August 10, 2015 Agenda
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ATHRYN IGLEYAYOR
ITY OF OODBURN
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ERESA LONSO EONOUNCILOR 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.
The City Councilmeeting scheduled for August 24, 2015has
been cancelled. The next Council meeting will take place
September 14, 2015.
Appointments:
None.
4.COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
5.PROCLAMATIONS/PRESENTATIONS
Proclamations:
None.
Presentations:
None.
6.COMMUNICATIONS
A.Oregon Association of Municipal Recorders –Certified Municipal 1
Clerk Certification
–
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.
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.**
August 10, 2015Council Agenda Page i
A.Woodburn City Council minutes of July 27, 20152
Recommended Action: Approve the minutes.
B.Woodburn Recreation and Park Board minutes of July 14, 20155
Recommended Action:Accept the minutes.
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.Council Bill No. 2986 -A Resolution Authorizing Execution of a 9
Police Mobile Data System Agreement Between the City of
Woodburn and the City of Turner
Recommended Action:Adopt the resolution entering into a
new ORS 190 agreement with the City of Turner to provide a
police mobile data system.
B.Acceptance of a Public Utility Easement at 891 N.Settlemier19
Avenue (Woodburn Grange NO. 79), Woodburn, OR 97071 (Tax
Lot 051W07CA00600)
Recommended Action:That Council accepts a Public Utility
Easement granted by Woodburn GrangeNO. 79, property
owner of 891 N. Settlemier Avenue, Woodburn, OR 97071 (Tax
Lot 051W07CA00600).
–
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
August 10, 2015Council Agenda Page ii
15.WORKSHOP
A.Marijuana Update
Topic Introduction/Staff Report
Council Discussion
Public Comment on topic
Close Workshop
16.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).
17.ADJOURNMENT
August 10, 2015Council Agenda Page iii
1
COUNCIL MEETING MINUTES
JULY 27, 2015
DATEWOODBURN ESTATES AND GOLF AUDITORIUM,CITY OF
0:00
WOODBURN, COUNTY OF MARION, STATE OF OREGON, JULY 27, 2015
CONVENED
The meeting convened at 7:02 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor CarneyAbsent
Councilor Lonergan Present
Councilor Schaub Present
Councilor Morris Present
Councilor Ellsworth Present
Councilor Alonso Leon Present
Staff Present:
City Administrator Derickson, City Attorney Shields, Police Captain
Alexander, Public Works Director Scott, Assistant City Administrator Row, Human
Resources Director Hereford,Finance Director Head, Economic and Development Director
Hendryx, Communications Coordinator Horton, Recreation Services Manager Wierenga,
City Recorder Pierson
COMMUNITY/GOVERNMENT ORGANIZATIONS
0:00
A.
Holli Thomas, Executive Director of the Woodburn AreaChamber of Commerce and
Tourism, provided an update on the status and activities of the Chamber and Woodburn
Area Tourism.
PROCLAMATIONS/PRESENTATIONS
0:09
Proclamations:
A.
National Night Out
Presentations:
B.
Ed Murphy –Volunteer recognition. Mayor Figley thanked volunteer Ed Murphy for his
service to the City.
C.
SEDCOR– Chad Freeman and Nick Harville provided information on SEDCOR and
shared some successes they have had in Woodburn.
COMMUNICATIONS
0:40
Mayor Figley stated that she received a letter from the Marion County Commissioners
stating their wish to collaborate with Woodburn staff on doing something about trucks
dodging the scales by going on Boones Ferry Road.
Page 1 - Council Meeting Minutes, July 27, 2015
2
COUNCIL MEETING MINUTES
JULY 27, 2015
CONSENT AGENDA
0:43
A.
Woodburn City Council minutes of June 22, 2015,
B.
Woodburn Executive Session minutes of June 22, 2015,
C.
Woodburn Recreation and Park Board minutes of May 12, 2015,
D.
Off-Premises Sales –New Outlet liquor license for Pendleton Woolen Mills Outlet,
E.
Full On-Premise Sales - New Outlet liquor license for Red Robin Gourmet Burgers and
Brews,
F.
Off-Premises - New Outlet liquor license for Tienda Mexicana Monte Alban,
G.
Crime statistics through June 2015.
Lonergan/Alonso Leon
... adopt the Consent Agenda. The motion passed unanimously.
COUNCIL BILL NO. 2985 - A RESOLUTION AUTHORIZING EXECUTION OF A
0:44
COLLECTIVE BARGAINING AGREEMENT BETWEEN THE CITY OF
WOODBURN AND THE AMERICAN FEDERATION OF STATE, COUNTY, AND
MUNICIPAL EMPLOYEES (AFSCME) LOCAL 642 FOR THE CONTRACT YEAR
BEGINNING JULY 1, 2015 AND ENDING JUNE 30, 2017 Lonergan
introduced
Council Bill No. 2985. Recorder Pierson read the bill by title only since there were no
objections from the Council. City Administrator Derickson provided a staff report.
Councilor Ellsworth stated that she has a potential conflict of interest so she will not be
voting. On roll call vote for final passage, the bill passed unanimously with Councilor
Ellsworth not voting. Mayor Figley declared Council Bill No. 2985 duly passed.
CITY ADMINISTRATOR’S REPORT
0:50
The City Administrator announced that the City will be hold public outreach meetings on
August 3, 4 and 5 in order to receive citizen input on the hiring of the new chief of police.
MAYOR AND COUNCIL REPORTS
0:51
Councilor Alonso Leon thanked Councilor Ellsworth for her work with Relay for Life. She
th
reminded people that Fiesta is coming and on August 8 she plans on joining the parade.
She also announced that she has been selected to attend a candidate training program in
Washington DC.
Councilor Ellsworth announced that the Woodburn Relay for Life reached the million dollar
mark this year.
Councilor Schaub congratulated Councilor Ellsworth on the success of Relay for Life.
WORKSHOP
0:56
Mayor Figley opened the workshop at 7:58 p.m. to discuss FHDC’s Interest in property
located at 1750 Park Avenue. AssistantCity Administrator Row provided a staff report.
Mark Wilke and France Fitzpatrick provided a presentation on their proposal. Council
members asked questions and provided comments and direction regardingFHDC’s Interest
in property located at 1750 Park Avenue. City Administrator stated that from the Council
discussion he is hearing that the City should proceed in getting an appraisal for the property
and come back with a proposal that includes an assessment of the impact to schools, the
Page 2 - Council Meeting Minutes, July 27, 2015
3
COUNCIL MEETING MINUTES
JULY 27, 2015
possible loss of property tax, and an assessment of traffic impacts. Councilor Ellsworth
added that she would also like to get the Chiefs perspective on the proposal. Mayor Figley
thanked staff for their presentation and closed the workshop at 9:02 p.m.
ADJOURNMENT
2:01
Morris/Ellsworth
...meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 9:02 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson,City Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, July 27, 2015
4
CityofWoodburn
CityofWoodburn
RecreationandParkBoardMinutes
RecreationandParkBoardMinutes
July 14, 20155:30p.m.
CALL TO ORDER
1.
The meeting was called to order at 5:30 p.m.
ROLL CALL
2.
Position I Ricardo Rodrigues, Member (12/18) Absent
Position II Abigail Velasco, Student Member (12/15) Absent
Position III Joseph Nicoletti, Board Secretary (12/17) Present
Position IV Rosetta Wangerin, Board Chair (12/17) Absent
Position V Chris Lassen, Member (12/17) Present
Position VI Ardis Knauf, Member (12/16) Present
Position VII David Piper, Member (12/16) Present
APPROVAL OF MINUTES
3.
The minutes fromthe May 12, 2015 meeting were unanimously approved
(Piper/Lassen).
BUSINESS FROM THE AUDIENCE
4.
None
NEW BUSINESS
5.
a.From the Park Board tour, the board discussed the lack of picnic tables
at N. Front St. Park. Staff will look into adding a picnic table or two.
b.Staff provided a project list for the upcoming park development CIP
project.
c.Abby was recently hired as the City’s Farmer’s Market Coordinator
and due to a conflict of interest, can no longer serve as the student
Park Board member. Maria Gutierrez from the Youth Advisory Board
attended the meeting, as she is potentially interested in the position.
d.The City was recently awarded the grant they applied for through the
Oregon State Heritage Department. More details to follow.
OLDBUSINESS
6.
a.Jim informed the Board that Legion Park Rehabilitation Project
Update has officially been completed. The June 26 ribbon cutting was
very successful and well attended. We have observed that the park is
now much more heavily used by the public than it was previously.
b.Jim provided an update on the Fiesta Mexicanaand the many
improvements that are being made this year, including the addition of
a carnival, soccer tournament, Lucha Libre wrestling, mechanical bull,
free admission until 5:00 PM each day. We are also opening at Friday
5
nd
at noon again. Even though the dates have been changed to the 2
weekend in August, we are expecting a god turnout.
DIVISION REPORTS FROM DEPARTMENT
7.
a.AQUATICS
Financial Update
A.Expenses – $49,515 / $36,000 under budget, but have several
larger bills that need to be processed – expecting us to stay about
$15,000 under budget
B.Revenues – $35,346 / $29,618 last June
nd
2 highest month since 2010
C.Attendance – 6148 / 4205
Highest since July 2010
Program Update
D.Swim Lessons
$5 swim week – 263
Saturday – 20
June 29 – July 10 – 111
25 customers redeem their $5 off coupons from $5 swim
week.
July 13-24 - 112 signed up, last year over the same time
period we had 68.
E.Ran Junior Lifeguard (2) and Make-A-Splash Camps (5)
F.603 in group fitness classes, with 27 classes held over the week
Marketing/Other
A.Some unfortunate expensive fixes – sauna, AC, handicap door,
flood
B.Safeway advertising starting this week, so check the back of the
receipts
Signed a 1 year contract, so will have 4 x 3 month periods
of advertisements
C.Investing in new social media markets
Instagram – since Facebook is really used for marketing
deals and feel-good photos, we wanted Instagram to be
something different, we plan to give more of an “inside
look” at operations here, how to videos
Yelp –just started managing this page
40 user views over the past 1 year, huge room for
growth
D.Staffing shortages (only 28 guards on staff) - added additional
lifeguard class for the end of this month, have had very low
attendance in past classes
-12 total participants, with only 6 working here
b.RECREATION
6
Youth Sports
A.Basketball summer camp had 42 youth – first year of camp! Nike
partnered on running the camp and the Blazer’s sponsored the camp.
B.Summer soccer classes happening now with 20 registered –the largest
we’ve had in classes in some time. Classes are now offered through
the high school girls coaching staff and not through Kidz Love Soccer.
The partnership with the high school is a great way to connect with the
high school students and program and the program will continue to be
offered into the fall.
Youth Programs
A.Zombie Wilderness Survival Camp had 27 registered and it went well
–first year of camp! A lot of participants asked us to bring it back next
summer, which we’re planning on.
Adult Programs
A.Active Adult Trip: Cascade Dining room trip had 15 attend.
B.Active Adult Trip: Lincoln City Kite Festival had 15 attend.
C.Recreation Trip: Cannon Beach had 22 attend, which is great!
D.Next up Recreation trip is the jet boat on the Willamette with 15
registered.
E.Hiking trips are not receiving enough registrations to run the trip
unfortunately.
Events
th
A.4of July went really well! Have received a lot of compliments on the
fireworks show and concert. Cox Electric sponsored the concert.
B.Farmer’s Market is struggling to sustain vendors with low shopper turn
outs. Hired a farmer’s market coordinator, Abby, to assist with
promoting the market and recruiting more farm vendors. Concerts
starting will help boost attendance ideally.
Youth Advisory Board
A.Busy assisting Recreation with summer camps and programs.
B.Hoping to fill the student position with a YAB member.
Adult Sports
A.Adult Dodgeball Tournament did not receive enough registrations to
run the tournament this year.
B.Adult Softball league utilizing Settlemier Park currently over the
summer. League organized through local churches but is open to
public teams.
Museum
A.Grant was approved! Grant will began yesterday, July 13, with a
meeting with the consultants on the project to create a timeline. All
park board members will be invited to provide input throughout the
process. The project will clarify the museum’s purpose, audiences and
7
services in addition to completing a general conservation assessment
of collection maintenance, preservation, care and management.
c.PARKS & FACILITIES
A.Discussion took place around whether the tennis court
lighting works or not. Staff will look into the lighting system.
FUTURE BOARD BUSINESS
8.
None.
BOARD COMMENTS
9.
None.
ADJOURNMENT
10.
The meeting was adjourned at approximately 6:15 PM
8
Agenda Item
August 10, 2015
TO:Mayor and City Council through City Administrator
FROM:Scott D. Russell, Chief of Police
SUBJECT:
ORS 190 Agreement with City of Turner for a Police Mobile Data
System
RECOMMENDATION:
Adopt the resolution entering into a newORS 190 agreement with the City of
Turner to provide apolice mobile datasystem.
BACKGROUND:
The Woodburn Police Department operates amulti-user mobile data system
(MDS), and records management system (RMS) which allowssimultaneous access
by more than one agency. The Woodburn Police Department has offered this
system to our partner agencies in Marion Countysince 2002. The sharing of our
systemprovides thefollowing benefits:
•City of Woodburn can recoup a portion of the cost of annual system operation
and maintenance
•Quality mobile data and records management systems to other cities at a
reduced cost
•Improved police operations through enhanced communication and the sharing
of records and information
DISCUSSION:
Currently, Hubbard, Silverton, Stayton, and Mt. Angel Police Departments
participate in the MDS system. Hubbard, Silverton, and Mt. Angel also participate
in the RMS system.Stayton joined the MDS in 2013under a new ORS 190
agreement. The City of Turner now desires to join the MDS User Group. The
charges to the cities relate to the use of software licenses owned by the City of
Woodburn, staff support, system maintenance, and charges for Standard
Software Maintenance agreements. The agreements have been reviewed for
current language and future cost assessments.
Agenda Item Review:City Administrator __x____City Attorney __x____Finance __x___
9
Mayor and City Council
August 10, 2015
Page 2
FINANCIAL IMPACT:
The cities will contribute to the annual system maintenance costs in accordance
with Addendum “A” of the agreement. Existing costs are already accounted for
within the budget of the Police and Information Services Departments.
10
COUNCIL BILL NO. 2986
RESOLUTION NO. 2066
A RESOLUTION AUTHORIZING EXECUTION OF A POLICE MOBILE DATA SYSTEM
AGREEMENT BETWEEN THE CITY OF WOODBURN AND THE CITY OF TURNER
it is mutually beneficial for public agencies to supplement,
WHEREAS,
coordinate, and support one another; and
the community welfare is best preserved through such
WHEREAS,
supplemental support; and
Oregon Revised Statutes, Chapter 190 authorizes
WHEREAS,
intergovernmental agreements for cooperation services; and
the City of Woodburnpreviously executed agreements with the
WHEREAS,
Cities of Silverton, Mt. Angel, and Hubbard to providea Mobile Data Systemand
Records Management System; and
the City of Woodburn and the City of Turner desire to enter into
WHEREAS,
anew similar agreement for the mutual benefit of both agencies;
NOW,
THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
The Mayor is authorized to sign the Mobile Data System and
Section 1.
Records Management System Agreements between the City of Woodburn and
the City of Turner, a copy of which is affixed hereto as Attachment “A” and, by
this reference, incorporated herein.
Approved as to form:
City Attorney Date
Approved:
Kathryn Figley, Mayor
Page 1 - COUNCIL BILL NO. 2986
RESOLUTION NO. 2066
11
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. 2986
RESOLUTION NO. 2066
12
Attachment A
13
Attachment A
14
Attachment A
15
Attachment A
16
Attachment A
17
Addendum A
Turner ONLY 2014-152015-162016-17
Annual SSMA240988
Annual Hardware and Software Maintenance RS60002397
Backup of app servers416
NetMotion35138
Symantec Antivirus937
WebLEDS00
Server Replacement Costs45173
Woodburn Tech Support450450
(6 hrs @ 80/hr)
Total08061,899
18
Agenda Item
August 10, 2015
TO:Honorable Mayor and City Council through City Administrator
FROM:Eric Liljequist, City Engineer
VIA: Randy Scott,Public Works Director
SUBJECT:
Acceptance of a Public Utility Easement at 891 N. Settlemier Avenue
(Woodburn Grange NO. 79), Woodburn, OR 97071 (Tax Lot
051W07CA00600)
RECOMMENDATION:
That Council accepts a Public Utility Easement granted by Woodburn Grange
NO. 79, property ownerof891 N. Settlemier Avenue, Woodburn, OR 97071(
Tax
).
Lot 051W07CA00600
BACKGROUND:
During the construction phase of the Hwy 214/Settlemier Avenue/Boones Ferry
Road Intersection Improvements, it was discovered that the initial right-of-way
boundary was in error. Infrastructure had already been installed that
encroached upon the Woodburn Grange property located at 891 N Settlemier
Avenue. At that time, City staff discussed the issue of encroachment and the
Grange agreed to convey the additional easements needed.The Oregon
Department of Transportation (ODOT) was responsible for the procurement
process to acquire the needed easement for sidewalk and traffic control
facilities. The City of Woodburn was responsible for acquisition of public utility
easements for relocated franchise utilities on the project. ODOT has recently
completed the procurement process and acquired the necessary easements
for the sidewalkand traffic control facilities. Now that this process has been
completed, the City can proceed with the acquisition of the necessary public
utility easement from the Woodburn Grange for the franchise utilities.
DISCUSSION:
When the encroachments were discoveredin 2009, theWoodburn Grange and
City staff agreed to a price of$5.25 per square footfor the necessary public
Agenda Item Review:City Administrator ___x___City Attorney ___x___Finance __x___
19
Mayor and City Council
August 10, 2015
Page 2
utility easement. The computed area of the required public utility easement is
1732 square feet, for a total cost of $9,093.00. This public utility easement
provides a permanent easementand right-of-way to construct, reconstruct,
operate, and maintain public utilities.
FINANCIAL IMPACT:
The cost of the easementwill be funded through Street Maintenance Fund
140.631.4211.5479.
ATTACHMENTS
ACopy of the properly signed public utility easement document is attached.
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