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02-13-2012 Agenda KF,M CW ATHRYN IGLEYAYOR ITY OF OODBURN DP,CW1 ICK UGHOUNCILOR ARD J.MS,CWII EL CHMIDTOUNCILOR ARD CCA PMC,CWIII ITYOUNCILGENDA ETER CALLUMOUNCILOR ARD JC,CWIV AMES OXOUNCILOR ARD FL,CWV RANK ONERGANOUNCILOR ARD F13,2012–7:00.. EBRUARY PM EM,CWVI RIC ORRISOUNCILOR ARD CHCC–270MS ITYALL OUNCIL HAMBERSONTGOMERY TREET 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: City Hall and the Library will be closed on February 20 in A. observance of President’s Day. The Aquatic Center will be open regular business hours that day. Appointments: None 4. COMMUNITY/GOVERNMENT ORGANIZATIONS Chamber of Commerce A. Woodburn School District B. 5. PROCLAMATIONS/PRESENTATIONS Proclamations: None Presentations: 2011Crime Report A.1 Food Recycling and New Woodburn Routes – Allied Waste B. 6. COMMUNICATIONS None. – This allows the public to introduce items for 7. BUSINESS FROM THE PUBLIC Council consideration not already scheduled on the agenda. ¥¥23C:?ECAC6E6D5:DA@?:3=6DA2C22BF==2DA6CD@?2DBF6?@923=2? ?8=DAC6G:@24F6C5@ @>F?BF6D62= U ¥¥ February 13, 2012 Council Agenda Page i – Items listed on the consent agenda are considered 8. CONSENT AGENDA 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 January 9, 2012 19 Recommended Action: Approve the minutes. B. Woodburn Recreation and Park Board minutes of January 10, 21 2012 Recommended Action: Accept the minutes. C. Woodburn Public Library Board minutes of January 11, 2012 26 Recommended Action: Accept the minutes. 9. TABLED BUSINESS None 10. PUBLIC HEARINGS A. A Public Hearing to consider the City’s 2011-2012 Supplemental Budget – Members of the public wishing to comment on items of 11. GENERAL BUSINESS 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. 2885- A Resolution Approving Transfers of Fy 30 2011-2012 Appropriations and Approving a Supplemental Budget Recommended Action: Adopt the attached resolution approving a supplemental budget for fiscal year 2011-2012. B. 2012 Fine Resolution Program 37 Recommended Action: Authorize the City Administrator to implement the 2012 Fine Resolution Program pursuant to the guidelines provided in this staff report. C. Award of Construction Contract for Leasure Street – OR Hwy 39 214 Waterline Loop Project Recommended Action: That the City Council, acting as the Local Contract Review Board, award a construction contract for the Leasure Street – Hwy 214 Waterline Loop Project to the lowest responsible bidder, HSC LLC, in the amount of $47,160.00. February 13, 2012 Council Agenda Page ii – These 12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS are Planning Commission or Administrative Land Use actions that may be called up by the City Council. None 13. CITY ADMINISTRATOR’S REPORT 14. MAYOR AND COUNCIL REPORTS 15. ADJOURNMENT February 13, 2012 Council Agenda Page iii WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService Index Crime (Offenses Reported to Law Enforcement in 2011) Violent Crime YearPopulationModified Overall% ChangeViolent Crime IndexViolent CrimeMurderForcible RapeRobberyAggravated Crime Index*% ChangeAssault 200823,335 923 -3.05%84+42.37%4132047 200923,350 1121 +21.45%60-28.57%072429 201023150,755-3265%.48-20%021630 2010231507553265%4820%021630 201124,090623-17.48%480%121530 Property Crime YearPopulationProperty Crime% ChangeBurglaryTheftMV TheftArson* Index* 200823,335 839-6.05%1356157910 200923,350 1061 +26.46%1467511586 201023,150 707-33.36%1434787412 201124,090 575-18.67%1054253411 *Arson is no longer reported in FBI Index Crime Reports WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService PltiAdjtdIdCiRt%Chopuaonusenexrmeaeange PltiAdjtdIdCiRt%Ch YearPopulationViolent Crimes/100k PopProperty Crimes/100k Pop 200823,335 360 3,595 200923,350 2564,543 201023,150 2073,053 201124,090 1992,387 Percentage Change 2008+39.53%-7.91% 2009-28.69%+26.51% 2010-19.14%-33.36% 2011-3.87%-21.82% 4-year Trend-44.72%-33.60% WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService Population Adjusted Crime Rate % Change YearPopulationCrimes/100k Population 200823,335 3,955 200923350,4799, 2009233504799 201023,150 3,260 201124,090 2,586 PercentageChange PercentageChange YearPopulationCrimes/100k Population 2008+2.01%-5.10% 2009+0.64%+21.49% -32.07% 2010-0.86% -20.67% 2011+4.06% WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PridePrideRespectRespect--AccountabilityAccountability--ServiceService Arson Aggravated Assault 2011 2010 Robbery Robbery 2009 2008 Rape Murder 01020304050 WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PridePrideRespectRespect--AccountabilityAccountability--ServiceService 800 700 600 2008 500 2009 400 300 2010 3002010 200 2011 100 0 BurglaryTheftMotor Vehicle Theft WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PridePrideRespectRespect--AccountabilityAccountability--ServiceService Violent Crime Violent Crime RbbD6%(1516)RbbD6%(1516)ooeryeryownown vs. vs. ––RRbbbbDD6%6%(15(1516)16) ––Rape UnchangedRape Unchanged PropertyProperty Crime Crime ––Thefts Thefts Down 11% (425 Down 11% (425 vs. vs. 478)478) ––Motor Vehicle Theft Motor Vehicle Theft Down 54% (34 vs.74)Down 54% (34 vs.74) ––Burglary Down 27% (105 vs. 143)Burglary Down 27% (105 vs. 143) WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService 90 80 80 70 60 50 2010 40 2011 30 20 10 0 BusinessOtherResidential WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService 20112011 Adjusted Index Crimes:Adjusted Index Crimes: ––Violent Index Crimes Violent Index Crimes --5533..77%% ––Property Index Crimes Property Index Crimes --2211..8822%% ––Total Index Crimes Total Index Crimes --2200..6677%% Three Year Adjusted Crime Trends:Three Year Adjusted Crime Trends: ––Violent Index Crimes Violent Index Crimes --2222..2277%% Property Index Crimes Property Index Crimes --4477..4466%% –– ––Total Index Crimes Total Index Crimes --4466..1111%% WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService 2002 1710 2009 TtlAtoarress 245 20091710TtlAt 47 Other 1555 Property Index 1370 2010 139 ViltIdoennex 2010139ViltId 46 1869 1567 2011 246 246 56 05001000150020002500 WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService Direct Costs Direct Costs of Crime to of Crime to Woodburn Businesses & Woodburn Businesses & CCiittiizzeennss Fraud & Identity Theft Fraud & Identity Theft ––73 73 cases in cases in 2011 2011 vsvs52 52 cases in cases in 20102010 F&CtfitiF&Ctfitiorgeryorgeryounounerereengng FF&&CCttffitiiti ––37 37 cases in cases in 2011 2011 vsvs48 48 cases in cases in 20102010 EmbezzlementEmbezzlement EmbezzlementEmbezzlement ––11case case in in 2011 2011 vsvs2 2 cases in cases in 20102010 TheftofAllTypesTheftofAllTypes TheftTheftofofAllAllTypesTypes ––428 cases in 2011 428 cases in 2011 vsvs478 478 cases in cases in 20102010 WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService Woodburn Index Crime Clearance Rates 20102011 vs 20102011 100 80 60 2011 2010 40 402010 20 0 WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService Crimes Per 100,000 Comparison with Oregon Communities 2010 Crimes/100kModified Overall Crime Violent Crime Property Crime City PopulationPopIndexIndex*Index Albany48,7772,8141,373861,287 ene153269485674444167028 Eug,,,, g,,,, Gresham102,5404,4124,5254704,055 Beaverton93,9932,1402,0122391,773 Keizer36,1912,58093464870 Klamath Falls19,9224,73894495849 McMinnville31,7483,4961,110601,050 Milwaukie20,6742,60253821517 Newberg/Dundee26,7381,82548830458 Oregon City32,0453,01796738929 Portland564,3925,57031,4223,05128,391 ,,,,, Roseburg20,1695,1411,03752985 Salem155,8204,1966,5394836,056 Woodburn 10 23,150 3,09771764653 Woodburn 11 2,54061248575 24,090 NtblIidtfNtblIidtfooaaeencncenenssoror22001111 BthbBthbyye nume numersers22001111 NNttblblIIididttff22001111BBththbb22001111 Total Calls for ServiceTotal Calls for Service SuspiciousSuspicious1,0971,097 2200,,443311 Public Assists Public Assists 1,0861,086 Field ContactsField Contacts796796 AAllaarrmmss720720 Total Number of OffensesTotal Number of Offenses OrdinancesOrdinances651651 22,,889911 Area CheckArea Check540540 AnimalsAnimals467467 TotalNumberofTotalNumberofAArrrreessttss TotalTotalNumberNumberofofAArrrreessttss Assist Other AgencyAssist Other Agency441441 11,,886699 Attempt to LocateAttempt to Locate397397 NoiseNoise 387387 MVAMVA330022 Tall GrassTall Grass197197 DomesticDomestic176176 WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService , OfficersPer1000Citizens(Citiesof10to25K) OfficersPer1000Citizens(Citiesof10to25K) 2 1.8 1.6 1.4 1.2 1 1.9 0.8 1.6 1.51 1.5 1.39 1.33 0.6 0.4 0.2 0 USAWestPacificOregonWPD 10WPD 11 WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService NeighborhoodCrimeStatsNeighborhoodCrimeStats NeighborhoodNeighborhoodCrimeCrimeStatsStats WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService 22001111StrategiesInclude:StrategiesInclude: ––MaintainingServiceLevelsMaintainingServiceLevels 20112011StrategiesStrategiesInclude:Include:MaintainingMaintainingServiceServiceLevelsLevels Patrol in Patrol in District 2 (Core District 2 (Core AArreeaa)) ––Crime Crime Reduction:Reduction: District StaffingDistrict Staffing Enforcement:PatrolEnforcement:Patrol,, Enforcement:Enforcement:PatrolPatrol Street Narcotics/CrimeStreet Narcotics/Crime Detectives, Code Detectives, Code Enforcement AssistanceEnforcement Assistance ––Gang Suppression:Gang Suppression: Information Based Information Based EnforcementEnforcement PPoolliicciinngg MMGGSSFF PPoolliicciinngg Prevention: Weed & Seed Prevention: Weed & Seed InterventionIntervention Project, GREAT Camp, Project, GREAT Camp, Parole and Probation Parole and Probation Education: StrenEducation: Strenggthenintheningg SSwweeeeppss ggggSSwweeeeppss NeighborhoodNeighborhood ––Community InvolvementCommunity Involvement connections thru Police connections thru Police Organization BuildingOrganization Building Patrol Districts, Patrol Districts, Citizens Citizens PolicePolice Academies, and Academies, and DDiissttrriiccttMMeeeettiinnggss DistrictDistrictMMeeeettiinnggss Business RelationsBusiness Relations District ProjectsDistrict Projects WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService Questions? cottusse SRll SRll Chief of Police Woodburn Police Department (503) 982-2345 scott.russell@ci.woodburn.or.us WOODBURN POLICE DEPARTMENTWOODBURN POLICE DEPARTMENT IntegrityIntegrity--CourageCourage--PPrriiddee RespectRespect--AccountabilityAccountability--ServiceService COUNCIL MEETING MINUTES JANUARY 9, 2012 DATE COUNCIL CHAMBERS, CITY HALL, CIT Y OF WOODBURN, COUNTY 0:00 OF MARION, STATE OF OREGON, JANUARY 9, 2012. 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, Police Captain Garrett, Police Captain Alexander, Human Resources Director Hereford, Recorder Shearer. ANNOUNCEMENTS 0:00 Holiday Closures – City Hall and the Library will be closed on January 16 for Martin Luther King Jr. Day. Aquatic Center will be open normal hours. COMMUNITY/GOVERNMENT REPORTS 0:01 A.Chamber of Commerce – Richard Jennings provided an update on the status and activities of the Chamber and Woodburn Area Tourism. B.Woodburn School District – Superintendent David Bautista provided an update on School District events and activities. CONSENT AGENDA 0:07 A.Approve Woodburn City Council minutes of December 12, 2011, B.Accept Recreation and Park Board minutes of December 13, 2011, and C.Accept the Crime Statistics report through December 2011. McCallum/Lonergan … approve the consent agenda as presented. Motion passed unanimously. EXTENSION OF CITY ADMINISTRATORS EMPLOYMENT AGREEMENT 0:10 Cox/Pugh …authorize the Mayor to execute a one year extension of the City Administrators contract with no other changes in terms. Motion passed unanimously. Page 1 - Council Meeting Minutes, January 9, 2012 COUNCIL MEETING MINUTES JANUARY 9, 2012 DIRECTOR’S EXTENSION OF THE PLANNING COMMISSION’S APPROVAL 0:11 OF DR 2008-05 AND EXCP 2008-08, LOCATED AT 1300 SECOND STREET. Schmidt/Cox … that this item be brought up for discussion. Councilor Schmidt had concerns about the traffic impacts of the development. He prefers to have an alternate traffic plan. Economic & Community Development Director Hendryx clarified that this is an extension that he is required to grant if the Woodburn Development Ordinance (WDO) is not modified. If the Council decides to call the matter up, it would be for a public hearing that could not be scheduled for the next meeting date in January due to the notice requirements. Councilor Pugh also has concerns about traffic. Councilor McCallum clarified that this item had gone through the land use approval process to be approved initially and the extension is granted through provisions in the WDO. The only issue that can be considered is that of the extension of the original approval; no further conditions can be applied. Motion failed 2-4 with Councilors Pugh & Schmidt voting yes. CITY ADMINISTRATOR’S REPORT 0:26 The Administrator had nothing to report. MAYOR AND COUNCIL REPORTS 0:26 Councilor McCallum announced the Woodburn Relay for Life is kicking off. ADJOURNMENT 0:28 Lonergan/Morris ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:30 p.m. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Christina M. Shearer, Recorder City of Woodburn, Oregon Page 2 - Council Meeting Minutes, January 9, 2012 Park and Recreation Workshop Minutes January 10, 2012 5:30 – 8:15p.m. Call to Order Jim Row began the meeting at 5:40 p.m. Present Board Chair Rosetta Wangerin Present Board Secretary Joseph Nicoletti Present Member Brent Glogau Absent Member Bruce Thomas Present Member Vacant Absent Member Tony Waite Present Student member Claudia Urias-Guerrero Absent Staff present: Jim Row, Community Services Director; Kristin Graybeal, Aquatic Supervisor; Paulette Zastoupil, Clerk III UPDATES Jim provided the following general update: Board vacancy – Two potential candidates were recently contacted. One could not commit to the time required and Stu is currently in contact with the other. Additionally, a significant number of people have been contacted about the vacancy, including those involved with youth sports, the Aquatic Center, and downtown businesses, but so far, none have been interested. Jim stated that we may submit a press release advertising the vacancy to the Woodburn Independent. Saturday, January 28 in City Hall Council Chambers from 2:00–4:00pm, Frank Scheer will give a presentation on the history of the 1785 Locomotive. Frank has logged thousands of hours working on the Locomotive over the past 35 years and will be sharing history, photographs and stories of the American railways. Stu Spence has been working closely with Frank to sort through historic photographs and create a PowerPoint presentation that will also serve as an educational tool for Woodburn youth. Saturday, February 11 from 6:00–8:30pm at Woodburn Health Center, we will host the second annual Daddy Daughter Dinner Dance. The Valentine’s Day-themed event is priced at $45 per couple and $15 for each additional child. th An Active Adult trip to Timberline Lodge on February 14 has tripled in registration. Stu is currently looking into chartering a bus to accommodate everyone. The Aquatic Center has seen an increase in daily use and swim lessons. Kristin contributes this to New Year’s resolutions and new marketing strategies. January revenue for 2011 was $11,000 and revenue for the first 10 days of January 2012 is already $5,000. Kristin felt that this was a good sign. Discussion took place regarding the monthly program and budget statistics we used to provide to the Board. The Board expressed a strong desire to have the reports reinstated. Staff agreed to resume providing the Board with the reports by the next meeting. The Board also asked for historical Aquatic Center financial information, in order to establish a baseline for evaluating the impact that operational changes are having. Workshop Minutes Page 1 Park and Recreation Workshop Minutes January 10, 2012 5:30 – 8:15p.m. Jim then began the annual workshop portion of the meeting and explained how we would focus on reviewing the Recreation and Parks Master Plan recommendations, discuss each goal, and then spend most of our time discussing potential projects. City of Woodburn Parks and Recreation Master Plan REVIEW MASTER PLAN GOALS 1- 8 Goal 1: Maximize the Planning Effort This goal is in place to keep the plan alive and is implemented through the current workshop, department work plan and Board meetings. Goal 2: Improve Marketing, Communications, and Credibility The quarterly Out and About activity guide is now fully translated into Spanish and is now a mirror image of the English version. Constant Contact email blasts have proven to be a successful marketing tool, and discussion took place on how often it should be used and different ways of organizing the email lists to increase effectiveness. Kristin has developed colorful rack cards, showcasing the aquatic center and what it has to offer. The rack cards are distributed to all visitor centers and hotels within a 20 mile radius. She has also sent out postcards to 600 households and feels that these postcards have contributed to an increase in daily attendance and swim lesson registrations. Jim acknowledged the City’s Community Relations Officer, Robyn Stowers, for her expertise speaking to Spanish patrons in providing information and promoting activities and scholarships. He also shared that she is working on a new City website that will be ready to launch by summer. Discussion took place regarding the importance of marketing and sponsorships. It was suggested to make a new commitment to the Mystery Shopper Program. Goal 3: Track Performance Measures This goal is to set service standards in programs, instructors, volunteers, facilities and staff. Discussion took place on the work performed by Swim Essentials on the Aquatic Center Turnaround project, and whether or not they completed the work required of them. Jim described the relationship between the analysis they performed in September 2010 and the work the City subsequently asked them to perform during the period of January through August 2011. Jim explained that Swim Essentials probably implemented approximately 80-90% of the recommendations in their ambitious plan. In some instances, the City prevented them from implementing recommended changes, such as canceling memberships from current pass holders and requiring them to pay the newly approved increased fees. The City believed this action would constitute pretty unfair treatment of current Aquatic Center users, and did not consent to it. That and other similar actions might have resulted in Swim Essentials not implementing every one of their recommendations. Goal 4: Strategically Increase Programming and Partnerships Solid and successful partnerships have been formed with the Chamber of Commerce (Fiesta Mexicana), Woodburn School District, Barracuda Swim Club, the Boys and Girls Club and various youth sports associations. The Adopt-a-Park Program, facilitated through the City’s park maintenance department, has a growing list of volunteers. Goal 5: Increase Cost Recovery and Funding Discussion took place on cost recovery strategies with the Aquatic Center at the earlier discussion. The department is always looking to utilize sponsorships especially with the depressed economy. The department is currently developing a one-time Collaborative Sponsorship package for all current city-wide events. This package will give local businesses Workshop Minutes Page 2 Park and Recreation Workshop Minutes January 10, 2012 5:30 – 8:15p.m. and large corporations an opportunity to decide which one event they would like to sponsor for the year and how much they would like to give. It is thought that this simple approach will take away the pressure of businesses constantly being asked for donations. Discussion took place on the process of analyzing all divisions for cost recovery. Kristin shared that the Aquatic Center has already secured two $500 sponsorships this year. Goal 6: Create a Cohesive Operations and Maintenance System for Recreation and Parks Jim explained that this is facilitated through the City’s park maintenance department. Goal 7: Continue to Provide an Equitable Level of Service in Existing Parks and Facilities throughout the Community (discussed in Goal 8). Goal 8: Plan for Community Growth These two goals focus on making improvements to the infrastructure of current and future growth. Jim provided a list of potential park capital projects that are recommended for 2009- 2012. Discussion took place on the various projects. Jim mentioned that, even though it is unlikely that the General Fund will be in a position to support capital projects next year, it is still a valuable process for the Board to review goals and establish capital project priorities, especially, if the potential exists for the City to seek grant funds in support of capital project development. The following projects from the 2009 Parks & Recreation Master Plan were discussed: Burlingham Park Master Plan Portable Restroom enclosures – Jim explained that since Public Works began heating the mechanical chases last winter, the restrooms are now kept open except during extreme weather conditions. As a result, portable restrooms are no longer utilized on a regular basis in the parks. Discussion took place regarding the cost of portable restroom enclosures. Wyffels Playground – because of the outstanding Settlemier Park boundary issue that we have discussed previously and its impact on our ability to receive the Wyffels Park Playground grant, this project has been put on hold. If we are unable to resolve this issue in a timely manner, we might consider relinquishing the Land and Water Conservation grant and then applying for a Local Government Grant instead. Discussion took place on the current location of the playground and if a more visible location might be safer. Discussion included the possibility of partnering with Mid-Valley Church to locate the playground on their site. Discussion took place at taking a look at installing a playground in Legion Park this next year. Acquire Greenway properties Aquatic Center repairs – Most of these projects are complete. The inside and outside painting remains. A Board member suggested that the outside be painted with graphics to let the public know that it is an Aquatic Center. Discussion took place on creating an outside Mural contest. Park and Comfort & Convenience Features – drinking fountains are now installed in Centennial, Legion and Settlemier Parks. Workshop Minutes Page 3 Park and Recreation Workshop Minutes January 10, 2012 5:30 – 8:15p.m. Immanuel Lutheran Church Project – The City Council approved an appraisal to determine the value of the 2.5 acres of the Immanuel Lutheran Church property being considered. Jim shared that they are currently negotiating with the church to donate the 2.5 acres to the City for a park land and what the City could provide of value to the Church in return. This potential project is exciting as this area of Woodburn is deficient in parkland. Wyffels Boardwalk trail – To date, we have submitted two unsuccessful grants through ODOT programs to design and construct this trail. Museum/Bungalow Rehabilitation – Jim mentioned that following the discussion around the Ford Leadership Program’s interested in making aesthetic improvements to the Bungalow Theater, a series of inspections have taken place to determine the extent of any safety, code, and operational issues the Theater and Museum buildings might have. The Building Official and Fire Marshall/ Chief performed an inspection and discovered many fire & Life Safety Code concerns. Public Works is currently in the process of developing cost estimates for correcting these issues, and we are also considering the possibility of a full rehabilitation of the Theater and Museum buildings as an Urban Renewal Project. We plan to propose this project to the Council/ Urban Renewal Agency Budget Committee through the budget process. Discussion then took place regarding the need to create a collection development policy, adequately preserve and catalog the collection, and digitize the hundreds of historic photographs. Settlemier Tennis Courts Rehabilitation – Jim discussed the need to rehabilitate the tennis courts, including new fencing, resurfacing, new nets, and lighting. We are pulling together project costs and expect to build it into the Parks CIP. Discussion took place on the need for improved Aquatic Center parking lot lighting and trees that need trimmed. Permanent Downtown Restroom – There was discussion about the City Council’s recent decision to place a portable restroom downtown, but not in the plaza, for 5 months next year. The location has not been determined, yet, but Jim expects that the unit will be in service from May-October 2012. Staff will report back to the Council regarding the issue when the restroom is removed in the fall. Deferred Maintenance Several deferred maintenance concerns were discussed; Legion Park Restrooms and Stadium – Discussion took place on the severely deteriorated condition of the restrooms and locker rooms at Legion Park. Staff believes that, given their location and condition, we should consider completely removing them and making other provisions for restroom facilities at the Park. Public Works has determined that many of the stadium’s structural supports have been damaged damage from wood boring beetles and need to be repaired/ replaced. Park Fencing – There is a lot of deteriorated fencing in many of the City’s parks. We are working with Public Works to determine what sections of fencing can be completely removed and what should be repaired or replaced. Legion Light Poles – PGE has informed us that three City owned light poles located in Legion Park are pretty hollowed out and in need of replacement. Meeting adjourned at 8:15 p.m. Workshop Minutes Page 4 Park and Recreation Workshop Minutes January 10, 2012 5:30 – 8:15p.m. ______________________________ _________________________________ Joseph Nicoletti, Board Secretary Paulette Zastoupil, Recording Secretary _________ Date_________________ Date__________ Workshop Minutes Page 5 CityofWoodburn CityofWoodburn PublicLibraryBoardMinutes PublicLibraryBoardMinutes January 11, 2012 7:00 p.m. CALL TO ORDER 1. The meeting and was called to order at 7:00 p.m. ROLL CALL 2. Position I J.D. Mitchoff (12/13) Present Position II Kristen Matthews (12/13) Present Position III Nancy Kirksey, President (12/13) Present Position IV Neal Hawes, Vice-President (12/15) Present Position V Willis Grafe (12/13) Present Position VI Phyllis McKean (12/12) Present Position VII vacant (Student Member) MINUTES – October 12, 2011 3. Neal Hawes/J.D. Mitchoff - Motion to accept the minutes as written and seconded. The motion passed unanimously. BUSINESS FROM THE PUBLIC 4. None. OLD BUSINESS 5. Coffee Shop update – John Hunter John gave a brief history of the coffee shop project that is being considered in the existing staff lounge in the Carnegie building. During the first walk-through, specific concerns were raised and it was then decided to bring in the City’s contract architectural firm to complete a detailed feasibility study and cost analysis. After reviewing the report, staff determined that the proposed scope was too extensive and the anticipated costs were too high for the project to be feasible. As a result, staff has begun investigation ways to reduce the scope of the project to accomplish the minimal level of modification to ventilation, electrical, and plumbing systems required for the project. By so doing, they hope to reduce the cost to a more manageable level. If the project is deemed feasible, a “Request for Proposals” will be advertised, which will hopefully lead to the selection of an operator. Page 1 of 4 BOARD REPORT 6. Friends of the Library Report – John Hunter John reported that the reliable Friends of the Library Book Shop is continuously generating over a $100 monthly. New memberships are needed in this organization, and if anyone is interested, please contact the Library for information. Nancy added that the Friends of the Library are an organization that supports local children and youth programs. Also, this group has decided that the organization can no longer contribute financially, nor be the fiscal agent, to Music in the Park. The group would like to stay focused on its support of the library’s youth and teen programs, which includes the Summer Reading Program. NEW BUSINESS 7. Music in the Park Logistics – John Hunter John reported that the Woodburn Public Library will now act as the fiscal agent for Music in the Park. John and Stu Spence, Recreation Manager attended a seminar through Wilsonville Chamber of Commerce, Sponsorships 101, in November. Through this seminar they gained useful information and felt confident in developing a collaborative sponsorship package for the city’s high-profile summer events. This sponsorship package will give local businesses and large corporations an opportunity to decide which one event they would like to sponsor for the year. It is thought that this simple approach will take away the pressure of constantly approaching businesses for donations. An th Woodburn Summer Nights example for one package, includes; 4 of July, 3 movies in the Library Park, Music in the Park and the Market. John is hoping to work with the Woodburn Independent to develop a program guide for insertion in the Woodburn Independent which will include the sponsorship package information and promotional opportunities for all city events. John has taken on the responsibility of the summer market and now the vendor booth receipts will contribute directly to the Music in the Park budget. Willis stated that having the streets closed during the market has brought positive results. John envisions the market as an opportunity for businesses/corporations using the space for promotional displays. Some thoughts were the Woodburn Art Center for art displays and local car dealerships promoting new vehicles. Phyllis suggested in placing an article in the News and Views asking for volunteers and sponsorships. Kristin asked where the meeting dates and time are posted for the Friends of the Library meetings. John replied on the Library website and in the Library at the front desk. John considers the Music in the Park event to be one of the cultural beacons of the City of Woodburn. John stated that this year the music will start at 6:30pm. The feeling is this will give better synergy for the market, library restroom will be open for the bands mid- break and the event will conclude during daylight hours. Page 2 of 4 “Images of Woodburn” Nancy Kirksey announced that the new book, organized by Beverly Koutney will be available for sale at end of month for sale $21.95. MANAGER REPORTS 8. October - December 2011 Statistics – John Hunter John reported that Library visits were down this past quarter; 4% in October, 2% in November and 6% in December. But circulation increased: 9% in October, 1% in November and 1% in December. Continued increases give John hope that the library will eventually exceed 200,000 circulations a year, one of John’s personal goals. Adult program up attendance was up dramatically due to participation in the library’s half-hour computer lessons.John stated that if anyone is interested in having half-hour sessions on how to use a computer, call the library at 503-982-5252 and make an appointment. These one-on-one computer sessions are in Spanish or English and available on Monday, Tuesday or Wednesday nights. Christine Mackie and Deeda Chamberlain are coordinating the book recommendations that you see in the Woodburn Independent every week. Interlibrary Loans section shows a decrease but John explained that Janet Snowhill at CCRLS has been re-working on the formula for these statistics and so they will be a little different for a couple of months. Woodburn is considered to be a net loaner and, for every book loaned, the library receives $1.50 in compensation from CCRLS. Woodburn remains the top loaner in the cooperative, which reinforces the fact that the collection is up-to-date and popular. Interlibrary Loans Borrowed statistics reflects books borrowed through the cooperative catalog or straight from universities all over the country. Programming Strategies John encouraged residents to take advantage of the many library programs offered. John thanked the Friends of the Library for the providing a Cultural Pass to Evergreen Aviation and Space Museum in McMinnville. This cultural pass that is available for checkout, gives families the opportunity to visit the Museum for free once a year. th On Friday, January 6, 13 teens attended the first Teen Game Night. This program is held after regular library hours from 5:00 – 7:00pm and the teens in attendance enjoyed video, board and card games and refreshments. This program will continue and grow throughout the winter. John stated that the teen video billboard that showcased teen art work is now being utilized for other programs. The Library has started offering a scanning service at the reference desk. Patrons now have the ability to scan necessary documents directly into an email. This new service is a remarkable success and the perfect alternative to faxing documents. John is in the process of securing a new scanner/printer/copier that will enhance the service. John shared that on the Library website you will see a yellow button “L-net”. When this button is clicked it will reach a person that will answer your reference question 24/7. Our library has been selected as a test site for developing a similar service in Spanish. John brought up the idea to the Library Board to permanently change the meeting time from 7:30 pm to 6:30pm. He mentioned that WCAT was contacted and Dick Jennings Page 3 of 4 said there would be no conflict in scheduling. This new meeting time of 6:30pm would also allow John to help staff close the Library at 8:00pm. Neal Hawes/JD Mitchoff - Motion to permanently change the Library Board meeting time to 6:30pm. FUTURE BOARD BUSINESS 9. Next scheduled meeting is April 11, 2012 ADJOURNMENT 10. JD Mitchoff/Neal Hawes – Motion to adjourn meeting and seconded at 7:45pm. _______________________________ Paulette Zastoupil, Recording Secretary Date_________________ Page 4 of 4 Agenda Item February 13, 2012 TO: Honorable Mayor and Council through City Administrator FROM: Ignacio Palacios, Finance Director SUBJECT: 2011-2012 Supplemental Budget RECOMMENDATION: Adopt the attached resolution approving a supplemental budget for fiscal year 2011-2012. BACKGROUND: From time to time during the fiscal year, staff identifies necessary changes to the adopted budget as new information becomes available. ORS 294.480 allows the governing body to adopt a supplemental budget under certain conditions or when an unanticipated ‘event’ occurs. When those changes in the original budget via the supplemental budget exceed 10% of the original appropriation in any one fund a public hearing must be held to discuss the changes and to receive public input. Those changes to the original budget are outlined below and summarized in the attached resolution and exhibit A. DISCUSSION: It should be noted that the 2011-2012 adopted budget for the General Fund is $13,245,545 and will not change with this supplemental budget. Additionally, the total 2011-2012 adopted budget for all funds is $49,199,466 the total increase as a percentage of the adopted budget is 0.8% or $410,000. The increase is due to timing of completion and continuation of planned capital projects and transfer of budget to be reserve for future capital needs. General Fund – As part of the 2010-2011 Adopted Budget the Human Resources department was created (the Assistant City Manager budget was shifted to the newly created department). The Human Resources department was continued to the 2011-2012 Adopted Budget and amounts were appropriated to fund department functions and personnel (a director and assistant). The positions were vacant from July 1, 2011 through mid-November, 2011 when the new director and assistant were hired. Agenda Item Review: City Administrator ___x___City Attorney __x____Finance _x___ Honorable Mayor and City Council February 13, 2012 Page 2 The total budgeted personnel costs for the Human Resources department were $239,791 or a monthly budget of $19,983. As the positions were vacant for the first 4½ months of the fiscal year the department did not expend $89,924 of the budget. A portion of the budget savings were utilized to recruit the director and assistant. The total costs of recruitment (including paid moving costs) was $27,773. Additionally, the Human Resources department is requesting $9,000 from the budget savings be utilized to purchase employment and recruiting software to streamline and centralize the City’s hiring process. The combined costs of the Human Resources personnel recruitment and software costs is $36,773. These expenditures will be offset against the personnel vacancy costs savings and are budget neutral. Due to the nature of the services provided by the Human Resources department personnel costs are allocated amongst the funds that utilize those services. The proposed costs need to be appropriated from existing personnel budgets into the materials and service budgets in each of the affected funds as noted below. General Recorde$ 184 r Attorney 735 Finance 735 Court 368 Human Resources1,839 Police3,310 Library1,471 Community Services1,103 Recreation1,839 Swim Cente 1,839 r Planning 735 Transit 1,655 Building 184 Street 1,839 5,516 Wate r 5,516 Wastewate r Stormwate 1,471 r Engineering 2,574 Public Works Admin2,023 Building Maint 1,471 Information Services 368 $36,773 Honorable Mayor and City Council February 13, 2012 Page 3 Previously, the City had not reserved amounts for future maintenance of facilities and paid for these needs as the projects needs arose. The Library has realized budget savings through December 31, 2012 totaling $10,000. The Library department is requesting those savings be transferred to the General Fund Construction Fund and be reserved for capital needs. The reserved amounts would be utilized for General Fund needs. – Due to difficulties in finding a contractor to complete Police Construction Fund the Shooting Range project the project was not completed in the prior fiscal year. The remaining appropriation of $290,000 needs to be carried forward to the current fiscal year to complete the approved project. Parks SDC Fund – The completion of the Centennial Park project was projected to be done by June 30, 2011. Due to timing issues the project was not completed by the end of the prior fiscal year. Several minor items were not completed until the current fiscal year totaling $15,000 and need to be appropriated in the current fiscal year. Wastewater Treatment Plant Construction (WWTP) Fund – Due to delays the communication upgrades for the wastewater plant were not completed in the prior fiscal year and need to be brought forward into the current fiscal year. Total remaining costs for the project are $80,000 and were part of the 2010-2011 Adopted Budget and approved CIP Plan. Technical and Environmental Services (T&E) Fund – Due to an employee’s extended leave a portion of materials and services appropriation was utilized to hire a part-time employee to assist with the duties of the employee on leave. The shift in appropriation is budget neutral, totaling $13,000. Lavelle Black Trust Fund – For accounting purposes the K9 donation received ($15,000) in August 2011 and associated expenditures ($10,938) are being budgeted in this fund. This will allow the Finance and Police departments to efficiently manage the K9 program. The remaining balance of $4,062 ($15,000 less $10,938) will be budgeted in contingency. FINANCIAL IMPACT: The requested supplemental budget is budget neutral to the General, Transit, Building, Streets, Water, Sewer, Stormwater, Information Services, T&E and Building Maintenance Funds. Honorable Mayor and City Council February 13, 2012 Page 4 The requested supplemental budget increases the capital outlay budgets in the WWTP, Police Construction and Parks SDC funds by $385,000 (as described above). These projects were previously approved and appropriated in the prior fiscal year but due to timing were not completed by June 30 and need to be carried forward to allow completion of the projects. Additionally, the General Fund Capital Construction fund’s capital outlay budget is increased by $10,000 to be reserved for future capital needs. COUNCIL BILL NO.2885 RESOLUTION NO. 2007 A RESOLUTION APPROVING TRANSFERS OF FY 2011-2012 APPROPRIATIONS AND APPROVING A SUPPLEMENTAL BUDGET. ORS 294.450(1) permits “transfers of appropriations” within any WHEREAS, fund “when authorized by official resolution or ordinance of the governing body”; and ORS 294.450(2) limits “[t]ranfers of general operating WHEREAS, contingency appropriations to no more than ten (10) percent of the total appropriations of the fund” unless adopted pursuant to a supplemental budget; and transfers made pursuant to any of the above must state the WHEREAS, need for the transfer, the purpose for the authorized expenditure, and the amount of the appropriation transferred; and ORS 294.480(1)(a) permits supplemental budgets when “an WHEREAS, occurrence of condition which had not been ascertained at the time of the preparation of a budget for the current year or current budget period which requires a change in financial planning”; and ORS 294.480(4) requires the governing body to hold a public WHEREAS, hearing on the supplemental budget “when the estimated expenditures contained in the supplemental budget for fiscal year or budget period differ by then (10) percent or more of any one of the individual funds contained in the regular budget for that fiscal year”; and the transfers contained herein are made pursuant to ORS WHEREAS, 294.450; and the supplemental budget contained herein is made pursuant to WHEREAS, ORS 294.480; and a public hearing was held on the supplemental budget WHEREAS, changes pursuant to ORS 294.480(4); NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: That pursuant to the applicable ORS provisions cited above, Section 1. Page 1 – COUNCIL BILL NO. 2885 RESOLUTION NO. 2007 the City Council hereby approves the transfers of appropriations and supplemental budget for FY 2011-2012 in the amounts listed in Exhibit “A.” 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. 2885 RESOLUTION NO. 2007 CityofWoodburn 20112012SupplementalBudget ExhibitA &ƵŶĚKƌŝŐŝŶĂů^ƵƉƉůĞŵĞŶƚĂůZĞǀŝƐĞĚ 'ĞŶĞƌĂů Library1,233,480(10,000)1,223,480 Transfers426,55910,000436,559 dƌĂŶƐŝƚ Personal330,338(1,655)328,683 Materials&Services261,3431,655262,998 ƵŝůĚŝŶŐ Personal208,815(184)208,631 Materials&Services88,82618489,010 ^ƚƌĞĞƚƐ Personal458,627(1,839)456,788 Materials&Services677,9351,839679,774 WŽůŝĐĞŽŶƐƚƌƵĐƚŝŽŶ BeginningFundBalance(51,300)(290,000)(341,300) CapitalOutlay51,250290,000341,250 'ĞŶ&ƵŶĚĂƉŝƚĂůŽŶƐƚƌƵĐƚŝŽŶ Transfers(72,500)(10,000)(82,500) CapitalOutlay320,00010,000330,000 WĂƌŬƐ^ BeginningFundBalance(350,000)(15,000)(365,000) CapitalOutlay80,00015,00095,000 tĂƐƚĞǁĂƚĞƌŽŶƐƚƌƵĐƚŝŽŶ BeginningFundBalance(720,000)(80,000)(800,000) CapitalOutlay1,847,45680,0001,927,456 tĂƚĞƌ Personal1,280,389(5,516)1,274,873 Materials&Services721,8905,516727,406 ^ĞǁĞƌ Personal1,287,474(5,516)1,281,958 Materials&Services1,038,9175,5161,044,433 ^ƚŽƌŵǁĂƚĞƌ Personal227,354(1,471)225,883 Materials&Services47,5611,47149,032 /ŶĨŽƌŵĂƚŝŽŶ^ĞƌǀŝĐĞƐ Personal339,027(368) Materials&Services364,415368364,783 dĞĐŚŶŝĐĂůΘŶǀŝƌŽŶŵĞŶƚĂů^ĞƌǀŝĐĞƐ Personal1,111,3668,4031,119,769 Materials&Services342,968(8,403)334,565 ƵŝůĚŝŶŐDĂŝŶƚĞŶĂŶĐĞ Personal375,507(1,471)374,036 Materials&Services342,9681,471344,439 >ĂǀĞůůĞůĂĐŬdƌƵƐƚ Donation(50,000)(15,000)(65,000) Materials&Services5,00010,93815,938 Contingency45,1254,06249,187 Agenda Item February 13, 2012 TO: Honorable Mayor and Council through City Administrator FROM:Ignacio Palacios, Finance Director SUBJECT: 2012 Fine Resolution Program RECOMMENDATION: Authorize the City Administrator to implement the 2012 Fine Resolution Program pursuant to the guidelines provided in this staff report. BACKGROUND: The Woodburn Municipal Court (“the Court”) adjudicates approximately 7,500 traffic citations and ordinance violations annually. On traffic citations, the Court issues license suspensions for both “failure to appear” and “failure to comply” (i.e., failure to pay a fine). Eventually old fines that are not paid are turned over to a collection agency and “written off” of the City’s general ledger as uncollectable. DISCUSSION: The Court has been investigating programs where defendants could clear old fines and the City could receive a “lump sum” payment for part of the amount due. To that end, staff contacted several local jurisdictions to seek input on potential programs. Several surrounding entities have successfully implemented fine resolution programs that allowed defendants to pay one-half (50%) of their outstanding fines if certain criteria were met. Based on the information received, staff believes that this program could be successfully implemented in Woodburn. The fine resolution program would allow the Court to close open files, remove accounts from the collection agency, and receive a “lump sum” payment for one-half (50%) of the amount due. The City has turned over approximately $3.9 million in fines (a total of 6,458 accounts) to the collection agency for the period from 1991through 2009 (or a total of $195,000 per year). Many of these accounts are still being pursued by the collection agency even though they have been ‘written off’ the City’s general ledger. Agenda Item Review: City Administrator __x____City Attorney __x____Finance __x___ Honorable Mayor and City Council February 13, 2012 Page 2 The proposed program guidelines would be as follows and defendants would not be allowed to participate in the program unless the following criteria were met: Fines must be at least two years old and have been sent to the collection agency. The account can be settled for one “lump sum” payment of half (50%) of the total balance due. No reductions will be given for a partial payment. Payment must be in the form of cash, money order, cashier’s check, VISA or MasterCard. Driver license suspensions will be cleared after the Court receives payment under this program. However, the individual may be subject to an additional fee payable to the DMV for reinstatement of driver's license. The proposed program would be limited in duration and offered from March 1, 2012 through May 30, 2012. FINANCIAL IMPACT: The program could potentially raise $20,000 to $90,000 in revenue. Revenue raised would be recorded in the General Fund. Agenda Item February 13, 2012 TO: Honorable Mayor and City Council through the City Administrator FROM: Dan Brown, Public Works Director SUBJECT: AWARD OF CONSTRUCTION CONTRACT LEASURE STREET – OR HWY 214 WATERLINE LOOP PROJECT RECOMMENDATION: That the City Council, acting as the Local Contract Review Board, award a construction contract for the Leasure Street – Hwy 214 Waterline Loop Project to the lowest responsible bidder, in the amount of . HSC LLC, $47,160.00 BACKGROUND: The contract is File #2011-021-30, Bid No. 2012-05 for the installation of approximately 330 feet of 6-inch water line in City and Oregon Department of Transportation (ODOT) Right-of-Way. The new pipe will be installed outside the pavement area and will complete a waterline loop extending from Leasure Street to 1250 Newberg Highway. A new fire hydrant will be installed in the southwest quadrant of OR HWY 214 (Newberg Hwy) and Leasure Street intersection. Water service will not be interrupted with the installation of the new waterline loop. Bids for the improvement project were opened on January 26th, 2012. Fourteen were received from responsible pre-qualified Bidders, seven of which (14) bids were non-responsive. Offers received are as follows: No: Name Amount 1 HSC LLC $47,160.00 2 Subcom Excavation & Utilities $54,000.00 3 D&T Excavating, Inc. $54,191.01 4 David M Roberts Contracting $54,840.00 5 Jim Smith Excavating, Inc. $58,985.00 6 John Rice Excavating, Inc. $59,350.00 7 Kerr Contractors, Inc. $61,446.00 Agenda Item Review: City Administrator ___x___ City Attorney ___x___ Finance _x____ Honorable Mayor and City Council February 13, 2012 Page 2 No: Name Amount 8 Gelco Construction Co. * Non-Responsive 9 GPEC Electrical Contractors* Non-Responsive 10 Paul Lambson Contracting, Co.** Non-Responsive 11 North Santiam Paving, Co.** Non-Responsive 12 ML Houck Construction ** Non-Responsive 13 Hangar Construction Unlimited*** Non-Responsive 14 Nomarco Inc.**** Non-Responsive Engineer’s Estimate $84,860.00 * Declared Non-Responsive for not providing a signed acknowledgement of ORS 279C.840. ** Declared Non-Responsive for not providing a signed Bid Proposal. *** Declared Non-Responsive for not providing a signed Bid Proposal and signed acknowledgement of ORS 279C.840 **** Declared Non-Responsive for not providing a signed acknowledgement of Addendum #1 and Addendum #2. The recommended award amount is 44.4% the Engineer’s estimate. under DISCUSSION: The project was approved in the FY 2011-2012 Capital Improvement Project budget. The contract award is in conformance with public contracting laws of the State of Oregon as outlined in ORS Chapter 279C and the laws and regulations of the City of Woodburn, therefore, staff is recommending the contract be awarded. FINANCIAL IMPACT: The project will be funded using Water Construction (466) & Water System Development (474) Funds . Estimated project cost summary: Design and technical services $ 9,000.00 Honorable Mayor and City Council February 13, 2012 Page 3 Construction Contract $ 47,160.00 Construction Contingency $ 8,000.00 Construction Management & Inspection $ 11,000.00 Total Estimated Project Cost $ 75,160.00 Budgeted Project Cost Estimate $ 95,000.00