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December 8, 2014 Agenda KF,M CW ATHRYN IGLEYAYOR ITY OF OODBURN TAL,CW1 ERESA LONSO EONOUNCILOR ARD LE,CWII ISA LLSWORTHOUNCILOR ARD CCA RC,CWIII ITYOUNCILGENDA OBERT ARNEYOUNCILOR ARD SS,CWIV HARON CHAUBOUNCILOR ARD FL,CWV RANK ONERGANOUNCILOR ARD D8,2014–7:00.. ECEMBERPM EM,CWVI RIC ORRISOUNCILOR ARD CHCC–270MS ITY ALL OUNCIL HAMBERS ONTGOMERY TREET 1.CALL TO ORDER AND FLAG SALUTE 2.ROLL CALL 3.OUTGOING CITY COUNCILORS PRESENTATION 4.OATH OF OFFICE AND ELECTION Oath of Office for Mayor and Councilors for Wards III, IV, and V. A. Election of Council President. B. 5.ANNOUNCEMENTS AND APPOINTMENTS Announcements: A.The City Council meeting scheduled for December 22 is cancelled. The next City Council meeting will take place on January 12, 2015at 7:00 p.m. B.The Library willbeclosedThursday,December 11. During the closure staff will transition and train on the new library automation system. C.Holiday Closures: Christmas:City Hall will close at noon on December 24 and will reopen for regular business hours on December 26. The Aquatic Center will be closed on December 24 and 25.The Library will close at noon on December 24 and reopen for regular business hours on December 26. New Year: City Hall and the Library will be closed on January1. The Aquatic Center will be open regular hours on December31 andJanuary 1. Appointments: D.Woodburn Planning Commission1 E.Woodburn Recreation and Park Board This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at 503-980- 6318at least24 hours prior to this meeting. **Habrá intérpretes disponibles para aquéllas personas que no hablan Inglés, previo acuerdo. Comuníquese al (503) 980-2485.** December 8, 2014Council Agenda Page i 6.COMMUNITY/GOVERNMENT ORGANIZATIONS None. 7.PROCLAMATIONS/PRESENTATIONS Proclamations: None. Presentations: None. 8.COMMUNICATIONS . None – This allows the public to introduce items for Council 9.BUSINESS FROM THE PUBLIC consideration not already scheduled on the agenda. –Items listed on the consent agenda are considered routine 10.CONSENT AGENDA and may be adopted by one motion. Any item maybe removed for discussion at the request of a Council member. A.Woodburn City Council Meeting minutes of November 10, 20142 Recommended Action: Approve the minutes. B.Woodburn Public Library Board minutes of October 8, 20145 Recommended Action: Accept the minutes. C.Woodburn Recreation and Park Board minutes of October 14,6 2014 Recommended Action: Accept the minutes. D.Certified Election Results –November 4, 2014 General 9 Election Recommended Action: Accept the November 4, 2014 Abstract of Election Results from Marion County Elections. E.Crime Statistics through October 201413 Recommended Action: Receive the report. F.Building Activity through November 201418 Recommended Action: Receive the report. 11.TABLED BUSINESS None. December8, 2014Council Agenda Page ii 12.PUBLIC HEARINGS None. –Members of the public wishing to comment on items of general 13.GENERAL BUSINESS 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. None. – These are 14.PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS Planning Commission or Administrative Land Use actions that may be called up by the City Council. A.Planning Commission approval of Design Review 2014-02 and 19 Variance 2014-01, located at 3001 Newberg Highway (redevelopment of the old Miles Chevrolet property) Recommended Action:No action is recommended. This item is placed before the Council for information purposes, in compliance with the Woodburn Development Ordinance. The Council may call up this item for review if it so desires. 15.CITY ADMINISTRATOR’S REPORT 16.MAYOR AND COUNCIL REPORTS 17.ADJOURNMENT December8, 2014Council Agenda Page iii Agenda Item December 8, 2014 TO:City Council FROM:Kathy Figley, Mayor SUBJECT: Committee Reappointments The following reappointments aremade, subject to the approval of the Council. Please forward any adverse comments to me prior to the Council meeting on Monday, December 8, 2014. Noreply is required if you approve of my decision. New committee appointments will be made at the January12, 2015 meeting. Woodburn Planning Commission Position VI - Frank Comer Woodburn Recreation and Parks Board Position I - Ricardo Vazquez Rodriguez 1 COUNCIL MEETING MINUTES NOVEMBER 10, 2014 DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY 0:00 OF MARION, STATE OF OREGON, NOVEMBER 10, 2014 CONVENED The meeting convened at 7:03 p.m. withMayor Figley presiding. ROLL CALL Mayor Figley Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor EllsworthPresent Councilor Alonso Leon Present Staff Present: City Administrator Derickson, City Attorney Shields, Human Resources Director Hereford, Police Chief Russell, Finance Director Head, Captain Alexander, Community Services Director Row,Public Works Director Scott, Accounting Manager Ellerbrook, Aquatics Supervisor Udermann, Communications Coordinator Horton,City Recorder Pierson ANNOUNCEMENTS AND APPOINTMENTS 0:00 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.City Hall will be closed November 27 and 28 for the Thanksgiving Holiday. The Aquatic Center and the Library are closed on Thanksgiving day. C.The City Council meeting scheduled for November 24 is cancelled. The next City Council meeting will take place on December 8, 2014 at 7:00 p.m. PRESENTATIONS 0:02 Audit Report - Chuck Swank, Grove, Mueller & Swank, P.C., informed the Council A. that the 2013-2014 audit is complete and the City received an unmodified opinion. ODOT - Lou Torres and Shane Ottosenof ODOTprovided an update on the B. Woodburn InterchangeProject. CONSENT AGENDA 0:37 A.Woodburn City Council minutes of October 27, 2014 B.Woodburn City Council Executive Session minutes of October 27, 2014 C.Woodburn Planning Commission minutes of July 10, 2014 D.Building Activity for October 2014 E. Limited On-Premise Sales-Change of Ownership McCallum/Lonergan …adopt the Consent Agenda. The motion passed unanimously. Page 1 - Council Meeting Minutes, November 10, 2014 2 COUNCIL MEETING MINUTES NOVEMBER 10, 2014 CITYOWNED, SURPLUS PROPERTY - 0:38 City Administrator Derickson provided a staff report. Councilor McCallum stated that the process sounds excellent. Councilor Cox added that he is in favor of this. Councilor Alonso Leon asked if they would be getting a bit of history on the parcels of land and how they were acquired and Public Works Director Scott answered that they could do that but some may be difficult to find. Councilor Cox stated that if the City can’t use the property then it should be sold. Councilor Morris added that perhaps the school district may be interested in some of the properties. City Administrator Derickson stated that the direction he is receiving from the Council is to go ahead and initiate the process and come back with a list of specific properties for Council identification, a hearing,and declaring a surplus. Councilor Ellsworth stated that she would like to make sure that we are flagging anything in the Urban Renewal District. OREGON’S URBAN GROWTH BOUNDARY (UGB) EXPANSION PROCESS 0:49 Mayor Figley provided an update on the current status of mediation. Councilor McCallum stated thatwe are looking to move forward on a legislative front because of the uncertainty of the outcome of mediationand a possible third order. Councilor Lonergan stated thathe is proud that at every road block we keep trying to move forward. Councilor Cox stated thathe holds little hope that mediation will be successful and that the next steps in the process is to work for a legislative solution but he doesn’t feel that the City should spend the money on a lobbyist. He added that those types of things can be done in-house and be more effective. Councilor Cox asked if an RFP needs to go out. City Administrator Derickson stated that under the City’s procurement process it is not necessary to go through the RFP process and City Attorney Shields agreed. Councilor Morris stated that he believes getting a lobbyist to help with the City’s message sets the Cityup well as we go into the legislative session. Councilor Ellsworth stated that she has been disappointed in the hiring of consultants in the past and wants to know what the City will be getting for the $20,000. City Administrator Derickson answered that the lobbyist will help the City navigate the system, help get the bills introduced and identify those legislators that would help provide support to help move this through the process. Councilor Alonso Leon stated that she supports hiring a lobbyistas they will be able to Lonergan/McCallum navigate the legislature better.…approve an expenditure of up to $20,000 for the procurement of a professional consultant to assist in providing lobbying support in the upcoming legislative sessions carrying forth our defining message.On roll call vote the motion passed 5-1 with Councilor Cox voting no. CITY ADMINISTRATOR’S REPORT 1:32 City Administrator Derickson asked Community Services Director Row to introduce the new aquatics center manager Josh Udermann. MAYOR AND COUNCIL REPORTS 1:36 Mayor Figley thankedthose who have served the country in the armed services and their families. She also wished everyone a happy Thanksgiving and congratulated the newly elected Councilors. Mayor Figley thanked Councilors McCallum and Cox for their service. Councilor Alonso Leon thanked all the veterans for their service. She also congratulated Page 2 - Council Meeting Minutes, November 10, 2014 3 COUNCIL MEETING MINUTES NOVEMBER 10, 2014 the Mayor on her re-election and thanked Councilors McCallum and Cox for their guidance. Councilor Lonergan thanked the voters in Ward 5 for electing him and also thanked Councilors McCallum and Cox for their service to Woodburn. Councilor McCallum thanked the Council and staff and wished everyone the best of luck. Councilor Ellsworth thanked Councilor McCallum and Councilor Cox for the mentoring she has received from each of them. Councilor Cox stated that it has been an honor to work for the City. Councilor Morris thanked veterans for their service and thanked Councilors McCallum and Cox for their service to the City. ADJOURNMENT 1:11 McCallum/Cox ...meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:48 p.m. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Heather Pierson,City Recorder City of Woodburn, Oregon Page 3 - Council Meeting Minutes, November 10, 2014 4 CityofWoodburn CityofWoodburn PublicLibraryBoardMinutes PublicLibraryBoardMinutes October 8, 2014 6:30 p.m. CALL TO ORDER 1. A majority of the board not being present, no business was conducted. ROLL CALL 2. Position I J.D. Mitchoff (12/17) Absent Position II Kristen Matthews (12/17) Absent Position III Nancy Kirksey, President (12/17) Present Position IV Neal Hawes, Vice-President (12/15) Present Position V Ian Niktab (12/17) Absent Position VI Phyllis McKean (12/16) Present Position VII Mason Brown (7/17) Absent MINUTES April 9, 2014 3.Î A majority of the board not being present, no business was conducted. BUSINESS FROM THE PUBLIC 4. None. BOARD REPORT 5. None. OLD BUSINESS 6. None. NEW BUSINESS 7. A majority of the board not being present, no business was conducted. MANAGER REPORTS 8. A majority of the board not being present, no business was conducted. FUTURE BOARD BUSINESS 9. Next scheduled meeting is January14, 2015 ADJOURNMENT 10. A majority of the board not being present, no business was conducted. 5 CityofWoodburn CityofWoodburn RecreationandParkBoardMinutes RecreationandParkBoardMinutes October 14, 20145:30p.m. CALL TO ORDER 1. The meeting was called to order at 5:30 p.m. ROLL CALL 2. Position I Ricardo Rodriguez, Member (12/14) Absent Position II Vacant, Student Member (12/14) Vacant Position III Joseph Nicoletti, Board Secretary (12/17) Present Position IV Rosetta Wangerin, Board Chair (12/17) Present Position V Chris Lassen, Member (12/17) Present Position VI Ardis Knauf (12/16) Absent Position VII Vacant, Member (12/16) Vacant APPROVAL OF MINUTES 3. The minutes from the August 12, 2014 meeting were unanimously approved (Lassen/ Nicoletti). The minutes from the September 16, 2014 meeting were unanimously approved (Nicoletti/ Lassen). BUSINESS FROM THE AUDIENCE 4. None NEW BUSINESS 5. a.Kristen introduced Josh Udermann, the City’s new Aquatics Program Supervisor. Josh provided the Board with some information about his background. He indicated that he graduated from Missouri State University with a Master’s Degree in Sports Management. He was a swim coach for the university for the past 4-5 years and also managed a country club pool in Springfield, Missouri. OLDBUSINESS 6. Legion Park Rehabilitation Project Kristin provided an update on the status of the Legion Park project.She indicated that the contractor has the concrete block restroom structure in place. They have also prepped for the concrete slab under the pavilion to be poured. The pathways are completely paved, and most of the irrigation system has been installed. DIVISION REPORTS FROM DEPARTMENT 7. 6 a.AQUATICS Financial Update Expenses – Up 47% from last year ($12700) Revenues – Up 23% from last year ($3600) Attendance (2969 for the month of September) up from last year by 20% (508) -1323 are from day use passes (45%) Program Update Working on finalizing contract with NMHS Swim Team to use facility rdth Request to have instructors potentially teach all 3-5grades at NMIS 6 Lifeguards hired through Earn – While – You – Learn program 68 kids were signed up for lessons Marketing Update Fixed Website – had been directing users to a Skin Care Products site Started Google+ site and imbedded analytics to track website hits/usage Shows where users are from, how long they are on the site Applied to Oregon Travel Experience for additional signage, possibly from I5 at exit 271 Aquatic center would be listed as city attraction b.RECREATION Youth Sports Pee Wee Basketball Now taking registrations o Deadline Sunday o Fall Soccer Nike Day a huge success! o Pee Wee ends thisweek o Youth ends Nov. 8 o Active Adult Trips –Recreation Trips Timbers trip this Friday – 15 going with 3 spots open Mother’s Restaurant is next trip on Nov. 12 Events Downtown Trick or Treating from 3:30-5pm on Oct. 31 Mayor’s Tree Lighting event planning in the works Youth Advisory Board Partnership with Boys & Girls Club 7 Have 22-30 regularly attending meetings Raised nearly $750 in last 3 months Adult Sports Men’s Fall Basketball 15 teams this year (66% increase) o 9 teams last year o Adding co-ed soccer in the spring Museum Found a second grant to apply for this month CAP grant for collection assessment o AMA grant for organizational assessment o Hoping to implement new collection software system within the next month Other Programs Kids in the Kitchen Cooking Class on Oct. 21 Kristin was recently elected to the position of secretary for the Oregon Recreation & Parks Association Board of Directors c.PARKS & FACILITIES Kristin informed the Board that she is working with a group of volunteers to paint the Legion Park Youth Center Building. They were hoping to complete the project this fall, but since the weather is turning, it probably won't happen until spring. FUTURE BOARD BUSINESS 8. Future phases of development at Legion Park, including an artificial turf soccer field. BOARD COMMENTS 9. Rosetta commented on the two vacant position. She would really like to get the student position filled. Joseph would like the high school to include park board membership as a component of student government. Kristin contacted a WHS representative who was going to look into the idea. Rosetta also brought up the annual planning/ goal setting workshop in January. She wanted to schedule the meeting soon in order to ensure that everyone will be able to attend. Joseph inquired as to whether construction work was completed at Centennial Park. He also asked about the notes from the June park tour. He asked if they could be emailed to the Board again. ADJOURNMENT 10. The meeting was adjourned at 6:03 p.m. 8 9 10 11 12 13 14 15 16 17 18 Agenda Item December 8, 2014 TO:Honorable Mayor and City Council through City Administrator FROM: Jim Hendryx, Directorof Economic & Development Services SUBJECT: Planning Commission approval of Design Review 2014-02 and Variance 2014-01, located at 3001 Newberg Highway (redevelopment of the old Miles Chevrolet property) RECOMMENDATION: No action is recommended. This item is placed before the Council for information purposes, in compliance with the Woodburn Development Ordinance. The Council may call up this item for review if it so desires. BACKGROUND: The applicant requested a Design Review for five commercial buildings totaling 52,000 square feet of gross floor area, and a Variance to the requirement for a screening wall abutting residential development along Robin Avenue. The Planning Commission conducted a public hearing on October 23, and received testimony from Staff and the applicant. No member of the public offered testimony.The Commission unanimously approved the applications, subject to conditions of approval. DISCUSSION: None. FINANCIAL IMPACT: This decision is anticipated to have no public sector financial impact. Agenda Item Review:City Administrator ___x___City Attorney ___x___Finance __x___ 19 Honorable Mayor and City Council December 8, 2014 Page 2 Approved Site Plan 20