March 23, 2015 Agenda (2)
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ATHRYN IGLEYAYOR
ITY OF OODBURN
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ERESA LONSO EONOUNCILOR ARD
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OBERT ARNEYOUNCILOR ARD
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HARON CHAUBOUNCILOR ARD
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ITY ALL OUNCIL HAMBERS ONTGOMERY TREET
1.CALL TO ORDER AND FLAG SALUTE
2.ROLL CALL
3.ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
None.
Appointments:
None.
4.COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
5.PROCLAMATIONS/PRESENTATIONS
Proclamations:
A.Child Abuse Prevention Month1
Presentations:
None.
6.COMMUNICATIONS
.
None
–
This allows the public to introduce items for Council
7.BUSINESS FROM THE PUBLIC
consideration not already scheduled on the agenda.
–Items listed on the consent agenda are considered routine
8.CONSENT AGENDA
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 March 9, 20152
Recommended Action: Approve the minutes.
This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at 503-980-
6318at least 24 hours prior to this meeting.
**Habrá intérpretes disponibles para aquéllas personas que no hablan Inglés, previo acuerdo.
Comuníquese al (503) 980-2485.**
March23, 2015Council Agenda Page i
B.Woodburn City Council Executive Session minutes of March 9, 5
2015
Recommended Action:Approve the minutes.
C.Woodburn Recreation and Park Board minutes of February 10, 6
2015
Recommended Action:Accept the minutes.
D.Crime Statistics through February 201510
Recommended Action: Receive the report.
9.TABLED BUSINESS
None.
10.PUBLIC HEARINGS
A.Community Development Block Grant Closeout15
Recommended Action:Hold second public hearing on our
Community Block Grant HousingRehabilitation Program and
obtain citizen input about the project. No furtheraction is
necessary.
–Members of the public wishing to comment on items of general
11.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
12.PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS
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.RECONVENE AS URBAN RENEWAL AGENCY BOARD
16.WORKSHOP
A.Urban Renewal Project Prioritization18
Topic Introduction/Staff Report
Council Discussion
March 23, 2015Council Agenda Page ii
Public Comment on topic
Close Workshop
17.ADJOURNMENT
March 23, 2015Council Agenda Page iii
PROCLAMATION
CHILD ABUSE PREVENTION MONTH
WHEREAS,
every child deserves to live in a safe, loving and caring family
environment; and
WHEREAS,
in 2013 there were 10,630 reported victims of child abuse and neglect
in Oregon, of which 10 resulted in death. Of those reported cases, 832 were victims in
Marion County; and
WHEREAS,
we endeavor to join together as individuals, organizations, and
government agencies to prevent child abuse in our county by providing opportunities to
educate, train, and support caregivers by raising awareness of relevant topics, including child
development, basic-care skills, discipline strategies, and goal-setting for parents; and
WHEREAS,
by strengthening families and providing safe, stable, and nurturing
environments that are free from violence, abuse, and neglect, opportunities are created for
children’s optimal growth and success, ensuring a secure future for our communities, where
the needs of children are a priority and the needs of families are met;
NOW,THEREFORE
,I, Kathryn Figley, Mayor of the City of Woodburn ask
everyone to join together in protecting our children, and do hereby proclaim April 2015,as
“CHILD ABUSE PREVENTION MONTH”
INWITNESS WHEREOF,
I have hereunto set my hand and caused the seal of the
th
City of Woodburn to be affixed this 18 day of March 2015.
Kathryn Figley, Mayor
City of Woodburn
1
COUNCIL MEETING MINUTES
March 9, 2015
DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
0:00
OF MARION, STATE OF OREGON, MARCH 9, 2015
CONVENED
The meeting convened at 7:03 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor CarneyPresent
Councilor LonerganPresent
Councilor Schaub Present
Councilor Morris Present
Councilor Ellsworth Present
Councilor Alonso Leon Present
Staff Present:
City Administrator Derickson, City Attorney Shields, Finance Director Head,
Police Chief Russell, Economic and Development Director Hendryx, Assistant City
Administrator Row, Public Works Director Scott, Communications Coordinator Horton,
City Recorder Pierson
APPOINTMENTS
0:01
Morris/Ellsworth
… formally adopt the negotiation team of Mayor Figley, Council
President Lonergan and former Councilor Pete McCallum. The motion passed unanimously.
COMMUNITY/GOVERNMENT ORGANIZATIONS
0:04
Woodburn Chamber of Commerce
A.–Matt Geiger, Woodburn Chamber
President, provided an update on the Chamber. He also mentioned that the
Distinguished Service Awards banquet will take place on March 13 and
that the golf tournament will be taking place in June.
Woodburn School District
B.–Chuck Ransom, Woodburn School District
Superintended, provided informationon how the Woodburn Schools are
performing.
PROCLAMTIONS
0:32
Mayors Day of Recognition for National Service
CONSENT AGENDA
0:36
A.
Woodburn City Council minutes of February 23, 2015,
B.
2015 OLCC Renewals,
C.
Building Activity for February 2015,
Lonergan/Carney
... adopt the Consent Agenda. The motion passed unanimously.
Page 1 - Council Meeting Minutes, March 9, 2015
2
COUNCIL MEETING MINUTES
March 9, 2015
PUBLIC HEARING
0:37
A Public Hearing to consider input on the 2014-2015 Supplemental Budget Request. Mayor
Figley declared the hearing open at 7:40 p.m. for the purpose of hearing public input on the
2014-2015 Supplemental Budget Request. Finance Director Head provided a staff report.
Mayor Figley asked if anyone from the public would like to speak on this subject. No
members of the public wished to speak in either support or opposition of the 2014-2015
Supplemental Budget Request. Mayor Figley declared the hearing closed at 7:44 p.m.
COUNCIL BILL NO. 2976 - A RESOLUTION APPROVING TRANSFERS OF FY
0:40
2014-2015 APPROPRIATIONS AND APPROVING A SUPPLEMENTAL BUDGET
Lonergan
introduced Council Bill No. 2976. Recorder Pierson read the bill by title only
since there were no objections from the Council.On roll call votefor final passage, the bill
passed unanimously. Mayor Figley declared Council Bill No. 2976 duly passed.
COUNCIL BILL NO. 2977 - A RESOLUTION WAIVING ORDINANCE 2312 (THE
0:42
NOISE ORDINANCE) FOR CONSTRUCTION ACTIVITY ASSOCIATED WITH
THE HIGHWAY 99E-YOUNG STREET WATERLINE RELOCATION PROJECT
Lonergan
introduced Council Bill No. 2977. 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. 2977 duly passed.
REDFLEX CONTRACT EXTENSION AMENDMENT
0:46
Lonergan/Morris
… authorize the City Administrator to sign the attached Contract
Amendment exercising the first extension of the agreement with REDFLEX Traffic
Systems, Inc. to provide Red Light Photo Enforcement Services to the City of Woodburn..
The motion passed unanimously.
AWARD OF CONSTRUCTION CONTRACT FOR HIGHWAY 99E – YOUNG
0:56
STREET WATERLINE RELOCATION, BID NO 2015-05.
Lonergan/Morris
…acting in its capacity as the Local Contract Review Board, award the
construction contract for the Highway 99E – Young Street Waterline Relocation project to
M.L. Houck Construction Co. in the amount of $115,037.00. The motion passed
unanimously.
ACCEPTANCE OF TWO PUBLIC UTILITY EASEMENTS WITHIN THE RED
0:57
ROBIN DEVELOPMENT AT 3060 SPRAGUE LANE, WOODBURN, OR 97071
(TAX LOT 052W12B 01000)
Lonergan/Ellsworth
…accept the Public Utility Easements for City water facilities granted
by DDG Woodburn Two, LLC, property owner of 3060 Sprague Lane, Woodburn, OR
97071 (Tax Lot 052W12B 01000). The motion passed unanimously.
CITY ADMINISTRATOR’S REPORT
The City Administrator had nothing to report.
Page 2 - Council Meeting Minutes, March 9, 2015
3
COUNCIL MEETING MINUTES
March 9, 2015
MAYOR AND COUNCIL REPORTS
0:58
Councilor Schaub stated that she enjoyed the goal setting workshop and thanked everyone
who showed up.
Councilor Ellsworth stated that she also enjoyed the workshop.
Mayor Figley thanked the Council and staff for their efforts at the goal setting meeting.
Councilor Lonergan and Councilor Carney concurred with the Mayor and other Councilor’s
sentiments.
Councilor Alonso Leon agreed with what has been said in regards to the goal setting
workshop and that she looks forward to helping the city move forward.
EXECUTIVE SESSION
1:00
Mayor Figley entertained a motion to adjourn into executive session under the authority of
Lonergan/Schaub
ORS 192.660 (2)(h) and ORS 192.660 (2)(f). … move into executive
session. The Council adjourned to executive session at 8:04 p.m. and reconvened at 8:21
p.m. Mayor Figley stated that no action was taken by the Council while in executive
session.
ADJOURNMENT
1:20
Morris/Alonso Leon
... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:23 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, March 9, 2015
4
EXECUTIVE SESSION
COUNCIL MEETING MINUTES
MARCH 9, 2015
DATECONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON,MARCH 9, 2015
CONVENED
The Council met in executive session at 8:07 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor FigleyPresent
Councilor Schaub Present
Councilor Lonergan Present
Councilor Carney Present
Councilor Morris Present
Councilor Alonso Leon Present
Councilor Ellsworth Present
Staff Present:
City Administrator Derickson, City Attorney Shields, City Recorder Pierson
Media Present:
None.
The executive session was called:
To consult with counsel concerning the legal rights and duties of a public body
with regard to current litigation or litigation likely to be filed pursuant to ORS
192.660 (2)(h).
To consider records that are exempt by law from public inspection pursuant to
ORS 192.660 (2)(f).
ADJOURNMENT
The executive session adjourned at 8:20 p.m.
APPROVED_______________________________
KATHRYN FIGLEY, MAYOR
ATTEST_______________________________
Heather Pierson,CityRecorder
City of Woodburn, Oregon
Page1 – Executive Session, Council Meeting Minutes, March 9, 2015
5
CityofWoodburn
CityofWoodburn
RecreationandParkBoardMinutes
RecreationandParkBoardMinutes
February 10, 20155:30p.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) Present
Position II Abigail Velasco, Student Member (12/15) Present
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) Present
Position VII David Piper, Member (12/16) Present
APPROVAL OF MINUTES
3.
The minutes from the November 18, 2014 meeting were unanimously
approved (Rodriguez/Lassen).
BUSINESS FROM THE AUDIENCE
4.
None
NEW BUSINESS
5.
a.Kristin informed the Board that Jim Row was appointed to the position
of Assistant City Administrator. With that shift in responsibility,
Kristin will be overseeing the Aquatics department, assisting with park
planning and development and working closely with park’s
maintenance.
b.Kristin stated that the picnic shelter at Settlemier Park was damaged
by a fallen tree and that insurance will replace a similar structure to
what was previously in place. She indicated that bids were currently
being received to replace the structure.
c.Kristin provided an update on the project ranking. Legion Park Phase
II will take a significant amount of funding to complete and
components of that project have yet to be finalized. She will be
applying for a grant in the spring to fund a new playground at
Centennial Park. The fencing surrounding the Settlemier Park tennis
courts will be replaced and/or repaired in various areas and the courts
will be resurfaced once the fencing is complete with the fence work
being done this Spring and resurfacing done this Summer. Rosetta
asked if there was other work that would be done at the courts such as
panting the posts and replacing nets and Kristin will follow up with
that information.
6
OLDBUSINESS
6.
Legion Park Rehabilitation Project
Kristin provided an update on the status of the Legion Park project.She
showed some photos that highlighted the work that has been completed. She
indicated that the roof is on, staining is nearly complete on the structure and
plumbing, electrical work is in the process currently. Landscaping will be
done late March/early April. There will be a ribbon cutting on June 26 in
conjunction with the Chamber of Commerce Greeters program.
DIVISION REPORTS FROM DEPARTMENT
7.
a.AQUATICS
Financial Update
Expenses – 19% lower than last January
Revenues – 13.5% higher than last January
Attendance (3354 admittances, up about 6% from last year)
Adult daily passes highest amount of admissions 611 or
o
18.1%, daily child next
56% of total use is from day passes
o
Currently at 50.4% cost recovery for the year, last year through the
same period we were at 49.4%
We are in a good position to meet our 50% goal
o
Program Update
Both Molalla and North Marion High School Swim Teams are in
their last week of swimming at the pool 4-7:30 Monday-Friday,
they have been respectful and we have been happy to host,
although at times the facility is crowded. Most know this is a busy
time though and have been trying to workout at different time
slots.
th
4 Grade lessons, we are onto our last two weeks
New lesson session begins tonight, Tuesday/Thursday class with
40 kids registered
Had a groupon that attracted a lot of interest and helped
o
bring numbers up
Next month we will have a number of programs some that align
with Spring Break
Including: Junior Lifeguard, Make a splash day camp,
o
spring break lessons special, CPR & First aid, lifeguard
certification class and swim instructor class
Marketing/Other
Group fitness survey just released. Waiting for additional
responses to help make informed decision about the future
direction of our group fitness classes.
7
Month of January had the highest numbers for group fitness classes
every, with water classes doing extremely well and 399 in total
attendance! Dryland classes are doing okay with average numbers
in attendance, with some struggling to be cost effective.
Iwill be taking a lifeguard instructor course at the end of this
month, this will give me the ability to teach our lifeguard training
sessions and new lifeguard certifications. E&A vs. Red-Cross.
b.RECREATION
Youth Sports
Youth Basketball mid-season –Blazer tickets available.
Tball & Spring soccer coming up next
Adding additional sports camps over the summer
Active Adult Trips –Recreation Trips
Winter Trips going well – over 10 registered for each thus far. Pittock
Mansion up next on Feb. 26 – 16 registered.
Offering four recreation trips, including hikes – Have 8 registered thus
far.
Events
Daddy Daughter Dinner Dance great success with 124 participants,
almost 20% more increase in registrants. Offering a Mother Son
Brunch this year in May.
Easter Egg Hunt up next on April 2 & Doggy Treat Hunt on April 3
Youth Advisory Board
Abigail providing update.
Raised over $2,000 to date. $2,000 goal for whole school year.
Adult Sports
Men’s basketball continue to get large number of teams participating –
15+
Adding co-ed soccer in the spring
Museum
Hoping to apply for State museum grant to hire a consultant to advise
on collection management & policies
Currently training & implementing new software system
Other Programs
Kids in the Kitchen Cooking Class full with a waiting list
st
Garden classes going well, 8+ registered for 1two classes
8
c.PARKS & FACILITIES
A.Kristin reported that the Legion Teen Center building was
painted to match park colors that are already being used in
other parks and to match the new pavilion.
B.Kristin reported an arborist was brought out to provide a
report for Settlemier Park after a tree damaged the picnic
shelter. Due to the findings in the report, three trees are being
removed this week and there are five more recommended to
come out that will likely be removed this summer due to the
condition of the trees.
d.Election of Officers
A.Ardis nominated Rosetta for thePark Board Chair position.
Joseph second. Rosetta accepted the nomination.
Unanimously approved.
B.Rosetta nominated Joseph for the Secretary position
(Wangerin/Lassen).Unanimously approved.
FUTURE BOARD BUSINESS
8.
Ricardo said that cars driving past Nelson Park drive at an unsafe speed and
he’s concerned for park user safety. There was discussion surrounding
possible options such as speed bumps, streets signs, etc. Kristin will follow up
with information on the best way to proceed with the concern.
Rosetta expressed a desire to work on the phases for Legion Park and hopes
that will be included on a future agenda.
Davidmentioned the ground at Heritage Park is unsuitable this time of year
with the amount of rain the area has received. Kristin will follow up with
information on the issue.
Joseph provided photos of an amphitheater he visited that he thought would be
a great visual example of what could be done at Legion Park.
BOARD COMMENTS
9.
ADJOURNMENT
10.
The meeting was adjourned at 6:24 p.m.
9
10
11
12
13
14
Agenda Item
March 23, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM: Jim Hendryx, Economic & Development Services Director
SUBJECT:
Community Development Block Grant Closeout
RECOMMENDATION:
Hold second public hearing on our Community Block Grant Housing
Rehabilitation Program andobtain citizen input about the project. No further
action is necessary.
BACKGROUND:
The City of Woodburn was awarded Community Development Block Grant
(CDBG) Housing Rehabilitation grantsin the mid 80’s and 90’s for lendingto
eligible low-to-moderate income (80% of the median family income as adjusted
by family size) homeowners. Income limits in today’s dollars range from
approximately $33,600 for a one person householdto $48,000 for a household of
four persons.
Through repayment over the years, the Housing Rehabilitation Program
accumulated approximately $420,000 available for relending. Thesefunds were
loaned out in 2009-10. That round of loans created considerable interest in the
Housing Rehabilitation Program, with more than 90 City residents applying for
funding and29loans being awarded.
With the assistance of the Mid-Willamette Valley Council of Governments (COG)
the City applied for a $400,000 HousingRehabilitation Block Grant. Itwas
awarded in 2012-13.
Program rules changed over the years, requiring local governments to enter into
Intergovernmental Agreements (IGA’s) with a minimumof two other local
governments. With Council’s approval, the City did so with theCity of Stayton
and Marion County,with Woodburn serving as the lead applicant/administrator.
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___
15
Honorable Mayor and City Council
March 23, 2015
Page 2
Additional program rules require that the City transfer the responsibility of
managing the program to anon-profit organization, which in our case was
Valley Development Initiatives (VDI). VDI is staffed by the Mid-Willamette Valley
COG, who manages housing rehabilitation programs for the cities of Aumsville,
Aurora, Gervais, Hubbard, Jefferson, Scotts Mills, Stayton, the Santiam Canyon,
Turner and Marion County.
:
DISCUSSION
After accounting for administration costs, $310,000 in CDBG funds was available
for lending, with $232,500 of thatavailable foruse in Woodburn and $77,500
being available in the City of Stayton. In the situation where funds had not been
committed after the first 12 months by either Stayton or Woodburn, funding
would be available in rural Marion County.
The recent recession had a huge impact on the Housing Rehabilitation Loan
Program. The recession caused property owners to losehome equity as
property values dropped significantly. Property owners most in need of
rehabilitation loansfound that they owed more on their homes than the
assessed property values. Prudent financial guidelines established by VDI limit
borrowing to 50% of property equity. Homeowners, owing more on their
mortgages then the assessed value, could not qualify for rehabilitation loans.
Other property owners chose to forgo borrowing altogether.
Public outreach is critical in a program like the Housing RehabilitationProgram.
Official notices werepublished twice in three languages (English, Spanish and
Russian) in the newspaper. Notices were also posted
Woodburn Independent
at City Hall, the Library, the Post Office, the Aware Food Bank and the Aquatic
Center. Notices alsowent out to all local churches. Newspaper articles
appeared in the and the Senior Estates
Woodburn IndependentNews and
. The City’s web page for both Stayton and Woodburn included
Views
information about the program. Stayton reached out to local realtors and
contractors and additionalnotice was posted at their Senior Center. Woodburn
Chamber members were also informed of the program through
announcements atGreeters.
Program guidelines require that all funds be loaned out during the life of the
program, which expires intwo years.Woodburn received a sixmonth extension
to insurethatthe various rehabilitation projects in process, or about to be
initiated, were competed, allowing a final closeout. Since homeowners were
16
Honorable Mayor and City Council
March 23, 2015
Page 3
having difficulty in qualifyingfor the loan program, the grant amount was
reduced accordingly.
In total, over 80 individuals were contacted throughWoodburn and Stayton’s
interest lists and other outreach efforts. Eighthome improvement loans were
ultimately completed, seven of which were in Woodburn and onein rural
Marion County (near Aurora). Loans totaled approximately $127,000.
Program guidelines limit administrative costs to the nonprofit running the
program, which in our case was VDI. VDI spent considerable time qualifying
home owners for the program. Unfortunately, in many cases applicants failed to
either qualify or decided not to pursue the program. VDI did an exemplary
effort in working with applicants throughout the program.
Was the program successful? Yes, home improvement loans for critical housing
improvements were completed. People helped through the program were
grateful for the needed repairs.
Similar programs elsewhere have also struggled to loan out monies for housing
rehabilitation, with their homeowners facing similar equity issues. However, it
was disappointing thatregardless of our efforts, all the funds were not loaned
out to assist everyone that needed the program.VDIwill continue to retain the
waitlist and seek to assist these homeownersthrough other programs.
:
FINANCIAL IMPACT
No impact on Woodburn
17
Agenda Item
March 23, 2014
To: Urban Renewal Agency Boardthrough the City Administrator
From:Jim Hendryx, Economic and Development Services Director;
Robyn Stowers,Urban Renewal Manager
Subject:
Urban Renewal Project Prioritization
RECOMMENDATION:
Itis recommended that the Urban Renewal AgencyBoard (Agency):
prioritize Urban Renewal projects by level of importance, identifying clear
goals for each project and directing staff to develop feasible concepts
based on borrowing capacity;
advise staff to prepare to borrow $3,500,000 for capital improvement
projects andreduce the Urban Renewal Grant and Loan Program to
$50,000 annually;
review Woodburn Urban Renewal Agency budget policies andfiscal
strategy in2015-16to maintain a minimum fund balance of $600,000.
BACKGROUND:
The Woodburn Urban Renewal District (District) was created in 2001to combat
urban blight indowntown Woodburn. The Urban Renewal Plan estimated that
the Districtwould generate up to $32,301,000 in tax increment revenue between
2002-03 and 2025-26.This estimatewas based on the assumptions that the
properties within the District would develop and property values would increase.
The plan did not foresee the housing recession.
In 2012, an evaluation of District funds estimated up to $5,000,000 in borrowing
capacityfor capital improvement projects.The Agency performed a
community-wide Urban Renewal Project prioritization, which resulted in selecting
the development of the Association Building and N. First Street.
Based on the current revenue and expense, the District cannot support debt
service resulting from borrowing $5,000,000. The assumption that the District
could borrow $5,000,000was based on the significant surplus revenue that
existed in prior years.
Agenda Item Review:City Administrator ___x___City Attorney ___x___Finance __x___
18
Urban Renewal Agency Board
March 23, 2015
Page 2
DISCUSSION:
Since 2012, revenues have continued to decline, while expenses have
increased, resulting in the further reduction in the District’s borrowing capacity.
Recent evaluations demonstrate that the District can borrowup to$3,500,000
with a 15 year debt term to finance capital improvementprojects, while
maintaining the Urban Renewal Grant and Loan Program at $50,000 a year.
The reduced borrowing capacity limits the Agency’s ability to complete all
prioritized capital improvement projects to a desired standard. It is
recommended the Agency prioritize projects by level of importance, identifying
clear goals for each project and directing staff to develop feasible concepts
based on borrowing capacity.
Projects identified by the Agency include the Grant and Loan Program,
Association Building, N. First Street, andpublic restroom(location to be
determined).
Urban Renewal funds the Grant and Loan Program at $240,000 annually with
$90,000 for grants and $150,000 for loans. Borrowing $3,500,000 is contingent on
decreasing program funds to $50,000 annually. If the Agency decides to
decrease program funding it is recommended to direct staff to work with the
Downtown Advisory Review Subcommittee to modify the size and scope of the
program.
The Association Building was identified in 2012 by the Agency as a high priority
project.The City invested $60,000 in a feasibility report which identified best uses
and revealed a cost estimate of $600,000 to $2,500,000 to redevelop the
property. The City issued a Request for Proposal in Fall 2014 which resulted in
three offers to develop the property however it was determined that the Urban
renewal Fund could not successfully fund any of the proposals within the Fund’s
existing financial capability.If the Agency decides to continue with the
development of the Association Building it is recommended to identify clear
project goals and objectives and direct staff to draft a development plan and
budget.
The development of N. FirstStreet was also identified in 2012 as a high priority
project.Development costs vary widely depending on size and scope of the
project. Estimates start at $2,500,000 and exceed the $3,500,000 borrowing
19
Urban Renewal Agency Board
March 23, 2015
Page 3
capacity. If Agency decides to pursue development of N First Street it is
recommended to identify clear project goals and objectives and direct staff to
draft a development plan and budget.
The construction of a public restroom has also been identified recently in
Agency discussions.Urban Renewal funding is available to construct a public
restroom but cannot supportthe ongoing maintenance. If Agency decides to
pursue development of a public restroom it is recommended to identify clear
project goals and objectives and direct staff to draft a development plan,
budget and maintenance plan.
Though the economy shows signs of improving, $3,500,000 is the estimated
maximumof the District’s borrowing capacityat this time. Overestimating the
District’sdebt service capacity will jeopardize the financial stability of the City
and may impact the General Fund. It is essentialto maintain a healthy fund
balance and it is recommended to create a financial policy to maintain a
minimum fund balance of $600,000. If revenue declines, the Urban Renewal
Grant Program will be discontinued to accommodate debt service.
FINANCIAL IMPACTS:
There are no financial impacts at this time.
ATTACHMENTS:
URA Forecast Decision Model 03 17 2015
URA Budget Policies v1.0
URA Budget 2014-2015
20
1,514,588619,900 2,134,488(601,835)1,532,65318,06544,692303,8881,184,0731,532,653
FY 2021-22
Forecast
A decrease in property taxes would require offset with grant program cut or staffing decrease.
(595,450)
1,494,678615,3601,514,58819,91143,734303,8881,166,9661,514,588
2,110,038
FY 2020-21
Forecast
(589,234)
1,473,057610,8541,494,67821,62042,802303,8881,147,9881,494,678
2,083,911
FY 2019-20
Forecast
Risks: All revenue comes from property taxes, which can be volatile
(583,182)
1,449,859606,3811,473,05723,19841,894303,8881,127,2751,473,057
2,056,240
FY 2018-19
Forecast
(577,292)
1,425,209601,9411,449,85924,64941,011303,8881,104,9611,449,859
2,027,151
FY 2017-18
Forecast
Increased to 15% Contingency
(568,927)
URA Fund Forecast - Combo
1,396,601597,5351,425,20928,60839,756303,8881,081,5661,425,209
1,994,136
FY 2016-17
Forecast
(4,058,410)
1,361,8504,093,1611,396,60134,75152,430361,321982,8511,396,601
5,455,011
FY 2015-16
Forecast
(1,344,296)
(757,476)
2,119,326586,8201,361,85044,05656,9331,260,8611,361,850
2,706,146
FY 2014-15
Forecast
No change in staffing model in early years
Includes 1st Street in FY 2016-17, no loan program, grants as shown below
(523,089)
2,029,802612,6132,119,32689,52429,536227,7321,862,0582,119,326
2,642,415
FY 2013-14
Actual
(199,927)
3.50%
1,595,080634,6492,029,802434,72219,993227,7321,782,0772,029,8023,500,0003,500,0001550,000303,888
2,229,729
FY 2012-13
Actual
Funds Available
Reserve for Debt Service
(Shortfall)
Estimated Annual Debt Svc:
Reserve for Future Yrs
Fund Balance Distribution
Beginning Fund Balance
Annual Grant Program:
Ending Fund Balance
Term of Debt (Yrs):
Revenue Surplus/
Contingency
15% Contingency
Total Borrowed:
Assumptions:
Project Cost:
Revenue
Expense
Rate:
Woodburn Urban Renewal Agency
Budget Policies & Fiscal Strategy
FY 2015-16
SECTION 1.ANNUAL REVIEW& POLICY
Balanced Budget
A..The Urban Renewal Agency’s Budget shall be balanced. For each fund,
ongoing costs are not to exceed ongoing revenues plus available fund balances used in
accordancewith reserve policies.
Budget Process
B.. The annual budget process is intended to weigh all competing requests for
URAresources 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 URA
resources to the services with the highest priorities.
Budget Policies Updated Annually
C..The URABoardwill review and adopt Fiscal Year
Budget Policies on an annual basis.
Policy Direction
D.. Consistent with their policy making role outlined in the Woodburn URA
Plan, the URABoard is responsible for providing policy direction to determine the URA’s
overall fiscal policy. In response to the fiscal recommendations made by the CityAdministrator,
the URABoardshall consider all measures necessary to sustain current levels of service. In
addition, the URAwill avoid reductions in URA programs and consideration of new revenue
sources if this is determined to be in the best interest of the community.
SECTION 2. FUND RESERVES &CONTINGENCIES
General Fund Contingencies.
A.At least 15% of the URA’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 andwill become part of the following year Beginning Fund Balance.
Reserve for Debt Service.
B.The URA shall maintain a Reserve for Debt Service to cover the
following fiscal year’s debt service or as required by debt covenants, whichever is greater.
Fund Balance Projections.
C.If the overall ending Fund Balance for the URA is projected below
$600,000the Five-Year Forecast should be updated to evaluate the risk level. Action must be
taken to assure that the URA Fund Balance remains above $500,000 during the life of the URA or
debt service, whichever is longer.
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SECTION 3. GRANT APPLICATIONS
Approval to Pursue
A..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.
SECTION 4. NEW POSITIONS, PROGRAMSAND OVERTIME
Base Budget & New Positions
A.. 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.
SECTION 5. MID-YEAR BUDGET REDUCTIONS
Revised Revenue or Expense Estimates
. If additional information concerning revenue
reductions or significant expense increases becomes available after the start of the fiscal year, it
may be necessary to make budget adjustments.
SECTION 6.BUDGET CONTROLS
Legal Compliance
A.. The City Administrator and Finance Director will continue to review and
control budgets at the appropriation level.
Personnel Services & Benefits
B.. 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.
Wages & Benefit Control
C.. 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.
One-Time Revenues
D.. One-time revenues will be used only for one-time expenses.
SECTION 7.UNAPPROPRIATED ENDING FUND BALANCES
Limit UnappropriatedEnding Fund Balances
A.. 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 placeany
monies not needed for current expenditures in the relevant funds’ operating contingencies.
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SECTION 8. DEBT ISSUANCE
Debt Issuance
A.. The URAwill only issue debt for capital projects.
Interfund Transfers
B.. Interfund transfers are allowed if the URABoarddetermines the transfer
to be in the best interest of the URA. 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 URABoard.
SECTION 9. ANNUAL FINANCIAL AUDITS
Annual AuditRequired
A.. 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 URAat least
once a year. Consistent with State law, the URA of Woodburn will conduct an annual
independent audit of the preceding fiscal year.
Audit Standards
B.. 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 URA’s internal financial controls and
procedures make any necessary recommendation for improvement.
Finance Director and City Administrator Oversight
C..It will be the responsibility of the
Finance Director and the City Administrator to oversee the annual audit process.
Preparation of Financial Statements
D.. When feasible, City staff will prepare and provide annual
financial statements to the auditor’s satisfaction. If staffing levels or other barriers exist to
internal preparations of financial statements, the City Administrator may authorize the auditor’s
preparation of financial statements for the purposes of completing the annual audit on time.
SECTION 10.RESOURCE REDUCTION STRATEGY
Goal & Reduction Approach
A..When faced with a potential reduction in resources, the URA’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.
Case-by-Case Consideration
B..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 URABoard.
Moderation When Possible
C..If, as a result of loss of a significant amount of discretionary
resources, expenditure reductionsbecome necessary, those reductions will be made in moderate
case-by-casereductions in discretionary supported programs and services. These reductions will
focus first on programs funded by dedicated resources and thenservices funded by discretionary
resources.
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Discretionary Contributions
D..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 URA
Board.
Furlough Days
E..If personnel budget/salary saving are required, the URAwill consider a reduced
work week or furlough days prior to laying off staff.
Consideration List
F.. Discretionary funding for programs funded by discretionary resources will
be reduced or eliminated as needed. The URA has limited options in the case of spending cuts,
the Urban Renewal Grant program, along with similar programs would be the first item under
review. The next are of consideration would be staffing levels.
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Urban Renewal Agency (URA) 720
Proposed Budget
FY 2014-15
City of Woodburn FY 2014-15 Approved Budget
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(Page Intentionally Left Blank)
City of Woodburn FY 2014-15 Approved Budget
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Fund/Fund Number: Urban Renewal Agency - 720
Department Director: Jim Hendryx
Description of purpose/functions of department:
The purpose of urban renewal is to improve specific blighted areas of a city that are poorly developed
or underdeveloped. These areas may have deteriorated buildings, streets, and utilities or the areas can lack
streets and utilities altogether. For a city to use urban renewal it must establish an Urban Renewal Plan and
the Urban Renewal District and the City Council acts at the Agency Board. The District totals 260 acres and
terminates in FY 2024-25 after producing approximately 30 million in tax increment revenue, which is used to
address blighted conditions within the district. The district includes downtown, portions of Highway 99E, Hwy
214, and properties adjacent to Interstate 5.
Urban renewal agencies do not have permanent tax rates; they obtain funding through tax increment financing.
Revenues derived from property tax increment support this fund. Tax increment financing allocates revenues to
frozen base value is based on the 2001 tax year. Urban renewal does not place an additional burden on
taxpayers. Rather, it shifts existing tax growth to the Agency from the taxing entities that would have otherwise
continued to receive it had the Agency not formed. The debt service is for the remaining balance on a
$1,850,000, ten-year obligation entered into with Bank of America during FY 2005-06. The remaining balance on
the debt is $284,665 as of June 30, 2014.
Description of FY 2013-14 accomplishments:
Association Building Feasibility Study completed feasibility study on the highest and best uses of the
City owned building.
Woodburn Fire District Remodel collaborated with the District to complete plans to remodel the
Distric4.
Identified new URA Project through extensive public outreach First Street emerged as a top candidate
for improvement with initial design concepts being developed.
Grant and Loan Program expanded to include properties at the Young/99 E intersection.
Grant and Loan Program resulted in $400,000 of investment into the Urban Renewal District. Interest
continues to remain strong in the program.
Design Services Program In combination with the Grant and Loan program several property owners
have used this program in evaluating and improving properties within the distinct.
Economic Improvement District adoption of EID enabling ordinance which provides for enhanced
services in the downtown
City of Woodburn FY 2014-15 Approved Budget
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Description of FY 2014-15 proposed focus/goals:
Association Building identify user for the building.
Woodburn Fire District Remodel complete remodel project.
New URA Project proceed with design work on First Street.
Grant and Loan Program Improve and expand the grant and loan program to better serve downtown
property and business owners.
Economic Improvement District EID created to serve downtown property on business owners.
Fund Summary
FY 2011-12FY 2012-13FY 2013-14FY 2014-15FY 2014-15FY 2014-15
ActualActualBudgetAccount DescriptionProposedApprovedAdopted
Urban Renewal Fund
Revenues
1,351,441 1,595,079 1,925,000 Fund Balance 1,500,000 1,500,000
616,177 626,461 550,000 Taxes 580,000 580,000
6,335 8,188 10,500 Miscellaneous Revenue 8,000 8,000
- 4,500,000- Other Financing Sources - -
1,973,953 2,229,728 6,985,500 Revenues Total 2,088,000 2,088,000 -
Expenditures
43,857 65,183 154,487 Personnel Services 131,064 131,064
107,284 134,744 309,500 Materials & Services 309,500 309,500
- - 4,500,000 Capital Outlay 1,300,000 1,300,000
227,732 227,732 627,732 Debt Service 227,732 227,732
- - 1,393,781 Contingencies and Reserve 119,704 119,704
378,873 6,985,500427,659 Expenditures Total 2,088,000 2,088,000 -
1,595,079 1,802,069 -Revenue Over (Under) Expenditures - - -
City of Woodburn FY 2014-15 Approved Budget
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Fund Detail
FY 2011-12FY 2012-13FY 2013-14FY 2014-15FY 2014-15FY 2014-15
Actual Actual Budget Account Description Proposed Approved Adopted
Fund: 720 - Urban Renewal Fund
Revenues
Department: 000 - Revenue
000 - Fund Balance
1,351,441 1,645,567 1,925,000 3081Beginning Fund Balance 1,500,000 1,500,000
1,351,441 1,645,567 1,925,000 Total - Fund Balance 1,500,000 1,500,000
616,177 626,461 550,000 3111Property Tax 570,000 570,000
- - - 3112Property Taxes Delinquent 10,000 10,000
616,177 626,461 550,000 Total - Taxes 580,000 580,000
Miscellaneous Revenue
6,335 8,188 10,500 3611Interest from Investments 8,000 8,000
6,335 8,188 10,500 Total - Miscellaneous Revenue 8,000 8,000
- - - 3825URA Loan Fees - -
- - 4,500,000 3916Note Proceeds - -
- - 4,500,000 Total - Other Financing Sources - -
1,973,953 2,280,216 6,985,500 Department Total: 000 - Revenue 2,088,000 2,088,000
1,973,953 2,280,216 6,985,500 Revenues Total 2,088,000 2,088,000
City of Woodburn FY 2014-15 Approved Budget
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FY 2011-12FY 2012-13FY 2013-14FY 2014-15FY 2014-15FY 2014-15
Actual Actual Budget Account Description Proposed Approved Adopted
Expenditures
Program: 1511 - Finance
Personnel Services
33,553 50,609 100,577 5111Regular Wages 92,920 92,920
9 21 41 5211OR Workers' Benefit 48 48
2,539 3,862 7,643 5212Social Security 7,063 7,063
2,090 3,114 19,189 5213Med, Den, Life Ins. 8,859 8,859
5,311 6,751 25,495 5214Retirement 20,760 20,760
71 111 153 5215Long Term Disability Ins 383 383
241 658 1,309 5216Unemployment Insurance 838 838
42 58 80 5217Life Insurance 193 193
43,857 65,183 154,487 Total - Personnel Services 131,064 131,064
54,645 67,250 69,000 5419Other Professional Serv 69,000 69,000
- - - 5520Grant Program 90,000 90,000
- 17,180 - 5530Design Services - -
1,856 - 150,000 5540Loan Program 150,000 150,000
56,501 84,431 219,000 Total - Materials & Services 309,000 309,000
- - 4,500,000 5639Other Improvements 1,300,000 1,300,000
- - 4,500,000 Total - Capital Outlay 1,300,000 1,300,000
100,357 149,614 4,873,487 Program Total: 1511 - Finance 1,740,064 1,740,064
Materials & Services
296 314 500 5419Other Professional Serv 500 500
296 314 500 Total - Materials & Services 500 500
47,630 49,672 51,802 5711 Bond Principal, 2005 URA Loan, Due 9/15/1454,023 54,023
48,133 50,196 52,348 5711 Bond Principal, 2005 URA Loan, Due 12/15/1454,593 54,593
48,640 50,726 52,901 5711 Bond Principal, 2005 URA Loan, Due 3/15/1555,168 55,168
49,154 51,261 53,458 5711 Bond Principal, 2005 URA Loan, Due 6/15/1555,750 55,750
9,303 7,261 5,131 5721 Bond Interest, 2005 URA Loan, Due 9/15/14 2,910 2,910
8,800 6,736 4,585 5721 Bond Interest, 2005 URA Loan, Due 12/15/14 2,340 2,340
8,293 6,208 4,033 5721 Bond Interest, 2005 URA Loan, Due 3/15/15 1,765 1,765
7,779 5,672 3,474 5721 Bond Interest, 2005 URA Loan, Due 6/15/15 1,183 1,183
- - 41,346 5711 Bond Principal - -
- - 358,654 5721 Bond Interest - -
227,732 227,732 627,732 Total - Debt Service 227,732 227,732
328,386 377,659 5,501,719 Department Total: 151 - Finance 1,968,296 1,968,296
Program: 9971 - Equity
- - 46,400 5921Contingency 44,056 44,056
- - 1,005,381 5981.005Reserve for Future Construction 18,715 18,715
- - 342,000 5981.008Reserve for URA Debt 56,933 56,933
- - 1,393,781 Total - Contingencies and Unappropriated Balances119,704 119,704
- - 1,393,781 Department Total: 901 - Ending Fund Balance 119,704 119,704
328,386 377,659 6,895,500 Expenditures Total 2,088,000 2,088,000
1,645,567 1,902,557 90,000 Fund Net: 720 - Urban Renewal Fund - -
City of Woodburn FY 2014-15 Approved Budget
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