May 9, 2016 Agenda
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ATHRYN IGLEYAYOR
ITY OF OODBURN
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ERESA LONSO EONOUNCILOR ARD
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ISA LLSWORTHOUNCILOR ARD
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ITYOUNCILGENDA
OBERT ARNEYOUNCILOR ARD
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HARON CHAUBOUNCILOR ARD
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RANK ONERGANOUNCILOR ARD
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ITY ALL OUNCIL HAMBERS ONTGOMERY TREET
1.CALL TO ORDER AND FLAG SALUTE
2.ROLL CALL
3.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).
4.ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
None.
Appointments:
A.Planning Commission
5.COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
6.PROCLAMATIONS/PRESENTATIONS
Proclamations:
A.Police Memorial Week1
B.Public Works Week2
Presentations:
C.Woodburn Parks
D.Boys and Girls Club
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 9,2016Council Agenda Page i
7.COMMUNICATIONS
.
None
–
This allows the public to introduce items for Council
8.BUSINESS FROM THE PUBLIC
consideration not already scheduled on the agenda.
–Items listed on the consent agenda are considered routine
9.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 25, 20163
Recommended Action: Approve the minutes.
B.Woodburn City Council Executive Session minutes of April 25, 20167
Recommended Action: Approve the minutes.
10.TABLED BUSINESS
None.
11.PUBLIC HEARINGS
A.FY 2015-2016 Supplemental Budget Request8
–Members of the public wishing to comment on items of
12.GENERAL BUSINESS
general 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.3004–A Resolution Approving Transfers of FY 2015-10
2016 Appropriations and Approving a Supplemental Budget
Recommended Action:Hold a public hearing and adopt the
attached resolution approving a supplemental budget for fiscal year
2015-2016 for the funds and departments listed on Exhibit A.
B.Intergovernmental Agreement for School Resource Officer13
Recommended Action:It is recommended the City Council authorize
the City Administrator to sign an agreement with Woodburn School
District for School Resource Officer services.
C.Award of Construction Contract for the 2016 Spring Pavement 19
Maintenance, Bid No: 2016-07
Recommended Action:That the City Council, acting in its capacity as
the Local Contract Review Board, award the construction contract for
May 9, 2016Council Agenda Page ii
the 2016 Spring Pavement Maintenanceproject to Knife River in the
amount of $462,362.00.
–
These are
13.PLANNING COMMISSION OR ADMINISTRATIVELAND USE ACTIONS
Planning Commission or Administrative Land Use actions that may be called up
by the City Council.
None.
14.CITY ADMINISTRATOR’S REPORT
15.MAYOR AND COUNCIL REPORTS
16.WORKSHOP
A.Review and Discussion of the CityCouncil’s Goal to Standardize 21
City Signage
Topic Introduction/Staff Report
Council Discussion
Public Comment on Topic
Close Workshop
17.ADJOURNMENT
May 9, 2016Council Agenda Page iii
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2
COUNCIL MEETING MINUTES
APRIL 25, 2016
DATECOUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON, APRIL 25, 2016
CONVENED
The meeting convened at 7:00 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor Carney Present
Councilor Lonergan Present
Councilor Schaub Absent
Councilor Morris Present
Councilor Ellsworth Present
Councilor Alonso Leon Absent
Staff Present:
City Administrator Derickson, City Attorney Shields, Assistant City Administrator
Row, Police Chief Ferraris, Economic and DevelopmentServicesDirector Hendryx, Finance
Director Head,Economic Development Director Johnk,Assistant City Attorney Granum,City
Engineer Liljequist,Recreation Services Manager Wierenga, Community Relations Manager
Gutierrez-Gomez, Communications Coordinator Horton, City Recorder Pierson
APPOINTMENTS
0:00
Carney/Morris
… approve the appointment of Don Judson and Elida Sifuentezto the Budget
Committee. The motion passed unanimously.
PRESENTATION
0:01
Chief Ferraris and Communications Coordinator Horton provided a presentation on the new Police
App.
BUSINESS FROM THE PUBLIC
0:25
Carolina Avalos, 533 North Front Street, stated that she has a small business in Woodburn and
was told that she could not transfer money to another country without a permit from the City. She
added that she was told the cost of the permit is $3,000 and she wants to know why it is so high.
Economic andDevelopment Services Director Hendryx stated that the cost is for a conditional use
application. City Administrator Derickson clarified that the application is for a conditional use as
part of a land use determinationand that because the transfer of money has been associated with
past nefarious issues downtown the City has regulated that. He added that the permit process is
expensive because it requires a detailed processing, back ground checks and other things to ensure
that that activity is in fact forlegitimate purposes.
Aldo Rodriguez, Woodburn Downtown Association Manager, announced that the weekend planter
project will take place Saturday, April 30 from 9:00 am - 11:00 am.
CONSENT AGENDA
0:32
Woodburn City Council minutes ofApril 11, 2016,
A.
B.Woodburn Recreation and Park Board minutes of April 12, 2016,
C.Full On-Premise Sales-Change of Ownership for Legaria’s Bar and Grill,
3
COUNCIL MEETING MINUTES
APRIL 25, 2016
D.Building Activity through March 2016,
E.Crime Statistics through March 2016.
Councilor Carney asked what the dollars represent in the Building Activity report. Economic and
Development Services Director Hendryx answered that it represents the value of the building being
Lonergan/Morris
built.... adopt the Consent Agenda. The motion passed unanimously.
COUNCIL BILL NO. 3001 –AN ORDINANCE ADOPTING AQUATIC CENTER AND
0:35
RECREATION PROGRAM FEES FOR INCLUSION IN THE MASTER FEE SCHEDULE
AND REPEALING ALL AQUATIC CENTER AND RECREATION PROGRAM FEES
AND CHARGES THAT ARE INCONSISTENT WITH THIS ORDINANCE
Lonergan
introduced Council Bill No. 3001. Recorder Pierson read the billtwiceby title only
since there were no objections from the Council.Councilor Morris stated that he would like to be
able to say to members of the public that recreation fees not just aquatic fees will be increasing.
RecreationServicesManagerWierenga stated that this ordinance increases fees for both. On roll
call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No.
3001 duly passed.
COUNCIL BILL NO. 3002 –A RESOLUTION AUTHORIZING APPLICATION FOR A
0:38
GREAT URBAN PARKS CAMPAIGN GRANT FROM THE NATIONAL PARKS AND
RECREATION ASSOCIATION FOR THE INSTALLATION OF WYFFEL’S PARK
TRAIL AT WYFFEL’S PARK
Lonergan
introduced Council Bill No. 3002. Recorder Pierson read the bill by title only since
there were no objections from the Council. Recreation Services Manager Wierengaprovided a
staff report.Councilor Ellsworth stated that she supports this plan and would like to see us continue
to find these opportunities. On roll call vote for final passage, the bill passed unanimously. Mayor
Figley declared Council Bill No. 3002 duly passed.
COUNCIL BILL NO. 3003 –A RESOLUTION PROVIDING A WAIVER OF THE
0:49
WOODBURN NOISE ORDINANCE NO. 2312 FOR CONSTRUCTION ACTIVITY
ASSOCIATED WITH THE HIGHWAY 99E-AZTEC DRIVE TO TOMLIN AVENUE
WATERLINE IMPROVEMENT PROJECT
Lonergan
introduced Council Bill No. 3003. Recorder Pierson read the bill by title only since
there were no objections from the Council. On roll call vote for final passage, the bill passed
unanimously. Mayor Figley declared Council Bill No. 3003 duly passed.
AWARD OF CONSTRUCTION CONTRACT FOR THE HWY 99E – AZTEC TO
0:54
TOMLIN WATERLINE IMPROVEMENTS PROJECT, BID #2016-05
Lonergan/Ellsworth
...the City Council, acting in its capacity as the Local Contract Review
Board, award the construction contract for the Hwy 99E –Aztec to Tomlin Waterline
Improvements project to Titan Utilities, LLC in the amount of $166,380.00.The motion passed
unanimously.
CITY ADMINISTRATOR’S REPORT
0:56
City Administrator Derickson announced that the budget meeting is scheduled for May 7 at 9:00
am in City Hall and that the proposed budget is posted online. He added that it has been suggested
that the next work session be with the park committee. He also noted that the quarterly on the road
4
COUNCIL MEETING MINUTES
APRIL 25, 2016
meeting has had two locations fall through the cracks so we are looking for another place to hold
the next meeting.
MAYOR AND COUNCIL REPORT
0:58
Councilor Carney thanked the Woodburn Downtown Association and the Mural Committee for
the Mural that they decided on last Thursday at the meeting. He also stated that he has concerns
about the structure of the Mural Ordinance and would like to have the Council deal with
restructuring the Mural Ordinance. His concerns include the authority of the Mural Committee,
the members allowed on the Mural Committee, andthatthe committee has the authority to commit
the City to something without any ability of countermanding by the Council. He ended by saying
the ordinance needs to be restructured so that thereis still a committee that decides what the mural
looks like but the final authority should be with Council.
Councilor Lonergan stated that being a member of the Mural Committee he feels honored to be a
part of the committee and work on the Woodburn Independents application. He added that there
is a lot more then looking at color when looking at a mural and there are about 20 points that they
look at as a committee.
Councilor Ellsworth stated that she would be interested in reviewing the mural ordinance in a
workshop at some point. She added that on Saturday the Relay for Life garagesalewill take place
at 9:00 am at the Woodburn Fire District.
Councilor Morris stated that he is not interested in reviewing the Mural Ordinance again at this
point.
City Administrator Derickson introduced the new Assistant City Attorney McKenzie Granum.
EXECUTIVE SESSION
1:09
Mayor Figley entertained a motion to adjourn into executive session under the authority of ORS
Morris/ Ellsworth
192.660(2)(f) and ORS 192.660(2)(e). … move into executive session. The
Council adjourned to executive session at 8:10p.m. and reconvened at 8:52p.m. Mayor Figley
stated that no action was taken by the Council while in executive session.
ASSOCIATION BUILDING LAND SALE CONTRACT
Lonergan/Ellsworth
...approve the Land Sale Contract for the Association Buildingand authorize
the City Administrator to enter into negotiations as approved by the Council. The motion passed
unanimously.
ADJOURNMENT
Morris/Ellsworth
... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:53 p.m.
APPROVED ___________________________
KATHRYN FIGLEY, MAYOR
5
COUNCIL MEETING MINUTES
APRIL 25, 2016
ATTEST_________________________
Heather Pierson, City Recorder
City of Woodburn, Oregon
6
EXECUTIVE SESSION
COUNCIL MEETING MINUTES
APRIL 25,2016
DATECONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON, APRIL 25, 2016
CONVENED
The Council met in executive session at 8:12 p.m. with Mayor Figley presiding.
ROLL CALL
MayorFigleyPresent
Councilor SchaubAbsent
Councilor Lonergan Present
Councilor Carney Present
Councilor Morris Present
Councilor Alonso Leon Absent
Councilor Ellsworth Present
Mayor Figley reminded Councilors and staff that information discussed in executive session is not
to be discussed with the public.
Media Present:
Tyler Franke, Woodburn Independent
Staff Present:,
City Administrator DericksonAssistant City Administrator Row, City Attorney
Shields, Economic and Development Services Director Hendryx, Economic Development Director
Johnk, Assistant City Attorney Holden Granum,Communications Coordinator Horton, City
Recorder Pierson
The executive session was called:
To consider records that are exempt by law from public inspection pursuant to ORS 192.660
(2)(f).
To conduct deliberations with persons designated by the governing body to negotiate real
property transactions pursuant to ORS 192.660(2)(e).
ADJOURNMENT
The executive session adjourned at 8:51 p.m.
APPROVED_______________________________
KATHRYN FIGLEY, MAYOR
ATTEST_______________________________
Heather Pierson,CityRecorder
City of Woodburn, Oregon
Page 1 – Executive Session, Council Meeting Minutes, April 25, 2016
7
Agenda Item
May 9, 2016
TO:Honorable Mayor and Councilthrough City Administrator
FROM:Sarah Head, Finance Director
SUBJECT:
FY 2015-2016 Supplemental Budget Request
RECOMMENDATION:
Hold a public hearing and adoptthe attached resolution approving a
supplemental budget for fiscal year 2015-2016 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
on the 9prior to consideration of the resolution.
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).
DETAILS OF THIS REQUEST
Insurance Fund: Materials & Services $125,000
The increase in Materials & Services represents additional funds needed for
workers’ compensation expenses to meettotal expenditures for FY 2015-16 with
an offsetting decrease in Contingency.
Agenda Item Review: City Administrator ___x___City Attorney ___x___Finance ___x____
8
Honorable Mayor and City Council
May 9,2016
Page 2
Sewer Cap Const Fund: Materials & Services $1,000
The increase in Materials & Services represents expenditures that will be recorded
for bookkeeping purposes to balance the utility management system.
Water Cap Const Fund: Materials & Services $1,000
The increase in Materials & Services represents expenditures that will be recorded
for bookkeeping purposes to balance the utility management system.
FINANCIAL IMPACT:
Exhibit A displays the supplemental budget as posted in the newspaper.
9
COUNCIL BILL NO. 3004
RESOLUTION NO. 2078
A RESOLUTION APPROVING TRANSFERS OF FY 2015-2016APPROPRIATIONS AND
APPROVING A SUPPLEMENTAL BUDGET
ORS294.463(1) permits “transfers of appropriations” within any
WHEREAS,
fund “when authorized by official resolution or ordinance of the governing body”;
and
OR
S294.463(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
t
ransfers 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
OR
S294.473requires the governing body to hold a public
WHEREAS,
hearing on the supplemental budget when the estimated expenditures
contained in the supplemental budget for fiscal yearor 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 9, 2016onthe supplemental
WHEREAS,
budget changes,
NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
That pursuant to the applicable ORS provisions cited above, the
Section 1.
City Council hereby approves the transfers of appropriations and supplemental
budget for FY 2015-16in the amounts listed in Exhibit “A.”
Page 1 – COUNCIL BILL NO. 3004
RESOLUTION NO. 2078
10
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. 3004
RESOLUTION NO. 2078
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Exhibit A
City of Woodburn
2015-2016 Supplemental Budget
May 9, 2016
NOTICE
A public hearing on a proposed supplemental budget for the City of Woodburn, Marion County, State of Oregon, for the fiscal
year July 1, 2015 to June 30, 2016 will be held at the City of Woodburn City Hall, 270 Montgomery St Woodburn, Oregon
97071.
The hearing will take place May 9, 2016 at 7:00 pm. The purpose of the hearing is to discuss the supplemental budget with
interested persons.
A copy of the supplemental budget document may be inspected or obtained on or after April 27, 2016 at the City of Woodburn
City Hall, 270 Montgomery St Woodburn, Oregon 97071, between the hours of 8:00 am and 5:00 pm.
SUMMARY OF PROPOSED BUDGET CHANGES
AMOUNTS SHOWN ARE REVISED TOTALS IN THOSE FUNDS BEING MODIFIED
Insurance Fund
ResourceOriginalSupplemRevisedRequirementOriginalSupplemRevised
1 - -1Materials & Services 692,815 125,000 817,815
22Contingency 171,192 (125,000) 46,192
Revised Total Fund Resources 909,238 Revised Total Fund Requirements 909,238
/ƚƒƒĻƓƷƭʹ LƓĭƩĻğƭĻ ağƷĻƩźğƌƭ ε {ĻƩǝźĭĻƭ ĬǒķŭĻƷ ŅƚƩ ƚƩƉĻƩƭ /ƚƒƦ ĭƌğźƒƭ
Sewer Cap Const Fund
ResourceOriginalSupplemRevisedRequirementOriginalSupplemRevised
1 - -1Materials & Services - 1,000 1,000
22Capital Outlay 6,173,000 (1,000) 6,172,000
Revised Total Fund Resources 6,173,000 Revised Total Fund Requirements 6,173,000
/ƚƒƒĻƓƷƭʹ LƓĭƩĻğƭĻ ağƷĻƩźğƌƭ ε {ĻƩǝźĭĻƭ ĬǒķŭĻƷ ŅƚƩ ĭƌĻğƓǒƦ ƚŅ ǒƷźƌźƷǤ ĬźƌƌźƓŭ ƭǤƭƷĻƒ
Water Cap Const Fund
ResourceOriginalSupplemRevisedRequirementOriginalSupplemRevised
1 - -1Materials & Services - 1,000 1,000
22Capital Outlay 1,089,000 (1,000) 1,088,000
Revised Total Fund Resources 1,089,000 Revised Total Fund Requirements 1,089,000
/ƚƒƒĻƓƷƭʹ LƓĭƩĻğƭĻ ağƷĻƩźğƌƭ ε {ĻƩǝźĭĻƭ ĬǒķŭĻƷ ŅƚƩ ĭƌĻğƓǒƦ ƚŅ ǒƷźƌźƷǤ ĬźƌƌźƓŭ ƭǤƭƷĻƒ
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Agenda Item
May 9, 2016
TO:Honorable Mayor and City Council through City Administrator
FROM:Randy Scott, Public Works Director
SUBJECT:
Award of Construction Contract for the 2016 Spring Pavement
Maintenance, Bid No: 2016-07
RECOMMENDATION:
That the City Council, acting in its capacity as the LocalContract Review Board,
awardthe construction contract for the
2016Spring Pavement Maintenance
$462,362.00.
project to Knife River in the amount of
BACKGROUND:
The contract includes asphalt concrete pavement repairs atvarious locations,
asphalt concrete resurfacing onN Front Street, Evergreen Road between Harvard
Drive and Stacy-Allison Way, Harvard Drive between Stacy-Allison Way and
Evergreen Road, and Woodland Avenue between Robin Avenue and Stevens
Street.
Bids were publically opened April 28, 2016. Eight (8) bids were received as
follows:
Knife River$462,362.00
Salem Road & Driveway$494,043.00
Kodiac Pacific$514,000.00
Roy Houck$516,660.00
North Santiam Paving$517,375.00
Brix Paving $633,985.00
Eagle-Elsner $661,024.00
S-2 ContractorsNonresponsive due to bid irregularities
The Engineer's Estimate is: $578,600.00
Agenda Item Review:City Administrator __x____City Attorney __x____Finance __x___
19
Honorable Mayor and City Council
May 9, 2016
Page 2
S-2 Contractors bid was deemed nonresponsive due to irregularities with the bid
document submitted. Therecommended award is 20%belowthe Engineers
estimate.
DISCUSSION:
This project is a continued effort by the Public Works Department to preserve and
maintain the City street surface infrastructure. Fiscal year 2015/16 pavement
maintenance activitiesalso included an expenditure of approximately $70,000 for
crack sealing completed onvariousstreetslast fall.
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 construction contractwill be fundedfrom the approved15/16 fiscal year
budget, using Street Maintenance Fund, 140.631.4211.5479 Other Repair and
Maintenance, Project Accounting Code MIST1457.
20
Agenda Item
May 9, 2016
TO:Honorable Mayor and City Council
FROM:Jim Row, Assistant City Administrator
SUBJECT:
Review and Discussion of the City Council’s Goal to Standardize City
Signage
RECOMMENDATION:
That the City Councilconduct a workshop to review and discuss the FY 15/16 City
Council goal to standardize parks, facility, and “gateway” signage throughout
the City. It is further recommended that the Council provide direction to staff
that will guide their efforts to bring potential projects to the Council that will
accomplish this goal.
BACKGROUND:
The Council’sFY 15/16Goalsincludeddeveloping a plan to standardize City
park, facility, and “gateway” signage throughout the City. The City currently has
a significant amount of variety in the types and styles of signage currently in use.
During the goal settingsession that was conducted in March 2015, the City
Council expressed a desire to createa system ofmore uniformand attractive
signage.
DISCUSSION:
Staff has conducted an inventory ofsignage currently in place throughout the
City. This information was presented to Council at the September 28, 2015
meeting. At the time, theCouncil advised staff to explore the costs and logistics
of installing two “Welcome to Woodburn” gateway signs at the south and north
ends of Hwy 99E, and Black Walnut signs at City Hall, Settlemier Park, and
Centennial Park. Staff researched these issuesand will present the results of their
analysis to the Council and seek direction regarding project implementation.
FINANCIAL IMPACT:
$30,000 has been allocated for thisproject in theF 15/16General FundBudget.
Agenda Item Review:City Administrator __x____City Attorney __x____Finance __x___
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