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01-14-13 minutesCOUNCIL MEETING MINUTES JANUARY 14, 2013 0:01 DATE COUNCIL CHAMBERS, CITY HALL, CIT Y OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 14, 2013 CONVENED The meeting convened at 7:00 p.m. with Council President McCallum presiding. Councilor McCallum asked for a moment of silence in honor of the victims in the Newtown and Clackamas Town Center tragedies. ROLL CALL Mayor Figley Councilor Cox Councilor Lonergan Councilor McCallum Councilor Morris Councilor Raustein Councilor Ellsworth 0:06 Absent Present Present Present Present -7:06 Present Present Staff Present: City Administrator Derickson, City Attorney Shields, Public Works Director Brown, Human Resources Director Hereford, City Recorder Pierson. • City Hall and the Library will be closed on January 21 for Martin Luther King Jr. Day. The Aquatic Center will be open normal hours. A. Chamber of Commerce- City Administrator Derickson informed the Council that two city employees, Marta Trinidad and Robert Prinslow, received recognition at the Chamber of Commerce award banquet for their work in the Community. He also informed the Council that it reached its goal of becoming debt free. CONSENT AGENDA A. Woodburn City Council minutes of December 10, 2012, B. Woodburn Park Board minutes of December 11, 2012. Lonergan/Cox... adopt the Consent Agenda. PUBLIC HEARING - PLANNING COMMISSION RECOMMENDATION OF APPROVAL FOR ZONE CHANGE 2012 -02, LOCATED AT 3001 NEWBERG HIGHWAY (THE FORMER MILES CHEVROLET PROPERTY) Councilor McCallum opened the public hearing at 7:06 pm for the purpose of hearing public input on Zone Change 2012 -02, located at 3001 Newberg Highway (the former Miles Chevrolet Page 1 - Council Meeting Minutes, January 14, 2013 COUNCIL MEETING MINUTES JANUARY 14, 2013 property). Councilor Ellsworth stated that she may have an ex parte contact due to her previously being on the Planning Commission. Economic and Community Development Director Hendryx read the Public Hearing Statement and then provided a staff report. City Administrator asked Director Hendryx to go over the notice requirements of the zone change and was told that they were required to give notice to properties within 150 feet, the property was posted with a notice and a notice was published in the paper. Aaron Ensign, 15049 Park Ave. Aurora, stated that he is the applicant and explained to the Council that this zone change will help make his property more productive. Councilor Lonergan asked if there have been any inquiries and was told by Mr. Ensign that there has been some interests. Councilor Cox asked if he has plans to remain a landlord or sell and Mr. Ensign answered that ideally he would like to keep the property but would be willing to sell if they are unable to make the property productive. Councilor McCallum closed the hearing at 7:22 pm. Councilor Lonergan stated that he is in favor of this zone change and Councilor Cox concurred. Councilor McCallum stated that he does not like vacant building and that he appreciates the efforts in getting this one moving. Cox/Lonergan.... Approve this application to remove the conditions on zoning and ask staff to come back to us with an ordinance to implement this decision. On roll call vote this motion passed unanimously. COUNCIL BILL NO. 2915 -A RESOLUTION ADOPTING UPDATES TO THE CITY OF WOODBURN ADDENDUM TO THE MARION COUNTY MULTI - JURISDICTIONAL NATURAL HAZARDS MITIGATION PLAN Lonergan introduced Council Bill 2915. City Recorder Pierson read the bill by title only since there were no objections from the Council. Economic and Development Director Hendryx provided a staff report. On roll call vote for final passage, the bill passed unanimously. Councilor McCallum declared Council Bill No. 2915 duly passed. COUNCIL BILL NO. 2916 - A RESOLUTION APPROVING COOPERATIVE IMPROVEMENT AGREEMENT NO. 28835 WITH THE STATE OF OREGON THROUGH THE OREGON DEPARTMENT OF TRANSPORTATION AND AUTHORIZING THE CITY ADMINISTRATOR TO SIGN SAID AGREEMENT Lonergan introduced Council Bill 2916. City Recorder Pierson read the bill by title only since there were no objections from the Council. Public Works Director Brown provided a staff report. Councilor Lonergan asked what type of fencing will be used and the cost. Director Brown answered that the cost is estimated to be around $21,000 and that they plan on using wire type mesh fence. Councilor McCallum asked if the City will be receiving a credit on this expense and Director Brown answered that the City will be able to deduct this amount from the balance the City owes on the contribution to the project. Councilor McCallum asked if the City's labor on this will be deductible and Director Brown answered yes. Councilor Cox asked if the tree removal is 100% reimbursable and Director Brown answered yes. Councilor Cox asked if the City has the man power to do these things within the current budget or if they will sub out most of the work. Director Brown stated that they will contract out for the tree work and that other work may be contracted out. He also stated that they are dedicated to making sure the work gets completed in time for the project to Page 2 - Council Meeting Minutes, January 14, 2013 COUNCIL MEETING MINUTES JANUARY 14, 2013 start. Councilor Cox asked if the City gets involved in negotiations with property owners and was told by Director Brown that is just ODOT's responsibility. Councilor Cox stated the he may have a conflict of interest because he has a property that is going to be affected by this. Councilor Cox said that he noticed in the agreement that the City is responsible for the selection of alternate routes and wondered if ODOT money will help with that and Director Brown stated that ODOT would not help pay for alternate route work outside the project boundary. Councilor Lonergan asked about enforcement of truck traffic on the alternate routes and stated that he would like to see ODOT step up and take care of enforcement. Director Brown stated that it is not an ODOT enforcement issue and that the enforcement is a burden on Marion County and they are working with Marion County on this. Councilor Cox asked if Woodburn Police Officers could be deputized as county sheriffs for a period of time so our own officers could enforce the law on the county roads. Councilor McCallum asked Director Brown to keep the council updated on this issue. Councilor Morris stated that this is an ODOT project but the City is going to be the one tearing up people's back yards and it is going to be a PR issue for the City. Councilor Lonergan asked what the total cost for upkeep on landscape will be and Director Brown answered that he estimates that it will be around $60,000 a year. Councilor Lonergan asked if that included the transit facility and was told yes. Councilor Cox asked if there was a set number of charging stations the City had to install by a certain timeline and Director Brown answered no, that the infrastructure for them will be put in place by ODOT but it is up to the City when and if they want to install them. Councilor Cox asked if they will be able to deduct contract letting and contract administration and Director Brown stated they will be keeping track of all that and it is deductible. Councilor Morris asked if Woodburn is going to extend their transit reach or if it will be another provider and Director Brown stated Community Services Director Row is working on that but that nothing has been put into place yet. Councilor Ellsworth stated that the landscaping and beautification project is important to attract people into Woodburn. On roll call vote for final passage, the bill passed unanimously. Councilor McCallum declared Council Bill No. 2916 duly passed. Lonergan /Cox... acting as the Local Contract Review Board, approve the contract award for the purchase of a new sewer cleaning truck to General Equipment for a total cost of $324,123. Motion passed unanimously. AWARD OF CONTRACT FOR ELECTRICIAN SERVICES UNDER AN INDEFINITE DELIVERY AND INDEFINITE QUANTITY CONTRACT STRUCTURE Councilor Cox asked if there are already three electricians on staff and Director Brown stated that those employees are licensed maintenance electricians and their work needs to be verified and signed off on by a licensed electrician and the City does not have a licensed electrician on staff. Wayne Babcock, Cam Street, suggested to the City Council that perhaps one of the city employees could be trained to become a licensed electrician and Director Brown stated that if one of the employees wanted to do that he would support it but that right now we need a licensed electrician. Cox/Morris... acting as the Local Contract Review Board, award the contract for electrician services to Booties Page 3 - Council Meeting Minutes, January 14, 2013 COUNCIL MEETING MINUTES JANUARY 14, 2013 5:27 Ferry Electric. Motion passed unanimously. CITY ADMINISTRATOR'S REPORT The City Administrator had nothing to report. MAYOR AND COUNCIL REPORTS • Councilor Morris stated that construction efforts at the high school are still tied up in insurance fights. • Councilor Lonergan stated that he has concerns about the squirrel population and wants to know if there is anything we can do to control it. City Administrator Derickson stated that he will look into it. ADJOURNMENT Cox/Ellsworth... meeting be adjourned. T1 - The motion passed unanimously. ATTEST Page 4 - Council Meeting Minutes, January 14, 2013 Heather Pierson, Recorder City of Woodburn, Oregon