October 28, 2013 AgendaCITY OF WOODBURN
CITY COUNCIL AGENDA
OCTOBER 28, 2013 - 7:00 P.M.
KATHRYN FIGLEY, MAYOR
TERESA ALONSO LEON, COUNCILOR WARD 1
LISA ELLSWORTH, COUNCILOR WARD II
PETER MCCALLUM, COUNCILOR WARD III
JAMES COX, COUNCILOR WARD IV
FRANK LONERGAN, COUNCILOR WARD V
ERIC MORRIS, COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A. City Hall and the Library will be closed on November 11 in
observance of Veterans Day. The Aquatic Center will be open
normal hours.
B. Due to the Veterans Day holiday, the City Council meeting
scheduled for Monday, November 11 will be cancelled.
C. The annual Downtown Trick or Treating event is scheduled to
take place in the Downtown Plaza from 3:30pm - 5:00pm on
October 31. Various games, contests, and activity stations will
be set up for all to enjoy. Rain or shine.
D. The City of Woodburn will continue its Fall Leaf Program this year
to provide residents assistance with disposal of collected
leaves. The leaf drop -off site is on Second Street between
Lincoln and Grant Streets behind the Post Office. The site will be
open from November 1 through December 31, Monday
through Friday, 8:00am - 4:00pm and Saturday 9:00am - 1:00pm,
closed Sundays and Holidays.
Appointments:
None.
4. COMMUNITY /GOVERNMENT ORGANIZATIONS
A. Chamber of Commerce
B. Woodburn School District
This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at
503 - 980 -6318 at least 24 hours prior to this meeting.
* *Habra int6rpretes disponibles para aquellas personas que no hablan Ingles, previo acuerdo.
Comuniquese al (503) 980 - 2485. **
October 28, 2013 Council Agenda Page i
5. PROCLAMATIONS /PRESENTATIONS
Proclamations:
A. Domestic Violence Awareness Month 1
B. National Magic Week 2
Presentations:
C. Craig Realty Donation
D. Consideration of an Economic Improvement District 3
6. COMMUNICATIONS
None.
7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for
Council consideration not already scheduled on the agenda.
8. CONSENT AGENDA - Items listed on the consent agenda are considered
routine and may be adopted by one motion. Any item may be removed
for discussion at the request of a Council member.
A. Woodburn City Council minutes of October 14, 2013 5
Recommended Action: Approve the minutes.
B. Woodburn Public Library Board minutes of October 9, 2013 8
Recommended Action: Accept the minutes.
C. Woodburn Recreation and Park Board minutes of October 8, 10
2013
Recommended Action: Accept the minutes.
D. Crime Statistics through September 2013 14
Recommended Action: Receive the report.
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
A. 2013 - 2014 Supplemental Budget Request 18
11. GENERAL BUSINESS - Members of the public wishing to comment on items of
general business must complete and submit a speaker's card to the City
Recorder prior to commencing this portion of the Council's agenda.
Comment time may be limited by Mayoral prerogative.
October 28, 2013 Council Agenda Page ii
A. Council Bill No. 2939 - A Resolution Approving Transfers of FY
2013 -2014 Appropriations and Approving a Supplemental
Budget
Recommended Action: Hold a public hearing and adopt the
attached resolution approving a supplemental budget for fiscal
year 2013 -2014 for the funds and departments listed on Exhibit
A.
B. Award of Construction Contract for 1 -5 Interchange Sanitary
Sewer Relocations - Hwy 214, Lawson Avenue, and Evergreen
Road Project, Bid No. 2014 -03.
Recommended Action: That the City Council, acting in its
capacity as the City Contract Review Board, award the
construction contract for the 1 -5 Interchange Sanitary Sewer
Relocations - Hwy 214, Lawson Avenue, and Evergreen Road
project to Gelco Construction Co. in the amount of $415,288.80.
C. Award of Construction Contract for 2013 Sewer and Storm
Collection System Improvements, Bid No. 2013 -15.
Recommended Action: That the City Council, acting in its
capacity as the City Contract Review Board, award the
construction contract for the 2013 Sewer and Storm Collection
System Improvements project to K & E Excavating, Inc. in the
amount of $186,990.00.
12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These
are Planning Commission or Administrative Land Use actions that may be
called up by the City Council.
None.
13. CITY ADMINISTRATOR'S REPORT
14. MAYOR AND COUNCIL REPORTS
15. EXECUTIVE SESSION
To review and evaluate, pursuant to standards, criteria and policy
directives adopted by the governing body, the employment - related
performance of the chief executive officer of any public body, a public
officer, employee or staff member unless the person whose performance
is being reviewed and evaluated requests an open hearing pursuant to
ORS 192.660 (2) (i).
16. ADJOURNMENT
October 28, 2013 Council Agenda Page iii
23
26
R3
DOMESTIC VIOLENCE AWARENESS MONTH
WHEREAS, one in three women report being a victim of domestic violence; and
WHEREAS, the crime of domestic violence violates an individual's privacy, dignity, security,
and humanity due to the systematic use of physical, emotional, sexual, psychological, and economic
control or abuse, and
WHEREAS, Mid-Valley Women's Crisis Service received over 21,000 contacts to their program
last year and provided more than 5,700 nights of shelter to 270 individuals; with nearly one half of those
sheltered being children; and
WHEREAS, the Marion County District Attorney's office received more than 1,100 reports of
domestic violence in the last year, with 10% of these reports involving strangulation; and
WHEREAS, the Marion County Victim Assistance Division provided services to more than 1,200
victims of domestic violence, supporting them in making choices for their safety and walking along side
them through the criminal justice process; and
WHEREAS, the impact of domestic violence extends beyond individuals and reaches into
families and communities, and society as a whole, with nearly three out of four Americans personally
knowing someone who is or has been a victim of domestic violence; and
NOW, THEREFORE, 1, MAYOR KATHY FIGLEY, do hereby proclaim October 2013 as
DOMESTIC VIOLENCE AWARENESS MONTH
AND RESOLVES that as a community we will continue to work together to provide a safe haven
for survivors of domestic violence and their children by offering hope, empowerment and assistance in
restoring their lives.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of
Woodburn to be affixed this 23rd day of October 2013.
1
PROCLAMATION
NATIONAL MAGIC WEEK
WHEREAS, the Society of American Magicians was founded in 1902 and has
been established with Assemblies in all 50 states; and
WHEREAS, members of the Society of American Magicians generously offer
their time and talent for charitable purposes; and
WHEREAS, the Society of American Magicians provides entertainment for
people with disabilities and people who would otherwise have difficulty getting to a
theater to watch live performances; and
WHEREAS, magic displays can be seen at libraries, schools and other venues
throughout the state; and
WHEREAS, the Society of American Magicians is dedicated to elevating the art
of magic with its endowment fund providing educational and humanitarian assistance to
its members; and
WHEREAS, the Society of American Magicians encourages youngsters to
develop self-esteem through performance of magic; and
NOW, THEREFORE, 1, MAYOR KATHY FIGLEY, do hereby proclaim the
week of October 25"' — 31 ", 2013 as
NATIONAL MAGIC WEEK
In the City of Woodburn and encourage all citizens to enjoy and recognize magic as
wholesome and fun entertainment.
IN WITNESS WHEREOF, I hereunto set my hand and caused the seal of the
City of Woodburn to bca44xed this 23d day of October, 2013.
Is
2
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�TOODBUR N
A c ,, o — le .
October 28, 2013
TO: Honorable Mayor and City Council through City Administrator
FROM: Robyn Stowers, Urban Renewal Manager
SUBJECT: Consideration of an Economic Improvement District
RECOMMENDATION:
City Council to provide direction on whether to proceed with an enabling
ordinance. Subsequent steps will be to work with downtown businesses and
property owners to establish parameters for proposed Economic Improvement
District (EID).
BACKGROUND:
An EID is a type of assessment district where property owners and /or business
owners choose to be assessed a fee which is collected by the City for use in
promoting and improving a specified business area, typically commercial areas
like the downtown area.
The City of Woodburn has identified EIDs as a potential funding opportunity to
assist in the rehabilitation of downtown since the adoption of the Downtown
Development Plan in 1997. The original plan described EIDs as, "A first and high
priority to put in place a stable funding program for the Woodburn Downtown
Association." The 2010 updated Downtown Development Plan encouraged
looking into EIDs as part of a downtown funding strategy:
In order to support marketing and business recruitment costs, which are
often not eligible expenditures for many funding sources, explore the
formation of an EID with the support of Downtown business and property
owners to provide an ongoing funding stream for operating and
programmatic expenditures.
In 2001, City Council adopted the Woodburn Urban Renewal Plan as a strategy
to eliminate blighting influences in the Urban Renewal Area. The plan
recommends implementing en EID as part of a "balanced financing plan to
assist property owners in the repair and rehabilitation of structures."
Agenda Item Review: City Administrator _x City Attorney _x Finance _x_
3
Honorable Mayor and City Council
October 28, 2013
Page 2
DISCUSSION:
An EID is a funding mechanism designed to enable a community to fulfill its
economic revitalization goals and plans; and is established as an assessment to
property and business owners for the use of promoting and improving the
defined business district. Types of projects that are generally funded by an EID
include:
a. The planning or management of development or improvement activities;
b. Landscaping or other maintenance of public areas;
c. Promotion of commercial activity or public events;
d. Activities in support of business recruitment and development;
e. Improvements in parking systems or parking enforcement;
f. Any other economic improvement activity for which an assessment may
be made on property specially benefited thereby.
The City Council must determine whether the EID is paid by property owners
and /or business owners and the amount of assessment of each lot in the district.
Assessments may be made on the value of the property or surcharge on
business licenses. Only commercial properties can be assessed within the district.
The EID can be established by adopting an ordinance after two formal public
hearings. The initial public hearing allows the City Council to evaluate and
make changes to the proposed EID. If objections to the EID are less than the
33% remonstrance at the second public hearing, the City Council may approve
the EID.
It is proposed that the EID ordinance shall contain the following:
1. A description of the economic improvement project or activities to be
undertaken;
2. A cost estimate and proposed formula for apportioning costs to each
benefited property;
3. A description of the boundaries of the district in which properties will be
assessed;
4. A specific number of years that assessments will be levied.
FINANCIAL IMPACT:
No impact at this time.
4
COUNCIL MEETING MINUTES
October 14, 2013
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON, OCTOBER 14, 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 Ellsworth
Present
Councilor Alonso Leon
Present
Staff Present: City Administrator Derickson, City Attorney Shields, Police Chief Russell,
Human Resources Director Hereford, Interim Public Works Director Scott, Community
Services Director Row, Finance Director Shearer, Captain Garrett, Captain Alexander,
Recreation Manager Spence, Aquatic Center Manager Wierenga, Communications
Coordinator Horton, Executive Legal Assistant Veliz, City Recorder Pierson
0:00 ANNOUNCEMENTS AND APPOINTMENTS
The Aquatic Center will be hosting Spooky Splash & Floating Pumpkin Patch from 5:00 -7:00
pm on Saturday, October 26, which is generously sponsored by the Wooden Shoe Tulip Farm.
Guests can pick their pumpkin from the floating patch in the pool while experiencing the
colorful glow of underwater lights and fall related festivities. Cost for the event is regular
general admission plus $2.00 per pumpkin.
0:06 COMMUNITY /GOVERNMENT ORGANIZATIONS
A. Chamber of Commerce — Don Judson, Executive Director of the Chamber, announced that
the Chamber Board has decided to continue to operate the Woodburn Fiesta Mexicana
through Woodburn Area Tourism headed by Ruby Wolfer. He also announced that the
Crystal Apple Awards will take place on November 22 and that the requirements for the
new Executive Director have been posted.
B. Woodburn School District — Chuck Ransom, Superintendent, presented the Woodburn
School Districts Strategic Plan.
0:25 PROCLAMATIONS/PRESENTATIONS
A. Hispanic Heritage Month — Mayor Figley read the proclamation and Councilor Alonso
Leon said a few words in recognition of Hispanic Heritage month.
B. Stu Spence was recognized for receiving the Oregon Recreation and Parks New
Professional of the Year award.
0:38 BUSINESS FROM THE PUBLIC
Mayor Figley acknowledged that Council has received a few petitions, various phone calls,
and emails regarding the Sequoia Trees issue. Burt Carney, 1682 Meridian Dr., provided a
letter and petition to the Mayor and Council and spoke against issuing a permit to ODOT to
Page 1 - Council Meeting Minutes, October 14, 2013
N1
COUNCIL MEETING MINUTES
October 14, 2013
cut down the Sequoia trees.
Ron Cearley, 1946 Rainer Rd., stated the he owns one of the properties the trees are on and he
is in favor of cutting them down.
Colin Brown, 1790 Woodland Ave., spoke about the Sequoia trees and that he is against them
being cut down.
Hank Werner, 2743 Fairway St., stated that he is concerned about the Sequoia trees and
believes that the intangible value of the tree needs to be considered. He asked that Council
weigh in on this issue.
Ellen Bandelow, 199 Smith Dr., stated that she is representing many people around the City
who are against the destruction of the two Sequoia trees and that they have been able to get
650 signatures on their petitions. She also stated she spoke with Tim Potter from ODOT and
that ODOT is considering other possible design alternatives that could possibly save the trees
and requested that City Council direct staff to give full and careful consideration to whether
these trees can be saved and report back to Council before a final decision is made.
Councilor Cox stated that if the Council were being asked to take action on this item he would
disqualify himself because he lives next door to the trees and is opposed to them being cut
down. He stated that he believes it is critical that Council and staff realize how important
these trees are to the people and that Council and staff need to take into consideration input
from the public before a permit is issued to ODOT. He also noted that in December of last
year the City's Public Works Department was working on a plan with ODOT to try and save
the trees but for some reason that fell through. He would like to direct staff by motion what
Council would like to see staff do.
Mayor Figley commented that many staff members have been working on this issue for the
last year and a half trying to save these trees and that they are still working on it today. She
does not want to direct staff to do anything because they are doing their job and are going
above and beyond the call of duty. She also noted that ODOT's application is not complete as
of yet and that this is still a subject that is under consideration.
Dagmar Kinne, 586 Grant St., read a description of the Sequoia tree from the Audubon
Society Nature Guide and commented that the trees add value to a home.
Councilor McCallum concurred with Mayor Figley.
City Administrator Derickson stated that they have been negotiating with ODOT in good faith
and that ODOT has public safety and liability concerns about the trees but is open to ideas. He
also mentioned that ODOT has put a hold on their current application while discussing
alternatives with the City.
1:13 CONSENT AGENDA
A. Woodburn City Council minutes of September 23, 2013,
B. Woodburn City Council Executive Session minutes of September 23, 2013,
C. Full On- Premises Sales- Trapala Restaurant.
McCallum/Cox... adopt the Consent Agenda. The motion passed unanimously.
1:13 COUNCIL BILL NO. 2938 — AN ORDINANCE ADOPTING AQUATIC CENTER
FEES FOR INCLUSION IN THE MASTER FEE SCHEDULE AND REPEALING
ALL AQUATIC CENTER FEES AND CHARGES THAT ARE INCONSISTENT
WITH THIS ORDINANCE
McCallum introduced Council Bill 2938. Executive Legal Assistant Veliz read the two
readings of the bill by title only since there were no objections from the Council. On roll call
Page 2 - Council Meeting Minutes, October 14, 2013
COUNCIL MEETING MINUTES
October 14, 2013
vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No.
2938 duly passed.
1:18 CITY ADMINISTRATOR'S REPORT
City Administrator Derickson had nothing to report.
1:18 MAYOR AND COUNCIL REPORTS
Councilor Alonso Leon thanked everybody for attending the Council meeting.
Councilor Lonergan thanked people for coming out and showing support for an issue.
Councilor McCallum concurred and appreciated the emails received both pro and con.
Mayor Figley stated that she appreciates that people are paying attention and are willing to
express their point of view.
Councilor Ellsworth commended those people that got up to speak.
Councilor Morris stated he also appreciates the emails and was impressed with the knowledge
that the speakers had on the ordinance and the process.
1:22 ADJOURNMENT
McCallum/Lonergan.... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:22 pm.
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
APPROVED
KATHRYN FIGLEY, MAYOR
Page 3 - Council Meeting Minutes, October 14, 2013
7
yi
W it
City of Woodburn
Public Library Board Minutes
October 9, 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 11
Kristen Matthews (12/13)
Present
Position III
Nancy Kirksey, President (12/13)
Present
Position IV
Neal Hawes, Vice - President (12/15)
Present
Position V
Willis Grafe (12/13)
Absent
Position VI
Phyllis McKean (12/16)
Present
Position VII
Vacant
3. MINUTES — April 10, 2013
Neal Hawes/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
Youth Services Librarian Vacancy — John Hunter
John confirmed that new children's librarian Gladis Martinez had started in her position
after relocating from southern California and has been very busy developing new
programming and collaborating with Adult & Teen librarian Elvira Sanchez Kisser.
Gladis and Elvira staged successful summer reading programs and even secured sponsors
to offset the costs of some of the incentives. Gladis' program attendance has grown
considerably from past program attendance. Gladis has used her Spanish - language
fluency to engage patrons and target programs to Spanish speakers.
7. NEW BUSINESS
Pew Survey: Library Habits of Young Americans — John Hunter
John reported on the findings of a recent survey from the Pew Research Center's Internet
& American Life Project, which found that young adults age 16 -29 are more likely than
adults over 30 to have done the following:
• Read a book in print and read an e -book;
• Use a computer or the Internet at the library
• Seek assistance from librarians
• Use the library as a space to sit and read, study, or consume media
MANAGER REPORTS
Library Statistics — April -June 2013 — John Hunter
Quarterly statistics emphasized a decrease in circulation each month in the quarter. After
discussing the issue with other CCRLS librarians, it is believed that the nice weather we
had this Spring probably played the biggest role. Circulation for all of CCRLS was down,
as well.
Library Statistics — July- September 2013 — John Hunter
Thankfully, circulation was up each month in the first quarter of the new fiscal year.
Door count was generally lower, which means fewer patrons are generally borrowing
more materials. Neal Hawes suggested that increased children's programming may have
resulted in increased circulation, and that is certainly possible.
Operational Update — Shelving — John Hunter
John announced the completion of the nonstructural seismic upgrade to the library's 78-
inch tall shelving. The project also resulted in the implementation of new signage, an
expanded teen section, an expanded audiovisual section closer to the library entrance,
more specialty shelving, and a new study carrel with power and network access for six
simultaneous users.
Friends of the Library Report
None.
9. FUTURE BOARD BUSINESS
Next scheduled meeting is January 8, 2014
10. ADJOURNMENT
J.D. Mitchoff / Kristen Matthews — Motion to adjourn meeting and seconded at 7:15
p.m.
4
City of Woodburn
Recreation and Park Bayard Benda
October 8, 2013 • 5:30 p.m.
CALL TO ORDER
The meeting was called to order at 5:30 p.m.
2. ROLL CALL
2012
2013
Position I
Vacant, Member (12/14)
$25,014
Position II
Sofie Velasquez, Student Member (12/16)
Present
Position III
Joseph Nicoletti, Board Secretary (12/13)
Present
Position TV
Rosetta Wangerin, Board Chair (12/13)
Absent
Position V
Bruce Thomas, Member (12/13)
Present
Position VI
Ardis Knauf, Member (12/16)
Present
Position VII
Gevin Gregory, Member (12/16)
Present
APPROVAL OF MINUTES
The minutes from the August 13, 2013 meeting were unanimously approved
(Thomas /Gregory)
4. BUSINESS FROM THE AUDIENCE
None
NEW BUSINESS
Aquatic Center First Quarter Financial Review
1" Quarter Revenue Comparison
F' Vuarter
2012
2013
Difference
July
$25,014
$31,425
$6,411
August
$27,342
$24,143
($3,199)
September
$13,816
$15,566
$1,750
Total
$66,172
$71,134
$4,962
F' Vuarter
*Payroll is calculated differently in FY 13/14.
10
2012
2013
Difference
July
$36,714
$23,695
($13,019)
August
$43,849
$57,945
$14,096
September
$42,308
$26,951
($15,357)
Total
$122,871
$108,591
($14,280)
*Payroll is calculated differently in FY 13/14.
10
6. OLD BUSINESS
Lep,ion Park Rehabilitation Project Update
Stu updated the board on the progress of the Legion Park project including
tree assessment and removal, lighting improvements, and fence removal.
Bruce commented that he would like to keep the goal of installing an artificial
turf field at Legion Park for future development. Gevin commented that he
refereed soccer games at Legion Park recently and there were drainage and
turf issues on the field.
7. DIVISION REPORTS FROM DEPARTMENT
a. AQUATICS
Financial Update
First Quarter Finances
• Cost Recovery — 66%
• Payroll is calculated differently — hard to compare expenses accurately
• Revenue:
• Memberships are up over $4,500 (monthly memberships)
• Swim Lessons are up almost $2,500 (awesome!)
First Quarter Attendance Review
2012
2013
Difference
July 16,848
17,061
213
August 17,033
15,509
(1,524)
September 8,696
7,459
(1,237)
Total 42,577
40,029
(2,548)
Program Update
• Swimming lessons are going well, slowest season typically but Sept. is
busier this year than last
• 4th Grade lessons starting this month with Lincoln Elementary
• Working on fun and new programs to kick off the New Year
• Staffing is our biggest challenge currently
• Hiring lifeguards, water fitness instructors, swim instructors
• Lifeguard Training this week. Swim instructor training next week
Marketing Update
• Spooky Splash this year is October 26th from 5 -7pm. Wooden Shoe
sponsors the event.
• Running a Groupon promotion soon for swimming lessons
• Flyer drops all over town for different programming
b. RECREATION
Adult Sports 9 teams playing in the Men's Fall Basketball League that
started last Sunday.
11
Youth Sports 294 kids playing youth soccer this fall. 19 less than last
year.
Community Ed Our photography instructor relocated so I'm in the process
of recruiting a new one. Kids in the Kitchen Cooking kicks
off with "Monster Munch" October 22. The next class will
have a holiday theme in early December.
After School The City is in the process of formalizing our agreement
with the Woodburn School District with regards to the
operation of the After School Club program.
B &G Club The Woodburn Boys & Girls Club recently received
funding to complete a project titled, "Design for Impact."
The project involves upgrades to the Teen Center building
as well as other program components. The City is currently
working through the process building upgrades with the
Club
YAB The Youth Advisory Board just hosted a recruitment party
with over 30 youth in attendance. They continue with their
Senior Service projects doing work around the house for
older adults around Woodburn. They also plan to attend
the ILead Summit in early November.
Staffing Recreation & Parks has added two staff to the division.
Introducing Taylor Cope, our new Recreation Coordinator
and Kyle Buse, our new Recreation Specialist — sports.
Taylor will help coordinate the Youth Advisory Board and
Community Education classes and Kyle will help
coordinate all youth and adult sports.
Downtown This year's event is scheduled for October 31 st from
Trick or 3:30 — 5pm. There will be lots of games and activities
Treat in the Plaza, then a list of businesses for kids to hit up for
candy afterwards.
C. PARKS & FACILITIES
None.
FUTURE BOARD BUSINESS
The board indicated a desire to continue to have Legion Park updates remain
on the agenda throughout the project.
BOARD COMMENTS
• Bruce suggested that an aesthetically appealing entrance be designed for
Legion Park including pavers and electrical hookups that could be used for
park events.
12
SoBe reported on Youth Advisory Board activities including the
recruitment party, senior service projects, and what YAB does at their
meetings.
Ardis expressed her thank you to Gevin and the group that adopted Cowan
Park over the summer.
10. ADJOURNMENT
The meeting was adjourned at 6:08 p.m.
13
10/21/2013 Woodburn Police Department
MONTHLY ARRESTS BY OFFENSES
JANUARY THRU DECEMBER 2013
CHARGE DE_ SCRIPTION
Total
an
Feb
Mar I
Apr
Ma
Jun
Jul T
y_g
Sep
�GGRAVATED ASSAULT
24
1
3
2
1
6
3
1
-bl
2
5
ANIMAL CRUELTY
--5—o--o
o
o
1
1
30
ANIMAL ORDINANCES
6
0
1
---
3
--b—
0
1
1
0
0
ARSON
3
0
0
0
0
3
0
0
ATTEMPTED
86
11
11
7�
7
10-.-.-.,12
912
71
ATTEMPTED MURDER
4
-
0
3
0
0
0
0
0
0
1
BOMB THREAT
3
3
0
0
0.
0
0
0
0
0
BURGLARY - BUSINESS
4
0
1
0
1
1-
0
—11
1
0
-2
0
-0
BURGLARY - RESIDENCE
17
1
2
0
0
11
0
CHILD NEGLECT
12
—18--
1
31
2
0
2
1
2
1
0
CRIME DAMAGE-NO V_ ANDALISM OR ARSON
0
2
0
2
6
3
2
CURFEW
10
2
0
0
2
0
4
0
0
CUSTODY-DETOX
----o
0�
21
O
01-31
2
1C-U—sTO1DY--- MENTAL
T7
5
1
5
2-
— 5
.-- 5
6
6
CUSTODY - PROTECITVE
1
0-
0
0
0
0
1
0
0
0
DISORDERLY CONDUCT
55
8
5
4
2
9
15
0
3
91
DRIVING UNDER INFLUENCE
103
9
12
23
5
13
10
10
13
8
DRUG LAW VIOLATIONS
145
28
9
12
13
22
33
11
7
10
DRUG PARAPHERNALIA
1
0
1
0
0
0
0
01
0
-0
0
DWS/REVOKED - FELONY
0
0
0
0
1
1-
1
DWS/REVOKED-MISDEMEANOR
19
3
2
6
0
3
1
0
3
1
ELUDE
11
0
1
1
0
3
2
1
21
1
EMBEZZLEMENT
1
0
0
0
0
1
0
0
0
0
ESCAPE FROM YOUR CUSTODY
1
0
0
1
0
0
0
0
0
0
FAIL TO DISPLAY OPERATORS LICENSE
11
51
2
1
0
1
0-1
1
0
FORCIBLE RAPE
3
0
0
0
1
o
1
o
1
b
FORGERY/COUNTERFEITING
10
1
1-
0
1
2
1
3
1
0
FRAUD - ACCOUNT CLOSED CHECK
1
0
0
0
1
0
0
0
d
0
FRAUD - BY DECEPTION/FALSE PRETENSES
3
0
1
01
1
0
0
-11
FRAUD - CREDIT CARD /AUTOMATIC TELLER MACHINE
4
0
0
0
0
4------b
ol
o
o
FRAUD - IMPERSONATION
1
01
1
0
0-
0-
0
0
0
0
FRAUD - OF SERVICES/FALSE—PR--ETENSES
1
0
0
0
0
0
0
0
1
0
U1
FRAUD-OTHER
8
2
0
0
0
6
0—
0
0
0
FUGITIVE ARREST FOR ANOTHER AGENCY
14.0
22
111
14
10
18
211
11
14
19
FURNISHING
2-
0
0
0
0
2
0
0
0
0
GARBAGE LITTERING
3
0
0
1
0
1
1
0
0
0
HIT AND RUN FELONY
1
0
0
0
0
-1
0
0
0
0
HIT AND RUN-MISDEMEANOR
12
3
0
1
2'
1
2
o
b
;IDENTITY THEFT
1
0
4
0
0
INTIMIDATION MT-WEIRCIR—IMINAL THREAT
21
3
1
1
1
6
2
21
4
1
MINOR IN POSSESSION
2
2
7
0
0
6r2
2
0
MINOR IN POSSESSION - TOBACCO
-------- -
i
o
o
o
o
b
1
o-
o
—o
MOTOR VEHICLE THEFT
4
0
0
0
0
2
1
0
0
1
OTHER
51
10
7
2
21
7
16
1
11
51
PROPERTY RECOVER FOR OTHER AGENCY
4
0
3
0
0
0
0
0
0
1
PROSTITUTION - ENGAGE IN
RECKLESS DRIVING
2
15
2
3
0
1
0
0
-0
0
01-
5
0
2
0
2
0
2
0
0
RECKLESSLY ENDANDERING
10
0
0
0
1
6
2
1
0
0
RESTRAINING ORDER VIOLATION
6
1
1
0
1
1
0
0
2
0
,ROBBERY - BUSINESS
8
1
0
2
1
1
2
0
1
0
---
ROBBERY - CONV.STORE
3
------
0
0
0
0
3
0
0
0
-0�
ROB ERY - OTHER
1
1
1-10
0
0
2
RUNAWAY
4
1
0
0--0-
SEX CRIME - CONTRIBUTE TO SEX DELINQUENCY
1
0
0
1
0
01
01
0
0
0
Page I of 2
14
10/21/2013 Woodburn Police Department
MONTHLY ARRESTS BY OFFENSES
JANUARY THRU DECEMBER 2013
- ------ 2012Total 1 12321 16 158 95 117 1 141F-1-2-*- -140[1-67
1 2011 Total -1-4-5-4(156T 951185[ 207F-2-09 1721 1351 1661 1729
1600
1400
1200
1000
800
600
400
200
0
Arrests I Year
2011 2012 2013
Year
Page 2 of 2
15
Total
an
IFeb
Mar
Apr
May
Jun
Jul
Aug
Sep
SEX CRIME - EXPOSER
11
01
0
0
0
0
11
0
0
SEX CRIME - FORCIBLE SODOMY
1
0
0
b
—0
0
1
0
0
0
SEX CRIME - MOLEST (PHYSICAL)
6
0
0
2
0
0
2
0
f0
SEX CRIME - NON FORCE SODOMY
2—i
0
0
1
0
0
0
0
0
SEX CRIME - NON-FORCE RAPE
2
0
01
0
1
0
0
0
1
0
,SEX CRIME - OBSCENE PHONE CALL
1
0
0
0
0
-0
-0
1
0
0
STALKER
0
0
0
1
0-
0
0
1
0
STOLEN PROPERTY - RECEIVING,BUYING, POSSESSING
-2
7
2
3
2
0
0
0
0
0
0
SUICIDE
1
0
0
0
0
1
0
0
THEFT - BUILDING
10
2
1—
1
11
0
2
2
0
1
THEFT - FROM MOTOR VEHICLE
3
01
0
0
0
0
0
1
0
21
THEFT - OTHER
27
41
3
1
1
6
8
4
0
0
--------
THEFT - PURSE SNATCH
2
2
o
bo
o
o
o
0
THEFT - SHOPLIFT
118
22
19
-1-1
—20
16-95�
4-12
TRAFFIC VIOLATIONS
95
3
19
91
2
91
25
41
16
8
TRESPASS
38
5
8
5
4
6
1
2
5
2
UNAUTHORIZED ENTRY INTO MOTOR VEHICLE
6
01
0
a
b---o
- 0
21
1
3
VANDALISM
18
41
-1
1
0
3
3
51
1
0
. .......
IVEHICLE RECOVERD FOR OTHER AGENCY
5
01
0
0
—0
—2
0
0
2
1
WARRANT ARREST FOR OUR AGENCY
9
12
15
861
13
10
6
11
14
WEAPON - CARRY CONCEALED
5
0
0
0
1
1
0
0
1
2
WEAPON - EX FELON IN POSSESSION
4
1
0
1
0
21
0
0
0
WEAPON - OTHER
1
o
0
b
-o
o-
0
0
—0
WEAPON - POSSESS ILLEGAL
10
1
4
1
0
0
1
Jan IFeb
IMar
AprjMayjJun
Fj-u--I]Aug
Sep
-
2013 Total 11,4071
1813L
16
1351
961
2171
224
109L137
136
- ------ 2012Total 1 12321 16 158 95 117 1 141F-1-2-*- -140[1-67
1 2011 Total -1-4-5-4(156T 951185[ 207F-2-09 1721 1351 1661 1729
1600
1400
1200
1000
800
600
400
200
0
Arrests I Year
2011 2012 2013
Year
Page 2 of 2
15
10/21/2013 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
JANUARY THRU DECEMBER 2013
CHARGE DESCRIPTION
an
Feb IMar
r
M ay-
un
Jul
Aug
SeR_
AGGRAVATED ASSAULT
4
2
6
3
1
5
4
AGGRAVATED MURDER
1
0
0
0
0
0
- -0
0
1
0
ANIMAL CRUELTY
7
0
0
0.--.--
1--
22
0
2
-0
ANIMAL ORDINANCES
7
0
1
3
1
0
1
1
0
0
--------- - - - - --
ARSON
5
1
O
0
0
1
1
2
01
01
ASSAULT SIMPLE
96
15
8
9
_121
14,
9
10
8
ATTEMPMED MLIADE-R-_
5
1
2
1
0
0
0
0
1
0
BOMB THREAT
1
1
0
0
0
0
0
0
0
0
BURGLARY - BUSINESS
19
4
1
0
1
3
1
3
2
4
BURGLARY- OTHER STRUCTURE
9
3
1
0
2
0
1
1
0
BURGLARY - _RESIDENCE
IL_DNFEGLECT
53
9
3
8
1
5
2
1
0
3
3
8
1
314-81
0
0
G
1
CRIME DAMAGE-NO VANDALISM OR ARSON
CURFEW
1121-
S
ii
J7_185
0
0
1
81
0
14
2II
9
0
13
1
23
0
CUSTODIAL INTERFERENCE
1
0
0
0
01
0
0
0
1
0
CUSTODY - DETOX
8
0
0
0
2
0
0
1
31
2
CUSTODY - MENTAL
38
5
1
5
2
2
5
5
7
6
CUSTODY - PROTECITVE
1
0
0
0
0
0
1
0
0
0
DISORDERLY CONDUCT
44__
44_____�4_2
7
9
2
5
7
DRIVING UNDER INFLUENCE
102
9�
111
3
5
13
10
10
13
8
DRUG LAW VIOLATIONS
99
9
8
9
13
18
19
2
9
12
DRUG PARAPHERNALIA
1
0
1
0
0
0
0
0
0
0
bWS/REVOKED - FELONY
3
0
0
0
o
DWS/REVOKED-MISDEMEANOR
19
3
2
6
0
3
1
0
3
1
ELUDE
16-1
4
1
0
4
2
1
2
1
EMBEZZLEMENT
10
0
0
0
1
0
0
0
0
ESCAPE FROM YOUR CUSTODY
1
0
.... . .......
0
0
01
EXTORTION/BLACKMAIL
2
0
0
1
01
0
0
1
0
0
FAIL TO DISPLAY OPERATORS LICENSE
10
4
2
1
0
1
0
1
1
0
FORCIBLE RAPE
0
0
1
0
2
0
1
1
0
FORGERY /COUNTERFEITING I
48
6
5
4
7
7
5
3
7
4
FRAUD - ACCOUNT CLOSED CHECK
2
1
o
I
FRAUD - BY DECEPTION/FALSE PRETENSES
12
21
21
2
0
1
1
0
2
2
FRA`U_b_-_ CREDIT CARD /AUTOMATIC TELLER MACHINE
22
1
0
2
5
6
2
1
4
-1
FRAUD - IMPERSONATION
3
0
1
1
0
0
0
1
0
0
FRAUD - NOT SUFFICIENT FUNDS CHECK
1
0
1
0
q
01
0
0
0
0
FRAUD - OF SERVICES/FALSE PRETENSES
3
0-
1
o
b
o
0
I
1
—0
FRAUD - WIRE
1
0
0
0
0
0
0
0
11
0
FRAUD-OTHER
8
11
1
2
1
2
0
0
0
1
FUGITIVE ARREST FOR ANOTHER
132
19
11
14
11
16
22
10
14
16
FURNISHING
2
01
0_.__
0-
02
00
0
0
GARBAGE LITTERING
3
0
0
1
0
1
1
0
0
0
HIT AND RUN FELONY
9
2
0
0
1
2
0
0
4
0
HIT AND RUN- MISDEMEANOR
79
14
8
6
10
7
5
13
12
4
IDENTITY THEFT -
19
2
4
5
3
4
0
0
0
1
INTIMIDATION /OTHER CRIMINAL THREAT
29
4
2'i
4
0
8
2
2
4
3
�(1-bNA—P--FOR -ADDITIONAL CRIMINAL PURPOSE
2
1
0
1
O�
0
01
0
0
0
KIDNAP - H 0 STAG E/s_Hfn_Db_R_REMOVAL /DELAY __W1TN E
MINOR [N-P 0- S S E S S 10 N
1
17
0
2
0
3
0
0
0
0
0
3
0
2
1
f_-0-_
0
0
5
MINOR IN POSSESSION - TOBACCO
1
0
0
0
_0
MISCELLANEOUS
48r3
5
3
5
2
410
7
9
MOTOR VEHICLE THEFT
6
3
5
1
9
6
6
- ------
1
10
OTHER
51
19
81
2
2
7
5
2
2
4
,PROPERTY - FOUND LOST MISLAID
23
5
1
5
1
3
1
3
3
1
PROPERTY RECOVER FOR OTHER AGENCY
7
1
4
1
0
0
0
-1
- ----- 0
PROSTITUTION - ENGAGE IN
RECKLESS
1
17
1
3
1
0
0
0
0
0
5
oo
2
2
01
0
Page 1 of 2 16
10/21/2013 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
JANUARY THRU DECEMBER 2013
_
Total
Jan
Feb
_
Apr
May
Jun
Jul ul
A
Aug
Sapp
RESTRAINING ORDER VIOLATION
9
2
1
0
1
2
0
0
2
1
ROBBERY - BUSINESS
12
2
0
3
1
2
1
1
2
0
ROBBERY - CAR JACKING
1
0
0
1
0
0
0
0
0
0
ROBBERY - CONV.STORE
2
0
0
0
0
1
0
0
0
1
ROBBERY - OTHER
121
21
1
3
2
1
1
1
0
1
RUNAWAY
20
3
0
0
2
4
2
21
6
1
SEX CRIME - CONTRIBUTE TO SEX DELINQUENCY
2
0
1
1
0
00
0
0
SEX CRIME - EXPOSER
1
0
0
0
01
0
1
0
0
0
SEX CRIME - MOLEST (PHYSICAL)
18
5
0
3
3
3
1
0
2
1
SEX CRIME - NON FORCE SODOMY
2
1
01
0
1
0
0
0
0
0
SEX CRIME - NON -FORCE RAPE
2
0
0
0
1
0
0
0
1
0
SEX CRIME - OBSCENE PHONE CALL
1
0
0
0
0
0
0
1
0
0
SEX CRIME - PORNOGRAPHY /OBSCENE MATERIAL
2
1
0
1
0
0
0
0
0
0
STALKER
3
0
0
0
2
0
0
0
1
0
STOLEN PROPERTY - RECEIVING,BUYING,POSSESSING
13
4
5
1
0
0
2
0
1
0
SUICIDE
3
0
0
0
0
1
1
1
0
0
THEFT-BICYCLE
19
1
3
3
0
3
3
4
11
1
HEFT - BUILDING
43
4
5
5
3
5
4
4
5
8
HEFT - COIN OP MACH_ INE
2
0
0
0
0
0
0
1
1
0
HEFT - FROM MOTOR VEHICLE
94
20
71
11
5
8
2
12
9
20
HEFT - MOTOR VEHICLE PARTS /ACCESSORIES
7
3
1
0
1
0
--o-2
0
0
HEFT - OTHER
134
13
18
16
91
16
11
15
2511
HEFT - PICKPOCKET
8
0
2
1
2
0
0
0
2
1
HEFT - PURSE SNATCH
7
0
2
2
1
1
0
0
0
1
HEFT - SHOPLIFT
138
24
20
16
22
18
9
9
7
13
TRAFFIC ORDINANCES
1
0
0
0
1
0
0
0
0
0
TRAFFIC VIOLATIONS
126
13
23
12
5
16
24
5
17
11
TRESPASS
42
5
7
6
4
3
3
7
5
2
UNAUTHORIZED ENTRY INTO MOTOR VEHICLE
57
5
2-5-
2
4
2
12
7
18
ANDALISM
210
21
22
131
8
2247
29
33
15
VEHICLE RECOVERD FOR OTHER AGENCY
10
1
3
1
0
1
3
0
1
0
ARRANT ARREST FOR OUR AGENCY
92
13-14
8
6
14
7
6
12
12
WEAPON - CARRY CONCEALED
s
0
0
0
1
1
0
0
1_
2
_
WEAPON - EX FELON IN POSSESSION
2
0
0
0
01
2
0
0
0
0
WEAPON - OTHER
1
0
0
0
0
0
0
0
1
0
_
WEAPON - POSSESS ILLEGAL
12
2
2
3
0
0
1
1
3
0
WILLFUL MURDER
1
0
0
1
0
01
01
01
0
Total I
Jan I
Feb
Ma_r_
Apr
May
Jun I
Jul
Au
Se
2013 Total
2,416
327
266
26
179
302
280
225
30
268
w
m 1600
z
w
LL 1200
O
0
2012 Totalj?,301 2461 2491 2331 2611 244 26# 261 313 282
2011 Total 12,1031 202 18 2271 2531 2971 2791 2291 2281 20
Offenses / Year
2011 2012 2013
YEAR
Page 2 of 2 17
O H F: O
October 28, 2013
TO: Honorable Mayor and Council through City Administrator
FROM: Christina Shearer, Finance Director
SUBJECT: 2013 -2014 Supplemental Budget Request
RECOMMENDATION:
Hold a public hearing and adopt the attached resolution approving a
supplemental budget for fiscal year 2013 -2014 for the funds and departments
listed on Exhibit A.
SUPPLEMENTAL BUDGETS GENERALLY:
Every year, after the budget is adopted by Council, circumstances and events
arise that were either unforeseen or not quantifiable at the time the budget was
prepared and adopted. This request has both types of change proposals.
Oregon Budget Law provides for changes to adopted budgets through a
supplemental budget process that requires that the City provide public notice
of the proposed changes and, if the change is greater than 10% of any funds
total expenditures, hold a public hearing to discuss the proposed changes and
accept public testimony on the changes. Staff provided the required public
notice via the Woodburn Independent and the hearing will be held at the
Council meeting on the 28th prior to consideration of the resolution. A second
notice was published to accommodate a change in the purchase of police
radios request.
Like the adopted budget, supplemental budget requests must be balanced; in
other words, net revenue and net expense for the request must be equal. This
can be accomplished by budgeting additional revenue, or by reducing another
expenditure category (such as contingencies).
Agenda Item Review: City Administrator x City Attorney _x Finance x
18
Honorable Mayor and City Council
October 28, 2013
Paae 2
DETAIL OF THIS REQUEST
REVENUE
• General Fund Beginning Fund Balance
When the budget is prepared, a projection of the funds available at the
beginning of the Fiscal Year is made. This estimate is based on revenues and
expenditures to date for the fund as well as an estimate of revenues to be
received and expenditures to be made for the remainder of the fiscal year. The
proposed expenditures not associated with grant revenue will be funded out of
the General Fund's beginning fund balance.
All of the General Fund requests are one -time expenditures, which is appropriate
for the beginning fund balance use, which is considered one time money. The
$327,000 in supplemental expenditures still provides a General Fund
Contingency consistent with the City Council's Polices and 5 -Year General Fund
budget forecast.
EXPENDITURES
• Pension Plan: $170,000
Prior to becoming a PERS employer, Woodburn provided a similar retirement
benefit program. There are two individuals who are entitled to the benefits of
the program for the period it was in effect. Consequently, our legacy pension
plan is currently underfunded by approximately $170,000. Both remaining
participants will be eligible for retirement this fiscal year. Because it is prudent to
assume that the funds will be necessary in the near future, staff is recommending
that we bring the funding status current so that any potential retirement does
not represent a budget timing problem. Future contributions, if necessary, will
be funded through the normal budget cycle.
• City Hall Roof Repair: $ 17,000
The roof at City Hall has had numerous repairs and fixes over the years to extend
its life and defer the necessity for major repair and or replacement.
Unfortunately, deferring is no longer an option and a major repair is now
necessary. We had already budgeted for a repair to the sally port, but damage
to the central portion of the roof and skylights necessitate additional repair.
Public Works estimates an additional $17,000 is necessary to repair the damage
and prevent structural deterioration.
• Police Radio Replacement: $31,000
Beginning in January 2013 the Federal Communications Commission required all
VHF and UHF radio frequency licensees to move to "Narrowband" radio
channels. Previously there had been 25 KHZ of separation between frequencies
19
Honorable Mayor and City Council
October 28, 2013
Page 3
and the FCC required this to be reduced to 12.5 KHZ in Phase 1 of their process.
This allowed for a reduction in the bandwidth used by agencies and provided
the Federal Government the opportunity to auction off a large block of
frequencies to private bidders.
Public safety agencies were not exempt from this regulation and had to make
the change as well as everyone else. (FCC has granted very limited waivers on
this mandate and only to allow extra time to complete the process or to move
to a new system, never due to a lack of funding.) What was billed as a simple
and routine frequency change has been anything but that for many users
including us. The first hurdle was obtaining licenses for the new frequencies, and
purchasing new portable radios that could handle the change. Next, the
frequencies were tested for local interference and local performance. When
this was complete the transition was made to the new frequencies in time to
meet the January 2013 deadline. However, soon after the change we began to
experience interference on our channel.
After a great deal of testing it was determined that the interference was coming
from fire channel North 1. We were successful in having the fire departments
move North 1 off of our tower and onto a Marion County tower at Crosby Rd.
But, in the ensuing months we have learned that the new "Narrowband"
channels are extremely sensitive to various atmospheric and environmental
conditions and much more so than the old wide band channels were. Mt.
Angel PD recently had to move their antenna and replace their base radio
because the leaves on surrounding trees were found to be shielding the signal.
In much the same way we have been experiencing problems with our officers
transmitting especially inside buildings and in West Woodburn.
Around the country agencies are experiencing similar issues after completing
their own narrow banding projects. Repeated efforts to adjust the current
legacy equipment have not improved the situation. Ultimately the goal is to
return service to the levels we experienced prior to the FCC's required change
and if possible improve service beyond the legacy system and provide
enhanced performance.
The Police Department is recommending conversion to a mixed digital /analog
VHF system, which is estimated to cost $31,000 to implement.
Ford Foundation: $20,000
The City has agreed to be the fiscal agent for the latest Ford Foundation
project. The City will receive and hold the funds raised by the group and will
make the project disbursements. The City does not have budget limitation for
NEI
Honorable Mayor and City Council
October 28, 2013
Paae 4
those expenditures, so and expenditure increase of $20,000 matched by $20,000
in project revenues is being requested for Community Services Administration
Expenditures will be strictly limited to the revenue received, so the overall
financial impact to the City is zero.
• Legion Park Project: $462,800 ($277,800 Grant Funding $185,000 Parks SDC
Now that the City has received a grant award and Council consent to
commence an improvement project for Legion Park, the grant revenue and
project expenditures must be budgeted. The total project is estimated to cost
$462,800, with $277,800 coming from the grant award and the balance from
Parks SDCs. While it is anticipated that the project will span more than one fiscal
year, it is not possible to accurately gauge the timing of the project
expenditures. Therefore, the project total will be budgeted to ensure that the
project can proceed as appropriate without budget induced timing issues.
• Previously Authorized Capital Projects: $89,000
Finance has been researching funding transfers and project transactions in the
General Capital Improvement fund. This fund has had both General Fund and
Parks SDC projects run through it, and funding transfers for the project
expenditures have not always been timely or accurate. Finance reviewed
every transaction, both revenue and expense, dating back to fiscal 2006 -07.
This analysis revealed that the Parks SDC fund was owed a refund on a few
projects and the General Fund was undercharged on a few projects. To correct
these errors, Finance is proposing a transfer in from the General Fund of $89,000,
and a transfer out to Parks SDC of $89,000. This fund will proceed in the future on
a zero balance basis to prevent this type of error from reoccurring.
FINANCIAL IMPACT:
General Fund
Revenue:
Beginning Balance
$ 400,000
Donation Revenue
20,000
Total Revenues
420,000
Expenditures:
Retirement (Old Pension Plan)
$ 170,000
Equipment (Police Radios)
31,000
Supplies (Ford Foundation)
20,000
Transfer Out - City Hall Roof
17,000
Transfer Out - Old Capital Projects
89,000
Total General Fund Expenditures
327,000
21
Honorable Mayor and City Council
October 28, 2013
Page 5
General Fund Contingency 93,000
Expenditures + Contingency 420,000
General Capital Construction Fund
Revenue:
Transfer In from GF -City Hall Roof $ 17,000
Transfer In from GF - Old Capital Projects 89,000
Transfer In from Parks SDC - Legion Park 185,000
State Grant - Parks 277,800
Total Gen Cap Const Revenues 568,800
Expenditures:
Legion Park Improvements $ 462,800
City Hall Roof Repairs 17,000
Transfer Out to Parks SDC - Old Projects 89,000
Total Gen Cap Const Expenditures 568,800
Parks SDC Fund
Revenue:
Transfers In - Gen Cap Const $ 89,000
Expenditure:
Transfer Out - Gen Cap Const $ 185,000
Parks SDC Contingency 9( 6,000)
Total Expenditures + Contingency 89,000
22
COUNCIL BILL NO. 2939
RESOLUTION NO. 2035
A RESOLUTION APPROVING TRANSFERS OF FY 2013 -2014 APPROPRIATIONS AND
APPROVING A SUPPLEMENTAL BUDGET
WHEREAS, ORS 294.463(1) permits "transfers of appropriations" within any
fund "when authorized by official resolution or ordinance of the governing
body "; and
WHEREAS, ORS 294.463(2) limits "transfers of general operating
contingency appropriations to no more than ten (10) percent of the total
appropriations of the fund" unless adopted pursuant to a supplemental budget;
and
WHEREAS, transfers made pursuant to any of the above must state the
need for the transfer, the purpose for the authorized expenditure, and the
amount of the appropriation transferred; and
WHEREAS, ORS 294.471(1) (a) permits supplemental budgets when "an
occurrence of condition which had not been ascertained at the time of the
preparation of a budget for the current year or current budget period which
requires a change in financial planning "; and
WHEREAS, ORS 294.473 requires the governing body to hold a public
hearing on the supplemental budget when the estimated expenditures
contained in the supplemental budget for fiscal year or budget period differ by
then (10) percent or more of any one of the individual funds contained in the
regular budget for that fiscal year; and
WHEREAS, the transfers contained herein are made pursuant to ORS
294.463; and
WHEREAS, the supplemental budget contained herein is made pursuant to
ORS 294.471; and
WHEREAS, a public hearing was held October 28, 2013 on the
supplemental budget changes pursuant to ORS 294.480(4); NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That pursuant to the applicable ORS provisions cited above,
Page 1 - COUNCIL BILL NO. 2939
RESOLUTION NO. 2035
23
the City Council hereby approves the transfers of appropriations and
supplemental budget for FY 2013 -2014 in the amounts specified in Exhibit "A."
Approved as to Form:
City Attorney Date
APPROVED:
Kathryn Figley, Mayor
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 2 - COUNCIL BILL NO. 2939
RESOLUTION NO. 2035
24
City of Woodburn
2013 -2014 Supplemental Budget
Exhibit A
October, 2013
Fund
Original
Supplemental
Revised
General Fund
Revenue
Beginning Fund Balance
2,781,000
400,000
3,181,000
Donations - Other
-
20,000
20,000
Total Revenue
2,781,000
420,000
3,201,000
Finance
Retirement
25,101
170,000
195,101
Police Department
Other Equipment
-
31,000
31,000
Community Services Admin
Other Equipment
-
20,000
20,000
Non - Departmental
Transfers Out - General Capital Construction
-
106,000
106,000
Contingency /Ending Fund Balance
Contingency
1,076,000
93,000
1,169,000
Total Expense
1,101,101
420,000
1,521,101
General Capital Construction Fund
Revenue
State Grants
-
277,800
277,800
Transfers In - General Fund
-
106,000
106,000
Transfers In - Parks SDC
-
185,000
185,000
Total Revenue
-
568,800
568,800
Expenditures
Legion Park Improvements
-
462,800
462,800
City Hall Roof
17,000
17,000
Transfers Out - Parks SDC
-
89,000
89,000
Total Expenditures
-
568,800
568,800
Parks SDC Fund
Revenue
Transfers In - General Capital Construction
-
89,000
89,000
Total Revenue
- #
89,000 #
89,000
Expense
Transfers Out - General Cap Construction
-
185,000
185,000
Contingency
442,785
(96,000)
346,785
Total Expense
442,785 #
89,000 #
531,785
25
WQODBURN
October 28, 2013
TO: Honorable Mayor and City Council through City Administrator
FROM: Randy Scott, Interim Public Works Director
SUBJECT: Award of Construction Contract for 1 -5 Interchange Sanitary Sewer
Relocations - Hwy 214, Lawson Avenue, and Evergreen Road Project,
Bid No. 2014 -03.
RECOMMENDATION:
That the City Council, acting in its capacity as the City Contract Review Board,
award the construction contract for the 1 -5 Interchange Sanitary Sewer
Relocations - Hwy 214, Lawson Avenue, and Evergreen Road project to Gelco
Construction Co. in the amount of $415,288.80.
BACKGROUND:
The contract involves the relocation of approximately 1000 lineal feet of 10"
sanitary sewer pipe and 830 lineal feet of 8" sanitary sewer pipe on Highway 214,
Lawson Avenue and Evergreen Road. The project also includes the reconnection
of nine (9) sanitary sewer laterals and the installation of two (2) new lateral
services for future connections. The Project was identified in the Capital
Construction Projects of the adopted budget for fiscal year 2013/14.
Bids were opened on October 17, 2013. Four (4) bids were received, opened and
recorded as follows:
Gelco Construction
Kerr Contractors
RC Northwest
K&E Excavating
The Engineer's Estimate
$415,288.80
$441,515.00
$422,575.30 **
$470,761.00
$488,220.00
Non - Responsive
* *RC Northwest did not turn in the required First Tier Subcontractors Disclosure
Form.
All other bidders were considered responsible and responsive bidders.
Agenda Item Review: City Administrator _x City Attorney _x Finance _x_
I
Honorable Mayor and City Council
October 28, 2013
Page 2
The recommended award is 15% below the Engineer's estimate.
DISCUSSION:
This relocation of the City's sanitary sewer system is required due to conflicts with
elements of the ongoing 1 -5 Interchange Project. The utility relocation cost for this
sanitary sewer relocation project is considered by the Oregon Department of
Transportation (ODOT) to be a non - reimbursable expense. However, in
accordance with Intergovernmental Agreement 28835 between the City and
ODOT, 50% of the non - reimbursable utility relocation cost will be credited to the
City to reduce its outstanding contributory obligation to ODOT for the 1 -5
Interchange and Transit Facility Project.
The contract award is in conformance with public contracting laws of the State
of Oregon as outlined in ORS Chapter 279C and the laws, regulations of the City
of Woodburn, therefore, staff is recommending the contract be awarded.
FINANCIAL IMPACT:
The subject project is identified in the adopted fiscal year 2013/14 Budget,
Capital Construction Projects in the amount of $585,000. 50% of the project will be
funded using the Street System Development Charge Fund (376). This expenditure
will be credited to the City and will reduce its outstanding contributory obligation
to the ODOT Interchange and Transit Facility Project. The remaining 50% will be
funded using the Sewer Construction Fund (465).
Estimated Project Cost Summary:
• Design and Technical Services
• Construction Contract
• Construction Contingency
• Construction Management & Inspection
Total Estimated Project Cost
Budgeted Project Cost Estimate
27
$15,000.00
$415,288.80
$80,000.00
$50,000.00
.m�
$585,000.00
October 28, 2013
TO: Honorable Mayor and City Council through City Administrator
FROM: Randy Scott, Interim Public Works Director
SUBJECT: Award of Construction Contract for 2013 Sewer and Storm Collection
System Improvements, Bid No. 2013 -15.
RECOMMENDATION:
That the City Council, acting in its capacity as the City Contract Review Board,
award the construction contract for the 2013 Sewer and Storm Collection System
Improvements project to K & E Excavating, Inc. in the amount of $186,990.00.
BACKGROUND:
The contract involves new installation and repair of various Sanitary Sewer and
Storm Sewer Collection System components. The major components of the
contract are the rehabilitation of 380 lineal feet of existing 16" diameter sanitary
sewer main and installation of 180 lineal feet of 18" diameter sanitary sewer main
at Oak Street and Settlemier Park, replacement of approximately 150 lineal feet
of a 42" diameter storm sewer main within Center Street, abandonment of
approximately 320 lineal of sanitary sewer main within Settlemier Avenue,
cleaning of the existing storm sewer culverts on Mill Creek at Cleveland Street,
and installation and rehabilitation of various manholes on both the sanitary and
storm sewer system. The subject components of the contract are identified in the
Capital Construction Projects of the adopted budget for fiscal year 2013/14.
Bids were opened on October 15, 2013. Five (5) bids were received, opened and
recorded as follows:
C &M Excavation & Utilities $250,730.00
Gelco Construction $224,431.50
K &E Excavating $186,990.00
Kerr Contractors $202,955.00
Jeff Kersey Construction $269,517.00
The Engineer's Estimate $243,585.00
Agenda Item Review: City Administrator x City Attorney —x Finance _x
28
'�1�.� LO URN"
t uce �p�nra;e! 18b'4
October 28, 2013
TO: Honorable Mayor and City Council through City Administrator
FROM: Randy Scott, Interim Public Works Director
SUBJECT: Award of Construction Contract for 2013 Sewer and Storm Collection
System Improvements, Bid No. 2013 -15.
RECOMMENDATION:
That the City Council, acting in its capacity as the City Contract Review Board,
award the construction contract for the 2013 Sewer and Storm Collection System
Improvements project to K & E Excavating, Inc. in the amount of $186,990.00.
BACKGROUND:
The contract involves new installation and repair of various Sanitary Sewer and
Storm Sewer Collection System components. The major components of the
contract are the rehabilitation of 380 lineal feet of existing 16" diameter sanitary
sewer main and installation of 180 lineal feet of 18" diameter sanitary sewer main
at Oak Street and Settlemier Park, replacement of approximately 150 lineal feet
of a 42" diameter storm sewer main within Center Street, abandonment of
approximately 320 lineal of sanitary sewer main within Settlemier Avenue,
cleaning of the existing storm sewer culverts on Mill Creek at Cleveland Street,
and installation and rehabilitation of various manholes on both the sanitary and
storm sewer system. The subject components of the contract are identified in the
Capital Construction Projects of the adopted budget for fiscal year 2013/14.
Bids were opened on October 15, 2013. Five (5) bids were received, opened and
recorded as follows:
C &M Excavation & Utilities $250,730.00
Gelco Construction $224,431.50
K &E Excavating $186,990.00
Kerr Contractors $202,955.00
Jeff Kersey Construction $269,517.00
The Engineer's Estimate $243,585.00
Agenda Item Review: City Administrator x City Attorney —x Finance _x
28
Honorable Mayor and City Council
October 28, 2013
Page 2
All Bidders were found to be responsible and responsive bidders. The
recommended award is 23% below the Engineers estimate.
DISCUSSION:
This project is a continuation effort by the Public Works Department to preserve,
maintain and improve the City's sanitary and storm sewer infrastructure. This
project will reduce inflow and infiltration of extraneous water entering the
wastewater collection systems in accordance with best management practices
and NPDES permit requirements.
The contract award is in conformance with public contracting laws of the State
of Oregon as outlined in ORS Chapter 279C and the laws, regulations of the City
of Woodburn, therefore, staff is recommending the contract be awarded.
FINANCIAL IMPACT:
The subject components of the contract are identified in the adopted fiscal year
2013/14 Budget, Capital Construction Projects in the amount of $347,500. 70% of
the project will be funded using the Sewer Capital Construction Fund (465) and
30% will be funded using and Street and Storm Capital Construction Fund (363).
Estimated Project Cost Summary:
• Design and Technical Services
• Construction Contract
• Construction Contingency
• Construction Management & Inspection
Total Estimated Project Cost
Budgeted Project Cost Estimate
29
$36,500.00
$186,990.00
$32,000.00
$40,000.00
$295,490.00
$347,500.00