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May 13, 2013 Agenda KF,M CW ATHRYN IGLEYAYOR ITY OF OODBURN HR,CW1 ORSTAUSTEINOUNCILOR ARD LE,CWII ISA LLSWORTHOUNCILOR ARD CCA PMC,CWIII ITYOUNCILGENDA ETER CALLUMOUNCILOR ARD JC,CWIV AMES OXOUNCILOR ARD FL,CWV RANK ONERGANOUNCILOR ARD M13,2013–7:00.. AY PM EM,CWVI RIC ORRISOUNCILOR ARD CHCC–270MS ITYALL OUNCIL HAMBERSONTGOMERY TREET 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: City Hall and the Library will be Closed Monday, May 27th in A. observance of Memorial Day. The Aquatic Center will be open regular business hours. The City Council Meeting scheduled for Monday, May 27th has B. been cancelled in observance of Memorial Day. Appointments: None. 4. COMMUNITY/GOVERNMENT ORGANIZATIONS Chamber of Commerce A. Woodburn School District B. 5. PROCLAMATIONS/PRESENTATIONS Proclamations: Public Works Week A.1 Police Memorial Week B.2 Presentations: None. 6. COMMUNICATIONS None. AA8C9¤s}¦XW¦W¤Ps}sCzW¤88¤8ªXzz8¤W}8¤ªW¤}¤p8Cz8}¤}izXO¤W¯s¤8HªWP¤¤ {ª}tªWW¤8z¤d¶§¤~\¶r©g\dAA¤ May 13, 2013 Council Agenda Page i – This allows the public to introduce items for 7. BUSINESS FROM THE PUBLIC Council consideration not already scheduled on the agenda. – Items listed on the consent agenda are considered 8. CONSENT AGENDA routine and may be adopted by one motion. Any item may be removed for discussion at the request of a Council member. A. Woodburn City Council Workshop minutes of April 13, 2013 3 : Approve the minutes. Recommended Action B. Woodburn City Council minutes of April 22, 2013 5 Recommended Action: Approve the minutes. C. Woodburn Recreation and Park Board minutes of April 9, 2013 8 Recommended Action: Accept the minutes. D. Woodburn Library Board minutes of April 10, 2013 12 Recommended Action: Accept the minutes E. Reduction in Monthly Pay Stipend for Mayor and City Council 14 Recommended Action: Authorize elimination of the monthly pay stipends for the Mayor and City Council effective July 1, 2013. 9. TABLED BUSINESS None. 10. PUBLIC HEARINGS A. Update of the Woodburn Development Ordinance, Legislative 15 Amendment 2012-01 Recommended Action:hold a public hearing on the proposed revision. Adopt Legislative Amendment 2012-01 and instruct staff to prepare an Ordinance to enact the Council’s decision. Alternatively, continue the public hearing to a date certain and instruct staff to return with further revisions. – 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. May 13, 2013 Council Agenda Page ii A. Council Bill No. 2928 - An Ordinance Entering into an 66 Intergovernmental Agreement for the Marion Area Multi- Agency Emergency Telecommunication Center (Metcom) and Authorizing the City Administrator to sign said Agreement; and Declaring an Emergency Recommended Action: adopt the ordinance approving the ORS 190 Agreement creating METCOM. B. FY 2013/14 amended Financial Plan (Budget Policies & 144 Reduction Strategy) Recommended Action:Adopt the attached FY 2013/14 amended Financial Plan (Budget Policies & Reduction Strategy) via a motion to adopted amended sections Section 16(A) – Discretionary Programs and Section 17 (F) Consideration List. The proposed language is included in the attached draft Budget Policies & Reduction Strategy and is highlighted for ease. Staff considers the addition of this language to be a “house-keeping” type item intended to reflect the City Council’s recent prioritization of the General Fund’s prioritization. C. Capital Improvement Program Contract Award to; Central 156 Oregon Pavers, Inc. for; 2012-13 Miscellaneous Street Improvements Recommended Action: that the City Council, acting as the Local Contract Review Board, award the contract for construction of the 2012-13 Resurfacing Improvements project to Central Oregon Pavers, Inc. for the bid amount of $147,567.10. D. Amendments to Computer and Network Support Agreements 158 Recommended Action: authorize the City Administrator to execute the Amendments to Computer and Network Support Agreements that the City has with the City of Mt. Angel, The City of Silverton, the Aurora Rural Fire District, the City of Gervais, and the Woodburn Fire District. – These 12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS are Planning Commission or Administrative Land Use actions that may be called up by the City Council. None. May 13, 2013 Council Agenda Page iii 13. CITY ADMINISTRATOR’S REPORT 14. MAYOR AND COUNCIL REPORTS 15. ADJOURNMENT May 13, 2013 Council Agenda Page iv PROCLAMATION Public Works Week 2013 in Woodburn WHEREAS, public works services provided in our community are an integral and necessary part of our citizens' everyday lives; and WHEREAS, the health, safety, comfort and economic vitality of this community greatly depends on the facilities and services such as water, wastewater collection and disposal, transportation, street, building and parks maintenance, etc. and WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design, and construction are vitally dependent upon the efforts and skills of the public works officials; and WHEREAS, the efficiency of the qualified and dedicated personnel who staff public works departments are materially influenced by the people's attitude and understanding of the importance of the work they perform; NOW THEREFORE BE IT RESOLVED, that 1, Kathryn l Mayor of the City of Woodburn, Oregon, do hereby proclaim May 18 -- 25, 2013 as "PUBLIC WORKS WEEK" in Woodburn, Oregon, and call upon all citizens and civil organizations to acquaint themselves with the problems involved in providing our public works and to recognize the contributions that public works officials make every day to our health, safety and comfort. Police Memorial Week WHEREAS, the Congress and President of the United States have designated May 15, 2013 as Peace Officers' Memorial Day, and the week in which May 15th falls as National Police week; and WHEREAS, the members of the Woodburn Police Department play an essential role in safeguarding the rights and freedoms of the citizens of Woodburn; and WHEREAS, it is important that all citizens know and understand the duties, responsibilities, hazards, and sacrifices of their law enforcement agency, and that members of our law enforcement agency recognize their duty to serve the people by safeguarding life and property, by protecting them against violence and disorder, and by protecting the innocent against deception and the weak against oppression; and WHEREAS, the men and women of the Woodburn Police Department unceasingly provide a vital public service; NOW, THEREFORE, I, Kathryn Figley, Mayor of the City of Woodburn, call upon all citizens of Woodburn and upon all patriotic, civic and educational organizations to observe the week of May 12th — May 18th, 2013, as Police Week with appropriate national and local ceremonies and observances in which all of our people may join in commemorating law enforcement officers, past and present, who, by their faithful and loyal devotion to their responsibilities, have rendered a dedicated service to their communities. I further call upon all citizens of Woodburn to observe Wednesday, May 15th, 2013 as Peace Officers' Memorial Day in honor of those law enforcement officers who, through their courageous deeds, have made the ultimate sacrifice in service to their community or have become disabled in the performance of duty, and let us recognize and pay respect to the survivors of our fallen heroes. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Woodburn to be affixed. 2 COUNCIL WORKSHOP MEETING MINUTES APRIL 13, 2013 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 13, 2013. CONVENED The meeting convened at 8:20 a.m. with Mayor Figley presiding. ROLL CALL Mayor Figley Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor Ellsworth Present Councilor Raustein Present Budget Committee Members in Audience: John Reinhardt, Dagmar Kinne and Don Judson Staff Present: City Administrator Derickson, City Attorney Shields, Police Chief Russell, Public Works Director Brown, Economic & Community Development Director Hendryx, Finance Director Shearer, Budget & Finance Analyst Head, Recorder Pierson. PRESENTATION Mayor Figley thanked the Budget Committee members who were in attendance. Mayor Figley provided a brief overview of the agenda for the workshop which includes discussing budgetary issues, taking a tour of the city and goals setting. Administrator Derickson provided a presentation on the fiscal challenges facing the City. Administrator Derickson explained compression and how it is affecting the City's property tax revenue. He also provided the City Council with three different scenarios on managing the General Fund shortfall. Scenario one would continue current operations with no change in initial expenditure assumptions and no additional revenue. Scenario two would be similar to Scenario one but would include phone system replacement, eliminate Community Center reserve, implement General Fund cuts, eliminate the business assistance loan program, and transfer funds to the General Fund. Scenario three, the recommended scenario, includes the steps from scenario two but also includes a General Right -of -Way (ROW) charge. Councilor Cox stated that he does not see the necessity for purchasing a new phone system when the City is in the situation that it is in. Page 1- Council Meeting Workshop Minutes, April 13, 2013 Councilor Cox also stated that he is in favor of furlough days but would like to add one or two tweaks to it. First, as a show of good faith, when talking about every city employee receiving one day less pay, he thinks the burden needs to be shared with everybody, including City Council by cutting the monthly pay of Council by half and second, that all Department heads and salaried employees should take a furlough day as well. City Administrator Derickson stated that it does include salaried employees. After discussion on the different scenarios, City Administrator Derickson asked for direction from the City Council. Mayor Figley stated that she is in favor of Scenario three and Councilor Cox agreed but is not happy with the phone replacement. Councilor Lonergan is in favor of scenario three. Councilor McCallum is in favor of Scenario three and wants to see the option of the telephone system in there. Councilor Ellsworth is also in support of scenario three and hopes that cuts in staff are limited. Councilor Morris stated that he supports scenario three. No action was taken by Council. BUS TOUR City Council took a bus tour and visited key areas of the City. No action was taken by Council. GOAL DISCUSSION AND DEVELOPMENT Administrator Derickson provided a presentation providing an overview of Council's current goals and staff actions & plans supporting those goals. After discussion the City Council identified potential goals and projects and prioritized FY 2013/2014 goals. These goals include fiscal sustainability, public safety, Urban Renewal and Association building, Interchange management response to businesses and citizens, community outreach and communication, recommendations for all City owned property including the Association Hall, ordinance review /revision project. No action was taken by Council. ADJOURNMENT The workshop adjourned 1:50 pm. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Heather Pierson, City Recorder City of Woodburn, Oregon Page 2- Council Meeting Workshop Minutes, April 13, 2013 4 COUNCIL MEETING MINUTES APRIL 22, 2013 0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 22, 2013 CONVENED The meeting convened at 7:00 p.m. with Mayor Figley presiding. ROLL CALL Mayor Figley Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor Raustein Present Councilor Ellsworth Present Staff Present: City Administrator Derickson, City Attorney Shields, Finance Director Shearer, Economic and Development Director Hendryx, Community Services Director Row, Public Works Director Brown, Chief Russell, Captain Garrett, Associate Planner Dolenc, Communications Coordinator Horton, City Recorder Pierson. 0:00 PROCLAMATION El Dia del Nino /El Dia del Libro 0:04 PRESENTATIONS WDO Update — Jim Hendryx provided the City Council with an update of the Woodburn Development Ordinance rewrite. Councilor Cox voiced his concerns about the Planning Commission being able to approve a hardship and extension of the compliance period for a sign to conform. Director Hendryx noted that there are some criteria that have to be met in order to get the hardship. Councilor Cox asked for the specific section this is listed under and was told Section 3.110. Councilor Lonergan stated that he has an issue with narrow streets and would like to know why we are going there. Director Hendryx stated that he would come to the next meeting with more information on the different street designs. 0:45 Emergency Operations Plan - Police Chief Russell provided City Council with information on the City's Emergency Operations Plan. Fire Chief Iverson discussed the Wilber -Ellis facility. He informed the City Council that this facility is different than the facility in West, Texas for two major reasons. First, the Wilber -Ellis facility is a mixing facility and second, they do not store Ammonium Nitrate and Anhydrous Ammonia which were two contributing factors to the explosion in West, Texas. He stated that they are not worried about having that type of incident in Woodburn. 1:15 BUSINESS FROM THE PUBLIC Nancy Kirksey, 1049 McKinley St., informed the City Council that the Mayor's Prayer Breakfast will take place on May 21 at 7:30 a.m. at the Methodist Church and that tickets can be purchased at the Chamber of Commerce, Yes Graphics, or Long Bros and cost $15 each. Page 1 - Council Meeting Minutes, April 22, 2013 lei COUNCIL MEETING MINUTES APRIL 22, 2013 1:18 CONSENT AGENDA A. Woodburn City Council minutes of April 8, 2013, B. Liquor License Change of Ownership- OFF - Premise Sales- Change of Name, C. Full On- Premise Sales, D. Crime Statistics through March 2013. McCallum/Morris... adopt the Consent Agenda. Councilor Lonergan asked if the Compliance Action Plan was signed by Legaria's Bar and Grill and was told yes. Motion passed unanimously. 1:19 PUBLIC HEARINGS Mayor Figley declared the hearing open at 8:19 pm for the purpose of hearing public input on the 2012 -2013 Supplemental Budget Request. Finance Director Shearer provided a staff report. No members of the public wished to speak in either support or opposition of the 2012 -2013 Supplemental Budget Request. Mayor Figley declared the hearing closed at 8:27pm. 1:27 COUNCIL BILL NO. 2926 - A RESOLUTION APPROVING TRANSFERS OF FY 2012 -2013 APPROPRIATIONS AND APPROVING A SUPPLEMENTAL BUDGET McCallum introduced Council Bill 2926. Recorder Pierson read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2926 duly passed. 1:28 COUNCIL BILL NO. 2927 - AN ORDINANCE REPEALING ORDINANCE 2378 (ESTABLISHING A PROCESS FOR THE CITY TO EVALUATE MEASURE 37 CLAIMS) AS PART OF THE ORDINANCE REVIEW/REVISION PROJECT INITIATED BY THE CITY COUNCIL McCallum introduced Council Bill 2927. 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. Mayor Figley declared Council Bill No. 2927 duly passed. 1:30 ORDINANCE REVIEW/REVISION PROJECT REVISION OR REPEAL OF ORDINANCE 2182 (CITY COUNCIL BYLAWS) City Administrator Derickson provided a staff report. Mayor Figley answered that she believes the bylaws are fine and Councilor Cox concurred. Councilor McCallum agreed but had some concerns about the gender references in the ordinance and City Administrator Derickson stated that it is up to the Council if they would like him to revise the gender references. Councilor Cox stated he believes it is fine as it is and that no edits are needed unless something is legally wrong. Mayor Figley stated that there is a consensus among City Council that the Ordinance is fine as is. 1:35 CITY COUNCIL FY 2013/14 GOALS Lonergan /Cox... approve the proposed FY 2013/14 City Council goals as established during the City Council's April 13, 2013 Special Meeting. Motion passed unanimously. 1:36 CITY ADMINISTRATOR'S REPORT The City Administrator asked if all City Councilors were able to have their picture taken Page 2 - Council Meeting Minutes, April 22, 2013 0 COUNCIL MEETING MINUTES APRIL 22, 2013 before the meeting. 1:36 MAYOR AND COUNCIL REPORTS Councilor McCallum asked Chief Russell to provide an update on the Drug Summit taking place on April 25 from 6 -8 pm at Woodburn Health Center. 1:39 ADJOURNMENT McCallum/Lonergan.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:39pm. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Heather Pierson, City Recorder City of Woodburn, Oregon Page 3 - Council Meeting Minutes, April 22, 2013 7 City of Woodburn Recreation and Park Board Minute "` k April 9, 2013 • 5:30 p.m. 1. CALL TO ORDER The meeting and was called to order at 5:30 p.m. 2. ROLL CALL Position I Brent Glogau, Member (12/13) Absent Position II (Student) Sofie Velasquez (12/13) Absent Position III Joseph Nicoletti, Board Secretary (12/13) Absent Position IV Rosetta Wangerin, Board Chair (12/13) Absent Position V Bruce Thomas, Member (12/13) Present Position VI Ardis Knauf (12/16) Present Position VII Gevin Gregory (12/16) Absent 3. APPROVAL OF MINUTES The minutes were held over to the May meeting due to the lack of a quorum. 4. BUSINESS FROM AUDIENCE None 5. NEW BUSINESS Grounds/ Landscape Maintenance Standards Dan Brown, Public Works Director, made a presentation to the Board about the benchmarking project they recently completed, which defines the staffing resources necessary to provide various levels of service. He also informed the Board that the City's current budgetary limitations resulted in the decision to explore the potential cost savings of contracting out parks and grounds maintenance services. An RFP is currently being advertised and will close on May 9, 2013. A similar RFP related to contracting out custodial services will be advertised, as well. The decision on whether or not to contract out these services will ultimately be made by the City Council. 6. OLD BUSINESS Community Center/ Aquatic Center Expansion Jim informed the Board that the community center workgroup met during the prior week. Unfortunately, the meeting centered around information that Jim had recently received from the City Administrator regarding continued concerns with the City's budget and feedback that he had received from Council about the project's lack of financial viability, currently. Bruce expressed his desire to bring the project up from time to time to make sure that when the time is right, we will be prepared to advance the project. Page I of 4 Cif of Woodburn Recreation and Park Board Minutes April 9, 2013 • 5:30 p.m. % � n W obBukN Legion Park Pavilion/ Restroom Project Jim discussed the Legion Park Pavilion/ Restroom project that he and Stu are putting together for the Local Government Grant Program. Applications are due April 12. The project proposal includes a new pavilion/ restroom building, landscaping and turf improvements, a walking path, irrigation in the vicinity of the pavilion, fence removal and field lighting upgrades. We should hear whether our application is successful in early summer. If funding is awarded, construction will begin immediately following the Fiesta in August 2014. 7. DIVISION REPORTS Aquatics — Kristin Wierenga Finance Review • Kristin provided a 3 Quarter finance & attendance update • March = 45% cost recovery rate • YTD = 44% cost recovery Upcoming Events • Easter Egg Hunt March 30 — photos & promo video • Swim Instructor Training — April 27 & 28 o All summer events /programs in registration system (summer programs on website very soon) Party Rentals /Group Reservations • We've seen an increase in party rentals from last year. February rentals doubled and March more than doubled from last year • To encourage groups to let us know they are coming, we now offer price incentives for parties that reserve the party room and groups that call in advance Marketing • March promo was successful - sold many swim suits, increased class enrollment (25 +), but thought we'd receive many more referral cards • Summer program should be in hand soon Other: • New brand name, competitive swim suits in stock • Evaluated our swim suit prices and made some adjustments (generally lower) with the new suits now in stock • Porch lights being upgraded likely this week; received almost 1/3 the cost in Energy Trust incentives and will save energy costs year round • This year, on average, over 400 people take our fitness classes each month. Approximately 30% of the attendance is dry land and 70% is water. Page 2 of 4 9 City of Woodburn Recreation and Park Board Minutes April 9, 2013 • 5:30 p.m. Recreation — Stu Spence w r� P w, Youth Sports - T -Ball and Coach Pitch begin this Saturday. 135 kids participated last year; 101 this year. Kidz Love soccer clinics will also begin this Saturday with 16 participants. Community Ed Classes One Kids in the Kitchen Cooking Class left on April 23 WSN Sponsors Last year we launched Woodburn Summer Nights, a program that combined the 4 of July event, Music in the Park, and Movies in the Park. Update on this year's total sponsorships - over $10,000 in -kind and cash. Egg Hunt - On March 28 Woodburn Recreation & Parks held their annual Easter Egg Hunt at Legion Park. Over 600 kids and their families were in attendance to search for over 6,000 candy and toy stuffed eggs. Kids were separated into three age groups and assigned to three different parts of the park. A special thanks to the Youth Advisory Board and the Boys & Girls Club for helping hide the eggs and volunteer at the event. Dog Treat Hunt - On March 29 Woodburn Recreation & Parks held the first ever Doggy Easter Treat Hunt. Over 50 dogs and their owners came to Centennial Park's Dog Park for the event. Not only were there treats to find, but a costume contest as well. There were dogs dressed in bunny ears, as a chicken, as a princess, and more. Special thanks to Mayor Figley, Councilor Cox, and Loraine Jennings for judging the contest. Also, thank you to the Youth Advisory Board for all their help with set up and clean up. YAB - The Youth Advisory Board has begun a new fundraiser called `Senior Service' targeting senior citizens in need of odd jobs being done around the house. Appointments can be made by calling Esme Rios, AmeriCorps volunteer at 503- 982 -5239. Donations are accepted for the YAB Scholarship Fund. Out & About - The Summer Activities Guide is currently printing and should be available by early next week. The guide is mailed to all 97071 zip codes and is also available at City buildings. Parks and Facilities — Jim Row Jim briefly discussed the status of the Legion Park Playground Project, which is scheduled for installation on May 21. 8. FUTURE BOARD BUSINESS 9. BOARD COMMENTS Page 3 of 4 `II] City of Woodburn Recreation and Park Board Minute$ April 9, 2013 • 5:30 p.m. 10. ADJOURNMENT The meeting adjourned at 6:38 PM b C ,r RODBUR Joseph Nicoletti, Board Secretary Jim Row, Community Services Director Date Date Page 4 of 4 11 City of Woodburn Public Library Board Minutes April 10, 2013 • 6:30 p.m. 1. CALL TO ORDER The meeting 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) Present Position IV Neal Hawes, Vice - President (12/15) Absent Position V Willis Grafe (12/13) Absent Position VI Phyllis McKean (12/12) Present Position VII Fabiola Gavina - Zavala (4/13) Present 3. MINUTES —January 9, 2013 J.D. Mitchoff/Phyllis McKean — Motion to accept the minutes was offered and seconded. The motion passed unanimously. 4. BUSINESS FROM THE PUBLIC None. 5. BOARD REPORT None. 6. OLD BUSINESS None. 7. NEW BUSINESS Youth Services Librarian Vacancy — John Hunter John gave an update on the recruitment for a new full -time youth services librarian, which was necessitated by the retirement of Deeda Chamberlain who had been in the position for more than eight years. After posting the job regionally, four candidates were interviewed, and an offer was extended to Gladis Martinez, who is presently working in California. Gladis has an MLIS, youth librarian experience, and speaks Spanish fluently. 8. MANAGER REPORTS Library Statistics — January -March 2013 — John Hunter John reviewed the quarterly statistics of Library usage. Attendance, computer use and circulation all declined due to our decrease in open hours. This trend will continue until the final quarter of the fiscal year, when fair comparisons will again be possible. The 12 reference desk is very busy, especially helping folks add e -books to their tablets. The Library eliminated two public Internet computers due to decreased demand. Operational Update — John Hunter The Library is preparing for a nonstructural seismic upgrade to its 78- inch -tall free- standing book cases. The fixtures will be bolted to the floor and be braced with additional steel supports welded to them. This project is resulting in some shifting of the teen, foreign language, and audiovisual collections due to some moving of shelves. Once the relevant fixtures are secured to the floor, they cannot be moved. Friends of the Library Report — John Hunter The Friends met prior to the Library Board meeting to discuss future opportunities to participate in Library programs. 9. FUTURE BOARD BUSINESS Next scheduled meeting is July 10, 2013. 10. ADJOURNMENT J.D. Mitchoff / Fabiola Gavina - Zavala — Motion to adjourn meeting and seconded at 6:55 p.m. ftEc? W ODBURN May 13, 2013 TO: Honorable Mayor and City Council FROM: Scott Derickson, City Administrator Ag , sm-4 Wo SUBJECT: Reduction in Monthly Pay Stipend for Mayor and City Council RECOMMENDATION Authorize elimination of the monthly pay stipends for the Mayor and City Council effective July 1, 2013. BACKGROUND: In the course of recent budget discussions, a consensus was reached by the Mayor and City Council to eliminate their monthly pay stipends. It was stated that this action would set a good example in the context of the challenging economic time ahead. Historically, the City has paid the Mayor $50.00 per month and each City Councilor $25.00 per month. DISCUSSION Section 1 1 of the Woodburn City Charter provides that compensation of the Mayor and City Council shall be set by the City Council. Approval of the consent agenda by the City Council is necessary to eliminate the monthly pay stipends. FINANCIAL IMPACT This action by the City Council will save the City $2400 per year. Agenda Item Review: City Administrator _x_ City Attorney x Finance —x- 14 OODBUR W N ��t ft�l 73,5 y May 13, 2013 TO: Honorable Mayor and City Council through City Administrator FROM: Jim Hendryx, Director of Economic & Development Services SUBJECT: Update of the Woodburn Development Ordinance, Legislative Amendment 2012 -01 RECOMMENDATION Hold a public hearing on the proposed revision. Adopt Legislative Amendment 2012 -01 and instruct staff to prepare an Ordinance to enact the Council's decision. Alternatively, continue the public hearing to a date certain and instruct staff to return with further revisions. BACKGROUND Three and a half years ago, the Mayor and City Council appointed two focus groups to review and update the Woodburn Development Ordinance (WDO). The Sign Focus Group worked on the City sign standards, while the WDO Focus Group reviewed the remainder of the WDO. Sign standards were revised in 2010. The definitions, administration, and procedures sections were revised in 2011. DISCUSSION: Legislative Amendment 2012 -01 completes the ordinance rewrite, revising the following: Section 1 (Definitions), Section 2 (Land Use and Specific Use Standards), Section 3 (Development Guidelines and Standards) and Section 5 (Application Requirements). At the Council's direction, the amendment requires nonconforming signs to be brought into conformance by 2023. Minor modifications are also included to Figure 7 -2 of the Transportation System Plan, providing for narrower local streets. The overall objective of the WDO rewrite and summary of changes are: • Simplify and clarify the Ordinance • Include diagrams, illustrations, charts and maps • Update and standardize terminology Agenda Item Review: City Administrator _x_ City Attorney _x Finance —x- 15 Honorable Mayor and City Council May 13, 2013 Page 2 • Eliminate conflicting standards and circular references • Make the ordinance more user - friendly • Correct scrivener errors The Planning Commission held a series of workshops and public hearings on the proposed amendments, and forwarded the amendments to the City Council with a recommendation that they be adopted. FINANCIAL IMPACT This decision is anticipated to have a mixed public sector financial impact. Costs of implementing the ordinance revision may slightly increase. The greater effect will be on the private sector, where clarity and flexibility of regulation are anticipated to stimulate private investment and development. Increased development may slightly increase City revenues. 16 Department of Economic and Development Services Planning Division 270 Montgomery Street, Woodburn, Oregon 97071 • (503) 982 -5246 CITY COUNCIL STAFF REPORT PUBLIC HEARING Application Type Type V Legislative Amendment Application Number LA 2012 -01 Project Description Revise the Woodburn Development Ordinance and Figure 7 -2 of the Transportation System Plan Project Location Entire City Zoning All zones 120 -Day Deadline Not applicable to legislative decisions Date of Public Hearing May 13, 2013 BACKGROUND Three and a half years ago, the Mayor and City Council appointed two focus groups to review and update the Woodburn Development Ordinance (WDO). The Sign Focus Group worked on the City sign standards, while the WDO Focus Group reviewed the remainder of the WDO, which includes land use and development standards. Both focus groups held open houses to solicit ideas and concerns from the public before beginning their respective labors. Sign standards were revised in 2010. The definitions, administration, and procedures sections were revised in 2011. Legislative Amendment 2012 -01 completes the ordinance rewrite, revising the following: Section 1 (Definitions), Section 2 (Land Use and Specific Use Standards), Section 3 (Development Guidelines and Standards) and Section 5 (Application Requirements). At the Council's direction, the amendment requires nonconforming signs to be brought into conformance LA2012 -01 WDO Rewrite \Staff report Council 1 of 11 Page 17 by 2023. Minor modifications are also included to Figure 7 -2 of the Transportation System Plan, providing for narrower local streets. The overall objective of the WDO rewrite and summary of changes are included below: • Simplify and clarify the Ordinance • Include diagrams, illustrations, charts and maps • Update and standardize terminology • Eliminate conflicting standards and circular references • Make the ordinance more user - friendly • Correct scrivener errors The Planning Commission held a series of workshops and public hearings on the proposed amendments, and forwarded the amendments to the City Council with a recommendation that they be adopted. ANALYSIS AND FINDINGS OF FACT WDO 4.101 Decision Making Procedures Findings Under Section 4.101.02.E of the Woodburn Development Ordinance, decisions involving legislative actions where the City Council amends the City's land use regulations, Comprehensive Plan, Zoning Map or some component of these documents where changes are of such a size, diversity of ownership or interest as to be legislative in nature under state law are Type V decisions. The Planning Commission holds an initial public hearing on the proposal and makes a recommendation to the City Council. The City Council then holds a final public hearing and makes the City's final decision. The City Council's action is the City's final decision and is appealable to the Land Use Board of Appeals within 21 days after it becomes final. Conclusion This legislative amendment is correctly processed as a Type V decision. Findings Under Section 4.101.03, the City Council may initiate any type of land use action by a motion designating the appropriate City department to complete and file the application. The City Council appointed the WDO Focus Group in 2009. The Focus Group was charged with evaluating and recommending changes to the WDO. They completed their evaluation and the Planning LA2012 -01 WDO Rewrite \Staff report Council 2of11 Page 18 Commission conducted three workshop meetings to consider their recommendations. The Commission later held five public hearings on the proposed amendments. Conclusion The City Council directed the WDO Focus Group and the Planning Commission to consider the amendments leading up to this hearing. Findings Under Section 4.101.10, the Planning Commission holds at least one public hearing before recommending action on a legislative proposal. The Director notifies the Oregon Department of Land Conservation and Development (DLCD) before the first hearing. The Director prepares and makes available a report on the legislative proposal at least seven days before the hearing. Upon receiving a recommendation from the Planning Commission on a legislative action, the City Council holds at least one public hearing on the proposal. Any interested person may provide written or oral testimony on the proposal at, or prior to, the hearing. At the conclusion of the hearing, the City Council may adopt, modify or reject the legislative proposal, or it may remand the matter to the Planning Commission for further consideration. If the decision is to adopt at least some form of the proposal, and thereby enact or amend the City's land use regulations, Comprehensive Plan, Official Zoning Map or some component of any of these documents, the City Council decision shall be enacted as an ordinance. Conclusions The Planning Commission conducted five public hearings before making recommendations to the City Council. Notice has been provided to the Oregon Department of Land Conservation and Development (DLCD) and Marion County. Background information, including the staff report, has been made available for public inspection. All provisions of this Section of the WDO and State statute have been met. Findings Public notice is provided for all public hearings in accordance with Section 4.101.14 of the WDO. Individual property owner notices, required by Ballot Measure 56, were sent to all property owners (5,500 +) within the City. The notices were in both English and Spanish. Notification was provided to affected agencies (the Department of Land Conservation and Development, Marion County, the Woodburn School District, the Woodburn Fire District, and the Woodburn Historic Neighborhood Association) in advance of the Commission's initial hearing. Notice of the public hearings was published in the Woodburn Independent newspaper. LA2012 -01 WDO Rewrite \Staff report Council 3of11 Page &0 All notifications contained information regarding the time, date, and location of the public hearings before the Planning Commission and the City Council, the file number, and staff contact information for questions or submission of testimony. All notifications also included a summary of the proposed amendments. All notification documents provided information regarding the public hearing procedures and how to review or obtain copies of the documents to be considered. Conclusion Notification requirements consistent with the provisions of the Woodburn Development Ordinance and statutory requirements were met. Woodburn Comprehensive Plan Findings Under State statute, all cities and counties in Oregon must have an approved comprehensive plan and implementing ordinances. Amendments to an approved comprehensive plan must be consistent with State statutes. Implementing ordinances must be consistent with the comprehensive plan. The Woodburn Comprehensive Plan was originally adopted in 1978, and subsequently amended several times. The Woodburn Development Ordinance was adopted 2008, and most recently amended in 2011. Conclusion Amendments to the Woodburn Comprehensive Plan and Woodburn Development Ordinance will be evaluated for consistency to the Comprehensive Plan and State statute. Findings The Comprehensive Plan (Volume 1 Goals and Policy Amendments) states: "The keystone of plan implementation is the Woodburn Development Ordinance (WDO). This WDO ensures that the location and design of various land uses and in some cases, the timing of those land uses, is in compliance with the Comprehensive Plan. The WDO ensures that incompatible uses do not occur, while allowing flexibility consistent with the purpose of the plan. The Zoning Map will be more specific than the Comprehensive Plan Map, and may have more designations than the Comprehensive Plan Map. In addition, there will be many cases where the zoning ordinance will be more restrictive than the map. This is because there are areas which must be retained in a more restrictive zone until public facilities are developed or public need is established for a zone change to a less restrictive zone. However, in no case should the Zoning Map allow a use which is less restrictive than that called for in the Comprehensive Plan." LA2012 -01 WDO Rewrite \Staff report Council 4 of 11 Page Zoning districts (Section 2.1) have been combined into general use tables for Residential, Commercial and Industrial Zones. Maps have been included for specific overlay districts. Standards for walls and fences (Section 2.2) have been consolidated, while Special Use Standards for outdoor marketing and special events have been clarified and modified to meet access standards. Street standards (Section 3.101) require internal streets serving development to be fully improved, with boundary and connecting access streets having lessened improvement standards, while still providing for safe access. Standards have been revised to minimize block length, requiring mid - block pedestrian connections for larger blocks. The Transportation System Plan, Figure 7 -2 (Street Design Standards), is being amended to include narrower pavement width and curb -tight sidewalks. The WDO will include the Street Design Standards, eliminating the need to go to separate documents to determine development standards. Setback and open space (Section 3.103) requirements have been clarified with conflicting standards eliminated. Setbacks for accessory buildings have been standardized at five feet. Vision clearance standards recognize future street rights -of -way. Access standards (Section 3.104) provide for improved access control and coordination with Marion County and the Oregon Department of Transportation. The revisions also address the recommendations included in the 99E Corridor Plan, which was adopted this past summer. Off - street parking (Section 3.105) has been reorganized and simplified. Parking for restaurants is based upon square footage and does not have a minimum requirement of 10 spaces, a difficult standard for coffee kiosks to meet. Parking ratios for outside storage and display are significantly reduced. Off - street loading is not longer required for smaller retail or office developments. Landscape requirements (Section 3.106) have been revised, lessening the required plant density in the front yard setback for non - residential structures. Street tree requirements have been standardized and revised to recognize street classifications; large trees along major streets and smaller trees along local streets. Architectural standards (Section 3.107) for all dwelling types (manufactured and site -built dwellings) have been standardized. Design standards in new residential developments provide more flexibility. Dwellings, accessory buildings, and exterior remodeling in the Neighborhood Conservation Overlay District (NCOD), Woodburn's historic neighborhood, would be subject to specific design standards which further recognize the historic character of the area. The existing requirement that signs be constructed of weather - resistant material was clarified. Vinyl and cloth materials may be used only for temporary signs and awnings. All nonconforming signs must be brought into compliance by July 1, 2023. Nonconforming signs that are within 10% of both the area and height standards are exempt. The Planning Commission may grant an extension for exceptional hardship. LA2012 -01 WDO Rewrite \Staff report Council 5of11 Page 21 Amendments are also proposed for design review thresholds (Section 5.1 Application Requirements) clarifying when Type I, II, or III review is required for multi - family dwellings. The current text is ambiguous on what level of review is required for multi - family dwellings, regardless of size. Section 6.1 (Appendices) will be eliminated. Application submittal requirements are now included on application forms; figures have been moved into the appropriate sections of the ordinance (flag lots, parking, etc), tree guidelines are moved into landscape standards, and use classifications are included in individual use sections (Residential, Commercial, and Industrial) of the ordinance. Conclusions The amendments insure that the WDO implements the Comprehensive Plan. Confusing standards and circular references have been eliminated. The proposed amendments clarify the intent of the WDO and simplify administration of the Ordinance. The proposed amendments are consistent with the Comprehensive Plan. Findings The Comprehensive Plan (Volume 1, Goals and Policy Amendments) states: "The City has had a sign ordinance since 1973. It has been successful in controlling proliferation of signs, mostly along main arterials. The sign ordinance was revised in 2004. The Sign Ordinance implements goals relating to public health, safety and welfare, basically for transportation safety and aesthetic goals. This type of ordinance should be continued." Nonconforming signs add to the visual clutter of the City, which in turn affects traffic safety and overall community aesthetics. Sign provisions (Section 3.110) propose to establish a 10 year sign amortization period, phasing out nonconforming signs throughout the City. The provisions also provide hardship relief for owners of nonconforming signs. Sign standards for the recently created Mixed Use Village (MUV) zone have been included. The MUV zone was enacted with the Highway 99E Corridor Study. Similar sign standards would apply to both the MUV and the Downtown Development and Conservation Zone (DDC) Conclusion The proposed amendments to the WDO establishes a 10 year period when nonconforming signs must come into conformance. Findings The Comprehensive Plan (Volume 1, Goals and Policy Amendments) includes the following applicable transportation goals and polices: Goal H -3. Develop transportation improvements that address overall traffic safety in the Woodburn area. LA2012 -01 WDO Rewrite \Staff report Council 6of11 Page 22 Policies H -3.2. Develop a plan for improving pedestrian and bicycle safety for travel to and from local schools, commercial areas, and major activity centers. Goal H -5. Develop amendments to City land use standards and ordinances to reduce travel demand and promote use of modes of transportation other than the automobile. Policies H -5.2. Identify revisions to the Woodburn Zoning Ordinance for compliance with the Transportation Planning Rule (TPR). Goal H -6. Coordinate with Marion County in planning for a safe and efficient county -wide transportation system by: (a) Encouraging use of alternative modes of transportation including mass transit, bicycling, walking and carpooling; and (b) Addressing transportation needs appropriate to both urban and rural areas throughout the county. Policies H -6.2. Woodburn will implement plans as provided in the Woodburn TSP. (a) Except where topographical conditions or existing development make this standard impractical, new subdivisions and planned developments should have internal connectivity of at least 8 through streets per mile (roughly every 660 feet) for new development, and sufficient collector and arterial systems for local access. Policies H -6.7. The Woodburn TSP shall include measures to improve the walking and biking environment by providing sidewalks in all new developments and by providing an interconnecting system of pedestrian connections. Designing for a comfortable and practical pedestrian environment is especially important in downtown Woodburn and within the Nodal Development Overlay. Amendments to the TSP (Figure 7 -2) establish a narrower street standard and provide for curb -tight sidewalks when development constraints exist for infill development. Amendments to the WDO address the level of street improvements required with development, lessening the need for street exceptions to City standards. The standards provide for mid -block pedestrian connections and require other pedestrian improvements, linking neighborhoods together. The standards ensure necessary street improvements, while providing safe vehicular and pedestrian access in all areas of the City. LA2012 -01 WDO Rewrite \Staff report Council 7 of I I Page 23 Conclusion Amendment to Figure 7 -2 establishes narrower street standards and provides for curb -tight sidewalks. The additional street standards provide options for development, while meeting the intent of the Comprehensive Plan and TSP. Findings The Comprehensive Plan (Volume 1 Goals and Policy Amendments) states: "The planning process is continuous. There is no plan that can foresee all of the problems the future will bring. In most cases for decision, the Planning Commission and Council will be petitioned by private citizens to change the Comprehensive Plan designation of a particular parcel of property. This is a quasi judicial activity and should follow the procedures set out for quasi judicial rulings. The Planning Commission should ensure that any change it makes in the Comprehensive Plan is consistent with other goals and policies established in this Plan. These changes, in general, should be justified by a solid body of evidence presented by the petitioner showing the following: 1. Compliance with the goals and policies of the Comprehensive Plan; 2. Compliance with the various elements of the Comprehensive Plan; 3. Compliance with Statewide goals and guidelines; 4. That there is a public need for the change; 5. That this land best suits that public need;" The existing text of the WDO is confusing and terminology is out of date. Proposed amendments clarify standards and improve readability. Conclusions The Comprehensive Plan recognizes that plans and implementing ordinances like the WDO continue to evolve and change over time. The amendments are consistent with the intent of the Comprehensive Plan and Statewide goals and guidelines. Findings The Comprehensive Plan (Volume 1, Goals and Policy Amendments) states: "Goal C -1 of the Comprehensive Plan is to coordinate with Marion County regarding planning issues that extend beyond the boundaries of the City of Woodburn, including amendments to the Comprehensive Plan and Transportation System Plan, and achieve a compact urban growth form." LA2012 -01 WDO Rewrite \Staff report Council 8of11 Page 24 Affected public agencies, including Marion County, have been notified on the proposed amendments to the WDO and Figure 7 -2 of the Transportation System Plan. Conclusion Legislative 2012 -01 complies with Goal C -1 of the Comprehensive Plan. Findings The State adopted 19 goals for state and local land use decisions. The statewide planning goals applicable to this case are Goal 1 (Citizen Involvement), Goal 2 (Land Use Planning), Goal 9 (Economic Development) and Goal 12 (Transportation). • Goal 1 requires that the City develop a citizen involvement program that insures the opportunity for citizens to be involved in all phases of the planning process. Agency and public notice has been provided. Open houses have been held and public hearings conducted. • Goal 2 requires that the City establish a land use planning process and policy framework as a basis for all decision and actions related to the use of land and to assure an adequate factual base for such decisions and actions. The Woodburn Development Ordinance contains procedures and requirements for facts and findings. The proposed amendments clarify the intent of the WDO by: o Including diagrams, illustrations, tables, charts and maps o Updating and standardizing terminology o Eliminating conflicting standards and circular references o Making the ordinance more user - friendly o Correcting scrivener errors • Goal 9 requires the City to provide adequate opportunities for a variety of economic activities vital to health, welfare, and prosperity. The amendments clarify the standards of the Ordinance. Landscaping standards for commercial development and street tree requirements have been lessened, reducing the need for variance adjustments. • Goal 12 requires that the City provide and encourage a safe, convenient and economic transportation system. The proposed amendments recognize the need for narrower streets for infill development, while balancing the transportation and pedestrian needs of the community. Conclusion The proposed additions and amendments are consistent with applicable statewide planning goals. LA2012 -01 WDO Rewrite \Staff report Council 9 of I I Page 25 Transportation System Plan Findings The Transportation System Plan (Volume 1, Text) includes the following applicable transportation goals and polices: Goal 2: Develop a street system which will handle projected year 2020 traffic demands in the Woodburn area, and interconnects residential areas with employment centers, schools, parks, churches, and regional transportation facilities. Policies: 4. Develop updated street design standards for arterials, collectors, and local streets. The proposed amendments allow narrower streets for infill development, while providing for the transportation and pedestrian needs of the community. Conclusion The amendments are consistent with the intent of the Transportation System Plan. CONCLUSION AND RECOMMENDATIONS The proposed amendment is consistent with the Woodburn Comprehensive Plan and the Woodburn Development Ordinance. It is recommended that the Council approve LA 2012 -01 and direct staff to prepare an Ordinance embodying the Council's decision. LIST OF ATTACHMENTS A. Woodburn Development Ordinance (proposed) B. Figure 7 -2 of the Transportation System Plan (TSP) C. Planning Commission minutes of January 24, 2013 D. Planning Commission minutes of February 7, 2013 E. Planning Commission minutes of February 28, 2013 F. Planning Commission minutes of March 14, 2013 G. Planning Commission draft minutes of March 28, 2013 LA2012 -01 WDO Rewrite \Staff report Council 10 of 11 Page 26 Note: The proposed revisions contain both "housekeeping" amendments that reorder provisions, provide clarity or correct clerical errors, and "substantive" amendments that change the standards or regulations. Marking up the numerous housekeeping amendments, as well as the substantive amendments, results in a document that is difficult to read. The attachments are "clean" versions that are easier to read, but do not indicate which provisions have been changed. This follows the practice and recommendation of the WDO Focus Group and the Planning Commission. LA2012 -01 WDO Rewrite \Staff report Council 11 of 11 Page 27 Street Design Standards 7 -2B Additional Street Sections LOCAL RESIDENTIAL WITH PARKING BOTH SIDES Local Residential With Parking Both Sides, 28 ft Pavement Width i 7' 14' 7' � 5' S' PARKING TRAVEL LANE PARKING 6, 5' PLANTING (QUEING) PLANTING PUBLIC i ►. STRIP STRIP ,�► PUBLIC UTILITY ; SIDEWALK 28' SIDEWALK : UTILITY EASEMENT; PAVEMENT ;EASEMENT 52' RIGHT -OF -WAY Legislative Amendment 2012 -01 December 2012 28 i 55 11' 1i 5.5' SIDE 7.5' TRAVEL TRAVEL 7.5' SIDE PUBLIC PUBLIC UTILITY 5 1 WALK PARKING LANE LANE PARKING WALK 1' S' UTILITY EASEMENT _., _._.- 4 _.._. _.__. _�. __._ EASEMENT 3T ROW -50' --._.__-'------------.__.---..._.__.._._.-------__..__.._....- -- -...._......._.____'_------- - CITY OF WOODBURN Economic and Development Services Planning Division JA1 :4 JA[07 _ ► ► i 270 Montgomery Street Woodburn, Oregon 97071 Phone (503) 982 -5246 Fax (503) 982 -5244 Date: May 13, 2013 To: Mayor Figley, City Councilors From: Jim Hendryx, Economic and Development Services Director Subject: Woodburn Development Ordinance Rewrite (LA 2012 -01) Corrections to Figures 3.101 K, 3.104 A and Table 3.104 A In finalizing the packet for the upcoming public hearing on Legislative Amendment 2012 -01, two errors were noted in the text. Specifically, Section 3.101 (Streets) was included the following street cross - section, but should not be included in that text. This street section was evaluated in earlier draft versions and was determined not to be necessary. Woodburn already has a similar street cross - section, which has the same 50 feet of right -of -way and 24 feet of pavement, versus the 22 feet of pavement noted below. LOCAL RESIDENTIAL WITH ALLEY ACCESS PUBLIC UTILITY EASEMENT 5' 1 6' ti' 11' 5' 3' 5' SIDE LAND TRAVEL TRAVEL LAND ' WALK SCAPE LANE LANE SCAPE WALK PUBLIC UTILITY EASEMENT ROW = 50' 3.101 L — Local Residential Street with Alley Secondly, Section 3.104 - Vehicular Access (Table 3.104A & Figure 3.104A) implies that (highlighted) common driveway access (flag lots) is allowable for series partitions or subdivisions with four or more lots. This issue came to light in recent discussions on proposed four -lot subdivisions. The table (3.104A) header needs to clarify the standard, limiting the number of flag lots serving a maximum of four tax lots. 29 Access Requirements Table 3.104A 1 to 4 Dwelling 5 or More Dwelling or Living Units, School, Commercial or or Living Units or House of Worship Industrial Use Flag Lot Access Width (feet) (See Figure 3.104A) 20 minimum 24 minimum 30 minimum 1. The separation should be maximized. 2. Driveways on abutting lots need not be separated from each other, and may be combined into a single shared driveway. 3. Driveways over 40 feet long and serving one dwelling unit may have a paved surface 12 feet wide. 4. Notwithstanding the widths listed in this table, the minimum clearance around a fire hydrant shall be provided. (See Figure 3.104D) 5. Throat length is measured from the closest off - street parking or loading space to the right -of -way. A throat applies only at entrances. , >. - r Replacement sections are included which correct these errors. Finally, assuming the rewrite is approved by Council, I would like the authority to reformat the numbering system of the ordinance, making it simpler to use. Instead of using the current 6 -digit (1.101.01) system, it would utilize a straightforward section index (Chapter 1, Section 101, Chapter 2, Section 101). This change would be reflected in the final ordinance implementing the changes to the WDO. 011 Figure 3.104A Flag Lot Access Width 3.101 Streets The purpose of this Section is to provide for safe and efficient streets within the City, and to implement the Woodburn Comprehensive Plan and the Transportation System Plan (TSP). The provision of streets is guided by the goals and policies of the Comprehensive Plan, the TSP, and other sections of the Woodburn Development Ordinance. 3.101.01 Applicability 3.101.02 General Provisions 3.101.03 Improvements Required for Development 3.101.04 Street Cross - Sections 3.101.05 Street Layout 3.101.06 Street Names 3.101.01 Applicability A. Rights -of -way standards apply to all public streets. B. Improvement standards apply to all public and private streets, sidewalks and bikeways. C. Functional standards are identified in the Woodburn TSP. D. This applies to all development, and is not limited to partitions, subdivisions, multi - family, commercial or industrial construction, or establishment of a manufactured dwelling or recreational vehicle park. Construction of a single - family dwelling or placement of a manufactured dwelling does not, for the purposes of this section, constitute development. 3.101.02 General Provisions A. No development shall be approved, or access permit issued, unless the internal streets, boundary streets and connecting streets are constructed to at least the minimum standards set forth in this section, or are required to be so constructed as a condition of approval. B. Private streets are prohibited, except in manufactured dwelling parks, pursuant to State statute (ORS Chapter 446 and OAR 918 -600). All private streets in manufactured dwelling parks shall comply with the standards of the Woodburn Development Ordinance (WDO) and State statute. C. Materials and construction shall comply with specifications of the City of Woodburn. D. The standards of this section may be modified, subject to approval of an Exception to Street Right -of -Way and Improvement Requirements. 3.101.03 Improvements Required for Development A. With development, the Internal, Boundary, and Connecting streets shall be constructed to at least the minimum standards set forth below. Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 1 31 B. Internal Streets Internal streets shall meet all standards of WDO and the TSP. C. Boundary Streets The minimum improvements for a Boundary Street shall be: 1. One paved 11 -foot travel lane in each direction; 2. On- street parking on the side of the street abutting the development, if on- street parking is indicated in the TSP; 3. Curb on the side of the street abutting the development; 4. Drainage facilities on the side of the street abutting the development; 5. Street trees on the side of the street abutting the development; and 6. A sidewalk on the side of the street abutting the development. D. Connecting Streets 1. The minimum improvements for a Connecting Street shall be one paved 11 -foot travel lane in each direction. 2. Connecting streets shall extend from the boundary street of a development, to the nearest intersection that meets the cross - section and improvement requirements of this section, or 1,000 feet, whichever is less. ,et E. When the Director determines that a required improvement of a Boundary or Connecting Street would not be timely, due to pending development of properties in the immediate vicinity or improvement of the streets which are identified in the Capital Improvement Program (CIP), the Director may accept a fee -in -lieu, in the amount equal to the costs of the required improvement. Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 2 32 Figure 3.10 1.A — Internal, Boundary, and Connecting Streets F. When the Director determines that a required improvement of a Boundary or Connecting Street would not be feasible, due to physical constraints of properties in the immediate vicinity or an inability to obtain right -of -way dedication, the Director may approve construction of a partial -width street, to the minimum standards set forth above. 3.101.04 Street Cross - Sections A. These standards are based on the functional classification of each street as shown in the Woodburn TSP. The street right -of -way and improvement standards minimize the amount of pavement and right -of -way required for each street classification, consistent with the operational needs of each facility, including requirements for pedestrians, bicycles, and public facilities. B. All public streets under the jurisdiction of the City of Woodburn shall comply with the cross - sections depicted in this Section. 1. For the cross - section illustrated in Figures 3.101 G - K, the street shall have fewer than 1,000 average daily trips (ADT) per day when all future street connections are made. 2. The cross - section illustrated in Figure 3.101 H, is optional in infill situations, or where adjacent streets are similarly constructed. Street trees shall be located in a street tree easement outside the public right -of -way. 3. For the cross - section illustrated in Figure 3. I01 I, provisions shall be made to ensure that emergency response vehicles have adequate access to all properties on the street. A 40- foot long clear area shall be provided for every two properties along each side of the street. The clear area may be created with parking restrictions created by adjoining driveways and location of fire hydrants, or by another method approved by the Director. 4. Figures 3.101 M -P illustrate one -way and two -way traffic concepts for downtown streets. C. For local residential streets which are not identified in the Comprehensive Plan, rights -of -way and improvements are determined by the Director at the time of development, based upon the existing and future estimated average daily trips of the development and surrounding development. D. Streets designated as Arterials or Collectors in the TSP which are located within the Historic Settlemier Transportation Corridor do not require bicycle lanes or a center turn lane, unless the Director determines that a turn lane is warranted for safety reasons. The existing pavement should be used to the extent possible to preserve the historic corridor. Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 3 33 PUBLI UTILI1 EASEMI loil PUBLIC UTILITY ASEMENT Figure 3.10113 — Major Arterial PUBLIC UTILITY PUBLIC UTILITY EASEMENT � J 13 MENT EASE W j 12' 1'� 6' 6' 6' 12' CENTER 12' W 6' 6' �1'I SIDE LAND BIKE TRAVEL LEFT TURN TRAVEL BIKE LAND SIDE WALK SCAPE LANE LANE LANE LANE LANE SCAPE WALK I 48' ROW = 74' Figure 3.101C — Minor Arterial PUBLIC UTILITY EASEMENT 'I'l 6' 1 6' 5' ' SIDE LAND LANE TRAVEL WALK SCAPE LANE ' (OPTIONAL) PUBLIC UTILITY EASEMENT 12, i CENTER 12• 5' 6' 11 LEFT TURN TRAVEL BIKE LAND SIDE LANE LANE LANE SCAPE WALK (OPTIONAL) I ROW = 72' Figure 3.101D — Service Collector Woodburn Development Ordinance Draft May 13, 2013 S ection 3.101 Page 4 34 14' 12' 11 12 12' CENTE 12 6' 6' SIDE LAND j BIKE TRAVEL TRAVEL LEFT TURN TRAVEL TRAVEL BIKE LAND SIDE I WALK SCAPE LANE LANE LANE LANE C LANE LANE LANE SCAPE WALK 74' ROW = IDD• PUBLIC UTILITY EASEMENT 6' 6' SIDE LAND 8' 5 1 WALK CAP PARKING ROW = 66' Figure 3.101E — Access Street / Commercial Street PUBLIC UTILITY EASEMENT SIDE � LAND � 5 JI WALK SCA E T LANE L rY PUBLIC UTILITY EASEMENT r' 12' 12' CENTER TURN TRAVEL LAND SIDE �1 LANE LANE SCAPE WALK 1' 5' Figure 3.101 F — Local Industrial Street PUBLIC UTILITY Y' PUBLIC UTILITY EASEMENT EASEMENT 5' 7' 10' O' 7' 5' SIDE LAND 7' TRAVEL TRAVEL 7' LAND SIDE 5 WALK SCAPE PARKING LANE LANE PARKING SCAPE WALK 5' 3 4' ROW = 60' Figure 3.101G — Local Residential Street with Parking Both Sides, 60 Foot Right -of -Way Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 5 35 r 12' 12' 6' 6' TRAVEL TRAVEL 8' LAND SIDE LANE LANE PARKING SCAP WALK 1 5 Figure 3.101H — Local Residential Street with Parking Both Sides, 50 Foot Right -of -Way PUBLIC UTILITY EASEMENT 5' ROW = 52' Figure 3. 101 I Local Residential Street — Skinny Street PUBLIC UTILITY EASEMENT 5' � 11' � 5' 4.5' 7' 11' 11' 4.5' 5' 1' S' SIDE LAND PARKING TRAVEL TRAVEL LAND SIDE WALK SCAPE LANE LANE SCAPE WALK PUBLIC UTILITY EASEMENT r' 5' PUBLIC UTILITY EASEMENT Figure 3.101) — Local Residential Street with Parking One Side Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 6 401 5.5' 11 11 5.5' PUBLIC PUBLIC UTILITY 5' 1' SIDE 7.5` TRAVEL TRAVEL 7.5' SIDE 1` 5' UTILITY EASEMENT WALK PARKING LANE LANE PARKING WALK EASEMENT 3 7 ' ROW 5' 6' 7' 14 7' 6' 5' SIDE LAND PARKING TRAVEL LANE PARKING LAND SIDE WALK SCAPE (QUEING) SCAPE WALK 28' PUBLIC UTILITY EASEMENT 5' Figure 3.101K — Local Residential Street with No Parking 1 PUBLIC UTILITY EASEMENT Figure 3.101 L — Traffic Concepts for Downtown Streets, One -Way and Two -Way Design Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 7 37 5 1 7' 12' 12' 7' 5' SIDE LAND TRAVEL TRAVEL LAND SIDE WALK SCAPE LANE LANE SCAPE WALK Plain v 1, 1k 1"d, i ........ .. FMiNT S Figure 3.101 M Plaza Street Plan — Two-Way Traffic Concept 17 ' 12' 14' SIDEWALK ANGLED PARKING TRAVEL SIDEWALK LANE 32' ROW 7 60' Figure 3.101N — One-Way with Angled Parking 12' 8* 10 10, 8' 12' SIDE PARKING TRAVEL TRAVEL PARKING SIDE WALK LANE LANE WALK 38' ROW -,: 60' Figure 3.101 O Two-Way with Parallel Parking Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 8 38 5 ' 6' .._ _ 12' 12' 14' 12' 12' 6' 5' Sidewalk Bike Travel Lane Travel Lane Two -Way Left Travel Lane Travel Lane Bike Sidewalk Lane Turn Lane Lane Paved Width = 73' Total Width = 84' Figure 3.101 P — Pacific Highway 99E Carl Road to Lincoln Street (MP 30.85 to MP 32.41) Figure 3.101 Q — Pacific Highway 99E Lincoln Street to 600 Feet South of Cleveland Street (MP 32.41 to MP 33.08 * *) f_ 6' I 6' _ 8' I 12' 14' 12' 6' , _ 6' Sidewalk Landscape' Buffered Travel Lane Two -Way Left Travel Lane Buffered Landscape Sidewalk Buffer Bike Lane Turn Lane Bike Lane Buffer f Paved Width = 53' Minimum Right -of -Way Width = 80'* j * One foot of right -of -way outside each sidewalk is needed for operational purposes. ** Transition between five-lane and three -lane roadways to occur between MP 33.08 and MP 33.99. Figure 3.101R — Pacific Highway 99E 1,150 Feet South of Cleveland Street to South UGB (MP 33.19 ** to MP 34.07) Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 9 39 6' 6' 6' 12' 12' 14' 12' 12' 6'_ 6' -. 6' Sidewalk Landscape' aan ff ` Bik Travel Lane Travel Lane Two-Way Lne f Travel Lane Travel Lane Lane Lansca Buffer le Sidewalk Paved Width = 73' Minimum Right-of-Way Width =100'* __ 3.101.05 Street Layout A. Termination of Streets, Bikeways and Pedestrian Ways 1. Cul -de -sac Streets a. The maximum length of a cul -de -sac street shall be 250 feet. Cul -de -sac length shall be measured along the center line from the nearest right -of -way line of the nearest intersecting street, to the point of curvature of the cul -de -sac bulb. b. The minimum radius of a cul -de -sac bulb right -of -way shall be 55 feet. c. The minimum improved street radius of a cul -de -sac shall be 45 feet plus curb, planting strip and sidewalk. d. The Director may require bikeway and pedestrian facilities to connect from one cul -de -sac to an adjacent cul -de -sac or street, except where the cul -de -sac abuts developed property, or where the Director determines that there is no need for a connection. 2. Temporary Dead End Streets Streets extensions that result in temporary dead end streets, or stub streets, shall: a. Be extended to the adjoining tract when it is necessary to give access to, or permit, a future division of adjoining land; b. Require a barricade at the end of the street to be installed and paid for by the property owners. It shall not be removed until authorized by the City of Woodburn. c. Have an all- weather sign at the temporary street terminus, installed by the property owners, that states: "This Street is Planned for Future Extension ". d. Provide either a one foot - reserve strip deeded to the City, or an alternative method for limiting access approved by the City, at the temporary end of the right -of -way. 3. Continuity of Public Bikeway and Pedestrian Facilities Located Off - Street Public bikeway and pedestrian facilities, other than those incorporated in a street right - of -way, shall either: a. Provide for a continuous system, with each segment originating and terminating with a connection to a public street, or to a designated activity center; or b. Provide stubbed facilities that may extend beyond the limits of an approved development, when such a public facility has been required by the decision - maker. B. Block Standards Block length shall not be less than 200 feet and not more than 600 feet, except where street location is precluded by any of the following; a. Natural topography, wetlands, significant habitat areas or bodies of water, or pre- existing development; b. Blocks adjacent to arterial streets, limited- access highways, collectors or railroads; Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 10 40 c. Residential blocks in which internal public circulation provides equivalent access. 2. In any block that is longer than 600 feet, as measured from the right -of -way line of the street to the right -of -way line of the adjacent street, a bikeway/ pedestrian facility shall be required through and near the middle of the block. On any block longer than 1,200 feet, pathways may be required through the block at 600 foot intervals. 4. In a proposed development, or where redevelopment potential exists and a street connection is not proposed, one or more bikeway and pedestrian facilities may be required to connect a cul -de -sac to public streets, to other pathways, or to the project boundary to allow for future connections. C. Street Access Developments comprised of 25 or more dwelling units, including existing units, shall have at least two means of public street access from a cul -de -sac, dead -end street, or other street. Those two or more means of public access must be two non - overlapping public street routes to a major arterial identified in the TSP. 3.101.06 Street Names A. All public streets and private manufactured dwelling park streets shall be named, after providing the Woodburn Fire District with an opportunity to review and comment. B. Public and private manufactured dwelling park streets shall be named as follows: 1. The street name shall not duplicate an existing street name, unless there is reasonable assurance the named streets will be connected in the future. 2. New streets shall be designated with the same names as existing streets only if they fall in the same grid line and there are reasonable assurances that the street will connect with another section of the numbered street. 3. Street names shall not sound like another street name or cause confusion. 4. Street names that are deliberately misspelled, frivolous, or reflect the name of the developer or family members shall not be allowed. C. Streets shall be further named with a suffix. 1. Except as indicated in the Woodburn Transportation System Plan, the following suffixes designations apply to new streets, as follows: a. North/South streets shall be designated as a "Street', with the exception that major streets classified as an arterial in the Woodburn TSP may be designated as a "Road" or a "Highway ". b. East/West streets shall be designated as an "Avenue ", with the exception that major streets classified as an arterial in the Woodburn TSP may be designated as a "Road" or "Highway ". c. A skewed or meandering street shall be named a "Drive ". Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 11 41 d. A street less than 1,000 feet in length may be designated as a "Place," "Way," or "Lane ". e. A cul -de -sac street with no cross - street shall be designated as a "Court". f. A continuous loop street that has two intersections with the same street shall be segmented, in reference to its orientation to the overall North/South, East/West street grid, so that the each segment of the loop has a unique name. g. A street that runs in a circle with only one entrance /exit shall be designated as a "Circle ". h. A street with a continuously landscaped median shall be designated as a "Boulevard ". Woodburn Development Ordinance Draft May 13, 2013 Section 3.101 Page 12 42 3.104 Vehicular Access The purpose of this Section is to establish procedures and standards for granting vehicular access to public streets. Pedestrian access to public streets and between buildings is required and specified by the Woodburn Development Code (WDO). 3.104.01 Applicability and Permit 3.104.02 Drive - Throughs 3.104.03 Driveway Guidelines and Standards 3.104.04 Improvement Standards 3.104.05 Traffic Impact Analysis 3.104.01 Applicability and Permit A. Street Access Every lot shall have: 1. Direct access to an abutting public street, or 2. Access to a public street by means of an access easement and maintenance agreement to the satisfaction of the Director, and revocable only with the concurrence of the Director. B. Access to City Streets A City access permit shall be required for any new or modified vehicular access to a street that is under City jurisdiction. C. Access to County Roads Access to a road under the jurisdiction of Marion County shall be subject to County requirements. The Director may incorporate County requirements into the conditions of approval for any application. D. Access to State Highways Access to a transportation facility under the jurisdiction of the Oregon Department of Transportation (ODOT) shall be subject to State requirements. The Director may incorporate ODOT requirements into the conditions of approval for any application. 3.104.02 Drive- Throughs A. Drive - Through Lane Dimensions and Configuration 1. Minimum Lane Width: 12 feet 2. Minimum Lane Length: 50 feet, unobstructed by lateral vehicular access. Precluded lateral vehicular access shall include the access /maneuvering area for off - street parking and overlap onto public street right -of -way. The unobstructed length shall be measured from the drive -up window or stop line, whichever is greater. Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 1 43 3. Minimum Turn Radius: 25 feet B. By -Pass Lane Drive - throughs shall include a by -pass lane to a site exit with a minimum width of 8 feet. 3.104.03 Driveway Guidelines and Standards A. Number of Driveways 1. For residential uses, the maximum number of driveways per lot frontage shall be one. For purposes of controlling driveway access, every 100 feet of frontage is considered a separate lot frontage. 2. A minimum of two driveways shall be provided in developments with: a. 30 dwelling units in single - family or duplex dwellings; or b. 100 dwelling units in multiple - family dwellings (200 if all dwelling units are equipped with automatic fire sprinklers); or c. 100 living units in group care facilities or nursing homes (200 if all living units are equipped with automatic fire sprinklers). 3. For nonresidential uses, the number of driveways should be minimized based on overall site design, including consideration of: a. The function classification of abutting streets; b. The on -site access pattern, including parking and circulation, joint access, turnarounds and building orientation; c. The access needs of the use in terms of volume, intensity and duration characteristics of trip generation. 4. Unused driveways shall be closed. B. Joint Access 1. Lots that access a Major Arterial, Minor Arterial, or Service Collector should be accessed via a shared driveway. 2. A partition, subdivision, or PUD should be configured so that lots abutting a Major Arterial, Minor Arterial, or Service Collector have access to a local street. Access to lots with multiple street frontages should be from the street with the lowest functional classification. 3. Every joint driveway or access between separate lots shall be established by an access easement and maintenance agreement to the satisfaction of the Director and revocable only with the concurrence of the Director. C. Interconnected Parking Facilities 1. All uses on a lot shall have common or interconnected off - street parking and circulation facilities. Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 2 44 Similar or compatible uses on abutting lots shall have interconnected access and parking facilities. Access Requirements Table 3.104A 1 to 4 Dwelling or 5 or More Dwelling or Commercial or Living Units Living Units, School, or Industrial Use House of Worship Flag Lot Access Width (feet) (See Figure 3.104A) 20 minimum 24 minimum 30 minimum 1 -way n/a 12 minimum 12 minimum 20 maximum 20 maximum Paved Width 24 minimum 24 minimum of Driveway 2 -way 20 minimum 30 maximum 36 maximum (feet) 3' 4 30 maximum (Add 8' if a turn lane is (Add 8' if a turn provided) lane is provided) Manufactured 10 minimum n/a n/a Dwelling Park Curb Flare Radius (feet) 15 minimum 25 minimum 30 minimum Major Arterial, Minor Arterial, n/a 50 minimum 50 minimum Throat Length (feet) s Service Collector Access or Local n/a 20 minimum 20 minimum Street Corner Access or Local 30 minimum 30 minimum 30 minimum Clearance Street Guidelines 1 Service Collector 50 minimum 50 minimum 50 minimum (See Figure Minor Arterial 245 minimum 245 minimum 245 minimum 3.10413) Major Arterial 300 minimum 300 minimum 300 minimum Driveway Driveway on the same parcel 22 minimum 50 minimum 50 minimum Separation Access or Local Guidelines Street none none none 1,2 (feet) (See Figure Service Collector 50 minimum 50 minimum 50 minimum 3.10413) Minor Arterial 245 minimum 245 minimum 245 minimum Major arterial 300 minimum 300 minimum 300 minimum Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 3 45 Access Requirements Table 3.104A 1 to 4 Dwelling or 5 or More Dwelling or Commercial or Living Units Living Units, School, or Industrial Use House of Worship Access to a Major or Minor Required Required Required Arterial Turnarounds Required if the (See Figure driveway length Requirements 3.104C) Access to any to the lot located Requirements per the per the other street furthest from the Woodburn Fire District Woodburn Fire street exceeds 150 District feet 1. The separation should be maximized. 2. Driveways on abutting lots need not be separated from each other, and may be combined into a single shared driveway. 3. Driveways over 40 feet long and serving one dwelling unit may have a paved surface 12 feet wide. 4. Notwithstanding the widths listed in this table, the minimum clearance around a fire hydrant shall be provided. (See Figure 3.104D) 5. Throat length is measured from the closest off - street parking or loading space to the right -of -way. A throat applies only at entrances. Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 4 U61 Figure 3.104A — Flag Lot Access Width C I � C N Y I � I Corner Special Setback 47 L O 26' 20' 20' Figure 3.104D — Minimum Fire Hydrant Clearance (from Oregon Fire Code Figure D103.1) 3.104.04 Improvement Standards The portion of a driveway on private property shall be paved with: A. Portland cement concrete to a minimum depth of six inches, or B. Asphalt concrete to a minimum depth of two inches, or C. Brick or pavers with a minimum depth of two and one -fourth inches. 3.104.05 Traffic Impact Analysis A. A Traffic Impact .Analysis (TIA) may be required by the Director prior to the approval of a City access permit when the Director estimates a development proposal may generate either 100 or more additional, peak hour trips, or 1,000 or more additional daily trips, within ten years of a development application. B. A TIA shall evaluate the traffic impacts projected of a development proposal and the estimated effectiveness of potential traffic impact mitigation measures. C. The methodology for a TIA shall be consistent with City standards. Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 6 EN WOODBURN PLANNING COMMISSION PUBLIC HEARING /MEETING MINUTES January 24, 2013 CONVENED: The Planning Commission met in a public meeting session at 7 p.m. in the City Hall Council Chambers, with Chair Ellen Bandelow presiding. ROLL CALL: Chair ; Bandelow Present Vice -Chair Prper Present Commissionerr�goeff Absent Commissioner valladar0 Present Commissioner Lima Present Commissioner Corning Present Commissioner Catny Present Staff Present: Jim Ilendryx, Economic & Development Services Director Jon Stewart, Assistant City Attorney Don Dolenc, Associate Planner Vicki Musser, Recording Secretary Chair Bandelow opened the workshop /meeting at 7 pm, and led the Commissioners in the flag salute. Minutes The November 29, 2012 minutes were unanimously approved. Business from the Audience There was none. Communication Director Hendryx recognized and welcomed the two new Planning Commissioners, Erubiel Valladares and Robert Carney. Items for Action There were none. 1 49 Public Hearing Director Hendryx stated that this meeting was a public hearing, held to discuss the Woodburn Development Ordinance (WDO) rewrite. This is the first of four Planning Commission public hearings regarding the rewrite, during which time the public is encouraged to come forward and discuss their thoughts and concerns about the changes that are being proposed for the WDO. The Planning Commission public hearing dates and discussion topics are: Jan. 24 — Sections 1 and 2 (Organization & Structure, Land Use Zoning, Specific Use Standards) Feb. 7"' — Section 3.1 and Section 5 (Development Guidelines and Standards, Application Requirements) Feb. 28 — Section 3.110 (Sign amortization) Mar 14 - Any issues remaining to be discussed There is time to schedule a fifth and even a sixth hearing if necessary, before the City Council meets and makes a final decision on the proposed changes to the WDO. The WDO was originally adopted in 2002. The purpose of the rewrite is to simplify and clarify the WDO, to include charts and maps, to update and standardize terminology, to resolve any conflicting standards and circular references, and to make things user - friendly. A series of three open houses were held during January, to give the public a chance to become familiar with the proposed WDO changes and to ask questions. Tonight is the first of the Planning Commission public hearings, and after discussion and recommendations from the Commission, it will go before the City Council. This has been a long process, taking about 3 1/2 years. The WDO Focus Committee, comprised of Woodburn business and property owners, was appointed by Mayor and the City Council to go through the WDO and recommend necessary changes to simplify and clarify the Ordinance. They were instrumental in making a list of possible changes, which were then brought before the Planning Commission for their discussion and recommendations. Director Hendryx went on to discuss an overview of the changes proposed in the different sections of the WDO. Public Testimony: Section 1.102 (Definitions): There was no comment from the public. Section 2 (General Provisions): Dave Nelson, 1010 Marion Street, spoke regarding Section 2.202.02 (Boat, Recreational and Vehicle Storage Pad). Mr. Nelson was interested in the proposed changes allowing boats and RVs to be parked adjacent to the driveway or beside the garage. Director Hendryx noted that many homeowners are parking in those spaces now, and are in 2 50 violation under the current code. Mr. Nelson was in favor of the proposed change to allow boat and RV parking by the garage or adjacent to the driveway. Dave Christoff, 671 Ironwood Terrace: Mr. Christoff was part of the WDO Focus Group, and expressed his approval for the proposed changes, especially in relation to the changes in the Ordinance's circular references. He commented that many people are in violation of some part of the present code. In some cases, their noncompliance has been grandfathered in over time. Violations are complaint driven, meaning that violations of the code are investigated in response to a citizen's complaint. Mr. Christoff feels that the changes being proposed are going to help to clarify and simplify the Ordinance. He noted that people often do not know about land use matters until a rule impinges on their desired action. Planning Commission Discussion Director Hendryx asked the Commission to consider whether the proposed changes address all the concerns that they have with the WDO. More questions may arise when the details are considered. Commissioner Piper said that, having gone through the sections of the WDO page by page and line by line in previous workshops, he is comfortable with the proposed changes. He agreed with Dave Christoff that the Ordinance seems to tell people what they can't do, rather than what they can. The ordinance is much clearer and easier to understand now with the proposed rewrite, and he felt that this is a major step forward. Commissioner Lima stated that he agreed with Commissioner Piper. Commissioner Valladares requested further explanation of violations being "complaint driven ". Director Hendryx said that violations are brought to the City's attention when a complaint is received. When someone has a complaint they wish to have investigated, it needs to be submitted to the City in writing, and then the City will take action. Commissioner Corning noted that she had found some typos, which she will submit to the Administrative Assistant for correction in the proposed rewrite. Director Hendryx summarized by saying that there were no significant changes being requested during this public hearing to the text rewrite. Chair Bandelow said that the Planning Commission is in favor of the WDO rewrite. She continued the hearing to the next Planning Commission meeting. It is scheduled for Thursday, February 7"', during which time Section 3.1 and Section 5 (including streets, setback and open space, off - street parking, landscaping, architectural design in manufactured dwellings, single family and multi - family, commercial) will be discussed. 3 51 Items for Action In January of each year, elections for Planning Commission Chair and Vice -Chair are held. Vice -Chair Piper nominated Claudio Lima as Chair for 2013. Chair Bandelow nominated Charlie Piper, who respectfully declined, since he presently has responsibilities to other Boards. Vice -Chair Piper stated again that he nominated Commissioner Lima as Chair, and Commissioner Corning seconded the motion. The vote was unanimous. Commissioner Lima nominated Vice -Chair Piper to continue in as Vice -Chair during the coming year, and Commissioner Corning seconded the motion. Again, the vote was unanimous. The next Planning Commission meeting /public hearing is scheduled for Thursday, February 7, 2013. Adjournment Commissioner Lima made a motion that the meeting be adjourned, and Commissioner Piper seconded it. The meeting was adjourned at 7:45pm. APPROVED Ellen Ba delow, Chair Date ATTEST James N.P. Hendryx bate ' Economic & Development Services Director City of Woodburn, Oregon M 52 WOODBURN PLANNING COMMISSION WORKSHOP/MEETING MINUTES February 7, 2013 CONVENED: The Planning Commission met in a public meeting session at 7 p.m. in the City Hall Council Chambers, with Chair Claudio Lima presiding. ROLL CALL: Chair ".Luna_ " . Present Vice -Chair . Commissioner Grigorieff Absent Commissioner " Valladares Present Commissioner Bande'low Present C"ommicsinnvr C"�r�iing ' Present Commissioner.�""Carney Present Staff Present: Jim Hendryx, Economic & Development Services Director Jon Stewart, Assistant City Attorney Don Dolene, Associate Planner Vicki Musser, Recording Secretary Chair Lima opened the workshop /meeting at 7 pm, and led the Commissioners in the flag salute. Minutes The January 24, 2013 minutes were unanimously approved. Business from the Audience There was none. Communication On Jan. 24` several Commissioners requested copies of the unaltered sections of the Woodburn Development Ordinance (WDO). Those sections were handed out to all the Commissioners at this meeting. An updated July, 2012 Comprehensive Plan was also handed out, as well as updated Planning Commission contact information, terms of office and common planning acronyms. Jim thanked the PC for arranging their being willing to meet on this specially scheduled date. Items for Action There were none. 53 Public Hearing This meeting was a continuance of the January 24, 2013 public hearing, which was held to discuss sections of the WDO rewrite. The purpose of these hearings is to offer a time during which the public is encouraged to come forward and discuss their thoughts and concerns about the changes that are being proposed for the WDO. Economic and Development Services Director Jim Hendryx presented a PowerPoint overview of the topics being covered at tonight's meeting. He noted that there have been a number of steps to follow in the process of rewriting the WDO and getting it ultimately approved (such as holding three open houses and sending over 5,000 notices out to Woodburn citizens), each of which led to tonight's process. The City Council is scheduled to hold a hearing in May to consider the WDO rewrite and make a final decision. There is ample time to hold several extra meetings before the City Council meeting if needed. The Planning Commission public hearing dates and discussion topics are: Jan. 24 — Sections 1 and 2 Feb. 7`" --- Section 3.1 and Section 5 Feb. 28 — Signs Section 3.110 (including amortization) Mar 14 - Any issues remaining to be discussed The purpose of the rewrite is to simplify and clarify the WDO, to include charts and neaps, to update and standardize terminology, to resolve any conflicting standards and circular .references, and to make things user - friendly. Tonight was the second of four Planning Commission public hearings, and after discussion and recommendations from the Commission, it will go before the City Council. Director I-Iendryx presented a PowerPoint to discuss an overview of the changes proposed in the different sections of the WDO. Section 3.101 Development Guidelines and Standards Director Hendryx did an overview of each section separately, so that the audience could respond to each if they wished. Public Testimony: Section 3.101 Street Standards No comments. Section 3.102 Utilities and Easements Commissioner Carney wanted to know if the WDO distinguished between high and medium voltage lines when discussing utility lines being put underground. He noted that there was a large price difference between putting high and medium voltage lines underground, and said the WDO should be amended to reflect this cost differential. He recommended putting medium voltage lines underground. 54 Section 3.103 Setbacks and Open Space Chair Lima asked about fence heights. The proposed rewrite is meant to standardize heights, rather than the different heights that would ordinarily be required in regards to the vision clearance area. Section 3.104 Vehicular Access Commissioner Bandelow felt that Table 3.104A should be amended in the "Paved width of driveway" section, which currently lists a 24 foot maximum residential driveway width. She felt the maximum width should be increased to 36 feet, so that a triple wide driveway is officially allowed, noting that there are many triple -width driveways already established in Woodburn. Section 3.105 Off - street Parking and Loading No comments. Section 3.106 Landscaping_ Standards Commissioner Valladares requested further information regarding drainage. Commercial structures have a requirement for retention (although not a bioswale that would further filter the water), whereas residential houses have drainage going to the street. A certain number of plant units (PUs) are required for commercial properties, in order to increase aesthetics and soften any stark building lines. The WDO rewrite proposes that PUs in roof gardens or living /green roofs could be used to satisfy up to 25% of total PUs required in the overall landscaping, except in cases of yards abutting a street and buffer yards (next to a less - compatible use). The PU credit would cover churches, schools, multi- family dwellings, as well as commercial and industrial areas, but not residential properties. Commissioner Piper noted that landscaping is primarily about aesthetics, and felt that a roof garden would not usually be seen or make an aesthetic difference. Director Hendtyx noted that another reason for encouraging roof gardens would be to improve storm water quality and act as a detention pond. Plants on the roof are able to clean and filter water before it goes into the ground, ponds, and rivets. Commissioner Piper suggested that it would be better to encourage roof gardens and other ways of treating water on -site with a credit going towards system development charges, rather than crediting with PUs. Commissioners Bandelow and Valladares agreed with Commissioner Piper, feeling that roof gardens serve a worthy purpose, but that another way should be found to encourage them. Commissioner Carney noted that a PU credit might give the owner the opportunity to put in more parking lot space, since he doesn't have to devote so much ground to landscaping. He felt that a PU credit for roof gardens doesn't necessarily achieve the intended purpose in regards to aesthetics. Commissioner Bandelow agreed. 55 Commissioner Piper said that the landscaping standards in the WDO were not based on water treatment, which would need to be dealt with as a whole separate issue. If, however, the PU credit stands, he felt that it should also include residential properties. Director Hendryx told the Commission that Public Works has rules for new buildings that would give them credit for filtering water on -site. An existing building has different rules, and their impervious surface (for parking) is already set. Danny Draper, 17507 SW Rigert Road, Aloha, OR 97007 Mr. Draper, standing in for Bob Barman, franchisee of the Chevron station near I -5, spoke. The present Woodburn Chevron will be torn down when ODOT widens the street. They want to remodel their Chevron station to resemble their eco- friendly station in Beaverton. At that station, they have built a canopy with a green roof down the middle, which holds in the hardscape water. Mr. Draper reminded the Commission that Chevron is one of the first businesses people see when they come off 1 -5 into Woodburn, and the garden roof would be seen by people coming over I -5, increasing aesthetic appeal. Chevron is asking for some flexibility in PU totals on sides abutting streets, since the number of PUs is so large, even with the proposed credit. They only have a single driveway and the gas trucks need to be able to turn into the gas station. It will cost significantly more to put in the green roof, but Chevron wants to hold to eco - friendly standards. Commissioner Piper says that historically the Planning Commission tends to look favorably on environmentally green projects. Director Hendryx summarized the discussion by noting the Commission's concern about the effect of roof gardens on landscaping. He questioned whether the proposed landscaping rewrite fully meets the Commission's concerns, and said that items 15 and 16 on page 4 of 9 in Section 3.106 will be deleted, to be reworked in some form. Director Hendryx asked the Commission to consider whether the proposed changes address all the concerns that they have with the WDO. More questions may arise when the details are considered. Section 3.107 Architectural Design Guidelines and Standards Commissioner Carney noted that manufactured homes are allowed in every area except for the Neighborhood Conservation Overlay District (NCOD) area. Director Hendryx stated that manufactured homes are subject to WDO standards, which are similar to regular houses. Manufactured homes must be on a foundation. Commissioner Bandelow pointed out that they are required to have a garage, as well. Section 3.108 Partitions and Subdivisions No comments. Section 3.109 Planned Unit Development Standards No comments. y'1i Section 5. 101 Type I (Administrative) Decisions and Application Requirements In 5.101.02, Type II (Quasi - Administrative) Decisions and Application Requirements, Director Hendryx noted that this section clarifies Design Review thresholds for multi - family dwellings, addressing previous Planning Commission concerns. • Type I — up to 4 units • Type II — 5 to 8 units • Type III — 9 or more units Section 5.103 Type III (Quasi - Judicial) Decisions and Application Requirements No comments. Section 5.104 Type IV (Quasi - Judicial) Decisions and Application Requirements No comments, Director Hendrvx noted the, prnpnsPd r_.hanuue.c to the Transportatinn System Plan Figure 7 -2. No comments. Commissioner Carney said that he had an opportunity to go through the WDO last year, and observed a lot of ambiguity. He congratulated Planning staff for all the work that has gone in to updating the WDO. Items for Action The next Planning Commission meeting /public hearing is scheduled for Thursday, February 28, 2013. Section 3.110 Signs, will be discussed, including the mandatory removal of nonconforming signs. Business from the Commission: Commissioner Bandelow observed that in regards to the flag salute, which is observed at the start of every Planning Commission meeting, there is no comma, and thus no pause, between the words, "one nation" and "under God ". Adjournment Commissioner Bandelow made a motion that the meeting be adjourned, and Commissioner Corning seconded it. Till, meeting was adjourned at 8.19 pm. APPROVED _.______,.._. __._.___ — ,._. _ 2:'' c Claudio Lima, Char Date ATTEST Jan1�. Hendrv'x D to Economic & Development Services Director City of Woodburn, Oregon 57 WOODBURN PLANNING COMMISSION WORKSHOP /MEETING MINUTES February 28, 2013 CONVENED: The Planning Commission met in a public meeting session at 7 p.m. in the City Hall Council Chambers, with Chair Claudio Lima presiding. ROLL CALL: Chair Present Vice -Chair Piper Present Commissioner .Gr7gorieff `- Present Commissioner Valladares Present Commissioner an Absent Commissioner Corning; Present Commissioner Carney Present Staff Present: Jinn Hendryx, Economic & Development Services Director Jon Stewart, Assistant City Attorney Don Dolenc, Associate Planner Vicki Musser, Recording Secretary Chair Lima opened the workshop /meeting at 7 pm, and led the Commissioners in the flag salute. Minutes The February 7, 2013 minutes were unanimously approved. Business from the Audience There was none. Communication There was none. Public Hearing This meeting was a continuance of the January 24 and February 7, 2013 public hearings, all of which are being held to discuss sections of the Woodburn Development Ordinance (WDO) rewrite. The purpose of these hearings is to offer a time during which the public can come forward and discuss their thoughts and concerns about the changes that are being proposed for the WDO. Economic and Development Services Director Jim Hendryx presented a PowerPoint overview of Section 3.110 - Signs. During the process of rewriting sections of the WDO and getting it ultimately approved, there have been many steps to follow (such as holding three open houses in January and assigning a sign focus group to study the sign ordinance and propose changes to the Planning Commission), each of which led to tonight's process. W The Planning Commission public hearing dates and discussion topics are: Jan. 24 — Sections 1 and 2 Feb. 7"' — Section 3.1 and Section 5 Feb. 28 — Signs Section 3.110 (including amortization) Mar 14 - Any issues remaining to be discussed The purpose of the rewrite is to simplify and clarify the WDO, to include charts and maps, to update and standardize terminology, to resolve any conflicting standards and circular references, and to make things user - friendly. Tonight is the third of four Planning Commission public hearings, and after discussion and final recoininendations from the Commission, the WDO rewrite will go before the City Council on May 13th. Council will decide at that time as to whether further meetings are needed. Director Flendryx went over the basic sign regulations for pole and monument (including changeable copy) signs, as well as wall and projecting signs. Roof signs are prohibited. He spoke about sign amortization, which is the deadline for nonconforming signs to be brought into conformance. In Woodburn's case, there would be a 10 year amortization period ending July 1, 2023, after which all nonconforming signs would be required to come into conformance. There is a list of possible reasons an owner might request an extension of amortization, such as proving that replacing the sign would be an exceptional hardship, or submitting evidence that the sign in question has not yet been fully depreciated for federal income tax purposes. The City Council set the 10 year amortization deadline. Director Hendryx said that inventory listing of conforming and nonconforming signs would be very useful as a guideline. At present, staff has a partial inventory of signs from 2005, but these are simply pictures of signs; there are no indications to show which signs are nonconforming. Ultimately, a complete inventory needs to be done, with clarity about any nonconforming aspects of individual signs. Individual notice was provided to all property owners in the City of the WDO rewrite open houses and public hearings, and they were informed about nonconforming signs and the amortization plan. Notice has also been posted on the City website. In addition, notice was printed in the Woodburn Independent and the information was given to the Chamber of Commerce, so the public has had plentiful opportunity to become aware of the proposals, even if no one is presently in the audience. Commissioner Carney wondered what would happen should an owner, or possibly a new owner, want to make a major change to a nonconforming sign. Director Ilendryx explained that wording can be changed on a sign without a permit and without coming into conformance. However, if the sign's size is changed, or if the sign is moved, then the nonconforming sign would have to come into compliance. With the I -5 project underway, a number of signs in that area will end up being moved. OA 59 Director Hendryx requested that the Commission continue the meeting to March 14` during which time any changes or final recommendations will be addressed. The Commissioners will be given a clean version of the WDO rewrite at that time. Commissioner Piper stated that he feels this version of the sign code is considerably better than the present code, will turn out to be a good ordinance. Commissioner Lima noted that the WDO rewrite is the conclusion of a great deal of hard work by many people. He feels sign regulations will bring a more visual appreciation to our City. Commissioner Carney brought up the topic of ID signs in shopping centers, asking if the individual stores are allowed a sign as well. Director Hendryx said that businesses are allowed either a pole or monument sign, and sometimes both if they have multiple street frontages. The individual businesses within the shopping center can have a wall sign, based on the percentage of their wall space. Sign content is not regulated. Commissioner Corning was interested in nonconforming electronic changeable copy signs, and whether they are required to come into conformance if it costs nothing to do so. She suggested proposing a regulation that would say if it costs nothing, conformance would be required in less than the amortization period. Director Hendryx replied that there is not a regulation in place that would require the changeable copy owner to come into conformance. Assistant City Attorney Jon Stuart stated that the 10 year amortization period was proposed in part to give business owners time to realize the benefit of a sign's cost before making a change. For instance, the owner of a flashing sign could argue that immediately turning off the flashing feature would lower the value of the sign. With amortization, they would have 10 years to comply. Commissioner Carney wanted to laiow how these proposed regulations deal with sign aesthetics. Director Hendryx stated that we can regulate size, shape, and materials, as well as the electronic transition blink factor in changeable copy signs. The sign focus group dealt with this issue, and came to the conclusion that although some aspects of signage could be regulated, such as signs being required to be "all- weather ", considerations of personal taste should be left up to the business owner, since opinions could easily differ on what is aesthetically pleasing. They felt that these proposed regulations were a reasonable solution. Commissioner Piper pointed out that the sign ordinance in existence today is more restrictive than the proposed regulations. It has been in existence for the last 10 -12 years. In another 10 years, most City signs will have come into conformance. Those that have not will be 22 -23 years old, and their usefulness will be nearing an end. Gradually, the old ones will be phased out or replaced, removed or changed. Commissioner Valladares suggested giving clearer sign guidelines when people apply for a sign permit or a grant. Director Hendryx felt that the idea had merit and might help the downtown area. .11 Commissioner Piper asked how graffiti was defined, noting that lettering without any borders exists in Woodburn. Assistant City Attorney Stuart said that graffiti has a statutory definition that involves markings made without the permission from property owners. Lettering without borders falls under the City's definition of signs and is regulated by the ordinance. Commissioner Grigorieff asked if a new owner is responsible to bring a former owner's sign into conformance. Director Hendryx stated that they would be bound by the amortization schedule but if they made no substantive changes, they would not have to bring sign into conformance before then. Assistant City Attorney Stuart said that there are triggers that require immediate conformance. If the new property owner requests a change to the property or wants to move the sign, then the sign has to come into conformance. However, buying or selling a property is not one of those triggers. The Commission voted to continue the public hearing on March 14th. Items for Action The next Planning Commission meeting /public hearing is scheduled for Thursday, March 14, 2013. Business from the Commission: None. Adjournment Commissioner Piper made a motion that the meeting be adjourned, and Commissioner Grigorieff seconded it. The meeting w s adjourned at 7:41 pm. 2 APPROVED ,/` - __.____.._._.__.__ - -- __ _ / 31 Y �v(� Claudio Lima, Chair ( Date James N.P. Hendryx Economic & Development Services Director City of Woodburn, Oregon Date at 4 61 WOODBURN PLANNING COMMISSION WORKSHOP/MEETING MINUTES March 14, 2013 CONVENED: The Planning Commission met in a public meeting session at 7 p.m. in the City Hall Council Chambers, with Chair Claudio Lima presiding. Chair iii Present Vice -Chan Present �� BAs Commissioner �� _��f� Absent Commissioner Present Commissioner Absent Commissioner Present �� Commissioner ma s� � �,. � � , „ �,6� Present , Staff Present: Jim Hendryx, Economic & Development Services Director Jon Stewart, Assistant City Attorney Don Dolenc, Associate Planner Vicki Musser, Recording Secretary Chair Lima opened the workshop /meeting at 7 pm, and led the Commissioners in the flag salute. Minutes The February 28, 2013 minutes were unanimously approved. Business from the Audience There was none. Communication There was none. Public Hearing This final public hearing is a continuance of the January 24 February 7 and February 28 2013 public hearings, all of which have been held to discuss sections of the Woodburn Development Ordinance (WDO) rewrite (LA 2012 -01). The purpose of the rewrite is to simplify and clarify the WDO, to include charts and maps, to update and standardize terminology, to resolve any conflicting standards and circular references, and to make things user- friendly. During the process of rewriting sections of the WDO and getting it ultimately approved, there have been many steps to follow (such as holding three open houses in January and 62 assigning a sign focus group to study the sign ordinance and propose changes to the Planning Commission). Tonight's process is a culmination of all the steps that have been taken. The Planning Commission public hearing dates and discussion topics have been: January 24, 2013 - Sections 1 and 2 Land Use Standards February 7, 2013 - Sections 3.1 and 5 Development Guidelines and Standards February 28, 2013 - Section 3.110 Signs (and amortization, with removal of nonconforming signs within 10 years) March 14, 2013 - Any issues remaining to be discussed; possible Planning Commission approval and recommendations for the City Council Staff went over the Ordinance since the public hearing on Feb. 28 rectified inconsistencies and made further grammatical changes where needed. Economic and Development Services Director Jim Hendryx noted that overall, the WDO is dramatically shorter. Some sections have been renamed to better reflect the content, and language has been clarified, but the content itself has not been changed. Over the past 3 1 /2 years, the Planning Commission has given various WDO recommendations for change and the revised WDO reflects those suggestions. A clean copy of the WDO was passed out at tonight's meeting. Tonight is the last of the four scheduled Planning Commission public hearings, and after discussion and final recommendations from the Commission, the WDO rewrite will go before the City Council on May 13th. Director Hendryx told the Commission that any further suggested modifications can be included in their recommendations to City Council. The Council will decide at that time as to whether further meetings are needed. Commissioner Piper made a motion that the public hearing portions of the meeting be closed, since no audience was in attendance. Commissioner Corning seconded the motion, and the Commission voted unanimously to close the public part of the meeting. The Commissioners began discussion portions of the sign ordinance in Section 3.110. Chair Lima brought up the possibility of requiring that signs be professionally made. At present, they are only required to be "all- weather ". Requiring that signs be professionally made might be a good way to achieve good aesthetics in signage. Commissioner Carney pointed out that, on the other hand, a regulation stipulating that a sign must be professionally made can act as a challenge to get around the rule. He encouraged Commission discussion about ways of being careful to phrase WDO sign language in a very specific manner, for example, listing "hand- painted signs" as not being allowed, which would be more all- encompassing and making it less likely to be able to skirt around the rule. 63 Commissioner Piper asked for suggestions on how to truly capture the intent of what the WDO is attempting to say when writing sign regulations. Various thoughts were considered, such as further clarifying language and giving specific examples of signs that would not be allowed. Commissioner Carney noted that when a sign is hand - painted on the wall of a business, it stays, even when the business owner no longer uses that building. One factor that should be considered is not only the quality and placement of the sign, but also the sign's potential for perpetual display. Director Hendryx summed up the discussion so far by noting the Commission's interest in addressing various signage issues, as well as desiring to make some recommendations regarding hand - painted signs. A. Assistant City Attorney Jon Stuart directed the Commission's attention to Section 3.110.06, page 7 General Requirements, subheading D, which states, "Each sign should be designed to be consistent with the architectural style of the main building or buildings on the site. Signs should be designed to incorporate at least one of the predominately visual elements of the building, such as type of construction, materials or color. The use of fluorescent colors or highly reflective materials should be discouraged." He said that this is an example of trying to establish aesthetic guidelines, without being rigid about it, since it's hard to consistently enforce signs that are not allowed. There are some sentences in the WDO that state "shall be ", and those indicate rules that must be adhered to. The WDO sentence, "The use of fluorescent colors or highly reflective materials should be discouraged", uses the word "should" and is designed to encourage people towards the good sign aesthetics the Commission was discussing at this meeting. Commissioner Piper observed that by the time a person goes to the time, expense and dealing with the structural requirements of building a sign, it's doubtful that the sign would be amateurishly hand- painted. He also brought up the regulation stating that signs must be "all- weather ", asking if unpainted plywood would be permitted. What is the life -span of an "all- weather" sign? He suggested that wood be put onto a list of non - acceptable materials. Director Hendryx said that a sign permit is needed for all signage, including wall signs. Staff has control over time, place and matter, but not content. The life -span of signage has not been determined. if someone hand- paints a sign onto the side of a building, it could become an enforcement issue to have it removed. He said that staff can put more qualifiers into the code, with a listing of what sort of materials can be used, such as treated plywood, rather than just the general term "plywood ". Staff will tighten up the language and return to the next meeting for further input. Additionally, staff will investigate signs around town and see whether the codes are being enforced. Assistant City Attorney Stuart said that the WDO needs to give clear enough direction that the average person can understand it. If terms are made too ambiguous, people will Me ,I not know what sign will be approved. The goal is to define with enough specificity that people can understand what they can and can't do. Commissioner Carney stated that the Commission wants discourage people going out and painting signs by hand on the side of their building. Assistant City Attorney Stuart suggested that one way to encourage better wall signs would be to require that certain materials be used, like wood or metal frames. This may discourage simple hand - painted signs. He said that murals are included under signs in the WDO. Under Oregon law, content cannot be regulated. Chair Lima likes the idea of restricting what materials can be used for making signs. Commissioner Corning suggested checking what other cities have done to regulate their signage. It was agreed to make the suggested changes to the sign code, restricting the materials used. The Commission voted to continue the discussion on March 28th. Items for Action The next Planning Commission meeting /public hearing is scheduled for Thursday, March 28, 2013. Business from the Commission: None. Adjournment Commissioner Corning made a motion that the meeting be adjourned, and Commissioner Valladares seconded it. The meeting was adjourned at 7.50 pm. , APPROVED — � Claudio Lima, Chair °� -- Date ATTEST James N.P. Hendryx Date, Economic & Development Services Director City of Woodburn, Oregon 65 A tin. W�QODBURN • May 13, 2013 TO: Mayor and City Council through City Administrator FROM: Scott D. Russell, Chief of Police SUBJECT: PSAP Consolidation and ORS 190 Creating METCOM RECOMMENDATION Adopt the ordinance approving the ORS 190 Agreement creating METCOM. BACKGROUND As Council may be aware, the Oregon Legislature during its budget processes has consistently sought to raid 911 funds for other state general fund purposes, debated allowing the 911 Tax to sunset, and has repeatedly threatened to force 911 Public Safety Answering Points (PSAP) to consolidate, regardless of the service impacts to citizens and first responders. Keeping this political backdrop in mind, staff has continually sought to streamline and consolidate services where they make sense for taxpayers and first responders. As you may recall NORCOM has already undergone two separate consolidations in its history. Over the last 2 ' /2 years in my role as NORCOM user Board Chair, I have been assisting the other NORCOM user agencies as they have been involved in discussions of 911 PSAP consolidation proposals with the Santiam Canyon Communications Center (SCCC). Recently, the NORCOM User Board and SCCC executive council agreed to a new ORS 190 agreement that will terminate the two agencies and create a new agency called METCOM (Marion area multi- agency Emergency Tele- Com munications Center). The new agreement has been approved by all the represented elected bodies it has come before so far and now comes before the Woodburn City Council for review. DISCUSSION Consolidation negotiations began in October of 2010 between NORCOM and SCCC located in Stayton. SCCC has been challenged, as have all call centers, by shrinking revenues and expanding technology needs, as well as changes in agency responsibilities. As you can imagine, this was a challenging negotiation Agenda Item Review: City Administrator _X City Attorney _x Finance _x .. Mayor and City Council May 13, 2013 Page 2 process involving the consolidation of two locations, two labor organizations, two user groups (thirty -nine constituent agencies), and multiple phone, data and radio systems. Successful negotiations came from focusing on the goals of improving service, managing costs, and reducing needless duplication of services. It was helped through a process of working together on small projects and then moving to larger operational issues. The process began in earnest in February 2011 when SCCC contracted for NORCOM to provide administrative services and operations supervision at SCCC. During 2011 SCCC and NORCOM became each other's respective back up facilities for 9 -1 -1 call answering and radio dispatching - connected via a fiber line. During the 2011 calendar year SCCC joined NORCOM's CAD which provided consistency in resource sharing and data management services. In March of 2012 the new CAD System went on line to support both centers and our 39 Agencies. During the winter of 2012, we continued to work together to implement strategies and agreements that would finalize a merger of the two entities. However, in April 2012, NORCOM was forced to reduce staffing by two dispatchers due to local budgetary constraints. In June of 2012, SCCC lost several employees to attrition and began contracting for dispatch services from NORCOM for the hours of 2300 -0700 hours. Under state rules this required that all 9 -1 -1 services be transferred to NORCOM 24 x 7, and in August 2012 all dispatch operations moved to NORCOM under contract. Due to this agreement, NORCOM was able to reinstate the two reduced positions to support the merged operations in one facility. The name of METCOM comes from: the words "Marion Area" "Multi- Agency" "Emergency Telecommunication" "Center ", recognizing our primary service area in Marion County but also recognizes our neighboring county boundaries that are served. "Multi- Agency" symbolizes that METCOM provides service to a diverse population of user agencies to include police /fire /EMS /public works /BLM and USFS. "Emergency Telecommunication" represents our professional staff, their credentials and their critical role within our community. "Center" is identifying a single entity wherein all users have agreed to be a part. The new ORS 190 agreement was created utilizing the preferred language from other consolidated dispatch agreements that are currently in operation. Prior to the final document being presented for approval it underwent multiple rounds of legal review and was modified over a dozen times throughout the last eighteen months. The Woodburn City Attorney's office provided invaluable 67 Mayor and City Council May 13, 2013 Page 3 assistance in finalizing the document. In February 2013 the SCCC Executive Council approved the draft Intergovernmental ORS 190 Agreement, and in March 2013 the full NORCOM User Board approved it as well. This final ORS 190 agreement represents a great deal of hard work on the part of NORCOM staff and some complicated negotiations between the parties. The form and substance of the agreement will provide for a strong and stable dispatch center that can serve the emergency needs of over 900,000 residents of the Willamette Valley for many years to come. METCOM is anticipated to provide services to 39 organizations identified as "Principals" and "Subscribers." This is an important opportunity for the users and is expected to bring stability to all principals and subscribers and the communities they represent. The City Council will notice that an emergency clause was added to the ordinance. This is to ensure the immediate establishment and operation of METCOM as a functioning entity. FINANCIAL IMPACT The agreement provides for stable dispatch user fees over the next two (2) years with no greater than a 3% per year increase during that time frame. The FY 2013 -14 user fees to METCOM for services to Woodburn Police Department will be $352,812 which is included in the proposed FY 2013 -14 City of Woodburn Police Department Budget. (For comparison the FY 2012 -13 user fee to NORCOM was $342,536, but potential increases for FY 2013 -14 were anticipated to rise well above the 3% mark without a successful consolidation.) :11:1 COUNCIL BILL NO. 2928 ORDINANCE NO. 2506 AN ORDINANCE ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT FOR THE MARION AREA MULTI - AGENCY EMERGENCY TELECOMMUNICATION CENTER ( METCOM) AND AUTHORIZING THE CITY ADMINISTRATOR TO SIGN SAID AGREEMENT; AND DECLARING AN EMERGENCY WHEREAS, the City of Woodburn is currently a member of the North Marion County Communications Center ( NORCOM) created by an intergovernmental agreement pursuant to ORS Chapter 190; and WHEREAS, the governing board of NORCOM and its members have proposed to dissolve NORCOM in favor of creating a new entity called the Marion Area Multi- Agency Emergency Telecommunication Center ( METCOM) by an intergovernmental agreement pursuant to ORS Chapter 190; and WHEREAS, the member entities of METCOM will be the Aumsville Fire District, Aurora Fire District, City of Aumsville, City of Aurora, City of Donald, City of Gates, City of Gervais, City of Hubbard, City of Idahna /Detroit, City of Jefferson, City of Mill City, City of Mt. Angel, City of Scotts Mills, City of Silverton, City of St. Paul, City of Stayton, City of Sublimity, City of Turner, City of Woodburn, Drakes Crossing Fire District, Gates Fire District, Hubbard Fire District, Idahna/ Detroit Fire District, Jefferson Fire District, Lyons Fire District, Marion County, Mill City Fire District, Monitor Fire District, Mt. Angel Fire District, Silverton Fire District, St. Paul Fire District, Stayton Fire District, Sublimity Fire District, Turner Fire District and Woodburn Fire District. WHEREAS, these entities desire to create METCOM by entry into a new intergovernmental agreement affixed hereto as Attachment "A" and incorporated by reference; NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. Pursuant to ORS 190.085, the City of Woodburn approves the Intergovernmental Agreement for the Marion Area Multi- Agency Emergency Telecommunication Center ( METCOM) affixed hereto as Attachment "A" and incorporated by reference and consents to joinder by the Aumsville Fire District, Aurora Fire District, City of Aumsville, City of Aurora, City of Donald, City of Gates, City of Gervais, City of Hubbard, City of Idahna /Detroit, City of Jefferson, City of Mill City, City of Mt. Angel, City of Scotts Mills, City of Silverton, City of St. Paul, City of Stayton, City of Sublimity, City of Turner, City of Woodburn, Drakes Crossing Fire District, Gates Fire District, Hubbard Fire District, Idahna /Detroit Fire Page 1 - Council Bill No. 2928 Ordinance No. 2506 .• District, Jefferson Fire District, Lyons Fire District, Marion County, Mill City Fire District, Monitor Fire District, Mt. Angel Fire District, Silverton Fire District, St. Paul Fire District, Stayton Fire District, Sublimity Fire District, Turner Fire District and Woodburn Fire District. Section 2. The City Administrator is authorized to sign said agreement on behalf of the City. Section 3. This ordinance being necessary for the immediate preservation of the public peace, health and safety for the reason that the City wants to accommodate the immediate establishment and operation of the METCOM Center, an emergency is declared to exist and this ordinance shall take effect immediately upon passage by the Council and approval by the Mayor. Approved as to form: Approved: Passed by the Council City Attorney Date Kathryn Figley, Mayor 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. 2928 Ordinance No. 2506 7t; Attachment A Pagel of 73 INTERGOVERNMENTAL AGREEMENT Marion Area Multi- Agency Emergency Telecommunication Center (METCOMI THIS AGREEMENT is made and entered into by and between the Aumsville Fire District, Aurora Fire District, City of Aumsville, City of Aurora, City of Donald, City of Gates, City of Gervais, City of Hubbard, City of Idahna Detroit, City of Jefferson, City of Mill City, City of Mt. Angel, City of Scotts Mills, City of Silverton, City of St. Paul, City of Stayton, City of Sublimity, City of Turner, City of Woodburn, Drakes Crossing Fire District, Gates Fire District, Hubbard Fire District, Idahna Detroit Fire District, Jefferson Fire District, Lyons Fire District, Marion County, Mill City Fire District, Monitor Fire District, Mt. Angel Fire District, Silverton Fire District, St Paul Fire District, Stayton Fire District, Sublimity Fire District, Turner Fire District and Woodburn Fire District (collectively, the "Principals "). RECITALS WHEREAS, the Principals wish to establish and maintain a Public Safety Answering Point and consolidated emergency service communications center, to be known as the Marion Area Multi- Agency Emergency Telecommunications Center or METCOM; and WHEREAS, ORS 190.010 et seq. authorizes governmental entities to agree to the joint provision of communications services and to create an Agency to provide these services; and WHEREAS, the Principals have investigated the means by which consolidation of some or all existing emergency service communication operation in Marion County may be accomplished for the purpose and benefit of enhancing public safety; and WHEREAS, the Principals, through creation of METCOM, seek to deliver excellent emergency service communications in a highly efficient manner; to access potential economies of scale through consolidation of activities; to promote interagency collaboration, communication and interoperability; and to continuously identify means to enhance service delivery; and WHEREAS, the establishment and maintenance of such services will be of benefit to the citizens of the Principals and the public in general; and WHEREAS, substantial investigation and communication of alternative approaches to calculate User Fees will result in a fee formula which the parties agree is fair and equitable; and NOW, THEREFORE, in consideration of the promises and agreements contained in this Agreement and subject to the terms and conditions set forth, it is mutually understood and agreed by the parties as follows: 71 Attachment A Page 2 of 73 SECTION 1— DEFINITIONS The terms used in this Agreement shall have the meanings set forth in this section. A. Agreement —This Intergovernmental Agreement for Communications Services B. Chair — The officer elected by the Governing Board to preside over the Board meetings. C. Designated Voting Representative — The individual who has been authorized by a Participating Agency to vote on issues before the Governing Board. D. Executive Director —The Chief Administrative Officer of METCOM. E. Fire / EMS Service Committee — The advisory board composed of a Designated Voting Representative from each Principal and Subscriber that has a fire or emergency medical service department or agency as described in Section 6. F. Fiscal Year — One funded year of operations, beginning on July 1 and ending on June 30 of the following year. G. Governing Board — The governing body of METCOM composed of a Designated Voting Representative from each Principal and Subscriber as described in Section 5. H. Joint Operating Board — The advisory body described in Section 6, which consists of the combined membership of the Fire /EMS Service Committee and Police Service Committee. I. Majority — More than one -half of all the votes cast by those present and constituting a quorum. J. NORCOM —North Marion County Communications Center. K. Participating Agencies - All Principals and all Subscribers, as they may be so constituted from time to time. Each is individually referred to as a "Participating Agency" or "Participant ". L. Police Service Committee — The advisory board composed of a Designated Voting Representative from each Principal and Subscriber that has a police, sheriff or similar department or agency as described in Section 6. Intergovernmental Agreement Page 2 72 Attachment A Page 3 of 73 M. Public or Private Safety Agency - Any unit of state or local government, a special - purpose district or a private firm that provides or has authority to provide fire- fighting, police, ambulance or emergency medical services. N. Principal — A general purpose municipal corporation or government agency, a fire district, a public safety organization, or a state or county agency, which has accepted the terms of and is a party to this Agreement. O. Public Safety Answering Point (PSAP) — A 24 -hour communications facility established as an answering location for 9 -1 -1 calls originating within a given service area, receiving all calls directly from the public, and processing those calls by direct dispatch, call relay or transfer to the appropriate Public or Private Safety Agency. Also known as a Primary PSAP. P. SCCC - Santiam Canyon Communications Center. Q. Subscriber - A general purpose municipal corporation, private organization, government agency, a fire district, a public or private safety agency or a state or county agency which has contractually agreed to pay METCOM for emergency communications services or other services as offered at a rate or rates according to such terms and conditions as may be established by METCOM, but is not a Principal under this Agreement. R. Super - Majority At least two - thirds of all the members of the board or governing body entitled to cast a vote. S. User Fees — Those fees charged to Participating Agencies for services provided by METCOM. T. User Fee Formula — A fee calculation used to identify user fees for disciplines [police /fire /EMS /Other Principals] for service provided known as User Fees. U. User Fee Smoothing — A process by which Participating Agencies negotiate for sharing increases to user fees as a transition period over time. V. Vice Chair — The officer elected by the Governing Board to act as the Chair in his or her absence. W. 9 -1 -1 Service Area — The geographical area identified through the METCOM's jurisdiction as the Primary PSAP and on file with the Oregon Emergency Management Office that contains the entire central office servicing area from which the METCOM as the Primary PSAP will have the capability to answer calls placed to 9 -1 -1. Intergovernmental Agreement Page 3 73 Attachment A Page 4 of 73 SECTION 2 — CREATION OF PSAP A. There is hereby created a consolidated public safety communications agency, hereinafter called Marion Area Multi Agency Emergency Telecommunications Center, to be known as METCOM. METCOM shall have the responsibility and authority for emergency service communications and all related functions incidental thereto for the purpose of communication and dispatching in the furtherance of public safety and emergencies within the boundaries of its 9 -1 -1 Service Area. B. The Intergovernmental Agreements between Participants of the North Marion County Communications Center (NORCOM) and Santiam Canyon Communications Center (SCCC) are hereby repealed and replaced in their entireties by this Agreement. C. METCOM is hereby vested with all powers, rights and duties necessary for performing the functions of a 9 -1 -1 Public Safety Answering Point (PSAP) under Oregon Law and initiating appropriate response pursuant to ORS 403.100 et seq. including, but not limited to, contracting for such services. SECTION 3 — DUTIES AND SERVICES A. METCOM is designated by the Principals as their PSAP and shall have the responsibility and authority for answering, receiving, dispatching and transferring emergency service communications and all related functions incidental thereto for communicating and dispatching services between the public and the Participating Agencies' directly served public safety departments in the furtherance of improved public safety and emergency response, including but not limited to the following services: 1. Receiving 9 -1 -1 Calls and routing calls for police, fire and medical services on a 24/7 basis; 2. Receiving and disbursing 9 -1 -1 telephone tax revenue in accordance with the ORS 403.200, OAR 150 - 403.200 and any other applicable law. 3. Receiving and disbursing revenues and expenditures from User Fees in accordance with operating policies and procedures and applicable law. 4. Directing a response to said calls by either dispatching the appropriate emergency police, fire or medical unit or forwarding the call to the appropriate agency for response on a 24/7 basis; Intergovernmental Agreement Page 4 74 Attachment A Page 5 of 73 5. Providing on -going communication support to personnel in the field; 6. Updating, maintaining and managing the radio communications systems (excluding equipment, base stations and towers owned and /or leased by individual Participating Agencies), computer systems, support files and resource materials necessary to accomplish the above; 7. Maintaining and supporting communications lines and equipment and contracting with a communications company or companies and other contractors for lines and equipment required for effective operation; 8. Maintaining backup communications systems; 9. Initiating public safety records for all dispatched calls and providing such records services, including the updating, maintaining and managing in compliance with public records law; 10. Providing access to Computer Aided Dispatch (CAD) system to Participants through display access; 11. Establishing and updating from time to time standard protocols for communications to and from personnel in the field. B. METCOM will not provide the following types of service: 1. Provide business service non - emergency call taking for Participants without a supplemental contract for service agreement. 2. Monitoring of alarm systems. 3. Maintaining individual subscriber record systems other than CAD consistent with Oregon archive regulation; 4. Maintaining Mobile Data System Software /Hardware and Connectivity; 5. Maintaining radio communications equipment, base stations and towers owned and /or leased by individual Participating Agencies and not by METCOM. C. METCOM will employ qualified and certified personnel consistent with Exhibit A which is subject to modification with Governing Board approval. Exhibit E and F identify the employment obligation upon the commencement of METCOM. Intergovernmental Agreement Page 5 75 Attachment A Page 6 of 73 SECTION 4 — POWERS A. METCOM shall have all powers allowed by law for intergovernmental agencies created under ORS 190.010 et seq., and all powers allowed by law for PSAPs under ORS 403.100 et seq., including but not limited to the following: Recommending action to the legislative bodies of the Participating Agencies; 1. Reviewing and approving budget expenditures; 2. Establishing policies for expenditures of budget items; 4. Reviewing and adopting a personnel policy; 5. Reviewing and approving operating policy; 6. Establishing a fund or special fund or funds as authorized by Oregon Budget Law for operations; 7. Conducting regular and special meetings as may be designated by the Governing Board consistent with the State of Oregon Open Public Meetings Law; 8. Maintaining and managing records in accordance with the state Public Records Law and other applicable state and federal records laws and regulations; 9. Determining what services shall be offered and under what terms they shall be offered; 10. Hiring, training, disciplining and terminating an Executive Director and other personnel and ensuring appropriate staffing levels; 11. Creating committees to review and make recommendations; 12. Approving strategic plans; 13. Approving the addition of new Principals and new Subscribers and the terms of participation and receipt of services; 14. Entering into agreements with third parties for goods and services necessary to fully implement the purposes of this Agreement; Intergovernmental Agreement Page 6 0 . Attachment A Page 7 of 73 15. Establishing User Fees and other charges for services provided to Participating Agencies; 16. Directing and supervising the activities of the Joint Operations Board, the Fire /EMS Services Board, the Police Services Board and the Executive Director; 17. Making purchases or contract for services necessary to fully implement the purposes of this Agreement; 18. Entering into agreements with, and receiving and distributing funds from, any federal, state or local agencies; 19. Receiving all funds allocated to METCOM by Participating Agencies; 20. Purchasing, taking, receiving, leasing, taking by gift, or otherwise acquiring, owning, holding, improving, using and otherwise dealing in and with real or personal property, or any interest therein; 21. Selling, conveying, leasing, exchanging, transferring, and otherwise disposing of all of its property and assets; 22. Suing and being sued, complaining and defending, in all courts of competent jurisdiction; 23. Making and altering bylaws for the administration and regulation of its affairs; 24. Adopting all rules necessary to carry out its powers and duties; 25. Requesting the issuance of debt by Principals on behalf of METCOM, provided that METCOM itself shall not be authorized to issue debt; 26. Approving, modifying or terminating agreements to provide communications, including call reception and /or dispatch services to any person, firm, corporation, local government or agency of government provided that it shall undertake no obligation that has the effect of diminishing or degrading the level of service provided to the current Participating Agencies. 27. Entering into contracts with local government agencies or third parties for the use of space for its operations, and for staff and auxiliary services including, but not limited to, records, payroll, accounting, purchasing and data processing. Intergovernmental Agreement Page 7 77 Attachment A Page 8 of 73 28. Entering into contracts with Subscribers on such terms as it deems appropriate and beneficial. 29. Any and all other acts necessary to further METCOM'S goals and purposes. SECTION 5 — GOVERNING BOARD; COMPOSITION AND OPERATION A. Duties of Governing Board Attached hereto as Exhibit A is an organizational chart for METCOM. All powers of METCOM shall be exercised by or under the authority of the Governing Board, and the business and affairs of METCOM shall be managed under the direction of the Governing Board. In particular, the Governing Board shall be responsible for: 1. Providing direction and assistance to the Joint Operating Board; 2. Establishing employment terms and conditions, including compensation and termination of the Executive Director; 3. Adopting an annual operating budget in accordance with ORS 294.900 to 294.930, including determination of User Fees and formulas; 4. Obtaining and reviewing an annual audit of finances by an independent accounting firm for the purposes of receiving an opinion on the financial statements; 5. Promulgating rules for the orderly management of personnel matters; 6. Approving new Participating Agencies; 7. Establishing policy, including adopting personnel policies, board policies and standard operating procedures. B. Number and Qualification The Governing Board shall be composed of one (1) Designated Voting Representative from each Participating Agency. Each Participating Agency shall have only one seat on the Governing Board. The Designated Voting Representative shall be the Chief Executive officer of the Participating Agency or employed by the Participating Agency as public safety personnel. Designated Voting Representatives are hereafter referred to as members of the Governing Board. Members may only serve for such time as they are employed by the Participating Agency. Upon termination of a Participating Agency, its representation on the Governing Board shall cease; provided that entities contributing through 9 -1 -1 PSAP Tax shall continue to have representation on the Governing Board. Intergovernmental Agreement Page 8 78 Attachment A Page 9 of 73 C. Participating Agencies As of the date of this Agreement, the Participating Agencies with Designated Voting Representatives on the Governing Board, are listed on Exhibit B attached hereto and by this reference made a part hereof. D. Alternates Each member of the Governing Board may designate in writing at least 72 hours in advance of a board meeting one alternate to serve on the Governing Board when such member is absent or unable to serve, provided that each such alternate must be employed by said Participating Agency as public safety personnel. Alternates may only serve for such time as they are employed by the Participating Agency as public safety personnel. E. No Proxies Only the member or, in the absence of the member the alternate, may vote on behalf of a Participating Agency. A Participating Agency may not appoint any other person or entity to serve as a proxy. F. Quorum: A majority of the members of the Governing Board shall constitute a quorum for the transaction of business at any meeting. G. Voting Members of the Governing Board shall be entitled to vote on all matters before the Governing Board unless prohibited by law. Each member shall have one vote. Except as otherwise required by law or set forth herein, a Majority of the votes present and entitled to be cast at any duly organized meeting shall decide any question. H. Items Requiring Super - Majority Vote for Approval: A Super- Majority vote of the Governing Board (two- thirds of all members) shall be required in order to approve the following items or actions. 1. Approval or amendment of METCOM'S budget, including the User Fee formula; 2. A decision to ask the Principals to issue debt for or on behalf of METCOM; 3. A decision to acquire assets, equipment, real or personal property valued at over $25,000; 4. Admission of anew Principal or Subscriber; 5. Appointment of the Executive Director; 6. Amendments to this Agreement; Intergovernmental Agreement Page 9 M7 Attachment A Page 10 of 73 7. Expansion of the scope of services provided by METCOM; and 8. Termination of a Participating Agency for delinquencies in payment of User Fees. 1. Meeting: The Governing Board shall meet not less than four (4) times per year, at least once each calendar quarter, at a time and place designated by the Chair of the Governing Board or by a majority of its members. Not less than fourteen (14) days advance written or printed notice of regular meetings shall be given to the members of the Governing Board. Public notice, reasonably calculated to give actual notice to interested persons including news media which have requested notice, of the time and place for holding regular meetings, shall also be given and shall include a list of principal subjects anticipated to be considered at the meeting; however the Governing Board may consider additional subjects at the meeting. Special meetings may be called by the Chair upon giving all other members not less than seven (7) days prior notice. No special meeting shall be held without at least 24 hours' notice to the members of the Governing Board, the news media which have requested notice and the general public. In case of an actual emergency, a meeting may be held upon such notice as is appropriate to the circumstances, but the minutes for such a meeting shall describe the emergency justifying less than 24 hours' notice. Telephone Conference Meeting Any regular or special meeting of the members may be by telephone or other electronic communications equipment by means of which all persons participating in the meeting can hear each other. Such meetings are subject to Public Meetings Law if they otherwise qualify by virtue of their deliberative purpose and presence of a quorum. K. Board Rules Unless otherwise provided, Robert's Revised Rules of Order shall govern all procedural matters that relate to business that is presented to the Governing Board for action. L. Policy The Governing Board may adopt such policies and procedures as may be necessary to conduct its business, consistent with this Agreement M. Delegation: The Governing Board may delegate responsibility for execution of Governing Board policies and directives and for day -to -day operational decision - making to special committees, subcommittees, and /or an Executive Director, including the hiring and supervision of additional staff positions. N. Compensation: All members and their alternates shall serve without compensation. Intergovernmental Agreement Page 10 � -111 Attachment A Page 11 of 73 0. Vacancies In the event of a Participant delegate vacancy, the affected Participating Agency shall submit, in writing, within at least 72 hours in advance of the next board meeting, the name of the Designated Voting Representative (employee) to fill that Participants vacancy to the Governing Board. P. Officers The Governing Board shall have the following officers: the Chair, Vice - Chair and Second Vice - Chair. 1. In even years, the Chair and Second Vice -Chair shall be from a Participating Agency that provides Fire /EMS services and the Vice -Chair shall be from a Participating Agency that provides Police services and in odd years, the Chair and Second Vice -Chair shall be from a Participating Agency that provides Police services and the Vice -Chair shall be from a Participating Agency that provides Fire /EMS services. 2. The officers shall be initially elected at the first meeting of the Governing Board by majority vote of the members on the Governing Board and shall serve for a two -year term. 3. The officers shall be limited to serving no more than two terms. 4. In the event of a vacancy, the position shall be filled by the Governing Board for the remainder of the position's term. 5. The officers shall have such authority and perform such duties in the management of METCOM as may be designated from time to time by the Governing Board. SECTION 6 —JOINT OPERATING BOARD AND SERVICE BOARDS A. Creation and Membership A Joint Operating Board is hereby created to serve in an advisory capacity to the Governing Board. The Joint Operating Board shall be composed of the combined membership of the Police Service Committee and Fire /EMS Service Committee. 1. Police Service Committee: The Police Service Committee shall consist of the Chief or his /her designee (an employee) from each Participating Agency with a police department, law enforcement agency or equivalent agency or operation directly receiving services from METCOM. Each Participating Agency shall have no more than one seat on the Police Service Committee. Intergovernmental Agreement Page 11 m Attachment A Page 12 of 73 2. Fire /EMS Service Committee: The Fire /EMS Service Committee shall consist of the Chief or his /her designee (an employee) from each Participating Agency with a Fire /EMS department or equivalent agency or operation directly receiving services from METCOM. Each Participating Agency shall have no more than one seat on the Fire /EMS Service Committee. B. Board Representatives Persons serving on either the Police or Fire Service Board(s) are referred to as Representatives. Representatives may only serve for such time as they are employed by the Participating Agency. When an entity ceases to be a Participating Agency, it will cease having a representative on the Service Boards; provided that entities contributing through 9 -1 -1 PSAP Tax shall continue to have representation on the Boards. C. Powers The Operating Board shall meet for the purpose of promoting interagency collaboration and cooperation, sharing information, developing proposed Agency operating policy and such other matters as the Governing Board may direct. The Joint Operating Board shall provide advice, information, and recommendations to the Governing Board or the Executive Director as needed from time to time. D. Alternates Representatives to the Boards may designate in writing at least 72 hours in advance of a board meeting one alternate to serve on the Joint Operating Board when such representative is absent or unable to serve provided that such alternate must have operational responsibilities within its respective agency. Alternates may only serve for such time as they are employed by the Participating Agency. E. No Proxies Only the representative or, in the absence of the representative the alternate, may vote on behalf of a Participating Agency. A Participating Agency may not appoint any other person or entity to serve as a proxy. F. Quorum: A majority of the members of each Service Board and the Joint Operating Board (or their alternates) shall constitute a quorum for the transaction of business at any meeting of the Joint Operating Board. G. Voting Members of the Joint Operating Board shall be entitled to vote on all matters before the Joint Operating Board unless prohibited by law. Each member shall have one vote. Except as otherwise required by law or set forth herein, a Majority of the votes present and entitled to be cast at any duly organized meeting shall decide any question. Intergovernmental Agreement Page 12 EM Attachment A Page 13 of 73 H. Meetings The Joint Operating Board and each Service Board shall meet not less than six (6) times per year, once every two (2) months, at a time and place designated by the Chair of the Joint Operating Board. Not less than fourteen (14) days written or printed advance notice of regular meetings shall be given to the members of the Joint Operating Board. Public notice, reasonably calculated to give actual notice to interested persons including news media which have requested notice, of the time and place for holding regular meetings, shall also be given and shall include a list of principal subjects anticipated to be considered at the meeting; however the Joint Operating Board may consider additional subjects at the meeting. Special meetings may be called by the Chair of the Joint Operating Board. No special meeting shall be held without at least 24 hours' notice to the members of the Joint Operating Board, the news media which have requested notice and the general public. In case of an actual emergency, a meeting may be held upon such notice as is appropriate to the circumstances, but the minutes for such a meeting shall describe the emergency justifying less than 24 hours' notice. Telephone Conference Meeting Any regular or special meeting of the members may be by telephone or other electronic communications equipment by means of which all persons participating in the meeting can hear each other. Such meetings are subject to Public Meetings Law if they otherwise qualify by virtue of their deliberative purpose and presence of a quorum. J. Board Rules Unless otherwise provided, Robert's Revised Rules of Order shall govern all procedural matters relating to business before the Joint Operating Board. K. Policy The Joint Operating Board may adopt such policies and procedures as may be necessary to conduct its business, consistent with this Agreement. L. Compensation All members and their alternates shall serve without compensation. M. Vacancies In the event of a vacancy, the affected Participating Agency shall submit, in writing, within at least 72 hours in advance of the next board meeting, the name of the representative to fill the vacancy. N. Officers The Joint Operating Board shall have the following officers: the Chair, Vice -Chair and Second Vice - Chair. 1. The Chair and Vice -Chair shall be from opposite disciplines [Fire /EMS and Police]. A Second Vice -Chair shall be elected to serve in the capacity of the Chair or Vice -Chair in the event that the role is not fulfilled. Intergovernmental Agreement Page 13 83 Attachment A Page 14 of 73 2. The officers shall be initially elected at the first meeting of the Joint Operating Board by majority vote of the representatives on the Joint Operating Board and shall serve for a two -year term. 3. In the event of a vacancy, the position shall be filled by the Joint Operating Board for the remainder of the position's term. 4. The officers shall have such authority and perform such duties in the management of METCOM as may be designated from time to time by the Governing Board. SECTION 7 — EXECUTIVE DIRECTOR A. The Governing Board shall select and appoint an Executive Director based upon that person's administrative and technical competence, the Executive Director shall be employed consistent with his /her Employment Contract with the Agency. B. The Executive Director shall be the Chief Administrative Officer of METCOM and shall be responsible for: 1. Implementing Governing Board vision, goals and policies. Agency administration, personnel, purchasing and budget functions in conformance with 9 -1 -1 policies and rules adopted by the Governing Board. 2. The Executive Director shall administer the day -to -day operations consistent with the policies adopted by the Governing Board. 3. The Executive Director shall appoint persons to fill other staff positions, subject to the direction of the Governing Board. 4. The Executive Director is responsible for hiring, training, discipline and /or discharge of all subordinate METCOM personnel, subject to applicable Agency rules and policies. 5. The Executive Director is authorized to retain legal counsel, consistent with policy, on behalf of the Agency to meet personnel management and operational requirements of the organization. 6. The Executive Director shall assist the Service Boards, subject to the direction of the Governing Board. 7. The Executive Director shall define and establishment service levels. 8. Such other tasks as determined and assigned by the Governing Board. Intergovernmental Agreement Page 14 84 Attachment A Page 15 of 73 C. The Executive Director shall have experience in technical, financial and administrative fields and his or her appointment shall be on the basis of merit only. The Governing Board shall enter into a contract agreement with the Executive Director. D. The Executive Director shall be responsible for the development, maintenance and update of the agency personnel and policy manual subject to the direction of the Governing Board and with assistance from the Service Boards. E. The Executive Director shall actively and continuously consider and evaluate all means and opportunities toward the enhancement of operational effectiveness of emergency services to as to provide maximum and ultimate benefits to the members of the general public. The development, maintenance and update of the policy manual is the responsibility of the Executive Director subject to the direction of the Governing Board and with assistance from the Joint Operating Board. F. The Executive Director shall be responsible for ensuring that the Center maintains a quality assurance committee for consistency in reviewing calls for service and assist in establishing consistent guidelines and policy for dispatching consistent with disciplines. SECTION 8 — BUDGET; CALCULATION OF USER FEES; RESERVE FUNDS A. Budget Fiscal Year METCOM's budget fiscal year shall be July 1 to June 30 of each year. The Governing Board may in its sole discretion elect to operate on a biannual budget basis and adopt a budget every two years. B. Budget Approval. Each fiscal year, the Executive Director shall develop a proposed operating budget based on the Governing Board's approved budget policy direction. C. Review by Joint Operating Board The Executive Director shall present the proposed operating budget for the upcoming fiscal year to the Joint Operating Board on or before February 1 of the prior year for its review and recommendation. The proposed budget, together with all comments from the Joint Operating Board regarding the budget, to include any changes to the User Fees consistent with Section 8. F must be included in the budget and shall be transmitted to the Governing Board by the Executive Director on or before February 1 for approval. The Governing Board shall adopt the budget for the upcoming fiscal year no later than June 30 D. Communication with Participating Agencies Following adoption by the Governing Board, Participating Agencies shall be advised of the programs and objectives contained in the proposed budget, any changes in the User Fee formula, and the Intergovernmental Agreement Page 15 85 Attachment A Page 16 of 73 required financial participation for each Principal and Subscriber for the following fiscal year. E. Reserve Funds The Governing Board shall establish both an operating contingency reserve fund and a capital equipment replacement fund and shall call for funding of such reserves in each budget at a level the Governing Board determines appropriate. The goal of the operating contingency reserve fund is to ensure operating funds are on hand to reasonably address unforeseen operating contingencies. The purpose of the capital equipment replacement fund is to minimize large increases in User Fees from year to year resulting from acquisition or replacement of capital, and to fund the timely replacement of aging technology, equipment and systems. F. User Fee Formula As part of the budget deliberations the Joint Operating Board shall make recommendations regarding User Fee formula(s) to the Governing Board, and the Governing Board shall determine the User Fee formula(s). Any changes to the User Fees must be approved by a Super- Majority Vote of the Governing Board. SECTION 9 — OBLIGATIONS OF PARTICIPATING AGENCIES A. Election to Receive Service from Agency Each Participating Agency shall determine which of its respective public service departments will be directly served by METCOM by completing a service election form substantially in the format attached hereto as Exhibit G. B. Payment of User Fees Each Participating Agency shall pay its User Fees in twelve equal installments payable on or before the tenth of each month or quarterly payments due on or before the first day of the next quarter. Each Participating Agency may determine in its sole discretion whether it will pay monthly or quarterly. C. Delinquencies. 1. If any Participating Agency for any reason fails to pay its User Fees when due, compounding interest will immediately begin accruing monthly on such User Fees at a rate of 3% from the due date until paid. METCOM shall, within seven (7) days of the due date, send notice to any delinquent Participating Agency and provide a cure period of not less than ten (10) days from the date of the notice. 2. If the delinquent Participating Agency is a Principal and the User Fees remain unpaid 60 days from the original due date, the Principal shall automatically be converted to a Subscriber on such date. Intergovernmental Agreement Page 16 0 Attachment A Page 17 of 73 3. If User Fees are not paid within six (6) months of the original due date, the Governing Board may terminate the delinquent Participating Agency and cease providing services to said Participating Agency. 4. Subscriber contracts shall include terms consistent with these delinquency provisions, that is, interest shall accrue on delinquent payments at the same rate as provided herein, and service may be terminated if fees and interest are not paid in full within six (6) months following the due date. D. Withdrawal, Termination. 1. Participating Agencies hereby explicitly agree that no Participating Agency may terminate its participation in this Agreement within the two (2) years of the commencement of the Agreement. Upon completion of the first two (2) years of the commencement of this Agreement, Participating Agencies may not terminate its participation in this agreement without giving written notice to all other Participating Agencies not less than six (6) months prior to the end of the fiscal year. Such termination shall become effective at midnight of the last calendar day of the fiscal year in which such notice is given. Failure to give proper notice will result in the Participating Agency wishing to terminate its participation in this Agreement being assessed its User Fee for the following fiscal year in its entirety. 2. A member of the Governing Board representing a Principal that (1) has given notice of withdrawal, or (2) has been terminated by a vote of the Governing Board which termination is effective at a future date, shall be authorized to cast votes at meetings of the Governing Board only on budget items to be implemented prior to the withdrawal or termination date. A withdrawing or terminating Principal will be excused from participating in a borrowing program where the debt instruments in support of that program will not be issued until after the Principal is withdrawn or terminated provided that the withdrawing or terminating Principal is not authorized to vote on such borrowing program. 3. A terminating and /or withdrawing Principal is deemed to forfeit any and all rights it may have to METCOM's personal or real property or any other ownership in METCOM unless otherwise provided by the Governing Board; provided further that this forfeit of rights shall not apply to personal property on loan to METCOM from the terminating or withdrawing Principal. Intergovernmental Agreement Page 17 87 Attachment A Page 18 of 73 4. The termination and /or withdrawal of a Participating Agency shall not discharge or relieve said Participating Agency of its obligations to pay all User Fees, together with any interest thereon or obligations to make payment in a borrowing program where the Participating Agency was a member during the authorization of any such borrowing program. In the event that a Participating Agency terminates their Agreement with METCOM prior to July 1, 2015; that Participating Agency is responsible for an annual fee of $7,800 towards the debt obligation incurred, identified in Exhibit 1. SECTION 10 —ASSETS AND EQUIPMENT A. METCOM shall ensure that it has sufficient equipment in good working order to provide the services which are to be performed under this Agreement. B. In order to reduce the cost of starting up a new consolidated Emergency Communications Services dispatch operation, METCOM will acquire from NORCOM and SCCC certain assets currently used by these Agencies in their respective dispatch operations. These assets will be acquired by METCOM at prices based on a straight - line depreciation of the value of the assets at the time of acquisition. The timing of acquisition of the equipment will be such as will facilitate both the timely start -up of METCOM services and transition of dispatch services and operations. C. Attached to this Agreement as Exhibit D is an inventory of all assets that will be owned by METCOM after it has acquired said assets from NORCOM and SCCC. Also identified are those assets located within or utilized by METCOM that shall remain the property of individual Participating Agencies. D. Attached to this Agreement as Exhibit 1 "Assumption and Repayment of Consolidated Debt Obligation" identifies the responsibility of the debt obligation and repayment schedule that METCOM has acquired from SCCC. E. METCOM is responsible for providing and maintaining the basic equipment to serve the users. This includes, but is not limited to, the 9 -1 -1 telephone system, METCOM business lines, CAD computer system, and radio dispatch consoles. Each Participating Agency shall be responsible for purchasing, maintaining and repairing their own mobile, base and portable radio equipment. No Participating Agency may add specific equipment to METCOM without the prior consent of the Governing Board. F. Individual equipment added by a Participating Agency must be purchased and maintained by that Participating Agency. The Participant and the Executive Director shall maintain inventory records to show what items are METCOM owned and Participant- owned. In case of dissolution of METCOM or withdrawal of the lending Intergovernmental Agreement Page 18 E:T:3 Attachment A Page 19 of 73 Participating Agency from METCOM, any property assigned or loaned to METCOM by a Participating Agency shall be returned to the appropriate Participating Agency. G. Nothing in this Agreement is intended to alter or affect the existing proprietary rights of the Participating Agencies in certain radio frequencies. All Participants shall retain any and all legal rights to radio frequencies which they possessed prior to their execution of this Agreement. SECTION 11— REVIEW AND EVALUATION This Agreement shall be reviewed and evaluated by the Governing Board annually. SECTION 12 - AMENDMENTS The terms of this Agreement may only be amended with the consent of a Super- Majority of the Governing Board. SECTION 13— ADMISSION OF NEW PARTIES Additional Participating Agencies may be added to this Agreement upon such terms and conditions as agreed -upon by a Super- Majority of the Participating Agencies that have signed this Agreement. The admission of additional Participating Agencies shall be incorporated by written addenda to this Agreement, signed by all Participating Agencies. New Parties are responsible for actual start up fees associated with technology and service requirements to include an addition of 10% of their starting user fee for administrative fees associated with implementing services. Initial User Fees will be calculated based upon the Agency adopted discipline user fee formula utilizing the specific criteria that represents an assessed user fee with historical information (call volume, population served, assessed value of district, time associated with service, etc.) which is applicable associated with said Participant. Upon approval of the Governing Board, a non - voting associate membership may be extended to any political subdivision within the boundaries of Marion, Clackamas and Linn Counties. Associate members may participate in discussion of any non - financial item of business, but may not serve on the budget or executive committees. SECTION 14 — TERMINATION OF AGREEMENT: DISSOLUTION OF AGENCY A. Upon the Unanimous Vote of all parties to this Agreement METCOM may be terminated and, subject to the direction of the Governing Board, METCOM shall conclude business by a specified date which date shall be at least one (1) year from the date of the vote to terminate. Upon the final termination date, this Agreement shall be fully terminated. Intergovernmental Agreement Page 19 :• Attachment A Page 20 of 73 B. Upon termination of this Agreement and METCOM, all property then owned by METCOM shall be disposed of in the following manner: All real and personal property shall be sold and the proceeds thereof together with all unexpended funds or reserve funds, following payment of all outstanding liabilities, shall be distributed to those Principals still participating in METCOM on the day prior to the termination date and shall be apportioned between Principals on a pro rata basis based on the portion of User Fees each Principal paid during the preceding five years. C. In the event outstanding liabilities of METCOM exceed the value of personal and real property and funds on hand, all Principals shall contribute to such liabilities in the same manner as which they would share in the distribution of properties and funds. D. Notwithstanding the foregoing, in the event of withdrawal or termination of Principals such that not more than three (3) Principals remain party to this Agreement, then the remaining parties to this Agreement shall terminate METCOM one (1) year from the first date that only three (3) Principals remain. SECTION 15 — DISPUTE RESOLUTION A. Whenever any dispute arises between the Principals or between the Principals and METCOM (referred to collectively in this section as the "parties ") under the Agreement which is not resolved by routine meetings or communications, the parties agree to seek resolution of such dispute by the process described in this section, which shall also be binding on Subscribers. B. The parties shall seek in good faith to resolve any such dispute or concern by meeting, as soon as feasible. The meeting shall include the chair of the Governing Board, the Executive Director, and the representative (s) of the Principal(s), if a Principal(s) is involved in the dispute. C. If the parties do not come to an agreement on the dispute or concern, any party may demand mediation through a process to be mutually agreed to in good faith between the parties within 30 days, which may include binding or nonbinding decisions or recommendations. The mediator(s) shall be individuals skilled in the legal and business aspects of the subject matter of this Agreement. The parties shall equally share the costs of mediation. D. If the mediation process cannot be agreed upon within 30 days, or if all parties subject to the dispute agree within 30 days to proceed immediately to arbitration, then the dispute or concerns shall be settled by binding arbitration in accordance with Rules of the Arbitration Service of Portland, or other agreed upon arbitration rules. The location of the arbitration shall be selected in the county of Marion, and its proceedings will be governed by the laws of Oregon. The arbitrator(s) shall be Intergovernmental Agreement Page 20 .E Attachment A Page 21 of 73 individual(s) skilled in the legal and business aspects of the subject matter of this Agreement. The costs of the arbitration shall be shared equally. Judgment upon award rendered by the arbitrator(s) shall be final. SECTION 16 — INTERGOVERNMENTAL COOPERATION METCOM shall cooperate with local, state and federal governmental agencies in order to maximize the utilization of grant funds for equipment and operations and to enhance the effectiveness of public safety dispatch and public safety records operations and to minimize costs of said public service delivery. SECTION 17 — INDEMNIFICATION AND HOLD HARMLESS A. Each Principal shall, to the greatest extent allowed by law, defend, indemnify and hold other Principals, their officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of that Principal's acts or omissions in connection with the performance of its obligations under this Agreement, except to the extent the injuries or damages are caused by another Principal. B. Each Principal shall, to the greatest extent allowed by law, defend, indemnify and hold METCOM and its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of that Principal's acts or omissions in connection with the performance of its obligations under this Agreement, except to the extent the injuries and damages are caused by METCOM. C. Each party shall give the other parties proper notice of any claim or suit coming within the purview of these indemnities. The indention will assume the defense of any claim, demand or action against such indemnities and will, upon the request of the indemnities, allow the indemnities to participate in the defense thereof, such participation to be at the expense of the indemnities. The indemnities will in any case cooperate fully with the indemnitor in the defense and will, at their expense, provide all relevant documents, witnesses and other assistance within their possession or control upon the reasonable request of the indemnitor. Settlement by the indemnities without the indemnitor's prior written consent shall release the indemnitor from the indemnity as to the claim, demand or action so settled. Termination of this Agreement, a Principal's withdrawal from METCOM or a Principal's conversion to Subscriber status, shall not affect the continuing obligations of each of the parties as indemnitors hereunder with respect to those indemnities and which shall have occurred prior to such termination. Intergovernmental Agreement Page 21 91 Attachment A Page 22 of 73 SECTION 18 — INSURANCE METCOM shall purchase insurance in an amount not less than the limits set in the Oregon Tort Claims Act to protect against loss or liability for the actions of METCOM, Governing Board, Joint Operating Board, Police Service Committee, Fire /EMS Service Committee, Executive Director and staff. To the extent practicable, all Participating Agencies shall be named as additional insured on any policy. SECTION 19 — NOTICE Any notice provided for under this Agreement shall be sufficient if in writing and delivered personally or deposited in the United States Mail, postage prepaid, certified mail, return receipt requested. SECTION 20 — NO THIRD PARTY BENEFICIARIES There are no third -party beneficiaries to this Agreement. No person or entity other than a party to this Agreement shall have any rights hereunder or any authority to enforce its provisions, and any such rights or enforcement must be consistent with and subject to the terms of this Agreement. SECTION 21— SEVERABILITY The invalidity or any clause, sentence, paragraph, subdivision, section or portion of this Agreement shall not affect the validity of the remainder of the Agreement. SECTION 22 - INTEGRATION This Agreement contains the entire agreement and supersedes any and all prior written or oral agreements or discussion. SECTION 23 — EFFECTIVE DATE OF AGREEMENT; DURATION This Agreement and any amendments thereto, shall be executed on behalf of each Participating Agency by its duly authorized representative and pursuant to an appropriate resolution. The agreement shall be deemed adopted and effective on This Agreement shall automatically renew each year unless terminated as set forth herein. Intergovernmental Agreement Page 22 M Attachment A Page 23 of 73 SECTION 24— COUNTERPARTS This Agreement may be signed in counterparts. Each Participant shall send one copy of this Agreement signed by its authorized signatory to: Director, Marion Area Multi Agency Emergency Telecommunications Center, 1060 Mt. Hood Ave., Woodburn, OR 97071. Such copy shall also list the name and address of the person to whom all notices under the Agreement are to be sent. Intergovernmental Agreement Page 2 3 491 Attachment A Page 24 of 73 By: AUMSVILLE FIRE DISTRICT Date Title: AURORA FIRE DISTRICT By: Date Title: CITY OF AUMSVILLE By: Date Title: By: CITY OF AURORA Date Title: Intergovernmental Agreement Page 24 94 Attachment A Page 25 of 73 By: CITY OF DONALD Date Title: CITY OF GATES By: Date Title: By: CITY OF GERMS Date Title: CITY OF HUBBARD By: Date Title: Intergovernmental Agreement Page 25 95 Attachment A Page 26 of 73 By: CITY OF IDANHA / DETROIT Date Title: By: Title: CITY OF JEFFERSON Date CITY OF MILL CITY By: Date Title: By: Title: CITY OF MT. ANGEL Date Intergovernmental Agreement Page 26 Attachment A Page 27 of 73 CITY OF SCO TS MILLS By: Date Title: By: CITY OF SILVERTON Date Title: CITY OF ST. PAUL By: Date Title: By: CITY OF STAYTON Date Title: Intergovernmental Agreement Page 27 97 Attachment A Page 28 of 73 CITY OF SUBLIMITY Date Title: CITY OF TURNER By: Title: Date CITY OF WOODBURN By: Date Title: By: DRAKES CROSSING FIRE DISTRICT Date Title: Intergovernmental Agreement Page 28 Attachment A Page 29 of 73 GATES FIRE DISTRICT By: Date Title: By: Title: HUBBARD FIRE DISTRICT Date IDAHNA / DETROIT FIRE DISTRICT By: Date Title: JEFFERSON FIRE DISTRICT By: Date Title: Intergovernmental Agreement Page 29 .. Attachment A Page 30 of 73 By: LYONS FIRE DISTRICT Date Title: By: MARION COUNTY Date Title: MILL CITY FIRE DISTRICT By: Date Title: By: MONITOR FIRE DISTRICT Date Title: Intergovernmental Agreement Page 30 11 Attachment A Page 31 of 73 MT. ANGEL FIRE DISTRICT By: Date Title: ST. PAUL FIRE DISTRICT By: Date Title: SILVERTON FIRE DISTRICT By: Date Title: STAYTON FIRE DISTRICT By: Date Title: Intergovernmental Agreement Page 31 101 Attachment A Page 32 of 73 Title: By: SUBLIMITY FIRE DISTRICT Date TURNER FIRE DISTRICT Date Title: By: WOODBURN FIRE DISTRICT Date Title: Intergovernmental Agreement Page 32 102 Attachment Page 33Of73 EXHIBIT Assumption and Repayment of Consolidated Debt Obligation A Assumption of Debt. Aa part uf the consolidation ofNORCOM and SC[C,METCOMwill assume the debt ofSCCC for the building located at 911 ]etters Way, Stayton, Oregon. It is the intention of the Principals to the extent possible to commit the use of User Fees to pay off the debt and to pay off the debt in full within the first two years of the consolidation of operations with METCOK4. 8 Umpqua Bank Payment Schedule. TRANSACTION DATE PAYMENT AMOUNT Debt Obligation March 2013 $397,000.00 Payment from SCCCFY12-13 May 2013 '105,00000 FY2D13-14METCO&8 12 monthly '150 Payment @12,561 ea F92O14-lSMETCOKn 11 monthly -138,171.00 Payment @12,561 ea Final Payment June 2015 -3,097.00 Balance July 2015 $000 C User Fees During Transition Period. The Transition Period shall commence upon execution of the agreement and end upon the retirement of the associated debt or the beginning of FY 2015-3016 whichever occurs first. In the event that unforeseen circumstances occur with relation to the revenue source effecting IVIETCOK4'a ability to pay the building debt obligation in full prior tnJune 30, 2016; the transition period will be extended for an additional 12months. User fees shall be established at their current level for all Participants and shall not increase more than three /3\ percent per year during the Transition Period, unless by separate contract with o Subscriber. Upon the completion of the Transition Period the parties agree to open negotiations that will result in a user fee formula as described under section 8 and may and may include a fee "Smoothing" period as agreed to by the parties in any such future negotiations. Intergovernmental Agreement Page 33 Attachment A Page 34 of 73 a. The budget for METCOM during the Transition Period shall be adopted substantially as set forth in Exhibit C, subject to amendment as a result of any grants or other funding awarded to METCOM. b. User Fees during the Transition Period for Participating Agencies that were previously a part of NORCOM or SCCC shall be as stated in Exhibit C -2. c. Participating Agencies that were not previously a part of SCCC or NORCOM shall pay such User Fee as may be determined by the Governing Board. d. Upon completion of the Transition Period, or upon payoff of the debt, the Governing Board shall adopt a new User Fee formula, which shall be implemented beginning in the fiscal year 2015 -2016. Intergovernmental Agreement Page 34 104 Attachment A Page 35 of 73 EXHIBIT A METCOM ORGANIZATIONAL CHART Intergovernmental Agreement Page 35 105 Governing Board Jo Aerating Board Executive Level Executive ire Police Service Director Service Committee Committee PTAdmin Technical Assistant Technician (Optional) (Optional) Operations Operations Operations Supervisor Supervisor Supervisor Lead Dispatcher Lead Dispatcher Lead Dispatcher (Optional) (Optional) (Optional) C /Spec. C /Spec. C /Spec. C /Spec C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. C /Spec. Intergovernmental Agreement Page 35 105 Attachment A Page 36 of 73 EXHIBIT B Principals Aumsville Fire District Aurora Fire District City of Aumsville City of Aurora City of Donald City of Gates City of Gervais City of Hubbard City of Idahna Detroit City of Jefferson City of Mill City City of Mt. Angel City of Scotts Mills City of Silverton City of St. Paul City of Stayton City of Sublimity City of Turner City of Woodburn Drakes Crossing Fire District Gates Fire District Subscribers Santiam Memorial Hospital Woodburn Ambulance Bureau of Land Management Marion County Public Works US Forest Service Intergovernmental Agreement Page 36 106 Attachment A Page 37 of 73 Hubbard Fire District Idahna Detroit Fire District Jefferson Fire District Lyons Fire District Marion County [Public Works & Sheriffs] Mill City Fire District Monitor Fire District Mt. Angel Fire District Silverton Fire District St. Paul Fire District Stayton Fire District Sublimity Fire District Turner Fire District Woodburn Fire District Intergovernmental Agreement Page 37 107 Attachment A Page 38 of 73 EXHIBIT C METCOM FISCAL YEAR 2013 -2014 BUDGET Intergovernmental Agreement Page 38 108 ------- - - - - -- FISCAL YEAR 2013 -2014 ------ - - - - -- FUND DESCRIPTION PROPOSED APPROVED ADOPTED ACCT BUDGET BUDGET BUDGET 9 -1 -1 OPERATIONS FUND REVENUE 4010 Working Capital Carryover 100,000 4020 Interest Revenue 5,000 4030 State 9 -1 -1 Telephone Tax Rev. 450,000 4040 Woodburn Fire District 104,386 4050 Monitor Fire District 10,180 4060 Hubbard Fire District 16,999 4070 Aurora Fire District 42,810 4080 St. Paul Fire District 10,950 4090 City of Hubbard (Police) 47,882 4100 Woodburn Ambulance Services 159,053 4110 City of Woodburn (Police) 352,812 4120 Miscellaneous Revenue 17,000 4130 State 9 -1 -1 MSAG Reimbursement 2,000 4140 Drakes Crossing Fire District 5,496 4150 Mt. Angel Fire District 20,629 4160 City of Mt. Angel (Police) 58,316 4170 Silverton Fire District 67,350 4180 City of Silverton (Police) 147,124 4600 USFS & BLM 72,528 4700 City of Aumsville 77,096 4710 City of Stayton 230,860 4720 City of Sublimity 3,065 Intergovernmental Agreement Page 38 108 Attachment A Page 39 of 73 4730 City of Turner 55,255 4740 Bureau of Land Management- South 9,056 4750 Marion County Public Works 31,860 4760 Aumsville RFPD 30,827 4770 Detroit /Idahna RFPD 14,020 4780 Gates RFPD 14,251 4790 Jefferson RFPD 46,311 4800 Lyons RFPD 34,108 4810 Mill City RFPD 15,627 4820 Stayton RFPD 44,996 4830 Sublimity RFPD 31,941 4840 Turner RFPD 35,932 4850 Santiam Memorial Hospital 86,687 4900 Misc SCCC Rent 15,000 - ------ - - - - -- ------ - - - - -- ------ - - - - -- ***** TOTAL 9 -1 -1 COMMUNICATIONS FUND REV. 2,467,405 ------ - - - - -- ------ - - - - -- ------ - - - - -- ------------ ------ - - - - -- ----- - ------ ***** TOTAL 9 -1 -1 COMMUNICATIONS FUND REV. 2,467,405 Intergovernmental Agreement Page 39 ij1l!", Attachment A Page 40 of 73 METCOM FY 2013 -2014 Revenue Detail RESOURCES: $2,467,405 4010 Working Capital Carryover $100,000 Monies available from the prior year's operation is budgeted and brought forward to the current year. This is a conservative amount as the two budgets are not aligned and will be merged together in forming the new entity. Working capital carryover from previous organizations [SCCC and NORCOM] will be combined and transferred to combined budget. 4020 Interest Revenue $ 5,000 Revenue generated from deposits earning interest in the State Government pool or bank. 4030 State 9 -1 -1 Telephone Tax $ 450,000 Monies collected by utility companies for providing 9 -1 -1 access and are distributed by the State on a per capita basis for 911 public safety answering point services. 4040 User Fee's $1,878,405 Member agencies are assessed a user fee for call taking, radio 4850 dispatching, radio maintenance, computer technical services, etc. This includes Contract for Service Agencies as users. 4120 Miscellaneous Revenue $ 17,000 Revenue received by assessing charges under public records law for providing copies of CAD records, tape records; items disposed of through sale or auction; any other revenue received from a source other than identified in items 4040 -4850 to include Grant Opportunities. Proposed Revenue from Instructor Development courses and Shared Everbridge system. Reimbursement revenue for expenditures associated With CAD and other maintenance agreements paid initially by NORCOM. 4130 State 9 -1 -1 MSAG Reimbursements $ 2,000 Reimbursement from the State 9 -1 -1 Program for expenses incurred to develop and maintain the enhanced 9 -1 -1 Master Street Address Guide (MSAG) for the METCOM response area. Eligible costs include personnel, materials and services. 4900 Miscellaneous SCCC Facility Lease Revenue $ 15,000 Anticipated and Projected revenue from tenants of the facility Located at 911 Jetters Way, Stayton to offset the loan obligation. Intergovernmental Agreement Page 40 `s[$] Attachment A Page 41 of 73 Intergovernmental Agreement Page 41 111 METCOM BUDGET ------- - - - - -- FISCAL YEAR 2013 -2014 ------ - - - - -- FUND DESCRIPTION PROPOSED APPROVED ADOPTED ACCT BUDGET BUDGET BUDGET 9 -1 -1 OPERATIONS FUND PERSONNEL SERVICES 5010 Salaries 1,314,349 5020 Overtime 45,000 5030 Worker's Compensation 3,200 5040 Social Security [FICA - WB] 102,037 5050 Medical, Dental Ins. 272,520 5060 Retirement 143,041 5070 Life, Long Term Disability Ins. 5,588 5080 Unemployment Ins. 0 ----- - - - - -- ----- - - - - -- ----- - - - - -- *** TOTAL PERSONNEL EXPENSES * ** 1,885,735 ----- - - - - -- ----- - - - - -- ---- - - - - -- MATERIALS & SERVICES 6010 Telephone 43,000 6020 Office Supplies & Printing 4,500 6030 Postage 500 6040 Office Machine Rental 4,150 6050 Travel Reimbursements 7,500 6055 Public Education Program 1,000 6060 Training /Conference /Memberships 9,000 6070 Office Equipment Rpr. /Mntce. 3,000 6080 Communications Equip. Rpr /Mntce. 95,000 6090 Engineer & Technical Services 18,000 6100 Rent. Utilities & Maintenance 29,000 6105 SCCC Building Services /Utilities 7,000 6120 Property, Liability, Bond Ins. 18,200 6130 Administrative & Legal Services 18,000 6140 Accounting & Payroll Services 27,200 6150 Materials & Services, N.O.C. 10,000 ------ - - - - -- ------ - - - - -- ---- - - - - -- ** TOTAL MATERIALS & SERVICES EXP. ** 295,050 Intergovernmental Agreement Page 41 111 Attachment A Page 42 of 73 Intergovernmental Agreement Page 42 112 OPERATIONAL CAPITAL OUTLAY 7010 Office Equipment Replacement 7,500 7020 Communications System 34,200 ------ - - - - -- ------ - - - - -- --- - - - - -- *** TOTAL CAPITAL OUTLAY EXPENSES * ** 41,700 ------ - - - - -- ------ - - - - -- -- - - - - -- DEBT OBLIGATION 8010 SCCC Building Obligation 150,000 CONTINGENCY 9010 Operating Contingency 20,000 ------ - - - - -- ------ - - - - -- ---- - - - - -- ** TOTAL CONTINGENCY ** 20,000 ----- - - - - -- ------ - - - - -- --------- ** TOTAL 9 -1 -1 COMMUNICTIONS FUND 9 -1 -1 DEVELOPMENT FUND PERSONNEL SERVICE RESERVES 5025 Accrued Vacation /Annual Leave 12,000 5030 Worker's Compensation 650 5040 Social Security 2,720 5050 Retirement 3,150 5080 Unemployment 12,000 * ** TOTAL PERSONNEL EXPENSES * ** 30,520 RESERVE CAPITAL OUTLAY 7020 Communications System Reserves 40,000 7030 Facilities 2,000 7040 Furniture Replacement 2,400 * ** TOTAL CAPITAL OUTLAY EXPENSES * ** 44,400 * * ** TOTAL 911 DEVELOPMENT FUND 2,467,405 Intergovernmental Agreement Page 42 112 Attachment A Page 43 of 73 LINE ITEM DETAILED DESCRIPTION.• PERSONNEL SERVICES: $1,885,735 Covers twenty-four (24) full time communication positions and funding for on -call part time /admin employees. Personnel services expenditures also include workers compensation insurance, social security insurance, medical, dental, life, long term disability and AD&D insurance, retirement and overtime funding. Reference the Personnel Expenditure Spread Sheet for detail summary for each line item and category totals. The proposed personnel services budget includes funding for a third combined supervisor and a Technical position. Line items were reduce in the Material and Services portion of the budget in effort to offset labor services from radio technician and Computer service technician in the event a technical position is supported. If this position is not funded then additional funding will need to be placed in appropriate materials and .services to support the contracted service requirements from third party vendors. MATERIALS AND SERVICES: $295,050 The Materials and Services broken down by line items: 6010 Telephone Services $ 43,000 Administrative business lines, long distance, fax cellular, paging, radio transmission lines, remote dial up lines and Interpreter Services are included in this line item. City of Woodburn Phone Expense: Century Link and SCTC- METCOM Direct Phone Expense: Language Line = $8,400 [conservative] Modem Lines including Radio lines: Long Distance Charges Miscellaneous phone equipment purchase /service: Ethernet Connections between Facilities and Radio Sites 6020 Office Supplies and Printing $ 4,500 General office supplies and professional printing and reproduction 6030 Postage $ 500 Mailings of account payables, responsible party information and various other operational postal needs to include tape requests. Utilization of electronic communication is desired and encouraged by the Agency in effort to reduce postal expense. Intergovernmental Agreement Page 43 1WRI Attachment A Page 44 of 73 6040 Office Machine Rental $ 4,150 Monthly lease and maintenance for copier, alpha pagers and radio repeater rentals. IKON Copy /Fax /Printer Lease Agreements Radio Repeater Lease Agreements 6050 Travel Reimbursements $ 7,500 Mileage reimbursement to employees who utilize their personal vehicles for business purposes, (travel to and from meetings, training seminars and conferences). Out of State or out of area travel expenses for transportation and lodging expense. 6055 Public Education Program $ 1,000 Publication of 9 -1 -1 information brochures in English, Spanish and Russian; stickers, coloring books and promotional items for public safety community events and the elementary school education program. Public education materials for Reverse 911 and Everbridge System. 6060 Training, Conference & Memberships $ 9,000 Registration/ Tuition / Instructor Fees to maintain basic level of certification as required by ORS.; attend professional conferences, participate in professional organizations. 6070 Office Equipment Repair & Maintenance $ 3,000 Office equipment (printers, computers, fax & copier) repair /maintenance 6080 Communication Equipment Repair & Maintenance $ 95,000 Maintenance for Voice Loggers, New World Systems CAD and software maintenance contracts, shared Maintenance contract for server, Moducom Radio maintenance. Intergovernmental Agreement Page 44 114 Attachment A Page 45 of 73 Voice Logger Maintenance: $5, 000 UPS Maintenance: $2,600 IT Support Services: $18,000 New World Systems Maintenance: $45, 000 [CAD and all Interfaces] Complete Wireless Solutions: [offset by staffing Technical position] Everbridge: $12,400 [anticipate some revenue to offset] Other Radio /System Emergencies Misc not otherwise defined. 6090 Engineer & Technical Services ,$18,000 Any services that are contracted for individual or shared remote System expenses for user agencies will be billed accordingly. This is a conservative amount budgeted for the security system and the Technical assistance and the continued maintenance of the server systems which is a shared expense with the City of Woodburn for monthly technical service agreements to include each p. c. on the network and printers. 6100 Rent, Utilities & Maintenance $ 29,000 6105 911 Jetters Way Building Services/ Utilities $ 7,000 Monthly maintenance to included utilities. 6120 Insurance (Liability, Bond, Property) $ 18,200 Facility, property, radio sites tort and bond insurance costs 6130 Administrative & Legal Services $ 18,000 Professional services for labor relations, negotiations, and legal Counsel. Mid fiscal year will begin the Negotiation process. 6140 Accounting & Data Services $ 27,200 Professional services for monthly account management and reconciliation, payroll services, annual audit expense. Payroll I A /P: Annual Audit Report: Audit Filing Fee: W2 Processing: Direct Deposit Fees: Intergovernmental Agreement Page 45 115 Attachment A Page 46 of 73 6150 Materials & Services, N.O.C. $ 10,000 Publication of position vacancies, budget meetings and hearings, pre- employment criminal background investigations, pre- employment physicals, employee recognition activities, other unanticipated expenses not in any other category. OPERATIONAL CAPITAL OUTLAY. • $41,700 7010 Office Equipment $ 7,500 Small office equipment acquisition, replacement and maintenance, including potential for printers, monitors, calculators, replacement of radio touch screen monitors and p.c. 7020 Communications System $ 34,200 Radio /Telephone headset acquisition and replacement. Computer Software purchases and upgrades. Anticipate Moducom upgrade and voter system upgrades. DEBT SERVICE: $150,000 8010 Debt Service $ 150,000 911 fetters Way [SCCCJ Building Obligation CONTINGENCY. • $20,000 9010 Operating Contingencies $20,000 Funds to cover expenditures, which might occur, and which cannot be foreseen and planned for in the budget process. This is a conservative amount. RESERVES PERSONNEL SERVICE $ 30,520 Money budgeted in this category represents existing and anticipated liability for employee accrued vacation and annual leave along with related expenses for worker's compensation, social security, pension contributions and unemployment benefits assessments. The agency is a reimbursing employer for unemployment benefits. Intergovernmental Agreement Page 46 116 Attachment A Page 47 of 73 RESERVE CAPITAL OUTLAY: $44,400 7020 Communications System Reserves $40,000 7030 Facilities $ 2,000 Facility repair and maintenance. 7040 Furniture $ 2,400 Chair Replacement — Misc other furniture Items Intergovernmental Agreement Page 47 117 Attachment A Page 48 of 73 EXHIBIT C -2 METCOM USER FEE SCHEDULE POLICE USER FEE 2013 -2014 USER FEE 2014 -2015 3% INCREASE 3% INCREASE City of Aumsville $77,096.00 $79,409.00 City of Hubbard $47,882.00 $49,318.00 City of Stayton $230,860.00 $237,786.00 City of Turner $55,255.00 $56,913.00 City of Mt Angel $58,316.00 $60,065.00 City of Silverton $147,124.00 $151,538.00 City of Woodburn $352,812.00 363,396.00 FIRE Aumsville FD $30,827.00 $31,751.81 Aurora FD $42,810.00 $44,094.00 Detroit/ Idahna FD $14,020.00 $14,441.00 Gates FD $14,251.00 $14,679.00 Jefferson FD $46,311.00 $47,700.00 Lyons FD $34,108.00 $35,131.00 Mill City FD $15,627.00 $16,096.00 Stayton FD $44,996.00 $46,346.00 Sublimity FD $31,941.00 $32,899.00 Turner FD $35,932.00 $37,010.00 Hubbard FD $16,999.00 $17,509.00 Mt Angel FD $20,629.00 $21,248.00 Monitor FD $10,180.00 $10,485.00 St Paul FD $10,950.00 $11,279.00 Woodburn FD $104,386.00 $107,517.00 Silverton FD $67,350.00 $69,371.00 Drakes Crossing FD $5,496.00 $5,661.00 EMS Santiam Memorial Hospital $86,687.00 $89,288.00 Woodburn Ambulance $159,053.00 $163,825.00 OTHER CONTRACTS BLM — South $ 9,056.00 $9,328.00 Marion Co Public Works $31,860.00 32,816.00 USFS & BLM Contract $72,528.00 $74,703.84 Intergovernmental Agreement Page 48 f1R] Attachment A Page 49 of 73 ORS 190 AGREEMENT Exhibit D NORCOM EQUIPMENT INVENTORY UPDATED JANUARY 2013 DESCRIPTION Acquired Date Acquired Cost STICKER # SERIAL # SURPLUS DATE MISCELLANEOUS GENERAL EQUIPMENT GBC "Shred Master" 000106 JQ121527 10/12/2003 paper shredder (broken) model /9221 S Panasonic VCR, 4head 000116 C7SA46188 1/17/2006 VHS, model /V -7400 left at old center w /remote poor quality Seiko Label Maker 000130 Z18585937 2120/2004 Smith /Corona Typewriter 000105 model /450DLD Word Processing Electric Model Sony Trinitron TV, 21 " Color w/ 000115 837825 1/17/2006 remote left at old center Vending Machine 10/1/2002 Donation 000228 1/17/2006 Cash Machine for Vending Machine 10/1/2002 Donation 000229 1/17/2006 Ewave 7.4 Cu Ft Refrigerator /Freezer uprigh 9/3/2002 000230 donated 1/17/2006 Sharp Carousel Microwave Oven 000231 garbage 1/17/2006 Bunn 10 cup Coffe Maker 000232 Emerson VCR/DVD Combo Player/Recorder 9/1/2002 000251 Refrigerator, 4cu Ft. Compact Avanti -White 000107 garbage 5/2012 Nextei Phone NORCOM 1 4/172007 50.00 364KGN20R2 Nextel Phone NORCOM 2 4/1/2007 50.00 364KGLCFDG Chair / floor mats x 5 1/5/2007 888.00 Antenna Replacement - Legacy 12/26/2006 5288.00 Bulletin Board 4/2/2007 360.00 Map Holders - Mounted on Wall Feb -07 157.00 Sprint HotSpot Mobile Overdrive 3G /4G WirE June -2010 184.00SKU SWW8013G4G 5038688373 Broke 2/1/2012 Sharq 9" TV /VCR combo 12/1/2003 000262 garbage 5/2012 Ionic Breeze GP Air Purifier 1 000269 dang garb. 1/15/2006 119 Attachment A Page 50 of 73 Ionic Breeze GP Air Purifier I 1 1 000270 dan . Garb 1/15/2006 Keyboards CAD keyboard 000191 EW4KPQ2479D 1/1/07 no long track CAD keyboard 000192 60225925 1/1/07 no long track CAD keyboard 000193 J983308359 1/1/07 no long track Compaq KeyboardNesta 000154 BOB930B39FDHMR 1/1/07 no long track Compaq Keyboard /Vesta 000162 BOB930B39FBUN9 1/1/07 no long track Compaq KeyboardNesta 000163 BOB930B39FBUPQ 1/1/07 no long track Compaq KeyboardNesta 000198 B07080G39F1OG0 1/1/07 no long track IBM 3477 HZ Model CRT, keyboard for AS /400 Computer 12/16/1991 $53.00 000146 2251947 1/1/07 no long track 1/1/07 no long track KIM Keyboard 000195 J942107226 1/1/07 no long track Key Tronic Keyboard 000201 0004501478 1/1/07 no long track Leading Technology Keyboard 000137 1 1/1/07 no long track PC Connection Keyboard 1 000161 1/1/07 no long track Printers Deskjet 682C Printer 000197 SG6641JOH2 2/20/2004 HP Deskjet 692C Color Printer 000153 SG71B1POMJ 3/1/2004 HP Laserjet 2100 TN Printer 000143 USCB018569 IBM dot Matrix Printer model /2390 -001 000140 garbage 2/15/2008 Lexmark 731 Printer 000205 2420377003 2/20/2004 Microline 320 Turbo 9 pin printer 000141 003B2359773 (broken) Oct 2009 Microline 320 Turbo 9 pin printer 000142 902B2359773 Panasonic KX -P1080 - Teletend Printer 000138 7GKAKH10964 garbage 6/20/2008 HP Deskjet 845c Printer HP Laserjet 2605dn Printer 12/1/2003 000268 12/15/2006 Computer Equipment CAD Computer 1 1 0001751 1 120 Attachment A Page 51 of 73 CAD Computer 000179 D748BRQ3022 1/15/2008 CAD Computer 000182 CAD Monitor 000184 712KG00053 2/20/2004 CAD Monitor 000185 712KG00052 CAD Monitor 000186 712KG00046 1/15/2008 CAD Monitor 000187 412KG00074 2/20/2004 CAD Monitor 000188 802KGO0161 2/2012004 CAD Monitor 000189 712KGO0054 32" Nexus 3201 HD LCD TV /ATSC 1/31/2007 879.00 000144 1169LC32FB18001970 7/1/2006 Compaq Monitor 000194 745GB02AH172 1/15/2008 Compaq TFT510 Phone Monitor 000155 8827147 1/15/2008 Compaq TFT510 Phone Monitor 000156 6230405991581 1/17/2007 New World Systems Software CAD.NET Compaq TFT510 Phone Monitor 2011/2012 000157 Software Only 1/17/2007 Computer Equipment - Cont'd Compaq Professional Wk station 5100 000151 D748BRQ3022 1/15/2008 model/6300 CTL Computer 000196 1003962 2/20/2004 7SLA Computer Monitor 000202 BB0011 FM200145 LG 52X Max Computer 000203 1/15/2008 CTL Min Monitor 00052 BB9906AYA00525 2/20/2004 Dicataphone voice recorder 000128 328703 Dictaphone playback 000129 IBM AS /400, 9404 Model /200 7/1/2006 000144 7/1/2006 Intel HUB 000150 H18195000193 1/15/2008 IBM Monitor, color 000145 8827147 1/15/2008 Genovation keypad 000158 6230405991581 1/17/2007 Genovation keypad 000159 6230706990009 1/17/2007 Genovation keypad 000160 6230405991361 1/17/2007 Genovation keypad Genovation keypad Genovation keypad 121 Attachment A Page 52 of 73 JVC Double Recorder 000213 9661288 garbage 1/1/72006 Misubishi CRT color monitor 12" model /AUN1391 A 2112/2008 $28035.00 000126 775D575A2 garbage 1/15/2008 Misubishi CRT color monitor 12" model /AUN1391 A 1/25/2008 3976.48 000127 775D575A2 garbage 1/17/2008 ModuCom back -up radio dispatch console unit, free standing 000117 6/1/2002 (demolished) Modular Comm System 000178 YZ08917 6/1/2002 (demolished) Modular Comm System 000181 AFB3332 6/1/2002 (demolished) Modular Comm System 000183 6/1/2002 (demolished) Phone Arbitrator 000209 00729 disposed 1/17/2007 Phone Arbitrator 000210 00731 1/17/2007 left at old bl Phone Arbitrator 000211 00732 Phone Computer 000176 6019DGT2A352 Phone Computer 000177 3019DGT2A254 Phone Computer 000180 6019DGT2A217 Plectron, 50 button w /remote head 000114 G81D3351 D 1/17/2007 dispose model /680 Postage Weighing Machine 1 1 0002141 008772011/15/2006 returned Kenwood VHF Base Station 110 W Kenwood VHF Base Station 110 W 3/29/2007 $2531.00 3/29/2007 $5031.00 S/N 80600284 S/N 80600284 Computer Equipment - Confd Racal Mirra Series Voice Recorder 000132 S155580303 4/15/2006 Nice Call Focus 111 24 Channel Recorder 2112/2008 $28035.00 NCF3B -24 Dell Computer Server for Voice Logger 1/25/2008 3976.48 DY2LGF1 Radio Console 000190 RAIN Modem 000131 YZ08917 unk RAIN Modem 000215 AFB3332 unk Teletend Computer 000148 disposed 1117/2007 Teletend Monitor 000139 95090016 disposed 1/17/2007 UPS System 000149 F02937917 1/17/2007 left at old bl 122 Attachment A Page 53 of 73 Zetron, Model 25, instant call panel 000216 1/17/2007 disposed Zetron, Model 25, programmable encoder 000118 1/17/2007 disposed RS /6000 10126/2001 000218 10 -10BFF 1117/2007 city Tape Drive - MCT 10/26/2001 000219 1/17/2007 city RS /6000 Terminal 10/26/2001 000220 55 -W 3447 1/17/2007 city US Robotics Modem 10/29/2001 000221 24LGG8HB251 450 Fire Radio 8/1/2001 $400 000217 1/1/2007 left at old bld NEC 19" Flat Screen Computer Monitor 7/19/2004 000233 441102231YA NEC 19" Flat Screen Computer Monitor 7/19/2004 000234 441102221YA NEC 19" Flat Screen Computer Monitor 7/19/2004 000235 441102201YA NEC 19" Flat Screen Computer Monitor 7/19/2004 000236 441102224YA Entuitive 15' Touch Screen Radio Monitor 8/1/2002 000237 422020707T Entuitive 15' Touch Screen Radio Monitor 8/1/2002 000238 422020725T Entuitive 15" Touch Screen Radio Monitor 8/1/2002 000239 422020698T Entuitive 15' Touch Screen Radio Monitor 8/1/2002 000240 422020676T CTL 17" Flat Screen Computer Monitor 9/1/2002 000241 CTL 17" Flat Screen Computer Monitor 9/1/2002 000242 CTL 17 Flat Screen Computer Monitor 9/1/2002 000243 CTL 17 Flat Screen Computer Monitor 911/2002 000244 CTL 17 Flat Screen Computer Monitor 9/1/2002 000245 CTL 17" Flat Screen Computer Monitor 9/1/2002 000246 CTL 17" Flat Screen Computer Monitor 9/1/2002 000247 CTL 17" Flat Screen Computer Monitor 9/1/2002 000248 CTL 17" Flat Screen Computer Monitor 9/1/2002 000249 CTL 17 Flat Screen Computer Monitor 9/1/2002 000250 Dell 14" Computer Monitor Moducom 19" Touch Screen Radio Monitor 12/1 /2003 7/19/2004 000251 000256 Z0120880 6/30/08 Rec cle HP Pavilion 510N Computer Dell Optiplex GX260 Computer 12/1/2003 12/1/2003 000257 000258 DY2LGF1 6130/08 Recycle CTL Pentium 4 Computer 7/1/2004 000259 1031416 HP Pavilion mx70 Computer Monitor Dictaphone Voice Recorder Dell OptiPlex 755 Minitower Core PC Disp 12/1/2003 12/1/2003 1/14/2007 1245.60 000260 000261 H31VoF1 6/30/08 Recycle 1/17/2007 garbage Dell OptiPlex 755 Minitower Core PC Disp Dell 14" Flat Screen Computer Monitor HP Pavilian 521 C Computer 1/14/2008 12/1/2003 12/1/2003 1245.60 000266 000267 F31VOF1 6/30/08 Recycle 6/30/08 Recycle 123 Attachment A Page 54 of 73 Furniture Bodybuilt Office Chair (Blue) 000133 Broken Bodybuilt Office Chair (Blue) 000168 Broken Bodybuilt Office Chair (Blue) 000169 Broken Bodybuilt Office Chair (Blue) 000170 Broken Bodybuilt Office Chair (Blue) 000171 Broken Bookcase, Wood, 5 shelf 000172 Broken Bookcase, wood, 15.5x11.5.34 000204 Bookcase, wood, 15.5x11.5.34 000124 Cabinet - file -steel 6 drawer lateral- 36x1 6x72 000125 Cabinet -file -steel 6 drawer lateral- 36x16x72 711/1972 $236 000100 Cabinet - file -steel 6 drawer lateral- 36x16x72 711/1972 $236 000101 Cabinet - steel - 2 door - 2 shelves 7/1/1972 $236 000102 Chair - Harris Work Systems - Graeber 5/1/2007 539.00 Chair - Harris Work systems - High Back 1/1/2006 578.00 TXFR to WFD 8/10 Chair - Harris Works stems - Black 12/1/2006 539.00 Chair - Harris Work systems - black 12/1 12006 539.00 Chair - Ergo w /arms - color /charcoal 000212 Chair - Virco - stacking 9/28/1990 $275 000206 1/17/2007 city hall Chair - Virco - stacking 1/3/1989 $29 000108 1/17/2007 city hall Chair - Virco - stacking 1/3/1989 $29 000109 1/17/2007 city hall Chair - Virco - stacking 1/3/1989 $29 000110 1/1712007 city hall Computer Desk - blk/wood 1/3/1989 $29 000111 1/1712007 city hall Computer Desk - gray plastic 000200 1/17/2007 city hall Desk - gry plastic 000164 1/17/2007 citv Dispatcher Console 000167 1/17/2007 city File Cabinet - steel - 4 drawer - upright 000165 6/1/2002 File Cabinet - steel - 4 drawer - upright 000119 4/2/2007 wbp File Cabinet - steel - 4 drawer - upright 000120 File Cabinet - steel - 2 drawer - upright 000121 End Table - Walnut 000122 Everyday Living Microwave Oven 6/13/1989 $140 000173 1/17/2007 dispose Locker-1 2x1 8x36 Double Tier 000208 124 Attachment A Page 55 of 73 Locker- 12x18x36 Double Tier 9/19/1989 $313 000112 Office chair - Black warms 9/19/1989 $313 000113 Office Desk - Dark Gray 000207 Printer Table, 5 shelves 000199 1/17/2007 city Printer Table, 4 shelves 000135 1/17/2007 cit Printer Table, 4 shelves Rocking Chair Small computer Desk, Gry Sofa, 6' Floral Antique 6/13/1989 $169 000136 000174 000166 1/17/2007 city gave back to MOF 1/17/07 city hall 1/17/2007 city hall Table, Walnut color 37x38x29 open back w /shelves 7/1/1983 $300 000103 1/17/2007 dispose Typewriter stand, metal w /rollers blk 12 leaf 7/1/1983 $300 000104 1/17/2007 city Wood Table, no stain Writeline Digital Clock 7/1/1987 419/2008 $60 430 000147 17900214 1/17/2007 city hall Writeline Dispatch Console 10/1/2006 35554.00 Writeline Opti Media Cabinet #1 10/1/2006 included Writeline Opti Media Cabinet #2 10/1/2006 included Writeline Opti Media 7 drawer 10/1/2006 included Writeline Opti Media Spvsr Desk 10/1/2006 included Writeline Supervisor Desk 10/1/2006 2848.89 Writeline Director Desk 1011/2006 4815.54 Writeline Center Work Station Desk 10/1/2006 1712.36 Writeline Opti Media 3 Drawer 8/23/2010 $1,725.60 Order# 403481 -00 42" Round Conference Table 3/1/2007 188.00 PLT42R & PLTXBM33 4 rolling / stacking chairs 3/1/2007 3 drawer rolling file cabinet 000252 3 drawer rolling file cabinet 8/1/2002 000253 3 drawer rolling file cabinet 8/1/20021 1 000254 3 3 drawer rolling file cabinets - black 2-/14/20071 447.00 1 125 Attachment A Page 56 of 73 ORS 190 AGREEMENT SANTIAM EQUIPMENT INVENTORY UPDATED January 2013 DESCRIPTION MISCELLANEOUS GENERAL EQUIPMENT Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date ATIVA Shredder AT1850 Dispatch Floor Not Workin Ativa Shredder HomPro 8000 HSM PR0800 Director's Office 03/2011 199.99 Audio Technica Mic AT8615 Audio Technica Mic AT -8615 Position 3 Avocent Digital Desktop - C Seriers DDC2050 l Ethernet 40083559 OOE086055327 MPN 720 - 029 -002 Dispatch Floor / Cameras stem Daewoo Microwave KOR -860A TM119E29210843 Kitchen Mfg date 11/2011 Equator dishwasher Sb-72 SB -72/1 31193777 Kitchen Frigidaire 4 burner stove Kitchen Frigidaire side -by -side refrigerator FRS6R4EB6 4A60606224 Kitchen Mfg date 02/2006 Kalatel Camera Monitoring System ktd -405 ge Interlogix (including cameras for security system) Kalatel T52/05 2522 Dispatch Floor 15,949.00 Kenwood Handheld Radio KSC -32 Kenwood Handheld Radio KSC -32 Director's Office Magnavox TV TS2542C102 50811049 Reception office Mfg date 1011995 Panasonic KX -T7633 KX- T76366 -B 68CSF097468 Position 2 Panasonic KX- T7633 -B KX- T7633 -B 7ACCG011061 Position 3 Panasonic Phone KX- T7633 -B 5LBSF087541 Conference Room Panasonic Phone KX- 7G2302 Server Room Panasonic Phone KX -T7636 5JBSF012092 Director's Office Panisonic Desk Phone Kx -T7636 5JBSF012245 Supervisor desk Positron power box AP/PC H63462 244 - 040058 -401 Dispatch floorlCamera system Mfg date 1212006 Samsung DVDNCR V9800 86086RBQ410722X Dispatch floor mfg date 04/2008 Sanyo Shredder AS -SBS -520 Dispatch floor Satellite Box Model 913600 P89172 Dispatch floor Sharp TVNCR 13" 13YT -L100 657590 Conference Room Mfg date 07/1999 SNOM 320 VOIP CHNWU01090500541 Position 2 M!9 date 2005 SNOM 320 VOIP Phone CHNWU01090501203 Supervisor desk SNOM320 CHNWU01090500542 Position 3 Mfg date 2005 Sprint cell phone Kyocera Dura XT KYE4277KIT Dispatch floor 12/2012 126 Attachment A Page 57 of 73 Keyboards Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date Compaq Keyboard GYUR86SK B21A40JCPLNDH Position 2 Mfg date 1112002 Dell Keyboard RT7D50 CN- OW7658- 37172 - 621 -OFLA Director's Office' Mf date 1012006 Dell Keyboard Sk -8135 CN- ON6250- 71616- 636 -OR8B Position 2 Mfg date 0912004 Dell Keyboard RT7D50 CN- OW7658- 37172 - 611 -OFAW Position 2 Dell Keyboard KX -P1180 Aficio MP4000 CN-OU473D- 44751- 7D -OOJ1- A02 Position 3 Dell Keyboard RT7020 TH- 04N454- 37171 - 339 -1196 Position 3 Dell Keyboard LZ015BDOSEY Director's Office Keyboard TH- 025PGG- 37171 - 242 -A422 Director's Office Kectronic Keyboard Server Room Printers Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date HP Laserjet 1200 C7044A CNC60 -10042 Supervisor desk Mfg date 1112002 HP Color Laserjet 2605dn Q7822A CNGC6BR070 Director's Office' Mf date 1012006 HP LaserJet 1320 Prop of NORCOM 000290 CNBC49R622 Director's Office Mfg date 0912004 OKI Microline 320 Turbo 9 pin printer GE7000A AE5A056735EO Server Room Panasonic printer (Detroit Dam) RICOH All In One KX -P1180 Aficio MP4000 IAKARQ32072 M5595600513 Dispatch floor Dispatch floor Computer Equipment Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date Arrow Electronic Computer box SR -153 Position 3 Arrow Electronics Computer box SR -153 Position 2 Mf date 12/2011 Dell computer box Optiplex 780 Pro OA Prop of NORCOM 000290 BYG2W-V7CF9- BFXDY -X26K6 TPFRX Position 2 Dell computer box Optiplex 780 Pro OA Prop of NORCOM 00291 Position 3 127 rnmnittor FminmPnt - ConVd Attachment A Page 58 of 73 Model # SERIAL # EoujDment Location Acquired Date Acquired Cost Surplus Date Dell Monitor Cn-0CC299-64180-62P-1 7US Supervisor desk Dell Monitor CN-OCC299-64180-631-14WS Supervisor desk Dell Monitor AS501 CN-OG554F-64180-85K-2LPL Position 2 Dell Monitor 052235-11 CN-OCC299-64180-631-14TS Position 2 Dell Monitor CN-ODY840-46633-76K-1Y9U Position 2 Mfg date 0612007 Dell Soundbar AS501 CN-OUH837-48220-762-0163 Position 2 Dell Speaker Bar A5501 CWOR0923948220-630-01 YU Supervisor desk NEC LCD Monitor L194RH / LDC1970NX -BK 5YBI1321YA Dispatch floor/camera NEC LED Monitor LCD197ONX-BKL 5YB11336YA Position 2 NEC Monitor LCD1970NX-BKL 5YBI1329YA Position 2 Toshiba Monitor 19AV50OU 81805042357 Dispatch floor/camera mfg date 0512008 NEC Monitor NEC Monitor LCD1970NX-BKL LCD1970NX-BKL 5YB11339YA 5ZB26056YA Position 3 Position 3 Dell Monitor CN-OD3073-74445-950-CHYS Position 3 Dell Sound bar AS501 CN-OR9239-48220-63D-02KF Position 3 Dell Monitor 052235-11 CN-OCC299-64180-631-148S Position 3 Toshiba monitor 9AV50OU SN-819105044750 Reception office HP Laptop Pavilion ZV5000 Q7822A CND4370M9Y Director's Office Dell Monitor CN OCC639-72872-614-IVGS Director's Office Dell Monitor CN-OCC299-64180-631-149S Directors Office . Dell Soundbar CN-OR923948220-63D-02KC Directors Office Dell Monitor CN-OCC299-64180-631-1535 Directors Office Dell computer box Optiplex 755 GD3VCFI Directors Office Dell computer box Directors Office Dell computer box (SCCC-Access) JF7MX91 Directors Office Dell Persision 380 5370708565 Server Room 128 Computer Equipment • Cont'd Attachment A Page 59 of 73 Model # SERIAL # Eouipment Location Acouired Date Acouired CEst Surnius Dnt¢ Sageon I I Power System Controll Unit - Micro Rectifiers 020430411 Server Room Sageon 11 Power System Controll Unit - Micro Rectifiers 02043041101481 Server Room Telex DSP -223 Server Room Kenwood Radio Linn Cty Fire Server Room Kenwood Radio Linn Cty SH Server Room Kenwood Radio State Fire Net Server Room Duracomm LP -25 CA47185992 Server Room ITA2000 (qty 2) Server Room 0312012 1,150,00 Raytheon JPS Communications (Tower equipment) 80000019329 Server Room Raytheon JPS Communications (Tower equipment) 80000034721 Server Room EMA Corp RX Multicoupler 24108 -1/P5 060405 -045 Server Room Kenwood UHFPM Repeater TXR -850 PD Marion Hill Voter Server Room Kenwood UHFPM Repeater TXR -850 S1 Wipper Voter Server Room Kenwood UHFPM Repeater TXR -850 S1 Mcully Mt Voter Server Room Kenwood V -Tac Radio V -TAC Radio Server Room ITA2000 97C160 -0003 Server Room Oregon Dept of Forestry Radio - Midland 70 -1340B 097331T Server Room ITA2000 79C160 -0003 Server Room Kenwood Radio Server Room Duracom RA93095839 Server Room VewSonic Monitor VS12085 QXL094690694 Server Room Mfg date 11/13/2009 Stancil NAS Smart Stor NS2300N Server Room Stancil Corp L ging Recorder TEN-4 41032- 0210- A032 -10GLT -5290 Server Room Westinghouse Monitor LCM- 17UZSL W17CM0538101914 Server Room Dell Keyboard (with Westinghouse monitor ) Server Room Dictaphone Freedom Recorder 05BA000 00259516 Server Room Dell Power Vault 725N 2X6QN41 Server Room Logging recorder cage 1. cage 2,1/0 controll Ortronles - TRC CH 1 -8 Cage 1, TRC CH 9-16 Cage 1, TRC CH 1 -8 Cage 2, TRC CH 9 -16 Cage 2. 8050F66M150 Server Room ModUCorn MEP II Card Cage Assembly 240156 Server Room Net ear ProSafe 16 port 10/100 switch JFS516 Server Room HP Compaq Positron Telco only Pos 2 CAC60302LO Server Room HP Compaq Positron Telco only Pas 3 CAC60302KP Server Room 129 Attachment A Page 60 of 73 (`nmnittar Fmiinmonf - rnnVfi Modpi A SERIAL # Eauioment Location Acauired Date Acquired Cost Surr)lus Date HP DVD Powermap HPDL 140 MX2606002C Server Room 2,940.00 HP DVD Power MIS Prolian DL140 Server Room 592.90 HP Proliant Storeage Works DAT40 USB Powerd by Poisitron Database I ML 350 USM539041G Server Room HP Compaq position 1 Positron Telco Only CAC605035D Server Room LCD Monitor Drawe W18 port KVM RXP-1 115 801 C Al23125051398-038E Server Room OS Robotics Faxmodem V.92 5686 2ABLY63F0703 Server Room Avocent digital desktop C Series DDC2050 0040083565 Server Room Positron Viper HP Procurve Switch 2626 J49008 (qty 29) Server Room HP Proliant DL140 (DVD) (qty4) Blank, POTS Svr B, VoIP Svr 1, VoIP Svr 2) Server Room Positron CIM Gateway (qty 6) Server Room Positron AIM (qty 4) Server Room Dell Poweredge 2850 Test ST:CVNPX91 2803560149 Server Room - Cabinet 8 Communications ST: JDJDX91 4964153813 Server Room - Cabinet 8 Mobile ST: HOJOX91 38610589141 Server Room - Cabinet 8 CAD Sery ST: 3RJOX91 8196102613 Server Room - Cabinet 8 Cisco Systems Catalyst 3500 XL Server Room ADC Megabit Modem - DSL Modem to PD 300S 218927133 Server Room ForceCorn - DSL Modem from SCTC T100 60703400875 Server Room Motorola Wave Broadband SB101 515291-017-00 Server Room Cisco Pix 506E Firewall 88810163413 Server Room Dell Powered Rack Console 15FP OPF033-12963-638-2H2M Server Room Dell Computer Percision 380 position 4 Percision 380 3GTKZ91 Server Room Powerware Cabinets (qty 3) 9355 Server Room Panasonic KX-TDA100 KX-TDA100 Server Room - Cabinet 7 Panasonic PSLP 1207 Power Supply Unit - Card Slots: not used, *LCOT8, *DHLC8, *POB3, - *MPR PSLP 1207 KX-TDA01 046AASBOO2643 Server Room - Cabinet 7 Panasonic KX-TVA50 Server Room - Cabinet 71 130 Computer Equipment - Confd Attachment A Page 61 of 73 Model # SERIAL iE F: inmPnr I rw-n inn A rrn"irM note n,...,.; —A P-4 C.,. 1., n Fumiture Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date 1 desk chair _ __ .. _�_.�..._... _,.........,,.. Server Room - Cabinet . ,,...,............... . .w.+ow vvoG vuNua vats Leviton Box qty 4 7 2 door 5 shelf side -by -side wood storeage cabint, Server Room - Cabinet Leviton Data Jack (qt 2) wood 7 Ktichen 2;686.00 2 draw file cabinet, plastic Storex Server Room - Cabinet Director's Office Lantronix LIDS Universal Device Server USD1100 RS232/422/485 7 1112011 300.00 Server Room - Cabinet HP ProCurve Switch J9147A 2910AL -48G 7 Dispatch floor 2 shelf metal file storeage cabinet (The HON Server Room - Cabinet GE Security Storesafe Pro SDVR -16P -600 D506 -YP1Z- 571905 6 Reception office 5,959.00 2 shelf metal file storeage cabinet (The HON Server Room - Cabinet Black Box - with 16 green lights no identifing info Company) 1398S 6 Reception office Server Room - Cabinet Lar e white box (locked - no identifin information} 3 drawer lateral fiel cabinet (The HON Comopany) 1 683E lC7HX1 6 Reception office Sonic Wall Network Security Appliance TZ -210 Wireless N APL20 -065 10017C55C3762 Server Room Fumiture Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date 1 desk chair Records Room 1 shelf, 1 drawer wood freestanding cabinet mens restroom 2 door 5 shelf side -by -side wood storeage cabint, wood Ktichen 2 draw file cabinet, plastic Storex Director's Office 2 drawer black metal feel cabinet Dispatch floor 2 drawer black metal fiel cabinet Dispatch floor 2 shelf metal file storeage cabinet (The HON Company) 1398S CMVLVC Reception office 2 shelf metal file storeage cabinet (The HON Company) 1398S CY31-7P Reception office 3 drawer lateral fiel cabinet (The HON Comopany) 1 683E lC7HX1 Reception office 131 Attachment A Page 62 of 73 furniture - Confd Model # SERIAL # Equipment Location A cquired Date Acqui Cost Surplus Date 3 drawer lateral fiel cabinet (The HON Comopan) 683L Reception office 3 shelf book shelf wood Director's Office 3 shelf white wood bookcase Dispatch restroom 3 step, step - ladder Storeage area off kitchen 4 drawer lateral file cabinet (The HON Company) L4304L DLSCZP Records Room 4 drawer lateral file cabinet (The HON Company) L4304L DUSXGP Records Room 4 drawer lateral file cabinet (The HON Company) L4304L Records Room 4 drawer lateral file cabinet (The HON Company) Records Room 4 drawer metal file cabinet Itr size Reception office 4 drawer metal file cabinet, standard (qty 4) Records Room 5 shelf storea a racks, wire (qty 3) Storeage area off kitchen 6 shelf metal storea e Records Room 6 shelf wood bookshelf Director's Office 8 metal chairs for conference table Conference Room Coffee table, metal & the Reception area Conference Table, wood oval Conference Room Cortelco Corinth hadwire telephone 250000- VBA- 20M -9 -06 BK HAC Reception area Couch - Full size, blue Reception area Couch - Full size, floral Ktichen Decorative entryway table Entryway Decorative tree (qty 2) Reception area Desk Chair Director's Office Desk chairs (q 3) Conference Room Director's desk with 2 drawer banks Director's Office Dispatch chair Dispatch floor Dispatch console work stations Dispatch floor - Position 2 Dispatch console work stations Dispatch floor - Position 3 Dispatcher storea a cabinets for personal items) 23 single cabinets Kitchen End tables (qt 2), metal & file Reception area Freestanding white wood cabinet womens restroom Garmet Storeage container (han er/shelfs ) rds Room Germstar free standing handwash station Kitchen Germstar free standin2 handwash station Entrywa Lamps, metal & the (qty 2) Reception area 132 Attachment A Page 63 of 73 Furniture - Cont'd Model # SERIAL # Equipment Location. Acquired Date Acquired Cost Surolus Date Lateral file cabinet, metal for hanging files (The Write Line qu�pme I ovation Acquired Dare Hcauirea cost 6urplus uate HON Company) 692LS CVL3J2 Director's Office 09/2005 09/2005 15,582.84 95,582.84 Lateral file cabinet, metal for hanging files (The Write Line PHTPNL SCCC Dispatch Floor 09/2005 700.00 HON Company) 692LS CGL3J2 Director's Office Love seat, blue Reception area Oval dinning table, wood with 4 chairs Dispatch floor Resource organizer, round table Write Line RIRS36MK Dispatch floor 0912005 2,772.00 Rug Reception area Storeage area off Shopvac kitchen Supervisor desk - 1" shape wood Dispatch floor Supervisor desk chair Supevisor desk 1012011 Tri -fold Presentation board with white board & screen Conference Room Storeage area off Vacuum kitchen Visitor Chairs Safeco (qty 3 ) 3452CB Director's Office Wright Line 2 door/ 3 shelf cabinet - Technical Environment Solutions Write Line 4Y52 & 7933 Dispatch floor 0912005 757.63 Wright Line 2 door/ 3 shelf cabinet - Technical Environment Solutions Write Line 4Y52 & 79333 Dispatch floor 09/2005 757,63 Wright Linen door/ 3 shelf cabinet - Technical Environment Solutions Write Line 4Y52 &7933 Dispatch floor 0912005 757,63 Wright Line 2 door/ 3 shelf cabinet- Technical Environment Solutions Write Line 4Y52 & 7933 Dispatch floor 09/2005 757.63 Wright Line 2 door! 3 shelf cabinet - Technical Environment Solutions Write Line 4Y52 & 7933 Dispatch floor 09/2005 757.63 Wright Line 2 door/ 3 shelf cabinet - Technical Environment Solutions Write Line 4Y52 & 7933 Dispatch floor 09/2005 757,63 Wright Line 2 doorl 3 shelf cabinet - Technical Environment Solutions Write Line 14Y52 & 7933 Dispatch floor 09/2005 757.63 Furniture - Dispatch Consoles Model # SERIAL if E ' f L 2 Dispatch Console Stations Write Line qu�pme I ovation Acquired Dare Hcauirea cost 6urplus uate 2 Dispatch Console Stations ( NORCOM 6 & 7) Write line MCC NORCOM (6 & 7) 09/2005 09/2005 15,582.84 95,582.84 Radiant Heat Panel (qty 4) Write Line PHTPNL SCCC Dispatch Floor 09/2005 700.00 133 Attachment A Page 64 of 73 Santiam Consoles Ca-) NORCOM (station 6 & 7) Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date HP Monitor Compaq LA2006X XN374A 3CO2261HY9 NORCOM station 7 HIP Monitor Compaq LA2006X XN374A 3CQ226HYN NORCOM station 7 Dec-10 1,365.00 Dell Monitor SR -153 CN-OFP1 82-71618-7ACHY6 NORCOM station 7 Oct -10 575.00 Dell Monitor OFJ44J CN-OFJ44J-74445-268-B655 NORCOM station 7 Feb-12 5,333.00 Dell Monitor OFJ44J CN-OFJ44J-74445-268-AULS NORCOM station 7 Feb-12 5,333.00 Keytronic Keyboard NX700 C091801040 NORCOM station 7 l Feb -12 5,333.001 ELO Monitor (radio monitor) H 1 2CO1 7331 NORCOM station 7 Sanfiarn Consoles (& NORCOM (station 6 & 7) - Confd Model # SERIAL # Equipment Location Acquired Date Acouired Cost Surplus Date Dell Sound Bar AS501 CN-04H837-48220-75U-0505 NORCOM station 7 HP Computer — 380530 2UA5291 F5W NORCOM station 7 Dec-10 1,365.00 Arrow Electronics computer box SR -153 NORCOM station 7 Oct -10 575.00 HIP Monitor Compaq LA2006X NX700 BlCO0140 NORCOM station 6 Feb-12 5,333.00 HIP Monitor Compaq LA2006X NX700 BlCO0154 NORCOM Station 6 Feb-12 5,333.00 Dell Monitor 1 Dell NX700 B1C00169 NORCOM Station 6 l Feb -12 5,333.001 Monitor NORCOM Station 6 Dell Monitor NORCOM Station 6 Keytronic Keyboard NORCOM Station 6 ELO Monitor (radio monitor) NORCOM Station 6 Dell Sound Bar NORCOM Station 6 HIP Computer NORCOM Station 6 Arrow Electronics computer box NORCOM Station 6 Wipper Site Model # SERIAL # Fnijinmpnt Lnrnflnn Annidrpd n:;tp ArniiirM r.r%et qwnhie nntc Wipper Site Location 1 0' X 18" Black Cable Ladder — 380530 Wipper Dec-10 1,365.00 GaiTronics ITA2000A Tone Remote Adapter / Item# 413706 ITZ2000A Wipper Oct -10 575.00 Kenwood NexEdge Base Station NXR700 Repeater NX700 BlCO0140 Wipper Feb-12 5,333.00 Kenwood NexEdge Base Station NXR700 Repeater NX700 BlCO0154 Wipper Feb-12 5,333.00 Kenwood NexEdg Base Station NXR700 Repeater NX700 B1C00169 Wipper l Feb -12 5,333.001 134 Attachment A Kenwood 110 W Continuous Duty RF Amplifier & - - _,_. •., - %04U„cv LWOM n.,,,.,,�,. �,,�, ,,,, ,ua �aG� Power Supply KSGA211 B Wipper Feb -12 2,936.00 Kenwood 110 W Continuous Duty RF Amplifier & Power Supply KSG A211 B Wipper Feb -12 2,936.00 Kenwood 110 W Continuous Duty RF Amplifier & Power Supply KSGA2118 Wipper Feb- 21 2,936.00 CyberPower Battery Backup 825v 450w ICP825AVRG Wipper Dec 11 90.00 McCully Site Model # SERIAL # Equipment Location Acquired Date Acquired Cost Surplus Date Base Station - S1 Base Station - S4 Base Station - Santiam Ambulance Antenna Reqis Site MMAI it cPOini !4 c ,., w 1 ,.,,. 9-- A- ..: - -., Base Station - - _,_. •., - %04U„cv LWOM n.,,,.,,�,. �,,�, ,,,, ,ua �aG� Antenna Marion Hill Site ne, .1� hl CCOIA! 4 f_.::____. , _ _ -� -- . -- • - , .. _ _ _ Nexed a Base Station NX700 - _- - I.. - ..— Marion Hill - %04U„cv LWOM tt w UgCU %,UJi. JUf !u5 Ua[e Antenna Total Aquired costs 96,554.98 135 Attachment A Page 66 of 73 EXHIBIT E NORCOM AND SCCC EMPLOYMENT ISSUES A. The transfer of employees from NORCOM and SCCC to METCOM will be governed by the provisions of ORS 236.605- 236.640 and the terms of this Agreement. B. The transfer of all employees from NORCOM and SCCC to METCOM will be effective at [time] on , at which time their respective employments with NORCOM and SCCC will terminate. C. NORCOM and SCCC shall furnish all employment records to METCOM at the time of transfer. D. Effective [date], METCOM will recognize the North Marion County Dispatch Association (NMCDA) as the exclusive bargaining representative of all regular full -time and regular part -time employees who are regularly scheduled to work at least ninety (90) hours a month in the job classification of Communications Specialist /Dispatcher. Effective [date], METCOM will assume the current (July 1, 2011 to June 30, 2014) collective bargaining agreement between NORCOM and NMCDA, as supplemented and modified by the terms of the Transfer and Merger Agreement negotiated between NORCOM, SCCC, NMCDA and SCDA. (Attachment ) E. Effective [date], NORCOM will cease to be an employer. F. Effective [date], SCCC will cease to be an employer. G. METCOM shall place each transferred employee who was employed in the bargaining unit positions of Dispatcher or Communications Specialist /Dispatcher for SCCC and NORCOM immediately before the transfer date in the position of Communications Specialist /Dispatcher. H. The wages, benefits and other terms and conditions of employment of all transferred bargaining unit employees shall be governed by the terms of the collective bargaining agreement between NORCOM and NMCDA, as supplemented and modified by the terms of the Transfer and Merger Agreement. I. METCOM shall also place each transferred employee who was serving in non - bargaining unit positions for SCCC and NORCOM immediately before the transfer date in a position comparable to the position the employee enjoyed under prior employment, subject to the following: Intergovernmental Agreement Page 50 136 Attachment A Page 67 of 73 J. In determining a comparable position, METCOM shall consider the employee's educational and physical qualifications, experience, and the salary, duties and responsibilities of prior employment. K. If METCOM finds that no comparable position exists, the employee shall be offered a lesser position, if such position is available, according to the qualifications of the employee as determined by METCOM. Such findings and placement shall be subject to a hearing upon the employee's request and subject to review under ORS 34.010 to 34.100. L. If METCOM finds that no position exists, the employee shall be listed as a regular laid -off employee and shall have priority to appointment over other persons eligible for any position for which the employee is qualified. M. The non - bargaining unit transferred employees shall not have their salary or wage rate reduced as a result of the transfer during the first 12 months of employment with METCOM. After the first 12 months of employment, the transferred employee shall be placed at the closest salary for the position as designated under METCOM salary schedule. N. All wages earned and unpaid at the time of transfer become due and payable by the transferring employer not later than the end of the first business day after the effective date of the transfer. 0. Non - bargaining unit employees shall retain the seniority they accrued under their prior employment with NORCOM and SCCC respectively. The crediting of seniority shall apply for all purposes, including relative seniority for layoffs, shift preferences, vacation preferences, etc., as well as placement on the salary schedule, vacation accrual and other wage and hour benefits. P. On the effective date of the transfer, the total number of vacation, holiday compensatory time and other paid time off (PTO) hours accrued by the transferred non - bargaining unit employees while employed by NORCOM or SCCC will be credited to their accounts with METCOM. The parties understand and agree that holiday and vacation hours accrued by employees who were formerly employed by SCCC will be credited to their combined PTO accounts. Q. Likewise, on the effective date of the transfer, transferred non - bargaining unit employees will be credited with the sick leave they had accrued while employed by NORCOM or SCCC. Intergovernmental Agreement Page 51 137 Attachment A Page 68 of 73 R. Retained accrued leave from a transferring employer, when used, shall be paid at a rate not less than the rate at which the leave was earned. S. After the effective date of the transfer, METCOM shall grant any leaves to non - bargaining unit employees according to its own personnel policies and procedures. T. At the time of transfer, the transferring employer shall pay to METCOM a sum equal to the number of hours of vacation leave, compensatory holiday pay, FLSA compensatory time and other accrued PTO retained times the employee's prior applicable rate of pay, including language, certification and other incentives routinely included in the employee's hourly pay. U. In the event that any transferred employee is subject to a waiting period for coverage of preexisting conditions under the health insurance plan of METCOM, METCOM shall arrange for a waiver of such waiting period with its health insurer. The transferring employer shall reimburse METCOM for the additional premium costs, if any, resulting from such waiver, for a period of not to exceed 12 months. Intergovernmental Agreement Page 52 138 Attachment A Page 69 of 73 EXHIBIT F PROPOSED EMPLOYEE TRANSFER AND MERGER AGREEMENT This Agreement is entered into by and between North Marion County Communications ( "NORCOM "), Santiam Canyon Communications Center ( "SCCC "), North Marion County Dispatch Association ( "NMCDA ") and Santiam Canyon 911 Dispatchers' Association ( "SCDA "). WHEREAS, it is the desire of the NORCOM and SCCC to merge their 911 communication functions through the transfer of functions previously performed by SCCC and NORCOM to METCOM under the terms of the an Intergovernmental Agreement, to be approved by the governing bodies of those agencies. WHEREAS, the bargaining unit employees employed by NORCOM and the SCCC are represented by NMCDA and SCDA. WHEREAS, the representatives of NORCOM and SCCC have reached agreement with NMCDA and SCDA regarding the impact of the decision to transfer and merge 911 communication functions to METCOM and the effect of that transfer on the employees in the single merged bargaining unit. WHEREAS, as a result of those negotiations, the parties have reached agreement on the terms of the transfer and merger of the bargaining units, it is hereby agreed that in the event the Intergovernmental Agreement is approved and executed, such transfer and merger will be effectuated as follows: 1. METCOM agrees to offer employment as Communication Specialist /Dispatchers to all persons employed by SCCC in the classification of Dispatcher and all persons employed by NORCOM in the classification of Communication Specialist /Dispatcher effective on the date of the transfer. 2. It is understood and agreed that the Dispatchers and Communication Specialist /Dispatchers transferred from SCCC and NORCOM to METCOM will become subject to the collective bargaining agreement between NORCOM and NMCDA effective on the date of the transfer. Accordingly, except as set forth in Section 2.a. below or as compelled by law, all eligibility for benefits and other entitlements under SCCC's collective bargaining agreement with the SCDA shall cease on the effective date of the transfer. Intergovernmental Agreement Page 53 139 Attachment A Page 70 of 73 a. All transferred employees, at the option of the employee, may elect to continue under any retirement system in which the employee was participating prior to transfer or, if the employee meets the qualifications therefore, the employee may elect to participate in the Retirement system available to employees of METCOM. The employee's election shall be in writing and made within 30 days after the date of transfer. If the employee elects to continue under the retirement system in which the employee was participating prior to transfer, the employee shall retain all rights and be entitled to all benefits under that system, the employee shall continue to make contributions to that system and METCOM shall make contributions on behalf of the employee to that system as required of employers participating in that system, as if the transfer had not occurred. 3. Bargaining unit employees shall retain the seniority they accrued under their prior employment with NORCOM and SCCC respectively. Effective on the date of the transfer, the employee rosters for NORCOM and SCCC will be consolidated into a single seniority list. The crediting of seniority shall apply for all purposes, including relative seniority for layoffs, shift preferences, vacation preferences, etc., as well as placement on the salary schedule, vacation accrual and other wage and hour benefits. 4. In order to avoid any interruption or overlap in medical, dental, disability or life insurance benefits, the SCCC will continue the transferred employees on its medical, dental, life and disability insurance policies through the last day of the month in which the transfer becomes effective. Effective on the first day of the following month, employees transferred from SCCC to METCOM will be eligible for coverage under the insurance programs set forth in the current collective bargaining agreement between NORCOM and NMCDA. It is understood and agreed that any payment or reimbursement between NORCOM and SCCC necessary to effectuate the transition will be subject to the terms of the Intergovernmental Agreement and will not adversely affect the benefit eligibility of transferred employees. Intergovernmental Agreement Page 54 140 Attachment A Page 71 of 73 5. On the effective date of the transfer, the total number of vacation, FLSA compensatory time, holiday compensatory time and other paid time off (PTO) hours accrued by the transferred employees while employed by NORCOM or SCCC will be credited to their accounts with METCOM. The parties understand and agree that holiday and vacation hours accrued by employees who were formerly employed by SCCC will be credited to their combined PTO accounts. 6. Likewise, on the effective date of the transfer, transferred employees will be credited with the sick leave they had accrued while employed by NORCOM or SCCC. Again, it is understood and agreed that any payment or reimbursement necessary to effectuate these benefit credits will be subject to the terms of the Intergovernmental Agreement between NORCOM and SCCC and will not adversely affect the benefits of transferred employees, as set forth in this Agreement. This Agreement represents the entire Agreement of the parties and supersedes all prior and contemporaneous oral or written understanding statements, representations or promises relative to the impact of the merger of NORCOM and SCCC. The parties expressly represent that there are no other understandings, representations or agreements between them relative to the subject matter of this Agreement, except as set forth in the Intergovernmental Agreement referenced above. Intergovernmental Agreement Page 55 141 Attachment A Page 72 of 73 THE PARTIES AGREE that they understand all of the provisions of this Agreement and execute it voluntarily with full knowledge of its significance and consequences. NORTH MARION COUNTY COMMUNICATIONS CENTER: By: Date: NORTH MARION COUNTY DISPATCH ASSOCIATION: By: Date: SANTIAM CANYON COMMUNICATIONS CENTER: By: Date: SANTIAM CANYON 911 DISPATCHERS' ASSOCIATION: By: Date: Intergovernmental Agreement Page 56 142 Attachment A Page 73 of 73 EXHIBIT G Initial Election to Receive Emergency Service Communications from METCOM All Participating Agencies shall complete and submit this document to METCOM upon execution of the Agreement. The undersigned, as a Principal or Subscriber under the Marion Area Multi Agency Emergency Telecommunications Center INTERGOVERNMENTAL AGREEMENT DATED AS OF 2013, (the "Agreement ") hereby confirms that it elects to receive from emergency service communications from METCOM as defined in the Agreement, for its Law Enforcement department /operation Fire /Emergency Medical Services department /operation Public Works department /operation Bureau of Land Management Services department /operation Other Contracted Service Organization As and when such a service becomes available in accordance with the Agreement. Contact information for the elected department /operation(s) is set forth below. Signed this day of 1 2013. Principal: By: Its: (name of agency /organization) (authorized agency representative) Title Contact information for Served department /operation(s). Please provide the following: (Name,Title, Address, Phone and e- mail): Executive Director 1060 Mt. Hood Ave, Woodburn, OR 97071 503.982.2344 office 503.982.2375 fax Intergovernmental Agreement Page 57 143 WOObBURN fqt.. rp�,,a lt;( 1589 May 13, 2013 TO: Honorable Mayor and City Council FROM: Scott Derickson, City Administrator A�z� Wo.. SUBJECT: FY 2013/14 Amended Financial Plan (Budget Policies & Reduction Strategy) RECOMMENDATION Adopt the attached FY 2013/14 amended Financial Plan (Budget Policies & Reduction Strategy) via a motion to adopt amended sections, Section 16(A) - Discretionary Programs and Section 17 (F) Consideration List. The proposed language is included in the attached draft Budget Policies & Reduction Strategy and is highlighted for ease. Staff considers the addition of this language to be a "house- keeping" type item intended to reflect the City Council's recent prioritization of the General Fund's services. BACKGROUND The purpose of the financial plan is intended to help the City better predict cost and revenue trends from year to year, make better budget decisions via the memorializing of sound financial practices, budget administration and if necessary, reducing the City's budget so that it is consistent with the overall goals of the City Council and the needs of the community. Per Section 1 (A) of the City's Budget Policies & Reduction Strategy, the Council reviews, updates and approves the plan on an annual basis or as needed. It seems prudent to amend the policies from time - -time and as needed. In August of 2011, the City Council first adopted a comprehensive set of budget policies intended to provide a policy framework for compiling the annual budget, including approaches for reducing budget expenditures if needed. The policies were then updated and approved in 2013 prior to the compilation of the proposed FY 2013/14 Budget. DISCUSSION After the City Council's April 13 Goal Setting, the proposed changes to the policy reflect the City Council's prioritization of General Fund services for the Agenda Item Review: City Administrator _x_ City Attorney x_ Finance _x- 144 City of Woodburn Budget Policies & Reduction 'Strategy FY 2013/14 • SECTION 1. ANNUAL REVIEW & POLICY A. Fiscal Responsibility Per the City Council's biannual 2013 - 2015 Adopted Goals, it will be the policy of the City of Woodburn to return the highest level (or sustain the current levels) of service with the least amount of taxpayer investment; and to plan accordingly. B. Balanced Budget The City's Budget shall be balanced. For each fund, ongoing costs are not to exceed ongoing revenues plus available fund balances used in accordance with reserve policies. C. Budget Process The annual budget process is intended to weigh all competing requests for City resources within expected fiscal constraints. Levels of service will increase or decrease based on the availability of recourses. Requests for new programs made outside the annual budget process are discouraged. New initiatives will be financed by reallocating existing City resources to the services with the highest priorities. D. Fiscal Recommendations Consistent with the administrative responsibilities outlined in the Charter, the City Administrator will make fiscal recommendations to the City Council on all measures necessary to sustain current levels of service and avoid reductions in City programs, including the consideration by the City Council of new revenue sources if this is determined to be in the best interest of the community. E. Budget Policies Updated Annually The City Council will review and adopt Fiscal Year Budget Policies on an annual basis. F. Yearly 5 -Year Forecast The City Council will review and approve the 5 -Year Forecast (see attached Exhibit A) on an annual basis. The forecast is an estimate of future revenues and expenses and is intended to serve as an estimate and a guideline for making sound financial decisions in the current fiscal year and budget preparation. The 5 -Year Forecast and the annual Budget Policies together will constitute the City's Annual Financial Plan. G. Policy Direction Consistent with their policy making role outlined in the Woodburn City Charter, the City Council is responsible for providing policy direction to determine the City's overall fiscal policy. In response to the fiscal recommendations made by the City Administrator, the City Council shall consider all measures necessary to sustain current levels of service and avoid reductions in City programs, including consideration by the City Council of new revenue sources if this is determined to be in the best interest of the community. H. Budget Under the Woodburn City Charter, the City Administrator serves as Woodburn's Budget Officer. The Finance Director assists the City Administrator with preparation and presentation of the annual budget, budget administration and the day -to -day finance operations. 145 The Budget Officer is responsible for the administration of the annual budget and may approve or disapprove the expenditures contained in the adopted budget if deemed in the best financial interest of the City. I. Budget Administration As authorized by the City Charter, the City Administrator is responsible for taking actions necessary to keep expenditures within anticipated revenues, including initiating layoffs, re- organizations, downsizing, program reductions and adjustments to service levels. The City Administrator will keep inform the City Council informed as to any steps taken to reduce expenditures and, whenever possible, the Council will review the decisions and consider options during a mid -year budget review. • SECTION 2. DISCRETIONARY & DEDICATED RESOURCES A. Recognizing Financial Limits Woodburn will make a distinction between two different types of services; 1) those that are funded primarily from City discretionary resources and; 2) and those that are funded primarily from dedicated resources. B. Discretionary Resources The General Fund is the fund that collects discretionary resources to provide discretionary programs and services as recommended by the Budget Officer and approved as part of the City's cycle. The City will continue to fund these programs primarily from General Fund discretionary resources. These include police, park and recreation, economic development, land use financial services and other programs. C. Dedicated Resources Dedicated services (e.g., fees, grants, utility revenues, etc.) are traditional City services that are provided primarily with dedicated funds. Dedicated resources are subject to restrictions via state and federal law, grant agreements and contracts, City policy and ordinances. Frequently, these resources will be state or federal programs that the City administers locally, such as public safety programs or transportation grants. The City will fund these programs (i.e. speed and safety belt enforcement, etc.) primarily from dedicated resources. • SECTION 3. GENERAL FUND BUDGET (DISCRETIONARY) A. Annual Budget Goal The goal shall be to prepare a budget that maintains existing high priority programs supported by the General Fund while at the same time seeking savings wherever possible. Funding for lower priority programs will be reduced or eliminated to ensure that expenditures remain in balance with resources. B. General Fund Emphasis The highest priority shall be to conserve General Fund discretionary resources to fund high priority programs as defined by the City Council and City Administrator. C. Maximize City Council's Discretion Wherever legally possible, revenues are to be treated as discretionary resources, rather than as dedicated to a particular program or service. The goal is to give the City Council as much flexibility as possible in allocating resources to local priorities. D. New Revenues In order to sustain current levels of service, avoid reductions in public safety programs or increase services needed to meet community demands, the City Council may consider new discretionary revenues if it is determined to be in the best interest of the community. 2 146 E. Use of Dedicated Funding Sources Whenever legally possible, funding responsibility for existing programs or activities should be transferred to appropriate dedicated funding sources, freeing up scarce discretionary resources to fund City Council priorities. F. Cost Efficiency Staff will prepare fiscally conservative budgets and will seek savings wherever a balance between cost efficiency and the quality of public service can be achieved. G. Materials & Services Departments are to prepare "base budgets" with a goal of holding General Fund or other discretionary resources for materials and services expenditures to no more than FY 2011/2012 budget levels. H. No General Fund Street Maintenance Support No discretionary General Fund revenues will be used to support street maintenance activities. General Fund street lighting transfers are exempted from this policy. The current transfer from the General Fund for street lighting will be maintained as long as it is fiscally viable. The transfer will be reviewed as approved each fiscal year as part of the budget process. Revenue Estimates Departments should budget for revenues based on the best information available during the budget process. If additional information becomes available during the budget process, it should be provided to the Finance Director's Office. Accuracy in revenue /expenditure estimates is critical. New revenue estimates should be based on the best information available. Subsequent annual estimates should also take into consideration the actual receipts from the previous year. Pursuit of New Departmental Revenues Departments shall pursue revenue sources to the fullest extent possible for all services as well as total cost identification (including indirect costs) for fee setting purposes, grants or other funding opportunities. Any new revenue sources should be used to offset the cost of existing staff and programs, rather than funding new staff or programs. Fee schedules will be reviewed annually to ensure costs are recovered. Fee schedules will be updated as part of the annual budget process. K. Expenditure Reductions Reductions in revenues may require expenditure reductions from the "base budget" level. If reductions are required, the City Administrator will be guided by the City Council's adopted Resource Reduction Strategy. L. Discretionary Programs New discretionary programs may be included in the Proposed Budget with the prior approval by the City Administrator and if the new program is deemed a high priority activity. The impact of new or expanded programs on overhead services (information system services, financial services, building / grounds maintenance, human resource services, budget services, etc.) shall be evaluated to determine if overhead services need to be increased due to the addition of new programs. The costs of increases in overhead services attributed to additional programs shall be included in the analysis of the total cost of new programs. Should outside funding for a program expire, the program may be terminated by the City Administrator or the City Council. M. Full Cost Recovery City staff shall make every effort to assign costs where they occur through the use of interdepartmental / interfund charges and indirect cost percentage assignments. The intent is to clearly define the actual cost of each direct service the City provides internally or externally. The first priority is the recovery of overhead costs from all funds and grant programs and through the use of the City's Indirect Cost Program /Methodology. 147 N. Annual Budget Savings To the extent General Fund supported departments experience savings during the year (due to position vacancies, etc.) that money should not be spent. Instead it should be saved to augment the beginning fund balance for the next fiscal year except as approved by the City Administrator. • SECTION 4. NON - GENERAL FUND / UTILITY BUDGETS (DEDICATED) A. Bottom -Line Emphasis For activities or programs funded primarily from non- General Fund sources, Departments are to prepare "base budgets" with a goal of holding any General Fund contribution to no more than the amount provided in the current fiscal year, subject to the availability of funds. Whenever possible, reductions in General Fund contributions should be achieved. B. No Backfilling General Fund discretionary dollars will not be used to back -fill any loss in water and /or sewer City utility revenue, state - shared or federal revenues, grants or dedicated funding programs (for further information, see the Resource Reduction Strategy). C. Revenue Estimates Departments should budget for revenues based on the best information available at the time the budgets are prepared. If additional information becomes available during the budget process, it shall be provided to the Finance Department. New revenues should be estimated based on available information the first year. Subsequent annual estimates should also take into consideration actual receipts from the previous year. D. Overhead Cost Allocation Charges All non - General Fund departments should budget the amount allocated to that department in the City's Indirect Program /Methodology. E. Cost Efficiency As with the General Fund, staff responsible for non - General Fund budgets will prepare fiscally conservative budgets and will seek savings wherever a balance between cost efficiency and the quality of public service can be achieved. F. Utility Revenue allocations It is the policy of the City of Woodburn that revenue generated by City owned utilities will be split between capital funds and operating expenses in a manner consistent with Woodburn's Capital improvement plans and operating requirements. The allocation, or split, of these revenues will be approved annually as part of the budget processes. G. General Fund Transfer Savings With the exception of required "hard- dollar" grant matches, any unused or unneeded portions of budgeted General Fund transfers to non - General Fund budgets will be returned to the General Fund at the end of the fiscal year in order to increase the General Fund ending balance. H. Utility Rates The City will maintain utility rates at a level that ensures that all debt service, operating and capital costs are adequately recovered. Capital costs identified in approved capital improvement plan will be used as the basis for forming the capital costs recovery portion of utility rates. I. System Development Charges As permissible under state law, the City will pursue the recovery of infrastructure related development cost relating to water, sewer, street, storm and parks. These costs will be delineated via a defensible methodology, which will be revised from time to time to ensure accuracy. 0 148 J. Street SDC Minimum Reserve The Street SDC Fund will not be depleted below $5.26 million until after the City's contribution to the Woodburn Interchange Project has been satisfied. A Street SDC Fund balance of $4 million will be held in reserve and dedicated towards any balance outstanding on the City's contribution to the I -5 Interchange Project. • SECTION 5. FUND RESERVES & CONTINGENCIES A. General Fund Contingencies At least 10% of the General Fund's operating appropriation shall be placed into the operating contingency to meet cash flow needs and with the expectation that most will not be spent and will become part of the 2013/2014 Beginning Fund Balance. The General Fund operating contingency for 2013/2014 shall be increased if carryover resources are available in accordance with recommendations provided in the City's long -term financial plan. B. General Fund Contingency Proportionality Where contingency is expended; overall reductions will be made to the General Fund to ensure the remaining contingency remains at 10% of the General Funds operating costs. C. Water & Sewer Fund Contingencies The Water and Sewer Funds will maintain annual contingencies of not less than 5 %. • SECTION 6. GRANT APPLICATIONS (ALL FUNDS) A. Approval to Pursue The City Administrator's approval is necessary before any employee pursues lobbying efforts on matters having budget implications, and before grant applications are submitted to the granting agency. Department Heads should advise the City Administrator before official positions are taken on matters that might have budget implications. B. General Fund Matching Funds Upon approval by the City Administrator, matching fund requirements will be presented to the City Council for final approval. • SECTION 7. NEW POSITIONS, PROGRAMS AND OVERTIME (ALL FUNDS) A. Base Budget & New Positions Departments are to prepare "base budgets" with no new regular positions unless specifically authorized by the City Administrator in advance of Budget preparations. Reorganizations of departments or programs resulting in changes in staffing or positions may be considered if the change is cost neutral or a cost savings from the current costs. No position compensation or increase will be provided beyond amounts budgeted for the position. B. Considerations of New Positions /Programs Consideration of new programs and positions will occur only if the cost of the position or program is offset by non - General Fund sources legally tied to the new position or if the cost of the position is offset by new external revenues, reductions within existing funds and/or the position is required to generate those revenues. Cost estimates for new positions will include office facility space, equipment, rent, utilities, supplies, related increases in overhead services, etc. Additional personnel or programs shall be requested only after service needs have been thoroughly documented or after it is substantiated that the new employees will result in increased revenue or enhanced operating efficiencies. C. Annual Overtime Budgets Departments will anticipate their annual overtime costs to be included the Proposed Budget. Once the Budget is adopted, overtime costs are to be managed 149 within adopted levels. No overtime costs can exceed budgeted levels without first obtaining the authorization of the City Administrator. • SECTION 8. MID -YEAR BUDGET REDUCTIONS A. Revised Revenue or Expense Estimates If additional information concerning revenue reductions or significant expense increases becomes available after the start of 2012/13 fiscal year, it may be necessary to make budget adjustments. These adjustments will be made in accordance with the City Council's adopted Resource Reduction Strategy. • SECTION 9. MID -YEAR REQUESTS, GENERAL FUND CONTINGENCY (ALL FUNDS) A. Non - Emergency Requests In those cases where a department is required to absorb an unanticipated cost beyond its control of a non - emergency nature, departmental resources must first be exhausted prior to a transfer from General Fund contingencies. Upon conducting a final financial review of departmental budgets towards the end of the year, a transfer from contingency will be made to cover unanticipated costs that could not be absorbed throughout the year. B. Emergency Requests Emergency requests during the fiscal year will be submitted to the City Administrator for recommendation and forwarded to the City Council for consideration. • SECTION 10. COMPENSATION & BENEFITS (ALL FUNDS) A. Wage Policy Historically, the biggest factors forcing budget growth are increases in employee compensation and increased benefit costs. The City will have a compensation and benefit program that: 1) reflects the value of work performed by our employees, 2) compares favorably with the compensation and benefits paid for similar work in both the private and public sectors, and 3); considers the community's ability to pay. Both our employees and the public must understand the mutual respect that such a policy warrants. B. Health Care & PERS Costs Continue the City's policy on wages and salary increases which evaluates the increased cost of health insurance and PERS contributions as part of the total compensation package. It is the goal of the City to reduce annual escalations of health insurance, and other benefit costs by getting the employees to bear an equitable portion of the annual premium increases and /or selecting lower cost benefit programs. C. Cost of Living Adiustments (COLA) The City Administrator will make a recommendation either to include, or not include, a COLA for non - represented employees in the Proposed Budget. All cost of living adjustments will be approved by the Budget Committee and adopted by the City Council. COLAs or other compensation provided for in collective bargaining agreements will be provided for in the annual Proposed Budget. D. Step Adjustments Budgeted personnel services expenditures will include an amount to account for annual step adjustments for all employees who are not currently at the top of their range. Annual employee step adjustments will not exceed 5% without the expressed permission of the City Administrator. • SECTION 11. BUDGET CONTROLS 0 150 A. Legal Compliance The City Administrator and Finance Director will continue to review and control departmental budgets at the "expenditure category level" (such as personnel services, materials and supplies). As such, City Administrator's approval is necessary before actual or projected year -end expenditures are allowed to exceed total expenditure appropriations for each "expenditure category." B. Personnel Services & Benefits With the exception of overtime pay and temporary help accounts, which shall be developed by Department Heads with the advice of the Finance Director and the approval of the City Administrator, personnel services and benefits cost calculations will be provided by the City Administrator and the Finance Director and will be used as provided. The City Administrator and the Finance Director will also provide estimates for insurance and internal services costs. These amounts will not be altered by Department Heads. C. Wales & Benefit Control Positions not entitled to receive benefits will be managed in a manner that keeps them below mandatory benefit thresholds (such as PERS, health insurance, etc.). Positions will only be eligible for benefits if approved by the City Administrator and /or designated in Job Descriptions. All benefit costs must be anticipated and included in the annual Budget. D. One Time Revenues One -time revenues will be used only for one -time expenses. • SECTION 12. UN- APPROPRIATED ENDING FUND BALANCES (ALL FUNDS) A. Limit Unappropriated Ending Fund Balances To provide the most budget flexibility during the year, limit the use of unappropriated ending fund balances to circumstances where they are required by law. Rather than use unappropriated fund balances, the goal should be to place any monies not needed for current expenditures in the relevant funds' operating contingencies. • SECTION 13. CAPITAL IMPROVEMENT GUIDELINES A. Capital Improvement Program A six -year Capital improvement Program will be adopted as part of the annual budget process. It will include all projects anticipated to be initiated and/or delivered in the six -year planning period. The Capital Improvement Program will be consistent with the City's adopted Capital Improvement Master Plans. Funding availability will determine the rate at which Capital Improvement program projects are initiated or completed. B. Exceptions The City will fund dedicated programs and services with dedicated funding sources. Exceptions may be made, on a case -by -case basis, by the Budget Committee, City Council or by the City Administrator if appropriate. One criterion will be whether the City would incur more costs elsewhere as a result of the reduction. C. Capital Planning Consideration Recognizing that it does not necessarily make sense to fund current operations at the expense of long -term capital or planning programs, every effort will be made to continue capital and planning programs geared to the City's long term needs. • SECTION 14. DEBT ISSUANCE (ALL FUNDS) A. Debt Issuance The City will only issue debt in accordance with adopted Master Debt Resolutions for Sewer and Water. General Obligation debt will only be issued in compliance with state statutes. Debt will only be issued (for all fund types) when a dedicated resource is available to meet the required debt service and reserve. 7 151 B. Interfund Transfers Interfund transfers are allowed if the City Council determines the transfer to be in the best interest of the City. All interfund transfers will be managed consistent with state budget law. No debt will be issued without the approval of the City Administrator and authorization of the City Council. • SECTION 15. ANNUAL FINANCIAL AUDITS Annual Audit Required The Oregon Municipal Audit Law (ORS 297.405 — 297.555) requires a financial audit and examination be made of the accounts and financial affairs of the City at least once a year. Consistent with State law, the City of Woodburn will conduct an annual independent audit of the preceding fiscal year. Audit Standards Woodburn's annual financial Audits will be conducted in accordance with auditing standards generally accepted in the United States. Those standards require that an independent auditor plan and perform the audit to obtain reasonable assurance about whether the basic financial statements are free of material misstatement. The audit will examine, on a test basis, evidence supporting the amounts and disclosures in the basic financial statements. The audit will also assess accounting principles used and significant estimates made by management, as well as evaluating the overall basic financial statement presentation. The audit will contain an assessment of the City's internal financial controls and procedures make any necessary recommendation for improvement. Finance Director and City Administrator Oversight. Preparation of Financial Statements. Audit Deadlines & Extensions Per Section 15 (F), the Annual Audit will be presented to the City Council no later than December 31. Consistent with State law, the annual Audit will also be filed with the Oregon Secretary of State's Audit Division no later than December 31. The presentation of the Audit to the City Council and filing with the Secretary of State's Office may occur later than December 31 if an audit filing extension is granted by the Secretary of State's Office. Any and all requests for audit filing extensions must be approved by both the City Administrator and the Auditor. In the event that an audit filing extension is requested and/or granted, the City Administrator will inform the City Council of the reason for the extension request and estimated time line for completing, presenting and filing the audit. Audit Presentation to Council The annual Audit findings will be presented to the Woodburn City Council during a regularly scheduled City Council meeting by a representative of the audit firm. All audits presented to the city Council must be complete and signed by a representative of the audit firm. Budget Committee Review A copy of the annual Audit will be provided to the Woodburn Budget Committee for their review. • SECTION 16. PROGRAMS A. Discretionary Programs To the extent additional discretionary resources are available, high priority services areas will be slated for growth in discretionary support. Lower priority service areas will receive constant or decreasing discretionary support. Based on the direction of the City Council, discretionary programs are identified, and prioritized, as follows: 152 Discretionary Programs ✓ Police Patrol & Public Safety ✓ Police Support Services ✓ Financial Services ✓ Legal Services ✓ Land Use Planning ✓ Economic Development ✓ Code Enforcement ✓ General Administration ✓ Library ✓ Aquatic Center ✓ Recreation Programming ✓ Parks and Park/Tree Maintenance ✓ Other General Fund Supported Non - Essential Program & Services ✓ Computer/Network transfers (capital replacements of desktop pc's and associated servers) ✓ Discretionary Transfers (i.e. Transit, Streets, RSVP, etc.) ✓ Community Services (i.e. flower baskets, TOT Grants — where permissible, etc. ✓ Intergovernmental Agreements that provide no direct offsetting revenues • SECTION 17. RESOURCE REDUCTION STRATEGY (ALL FUNDS) A. Goal & Reduction Approach When faced with a potential reduction in resources, the City's goal is to continue to provide services in a professional, effective and efficient manner. Consequently, to the extent possible, across - the -board reductions in expenditures will be avoided. B. Case -by -Case Consideration Reductions will be made on a case -by -case basis, focusing on each individual program or service. If possible, reduction will be made proportional to the programs and services identified by the City Council. C. Moderation When Possible If, as a result of loss of a significant amount of discretionary resources, expenditure reductions become necessary, those reductions will be made in moderate case -by -case reductions in discretionary supported programs and services. These reductions will focus first on programs funded by dedicated resources and then services funded by discretionary resources. D. Discretionary Contributions If further reductions are required, any discretionary funding that supplements or supports services mostly supported with dedicated resources will be reduced or eliminated. This may apply to programs or activities expanded or started with discretionary resources within the last few years. Exceptions may be made on a case -by -case basis by the City Council. E. Furlough Days If personnel budget /salary saving are required, the City will consider a reduced work week or furlough days prior to laying off staff. F. Consideration List Discretionary funding for programs funded by discretionary resources will be reduced or eliminated as needed. Legal restrictions or the City's ability to maintain minimal service levels will be considered. Based on the direction of the City Council, the order of City service areas to be considered for reductions are: 0 153 Consideration List ✓ Intergovernmental Agreements that provide no direct offsetting revenues ✓ Community Services (i.e. flower baskets, TOT Grants — where permissible, etc.) ✓ Discretionary Transfers (i.e. Transit, Streets, RSVP, etc.) ✓ Computer/Network transfers (capital replacements of desktop pc's and associated servers) ✓ Other General Fund Supported Non - Essential Program & Services ✓ Parks and Park/Tree Maintenance ✓ Recreation Programming ✓ Aquatic Center ✓ Library ✓ General Administration ✓ Code Enforcement ✓ Economic Development ✓ Land Use Planning ✓ Legal Services ✓ Financial Services ✓ Police Support Services ✓ Police Patrol & Public Safety G. Indirect Costs The City's overhead programs will not be prioritized, but will be sized to the need and size of the overall organization. Generally, wherever possible, the City's goal is to make fee - supported programs self - sufficient. This includes recovering those programs' appropriate share of the City's overhead costs. If reductions occur, then indirect costs will be sized to the needs and size of the rest of the organization. H. Dedicated Funding for Programs Where legally possible, the City will consider using dedicated resources to fund high priority programs related to the purpose for which the dedicated funds are received. 10 154 Honorable Mayor and City Council May 13, 2013 Page 2 purposes of allocating general fund recourses or making General Fund reductions. FINANCIAL IMPACT Although there is no immediate monetary impact on the City, the draft Budget Policies & Reduction Strategy will help make stronger financial decisions that are in the best interests of the community, the City organization and consistent with the City Council's direction. 155 W ODBVRN !n.. -p ,ra.ed 1S8; May 13, 2013 A�z� fum� TO: Honorable Mayor and City Council, acting as the Local Contract Review Board, through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: Capital Improvement Program Contract Award to; Central Oregon Pavers, Inc. for; 2012 -13 Miscellaneous Street Improvements RECOMMENDATION That the City Council, acting as the Local Contract Review Board, award the contract for construction of the 2012 -13 Resurfacing Improvements project to Central Oregon Pavers, Inc. for the bid amount of $147,567.10. BACKGROUND The maintenance construction and public involvement of the subject contract were approved in the amount of $200,000 for fiscal year 2012/13. The City advertised in the Daily Journal of Commerce and posted request for bids on the City website on April 10, 2013 for Type I Cape Seal, Slurry Seal, flexible pavement crack sealing and pavement surface repairs for: • 4,743 LF on W. Hayes St. • 995 LF on Ray J Glatt Cir. DISCUSSION This project is a continuation of the City's program to provide preventive maintenance to preserve street surfaces and extend service life. Bids were opened at 10:00 AM May 7, 2013. Only one bid was received and is that of Central Oregon Pavers, Inc. in the amount of $147,567.10. The Engineer's Estimate for the project is $159,366.00. Agenda Item Review: City Administrator _x City Attorney _x Finance x 156 Honorable Mayor and City Council May 13, 2013 Page 2 FINANCIAL IMPACT The project will be funded using FY2012 -13 budget approved Street -Storm Capital Construction Funds (Fund 363). 157 OODBUR fl ,� May 13, 2013 TO: Honorable Mayor and City Council through City Administrator FROM: Christina Shearer, Finance Director SUBJECT: Amendments to Computer and Network Support Agreements RECOMMENDATION Authorize the City Administrator to execute the Amendments to Computer and Network Support Agreements that the City has with the City of Mt. Angel, The City of Silverton, the Aurora Rural Fire District, the City of Gervais, and the Woodburn Fire District. BACKGROUND AND DISCUSSION Currently, the City provides network support to several local governments and districts in the area. In the current agreements the cost for providing this service is set at an hourly rate of $50. In order for the City to be able to continue to provide this service, the hourly rate charged for network support will need to be increased to $75. Those cities and districts that have a Computer and Network support agreement with the City have agreed to this change and have signed the amendment. The current agreements make it necessary to bring an amendment to Council whenever a change in the hourly rate is deemed necessary. The proposed Amendment to the Network Support Agreements allows the City Administrator to make future adjustments after giving 30 days written notice. FINANCIAL IMPACT The amended agreement would supplement the IS department's revenue by approximately $5,000 annually, and will not significantly affect this year's revenue. Agenda Item Review: City Administrator _x City Attorney x Finance —x 158 AMENDMENT TO COMPUTER AND NETWORK SUPPORT AGREEMENT This Amendment is entered into and is effective on the dates written below by and between the City of Woodburn ("the City"), an Oregon municipal corporation, and the Woodburn Rural Fire Protection District No. 6 ("the District"). WHEREAS, the parties entered into a Computer and Network Support Agreement ("the Agreement"), attached hereto as Exhibit "A" in 2010; and WHEREAS, the City wants to continue to provide computer and network services under the Agreement; and WHEREAS, the District needs, and wants to continue to receive, computer and network services from the City; and WHEREAS, continuing to provide computer and network services will require a change in the City's hourly rate effective July 1, 2013 from $50 to $75 per hour; and WHEREAS, it is necessary for the parties to the Agreement to execute this Amendment to the Agreement to memorialize this change; NOW, THEREFORE, the parties agree as follows: 1. Section 3.1 of the Agreement is amended to read as follows: 3.1 Fees and Charges Services rendered will be charged at $50 per hour (regular hourly rate) and be based on quarter-hour increments. Effective Julyl, 2013, services rendered will be charged at $75 per hour (regular hourly rate) and be based on quarter-hour increments. The Woodburn City Administrator may make future adjustments to the hourly rate after giving the District 30 days written notice. 2. In all other respects, the Agreement remains in full force and effect. Page 1— COMPUTER AND NETWORK SUPPORT AGREEMENT 159 IN WITNESS WHEREOF the parties have caused this Amendment to be signed in their respective names by - their duly authorized representatives as of the dates set forth below. CITY OF WOODBURN, OREGON Woodburn Rural Fire Protection District No. 6 Bv: A-- By: Scott C. Derickson, City Administrator Paul Iverson, Fire Chief Date: Date: / `-- Page 2 — COMPUTER AND NETWORK SUPPORT AGREEMENT 160 AMENDMENT TO COMPUTER AND NETWORK SUPPORT AGREEMENT This Amendment is entered into and is effective on the dates written below by and between the City of Woodburn ("the City"), an Oregon municipal corporation, and the City of Silverton ("Silverton"). WHEREAS, the parties entered into a Computer and Network Support Agreement ("the Agreement"), attached hereto as Exhibit "A" in 2010; and WHEREAS, the City wants to continue to provide computer and network services under the Agreement; and WHEREAS, Silverton needs, and wants to continue to receive, computer and network services from the City; and WHEREAS, continuing to provide computer and network services will require a change in the City's hourly rate effective July 1, 2013 from $50 to $75 per hour; and WHEREAS, it is necessary for the parties to the Agreement to execute this Amendment to the Agreement to memorialize this change; NOW, THEREFORE, the parties agree as follows: 1. Section 3.1 of the Agreement is amended to read as follows: 3.1 Fees and Charges Services rendered will be charged at $50 per hour (regular hourly rate) and be based on quarter-hour increments. Effective July], 2013, services rendered will be charged at $75 per hour (regular hourly rate) and be based on quarter-hour increments. The Woodburn City Administrator may make future adjustments to the hourly rate after giving Silverton 30 days written notice. 2. In all other respects, the Agreement remains in full force and effect. Page 1— COMPUTER AND NETWORK SUPPORT AGREEMENT 161 IN WITNESS WHEREOF the parties have caused this Amendment to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF WOODBURN, OREGON CIT OF Sl ERT6� , OREGON By: Bob Willough City Manager Date:- 3 A M. Scott C. Derickson, City Administrator Date: Page 2 — COMPUTER AND NETWORK SUPPORT AGREEMENT 162 AMENDMENT TO COMPUTER AND NETWORK SUPPORT AGREEMENT This Amendment is entered into and is effective on the dates written below by and between the City of Woodburn ("the City"), an Oregon municipal corporation, and the City of Mt. Angel ("Mt. Angel"). WHEREAS, the parties entered into a Computer and Network Support Agreement ("the Agreement"), attached hereto as Exhibit "A" in 2009; and WHEREAS, the City wants to continue to provide computer and network services under the Agreement; and WHEREAS, Mt. Angel needs, and wants to continue to receive, computer and network services from the City; and WHEREAS, continuing to provide computer and network services will require a change in the City's hourly rate effective July 1, 2013 from $50 to $75 per hour; and WHEREAS, it is necessary for the parties to the Agreement to execute this Amendment to the Agreement to memorialize this change; NOW, THEREFORE, the parties agree as follows: 1. Section 3.1 of the Agreement is amended to read as follows: 3.1 Fees and Charges Services rendered will be charged at $50 per hour (regular hourly rate) and be based on quarter-hour increments. Effective July l, 2013, services rendered will be charged at $75 per hour (regular hourly rate) and be based on quarter-hour increments. The Woodburn City Administrator may make future adjustments to the hourly rate after giving Mt. Angel 30 days written notice. 2. In all other respects, the Agreement remains in full force and effect. Page 1- COMPUTER AND NETWORK SUPPORT AGREEMENT 163 |a WITNESS WHEREOF 1hBparties have ccxusedthbAnenUment to be signed in their respective nornos by|hei/(-Ju|yoo|hohzed *apneseotohves OsOf the dales set forth below. am 8y:________ __------------ Scott [.Dehckson^ City Adn)inidnzkx CITY OF MT. ANGEL, OREGON 74 Jennie/e�srper, Inted n City Administrotor Page 2 -COMPUTER AND NETWORK SUPPORT AGREEMENT AMENDMENT TO COMPUTER AND NETWORK SUPPORT AGREEMENT This Amendment is entered into and is effective on the dates written below by and between the City of Woodburn ("the City"), an Oregon municipal corporation, and the City of Gervais ("Gervais"). WHEREAS, the parties entered into a Computer and Network Support Agreement ("the Agreement"), attached hereto as Exhibit "A" in 2010, and WHEREAS, the City wants to continue to provide computer and network services under the Agreement; and WHEREAS, Gervais needs, and wants to continue to receive, computer and network services from the City; and WHEREAS, continuing to provide computer and network services will require a change in the City's hourly rate effective July 1, 2013 from $50 to $75 per hour; and WHEREAS, it is necessary for the parties to the Agreement to execute this Amendment to the Agreement to memorialize this change; NOW, THEREFORE, the parties agree as follows: 1. Section 3.1 of the Agreement is amended to read as follows: 3.1 Fees and Charges Services rendered will be charged at $50 per hour (regular hourly rate) and be based on quarter-hour increments. Effective July], 2013, services rendered will be charged at $75 per hour (regular hourly rate) and be based on quarter-hour increments. The Woodburn City Administrator may make future adjustments to the hourly rate after giving Gervais 30 days written notice. 2. In all other respects, the Agreement remains in full force and effect. Page 1— COMPUTER AND NETWORK SUPPORT AGREEMENT 165 IN WITNESS WHEREOF the parties have caused this Amendment to be signed in their respective names by their duty authorized representatives as of the dates set forth below. CITY OF WOODBURN, OREGON m CITY OF GNVAIS, OREGON By: 3 � Scott C. Derickson, City Administrator Date: Sarn Sasaki, City Manager Date: I- I / (2 ) 3 L Page 2 — COMPUTER AND NETWORK SUPPORT AGREEMENT 166 AMENDMENT TO COMPUTER AND NETWORK SUPPORT AGREEMENT This Amendment is entered into and is effective on the dates written below by and between the City of Woodburn ("the City"), an Oregon municipal corporation, and the Aurora Rural Fire Protection District No. 63 ("the District"). WHEREAS, the parties entered into a Computer and Network Support Agreement ("the Agreement"), attached hereto as Exhibit "A" in 2013; and WHEREAS, the City wants to continue to provide computer and network services under the Agreement; and WHEREAS, the District needs, and wants to continue to receive, computer and network services from the City; and WHEREAS, continuing to provide computer and network services will require a change in the City's hourly rate effective July 1, 2013 from $50 to $75 per hour; and WHEREAS, it is necessary for the parties to the Agreement to execute this Amendment to the Agreement to memorialize this change; NOW, THEREFORE, the parties agree as follows: 1. Section 3.1 of the Agreement is amended to read as follows: 3.1 Fees and Charges Services rendered will be charged at $50 per hour (regular hourly rate) and be based on quarter-hour increments. Effective July], 2013, services rendered will be charged at $75 per hour (regular hourly rate) and be based on quarter-hour increments. The Woodburn City Administrator may make future adjustments to the hourly rate after giving the District 30 days written notice. 2. In all other respects, the Agreement remains in full force and effect. Page 1— COMPUTER AND NETWORK SUPPORT AGREEMENT 167 IN WITNESS WHEREOF the parties have caused this Amendment to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF WOODBURN, OREGON By: Scott C. Derickson, City Administrator Date: Aurora Rural Fire Protection District No By. Rod Yoder, Fire Chief Date: Page 2 —COMPUTER AND NETWORK SUPPORT AGREEMENT W-Ft, URBAN RENEWAL AGENCY BOARD MEETING MINUTES January 28, 2013 0:00 DATE: COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 28, 2013. CONVENED: The meeting convened at 6:45 p.m. with Mr. McCallum presiding. ROLL CALL: Chair Figley Absent Member Cox Present Member Lonergan Present Member McCallum Present Member Morris Absent Member Raustein Present Member Ellsworth Absent Staff Present: City Administrator Derickson, City Attorney Shields, Economic & Community Development Director Hendryx, Public Works Director Brown, Police Chief Russell, Finance Director Shearer, Human Resources Director Hereford, City Recorder Pierson. CONSENT AGENDA A. Urban Renewal Agency minutes of January 14, 2013 Cox/Lonergan... adopt the Consent Agenda. The motion passed unanimously. URBAN RENEWAL GRANT URG 2013-01405 N FIRST STREET (CHAP PROPERTIES LLC) Economic & Community Development Director Hendryx provided a staff report. Cox/Lonergan... approve the Urban Renewal Exterior Grant application from Chay Properties LLC, for up to $10,000. Motion passed unanimously. URBAN RENEWAL GRANT URG 2013 -02 445 N FIRST STREET (CHAY PROPERTIES) Economic & Community Development Director Hendryx provided a staff report. Cox/Raustein... approve the Urban Renewal Exterior Grant application from Chay Properties LLC, for up to $10,000. Motion passed unanimously. ADJOURNMENT Lonergan/Cox ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 6:55 p.m. APPROVED KATHRYN FIGLEY, Chair ATTEST Heather Pierson, City Recorder City of Woodburn, Oregon Page 1 — URA Board Minutes, January 28, 2013 fl H t G 4 N TO: Urban Renewal Agency Board V *r'�1 � May 13, 2013 FROM: Jim Hendryx, Director of Economic and Development Services; Matthew Craigie, Economic Development Manager SUBJECT: Association Building Feasibility Study Acceptance of Proposal: Constructive Form Architecture and Design, LLC. RECOMMENDATION Accept the proposal of Constructive Form Architecture and Design, LLC for the Association Building Feasibility Study and authorize the City Administrator to sign a Personal Services Agreement with the firm for consulting services. BACKGROUND: The Association Building, located at 347 Front Street, has been vacant for many years. After the spring earthquake of 1993 the Building was significantly damaged, The City acquired ownership of the building approximately 13 years ago in August of 2000. Using Urban Renewal funds the City installed seismic upgrades and restored the building's fagade in 2002 -04. The Building's interior has remained largely empty and unimproved. Since that time no other improvements have been made to the building. The Urban Renewal Agency Board adopted a Downtown Development Plan which identifies and prioritizes projects to improve the Downtown core area. The Board listed the Association Building as a top priority project to pursue. Recently the Board decided that a redevelopment feasibility study was needed to evaluate viable options for redevelopment of the Building. The Board directed staff to seek proposals from qualified firms to conduct a redevelopment feasibility study of the Building. The goal of this project is to determine a range of options for the redevelopment of the building. Possible redevelopment options may include a variety of uses including but not limited to, a destination restaurant, office space, event space, or multi- tenant flexible space. The following information needed to be addressed in the RFPs: Agenda Item Review: City Administrator _x_ City Attorney _x Finance _x_ IN Urban Renewal Grant and Loan Program May 13, 2013 Page 2 • The redevelopment needs to create an anchor for the downtown and draw visitors to the area. • The redevelopment needs to be community oriented and have the potential to become an icon for downtown and a source of pride. • The redevelopment needs to take into consideration green building techniques including conservation of energy and water, overall operations cost and environmental impact. • The redevelopment must keep the City's financial exposure and risk to a minimum. DISCUSSION: Three firms submitted proposals in response to the RFP. Through an evaluation process and a round of in- person interviews Constructive Form Architecture and Design, LLC, was selected as the best fit for the project. Staff believes the firm proposed a well- rounded Scope of Work that will meet the goals the City set forth in the RFP. Key steps outlined by Constructive Form Architecture and Design, LLC's scope of work includes; • Kickoff meeting Team members and Woodburn staff to discuss first steps in the project, community outreach work and preliminary due diligence and project schedule. • Community Engagement Plan and Research The Community Engagement Plan seeks to get input for possible uses and a vision for the Association Building. • Building Assessment and Code Research This consists of preliminary research into planning and building code requirements, review of drawings of the existing conditions. • Market Analysis, Economic Context and Projections Market feasibility work is to answer the question; what is the highest and best use of the Association Building and to assess the market conditions required for economic feasibility. 3 Urban Renewal Grant and Loan Program May 13, 2013 Page 3 • Financial Pro forma A generalized pro forma will be prepared on the two - three development concepts. • Programmatic & Concept Design Options Two - three concept design options will be provided based on preliminary market analysis input and community engagement work. • Architectural Schematics Based upon selection of an initial program mixes and design option approaches, further development of the design options will determine construction budget ranges. • Final Report of Options & Findings Integration of all information gathered during the feasibility study in final report for the City's use. The report will provide information that will be help in engaging with the community, gathering community support, and identifying future tenants for the building. Presentation to Woodburn Urban Renewal Agency Board The final report and recommendations will be present to the Board. • Schedule The project to run for approximately 41/2 months, ending September 2013 with a presentation to the Urban Renewal Agency Board to move forward into a construction phase. FINANCIAL IMPACT: Woodburn's Urban Renewal Plan provides the funding mechanism to implement redevelopment projects. The Feasibility Study will cost between $40,000 and $60,000 of Urban Renewal Funds. 4 5/13/2013 Woodburn Deve oilmen Ordinance Rewrite Woodburn Development Ordinance Adopted 2002 Woodburn Development Ordinance (WDO) Rewrite • Overall objectives of the Ordinance rewrite: o Simplify and clarify the Ordinance Include diagrams, illustrations, charts and maps Update and standardize terminology Eliminate conflicting standards and circular references Make the Ordinance user - friendly i Hearings • Planning Commission — == January 24, 2013 — Land Use and Specific Use Standards (Sections 1 and 2) February 7, 2013— Development Guidelines and Standards (Section 3.1) &Application Requirements (Section 5) February 28, 2013 — Signs (Section 3.110) - amortization March 14, 2013 — Closed public hearing - staff was directed to return with recommendations on sign materials March 28, 2013 — Considered additional information on specific uses and recommended City Council approval LA2012 -01 Council Direction • Update and improve the Woodburn Development Ordinance (WDO) • Initiated in 2009 Revise and improve sign standards Sign Focus Committee Completed 2010 o Rewrite the Woodburn Development Ordinance (WDO) Sections I, 4 & 5 completed 2011 WDO Focus Committee completed Fall, 2012 Planning Commission completed March, 2013 Public Notice For LA 2012 -01 • Over 5,000 individual public notices mailed • Newspaper notice provided • Notice provided to the Woodburn Chamber of Commerce • Notice to Department of Land Conservation and Development (DLCD) 0o urn Development Ordinance \ Re write ' I — Woodburn Development Ordinance Legislative Amendment i 1 5/13/2013 Section 1& 2 Policy Issues • Organization and Structure New definitions (rain garden) Eliminates North American Industrial Classification System (NAICS) • Residential Districts Limits large daycare and group care facilities to zones allowing medium density residential uses Standardizes building height for purpose of determining rear setback and lot coverage requirements (16 feet, instead of 14 and 16 feet) Standardizes rear yard setback for accessory structures (5 feet instead of 0 -7 feet) Section 2.103 Policy Issues Commercial Zones • Policy issues Generalizes use categories (i.e. office vs. medical office, legal office, dental office, etc.) Establishes compatibility process for automotive, hospital, or veterinarian activities, based upon proximity to residential uses (200 feet) Limits outdoor storage for contractors Prohibits rail- supportive activities in the DDC zone Section 2.104 Policy Issues Industrial, Public and Semi - Public Zones • Policy issues Generalizes use categories, i.e. manufacturing vs. individual types of manufacturing Allows fitness and recreational sports Sections I & 2.102 WDO Rewrite •Questions? •Direction? Sections 2.103 WDO Rewrite *Questions? *Direction? Sections 2.104 t WDO Rewrite *Questions? • Direction? 2 5/13/2013 Section 2.201 Land Use Policy Issues o Increases height at intersections from 30 inches to 42 inches for fences and walls Standardizes fence and wall height at property line o Establishes separation standards for accessory structures (6 feet) Provides for vehicle, boat and RV parking in side yard, behind a screen Clarifies that Home Occupations are allowed in multi - family dwellings / Section 2.20 an se Policy Issues o Establishes manufactured dwelling design standards similar to site -built dwellings Prohibits manufactured dwellings within the Neighborhood Conservation Overlay District (NCOD) Provides for outside seating and product display o Consolidates definitions for telecommunication facilities Woodburn Development Ordinance • Section 3.1 Design Guidelines and Standards Sections 2.201 WDO Rewrite Questions? Direction? Sections 2.202 WDO Rewrite •Questions? *Direction? 3 5/13/2013 3. 101 Street Standards Policy Issues \ i,a� neWr 9 5 rear 9ou'dan Stroat 3oondary Street 4 Conrecting t t Y ^ %; ��a� Mto�rna Strset �a Property being Core 9Strew d Mm,d 3.101 Street Standards Policy Issues Boundary Streets • One paved I I foot travel lane in each direction • On- street parking on the side of the street abutting the development, if on- street parking is indicated in theTSP • Curb on the side of the street abutting the development • Drainage facilities on the side of the street abutting the development • Street trees on the side of the street abutting the development • Sidewalk on the side of the street abutting the development 3.101 Street Standards Policy Issues • When determined improvement of a Boundary or Connecting Street is not timely, • The Director may accept a fee -in -lieu of the amount equal to the costs of the required improvement • When determined that the improvement of a Boundary or Connecting Street would not be feasible, due to physical constraints of properties in the immediate vicinity, or inability to obtain right -of -way dedication, • The Director may approve construction of a partial -width street. 3.101 Street Standards Policy Issues With development, streets shall be constructed to at least the minimum standards Internal Streets • Internal streets shall meet all standards 1 treet tan ar s Policy Issues o Connecting Streets • The minimum improvements for a Connecting Street shall be one paved I I foot travel lane in each direction. Sections 3.101 WDO Rewrite Questions? • Direction? 4 5/13/2013 3.101 Street Standards Proposed - • Policy Issues • Public streets comply with the cross - sections depicted in theTSP and in Figures 3.101 B through 3.101R • Clarifies improvements not identified in Comprehensive Plan are based upon estimated average daily trips • ClarifiesTSP standard that Arterials and Connecting Streets within the historic Settlemier transportation corridor do not require bicycle lanes or a center turn lane, unless warranted for safety reasons 3.101 Street Standards Policy Issues New street section — narrower Downtown street sections Mid -block pedestrian connection Eliminates common parking on narrower streets Sections 3.101 WDO Rewrite Sections 3.101 WDO Rewrite •Questions? *Direction? 3.101 Street Standards Policy Issues �— Policy issues • N,u rower streets • Curb tight sidewalk • Trees outside ROW , 3.101 Street Standards Policy Issues Traffic Concepts for Downtown Streets, One -Way and Two -Way Street Design *Questions? *Direction? 5 5/13/2013 3.102 Utilities and Easements �= Policy Issues • None Sections 3.103 WDO Rewrite *Questions? *Direction? Sections 3.101 WDO Rewrite \� *Questions? •Direction? 3.103 Setback, Open Space and Lot Standards Policy Issues • Special Setback Standards • Include local streets • Projecti into the Setbacks • Uncovered decks not more than 18 inches above final grade shall maintain at least a 3 foot setback from the property line or Special Setback • Vision Clearance • 42 inch height standard 3.104 Access Policy Issues Clarify number of single family dwellings served from private driveway (maximum — 4 dwellings) Clarify requirement for cross -over agreements Improve coordination with ODOT & Marion County 0 5/13/2013 Sections 3.104 WDO Rewrite *Questions? *Direction? Sections 3.105 WDO Rewrite *Questions? • Direction? Sections 3.106 WDO Rewrite •Questions? •Direction? 3.105 Off - Street Parking and Loading Policy Issues • Reduce parking standards for restaurants • Reduce parking ration for outside storage and display • Loading space requirements reduced 3.106 Landscaping Standards Policy Issues • Street trees based upon street function • Number of trees required reduced • Planting requirements reduced in yard abutting street • Screening requirements allows: • Walls • Fences • Hedges • Significant trees • Prohibited removal between November — May, except for safety reasons 3.IU /Architectural Design Guidelines and Standards Policy Issues • Menu of required standards for new developments (9 out of 12) • Design Standards increased in NCOD • All structures & facades subject to design standards • Accessory buildings, additions, etc, • Remodel & additions subject to standards • Establishes similar design standards for single family, duplexes and manufactured dwellings • Manufactured dwellings prohibited in NCOD • Design Standards for the DDC & NNC consolidated • Design Standards for the Mixed Use Village zoning district established (DDC) rA 5/13/2013 Sections 3.107 I WDO Rewrite *Questions? Direction? Sections 3.108 WDO Rewrite *Questions? Direction? Sections 3.109 WDO Rewrite *Questions? *Direction? 3.108 Partition and Subdivision Standards � d___ Policy Issues • None 3.109 Planned Unit Development Standards Policy Issues • Continue to work on revising PUD Standards Signs 3.110 Policy Issues i -Sign materials established prohibiting non - weather resistant materials -All nonconforming signs must be brought into compliance by July I, 2023 •Requiring: -inventory nonconforming signs -Procedure for notification to property owners 0 5/13/2013 Nonconforming Signs All nonconforming signs must be brought into compliance by July 1, 2023. Nonconforming signs that are within 10% of both the area (total and per sign) and height standards, and meet the other requirements of Section 3.110, are exempt. Nonconforming Signs The Planning Commission may grant an extension for exceptional hardship. The decision of the Planning Commission may be appealed to the City Council. Sections 3.110 WDO Rewrite Questions? *Direction? Nonconforming Signs The Planning Commission may grant an extension for exceptional hardship. , Nonconforming Signs Criteria for extension of the compliance period: • The original cost of the sign; • The date the sign was constructed; • The degree of deviation from the regulations; • Whether unusual circumstances concerning the sign's size, height, location or nature are present, including historical significance; • The nature of the hardship, and whether allowing an extension would be inconsistent with the intent of general sign compliance; • The effect of the nonconforming sign on the use, value, and enjoyment of surrounding properties; • The least amount of additional time required to amortize any unreasonable economic loss; and • If the sign has not been fully depreciated for tax purposes. Application Requirements Section 5.101 — 5.103 Policy Issues • Clarifies design review thresholds for multi - family dwellings Type I — up to 4 units Type II — 5 to 8 units Type III — 9 or more units 9 5/13/2013 Sections 3.110 WDO Rewrite •Questions? •Direction? Transportation System Plan Local Residential With Parking Both Sides, Pa--t Width Hearings • City Council . May 13, 2013 o Subsequent hearings? If necessary - scheduled at the May 13t' meeting Direct staff to continue to work on PU D section Direct staff to revise indexing within WDO Transportation System Plan Policy Issues • Adopt new street section (narrower) Transportation System Plan Figure 7-2 *Questions? *Direction? LA 2012-01 WDO Rewrite Questions? Direction? 10 5/13/2013 LA 2012 -01 WDO Rewrite Detailed Review i Residential Districts �� U.s ,Allowed in R,idenlial Zunus Table 2.1 p?A \` Use U.se Accesso Pennitt< U.sus (A) Conditional Us. (CU) Petnhillal Uses (P) Spatial Us ys (S)SPeeilie Conditional U ses(SC U) DDC Aecessory Uses (A) Conditional Uses (CU) Permihal Uses (P) SP-Ml Pcrmittttl Use (S) SpeeiFlc Conditional Us" (SCU) RS RSN RIS A GAS Uses -- t A ihvellings I Public Publicu ninistrntion, ayuatic facilities, lire protection, gov —i—I and lily buildingsandslomge yards . P P P I Allachal single family tht'elling (rots' houses) 2 Publica I pricale schools, house of worship, civic andsoeial organimlions P P P P - Dupl,s dwellin S S P P P P R commercial Manulhaural home o 1 it lot S S S S S I Ambulac 4 Multiple f milydwelling CO' CO CU' P P se aintenancoand gasolincstations inclu ding pnit scat ices CO Singlo -f roily detachal dwellings built on site P P P P P P 6 Small lot Singlo - family detachal dwellings huilt on sit, P P d Bawlin skalin , I and erfomhin = arts thott- P P B Wrtlesldevrtial Uses I Child Caro Facility for 12 or 1i er children P P P P P - Child Care Facility tor 13 ormore children,, ilhin a non- esidenlial building. CU P Section 2.1 Land Use Commercial Zones • Consolidates commercial uses and development standards into tables • Categorizes by use groupings i.e., residential, commercial, industrial, etc. • Generalizes use categories (i.e. office vs. medical office, legal office, dental office, etc.) • Establishes compatibility process for automotive, hospital, veterinarian activities, based upon proximity to residential uses (200 feet) • Limits outdoor storage for contractors Section 2.1 Land Use Residential Districts • Consolidates use and development standards into tables • Categorizes by use groupings (i.e. dwellings), uses non - residential uses, etc. • Limits large daycare and group care facilities to zones allowing medium density residential uses • Clarifies where accessory structures are allowed • Standardizes building height for purpose of determining rear setback and lot coverage requirements (16 feet, instead of 14 and 16 feet) • Standardizes rear yard setback for accessory structures (S ft instead of 0 -7 feet) LA 2012 -01 WDO Rewrite Questions? Direction? 11 Commercial Zones �� Uses Allowal in Conunercial zon" Tahlc 2.103A Use Accesso Pennitt< U.sus (A) Conditional Us. (CU) Petnhillal Uses (P) Spatial Us ys (S)SPeeilie Conditional U ses(SC U) DDC CC CO NIUV NN A GAS Uses -- — I Public Publicu ninistrntion, ayuatic facilities, lire protection, gov —i—I and lily buildingsandslomge yards . P P P P P 2 Publica I pricale schools, house of worship, civic andsoeial organimlions P P P P P 3 Rights -, Seaver, g fcilitie.' way and co - nem.s a I imptov. —I., for streets, water, sanitary ;, .it. 'Ioet6e and cotmnunlcatioo lines and lot stem, water Id for pmnpslations. P P P P P R commercial I Ambulac scenic, CU' CO' CO CU' Automo se aintenancoand gasolincstations inclu ding pnit scat ices CO CU' P 3 Rokerie delicatessens. grocery and coneuli .stores P P P P d Bawlin skalin , I and erfomhin = arts thott- P P P 11 5/13/2013 LA 2012 -01 WDO Rewrite Questions? Direction? Section 2.1 Land Use Overlay Districts • Consolidates districts into one in Section 2.105 • Includes maps in overlay districts of specific areas • Includes tables identifying properties within specific overlay districts Section 2.1 Land Use ` Industrial, Public and Semi - Public Zones • Consolidates industrial and public and semi public uses and development standards into tables • Generalizes use categories, i.e. manufacturing vs. individual types of manufacturing • Allows recreation and fitness LA 2012 -01 WDO Rewrite Questions? Direction? Overlay Districts • 2.105.01 Gateway Commercial General Overlay • 2.105.02 Interchange ManagementArea Overlay • 2.105.03 Neighborhood Conservation Overlay • 2.105.04 Nodal Overlay Districts • 2.105.05 Riparian Corridor and Wetlands Overlay • 2.105.06 Southwest Industrial Reserve 12 Industrial, Public and Semi - Public Zones Uscc All[ in Industrial Zones Table?.104A U.se lccuvsory A s. (S) sp ' (A) Conditional Us. (CU) P- nitted Usys (P) Sp.ial P,n ival ific Con ditional u"' (SCU) IL IP I P/sP s' CWW Uses ._.. I Golfdriv grange P P CU '- Parks, ph gro,mds and a,s iatal acticin., golrcours —it] I "driving range P 0 Public A ulilllybu ninisualion, aquatic fnciliti., fire Prot Ilion, govenunent and public dings and storage yards P P CU P 4 Riglns -ol oil, olWn vay, w mts and improx ds for steeds, nal'v, sanitary.'_ . gas, and conummication fin , s,vcll as for storm"an,� lirci nmt and P P P P 5 Trnde scl Is P P CU I P B Commercial I Ambulan eservice - P P 2Anwnacie aintenance and gasoline Inlios ,including pairseni. P P 3 Business en�w" P P Section 2.1 Land Use Overlay Districts • Consolidates districts into one in Section 2.105 • Includes maps in overlay districts of specific areas • Includes tables identifying properties within specific overlay districts Section 2.1 Land Use ` Industrial, Public and Semi - Public Zones • Consolidates industrial and public and semi public uses and development standards into tables • Generalizes use categories, i.e. manufacturing vs. individual types of manufacturing • Allows recreation and fitness LA 2012 -01 WDO Rewrite Questions? Direction? Overlay Districts • 2.105.01 Gateway Commercial General Overlay • 2.105.02 Interchange ManagementArea Overlay • 2.105.03 Neighborhood Conservation Overlay • 2.105.04 Nodal Overlay Districts • 2.105.05 Riparian Corridor and Wetlands Overlay • 2.105.06 Southwest Industrial Reserve 12 5/13/2013 _I Neighborhood Conservation ( "'__I LA 2012 -01 WDO Rewrite Questions? Direction? i Section 2.2 Land Use Accessory Uses • Consolidates residential and commercial standards for accessory structures • Establishes separation standards for accessory structures (6 feet) • Increases vision clearance height at intersections from 30 inches to 42 inches Fences and Walls r 13 5/13/2013 LA 2012 -01 WDO Rewrite Questions? Direction? f . I Section 2.2 & 2.3 Land Use Special Use Standards • Provides for vehicle, boat and RV parking in side yard, behind a screen • Clarifies that Home Occupations are allowed in multi - family dwellings • Establishes manufactured dwelling design standards similar to site -built dwellings • Prohibits manufactured dwellings within the Neighborhood Conservation Overlay District • Provides for outside seating and product display • Consolidates definitions for telecommunication facilities Vehicle, Boat and RV Parking Policy Issue �- • Allowance of parking on paved surface adjacent to garage or side of house a (",__,Vehicle, Boat and RV Parking Manufactured Dwelling Policy Issues • A manufactured home located on individual �= lots outside of a mobile dwelling park shall comply with Architectural and Design Standards, with the following exceptions: • Roof The manufactured home shall have a pitched roof, except that no standard shall require a slope greater than a nominal 3 feet in height for each 12 feet in width. • Garage The manufactured home shall have a garage of like materials. 14 21 Z Manufactured Dwelling Policy Issues • A manufactured home located on individual �= lots outside of a mobile dwelling park shall comply with Architectural and Design Standards, with the following exceptions: • Roof The manufactured home shall have a pitched roof, except that no standard shall require a slope greater than a nominal 3 feet in height for each 12 feet in width. • Garage The manufactured home shall have a garage of like materials. 14 5/13/2013 Other Minor Amendments — Clarification of Intent • WDO 1.101.05 Prior Approvals and Conditions of Approvals (typo) • WDO 1.102 Definitions (typo) • WDOTable 2.102B & E (RS & RM) - Site Development Standards (density omission) • WDOTable 3.110.IOD Permanent Signs in the DDC and NNC Zones (design) • WD04.101.10.13.1 (typo) • WDO 5.101.02 Design Review,Type I & II (typo) • WDO 5.103.12.C.2 Variance (typo) • Other Outstanding Issues WDO 2.1 Uses Allowed in Commercial Zones TABLE 2.103A ° Suppor •`t w4t w4 6FFa4-tmnspartatlon LA 2012 -01 WDO Rewrite Questions? Direction? 3.101 Street Standards Existing Standards - • Each lot shall be connected to the existing public street, requiring an access permit • No access permit shall be issued unless the internal street(s), boundary street(s) and connecting street(s) are constructed to City standard, UNLESS o A applicant has obtained an Street Exception (� Existing _...,,..,..�....�...., rxK...t l 1 I 15 3.101 Street Standards 5/13/2013 3. 101 Street Standards • Issues • Requires improvements to all streets serving development • Extremely difficult to meet • No standard for reasonableness • Most developments require street exceptions 3.101 Street Standards Proposed - Improvements Required for Development Boundary Streets The minimum improvements shall be: • One paved I I foot travel lane in each direction • Abutting development: • On- street parking • Curb • Drainage facilities • Street trees • Sidewalk 13.101 Street Standards Proposed - ImDrovements Reauired for Develoament With development, streets shall be constructed to at least the minimum standards set forth below. Internal Streets • Internal streets shall meet all standards `I 3.101 Street Standards Proposed - Improvements Reauired for Connecting Streets • The minimum improvements shall be one paved I I foot travel lane in each direction. -I LA 2012 -01 WDO Rewrite Questions? Direction? W 5/13/2013 3. 101 Street Standards Proposed - When determined improvement of a Boundary or Connecting Street is not timely, • Director may accept a fee -in -lieu of the amount equal to the costs of the required improvement. • When determined improvement of a Boundary or Connecting Street would not be feasible, due to physical constraints of properties in the immediate vicinity or inability to obtain right -of- way dedication, • Director may approve construction of a partial -width street. 3.101 Street Standards Policy Issues Acy Issue Narrower streets _ I y± Curb tight sidewalk` "'� Trees outside ROW X. •^ °see° 3.101 Street Standards r Proposed - Street standards based on the Woodburn Transportation System Plan Public streets comply with the cross - sections depicted in Figures 3.101 B through 3.101 K Improvements not identified in the Comprehensive Plan are based upon estimated average daily trips of the development and surrounding development StreetArterials and Collectors within the Historic Settlemier Transportation Corridor do not require bicycle lanes or a center turn lane, unless warranted for safety reasons. 17 5/13/2013 5/13/2013 LA 2012 -01 WDO Rewrite Questions? Direction? LA 2012 -01 WDO Rewrite 3.101 Street Standards Proposed - Requirement of Periodic Review Block Standards -- Block length shall not be less than 200 feet and not more than 600 feet, except where street location is precluded by any of the following; • Natural topography, wetlands, significant habitat areas or bodies of water, or pre- existing development • Blocks adjacent to arterial streets, limited access highways, collectors or railroads • Residential blocks in which internal public circulation provides equivalent access • In any block that is longer than 600 feet as measured from the right -of -way line of the street to the right -of -way line of the adjacent street, a bikeway / pedestrian facility shall be required through and near the middle of the block • On any block longer than 1,200 feet, pathways may be required through the block at 600 ft intervals • In a proposed development or where redevelopment potential exists and a street connection is not proposed i ng & Proposed - Questions? Direction? • Overall formatting— consistency • Purpose statement • Index • Overall readability 19 5/13/2013 I 3.103 Setback, Open Space and Lot Standards - Existing eys and flues; solar collectors; gutters; and belt courses, leaders, sills, - s, lintels, and other ornamental features may project not more than 18 into a required interior rear yard setback. A ire escape, balcony, outside stairway, cornice or other unenclosed, unroofed pr jection may project not more than five feet into a required interior rear yalp setback. In no case shall such projection come closer than six feet from ang lot line. ter boxes, steps, uncovered porches,covered but unenclosed porches and Ds, not more than 16 feet high, with a floor elevation less than four feet ve grade and at least 14 feet from the rear lot line, shall be EXEMPT from minimum rear yard setback. • N permitted projection into a required interior rear yard setback shall e end within ten feet of the center line of an alley, or of a rear lot line if no alI y exists, or within six feet of an accessory structure. 3.103 Setback, Open Space and Lot Standards - Existing Vision Clearance Area A vision clearance area is an area at the intersection of two streets, a street and a driveway, or a street and an alley, in which visual obstructions are limited for safety purposes. • At the intersection of two streets, a line extending 30 feet from the two lot lines adjacent to a street • At the intersection of a street and an alley, aline extending 10 feet from the intersection along the back of curb, or a line extending 10 feet from the property line along the alley • At the intersection of a street and a driveway, a line extending 10 feet from the intersection along the back of curb, or a line extending 10 feet along the side of the driveway • Within the DDC-ne,a line extending 20 feet from the two curb lines If a street is subject to a special setback, the special setback shall be used to def ne the vision clearance area 3.103 Setback, Open Space and Lot Standards - Existing setbacks are based upon the functional classification of streets and roads 1 in the WoodburnTransportation System Plan. Required setbacks adiacent to a street shall be in addition to the special setbacks required in this Section. The special setback distances shall be measured at right angle to the cancer line of the original street right of way. dial Provis,ons Buildings ztructuresand paved surfaces shall not be located within the special setbacks EXCEPT as specifially provided for in the WOO. Any portion of a buildingo, structure lawfully established within a special street setback prior to date of the WDO shall be considered anonconforming st -- cialSetbackStandaNz Special setback standards shall be applied to streets within the City of Woodburn as (unmorally classified ,n the Woodburn Tanzpor tw System Plan. • Majoi-Arterial • Minor Arterial • service Collector • Access Street/Commercial Street 3.103 Setback, Open Space and Lot Standards - Existing Prohibited Development A vision clearance area shall contain no plant, fence, wall, structure, sign, parking space, loading space or temporary or permanent obstruction exceeding 30 inches in height [measured from the top of the curb or, where no curb exists, from the established street centerline grade] exceptfor: 'reel, provided branches and foliage are removed to a height of seven feet above grade; elephone, power and cable television poles; elephone and utility boxes less than IO inches at the widest dimension ;and 'haffic control signs and devices. • Authority to Modify The Director,with the written concurrence of the Public Works Director, shall have the authority to modify the standards for a vision clearance area upon finding that the waiver is appropriate due to one -way traffic patterns. 3.103 Setback, Open Space and Lot Standards Existing - __. I— 30 —! L_ 1 0 j• U. 4'.. ' ter 20 5/13/2013 Setback, pen Space an Lot Standards Proposed - • Overall formatting— consistency • Purpose statement • Index • Overall readability • Charts and diagrams • Conflicting standards (fence) 3.103 Setback, Open Space and Lot Standards Proposed - Questions? Direction? i" 3.104 Access • Issues • Standards confusing • Cross -over agreements not consistently required • Coordination with ODOT & Marion County 3.103 Setback, Open Space and Lot Standards Proposed - -- Special Setbacks Where the dedicated right -of -way is less than the Special Setback, the setback abutting a street shall be measured from the Special Setback. All regulations applicable to setbacks abutting a street and vision clearance areas shall apply to the area between the lot line and the Special Setback. • Special Setback Standards • Includes local streets Projections into the Setbacks • Clarify language • Uncovered decks not more than 18 inches above final grade shall maintain at least a 5 foot setback from the property line or Special Setback Vision Clearance Clarify language • Organize standards 3.104 Access - Existing - • Establishes standards for access and driveways • Coordination with ODOT • Driveway spacing • Drive -up window design standards • Pavement and access design improvement standards 3.104 Access — Proposed - • Overall formatting— consistency • Purpose statement • Index • Overall readability • Cross -over access agreements • ODOT /Marion County - coordination 21 5/13/2013 3.104 Access i Questions? Direction? 3.105 Off- Street Parking and Loading Proposed - Overall formatting — consistency \— Purpose statement • Index • Overall readability • Charts and diagrams • Consolidate standards • Reorganize standards • Parking standards for restaurants reduced Reduces outside storage and display included in amount of parking Loading space requirements reduced '/' 13.106 Landscaping Standards F 1 VVVJCU - Establishes clear requirements Street trees based upon street function • Number reduced Planting requirements reduced in setback abutting street Recognize rain gardens Screening requirements • Walls — Commercial /Industrial - Residential • Fences — Planning Commission • Hedges — Planning Commission Significant trees • Prohibited removal between November— May, except for safety reasons .105 Off- Street Parking and Loading xisting - • Parking and loading standards • Parking and loading design standards • Drainage, directional markings, etc • Bicycle parking standards • Joint use & shared parking • Difficult readability • Similar standards not grouped together 13.105 Off- Street Parking and Loading Questions? Direction? 3.106 Landscaping Standards � Existing - 22 5/13/2013 3.106 Landscaping Standards Existing - M! - A- HKHWAY (< , I Aant unit R, r 20 square Bt, including I iveways 00 1. t (/,"-1 3.106 Landscaping Standards Questions? Direction? 3.107 Architectural Design �_ Guidelines and Standards Questions? Direction? 3.106 Landscaping Standards Proposed - !A(1�0 A1ClKC � tlal M'AY (3N) I plant unit per IS square feet, �'�3 ,' ,".', v ` excluding I-r� driveways a'. 3.107 Architectural Design . Guidelines and Standards Proposed - Establishes design standards for single family, duplexes and manufactured dwellings • All dwellings have to meet design standards • Menu of required standards for new developments (9 out of 12) • Design Standards increased in NCOD • Manufactured dwellings prohibited • Design Standards for the DDC & NNC consolidated • Mixed Use Village zoning district in subsequent version 3.108 Partition and Subdivision —Standards Proposed- Overall formatting— consistency • Purpose statement • Index • Overall readability 23 5/13/2013 3.108 Partition and Subdivision Standards Proposed - Questions? Directions? 3.109 Planned Unit Development Standards Questions? Directions? Nonconforming Signs • What are nonconforming signs? • Do not meet the current standards (December 20 10) for: • Size • Height • Placement • Number or combination of signs o Electronic reader boards Size • Brightness • Rate of transition (blinking/movement) lanned Unit Development Standards Existing - \ • Overall formatting— consistency • Purpose statement • Index • Overall readability • Charts and diagrams • Consolidate standards • Reorganize standards • Continued work needed on this section i Signs - Community Outreach • Should there be a time limit to meet the new standards? Yes: 31 (79 %) / No: 7 (18 %) / No opinion: 1 (3%) = 39 respondents • If so, a reasonable time to comply is: 3 years: 11 (31 %) / 5 years: 14 (41%) / 7 years: 4 (1 1 %) / 10 years: 6 (17 %) = 35 respondents _ Nonconforming Signs • Nonconforming permanent signs shall comply when one or more of the following occurs: • A nonconforming sign is expanded, relocated, replaced or structurally altered. ^ A nonconforming,"n may be reduced in area or height without losing nonconforming status. • The use of the premises upon which the sign is located terminates for a continuous period of 180 days or more. • A Conditional Use or Type III Design Review land use application is approved. • A nonconforming sign is damaged, destroyed, or deteriorated by any means where the cost of repairs exceeds 50 percent of its current replacement cost. • A nonconforming sign or sign structure removed for more than 60 days shall comply with the provisions of Section 3.1 10. 24 5/13/2013 Design Guidelines and Standards Section 3.1 3.110 Signs 3.1 10.1 1 Nonconforming Signs Mandatory Removal of Nonconforming Signs. All nonconforming signs shall be brought into compliance with Section 3.110 by July 1, 2023 I Extension of Compliance Period • Planning Commission may grant, deny or impose conditions • Planning Commission determines the length of time • May appeal to the City Council Criteria • The nature of the exceptional hardship • The effect of the nonconforming sign on the surrounding properties • The least amount of additional time required • Evidence that the sign has not been fully depreciated __IExtension of Compliance Period • If the compliance period creates an exceptional hardship, may request extension • Submit before the expiration of such compliance period • Heard by the Planning Commission Criteria • The original cost of the sign • The date the sign was constructed and located on the site • The degree of deviation from the sign regulations • Whether unusual circumstances concerning the sign's size, height, location or nature are present, including, but not limited to, historical significance i' Exceptions �' • The following nonconforming signs shall not be subject to compliance period: o Nonconforming signs that are within 10% of both the area and the height allowed Nonconforming sign on property annexed after January 1, 2023 shall comply within two years 25 5/13/2013 Permanent Signs in RS, R I S, RM, and P /SP Zones • Non - residential use, less than 3 acres Max. I Max. 8' high o Max. 20 square feet • Non - residential use, 3 acres or more Max. I per street frontage Max.2 signs Max. 8' high Max. 32 square feet each • Multiple - family dwellings Max. I Max. 8' high Max. 20 square feet ,Pole Signs in the CG Zone Freeway Overlay (one per site) • Less than 100 feet of frontage is not allowed • 100 —599 feet of frontage: Max. 45 feet high Max. 200 square feet or 4.5 square feet per foot of actual height, whichever is less • 600 — 999 feet of frontage: 45' high Max. 300 square feet or 6.7 square feet per foot of actual height, whichever is less nument Signs in the CG Zone • I — 299 feet of frontage Max. I per frontage on the same street Max.4 signs per single- tenant site or complex. Max.8 feet high Max. 32 square feet each • 300+ feet of frontage o Max. I per single- tenant site or complex o Max.8 feet high o Max. 100 square feet Freeway Overlay Pole Signs in the CG Zone Elsewhere (one per site) • Less than 100 feet of frontage: not allowed • 100 — 299 Frontage Max. 20 feet high Max. 32 square feet (single tenant) Max. 50 square feet (complex) • 300 — 599 Frontage Max. 20 feet high Max. 50 square feet (single tenant) Max. 75 square feet (complex) • 600+ Frontage Max. 20 feet high Max. 100 square feet i Signs in the CO Zone • Max. I per street frontage, 2 total • Max.8 feet high • Max. 32 square feet each 26 5/13/2013 Signs in the DDC Zone • Max. I per single- tenant site or complex • Max. 8 feet high • Max. 20 square feet Woodburn Development % Ordinance Rewrite Questions? Subsequent hearings? Direct staff to continue to work on PUD section Direct staff to revise indexing within WDO Direction? __,Signs in Industrial Zones • Less than 300 feet of frontage: • Maximum I per single- tenant site or complex • Maximum 8 feet high • Maximum 32 square feet • More than 300 feet of frontage: • Maximum I per single- tenant site or complex • Maximum I additional if a complex has 2 street frontages over 300 feet each • Maximum 8 feet high • Maximum 50 square feet each 27 Access Requirements Table 3.104A 1 to 4 Dwellings, 5 or More Dwelling or Commercial or Living Units or Living Units, School, or Industrial Use Individual lots 6 House of Worship 1. The separation should be maximized. 2. Driveways on abutting lots need not be separated from each other, and may be combined into a single shared driveway. 3. Driveways over 40 feet long and serving one dwelling unit may have a paved surface 12 feet wide. 4. Notwithstanding the widths listed in this table, the minimum clearance around a fire hydrant shall be provided. (See Figure 3.104D) 5. Throat length is measured from the closest off -street parking or loading space to the right -of -way. A throat applies only at entrances. 6. Maximum of 4 Dwellings, Living Units or Individual lots can be served from single shared driveway. (See Figure 3.101 D) U N O M d W H d N y N yy� i Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 4 paved surface Access to a Major or Minor Arterial Required Required Required Turnarounds Required if the (See Figure driveway length Requirements 3.104C) Access to any to the lot located Requirements per the per the other street furthest from the Woodburn Fire District Woodburn Fire street exceeds 150 District feet 1. The separation should be maximized. 2. Driveways on abutting lots need not be separated from each other, and may be combined into a single shared driveway. 3. Driveways over 40 feet long and serving one dwelling unit may have a paved surface 12 feet wide. 4. Notwithstanding the widths listed in this table, the minimum clearance around a fire hydrant shall be provided. (See Figure 3.104D) 5. Throat length is measured from the closest off -street parking or loading space to the right -of -way. A throat applies only at entrances. 6. Maximum of 4 Dwellings, Living Units or Individual lots can be served from single shared driveway. (See Figure 3.101 D) U N O M d W H d N y N yy� i Woodburn Development Ordinance Draft May 13, 2013 Section 3.104 Page 4 paved surface CITY OF WOODBURN CITY COUNCIL SPEAKER CARD Members of the public wishing submit a speaker's card to the agenda. ment ti ie mFO NAME: 7 AD ::D: S* AG DAT COMMENTS: Mx inA.4 d FOR FFICE USE ONLY: Follow -up: on items of general business must complete and )r prior to commencing this portion of the Council's Mayoral prerogative. 1 3 AGENDA t CITY OF WOODBURN CITY COUNCIL SPEAKER CARD P 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 ayoral prerogative. NAME: ' me - ,� l PHONE ADDRESS: /,,/ `/ q /� c /l i , /d \ i ' , ,. AGENDA DATE: .> ° 0 .\�Y AGENDA ITEM#: COMMENTS: FOR OFFICE USE ONLY: Follow -up: