January 23, 2017 AgendaCITY OF WOODBURN
CITY COUNCIL AGENDA
JANUARY 23, 2017- 7:00 P.M.
KATHRYN FIGLEY, MAYOR
MELINDA VELIZ, COUNCILOR WARD 1
LISA ELLSWORTH, COUNCILOR WARD II
ROBERT CARNEY, COUNCILOR WARD III
SHARON SCHAUB, COUNCILOR WARD IV
FRANK LONERGAN, COUNCILOR WARD V
ERIC MORRIS, COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET
CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3.
4.
5.
7.
ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
None.
Appointments:
None.
COMMUNITY/GOVERNMENT ORGANIZATIONS
A. Woodburn Chamber of Commerce
PROCLAMATIONS/PRESENTATIONS
Proclamations:
A. The Great Kindness Challenge
Presentations:
B. Woodburn's New Speed Radar Trailers
COMMUNICATIONS
None.
0
BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council
consideration not already scheduled on the agenda.
8. CONSENT AGENDA - Items listed on the consent agenda are considered routine
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 Meeting minutes of January 9, 2017 2
This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at 503-980-
6318 at least 24 hours prior to this meeting.
**Habrd int6rpretes disponibles para aquellas personas que no hablan Ingl6s, previo acuerdo.
Comunfquese al (503) 980-2485.**
January 23, 2017 Council Agenda Page i
Recommended Action: Approve the minutes.
B. Crime Statistics through December 2016 5
Recommended Action: Receive the report.
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
None.
11. GENERAL BUSINESS -Members of the public wishing to comment on items of 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. Cooperative Agreement with Friends of Bungalow Theater, Inc. 11
Recommended Action: It is recommended that the City Council
authorize the City Administrator to enter into the enclosed
cooperative agreement with the Friends of Bungalow Theater, Inc.
(Friends).
B. Update to the Community Center Feasibility Study 20
Recommended Action: It is recommended that the City Council
authorize the City Administrator to execute an Architectural Services
Agreement with Carleton Hart Architecture to update the
Community Center Feasibility Study.
C. Marion County Community Project Grant - Woodburn Alleyway 28
Beautification Project
Recommended Action: No action is required by the City Council.
This item is informational only.
12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These are
Planning Commission or Administrative Land Use actions that may be called up
by the City Council.
A. Planning Commission Approval of a conditional use, design review, 30
property line adjustment, significant tree removal, and variance for
Washington Elementary School's remodel and expansion. (CU
2016-01, DR 2016-01, VAR 2016-02, TREE 2016-01, and PLA 2016-02.)
Recommended Action: No action is recommended. This item is
placed before the Council for informational purposes, in
compliance with the Woodburn Development Ordinance Section
4.02.02. The Council may call up this item for review if desired.
13. CITY ADMINISTRATOR'S REPORT
January 23, 2017 Council Agenda Page ii
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
January 23, 2017 Council Agenda Page iii
WHEREAS, The Great Kindness Challenge was created and launched in
2011 by Kids for Peace, a global nonprofit based in Carlsbad, Cali fornia; and
WHEREAS, The Great Kindness Challenge was pilotedwith three CarlsbaF-1
public schools, and has now expad ndeto all 50 states with over 2 million studen
participating; and I
WHEREAS, The Great Kindness Challenge is one week dedicated to
students performing as many kind deeds as possible, using a provided checklist;
and
WHEREAS, Heritage Elementary proudly demonstrates their commitment
to improved school climate and increased student engagement by participating, in
The Great Kindness, Challenge -,I and
WHEREAS, Heritage Elementary is honored to unite all students in the
spirit of kindness and respect;
NOW, THEREFORE, 1, Kathy Figley, serving as Mayor of Woodburn,
Oregon, do hereby proclaim January 24-27, 2017 as The Great Kindness Challenge
Week where KINDNESS MATTERS in Woodburn! 1! Let the kindness activities
begin!!
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal
of the City of Woodburn to be affixed this 23rd day of January 2017.
• ma
1
COUNCIL MEETING MINUTES
JANUARY 9, 2017
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, JANUARY 9, 2017
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
Present
Councilor Morris
Present
Councilor Ellsworth
Present
Councilor Alonso Leon
Present
Staff Present: City Administrator Derickson, City Attorney Shields, Assistant City
Administrator Row, Community Development Director Kerr, Police Chief Ferraris, Interim
Public Works Director Liljequist, Community Relations Manager Gutierrez -Gomez,
Communications Coordinator Horton, City Recorder Pierson
0:00 ANNOUNCEMENTS
A. City Hall and the Library will be closed on January 16 for Martin Luther King Jr. Day.
The Aquatic Center will be open normal hours.
0:01 CONSENT AGENDA
A. Woodburn City Council Meeting minutes of December 12, 2016,
B. New Outlet, Full On -Premise Sales, Commercial Establishment for Chipotle Mexican
Grill, Inc.,
C. New Outlet, Limited On -Premise Sales for Gina's Restaurant,
D. Appointment of Chris Kerr as Community Development Director,
Lonergan/Schaub... adopt the Consent Agenda.
0:02 PUBLIC HEARINGS
A. Public Hearing Regarding Updated Parks and Recreation System Development
Charges Methodology
A Public Hearing to consider input on updated Parks and Recreation System Development
Charges Methodology. Mayor Figley declared the hearing open at 7:03 p.m. for the purpose
of hearing public input on the updated Parks and Recreation System Development Charges
Methodology. 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
updated Parks and Recreation System Development Charges Methodology. Mayor Figley
declared the hearing closed at 7:05 p.m.
0:04 COUNCIL BILL NO. 3026 — AN ORDINANCE MAKING CERTAIN TEXTUAL
AMENDMENTS TO THE WOODBURN DEVELOPMENT ORDINANCE REVISING
PROVISIONS FOR TEMPORARY SIGNS AND IMPLEMENTING THE
Page 1 - Council Meeting Minutes, January 9, 2017
2
COUNCIL MEETING MINUTES
JANUARY 9, 2017
TARGETED INDUSTRIES ANALYSIS
Lonergan Introduced Council Bill No. 3026. Recorder Pierson read the bill twice 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. 3026 duly passed.
otos CITY ADMINISTRATOR'S REPORT
City Administrator Derickson thanked those that were on the interview panels for the
Community Development Director and added that those who participated include Mayor
Figley, Councilor Carney, Councilor Lonergan, Dave Kristoff, Liz Koncil, Darcy Ruef, Stuart
Rodgers, Nancy Kraushaar, and city staff.
0:07 MAYOR AND COUNCIL REPORTS
Councilor Morris wished everyone a Happy New Year and that he was driving home last night
and was pleased to see that the lights on the interchange were on and noted that they were red,
white and blue.
Councilor Schaub welcomed new City Councilor Melinda Veliz, Mel Gregg, HR Director and
Chris Kerr, Community Development Director and congratulated the Councilors and Mayor
that were re-elected. She also congratulated Chief Ferraris on finishing his yearlong course
and Jim Hendryx on his retirement. She stated that she looks forward to the UGB expansion
and the planned workshop as well as the mural that will be going up in the spring.
Councilor Ellsworth stated that a few of her co-workers recently were victims of a hate crime
and asked that people respect one another and also asked that people check in on their
neighbors and friends when the weather gets bad.
Mayor Figley stated that she will be bringing a Kindness Week Proclamation to the next
meeting and added that animals should be brought indoors when the temperature gets cold.
She also wished everyone a Happy New Year and that the Council will be working on a policy
in regards to the South West Industrial Reserve as well as having a City Council Goal Setting
Workshop.
Councilor Lonergan congratulated Councilor Schaub on her wedding.
Councilor Veliz wished everyone a Happy New Year and thanked the City for keeping its
employees safe during the inclement weather.
0:16 ADJOURNMENT
Morris/Ellsworth... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 7:16 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
Page 2 - Council Meeting Minutes, January 9, 2017
I
ATTEST
COUNCIL MEETING MINUTES
JANUARY 9, 2017
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, January 9, 2017
1/17/2017 Woodburn Police Department
MONTHLY ARRESTS BY OFFENSES
2016 Year to Date
CHARGE DESCRIPTION
Jan
Feb
Mar
Apr May
Jun Jul Aug
ep
Oct
Nov
Dec Total
0
0
0
0 0
0 0 0
0
1
0
0 1
AGGRAVATED ASSAULT
1
0
2
7 3
1 1 2
2
6
2
0 27
ANIMAL CRUELTY
0
0
1
0 0
0 0 2
0
0
0
0 3
ANIMAL ORDINANCES
6
0
0
2 1
0 3 0
0
4
1
0 17
ARSON
0
0
0
0 0
1 0 0
2
1
0
4
ASSAULTSIMPLE
9
7
6
11 11
11 18
12
11
16
7 128
ATTEMPTED MURDER
1
0
0
6 0
0 C 0
0
0
0
0 1
BURGLARY - BUSINESS
0
0
0
0 0
0 C 2
0
0
0
0 2
BURGLARY - OTHER STRUCTURE
0
0
0
2 0
0 C 0
0
6
0
0 8
BURGLARY - RESIDENCE
2
0
1
1 1
0 0 0
1
0
1
0 7
CHILD NEGLECT
5
2
1
0 0
1 0 1
0
1
0
0 11
CITY ORDINANCE
0
0
0
0 0
1 0 0
0
0
0
0 1
CRIME DAMAGE -NO VANDALISM OR ARSON
4
1
1
1 1
1 2 5
2
10
2
2 32
CRIMINAL MISTREATMENT
0
0
0
0 2
0 0 0
0
0
2
0 4
CURFEW
0
2
2
1 3
6 4 5
4
0
0
0 27
CUSTODIAL INTERFERENCE
0
0
0
0 0
0 0 1
0
0
0
0 1
CUSTODY-DETOX
0
0
0
0 0
0 0 1
2
0
0
0 3
CUSTODY - MENTAL
3
3
6
3 4
3 6 2
4
4
3
0 41
CUSTODY - PROTECITVE
0
1
0
0 0
0 0 0
0
1
0
0 2
DISORDERLY CONDUCT
14
6
2
7 6
2 7 14
7
3
8
1 77
DRINKING IN PUBLIC
0
0
0
0 0
0 0 0
0
1
0
0 1
DRIVING UNDER INFLUENCE
10
3
10
5 5
4 6 7
7
10
9
4 80
DRUG LAW VIOLATIONS
2
12
21
8 10
9 24 15
16
7
13
7 144
DWS/REVOKED - FELONY
0
0
0
0 1
0 0 0
0
0
0
0 1
DWS/REVOKED-MISDEMEANOR
3
1
5
3 3
1 5 2
2
0
2
3 30
ELUDE
5
1
0
0 0
0 0 0
0
0
1
0 7
EMBEZZLEMENT
0
0
0
0 0
0 0 0
0
0
1
0 1
ESCAPE FROM YOUR CUSTODY
1
0
1
0 0
1 0 0
0
0
0
1 4
EXPLOSIVES
0
0
0
0 0
0 0 0
2
0
0
0 2
EXTORTION/BLACKMAIL
0
0
0
0 0
0 0 0
0
0
1
0 1
FAIL TO DISPLAY OPERATORS LICENSE
0
0
2
1 0
0 1 1
0
0
1
1 7
FAILURE TO REGISTER AS SEX OFFENDER
0
0
0
1 0
1 0 0
1
0
1
0 4
FORCIBLE RAPE
0
1
0
0 0
0 1 0
0
0
1
0 3
FORGERY/COUNTERFEITING
0
0
2
0 2
4 0 2
0
2
0
1 13
FRAUD - BY DECEPTION/FALSE PRETENSES
0
0
0
0 2
2 1 0
0
0
0
0 5
FRAUD - CREDIT CARD/AUTOMATIC TELLER MACHINE
0
0
0
0 2
2 0 0
0
0
0
1 5
FRAUD - NOT SUFFICIENT FUNDS CHECK
0
0
0
0 0
0 0 0
0
1
0
0 1
FRAUD - OF SERVICES/FALSE PRETENSES
0
1
0
0 0
0 0 0
0
0
0
1 2
FRAUD -OTHER
0
0
0
0 0
1 0 0
0
0
0
0 1
FUGITIVE ARREST FOR ANOTHER AGENCY
27
33
32
29 39
30 47 47
26
21
49
29 409
FURNISHING
0
0
1
1 0
0 0 0
0
0
0
0 2
GARBAGE LITTERING
0
0
0
1 0
0 0 0
1
0
0
0 2
HIT AND RUN FELONY
0
1
1
0 0
0 0 1
1
0
2
0 6
HIT AND RUN -MISDEMEANOR
3
0
3
1 1
5 1 3
3
3
3
3 29
IDENTITY THEFT
0
0
1
1 3
3 2 1
0
1
1
1 14
INTIMIDATION /OTHER CRIMINAL THREAT
3
1
2
3 4
2 5 3
1
4
5
4 37
KIDNAP - FOR ADDITIONAL CRIMINAL PURPOSE
0
0
0
2 0
0 0 0
0
0
0
0 2
MINOR IN POSSESSION
0
3
2
5 3
0 0 1
1
0
0
0 15
MINOR ON PREMISES
0
0
0
0 0
0 0 0
0
0
0
1 1
MOTOR VEHICLE THEFT
5
0
1
1 2
0 2 4
0
6
5
3 29
OTHER
2
2
1
3 10
5 3 10
5
2
2
2 47
OTHER TRAFFIC CRIME
0
0
0
0 0
1 0 0
0
0
0
0 1
PROPERTY RECOVER FOR OTHER AGENCY
0
1
0
1 0
0
2
0
0
0 4
PROSTITUTION - ENGAGE IN
0
0
0
9 0
0 0 0
0
1
b=0
1
Page 1 of 2
1/17/2017 Woodburn Police Department
MONTHLY ARRESTS BY OFFENSES
2016 Year to Date
2400
2000
1600
N
N
SD 1200
Q
800
400
0
Page 2 of 2
Arrests / Year
2014 2015 2016
Year
9
an
Feb
Mar
Apr May
Jun Jul Aug
ep
Oct
Nov
Dec Total
RECKLESS DRIVING
4
0
1
2 1
2 0 2
3
0
3
0 18
RECKLESSLY ENDANDERING
3
0
0
1 2
3 1 1
2
1
1
0 15
RESTRAINING ORDER VIOLATION
1
0
0
3 0
0 0 2
1
2
2
0 11
ROBBERY - BUSINESS
1
0
0
0 0
1 0 0
0
0
0
0 2
ROBBERY - HIGHWAY
0
0
0
0 0
0 0 0
0
1
0
0 1
ROBBERY -OTHER
0
0
0
0 1
0 0 0
0
2
0
0 3
ROBBERY - RESIDENCE
0
0
0
0 0
0 0 0
0
0
1
0 1
RUNAWAY
1
0
2
2 0
0 0 1
0
0
0
1 7
EX CRIME - FORCIBLE SODOMY
0
0
0
1 0
0 0 0
0
0
0
q 1
EX CRIME - INCEST
0
0
2
1 0
0 0 0
0
0
0
0 3
EX CRIME - MOLEST (PHYSICAL)
0
1
0
1 0
0 0 0
0
0
1
0 3
EX CRIME - NON FORCE SODOMY
0
0
1
1 0
0 0 0
0
0
0
0 2
EX CRIME - NON -FORCE RAPE
0
0
0
0 0
1 0 0
0
0
0
0 1
EX CRIME - PORNOGRAPHY/OBSCENE MATERIAL
0
0
1
0 0
2 0 0
0
0
0
0 3
EX CRIME - SEXUAL ASSAULT WITH AN OBJECT
0
1
0
0 0
1 1 0
0
0
0
0 3
TALKER
0
1
0
2 0
2 0 0
0
1
0
1 7
TOLEN PROPERTY - RECEIVING,BUYING,POSSESSING
0
0
1
0 0
1 0 0
0
0
1
0 3
HEFT - BICYCLE
0
0
0
1 0
0 0 0
0
0
0
0 1
HEFT - BUILDING
0
1
1
0 0
0 0 3
1
0
1
0 7
HEFT - FROM MOTOR VEHICLE
0
0
0
0 1
0 0 0
0
0
0
0 1
HEFT - MOTOR VEHICLE PARTS/ACCESSORIES
0
0
0
0 1
0 0 0
0
0
0
0 1
HEFT -OTHER
1
2
3
3 7
2
0
1
1
1 30
HEFT - PURSE SNATCH
0
0
0
6 0
0 0 0
0
0
1
0 1
HEFT - SHOPLIFT
11
4
7
4 11
12 15 3
7
5
1
9 89
RAFFIC VIOLATIONS
7
9
9
11 3
2 6 16
17
13
10
12 115
RESPASS
2
1
4
1 2
7 3 7
6
4
2
5 44
UNAUTHORIZED ENTRY INTO MOTOR VEHICLE
0
0
1
1 2
0 0 0
0
1
1
2 8
VANDALISM
1
1
0
4 5
1 3 2
5
4
5
1 32
VEHICLE RECOVERD FOR OTHER AGENCY
0
0
2
0 1
0 1 2
0
1
0
0 7
WEAPON - CARRY CONCEALED
1
1
1
3 0
1 0 1
2
0
0
1 11
WEAPON - EX FELON IN POSSESSION
0
3
0
0 0
1 0 0
1
1
2
0 8
WEAPON - OTHER
0
0
0
0 0
0 0 0
1
0
0
0 1
EAPON - POSSESS ILLEGAL
0
1
1
0 0
0 0 1
1
2
1
1 =8
WEAPON - SHOOTING IN PROHIBITED AREA
1
0
0
1 0
0 0 0
0
0
0
0 2
2400
2000
1600
N
N
SD 1200
Q
800
400
0
Page 2 of 2
Arrests / Year
2014 2015 2016
Year
9
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
2016 Total
140
108
144
144
156
141
163
193
151
146
166
106
1,758
2016 Total
206
157
155
187
166
249
200
139
168
141
104
132
2004
2014 Total
139
120
127
126
146
171
179
316
150
123
157
148
1902
2400
2000
1600
N
N
SD 1200
Q
800
400
0
Page 2 of 2
Arrests / Year
2014 2015 2016
Year
9
1/17/2017 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
2016 Year to Date
CHARGE DESCRIPTION
Jan
Feb
Mar
Apr May
Jun Jul Aug
ep Oct
Nov
Dec
Total
AGGRAVATED ASSAULT
2
4
3
4 4
1 3 4
2 6
5
1
3
ANIMAL CRUELTY
0
0
1
0 1
1 0 2
0 0
0
0
ANIMAL ORDINANCES
6
0
0
2 2
0 4 0
0 4
1
0
1
ARSON
0
0
2
1 1
1 0 1
0 1
0
1
ASSAULT SIMPLE
11
9
11
14 17
15 13 24
23 17
24
10
18
ATTEMPTED MURDER
2
1
0
0 0
0 0 0
0 0
0
0
BRIBERY
0
0
0
0 0
0 0 0
0 1
0
0
1
BURGLARY - BUSINESS
3
2
1
2 2
1 1 2
1 2
7
3
2
BURGLARY - OTHER STRUCTURE
1
0
0
3 0
0 0 4
1 1
2
1
1
BURGLARY - RESIDENCE
6
2
5
4 8
2 2 6
2
8
3
5
CHILD ADBANDOMENT
0
0
1
0 0
0 0 0
0 0
0
0
1
CHILD NEGLECT
5
2
1
0 0
0 1 2
2 3
1
0
1
CITY ORDINANCE
0
0
0
0 0
1 0 0
0 0
1
0
COMPUTER CRIME
0
0
0
0 0
0 0
0 1
0
0
1
CRIME DAMAGE -NO VANDALISM OR ARSON
23
6
6
9 7
10 10
13 13
11
12
12
CRIMINAL MISTREATMENT
0
0
0
0 0
1 0
0 1
1
0
CURFEW
0
2
2
1 3
2 2 2
1 0
0
0
1
CUSTODIAL INTERFERENCE
1
0
0
0 0
0 0 1
0 0
0
0
CUSTODY-DETOX
0
0
0
0 0
0 0 1
2 0
0
0
CUSTODY - MENTAL
3
3
6
3 4
3 7 2
4 4
3
1
4
CUSTODY - PROTECITVE
0
1
0
0 0
0 0 1
0 1
0
0
DISORDERLY CONDUCT
10
6
3
6 6
3 8 5
8 2
8
3
6
DRINKING IN PUBLIC
0
0
0
0 0
0 0 0
0 1
0
0
1
DRIVING UNDER INFLUENCE
10
3
10
5 5
5 6 7
7 10
9
4
81
DRUG LAW VIOLATIONS
2
13
20
8 11
8 20 14
16 7
14
7
14
DWS/REVOKED - FELONY
0
0
0
0 1
0 0 0
0 0
0
0
1
DWS/REVOKED-MISDEMEANOR
3
1
5
3 3
5 2
2 1
2
3
3
ELUDE
6
4
0
3 0
1 0 4
0 0
3
0
21
EMBEZZLEMENT
1
0
0
0 0
0 0
0 0
1
1
ESCAPE FROM YOUR CUSTODY
1
0
1
0 0
1 0 0
0 0
0
1
EXTORTION/BLACKMAIL
0
0
0
0 0
1 0 0
0 0
1
0
FAIL TO DISPLAY OPERATORS LICENSE
0
1
2
2 0
0 1 1
0 0
2
1
1
FAILURE TO REGISTER AS SEX OFFENDER
0
0
0
1 0
1 0 0
1 0
1
0
FORCIBLE RAPE
0
2
3
1 2
1 0 0
0 0
4
1
1
FORGERY/COUNTERFEITING
1
3
4
0 6
10 1 4
1 4
2
4
4
FRAUD - BY DECEPTION/FALSE PRETENSES
5
4
2
2 5
5 4 9
0 2
5
1
4
FRAUD - CREDIT CARD/AUTOMATIC TELLER MACHINE
2
2
2
2 6
3 1 1
1 1
4
2
2
FRAUD - NOT SUFFICIENT FUNDS CHECK
0
0
0
0 0
0 0 0
0 1
0
0
1
FRAUD - OF SERVICES/FALSE PRETENSES
0
1
0
0 0
1 1 0
0 2
0
1
FRAUD - WIRE
0
0
1
0 0
0 0 0
0 1
0
0
FRAUD -OTHER
0
0
1
0 0
0 0 0
1 1
0
0
FUGITIVE ARREST FOR ANOTHER AGENCY
26
32
31
26 35
25 40 39
23 17
39
24
35
FURNISHING
0
0
1
1 0
0 0 0
0 0
0
0
GARBAGE LITTERING
0
0
0
1 0
0 0 1
1 0
0
0
HIT AND RUN FELONY
0
1
1
0 1
2 1 4
1 2
2
0
1
HIT AND RUN -MISDEMEANOR
18
8
18
15 9
18 10 12
18 17
14
12
16
IDENTITY THEFT
2
5
9
7 11
7 4 4
2 4
4
3
6
INTIMIDATION /OTHER CRIMINAL THREAT
7
3
4
3 7
4 8 5
4 3
9
8
6
KIDNAP - FOR ADDITIONAL CRIMINAL PURPOSE
0
0
1
1 0
o o 0
0
0
0
MINOR IN POSSESSION
0
2
2
2 2
0 0 1
1 0
1
0
11
MINOR ON PREMISES
0
0
0
0 0
0 0 0
0 0
0
1
1
MISCELLANEOUS
8
11
9
9 7
11 12 9
7 9
10
6
10
MOTOR VEHICLE THEFT
10
8
8
6 8
7 8 5
5 9
19
14
10
NON CRIMINAL DOMESTIC DISTURBANCE
0
0
0
0 0
0 3 13
12 9
5
17
5
OTHER
2
3
1
3 12
9 3 9
4 3
3
2
5
OTHER TRAFFIC CRIME
0
0
0
0
1 0 0
0 0
0
0
1
PROPERTY - FOUND LOST MISLAID
32
3
1
2 4 4
2
1
1
2
Page 1 of 3
1/17/2017 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
2016 Year to Date
2016 Total 357 270 271 309 290 359 327 279 258 257 223 333 3,53
2014 Total 280 263 255 272 316 277 332 319 255 302 330 351 3,55
Page 2 of 3
Jan
Feb
Mar
Apr May
Jun Jul Aug
Sep Oct
Nov
Dec
Total
PROPERTY RECOVER FOR OTHER AGENCY
0
0
0
2 1
0 1 1
3 0
0
0
PROSTITUTION - ENGAGE IN
0
0
0
0 0
0 0 0
0 1
0
0
1
RECKLESS DRIVING
5
1
2
3 1
2 0 5
2 0
3
0
2
RESTRAINING ORDER VIOLATION
1
2
0
3 1
1 1 1
2 2
2
0
1
ROBBERY - BUSINESS
3
0
0
0 0
1 1 0
2 0
0
0
ROBBERY - CONV.STORE
2
0
0
0 0
0 0 0
0 0
0
0
ROBBERY - HIGHWAY
0
0
0
0 0
0 0 0
0 0
1
0
1
ROBBERY - OTHER
0
0
0
1 1
1 1 1
2 3
0
0
1
ROBBERY - RESIDENCE
0
0
0
0
0 0 0
0 0
2
0
RUNAWAY
1
3
3
3 3
1
4 1
3
4
31
SEX CRIME - CONTRIBUTE TO SEX DELINQUENCY
0
0
0
0 1
0 0 0
0 1
0
0
SEX CRIME - EXPOSER
0
1
0
o 1
o o 0
o 0
0
0
SEX CRIME - FORCIBLE SODOMY
0
0
0
0 0
0 0 0
2 0
1
0
SEX CRIME - INCEST
0
0
0
0 0
0 0 0
0 0
1
0
1
SEX CRIME - MOLEST (PHYSICAL)
2
3
0
2 1
2 2 2
1 0
2
0
1
SEX CRIME - NON FORCE SODOMY
0
0
0
0 0
1 0 0
0 0
0
0
1
SEX CRIME - NON -FORCE RAPE
1
0
0
0 3
0 0 1
1 1
0
0
SEX CRIME - OTHER
0
0
3
0 0
1 0 0
2 0
0
0
SEX CRIME - PORNOGRAPHY/OBSCENE MATERIAL
1
0
0
0 0
2 0 0
0 0
0
0
SEX CRIME - SEXUAL ASSAULT WITH AN OBJECT
2
1
1
0 0
0 0 0
0 0
1
0
STALKER
0
1
1
1 0
2 0 0
1 2
0
1
STOLEN PROPERTY - RECEIVING,BUYING,POSSESSING
0
1
0
0
1 0 1
0 0
1
1
SUICIDE
0
1
0
0
2 0 0
0 0
0
0
HEFT - BICYCLE
0
3
1
1 2
1 0 1
1 1
1
0
1
HEFT - BUILDING
4
4
4
8 4
3 1 7
4 2
5
3
4
HEFT - COIN OP MACHINE
3
1
0
1 0
0 0 0
0 0
0
0
HEFT - FROM MOTOR VEHICLE
12
11
17
5 26
3 4 5
5 7
10
11
11
HEFT - MOTOR VEHICLE PARTS/ACCESSORIES
1
0
0
0 1
1 0 2
0 2
1
1
HEFT - OTHER
17
14
11
16 15
19 13 13
15 12
16
15
17
HEFT - PICKPOCKET
0
0
2
0 0
0 0 0
0 0
0
0
HEFT - PURSE SNATCH
1
1
0
0 0
2 0 0
1 0
2
1
HEFT - SHOPLIFT
14
10
17
13 22
18 22 11
10 12
13
13
17
TRAFFIC VIOLATIONS
11
12
24
14 11
10 12 20
31 15
20
19
19
TRESPASS
3
1
3
2 9
9 4 8
5 7
4
8
6
UNAUTHORIZED ENTRY INTO MOTOR VEHICLE
8
4
14
5 24
0 1 4
6 4
7
6
8
VANDALISM
24
20
29
37 46
23 57 24
23 16
27
32
35
VEHICLE RECOVERD FOR OTHER AGENCY
1
3
2
1 3
2 4 3
5 2
4
2
3
WEAPON - CARRY CONCEALED
1
1
1
2 0
1 0 1
2 0
0
1
1
WEAPON - EX FELON IN POSSESSION
0
3
0
0 0
1 0 0
1 1
2
0
WEAPON - OTHER
0
0
0
0 0
0 0 0
1 0
0
0
1
WEAPON - POSSESS ILLEGAL
1
1
10
0
1 1
1 2
4
1
1
WEAPON - SHOOTING IN PROHIBITED AREA
1
1
0
1 0
q 0
1 2
0
0
Jan
Feb
Mar
Apr May
Jun Jul Aug
Sep Oct
Nov
Dec
Total
2016 Total
300
251
317
274 363
273 311 328
304 261
360
268
3,61
2016 Total 357 270 271 309 290 359 327 279 258 257 223 333 3,53
2014 Total 280 263 255 272 316 277 332 319 255 302 330 351 3,55
Page 2 of 3
1/17/2017 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
2016 Year to Date
Cn LU
2500
N
Z 2000
W
LL
LL
Q 1500
1000
500
0
Offenses / Year
2014 2015 2016
YEAR
Page 3 of 3 9
Woodburn Police Department
ORDINANCE VIOLATIONS
2016 Year to Date
1/17/2017
Ordinance Discription
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
Animal Complaint
30
29
33
38
34
51
43
45
30
26
30
26
415
Ordiinance - Abate/Nuisances
0
1
0
0
1
0
1
0
1
0
0
0
4
Ordinance - Abandoned Vehicles
31
40
25
12
22
17
16
14
17
14
19
9
236
Ordinance - Abate Graffiti
9
4
6
13
18
14
24
8
3
8
10
29
146
Ordinance - Land Use Violations
1
1
0
3
0
1
4
5
1
3
1
0
20
Ordinance - Oth Violation
51
84
66
40
54
72
66
77
51
42
28
17
648
Ordinance - Tall Grass
0
0
1
0
110
45
27
10
0
0
0
0
193
2016 Total
122
159
131
106
239
200
181
159
103
93
88
81
1,662
1600
1400
1200
Z 1000
O
Q 800
J
O
j 600
400
200
0
2000
1600
N
O 1200
H
Q
J
0 800
400
0
2016 Total
2014 Total
125
125
149
120
250
185
162
141
97
93
99
101
1,647
104
109
166
158
324
176
148
171
120
143
75
115
1,809
Ordinance Violations / Code Enforcement Officers
2014 2015 2016
COMBINED TOTAL - CODE ENFORCEMENT OFFICERS
Ordinance Violations / Year
2014 2015 2016
YEAR TOTALS FOR ALL OFFICERS
1
10
�'I �'1��r I Iii ♦ r�}
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BU
January 23, 2017
TO: Honorable Mayor and City Council through City Administrator
FROM: Jim Row, Assistant City Administrator
SUBJECT: Cooperative Agreement with Friends of Bungalow Theater, Inc.
RECOMMENDATION:
It is recommended that the City Council authorize the City Administrator to enter into
the enclosed cooperative agreement with the Friends of Bungalow Theater, Inc.
(Friends).
BACKGROUND:
The Friends incorporated in September 2016 and recently received IRS 501 (c) (3)
tax exempt status. The Organization was formed with the objective of partnering
with the City to advance the restoration and preservation of the Bungalow
Theater.
In October 2016, City staff provided training to a group of volunteers interested in
serving on the board of the newly formed Friends organization. The training
identified board member's roles, organizational management, and fundraising
techniques to assist the Friends in establishing a clear strategy as they develop
their goals and mission.
The Bungalow Theater opened in 1911 as the first movie theater in Woodburn.
However, the condition of the building has deteriorated over the years and is no
longer suitable for intensive use by the community. Once the Theater is
renovated, it is the intention of the Friends group to participate with the City in
offering film and live performances. In order to bring the building into a condition
suitable for these uses, significant improvements must be made to the roof,
electrical system, restrooms, and emergency exits.
DISCUSSION:
The concept of forming the Friends of Bungalow Theater first emerged as one of
the goals identified in the November 2015 Woodburn Museum Organization Plan.
Agenda Item Review: City Administrator _x City Attorney _x Finance —x-
11
Honorable Mayor and City Council
January 23, 2017
Page 2
The group has received a great deal of community interest and support and
currently has a membership of approximately 20 people.
It is anticipated that some of the grant sources available to assist in the renovation
of the Bungalow Theater may only be available to non-governmental, tax-
exempt organizations. Therefore, the assistance of the Friends may be very
beneficial to the process of funding the building's renovation and ongoing
operations.
The Agreement clarifies that the City will maintain ownership of the building and
shall assume responsibility for managing all renovations. It also spells out that the
Friends will be responsible for developing a capital campaign, annual work plan,
fundraising strategy and allocating renovation grant funds to the City as
improvements take place.
The Agreement also identifies the intention of both parties to cooperate in the
future operation of the Theater. The Agreement carries a term of ten (10) years
with an option to renew for an additional five (5) years.
FINANCIAL IMPACT:
It is anticipated that the Friends of Bungalow Theater, Inc. will assist the City to
raise funds for the rehabilitation of the Theater. The amount of funding to be
raised by the group is unknown at this time.
12
BUNGALOW THEATER COOPERATIVE AGREEMENT
This COOPERATIVE AGREEMENT (this "Agreement"), effective upon the last
date of signatures below, is made and entered into by the City of Woodburn, an
Oregon municipal corporation (the "City"), and Friends of Bungalow Theater, Inc.,
an Oregon domestic nonprofit corporation (the "Friends") (collectively the "Parties").
WHEREAS, a mission of the City's Community Services Department is to
improve the quality of life for all Woodburn residents by providing public spaces and
facilities for community utilization and gatherings;
WHEREAS, the City currently owns and operates the Woodburn Historical
Museum as part of the Community Services Department and desires to reopen the
adjoining Bungalow Theater located at 455 N. Front Street in Woodburn, Oregon
(the "Theater");
WHEREAS, the City currently lacks adequate funding to reopen the Theater
without some type of private or third -party support from a community group or
nonprofit organization;
WHEREAS, the Friends is a tax exempt, nonprofit corporation, organized in
2016, with a mission to advance the restoration and preservation of the Theater,
provide visitor experiences, and generally assist the City with future management
and operation of the Theater;
WHEREAS, the parties now desire to enter into this Cooperative Agreement
for the purpose of defining the relationship between the City and the Friends in
regard to their respective purposes, responsibilities, and accountability in meeting
the parties' missions; and
NOW THEREFORE, the parties agree as follows:
AGREEMENT
Project.
1.1. Generally. This Agreement governs the parties' understanding of the
cooperation to occur in the renovation, opening, and future operation of the
Theater.
1.2. City's Role.
1.2.1. Point of Contact. The City shall designate and identify a point
person to work with the Friends under the terms of this Agreement. This
individual may work with the Friends on any number of projects to support the
Theater, including, but not limited to, fundraising events, renovation planning,
BUNGALOW THEATER COOPERATIVE AGREEMENT
13
Page 1 of 7
building repair and restoration, development of an operations schedule, etc.
The City's Recreation Services Manager will serve as the City's point of
contact until or unless another individual is designated.
1.2.2. Ownership. The City shall retain full ownership of, and liability for
the Theater. The City shall maintain the insurance for the Theater and be
responsible for covering the cost of all utilities except as otherwise provided
by agreement between the parties.
1.2.3. Renovation Responsibility. The City, in consultation with the
Friends, shall be responsible for actual construction carried out in renovating,
repairing, and/or restoring the Theater. This includes formally soliciting bids or
proposals for the renovation project in accordance with state and local
contracting rules, ensuring proper and appropriate selection of a bid or
proposal for the project, entering into the contract for project -identified
services, overseeing the performance of contracted services, and ensuring
payment is made for any and all services. The City will endeavor to involve
the Friends in as much of the public planning efforts for the Theater
renovations as possible.
1.3. Friends' Role.
1.3.1. Point of Contact. The Friends shall designate and identify a point
person to work with the City and City designated staff.
1.3.2. Fundraising. The Friends shall be in command of creating and
executing a fundraising plan, or capital campaign, for the Theater
renovation project, as well as a plan for how it will raise sufficient future funds
to maintain consistent and quality operation of the Theater. Throughout this
process, the Friends shall be responsible for the design of fundraising
communications and the holding of fundraising events with general
assistance from the City.
Nothing in this provision shall prevent or preclude the City from engaging in its
own Theater fundraising activities or pursuits independent of the Friends
group, except where a conflict arises per Section 2.1.
1.3.3. Financial Support. The Friends agree to solicit and receive
donations, hold donated funds, and disburse funds to the City prior to, and
during the Theater renovation project and at later dates to assist with
maintaining operation of the Theater. As part of any disbursement of funds by
the Friends to the City, the City agrees to provide the Friends with a receipt
that includes a summary for where funds were directed in supporting the
Theater.
BUNGALOW THEATER COOPERATIVE AGREEMENT
14
Page 2 of 7
1.3.4. Annual Work Plan. The Friends shall construct and submit annual
work plans to the City for review and approval at the beginning of each
calendar year. Annual work plans must include the following information:
a) (If Applicable) The prior year's accomplishments, compared with
the approved work plan for that year;
b) List of proposed projects and activities for the upcoming year;
c) Proposal of anticipated City support that will be needed to carry
out the Friends' proposed projects and activities (e.g. staff,
materials, other resources, etc.); and
d) Corresponding fiscal plan for the projects and activities identified,
including plans for future fundraising.
1.4. Fundraisin _q Budget, and Plan for the Theater Renovation. Both parties
agree to work together to develop a mutually agreeable plan for the renovation
project, including a schedule, design, and budget for the renovation, and both
agree to maintain a working relationship as the scope of the project is better
defined and continues toward completion. The Friends shall primarily be responsible
for raising and providing sufficient funds necessary to carry out the preliminary
planning for, and actual renovation of the Theater.
1.5. Coordination for Future Operation of the Theater. Once renovation of
the Theater is complete, the City and the Friends both acknowledge that they will
likely both be engaging in mutual operation activities at the Theater that will be
wide ranging and which are unpredictable at the time this contract is executed.
Both parties agree that prior to opening the Theater to the public, the parties shall
establish an operations plan that delineates additional roles and responsibilities of
the parties moving forward. The Friends also agree that all of its future operating
activities at the Theater will be communicated to, and approved by the City, that
changes in any scope of work will be submitted for approval of the City, that
certain training of Friends' volunteers by City staff will be carried out where
necessary, and that proper liability releases for volunteers working on City property
will be obtained.
2. Rights and Responsibilities.
2.1. Friends Group Recognition. _ The Friends will be formally recognized by
the City as the sole "Friends Group" for the Theater. This recognition will help prevent
conflicting priorities over the future of the Theater and is meant to facilitate better
coordination and communication with the City.
BUNGALOW THEATER COOPERATIVE AGREEMENT
15
Page 3 of 7
2.2. Miscellaneous Responsibilities of the Friends' Group. The Friends shall
maintain its nonprofit status with the State or Oregon and establish a written mission
statement and/or bylaws (which shall be available to City staff) that clearly state
the purpose of the group and the activities it intends to undertake. The Friends shall
have an open membership policy regardless of race, sex, sexual orientation,
national origin, age, or disability. The Friends shall also hold, at a minimum, quarterly
meetings for which meeting minutes are taken and submitted to the City.
2.3. Right to Suspend, Revoke, or Terminate this Agreement. The City
reserves the right to suspend or revoke formal recognition of the Friends under
Section 2.1. or terminate this Agreement (See Section 6.2.2.) if any of the following
occur:
a) The Friends fails to maintain its nonprofit status with the State of
Oregon or fails to maintain "good standing" under the laws of
incorporation;
b) Over one year of inactivity occurs by the Friends;
c) Repeated failure by the Friends to communicate project or
operations work to the City; and/or
d) Failure to submit an Annual Work Plan.
3. Publicity and Use of Proprietary Marks. Each party shall obtain prior written
approval from the other party prior to using the other party's trademarks, trade
names, logos, or images (collectively, " Proprietary Marks") in connection with
carrying out projects or activities under this Agreement. This applies to all uses
regardless of whether on the web, in print, or in any other media. Once approved,
similar uses in the same context and format will not require additional approval. In
the event this agreement expires or terminates for any reason, each party shall
immediately discontinue using the other Party's Proprietary Marks.
4. Relationship of the Parties. Nothing in this Agreement is intended, or is to be
deemed to create a partnership or joint venture between the parties. The Friends
shall at no time hold itself out as a subsidiary or affiliate of the City. Further, nothing
contained herein shall be deemed or construed by the Parties, nor by any third
parties, as creating a relationship between the City and any officers, employees,
volunteers, suppliers, contractors, or subcontractors used by Friends to carry out any
projects or activities under this Agreement.
5. Warranties and Indemnification.
BUNGALOW THEATER COOPERATIVE AGREEMENT
16
Page 4 of 7
5.1. Authority. Each party represents and warrant that is has the full right
and power to enter into this agreement and that it is fully ready, willing, and able to
perform all its obligations hereunder.
5.2. Indemnification. Each party shall indemnify the other against all claims,
demands, suits, actions, losses, damages liabilities, costs and expenses of any kind
or nature arising directly out of a parties' intentional, reckless, or negligent acts,
errors, or omissions in carrying out any project or activity under this Agreement.
6. Term & Termination.
6.1. Term. The Term of this Agreement commences upon the Effective Date
and runs for a period of ten (10) years. This Agreement may be renewed upon the
mutual written agreement of both parties for succeeding five (5) year periods.
6.2. Termination.
6.2.1. Parties' Right to Terminate for Convenience. This Agreement
may be terminated upon the mutual consent of both parties, or by either
party unilaterally giving at least one hundred eighty (180) days prior written
notice to the other party.
6.2.2. The City's Right to Terminate for Cause. The City may terminate
this Agreement, in whole or in part, immediately upon notice to the Friends,
or at such later date as the City may establish in such notice, upon the
occurrence of any of the following events:
a) The Friends fail to perform certain covenants or obligations
required by this Agreement, amounting to occurrence of an act
under in Section 2.3., and where such failure is not cured within ten
(10) business days after delivery of notice of breach by the City, or
such longer period as the City may specify; or
b) The City lacks sufficient funding, staffing, appropriations, or other
expenditure authority to properly execute its obligations or fulfill the
mutual goals set by this Agreement.
7. Notices. Any Notice provided for or concerning this Agreement shall be in
writing and be deemed sufficiently given when personally delivered or mailed by
Certified mail, to the respective address of each party as follows:
a) Friends of Bungalow Theater, Inc., Attn: Pat Hyatt,
BUNGALOW THEATER COOPERATIVE AGREEMENT
17
Page 5 of 7
b) City of Woodburn, Attn: City Recreation Services Manager, 270
Montgomery Street, Woodburn, Oregon 97071.
8. Assignments; Successors and Assigns. The Friends shall not assign or transfer
any of its interest in this Agreement without the written consent of the City, such
consent not to be unreasonably withheld. The provisions of this Agreement shall be
binding upon and shall inure to the benefit of the parties hereto, and their
respective successors and permitted assigns, if any.
9. No Third Party Beneficiaries. No provision of this Agreement is intended or will
be construed to confer upon or give to any person or entity other than the
signatories to this Agreement any rights, remedies or other benefits under or by
reason of this Agreement.
10. Records. Each party shall retain all its records relating to this Agreement and
projects/activities carried out under this Agreement for a period of six years
following expiration or termination of this Agreement or completion of some project
or activity.
11. Governing Law. This Agreement is governed by and will be construed in
accordance with the laws of the State of Oregon.
12. Severability. The parties agree that if any term or provision of this Agreement
is declared by a court of competent jurisdiction to be illegal or in conflict with any
law, the validity of the remaining terms and provisions shall not be affected, and the
rights and obligations of the parties shall be construed and enforced as if the
Agreement did not contain the particular term or provision held to be invalid
13. Merger Clause; Waiver. This Agreement constitute the entire agreement
between the parties on the subject matter hereof. There are no understandings,
agreements, or representations, oral or written, not specified herein regarding this
Agreement. No waiver, consent, modification or change of terms of this Agreement
shall bind either party unless in writing and signed by both parties. Such waiver,
consent, modification or change, if made, shall be effective only in the specific
instance and for the specific purpose given. The failure of the City to enforce any
provision of this Agreement shall not constitute a waiver by the City of that of any
other provision
[Signatures to Follow on Next Page]
BUNGALOW THEATER COOPERATIVE AGREEMENT
18
Page 6 of 7
The parties have executed this Agreement effective as of the last date of
signature specified below.
CITY OF WOODBURN,
an Oregon municipal corporation
Scott Derickson, City Administrator
Date
FRIENDS OF BUNGLOW THEATER, INC.
an Oregon domestic nonprofit
corporation
Pat Hyatt, President
Date
BUNGALOW THEATER COOPERATIVE AGREEMENT Page 7 of 7
19
�'I �'1��r I Iii ♦ r�}
Y 9M& Its
BU
Pr��i, e��arrt rr rf 1R'!87
January 23, 2017
TO: Honorable Mayor and City Council through City Administrator
FROM: Jim Row, Assistant City Administrator
SUBJECT: Update to the Community Center Feasibility Study
RECOMMENDATION:
It is recommended that the City Council authorize the City Administrator to
execute an Architectural Services Agreement with Carleton Hart Architecture to
update the Community Center Feasibility Study.
BACKGROUND:
In 2006, the City commissioned Carleton Hart architecture to explore the costs
and opportunities for developing two community centers - an Arts & Cultural
Community Center and a Recreation Center.
The plan, which was completed in early 2008, recommended Legion Park as the
preferred location for an Arts & Cultural Community Center, which was envisioned
as a 30,000 square foot facility with a large assembly space and classrooms for
art classes and other passive recreation activities.
The plan also recommended that the City consider expanding the Aquatic
Center to include active recreation spaces, such as a gymnasium, fitness center,
classrooms, spaces for youth, adult and senior programs, and expanded locker
rooms.
Almost immediately following the completion of the feasibility study, the national
and local economies entered a deep recession, which weakened the City's
budget and the community's ability to finance projects of this magnitude. As a
result, the City delayed plans to further explore the process of funding and
developing either one of the facilities the plan conceptualized.
DISCUSSION:
Agenda Item Review: City Administrator _x_ City Attorney _x
20
Finance
Honorable Mayor and City Council
January 23, 2017
Page 2
In early 2016, City Staff met with representatives of the Woodburn Downtown
Association (WDA) to discuss their interest in reviving discussions related to the
development of a community center. These discussions helped to direct our
focus on the Recreation Center concept, which involves expanding the Aquatic
Center, due to the community's need for both active and passive recreation
space, and also because of the operational efficiencies inherent in operating an
existing facility.
In July 2016, approximately 25 people attended a luncheon hosted by the WDA
to discuss their interest in pursuing the development of a community center.
Subsequent discussions with the Boys & Girls Club revealed their interest in
partnering in the project, as well.
Following this series of meetings, City staff contacted Carleton Hart Architecture
to explore the possibility of updating the Community Center Plan to take into
account the current needs of the community, as well as the potential involvement
of newly identified stakeholders, such as the WDA, Boys & Girls Club, and the
Woodburn Senior Center.
Carleton Hart submitted a proposal to update the Recreation Center Plan, which
will include a review of the original concept and current building codes,
facilitating meetings with stakeholder groups and the general public, and the
development of design concepts. Once the final design concept is approved,
the consultant team will prepare a cost estimate and present the package to the
City Council for review and comment.
FINANCIAL IMPACT:
Carleton Hart Architecture's proposal includes a "not to exceed" fee of $24,547
plus reimbursable expenses. If approved by the City Council, these expenses will
be paid from existing resources within the Community Services Department
budget, which are available for this project, largely due to the current Recreation
Services Manager position vacancy.
21
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N) O N4°v'�1, I G R EG G1114
January 3, 2017
Revised: January 6, 2017
Attn: Jim Row
Assistant City Administrator
City of Woodburn
270 Montgomery Street
Woodburn OR 97071
Dear Jim,
We are pleased to submit the following proposal to conduct a limited feasibility study for the renovation and
expansion of the Woodburn Aquatic Center. Carleton Hart Architecture (CHA) is committed to making our
community and neighborhoods better places to live and work. Our firm's mission has been to focus on
community development projects which include a wide variety of project types, both new and renovation. The
approach we use will assist you during the design process as we evaluate making your vision a reality. In
addition the process will begin to educate you and your committee on how the design/development process works
to empower you during the decision-making process.
PROJEC III OV EIRVI E W
During this initial phase, CHA will review the preliminary conceptual plans to address your updated objective for
the project. It's my understanding the project's goal is to expand the aquatic center to include: classrooms,
gymnasium, meeting space for a maximum of 100 occupants, limited programming for a senior center, and the
expansion of the parking lot expansion to the south. The design process will collaborative with local stakeholders
and the Woodburn community. The goal would be to develop several conceptual designs for review and approval
by City staff. Later in the process we'll identify design schemes which may require construction cost estimates.
A conceptual design will be selected and a design team will develop the drawings to a point that a construction
cost estimate can be completed with enough information to determine an "order -of -magnitude" construction cost.
In the end a final report will be developed which will included design layouts, cost estimate and supporting text.
P1RO J E (' II......... ..... III°°`E A M
Our project team and their respective roles are as follows:
Bill Hart, AIA, NCARB, principal of Carleton Hart Architecture (CHA) will serve as the team leader and
Principal -In -Charge for all architectural design services. An experienced project manager, will oversee the
coordination of design and consultant services as we move further into the design process. Additional staff will be
assigned as the design process progresses.
Stan Pszczolkowski, AIA, President of ACC Cost Consultants, LLC will oversee the cost estimating services
provided by the firm. The "order of magnitude" estimate will be based on the conceptual documents developed
during the design process.
22
`14VI III °^i`, O II`14 ME II`14 III° NI A °a °a E M E II`4 ...III.....
We assume that any environmental assessment of the proposed work and possible hazardous materials
mitigation is the Owner's responsibility, and does not fall within our Scope of Services. CHA will be glad to assist
you in coordinating this effort. Professional services to conduct the environmental review will be directly to you as
the Owner as our insurance carrier will not allow these services to be contracted through our firm. Any additional
CHA expenses will be billed to you directly as an additional expense.
151 �'°,;'� 1°„'�� (,,, k (iii
Our recommended approach is to work with you to evaluate the existing facility; meet with stakeholder and the
community to listen to their concerns and then develop several concepts; continue to meet with stakeholder and
select a preferred design with the City; continue development of the design with enough information to develop an
assess the opportunities for development; select one option for continued design refinement; and finally to
develop a conceptual "order -of -magnitude" construction cost estimate for the selected option. Communication
and meeting with City staff will be extensive throughout the project. A final report will submitted at the completion
of the study.
PIRO,JEC III APRIROAU-i
Task 1
Program Review: Review drawings and documents; explore code related issues, zoning and building code.
Deliverables: Preliminary code reviews, Meeting notes.
Task 2
Confirm existing conditions at Recreation Center. Conduct site tour of existing facility.
Deliverables: Summary notes/analysis.
Task 3
Stakeholder meeting #1: Meet with stakeholders to review building program and project objectives: aquatic
director (programming issues), senior center (classrooms), Woodburn Boys & Girls club (building
program/gymnasium), and Woodburn Downtown Association (WDA).
Deliverables: Meeting notes. Programming diagrams: spatial relationships.
Task 4
Community Outreach: Public presentation #1 of original design. Stakeholders will be invited to attend this
meeting with the public. Review building program with the community.
Deliverables: Meeting notes.
Task 5
Design phase: Develop up to one design concept for review with City staff.
Deliverables: Design concept, meeting notes.
Task 6
Community Outreach: Public presentation #2 of design schemes. Review design schemes with the community.
Deliverables: Design concepts, Meeting notes.
Task 7
Design: Select a preferred preliminary design. Refine cost estimate on preferred design.
Deliverables: Refined design schemes, conceptual cost estimate.
23
Task 8
City Council: Presentation #1 to City Council.
Deliverables: Design schemes.
Task 9
Draft Report: Initial presentation of DRAFT report to City staff.
Deliverables: DRAFT of final report.
Task 10
Final Report: Final presentation of FINAL report to City staff.
Deliverables: FINAL report.
E X: MI,� U ,; ° III 0 II`14
WORK NO "'I"' IIINCIII.UIII)IIf; III) I1I "'I'°III°IIIIIS A II III Ill ii! III N"'f-
• Any fees for reviews, permits, systems development, etc., levied by applicable agencies towards the
project,
• Any services or work associated with Land Use Reviews and Design Review,
• Any special inspections that may be required,
• Any low voltage design services: computer; telephone cabling; television; security systems and
equipment,
• Any geotechnical engineering services,
• Any mechanical, electrical engineering services, and
• Any landscape design, civil engineering & site surveying services,
At this time we recommend a "guaranteed maximum fee" arrangement which compensates the architect &
consultants on the basis of actual time incurred in providing services. You will be invoiced for "time & materials"
on a monthly basis for services incurred. You will not be invoiced for more than this amount. See attached Exhibit
A.
Reimbursable costs are directs of the Project incurred by CHA and consultants, which are in addition to the above
hourly rates. They include items such as printing, photocopying, mileage, fax transmissions, photography
expenses, messenger service, etc. and will be billed at cost plus 10%.
Estimates for reimbursable expenses are typically 8% of the design services fee.
A IID IIhDIII III"°`II0`14 NI ";; ai E 11R VIII C viii i ";;5'i
Services beyond the scope of services described herein shall be provided if authorized or confirmed in writing in
advance by your office. Compensation for Additional Services shall be computed and paid at the following hourly
rates.
Architectural
Carleton Hart Architecture P.C.
Principal $ 175.00/hr.
Sr. Proj. Manager/Designer 145.00
Project Manager 125.00
24
Sr. Project Architect
115.00
Project Architect
105.00
Job Captain
85.00
Architectural Staff
75.00
Administration
65.00
Cost Consultant:
ACC Cost Consultants, LLC
Principal
$ 164.00/hr.
Sr. Estimator
130.00
MEP Estimator
130.00
Estimator
93.00
C GI`CDII °"'III"°'III 0 II`14 ,1
Fla.yinent Schedule
Payment for professional services and reimbursable expenses will be submitted monthly, based on work
completed and will be due and payable upon receipt of CHA's invoice. Amounts unpaid fifteen (15) days after
invoice date shall bear interest at the rate of 1.5 percent per month on past due amount.
Ownership of Documents
All reports, plans, specifications, field data and notes and other documents, including all documents on electronic
media, prepared by CHA for use solely for this Project as instruments of service shall remain the property of CHA
and shall retain all common law, statutory and other reserved rights, including the copyright thereto.
The Owner has the right to reproduce and distribute the drawings and other documents as needed. The Owner
also retains the right to reuse these documents as reference only, in conjunction with future work to this facility
that might be completed by others.
Limitation of Liability
In recognition of the relative risks and benefits of the Project to both the Owner and CHA, the risks have been
allocated such that the Owner agrees, to the fullest extent permitted by law, to limit the liability of CHA and its
officers, directors, partners, employees, shareholders, owners and Consultants for any and all claims, losses,
costs, damages of any nature whatsoever or claims expenses from any cause or causes, including attorneys' fees
and costs and expert -witness fees and costs, so that the total aggregate liability of CHA and its officers, directors,
partners, employees, shareholders, owners and Consultants shall not exceed $50,000 or the total fee for services
rendered on this Project, whichever is greater. It is intended that this limitation apply to any and all liability or
cause of action however alleged or arising, unless otherwise prohibited by law.
indemnification
CHA and the Owner mutually agree, to the fullest extent permitted by law, to indemnify and hold each other
harmless from any and all damage, liability or cost, including reasonable attorneys' fees and costs of defense,
arising from their own negligent acts, errors or omissions in the performance of their services under this
Agreement, to the extent that each party is responsible for such damages, liabilities and costs on a comparative
basis of fault.
Mediation
The parties mutually agree that any dispute under this Agreement will be submitted to a mediator agreed to by
both parties as soon as such dispute arises, but in any event prior to the commencement of arbitration or
litigation. Such mediation shall occur in Portland, Oregon and the mediator's fees and expenses shall be shared
equally by the parties. The parties agree to exercise their best efforts in good faith to resolve all disputes in
mediation.
Termination
Either the Owner or CHA may terminate this Agreement at any time with or without cause upon giving the other
party seven (7) calendar day's prior written notice. The Owner shall within thirty (30) calendar days of termination
25
pay CHA for all services rendered and all costs incurred up to the date of termination, in accordance with the
compensation provisions of this Agreement.
Thank you for giving us the opportunity to present this proposal. If you have any questions or would like to
discuss this proposal, please give me a call. Should you wish to proceed with these services, please sign below
and return a signed copy to my office.
Submitted by:
William Hart, AIA, NCARB
Carleton Hart Architecture, PC
Approved by:
Jim Row, Assistant City Administrator Date
City of Woodburn
26
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27
-'49M& Item
8U
January 23, 2017
TO: Honorable Mayor and City Council
FROM: Jamie Johnk, Economic Development Director
SUBJECT: Marion County Community Project Grant - Woodburn Alleyway
Beautification Project
RECOMMENDATION:
No action is required by the City Council. This item is informational only.
BACKGROUND:
At the November 14, 2016 Urban Renewal Agency, staff received approval to
move forward with the Alleyway Beautification Project (option #2) for an
estimated cost of $71,742.
The goal of the project is to provide a safe, clean, walkable, pedestrian -friendly
alleyway system while improving the overall appearance of downtown. Key
Project elements include installation of security lighting, enclosing trash
receptacles, painting over graffiti and vandalism, and providing a visually
appealing pedestrian area.
DISCUSSION:
In December 2016 Marion County announced its Community Projects Grant
program, the purpose of which is to provide grants to nonprofits, legal entities, or
municipalities to promote economic development through increasing the
livability and safety within communities and unincorporated areas of Marion
County.
Staff completed a grant application requesting $10,000 for the Woodburn
Alleyway Beautification Project. If awarded, funds would be applied toward the
improvements with the intent of installing security lighting not only in the project
alley but in the remaining alleys in downtown.
Agenda Item Review: City Administrator _x_ City Attorney _x_
28
Finance
Honorable Mayor and City Council
January 23, 2017
Page 2
FINANCIAL IMPACT:
If awarded, this grant would be applied toward the Alleyway Beautification
Project, which was approved by the Urban Renewal Agency on December 12,
2016.
29
Iii ♦4
B V'
January 23, 2017
To: Honorable Mayor and City Council through City Administrator
From: Chris Kerr, Community Development Director
Subject: Planning Commission Approval of a conditional use, design review,
property line adjustment, significant tree removal, and variance for
Washington Elementary School's remodel and expansion. (CU 2016-
01, DR 2016-01, VAR 2016-02, TREE 2016-01, and PLA 2016-02.)
RECOMMENDATION:
No action is recommended. This item is placed before the Council for
informational purposes, in compliance with the Woodburn Development
Ordinance Section 4.02.02. The Council may call up this item for review if
desired.
BACKGROUND:
A request was made by the applicant, Soderstrom Architects, on behalf of the
Woodburn School District, the owner of the property located at 777 E. Lincoln
Street, for conditional use, design review, variance, tree permits and a property
line adjustment, in order to expand and remodel the existing Washington
Elementary School facility.
The Planning Commission held a public hearing on January 12, 2017 and
unanimously approved the applications. The applicant gave the only public
input on the proposal. The property is zoned Public/Semi-Public (P/SP) and
Medium Density Residential (RM). Schools and their accessory uses are allowed
in both zones conditionally.
FINANCIAL IMPACT:
This decision is anticipated to have no direct public sector financial impact.
Increased development may slightly increase City revenues.
Agenda Item Review: City Administrator _x_ City Attorney _x_
Eli
Finance _x_
ZONING MAP SHOWING THE SUBJECT PROPERTIES
31
EXISTING CONDITIONS SITE PLAN
32
PROPOSED SITE PLAN WITH FIRE ACCESS
r
33