Loading...
02-11-2013 Agenda KF,M CW ATHRYN IGLEYAYOR ITY OF OODBURN HR,CW1 ORST AUSTEINOUNCILOR ARD LE,CWII ISA LLSWORTHOUNCILOR ARD CCA PMC,CWIII ITYOUNCILGENDA ETER CALLUMOUNCILOR ARD JC,CWIV AMES OXOUNCILOR ARD FL,CWV RANK ONERGANOUNCILOR ARD F11,2013–7:00.. EBRUARYPM EM,CWVI RIC ORRISOUNCILOR ARD CHCC–270MS ITY ALL OUNCIL HAMBERS ONTGOMERY TREET 1.CALL TO ORDER AND FLAG SALUTE 2.ROLL CALL 3.ANNOUNCEMENTS AND APPOINTMENTS Announcements: A.City Hall and the Library will be closed on February 18in observance of President’s Day. The Aquatic Center will be open regular businesshours thatday. Appointments: None. 4.COMMUNITY/GOVERNMENT ORGANIZATIONS A.Chamber of Commerce B.Woodburn School District 5.PROCLAMATIONS/PRESENTATIONS Proclamations: None. Presentations: A.New City Website B.Oregon Library Passport Program 6.COMMUNICATIONS None. – This allows the public to introduce items for 7.BUSINESS FROM THE PUBLIC Council consideration not already scheduled on the agenda. **Habrá intérpretes disponibles para aquéllas personas que no hablan Inglés, previo acuerdo. Comuníquese al (503) 980-2485.** February 11, 2013Council Agenda Page i –Items listed on the consent agenda are considered 8.CONSENT AGENDA routine and may beadopted by one motion. Any item may be removed for discussion at the request of a Council member. A.Woodburn City Council minutes of January 28, 20131 Recommended Action: Approve the minutes. B.Woodburn Planning Commission minutes November29, 20123 Recommended Action:Accept the minutes. C.2013 OLCC Renewals7 RecommendedAction:The Woodburn City Council recommend to the OLCC renewal of liquor license for the listed business for the year 2013. 9.TABLED BUSINESS None. 10.PUBLIC HEARINGS A.2012-2013 SUPPLEMENTAL BUDGET9 –Members of the public wishing to comment on items of 11.GENERAL BUSINESS general business must complete and submit a speaker’s card to the City Recorder prior to commencing this portion of the Council’s agenda. Comment time may be limited by Mayoral prerogative. A.Council Bill No. 2918-A Resolution Approving Transfers of FY 11 2012-2013 Appropriations and Approving a Supplemental Budget Recommended Action:Adopt the attached resolution approving a supplemental budget for fiscal year 2012-2013 for the Public Works and Economic and Community Development Departments. B.Aurora Rural Fire Protection District Network Support Agreement14 Recommended Action:Authorize the City Administrator to execute an Intergovernmental Agreement with the Aurora Rural Fire Protection District to provide computer and network support. – These 12.PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS are Planning Commission or Administrative Land Use actions that may be called up by the City Council. February 11, 2013Council Agenda Page ii None. 13.CITY ADMINISTRATOR’S REPORT 14.MAYOR AND COUNCIL REPORTS 15.EXECUTIVE SESSION To conduct deliberations with persons designated by the governing body to negotiate real property transactions pursuant to ORS 192.660(2)(e). 16.ADJOURNMENT February 11, 2013Council Agenda Page iii COUNCIL MEETING MINUTES JANUARY 28, 2013 DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY 0:01 OF MARION, STATE OF OREGON, JANUARY 28, 2013 CONVENED The meeting convened at 7:00 p.m. with Council PresidentMcCallum presiding. ROLL CALL Mayor Figley Absent Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor Raustein Present Councilor Ellsworth Absent Staff Present: City Administrator Derickson, City Attorney Shields, Public Works Director Brown,Human Resources Director Hereford, Police Chief Russell,Finance Director Shearer, Economic and Development Director Hendryx, Captain Garrett, City Recorder Pierson. COMMUNITY/GOVERNMENT REPORTS 0:06 A.Woodburn School District- Councilor Morris provided a brief explanation of the process for finding a new superintended for the school district. PRESENTATION A.2011-2012 Audit- Chuck Swank, 475 Cottage St., Salem, of Grove, Mueller and Swank informed the Council that the 2011-2012 audit is complete and that the City received an unqualified opinion. CONSENT AGENDA A.Woodburn City Council minutes of January 14, 2013, B.Woodburn Library Board minutes of January 9, 2013, C.Pro Tem Judge, D.Crime Statistics through December 2012. Cox /Lonergan … adopt the Consent Agenda. COUNCIL BILL NO. 2917 - AN ORDINANCE GRANTING A ZONE CHANGE ON THE PROPERTY LOCATED AT 3001 NEWBERG HIGHWAY IN ORDER TO REMOVE A SPECIAL OPERATING CONDITION ANDTO ALLOW ANY USE THAT IS PERMITTED INTHE COMMERCIAL GENERAL (CG) ZONE Page 1 - Council Meeting Minutes,January 28, 2013 COUNCIL MEETING MINUTES JANUARY 28, 2013 Lonergan introduced Council Bill 2917. City Recorder Pierson read the two readings of the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. President McCallum declared Council Bill No. 2917 duly passed. CITY ADMINISTRATOR’S REPORT City Administrator Derickson informed the Council that the City’s new website is up and running and gave kudos to Jim Row and Robyn Stowers for their work on it. He also let the Council know that he had new zoning maps for them. MAYOR AND COUNCIL REPORTS Councilor Lonergan acknowledged the Boy Scouts who were in attendance and thanked them for coming. Councilor Cox requested that the City Administrator bring the Council a packet on ways they might effectively evaluate the Municipal Judge. Councilor Morris stated that he looked at the City’s new website and thinks it is well done. ADJOURNMENT 8:27 Cox/Lonergan ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:24pm. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Heather Pierson,City Recorder City of Woodburn, Oregon Page 2 - Council Meeting Minutes,January 28, 2013 Agenda Item February 11, 2013 TO:Honorable Mayor and City Council through City Administrator THRU: Scott Russell, Chief of Police FROM:Jason R. Alexander, Captain SUBJECT: 2013 OLCC Renewal RECOMMENDATION: The Woodburn City Council recommends tothe OLCC to renew and/or not renew the liquor licenses for the listed business for the year of 2013. BACKGROUND: Annually the police department reviews activities occurring at or in the vicinity of all licensed liquor establishments in Woodburn. Through the established guidelines and procedures, the City Council ensures equitable and consistent treatment of liquor license applications. The following liquor license applications were reviewed in accordance with police department standards and are recommended for approval: Off Premise Sales: 7-Eleven A&J Market BI-Mart CorpC and M Market Crossroads Grocery & DeliDel Sol Market EZ Stop Grocery & DeliWoodburn Stop N Go Harry and David #595 Young Street Market La Azteca New Am/PM Pipers JewelrySip Wine and Bistro Safeway Store #1976Tenly Food Mart Su Casa ImportsWalgreens Wal Mart SupercenterWoodburn Market Woodburn Fast Serve INCWoodburn Grocery Outlet Woodburn Mega FoodsSharkeys Gourmet Pizza Valley Pacific FloristFin De Semana Meat Market Tienda Mexicana Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___ Honorable Mayor and City Council February 11, 2013 Page 2 Full On Premise Sales: Chu’s EateryThe Raven Inn Cinco De Mayo TaqueriaDenny’s At Woodburn Eagles LodgeElks Lodge Elmer’ RestaurantCollette’s Restaurant LLC Los Cabos Mexican RestaurantLupita’s Mango’s LoungeOGA Members Course Rumor’s Bar and GrillVitality at Wellspring The End ZoneYun Wah Limited On-Premise Sale: 7Mares RestaurantAbby’s Pizza Inn of Woodburn El Agave GrillDEDE’s Deli La Fonda GuadalajaraLos Girasoles Pizza Hut Woodburn Lanes Shari’s of WoodburnLos Laureles Taqueria Sip Wine and Bistro The following liquor license applications were reviewed in accordance with police department standards and are not recommended for approval. These business’s are closed or have been sold and there is no longer an establishment at the location serving alcohol: Casa Marques GrillFull on Premise Sales Cavita’s FoodsFull on Premise Sales Gary’s MarketOff Premise Sales La Fonda GuadalajaraLimited On-Premise Sales Mariscos El SarandeadoLimited On-Premise Sales DISCUSSION: The Police Department has completed a background investigation, in connection with the OLCC,on the businesses and found nothing of a questionable nature, which would preclude the renewal of these licenses except for the business that are no longer in operation. FINANCIAL IMPACT: None Agenda Item February 11, 2013  TO:Honorable Mayor and Councilthrough City Administrator FROM:Christina Shearer, Finance Director SUBJECT: 2012-2013 SUPPLEMENTAL BUDGET REQUEST RECOMMENDATION: Adoptthe attached resolution approving a supplemental budget for fiscal year 2012-2013 for the Public Works and Economic and Community Development Departments. BACKGROUND: Council approved on January 14, 2013 Cooperative Improvement Public Works: Agreement No. 28835 with the Oregon Department of Transportation (ODOT)to participatein construction of the Woodburn Interchange and Transit Facility Improvement Project (Project). The Projectis scheduled to begin construction in the summer of 2013 and be completed by December 2016. The Project will spanfour construction seasons. Advance work is required to be completed prior to the construction contract award inMay 2013 to insure that potential bidders can plan for aconstruction schedule without added risk of interruptions and inefficiencies resulting from project suspension necessitated by environmental regulation complianceconstraints. The City of Woodburn has agreed to perform required advance work needed to insure a summer 2013 Project start date. Work performed by the City of Woodburn will be deducted from the outstanding financial contribution the City is making to the Project. The supplemental budget requested is to transfer Street/Storm System Development Charges currently being held in fund reserves to the Interchange and Transit Facility Capital Improvement Project. : We havebeen notified by the oversight Economic & Community Development agency (Infrastructure Finance Authority) that certain housing rehabilitation loan proceed funds are to be administered by a third party non-profit entity. The city has elected to transfer the funds to Valley Development Initiatives (VDI)for them to administer. The need for distribution of these funds was unknown as the budget was developed and therefore spending authority was not established. The supplemental budget request is for $22,000 to make the required distribution. Agenda Item Review: City Administrator ___x__City Attorney __x____Finance __x___ Honorable Mayor and City Council February 11, 2013 Page 2 DISCUSSION: The Fiscal Year 2012-2013 adopted budget for the Street/Storm Public Works: System Development Charge Fund 376is $5,707,222 with $5,279,887 in Contingency/Reserves. These funds were placed in reserve per Council budget policy awaiting transfer to ODOT to meet the City’s Project funding contribution. It is recommended that Council approve the supplement budget transferring $5,279,887 from Contingency/Reserves to Capital Expenditures for expenditures incurred on the Woodburn Interchange and Transit Facility Capital Improvement Project. Expenditures shall only be made for work approved by ODOT to be eligible for credit and therefore reducing the City’s Project future funding obligation accordingly. Council approval of the proposed supplemental budget will allow City Street/Storm System Development Charge funds to be utilized in a manner that best serves the needs ofthe Project and provides a benefit to the community in expediting the Project duration. : The Fiscal Year 2012-2013 adopted Economic & Community Development budget for the Housing Rehabilitation Fund 137 is $247,750 with $97,895 in Contingency/Reserves. An increase in the Materials and Services budget of $22,000 is offset by a reduction in the Contingency/Reserves by $22,000. As a result, there is no change in the total budget of the fund. The City is required to comply with the directives of the oversight agency, and therefore must distribute the funds to VDI by January 31, 2013. FINANCIAL IMPACT: The requested supplemental budget for Street/Storm is budget neutral to the Street/Storm System Development Charge Fund 376.The requested supplemental budget allows the City to optimize funding provided for the Woodburn Interchange and Transit Facility Capital Improvement Project. The requested supplemental budget for Housing Rehabilitation is also budget neutral. The requested supplemental budget will allow the City to comply with the requirements of the Infrastructure Housing Authority for these funds. COUNCIL BILL NO. 2918 RESOLUTION NO. 2026 A RESOLUTION APPROVING TRANSFERS OF FY 2012-2013APPROPRIATIONS AND APPROVING A SUPPLEMENTAL BUDGET ORS294.463(1) permits “transfers of appropriations” within any WHEREAS, fund “when authorized by official resolution or ordinance of the governing body”; and ORS294.463(2)limits “transfers of general operating WHEREAS, contingency appropriations to no more than ten (10) percent of the total appropriations of the fund” unless adopted pursuant to a supplemental budget; and transfers made pursuant to any of the above must state the WHEREAS, need for the transfer, the purpose for the authorized expenditure, and the amount of the appropriation transferred; and ORS294.471(1)(a) permits supplemental budgets when “an WHEREAS, occurrence of condition which had not been ascertained at the time of the preparation of a budget for the current year or current budget period which requires a change in financial planning”; and ORS294.473requires the governing body to hold a public WHEREAS, hearing on the supplemental budget when the estimated expenditures contained in the supplemental budget for fiscal year or budget period differ by then (10) percent or more of any one of the individual funds contained in the regular budget for that fiscal year; and the transfers contained herein are made pursuant to ORS WHEREAS, 294.463; and the supplemental budgetcontained hereinis made pursuant to WHEREAS, ORS 294.471; and a public hearing was heldFebruary11, 2013onthe WHEREAS, supplemental budget changes pursuant to ORS 294.480(4); NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: That pursuant to the applicable ORS provisions cited above, Section 1. Page 1 – COUNCIL BILL NO. 2918 RESOLUTION NO. 2026 the City Council hereby approves the transfers of appropriations and supplemental budget for FY 2012-2013 in the amounts listed in Exhibit “A.” Approved as to Form: City AttorneyDate APPROVED: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Heather Pierson,City Recorder City of Woodburn, Oregon Page 2 – COUNCIL BILL NO. 2918 RESOLUTION NO. 2026 City of Woodburn 2012-2013 Supplemental Budget Exhibit A February, 2013 FundOriginalSupplemental Revised Housing Rehabilitation Fund Revenue - Change in Beginning Fund Balance 225,000 25,000 250,000137.000.3081 (25,000) Materials and Services 140,335 22,000 162,335137.531.5911.5499.101 22,000 Contingency 97,895 3,000 100,895137.531.5911.5499.101 3,000 Street/Storm SDC Fund Capital Outlay - 5,279,887 5,279,887376.631.9531.5631 5,279,887 Contingency 5,279,887 (5,279,887) -376.901.9971.5921 (5,243,045) 376.901.9971.5981.005 (36,842) Agenda Item February 11,2013 TO:Mayor and City Council through City Administrator FROM:Christina Shearer, Finance Director SUBJECT: Aurora Rural Fire Protection District Network Support Agreement RECOMMENDATION: Authorize the City Administrator to execute an Intergovernmental Agreement with the Aurora Rural Fire Protection Districtto provide computer and network support. BACKGROUND: The Aurora Rural Fire Protection Districtapproached the City requesting a proposal for network support services. Currently, the City provides network support to several local governments and districts in the area providing network support, equipment and software installation. The proposal is toprovide network support services at a set hourly rate with all equipment, software and peripherals to be provided by the Aurora Rural Fire Protection Districtand is consistent with other support agreements already in place with other jurisdictions. The proposed support will take approximately 5 hours per month to provide adequate coverage to be covered by Information Services. FINANCIAL IMPACT: The agreement would supplement the IS department’s revenue by approximately $3,500annually, and approximately $1,500this fiscal year. Agenda Item Review:City Administrator ___x___City Attorney ___x___Finance __x___ Agreement Computer and Network Support This Agreement is made to engage the services of City of Woodburn (“the City”) to provide Computer and Network Support to the Aurora Rural Fire Protection District No. 63(“the District”); and is made under the authority of ORS 190.003 to 190.110. In consideration of mutual benefits and obligations herein set forth, the parties agree as follows: 1.Scope of Services 1.1.The City shall provide support for and maintenance of desktop computers, printers, servers, and any other computer related equipment for the District. All ownership rights to said equipment shall remain with the District. 1.2.The City will help setup and/or relocate any computer related equipment. Network drop locations, power receptacle locations, and furniture relocation will be the responsibility of the District. 1.3.The City will work with hardware and software vendor support to resolve issues. If items need to be returned to the vendor for support the Districtwill take care of and pay for any shipping and handling charges. 1.4.The City will not provide any physical hardware but will help make hardware choice recommendations and work with the Districtto order any necessary hardware. 1.5.The City will work with the District to backup and maintain the District’s data. 1.6.Support will be provided during normal business hours, 8am – 5pm Monday through Friday. After-hours support will be available Monday through Friday but will be limited to 2 calls per month and lasting no more than 2 hours each. If additional after-hours or weekend support is needed, it will be available on a mutually agreed upon time frame. 2.Limitations of Services 2.1The City shall, at its sole discretion, select which personnel will provide services under this Agreement. Page 1- Agreement/Computer and Network Support 2.2The City shall be the sole employer of any and all personnel providing services under this Agreement. The City reserves the right to prioritize the workload of its personnel. 3.Fees and Charges 3.1.Services rendered will be charged at $50 per hour (regular hourly rate) and be based on quarter-hour increments. 3.2.After-hours and weekend support services under this Agreement shall be billed at a rate of one and one-half (1.5) times the regular hourly rate. 3.3.Time spent traveling will be added to the hourly rate billed, but there will be no additional travel costs billed. 3.4.Since the City will not be providing any hardware, all hardware costs will be the responsibility of the District. 4.Billing and Payment 4.1.The hourly charges shall be billed quarterly. 5.Security 5.1.The Citywill use the existing encrypted VPN connection to remotely access the District’s computers and help troubleshoot and resolve issues. 5.2.The City will not release any of the District’s information unless directed to do so by the District. 6.Standard of Care/Limitation of Liability 6.1.The Cityassumes no liability for the accuracy of any data on the District’s network. 6.2.The City agrees that all service under this Agreement will be performed in a professional manner with the degree of care and skill ordinarily exercised under similar circumstances by professionals practicing in the State of Oregon. 6.3.The District understands and agrees that the City shall not be liable to the District Page 2- Agreement/Computer and Network Support for any damage that may occur while the District’s computer system is being servicedby the City, including liability for indirect, special, exemplary or consequential damages. 7.Terms and Termination 7.1.This Agreement shall be effective upon execution hereof on behalf of both parties, and shall continue until terminated as provided in 7.2. 7.2.This Agreement may be terminated by either party upon (30) days written notice. 7.3.Notwithstanding the giving of notice of termination as provided in 7.2, the Districtshall remain obligated with respect to any unfulfilled financial obligation which accrued hereunder prior to the effective date of such termination. 8.Communication and Notice 8.1.Any notice in writing required to be given hereunder shall be sufficient if sent by regular mail or personally delivered to the City Administratorof the City and to the Fire Chief of theDistrict. 8.2.Each party shall designate, and may change from time to time, a representative for communication, negotiations, and general liaison with the other concerning the content, future and administration of this Agreement. 9.Amendments 9.1.This Agreement represents the complete and integrated agreement between the parties with respect to the subject matter hereof, and may be amended only by written amendment executed by both parties. As such, this Agreement cancels and supersedes all prior written and oral agreements, representations, negotiations, and communications between the parties and their representatives with respect to the subject matter hereof. Page 3- Agreement/Computer and Network Support IN WITNESS WHEREOF the parties have caused the Agreement to be executed on behalf by their duly authorized representatives as of the dates set forth below. City of Woodburn Aurora Rural Fire Protection District No. 63 By: _______________________________ By:_______________________________ Scott C. Derickson, City Administrator Rod Yoder, Fire Chief Date: ______________________________ Date: _____________________________ Page 4- Agreement/Computer and Network Support Oregon Library Passport Program Library access for the way Oregonians live Presented by John Hunter, OLA Resource Sharing Committee Background “ Together our libraries will ... extendlibraryservicestoall Oregonians, athomeand aroundthe state. ” ~ OLA Vision 2020 ~ “ The Dream of a Statewide Catalog ” ~ State Librarian Jim Scheppke OLAQ, Summer 2011 ~ OLPP's premise Library service ought to accommodate the way Oregonians live, work, shop, and play. Patrons regularly live, work, shop and play outside their home library’s boundaries. How OLPP works Library card holders from one OLPP library 1. may use any other OLPP library OLPP libraries extend service to users of 2. other participating libraries, and vice versa. Three year trial. 3. Oregon libraries already share Metropolitan Interlibrary eXchange (MIX) • Clackamas, Hood River, Multnomah and Washington counties, Fort Vancouver Regional Library, and Camas Public Library have had cooperative library cards since the 1980s ORBIS Cascade Alliance • 37 academic libraries in Oregon, Washington, and Idaho Sage Library System • 77 libraries in 15 counties across eastern and central Oregon. What libraries are eligible? Legally-established public libraries • Private and public academic libraries • Community college libraries • Special libraries that are open to the public • How it works: an example A Woodburn library card-holder has a weekend house in Garibaldi. How it works: an example Fortunately, the Woodburn Public Library and the Garibaldi Branch Libraryboth participate in OLPP. How it works: an example The patron registers for a free library card at Garibaldi, just like any other new patron ... ... including verifying her ID, mailing address, or whatever other local requirements you have. Benefits to libraries Expanded access to materials for our patrons • Increased usage of our materials • Increased value of a patron having a library card • Participation at our comfort level • Goodwill with patrons and colleagues • Voluntary • Free • Expectations of libraries Issue cards to patrons of OLPP participating • libraries free of charge Provide access to materials as determined by • local policy Establish a unique patron code for OLPP patrons • Report statistics and provide feedback as • requested Join and participate in an email discussion list • CCRLS and OLPP Not all CCRLS libraries will participate in the • program, including Salem Public Library Each CCRLS member library will register for OLPP • individually Patrons who register at a CCRLS library through • OLPP will be limited to 3 checkouts OLPP patrons must register annually and will be • issued a unique card type OLPP patrons may not use electronic resources • Types of statistics we request Total number of OLPP patrons • Circulation by OLPP patrons • Home libraries of OLPP patrons • Number of OLPP cards renewed • Number of items lost by OLPP patrons • Benefits for patrons Free • Access to libraries across the state • Access to libraries that are located where you • work, live, shop, or play Expectations of patrons Obtain a home library card • Comply with registration, circulation, and other • policies of each participating library Pick up and return all borrowed materials to the • participating library Be responsible for any fines and fees from the • participating library Notify the participating library of changes in • contact information How to sign up Get approval from the appropriate official or governing body for your library and complete the OLP Program Participating Agreement. Questions? OLA Resource Sharing Committee Eva Calcagno, Washington Co. Coop. Library Svc. Ed Gallagher, Albany Public Library John Hunter, Woodburn Public Library Buzzy Nielsen, Hood River County Library District Robin Shapiro, Portland Community College Steve Skidmore, Siuslaw Public Library District Steven Sowell, Oregon State University Jane Tucker, Astoria Public Library Dan White, Scappoose Public Library Thank you. Find out more information: http://www.librariesoforegon.org/passport This presentation was created using open source software. LibreOffice Chromium Linux MintGIMPShutterEvergeen Impress Web browser Operating systemImage editorScreenshot utility m Integrated library syste Presentation program