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05-14-12 Agendap A' KATHRYN FIGLEY, MAYOR CITY OO ® URN DICK PUGH, COUNCILOR WARD 1 J. MEL SCHMIDT, COUNCILOR WARD II CITY HALL COUNCIL CHAMBERS — 270 MONTGOMERY STREET 2. ROLL CALL Announcements A. City Hall and the Library will be Closed Monday, May 28th in observance of Memorial Day. The Aquatic Center will be open regular business hours. B. The City Council Meeting scheduled to be held May 28th has been cancelled in observance of Memorial Day. Appointments B. Ardis Knauf- Recreation and Park Board 4. COMMUNITY /GOVERNMENT ORGANIZATIONS A. Chamber of Commerce B. Woodburn School District 5. PROCLAMATIONS /PRESENTATIONS Proclamations A. Police Memorial Week Presentations B. Woodburn Ambulance C. Willamette Valley COG 6. COMMUNICATIONS None * *XaBRa 1nteBPReteS D1SponIBleS paxa aQu6ims rexsonas Que no xaBLan lmi6s, PReyio ac=Do. ComuniQ,uese ai, (503) 980 - 2{85. ** 1 K K May 14, 2012 Council Agenda Page i 7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council consideration not already scheduled on the agenda. 8. CONSENT AGENDA - Items listed on the consent agenda are considered routine and may be adopted by one motion. Any item may be removed for discussion at the request of a Council member. A. Woodburn City Council minutes of April 9, 2012 7 Recommended Action Approve the minutes. B. Woodburn Planning Commission minutes of March 22, 2012 10 Recommended Action Accept the minutes. C. Woodburn Planning Commission minutes of April 12, 2012 15 Recommended Action Accept the minutes. D. Woodburn Public Library Board minutes of April 11, 2012 17 Recommended Action Accept the minutes. E. Woodburn Recreation and Park Board minutes of April 10, 2012 19 Recommended Action Accept the minutes. F. New Outlet - Limited On- Premise Sales 24 Recommended Action: The Woodburn City Council recommends that the OLCC approve the New Outlet- Limited On- Premise Sales application for Senior Estates Golf and Country Club. G. New Outlet -Limited Off - Premise Sales 26 Recommended Action: The Woodburn City Council recommends that the OLCC approve the New Outlet- Limited Off - Premise Sales application for Carniceria El Ranchito LLC. H. New Outlet -Off -Premise Sales 28 Recommended Action: The Woodburn City Council recommends that the OLCC approve the New Outlet -Off- Premise Sales application for Project PDX LLC. 9. TABLED BUSINESS None 10. PUBLIC HEARINGS None May 14, 2012 Council Agenda Page ii 11. GENERAL BUSINESS - Members of the public wishing to comment on items of general business must complete and submit a speaker's card to the City Recorder prior to commencing this portion of the Council's agenda. Comment time may be limited by Mayoral prerogative. A. Construction Contract for FY 2011 -201 Miscellaneous Street 30 Resurfacing Project Recommended Action: That the City Council, acting as the Local Contract Review Board, award the construction contract for the 2011-12 Miscellaneous Street Resurfacing Project to CPM Development Corporation (dba Salem Road & Driveway) in the amount of $153,097.12. B. New Outlet -Full On- Premise Sales 32 Recommended Action: The Woodburn City Council recommends that the OLCC deny the New Outlet- Full On- Premise Sales application for Monte Carlo Sports Bar LLC. 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 MAYOR REPORTS A D • t May 14, 2012 Council Agenda Page iii WOODBURN 1889 May 9, 2012 TO: City Council FROM: Kathy Figley, Mayor SUBJECT: Recreation and Park Board Appointment 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, May 14, 2012. No reply is required if you approve of my decision. RECREATION AND PARK BOARD COMMITTEE Appointment o Ardis Knauf ' • .' • L e • • 1. What is the Resuscitation Outcomes Consortium (ROC)? The Resuscitation Outcomes Consortium (ROC) is a clinical research network of 10 Regional Clinical Centers (RCCs) and a Data Coordinating Center (DCC) that is studying better ways to help people who have cardiac arrest or severe traumatic injury in the out -of- hospital setting. Cardiac arrest is the loss of mechanical activity of the heart, causing the heart to suddenly stop beating effectively. Blood does not circulate, no pulse can be felt, and the patient collapses suddenly into unconsciousness. Severe traumatic injury is injury with very low blood pressure and altered level of consciousness or brain injury. The studies test if the use of promising drugs, tools, and techniques in real -world settings improves outcomes for these critically ill patients. ROC studies are being done in Emergency Medical Services (EMS) systems in 10 regions or cities in the United States and Canada. The National Heart, Lung, and Blood Institute of the National Institutes of Health (NIH) is the lead sponsor of the ROC studies. Additional funding is provided by the, Institute of Circulatory and Respiratory Health of the Canadian Institutes of Health Research, the US Army Medical Research and Materiel Command, Defense Research and Development Canada, the Heart and Stroke Foundation of Canada, and the American Heart Association. Field Trial of Hypotensive Resuscitation versus Standard Resuscitation in Patients with Hemorrhagic Shock after Trauma, A Pilot Trial What is the purpose of this study? The purpose of this pilot study is to determine whether hypotensive resuscitation for the early treatment of patients with traumatic shock is better than standard fluid resuscitation. Patients who are severely injured and in shock are suspected to be bleeding either internally or through external wounds. There are two schools of thought regarding how to treat these patients. The current standard is to give lots of fluid through an intravenous line thinking that this will keep the blood pressure up. It is now suspected that too much fluid may not help the bleeding and in fact might actually increase bleeding by popping established clots off of holes in blood vessels. Patients in this study will either receive large bags of fluid (normal saline which is fluid with the same saltiness as your blood) at a rapid rate or receive no fluid or if necessary smaller amounts of fluid through prehospital care and in the emergency room for the first two hours of care or until the bleeding is controlled Where will the study be conducted? The study will be done at 7 locations across the U.S. and Canada including our local area, the Portland /Vancouver metropolitan area. How many patients will be enrolled in the study? A total of 200 patients will be enrolled across all participating ROC sites in the United States and Canada. When will the study start? The first patient is expected to be enrolled in the late spring or early summer of 2012. The start time will be different at each of the ROC sites depending on when they receive local approval to begin the study. How long will it take to complete the study? The study is expected to last approximately one year once all sites have begun enrolling. How do patients enroll in the study? Patients in this study have had a severe traumatic injury. Traumatic injuries occur unexpectedly and because of the inability to predict when a traumatic injury is going to occur, a person cannot sign up ahead of time. Patients will either be unconscious (unable to speak or hear) or in shock when they are enrolled in the HypoResus trial. Life - supporting interventions must be given immediately in the field by the paramedics. Patients are too sick to consent to immediate treatment. Therefore, the paramedics will enroll patients with a low blood pressure into the study by opening a package and seeing if there is a big bag of fluid in the package or a small bag of fluid. The packages will be randomly packed with big or small bags like flipping a coin. How can research be done on a person without the person's permission? 2011- 03- 22- HyposResus- QsAndAs 3 There are serious medical emergency situations where patients are too sick or unconscious to give permission to be enrolled in a study. Severe traumatic injury is one of those situations. The HypoResus study will be conducted under federal regulations that allow an exception from informed consent. What is exception from informed consent? In 1996, the Food and Drug Administration (FDA) developed specific regulations to permit emergency research without prospective consent under carefully controlled circumstances. This is in recognition of the unique kind of emergency medical situations in which patients or family members cannot give informed consent before treatment as well as the need to allow emergency care to advance through research. According to FDA regulations, to qualify for an exception from informed consent, the research study must involve participants suffering from a life- threatening disease process or injury for which the current standard of care is associated with a very high failure or mortality rate. In addition, there must be reasonable evidence that the research has the potential to provide real and direct benefit to the patient. Studies must be held to the highest ethical standards. The ROC studies have undergone many independent rigorous reviews to ensure that they meet these standards. The use of a randomized clinical trial such as this is the "gold standard" for determining what works best for people. For treatments that must be given immediately to be effective, exception from informed consent research is considered appropriate by federal regulatory bodies and many ethicists who study this field. The obligation to improve standard treatments that yield poor results in life- threatening conditions is also considered an ethical imperative, as is maintaining individual rights of citizens. In exception from informed consent trials, citizens received standard treatment in addition to research treatment. To be tested in this fashion, the research treatment has to have shown promise in earlier or smaller studies. If a family member is present when the patient has a traumatic injury, why is the family not asked for permission? There isn't time. In order to give permission to participate in a study, it is important that the person giving permission understands what is being said to them, and can make a well- informed decision. Family members are usually very upset during a medical emergency and are not able to concentrate or comprehend what is being said during the emergency. Severe traumatic injury is an extreme emergency during which the patient could potentially die if treatment is not begun immediately. Patients suffering a traumatic injury may be unconscious or too sick to discuss their treatment, and any time taken to discuss their treatment with family deprives the patient of immediately starting life- saving measures. Once the injured patient reaches the emergency department, will the patient and /or family member be told about the study? The study treatment will continue when the patient arrives in the emergency department for the first 2 hours or until hemorrhage is controlled, whichever comes first. If it is feasible during this time period, an attempt will be made to obtain informed consent from the patient's legally authorized representative, family member, or directly from the patient, if possible. If informed consent is not obtained before the end of the study treatment, no further efforts will be made. However, notification of the patient's enrollment in the study will be attempted while the patient remains in the hospital. At that time the patient, the patient's legally authorized representative or family member will be given the opportunity to withdraw the patient from further study participation and will be provided instruction for how to do so. Are there any risks to the patient? As is possible with any new treatment, there are risks involved. Patient safety is carefully monitored and recorded for any complications of study treatments. The patients in this study will be selected to receive standard fluid administration versus reduced fluid administration. In theory, reduced fluid administration could result in decreased blood flow to the vital organs which may cause them to stop working properly, increased risks of infection, and death. Increased fluid administration may cause increased bleeding, blood clotting problems, and increased risks of organ failure and death. Can a person opt out of this research? Yes. We will provide a stainless steel bracelet that says "NO STUDY" for those people who do not want to be enrolled in the study. You can contact us by calling 503 - 494 -8083 or email roc(a)ohsu.edu For further information about ROC and this study, please visit our website at www.ohsu.edu / emergency /roc 2011- 03- 22- HyposResus- QsAndAs 4 Resuscitation Outcomes Consortium (ROC) HypoResus Trauma Study Survey Survey Questions: 1. I understand the information presented and the overall goal for needing to do this study. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 2. I understand what "Exception from Informed Consent (EFIC)" means and the need for it in this type of study. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 3. The presentation was balanced without investigator biases. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 4. All of my questions were answered. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 5. The ROC study is important for the care of the severely injury and I agree the study should be done. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 6. The benefits of the research (learning the best treatment for traumatic injury) justify doing a study when consent cannot be obtained. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 2012 -01 -09 ROC trauma survey Page l A 7. I would personally be willing to be enrolled in the study. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 8. Do you have any additional comments for the researchers regarding this study? 2012 -01 -09 ROC trauma survey Page 2 0 COUNCIL MEETING MINUTES APRIL 9, 2012 0:00 DATE COUNCIL CHAMBERS, CITY HALL, CIT Y OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 9, 2012. CONVENED The meeting convened at 7:05 p.m. with Mayor Figley presiding. ROLL CALL Mayor Figley Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor Pugh Absent Councilor Schmidt Present Staff Present: City Administrator Derickson, City Attorney Shields, Public Works Director Brown, Economic & Community Development Director Hendryx, Finance Director Palacios, Community Services Director Row, Police Captain Garrett, Human Resources Director Hereford, Community Relations Officer Stowers, Recorder Shearer. 0:01 ANNOUNCEMENTS A. A reception for the Community Hall Exhibit showcasing the Cities within Marion County will take place on Wednesday, April 11, 2012 from 5:30 to 7:00 pm at the Marion County Courthouse. 0:01 APPOINTMENTS Cox/Lonergan... approve the Mayor's appointment of Sofie Velasquez to the Woodburn Recreation and Parks Board. 0:03 COMMUNITY /GOVERNMENT REPORTS A. Woodburn Chamber of Commerce — City Administrator Derickson, as a member of the Chamber Board, provided an update on Chamber events. B. Woodburn School District — Superintendent Bautista provided and update on School District activities, accomplishments, and events. 0:05 PROCLAMATION Days of Remembrance 0:08 PRESENTATION Mayor's Essay Contest Winners Recess for Winner's Reception Page 1 - Council Meeting Minutes, April 9, 2012 7 COUNCIL MEETING MINUTES APRIL 9, 2012 0:13 CONSENT AGENDA A. Approve Woodburn City Council minutes of March 26, 2012, B. Approve Woodburn City Council Executive Session minutes of March 26, 2012, C. Approve Woodburn City Council /Planning Commission Workshop minutes of March 26, 12012, D. Accept Planning Commission Workshop /Meeting minutes of March 8, 2012, E. Recommend approval of a Liquor License application for Sharkey's Gourmet Pizza. McCallum/Lonergan... approve the consent agenda as presented. Motion passed unanimously. 0:14 WOODBURN DOWNTOWN ASSOCIATION AGREEMENT. Community Relations Officer Stowers presented a proposed agreement with the Woodburn Downtown Association. Cox/Lonergan... authorize the City Administrator to enter into the presented agreement with the Woodburn Downtown Association. Motion passed unanimously. 0:22 GAS TAX PENALTY OF BEND OIL CO.,. Lonergan /McCallum... authorize the City Administrator to sign a settlement agreement, in a form acceptable to the City Attorney, where Bend Oil, Inc. will agree to pay the City a gas tax penalty of $63,136.12. Motion passed unanimously. 0:23 PLANNING COMMISSION APPROVAL OF VARIANCE 2012 -01 AND DESIGN REVIEW DR 2011 -03, FOR A PROPOSED RESTAURANT AT 1542 NIT. HOOD AVENUE Council declined to call this item up for review. 0:28 CITY ADMINISTRATOR'S REPORT • Month End financial reports have been distributed and have provided some additional reporting information. 0:30 MAYOR AND COUNCIL REPORTS • Councilor McCallum commented on the restaurant and retail closures at the Silverton Health Center (Wellspring). • Councilor Schmidt reported on a large limb on Lincoln St. that needs attention. Page 2 - Council Meeting Minutes, April 9, 2012 E:3 COUNCIL MEETING MINUTES APRIL 9, 2012 ADJOURNMENT McCallum /Cox... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:50 p.m. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Christina M. Shearer, Recorder City of Woodburn, Oregon Page 3 - Council Meeting Minutes, April 9, 2012 0 WOODBURN PLANNING COMMISSION WORKSHOP/MEETING MINUTES March 22, 2012 CONVENED: The Planning Commission met in a public meeting session at 7 p.m. in the City Hall Council Chambers, with Chair Jennings presiding. ROLL CALL: Chair " Present Vice -Chair Band&w, - Present Commissioner Corning Present Commissioner Grigbreff Present Commissioner Piper, Present Commissioner Ellsworth Present Commissioner `Lima Present Staff Present: Jim Hendryx, Economic & Development Services Director Jon Stuart, Assistant City Attorney Don Dolenc, Associate Planner Vicki Musser, Recording Secretary Chair Jennings opened the workshop /meeting at 7 pm, and then led the Commissioners in the flag salute. Minutes The March 8, 2012 minutes were unanimously approved. Business from the Audience There was none. Communication A joint City Council /Planning Commission Workshop will be held on Monday, March 26, 2012 at 6pm in the Council Chambers. Public Hearing VAR 2012 -01; DR 2011 -03 was presented. The applicant, McDonald's, was seeking to develop a 4,061 square foot restaurant on a vacant portion of the lot presently occupied by Mega Foods at 1542 Mt. Hood Ave. Don Dolenc, Associate Planner, discussed the Staff Report, which recommends approval for VAR 2012 -01 and DR 2011 -03, subject to conditions. He pointed out that the new McDonalds would share current site ingress and egress easements. The restaurant would be accessed from Mt. Hood Avenue, using the present shared driveways. Planning Commission Meeting — March 22, 2012 Page 1 of 5 10 The applicant has requested a variance to reduce the amount of landscaping required in the yard abutting Mt. Hood Avenue. The WDO presently requires 1 plant unit (PU) per every 20 square feet (SF) of front yard. There are 18, 840 SF of front yard, and thus, 924 PUs are required by code. The applicant's landscaping plan requests a reduction of 31 %, or 630 PUs. Dolenc indicated staff's recommendation included the following conditions: • A 5 foot ROW along Mt. Hood Avenue • The bike rack must be located within 50 feet of the main entrance. • The refuse screening shall meet the design requirements of Section 3.107.09.13 and shall be a maximum of 7 feet in height. • Illumination shall not shine or reflect into any adjacent residentially zones property, and lighting shall not cast a glare onto moving vehicles on any public street. Chair Jennings noted that the WDO Focus Group has been looking at the landscaping requirements in the WDO. At present, their recommendation is to increase the density of PUs. In the future, the WDO landscaping requirements may easily change. Testimony by Applicant Proponents: Doug Bates, McDonald's, 12440 NE 144`" St, Kirkland, WA 98034, stated that McDonald's highest priority in building new McDonald's restaurants is to find the best location. He introduced Mindy Mayer, McDonald's Woodburn franchisee; Bob Sherry, consultant, 4717 Masters Drive, Newberg, OR 97132; and David Spencer, a civil engineer with Moss and Associates, 717 NE 61 St, Vancouver, WA 98665, all of whom were in the audience. Mr. Bates stated that landscaping and window glazing were the two issues being brought before the Planning Commission at the current meeting. He felt that the PU density requirements were inappropriate for the space, and would cause overcrowding, which could ultimately lead to plant mortality. IIe cited two examples of new commercial buildings in Woodburn — Carl's Jr, and Goodwill — in which PU density appeared to be much less than the standard requirement; and the mentioned Walgreen's — where plants are crowded in some places, but where there is a wide swath of grass, rather than shrubs, in another. Chair Jennings noted that the grass is temporary, since ODOT will ultimately be taking part of that area for the street - widening project along 214 in the future. Mr. Bates expressed concern that any increase in window glazing would be hidden by the 42' high plants they are going to put in, which are required by the WDO to reduce glare onto moving vehicles and to keep light from shining or reflecting onto nearby residentially zoned properties. David Spencer, civil engineer (address listed above) spoke to the Commission, and submitted a letter from James Clark, landscape architect, 2005 Broadway St, Vancouver, Planning Commission iWeeting -- March 22, 2012 Page 2 of 5 11 WA 98663, into the record. The letter urged approval of the variance request. Mr. Spencer concurred, saying that plant density calculations should be based on the landscaped area only. Commissioner Piper said that the number of PUs required was far above the number actually needed for the space. Mr. Bates concurred. Both men felt that a more reasonable number of PUs would be in the 300 PU range. Commissioner Ellsworth said that the reasoning behind the PU requirement in the WDO was to encourage buildings to be built closer to the front of the lot, with parking to the back and the side. Smaller front yard square footage would mean less costly plantings, an incentive to build closer to the front of lots. Assistant City Attorney Jon Stuart explained that the Planning Commission was conducting a quasi - judicial hearing with regards to the variance and design review, meaning that they could approve or disapprove the application as it was submitted, but could not alter its terms. McDonald's would need to come back with a new variance if they wanted to alter their request. Economic and Development Services Director Jim Hendryx pointed out that if the present variance was approved, the applicant could begin construction, thus keeping within their time constraints, and then apply for another variance with a request to further decrease PUs if they chose. Since landscaping is the last thing to be done, there would be adequate time for a further variance to be considered. Mr. Bates stated that he was not aware that they could request significantly less PUs. At this point, he requested approval for the submitted variance, as well as approval of the glazing reduction. Don Dolenc, Associate Planner, pointed out that lessening the glazing is discretionary, and that no Planning Commission approval is required. If the Commissioners were to do nothing, McDonald's would be approved as submitted. Mr. Spencer asked whether they could reduce the number of PUs in the public ROW, and thus reduce the number of overall PUs required. Mr. Dolenc replied that the ROW is not part of the square footage used to calculate the number of PUs required. Bob Sherry, who was a consultant for the recent Walgreen's building, told the Commission that when he inherited the Walgreen's project, he was uncomfortable with the landscaping code as it applied to Watgreens, and felt that too many PUs were required. However, it was a condition of approval at the time, and so he complied. Opponents: There were no opponents to the project. The Planning Commission had no further questions for the project. Planning Commission Meeting — March 22, 2012 Page 3 of 12 Commission Discussion Vice -Chair Bandelow stated that she is a proponent of good landscaping, but is aware that too many plantings can be detrimental. Commissioner Piper encouraged the applicant to return with a new variance that would request a further decrease on PUs. He noted that Mindy Mayer, McDonald's Woodburn franchisee, has been a stellar member of the community for over 20 years, and is expected to do a great job with the landscaping around the new McDonalds. Commissioner Grigorieff agreed to approve the variance and design review. Commissioner Ellsworth also agreed to approve the submission. She said she was glad the Planning Commission was reviewing the WDO landscaping requirements. Commissioner Corning agreed to approve as well. She requested that the applicant return with an additional variance with a decreased number of PUs. Commissioner Lima had nothing further to add. Chair Jennings stated that he agreed with the applicant, and that they now had the option of coming before the Commission in the fixture. Commissioner Corning moved to approve VAR 2012 -01; DR 2011 -03. Commissioner Lima seconded the motion, and it was unanimously approved, subject to the conditions noted in the staff report. Planning Commission Training Director Hendryx and Assistant City Attorney Jon Stuart led the Commission through the reasoning and logistics as to the procedures to follow with public hearings. Mr. Stuart discussed some of the quasi - judicial hearing procedures. He also referenced the State of Oregon Ethics Guide (March, 2012 version). IIe stressed that while he is legal counsel for the Planning Commission as a whole, each individual Commissioner with in -depth questions would need to be referred to the Ethics Commission. Director IIendryx noted that Plamling staff was always available to answer questions. Planning Commission Meeting — March 22, 2012 Page 4 of 5 13 Adjournment Chair Jennings made a motion to adjourn the meeting. Commissioner Bandelow seconded the motion, and the meeting was adjourned at 9:02 pm. The next Planning Commission meeting is a joint workshop with the City Council, and is scheduled fo • M° nday, March 26, 2012. APPROVED -/ I�i a+c�e�:mi,�gs, CHAIR Dat e err ATTEST mes N.P. H ndryx Date Economic & Development Services Director City of Woodburn, Oregon Planning Conzniission iWeeting — March 22, 2012 Page 5 of 5 14 WOODBURN PLANNING COMMISSION WORKSHOP /MEETING MINUTES April 12, 2012 CONVENE''): The Planning Commission met in a public workshop session at 7 p.m. in the City Hall Council Chambers, with Chair Jennings presiding. ROLL CALL Chair Jennings Present Vice -Chair Bandelow Present Commissioner Corning Present Commissioner Grigorieff Present Commissioner Piper Present Commissioner Ellsworth Present Commissioner Lima Present Staff Present: Jim Hendryx, Economic & Development Services Director Jon Stuart, Assistant City Attorney Don Dolenc, Associate Planner Chair Jennings led the Commissioners in the flag salute. Minutes The minutes of March 22, 2012 were unanimously approved. Business from the Audience There was none. Communications There were none. Workshop — WDO, Section 3.107 — Architectural Design Guidelines and Standards Director Jim Hendryx gave a presentation on Section 3.107.01 (Dwellings exempt from Architectural Design Standards and Guidelines), 3.107.02 (Design Standards for Manufactured Homes Sited in Manufactured Dwelling Parks of 1 to 3 Acres), 3.107.03 (Design Standards for New Single family and Duplex Dwellings Sited on Individual Lots), and 3.107.04 (Design Guidelines and Standards for Single Family and Duplex Dwellings in the Neighborhood Conservation Overlay) Commissioner Bandelow noted that a strict reading of the standards would preclude the use of board - and - batten siding, when the intent was to prohibit T -111. Commissioner Piper suggested that accessory building should have the same architectural standards and primary buildings. Planning Coininission Meeting — April 12, 2012 Page 1 of 2 W Commissioner Bandelow noted that the wording of Section 3.107.04.C.I I needs to be clarified. The intent is to discourage "snout houses." Commissioner Piper noted that the wording of Section 3.107,04.04 needs to be clarified, and suggested an illustration. Commissioner Piper noted that Woodburn has an excellent Fire District, and asked if homes in the NCOD that are "50's modern" could be rebuilt to their original design if destroyed. Director Hendryx replied that they would be nonconforming structures with respect to the architectural design guidelines and standards, and could be rebuilt if damaged to less than 60% of their replacement cost. If the damage were 60% or more of the replacement cost, the home would need to meet the architectural design guidelines and standards of the NCOD. Commissioner Piper asked if there was a conflict between the requirement that the foundation be not more than 12 inches above grade and the need to provide emergency egress from basements. Director Hendryx replied that the purpose was to minimize exposed concrete, and that siding could cover the concrete to within 12 inches of grade, PlanninI4 Commission Training Assistant City Attorney Stuart continued training on quasi - judicial hearing procedures. He explained the 120 -day rule and the requirement to continue hearings or leave the record open if requested by a participant in a hearing. Adjournment Commissioner Lima moved to adjourn the meeting. Commissioner Ellsworth seconded the motion. The motion carried unanimously, and the meeting was adjourned at 9:16 pm. APPROVED: c.�ft�) I�irc� d.eaigsp,Chair `' ATTEST: James N.P. Hendryx i' l Economic & Development Services Director City of Woodburn, Oregon Planning Commission illfeeting — April 12, 2012 D e a - - - 2 (- . ) 1 - - (� Date Page 2 of 2 16 oodbufn PUBLIC LIBRARY City of Woodburn Public Library Board Minutes April 11, 2012 • 6:30 p.m. 00 P t CALL TO ORDER The meeting and was called to order at 6:30 p.m. 2. ROLL CALL Position I J.D. Mitchoff (12/13) Present Position II Kristen Matthews (12/13) Absent Position III Nancy Kirksey, President (12/13) Absent Position IV Neal Hawes, Vice - President (12/15) Present Position V Willis Grafe (12/13) Present Position VI Phyllis McKean (12/12) Present Position VII (Student Member) Vacant MINUTES — January 11, 2012 J.D. Mitchoff/Willis Grafe - Motion to accept the minutes as written and seconded. The motion passed unanimously. 4. BUSINESS FROM THE PUBLIC None. 5. OLD BUSINESS Coffee Shop Update — John Hunter John advised the board that since the last meeting planning had progressed on the coffee shop to the point that the Community Services director had received estimates for the physical modifications required to offer the space to a vendor and a draft Request for Proposal had been written and was being reviewed. However, given that any further movement on the project would have required spending a significant amount of money on capital improvements, our new fiscal reality made it prudent to place the project on an indefinite hold. Woodburn Summer Nights — John Hunter John updated the board on the status of Woodburn Summer Nights, the replacement for Music in the Park. The highlights of the weekly program include fireworks, an abbreviated concert series, and a 3 -film movie series. The new line -up will be more cost effective, encourage greater family participation, and will share fund - raising activities between the Library and Recreation Services Managers. 17 6. BOARD REPORT None. 7. NEW BUSINESS Mid -Year Budget Correction and Operational Reorganization — John Hunter John advised the board that the Library had experienced a mid -year cut to its budget of just under 20 percent as part of a city -wide operational reorganization to reduce costs. The Library experienced a relatively large cut due to the fact that its funding level of approximately $1.2 million was larger than any other program in the general fund except for the significantly larger Police department. Increased costs related to health care premiums and unfunded PERS liabilities are greatly increasing City expenses at the same time tax revenues are growing very slowly. Library hours were reduced from 58 hour per week to 45. The Library now closes at 5pm on Wednesday and Thursday (previously 8pm), opens from 1 -5pm on Saturday (previously 10am -5pm) and is closed on Sunday (previously open 1 -5pm). Staffing changed included an overall reduction of 3.23FTE, a reclassification of one full -time position, conversion of two full -time positions to part - time, and the elimination of four part-time jobs. MANAGER REPORTS Library Statistics: January — March 2012 — John Hunter John reported that statistics in the last quarter are inconsistent, but that for the first time in quite awhile, library circulation and door count were both down for the period. March 2011 was a high point for both statistics and March 2012 contrasts poorly by comparison and also because schedule cuts were implemented on March 17. Friends of the Library Report — John Hunter Funds from the bookshop remain stable thanks to Judy Spence's dedication to keeping it stocked. The next Friends meeting is Tuesday, May 15 at 2pm at the Library. 9. FUTURE BOARD BUSINESS Next scheduled meeting is July 11, 2012 10. ADJOURNMENT 11. JD Mitchoff /Neal Hawes — Motion to adjourn meeting and seconded at 7:08pm. 18 City of Woodburn Recreation and Park Board Minutes ` { -irr , April 10, 2012 0 5:30 p.m. -OODBURN 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) Absent Position III Joseph Nicoletti, Board Secretary (12/13) Present Position IV Rosetta Wangerin, Board Chair (12/13) Present Position V Bruce Thomas, Member (12/13) Present Position VI Member (12/12) Vacant Position VII Tony Waite (12/12) Present APPROVAL OF MINUTES Joseph Nicoletti /Bruce Thomas - Motion to accept the March 13, 2012 minutes as written and seconded. The motion passed unanimously. 4. BUSINESS FROM AUDIENCE None. OLD BUSINESS Legion Park Playground Project Jim discussed the Local Govermnent Grant application he submitted for the Legion Park Playground Project. He presented the Board with the final concept / rendering, which now includes a slide and hollow log play feature. Although, not depicted on the rendering, the project also includes the replacement of the picnic tables adjacent to the picnic pavilion. The grant program will provide funds for up to 60% of the total project cost. The City's match will come from a small amount of cash and volunteer labor. Additionally, Rosetta determined that the $1,000 grant the Woodburn Together approved for the Wyffels Playground project has been rolled over to this project. We also understand that the Woodburn and French Prairie Kiwanis Clubs are considering a potential cash contribution, in addition to supplying volunteer labor. 6. NEW BUSINESS Fiesta Update Kellie Lemmings from the Woodburn Area Chamber of Commerce/ Woodburn Area Tourism provided the following summary of the planning efforts for this year's Fiesta Mexicana: • After much research, planning, meetings, and requests for approval, a contract has been signed with Davis Amusement Cascadia, Inc. for a carnival for this year's Fiesta. Additionally, the committee is looking into the possibility of having a mechanical bull on -site to add variety to the Kids Zone. Page 1 of 5 m City of Woodburn Recreation and Park Board Minutes April 10, 2012 • 5:30 p.m. ui d CAL f • A contract has been signed with Evan Thomas of YG Media to change the Fiesta website. These changes will give the Fiesta committee the ability to make all necessary updates to the website directly. Also, the website will now feature links to all sponsors. • The committee has approved the use of an on -line ticketing service. This service will provide Fiesta -goers the opportunity to purchase their tickets online at the Fiesta website as opposed to having to buy them onsite at the gate. This is a big advantage as the Fiesta is being advertised from Portland down to Eugene. • Contracts have been signed with four media partners to provide a total of $247,000 in promotions and publicity for the Fiesta. Now that media promotions are in place, sponsor solicitation has begun in earnest. In addition to the same sponsors from last year, a Car Show sponsor has already been obtained, in turn bringing in more commitments from additional car clubs to participate. • Lastly, a draft budget has been submitted to the Fiesta planning committee for review. It will be finalized by the end of April. 7. DIVISION REPORTS Aquatics — Kristin Graybeal Kristin updated the Board on the following items: Finances An update on Aquatic Center financial performance for the 3` quarter and fiscal year to date year was discussed. 3` quarter revenue is up $11,137 (29 %) and 3' quarter expenditures are down $39,374 (26 %) from the same period last year. Year to date, revenues are up $7,610 (6 %) and expenditures are down $134,914 (29 %) as compared to last year. News • LDSTriathlon Sept. 8 th (150+ Swimmers) • Friends of the Pool Meeting last month • Summer Schedule Finalized • New stroke clinics • New swim lesson level • New events • Partnered with B &G club again for Outdoor Program Lessons • Challenge: Enough staff to fill day shifts Page 2 of 5 Wo City of Woodburn Recreation and Park Board Minutes April 10, 2012 • 5:30 p.m. Upcoming Events ® Easter Egg Hunt was a success! Marketing News rT ; rr r WOODBUR ■ Large Banner Ad with Rack Card at WCS ■ Shop, Swim, Stay package ■ Professional Photog coming this month ■ Swim Lesson Flyers & Distribution ■ Now on Twitter May Lifeguard Class to staff up for summer Recreation — Stu Spence Stu updated the Board on the following items: Youth Sports T -Ball season begins April 14 — 2012 =130 kids playing — 2011 =104 = 25% increase Adult Sports Men's Spring League began April 2 with 16 teams. 1785 Locomotive Update on DVD and booklet project. Still working with Frank Scheer, local historian and restorer of the 1785 Locomotive to develop a DVD and supplementary booklet for distribution. The DVD is finished and the booklet is under final edits. We hope to finish it this week. Booklets and DVD's will be provided to the community at the Museum and Library and possible for sale to others. It will also be published on the City's website. Mentor Day Nichole Hetland has been doing a phenomenal job gathering community support and donations for the event that will be held April 21" at Valor Middle School from 7:00 — 9:OOpm. The event is meant to build awareness for our local Mentoring Program and recognize its participants. Youth will be speaking on the impact of the program, video and photo presentation, awards, and more. She currently has gathered donations and support from the Chamber office, - Artie Circle, Wallace Video, Woodburn Bowl, Columbia Outlet, Diesel Fitness, Papa Murphy's, and Sharky's Pizza. Mentoring Program Junior Torres has taken over the Mentoring Program that is funded by the National Police Activities League through December 2012. Currently there are about 21 Page 3 of 5 4 City of Woodburn Recreation and Park Board Minutes r April 10, 2012 • 5:30 p.m. WOODBURN Mentor and Mentee matches for a total of 45 participants. They meet once a week at the Boys & Girls Club Teen Center in Settlemier Park. LST The Oregon After School Network (Oregon Ask) is sponsoring Woodburn's Local Sustainability Team to discuss the long term sustainability of after school programs. This coordinated effort involves a variety of stakeholders from organizations to funders to parents to gather ideas on what it will take to sustain this valuable program in Woodburn. AA Trips Our Active Adult Trips remain popular. Over 30 traveled to a Pub in Portland on St. Patrick's Day and 17 attended lunch the other day at one of Portland's oldest Drive - ins. The next scheduled trip is to the Tulalip Casino in Washington. This is a 2- nighter including a tour of Seattle Center, the Space Needle, and Pike Place Market. Deadline is tomorrow. Woodburn Summer Nights This year the Community Services Department is proud to announce Woodburn Summer Nights. Summer Nights will kick off with Woodburn's annual Independence Day Celebration in Centennial Park. The Summer Nights Concerts series will follow for five Tuesday nights in Library Park from July 10 through August 7 and features the same popular bands as Music in the Park. The Summer Nights Movies series follows for three Friday nights in Library Park from August 10 through August 27 and features three recent- release family - friendly films. We hope this coordinated effort and broad based approach will provide sponsors with more bang for their buck and that we can gain momentum to generate more sponsors than in the past. Parks and Facilities — Jim Row Jim discussed the impact of the City's budget reductions, including reducaed staffing in parks maintenance and the reorganization of the city's Transit Division into the Community Services Department. 8. FUTURE BOARD BUSINESS Museum/ Bungalow Theater Update Annual park tour to be scheduled for June 12 at 5:30 PM Greenway Trail Dedication BOARD COMMENTS 10. ADJOURNMENT The meeting was adjourned at 6:50 PM Page 4 of 5 22 City of Woodburn Recreation and Park Board Minutes April 10, 2012 • 5:30 p.m. Joseph Nicoletti, Board Secretary Date Page 5 of 5 23 r.r OODB Jim Row, Community Services Director Date WoODBURNT May 14, 2012 TO: Honorable Mayor and City Council through City Administrator THRU: Scott Russell, Chief of Police FROM: Jason R. Alexander, Captain SUBJECT: New Outlet- Limited On- Premise Sales RECOMMENDATION The Woodburn City Council recommends that the OLCC approve the New Outlet- Limited On- Premise Sales application for Senior Estates Golf and Country Club. BACKGROUND Applicant: Sharon Schaub 1048 Stanfield Rd. Woodburn, OR 97071 503.989.8686 Business: Estates Golf and Country Club 1776 Country Club Rd. Woodburn, OR 97071 503.9981.3060 Owners: Non Profit Corporation License Type: On- Premise Sales - which permits beer, wine, cider sales for on- premise consumption only. On March 30, 2012, the Woodburn Police Department received an application, requesting approval for a New Outlet- On- Premise Sales for located at 1776 Country Club Rd. Woodburn, Oregon. Agenda Item Review: City Administrator _x City Attorney _x Finance _x 24 Honorable Mayor and City Council May 14, 2012 Page 2 The business will be open Monday thru Sunday from 7:OOam to 5:00pm. During the winter months, the golf course will close at 3:OOpm. The portion of the Country Club requesting the permit is the Club House. As the players pay, they would be able to purchase alcohol for consumption on the golf course. There will not be live music, karaoke, video lottery games, or pool tables. The Police Department has received no communication from the public or surrounding businesses in support of or against the new outlet. f7EMWWAIF The Police Department has completed a background investigation, in connection with the OLCC, on the applicant and found nothing of a questionable nature, which would preclude the issuance of this license. FINANCIAL IMPACT None 25 JOODBUR,� May 14, 2012 TO: Honorable Mayor and City Council through City Administrator THRU: Scott Russell, Chief of Police FROM: Jason R. Alexander, Captain SUBJECT: New Outlet- Limited Off - Premise Sales RECOMMENDATION The Woodburn City Council recommends that the OLCC approve the New Outlet- Limited Off - Premise Sales application for Carniceria El Ranchito LLC BACKGROUND Applicant: Francisco Velasco 16637 Leary Rd. Woodburn, OR 97071 503.951.1003 Business: Carniceria EL Ranchito 997 N Pacific Hwy Woodburn, OR 97071 503.9981.3060 Owners: Same as Applicant (Above) License Type: Off - Premise Sales - which permits beer, wine, cider sales for off - premise consumption only. On March 26, 2012, the Woodburn Police Department received an application, requesting approval for a New Outlet- Off- Premise Sales for Carniceria EL Ranchito located at 977 N Pacific Hwy. Woodburn, Oregon. Agenda Item Review: City Administrator _x_ City Attorney _x_ Finance X 26 Honorable Mayor and City Council May 14, 2012 Page 2 The business will be open Monday thru Thursday from 9:OOam to 9:OOpm, Friday, Saturday, and Sunday 8:OOam to 9:OOpm. This business is a Grocery /Meat Market, which sells food items to go. No food or drinks are consumed on premise. There will not be live music, karaoke, video lottery games, or pool tables. The Police Department has received no communication from the public or surrounding businesses in support of or against the new outlet. DISCUSSION The Police Department has completed a background investigation, in connection with the OLCC, on the applicant and found nothing of a questionable nature, which would preclude the issuance of this license. FINANCIAL IMPACT ►I= 27 � QO BURN fun'.. May 14, 2012 TO: Honorable Mayor and City Council through City Administrator THRU: Scott Russell, Chief of Police FROM: Jason R. Alexander, Captain SUBJECT: New Outlet- Off - Premise Sales RECOMMENDATION The Woodburn City Council recommends that the OLCC approve the New Outlet- Off- Premise Sales application for Project PDX LLC. BACKGROUND Applicant: Samuel Macias 422 W Overlook Court SW Gresham, OR 97080 503.754.2475 Business: Fin De Semana Meat Market 533 N Front St. Woodburn, OR 97071 503.981.9641 Owners: Same as Applicant (Above) License Type: Off - Premise Sales - which permits beer, wine, cider sales for off - premise consumption only. On April 18, 2012, the Woodburn Police Department received an application, requesting approval for a New Outlet- Off - Premise Sales for Project PDX LLC. Fin De Semana Meat Market located at 533 N. Front St. Woodburn, Oregon. The prior business at this address was Carniceria Jalisco, also a meat market. Agenda Item Review: City Administrator _x City Attorney _x Finance _x_ 28 Honorable Mayor and City Council May 14, 2012 Page 2 The business will be open Sunday thru Thursday from 9:OOam to 8:OOpm, Friday, and Saturday 9:OOam to 9:OOpm. This business is a retail meat market, which will have meat and other grocery items for sale. Alcohol will be sold to the customers to take from the business to be consumed at another location. There will not be live music, karaoke, video lottery games, or pool tables. The Police Department has received no communication from the public or surrounding businesses in support of or against the new outlet. DISCUSSION The Police Department has completed a background investigation, in connection with the OLCC, on the applicant and found nothing of a questionable nature, which would preclude the issuance of this license. FINANCIAL IMPACT None 29 WJQODBURN lrt: arp,.��trJ lSS9 May 14, 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 FY 2011 -2012 MISCELLANEOUS STREET RESURFACING PROJECT RECOMMENDATION That the City Council, acting as the Local Contract Review Board, award the construction contract for the 2011-12 Miscellaneous Street Resurfacing Project to CPM Development Corporation (dba Salem Road & Driveway) in the amount of $153,097.12. BACKGROUND The contract involves resurfacing improvements of chip seal and slurry seal as well as large patch repairs at various locations within the City of Woodburn. Bids for the improvement were opened on May 3, 2012. Four (4) bids were received from responsible, pre - qualified Bidders. Offers received are as follows: No: Name Amount 1 CPM dba Salem Road & Driveway $153,097.12 2 North Santiam Paving $173,270.00 3 Knife River Corp $174,895.00 4 Brix Paving Co $205,243.13 Engineer's Estimate $157,695.00 The recommended award is 2.9% under the Engineer's estimate. DISCUSSION The project as approved in the 2011-12 Capital Improvement Project budget. The contract award is in conformance with public contracting laws of the State of Oregon as outlined in ORS Chapter 279C and the laws and regulations of the City of Woodburn, therefore, staff is recommending the contract be awarded. Agenda Item Review: City Administrator _x City Attorney _x Finance _x_ 30 Honorable Mayor and City Council May 14, 2012 Page 2 The following streets have been identified for resurfacing this fiscal year: • Chip Seal on Hazelnut Drive between Boones Ferry Road and Tukwila Drive • Chip Seal on Hazelnut Drive Between N. Front Street and Gray Stone Drive • Slurry Seal on Meridian Drive Between Hwy 214 and the existing box culvert • Surface Course Repairs on Settlemier Avenue between Parr Road and Ben Brown Lane • Surface Course Repairs on National Way, South of Industrial Avenue • Surface Course Repairs at the intersection of Stacy Allison Way and Evergreen Road • Crack Sealing throughout most of Paradise Point and Montebello III Subdivisions FINANCIAL IMPACT The project will be funded using City Gas Tax Fund (169) as identified in the 2011/12 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 $ 7,500.00 $153,097.12 $ 30,000.00 $ 12,000.00 $ 202,597.12 $ 204,170.00 31 WTOODBURN f � fer.. r�� i r.lt,l 1,1 ,Y •T May 14, 2012 TO: Honorable Mayor and City Council through City Administrator THRU: Scott Russell, Chief of Police FROM: Jason R. Alexander, Captain SUBJECT: New Outlet- Full On- Premise Sales RECOMMENDATION The Woodburn City Council recommends that the OLCC deny the New Outlet - Full On- Premise Sales application for Monte Carlo Sports Bar LLC. BACKGROUND Applicant: Javier Enrique Garcia 5830 NE Weller Ct Hillsboro, OR 97124 503.704.9157 Business: Monte Carlo Sports Bar LLC 1575 Mt. Hood Ave Suite 130 Woodburn, OR 97071 Owners: Same as above (applicant) License Type: Full On- Premise Sales - which permits beer, wine, cider, spirits for on- premise consumption only. On March 22, 2012, the Woodburn Police Department received an application, requesting approval for a New Outlet- Full On- Premise Sales for located at 1575 Mt. Hood Ave Suite 130, Woodburn, Oregon. The business will be open Monday thru Sunday from 3:00pm to 2:30am. The business will serve food during hours of operation. There will be live and Agenda Item Review: City Administrator _x City Attorney _x_ Finance _x_ 32 Honorable Mayor and City Council May 14, 2012 Page 2 recorded music, karaoke, video lottery games, and dancing. The Police Department has received no communication from the public or surrounding businesses in support of or against the new outlet. DISCUSSION: The Police Department has completed a background investigation, in connection with the OLCC, on the applicant. During this investigation, the Police Department discovered the OLCC application has six current holds. These holds include no final menu, Liquor Liability Certificate, an amended floor plan, statement of funding, a final inspection, and this pending recommendation from the City of Woodburn. The OLCC advised the Woodburn Police Department that as of May 8, 2012 these same items remain outstanding. The proposed premises were formerly the Bunker Bar and Grill, and most recently Happy Garden Restaurant which has been closed for some time. The premises in question have some history of disturbances and unlawful activities occurring at the location. In reviewing histories from premises currently or previously owned by the applicant it was also discovered that Mr. Garcia owns two other establishments in Oregon. Both businesses are located in Beaverton, Oregon, Casa Colonial Bar and Grill and Studio 503. Through a records check with the City of Beaverton, numerous calls of service were reported at both businesses. At the Casa Colonial Bar and Grill from 2008 to 2010, 118 calls for service were recorded by Beaverton Police. During 2011 60 calls for service were recorded, and to date in 2012 there have been 18 calls for service. For Studio 503 during the period of 2008 -2010, 99 calls for service were reported. For 2011 there were 72 and to date in 2012 15 calls have been reported. The types of calls for service varied from noise complaints, harassments, liquor violations, numerous assaults and shots fired calls. Since 2000, Mr. Garcia's establishments have been cited seven (7) times. The infractions noted were, history of serious and persistent problems, fail to verify age of patrons, permitting noisy activity, failing to have minimum food available, minors in a prohibited area and allowing alcohol to leave the premise. These violations stem from the year 2000 to the most current violation, September 2, 2011. The above mentioned issues are established by ORS, OAR, and Woodburn City Council Policy as criterion to be evaluated by local government when making recommendations for OLCC licensure. Based upon these criteria and in accord with City Council Policy the Police Department notified the Woodburn City Administrator that they intended to propose a recommendation of denial of the 33 Honorable Mayor and City Council May 14, 2012 Page 3 application and forwarded the staff report and associated material to him. The City Administrator advised that he concurred with the recommendation and therefore the matter has proceeded to City Council for action. The applicant has not fulfilled the requirements set forth by OLCC and still has numerous holds in that process, he has operated other establishments in Oregon that display a pattern of serious and persistent problems, and has recurring citations for OLCC violations. Since it does not appear that an ordinary compliance plan will overcome these deficiencies it is proposed that the Woodburn City Council recommend the OLCC deny the request for the issuance of a liquor license to said business and /or the applicant. The applicant was advised of this recommendation and his right to appear. Council has the authority, under its own policy, to make an immediate recommendation to OLCC on this matter, or if they see fit, to set a public hearing on the matter in accordance with law and policy. FINANCIAL IMPACT None 34 5/7/2012 What is this forum about? To seek your opinion on the potential involvement of yourself or a family member in a research study of IV fluids in patients that suffer traumatic shock from blood loss, that will be done under Exception From Informed Consent (EFIQ guidelines. t Traumatic Injuries Trauma is the leading cause death for persons between the ages of 1 and 44 years. • It is also among the top 10 causes of death across all age groups. Severe bleeding, head and spinal cord injuries, or a combination of these result in 80% of trauma deaths. More than half of trauma deaths occur within the first 12 hours after the injury. The most preventable death after trauma is exsanguinating hemorrhage — severe bleeding that leads to shock. • The presence of shock can be detected by a low blood pressure, fast heart beat, confusion, pale skin, feeling cold 1 A Deaths from Trauma Immediate -50% (at scene) • Massive brain or spinal injury, cardiovascular event Early - 30% (within first 24 - 48 hours) • Severe brain injury, shock due to blood loss from torso trauma Late-20% (days to weeks) • Multiple organ failure and overwhelming infection • Influenced by inadequate early resuscitation or care A IEt Treatment of Severe Blood Loss Traditional treatment for shock related to ?; severe blood loss is aggressive intravenous (IV) fluid administration. .� .' • The purpose is to attempt to restore circulating blood volume and an adequate blood pressure. • Fluids used in the field are typically normal saline (saltwater solution) or Lactated ; Ringer's solution (balanced solution); also referred to as "crystalloids." • This treatment method is currently endorsed by the American College of Surgeons Committee on Trauma. • Current guideline is to give trauma patients with shock two or more liters of fluid. � 1 5/7/2012 Current Science & Studies • Over the last 20 years, the practice ofgiving a high volume of fluids for shock has come under some question. • Clinical and basic science literature does not support this practice. • There is growing evidence that early aggressive fluid resuscitation with crystalloid -based fluids is associated with a variety of complications. Both human and animal studies have shown the benefit of delayed and minimal fluid resuscitation until severe bleeding has been controlled. �t Current Science & Studies continued... • Two other studies compared fluid administration to no fluids in the field. • One found that the practice of fluids given in the field was associated with a significant increase in the risk of death. • Another compared trauma patients transported by EMS to those transported by private vehicles in Los Angeles. • Despite similar injuries, the outcome was much better in those transported by private vehicles. • The authors hypothesized that delays In transportation and IV fluids in the field contribute to increased death. fr Significance of the Research continued... Neither early aggressive administration of fluids in the field, nor minimal or no fluid administration has proven to be superior. Given thatthe current standard of care may be harmful to trauma patients, a more comprehensive study is both ethical and needed. • It will be important to ultimately determine which strategy for the treatment of severe bleeding is best for trauma patients. I Current Science & Studies continued... Human trials and observational studies have compared early aggressive fluid administration to either delayed fluid administration or minimal fluid administration. • Some of this research has come from the military conflicts in Iraq and Afghanistan. • One study compared standard fluid administration to no fluids until patients arrived in the operating room. • Patients with delayed fluids had a higher survival rate and fewer complications than those with standard fluids. Another similar study was conducted in the hospital setting. • In this case, survival was the same in both groups. 4 �1 P Significance of the Research When internal bleeding occurs, blood clots form. It is the body's attempt to stop the flow of blood. • Similar to plugging a hole in a leaking hose. The theory is, giving these patients large amounts of fluids dilutes the blood (minimizing the ability to clot) and "pops" open the plugged holes. it � [f N 5/7/2012 Study Design Randomized controlled trial (a common method used in clinical research). A sealed container will have either two small bags of normal saline or one large bag of normal saline EMS personnel will not be able to see ( "blinded ") the contents ofthe containers until it is open. If it contains a large bag, the patient will receive high amounts of fluid administration. • If small bags, patient will receive a minimal amount of Fluid. 4 "Opt -Out" Option • Will be provided if desired. A "No Study" bracelet will be provided for those who requestone. wn Notification & Consent • Will be done as soon as possible after enrollment, and will allow for an opportunity to withdraw from further participation. • Consent is obtained for the continued review of your medical record, and only related to the current admission. *To request a bracelet, call: 503- 494 -8083 or emaill f roc @ohsu.ed Safety Monitoring • The study will be monitored by: • Data Safety Monitoring Board (DSMB) —an independent group Institutional Review Board (IRB) Food & Drug Administration (FDA) • National Institutes of Health (NIH) �l 3 5/7/2012 What is Exception from Informed Consent (EFIC) • A federal regulation (21 CFR 50.24), allows certain studies that meet the following criteria to use this exception: • Patients' lives must be at risk. • Available treatments are not satisfactory. Patients are unable to give consent Potential risks are reasonable. Participation in the research could provide a direct benefit (increased survival) to the patient • The research could not be carried out practically without this exception. Do you have any concerns regarding this proposed research study? For more information, visit our website at: www.ohsu.edu /emergency /roc 0 9 EFIC Regulations Require community input and commentary for the proposed research. • Public disclosure • Community consultation Eligible patients for this study will require immediate resuscitation, since without intervention, patients in shock face imminent death. Traditional informed consent is impossible because: • Patients with severe traumatic injury are unconscious, or in shock and not capable of providing consent • Resuscitation has to be started immediately, and next of kin may not be immediately available, or are likely to be too distraught to understand an explanation of the study. 0 El 5/7/2012 Trauma Prevention • Three basic strategies (Haddon) • Education and persuasion e.g., safety messages, drivers education • Legal regulation of behavior • e.g., using drugs and /or alcohol • Automatic protection • e.g., safer vehicles 11 5/7/2012 Portland- Vancouver M Metro EMS System Accessed by dialing 9 1 -1 Dual ALS system • First Response (4 -6 minutes) ° Fire ALS Engine, Truck or Rescue • One or more paramedics • Transporting Ambulance (within 8 minutes) • One or two paramedics • Aeromedical system (400 scene calls /year) I Clark County Level II Trauma Center Peace Heaith Southwest Medical Center I Hospital Trauma Team Response ° Trauma Team • Trauma surgeon • Emergency physician • Anesthesiologist • Trauma nurse • Others N A Resuscitation Outcomes Consortium (ROC) TlypoResus Trauma Study Survey SurveV Questions: 1. I understand the information presented and the overall goal for needing to do this study. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 2. I understand what `Exception from Informed Consent (EFIC)" means and the need for it in this type of study. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 3. The presentation was balanced without investigator biases. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 4. All of my questions were answered. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 5. The ROC study is important for the care of the severely injury and I agree the study should be done. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 6. The benefits of the research (learning the best treatment for traumatic injury) justify doing a study when consent cannot be obtained. ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 7. I would personally be willing to be enrolled in the study. 2012 -01 -09 ROC trauma survey Page 1 ❑ Strongly Agree ❑ Agree ❑ Neutral ❑ Disagree ❑ Strongly Disagree 8. Do you have any additional comments for the researchers regarding this study? 2012 -01 -09 ROC trauma survey Page 2