forum to
receive community input (advice) on what the "Gateway to Woodburn"
should present visually to both visitors and residents using the Interchange
everyday.
The Council and ODOT will determine what recommendations (advice)
from the community can be incorporated into the design of the
Interchange Improvement Project. As with all design decisions, the
financial impact of any decision to add aesthetic features to the
Interchange Improvement Project must be weighed carefully. Some
enhancements will be within the scope of Context Sensitive Design
Solutions that ODOT will include as part of their overall project scope -of
work. Other features may be found to go beyond those that ODOT
determines is consistent with Context Sensitive Design Solutions. For those
design features that ODOT finds exceed the concept of Context Sensitive
Office of the Mayor
270 Montgomery Street • Woodburn, Oregon 97071
Ph, 503 -982 -5228 • Fax 503 - 982 -5243
2
Design Solutions, the Council will have an opportunity to decide if the City
of Woodburn desires to incorporate aesthetic features by offsetting the
premium cost associated with providing those features.
The City of Woodburn takes pride in being a community of diversity and
infinite. potential. I know of no better w to ynlvemet
capture n of
ou r citizens than to undertake participating in a publ
process designed to focus on the visual features that can be incorporated
into the Interchange Improvement Project. This is an opportunity to
influence the design of the "Gateway to Woodburn" and to wisely
distinguish our community with visual cues and aesthetic features that
capture our rich history and promote our full potential.
The following appointments and process is being recommended subject
to the approval of the Council:
Interchange Aesthetics Citizen Advisory Committee Appointments
• Tom Flomer, Local Business Owner
• Charlie Piper, Local Business Owner
• Maria Lopez, Local Business Owner
• Teri Sunderland, General Manager Company Stores
• Jack Bigej, Local Business Owner
• Durrell Crays, Historic Wood burn Neighborhood Association
• John Reinhardt, Citizen
• Jim Hendryx, City of Woodburn, Economic &Business Development
Director
Matt Gwynn, City of Woodburn, Maintenance & Operations Division
• Manager
The Interchange Aesthetic Citizen Advisory Committee is scheduled to
meet 4 times over the next eds to occur ur moath
yet to be determined, however meetings are expected
If you have any comments or questions, please feel free to call me or
Scott at your earliest convenience.
I
CITY OF WOODBURN K ATHRYN COUNCILOR I
DICK PUGH, COUNCILOR WARD
J. MEL SCHMIDT, COUNCILOR WARD II
AMENDED CITY COUNCIL PETER AMESC X, COUNC COUNCILOR RD I III
JAMES COX, COUNCILOR WARD V
FRANK LONERGAN, COUNCILOR WARD V
AGENDA ERIC MORRIS, COUNCILOR WARD VI
MAY 10, 201 0 - 7:00 P.M.
CITY HALL COUNCIL CHAMBERS -270 MONTGOMERY STREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements
A. Dedication of the "Tom Tennant Memorial Garden"
Wednesday May 12, 2010 at the Woodburn Police Department
1 pm to 4 pm.
Appointments
B. Interchange Aesthetics Advisory Committee
C. Charles Piper - Planning Commission
D. Mel Schmidt -Pudding River Watershed Council
4. PROCLAMATIONS /PRESENTATIONS
Proclamations
A. Public Works Week
B. National Police Memorial Day and Week
C. Buddy Poppy Week
Presentations
D. Jamison Cavallar - Executive Director of the Pudding River
Watershed Council
5. COMMITTEE REPORTS
A. Chamber of Commerce
B. Woodburn School District
6. COMMUNICATIONS
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May 10, 2010 Council Agenda Page i
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3
4
5
6
w
A PROCLAMATION FOR THE CITY OF WOODBURN
RELAY
FOR LIFE THE AMERICAN CANCER SOCIETY RELAY FOR LIFE
W
WHEREAS, The American Cancer Society is the nationwide community -based
voluntary health organization dedicated to eliminating cancer as a major health problem by
preventing cancer, saving lives, and diminishing suffering from cancer, through research,
education, advocacy and service; and
WHEREAS, By these efforts the overall, age- adjusted cancer mortality rate is
declining for the first time in human history and will continue to do so; and
WHEREAS, People are alive today because the knowledge we have gained has
translated directly into prevention, early detection and improved treatment; and
WHEREAS, Relay For Life is the national signature event of the American Cancer
Society and has surpassed $1 billion dollars in funds raised since the first Relay For Life held
in 1985; and
WHEREAS, The Relay For Life is unique in this community in that it blends
fundraising, cancer awareness and prevention activities, fellowship and support for cancer
survivors; and
WHEREAS, The Woodburn American Cancer Society will hold its tenth annual
Relay For Life on June 24 and 25 with the goals of raising more than $85,000, honoring
cancer survivors, and remaining one of the top Relay For Life fundraisers in the entire
nation; and
WHEREAS, Relay For Life is about being a community that takes up the fight against
cancer; and
WHEREAS, There is no finish line until we find a cure,
NOW THEREFORE, I, Kathryn Figley, the Mayor of Woodburn, do hereby proclaim
Woodburn an official Relay For Life city, and further be it resolved that the month of June
be designated as Relay For Life month in Woodburn as we join the American Cancer Society
in the fight against cancer.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of
Woodburn to be affixed this 13" day of June 2011.
Kathryn Figley, Mayor
City of Woodburn
I
COUNCIL MEETING MINUTES
MAY 23, 2011
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CIT Y OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, MAY 23, 2011.
CONVENED The meeting convened at 7:00 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley
Present
Councilor Cox
Present
Councilor Lonergan
Present
Councilor McCallum
Present
Councilor Morris
Present
Councilor Pugh
Present
Councilor Schmidt
Present
Staff Present: City Administrator Derickson, City Attorney Shields, Police Chief
Russell, Public Works Director Brown, Economic & Community Development
Director Hendryx, City Recorder Shearer.
0:00 ANNOUNCEMENTS
A. City Hall and the Library will be closed Monday, May 30 in observance of
Memorial Day. The Aquatic Center will be open from 12:00 to 4:00.
0:01 COMMUNITY /GOVERNMENT REPORTS
A. Woodburn School District — Superintendent David Bautista provided an update on
Woodburn School District upcoming events. He also provided an overview of the
District's budget priorities for Fiscal Year 2011 -12.
0:04 PRESENTATION
A. Interchange /I -5 Corridor — ODOT: Alan Fox, Project Leader for ODOT provided an
update on the Interchange Project and Broughton Park Environmental Assessment
status. He also addressed federal funding issues.
B. 99E /Young St — ODOT: Melissa Sitkowski, Project Leader for ODOT provided an
update on the 99E/Young St Project. She also provided some historical context for
the project.
C. Chamber of Commerce: Don Judson, Executive Director of the Woodburn Area
Chamber of Commerce provided the annual report of tourism activities. A written
report was also provided to Council.
D. Water & Sewer Bond Refinance: Finance Director Palacios provided an overview of
the proposed Water & Sewer Bond Refinancing. Javier Fernandez of DA Davidson
also provided a presentation on the proposed refinancing. Council inquired regarding
potential savings and requested clarification regarding the proposals.
Page I - Council Meeting Minutes, May 23, 2011
COUNCIL MEETING MINUTES
MAY 23, 2011
1:41 PUBLIC COMMENT
A. Dick Jennings of 595 Filbert St Woodburn, addressed Council regarding chlorination
of City water. He commended Dan Brown and Public Works staff on the chlorination
public information project. He described his experience with the filtration equipment
he purchased using the City's program for medically sensitive citizens.
B. Ted Seledkov of 2390 Meadow LN Woodburn discussed the condition of Front St &
Crosby.
1:49 CONSENT AGENDA
A. Approve the Woodburn City Council minutes of May 9, 2011,
B. approve the Woodburn City Council Executive Session Minutes of May 9, 2011, and
C. accept the Crime Statistics report for April 2011.
McCallum /Schmidt... adopt the Consent Agenda. The motion passed unanimously.
1:50 COUNCIL BILL NO. 2863 — A RESOLUTION OF THE CITY OF WOODBURN,
OREGON, AUTHORIZING THE ISSUANCE OF WATER REVENUE BONDS
FOR A TOTAL OF NOT TO EXCEED $6.75 MILLION, AND PROVIDING FOR
PUBLICATION OF NOTICE
McCallum introduced Council Bill 2863. Recorder Shearer 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. 2863 duly passed.
1:53 COUNCIL BILL NO. 2864 — A RESOLUTION OF THE CITY OF WOODBURN,
OREGON, AUTHORIZING THE ISSUANCE OF SEWER REVENUE BONDS
FOR A TOTAL OF NOT TO EXCEED $43.5 MILLION, AND PROVIDING FOR
PUBLICATION OF NOTICE
McCallum introduced Council Bill 2864. Recorder Shearer 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. 2864 duly passed.
1:54 CITY ADMINISTRATOR'S REPORT
A. Another E -Blurb will be issued by the end of the week.
B. Reminder of Council Goal Setting session June 6 at 6:00.
1:55 MAYOR AND COUNCIL REPORTS
• Councilor Morris was congratulated on his re- election to the School Board.
• Several staff members we commended for their leadership roles with the Woodburn
Kiwanis, Rotary, and other service organizations.
• Councilor Cox recognized the efforts of staff to prepare long term forecasts and
financial plans and would like to see more in other areas
• High School Graduation is June 3 rd
• The Mayor commended Council and the Budget Committee on their work in
Page 2 - Council Meeting Minutes, May 23, 2011
7
COUNCIL MEETING MINUTES
MAY 23, 2011
approving the 2011 -12 Budget.
McCallum /Pugh... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 9:05 p.m.
ADJOURNMENT
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Christina M. Shearer, Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, May 23, 2011
9
WOODBURN PLANNING COMMISSION WORKSHOPIMEETING
MINUTES
May 12, 2011
CONVENED: The Planning Commission met in a workshop /meeting session at
7:00 p.m. in the City Hall Council Chambers, with Chair Jennings presiding.
ROLL CALL:
Chairerinn
s >;
Present
Vice -Chair
$andelow
Present
Commissioner
Corning.
Present
Commissioner
: Grigorieff:
Present
Commissioner
Piper
Present
Commissioner
E11s4vorth
Absent
Staff Present Jim Hendryx, Director of Economic and Development Services
Don Dolenc, Associate Planner
Jon Stuart, Assistant City Attorney
Chair Jennings opened the workshop /meeting at 7pm, and led the Commissioners in the
flag salute.
Minutes
Commissioner Bandelow moved to accept the minutes of March 24, 2011 with a
correction, which added Lisa Ellsworth's name to the Planning Commission roll call.
Commissioner Corning seconded the motion, and it was unanimously approved.
Business from the Audience
There was none.
Communication
There was none.
Workshop — WDO
Discussions on the Woodburn Development Ordinance (WDO) continued from the last
workshop /meeting on April 28` One of the issues that was requested for further
discussion at the last meeting were the changes to the design review recommendations,
which are significant, allowing quasi- administrative notice and Planning Commission
review, depending on the size. Type I non - residential buildings show the most proposed
changes.
Non Residential Buildings
• New commercial buildings 500 square feet or less
• New industrial buildings 1,000 square feet or less
Planning Commission Meeting —May 12, 2011
Page 1 of 6
I
• Sites with existing buildings, expansions or new buildings that increase lot
coverage by 10% or less
• Change in use that increases required parking by 10% or less
• Fagade changes or structural changes requiring a building permit
• Establishment of a use in a building vacant for 6 months or more
Design review information from various cities was presented to the Commission.
Other Oregon Cities — Type I Design Review
v ........................................................................................................................................................................ ..............................,
City Thresholds
.............. ............................... v...... ............. .............................................. ............................ .............. I .............. ........................................ ...................................
.
's Albany Accessory buildings of any size in commercial and industrial zones and up to
750 square feet in mixed use zones
Beaverton Additions in residential or commercial zones up to 25% of the floor
area or 2,500 square feet.
• Additions in industrial zones up to 15% of the floor area or 30,000
square feet.
• Non - habitable buildings in commercial or industrial zones up to
1,000 square feet.
.............. ............................... _ ......................................................................................................... ........................................................................................
.....,
Eugene No Type I process
............................................. .................................. ....................................................................................................................................................................
;
Newberg Additions up to 1,000 square feet.
• New construction incidental to the main use on a developed site
which does not exceed 1,000 square feet.
• Nonresidential interior remodels up to 25% of the assessed
valuation of the existing structure.
• Multi- family remodels up to 25% percent of the valuation of the
existing structure.
.............. ............................... w ........................................................................................................................................................................ ...............................
Portland Proposals within an IR zone where the site has an approved impact
mitigation plan that includes quantitative or objective design review
guidelines.
..................................................................................................................................................................................................................... ...............................
Salem € Design reviews that are non - discretionary.
..................................................................................................................................................................................................................... ...............................
Tigard Expansion of a nonresidential use by less than 10% or 5,000 square
feet.
• Any other review that isn't a Type II.
............................. ............................................ . ..................................... ..... .................................................... ......................................... .............................. ......:
It was noted that some of the cities have an upper threshold limit. Woodburn does not.
Planning Commission Meeting — May 12, 2011
Page 2 of 6
10
Type II:
— Quasi - Administrative: Director makes decision, notice of the decision mailed to
surrounding property owners, appeal to City Council
— Access Permit to a City Major or Minor Arterial Street
— Architectural Standard Substitution
— Design Review, Type II
— Exception to Street Right of Way and Improvement Requirements
— Partition, Preliminary Approval
— Zoning Adjustment
Design Review, Type II:
— Non - residential structures 1,000 square feet or less in the RS, R1 S, RM, and P /SP
zones.
— Structures 2,000 square feet or less than in the CO, CG, DDC, and NNC zones
— Structures 3,000 square feet or less in the IP, IL, and SWIR zones
— For sites with existing buildings in the CO, CG, DDC, NNC, IP, IL, and SWIR
zones; expansions or new buildings that increase lot coverage by more than 10%
but less than 25%
— Change of use that results in an increase in required parking of more than 10% but
less than 25%
— Single family and duplexes in the NCOD zone, but excluding structures subject to
Type I review
Director Hendryx presented Type II information from other Oregon cities.
Other Oregon Cities — Type II
City
...............................
Albany
Beaverton
Eugene
Thresholds
...................................................................................................................................................... ...............................
• New development.
• Building expansions of 500 square feet or more or that reduce
parking spaces.
...................................................................................................................................................... ...............................
• New construction up to 50,000 square feet of non - residential floor
area where the development does not about any Residential
District.
• New construction up to 30,000 square feet of non - residential floor
area where the development abuts or is located within any
residential district.
• Additions less than 30,000 square feet that do not qualify for Type I
process.
All design reviews are Type II decisions.
Planning Commission Meeting — May 12, 2011
Page 3 of 6
11
Newberg Any new development or remodel which is not a Type I review.
................... I...................... h.............................................................................................................................................................. ...............................
Portland Proposals in the downtown or River Design districts up to 1,000
square feet in area, or alterations with a value of $386,550 or less.
• Proposals in other design districts with a value of $1,932,750 or
less.
• Proposals in C, E, I, and RX zones for fagade alterations of 500
square feet or less.
............................ .............. ;............................. ............................................. ....... ................................................................... ........................................
Salem No Type II process
Tigard A change that requires additional on -site parking .
• An increase in vehicular traffic exceeding 100 vehicles per day.
• Expansion of a nonresidential use by more than 10% excluding
expansions under 5,000 square feet.
- ._ - - - .............................................................................................. ...............................
Director Hendryx went on to cover the salient points of a Type III design review.
Type III Design Review:
— Quasi - Judicial: Notice of public hearing mailed to surrounding property owners, notice
of public hearing posted on the property, Planning Commission makes decision, notice of
the decision mailed to surrounding property owners, appeal to City Council
— Conditional Use
— Design Review, Type III
— Exception to Street Right of Way and Improvement Requirements
— Manufactured Dwelling Park, Preliminary Approval
— Phasing Plan for a Subdivision, PUD, Manufactured Dwelling Park
— Planned Unit Development (PUD), Preliminary Plan Approval
— Planned Unit Development (PUD), Design Plan Final Approval
— Special Conditional Use - Historically or Architecturally Significant
Building
— Special Use as a Conditional Use
— Subdivision Preliminary Approval
— Telecommunications Facility, Specific Conditional Use
— Variance
Design Review, Type III
• Non - residential structures in residential zones greater than 1,000 square feet
• Multi- family dwellings not meeting all architectural design guidelines and
standards
® Structures greater than 2,000 square feet in the commercial zones
• Structures greater than 3,000 square feet in industrial zones
Planning Commission Meeting —May 12, 2011
Page 4 of 6
12
• For sites with existing buildings in the commercial & industrial zones; expansions
or new buildings that increase lot coverage by more 25 %.
• Change of use that results in a greater than 25% increase in required parking
Other Oregon Cities - Type III
_. ...................................................................... ....I..........................
City
......................................>................................ ...............................
Albany No Type III process
....................................................................... ...............................
Eugene No Type III process
Newberg
Tigard
..... I .... I., ................
Beaverton
Portland
.... ...............................
Salem
................ ...............................
No Type III process
.......... ...............................
No Type III process
......................................................................................... ...............................
Thresholds
......................................................................................... ..............................:
............................................................................................................................... ...............................
• New construction of more than 50,000 square feet of non-
residential area where the development does not abut any
residential district.
• New construction of more than 30,000 square feet of non-
residential area where the development abuts or is located
within any Residential District.
• Additions more than 30,000 square feet.
............. .......... . ............... ............................................................................................................ . ..........................................
:
• Proposals over 1,000 square feet in area, or alterations with a
value over $386,550 in the Downtown or River Design Districts.
• Proposals with a value over $1,932,750 in other design districts.
........................ ... ..............
:
Design reviews that are discretionary.
In general, as long as the code of a city is written objectively, with limited
discretion, then notice is not necessary. Added discretion requires notice.
Director Hendryx reviewed Section 4.101, 4.102 and 4.103 in detail, noting where
there were format changes. He also reviewed Sections 5.101, 5.102 and 5.103,
after which there was a lengthy discussion amongst the Commissioners about the
proposed design threshold issues. They ended the meeting in concurrence with all
the proposed WDO recommendations from the Focus Committee.
Planning Commission Meeting — May 12, 2011
Page 5 of 6
13
Meeting
The next Planning Commission meeting /workshop will take place on Thursday,
May 26, 2011.
Adjournment
Commissioner Corning made a motion to adjourn the meeting. Commissioner Grigorieff
seconded the motion, and the meeting was adjourned at 9 pm.
APPROVED
Ric and Jennings, HAhk Date
ATTEST
times N.P. endryx Date
Economic & Development Services Director
City of Woodburn, Oregon
Planning Commission Meeting — May 12, 2011 Page 6 of 6
14
City of Woodburn
Recreation and Park Board Minutes rc
April 12, 2011 • 6:30 p.m.
OODBUR
1. CALL TO ORDER
The meeting and was called to order at 6:30 p.m.
Rosetta Wangerin; Board Chair was absent, Joseph Nicoletti; Board Secretary conducted the
meeting.
2. ROLL CALL
Position I Zandi Cox, Member (12/13)
Present 6:35pm
Position II (Student) Claudia Urias- Guerrero
Present
Position III Joseph Nicoletti, Board Secretary (12/13)
Present
Position IV Rosetta Wangerin, Board Chair (12/13)
Absent
Position V Bruce Thomas, Member (12/13)
Present
Position VI Cheryl Shepherd, Member (12/11)
Absent
Position VII Tony Waite
Present
3. APPROVAL OF MINUTES FROM
Bruce Thomas /Tony Waite - Motion to accept the
February 8, 2011 minutes as written.
The motion passed unanimously.
Bruce Thomas /Tony Waite - Motion to accept the March 8, 2011 workshop minutes as
written. The motion passed unanimously.
4. BUSINESS FROM AUDIENCE
None.
5. OLD BUSINESS
None.
6. NEW BUSINESS
Immanuel Lutheran Church Project
Jim gave a brief history of the proposed project that Immanuel Lutheran Church has
envisioned. He then introduced Terri Berkey- Gonzalez, representative from Immanuel
Lutheran Church, who showed a PowerPoint slide of the proposed site concept plan. Terri
explained that approximately five years ago, the church purchased 8 acres at Evergreen Rd
and Linfield Ave. The church then hired an architectural firm which developed a concept
plan incorporating their idea of a new church building, but also outdoor recreational spaces
that would be available for public use. She shared that the church is not in a position to start
construction on the church building, but they wanted to get the project going and has
$210,000 to start the project with a pre - building phase. This first phase would include a
gravel parking area, soccer field, walking paths, and landscaping. Talks within the church led
them to the idea of partnering with the city to help with operating the soccer field,
recreational features, landscaping maintenance and water for irrigation, all while allowing the
Page 1 of 5
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City of Woodburn
Recreation and Park Board Minutes rc
April 12, 2011 • 6:30 p.m. j ODBUR — ��`
VV 1V
City to utilize the outdoor recreational features for public use. She stated that this project
would be self - funded with grants and future fundraising. The Church will vote on this plan
on May 8 and if passed, they would like to start the first phase of this project along with a
city partnership. Jim stated that this area, south of Wal -Mart, has grown dramatically in
recent years, and as the Parks and Recreation Master Plan notes, is badly in need of
parkland. In fact, of the three new park locations recommended by the Master Plan, this area
is noted as the highest priority. This project would be made even more valuable if the City
were able to eventually acquire the adjacent six acre parcel immediately to the east. The
combination of these two sites could make for a very nice neighborhood park at some point
in the future. Discussion took place on NRPA standards for park size and whether this would
meet the city's need in future park acreage and potential grant opportunities. After the
discussion, the board unanimously agreed to support the development of a "joint use
agreement ".
7. DIVISION REPORTS FROM THE DEPARTMENT
Aquatics — Jim Row
Jim reported that they are now into the third month of the "Aquatic Center Turnaround
Project ". He gave the Board a copy of the new Spring Aquatic Program brochure that shows
the new marketing approach and modest program changes. They are currently working on the
Summer Aquatic Program brochure that will be the kick -off of all the new expanded dynamic
program opportunities. While still monitoring the finances, Jim found that revenues dropped
off January through February but was back up in March. The city expects and is projecting a
50% cost recovery from the Aquatic Center in next fiscal year's budget. Within the next
month, modifications in the lobby and reception area will take place.
Bruce asked about a "Dooms Day" scenario after listening to Scott Derickson at Kiwanis in
where he stated that if within next year's budget, it became a choice of public safety and the
pool, that public safety would be funded first. Bruce asked if the Center would be closed if
the cost recovery level dropped to 30 %. Jim replied that the goal is to get the Aquatic Center
efficient level of operation and keep it there. Bruce stated that he was trying to get Jim to go
on record, stating what the future plan would be if the cost recovery dropped back down to
30 %. He would like to see a benchmark system in place. He commented that during the
Kiwanis meeting, someone mentioned that the pool is not an aquatics center, but it is actually
just a swimming pool and that an aquatic center would have more amenities. Bruce
wondered if expanding the facility as discussed several years ago would make a larger impact
and bring in additional revenue. Discussion then took place on the resurfacing project, future
cost recovery expectations, and the possible building expansion that would give additional
space for dry -land exercises and classrooms. Bruce feels the project will be successful and
that it would be worthy for the City Council to put out for a facility expansion bond.
Zandi wanted to know if Jim had any information on how the revenue and attendance has
been doing. She indicated that her bigger concern is whether there has been a decline in the
use of the pool since the changes were implemented. Zandi also expressed a concern over
Page 2 of 5
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City of Woodburn
Recreation and Park Board Minutes rc
April 12, 2011 • 6:30 p.m. j ODBUR — ��`
VY 1V
the cost for families to utilize the Center, given Woodburn's demographics. Zandi also
commented that the pool water seems cold and wondered if there had been complaints.
Jim addressed concerns about patronage decline, family fee increase and pool temperature.
He replied that the decline in patron usage was expected during this phase of the project, but
he expects the numbers to increase once the summer programs start; for those having
difficulties with new fees, he encouraged them to fill out the Scholarship form available at
the front desk; the temperature is being monitored daily and is currently at 83 degrees but
they are trying to find the ideal temperature for all uses of the pool.
Recreation — Stu Spence
Youth Sports — T -Ball is underway with 105 participants this year.
Adult Sports — Men's Spring League has 24 teams participating and generates revenue for the
city.
Easter Egg Hunt — This year's event has grown every year and this year it will be held April
21 at Legion Park with 5,000 eggs, music and fun activities for the kids.
Pitch, Hit and Run — This National competition skills event will be held on April 23 at
Centennial Park in partnership with the Baseball Club.
Arbor Day — In the past, a donor gave 200 trees in partnership with the Networking Club of
Woodburn. This year, the donor wasn't able to give so educational and fun activities are
being planned that will raise awareness of the importance of trees. Coloring contests at the
After School Club and Library the week of April 25 with winners being announced the first
week in May.
Woodburn Reads — Woodburn Reads! Five Million Page Challenge involving schools, city
staff, Chamber members and Woodburn Public Library took place in February and were
successful in reading 3 million pages this year.
Active Adult Trips — These active adult trips are a sustainable program that remains very
popular. Next trip is to OMSI for a shell show and then in May they will attend a Tony
Bennett tribute.
Boys and Girls Club — "It Just Takes One" fundraising campaign with a goal of $10,000 is
underway for April. Over 28 local businesses are participating. Highlight is Hubbard
Chevrolet is donating $100 per new car bought in April. All day child care for $1.00 is
offered on non - school days for After School Club attendees at the Four Square Church. It
was suggested that the Boys and Girls Club obtain a Woodburn post office box for local
donations.
P.A.L. Mentoring — Received a $30,000 grant to sustain our mentoring program for another
year.
Parks and Facilities — Jim Row
Centennial Park
The construction contract still includes landscape maintenance until the end of May. Jim
stated that the park is in high use and staff is looking forward to a busy summer season and
the Dog Park remains very popular.
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City of Woodburn
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April 12, 2011 • 6:30 p.m. j ODBUR ��`
VV 1V
Mill Creek Greenway Project
Jim reported that as soon as the weather breaks the contractor will be back to complete the
gravel pathways. Also, Public Works is building the signage for the project and an Eagle
Scout will paint and install them. It was suggested that the Eagle Scout come to a meeting to
report, show pictures on the project when the project is complete. Discussion took place on
the winter wet conditions and how the creek water is breaching the bank along the pathway.
Wyffels Park
Jim updated the Board on the Settlemier Park boundary issue, and how that is holding up
approval of our Land and Water Conservation Fund grant for the Wyffels Park Playground
project. Zandi expressed concerns about funding projects in areas that are going to have
difficulty succeeding, as they are wet and not useable much of the year. She hopes that we
are very mindful of continuing developing some of those areas, since she lives by one and
sees it flood every time it rains. Discussion took place on master plans, vision process,
usability, current and future projects, park development and maintenance and how important
it is to stay mindful of how tax and grant dollars are being invested so that the community
would receive the greatest long term benefit.
Bruce commented that at Centennial Park, soccer games were being played on field four and
didn't think they should be. Bruce commented on how great the community garden sign on
First and Cleveland looks. Bruce feels that this will be a break out summer for Centennial
Park with people discovering the soccer fields, dog park, walking trails and baseball facility.
Bruce feels that the activity we see at Centennial Park needs to be captured and recorded to
project what could be possible at Legion Park. Legion Park is a gem of a real neighborhood
park that a walking trail could easily be put in and a dog park could easily be done. Legion
Park is also screaming for a playground.
Zandi agreed with Bruce and wants to focus more on how we allocate our resources to ensure
a better use of funds.
Joseph believes that Wyffels was next on the playground replacement list followed by
Legion Park. He also stated that Legion Park was indicated as a possible location for a
highly accessible playground.
8. FUTURE BOARD BUSINESS
• Matt Gwynn will give a report on the Adopt a Park Program at the May l O meeting.
• It was decided to schedule a park tour in lieu of the regular scheduled meeting in
June. A confirmed date will be decided later.
Page 4 of 5
18
City of Woodburn
Recreation and Park Board Minutes - T `'. Mir
April 12, 2011 • 6:30 p.m.
W"ODBUR
�T
9. BOARD COMMENTS
Tony Waite
• Its going really well and glad to be here and getting settled in.
Zandi Cox
• The Dog Park is a big hit and she is impressed with it and thanks to Jim and Stu for
their hard work.
Bruce Thomas
• None.
Claudia Urias - Guerrero
• She is looking forward to the park tour because she is not familiar with all the city
parks and feels that this will give her a better understanding during the monthly
meetings.
Joseph Nicoletti
• None.
10. ADJOURNMENT
Adj ournment was 8:OOpm
Joseph Nicoletti, Board Secretary Paulette Zastoupil, Recording Secretary
Date
Date
Page 5 of 5
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City of Woodburn
Recreation and Park Board Minutes rc
May 10, 2011 • 6:30 p.m. jOODBU 0.
1. CALL TO ORDER
The meeting and was called to order at 6:30 p.m.
2. ROLL CALL
Position I Zandi Cox, Member (12/13) Present
Position II (Student) Claudia Urias- Guerrero Absent
Position III Joseph Nicoletti, Board Secretary (12/13) Present
Position IV Rosetta Wangerin, Board Chair (12/13) Present
Position V Bruce Thomas, Member (12/13) Present
Position VI Cheryl Shepherd, Member (12/11) Present
Position VII Tony Waite Absent
3. APPROVAL OF MINUTES FROM April 12, 2011
The Board asked that the minutes be revised.
4. BUSINESS FROM AUDIENCE
None.
5. OLD BUSINESS
None.
6. NEW BUSINESS
Adopt — A — Park Program Proj ect Update — Matt Gwynn
Matt Gwynn, Maintenance Division Manager, reported to the Board that spring time is their
busiest time of the year. His division has switched to 7 day a week service to better serve the
public in the parks. For the Adopt -a- Program, Matt has developed a general maintenance list
for each city park that each park adoptee. The goal of this plan is to help the regular park
maintenance staff maintain the city parks during this busy time of the year. He gave an
example of Senior Estates Park, in which the adoptee is Woodburn's Lions Club. The list
includes; litter patrol, sweep handicapped ramp with push broom, keep trails clear, trim grass
around park sign, pull weeds from flower beds, report graffiti and maintain horseshoe pits.
He stated that all the lists include; monitor usage of the park and its amenities, watch for rule
violations and inappropriate actions. Matt is making sure all parks have current rules posted
and phone numbers to call.
New adoptees to the program are; Settlemier Park, Woodburn Boys and Girls Club;
Centennial Park, Rotary Club; Wyffles Park, Wyffels Park Neighborhood.
Rosetta asked if push mowers could be used on the higher ground in Wyffels Park as she
realizes the lower ground is too wet for the bigger mowers. Bruce asked about putting in a
drainage field for the playground equipment when that section is developed. Matt responded
that the lower section is in a flood plain and has restrictions but the playground is going to be
Page 1 of 5
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City of Woodburn
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May 10, 2011 • 6:30 p.m. j ODBUR��`
VY 1V
placed where the ground doesn't flood. Discussion took place on wetland impacts, required
mitigation, flood plain restrictions and permitting processes. Jim indicated that provisions
for drainage can be incorporated into the wood chip play area. Matt produced a draft of what
the Adopt -A -Park signs would look like with the adoptees name displayed on them. Joseph
asked if there was a color code for parks to follow. Jim responded that there was no policy
on color but all park signs follow the same design format. Bruce asked if Cowan Park had
been adopted and Matt responded that it has not. Matt stated that he would provide a map,
slide show and complete list of the Adopt -a -Park adoptees next time he reports to the Board.
Rosetta asked if anyone had talked to the Front Street Park neighborhood. Matt stated that
Front Street Park was a difficult park to find an adoptee and it would be good to get the
neighborhood involved. Jim stated that we generally have high school groups conducting
park cleanup projects each spring as a component of their required service projects.
Just for informational purpose only, Matt referenced the City's Storm Drain Run -off and
Surface Management Plan and discussed how it recommends that animal waste be managed
in City parks to reduce its impact on surface and ground water. Bruce wanted to clarify that
Matt was specifically referencing dog waste and the fact that people are not adequately
cleaning up after their dogs while visiting City parks, including the dog park, even though the
City provides all the necessary material and tools. Discussion took place on the City parks
equipped with dog waste units, non -users of the units and tools. Zandi commented that
when using the dog park, she has found it is difficult to pick up waste when the grass is long.
She also mentioned that the dog park is highly used between 3 — 6 pm daily and suggested
that someone from the City approach this group to help maintain and police the area. Joseph
asked if there was anything a person could do when they see people not picking up after their
pet. Though further discussion, it was decided that finding a user group to adopt and
maintain the dog park was the best solution. Bruce asked if animal waste is a serious
problem for the water table. Matt answered, not now, but feels that educating people is the
best way to head off future problems. Joseph noted a mistake in the per unit pet waste
weekly service calculations that Matt distributed.
7. DIVISION REPORTS FROM THE DEPARTMENT
Aquatics — Jim Row
Jim provided copies of the flyers and the final draft of the summer brochure showcasing the
new aquatic programs. He stated that the Turn- around Project is getting to the part of
expanding programs, increasing marketing, attendance and revenue. J.P. Moss reported to
City Council on May 9 regarding the status of the project. Jim highlighted some of the recent
accomplishments, including the new Aqua Zumba class, expanded swim times, the new
ADA lift chair, and the coming lobby improvement project which will bring fresh paint, new
signage, rubber flooring in fitness area, retail space, and expansion of front counter. He
mentioned that custodial duties have expanded, assigning one staff member to clean the
facility 5 nights a week increasing the level of consistency. Expenditures have continued to
stay low and next year's proposed budget projects Center revenues will recover 50% of its
expenses. Nest fiscal year, the savings will be re- invested into the facility; tile cleaning and
repair, replacing the strip drains in the deck and replastering the pool. Bruce asked about the
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May 10, 2011 • 6:30 p.m. j ODBUR — ��`
VY 1V
budget process and Jim answered that the budget committee was meeting this Saturday.
Recruitment process for the new Aquatic Supervisor is underway, with the job announcement
closing this Friday and interviews in the next couple weeks. The new supervisor will start
July 1. Filling this position with the "right individual" is the most significant component of
ensuring the Turn - around Project is successful. Rosetta asked if the job announcement was
receiving a good response and what the salary range difference was between the Aquatic
Manager and Aquatics Supervisor. Bruce asked about the interview panel and suggested a
broad cross section of patrons and citizens. He was also concerned that the proposed salary
would not attract the right caliber of candidate. Jim assured him that they would not hire the
wrong person and if they had to adjust the salary for the right person, they would take a look
at it.
Jim reported that the recently increased pool temperature of 83.5 — 83.7 degrees seems to be
a pretty good compromise for all users. Bruce asked if there was a time the pool temperature
dropped below 80 degrees and Jim responded that a couple weeks ago on a Friday that the
pool was back - washed and the staff forgot to turn the heater back on until it was discovered
Monday morning. In that instance, the pool dropped to 81 degrees. Bruce asked if they were
going to change the tiles on the spa. Jim replied the tiles were just going to be cleaned with a
soda blasting process. Zandi asked about the rusty metal support columns in the spa. Jim
replied that the columns had been recently repaired. Jim also mentioned that the new
Aquatic Center website is almost complete and has the look and feel of the summer brochure.
The domain name is swimwoodburn.com and all previous domains will be re- directed to this
new one.
Recreation — Stu Spence
Youth Sports — Last week of T -Ball with 105 participants this year.
Adult Sports — Men's Spring League concludes with playoffs May 21 -23.
Easter Egg Hunt — This year's event April 21 at Legion Park had more kids than ever.
Every year it just gets better.
Pitch, Hit and Run — This National competition skills event will be held on April 23 at
Centennial Park in partnership with the Baseball Club. It had a limited turn out this year and
Stu will be rethinking the program.
Arbor Day — Coloring contest winner are hanging in the library window and prizes have been
delivered.
Boys and Girls Club — "It Just Takes One" fundraising campaign is totaling funds. Hubbard
Chevrolet was the leader in business support with a $1400 donation (14 cars sold in April).
P.A.L. Mentoring —We have selected our new Mentor Coordinator, Lorena Ramirez. She is
attending training in Orlando, Florida and will launch the 2nd phase of that program in couple
of weeks.
Summer Day Camp — Stu shared the process of selecting camp staff with group interviews
and hands -on activities on Thursday. Camp for Kinder through teens this year will run June
13 — August 12 at Heritage & Valor schools.
Y .A.B. — The Youth Advisory Board attended the Day of the Child at French Prairie Middle
School, May Day at the Downtown Plaza and Teen Health Fair at the High School.
Page 3 of 5
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City of Woodburn
Recreation and Park Board Minutes rc
May 10, 2011 • 6:30 p.m. j ODBUR — ��`
VV 1V
Out and About Activity Guide — Stu is working with the publishing company to slowly phase
in a new design concept that would include a full color brochure. The goal is make the guide
interactive, fun and more engaging.
Zandi asked how the department was handling walk -in and phone translations. Stu replied
that Robyn Stowers, Community Relations Officer receives most phone calls because of the
translated Out and About bi- lingual City staff is always willing to help and the majority of
his staff is bi- lingual.
Parks and Facilities — Jim Row
Wyffels Park
Jim mentioned that Emmanuel Lutheran Church has shown interest in repairing the park sign
at Wyffles Park. Public Works is taking the sign down, coating it with an oil base finish and
on June 11 the church will remove the tall grass in the sign area, re- install the sign and place
bark dust around it.
Centennial Park
Jim reported the biggest issue now has been working with the contractor to get the ball fields
in shape. There is a serious weed infestation in the new turf and the contractor is trying to
get it under control. It is possible that the fields will not be ready for use until mid -June.
Also, the Mid - Valley Baseball Association entered into an agreement to operate the
concession stand and will pay 10% of revenues raised to the city for the 2011 season.
Mill Creek Greenway Project
Jim reported that it will probably be July or August before the final bit of work is completed.
Joseph asked whether we had to return state grant funds and Jim explained how the State
provided a matching grant and reimburses the City for a fixed percentage of eligible
expenses.
Other
Jim thanked Woodburn Public Works for installing a drinking fountain at Settlemier Park.
Rosetta asked that clip boards and paper for notes be provided for the park tour.
Zandi suggested that gloves and bags be provided to pick up trash throughout the parks while
on the park tour.
8. FUTURE BOARD BUSINESS
None.
9. BOARD COMMENTS
Rosetta Wangerin
• Thanked Joseph for chairing the April meeting.
Rnire Thnmae
• Asked what additional funds were requested for projects in the 2011 -2012 budget.
Jim replied that 2011 -2012 budget was very tight and no additional funds were
requested.
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City of Woodburn
Recreation and Park Board Minutes rc
May 10, 2011 • 6:30 p.m. j ODBUR — ��`
VV 1V
• Asked if the grassy area at Front Street Park was for volleyball or soccer and Jim
replied that it is a non - designated open play field.
• Asked if the volleyball area at Legion Park was going to be re- sanded and
maintained. Jim stated that he would talk to the Woodburn Kiwanis, Adopt -a -Park
adoptee, about adding this to their list.
• Asked if the summer market component with Music in the Park was happening. Jim
replied yes, and that it was going to be set up on First Street this year.
• Stated that the unsightly, damaged property, across from the Downtown Plaza needs
to be fixed. He stated that he has observed nothing being done to repair the property
for four weeks and it is just too much and something needs to be done. Jim stated
that it is not a park issue, but he would check with the Economic and Development
Services Department to determine who owns the property.
10. ADJOURNMENT
Adj ournment was 8:OOpm
Joseph Nicoletti, Board Secretary Paulette Zastoupil, Recording Secretary
Date
Date
Page 5 of 5
24
To: Jim Hendryx, Economic and Development Services Director
From: Building Division
Subject: Building Activity for May 2011
I: \Community Development \Building \Building Activity \B1dgAct - 201 1 \Bldg Activity - Memos \memo - May 201 Ldoc
25
2009
2010
2011
No.
Dollar Amount
No.
Dollar Amount
No.
Dollar Amount
Single - Family Residential
1
$160,458
3
523,797
0
$0
Multi - Family Residential
0
$0
0
$0
0
$0
Assisted Living Facilities
0
$0
0
$0
0
$0
Residential Adds & Alts
7
$114,300
0
$0
3
$8,967
Industrial
1
$80,000
0
$0
1
$12,100
Commercial
2
$7,000
9
$281,844
8
$654,900
Signs and Fences
0
$0
1
$9,695
0
$0
Manufactured Homes
1
$5,000
0
$0
0
$
TOTALS
12
$366,758
13
$815,376
$675,967
Fiscal Year to Date (July 1 —
June 30
$8,981,913
$9,985,615
$15,292,835
I: \Community Development \Building \Building Activity \B1dgAct - 201 1 \Bldg Activity - Memos \memo - May 201 Ldoc
25
W OODBURN
June 13, 2011
TO: Honorable Mayor and City Council
FROM: N. Robert Shields, City Attorney
Scott Russell, Police Chief
SUBJECT: Ordinance Amendments Related to Nuisance Abatement
RECOMMENDATION
Adopt the attached ordinance amending the Master Fee Schedule to modify
the administrative fee related to nuisance abatement completed by the City
and clarifying the section of the Civil Infraction Ordinance related to service of
documents.
BACKGROUND
Recent discussion of nuisance ordinance enforcement regarding tall grass
complaints has led us to reexamine two issues: (1) Should the administrative fee
related to nuisance abatement by the City be modified? and (2) In the City's
current process, is there an adequate deterrent for noncompliant individuals
who create a nuisance (i.e., let their grass grow and have the City mow it)? We
believe that improvements can be made as discussed below.
DISCUSSION
Should the administrative fee related to nuisance abatement by the City be
modified?
Yes. We believe this fee should be modified.
Each year the Code Enforcement Division of the Police Department handles
hundreds of nuisance complaints. Most of these are resolved by achieving
voluntary compliance. In a small minority of cases, however, the City is forced
to complete the nuisance abatement itself. The procedure under the Nuisance
Ordinance is: (1) Open an incident and send notice to the owner, (2) Follow -up
to see if it has been mowed, if not follow -up with the owner to try and gain
compliance (3) If no compliance, then have City may Cite and /or abate the
Agenda Item Review: City Administrator _x_ City Attorney _x_ Finance _x
26
Honorable Mayor and City Council
June 13, 2011
Page 2
nuisance, (4) Bill property owner, and (5) If property owner does not pay the bill,
then have the Finance Departments record a lien against the property.
The Nuisance Ordinance allows the City to recover the expenses incurred when
the City abates a nuisance. In addition to the recovery of these abatement
costs, the City charges an administrative fee. We believe the amount of this fee
should be reevaluated. Since abatement expenses vary tremendously from
case to case, we are recommending that the administrative fee applicable in
these cases be set at 10% of the total abatement costs with a minimum fee of
$75 and a maximum fee of $1000.
The attached ordinance amends the Master Fee Schedule to modify the
administrative fee. An emergency clause is included so that enforcement can
be immediately improved.
Is there an adequate deterrent for noncompliant individuals who create a
nuisance?
In recent years the number of properties requiring abatement has steadily
increased. We believe that increased administrative enforcement under the
Nuisance Ordinance can be used to increase the deterrent effect for
noncompliant individuals. In the past nuisance enforcement has generally
included abatement or citation, but only rarely both. However, in cases where
the City performs the abatement, the noncompliant individuals can be cited
into the Woodburn Municipal Court in addition to being billed for abatement
costs. Failing to pay for the abatement will lead to them having a lien against
their property recorded.
A violation of the Nuisance Ordinance constitutes a Class I Civil Infraction,
which has a $750 penalty. If the cited person fails to appear in court, a default
judgment can be taken against them. Both issuing a citation and recording a
lien when necessary will substantially increase the deterrent effect. Due to the
increase in cases and associated costs staff recommends this procedural
change.
Additional Amendment Related to Service of Documents
When an individual is cited for violation of the Nuisance Ordinance, the citation
is processed according to the procedures contained in the Civil Infraction
Ordinance. A section of that ordinance related to service of documents needs
clarification. Revision of this section will make it clear that "out of City" and "out
27
Honorable Mayor and City Council
June 13, 2011
Page 3
of State" defendants can be served by any method permitted by the Oregon
Rules of Civil Procedure
FINANCIAL IMPACT
The Code Enforcement Division has approximately 67 open cases involving tall
grass. While the financial impact of implementing the changes discussed in this
report is unknown, we are hopeful that the changes will encourage voluntary
compliance and thereby reduce costs.
28
COUNCIL BILL NO. 2865
ORDINANCE NO. 2478
AN ORDINANCE AMENDING ORDINANCE 2433 (THE MASTER FEE SCHEDULE) TO
MODIFY THE ADMINISTRATIVE FEE IN CASES WHERE NUISANCE ABATEMENT IS
COMPLETED BY THE CITY; AMENDING ORDINANCE 1998 (THE CIVIL INFRACTION
ORDINANCE) TO CLARIFY THE SECTION RELATED TO SERVICE OF DOCUMENTS; AND
DECLARING AN EMERGENCY
WHEREAS, Ordinance 2433 (the Master Fee Schedule) contains a fee
related to nuisance abatement, and
WHEREAS, this fee was established some time ago should be revised; and
WHEREAS, Ordinance 1998 (the Civil Infraction Ordinance) provides the
procedural framework for the processing of nuisance abatement complaints;
and
WHEREAS, the section of the Civil Infraction Ordinance related to the
service of documents should be clarified, and
WHEREAS, these modifications to the Master Fee Schedule and the Civil
Infraction Ordinance will assist in the implementation of effective nuisance
abatement, NOW, THEREFORE,
THE CITY OF WOODBURN ORDAINS AS FOLLOWS:
Section 1. Ordinance 2433 (the Master Fee Schedule) is amended to
modify the administrative fee related to nuisance abatement as follows:
Nuisance Abatement - Pursuant to Section 21 of Ordinance 2338, the
administrative fee in cases where nuisance abatement is completed
by the City shall be 10% of the total of the actual costs incurred by the
City in physically abating the nuisance. This fee shall be a minimum of
$75 and shall not exceed $1000.
Section 2. Section 2 (B) of Ordinance 1998 (the Civil Infraction Ordinance)
is amended to read as follows:
Summons - Service of the uniform citation and complaint may be
made by personal service upon the responsible party or by any other
method provided for in this section. Service may be made outside the
City and outside the State of Oregon. Service of the uniform citation
Page 2 - Council Bill No. 2865
Ordinance No. 2478
29
and complaint may be made in accordance with any method of
service permitted in the Oregon Rules of Civil Procedure, including but
not limited to service by mail under ORCP 7D(2) (d).
Section 3. This Ordinance being necessary for the immediate preservation
of the public peace, health and safety so that improved enforcement of the
Nuisance Ordinance can occur, an emergency is declared
to exist and this Ordinance shall take effect immediately upon passage by the
Council and approval by the Mayor.
Approved as to form:
City Attorney Date
Approved:
Kathryn Figley, Mayor
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Christina Shearer, City Recorder
City of Woodburn, Oregon
Page 2 - Council Bill No. 2865
Ordinance No. 2478
11
W OODBURN
June 13, 2011
TO: Honorable Mayor and City Council through City Administrator
FROM: Ignacio Palacios, Finance Director
SUBJECT: Resolutions Regarding State Revenue Sharing
RECOMMENDATION
Consider testimony received during the public hearing and approve the
resolutions declaring the City's election and qualification to receive State
Revenue Sharing.
BACKGROUND
In order for the City of Woodburn to receive a share of state revenues
apportioned and distributed to the cities of the state during fiscal year 2011-2012
as provided in ORS 221.770, the City Council must enact an ordinance or
resolution expressing that election and file the same with the Oregon
Department of Administrative Services no later than July 31.
DISCUSSION
The approved 2011-2012 Budget includes state shared revenues of $230,000 that
offset costs for street lighting. Historically, these revenues have been used for
street associated maintenance and projects. The use of the state shared
revenue is consistent with prior years.
FINANCIAL IMPACT
The resolutions declare the City's election and qualification to receive State
Revenue Sharing in fiscal year 2011-2012 and are estimated to be $230,000.
Agenda Item Review: City Administrator _X City Attorney _X_
Finance
31
COUNCIL BILL NO. 2866
RESOLUTION NO.] 995
A RESOLUTION DECLARING THE CITY OF WOODBURN'S ELECTION TO
RECEIVE STATE REVENUE SHARING
WHEREAS, the City of Woodburn desire to receive a share of state
revenues apportioned and distributed to the cities of the state during
fiscal year 2011-2012 as provided in ORS 221.770, and
WHEREAS, ORS 221.770(1) (a) requires that any city electing to
receive a distribution must enact an ordinance or resolution expressing
that election and file the same with the Oregon Department of
Administrative Services no later than July 31, and
WHEREAS, ORS 221.770(1) (b) requires that any city electing to
receive a distribution must hold at least one public hearing at which
citizens have the opportunity to provide written or oral comment on the
possible uses of the distributions, and
WHEREAS, the City must certify its compliance with the statutory
provisions to the Oregon Department of Administrative Services before
July 31, NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City of Woodburn hereby elects to receive
distributions of state revenues during fiscal year 2011-2012 pursuant to ORS
221.770(1) (a).
Section 2. The City Council hereby certifies that it conducted a
public hearing, after giving public notice, on June 13, 2011 and called for
written and oral comment on the possible uses of the distributions and
that the hearing complied with all statutory requirements.
Section 3. The City Recorder is directed to certify compliance with
the public hearing requirements with the Oregon Department of
Administrative Services by July 31, 2011.
Page 1 - COUNCIL BILL NO. 2866
RESOLUTION NO. 1995
32
Approved as to Form:
City Attorney Date
APPROVED:
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Christina Shearer, City Recorder
City of Woodburn, Oregon
Page 2 - COUNCIL BILL NO. 2866
RESOLUTION NO. 1995
Kathryn Figley, Mayor
33
COUNCIL BILL NO. 2867
RESOLUTION NO. 1996
A RESOLUTION CERTIFYING SERVICES FOR STATE REVENUE SHARING
WHEREAS, ORS 221.760 provides as follows:
The officer responsible for disbursing funds to cities
under ORS 323.455, 366.785 to 366.820 and 471.805
shall, in the case of a city located within a county
having more than 100,000 inhabitants according to
the most recent federal decennial census, disburse
such funds only if the city provides four or more of
the following services:
(1) Police Protection
(2) Fire protection
(3) Street construction, maintenance,
and lighting
(4) Sanitary sewer
(5) Storm sewers
(6) Planning, zoning, and subdivision
control
(7) One or more utility services, and
WHEREAS, the city recognizes the desirability of assisting the state
officer responsible for determining the eligibility of cities to receive such
funds in accordance with ORS 221.760, NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That the City Council of the City of Woodburn hereby
certifies that it provides the following four or more municipal services
enumerated in Section 1, ORS 221.760:
Police protection
Street construction, maintenance, and lighting
Sanitary sewer
Storm sewers
Planning, zoning, and subdivision control
One or more utility services
Page 1 - COUNCIL BILL NO. 2867
RESOLUTION NO. 1996
2
Approved as to Form:
City Attorney Date
APPROVED:
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Christina Shearer, City Recorder
City of Woodburn, Oregon
Page 2 - COUNCIL BILL NO. 2867
RESOLUTION NO. 1996
Kathryn Figley, Mayor
35
W OODBURN
June 13, 2011
TO: Mayor and City Council through City Administrator
FROM: Ignacio Palacios, Finance Director
SUBJECT: FY 2011 -2012 Approved Budget
RECOMMENDATION
Conduct a public hearing and approve the resolution adopting the budget and
capital improvements plan, making appropriations, and declaring and
categorizing taxes for fiscal year 2011-2012.
BACKGROUND
The Budget Committee of the City of Woodburn met and adopted its Approved
Budget on May 14, 2011. A financial summary of the Approved Budget and a
notice of the Budget hearing before the City Council was published in the
"Woodburn Independent" on Wednesday, June 8, 201 1 according to the
requirements of Oregon Local Budget Law (ORS 294.416). The City Council may
take action to adopt the Budget once the budget hearing has been held and
testimony has been heard and considered.
DISCUSSION
Under Oregon Budget Law the City Council may `modify' the Budget
Committee's approved Budget by an amount not to exceed 10% of the
Approved Budget. Subsequent to the approval of the fiscal year 2011-2012
Budget a clerical error was discovered in personal services - the total impact of
that error across all funds is $5,779 ($2,463 is attributable to the General Fund).
As previously reported by the City Administrator the Woodburn Police
Association has approved a one year extension of the current bargaining
agreement that was set to expire June 30, 2011. The 3% COLA adjustment has
been added into the General Fund - Police Department to reflect that change
(the net effect of that change is $57,622).
Agenda Item Review: City Administrator _X City Attorney _X_
Finance
Q
Honorable Mayor and City Council
June 13, 2011
Page 2
At a previous City Council meeting the City Council authorized the City
Administrator and the Chief of Police to submit an application for a four (4) year
COPS Grant - if awarded the grant would provide up to $80,000 per year for
three years for the addition of an entry level police officer. The revenue and
offsetting personal appropriations were not known at the time the budget went
to the Budget Committee and are reflected here. The total cost for an
additional entry level police officer (including benefits) would be $77,250. This
position will not be filled unless the grant is awarded.
Additionally, the City's Retired Seniors Volunteer Program (RSVP) has been
reduced by the Federal Government and is being funded for only a nine (9)
month period at a 20% reduction - the program will be reviewed again in March
2012 and a decision will be made at the federal level to continue or discontinue
the program. Community Services is providing an additional $2,000 to maintain
the current level of service for the period.
The changes noted above are summarized in the attached Exhibit A.
The total recommended changes to the approved fiscal year 2011-2012 budget
increase appropriations by $70,217 to a total appropriation across all funds of
$49,199,466 or 0.1 % change from the Approved Budget.
FINANCIAL IMPACT
The resolution adopts the fiscal year 2011-2012 annual budget of $49,199,466.
37
City of Woodburn
FY 2011 -12 Approved Budget Changes
Exhibit A
Fund
Approved
Change
Revised
General
Grants
(179,110)
(77,250)
(256,360)
City Recorder
53,667
297
53,964
Finance
319,254
912
320,166
Municipal Court
214,949
410
215,359
Police
6,280,095
134,872
6,414,967
Swim Center
509,167
436
509,603
Community Services
426,780
(1,592)
425,188
Debt Service
-
51,772
51,772
Transfers
476,331
(50,072)
426,259
Contingency
1,599,134
(60,085)
1,539,049
Transit
Personal
329,977
361
330,338
Contingency
19,835
(361)
19,474
RSVP
Beginning Fund Balance
(8,900)
(2,770)
(11,670)
Grants
(57,736)
12,103
(45,633)
Transfers In
(28,259)
(2,300)
(30,559)
Supplies & Services
12,673
(7,033)
5,640
Water Well /Distrib Contruction
Supplies & Services
140,000
80,000
220,000
Transfers
80,000
(80,000)
-
Water
Personal
1,279,863
526
1,280,389
Contingency
167,947
(526)
167,421
Sewer
Personal
1,287,114
360
1,287,474
Contingency
290,198
(360)
289,838
Self Insurance
Personal
56,030
2,069
58,099
Contingency
339,483
(2,069)
337,414
Q
COUNCIL BILL NO. 2868
RESOLUTION NO. 1997
A RESOLUTION ADOPTING THE BUDGET AND CIP, MAKING APPROPRIATIONS, AND
DECLARING AND CATEGORIZING TAXES FOR FISCAL YEAR 2011 -2012
WHEREAS, the Budget Committee of the City of Woodburn met and
approved the Proposed Budget on May 14, 2011, and
WHEREAS, the Notice of Budget Hearing and Financial Summary were
published in the "Woodburn Independent" as required by ORS 294.416, and
WHEREAS, a public hearing was held on June 13, 2010, and
WHEREAS, a public hearing was held on June 13, 2010, NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City Council of the City of Woodburn hereby adopts the
budget for fiscal year 2011 -2012 in the sum of $49,713,675. A copy of the
budget document is now on file at City Hall, 270 Montgomery Street, Woodburn,
Oregon.
Section 2. The amounts for the fiscal year beginning July
purposes shown below are hereby appropriated as follows:
General
Transportation Impact Fee
Council & Mayor
44,926
Supplies and Services
Administration
170,522
Debt Service
City Recorder
53,964
Capital Outlay
City Attorney
140,333
Contingency
Finance
320,166
Total
Human Resources
49,668
Municipal Court
215,359
Storm Water SDC
Nondepartmental
309,955
Supplies and Services
Police
6,414,967
Capital Outlay
Library
1,233,480
Contingency
Recreation
512,575
Total
Swim Center
509,603
C.S Administration
425,188
PW Facility Construction
Planning
386,507
Transfers Out
Parks Maintenance
625,952
Debt Service
51,772
Sewer Capital Improvement
Transfers
426,559
Debt Service
Contingency
1,354,049
Transfers Out
Total
13,245,545
Total
Page 1 - Council Bill No. 2868
Resolution No. 1997
2011 and for the
805,850
34,519
1,185, 753
4,000,000
6,026,122
30,000
316,531
34,969
381,500
11,000
29,102
7,998
37,100
0
General Op Reserve
Sewer Construction
Transfers
73,000
Supplies and Services
1,210,000
Debt Service
2,514,599
Transit
Capital Outlay
2,076,495
Labor and Benefits
330,338
Contingency
1,030,627
Supplies and Services
261,343
Total
6,831,721
Capital Outlay
8,025
Contingency
19,474
Water Well /Distribution Construction
Total
619,180
Supplies and Services
220,000
Debt Service
1,155,417
Building Inspection
Capital Outlay
1,847,456
Labor and Benefits
208,815
Contingency
1,167,910
Supplies and Services
88,826
Total
4,390,783
Contingency
83,455
Total
381,096
Water
Labor and Benefits
1,280,389
Search & Seizure
Supplies and Services
721,890
Supplies and Services
24,000
Capital Outlay
40,025
Transfers Out
336,000
Weed & Seed
Contingency
167,421
Labor & Benefits
129,445
Total
2,545,725
Supplies & Services
58,545
Total
187,990
Sewer
Labor and Benefits
1,287,474
State Revenue Sharing
Supplies and Services
1,038,917
Transfers Out
75,000
Capital Outlay
126,019
Transfers Out
695,000
Housing Rehab
Contingency
289,838
Labor and Benefits
10,708
Total
3,437,248
Supplies and Services
89,340
Contingency
28,222
Water SDC
Total
128,270
Supplies and Services
35,000
Capital Outlay
313,207
RSVP
Contingency
37,993
Labor and Benefits
82,222
Total
386,200
Supplies and Services
5,640
Total
87,862
SewerSDC
Supplies and Services
12,000
Cable Franchise
Capital Outlay
95,263
Supplies and Services
28,800
Total
107,263
Contingency
1,000
Total
29,800
Surface Water /Collections
Labor and Benefits
227,354
Street
Supplies and Services
47,561
Labor and Benefits
458,627
Capital Outlay
9,506
Supplies and Services
677,935
Contingency
53,494
Capital Outlay
8,025
Total
337,915
Transfers Out
225,000
Contingency
40,755
Information Services
Total
1,410,342
Labor and Benefits
339,027
Supplies and Services
364,405
City Gas Tax
Capital Outlay
120,300
Supplies and Services
65,884
Contingency
35,942
Capital Outlay
309,256
Total
859,674
Contingency
15,268
Total
390,408
Central Stores
Transfers Out
1,800
Page 2 - Council Bill No. 2868
Resolution No. 1997
Bonded Debt
Supplies and Services
639
Insurance
Capital Outlay
Debt Service
514,431
Laborand Benefits
58,099
Contingency
135,130
Supplies and Services
493,865
Total
650,200
Contingency
337,414
Total
889,378
Bancroft Bond
Transfers Out
6,520
Technical & Environmental Services
Capital Outlay
558,002
Laborand Benefits
1,111,366
Economic Development
Total
Supplies and Services
299,503
Transfers Out
71,600
Transfers Out
5,000
Contingency
99,438
Police Construction
Capital Outlay
Total
1,515,307
Supplies & Services
50
Total
Capital Outlay
51,250
Building Maintenance
Total
51,300
Laborand Benefits
373,507
Supplies and Services
342,968
General Fund CIP
Contingency
62,500
Capital Outlay
320,000
Total
778,975
Contingency
12,500
Total
332,500
Equipment Replacement
Capital Outlay
655,474
Special Assessment
Supplies & Services 4,852 Library Endowment
Capital Outlay 200,000 Contingency 26,084
Contingency 764,148
Total 969,000 Museum Endowment
Contingency 2,784
Street /Storm Capital Improvement
Supplies and Services
119,193
Total Appropriations 49,014,466
Capital Outlay
558,002
Contingency
28,605
Total
705,800
Unappropriated Reserve
General Fund 185,000
Parks SDC
Supplies and Services
20,347
Capital Outlay
80,000
Total Budget 49,199,466
Contingency
252,653
Total
353,000
Section 3. The City Council of the City of Woodburn herby imposes the taxes
provided for in the adopted budget at the rate of $6.0534 per $1,000 of
assessed value for operations and in the aggregate amount of $530,000 for
bonds. These taxes are hereby imposed and categorized for tax year 2011-2012
based upon assessed value of all taxable property within the City.
General Government
General Government $6.0534/$1,000
Public Safety Debt Service -
Page 3 - Council Bill No. 2868
Resolution No. 1997
Excluded from Limitation
$ 530,000
41
Section 4. The City Council of the City of Woodburn hereby adopts the City of
Woodburn Capital Improvement Program (CIP) for fiscal year 2011 -2012. A
copy of the CIP document is now on file in City Hall, 270 Montgomery Street,
Woodburn, Oregon.
Section 5. The City Council of the City of Woodburn hereby adopts the pay
table for fiscal year 2011-2012 and includes it as part of the adopted budget.
Approved as to Form:
City Attorney Date
APPROVED:
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
Kathryn Figley, Mayor
ATTEST:
Christina Shearer, City Recorder
City of Woodburn, Oregon
Page 4 - Council Bill No. 2868
Resolution No. 1997
42
W OODBURN
June 13, 2011
TO: Woodburn Urban Renewal Agency - Honorable Mayor and City
Council
FROM: Ignacio Palacios, Finance Director
SUBJECT: Reimbursement Agreement for Services, Materials and Projects
RECOMMENDATION
It is recommended that the City Council authorize, the City Administrator to
execute the attached reimbursement agreement between the Woodburn
Urban Renewal Agency and the City of Woodburn for fiscal year 2011/12.
BACKGROUND
In April 2005 the City Council and Urban Renewal Agency authorized the
execution of a reimbursement agreement for the administration and materials
expenditures. The agreement between the City of Woodburn and the URA has
been approved in subsequent years since 2005.
DISCUSSION:
Tax receipts of $540,000 and interest of $2,000 are estimated to be received in
2011/12, and Beginning Fund Balance is forecast to be $1,200,000 providing total
resources of $1,742,000 for FY 2011/12. Of that amount, $342,000 must be
reserved for debt service. The balance ($1,400,000) can be used to retire debt
and reasonable administrative costs - the proposed reimbursement amount is
$55,000 or 3.2% of the total adopted budget.
The attached agreement facilitates the Agency's reimbursement of costs
advanced by the City for the 2011-2012 fiscal year and is consistent with the
agreements adopted in prior fiscal years.
Agenda Item Review: City Administrator _x City Attorney _x_
Finance
43
Honorable Mayor and City Council
June 13, 2011
Page 2
FINANCIAL IMPACT
Total administrative and materials costs reimbursed to the City of Woodburn are
$55,000 as approved by the Woodburn Urban Renewal Agency Budget
Committee.
AGREEMENT FOR SERVICES BETWEEN WOODBURN URBAN RENEWAL
AGENCY AND CITY OF WOODBURN
This Agreement for Services (Agreement) is entered into between the City of Woodburn
(City), an Oregon municipal corporation, and the Woodburn Urban Renewal Agency
(the Agency), the urban renewal agency of the City of Woodburn, created pursuant to
ORS 457.035 through ORS 457.460.
Recitals
Whereas, by Ordinance No. 2283 the City activated its urban renewal agency pursuant
to ORS 457.055, and designated the City Council of the City of Woodburn to exercise
the urban renewal powers pursuant to ORS 457.045 (3); and
Whereas, by Ordinance No. 2298 the City Council adopted the Woodburn Urban
Renewal Plan (Plan), Section 1100 of which states, in part:
"...the Agency may borrow money from, or lend money to a public agency in
conjunction with a joint undertaking of a project authorized by this plan. "; and
Whereas, Section 600 of the Plan identifies as projects which may be undertaken
pursuant to the Plan in the urban renewal area: A) Public Improvements including
construction and repair of parks, streets, and sidewalks; and C) Plan Administration
including personnel and other administrative costs incurred in management of the
renewal plan; and
Whereas, the City and the Agency work in partnership to accomplish the provisions of
the Plan adopted by the City Council and put before the Agency for implementation, and
Whereas, the City and the Agency wish to clarify the relationship between the City and
the Agency with respect to services to be provided by the City to the Agency, and the
Agency's obligation to pay the City for those services, and
NOW THEREFORE, the City and the Agency agree as follows:
Terms of Agreement
In consideration for reimbursement for the costs of services and materials and projects
according to the terms of this Agreement, the City will provide the following services and
materials to the Agency according to the terms of this Agreement:
Personnel Services.
1.1 City staff to provide all staff services required to implement and
administer the Plan and any other Agency activities. Staff assigned
to perform functions in support of the Agency will continue to be
PAGE 1 - CITY /AGENCY REIMBURSEMENT AGREEMENT, 2011 -12
45
employees of the City and will provide services to implement Plan
as directed by the Agency.
1.2 The City Administrator has final and exclusive authority over
decisions to hire, fire and discipline the City employees assigned to
perform functions in support of the Agency, under the City's
personnel rules and policies.
1.3 Except as specifically provided in other sections of this Agreement
or as set out in a future written agreement of the parties, charges to
the Agency for materials will be the same as any inter - departmental
City charge.
2. Insurance
2.1 The City will procure and maintain property and liability insurance
covering the Agency's activities at such levels as the Agency
deems necessary and appropriate. The City will not charge the
Agency for insurance premiums pursuant to this Agreement.
Nothing in this Agreement, however, shall prevent the City from
requiring the Agency to pay for this coverage in future written
agreements.
3. Professional and Consulting Services
3.1 The City and the Agency will consult with one another regarding
selection of independent contractors providing professional and
consulting services, including bond counsel and the financial
advisor for debt issuance for the Agency, if any; general or
specialized urban renewal consulting, and audit services for the
Agency.
4. Legal Services
The Agency may obtain legal services from the City Attorney and /or
outside legal counsel as the Agency determines, in consultation
with the City, best meets the needs of the project or issue at hand.
The Agency shall not reimburse the City for legal services
requested of the City Attorney for the period of this Agreement.
Nothing in this Agreement, however, shall prevent the City from
requiring reimbursement from the Agency for these services in
future written agreements. The Agency shall be responsible for the
cost of legal services provided to the Agency by outside legal
counsel.
PAGE 2 - CITY /AGENCY REIMBURSEMENT AGREEMENT, 2011 -12
4.2 If legal services are provided jointly to the City and the Agency, the
City and the Agency will agree on a cost allocation for such
services prior to such services being rendered.
5. Accounting Services
5.1 The City shall provide all accounting services related to the
Agency's debt service fund and investment of funds pursuant to this
Agreement. Nothing in this Agreement, however, shall prevent the
City from requiring reimbursement from the Agency for these
services in future written agreements. The City will not charge the
Agency for these accounting services pursuant to this Agreement.
6. Financial Matters
6.1 Except as specifically provided herein, the City agrees that it will
not make any charge against any Agency account without first
obtaining the approval of the Agency.
6.2 The Agency will cooperate with providing all necessary financial
information to the City for the City to include in its annual financial
statements.
6.3 The Agency's financial records will be available for inspection by
City at all reasonable times.
7. Compensation Agency shall pay to the City an amount not -to- exceed
$55,000 for the services and projects described in this Agreement during
the term of the Agreement. Payment shall be for the amounts actually
expended by the City for the services and projects listed on the schedule
for Agency's payment for such services and projects, which is attached
hereto and incorporated as Exhibit A. Exhibit A may be amended by
mutual agreement of the parties.
8. Term and Termination
8.1 The term of this Agreement shall be effective July 1, 2011 and shall
continue through June 30, 2012, unless terminated pursuant to this
section.
8.2 Either party may terminate this Agreement at any time by giving the
other party written notice not less than ninety (90) days prior to the
proposed termination date.
DATED this day of June, 2011.
PAGE 3 - CITY /AGENCY REIMBURSEMENT AGREEMENT, 2011 -12
47
WOODBURN URBAN RENEWAL AGENCY CITY OF WOODBURN, OREGON
Chair
City Administrator
PAGE 4 - CITY /AGENCY REIMBURSEMENT AGREEMENT, 2011 -12
Exhibit A
CITY of WOODBURN
SCHEDULE of SERVICES, MATERIALS, and PROJECTS REIMBURSED by the
WOODURN URBAN RENEWAL AGENCY
2011 -2012
Maximum
Reimbursable Reimbursement
Personal Services -City Administrator 10,500
Personal Services - Finance Director 8,900
Personal Services -Comm Dev Director 7,900
Overhead 17,500
Audit Services 9,500
TOTAL $54,300
W OODBURN
June 13, 2011
TO: Honorable Mayor and City Council through City Administrator
FROM: Jim Row, Community Services Director
SUBJECT: Teen Center Agreement
RECOMMENDATION
It is recommended that the City Council authorize the City Administrator to renew
the Management Agreement with the Boys and Girls Club of Salem, Marion, and
Polk Counties for Fiscal Year 2011-2012.
BACKGROUND
This item will renew the "Teen Center" management agreement between the
City and the Boys & Girls Club, which will expire on June 30, 2011. Under the
current agreement, which will expire on June 30, 2011, the Boys & Girls Club has
operated the Settlemier Park Teen Center for nearly one year.
The City and the Boys & Girls Club initiated the teen program partnership in the
spring of 2010. This action followed on the heels of operational concerns raised
in late 2009 and early 2010, which resulted in the City ceasing operations at the
Legion and Settlemier Park Teen Centers. From the perspective of both
agencies' staff, the current arrangement has been very successful. Since the
Boys & Girls Club opened the Settlemier Teen Center in July 2010, the program
has grown to 316 total members with an average daily attendance of 26.
The program's success is largely due to the implementation of many high quality
programs, including Young Writers Club, Power Hour, Scrapbooking Club, Guitar
Club, Keystone Power Teens, Torch Club, Mentoring (in partnership with
Recreation & Parks), Running Club, Manners Club, and the popular Cooking
Classes.
Agenda Item Review: City Administrator _X City Attorney _X
Finance
11
Honorable Mayor and City Council
June 13, 2011
Page 2
DISCUSSION
The terms of the enclosed management agreement with the Boys and Girls Club
will remain unchanged from the current agreement. The major tenants of the
agreement include:
• The agreement will be effective from July 1, 2011 to June 30, 2012, with
the option to renew.
• The Boys and Girls Club will operate the Settlemier Park Teen Center four
hours per day, Monday through Friday, a minimum of 45 weeks per year.
• The Legion Park Center will remain closed, so that the Boys and Girls Club
can invest adequate resources into the Settlemier Teen Center Program.
• The Settlemier Center will be staffed by a Unit Director (29 hrs/ wk),
Program Director (22.5 hrs/ wk), and Program Assistant (22.5 hrs/ wk).
• The City will continue to pay all facility utility charges.
• The City will continue to provide limited facility maintenance, janitorial,
and information services support to the Settlemier Park Teen Center.
• The City will remain a stakeholder in the operation of the teen program
and will have input into programming decisions.
• As available, the City will assign their AmeriCorps members to provide
support to teen program activities offered at the Settlemier Park Teen
Center.
• The City will pay the Boys & Girls Club a monthly fee of $4,725 for their
services provided under the agreement.
FINANCIAL IMPACT
The annual cost to the City under this agreement will remain unchanged at
$56,700. In FY 2011/12, the federal Weed & Seed grant will fund $9,167 of the
program's expenses, and the Leisure Services program will fund the remaining
$47,533.
51
MANAGEMENT AGREEMENT
This Management Agreement (this "Agreement ") is made and entered into by and
between The City of Woodburn, an Oregon municipal corporation ( "City ") and Boys & Girls
Club of Salem, Marion, and Polk Counties Inc., an Oregon Non - profit Corporation ( "Manager ")
to be effective July 1, 2011.
RECITALS
WHEREAS, City provided and managed after school teen center drop -in programs at
the Legion Park and Settlemier Park Teen Centers from 2002 until 2010; and
WHEREAS, in May 2010 City entered into a Management Agreement with Manager to
operate the teen center drop -in program; and
WHEREAS, City believes that it is more efficient and cost effective for it to continue
contracting with Manager to manage the teen center drop -in program; and
WHEREAS, Manager represents that it has the expertise necessary for the management
and operation of the teen center drop -in program based upon 40 years of working with young
people from disadvantaged economic, social and family circumstances;
WHEREAS, City and the Manager desire to continue the teen center drop -in program
and renew the Management Agreement, which will expire on June 30, 2011; and
NOW, THEREFORE, based upon the foregoing recitals, and the mutual covenants
hereinafter set forth, the parties agree as follows:
AGREEMENT
1. Definitions As used in this Agreement, the following terms shall have the
following meanings:
A. "Facility" shall mean the City's teen center building (the "Facility "), located
in the southwest corner of the Park that is available for use for the Program.
B. "Park" shall mean the real property, known as Settlemier Park (the "Park "),
on Settlemier Avenue consisting of approximately 10.4 acres.
C. "Program" shall mean afterschool recreational, educational, and healthy
lifestyles based activities for youth aged 13 -18 as more fully set forth in this Agreement (the
"Program ").
2. Use of the Facility
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Subject to the terms of this Agreement, City grants to Manager a permission to use its Facility to
conduct the Program pursuant to this Agreement. Manager has inspected the Facility and
accepts the same as is, with all faults, in its then existing condition. City expressly disclaims any
warranty, expressed or implied, concerning the condition of the facility or its fitness for use for
Manager's purposes.
3. Term
A. This Agreement shall be for a term beginning on the effective date indicated
above and expiring at 11:59PM, June 30, 2012, unless renewed as provided herein.
B. This Agreement may be renewed by written agreement of the parties.
4. Compensation
City shall pay compensation to Manager for services rendered under this Agreement a
management fee of $4,725.00 per month. The management fee shall be paid no later than the
15 of the month for which services are rendered.
5. Program Management
A. Responsibilities of Manager
(1) The Program shall be managed by Manager as a teen center, providing
after school recreational, educational, and healthy lifestyles based activities for
youth aged 13 -18, in accordance with the terms of this Agreement. Manager shall
operate the Program in accordance with its original proposal, dated April 2010,
and attached as Exhibit A.
(2) Manager shall ensure that the Program remains open four hours per
day, Monday through Friday, a minimum of forty -five (45) weeks per year,
except as closures for legal holidays, inclement weather, and facility repairs
necessitate.
(3) Manager shall provide City an ongoing opportunity to influence
decisions regarding teen programming and the activities provided by Manager
under this Agreement.
(4) Manager shall not charge teen center participants fees in excess of
$5.00 annually.
(5) Manager shall control the scheduling of the Facility, but will
cooperate with City in the use of the Facility for civic, public, or municipal
events. Such use will be at no charge to City. In the event of such use, City shall
restore the condition of the Facility to its condition prior to such use.
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(6) Manager shall secure the Facility and shall be solely responsible for
the security of its personnel, property and equipment. City personnel shall have
the authority to prohibit any activity when necessary to protect City property and
equipment or the public health and safety; however this shall not decrease the
liability of Manager in any way.
(7) Manager shall permit reasonable and regular access, inspection and
maintenance of the Facility by City.
(8) Manager shall not interfere with public access to the Park during the
hours it is open to the public and shall abide by all regulations adopted by City
concerning the use of municipal parks.
(9) Manager shall report annually to the Woodburn City Council on the
Program and the status of upcoming events.
B. Responsibilities of City
(1) As available, and at the City's sole discretion, City agrees to assign its
AmeriCorps member to provide support to the Program.
(2) City shall permit Manager to use certain City owned property,
including on site furnishings, the telephone and computer system, and inventory
of City owned property as of May 17, 2010, as listed on Exhibit B attached
hereto. City may, at its sole discretion, remove City owned property from the
Facility and disallow its use by Manager.
(3) City shall provide maintenance to the Facility as provided in this
Agreement.
6. Improvements
Manager shall obtain City's prior written approval before any modifications, alterations, or other
changes ( "Changes ") to the Facility are undertaken, even if temporary in nature. Any approved
Changes to the Premises will be at Manager's expense and Manager shall keep the Facility free
from all liens, including construction, mechanics, and material man's liens. Upon termination of
this Agreement, Manager shall, at its sole expense, dismantle and remove any Changes to
facilitate and restore the Facility to its original condition, normal wear and tear excepted.
7. Employees of Manager
Manager shall employ such persons as may be required for the efficient operation of the
Program. Manager shall comply with and be solely responsible for the requirements of all
federal, state and local law and ordinances and regulations relating to minimum wages, social
security, unemployment insurance and workers' compensation and shall not discriminate against
Page 3- Management Agreement
a
any employee or applicant for employment because of race, sex, creed, religion, age, height,
weight, color national origin, or disability.
8. Accounting
A. Manager shall keep accurate books of account and records of all Program
operations, such records shall be provided to the City within 10 days upon the City's written
request.
B. City shall have the right to audit the books, financial statements, and financial
data of Manager regarding the Program.
9. Facility Maintenance
A. City Responsibilities. City is responsible for the following:
(1) Heating, ventilation, and air conditioning systems;
(2) Plumbing, electrical, mechanical systems;
(3) Building structure;
(4) Security and fire prevention systems;
(5) Replacing lights in outside light standards; and maintaining
interior light fixtures in good working order, including lamp replacement;
(6) All gas, electric, sewer, water or other utility or service charges;
(7) Basic janitorial services;
(8) Rain gutters and down spouts;
(9) Integrated building appliances and fixtures, such as sinks; and
(10) Telephone and personal computer system.
B. Manager Responsibilities. Manager is responsible for the following items:
(1) Service and repair of office equipment and furnishings, excluding
the telephone system and City owned personal computers;
(2) Any interior redecorating of the Facility, including but not
limited to interior painting, provided Manager has received prior City approval;
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55
(3) To keep the walks and entries in the Facility free and clear of ice,
snow, rubbish, debris, and obstructions.
(4) Any repairs necessitated by the negligence of Manager, its agents,
employees, and invitees; and
(5) Any repairs or alterations to the Facility necessary for Manager to
comply with laws and regulations set forth in this Agreement.
(6) Manager shall keep the Facility in a clean and orderly condition and
ensure clean up after Program activities.
10. Insurance.
A. For its activities under the Program, Manager shall procure and maintain the
following insurance, which shall be primary in coverage, and shall name City as an additional
insured:
(1) General comprehensive liability insurance covering all claims with
respect to injuries or damages to persons or property sustained in, on or about the
Facility and Program activities away from the Facility and the appurtenances
thereto, including the sidewalks and alleyways adjacent thereto, with limits of
liability of no less than the following: personal injury and property damage liability
- $2,000,000 each occurrence and $4,000,000 in the aggregate.
(2) Automobile bodily injury and property damage liability covering all
owned, non - owned, and hired vehicles with limits of liability no less than the
following: $500,000 each occurrence (no aggregate applicable).
(3) Worker's compensation and employer's liability insurance in respect
of any work by employees of Manager on or about the Facility.
(4) Physical damage insurance covering all Manager initiated
improvements and City owned property on loan to Manager. Such coverage shall
be in the amount of $100,000 and shall be written on a replacement cost basis.
Such insurance shall be provided on as broad form property coverage as may be
customary for commercial properties in the vicinity of the Facility.
(5) Manager shall provide to City certificates of insurance and copies of
policies obtained by Manager hereunder 10 days prior to occupying the Facility.
Further, all policies of insurance obtained by Manager shall:
(a) be written as primary policies not contributing with and not in
excess of coverage that City may carry;
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9
(b) contain an endorsement providing that such insurance may
not be materially changed, amended, or canceled with respect to City except
after twenty (30) days' prior written notice from insurance company to City;
and
(c) expressly provide that City shall not be required to give notice
of accidents or claims and that City shall have no liability for premiums.
11. Indemnity
A. Manager agrees to indemnify and hold harmless City, its officers and
employees from and against any and all claims, loss, liability, damage, and expense arising from
all of Manager's activities related to the Program. Manager agrees to defend City, its officers or
employees against any such claims. This provision does not apply to claims, loss, liability or
damage or expense arising from the sole negligence, or willful misconduct, of City.
B. City agrees to indemnify and hold harmless Manager, its officers and
employees from any claims, loss, liability, damage, and expense arising from City activities at the
Facility or the Park which are unrelated to Manager or the Program under this Agreement.
12. Force Maieure
Neither party shall be deemed in default for nonperformance or for any interruption or delay in
performance of any of the terms, covenants, and conditions of this Agreement if the same shall
be due to any labor dispute, strike, lock -out, civil commotion, or like operation, invasion,
rebellion, hostilities, military or usurped power, sabotage, governmental regulations or controls,
inability to obtain labor, services or materials, or through act of God or causes beyond the
reasonable control of either party, provided such cause is not due to the willful act or neglect of
the party.
13. Default and Termination
A. Termination by Manager for Default. This Agreement may be terminated by
Manager upon default by City in the performance of any material covenant or agreement herein
required to be performed by City and the failure of City to remedy such default within ten (10)
days after receipt of a written notice from Manager to remedy the same.
B. Termination by City for Default This Agreement may be terminated by City
upon the occurrence of default by Manager in the performance of any material covenant or
agreement herein required to be performed by Manager and the failure of Manager to remedy
such default within ten (10) days after receipt of a written notice from City to remedy the same.
A default by Manager shall occur if Manager shall become insolvent, shall make a general
assignment for the benefit of creditors, shall file a voluntary petition in bankruptcy or
indebtedness under the federal bankruptcy laws, or shall consent to the appointment of a
receiver, trustee, or liquidator of all or substantially all of its property.
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C. Termination by City for Convenience. Notwithstanding the above, City may
terminate this Agreement for any reason and at its sole discretion if City determines that
termination is in the best interest of City. In the event of such termination, City shall provide
Manager with at least sixty (60) days written notice to end the Program and vacate the Facility.
14. Re- delivery of Facility
Manager shall, upon termination of this Agreement, quit and deliver the Facility to City
peaceably, quietly and in a condition as good or better as the same now exists, reasonable use
and wear thereof excepted. Manager, at Manager's expense, shall repair any damage to the
Facility caused by or was the result of Manager's use of the Facility. All keys and /or access cards
shall be returned to the City.
15. Compliance with Laws
A. Manager shall comply and conform with all laws and all governmental
regulations, rules and orders that may from time to time be put into effect relating to, controlling
or limiting its use of the Facility and operation of the Program.
B. Manager shall comply with all applicable federal, state, and local laws and
regulations, including those pertaining to nondiscrimination on the basis of race, gender, color,
religion, national origin, age and disability in employment or the provision of services.
C. Manager acknowledges that the Americans with Disabilities Act (the "ADA ")
requires that programs, services and other activities provided by a public entity to the public,
whether directly or through a contractor, must be accessible to the disabled public. Manager
further acknowledges its obligation to comply with the ADA and any other federal, state or local
disability rights legislation. Manager warrants that it will fulfill that obligation, and that it will not
discriminate against disabled persons in the provision of services, benefits or activities pursuant to
this Agreement.
16. Representations and Warranties Manager represents and warrants to the
City and covenants as follows:
A. Experience Manager is experienced in aspects related to the operation and
management of the Program and hereby agrees to apply its best efforts and most efficient
methods.
B. Formation. Manager is a nonprofit corporation duly incorporated, validly
existing and in good standing under the laws of the State of Oregon. Manager shall at all times
during the Term of this Agreement maintain its tax - exempt status under Sections 501(c)(3) of the
Internal Revenue Code.
C. Authority. Manager has full power and authority (corporate or otherwise) to
enter into this Agreement and to consummate the transactions contemplated by it. This
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Agreement has been duly authorized by all necessary action on the part of Manager and no other
corporate or other action on the part of Manager is necessary to authorize the execution and
delivery of this Agreement. The individual executing this Agreement for Manager has full
authority to do so and thereby to bind Manager to its terms.
D. Litigation There is no litigation, action, arbitration, grievance,
administrative proceeding, suit or claim filed and pending, nor is there any investigation by a
governmental agency of Manager or any of its affiliates that, if adversely decided, could have a
material adverse impact on Manager's ability to perform its obligations under this Agreement.
17. Authority of City
Manager acknowledges that City has certain responsibilities as a City to review, approve, and
enforce land use applications, building permit applications, design review applications, and a
myriad of other duties in connection with the development of property. Notwithstanding any
other term or provision of this Agreement, City shall not be contractually obligated under this
Agreement to grant any approvals, consents, or authorizations in its nonproprietary capacity in
connection with the review of Manager's land use applications, building permit applications,
design review applications, and any other types of applications. It is expressly understood that
City does not intend and does not have the legal authority to contractually modify its authority to
review, approve, and enforce such applications and decisions.
18. Non - assignment
Manager shall not be entitled to assign this Agreement or delegate all or any part of its
obligations without the written consent of City, which consent will not be unreasonably
withheld.
19. General Provisions
A. Modification. There are no oral agreements between City and Manager
affecting this Agreement, and this Agreement may not be modified except by written instrument
executed by the parties.
B. Exhibits. Exhibit "A" (Manager's original proposal) and "B" (List of City
Owned Property that may be Used by Manager) are attached hereto, incorporated herein, and
made a part of this Agreement.
C. Waiver. If either City or Manager waives the performance of any term,
covenant, or condition contained in this Agreement, such waiver shall not be deemed a waiver of
any subsequent breach of the same or any other term, covenant, or condition contained in this
Agreement. Failure by City or Manager to enforce any of the terms, covenants, or conditions of
this Agreement for any length of time shall not be deemed a waiver.
D. Severability. If any term of provision of this Agreement, shall be held to be
invalid or unenforceable to any extent, the remainder of this Agreement shall not be affected
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M
thereby and each term and provision of this Agreement shall be valid and enforceable to the
fullest extent permitted by law.
E. Contract Coordinator.
(1) The Contract Coordinator for City shall be the Director of Community
Services. The City's Contract Coordinator shall receive all written reports, financial statements,
and other contract - related contacts from Manager and has the authority to execute documents
necessary to implement this Agreement.
(2) The Contract Coordinator for Manager shall be its Executive Director.
The Executive Director shall provide all written reports, financial statements and other contract
related documents required by City.
F. Notices. All notices, consents, and demands which may or are required to be
given by either parry to the other party pursuant to the terms of this Agreement shall be in
writing and shall be deemed given when actually received or forty -eight (48) hours after having
been deposited in United States certified or registered mail, postage prepaid, and addressed to
City or Manager at the address specified below.
Owner: City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
Attn: Community Services Director
Manager: Boys & Girls Club of Salem, Marion, and Polk Counties
1395 Summer St NE
Salem, OR 97301
Attn: Executive Director
G. Cumulative Remedies. No remedy or election hereunder shall be deemed
exclusive, but shall, whenever possible, be cumulative with all other remedies at law or in equity.
H. Attorney Fees. In any action brought by either party under this Agreement,
the losing party shall pay to the prevailing parry a reasonable sum for attorney fees in such
action, or arbitration or appeal.
L Governing Law. Any disputes that arise under or concern this Agreement shall
be governed by the laws of the State of Oregon.
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IN WITNESS WHEREOF, City and Manager have executed this Agreement in duplicate
effective as of the date first above written.
CITY: The City of Woodburn, Oregon
By:
Title:
Date:
MANAGER: Boys & Girls Club of Salem, Marion, and Polk Counties, an Oregon Non - profit
Corporation
By:_
Title:
Date:
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61
, P
BOYS & GIRLS CLUB
OF SALEM
MARION AND POLK COUNTIES
0
Establishing A Teen Center
for the City of Woodburn
r
C
y
A proposal to the City of Woodburn, Oregon
THE
requesting $56,693 to establish and maintain POSITIVE
a Teen Center for youth aged 13 to 18. PLACE FOR
KI DS
April 2010
62
Contents
Boys & Girls Club Mission and Overview ...................................... ..............................3
TeenCenter Concept ........................................................................ ..............................3
ProgramComponents ....................................................................... ..............................4
ProgramOperations ......................................................................... ..............................5
ProgramBenefits .............................................................................. ..............................5
Budget................................................................................................ ..............................6
Teen Center Proposal (2010)
Boys & Girls Clubs of Salem Marion and Polk Counties
2
63
Boys & Girls Club Mission and Overview
Founded in 1970, through the cooperative efforts of several community groups
including the Salem Optimists Club and the American Legion, the Boys & Girls
Club of Salem, Marion and Polk Counties currently operates six highly successful
neighborhood youth centers and community -wide athletic programs.
The mission of the Boys & Girls Club of Salem, Marion and Polk Counties is to
inspire and enable all youth grades 1 -12, especially youth from disadvantaged
circumstances, to realize their full potential as productive, responsible and caring
citizens through the development of a positive self-image and self - reliance.
In a world that seems threatening and devoid of promise for many of America's
children, the Boys & Girls Club of Salem, Marion and Polk Counties, provides a
tangible measure of hope. The Club offers young people what they need and want
most: adults who respect and listen to them; a safe environment where they can
have fun and be themselves; and interesting, constructive activities that channel
youthful energy into challenging pursuits. All Boys & Girls Club programs are
based on a youth development strategy that builds self - confidence and self - esteem
and fosters a sense of belonging, competence, usefulness and influence.
For the past 40 years, the Boys & Girls Club of Salem has been in the forefront of
youth development, working with young people from disadvantaged economic,
social and family circumstances. The Club has actively sought to enrich the lives
of girls and boys whom other youth agencies fail to reach. We are dedicated to
ensuring that our community's disadvantaged youngsters have greater access to
quality programs and services that will enhance their lives and shape their futures.
Teen Center Concept
The Teen Center will target teens ages 13 -18 that live in the greater Woodburn
area and will be open after school, in the evenings to provide positive options to
the discretionary time when teens are most influenced by negative activity. Teen
specific programs will be offered that will directly impact teen's immediate needs
and future success as an adult. Programs that focus on education and career
development will prepare teens for their future as an adult. Prevention programs
will focus on crime, drug and alcohol use, and gang activity. Recreation and
physical fitness programs will promote a healthy and active lifestyle. Arts and
technology programs will support and enhance teen's interests and potential
career paths. We will work closely with the local school district and Chemeketa
Community College to identify educational needs and specific job skill needs
required for the greater Woodburn area.
The Teen Center is ultimately a community development project. It will have
long lasting impact on the entire community because it will provide character,
education and life skill building opportunities that will enable young people to
earn higher wages throughout their lives, have a better quality of life, and achieve
their full potential as productive, responsible and caring adults.
Teen Center Proposal (2010)
Boys & Girls Clubs of Salem Marion and Polk Counties
Program Components
Boys & Girls Clubs offers a framework for youth development and proven,
nationally recognized programs that provide young people with the knowledge
and skills they need to pursue their dreams and succeed in life.
Boys & Girls Clubs help youth advance in three primary outcome areas: academic
success, healthy lifestyles, and good character and citizenship. For a detailed
listing of our programs, please visit www.bec - salem.org.
Academic Success
With a vision of ensuring that every Club member graduates from high school,
Boys & Girls Club supports youth, engages parents, and collaborates with schools
and community organizations. BGCA programs in this area include:
• Power Hour, a homework help and tutoring program;
• Goals for Graduation, an academic goal- setting program;
• CareerLaunch®, which introduces young people to the world of work;
• Money Matters: Make it Count, a financial literacy program; and
• Club Tech, which teaches young people how to use technology.
Healthy Lifestyles
Over the last 50 years, the childhood obesity rate has quadrupled. Today, some 16
percent of children are obese, and one -third are overweight. In addition, an
increasing number of American youth are engaging in risky behaviors. Boys &
Girls Club helps put youth on the path to healthy and productive lives through
programs such as:
• Triple Play: A Game Plan for the Mind, Body and Soul, a holistic
approach to educating youth about nutrition, physical fitness, and
developing healthy relationships; and
SMART Moves (Skills Mastery and Resistance Training), which helps
young people resist drug use and premature sexual activity by enhancing
their life skills, building their resiliency and strengthening leadership
abilities.
Good Character and Citizenship
Youth who are engaged in community service tend to do better in school, avoid
risky behaviors, and maintain positive relationships with adults and peers. In this
area, Boys & Girls Club offers:
Youth of the Year, a program that promotes and recognizes young people
who have overcome tremendous obstacles, and excelled in academic
performance and community service; and
Leadership and service groups, such as Keystone Clubs (for teens ages 13-
18), which encourage young people to become leaders through service to
their Club and community.
Teen Center Proposal (2010)
Boys & Girls Clubs of Salem Marion and Polk Counties
4
65
Program Operations
The proposed hours of operation would be on a weekly basis Monday — Friday
operating on a four hour per day schedule. The Teen Center will operate 45
weeks out of the year. Trained professional youth development staff and certified
volunteers will be leading all program related activities.
The current staffing structure would consist of the following positions which are
directly supervised by the Director of Operations:
• Unit Director 29 Hours
• Program Director 22.5 Hours
• Program Assistant 22.5 Hours
Program Benefits
As a result of taking part in the Teen Center programs, members:
• develop and strengthen leadership skills
• understand and value volunteerism and feel special when involved in Club or
community service projects
• are seen as positive role models and respected by peers, family, school
personnel, community and Club staff
• are introduced to a possible career in Boys & Girls Club work and other
human services professions
• assist staff in "making a difference" in the lives of youth
• exhibit a sense of pride in their responsibilities and are perceived as
contributors
• learn how to set goals and maintain direction
• receive exposure to a variety of areas in the Club as well as in the community
• learn important decision - making skills to prepare and plan their future.
Typically, participation in a Boys & Girls Club Teen Center leads to improved
attendance and better grades in school, improved work habits, increased
involvement in community affairs, improved self -image and greater self -
confidence.
Teen Center Proposal (2010)
Boys & Girls Clubs of Salem Marion and Polk Counties
I
..
Proposed Budget
Description of Expenses
Cost
Staffing
$46,193
Unit Director 29 Hours $15.50 =
$20,228
Program Director 22.5 Hours $9.50
= $9,619
Program Assistant 22.5 Hours $9.00
= $9,113
Taxes
= $4,219
Health Insurance (62.5 %)
= $2,634
Pension (62.5 %)
=$380
Administration Support
Payroll
=$450
$7,750
Office Supplies
=$300
General Liability
= $1,500
Administration Support Services
= $4,000
Vehicle Mileage/Fuel
= $1,500
Supplies: program materials, furnishings & supplies
$2,000
Transportation costs: field trips, local college visitations, and
team building field trips
$750
Program Expenses Requested from the City of Woodburn
$56,693
Teen Center Proposal (2010)
Boys & Girls Clubs of Salem Marion and Polk Counties
67