April 13, 2015 Agenda
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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:
None.
Presentations:
A.Woodburn Downtown Association
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 ofMarch 23, 20151
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.**
April 13, 2015Council AgendaPage i
Recommended Action: Approve the minutes.
B.Woodburn City CouncilMeetingminutes of April3, 20154
Recommended Action:Approve the minutes.
C.Woodburn City CouncilExecutive Sessionminutes of April3, 20155
Recommended Action:Approve the minutes.
.Woodburn City Council Goal Setting workshop minutes of March 6
D
7, 2015
Recommended Action:Approve the minutes.
E.City Administrator and City Attorney Employment Agreements8
Recommended Action:Authorize the Council President, in the
absence of the Mayor, to execute employment agreements with
the City Administrator and City Attorney consistent with this report.
F.Woodburn Recreation and Park Board minutes of March 10, 201510
Recommended Action: Accept the minutes.
G.Building Activity for March 201515
Recommended Action: Receive the report.
9.TABLED BUSINESS
None.
10.PUBLIC HEARINGS
None.
–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.
A.Woodburn Downtown Association Agreement16
Recommended Action: It is recommended that the City
Council authorize the City Administrator to enter into a
management agreement with the Woodburn Downtown
Association.
B.Council Bill No. 2978 -A Resolution Authorizing Application for a 23
Local Government Grant from the Oregon Parks and Recreation
Department for the Rehabilitation of thePlayground at
April 13, 2015Council Agenda Page ii
Centennial Park
Recommended Action:It is recommended that the City
Council adopt the resolution authorizing the Community
Services Department to apply for a State of Oregon Local
Government grant for the Centennial Park Playground
Rehabilitation Project.
C.City Council FY 2015/16 Goals27
Recommended Action:Via a motion, approve the 2015 City
Council Retreat Summary.
D.Award of Construction Contract for Garfield Street Storm 121
Sewer Improvements, Bid No 2015-04.
Recommended Action:That the City Council, acting in its
capacity as the Local Contract Review Board, award the
construction contract for the Garfield Street Storm Sewer
Improvements project to CG Contractors, LLC in the amount
of $77,418.00.
–
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.EXECUTIVE SESSION
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).
16.ADJOURNMENT
April 13, 2015Council Agenda Page iii
COUNCIL MEETING MINUTES
MARCH23, 2015
DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, MARCH 23, 2015
CONVENED
The meeting convened at 7:15 p.m. with Mayor Figley presiding.
ROLLCALL
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 Captain Alexander, Economic and Development Director Hendryx, Assistant City
Administrator Row, Public Works Director Scott, Human Resources Director Hereford,
Urban RenewalManager Stowers,City Recorder Pierson
PROCLAMTIONS
0:00
Child Abuse Prevention Month
BUSINESS FROM THE PUBLIC
0:02
Ellen Bandelow, 199 Smith Dr., read a letter questioning whether there was a requirement
that urban renewal grant money be used for capital improvements, whether a building needs
to be inspected to be certain it is viable before obtaining grant money, and whether the work
done using grant money must be performed by licensed, bonded and insured contractors.
Mayor Figley answered that there is a specified list of things that are permissible for grants
and most fall in the realm of hard improvements.
Frank Comer, 689 Troon Ave., asked who is responsible for the landscaping along Newberg
Hwy and is there funding to maintain it. Mayor Figley stated that the first year ODOT is
responsible for taking care of the landscaping and after the one year the City is responsible
and at some point there may be some type of Economic Improvement District in the I-5
Interchange area to help pay for it.City Administrator Derickson added that they do have a
right-of-way maintenance program through the Public Works Department and the program
can be expanded to include maintenance along Newberg Hwy.
CONSENT AGENDA
0:09
A.
Woodburn City Council minutes of March 9, 2015,
B.
Woodburn City Council Executive Session minutes of March 9, 2015,
C.
Woodburn Recreation and Park Board minutes of February 10, 2015,
D.
Crime Statistics through February 2015.
Lonergan/Alonso Leon
... adopt the Consent Agenda. The motion passed unanimously.
Page 1 - Council Meeting Minutes, March 23, 2015
1
COUNCIL MEETING MINUTES
MARCH23, 2015
PUBLIC HEARING
0:10
A Public Hearing to consider input on the Community Development Block Grant Closeout.
Mayor Figley declared the hearing open at 7:25 p.m. for the purpose of hearing public input
onthe Community Development Block Grant Closeout. Economic and Development
Director Hendryx 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 Community Development Block Grant Closeout. Mayor Figley
thanked Renata Wakeley, the Program Director for the Mid-Willamette Valley Council of
Governments, for her work on this program. Mayor Figley declared the hearing closed at
7:35 p.m.
CITY ADMINISTRATOR’S REPORT
0:23
The City Administrator had nothing to report.
MAYOR AND COUNCIL REPORTS
0:23
Councilor Morris stated that hesigned the voter’s pamphlet supporting the school bond.
Councilor Alonso Leon reminded people to register to vote and vote on the bond if you are
in support of it.
Adjournment of Council Meeting at 7:38
WORKSHOP
0:24
The Urban Renewal Agency reconvened and Mayor Figley opened the workshop at 7:38
p.m. to discuss Urban Renewal Project Prioritization.City Administrator Derickson
provided a staff report. Economic and Development Director Hendryx provided background
information on the Urban Renewal Agency. Finance Director Head provided information on
the borrowing capacity of the Urban Renewal Agency. Agency members asked questions
and provided comments and direction periodically throughout the workshop. City
Administrator Derickson confirmed with the Agency that they would like staff to provide
the Agency with mock-ups of different options for First Street, provide the results of the
survey completed in 2012 on potential urban renewal projects, get the Association Building
appraised, continue looking into alternatives for a downtown bathroom, and continue the
Grant and Loan Program. Chair Figley asked if anyone from the public wished to speak on
the subject and Ellen Bandelow stated that she feels that a lot of downtown businesses
would like to see something done about First Street.ChairFigley thanked staff for their
presentation and closed the workshop at 9:38 p.m.
ADJOURNMENT
2:23
Morris/Alonso Leon
...meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 9:38 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
Page 2 - Council Meeting Minutes, March 23, 2015
2
COUNCIL MEETING MINUTES
MARCH23, 2015
ATTEST
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, March 23, 2015
3
COUNCIL MEETING MINUTES
APRIL 3, 2015
DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, APRIL 3, 2015
CONVENED
The meeting convened at 6:01 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor CarneyPresent
Councilor LonerganPresent
Councilor Schaub Absent
Councilor Morris Present
Councilor Ellsworth Present
Councilor Alonso Leon Present – 6:03
Staff Present:
City Administrator Derickson, Assistant City Attorney Stuart, Economic and
Development Director Hendryx, Assistant City Administrator Row, ExecutiveLegal
Assistant Veliz
EXECUTIVE SESSION
0:00
Mayor Figley entertained a motion to adjourn into executive session under the authority of
Lonergan/Ellsworth
ORS 192.660 (2)(h) and ORS 192.660 (2)(f). … move into executive
session. The Council adjourned to executive session at 6:02 p.m. and reconvened at 7:10
p.m. Mayor Figley stated that no action was taken by the Council while in executive
session.
ADJOURNMENT
1:12
Lonergan/Ellsworth
...meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 7:11 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 1 - Council Meeting Minutes, April 3, 2015
4
EXECUTIVE SESSION
COUNCIL MEETING MINUTES
APRIL 3, 2015
DATECONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON,APRIL 3, 2015
CONVENED
The Council met in executive session at 6:03 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor FigleyPresent
Councilor Schaub Absent
Councilor Lonergan Present
Councilor Carney Present
Councilor Morris Present
Councilor Alonso Leon Present
Councilor Ellsworth Present
Staff Present:
City Administrator Derickson, Assistant City Attorney Stuart, Economic and
Development Director Hendryx, Assistant City Administrator Row, ExecutiveLegalAssistant
Veliz
Media Present:
Tyler Francke
Others Present:
Pete McCallum
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 7:10 p.m.
APPROVED_______________________________
KATHRYN FIGLEY, MAYOR
ATTEST_______________________________
Heather Pierson,CityRecorder
City of Woodburn, Oregon
Page1 – Executive Session, Council Meeting Minutes, April 3, 2015
5
COUNCILGOAL SETTINGWORKSHOP MEETING
MINUTES
MARCH7, 2015
DATECOMMUNITY ROOM,POLICE DEPARTMENT, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, MARCH 7, 2015.
CONVENED
The meeting convened at 9:08 a.m.
COUNCIL PRESENT:
Mayor Figley
Councilor Schaub
Councilor Lonergan
Councilor Carney
Councilor Morris
Councilor Ellsworth
Councilor Alonso Leon
Staff Present:
City Administrator Derickson, City Attorney Shields, Assistant City Administrator Row,
City Recorder Pierson, Communications Coordinator Horton, Finance Director Head, Accounting
Manager Ellerbrook
Others Present:
Erik Jensen, Jensen Strategies, LLC
Jonathan Lewis, Jensen Strategies, LLC
INTRODUCTION
Mayor Figley provided opening remarks and explained the purpose and expectations of this goal setting
session.
City Administrator Derickson provided an overview of the major challenges the city faces and a review
of the city’s successes.
Erik Jensen, with Jensen Strategies, introduced himself and provided an overview of what this session
will entail.
COUNCIL COMMUNICATION AND MEETINGS
The Council members introduced themselves and explained their reasons for wanting to be on the City
Council. The group then discussed how communications, Council meetings and workshops are being
handled and what can be improved upon and what is working well.
FINANCIAL PRESENTATION
City Administrator Derickson and Finance Director Head gave a presentation on the city’s financial
situation.
GOAL DISCUSSION AND DEVELOPMENT
Mayor Figley reviewed the goals from 2013. ErikJensen presented the Council responses to an
interview done before this meeting on their ideas for long-term and short-term goals. City Councilor’s
Page 1- Council Goal Setting Workshop Meeting Minutes March 7, 2015
6
split into two groups and worked on developing thematic, strategic, and specific goals. After discussion
the City Council identified thefollowing goals:
Thematic Goals
1.Create an inclusive environment where all citizens can participate and be engaged in the
community.
2.Promote an environment which encourages sustainable economic health.
Strategic Goals
1.Develop a strategy to enhance and strengthen community-wide participation in civic affairs.
2.Create an economic recruitment and retention strategy with consistent positivemessaging.
3.Develop strategic partnerships for economic health.
Specific Goals
1. Build and fund an economic development program.
2. Develop consistent signage for parks, city facilities, and gateway locations.
3. Develop a Global Inclusion Advisory Committee.
ADJOURNMENT
The workshop adjourned 5:10 pm.
APPROVED___________________________________
KATHRYN FIGLEY,MAYOR
ATTEST_____________________________
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 2- Council Goal Setting Workshop Meeting Minutes March 7, 2015
7
Agenda Item
April 13, 2015
TO:City Council
FROM: Mayor and Council President
SUBJECT:
City Administrator and City Attorney Employment Agreements
RECOMMENDATION:
Authorize the Council President, in the absence of the Mayor, to execute
employment agreements with the City Administrator and City Attorney consistent
with this report.
BACKGROUND:
After the City Administrator and the City Attorney both received positive 2014
performance evaluations, the City Council requested that merit based
compensation recommendations be provided from the City’sHuman Resources
Department (HRD) for our consideration. Councilors will recall that the City
Attorney has not had a merit based wage adjustment since 2005 and that the
City Administrator has never had a merit wage adjustment since his initial
employment in 2008.
Between 2008 and presentday, the City Administrator and City Attorney have
foregone aCost of Living Adjustment (even though their employment
agreements legally entitled them) and experienced short-term benefit reductions
due to the City’s difficult financial position. For many years now, the City has been
in a downsizing mode. The economic outlook is finally beginning to improve,
consequently the Finance Director is comfortable with the City’s ability to fund
these adjustments.
DISCUSSION:
After examining comparable salaries and evaluating the City’s existing pay
structure,the HRD believes that a merit basedannual salary increase, based on
comparability is justified for both the City Administrator and the City Attorney.
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___
8
City Council
April 13, 2015
Page 2
As a result, it is being recommended that the City Attorney receive a 6%
adjustment. HRD is alsorecommending a5% adjustment for the City Administrator.
However, the City Administrator will accept twocontractual adjustments other
thanstraight wages. The first is an increase ofthe City’s contribution to the City
Administrator’s 457 deferred compensation account from 6% to 8.5%, constituting
an estimated $3,500 increase in City costs.The second adjustment is that the City
Administrator be allowed to annually sell back to the City up to one month of
accrued vacation or executive leave, or some combination of both at his
discretion. Sincethis time is already compensatory and the property of the City
Administrator, this contract adjustment would not constitute a salary increase.
The City Attorney would receive a merit based salary increase of 6%. Consistent
with the City Council’s usual practice, all adjustments will be retroactive to the
dates that the performance evaluations were completed.
9
City of Woodburn
Recreation and Park Board Minutes
March 10
CALL TO ORDER
ROLL CALL
)
, 5)
r
APPROVAL OF MINUTES
BUSINESS FROM THE AUDIENCE
NEW BUSINESS
-
a
10
City of Woodburn
Recreation and Park Board Minutes
March 10
OLD BUSINESS
Legion Park Rehabilitation Project
Fee Schedule for Park Rentals
Fiesta 2015 at Legion Park
-
DIVISION REPORTS FROM DEPARTMENT
a.AQUATICS
Financial Update
–
–
–
o
11
City of Woodburn
Recreation and Park Board Minutes
March 10
o
o
Program Update
-
o
o
o
o
o
Marketing/Other
-
o
b.RECREATION
Youth Sports
Active Adult Trips – Recreation Trips
12
City of Woodburn
Recreation and Park Board Minutes
March 10
–
–
Events
Youth Advisory Board
–
Adult Sports
–
-
Museum
Other Programs
c.PARKS & FACILITIES
13
City of Woodburn
Recreation and Park Board Minutes
March 10
-
FUTURE BOARD BUSINESS
BOARD COMMENTS
ADJOURNMENT
14
15
Agenda Item
April 13, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM:Marta C. Trinidad, Community Outreach Coordinator
VIA:Jim Row, Assistant City Administrator
SUBJECT:
Woodburn Downtown Association Agreement
RECOMMENDATION:
It is recommended thatthe City Council authorize the City Administrator to enter into
amanagement agreement with the Woodburn Downtown Association.
BACKGROUND:
The Woodburn Downtown Association has been involved in planning events and
festivals in downtown Woodburn since its formation in 1982. The organization’s
mission is “To promote thehistoric and cultural diverse heritage of our community
by providing opportunities that will encourage community-wide investment in
downtown Woodburn. To encourage ownership of downtown through
community participation in creating a beautiful, safe and economically
successful City of Woodburn.”
In 2012, after a brief hiatus, downtown business owners resurrected the WDAas a
means to stimulate economic activity downtown by planning events and
supporting downtown merchants. The organization subsequentlyentered into an
agreement with the City that assigned them the role of lead organizer of
downtown events. They have been the lead organizer of downtown events since
that time. The City’s most recent agreement with the WDA expired on March 31,
2015.
For the past three years, theWDA organization successfully planned two large
downtown events; Mother’s Day, and Mexican Independence Day. The City and
WDA collaboration resulted in the reduction of City staff hours used to plan events
and ultimately added to the overall quality of the events by increasing
community support, partnerships, participation of downtown business, quality of
entertainment, and the reduction of noise complaints.
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance ___x__
16
Honorable Mayor and City Council
April 13, 2015
Page 2
With the large number of nearby residential dwellings, sound complaintsare an
inevitable side effect ofholding community events in the downtowncore. While
the sound impact to downtown residents has always been a concern with large
events at the plaza, the WDA has takenprecautions to limit the noise impact to
the downtown neighborhood. The organization monitors noise at events, and in
the infrequent instances where a complaint is received, has been responsive in
reducing volumes to below the allowable level.
DISCUSSION:
The enclosed managementagreement with the Woodburn Downtown
Associationwill renew this partnership. The major tenants of the agreement
include:
The City will provide suitable locations for events organized by WDA.
o
The City will waive any Special Event Park Use permit fees.
o
The City willdetermine opening and closing times for events and the time
o
period when music is allowed.
The City willissue a Special Events Permit upon receiving a complete and
o
acceptable application from WDA.
The City willprovide limited logistical support and oversight during the
o
events planning phase, set-up, and operations.
The City willprovide on-call maintenance support for City owned property
o
and equipment for the duration of events.
The WDA willdevelop an annual events budget and a calendar of events
o
specifically identifying, but not limited to, activities needed to plan for and
execute the schedule events.
The WDA willprovide a written re-cap of the events program within 60 days
o
following the last scheduled event covered by this agreement.
The WDA’s planning process will be open to all WDA membersand include
o
input from any interested community members.
FINANCIAL IMPACT:
Since this is a renewal of the existing agreement, there will be no direct financial
impact to the City associated with this item.
17
Agreement for Services
between
City of Woodburn
and
Woodburn Downtown Association
This Agreement is made and entered into by and between the City of Woodburn, an Oregon
municipal corporation (hereinafter the “City”), and the Woodburn Downtown Association, an
Oregon non-profit corporation (hereinafter the “WDA”).
WITNESSETH:
WHEREAS
, the City acknowledges and supports the economic and cultural impacts
downtown events have contributed to Woodburn and wishes to honor and preserve the multiple
traditions that influence the community; and
WHEREAS,
the WDA and the City originated downtown events many years agoas a
means of stimulatingeconomic activity and community pride in downtown Woodburn; and
WHEREAS,
the WDAhasassumedthe role of leadorganizer for downtown events for
the benefit of Woodburn businesses and the general community since 2012; and
WHEREAS,
the City recognizes the importance of the WDA ensuring that downtown
events continue to grow and improve, and desires to provide its support through the terms and
conditions of this agreement; and
WHEREAS,
private/public cooperation between the City and the WDA isnecessary to
sustain downtown events; and
WHEREAS,
the previous agreement between the WDO and the City expired March 31,
2015;
NOW, THEREFORE,
in consideration of the terms, conditions, compensation and
performances contained herein, the parties hereto do mutually agree as follows:
Section 1. Term.
This Agreement shall commence upon execution by the parties and
shall terminate on March 31, 2016.
Section 2. Termination.
This Agreement may be terminated at any time by mutual,
written consent of the parties or for convenience by either party upon written notice to the other
party of 30calendar days.
Section 3. City Responsibility. :
The City agrees to the following
A.To provide suitable locations for events organized by WDA.
18
B.To waive any Special Event Park Use permit fees.
C.To determine opening and closing times for events and the time period when
music is allowed.
D.Toissuea Special Events Permit upon receivinga complete and acceptable
applicationfrom WDA.
E.To notify the Woodburn Police Department of events for which a Special
Events Permit has been issued.
F.To provide limited logistical support and oversight during the events planning
phase, set-up, and operations.
G.To provide picnic tables, trash cans andelectricalservice, based on
availability.
H.To provide on-call maintenance support for City owned property and
equipment for the duration of the downtown events. Refuse collection services
shall be at the expense of the WDA.
I.To assist in the promotion of covered events, depending on the availability of
resources.
Section 4. Responsibilities of WDA
. The WDA agrees to thefollowing:
A.To sponsor and conduct low cost family-oriented events consistent with the
values and expectations of the community.
B.To abide by Woodburn’s Park Regulations Ordinance and Special Event
Policies unless waived by the City.
C.To make arrangements for all event set-up and clean-up.
D.To develop an annual events budget and a calendar of eventsspecifically
identifying, but not limited to,activities needed to plan for and execute the
schedule of downtown events. The events budget and calendar of events shall
be referred to as the WDA’s “DowntownEvents Program.”
E.To submit the Annual Downtown Events Programto the CityAdministrator
and the Community Services Director by April 15, 2015. WDA may add or
delete events after the Annual Downtown Events Program is submitted to the
City, but will make every reasonable attempt to do so with at least 14 days
advance notice.
19
F.To provide a written re-cap of downtown events program within 60 days
following the last scheduled eventcovered by this agreement.Once the
written re-cap is received by the City, theCity Administrator will contact the
WDA Presidentto schedule a City Council presentation of the re-cap.
G.The planning process will be open to all WDA members and include input
from any interested community members.
H.To utilize private securityas necessary to ensure the safety of event participants,
organizers, equipment, and City property. The City Administrator and/ orChief
of Policemayrequire the WDA to provide a specificlevel of private security,
as they may deem necessary based upon the nature of each individual event.
Section 5. Documents and Reports
. The WDA shall maintain books,records, documents
and other materials that sufficiently and properly reflect allexpenditures made pursuant to this
Agreement. Specifically, the WDA:
A.Agrees that the City shall have full access and the right to examineand copy,
during normal business hours, all of the recordsof the WDA with respect to
matters covered in this Agreement.Such rights shall last for ten (10) years from
the date a disbursementis made hereunder.
Section 6. Auditing of Records.
Upon thirty (30) days prior written notice, the City or its
agent shall have the right to conduct an audit or review of the WDA’s records reasonably related
to this Agreement. If an audit or review of the records determines that funds have been
inappropriately expended under this Agreement, or state law, the WDA shall take action to remedy
the situation tothe full amount identified in the audit as inappropriate. If the inappropriately
expended funds exceed $500, then WDA will pay the City for the cost of the audit or review.
Section 7. Insurance.
The WDA shall provide and maintain at their own expense during
the term of this contract, comprehensive general liability insurance with a single limit of
$1,000,000.00 per occurrence. Such insurance shall be primary to other insurance maintained by
the City and shall name the City of Woodburn as additionally insured.
Section 8. Compliance with Federal, State and Local Laws.
The WDA agrees to abide
by all applicable federal and state statutes and regulations prohibiting employment
discrimination, and any other statutes and regulations pertaining to the subject matter of this
Agreement.
Section 9. Authority to Execute Agreement.
The WDA represents to the City that this
Agreement has been duly authorized by all necessary action on the part of the WDA and no other
corporate or other action on the part of the WDA is necessary to authorize the execution and
delivery of this Agreement. That this Agreement has been duly authorized by the Woodburn City
Council and the City represents to the WDA that the City Administrator has the power and
authority to bind the City to this Agreement.
20
Section 10. Legal Relations.
Neither the WDA, nor any employee, officer,official or
volunteer of the WDA shall be deemed to be an independent contractor, employee or volunteer
of the City. No liability shall attach to the WDA or the City by reason of entering into this
Agreement except as expressly provided herein.
Section 11. Indemnification.
The WDA agrees to be responsible for and assumes
liability for its own negligent acts or omissions, and those of its officers, agents, officials,
employees or volunteers while performing work or expending funds pursuant to this Agreement
to the fullest extent provided by law, and agrees to save, indemnify, defend and hold the City
harmless from any such liability. This indemnification clause shall apply to any and all causes of
action arising out of performance of work or expenditures of funds under this Agreement. The
provisions of this section shall survive the expiration or termination of this Agreement with
respect to any event occurring prior to expiration or termination
Section 12. Nondiscrimination
. The WDAshall comply with all applicablefederal,
state, and local laws, rules and regulations on nondiscrimination in employmentbecause of race,
color, ancestry, national origin, religion, sex, marital status, age, medical condition, or disability.
Section 13. Governing Law
. This Agreement shall be governed by and construed in
accordance with the law of the State of Oregon.
Section 14. Severability
. If any provision of this Agreement shall be held invalid or
unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render
unenforceable any other provision hereof.
Section 15. Assignment
. Neither party shall assign the Agreement without written
consent of the other.
Section 16. Attorney Fees.
In any action brought by either party under this Agreement,
the losing party shall pay to the prevailing party a reasonable sum for attorney fees in such
action, or arbitration or appeal
Section 17. Entire Agreement
. This Agreement constitutes the entire Agreement
between the parties and supersedes all prior agreements, written and oral, between theparties.
No modification of this Agreement shall be binding unless in writing and signed by both parties.
Section 18. Notification
. All correspondence and notices related to this
Agreement shall be directed as follows:
If directed to the City:
City of Woodburn
270 Montgomery Street
Woodburn, Oregon 97071
Attn: Jim Row,Community Services Director
21
If directed to the WDA:
Woodburn Downtown Association
650 N. First Street / PO Box 96
Woodburn, OR 97071
Attn: Nikki DeBuse, President
IN WITNESS WHEREOF, the WDA and City have, by approval of their respective governing
bodies, caused this Agreement to be executed.
WOODBURN DOWNTOWN ASSOCIATION
________________________________________ ________________________
Anthony Veliz,President Date
CITY OF WOODBURN
________________________________________ ________________________
Scott C. Derickson, City Administrator Date
22
Agenda Item
April 13, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM:Kristin Wierenga, Recreation Services Manager
VIA:Jim Row, Assistant City Administrator
SUBJECT:
Oregon State Parks Local Government Grant Application
RECOMMENDATION:
It is recommended that the City Council adopt the resolutionauthorizing the
Community Services Department to apply for a State of Oregon Local
Government grant for the Centennial Park Playground Rehabilitation Project.
BACKGROUND:
The Community ServicesDepartment, working through the Recreation and Park
Board, has identified the need to improve Centennial Park’s aging playground.
This project involves removing the existing equipment, which has outlived its useful
life, and installing new play equipment througha supervised community build
process.While most of the existing equipment will be removed, two components
(a tire swing and a regular swing set) will remain, as they are still in good and
useable condition.Theproject meets the funding criteria for the State’s Local
Government Grant Program, whichrequires a 40% local match of cash,
contributions of materials, and volunteer labor. Oregon State Parks requires that
the City Council approve a resolution supporting the grant application.
DISCUSSION:
The 2009 Parks and Recreation Master Planrecognizes the need for replacing the
Centennial Park playgroundand lists it as a priority to be completed in the 2013–
2016 planning horizon. The Recreation and Park Board considers the Centennial
Park PlaygroundProjectto be a high priority for 2015.
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___
23
Honorable Mayor and City Council
April 13, 2015
Page 2
Applications are currently being accepted for Oregon State Park’s Local
Government Grant Program. If funded, the Community Services Department
would expect to initiate and complete the project in spring 2016.
The Local Government Grant program, which is funded by State Lottery
proceeds, continues to be the strongest source of park development funds
available to the City. This project is expected to be competitive, as the program
places a priority on projects that have a “rehabilitation” focus.
FINANCIAL IMPACT:
This grant program requires a 40% match, which can include in-kind, non-cash,
contributions. The Community Services Department is currently in the process of
developing a budget for this project and will request grant funding in the amount
of 60% of total project costs.The City’s share of matching funds will be provided
through in kind labor and cash contributions from local organizations. The
Community Services Department has requested support from the Burlingham
Trust, the Woodburn Kiwanis’s Club and the Woodburn RotaryClub.
24
COUNCIL BILL NO. 2978
RESOLUTION NO. 2058
A RESOLUTION AUTHORIZING APPLICATION FOR A LOCAL GOVERNMENT GRANT
FROM THE OREGON PARKS AND RECREATION DEPARTMENT FOR THE REHABILITATION
OF THE PLAYGROUND AT CENTENNIAL PARK
, the Oregon Parks and Recreation Department is accepting
WHEREAS
applications for the Local GovernmentGrant Program; and
, the Department of Community Services desires to participate in
WHEREAS
this grant program to the greatest extent possible as a means of providing
needed parks and recreation improvements and enhancements; and
,the proposed project meets the City’s identified need for
WHEREAS
rehabilitating the Centennial Park Playgroundby removing the existing, obsolete
playground equipment; and
, the Recreation and ParkBoardand staff have identified
WHEREAS
improvements to the Centennial Park playgroundasahigh priority need in
Woodburn; and
, the City of Woodburn’s 2009 Parks and Recreation Master Plan
WHEREAS
recommends replacing the playground at Centennial Park; and
, City residents will benefit from the replacement of the existing
WHEREAS
playground at Centennial Park; and
,the Cityof Woodburnhas available local funding to fulfill its
WHEREAS
share of the obligation related to this grant application should the grant funds
be awarded; and
,the Cityof Woodburn will provide adequate funding for on-
WHEREAS
going operations and maintenance of this facility should grant funds be
awarded;
NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
That the City of Woodburn’s Community Services Department is
Section 1.
authorized to apply foraLocal Government Grantfrom the Oregon Parks and
Recreation Department for the Centennial Park Playground Rehabilitation
projectas more fully described above.
Page 1 – COUNCIL BILL NO.2978
RESOLUTION NO.2058
25
That the Recreation Services Manageris authorized to submit
Section 2.
said grant application on behalf of the City.
Approved as to form:
City AttorneyDate
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.2978
RESOLUTION NO.2058
26
Agenda Item
April 13, 2015
TO:Honorable Mayor and City Council
FROM:Scott Derickson, City Administrator
SUBJECT:
City Council FY 2015/16 Goals
:
RECOMMENDATION
Via a motion, approve the 2015 City Council Retreat Summary (See Attached
Exhibit A).
BACKGROUND:
During the City Council’s March 7, 2015 Goal-Setting Retreat, the City Council
developed a set of prioritized goals for 2015/16. It was also determined the goal
list, while certainly not all inclusive of all of the City Council’s desires for the
community, would focus on a reasonable number of goals the City Council felt
were important and could be accomplished within the next 12months.
Prioritized goals included:
1.Conduct an
Build and Fund an Economic Development Program:
economic analysis study to:
a.Identify economic strengths and opportunities;
b.Consider establishing an economic rapid response team for
business recruitment;
c.Build a marketing/messaging response strategy;
d.Consider developing a Community Investment Advisory Council
comprised of business and council representatives. This entity could
assist with messaging, branding and business recruitment.
2.
Develop Consistent Signage for Parks, City Facilities and Gateway
As part of building a unified community identity, use
Locations:
standardized signageto visually foster cohesiveness.
3.Committee would be
Develop a Global Inclusion Advisory Committee:
comprised of community partners and council members. Outcomes of
the committee’s work would include outreach approaches such as a
community meetings, attending existing interest group meetings,
Agenda Item Review:City Administrator ___x___City Attorney ___x___Finance __x___
27
Honorable Mayor and City Council
April 13, 2015
Page 2
collecting feedback and developing data to inform future citizen
engagement approaches.
:
DISCUSSION
Now that the City Council has reached consensus on its 2015/16goals, officially
adopting those goals is the next step in the implementation process. Proposed
2015/16 City Council goals are being presented for council deliberation and
approval.
:
FINANCIAL IMPACT
The fiscal impact, if any, associated with the implementation of these goals is
unknown at this time. Staff will work diligently to utilize existing resources,
partnerships and grant programs whenever possible for achieving City Council
goals in the upcoming year.
28
2015 CITY COUNCIL RETREAT SUMMARY
PREPARED FOR:
CITY OF WOODBURN
BY
STRATEGIES, LLC
APRIL 2015
29
30
TABLE OF CONTENTS
31
32
OVERVIEW
33
GOAL EXPECTATIONS & PUBLIC SERVICE
PUBLIC SERVICE PERSPECTIVES
Reasons for Serving
34
Values in Public Service
Projects/Programs
Individual Questions
35
CITY COUNCIL COMMUNICATIONS & MEETINGS
CITY COUNCIL COMMUNICATIONS
CITY COUNCIL MEETINGS
36
CITY COUNCIL WORKSHOPS
37
GOAL SETTING
FINANCIAL REVIEW
2013 GOALS REVIEW
CITY: WHAT IS GOING WELL / CHALLENGES
Going Well
38
Challenges
PRELIMINARY GOAL IDEAS
Thematic Goals
Strategic Goals
39
Specific Goals
40
GOAL DISCUSSION
41
2015 GOALS
Thematic Goals
Strategic Goals
42
Specific Goals
43
44
APPENDICES
45
46
APPENDIX A
RETREAT PARTICIPANTS
47
48
APPENDIX B
CITY COUNCIL GOAL SETTING PACKET
49
50
The City of
Woodburn
City Council
Goal Setting Packet
City of Woodburn
270 Montgomery Street
Woodburn, Oregon 97071
(503) 982-5228
http://www.woodburn-or.gov/
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Goal Setting Agenda
Friday, March 6 - Woodburn City Hall
th
Saturday, March 7 - Woodburn Police Department
th
Friday, March 6
th
4:30 p.m.
Bus Tour
Saturday, March 7
th
8:00 a.m.
Continental Breakfast
9:00 a.m.
General Overview of Topics
1.Introductions/Agenda Review
Why do you want to be a City Councilor?
What do you like about Woodburn?
If money was no object, what is the one thing in the community you
would change?
2.Discussion/Consensus Topics
Roles: Mayor, Council President, City Council, City Administrator, Assistant
City Administrator
Communications: Too Hot, Too Cold or Just Right?
Council Meetings: How are they going?
Work Session: What are they and what should the format be (public
comment, staff presentations, decision making, etc.)?
3.Financial Presentation
Where are we and what does the City Council have to work with in FY
2015/16?
4.Plans Overview
Goal Discussion/Review
Mission Statement
5.Conclusion/Wrap Up
52
Councilor’s Goal Ideas to Date:
UGB:Continued efforts to achieve Woodburn’s UGB expansion
including mediation, legislative efforts or the submission of a third
DLCD order.
Undertake a community-wide strategic planning
Strategic Planning:
process.
The construction and operation of an Active
Community Center:
Recreational Center/Community Center.
Completing a URA-funded First Street
Street Improvement:
improvement/reconstruction project.
A URA-funded public restroom project.
Public Restroom:
Completion of a Water Master Plan update and
Rate Adjustment:
water rate analysis.
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City of Woodburn
Mayor and City
Council
Municipal Court
City Attorney
City Administrator
Judge
Economic &
Human Resources Assistant City
City RecorderFinance DirectorPolice Chief
Development
DirectorAdministrator
Director
Community Public Works
RecorderFinanceHuman ResourcesBuildingPolice
ServicesDirector
Community
Risk ManagementMunicipal CourtPlanningPatrol OperationsEngineering
Relations
Information
Housing RehabAdmin SupportRecreationWastewater
Services
Urban RenewalAquatic CenterSurface Water
TransitWater
LibraryStreets
Museum
RSVP
Maintenance
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56
57
58
59
60
61
62
63
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65
66
67
68
69
70
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City of Woodburn
Fiscal Year 2014-15
Departmental Goals
General Fund
City Council
The City will strive to ease the revenue pressures by making forward
Fiscal Sustainability.
looking changes.
Ensuring Public safety will remain a key goal when considering changes.
Public Safety.
. The City will continue to promote activities designed to attract
Economic Development
investment, including but not limited to business attraction, retention and sustainability. As
part of this effort, the Council will:
1) Acting as the Urban Renewal Agency, the Council will identify and undertake a new
project.
2) It is a high priority to get the long-vacant Salud Building put to a use that will benefit the
Downtown District and the City as whole. This may be accomplished through sale or
long-term lease of the building, or through a joint venture between the City and private
investors, with any fiscal commitment by the City to be financed with Urban Renewal
funds, without significant cost the City’s General Fund.
. The City will continue to consider the I-5
I-5 Interchange Project Response and Management
Interchange Project as one of the community’s highest priorities.
Community Communication & Outreach. The City of Woodburn will continue its current
community outreach and communication efforts, but will strive to make better use of
technology - such as social media and other web-based communication opportunities.
Review all City owned real property and identify
Identify Plan for City Owned Property.
possible surplus or reallocate as needed.
Ordinance Review & Revision. The City will review and revise, if needed, ordinances.
City Recorder
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Continue Ordinance Review Revision project with City Administrator, City Attorney, and dept.
heads.
Provide City Wide Records training by the end of December
Revise the City’s Records request form by the end of September
Create and Implement a Records Request policy and procedure by the end of September
Administer 2014 elections
City Attorney
Petition for review in the Oregon Supreme Court in the Urban Growth Boundary expansion case
Negotiate a new collective bargaining agreement with the Woodburn Police Association
Negotiate a new utility franchise with Northwest Natural
Try a Woodburn Police Association grievance arbitration before an arbitrator
Continue ordinance review/revision project
Continue to provide timely legal advice to the City Council, City Administrator, and departments
to enable them to achieve their goals and objectives
Finance
Continued staff training for improvements to systems, customer service, and internal controls
Begin General Ledger cleanup process that will include removing unused Programs and
departments to establish efficiencies in almost every facet of the department
Continue implementation of time and attendance system to include Police Department
Streamline transactional volume by using import functionality in accounting software
Inclusion of various balance sheet accounts into monthly or quarterly reconciliation process
Human Resources
Finalize Employee Policy Manual
Negotiate WPA successor labor agreement
Reconstitute employee tuition reimbursement program
Recruit City Finance Director
Start-up employee wellness program
Municipal Court
Introduce online bill-pay functionality for defendants to make payments
Purging of stale court records to free up valuable time and space
Sustained focus on cross training Finance staff members on Municipal Court process
Focus on collections and stale accounts
Policy and procedure revisions to streamline processes and reduce paper use
Police
Implement Department Strategic Plan
78
Review plan with City Council
o
Develop expectations from all supervisor levels and operational levels
o
Communicate expectations to all staff
o
Develop action items
o
Core Competency Focus:
o
Leadership at all levels
Continuous improvement
Identify service gaps in Patrol/Support services provided at the neighborhood level
Identify resources and opportunities to provide enhanced services
o
Seek opportunities for partnerships
o
Develop a plan to respond to identified gaps
o
Maximize available police resources
Develop online/phone/mail-in self reporting modalities
o
Evaluate possible organizational changes to respond to community needs for enhanced
o
patrol/support operations
Develop plans to implement organizational changes
o
Make recommendations as necessary to improve operations
o
IBP (Information Based Policing)
Continue to Integrate IBP into daily patrol/CIU operations
o
Implement “E-Briefing” project for Patrol
o
Adjust program as necessary
o
Increase Citizen Involvement in Policing Districts
Publicize and promote an “Annual Meeting” in each district to bolster support
o
Work with Neighborhood/Community to Support District Meetings
o
Conduct ongoing training and dialogue
o
Identify and support peer leadership
o
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Employee Development Program
Work with HR Department on Evaluation improvements
o
Staff Development
o
Evaluation system acceptance
CISM cohort for buddy officers
“Every officer a leader” Training
o
Working to meet expectations at all levels
o
“Service, Support & Justice for Crime Victims” Training
o
Gang Reduction Program
Conduct Routine Local Gang Enforcement
o
Track and respond to emerging gang issues
o
Provide training for Officers / Partner Agencies / Schools / Parents
o
Operate GREAT program
o
Traffic Safety Projects
I-5 Construction zone traffic safety projects
o
Truck Inspections
o
Neighborhood Safety
o
Targeted Accident Reduction Details
o
Special Enforcement Details
o
Emergency Management
Develop Strategic Plan for emergency management program
o
Encourage training for all City departments
o
Emergency Operations Center Training/Exercise
o
Assist Legal Department with Police Related Ordinance Review and Proposals
Alarms
o
Chronic Nuisance Property
o
Ordinance 1900 Violations
o
Abandoned/Foreclosed Property
o
Library
Expand use of the library by increasing weekly open hours in FY 2014-15 from 45 over six days to
51 over seven days.
Increase circulation of library materials by 5% in FY 2014-15 through the targeted selection of
low-cost/high-demand popular materials as informed by baseline circulation statistics from the
new book collections
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As a platform for enhanced readers’ advisory services, lobby CCRLS to purchase the NoveList
database for the use of all member libraries by FY 2014-15 year end
Increase circulation of the library’s e-book collection in the fiscal year by offering quarterly
trainings on Library2Go and e-book readers, and through promotion of the Kindle Lending
Program.
Recreation
Secure the necessary resources to combine the Recreation Specialist and Recreation
Coordinator positions into one, full time coordinator position by year end 2014.
Analyze fee structure in each program area to ensure cost recovery goals are being met based
on the Parks & Recreation master plan’s cost recovery methodology by summer 2014.
Add at least one new Community Education Class in the fall of 2014.
Add an additional Halloween fun run event in the fall of 2014.
Evaluate sponsorship and advertising opportunities for the Out & About Activities Guide by fall
2014.
Aquatics
Achieve a minimum 50% cost recovery rate to increase financial sustainability
Exceed budgeted revenue of $268,500
Reduce total actual expenses from FY 2013-14 to FY 2014-15 by 2%
By improving preventive maintenance activities, decrease equipment repair expenditures by
$5,000-$10,000
RSVP
Add 25 volunteers in the Healthy Futures, Economic Development, and/ or Education focus
areas by June 2015
Add two (2) new placement sites by June 2015
Provide 10-12 presentations to civic groups and profit organizations that are aligned with the
RSVP program’s focus areas during FY 2014-15
Participate in outreach opportunities within the program’s focus areas by attending 10-15
events within Marion County during FY 2014-15
Provide placement sites and volunteers with quarterly training opportunities
Conduct an annual placement site visit and assessment survey at each volunteer location to
determine the impact and benefit of the RSVP program during FY 2014-15
Community Services Administration
Update Park SDC Methodology
Complete the Legion Park Rehabilitation Project
Update Legion Park Master Plan
Successfully integrate Parks & Facilities Maintenance into the department
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Planning
Promote Woodburn’s Economic Development Program by updating the City’s webpage to
include community specific resources for doing business in the City, including information on the
Enterprise Zone and the benefits of the program
Continue support of the downtown business and property owners through the development of
a downtown-specific brand and increased marketing efforts
Work with the Downtown Unidos and the Downtown Woodburn Association towards merging
the two groups to better serve the downtown and support the Oregon Main Street Program
Develop online information to promote the Public Art Mural Program and reach out to
community groups regarding the program
Seek state funding to update the Transportation System Plan
Work with property owners during the redevelopment of the I-5 Interchange
Engineering
Assist the Water Resources Division by Delivering Water, Storm Collection, Sanitary Sewer
Collection and Wastewater Facility Capital Improvement Projects
Streamline the review of Development Projects
Efficient implementation of Street Resurfacing Projects
Preliminary engineering of the Wyffels Park Stream Restoration Project
Hwy 99E/Young Street Utility Upgrades
Implementation of the Urban Forest Renewal Program
Support of the I-5 Interchange Project
Parks & Facilities Maintenance
Complete the Aquatic Center exterior painting project
Provide a high level of service, despite budgetary limitations
Closely monitor public and employee safety and hygiene to insure basic public facilities
requirements are met
Provide 7 month, 7 day service to our customers in the Parks
Transit Fund
A primary focused for the coming year will involve successfully navigating the modified fixed route,
necessitated by the start of the interchange construction project. The route was modified to avoid the
project area entirely, and good communication with riders is necessary for a smooth transition. This year,
we will complete the purchase of a new heavy duty transit bus and the wheelchair accessible Dial-A-Ride
vehicle.
Street Fund
Continue to implement an aggressive street maintenance program that is intended to extend the service
life of existing streets and reconstruct streets as funds are available.
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Water Fund
Provide quality drinking water that meets all federal and state requirements
Review and update Rate Structure
Continue Automatic Read Meter (AMR) program
Produce and distribute the 2013 Water Quality Report
Increase effort in the Cross Connection, Backflow Prevention Control Plan.
Sewer Fund
Award, Construct First Phase of MAO Wastewater Treatment Plant, Natural Treatment System
Upgrades
Complete Final Design, DEQ approval, Award contract and Construct Second Phase of MAO
compliance improvements, Floodplain Wetlands and Outfall.
Complete Poplar Harvest and Replant.
Complete Biosolids seasonal dredging and off-site land application
Complete NPDES discharge permit renewal.
Video Inspect 12 Miles of the City Collection System
High Pressure Clean 15 Miles of the City Collection System
Continue Inflow & Infiltration (I&I) removal, and annual reporting to DEQ
Continue to implement BMP and control measures per the Storm Water Management TMDL
implementation plan, to included developing a better defined Erosion Control and Illicit
Discharge program.
Clean 15% of the Storm Water System
Prepare and submit to DEQ annual Storm Water Management, TMDL annual report to DEQ.
Continue Participating in Public Outreach Events.
Building Fund
Maintain an inspection and plan review division while meeting customer’s expectations with
reduced staffing levels.
Provide training for staff in the new residential and commercial construction codes for the State
of Oregon.
Housing Rehabilitation Fund
Continue to loan out all CDBG housing rehabilitation funds.
Continue to administer the housing rehabilitation program.
Parks SDC Fund
Update Park SDC Methodology
Complete the Legion Park Rehabilitation Project
Update Legion Park Master Plan
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Street SDC Fund
Interchange-Finalize water and sewer line relocations in the vicinity of the interchange prior to
road construction improvements by the State.
Water SDC Fund
Goal is to continue to complete sections of water lines to eliminate dead ends and provide better
circulation and pressure to all parts of the water system.
Information Services Fund
Set up a Microsoft Enterprise Agreement Upgrade that will allow us to keep all PCs on the latest
version of MS Office, SharePoint, and other miscellaneous MS products; once in place upgrading
all PCs to MS Office 2013
Improve redundancies in our network such as adding dual routes for failover and redundant
power supplies to critical network hardware
Migrate some old physical server to new virtual servers
Work with Public Works on integrating their main software, CarteGraph, into their work
environment better, see about using it wirelessly out in the field
Continuation of upgrades of personal computers and software
Insurance Fund
Form an Executive Risk Management committee
Risk Management Incentive program
Work with Human Resources and Safety Committee on safety related training City wide
Work on five risk management bonus programs offered by CIS to members
Urban Renewal Agency
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.
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Woodburn Police Department
2015 Goal Considerations
Below are several high level conceptual ideas for Public Safety Goals that could be considered by the
City Council as they look to the future of public safety in Woodburn.
1.Coordinated Crime Prevention Initiatives (CCPI) that will involve all City Departments:
a.Targeted and intentional efforts to prevent crime including changes to community
locations & environments
i.Crime Prevention Through Environmental Design (CEPTED)
ii.Social Engineering
iii.Economic Development
b.Problem Oriented Policing
i.Information Based Policing (IBP) used to identify high crime areas
ii.Enhanced Enforcement through restoration of a Community Response Team
iii.Community Engagement in affected areas
st Century Policing in Woodburn using a two-step approach:
2.Create a new paradigm for 21
a.Put Community/Police Relations First; Embracing and supporting recommendations from
1, and providing resources and
the National Police Summit on Community Relations
leadership to enact these strategies;
i.“Recommended Strategy 1: Begin to redefine policing in a 21st century democratic
society utilizing shared definitions of roles, responsibilities, and priorities.
Understanding law enforcement’s role of enforcing rule of law, state laws/statutes,
and municipal ordinances, changes in the world we live in require adjustments to our
approach to policing.”
ii.“Recommended Strategy 2: Strengthen and/or rebuild the capacity of police
agencies to develop legitimate, sustainable relationships with their communities,
and with unique segments within the community.”
1
IACP National Policy Summit on Community-Police Relations:
ADVANCING A CULTURE OF COHESION AND COMMUNITY TRUST
INTERNATIONAL ASSOCIATION OF CHIEFS OF POLICE
January 2015 IACP Report
85
iii.“Recommended Strategy 3: Implement meaningful ways to define and measure
success in community police relationships as a community.”
iv.To be effective these recommendations cannot just be vague aspirational concepts.
They will need to be converted to specific action steps for Woodburn, and will need
to be considered in each policy decision, new ordinance, or enforcement effort if we
intend to really change our paradigms.
b.Full Integration of Community Policing; Not just a program for the police “Community
2
Policing” calls for the community to make and support systemic changes to the local
policing mission, de-emphasizing strict enforcement and focusing on community
caretaking and peacekeeping elements of the mission.
i.Provide public education and dialogue regarding the status of the criminal justice
system and the need for changes in the policing mission.
ii.Significantly reduce officer call loads to allow unencumbered time for officers to
work on community problems and relationships through an interactive planning and
budgeting process that will:
1.Provide resources to allow for enhanced online and telephone
reporting of nuisance crimes with little potential for clearance.
2.Reduce/eliminate certain calls and services from police response
through alternative options (online reporting, referral, self-help, etc.).
iii.Work with community partners to redefine success in policing as positive community
results, not necessarily crime clearance rates.
iv.Develop shared vision of what fully integrated “Community Policing” means in
Woodburn and what its success looks like.
v.Develop Separate Local Government/Community engagement efforts to specifically
augment and support the Police/Community efforts described above. These efforts
would provide background and logistical support for the community policing mission,
seeking to reduce processes that may be hindering it.
2
“Community policing is a philosophy that promotes organizational strategies that support the systematic use of
partnerships and problem-solving techniques to proactively address the immediate conditions that give rise to
public safety issues such as crime, social disorder, and fear of crime.” “Community Policing Defined.”
Office of Community Oriented Policing Services, 2012. Washington, DC.
86
3.Create Department Level Emergency Management Agency:
a.Recognizing the growing size and complexity of the City of Woodburn the Emergency
Manager position can no longer be effectively managed as a concurrent duty of the Police
Chief.
b.Adequate staffing and support must be provided to make this program truly viable and a
resource in an emergency.
c.Multiple departments are involved and need to be trained, exercised, and evaluated for
readiness.
4.Create a strategic plan for City technology futures including:
a.Land Mobile Radio Systems/Radio IP (ROIP) Systems
b.Cellular/Mobile Data Systems
c.Digital Data Storage and Backup
d.Computer System Resiliency, Defense, and Security
e.Develop a city-wide Social Media apparatus with the potential to provide rapid,
widespread, up-to-date, dissemination of information.
Create a City Leadership Academy:
5.
a.Develop internal City capacity to train and develop future leaders from all City
Departments that can engage in joint training and experience as cohorts. Include areas
such as:
i.Leading all generations (Boomers, X, Y, Millennials)
ii.Discipline within a CBA
iii.H/R Basics
iv.Secure Technology
v.Emergency Management
vi.Etc.
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Woodburn Public Works
2015 Goal Considerations
1.Water Master Plan/Water Rates/Water System Development Charges: Evaluate the
existing Water Master Plan and update as necessary. Update short term and long term
financial plan, capturing future capital projects and operating cost. Analyzecurrent
water rate structure and system development charges. The estimated cost would be
under 200K.
2.Storm Water Utility Fee:Update Storm Water Master Plan. Prepare a short term and
long term financial plan capturing current and futureregulatory cost, capital projects
and operating cost. The City of Woodburn is identified as a Designated Management
Agency by the Oregon Department of Environmental Quality. This requires the City to
implement best management practices to reduce temperature, bacteria, mercury,
pesticides and iron contributions to surface water within the jurisdictionalcontrol of the
City.The City prepared and DEQ approved the Total Maximum Daily Load
Implementation Plan in 2009 which outlines the approach, and best management
practices to meet this requirement.
Currently storm drainage, storm water conveyance and best management practices
related to surface water isbeing absorbed by other programs, the utility fee would
provide a dedicated funding source.Cost to update plan, evaluate a utility fee, review
SDC is under 200K. The estimated annual fee would be under a million.
3. Street Maintenance/Urban Forestry Utility Fee: Evaluate the feasibility and cost of a
street maintenance utility/urban forestry utility fee to address local street maintenance
and an urban forestry program. The fee would cover maintenance cost in the public
rights of way for landscaping areas, street lighting and anurban forestryprogram.
Example of this would be the enhanced lighting, street lighting and landscaping that will
need to be maintained by the City in conjunction with the I-5 interchange
improvements. Cost to develop the plan, evaluate autility fee is estimated to be fewer
than 200K. The estimated annual fee would be under a million.
4.Pacific Highway 99E Corridor: Begin implementation of Highway 99E Corridor Plan, by
reviewing polices, regulations and actions identified in the plan to move thevision
forward. Begin collaboration with other agencies, stakeholders to identifyproject
scoping, project requirements and available funding sourcesfor both short term and
long term improvements recommendedin the plan, such as street lighting, pedestrian
safety improvements. The estimated cost would be over a million.
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5. Wastewater Private Lateral Rehabilitation Program:The City’s Inflow Reduction Plan
hasbeen in place since 1992. As required by the National Pollutant Discharge
Elimination System permit issued to the City we have significantly reduced inflow and
infiltration in the public collection system. This is a long term commitment, currently
funded at approximately 200K per fiscal year.
The current program however does not address inflow reduction from the private side
of the collection system, the sanitary sewer lateral from the City main to the residence,
onto private property. This currently is the property owner’s responsibility and the City
has noregulatoryauthority to dictate improvements on the privateside of the system.
By eliminating inflow and infiltration we reduce the cost otherwise builtinto thesystem
for its conveyance and treatment. Studies show that public system rehabilitation alone
is not enough eliminate inflow/infiltration. The program would involve public outreach,
regulation by ordinance, estimated rehabilitation cost, funding options, enforcement
and inspection. The estimated cost would be over a million.
6. Pathway between Gervais and Woodburn: Civic leaders from both Woodburn and
Gervais have expressed a desire to improve pedestrian safety between both
communities. For the project to move forward the City would need to identify and
address other agencies concerns and/or requirements; identify property acquisition,
identify the funding required and funding sources available to evaluate the feasibility of
constructing an improved pathway between Gervais and Woodburn. There will also be
long term maintenance of the facility associated with its improvement. The estimated
cost would be over a million.
OtherPublic Works issues out there:
Wastewater Mutual Agreement and Order (MAO). Continue to work through issues in
regard to water qualitystandardwith Department of Environmental Quality in regard to
both the MAO and the renewal of the NPDES permit.
Wastewater System Development Charges, with the adoptionof the 2010 Wastewater
FacilitiesPlan, System Development Charges were not implemented. With the changes
in the MAO and UGB, the financial plan would again need to be reviewed and updated
to reaffirmthe recommendSDC of $5,671 per equivalent dwelling unit. The current
charge is $2,977.
Continue to secure and preserve existing and future water rights through the State of
Oregon Water Resources Department. This last fiscal year Public Works has actively
pursued resolution to preserving existingand future water rights by consultingwith a
certified water rights examiner. This will be an ongoing annual process for a number of
years to come.
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APPENDIX C
RETREAT POWERPOINTS
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Agenda Item
April 13, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM:Randy Scott, Public Works Director
SUBJECT:Garfield Street Storm Sewer
Award of Construction Contract for
Improvements
, Bid No 2015-04.
:
RECOMMENDATION
That the City Council, acting in its capacity as the LocalContract Review Board,
awardtheconstruction contract for the Garfield Street Storm Sewer
Improvementsproject to CG Contractors, LLC in the amount of $77,418.00.
BACKGROUND:
The contract involves replacement and rehabilitation of the existing StormSewer
system on Garfield Street, from Second toThird Street. The major components of
the contract are relining in place approximately 160 feet of the existing 10”
diameter storm sewer andreplacement of the remaining70 linealfeet. The
project includes installation of a new manhole andfour new storm sewer inletsat
the intersection of GarfieldStreet and Second Street.
The Project is identified in the Capital Construction Projects of the adopted
budget for fiscal year 2014/15.
Bids were opened on March 31, 2015. Five (5) bids were received, opened and
recorded as follows:
CG Contractors, LLC$77,418.00
GT Excavating, LLC$82,323.00
Trench Line Excavating, Inc$111,480.00
Emery & Sons Construction Group $112,905.00
John Rice Excavating, Inc$154,245.00
The Engineer's Estimate $76,620.00
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___
121
Honorable Mayor and City Council
April 13, 2015
Page 2
The recommended award is 1% abovethe Engineers estimate.
DISCUSSION:
This projectis driven by the deteriorated condition of the existing storm sewer
system and to correct significant ongoing storm maintenance problems at the
intersection of Garfield and Second Street.
The bid submitted by John Rice Excavating, Inc.was deemed Non-Responsive for
failure to submit the first trier subcontractor’s disclosure form within two hours of
the bid opening asrequired by the bid documents and public contracting law.
The contract award is in conformance with public contracting laws of the State
of Oregon as outlined in ORS Chapter279C and the laws, regulations of the City
of Woodburn, therefore, staff is recommending the contact be awarded.
:
FINANCIAL IMPACT
The subject project is identified in the adoptedfiscal year 2014/15 Budgetand
funded by the Street & Storm Capital Construction Fund, 363.631.9531.5636.
Project accounting code CDSW1419.
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