May 11, 2015 Agenda
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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:
A.
City Hall, the Library and the Transit System will be Closed
Monday, May 25th in observance of Memorial Day. The
Aquatic Center will be open regular business hours.
B.The City Council Meeting scheduled for Monday, May 25th has
been cancelled in observance of Memorial Day.
Appointments:
None.
4.COMMUNITY/GOVERNMENT ORGANIZATIONS
A.Woodburn Chamber of Commerce
5.PROCLAMATIONS/PRESENTATIONS
Proclamations:
A.Police Week1
B.Public Works Week2
Presentations:
A.Boys and Girls Club
B.Aquatic Center Presentation
6.COMMUNICATIONS
.
None
–
This allows the public to introduce items for Council
7.BUSINESS FROM THE PUBLIC
consideration not already scheduled on the agenda.
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.**
May 11,2015Council Agenda Page i
–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 April 27,20153
Recommended Action: Approve the minutes.
B.Woodburn Public Library Board minutes of April 8, 20155
Recommended Action:Accept the minutes.
9.TABLED BUSINESS
None.
10.PUBLIC HEARINGS
A.2014-2015Supplemental Budget Request7
–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.Council Bill No. 2980-A Resolution Approving TransfersofFY9
2014-2015 Appropriations and Approving aSupplemental
Budget
Recommended Action:Hold a public hearing and adopt the
attached resolution approving a supplemental budget for fiscal
year 2014-2015 for the funds and departments listed on Exhibit
A.
B.Teen Center Agreement12
Recommended Action:It is recommended that the City
Council authorize the City Administrator to enter into a
management agreement with the Boys and Girls Club of
Salem, Marion, and Polk Counties.
C.Award of Construction Contract for the 2015 Spring Pavement 31
Maintenance, Bid No: 2015-07.
Recommended Action:That the City Council, acting in its
capacity as the Local Contract Review Board, award the
construction contract for the 2015 Spring Pavement
Maintenance project to Knife River Corporation in the
amount of $261,761.00.
May 11, 2015Council Agenda Page ii
–
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.WORKSHOP
A.FIRST STREET
Topic Introduction/Staff Report
Council Discussion
Public Comment on Topic
Close Workshop
16.EXECUTIVE SESSION
To conduct deliberations with persons designated by the governing body to
carry on labor negotiations pursuant to ORS192.660(2)(d).(Pursuant to ORS
192.660 (4) this matter is placed on the agenda with the understanding that
members of the news media are excluded).
17.ADJOURNMENT
May 11, 2015Council Agenda Page iii
P R O C L A M A T I O N
Police Memorial Week
WHEREAS,
The Congress and President of the United States have designated
May 15, 2015 as Peace Officers' Memorial Day, and the week in which May 15th
falls as National Police week; and
WHEREAS,
the members of the Woodburn Police Department play an essential
role in safeguarding the rights and freedoms of the citizens of Woodburn; and
WHEREAS,
it is important that all citizens know and understand the duties,
responsibilities, hazards, and sacrifices of their law enforcement agency, and that
members of our law enforcement agency recognize their duty to serve the people
by safeguarding life and property, by protecting them against violence and
disorder, and by protecting the innocent against deception and the weak against
oppression; and
WHEREAS
the men and women of the Woodburn Police Department
unceasingly provide a vital public service;
NOW, THEREFORE,
I, Kathryn Figley, Mayor of the City of Woodburn, call
upon all citizens of Woodburn and upon all patriotic, civic and educational
organizations to observe the week of May 10th – May 16th, 2015, as Police Week
with appropriate national and local ceremonies and observances in which all of
our people may join in commemorating law enforcement officers, past and
present, who, by their faithful and loyal devotion to their responsibilities, have
rendered a dedicated service to their communities.
I further call upon all citizens of Woodburn to observe Friday, May 15th, 2015 as
Peace Officers' Memorial Day in honor of those law enforcement officers who,
through their courageous deeds, have made the ultimate sacrifice in service to
their community or have become disabled in the performance of duty, and let us
recognize and pay respect to the survivors of our fallen heroes.
IN WITNESS WHEREOF,
I have hereunto set my hand and caused the Seal of
the City of Woodburn to be affixed.
Kathryn Figley, Mayor
City of Woodburn
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P R O C L A M A T I O N
Public Works Week 2015 in Woodburn
WHEREAS,
public works services provided in our community are an integral
and necessary part of our citizens’ everyday lives; and
WHEREAS
, the health, safety, comfort and economic vitality of this community
greatly depends on the facilities and services such as water, wastewater collection and
disposal, transportation, street, building and parks maintenance, etc.; and
WHEREAS
, the quality and effectiveness of these facilities, as well as their
planning, design, and construction are vitally dependent upon the efforts and skills of the
public works officials; and
WHEREAS
, the efficiency of the qualified and dedicated personnel who staff
public works departments are materially influenced by the people’s attitude and
NOW THEREFORE
understanding of the importance of the work they perform;
BE IT RESOLVED
, that I, Kathryn Figley, Mayor of the City of Woodburn,
“PUBLIC WORKS WEEK”
Oregon, do hereby proclaim May 17 – 23, 2015as in
Woodburn, Oregon, and call upon all citizens and civil organizations to acquaint
themselves with the problems involved in providing our public works and to recognize
the contributions that public works officials make every day to our health, safety and
comfort.
Kathryn Figley, Mayor
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COUNCIL MEETING MINUTES
April 27, 2015
DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
0:00
OF MARION, STATE OF OREGON, APRIL 27, 2015
CONVENED
The meeting convened at 7:00 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:
Assistant City Administrator Row, City Attorney Shields, Economic and
Development Director Hendryx, Public Works Director Scott, Police Chief Russell,Finance
Director Head,Human Resources Director Hereford, Communications Coordinator Horton,
City Recorder Pierson
CONSENT AGENDA
0:01
A.
Woodburn City Council minutes of April 13, 2015,
B.
Woodburn City Council Executive Session minutes of April 13, 2015,
C.
Woodburn City Council minutes of April 20, 2015,
D.
Crime Statistics through March 2015.
Lonergan/Ellsworth
... adopt the Consent Agenda. The motion passed unanimously.
CITY ADMINISTRATOR’S REPORT
0:02
TheAssistantCity Administrator had nothing to report.
MAYOR AND COUNCIL REPORTS
Councilor Alonso Leon reminded people to vote and support the school bond.
Councilor Carney concurred with Councilor Alonso Leon.
Councilor Lonergan stated that the City now has a 24/7 ballot drop box at the library.
Mayor Figley stated that she supports the bond and the students deserve to have better
facilities.
Councilor Ellsworth thanked those that attended the Relay for Life yardsale.
Councilor Schaub stated that she supports the school bond and asked others to please
support the bond.
Councilor Morris stated that he would be happy to vote for the bond but has not received his
ballot yet.
Page 1 - Council Meeting Minutes, April 27, 2015
3
COUNCIL MEETING MINUTES
April 27, 2015
WORKSHOP
0:09
Mayor Figley opened the workshop at 7:09 p.m. to discuss policy direction for City owned
potential surplus property. Assistant City Administrator Row provided a staff report. Public
Works Director Scott provided information on the properties being considered. Council
members asked questions and provided comments and direction regarding the City owned
sites listed as potential surplus property and directedstaff to initiate the formal surplus
property process. Mayor Figley thanked staff for their presentation and closed the workshop
at 8:02 p.m.
ADJOURNMENT
1:03
Morris/Schaub
... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:03 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 2 - Council Meeting Minutes, April 27, 2015
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City of Woodburn
Public Library Board
Minutes
April 8, 20156:30p.m.
CALL TO ORDER
1.
The meeting was called to order at 6:32p.m.
ROLL CALL
2.
Position I J.D. Mitchoff (12/17) Present
Position II Vacant (12/17)
Position III Nancy Kirksey, President (12/17) Present
Position IV Neal Hawes, Vice-President (12/15) Present
Position V Ian Niktab (12/17) Present
Position VI Phyllis McKean (12/16) Present
Position VII Mason Brown (7/17) Absent
MINUTES January 14, 2015
3.
Neal Hawes/JD Mitchoff
Motion to accept the minutes was offered and seconded. The
motion passed unanimously.
BUSINESS FROM THE PUBLIC
4.
None.
BOARD REPORT
5.
None.
OLD BUSINESS
6.
New Library Software System
John Hunter
Hunterinformed the board that work continues to enhance the functionality of the
librarys new automation system beyond basic functions, whichare working well. Since
the last board meeting, new mobile applications have become available (BookMyne for
Android and CCRLS Mobile for iOS), the self-check machine is working and providing
accurate circulation data, and the library should be able to accept credit cards any time.
NEW BUSINESS
7.
Woodburn Summer Nights Concerts 2015
John Hunter
Hunterannounced that the annual Summer Nights Concerts series has been fully booked
and paid for and will begin July 7, 2015. This years sponsors include Cascade Park
Retirement, Woodburn Independent, WAASP, Les Schwab Tires, Silverton Health,
Purdys Car Wash, Hubbard Chevrolet, Long Bros. Building Supply, Yes Graphics
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Printing Co., and Hallmark Properties. Bands include: Reckless Rockhounds,Hit
Machine,Lace & Lead,Kathy Boyd & Phoenix Rising, and Ty Curtis.
Library Materials Selection-An Overview
John Hunter
A frequent user of the library related an overheard comment where one person was telling
another that there arent any new books in the library.To reassure the community that,
infact,that the library purchases hundreds of new items every month, Hunter provided an
overview of the librarys materials budget ($71,765), a description of the number of items
purchased (3,772 last fiscal year), and a review of the librarys Library Materials
Selection Policy. Finally, Hunter calculated the value of the materials borrowed from the
library if each loan was purchasedby a patron.
Smoking on Library Grounds
Nancy Kirksey
Kirksey expressed a desire to see smoking banned in Library Park. Support amongst
members present was unanimous. Hunter explained that the issue had been discussed
with the Assistant City Administrator, and that I would pursue it further. Visitor Kathy
Boyer asked how a potential ban might be enforced and what the penalties would be.
JD Mitchoff/Ian Niktab
Motion for the Library Manager topursue a smoking ban on
library grounds with a first step being further discussion with the Assistant City
Administrator.The motion passed unanimously.
MANAGER REPORTS
8.
Library Statistics January-March 2015
John Hunter
Quarterly statistics indicated erratic attendance and circulation of materials. For the quarter,
34,410 patrons visited the library and borrowed 35,637 items. Online circulation of digital
items from Library2Go continues to grow, and was just under 1,000 circulations per month.
Program attendance increased, and public computer use increasedsignificantly.
FUTURE BOARD BUSINESS
9.
Next scheduled meeting is July 8, 2015.
ADJOURNMENT
10.
JD Mitchoff/Neal Hawes
Motion to adjourn meeting and seconded at 7:24p.m.
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Agenda Item
May 11, 2015
TO:Honorable Mayor and Councilthrough City Administrator
FROM:Sarah Head, Finance Director
SUBJECT:
2014-2015 SUPPLEMENTAL BUDGET REQUEST
RECOMMENDATION:
Hold a public hearing and adoptthe attached resolution approving a
supplemental budget for fiscal year 2014-2015 for the funds and departments
listed on Exhibit A.
SUPPLEMENTAL BUDGETS GENERALLY:
Every year, after the budget is adopted by Council, circumstances and events
arise that were either unforeseen or not quantifiable at the time the budget was
prepared and adopted. In addition, supplemental budgets can be used to
correct errors or oversights.
Oregon Budget Law provides for changes to adopted budgets through a
supplemental budget process that requires that the City provide public notice of
the proposed changes and, if the change is greater than 10% of any fund’s total
expenditures, hold a public hearing to discuss the proposed changes and accept
public testimony on the changes. Staff provided the required public notice via
the Woodburn Independentand the hearing will be held at the Council meeting
prior to consideration of the resolution.
on the 11
th
Like the adopted budget, supplemental budget requests must be balanced; in
other words, net revenue and net expense for the request must be equal. This
can be accomplished by budgeting additional revenue, or by reducing another
expenditure category (such as contingencies).
DETAIL OF THIS REQUEST
Insurance Fund: Materials & Services$110,000
The increase in Materials & Services represents additional funds needed for
workers’ compensation expenses to meet total expenditures for FY 2014-15with
an offsetting decrease in Contingency.
Agenda Item Review: City Administrator ___x___City Attorney __x____Finance ____x___
7
Honorable Mayor and City Council
May 11, 2015
Page 2
FINANCIAL IMPACT:
Exhibit A displays the supplemental budget as posted in the newspaper.
8
COUNCIL BILL NO. 2980
RESOLUTION NO. 2060
A RESOLUTION APPROVING TRANSFERS OF FY 2014-2015APPROPRIATIONS AND
APPROVING A SUPPLEMENTAL BUDGET
ORS294.463(1) permits “transfers of appropriations” within any
WHEREAS,
fund “when authorized by official resolutionor ordinance of the governing body”;
and
ORS294.463(2) limits “transfers of general operating contingency
WHEREAS,
appropriations to no more than fifteen (15) percent of the total appropriations of
the fund” unless adopted pursuant to a supplemental budget;and
transfers made pursuant to any of the above must state the need
WHEREAS,
for the transfer, the purpose for the authorized expenditure, and the amount of
the appropriation transferred; and
ORS294.471(1)(a) permits supplemental budgets when “an
WHEREAS,
occurrence of condition which had not been ascertained at the time of the
preparation of a budget for the current year or current budget period which
requires a change in financial planning”; and
ORS294.473requires the governing body to hold a public
WHEREAS,
hearing on the supplemental budget when the estimated expenditures
contained in the supplemental budget for fiscal year or budget period differ by
ten (10) percent or more of any one of the individual funds contained in the
regular budget for that fiscal year; and
the transfers contained herein are made pursuant to ORS
WHEREAS,
294.463; and
the supplemental budgetcontained hereinis made pursuant to
WHEREAS,
ORS 294.471; and
a public hearing was heldMay 11, 2015onthe supplemental
WHEREAS,
budget changes,
NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
That pursuant to the applicable ORS provisions cited above,
Section 1.
the City Council hereby approves the transfers of appropriations and
supplemental budget for FY 2014-15 in the amounts listed in Exhibit “A.”
Page 1 – COUNCIL BILL NO. 2980
RESOLUTION NO. 2060
9
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. 2980
RESOLUTION NO. 2060
10
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Agenda Item
May 11, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM:Kristin Wierenga,Recreation Services Manager
Via:Jim Row, Assistant City Administrator
SUBJECT:
Teen Center Agreement
RECOMMENDATION:
It is recommended thatthe City Council authorize the City Administrator to enter
into a management agreement with the Boys and Girls Club of Salem, Marion, and
Polk Counties.
BACKGROUND:
The City and the Boys & Girls Club initiated the teen program partnership in the
spring of 2010. This action followed on the heels of operational concerns raised
in late 2009 and early 2010, which resulted in the City ceasing operations at the
Legion and Settlemier Park Teen Centers. From the perspective of both
agencies’ staff, the current arrangement has been very successful.
This item will renew the “Teen Center” management agreement between the
City and the Boys & Girls Club, which will expire on June 30, 2015.The Boys &
Girls Club has operated the Settlemier Park Teen Center since 2010 through five
consecutive one-year versions of this management agreement. Since the
partnership has proven to be stable and mutually beneficial, both organizations
now propose to enter into a three-year agreement. While the proposed
agreement carries a three-year term, both parties still have the option to
terminate itwith 60 days of notice, should changing circumstances necessitate
such action.
Theprogram has experienced tremendous growth over the past year, resulting
in the Club’s intent to increasing staffing levels as theybuild capacity.As a
result, the Club is requesting the City to hold its financial contribution constant
Agenda Item Review:City Administrator __x____City Attorney __x____Finance __x___
12
Honorable Mayor and City Council
May 11, 2015
Page 2
over the life of the agreement. This reflects a change to the City’s previous
approach of annually reducing its program subsidy.
DISCUSSION:
Most of the terms of the enclosed managementagreement with the Boys and
Girls Clubwill remain unchangedfrom the current agreement.However the
term of the agreement will increase from one year to three years.The major
tenants of the agreement include:
The agreement will be effective from July 1, 2015 toJune 30, 2018, with
o
the option to renew.
The Boys and Girls Club will operate the Settlemier Park Teen Center four
o
hours per day, Monday through Friday, a minimum of45weeks per year.
The City will continue to pay allfacility utilitiescharges.
o
The City will continue to provide limited facility maintenance, and
o
information services supportto the Settlemier Park Teen Center.
The City will remain a stakeholder in the operation of the teen program
o
and will have input into programming decisions.
The City will pay the Club $3,750per month for services provided under
o
the agreement. This fee remains the same from FY 14/15and does not
reflect a decrease in the program supportper request from the Boys &
Girls Club. The fee will remain constant throughout the entire term of the
agreement.
The Boys & Girls Club is aware ofthe City’s financial constraints and has worked
to reduce their dependence on City funding. However, continued growth in
program participation has necessitatedthat the Club expand programs and
staffing levelsto meetcommunity need.The Club isalsoin the planning stages
of a capital campaignthat aimsto build capacity,develop rural outreach
strategies and ensurethelong-term impact of youth programs. This three-year
agreement with level funding willprovidethestability necessary for the Club to
successfully carry out their campaign initiatives.
FINANCIAL IMPACT:
The annual costto the City under this agreement willbe $45,000andis included
the proposed FY15/16General Fund Budget.
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Agenda Item
May 11, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM:Randy Scott, Public Works Director
SUBJECT:2015 Spring Pavement
Award of Construction Contract for the
Maintenance
, Bid No: 2015-07.
RECOMMENDATION:
That the City Council, acting in its capacity as the LocalContract Review Board,
2015 Spring Pavement Maintenance
award the construction contract for the
project to Knife River Corporation in the amount of $261,761.00.
BACKGROUND:
The contract includes crack sealing, asphalt concrete pavement repairs on
various streets and asphalt concrete resurfacing on Alexandra Avenue (Tierra
Lynn Driveto Highway 99E), Alexandra Court(all),Van Lieu Court(all).The
contract also includes asphaltic concrete resurfacing/repairsto a portion of
Evergreen Road (north of Stacy Allison), the west portion of Robin Avenue, the
intersection of Robin/Woodland Avenue and a portion of Woodland Avenue to
Highway 219.
Bids were publically opened on April 30, 2015. Four (4) bids were received,
opened and recorded as follows:
Knife River Corp.$261,761.00
North Santiam Paving Co.$264,621.00
Salem Road & Driveway$265,143.20
Eagle Elsner, Inc$333,706.50
The Engineer's Estimate $267,975.00
All bidders were found to be responsible and responsive. The recommended
award is 2.3%belowthe Engineers estimate.
Agenda Item Review:City Administrator __x____City Attorney ___x___Finance __x___
31
Honorable Mayor and City Council
May 11, 2015
Page 2
DISCUSSION:
This project is a continued effort by the Public Works Department to preserve and
maintain the City street surface infrastructure. This is the second contractfor
pavement maintenance activities funded in the fiscal year 2014/15budget, the
fall pavement maintenance contract was awarded in September in the amount
of $334,497.
The contract award is in conformance with public contracting laws of the State
of Oregon as outlined in ORS Chapter279C and the lawsandregulations of the
City of Woodburn, therefore, staff is recommending the contract be awarded.
FINANCIAL IMPACT:
The construction contractwill be fundedfrom the approved14/15fiscal year
budget, using Street Maintenance Fund, 140.631.4211.5479 Other Repair and
Maintenance, Project Accounting Code MIST1457.
32