06-11-12 AgendaCITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET
1. CALL TO ORDER AND FLAG SALUTE
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Announcements
None.
Appointments
A. Fabiola Gavina - Zavala - Woodburn Library Board
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A. Chamber of Commerce
B. Woodburn School District
C. Woodburn Downtown Association
5. PROCLAMATIONS /PRESENTATIONS
Proclamations
None.
Presentations
A. Boys & Girls Club
None.
7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for
Council consideration not already scheduled on the agenda.
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June 11, 2012
Council Agenda
Page i
1
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 Recreation and Park Board minutes of May 8, 2012 2
Recommended Action Accept the minutes.
B. Finance Director 6
Recommended Action That the City Council, pursuant to the
Woodburn City Charter, formally consent to the City
Administrator's removal of the Finance Director.
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
B. A Public Hearing to Consider the City of Woodburn's 2012 -13
Budget
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. 2889 - An Ordinance Amending Ordinance 7
2307 (the Willamette Broadband, LLC/ Wavedivision VII, LLC
Cable Television Franchise) to Extend Said Franchise
Ordinance Until June 30, 2015 and Declaring an Emergency.
Recommended Action: Adopt the ordinance amending
Ordinance 2307 (the WAVE cable television franchise) to extend
the franchise expiration date, for approximately 3 additional
years, until June 30, 2015.
B. Council Bill No. 2890 - A Resolution Declaring the City of 10
Woodburn's Election to Receive State Revenue Sharing
Recommended Action: Adopt the resolution.
C. Council Bill No.2891 - A Resolution Certifying Services for State 13
Revenue Sharing
Recommended Action: Adopt the resolution.
June 11, 2012 Council Agenda Page ii
D. Council Bill No. 2892 -A Resolution Adopting the Budget and 15
CIP, Making appropriations, and Declaring and Categorizing
Taxes for Fiscal Year 2012 -13
Recommended Action: 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 2012 -13.
E. Award of Construction Contract for Waterline Extension at OR 19
Hwy 214 and Front Street Ramp
Recommended Action: That the City Council, acting as the
Local Contract Review Board, award the construction contract
for the Hwy 214 - Front Street Ramp Waterline Extension Project
to Kerr Contractors Oregon, Inc. in the amount of $199,873.00.
F. Award of Construction Contract for the North Front Street Interim 21
Pavement Improvements
Recommended Action That the City Council, acting as the
Local Contract Review Board, award the construction contract
for the North Front Street Interim Pavement Improvements
Project to North Santiam Paving Co. for the amount of
$258,915.00.
G. Teen Center Agreement 23
Recommended Action It is recommended that the City
Council authorize the City Administrator to enter into a
management agreement with the Boys and Girls Club of Salem,
Marion and Polk Counties.
H. Interchange Aesthetic Advisory Committee Recommendation 35
for Council Approval
Recommended Action That the City Council approve the
design recommendations presented by the Interchange
Aesthetic Advisory Committee and authorize the City
Administrator to enter into an Intergovernmental Agreement
with the Oregon Department of Transportation (ODOT) to
incorporate the aesthetic features into the Interchange
Improvement Project design documents.
1. Acceptance of a Public Utility Easement in the Nuevo 68
Amanecer Phase 4 Development at 1300 North Second Street,
Woodburn, OR 97071 (Tax Lot 051 W07DA00800)
Recommended Action: That Council accepts a 16 foot Public
Utility Easement for City water facilities granted by NAIV Housing
June 11, 2012 Council Agenda Page iii
Limited Partnership, property owner of Nuevo Amanecer Phase
4 Development at 1300 Second Street, Woodburn, OR 97071,
Woodburn, OR 97071 (Tax Lot 051 W07DA00800).
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
14. MAYOR AND COUNCIL REPORTS
15. ADJOURNMENT
June 11, 2012 Council Agenda Page iv
=�
OODBURN
June 6, 2012
TO: City Council
FROM: Kathy Figley, Mayor
SUBJECT: Library Board Appointment
i�
The following appointment is made, subject to the approval of the Council.
Please forward any adverse comments to me prior to the Council meeting on
Monday, June 11, 2012. No reply is required if you approve of my decision.
LIBRARY BOARD COMMITTEE
New Appointment
o Fabiola Gavina- Zavala
City of Woodburn
Recreation and Park Board Minutes
May 8, 2012 • 5:30 p.m.
1. CALL TO ORDER
The meeting and was called to order at 5:30 p.m.
2. ROLL CALL
Position I Brent Glogau, Member (12/13) Present
Position II (Student) Sofie Velasquez (12/12) Present
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) Absent
Position VI Member (12/12) Vacant
Position VII Tony Waite (12/12) Absent
3. APPROVAL OF MINUTES
Joseph Nicoletti/ Brent Glogau- Motion to accept the April 10, 2012 minutes as
written and seconded. The motion passed unanimously.
4. BUSINESS FROM AUDIENCE
None.
5. OLD BUSINESS
6. NEW BUSINESS
"A Downtown Event Partnership
Robyn Stowers, Community Relations Officer, provided an overview of the recent
agreement with the newly reformed Woodburn Downtown Association (WDA) and
the City recently entered into. The agreement is very similar to the Fiesta Mexicana
agreement between the City and the Chamber of Commerce, and essentially
designates the WDA as the lead organizer of downtown events. The first activity
produced under the agreement will be the "Mother's Day" event on May 12 & 13.
June 12 Park Tour
The Board confirmed plans for the annual park tour, which will take place at 5:30 PM
on June 12. The tour will take the place of June's regular meeting.
Museum/ Bungalow Theater Update
Jim discussed the recent facility evaluations that were conducted at the Museum and
Bungalow Theater. The evaluations revealed that a significant number of deferred
maintenance items exist that will require extensive work to address. The Urban
Renewal Agency will consider whether or not they wish to make Museum/ Theater
renovations a priority Project when they meet on May 14.
Greenway Trail Dedication
Page 1 of 4
City of Woodburn
Recreation and Park Board Minutes
May 8, 2012 ® 5:30 p.m.
o R r C ; o N
The Board discussed ideas for the Greenway Trail dedication that will likely take
place in June. Sofie thought that the Youth Advisory Board might be interested in
helping to organize the event. Potential activities might include a scavenger hunt,
activities with a "green" focus, evening activities with glow sticks, a walk through
Woodburn history.
7. DIVISION REPORTS
Aquatics — Kristin Graybeal
Kristin updated the Board on the following items:
Finance Review —
o Swim Lesson Revenue increasing (following trends from of increase from last
year) but still not in comparison to last year's April
0 50% Cost Recovery Level for month of April!
News:
• Heater Repair Issues
• Good size lifeguard class — 9 students & 3 recerts
Upcoming Events
o Swim Sale May 21 -25: Sign up a child for swim lessons & receive 30% off a
swimsuit
o Senior Day May 30
® Seniors get half off admission $1.75
o Marketing News
® Photos from Evan are awesome!
® New updated Website in the works
Recreation — Stu Spence
Stu updated the Board on the following items:
Youth Sports
T -Ball and Girls Softball seasons continue. New program — Kidz Love Soccer
begins this Saturday. 30 kids total signed up ages with 2 of the classes nearly full.
This is different than our traditional leagues. They are more skill development
and drill based.
Adult Sports
Men's basketball continues. Outdoor Summer League registration open — new
program.
Page 2 of 4
City of Woodburn
Recreation and Park Board Minutes '"'' •u•'g
May 8, 2012 • 5:30 p.m.�
0 A' ..., ... .K O
1785 Locomotive
The final draft of the Locomotive booklet went to print last week and we should
be receiving a draft copy by the end of the week. As you know, Frank Scheer,
local historian and restorer of the 1785 Locomotive and I worked together to
publish a supplementary booklet about the presentation he did on the history of
the 1785 on its 55` anniversary in Woodburn. Booklets and DVDs will be
provided to the community at the Museum and Library and for sale to others for
cost. Special thanks to Yes Graphics for writing off some of the cost to make it
affordable for everyone.
Mentor Day
44 youth and another 40 adults including parents, mentors, and interested
community members attended a National PAL Mentoring Event that took place
on Saturday, April 21", 2012 at 7:OOpm at Valor Middle School. Activities
included a performance by Woodburn Rocks, a slide show highlighting still and
video clips of program participants, free food donated by local businesses,
participant awards, and a raffle. The event was emceed by Officer Rick Puente
who entertained the crowd throughout the evening. The youth "after party" began
at 9:OOpm. The party included supervised activities, games, craft stations, and
music. This event was funded by a National PAL mentoring program grant and its
purpose was to promote the mentoring program, recruit volunteer mentors, and
attract new mentees. Event supporters donated all the food, drinks, and door
prizes. Thank you: Papa Murphy's, Subway, Pizza Hut, Sharky's Pizza, Abby's
Pizza, Wal -Mart, Bi -Mart, Safeway, Do it Best Corporation, Wave Broadband,
Arctic Circle, Coastal Farm & Ranch, Woodburn Bowl, Wallace Video, Starbucks
Coffee, Diesel Fitness, and Woodburn Chamber of Commerce.
Dress Barn Event
To celebrate Mother's Day, the Dress Barn at the Woodburn Company Stores is
providing $50 gift cards to 10 of our Mentoring kids so they can treat their mom
for Mother's Day. This partnership was arranged at the national level through the
National Police Activities League.
WSN
As you know, Woodburn Summer Nights is new in 2012 and kicks off with the
4` of July Celebration and continues with concerts and movies in the park. We
have received good feedback from our initial bulk mailing and hope by combining
these family events to increase sponsorship funding by giving sponsors more
value for their dollar.
PHR
Over 30 youth participated in MLB Pitch, Hit, and Run last Saturday at
Centennial Park. This local competition is the first step in qualifying for the
national finals at the MLB All Star Game in Kansas City.
Page 3 of 4
4
City of Woodburn
Recreation and Park Board Minutes
May 8, 2012 ® 5:30 p.m.
L 1. <... 0_ N
ASC Prices
The Woodburn School District has agreed to set next year's after school program
prices. They will increase to $350 per year from $300 this year (if paid in full) or $95
per quarter ($380) from $100 per trimester ($300) this year.
Parks and Facilities — Jim Row
Jim discussed the pending status of the Legion Park Playground grant. Given the
timing of the State Parks Commission approval process, it is very probable that if our
grant is approved, we won't be installing until Spring 2013.
8. FUTURE BOARD BUSINESS
2011/12 Aquatic Center Financials
9. BOARD COMMENTS
Sofie mentioned that the Youth Advisory Board recently helped with the Schools
District's Dia Del Nino event. She also talked about the possibility of hosting a
student art or performance show in the downtown plaza, as well as some ideas for the
Greenway Trail dedication event.
10. ADJOURNMENT
The meeting was adjourned at 6:50 PM
Joseph Nicoletti, Board Secretary Jim Row, Community Services Director
Date Date
Page 4 of 4
67
W04DBPRN
June 11, 2012
TO: Honorable Mayor and City Council
FROM: Scott C. Derickson, City Administrator
SUBJECT: Finance Director
RECOMMENDATION:
That the City Council, pursuant to the Woodburn City Charter, formally consent
to the City Administrator's removal of the Finance Director.
BACKGROUND:
The City Administrator ended the employment of the Finance Director without
cause on May 16, 2012. The Woodburn City Charter gives the City Administrator
this authority and also requires that the City Council give its formal consent.
FINANCIAL IMPACT:
None.
Agenda Item Review: City Administrator _x_ City Attorney _x
Finance
R*
ODBVRN
June 11, 2012
TO: Honorable Mayor and City Council
FROM: Scott C. Derickson, City Administrator
SUBJECT: Extension of WAVE Cable Television Franchise
Adopt the ordinance amending Ordinance 2307 (the WAVE cable television
franchise) to extend the franchise expiration date, for approximately 3
additional years, until June 30, 2015.
As the City Council is aware, the WAVE cable television franchise ordinance
expires at the end of this fiscal year. The franchise was originally granted for a 10
year period. During the past few months, the City has been in franchise renewal
discussions with WAVE. The City's negotiation team consists of me, the Finance
Director, and City Attorney. It has also been necessary for us to consult with a
cable television expert because of the technology issues and the complexity of
telecommunications regulations.
Extending the existing franchise for a three year period is reasonable from the
City's perspective. During the past few months, due to challenging budget
issues, it has not been possible for renewal of this franchise to be our first priority.
The recent departure of the Finance Director will make it even more difficult for
us to focus on the franchise renewal during the next few months. It is
anticipated that the City will be better able to focus on the renewal issues in
three years.
FINANCIAL IMPACT
Franchise fee payments, which are a significant part of General Fund income,
will continue to be paid to the City.
Agenda Item Review: City Administrator _x_
City Attorney _x_ Finance _x_
N
COUNCIL BILL NO. 2889
ORDINANCE NO. 2486
AN ORDINANCE AMENDING ORDINANCE 2307 (THE WILLAMETTE BROADBAND,
LLC/ WAVEDIVISION VII, LLC CABLE TELEVISION FRANCHISE) TO EXTEND SAID
FRANCHISE ORDINANCE UNTIL JUNE 30, 2015 AND DECLARING AN EMERGENCY.
WHEREAS, Ordinance 2307 granted a franchise ( "the Existing Franchise ")
to Willamette Broadband, LLC to operate a cable television system for a 10 year
period within the corporate limits of the City of Woodburn; and
WHEREAS, Willamette Broadband, LLC became WaveDivision VII, LLC and
remained subject to the existing franchise; and
WHEREAS, the parties to the Existing Franchise have been negotiating in
good faith towards renewal; and
WHEREAS, the parties now believe that it would be in their mutual interest
to extend the Existing Franchise until June 30, 2015, approximately a three year
period; and
WHEREAS, a representative of WaveDivision VII, LLC has consented to the
extension of the Existing Franchise and this consent will be formalized with a
written Acceptance of Franchise to be filed with the City; NOW, THEREFORE,
THE CITY OF WOODBURN ORDAINS AS FOLLOWS:
Section 1. Section 3 of Ordinance 2307 is amended to read as follows:
Section 3. The Franchise shall expire at the end of the
fiscal year, June 30, 2015.
Section 2. Wave Division VII, LLC shall file an Acceptance and Guarantee
of Franchise within 30 days after the passage of this ordinance.
Section 3. This ordinance being necessary for the immediate preservation
for the public peace, health, and safety, in that it is important that the
Franchisee is able to continue to operate a cable television system while
negotiations take place, an emergency is declared to exist and this ordinance
shall take effect immediately upon passage and approval by the Mayor.
Approved as to form:
City Attorney Date
Page 1 - Council Bill No. 2889
Ordinance No. 2486
E
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. 2889
Ordinance No. 2486
Kathryn Figley, Mayor
9
WOQDBURN
June 11, 2012
TO: Mayor and City Council through City Administrator
FROM: Christina Shearer, Acting Finance Director
SUBJECT: Resolutions Regarding State Revenue Sharing
RECOMMENDATION
Conduct a 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 2012 -2013
as provided in ORS 221.760 & 221.770, the City Council must enact an ordinance
or resolution certifying eligibility to receive state shared revenue and expressing
that election. These resolutions must be filed with the Oregon Department of
Administrative Services no later than July 31.
DISCUSSION
The approved 2012 -2013 Budget includes state shared revenues of $240,000.
Historically, these revenues have been used for street lighting and street
associated maintenance and projects.
FINANCIAL IMPACT
The resolutions declare the City's election and qualification to receive State
Revenue Sharing in fiscal year 2012 -2013 and are estimated to be $430,000.
Agenda Item Review: City Administrator _X_ City Attorney _X_
Finance
10
COUNCIL BILL NO. 2890
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 2012 -2013 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 2012 -2013 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 11, 2012 and called for
written and oral comment on the possible uses of the distributions and
that the hearing complied with ORS.2770(1) (b) and (c).
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, 2012.
Section 4. This resolution shall be effective immediately upon its
passage.
Page 1— COUNCIL BILL NO. 2890
RESOLUTION NO. 2011
11
Introduced and adopted by the City Council of the City of Woodburn,
Oregon on June 11, 2012.
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. 2890
RESOLUTION NO. 2011
Kathryn Figley, Mayor
12
COUNCIL RILL NO. 2891
f • • 1
A RESOLUTION CERTIFYING SERVICES FOR STATE REVENUE SHARING
WHEREAS, ORS 221.760(1) 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, city official recognize 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
Introduced and adopted by the City Council of the City of Woodburn,
Oregon on June 11, 2012.
This resolution shall be effective immediately upon its passage.
Page 1— COUNCIL BILL NO. 2891
RESOLUTION NO. 2012
13
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. 2891
RESOLUTION NO. 2012
Kathryn Figley, Mayor
14
FROM: Christina Shearer, Acting Finance Director
SUBJECT: FY 2012 -2013 Approved Budget
fT� l►i1►iC PIT-11111 P►(a
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 2012 -2013.
BACKGROUND
The Budget Committee of the City of Woodburn met and adopted its Approved
Budget on May 5, 2012. 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, May 30, 2012 according to the
requirements of Oregon Local Budget Law (ORS 294.438). 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.
The Finance Department is proposing adoption of the budget as approved by
the Budget Committee.
The resolution adopts the fiscal year 2012 -2013 annual budget of $69,256,871.
Agenda Item Review: City Administrator _X_ City Attorney _X_ Finance -X-
15
COUNCIL BILL NO. 2892
RESOLUTION NO. 2013
A RESOLUTION ADOPTING THE BUDGET AND CIP, MAKING APPROPRIATIONS,
AND DECLARING AND CATEGORIZING TAXES FOR FISCAL YEAR 2012 -13
WHEREAS, the Budget Committee of the City of Woodburn met and
approved the Proposed Budget on May 5, 2012; and
WHEREAS, the Notice of Budget Hearing and Financial Summary
were published in the "Woodburn Independent" on May 30, 2012 as
required by ORS 294.438; and
WHEREAS, a public hearing was held on June 11, 2012; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Woodburn, Oregon as follows:
Section 1. The City Council of the City of Woodburn hereby adopts the
budget for fiscal year 2012 -2013 in the sum of $69,256,871. 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 1, 2012 and for
the purposes shown below are hereby appropriated as follows:
Council & Mayor
41,993
Administration
519,180
City Recorder
590,154
City Attorney
159,582
Finance
1,745,202
Human Resources
47,348
Court
247,802
Police
7,347,668
Library
1,169,141
Recreation
553,709
Aquatics Center
520,836
RSVP
55,189
Parks Admnistration
309,000
Community Services Administration
393,521
Planning
425,286
Building Inspection
422,081
Housing Rehabilitation
247,750
Water
4, 508, 739
Page 1— COUNCIL BILL NO. 2892
RESOLUTION NO. 2013
i[^:
Water Capital
6,276,515
Sewer
9,459,665
Sewer Capital
17,153,442
Maintenance
12,886,724
Surface Water /Collections
333,131
Engineering
744,877
Garage
225,803
Transit
743,660
Public Works Administration
1,218,530
Non - Departmental / Non - Program
910,343
Total Budget
69,256,871
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
$550,000 for bonds. These taxes are hereby imposed and categorized for
tax year 2012 -13 based upon assessed value of all taxable property within
the City.
General Government Excluded from Limitation
General Government $6.0534/$1,000 -
Public Safety Debt Service - $ 550,000
Section 4. The City Council of the City of Woodburn hereby adopts the
City of Woodburn Capital Improvement Program (CIP) for fiscal year 2012-
2013. A copy of the CIP document is now on file in City Hall, 270
Montgomery Street, Woodburn, Oregon.
Introduced and adopted by the City Council of the City of Woodburn,
Oregon on June 11, 2012.
This resolution takes effect immediately upon adoption.
Approved as to Form:
City Attorney Date
Kathryn Figley, Mayor
Page 2 — COUNCIL BILL NO. 2892
RESOLUTION NO. 2013
17
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 3 —COUNCIL BILL NO. 2892
RESOLUTION NO. 2013
18
June 11, 2012
TO: Honorable Mayor and City Council, acting as the Local Contract
Review Board, through City Administrator
FROM: Dan Brown, Public Works Director
SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR WATERLINE EXTENSION
AT OR HWY 214 AND FRONT STREET RAMP
RECOMMENDATION
That the City Council, acting as the Local Contract Review Board, award the
construction contract for the Hwy 214 - Front Street Ramp Waterline Extension
Project to Kerr Contractors Oregon, Inc in the amount of $199,873.00.
BACKGROUND
The contract involves the installation of 690 linear feet of 12" ductile iron water
line to complete the water loop between existing main on the south side of Hwy
214 by Mill Creek Pump Station and end of existing water main located in the
west side of N Front Street, northwest corner of N Front St and Hwy 214 off ramp
intersection. The installation of the new line includes boring under Highway 214
and trench cut under the off ramp area.
Bids for the improvement were opened on May 17, 2012. Two (2) bids were
received from responsible, pre - qualified Bidders. Offers received are as follows:
No:
Name
Amount
1
Kerr Contractors Oregon, Inc.
$199,873.00
2
Pacific Excavation, Inc.
$208,873.00
Engineer's Estimate
0=_ M_��
$213,426.84
The recommended award is 6.4% under the Engineer's estimate.
DISCUSSION
The project was approved in the 2012 -13 Capital Improvement Project budget.
Agenda Item Review: City Administrator _x_ City Attorney _x
Finance x
19
Honorable Mayor and City Council
June 11, 2012
Page 2
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) and Water SDC (474)
as identified in the 2012/13 fiscal budget.
Estimated Project Cost Summary:
• Design and Technical Services
• Construction Contract
• Construction Contingency
• Construction Management & Inspection
Total Estimated Project Cost
Budgeted Project Cost Estimate
$ 20,000.00
$199,873.00
$ 17,127.00
$ 7,000.00
$ 244,000.00
$ 244,000.00
N11
FROM: Dan Brown, Public Works Director
SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR THE NORTH FRONT STREET
INTERIM PAVEMENT IMPROVEMENTS
That the City Council, acting as the Local Contract Review Board, award the
construction contract for the North Front Street Interim Pavement Improvements
Project to North Santiam Paving Co. for the amount of $258,915.00.
,• 1 0
The contract involves the interim reconstruction of the two travel lanes on North
Front Street, 2,400 lineal feet of road between 2701 North Front Street and the
northern City limits. The construction includes the pulverization of 5,900 square
yards of existing asphalt; 6,950 square yards of 12" cement treated base using
the pulverized asphalt, existing base rock and soils; and 1,850 tons of hot mix
asphaltic concrete for a 5" surface thickness.
Bids for the improvement were opened on May 31, 2012. Four (4) bids were
received from responsible, pre - qualified Bidders. Offers received are as follows:
No:
Name
Amount
1
North Santiam Paving Co.
$258,915.00
2
Kerr Contractors Oregon, Inc.
$259,814.00
3
Knife River
$261,523.75
4
Salem Road and Driveway
$272,272.00
Engineer's Estimate
$315,951.48
The recommended award is 18% under the Engineer's estimate.
DISCUSSION
The project has been identified in the City's Capital Improvement Program as a
c omplete reconstruction to current street standards. The propose interim paving
Agenda Item Review: City Administrator _x City Attorney _x_ Finance _x-
21
Honorable Mayor and City Council
June 11, 2012
Page 2
project will not result in a street improvement that meets currents standards. This
project was identified as an interim improvement to the travel lanes only to
address an immediate public safety problem and to provide a serviceable
north /south connector street to function as an alternate route during
construction of the Interchange Improvement Project scheduled to start the
summer of 2013. This interim project was presented during the 2012/2013 Public
Works Projects presentation to the Budget Committee on May 5, 2012.
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 Street Storm CIP (363) funds as identified in the
2012/13 fiscal budget.
Estimated Project Cost Summary:
• Design and Technical Services $ 10,000.00
• Construction Contract $258,915.00
• Construction Contingency $ 35,000.00
• Construction Management & Inspection $ 15,000.00
Total Estimated Project Cost $ 318,915.00
Budgeted Project Cost Estimate $ 350,000.00
Agenda Item Review: City Administrator City Attorney Finance
22
FROM: Jim Row, Community Services Director
SUBJECT: Teen Center Agreement
It is recommended that the City Council authorize the City Administrator to enter
into a management agreement with the Boys and Girls Club of Salem, Marion, and
Polk Counties.
x
This item will renew the "Teen Center" management agreement between the
City and the Boys & Girls Club, which will expire on June 30, 2012. The Boys &
Girls Club has operated the Settlemier Park Teen Center through previous
versions of this management agreement for nearly two years.
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 401 total members with an average daily attendance of 35.
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. Each year, the Teen Center develops new programs and this year's
most impactful program is the Woodburn Outdoors Program that is in
partnership with the Woodburn School District. The Boys & Girls Club and
Woodburn School District take teens out to explore the nearby hiking trails, rock
Agenda Item Review: City Administrator _x City Attorney _x_ Finance —x-
23
Honorable Mayor and City Council
June 11, 2012
Page 2
climbing gyms, Aquatic Center, as well as camping overnight through
academic camp outs.
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, 2012 to June 30, 2013, 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.
While funding for the agreement is provided for in the proposed FY12 /13
budget, it is unlikely that the City will be able to continue providing the same
level of support in subsequent years. The Boys & Girls Club is aware of the City's
financial constraints and will work on options for reducing the level of City
support that will be required for FYI 3/14 and beyond.
FINANCIAL IMPACT
The annual cost to the City under this agreement will remain unchanged at
$56,700, which is in the proposed FYI 2/13 General Fund Budget.
24
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, 2012.
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, 2012; 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
Page 1- Management Agreement
25
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, 2013, 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.
Page 2- Management Agreement
26
(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
27
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;
(3) To keep the walks and entries in the Facility free and clear of ice,
snow, rubbish, debris, and obstructions.
Page 4- Management Agreement
28
(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;
(b) contain an endorsement providing that such insurance may
not be materially changed, amended, or canceled with respect to City except
Page 5- Management Agreement
29
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 Ci!y 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.
C. Termination by for Convenience. Notwithstanding the above, City may
terminate this Agreement for any reason and at its sole discretion if City determines that
Page 6- Management Agreement
30
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
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.
Page 7- Management Agreement
31
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
thereby and each term and provision of this Agreement shall be valid and enforceable to the
fullest extent permitted by law.
E. Contract Coordinator.
Page 8- Management Agreement
32
(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 party 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 party a reasonable sum for attorney fees in such
action, or arbitration or appeal.
I. Governing Law. Any disputes that arise under or concern this Agreement shall
be governed by the laws of the State of Oregon.
Page 9- Management Agreement
33
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:
Page 10- Management Agreement
34
0 -� =r
W.* I �/
June 11, 2012
TO: Honorable Mayor and City Council through City Administrator
FROM: Dan Brown, Public Works Director
SUBJECT: INTERCHANGE AESTHETIC ADVISORY COMMITTEE RECOMMENDATION
FOR COUNCIL APPROVAL
That the City Council approve the design recommendations presented by the
Interchange Aesthetic Advisory Committee and authorize the City Administrator
to enter into an Intergovernmental Agreement with the Oregon Department of
Transportation (ODOT) to incorporate the aesthetic features into the
Interchange Improvement Project design documents.
BACKGROUND
The Interchange Improvement Project Environmental Assessment prepared by
ODOT in 2005 recognized the unique opportunity for reconstruction of the
interchange to create an appealing community gateway. Consequently, one
of the goals of the Environmental Assessment is to address the aesthetics of the
interchange and to, "Create a gateway entrance to Woodburn, (i.e. consider a
variety treatments such as undergrounding utilities, landscaping, and pavement
widths).
DISCUSSION
The Interchange Aesthetic Advisory Committee (Citizen Advisory Committee)
was appointed by the Council, upon the request of ODOT, to participate in a
public involvement process to identify and recommend the aesthetic features
ODOT should incorporate in the Interchange Project Improvement design
documents.
The Interchange Aesthetic Advisory Committee has successfully completed the
public involvement process and is bringing a recommendation to Council that
was unanimously agreed to. This level of consensus is rare in public involvement
efforts involving the complexity of design decisions the Interchange Aesthetic
Advisory Committee was tasked with addressing.
Agenda Item Review: City Administrator _x_ City Attorney _x_ Finance _x
35
Honorable Mayor and City Council
June 11, 2012
Page 2
The Interchange Aesthetic Advisory Committee has provided a report that
outlines the public involvement process utilized and the recommendations they
are presenting to the Council for approval. The report has been circulated to
the Council in advance of the meeting. The Interchange Aesthetic Advisory
Committee will provide a presentation summarizing the report to the Council at
this meeting.
FINANCIAL IMPACT
The design features the Interchange Aesthetic Advisory Committee has
recommended to the Council for approval are within the budgetary allowance
for aesthetic enhancements. Therefore, there is no increase to the estimated
project cost created by the aesthetic enhancements recommended.
The aesthetic enhancements do entail a long -term recurring commitment by
the City to maintain the enhancements requested. ODOT has been clear that
they cannot commit to maintaining any enhancements to the roadway that
require a higher level of maintenance than their standard design. The design is
not completed to a level that provides sufficient information to provide a final
estimate of annual maintenance expenditure required by the City. I
recommend for decision making purposes that the Council assume the level of
financial commitment will be $60,000 per year. This cost includes enhanced
landscape maintenance, electrical service for enhanced lighting, and
additional street sweeping in excess of ODOT minimum maintenance levels.
W
Y i
Rz N
Woodburn Interchange Project
Context Sensitive and Sustainable Solutions (CS')
Draft Gateway Design Report
May 2012
GGN OEP4l
oT 7 L o @N'A'ERCHA AGE
HanmiGObal r ar[r�er
37
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38
Acknowledgements
ODOT Project Development Team
Tim potter, Nlid Willamette Valley Area Manager
Alan Fos, Interchange Project leader, CSS project Leader
John Lucas, Senior Roads ay Designer
Ernest him, Illumination Engineer
Mike Shippey, RLA, Statewide Roadside Development Program Coordinator
Liantao Ru, Senior Structural Designer
Victor Alvarado, Right of Way Project Nlanagcr
Consultant Team
Otak
Torn Litster, Project Manager
Kwdin Nordi, RI.A, lead Designer
Ron Dean, AIA, Architectural Design
Steve Dixon RLA, landscape Design
lan Fabik RE., Enginecung Design and Cost Est mating
Darrin Stairs, RE., Contract Manager
Emily Leeu, Project Assistant
JLA Public Involvement
Vaughn Brown, Principal, Public Im olvemcmt
Sam Bcresky, Public Im-olvemcnt
Stacey Thomas, Public Involvement
Luma Lighting
Zack Suchara, Director of Design
Aesthetic Panel
Jack Bigej, Business Owner
DUrre'll Crays, Citizen /I listoric Woodburn Neighborhood Association
Toin Homer, Business Owner
Matt Gwynn, City of Woodburn IN I.- intenance Manager
Jim I lendryx, City of Woodburn Economic and Development Services
Manager
Leo I lillyer, Business Owner
Dick Koesscl, Citizen /Senior Estates Board Member
(Maria Lopez, Business Owner
Charlie, Piper, City of Woodburn Planning Commission
John Reinhardt, Citizen
Teri Sunderland, Business Representative
Ruby Wolfer, West Coast Bank
City of Woodburn
Dan Brown, Director, City of Woodburn Public Works
Marta Trinidad, Administrative Assistant and Spanish'l'ranslation
A ` �.
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39
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40
Table of Contents
Connected by Landscape — Connected by Transportation — Connected as Communities
Acknowledgements............................................... ............................... I
Tableof Contents ................................................... ..............................3
Introduction............................................................. ..............................4
ACommunity Gateway ...........................................................................
..............................5
Context Sensitive and Sustainable Solutions Process .............
..............................5
AestheticPanel ..............................................................................................
..............................5
Connected by Landscape, Connected as Communities .......
..............................6
Gateway Design Concept ..................................... ..............................7
Viewsfrom the Road .................................................................................
..............................7
Bridge Enhancements ............ .... ... .......... ......... .......................................
... .... .................. 8 -10
Streetscape Enhancements .................................................................
............................... I I
Sound Wall Enhancements ....................... .. ...............................................................
12 -13
Stormwater Facility Enhancements ................................................
............................... 14
Construction and Maintenance ........................................................
............................... 15
Appendix.................................................................. .............................17
41
I ntroduction
Bridge Enhancements
A 3
Streetscape Enhancement
Sound Wall Enhancement V
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Highway 219
Stormwater
Robin Avenue
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Stormwater Facility
Enhancement / //
Highway 214 Streetscape
Enhancement
Woodburn interchange Gateway Design
42
Introduction
The Woodburn Interchange is located on interstate 5 (I -5) in Marion County,
Oregon. The freeway ovcrcrossing roadway is Oregon l hghway 214 (OR
214) rut of the interchange and Oregon I lghway 219 (OR 219) west of the
interchange. The Woodburn Interchange project (Project) addresses existing
operational and safety deficiencies (e.g. multi -modal `congestion' and `safcty�
in the existing interchange. These deficiencies are anticipated to worsen with
continued growth in Woodburn and the Willamette Valley as a whole over the
nest 20 years.
The project consists of reconstruction of the northbound and southbound
highway ramps and widening of the overcrossing, related improvements along
OR 214, and Olt 219 local street connections to accommodate the reconfigured
interchange, as well as strectscapc improvements and sound walls further to the
cast and west of the interchange along OR 214/219. The Project also includes
construction of a public Transit Facility at the northwest corner of OR 214 and
F vergrcen Road. project construction is expected to begin in 2013 and extend
through three construction seasons.
A Community Gateway
The interchange is the `gateway' to Woodburn and the surrounding area. It
serves as the primary access to the freeway system for Woodburn and northern
Marion County. Between 2003 and 2005, ODOT prepared an Environmental
Assessment (F \) to select a preferred design for the interchange and assess
the environmental impacts of that design. The F A recognized the unique
opportunity for reconstruction of the interchange to also create an appealing
community gateway. Consequently, one of the goals of the F'A is to address the
aesthetics of the interchange and to, "Create a gateway entrance to Woodburn,
(i.e. consider a variety of treatments such as underground utilities, landscaping,
pavement widths"
In addition, one of the Mitigation Design Considerations listed in Section 5
of the FA, stated that ODOT would, "Design gateway intersections at 1 -5 as
community enhancement areas with features appropriate to community urban
design goal,"
Finally, a stakeholder comment at rile public hearing on the FA stated,
"Woodburn needs adequate visual improvements ... [that will] create a more
inviting environment for quality commercial dcvdopment." The ODOT
response to this comment, published in the FA, was a commitment to develop
an aesthetically pleasing design for the interchange ".....using context sensitive
design approaches... [that] will significantly impact not only the visual quality of
the interchange but 1 -5 traveler's impression of Woodburn."
Context Sensitive and Sustainable Solutions Process
In preparing design concepts for a community gateway, ODOT used a
commwnity- driven Contest Sensitive and Sustainable Solutions (CS ) process
to meet the cone nitmcrrt made in the 1 A. Contest Sensitive and Sustainable
Solutions is an innovative decision- making framework developed by the Federal
Highway Administration. This process helps ODOT work with communities
to preserve Oregon's scenic, aesthetic, historical, cnironmental, economic, and
other community values while building safe and enduring projects. The CS'
umbrella includes eight factors: economic stimulus, diversity, environmental
program management, environmental justice, mobility, public involvement,
sustinability, and cost - effectiveness.
The CS' process required ODOT to work closely with the community of
Woodburn in the design process. The community engagement process included
interactive design workshops with an Aesthetic Pancl composed of community
representatives and a public Open House. The recommendations contained
in this report represent the community design values and guidance derived
from that engagement. Taken together, the aesthetics goal, ODOT's proposed
impact nitigation measures, and commitment to the CS' process in the FA
constitute federal project requirements that must be met by the project plans and
specifications in order to receive federal funding for the Project. ODOT project
Developmem Team (PDT) members worked with the panel to assure that the
concepts complied with ODOT's safety and engineering design standards.
Aesthetic Panel
ODOT requested that the City Council appoint community representatives
to work kith the ODOT project Development "loam and a consultant
team on the gateway. In the summer of 2011, the Woodburn City Council
appointed community members to an Aesthetic panel (panel). The Pancl had
exclusive aesthetic judgment and control over design recommendations. Their
recommendations propose designs upgrades to the `normal' ODOT interchange
design. Their charter encouraged participants to represent their own personal
views and expertise and to look for opportunities to find common interest,
agreements, and solutions.
During the course of the summer and winter of 2011-12, the panel attended
four workshops to develop the Gateway design concepts for the interchange.
The workshops were facilitated by consultant staff using CS' principles, with
extensive opportunities for the panel to develop sketches of design themes and
features. Following is a brief summary of the workshops. Complete meeting
minutes of each workshop have been included in the Appendix.
"Hands On "Panel Workshops
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- Panel Workshop Summary June 16, 2011
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43
Introduction
i
Panel Workshop - Gateway Sketch
Workshop One — June 16, 2011
The Cti' process, the project purpose, and project schedule were reviewed with
the Panel, along; with their role in creating the gateway design package. The Panel
brainstormed potential design features and community themes as guidance for
the project team designers.
Workshop Two — August 18, 2011
The Panel reached consensus on the Ivey design opportunity areas for the
gateway. They also identified design themes to be explored as alternative design
concepts. Sonic specific design features were suggested for the project design
team in assembling design packages for Pancl consideration.
Public Open House — April 24, 2012
The public was invited to attend the Open I louse at the Estates Golf Club
to review the preferred gateway design concept and hear a project overview.
Attendees received other informational material and a comment card for
feedback. Comments were favorable toward the aesthetic design package and
the community - focused decision making process. Sixty-six people signed in, but
actual attendance was somewhat more than that. Panel members attended and
assisted the project team in engaging the public and answering questions about
the design proposals.
Connected by Landscape, Connected as Communities
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Panel Workshop - Gateway Sketch
Panel Workshop - Landscape Sketch
Workshop Three — February 16, 2012
'IVo draft design concept packages were presented. The design features had
gone through ODOT technical review and reflected ODOT's safety and
operational needs. The intent of the workshop was to develop consensus on one
of those concept packages, with sugggestions for refinement of specific features.
The Panel reached consensus on the enhancement concepts for the sound walls,
stormwater facilities, and strectscapc. The Panel also had a majority preference
for a bridge enhancement concept that combined suggestions of the geological
landforms of the Willamette Valley with contemporary architectural accents.
I lowcvcr, some members felt that they had not seen a full exploration of the
bridge enhancement concept based upon Victorian themes they had previously
suggested. There was an agreement to develop that alternative for review before
final consensus was reached.
Alternative Design Mini - Workshop — February 23, 2012
An interim meeting was scheduled to help the design team better understand
the nature of the Victorian- thcmed concept in order to develop a new design
package for consideration. A sub -group of the Panel met to discuss specific
features and provide additional guidance to the design team for developing this
design alternative for the bridge.
Workshop Four — April 4, 2012
The Panel reviewed two bridge enhancement concepts. The first was the
Previously supported concept from Workshop Three, with sonic refinements
made in response to specific comments from the Panel. The second concept %vas
the newly developed Victorian - thorned design, also based on specific comments
from panel members. Discussion led to unanimous Panel consensus on the
previously supported bridge enhancements, along with the previously endorsed
concepts for sound walls, stormw'ater facilities, and strectscape enhancement.
Those features comprise the gateway design concept illustrated on the following
pages. Probable construction costs of the enhancement elements were also
shared and discussed with the panel.
A critical step for the Panel was reaching consensus on design themes for the
gateway. Great ideas surfaced during that initial Panel workshop. T he list grew
shorter as the Panel recognized the need for their ideas to be expressed through
constructed forms, materials, and colors. It was also clear that no single design
concept could express all of the thematic ideas suggested. Ultimately, a final
preferred alternative emerged that was largely inspired by two themes developed
during the workshops.
A Landscape Theme and Context
Ice age floods swept through Montana, eastern Washington and into the
Willamette Valley, sending more than a hundred feet of water over present day
Woodburn, and causing sediment to accumulate in thick layers. More recently,
i ce age soils have been augmented by flooding of the Willamette River, creating
the rolling hills of one of the world's most productive agricultural landscapes,
and a National Natural Landmark for Oregon.
A Communities Theme
I Iistorically transportation of settlers, goods, and services included rivers and
the arrival of the Union Pacific Railroad. Today, OR 214/219 connects the
eastern and western parts of Woodburn with the nearby valley comnnmitcs.
Berries, vegetables, hops, and hazelnuts grove in topsoil that was, in part,
removed by floods from the scrublands of I?astern Washington. The interstate
system connects communities all the way back to Missoula and includes a
series of interchanges that arc commercially advantageous "hubs" for those
communities. For the most part, interchanges are inclistnguishablc from each
other. t \t Woodburn, that can change. iA freeway interchange can become a
comnnunity landmark.
44
Gateway Design Concept
Design Opportunities Along 1 -5
Colored Areas Suggest the Best Opportunities to Enhance the Appearance of the Bridge
Desi imY)h es a balan,ed judgme&I aboul magyhectors, of wGid) iisual re(lifirelvenis are
only o2ae sel. Fe are couiinced, Gonrerer, That these requirements are among the wosl ir)rportaut
Thal a road nmsl Bali jy. "
The View from the Road, 1963
The predominant gateway experience will be the "view from the road." Insight
into the public's perception of the visual qualities of highway infrastructure and
the highway contest has become increasingly important to decision - makers. The
CS' process for the Woodburn Interchange project allowed the Panel to evaluate
what will be seen from where and at what speeds in order to develop a gateway
design concept for consideration by Woodburn City Council.
The panel came to appreciate that the views from the road will be primaril}
from 1 -5 and from l lghway 214/219. Both environments are mostly vehicular
in use, with complex traffic and relatively high speeds. The Panel agreed that
the primary design opportunities and the prioritization of those opportunities
should be as illustrated below: Bigger elements like the bridge structure
and the large landscape areas associated with on-and off -ramps will be the
landmark features of the gateway. Their Visnal qualities will create a memorable
impression.
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Design Opportunities Along 1 -5
Colored Areas Suggest the Best Opportunities to Enhance the Appearance of the Bridge
Desi imY)h es a balan,ed judgme&I aboul magyhectors, of wGid) iisual re(lifirelvenis are
only o2ae sel. Fe are couiinced, Gonrerer, That these requirements are among the wosl ir)rportaut
Thal a road nmsl Bali jy. "
The View from the Road, 1963
The predominant gateway experience will be the "view from the road." Insight
into the public's perception of the visual qualities of highway infrastructure and
the highway contest has become increasingly important to decision - makers. The
CS' process for the Woodburn Interchange project allowed the Panel to evaluate
what will be seen from where and at what speeds in order to develop a gateway
design concept for consideration by Woodburn City Council.
The panel came to appreciate that the views from the road will be primaril}
from 1 -5 and from l lghway 214/219. Both environments are mostly vehicular
in use, with complex traffic and relatively high speeds. The Panel agreed that
the primary design opportunities and the prioritization of those opportunities
should be as illustrated below: Bigger elements like the bridge structure
and the large landscape areas associated with on-and off -ramps will be the
landmark features of the gateway. Their Visnal qualities will create a memorable
impression.
Prioritizing the Views for Design
45
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Prioritizing the Views for Design
45
Gateway Design Concept
The Bridge by Day
The reconstructed Olt 214/219 bridge over 1 -5 will be the most visually
memorable aspect of the interchange. 1'he panel agreed that design
enhancements should consider two scales: size and vehicle speed. Vehicle speeds
are high on freeways, traffic is often complex, and the structures are large.
What most travelers notice are bold forms, colors, and impressions of attractive
landscaping.
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Panel Workshop - Making an Impression Sketch
I ?nhanccmcuts supported by the Panel include decorative fencing, surface
details for outside of the bridge deck, architectural accent lighting at night,
and landscaping around the bridge abutments. Decorative fencing suggests the
rolling hills that characterize much of the valley. Landscape terracing was also
widely supported as it design feature in the early workshops. They will be created
using forms and materials complementary to the bridge features. There was also
a request from the Panel to create a more attractive design for the sign bridges,
if possible. That design concept is not shown in the illustrations but alternative
designs will be explored during that phase of the interchange project_
Panel Workshop - Decorative Fence Sketch
Awt
Bridge Enhancements Viewed from 1 -5
Bridge Enhancements Viewed from Highway 2141219
Note: Final design will integrate protective and decorative fencing.
46
Gateway Design Concept
Welcome Home, the Lights are On
Aesthetic lighting of bridge features has grown in popularity regionally and
nationally. Wlule it was once primarily used for bridges over waterways, aesthetic
lighting is becoming a more common feature of freeway interchanges as well.
For the Woodburn Gateway, special lighting will create 'a distinctive presence for
the decorative fencing and architectural detail of the bridge structure. "There will
be nothing else quite like it along Oregon's I -5.
Three different fixture types and lighting angles will be used to softly accentuate
the enhancement features of the bridge. light- etnitting diode (LLD) lamps will
be used throughout to increase longevity and reduce electricity consumption and
maintenance. The exact color scheme and array of fixtures will be determined
during the development of final design.
Decorative Lighting of Freeway Bridge in New Mexico
Soft Glow Uplighting with Accent Lighting Decorative Lighting of Freeway Bridge in Minnesota
47
Gateway Design Concept
The Importance of Landscaping
Decades of research has confirmed several factors that eonsistcutly define the
visual experience and positive aesthetic qualities for highway travelers. Attractive
design is typically dewed as something that displays a good fit between
(highway design and its contest. Landscape design rises to the top as something
people notice and find attractive or unattractive. In a recent study by a state
transportation department, traveler's perception of attractiveness consistently
included decorative railings, special touches for bridge walls and materials,
good functional design, and landscaping. Designs that emphasized inherent
characteristics of the larger landscape, such as rolling hills or other natural
features, wcre specifically cited as highly desired.
The landscape areas enclosed by the new ramp system provide over three acres
of opportunity for landscape enhancements. (7cntly curved lengths of torten
steel will form low terrace walls, which mill create a place for hardy and drought -
tolerant shrubs and trees. Dorms and colors of the terracing harmonize nicely
with those of the decorative bridge fencing. For the landscape areas, there are
safety and operational reeds related to clear sight lines for vehicles and limiting
the 11LIMI)Cr of additional fixed objects that could be struck by vehicles that will
limit terraced landscaping and trees to approximately the areas illustrated. In the
northwest quadrant of the interchange the BP:A transmission corridor will also
place some limitations on the use of trees.
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Panel Workshop - Creating Terraces Sketch
Panel Workshop - Importance of Trees Sketch
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Hillsides of the Valley Inspired the Landscape Design
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48
Bridge features and Landscaping Visually Complement One Another
Corten Plate Steel Creates Landscape Terraces
Gateway Design Concept
... t5
A Gateway Streetscape
Concept Sketch o f the Evergreen Road ! OR 214 Intersection
j
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Focus Area for a Gateway Streetscope
The roadway across the bridge provides a different perspective on aesthetic
enhancements. The Panel agreed that a gateway streetscape should be developed
for a segment of OR 214 /219, between the intersections of ' ergreen Road
and Woodland Avenue The design concept should create "book ends" for the
visually enhanced bridge. I lower er limited n <>ht -of -way intersection geome
y , �c ct },
volumes of vchicle and traffic, and the lack of continuous building fronts
near the sidewalks limit opportunities to create a highly pedestrian friendly
streetscape.
Despite these limitations, there are potential design enhancements. They
include special paving treatments for intersection corners and crosswalks,
decorative traffic signal poles and mast arms using paint and bolt -on bases,
pavin treatments for center lane medians, and street trees in landscape planters
where sidewalk widths will be 12 feet or greater. Decorative concrete pav
and si poles will require continued technical review and approval by ODOT.
Constructability, traffic impacts during construction, and long -term maintenance
will be critical considerations.
The Panel also considered installation of ornamental street lights, similar to
those in the downtown core. However, after reviewing before and after photo
simulations the conclusion was that the land use and streetscape support the
additional cost of such lighting. A final consideration raised was the potential
for any additional aesthetic enhancement of the proposed transit facility
near the intersection of Evergreen Road and OR 214. Possible transit facility
enhancements will be eNplored during the development of final design, although
it may be determined that no changes to the current design are warranted.
Opportunities for Landscape Planters and Median Pavements
49
Gateway Design Concept
Colors and Texcures
Construction of concrete block sound walls arc major elements of the
interchange improvements. They arc a necessary measure to reduce roadway
noise for adjacent properties. Information about their location and functional
design requirements have been provided to property owners through the
interchange planning process.
At roughly 12-feet in height and 4,000 -feet in total length, these sound walls will
be a prominent visual feature in the strectscapc of OR 2'14/219 as it approaches
the intcrchange'I'bc proposed design enhancements utilize color and textural
patterns for the concrete block in lice of standard gray blocks typically used
for this type of wall. Special attention will also be giNcn to the design of the
wall pilasters (which repeat approximately every 14 -feet) and wall cap details.
Research is underway regarding the best coatings and protectinn treatments to
prevent discoloration over time, and to make removal of potential graffiti as
easy as possible. That research will continue during the dc•eclopnnent of final
construction design.
Patterns of Colored Concrete Block as Visual Enhancement
Colors and Textures Possible with Concrete Block
Approximately 4,000' of Sound Wall
50
Gateway Design Concept
Public Art Opportunities
Sound walls will be constructed of materials that make them more attractive.
That alone is a significant enhancement for the gateway. I Iowever, the City of
Woodburn has expressed an interest in using public art to further transform the
walls.'1'he City envisions using selected wall panels, each approximately 14 -feet
long and 12 -feet high, as an outdoor art gallery to be enjoyed by pedestrians
and motorists traveling along OR 214/219. The City believes that providing
this venue for art can male the roadway into more than a busy street on the way
to other places. It can become a unique opportunity to view and enjoy artistic
expression.
A public art program can be developed that engages the citizens of Woodburn
in determining what art should be displayed along the sound walls. Art forms
could range from mural -like paintings to more sculptural elements attached
to the walls. It may even be possible to periodically rotate and change the art
on display. As an implementation step, the City Council should appoint an
advisory committee for the art program. Without imposing undue constraints,
the committee could establish desired themes, recommend artists, review
their proposals, and give consensus support for the art that will ultimately be
displayed. professional and aspiring artists alike can be invited to participate,
including children from local schools.
Continuing discussions are needed with regard to public art on sound walls.
First, the City should further develop the public art program and types of art
desired. Secondly, there needs to be continuing technical design review and
evaluation regarding protective coatings, installation of art, and construction
details.
Continuous and Uniform Patterns of Color and Texture
More Diffuse and Irregular Patterns
51
Gateway Design Concept
Stormwater management facilities are a accessary and important element of
the interchange project. Two of the facilities \�ill be located within the primary
enhancement opportunity areas identified by the Panel -A detention pond (E
on the location map) will be in direct v icw of the proposed transit facility and
traffic approaching the interchange from the cast along OR 214. It will be a
large facility, approximately the size of a soccer field, and about 12 feet in depth
at its deepest point. An existing drainagcway in the southwest quadrant of the
interchange will be an important part of stormwater manage nent.'1'he east -
facing embankment will be risible from 1 -5 and the southbound on -ramp. The
Pancl agreed that visusti cnhanccmcm of those facilities should be part of the
gateway design.
14
Landscaping to Visually Screen a Stormwater Detention Pond
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A Simple Concrete Block Wall to Visually Improve a Drainageway Embankment
Gateway Design Concept
Probable Costs of Aesthetic Enhancements
Maintenance of Gateway Design Elements
ODOT has preliminarily agreed to pay the cost of maintenance of the
recommended enhanced landscaping included in this report for the first year as
part of the interchange construction contract and has agreed in concept to an
additional two years as part of a separate contract in order to provide a three-
) establishment period. The cost of this maintenance during the three -year
period will be covered by Project funds. I Iowever after that period, ODOT does
not have sufficient maintenance funding to cover anything other than mowing
grass on the freeway right of way; i.e., the only landscape maintenance ODOT
is able to do with available funding and staff is grass mowing with its standard
tractor -towed 18 -foot wide gang mowers. ODOT maintenance funding has
reached such a low level that any additional landscape maintenance can not be
accomplished without reductions of its current commitments.
The proposed landscaping in this report will require specialized maintenance to
keep it looking good and free of invasive species. SODOT is unable to provide
that specialized maintairnence. If the landscaping is to be included in the Project
plans, the city will need to agree in the iGA to maintain the recommended
landscaping in perpetuity for the life of tine project.
If the city is unable to commit to long -term maintenance of this landscaping,
it will deteriorate and become an unsightly eyesore that detracts from the
investment being made in the other design enhancements. It should be noted
that if landscaping is excluded, the areas designated for landscaping will be
planted with a short grass variety that needs minimal or no mowing and will turn
brown in the summer. Woodburn Public Works estimates that a moderate level
of landscape maintenance that would keep the areas looking attractive and keep
out invasive species will cost in the range of $45,000 to 550,000 per year, based
on current unit costs and the proposed landscaped area.
The target time frame for the council to commit to funding the landscaping
maintenance is the first half of July. ODOT needs a commitment from
Woodburn by this time because that is when work on the detailed landscaping
plans will be started. The landscape design must be completed for inclusion in
the overall Project plan set. In order for ODOT to proceed with landscape plans
by that date, the council only need agree to a memorandum of understanding
(tNIOU) that it will commit to including landscape maintenance funding as a
city obligation in the IGA. In other words, for purposes of the IGA, an actual
dedicated source of funding need not be identified -- the city only needs to
commit to maintain the recommended landscaping. Practically speaking, the city
will have three years after the completion of construction in 2015; i.e., somcumc
in 2018, to identify an actual source of dedicated maintenance funds.
The Panel recommends that enhanced landscaping be included in the
Interchange Project and that the City Council agree to provide required
maintenance of the enhanced right-of-way in an IGA with ODOT no later than
July 15, 2012.
At the beg
unning of the CS' process, a planning Icr construction budget of
roughly S2,000,000 was established for the aesthetic gateway enhancements. The
budget was based, in part, on the City of Woodburn" overall contribution to
the interchange project, and on continual updating of the overall cost estimate
for the project. Once the Panel and the design team had agreed on the priority
gateway areas for enhancement, the design team apportioned that budget among
four key areas of enhancements, as illustrated below. Design alternatives were
consciously shaped to have high probability of being constructible within those
targeted ranges of cost. The most recent conceptual cost estimates suggest that
the gateway design concepts illustrated in this report can be implemented within
the budget. As design is further developed during the development of final
engineering design, the estimate of costs will be refined. if adjustments of any
details of Elie design concept are required, for either cost or technical reasons,
they will be made at that time.
The proposed design concepts illustrated in this report all have additional
maintenance costs associated with keeping them in good repair and looking
good. To date, the following general maintenance responsibilities have been
agreed to by Woodburn public Works and the ODOT District 3 and Project
Dcvelopment'leam:
Landform arches screen structural damage — ODOT
• Decorative lighting and power for decorative lighting on bridge — Woodburn
Sign bridge structure — ODOT - , signage on sign bridge will be `diamond
grade' reflective s that do not require lighting — ODOT
Sound wall structural damage — ODOT
Sound wall surface graffiti and any art program — Woodburn
Patterned pavement in the Woodland and Evergreen Road intersections
with OR 219/214 — ODOT. Inclusion of patterned pavement in the
intersections is contingent on resolving how to technically maintain the
joint between concrete and asphalt.
• Decorative paving on the Transit Facility transfer platform -- Woodburn
• Retaining wall in the storm water trench in the southwest quadrant —
ODOT; any graffiti will be painted over.
• Landscaping at ends of bridge and around the storm water detention
ponds— Woodburn
• Retaining walls within the loop ramps — ODOT
Maintenance of Landscaping.
.A key part of the Panel's recommendations is attractive landscaping. There are
approximately 5 acres of primary landscape areas that will make a significant
visual contribution to the gateway design concept and will require a relatively
high level of maintenance. These areas are in within the loop ramps and around
the storm water detention ponds is required for the project. There are also
approximately 7.5 acres of secondary landscape areas within the interchange
project. While these areas are of less visual importance to the gateway design,
they will benefit from modest levels of maintenance. While maintenance alone
will not create a perception that the landscape design is attractive, irregular or
neglected maintenance can diminish visual appreciation of a good design.
A standard part of every ODOT project is an Intergovernmental Agreement
(IGA), one part of which addresses whose obligation it is to maintain various
project elements. This document has particular significance regarding the Panel's
recommendations for the on -going maintenance of all of the gateway design
elements, but especially the recommended enhanced landscaping.
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53
Bridge Enhancements
$950,000 - $1,200,000
Decorative fencing
Bridgc Architectural Details
Landsca c Planting
Landscape Walls and Earthwork
Accent Lighting
Architectural Sign Bridges
Contingency AkIlowancc
Sound Wall Enhancements
$150,000 - $200,000
CNIU Block Upgrades
Architectural Details
Protective Coating
Foundation Planting
Contingency Allowance
Streetscape Enhancements
$250,000 - $300,000
Crosswalk and Median Pavement
Signal Pole Upgrades
Strcet T'rces and Landscaping
Contingency Allowance
Stormwater Facility Enhancements
$250,000 - $300,000
Detention PacilitY Enhancement
Drainageway Embankment Wall
Contingency Allowance
The proposed design concepts illustrated in this report all have additional
maintenance costs associated with keeping them in good repair and looking
good. To date, the following general maintenance responsibilities have been
agreed to by Woodburn public Works and the ODOT District 3 and Project
Dcvelopment'leam:
Landform arches screen structural damage — ODOT
• Decorative lighting and power for decorative lighting on bridge — Woodburn
Sign bridge structure — ODOT - , signage on sign bridge will be `diamond
grade' reflective s that do not require lighting — ODOT
Sound wall structural damage — ODOT
Sound wall surface graffiti and any art program — Woodburn
Patterned pavement in the Woodland and Evergreen Road intersections
with OR 219/214 — ODOT. Inclusion of patterned pavement in the
intersections is contingent on resolving how to technically maintain the
joint between concrete and asphalt.
• Decorative paving on the Transit Facility transfer platform -- Woodburn
• Retaining wall in the storm water trench in the southwest quadrant —
ODOT; any graffiti will be painted over.
• Landscaping at ends of bridge and around the storm water detention
ponds— Woodburn
• Retaining walls within the loop ramps — ODOT
Maintenance of Landscaping.
.A key part of the Panel's recommendations is attractive landscaping. There are
approximately 5 acres of primary landscape areas that will make a significant
visual contribution to the gateway design concept and will require a relatively
high level of maintenance. These areas are in within the loop ramps and around
the storm water detention ponds is required for the project. There are also
approximately 7.5 acres of secondary landscape areas within the interchange
project. While these areas are of less visual importance to the gateway design,
they will benefit from modest levels of maintenance. While maintenance alone
will not create a perception that the landscape design is attractive, irregular or
neglected maintenance can diminish visual appreciation of a good design.
A standard part of every ODOT project is an Intergovernmental Agreement
(IGA), one part of which addresses whose obligation it is to maintain various
project elements. This document has particular significance regarding the Panel's
recommendations for the on -going maintenance of all of the gateway design
elements, but especially the recommended enhanced landscaping.
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53
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54
E
-- Woodburn Interchange Project
The panel introduced themselves. Vaughn Brown led introductions of the consultants,
reviewed the format and ground rules of the workshop.
Aesthetic Adviso ry Meeting Panel #1
INTERCHANGE
June 16, 2011 — 5:30 to 9:00 p.m.
Design Opportunities and Constraints
Wellspring Medical Center
Tom Litster gave a PowerPoint Presentation about the design opportunities and constraints. The key
points he made were:
Meeting Summary
This is an opportunity to design something more by:
o Making this more than a freeway interchange
o Thinking beyond the minimum
Meeting
o Telling a story and build a gateway
purpose
„ Creating a new interchange environment
• Understand project purpose, schedule, roles and expectations
O Designing a unique landmark for Woodburn
• Explain CS3 process as it applies to Woodburn project
o Showing community pride and enthusiasm
o Motivating a willingness to invest community attractiveness
• Identify potential design features and community themes
Examples from other communities were displayed to encourage creative thinking
o Interstate 15 /Blue Diamond Interchange
Attendance Project Team
0 1 -405 Corridor in Washington
Participating most effectively in this aesthetic design process is based in:
• Jack Bi e'
9 1 Alan Fox, ODOT
o Understanding opportunities and constraints
• Durrell Crays • John Lucas, ODOT
o Identifying a 'story' or a theme tonight
o Developing design concepts in subsequent workshops
• Tom Flomer . Mike Shippey, ODOT
• Matt Gwynn
o Prioritizing the recommendations
. Robert Tovar, ODOT
• Jim Hillyer
Opportunities to provide aesthetic ideas are constrained to those elements of the current
• . Steve Dixon, Otak
Leo
structure that will be replaced, expanded or repaired. Those include:
. Kaitlin North, Otak
• Maria a Lopez Lp
o Partial rebuild of the existing structure
• Cheryl Morris • Tom Luster, O[ak
o Widening the deck for new lanes and walkways
Charlie Piper Sam Beresky, JLA Public Involvement
o Modifying some structural elements
o Cannot affect the function and safety or add significant weight
• John Reinhardt • Vaughn Brown, JLA Public Involvement
o Bridge abutments
• Teri Sunderland
o Columns, decks and railings
• Ruby Wolfer
Ideas for enhancing the structural elements were outlined
o Applying materials for a "new face"
o Catch the eye with metal works
Welcome and Opening
o Using color
Meeting Purpose, agenda and introductions — Alan Fox welcomed the panel, reviewed the meeting
o Innovative retaining and sound walls
o Inventive walkways
purpose, agenda and logistics. The overall meeting purpose was to understand the aesthetic panel
Adding design features and public art to make this a showpiece
purpose, schedule, roles, expectations, and to explain the CS3 process as it applies to the Woodburn
o Decorative lighting to make it memorable at night
Interchange project, and to identify potential design features and community themes. Alan gave a
o Art can be placed on the structure and in the landscape
PowerPoint presentation that included:
Landscape aesthetic opportunities include:
• Purpose of Workshops
o Enhancing the planting design
• The Interchange and'gateway'
o Managing stormwater
• Overview of Interchange Project
o Structuring the fill slopes
• Explanation of Aesthetic upgrades /funding /costs
o Drawing attention to planting and stormwater
• Scope of Woodburn Interchange
Finding a Theme for Design
• Transit Facility Plan
o What gateway story would you like to tell?
• Workshop Schedule
o Who will see it and what will they remember?
• Role of ODOT
o Think about your history and economy
• Aesthetic Advisory Panel Role and Charter
o Think about your landscape setting
o Can these design elements tell that story?
• Roles and Expectations
• The Panel Reviewed and Approved the Charter
Woodburn Interchange Project 115 June 24, 2011
Woodburn Interchange Project 2/5 June 24, 2011
Draft Summary— Aesthetic Advisory Panel #1
Draft Summary — Aesthetic Advisory Panel #1
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56
Aesthetics Elements — Small Group Work
Vaughn Brown gave a brief overview of the small group work. The small group exercises were formatted
to brainstorm ideas, draft a statement about what the interchange should embody and to review design
elements. Discussion questions included:
• What should this gateway evoke?
• What are the Woodburn values and /or character we want this structure to embody?
• What materials, form and colors best represent the above?
The panel split into two small discussion groups.
Group A:
Sam Beresky — Facilitator
SteveDixon — Designer �.
Jack Bigej
Durrell Crays _
Matt Gwynn,?
Maria Lopez r g'
Cheryl Morris
Charlie Piper 1
Overall Theme: Agri- Multi- Cultural
Community
Through a word exercise, three main
themes emerged from the group;
Opportunity, Growing and Changing. The major topic areas that emerged were primarily the
diversity/multicultural /community of Woodburn and the current and historic variety of agriculture that is
prominent in and around Woodburn. The group focused on the multicultural and agriculture aspects of
Woodburn.
When the group began discussing imagery and how to apply their theme to the interchange they ;
discussed what they wanted to see. There was a long discussion about utilizing a variety of images for
the different quadrants of the interchange and the different speeds that motorists /pedestrians would see
the interchange. There was also a request to use "natural" treatments for retaining and sound walls
(rather than just poured concrete). They thought that the imagery should be:
• Different textures
Repeatable
Iconic
Simple
• Multiple Exposures
• Variety
• Symbolic
Symbolic words from exercise:
Changing
Colorful
Opportunity
• Growing
• Community
• Farming /agriculture /nurseries (5)
Berries (2)
• Tulip
From the earth
• Location — center, middle, heart
Woodburn Interchange Project 3/5
Draft Summary — Aesthetic Advisory Panel #1
• Growing
• Multi- cultural/diversity (5)
• Community
• Family
• Simple /basic
• Old town
• Shopping
• First settled
• Oregon Trail
• Prairie
One panel member commented that an agreement from the City needs to be secured in order to ensure
that any landscaping we include will not be overgrown by blackberries and other invasive species. Alan
Fox responded that the IGA for the project would include an estimated annual cost of maintenance that
the City would need to agree to if additional landscaping were to be included in the project.
Group B:
Vaughn Brown — Facilitator
Kaitlin North — Designer
Tom Flomer
Jim Hendryx
Leo Hillyer
John Reinhardt
Teri Sunderland
Ruby Wolfer
The group brainstormed major ideas they
wished to capture in the aesthetic design. —
The word exercise focused on what this
interchange is a gateway to. The group felt �e
that the interchange should invite interstate
users to pull off and visit. The initial ideas
offered were existing attractions and events. This led to more of a region -wide gateway rather than just a
Woodburn gateway. There was interest in emphasizing Woodburn and especially encouraging visits into
the downtown Woodburn. Many felt that passersby only get to see the Highway 214 strip and don't
realize that there is more to the city. The theme statement described the character of the gateway as a
front door to a welcoming, friendly town with an agricultural base that has lots to discover.
The group then began discussing imagery and how to apply their theme to the interchange. They
envisioned retaining walls that include images, or even words, showcasing what is in store visitors as the
get off the interstate. The overcrossing railing might use a vine -like motif to let travelers know that
Woodburn is just off the highway. A "WOW' factor was widely desired to make the interchange
memorable. The group considered how to use the four quadrants to take advantage of the speed
reductions and waiting periods to deliver the gateway message. Designs were broadly outlined to be
unusual without being extravagant, Materials should incorporate color and texture to make them
interesting.
The key aspects of the discussion were captured by Kaitlin in sketches on tracing paper that were
favorably responded to by the group as a whole. Those should be used to guide further design.
Symbolic words from exercise:
. Something special — events /people
• Agricultural gateway
• Gateway to flowers, festivals, fresh produce
• Beauty /proud to be Woodburn /proud to be from here
June 24, 2011 Woodburn Interchange Project 4/5
Draft Summary — Aesthetic Advisory Panel #1
June 24, 2011
_19
57
• Good looking place
• Gateway to Woodburn and beyond!
• Gateway to much fun
• Drag strip
• Shopping
• Oktoberfest
• Flowers — Tulip Festival
• Farming
• Hub
• Must see stop
• Shopping
• Farming /pumpkin
• Rich in agriculture
• Friendly /welcoming town (2)
• Come look around
• Jewel of the Willamette Valley
• Front door to Woodburn
• Always fresh discoveries
• Welcome to Woodburn
First impression strong
• Big
• Wow! Reaction
Close
Tom Litster let the group know that designers can use form, texture, color and materials to convey the
message. Any message should be kept simple.
Vaughn Brown thanked the group for their hard work. He said that the designers will take the messages
and information from the meeting and come back to the group with a concept extrapolated from their
input. In between meetings, the project team will provide progress reports and updates to the group via
email.
Alan Fox said that the group could email at any time in the process with questions, comments, concepts
and examples.
There were no comments from the public.
Next Meeting: August 18', 2011 — Wellspring Medical Center
Workshop Illustrations
The attached sketches and diagrams where generated during the small group work session by the Otak
designers as they listened to the ideas and aspirations of Aesthetic Advisory Panel members .
Woodburn Interchange Project 5/5 June 24, 2011
Draft Summary — Aesthetic Advisory Panel #1
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58
i
'ONTERCHANGE 1
Meeting purpose
Woodburn Interchange Project
Aesthetic Advisory Panel Meeting #2
August 18, 2011 — 5:30 to 8:30 p.m.
Wellspring Medical Center
Meeting Summary
• Provide process update
• Review and approve suggested design storyline
• Obtain consensus for suggested design opportunities and character
• Understand project purpose, schedule, roles and expectations
Attendance
• Jack Bigej
• Durrell Crays
• Tom Flomer
• Matt Gwynn
• Jim Hendryx
• Leo Hillyer
• Joe Long
• Charlie Piper
• John Reinhardt
Members of the Public in Attendance
• Dan Brown, Woodburn Public Works Director
• Willis R. Grafe, Senior Estates Resident
Welcome and Opening
Project Team
• Alan Fox, ODOT
• Ernest King, ODOT
• Darrell James, ODOT
• Mike Shippey, ODOT
• Steve Dixon, Otak
• Kaitlin North, Otak
• Tom Litster, Otak
• Sam Beresky, JLA Public Involvement
• Vaughn Brown, JLA Public Involvement
Meeting Purpose, agenda and introductions — Alan Fox welcomed the panel, reviewed the meeting
purpose, agenda and logistics. The overall meeting purpose was provide a process update, review and
approve the suggested design storyline, obtain consensus for suggested design opportunities and to
understand the project purpose, schedule, roles and expectations. Alan requested panel members to
attend a City Council meeting on September 26` to help present an update of the panel process to the
council. John Reinhardt volunteered to attend and Leo Hillyer said that he might be able to attend and
requested a reminder as the meeting approached.
Alan reminded the panel that the aesthetic upgrades would be part of the project. He defined the upgrade
cost as the difference between the cost of the upgrade and the standard design that ODOT would
normally complete without upgrades.
Vaughn Brown reviewed the workshop purpose and ground rules.
Interchange Design — Story and Opportunities
Tom Litster gave a PowerPoint Presentation about the workshop overview, design story and design
opportunities. The PowerPoint included numerous visual examples. The key points he made were:
• Synthesizing a Story from the Panel's Input
• Connect by Landscape — Connected by Transportation — Connected as Communities
• Agriculture is the Landscape Story
• The Landscape is a Flood Story — Missoula Floods created a landscape across
three states and shaped the Willamette Valley
c Hub is the Transportation Story
• The interchange is by its nature a hub
o Diversity is the Communities Story
• Communities from Eugene to Montana are connected by the flood outcomes and
transportation system
The group approved of the design storyline.
• A Story That Can Be Told
• Told in form, materials, colors and textures
• Seen from the freeway and Hwy 214
• Creates the "Wow" factor for motorists
o Creates a visual landmark to remember
• Gateway, Landmark and Investment
• Reviewed the "Wow" opportunity areas
• Bridge
o Landscaping
• Review of Virtual drive of new interchange
o Structure and Landscaping areas most visible
• Bridge Railing
• Bridge Supports
• Terrain inside interchange loops
• New Expressions of Bridge and Landscape are the key places to add WOW to design
• Sound Walls
• Supporting design feature
• Adding a little "wow" is possible
• Highway 214 Streetscape
• Supporting design features
• Continuous and integrated with bridge design
• Attractive part of the gateway
• Sidewalks and intersections are the best opportunities
Aesthetics Elements — Small Group Work
Vaughn Brown gave a brief overview of the small group work. The small group exercises were formatted
to brainstorm design concepts. Discussion questions included:
• Where would you like to see the "Wow" design features?
• We provided some sample "Wow" features. Which ones do you like?
• Have we overlooked a big design opportunity?
The panel was split into two small discussion groups.
Group A:
Woodburn Interchange Project 1/5 August 18, 2011 Woodburn Interchange Project 2/5 August 18, 2011
Draft Summary — Aesthetic Advisory Panel #2 Draft Summary — Aesthetic Advisory Panel #2
59
Sam Beresky - Facilitator
Kaitlin North - Designer
Jack Bigej
Tom Flamer
Jim Hendryx
Joe Long
Charlie Piper
Through a picture exercise, the group discussed design elements they liked and disliked with designer
Kaitlin North sketching examples throughout the process. Overall, the group focused on the Landscape
Areas A as the main focus of the discussion with a theme of terraced walls and natural colors emerging.
The center should include large trees and /or an obelisk of some sort as well as features that would serve
as a sort of water feature for stormwater runoff. The design theme should be extended through the
bridge, sidewalks and soundwalls.
Discussion about the bridge and railing began by the group wanting to extend the walls from the
landscaping onto the bridge but they also discussed simple arches and wrought iron railings. The group
eventually discussed the bridge representing a small town setting connecting the nature of the
landscaped areas on both sides. The small town type setting could include the railing, light fixtures and
sidewalks representative of a small town urban setting. The town connected to nature was a theme
generally approved by the group.
Key words from discussion:
Positive Elements:
Railing -tie the two sides together
Nature /landscape ties the entire design together
Like cleaner, simple railing
Continued from landscaping
Low maintenance
Earth tones /bronze
Landscape
Terraced walls, like the elevation change
Color and textures
In center of landscaping - incorporate runoff in a feature, large trees or a metal obelisk -type object
Negative Elements:
No bright colors
Not too busy
No landforms
Group B:
Vaughn Brown - Facilitator
Steve Dixon - Designer
The group began by identifying their
desire for a design that evokes serenity,
beauty and a welcoming atmosphere.
They discussed using "nature inspired"
design elements. Members began
suggesting elements they liked and disliked with designer Steve Dixon asking probing questions and
sketching conceptual layouts of the groups "grove" theme for Landscape Area A. Initially focusing on
trees as the centerpiece of the area, the group also discussed bringing some elements of the bridge
design into the landscape area. Natural colors and shapes were suggested.
That "nature inspired" design theme was recommended to guide the bridge area design as well. Shapes
along the railing evoking tree -like shapes were popular. Metal (copper, brushed steel) was the most often
mentioned material. The group expressed interest in closing the below- bridge abutment areas but did not
want to attract campers. They determined that if the area cannot be secured it should not be enclosed.
Enhanced overhead lighting from the standard cobra -style fixtures was strongly endorsed. Pathway
lighting was also suggested. Lighting the bridge structure was essential to making it stand out as a
nighttime landmark.
Key words from discussion:
Structure
Finish under the abutments but don't make a "shelter"
Light the structure so it is seen at night
Railing
"Tree- shapes" outlined along railing
Copper /metallic materials
Landscaping
Bucolic - natural
Space between plantings
No lawn
See tree canopy around Old Woodburn from interchange
The groups presented their ideas to one another. Discussion included the recognition of the high
correlation between the groups' ideas.
Woodburn Interchange Project 3/4 August 18, 2011 Woodburn Interchange Project 4/4 August 18, 2011
Draft Summary - Aesthetic Advisory Panel #2
Draft Summary Aesthetic Advisory Panel #2
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60
Close
Tom Litster thanked the group for being engaged and giving design advice. He reiterated that there were
many similarities in the two groups, among them was an aversion to bright colors and translucent
materials and the focus on the Landscape Areas A. He said that the designers would take the input from
the two groups and run it through multiple filters, including technical feasibility.
— _
u
Vaughn Brown thanked the group for their hard work. He said that the designers will take the messages
information
and from the meeting and come back to the group with mostly finalized design concept,
including cost estimates. In between meetings, the project team will provide progress reports and updates
to the group via email.
" tit
Alan Fox said that the group could email at any time in the process with questions, comments, concepts
and examples. He reminded John Reinhardt and Leo Hillyer of the September 26'" City Council meeting
they volunteered to attend.
There were no comments from the public.
Next Meeting: October 20'", 2011 - Wellspring Medical Center
Woodburn Interchange Project 3/4 August 18, 2011 Woodburn Interchange Project 4/4 August 18, 2011
Draft Summary - Aesthetic Advisory Panel #2
Draft Summary Aesthetic Advisory Panel #2
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60
Alan and Stacy Thomas reviewed the agenda. They let the panel know that Tom Litster would give a
Woodburn Interchange Project PowerPoint presentation overview of the design enhancements. The displays could be discussed and
reviewed during the dinner break. After the dinner break, Stacy will lead a discussion with the goal of
eruT�rxcrrwrvGe Aesthetic Advisory Panel Meeting #3 February 16, 2012 — 5:30 to 8:30 p.m. reaching consensus on a design package.
Wellspring Medical Center
Meeting purpose
Meeting Summary
• Provide process update
• Review design elements and options
• Create design package
• Review next steps — Open house and City Council Adoption
Attendance
• Jack Bigej
• Durrell Crays
• Tom Flomer
• Matt Gwynn
• Jim Hendryx
• Leo Hillyer
• Dick Koessel
• John Reinhardt
• Terri Sunderland
• Ruby Wolf
Members of the Public in Attendance
• Dan Brown, Woodburn Public Works Director
• Willis R. Grate, The Estates Resident
Welcome and Opening
Project Team
• Alan Fox, ODOT
• Ernest King, ODOT
• John Lucas, ODOT
• Mike Shippey, ODOT
• Kaitlin North, Otak
• Tom Litster, Otak
• Sam Beresky, JLA Public Involvement
• Stacy Thomas, JLA Public Involvement
Meeting Purpose, agenda and introductions — Alan Fox welcomed the panel, reviewed the meeting
purpose, agenda and logistics. The overall meeting purpose was to provide a process update, review
design elements and options, create a design package and to review the next steps in the process. He
led introductions, including a new representative from The Estates, Dick Koessel.
Alan mentioned that the project is on schedule for construction to begin in 2013 with an estimated cost of
approximately $70.5 million — roughly $20 million lower than expected. There is still a $5.5 million funding
shortfall that is not expected to delay the project. The proposed enhancements are within the acceptable
cost range and will be included in the project estimates.
Since the last meeting in August, the ODOT Project Development Team has worked to refine the concept
ideas from the previous panel meetings. Care was taken to meet safety, water quality, and operations
requirements, which limited some design concept ideas. Alan asked the panel to assess the package as
a set of enhancements that work together to create an attractive gateway for the interchange.
Design Enhancements Presentation
Tom Litster gave a PowerPoint Presentation that included the Design Enhancements to be discussed by
the panel. The PowerPoint included:
• A Gateway Story
• The Gateway Opportunities
• Design Features to Discuss
• Opportunity for Bridge Enhancements
o Design Studies for the Bridge
o Design Challenges for the Landscape
• Bridge Enhancement with Full Screening
• Bridge Enhancement with Lighting
• Decorative Fence for Bridge
• Bridge Obelisks and the Landscape
• Design Development Next Steps
• Decorative Fence Without Obelisks
• Noise Wall Enhancements
• Option 1: Colored Block Pattern
• Option 2: Adding Glass Block Accents
• Design Development Next Steps
• Gateway Streetscape Features
• Sidewalk and Median Features
• Design Development Next Steps
• Stormwater Facility Locations
• NE Quadrant Detention Pond
• NE Stormwater Detention Pond
• NE Stormwater Detention Pond Screening
• Stormwater Facility Enhancements
• SW Quadrant Drainage Way
o Design Development Next Steps
Before the dinner break there was a brief discussion about the proposed SW Quadrant drainage -way
wall. Alan said that to be included in the overall package, the wall the panel must determine it provides
overall gateway enhancement. John Lucas let the group know that it would not improve access for
maintenance. Maintenance of the berm is not ODOT's responsibility. There was some discussion of
current maintenance. Leo Hillyer mentioned that currently he mows the grass on the berm.
Roundtable Discussion
Stacy Thomas distributed a questionnaire. She asked panel members to take a moment to reflect on the
enhancement options and to fill out the form. The panel initiated a general discussion about where the
bridge enhancement designs came from. Many members expressed concern about not seeing any
influence from the previous meetings in the bridge designs. Many members said that they had discussed
the need for brick, and an old, urban, small -town feel for the designs. It was expressed that the green
scrim option was modern and cold and did not come from the feedback at the previous meetings. Other
panel members pointed out design elements that were discussed at previous meetings, including the
Decorative Fence option (both the fencing arches and the obelisks).
Woodburn Interchange Project 1/4 February 16, 2012 Woodburn Interchange Project 2/4 February 16, 2012
Draft Summary — Aesthetic Advisory Panel #3 Draft Summary — Aesthetic Advisory Panel #3
61
Some members expressed their dislike of the green architectural scrim (Full Visual Screening option).
They said that it is modern and contemporary and not "Woodburn ". There was an expression for the need
to have the design be human scale, something to relate to, warm lighting, wrought iron fencing and other
small town type enhancements.
Tom mentioned that there were many ideas that came up at the previous meetings, particularly with
respect to the second bridge rail option, which closely resembled some of the 'landform' sketches from
the previous workshop. He said that due to some of the technical limitations cited by ODOT, much of the
landscaped area ideas expressing the natural and agricultural landscape themes would not be feasible.
These ideas included the significant tree plantings and use of natural stone materials. Due to the
limitations, the bridge enhancements need to create its own context. He also mentioned that some of the
Victorian style ideas from the previous meeting have no context at 1 -5 or the immediate area, which could
be considered a design challenge for those elements. Tom said that sidewalks and highway lighting are
part of the bridge design (vs. this aesthetic process). The existing conditions and sidewalk widths posed
real constraints for placing things like pedestrian —scale light poles. Alan let the group know that he gave
Tom and the Otak team creative license to take inspiration from the panel's input and not reproduce the
ideas exactly. The Victorian theme was discussed, along with others ideas such as the 'landform' railing.
The smaller elements associated with a typical streetscape may not be easily reproduced in a visually
strong way on an interchange bridge. The scale is more vehicle -scale than pedestrian - scale.
Dan Brown mentioned that the fiscal, maintainable, and constructability aspects of the design
enhancements are important. He said the many visions and ideas from previous meetings might not have
been constructible, affordable, or maintainable.
John Lucas discussed the technical team limitations of the earlier design ideas. He mentioned that sight
distance across the on -ramp loops was important for safety reasons. He said that no significant
landscaping would be allowed in the majority of the space inside the loops.
Stacy led a roundtable discussion of the bridge enhancement options. Discussion included:
Decorative Fencing Option:
• Feels too urban /city
• Obelisks are out of place (3 comments)
• With planters — perhaps with more landscaping, less imposing planters
• Combine with green screen to create green rolling hills imagery
• Needs better landscaping (not grass) (2 comments)
• Can be progressive (2 comments)
• Refine it with details such as lighting or landscaping
• Better lighting (architectural and streetscape)
Full Visual Screening Option:
• Agricultural impression (grasses)
• Varied height is nice, more natural
• Soften planters
• Earth tones preferred
• Too contemporary, modern
• Shown walls planters ok
• Ground cover — slope pavers instead?
• Trees, in more natural setting rather than planters
• Concern that grasses will not be maintained
• Avoid "Unfinished grass look" — need additional landscaping to finish
• Closed /confined look
Based on the comments and conversation, Stacy asked if the panel was comfortable moving the
Decorative Fencing option forward with the following changes or additions to be reviewed at a 4'" panel
Woodburn Interchange Project 3/4
Draft Summary — Aesthetic Advisory Panel #3
February 16, 2012
meeting: remove the obelisks, show additional more "finished" landscaping, provide an illustration of
night time architectural lighting, provide an illustration showing the cobra head light on the bridge.
To determine the panel's position, Stacy led a "vote" of whether to forward the Decorative Fencing option
as noted above, using "traffic signs" to indicate their preference. "Go" meant the member supported the
option, "Yield" was neutral or unsure, "Stop" was that there was no support for that option.
Yes — 7
Maybe — 1
No -2
There was a suggestion to establish a trust fund that would provide funding for landscaping maintenance
on a permanent basis. Alan said that he would look into that. The panel decided that if no funding was
secured, the additional work on landscaping elements did not need to be pursued by the team.
Stacy led voting for each of the enhancement options
Sound Wall options:
Can you support the Colored Wall option?
Yes -8
No -2
The two members that voted no said that they didn't like either wall option. There was a suggestion for a
more natural looking grey stone option.
Streetscape improvements:
Textured pavement:
Yes — 10
Enhanced signal posts:
Yes — 9
Street Trees wherever possible:
Yes — 10
Stormwater detention facility screening:
Yes - 10
SW Quadrant drainage -way wall:
Yes-8
Maybe — 1
No -1
Close
Alan said that a fourth meeting will be scheduled soon with the panel where a revised Decorative Fence
option would be discussed. He expressed concern that the panel was voting for the "lesser of two evils" in
the designs. He said that the design team will come back to the next meeting with a second, small town
streetscape style design.
Following the fourth meeting, a public open house will be scheduled. Alan let the panel know that the
enhancements will need to be supported by members of the panel at both the public open house and a
future city council meeting. He also mentioned that he will have a better idea of the financial picture of the
bridge and will be able to share more concrete numbers at the next meeting.
Stacy and Alan thanked the panel for their work and their feedback.
Woodburn Interchange Project 414 February 16, 2012
Draft Summary — Aesthetic Advisory Panel #3
62
-- Woodburn Interchange Project
r— AAPAlternative Design Meeting
INTEnCHANGE
February 23, 2012 - 3:00 to 4:30 p.m.
Woodburn Public Works Building
Meeting Summary
Meeting purpose
• Articulate a second bridge enhancement option for AAP consideration at
the next meeting
Attendance Project Team
• Jack Bigej
• Alan Fox, ODOT
• Durrell Crays
• Kaitlin North, Otak
• Jim Hendryx
. Tom Litster, Otak
• Leo Hillyer
. Stacy Thomas, JLA Public Involvement
• Charlie Piper
• Vaughn Brown, JLA Public Involvement
John Reinhardt
Ruby Wolf
Others in Attendance
• Dan Brown, Woodburn Public Works Director
• Jim Cox, Woodburn City Council (at end of meeting)
Welcome and Opening
Opening -Alan Fox thanked everyone for attending. He explained that this meeting is a follow -up to the
new design option that he had promised at the last AAP (Panel) meeting. He noted the rejection of the
"full visual screening" bridge enhancement design option means that it will not be carried forward. As
agreed -to at the last meeting, the 'arches' option will be carried forward with suggested changes (no
obelisks, architectural uplighting and more landscaping). The design team wants to ensure that this new
design option represents the vision of the Panel members as fully as possible. To that end, the goal of
this meeting is to hear from the panel members present regarding what they want to see in the new
option, which will be presented at the panel's next meeting.
Alan reported that the whole panel had been invited to this meeting by email and that he was
happy to see so many panel members present. Alan said that he understood why some members felt
that panel guidance wasn't followed when designing the bridge enhancement options. He hoped that the
meeting would restore a solid working relationship based on renewed confidence that the design team is
listening to the Panels' input. He added that the landscaping design that was initially presented to ODOT
technical staff would be shared with those in attendance today. Alan said that in retrospect, the original
landscape designs should have been shared at the last meeting as a demonstration of how the designers
had been inspired by the panel's guidance, even though the designs were ultimately rejected by ODOT
for safety reasons.
Landscaping - Tom Litster showed the original landscape design submittal that was rejected by ODOT
for engineering and safety reasons. He talked about how the need for adequate sight lines and power
line restrictions severely limited planting heights and areas. Tree plantings are limited to 'shadow' areas
near the bridge itself in both north and south landscape areas. The north area is even more limited by the
power lines.
Woodburn Interchange Project 1/2 February 23, 2012
Draft Summary - AAP Design Mini - Workshop
Tom asked the group to identify what elements of the original landscape design they liked. The group
felt the original design fully captured the panel's input from the second workshop but understood
why it was rejected by ODOT. The stacked stone fence, trees and river rock are the right elements.
Conifers were mentioned as a tree type but the panel indicated they were open to other species. Tom
reminded the group that these elements could only be incorporated in the shadow areas.
It was noted that the panel intended the landscaping to take the harshness out of the structure. Another
member added that they didn't want the landscaping to provide any hiding spots that would encourage
transient use or camping. Accordingly, there should be no privacy created in the landscape areas.
The group discussed what could happen outside the shadow areas. Tom said that no structure taller than
4" is allowed. Rivers of rock would be acceptable but stacked stone walls or trees would not be. Shrubs
taller than 4" are okay since they do not pose a safety risk but only if they do not block sight lines. The
group reiterated their earlier concern about maintenance of landscaping especially related to mowing a
grassy area.
It was agreed that the design team would update the landscape design to incorporate as many of the
elements discussed today as possible to fit within ODOT's technical requirements. It was also suggested
that the whole panel see the original landscape design submitted to ODOT at the panel's next meeting so
that they would understand and appreciate that the design team had listened to the Panel and attempted
to implement its input.
Bridge Structure - Tom showed the group some bridge medallions (cut -outs) for feedback. The group
responded positively to the general idea of medallions.
Lighting was discussed in detail. Pedestrian scale lighting with a "lamp look" was suggested - possibly
turban style globes similar to the downtown lights. The lights along Hwy 99 in Oregon City were also
mentioned as an example. Tom noted that poles for any such fixtures would have to be mounted outside
the fencing but that just about any type of pole can be mounted. He reminded the group that pedestrian
scale lights would provide accent lighting only and would not replace the need for standard roadway
lighting (cobra fixtures).
Another panel member said that architectural uplighting on the exterior of the bridge was important and
the panel needed to see both these elements illustrated for both of the bridge enhancement options at the
next meeting. Tom said that uplighting was about '' /<the cost of pedestrian scale lighting. Members
expressed different preferences for architectural uplighting and pedestrian lighting. The idea of fewer
lamps - possibly at the bridge ends - was suggested because excessive cost becomes an issue.
Designs showing both with relative cost factors would be helpful in addressing this decision at the next
meeting.
Some panel members indicated that the idea of a bridge enhancement capturing the feel of the downtown
renewal would support the community theme described as the "new" old -time look. Natural brick and
square fronts are the main elements. Many ideas were tossed out including developing bridgeheads that
capture the theme, using a straight -line "picket" fence concept, and extending the design from the bridge
down OR 214 to demonstrate the connection between the structure and the community (for example, the
use of pedestrian scale lighting). The transit station and sound walls can also incorporate elements of the
adopted bridge enhancement to create design continuity. The station shelters and kiosks may need to be
redesigned to coordinate with the design option selected by the Panel.
Next Steps - Tom will develop the ideas heard today and have a second bridge enhancement option to
present at the next AAP meeting. The meeting is scheduled for Wednesday, April 4th. Attendees
expressed their appreciation to Alan and Tom for calling this meeting. Everyone felt satisfied that they
had been heard and looked forward to seeing the updated decorative fencing enhancement as well as the
new design option at the next Panel meeting.
Woodburn Interchange Project 2/2 February 23, 2012
Draft Summary - AAP Design Mini - Workshop
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63
INTERCHANGE '
Meeting purpose
Woodburn Interchange Project
Aesthetic Advisory Panel Meeting #4
April 4, 2012 — 5:30 to 8:30 p.m.
Wellspring Medical Center
Meeting Summary
• Provide process update
• Review design packages and options
• Reach consensus on the bridge design
• Review next steps — Open house and City Council adoption
Attendance
• Jack Bigej
• Durrell Crays
• Tom Flomer
• Matt Gwynn
• Jim Hendryx
• Leo Hillyer
• Dick Koessel
• John Reinhardt
• Charlie Piper
• Maria Aguilar
• Ruby Wolfer
Woodburn Staff
• Dan Brown, Woodburn Public Works Director
Welcome and Opening
Project Team
• Alan Fox, ODOT
• Ernest Kim, ODOT
• John Lucas, ODOT
• Mike Shippey, ODOT
• Liantao XU ODOT
• Kaitlin North, Otak
• Tom Litster, Otak
• Sam Beresky, JLA Public Involvement
• Vaughn Brown, JLA Public Involvement
Alan Fox welcomed the panel, reviewed the meeting purpose, agenda and logistics. The main purpose of
this meeting was to provide a process update, review design packages and options, reach consensus on
the bridge design and to go over the next steps in the project process. Alan also introduced Liantao Xu„
the new bridge designer for ODOT.
Alan mentioned that earlier in the day he met with the Woodburn Mayor and City Administrator about
future landscaping maintenance funding. Alan said that the objective of the meeting was to secure a
commitment that the city would proactively pursue a funding source for the landscaping of the
interchange. City Administrator Scott Derickson said that the City Administrator will support the vision of
the panel for landscaping and will advocate for a dedicated maintenance funding source over the
decades. Alan said that the city has recently had layoffs and budget issues. He commended them for
taking the long -view approach on the project and committing to seeking a funding source for the
maintenance of landscaping in the project area. In addition, Alan said that ODOT's construction
Woodburn Interchange Project 1/5 April 4, 2012
Draft Summary — Aesthetic Advisory Panel #4
contractor will be responsible for landscaping maintenance for 2 -3 years after construction is complete,'
providing a buffer before the City of Woodburn would have to take over. It was mentioned that Dan
Brown has maintenance funding ideas that he will pursue but due to restrictions on what SDCs can be
used for, it is unlikely that the earmarked money for construction of the interchange can be used to pay
for landscaping maintenance. Dan Brown urged the panel to let the City Council know how important the
landscaping maintenance funding source is to the entire project.
Alan reviewed project funding and costs:
• Funding
o Lower costs reduced the shortfall to $5.5 Million
o Instructed to add in prior ROW funds expended — raised shortfall to $9.2 Million
o Funding not expected to delay the project
• Aesthetic upgrades, funding and costs
o Cost estimates underway but not complete, pending resolution of ROW costs
• Project cost estimate has a 'placeholder' budget of $2 Million for aesthetics
• Optimistic that aesthetic costs will be within that budget
Alan reviewed a section of the committee charter, including:
• Participants are expected to refrain from characterizing the views of other participants, especially
at public meetings and in communication with the City Council, non - participant stakeholders and
the press.
• Consensus outcomes are desired, but not required until the final workshop. At workshops prior to
the final workshop, where the group can not reach consensus, the full range of options and
perspectives will be carried forward as input to the next workshop until the final prioritized list of
recommendations is developed.
• At the final workshop, ODOT will seek Panel consensus on the final prioritized list of
recommendations. At this workshop, consensus is defined as an outcome every Panel member
present can live with and support.
• At the final workshop, if consensus can not be reached on the inclusion of a specific design
recommendation or the priorities of specific recommendations, a majority vote of the members
present will qualify that recommendation to be included or priority established. Each Panel
member shall have one vote, and shall cast the vote as a whole; i.e., the vote is not divisible.
• Members present comprise a quorum. Only members present can vote.
Vaughn Brown let the panel know that after Tom's presentation and dinner, he will be leading the group
through a discussion about the design options. He said that the panel should work together to get behind
a single option that best works for everyone.
Design Enhancements Presentation
Tom Litster gave a PowerPoint presentation that included the Design Enhancements to be discussed by
the panel. Since the last workshop, the project team convened a meeting with panel members to develop
an alternate design package. In addition, the ODOT technical team reviewed each feature and they
began to address cost factors for aesthetic upgrades. He let the panel know that prioritization would not
be necessary as, more or less, features in both options are within the $2,000,000 budget placeholder.
The PowerPoint included:
• The Design Process
• Understanding the Context
• The 1 -5 Experience
• The Hwy 24/219 Experience
' It has since been determined that ODOT can only fund one year of maintenance through its construction
contracts. A separate contracting procedure is being sought to extend maintenance by ODOT to a total of three
years.
Woodburn Interchange Project 2/5
Draft Summary — Aesthetic Advisory Panel #4
April 4, 2012
64
Elements of the New Bridge (graphic)
• Challenges for a Pedestrian Streetscape
• Bridge Enhancement Option 1 — Landform Option (graphics from numerous angles and with a
variety of lighting options)
• Considerations
o Materials and fabrication for the fence
• Cost and weight of the fence
• Cost and technical issues for concrete treatments
• Cost of architectural lighting
• Maintenance
Bridge Enhancements Option 2 — Victorian Option (graphics from numerous angles and with a
variety of lighting options)
• Considerations
o Materials and fabrication for the fence
• Cost and weight of the fence
• Cost and technical issues for concrete treatments
• Cost of lighting
o Maintenance
• Streetscape Opportunities
• Bridge Streetscape Context (graphics for each option)
• Ornamental lights for the roadway
Planning level budgets
• Opinion of probable costs
• Design refinements can change that opinion
• Value engineering is not uncommon
• Maintenance costs are a separate consideration
Clarifying questions:
• Why didn't the landform option include pedestrian lights?
o Tom said that the design team thought that pedestrian lights would not fit in the context of
the landform arches. Pedestrian lighting would be from the highway lighting, regardless of
the decorative fencing option preferred.
• Will the intersection to the west of the interchange receive the same aesthetic upgrades as the
intersection to the east?
Yes.
• Will the PGE power lines be placed underground?
c Alan said that it is very expensive to underground the power lines. He hadn't talked about
it much but let the panel know that undergrounding the power lines was an option but that
it would possibly take up the entire aesthetic upgrade budget. He mentioned that there
are nearly 1,000 utility conflicts in the project area. Leo Hillyer said that eventually the
power lines will be put underground and, that this committee should not focus on that. The
Panel moved on to other subjects, thus declining to pursue this issue further.
• Is the Landform option cheaper?
o Tom said that they are roughly the same but if the decorative streetlights were used in
the Victorian option, there would be an increase in maintenance costs to service those.
Also, the Victorian option will need to be steel rather than aluminum, which could
potentially need more long -term maintenance.
• Does ODOT have a bias toward the Landform option? It seemed that the drawbacks were more
prominently talked about for the Victorian option.
o Tom said that the team has no bias but wanted the panel to understand the differences
between the two options. Alan said that it is the responsibility of the team to point out the
differences and drawbacks of the options so the panel can make an informed choice.
Roundtable Discussion
Woodburn Interchange Project 3/5
Draft Summary — Aesthetic Advisory Panel #4
April 4, 2012
Vaughn explained the discussion and decision process. He will lead the roundtable discussion through
the first round. Each member will get a couple of minutes to highlight their impressions of both options.
He asked the members to keep their comments concise and not to forget talking about the positive
aspects of the options. On the second round of discussion, he will ask for each members preference in
one of five categories:
Fully support the Victorian option
• Okay with either option but leaning towards the Victorian option
• Okay with either option
• Okay with either option but leaning towards the Landform option
Fully support the Landform option
Due to time constraints, many panel members voted on the first round of discussion:
• Tom Flomer said that he likes the color and form of the Landform option but did not feel that it
was connected to Woodburn. He liked the streetscape of the Victorian option but was hoping for a
newer interpretation of traditional design and a better accommodation of pedestrians.
• Jack Bigej asked if there was any way to soften the sign bridge, perhaps rounding the corners
and having the color match the Landform option. Verticality it does not fit with the arches in the
landform option. He said that he could live with either option but will prefer the Landform option if
the sign bridges can fit better into the design.
• Ruby Wolfer said that she was leaning towards the Landform option because it feels more open
and modern. She likes the uplighting option and the connection to the surrounding landscape.
She suggested that if the Victorian option was chosen, they should not use the decorative
lighting, as it is an added maintenance worry.
• Maria Aguilar preferred the Landform option. She liked the earth tones and the connection to the
hills. She said that the design is more attention grabbing than the Victorian option.
John Reinhardt said that he had been to every meeting and appreciated the team providing a
second viable option but he preferred the Landform option fully.
® Leo Hillyer said that he also attended all of the meetings and prefers the Landform option
because it will be different from many other freeway overpasses. He hopes that the sign bridges
can be adapted to match the bridge option in shape and color.
Jim Hendryx thanked the team for the illustrations of the options. He asked if the Victorian fence
could be reduced in size to make it more pedestrian scale. Tom said that it could be reduced in
height slightly but would need to be taller than the protective mesh fence ( +/- 11ft). Jim said that
he is leaning towards the Landform option mainly because it is more open and better for
pedestrians.
Charlie Piper said that everyone who knows him knows that he likes more traditional
architecture. He said that his family's business has been in Woodburn for over 90 years. He is
less concerned with travelers on 1 -5 and more concerned with what the citizens of Woodburn feel
as they cross the bridge. He mentioned that the Victorian fence would feel like a jail, he preferred
the Landform option, as it is more open. Initially he also thought that the Victorian lights could be
carried down the streets and could create a nice theme, but he felt that the lights were lost in the
highway -scale retail.
• Durrell Crays said that he likes the history of Woodburn. He felt that the Victorian fence provided
an emotional impact and connection to history. The Victorian theme can be carried into the city,
eventually, while the Landform does not have that option. He favors the Victorian fence. Durrell
also commented about a perceived bias, he felt that the team displayed a bias about which option
they preferred. Alan said that there was no bias but wanted the panel to understand the
challenges and limitations of the options so they could make an informed choice. Alan said that
he will continue the bias discussion off -line.
• Matt Gwynn said that the Victorian option looks too institutional. He favors the Landform option,
especially if the mesh protective fence can be incorporated into the design.
Dick Koessel said that he prefers the Landform option because it has a cleaner look and will be
easier to maintain. He also felt that the Victorian fence looked too institutional.
Woodburn Interchange Project 4/5 April 4, 2012
Draft Summary — Aesthetic Advisory Panel #4
65
It was noted that overall the panel was leaning heavily towards the Landform option with all but one
member being neutral or leaning towards the Landform option. There was a discussion among the panel
members about the need to come to consensus, to leave the meeting as a unified committee. Leo noted
that the maintenance of the Landform option would be slightly easier and that the rolling hills were an
option that had been discussed since the first meeting. Alan let the panel know that the project team had
no vested interest in either option but did want to ensure that the committee could select an option and
stand behind it. Durrell mentioned that he is a believer in democracy and, while he may have a different
opinion, he will not oppose the Landform option and will go with the rest of the group in supporting the
Landform option.
It was noted that overall, the committee came to a consensus with the Landform option moving forward
as the preferred option. There was general agreement that softening of the sign bridges, incorporating
them into the design would be ideal.
Close
Alan said that the team will schedule an open house for late April or early May. The purpose of the open
house would be for the public to review the design, to offer suggestions and thoughts about the Landform
option, and to ensure there were no fatal errors from their perspective. There will be comment cards
available at the open house to allow the public to submit feedback. He asked the panel members to
participate and attend the open house. The team will provide a short orientation before the open house
and hoped the panel members could participate in the open house by informally sharing their
perspectives with the members of the public. The panel suggested that the auditorium at The Estates
would be ideal location for the open house. The Estates also has a newsletter that could help advertise
the open house.
Dan Brown said that he has had success in outreach to the Spanish- speaking populations of Woodburn
by advertising on the radio. It was also suggested to use the Chamber of Commerce 'as a resource for
outreach. In addition, the project team should get feedback on the Landform option at the Chamber's
"Greetings" events on Fridays. It is the most effective way to reach the business community.
Alan also said that aesthetic design package with the Landform option will be presented to the Woodburn
City Council in June. 3
Vaughn and Alan thanked the panel for their work and their feedback. Durrell said that he appreciated
ODOT's responsiveness on this project.
Woodburn Interchange Project
Public Open House & Comment Summary
'A presentation to the Woodburn Chamber of Commerce has now been scheduled for May 9 "'.
The City Council meeting at which the Panel's recommendatons will be presented has now been established as
June 11'
Woodburn Interchange Project 5/5 April 4, 2012
Draft Summary — Aesthetic Advisory Panel #4
66
Prepared by:
RA Public Involvement
nvol�cntcnt
April 30, 2012
INTERCHANGE
'A presentation to the Woodburn Chamber of Commerce has now been scheduled for May 9 "'.
The City Council meeting at which the Panel's recommendatons will be presented has now been established as
June 11'
Woodburn Interchange Project 5/5 April 4, 2012
Draft Summary — Aesthetic Advisory Panel #4
66
Woodburn Interchange Open House Summary
A variety of communication vehicles were used to notify the broadest audience possible about the Open
House. Display ads in both Spanish and English were placed in the Woodburn Independent. A media
release was sent to the ODOT Region 2 media outlets. Public service announcements were sent to 2
Spanish speaking radio stations in the Woodburn area. The City placed ads on Spanish radio as well. A
notice was also posted on the ODOT JTA project website.
The public was invited to attend the Open House in person, hear a project overview from the project
team, look at informational displays, and complete a comment card. Sixty -six people attended the Open
House the evening of April 24, 2012 from 4:30 -7:30 at the Estates Golf Club. Of those 66 attendees, 21
completed a comment card.
The purpose of the Open House was to showcase the Interchange design package selected by the
Aesthetics Advisory Panel. The Panel's preferred design package will be forwarded to Woodburn City
Council for their consideration and adoption.
Alan Fox introduced the Aesthetics Advisory Panel members and project staff and city staff in
attendance. He then presented the project schedule showing utility work beginning this year and major
construction from 2013 — 2015. He announced that the Interchange and Park& Ride will cost about $75
million. Even though there is a small funding shortfall, ODOT does not see that as an obstacle to getting
the project underway. Victor Alvarado from ODOT was in attendance to answer right -of -way questions.
Alan reviewed the design process which included Research & Analysis, Design, and Engineering Design
for Construction. Design considerations included context (natural and man - made), materials and
fabrication, technical /operational standards (i.e. vehicle safety and visibility on loop ramps, cost, weight,
and technical issues for concrete treatments, architectural lighting, and maintenance).
Alan reviewed the recommended "landform" design concept package. This concept is centered on
bridge and loop ramps suggesting the physical setting the Woodburn area. The concept includes
suggestions for intersecting arches on the bridge and landscape terraces, with trees and landscaping if
they can be maintained. Other recommendations include noise walls, landscaping at a water detention
facility, and a storm trench embankment.
Public Comments
Right -Of -Way
• When will the right of way people make offers on the property involved, I travel during the
summer, but I can make arrangements to be here, if I know when.
• Good explanations, I would like to know the monetary reimbursement for loss of my easement.
• Besides a detailed map, is it possible someone to come to Panor and use a spray paint to show
street row. In other words how much will be left of our trees, shrubs etc.
Murals /Sound walls /Landscaping
• No murals, invitation for vandalism and graffiti.
• No murals. Blockware is fine as is. Is Senior Estates going to have input on murals and our
development?
• No mural on 214/219 sound wall. Landscape at freeway exits to discourage homeless campers.
• Please no mural — an invitation for vandalism — poor choice for future years.
. The 1 -5 sound wall should be extended to the Senior Estates RV Park.
Design feedback
• Bridge side arches are impressive (from the freeway) when crossing the bridge the smooth lines
are disrupted by the square; rectangle buttresses — supports for the signs and lane designators.
• Have you tried or thought about "rounding' those supports to conform in aesthetics to the
sides. In that way the entire project would be an arched gateway into Woodburn.
• Your bike path over the freeway is a killer. Who would ever want to use that lane! Please
visualize 2 trucks and a bike in the middle.
• Making the loop ramps are not the smartest thing to do. So what if people have to cross traffic
to make a turn. The way it is, is safer than the way you are thinking of, but you don't care.
• Please continue with this "5 lanes" on 214 to Park Ave. Otherwise backups will continue to
occur.
. NO SIDEWALKS on Oregon Way.
General
• Both ODOT and City of Woodburn should be proud of the method taken to reach agreement
and harmony in the project study. I was with FHWA when Interstate was built, and am proud of
both participants in this project study.
• Good format
• Very positive meeting
• Excellent presentation, congratulations to all those individuals working on this project, will
believe it when I see it. In my opinion all bases were covered.
• The meeting was good.
Woodburn Interchange Project Open House z Woodburn Interchange Project Open House 3
Public Open House Summary Public Open House S-ory
67
-4�
Junel 1, 2012
TO: Honorable Mayor and City Council through City Administrator
FROM: Dan Brown, Public Works Director
SUBJECT: ACCEPTANCE OF A PUBLIC UTILITY EASEMENT IN THE NUEVO
AMANECER PHASE 4 DEVELOPMENT AT 1300 NORTH SECOND STREET,
WOODBURN, OR 97071 (Tax Lot 051W07DA00800)
RECOMMENDATION
That Council accepts a 16 foot Public Utility Easement for City water facilities
granted by NAIV Housing Limited Partnership, property owner of Nuevo
Amanecer Phase 4 Development at 1300 Second Street, Woodburn, OR 97071,
Woodburn, OR 97071 (Tax Lot 051 W07DA00800).
BACKGROUND
A permanent water line easement was a condition of Building Permit B12 -062 to
provide required fire protection and domestic service to the property. This
easement will allow the City's existing water main to loop through the
development to provide the required water services and fire protection.
DISCUSSION
The Public Utility Easement is a Waterline Easement that is located throughout
the Nuevo Amanecer Phase 4 development as described and shown in the
legal description and sketch of the legal description, respectively. It provides a
permanent easement and right -of -way to construct, reconstruct, operate, and
maintain Water Mains, Service Lines and Appurtenances.
FINANCIAL IMPACT
There is no cost to the City for this Public Utility Easement since it was donated by
the property owner.
ATTACHMENTS
A Copy of the properly signed public utility easement document is attached.
Agenda Item Review: City Administrator _x City Attorney _x Finance -
x-
.:
AFTER RECORDING RETURN TO:
Woodburn City Recorder
City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
CITY OF WOODBURN, OREGON
PUBLIC UTILITY EASEMENTS
(Temporary and Permanent)
NAIV Housing Limited Partnership, GRANTOR, grants to the CITY OF
WOODBURN, OREGON, hereinafter called CITY, a permanent easement and right -of-
way, including the permanent right to construct, reconstruct, operate, and maintain public
water mains and appurtenances on the following described land:
See attached Exhibit "A" Legal Description of Permanent Easement and
attached Exhibit `'B" Sketch for Legal Description of Permanent Easement
which are by this reference incorporated herein
GRANTOR reserves the right to use the surface of the land for any purpose that will
not be inconsistent or interfere with the use of the easement by CITY. No building or utility
shall be placed upon, under, or within the property subject to the foregoing easement
during the term thereof, however, without the written permission of CITY.
Upon completion of the construction, CITY shall restore the surface of the property
to its original condition and shall indemnify and hold GRANTOR harmless against any and
all loss, cost, or damage arising out of the exercise of the rights granted herein.
The true consideration of this conveyance is Zero Dollars ($0), and other valuable
consideration, the receipt of which is acknowledged by GRANTOR.
GRANTOR covenants to CITY that GRANTOR is lawfully seized in fee simple of the
above - granted premises, free from all encumbrances and that GRANTOR and their heirs
and personal representatives shall warrant and forever defend the said premises and
every part thereof to CITY against the lawful claims and dernands of all persons claiming
by, through, or under GRANTOR.
DATED this day of 1 20
NAIV Housing Limited Partnership
BY:
Roberto Jimenez
Executive Director
Farmworker Housing Development Corporation
Public Utility Easements (Temporary and Permanent)
Page 1 of 4
M e
CORPORATE ACKNOWLEDGEMENT
STATE OF OREGON, County of I ) ss.
The foregoing instrument was acknowledged before me this ( day of
2012 by Roberto Jimenez, as Executive Director of Farmworker
Housing Development Corporation a non - profit corporation and the foregoing instrument
was signed and sealed on behalf of said corporation by authority of its Board of Directors;
and each of them acknowledged said instrument to be its voluntary act and deed.
�I
NOTARY PUBLIC'FOR OREGON
My Commission Expires:
City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
(Grantee's Name and Address)
Accepted on behalf of the City of Woodburn after
authorization by its City Council on
date
City Recorder:
Christina Shearer
Public Utility Easements (Temporary and Permanent)
Page 2 of 4
OFFICIAL SEAL
i� HDANOV
,45
MANYAJ BAG
V :` y
NOTARY PUBLIC - OREGON
MY COMMI
COMMISSION NO. 465M7
EXPIHES JANUARY 29, 2016
70
\V,I3. WELLS & ASSOC., INC:
JOB NO. 2013 -01 S
PUBLIC WATERLINE EASEN'IENT DESCRIPTION
AN EASEMENT OF DIFFERING WIDTHS BEING OV -R THAT TRACT OF LAND CON\ EYED'I - O
FARNIWORKER HOUSING DEVEL01'XIENT CORI'. BY DL-FD Ri:.C,ORDED IN REFI. 26:35, PAC, F.
465, MARION COUNTY DEED RECORDS, SAID TRACT' BEING SITUATED IN "THE SOUTIJEAST
Qr MARION
OF SECTION 7. TOWNSHIP 5 SOUTH, 1RA-N2 iE I WEST, WII_LP IE I TE MERIDIAN.
CITY 01= WOODBURN, COUNTY OF MARION AND STATE OF OREGON, SAID EASEMENT BEI\IG
'00RI° PARTICI:LARLY DESCRIBED AS FOLLOWS:
COMMENC ENIG AT THE NORTHWEST CORNER OF SAID FAWONVORKF,R HOUSING TRACT;
1I IENCE SO[ - I'H 41'37' 14" `!'EST. AI.ONG THE NORTIIWESTERI.Y LINE OF SAID
F:',R. HOUSING TRACT.:\ ]DISTANCE OF 37.95 FEET TO THE POINT OF BEGINNIiNG;
THENCE ALONG THE CEN1 �IF - FnI OF OF SAID EASEMENT THE FOLLOWING COURSES : NND
DISTANCES: SM ! -1 •18"x2'40" EAST. A DISTANCE OF 9.79 FEET; SOUTH 71 :12' -11" FAST, ;1
DISTANCE OF 35.51 FEET; SO[J'Cli 82':7'41" EAST, A DISTANCE QF 1311.96 FEET; NORTFI
6'i T 19" EAST. A DISTANCE OF 49.32 FEET (BEING POINT "A "); NOR LII S6 °17' 19" EAST, A
DISTANCE OF 14.52 FELT (BF;1 \G POINT "B" ): SOUTH 0342'4 PEAS 1', ,A DISTANCE OF 72.45
FFE1; SOU - M 41' 17 WEST, A DISTANCE OF 141.46 FEET (BEING POINT "C "); NORTH
4542'41" WEST. A DISTAANC1= OF 38.40 FEET (BEING POINT `D "): NORTH 48'42'41" WFST, A
DISTANCE OF 15.78 FEET; SOUTH 41 °17'19" WEST, A DISTANCE-' OF 145.17 Fr'ET TO THE POINT
OF TEWMINUS, SAJD POINT BEINIG ON THE NORTHEASTERLY LINE OF 16 FOOT WIDE
E_ASFMF.NT RI-CORDED IN PEEL 2794, E'AGE 215.
SAID EASEMENT BEING 8.00 FEET ``TIDE ON EACH SIDE O ABOVE DESCI -D CENI'ERL.INE
FROM l'HE POINT OF BEGINNING TO POEM' "B ". BEING 5.00 WIDE ON EACH SIDE FROM POINT
"I3" TO POIN ' "C' AND BEING 8.00' WIDE ON EACH SIDE FROM POINT "C" TO TIIF. POINT OF
TERMENIUS. SIDELINES TO BI -: LENGTHENED OR SHOR'I ENED TO INTIERSEcT mE INTERSECT
NORTH«'E•STERLY LINE OF SAID FAR:MWORK£R HOUSING TRACT AND THE
NORTHEASTERLY LIME OF SAID Ki::CORDED IN REEL 2794, PAGE- 15.
TOGETHFIZ WITH 1 - EIE FOLLOWING DESCRIBED CFNTLRLINE:
TI -IENCE NORTH 03`42'41'' PJLST, r1 DISTANCE 01= 22.7 i FEET (POINT F' ); SAID EASEMENT
BEING 9,00 FOOT WIDE ON -ACI-E SIDE OF CENTEP.LFNE.
PAGE I
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71
Sulveyors EEngineers riannrD s
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y 2_, 20, 12 \S`rOriate5�/
Q i
\V,I3. WELLS & ASSOC., INC:
JOB NO. 2013 -01 S
PUBLIC WATERLINE EASEN'IENT DESCRIPTION
AN EASEMENT OF DIFFERING WIDTHS BEING OV -R THAT TRACT OF LAND CON\ EYED'I - O
FARNIWORKER HOUSING DEVEL01'XIENT CORI'. BY DL-FD Ri:.C,ORDED IN REFI. 26:35, PAC, F.
465, MARION COUNTY DEED RECORDS, SAID TRACT' BEING SITUATED IN "THE SOUTIJEAST
Qr MARION
OF SECTION 7. TOWNSHIP 5 SOUTH, 1RA-N2 iE I WEST, WII_LP IE I TE MERIDIAN.
CITY 01= WOODBURN, COUNTY OF MARION AND STATE OF OREGON, SAID EASEMENT BEI\IG
'00RI° PARTICI:LARLY DESCRIBED AS FOLLOWS:
COMMENC ENIG AT THE NORTHWEST CORNER OF SAID FAWONVORKF,R HOUSING TRACT;
1I IENCE SO[ - I'H 41'37' 14" `!'EST. AI.ONG THE NORTIIWESTERI.Y LINE OF SAID
F:',R. HOUSING TRACT.:\ ]DISTANCE OF 37.95 FEET TO THE POINT OF BEGINNIiNG;
THENCE ALONG THE CEN1 �IF - FnI OF OF SAID EASEMENT THE FOLLOWING COURSES : NND
DISTANCES: SM ! -1 •18"x2'40" EAST. A DISTANCE OF 9.79 FEET; SOUTH 71 :12' -11" FAST, ;1
DISTANCE OF 35.51 FEET; SO[J'Cli 82':7'41" EAST, A DISTANCE QF 1311.96 FEET; NORTFI
6'i T 19" EAST. A DISTANCE OF 49.32 FEET (BEING POINT "A "); NOR LII S6 °17' 19" EAST, A
DISTANCE OF 14.52 FELT (BF;1 \G POINT "B" ): SOUTH 0342'4 PEAS 1', ,A DISTANCE OF 72.45
FFE1; SOU - M 41' 17 WEST, A DISTANCE OF 141.46 FEET (BEING POINT "C "); NORTH
4542'41" WEST. A DISTAANC1= OF 38.40 FEET (BEING POINT `D "): NORTH 48'42'41" WFST, A
DISTANCE OF 15.78 FEET; SOUTH 41 °17'19" WEST, A DISTANCE-' OF 145.17 Fr'ET TO THE POINT
OF TEWMINUS, SAJD POINT BEINIG ON THE NORTHEASTERLY LINE OF 16 FOOT WIDE
E_ASFMF.NT RI-CORDED IN PEEL 2794, E'AGE 215.
SAID EASEMENT BEING 8.00 FEET ``TIDE ON EACH SIDE O ABOVE DESCI -D CENI'ERL.INE
FROM l'HE POINT OF BEGINNING TO POEM' "B ". BEING 5.00 WIDE ON EACH SIDE FROM POINT
"I3" TO POIN ' "C' AND BEING 8.00' WIDE ON EACH SIDE FROM POINT "C" TO TIIF. POINT OF
TERMENIUS. SIDELINES TO BI -: LENGTHENED OR SHOR'I ENED TO INTIERSEcT mE INTERSECT
NORTH«'E•STERLY LINE OF SAID FAR:MWORK£R HOUSING TRACT AND THE
NORTHEASTERLY LIME OF SAID Ki::CORDED IN REEL 2794, PAGE- 15.
TOGETHFIZ WITH 1 - EIE FOLLOWING DESCRIBED CFNTLRLINE:
TI -IENCE NORTH 03`42'41'' PJLST, r1 DISTANCE 01= 22.7 i FEET (POINT F' ); SAID EASEMENT
BEING 9,00 FOOT WIDE ON -ACI-E SIDE OF CENTEP.LFNE.
PAGE I
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ExpmEs 1z—o1 -1c
a
Woodburn Inte
Project Underway
Evergreen Rd.
Extension
The Woodburn Interchange project is addressing both traffic flow and safety concerns in
the busy interchange of 1 -5 and Oregon 214/219 by constructing a variety of improvements.
Some on- the - ground preparation work will occur this fall with major construction
beginning summer 2013. Please visit the project web site at www.WoodburnInterchange.com
to get the latest project information.
y Evergreen Road Extension
The road extension will provide greater local
connectivity by extending north of OR 214 to
Country Club Court. Design features and
landscaping will serve as a gateway to the city.
Aesthetically integrated noise walls will
reduce highway noise for nearby residential
areas.
H 21 4/ r
Improvements
Improvements will span a half mile east
and west of the interchange and
include the widening of the roadway, a
new 6 foot wide sidewalk, a
landscaped buffer, bike lanes, raised
median with traffic signals and turn
lanes at Woodland Avenue, Evergreen
Road and Oregon Way.
4�
k'kfvb erg k v °
1- 5 Interchange,
t�txa[?ita?irt
�tvwrS
k
fi '
A .Jobs and Transportation Ad Project
Evergreen Transit /
Park & Ride Facility
'€ "fire @stages
Bark
J
E'tc -r;tat -1 Yg•
s
t
Utility i
Funding for the project is in place and initial construction will commence this summer, starting with the
relocation of utilities. The utility work requires a $2.6 million investment, and is a major commitment to
keeping this project on schedule. Traffic disruptions will involve single lane closures however, business
access will not be affected. ODOT and the City of Woodburn are committed to minimizing traffic
impacts during construction whenever possible.
The Woodburn Interchange Project remains on schedule with construction beginning in Spring of 2013.
,.
Proje£t
- RightofWay
Current
Project
Summer
Utility
1uiy2013_
Project
Initiation
1. `: Acquisition
Phase
Design
2012
Relocations
2015
Contru£tion
The new interchange will support economic development opportunities in
Woodburn and the surrounding area by making more land available for development
and the area more dependably accessible, especially along Evergreen Rd. In keeping
with this objective, and in order to have an alternate route for traffic during construc-
tion, construction of Evergreen Rd. will be included in the first stage of project
construction in 2013. In addition, the project will create or preserve over 88o jobs in
Oregon during and shortly following construction.
The project team continues to work closely with the City of Woodburn,
and has been actively coordinating with business owners and residents in
Stay the project area. This close coordination will continue through construction.
Informed If you would like to be added to the project mailing list please visit the web
site and sign up! You will also learn about upcoming events and open houses
Contact Information
Alan J. Fox, Project Leader
Phone: 5 -2681
885 Airport Road SE, Bldg. P
Salem, OR 97301 -4788
Spring -- -2012
T regon
partment
f Transportation