June 12, 2017 Agenda FIGLEY,MAYOR
HRYN
CITY OF WOODBURN VACANTTCOUNCILOR WARD 1
LISA ELLSWORTH,COUNCILOR WARD II
CITY COUNCIL AGENDA ROBERT CARNEY,COUNCILOR WARD III
SHARON SCHAUB,COUNCILOR WARD IV
FRANK LONERGAN,COUNCILOR WARD V
.JUNE 12, 201 7 - 7.00 P.M. ERIC MORRIS,COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS-270 MONTGOMERY STREET
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A. The July 24th City Council meeting/Community Barbecue will take
place at Centennial Park at 5:30 pm
Appointments:
None.
4. COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
5. PROCLAMATIONS/PRESENTATIONS
Proclamations:
A. Freemason Appreciation Week 1
Presentations:
None.
6. 15 MINUTE RECESS
7. COMMUNICATIONS
None.
8. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council
consideration not already scheduled on the agenda.
This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at 503-980-
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.**
June 12, 2017 Council Agenda Page i
9. 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 minutes of May 22, 2017 3
Recommended Action: Approve the minutes.
B. Woodburn City Council Executive Session minutes of May 22, 2017 5
Recommended Action: Approve the minutes.
C. Liquor License Application 6
Recommended Action:The Woodburn City Council recommends that
the OLCC deny the Liquor License Application for MJ Brother Inc.
D. Building Activity for May 2017 8
Recommended Action: Receive the report.
10. TABLED BUSINESS
None.
11. PUBLIC HEARINGS
A. Fiscal Year (FY) 2017-2018 Resolution Regarding State Revenue
Sharing
B. Fiscal Year (FY) 2017-18 City Budget Adoption
12. 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. Council Bill No. 3034 - A Resolution Declaring the City of 9
Woodburn's Eligibility and Election to Receive State Revenue
Sharing
Recommended Action:Conduct a public hearing and adopt a
resolution declaring the City's eligibility and election to receive
State Revenue Sharing.
B. Council Bill No. 3035 - A Resolution Adopting the Fiscal Year(FY) 12
2017-2018 Budget; Making Budget Appropriations; and
Categorizing Taxes
Recommended Action: Conduct a public hearing to consider
the budget as approved by the Budget Committee, and upon
completion of the hearing, approve the resolution adopting the
budget and capital improvements plan, making appropriations,
and declaring and categorizing taxes for FY 2017-18, inclusive of
June 12, 2017 Council Agenda Page ii
a $60,000 Parks System Development (SDC) appropriation.
C. 2017 Oregon Main Street Revitalization Grant - Bungalow 19
Theater and Museum Restoration Project
Recommended Action: It is recommended that the City
Council accept the Oregon Main Street Revitalization grant in
the amount of$100,000 forthe Bungalow Theater and Museum
Restoration Project and authorize the City Administrator to sign
the Grant Agreement.
D. Redflex Contract Extension Amendment 26
Recommended Action: It is recommended the City Council
authorize the City Administrator to sign the attached Third
Extension of the Agreement with Redflex Traffic Systems, Inc. to
provide Red Light Photo Enforcement Services.
13. 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.
None.
14. CITY ADMINISTRATOR'S REPORT
15. MAYOR AND COUNCIL REPORTS
16. ALLEYWAY/FIRST STREET TOUR
17. ADJOURNMENT
June 12, 2017 Council Agenda Page iii
PROCLAMATION
FREEMASON APPRECIATION WEEK
WHEREAS the heritage of modern freemasonry is derived from the organized guilds of
.stonemasons who constricted the beautiful cathedrals, and other statelystructures, throughout
Europe during the middle ages; and
WHEREAS, overtime, the demand for operative stonemasons declined until they were
eventually replaced with members who emphasized the .teaching of moral philosophy and
brotherhood rather than the technical skills of earlier centuries; and
WHEREAS, in 1717, what would later become the United Grand Lodge of England
formed, making freemasonry public and accelerating its spread across the globe; and
WHEREAS, freemasonry is built upon three basic tenets: Brotherly Love, Relief and
Truth. Freemasons seek to supe the future by fostering the personal growth of the mind,heart and
moral character of men from all walks of life, without discrimination, perpetuating lifelong
friendships and philanthropic service to enrich our communities; and
WHEREAS, over the course of their richhistozy,which dates back for centuries,
freemasons offer their members the opportunity to grow, develop leadership skills and provide
them the means for building a better world for our children. In addition to countless local and
community leaders,fourteen United States Presidents have been freemasons including George
Washington, James Monroe, Andrew Jackson, Theodore.Roosevelt,Franklin Delano Roosevelt;
Harry S. Truman and Gerald Ford; and
WHEREAS,under the leadership of Oregon's Most Worshipful Grand Master J.N.
Dolph, (1892) Woodburn Masonic Lodge#106 was established on June 17 1892 with its first
officers, Worslaipful'Master J.A.Knight and Jason Whitney(proxy fox Senior Warden), taking
their seats in 1891 Since that time, the Woodburn Masonic Lodge has been in continuous
service for 125 years; and
.WHEREAS, . Woodburn" Masonic Lodge #106 has fostered and ' developed many
community leaders; whose membership included Woodburn's founder and first Mayor Jesse
Settlemier(1840-1913) and his son, Frank Settlemier; and:.. .
WHEREAS, in 2013 Woodburn celebrated the Masonic Lodge Building's 100 year
centennial anniversary and presence in Woodburn's historic Downtown; and
WHEREAS, on its 125th anniversary year, and under the leadership of Oregon's Most
Worshipful Grand Master Arthur L. Borland (2017), Woodburn's Masonic Lodge's #106 elected
and appointed officers include:
Worshipful Master- Duncan Tucker
Senior Warden- Gevin Gregory
Junior Warden- J.W. Vern Harris
Treasurer- Scott Derickson
Secretary- Don Judson
Senior Deacon - Elias Villegas
Junior Deacon- Juan Ramirez
Senior Steward - Juan Gonzalez
Junior Steward - David Gonzalez
Marshall - Ted Huber, and
Tyler- Eric Morris
NOW, THEREFORE, 1, Kathryn Figley, Mayor of the City of Woodburn, hereby proclaim June
12-18, 2017 to be "Freemason Appreciation Week." I encourage all residents to celebrate
Woodburn Masonic Lodge#106's 125th year anniversary by attending the July 11, 2017 Music in
Library Park and Masonic Lodge Open House events, both sponsored by the Woodburn Masonic
Lodge #106, and recognizing masons for their leadership and contributions made to our greater
Woodburn community,
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of
Woodburn to be affixed th day of June 2017.
kthr;n F,,gley, Myo
City
City o Woodburn
Received and archived in Woodburn City Hall on Monday, June 12, 2017.
Scott Derickson, Cityistrator
City of Woodburn 4
2
COUNCIL MEETING MINUTES
MAY 22, 2017
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, MAY 22, 2017
CONVENED The meeting convened at 7:00 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor Carney Present
Councilor Lonergan Absent
Councilor Schaub Present
Councilor Morris Present
Councilor Ellsworth Present
Staff Present: City Administrator Derickson, City Attorney Shields, Assistant City
Administrator Row, Deputy Police Chief Boyd, Interim Public Works Director Liljequist,
Economic Development Director Johnk, Human Resources Director Gregg, Assistant City
Attorney Granum, Community Relations Manager Gutierrez-Gomez, Communications
Coordinator Horton, City Recorder Pierson
0:00 ANNOUNCEMENT
The Historical Woodburn Museum Grand Re-opening will take place June 3rd and 4th from
11 am —3 pm.
City Hall, the Library and the Transit System will be closed Monday, May 29th in observance
of Memorial Day. The Aquatic Center will be open from 9:00 a.m. — 5:00 p.m. and will be
having a BBQ at the pool from 11:30 a.m. —3:00 p.m. which is included with admission.
0:02 PRESENTATIONS
2017 Spring Pavement Maintenance Project - Interim Public Works Director Liljequist
provided a presentation on the spring paving projects for 2017.
0:35 CONSENT AGENDA
A. Woodburn City Council minutes of May 8, 2017,
B. Woodburn Planning Commission minutes of January 12, 2017,
C. Crime Statistics through April 2017,
D. Building Activity for April 2017.
Ellsworth/Schaub... adopt the Consent Agenda. The motion passed unanimously.
0:36 COUNCIL BILL NO. 3033 - A RESOLUTION INITIATING CONSIDERATION OF
LEGISLATIVE AMENDMENTS TO THE WOODBURN DEVELOPMENT
ORDINANCE
Morris introduced Council Bill No. 3033. 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. 3033 duly passed.
0:37 AWARD OF CONSTRUCTION CONTRACT FOR THE 2017 SPRING PAVEMENT
Page 1 - Council Meeting Minutes, May 22, 2017
3
COUNCIL MEETING MINUTES
MAY 22, 2017
MAINTENANCE PROJECT, BID #2017-03
Carney/Ellsworth... acting in its capacity as the Local Contract Review Board, award the
construction contract for the 2017 Spring Pavement Maintenance Project to the lowest
responsible bidder, Knife River Corporation - Northwest in the amount of$373,373.00. The
motion passed unanimously.
CITY ADMINISTRATOR'S REPORT
The City Administrator had nothing to report.
0:38 MAYOR AND COUNCIL REPORTS
Councilor Morris thanked staff for their work on the budget and making the budget meeting
an easy process.
Councilor Schaub concurred with Councilor Morris on the budget process. She added that
she is grateful to Community Relations Manager Gutierrez-Gomez for his work with Oregon
Humanities and thanked Economic Development Director Johnk for her work on the Mother's
Day celebration.
Councilor Ellsworth congratulated the newly elected school board members. She also wished
everyone a safe Memorial Day and recommended getting out to the City's great parks.
Mayor Figley stated that she attended the Small Business Saturday that Representative Teresa
Alonso Leon hosted.
Councilor Carney stated that he missed the budget meeting due to a previous commitment.
He echoed the compliments to Community Relations Manager Gutierrez-Gomez on the
Oregon Humanities meeting and thanked the GIAC for their work on the resolution.
0:44 EXECUTIVE SESSION
Mayor Figley entertained a motion to adjourn into executive session under the authority of
ORS 192.660 (2)(d). Morris/Ellsworth... move into executive session. The motion passed
unanimously. The Council adjourned to executive session at 7:44 p.m. and reconvened at 8:13
p.m. Mayor Figley stated that no action was taken by the Council while in executive session.
1:14 ADJOURNMENT
Morris/Schaub... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:14 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 2 - Council Meeting Minutes, May 22, 2017
4
EXECUTIVE SESSION
COUNCIL MEETING MINUTES
MAY 22, 2017
DATE CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON, MAY 22, 2017
CONVENED The Council met in executive session at 7:47 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor Schaub Present
Councilor Lonergan Absent
Councilor Carney Present
Councilor Morris Present
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: None
Staff Present: City Administrator Derickson, City Attorney Shields, Human Resources Director
Gregg, Deputy Police Chief Boyd, Assistant City Attorney Granum, City Recorder Pierson
The executive session was called:
To conduct deliberations with persons designated by the governing body to carry on labor
negotiations pursuant to ORS 192.660(2)(4).
ADJOURNMENT
The executive session adjourned at 8:13 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 1 —Executive Session, Council Meeting Minutes, May 22, 2017
5
�'I'1 r I Iii♦ r}
B V'
June 12, 2017
TO: Honorable Mayor and City Council through City Administrator
THRU: James C. Ferraris, Chief of Police
FROM: Martin Pilcher, Lieutenant
SUBJECT: Liquor License Application
RECOMMENDATION:
The Woodburn City Council recommends that the OLCC deny the Liquor
License Application for MJ Brother Inc.
BACKGROUND:
Applicant: MJ Brother Inc.
1 1 1 N. Arney Rd. Suite B
Woodburn, Oregon 97071
503 415-1167
Point of
Contact: Michael Chen
3915 SW Eleven Mile Ave
Gresham, Oregon, 97080
Business: Sushi Brothers
1 1 1 N. Arney Rd. Suite B
Woodburn, Oregon 97071
503 415-1167
Owners: Michael Chen
Vison Chen
Agenda Item Review: City Administrator_x_ City Attorney_x_ Finance—x-
6
Honorable Mayor and City Council
June 12, 2017
Page 2
License Type: New Outlet, Limited On-Premise Sales/Off-Premises Sales ($202.60
yr.) - Permits beer, wine, cider sales and liquor for on premise consumption only.
On May 1, 2017, the Woodburn Police Department received an application for
Limited On-Premise/Off-Premises ($202.60 yr.) Sales liquor license for Sushi
Brothers Restaurant. This is a restaurant which contains a dining room with liquor
sales at dining tables only. The restaurant sells food for consumption during all
hours of operation.
Sushi Brothers Restaurant is located at 1 1 1 N. Arney Rd. Suite B, Woodburn,
Oregon 97071 . The hours of operation are from 11 :00 A.M. to 9:00 P.M. Monday
through Sunday. The establishment provides no entertainment either live or
recorded. The restaurant has seating for 47 patrons with no accommodation for
outside seating. The Police Department has not received any communication
from the public or surrounding businesses in support of or against the proposed
change.
DISCUSSION:
The Police Department has completed a background investigation on the
subjects listed on the OLCC application. Vison Chen was clear in all database
checks with a valid ODL and no criminal record. Michael Chen was convicted
of three felony charges in the State of Washington (Manufacturing/Delivery of
Controlled Substance, Defrauding a Public Utility, Illegal Dispensing of a
Controlled Substance) within the last five years. Further, Michael Chen did not
disclose this information on the Liquor License Application as required (Individual
History Form question #18). Chen was contacted by Det. Halupowski and stated
he understood the applicable question to refer to the past two (2) years, not the
twelve years indicated on the form (WPD Case #17-5304). Chen provided a
written addendum concerning the conviction to Det. Halupowski. I contacted
OLCC Agent Meredith Hingston who is assigned this application. I informed her
of the convictions and provided her the relevant background material. Hingston
stated she would review the information and that WPD should make the
recommendation it felt proper.
FINANCIAL IMPACT:
None
7
CITY OF W D RN
Community Development Services Department
MEMORANDUM
...EN U
270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246
Date: June 7, 2017
To: Chris Kerr, Community Development Director
From: Building Division
Subject: Building Activity for May 2017
_ _._........ ....... ........
2015 2016 2017
No. Dollar Amount No. Dollar Amount No. Dollar Amount
Single-Family Residential 6 $1,223,6030 0 $0 1 $199,727
.....�.� -.....................��
Multi-Family Residential 0 $0 ......._� 0
.........� .............�.._$0 m....... .....................................� .�..�.�.�.� $0
Assisted Living....................ITITITIT.
Facilities 0 $0 0 $0 0 $0
.....
Residential Adds &Alts W.... 5.____.. ����._.
.....�..............._...... ..
$222,135 6 $50,594 7 $80,516
................ ........................... ............
Industrial 4 $104,977
....4,977 2 $220,323 3 $21,500
Commercial 12 $174,252 3 $165,000 13 $1,776,064
� 0 $0 � .._0..... ..................................�.._W........���...�0
Signs and Fences 1 $12,500 �.
. ...............��...........................W__W.........
Manufactured Homes 1 $1,600 1 $10,000 0 $0
TOTALS
LS 29 $1,739,067 12 $445,917 24 $2,077,807
Fiscal Year to Date(July 1 – $20,951,854 $22,703,857 $19,039,434
June 30)
........... ____—d
I:\Community Development\Building\Building Activity\B1dgAct-2017\B1dg Activity-Memos\memo-2017-5 May.doc
8
DBUR
Proe.�;:;rrreef A$'7R7
June 12, 2017
TO: Mayor and City Council through City Administrator
FROM: Sandra Montoya, Finance Director
SUBJECT: Fiscal Year (FY) 2017-2018 Resolution Regarding State Revenue
Sharing
RECOMMENDATION:
Conduct a public hearing and adopt a resolution declaring the City's eligibility
and election to receive State Revenue Sharing.
BACKGROUND:
In order for the City of Woodburn to receive a share of state revenues
apportioned and distributed to the cities of the state during FY 2017-2018, the City
Council must enact an ordinance or resolution certifying:
1 . Eligibility to receive state shared revenue per ORS 221 .760; and
2. Elect to receive state shared revenue per ORS 21 1 .770.
The ordinance or resolution must be filed with the Oregon Department of
Administrative Services no later than July 31 . Notice of the hearing was published
on May 31 , 2017 in the Woodburn Independent.
DISCUSSION:
The Approved FY 2017-2018 Budget includes state shared revenues of $265,000 in
the General Fund.
FINANCIAL IMPACT:
The resolution declares the City's eligibility and qualification to receive State
Revenue Sharing in FY 2017-2018, and are budgeted to be $265,000.
Agenda Item Review: City Administrator_X City Attorney_X_ Finance-X-
9
COUNCIL BILL NO. 3034
RESOLUTION NO. 2096
A RESOLUTION DECLARING THE CITY OF WOODBURN'S ELIGIBILITY AND
ELECTION TO RECEIVE STATE REVENUE SHARING
WHEREAS, the City of Woodburn desires to receive a share of state
revenues apportioned and distributed to the cities of the state during Fiscal
Year 2017-2018 as provided in ORS 221 .760 and ORS 221 .770; and
WHEREAS, ORS 221 .760 provides as follows:
The officer responsible for disbursing funds to cities under ORS
323.455, 366.785 to 366.820 and 471 .805 shall, in the case of a
city located within a county having more than 100,000
inhabitants according to the most recent federal decennial
census, disburse such funds only if the city provides four or more
of the following services:
(1 ) Police Protection
(2) Fire protection
(3) Street construction, maintenance and lighting
(4) Sanitary sewer
(5) Storm sewers
(6) Planning, zoning and subdivision control
(7) One or more utility services
WHEREAS, ORS 221 .770(1 )(a) requires that any city electing to receive
a distribution must enact an ordinance or resolution expressing that
election and file the same with the Oregon Department of Administrative
Services no later than July 31; and
WHEREAS, ORS 221 .770(1 )(b) requires that any city electing to receive
a distribution must hold at least one public hearing at which citizens have
the opportunity to provide written or oral comment on the possible uses of
the distributions; NOW, THEREFORE
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That the City Council of the City of Woodburn hereby
certifies that it provides the following four or more municipal services
enumerated in Section 1 , ORS 221 .760:
Page 1—COUNCIL BILL NO. 3034
RESOLUTION NO. 2096
10
Police protection
Street construction, maintenance and lighting
Sanitary sewer
Storm sewers
Planning, zoning and subdivision control
One or more utility services
Section 2. The City of Woodburn hereby elects to receive
distributions of state revenues during FY 2017-2018 pursuant to ORS
221 .770(1 )(a).
Section 3. The City Council hereby certifies that it conducted a
public hearing, after giving public notice, on June 12, 2017 and called for
written and oral comment on the possible uses of the distributions and
that the hearing complied with ORS 221 .770(1 )(b) and (c).
Section 4. The City Recorder is directed to certify compliance with
the public hearing requirements and file this resolution with the Oregon
Department of Administrative Services by July 31 , 2017.
Approved as to Form:
City Attorney Date
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. 3034
RESOLUTION NO. 2096
11
DBUR
Proe.�;:;rrreef A$'7R7
June 12, 2017
TO: Honorable Mayor and City Council through City Administrator
FROM: Sandra Montoya, Finance Director
SUBJECT: Fiscal Year (FY) 2017-18 City Budget Adoption
RECOMMENDATION:
Conduct a public hearing to consider the budget as approved by the Budget
Committee, and upon completion of the hearing, approve the resolution
adopting the budget and capital improvements plan, making appropriations,
and declaring and categorizing taxes for FY 2017-18, inclusive of a $60,000 Parks
System Development (SDC) appropriation.
BACKGROUND:
The Budget Committee of the City of Woodburn met and approved the budget
of $82,744,016 on May 13, 2017. A financial summary of the Budget Committee's
approved budget and a notice of the budget hearing before the City Council
were published in the Woodburn Independent on Wednesday, May 31 , 2017, in
accordance with Oregon Local Budget Law (ORS 294.438). Attachment 1 is a list
of corrections made to the budget document which do not affect the total
appropriation. The City Council may take action to adopt the budget once the
public hearing has been held and testimony has been heard and considered.
Subsequent to the Budget Committee's approval of the budget, the need for an
additional appropriation of $60,000 in the Parks SDC fund was identified to refund
Boones Crossing developers for duplicate SDC payments. This action was
approved by City Council on December 12, 2016, and included a provision for
the City to refund duplicate SDC payments if the developers could prove the
overpayments. Recently the developers of phases 1-2 provided documentation
of the overpayments, and staff has determined the developers' assertions are
valid and refunds of approximately$60,000 are owed. Oregon Budget Law allows
unforeseen occurrences, ORS 294.338(3), and refunds, ORS 294.338(9), to be
considered outside of budget law, which allows the approved budget to be
approved by resolution.
Agenda Item Review: City Administrator_X City Attorney_X_ Finance-X-
12
Honorable Mayor and City Council
June 12, 2017
Page 2
DISCUSSION:
Under Oregon Local Budget Law (ORS 294.456) the City Council may modify the
Budget Committee's approved budget by an amount not to exceed $5,000 or
10% of a fund's expenditures, whichever is greater, without publishing a notice of
a second budget hearing. The Finance Department proposes adoption of the
budget as approved by the Budget Committee with corrections in Attachment
1 .
Upon completion of the public hearing, Council may consider a $60,000 Parks
SDC budget amendment to appropriate refund authority with a reduction to the
unappropriated balance in the Parks SDC fund. As this recommended
appropriation also reduces the unappropriated balance, there is no impact to
the FY 2017-18 annual budget of $82,744,016.
FINANCIAL IMPACT:
The resolution adopts the FY 2017-18 annual budget of $82,744,016.
13
Attachment 1
City of Woodburn Budget Committee Approved Budget
June 6, 2017
Approved Budget Updates
Following the approval of the FY2017-18 Budget a few corrections have been
made. The corrections are relating to presentation of the budget and do not
impact the approved budget figures.
The following pages have been corrected:
• Page 7 - Council Ward I is vacant
• Page 20 - Corrected General Fund 001 decreases to $14,330,760. This will
match table on page 45 for FY 2017-18 Expenditures (less contingency &
reserves)
• Page 105 - Water Fund Summary- corrected FY 2017-18 amounts for debt
service and contingencies and reserves. There was no change in the
total amount
• Page 115 - removed capital outlay amount from FY 2014-15 column - this
was from a previous fiscal year
• Page 130 - Corrected FY 2015-16 Actual amount for Construction Excise
Tax to $113,387. There is no effect on FY 2017-18 budget
• Page 162 - Outstanding principal for Police Series, 2005 bond was
corrected
• Page 163 - Remaining debt service table was reformatted
14
COUNCIL BILL NO. 3035
RESOLUTION NO. 2097
A RESOLUTION ADOPTING THE FISCAL YEAR (FY) 2017-2018 BUDGET; MAKING
BUDGET APPROPRIATIONS; AND CATEGORIZING TAXES
WHEREAS, the City Administrator, as Budget Officer for the City of
Woodburn, Oregon, prepared and submitted the FY 2017-2018 Budget to
the Budget Committee at its May 13, 2017 meeting; and
WHEREAS, the May 13, 2017 Budget Committee meeting was noticed
by publication in the Woodburn Independent newspaper on April 26, 2017;
and
WHEREAS, a public hearing was held at the May 13, 2017 Budget
Committee meeting after which time the budget was approved; and
WHEREAS, the Notice of Budget Hearing and Financial Summary were
published in the Woodburn Independent newspaper on May 31 , 2017 as
required by ORS 294.438; and
WHEREAS, a second public hearing was held before the City Council
at its meeting on June 12, 2017; and NOW, THEREFORE
WHEREAS, subsequent to the Notice of Budget Hearing and Financial
Summary publishing a $60,000 unforeseen refund of Park System
Development fees was identified; and
WHERAS, the $60,000 unforeseen refund of Park System Development
fees is outside of Oregon Budget Law per ORS 294.338(4)&(5) and ORS
294.338(9), and the expenditure will be appropriated in the FY 2017-18
budget with a corresponding reduction to the Park System Development
Fund's unappropriated balance; and
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City Council adopts the budget for FY 2017-2018 in the sum
of $82,744,016. A copy of the budget document is now on file at City Hall,
270 Montgomery Street, Woodburn, Oregon.
Page 1—COUNCIL BILL NO. 3035
RESOLUTION NO. 2097
15
Section 2. The FY 2017-2018 amounts are hereby appropriated as follows:
General Fund Street Fund
011-Council&Mayor 26,634 Personnel Services 797,044
121-Administration 247,431 Materials&Services 1,587,210
125-Economic Development 102,396 Capital Outlay 24,000
131-City Recorder 87,819 Transfers Out 1,814,501
141-City Attorney 199,585 Continge ncy 240,825
151-Finance 579,743 Total 4,463,580
161-Human Resources 200,734
211-Police 7,523,466 GO Debt Service Fund
311-Library 908,117 Debt Se rvi ce 537,136
421-Recreation 479,616
431-Aquatics 584,607 Special Assessment Fund
499-Community Services Admin 382,808 Contingency 10,845
511-Planning 497,063
651-Engineering 359,390 General Cap Const Fund
711-Parks&Facilities Maintenance 854,394 Capital Outlay 780,000
199-Non-departmental 294,504
Transfers Out 1,002,453 Street&Storm Cap Const Fund
Contingency 2,265,812 Capital Outlay 4,620,000
Total 16,596,572
Parks SDC Fund
Transit Fund Materials&Services 102,987
Transit 590,007 Transfers Out 60,000
Capital Outlay 28,000 Total 162,987
Transfers Out 3,001
Contingency 163,437 Street SDC Fund
Total 784,445 De bt Se rvi ce 37,495
Transfers Out 2,200,000
Building Inspection Fund Total 2,237,495
Building Inspection 1,264,889
Transfers Out 3,001 Storm SDC Fund
Contingency 589,667 Transfers Out 140,000
Total 1,857,557
Sewer Cap Const Fund
Asset Forfeiture Fund Capital Outlay 5,060,000
Asset Forfeiture 9,661
Water Cap Const Fund
Housing Rehab Fund Capital Outlay 280,000
Housing Rehab 23,644
Contingency 250,767
Total 274,411
Page 2-COUNCIL BILL NO. 3035
RESOLUTION NO. 2097
16
Water Fund Insurance Fund
Water 2,509,020 Insurance 972,461
Debt Service 1,155,439 Contingency 82,443
Transfers Out 32,955 Total 1,054,904
Contingency 125,451
Total 3,822,865 Equipment Replacement Fd
Capital Outlay 1,098,371
Sewer Fund
Sewer 4,073,757 Library Endowment Fund
Capital Outlay 95,000 Contingency 27,050
Debt Service 3,889,563
Transfers Out 1,179,456 Museum Endowment Fund
Contingency 208,438 Contingency 705
Total 9,446,214
Lavelle Black Trust Fund
Water SDC Materials&Services 20,000
Materials&Services 100,000 Contingency 22,660
Transfers 90,000 Total 42,660
Total 190,000
SewerSDC Total Appropriations,All Funds 55,340,577
Capital Outlay 80,000
Transfers Out 500,000 Reserves,All Funds 27,403,439
Total 580,000
Total Budget 82,744,016
Information Technology
Information Technology 963,782
Capital Outlay 137,529
Contingency 161,808
Total 1,263,119
Section 3. The City Council imposes the taxes provided for in the adopted
budget at a permanent rate of $6.0534 per $1 ,000 of assessed value for
operations, and in the aggregate amount of $563,723 for public safety
general obligation (GO) bonds. These taxes are hereby imposed and
categorized for tax year 2017-18 based upon assessed value of all taxable
property within the City.
General Government Excluded from Limitation
Permanent Rate Limit $6.0534/$1 ,000 -
GO Bond Levy - $563,723
Page 3 —COUNCIL BILL NO. 3035
RESOLUTION NO. 2097
17
Approved as to Form:
City Attorney Date
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 4—COUNCIL BILL NO. 3035
RESOLUTION NO. 2097
18
DBU
a 1,d f;'!�7
June 12, 2017
TO: Honorable Mayor and City Council
FROM: Jamie Johnk, Economic Development Director
SUBJECT: 2017 Oregon Main Street Revitalization Grant - Bungalow Theater and
Museum Restoration Project
RECOMMENDATION:
It is recommended that the City Council accept the Oregon Main Street Revitalization
grant in the amount of $100,000 for the Bungalow Theater and Museum Restoration
Project and authorize the City Administrator to sign the Grant Agreement.
BACKGROUND:
The Bungalow Theater and Museum buildings were constructed in 1894 and were
utilized early on as retail (i.e. furniture and grocery) stores. The building at 469 N. Front
Street was converted to the Bungalow Theater in 1911 and operated as a movie
theater until 1952. The City of Woodburn purchased the buildings in the 1990's in order
to preserve the community's history by transforming one building into the Woodburn
Museum and, in the adjoining building, to preserve the remnants of the Bungalow
Theater.
Prior to the City purchasing the buildings, numerous alterations had been made to
both structures in order to accommodate uses at the time. These alternations have
modified some of the historic characteristics of the buildings without addressing the
seismic, ADA and code compliance requirements of the properties.
The City has maintained the properties with a limited budget by addressing immediate
needs, including minor repairs to the failing roof. In 2015, a roofing assessment
revealed that, due to its deterioration and overall poor condition, a complete
replacement was needed. Additionally, a structural engineer recently evaluated the
buildings to determine the extent of seismic reinforcement that is recommended to be
completed as the restoration proceeds.
After preparing preliminary cost estimates, staff began to identify funding opportunities
to assist with the roof and seismic upgrades to the building.
Agenda Item Review: City Administrator_x_ City Attorney_x Finance—x-
19
Honorable Mayor and City Council
June 12, 2017
Page 2
DISCUSSION:
The Bungalow Theater and Museum Restoration is a multi-phase project with phase 1
including the roof repairs and seimic upgrades. Subsequent phases of the project will
include restoration of the storefront/ fagade, ADA and code compliance
improvements, and interior remodel/restoration work.
FINANCIAL IMPACT:
The Oregon Main Street Revitalization grant award is $100,000. Matching funds in the
amount of $100,000 are included in the proposed FY 17/18 Urban Renewal budget.
20
larep
Parks RecreationDepartment
' State Historic Preservation Office
725 Summer St NE Ste C
.Kate Brown,Governor
� Salem,OR 97301-1266
Phone(503)986-0690
Fax(503)986-0793
www.oregonheritage.org
°X HISTORY
b,@ CM--y
May 16,2017
Jamie Johnk
City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
Dear Jamie:
Congratulations! Your application for a 2017 Oregon Main Street Revitalization has been funded
for the amount and purpose listed below.
Grant Amount: $100,000
Grant No.: MSR-17-27
Start Date: 5/15/2017
End Date: 5/31/2020
Summary: Repair the roof and complete seismic upgrades for the Bungalow
Theater and Woodburn Museum building.
Enclosed are two copies of your grant agreement. Carefully review the scope of work and
requirements for each category to be sure they are summarized correctly. Have the authorized
person sign both copies and return both copies to us. The signed agreements must be returned to our
office within 30 days; if not returned in that period, it will be assumed that you are not accepting the
grant award. We will return a signed copy and grant reporting informationat that time.
I am looking forward to working with you. Please let me know if you have any questions, and,
again, congratulations and best wishes for a successful project.
Sincerely,
Kuri Gill
Grant and Outreach Coordinator
(503)986-0685
Kuri.Gill@oregon.gov
Enclosures
21
Grant Agreement
2017 Oregon Main Street Revitalization (MSR-17-27)
This Agreement is made and entered into,by and between,the State of Oregon, acting by and
through Oregon Parks and Recreation Department(OPRD),Heritage Programs,hereinafter
referred to as the"State"and:
City of Woodburn
270 Montgomery St
Woodburn,OR 97071
or designated representative, hereinafter referred to as the "Grantee."
1. GENERAL PURPOSE: The general purpose of this agreement is: to undertake the
heritage related nroiect as detailed in A tctc lata ent A.
2. AGREEMENT PERIOD: The effective date of this Agreement is the date on which it is fully
executed by both parties.Unless otherwise terminated or extended,the Project shall be completed
on 5/31/2020
3. AGREEMENT COSTS: The State agress to pay the Grantee a maximum of $100,000
for costs authorized by this agreement.
4. AGREEMENT DOCUMENTS: Included as Part of this Agreement are:
Attachment A: Scope of Work
Attachment B: Standard Terms and Conditions
5. SIGNATURES:
In witness thereof: the parties hereto have caused this Agreement to be properly executed by their
authorized representatives as of the last date hereinafter written.
GRANTEE:
5i nature Authorized Representative g p Date
�. ...
Name and I ifle of Signer(Type or Print)
STATE:
Ci i,tine urran...E} --to _._....... _
Deputy State Historic Preservation Officer Date
OPR.D Heritage Prograrus
22
Attachment A--Scope of Work
2017 Oregon Main Street Revitalization (MSR-17-27)
Grantee: Citv of Woodburn
Grant Amount: X100,000 _,
Match Amount: $165,600 Estimated Overmatch: $0
Project Summary: Repair the roof and complete seismic upgrades for the Bungalow Theater and Woodburn
Museum building.
The grant funds and matching local contributions will be used to accomplish the work items detailed in the Budget
and Work Description sections that follow.OPRD Heritage Programs staff must approve any changes to this
Scope of Work.
PROPOSED BUDGET
I Development-Main Street
Contractor $265,600
Total $265,600
Total Project Budget $265,600
SCRIPT
1 Development-Main Street $265,60
Products:
Repair the roof and complete seismic upgrades for the Bungalow Theater and Woodburn
Museum building.
Standards andProvisions:
Project Standards:
Properties must within the main street district approved by the Oregon Main Street
Network.
Prior to starting the rehabilitation project,the grant recipient must submit a work plan for
the project to the SHPO and receive written approval of that work plan. This should include
current photos,historic photos and basic drawings,plus a description of materials and
methods to be used. If the work plan is the same as was proposed in the application, an
email request to approve that plan is sufficient.
® The approved work plan should be used for requesting bids from contractors. Approved
procedures for selecting a contractor must be followed, including obtaining at least three
bids if the work is over$10,000. The grant recipient must submit to the OPRD copies of all
contracts with contractors for completing the work described in the work plan.
®The work pian and the actual work must conform to the Secretary of the Interior's
"Standards for Rehabilitation" (1990 revised version). Work that does not meet these
standards is ineligible for reimbursement.
Work plans and contracting processes must be approved by the property owner.
®A project sign must be displayed in a prominent location at each project site while project
work is in progress. The sign must identify the project and SHPO grant support. "This
project is funded in part by a matching grant from the Oregon State Historic Preservation
Office, Oregon Heritage."
Before, during and after pictures are required for reimbursement. Digital images of 300dpi
or higher are required.
n . 'm t)rCS'trll 'Fi.'�ddrl
23
Attachment B
Standard Terms and Conditions—Oregon Main Street Revitalization Grants
1.. Authority: ORS 390.262 and OAR 736-056-0050 authorize Oregon Parks and Recreation Departmentto expend funds
for building projects in communities participating in the Oregon Main Street Network throughout Oregon.
2„ Work Plan Approval:Prior to commencing the project described in Attachment A,Grantee shall receive approval on a
final work plan from the State.
3. Amendments: This Agreement may be amended only by a written amendment to the Agreement executed by the parties.
4, Compliance with Workers Compensation Laws: All employers, including Grantee,that employ subject workers who
provide services in the State of Oregon shall comply with ORS.656.017 and provide the required Woker's
Compensation coverage,unless such employers are exempt under ORS 656.126. Employer's liability insurance with
coverage limits of not less than$500,000 must be included.
5. Statement of Support:All publicity,visual or oral,for this project shall be accompanied by the following statement
"This project is supported in part by a grant from the State Historic Preservation Office, Oregon Parks and Recreation
Department."A sign to that effect,provided by the State,may be required on the project site zs well.
6. Reporting: Grantee shall submit written progress reports and a final report as described in the grant guidelines and using
the online reporting system or approved alternative methodprovided by the State.
7, Matching Funds: The Grantee shall contribute matching funds or the equivalent in labor,materials,or services,which are
shown as eligible match in the rules,policies and guidelines for the Preserving Oregon Grant Program. Volunteer labor used
as a match requires a log with the name of volunteer,date volunteered,hours worked,at and rate used for match to be eligible.
8, Grant Payments: Grant funds are awarded by State on a reimbursement basis and only for the Project described in
Attachment A,Project Overview. OPRD shall pay Grantee upon OPRD's approval of Grantee's invoices submitted to
OPRD for completed services and deliverables,but only after OPRD has detenninedthat Grantee has completed,and
OPRD has accepted,the invoiced services. Advance payments may be provided under conditions outlined in the grant
guidelines. In addition to the reimbursement requested upon completion of theProject, Grantee may request a mid-
Project reimbursement for costs accrued to date.
a. Invoices and Payments: Invoices must include OPRD's grant agreement number. Grantee shall submit
invoices requesting payment to OPRD's Contract Administrator for approval or as may be otherwise designated
through written notice.
9. Records Administration: The Grantee shall maintain all records necessary to properly account for thepayments made
to the Grantee for costs authorized by this Agreement These records shall be retained by the Grantee for at least six
years after the contract terminates, or until all audits initiated within the four years,have been completed,whichever i
later. The Grantee agrees to allow State auditors, and State Agency Staff, access to all the records related to this
Agreement, for audit and inspection, and monitoring of services. Such access will be during normal business hours, or by
appointment.
10, Tax Obligations: Grantee will be responsible for any federal or state taxes applicable to payments under this Agreement.
11, Contribution: If any third party makes any claim or brings any action, suit or proceeding alleging a tort as now or
hereafter defined in ORS 30.260("Third Party Claim")against a party(the "Notified Party")with respect to which the
other party ("Other Party")may have liability,the Notified Party must promptly notify the Other Party in writing of the
Third Party Claim and deliver to the Other Party a copy of the claim,process, and all legal pleadings with respect to the
Third Party Claim.Either party is entitled to participate in the defense of a Third Party Claim, and to defend a Third
Party Claim with counsel of its own choosing.Receipt by the Other Party of the notice and copies required in this
paragraph and meaningful opportunity for the Other Party to participate in the investigation, defense and settlement of the
Third Party Claim with counsel of its own choosing are conditiorr,precedent to the Other Party's liability with respect to
the Third Party Claim.
With respect to a Third Party Claim for which the State is jointly liable with the Grantee(or would be if joined in the
Third Party Claim),the State shall contribute to the amount of expenses(including attorneys' fees),judgments, fines and
amounts paid in settlement actually and reasonably incurred and paid or payable by theGrantee in such proportion as is
appropriate to reflect the relative fault of the State on the one hand and of the Grantee on the other hand in connection
with the events which resulted in such expenses,judgments, fines or settlement amounts, as well as any other relevant
equitable considerations. The relative fault of the State on the one hand and ofthe Grantee on the other hand shall be
determined by reference to, among other things,the parties'relative intent, knowledge, access to information and
opportunity to correct or prevent the circumstances resulting in such expenses, 'uments, fines or talement amounts.
J dcyzD
The State's contribution amount in any instance is capped to the same extent it would have been capped under Oregon
law if the State had sole liability in the proceeding
With respect to a Third Party Claim for which the Grantee is jointly liable with the State(or would be if joined in the
Third Party Claim), the Grantee shall contribute to the amount of expenses (including attorneys' fees),judgments, fines
and
amounts paid in settlement actually and reasonably inctirred and paid or pay ble by the State in such proportion as is
I, cad 'i "I /I
24
appropriate to reflect the relative fault of the Grantee on the one hand and of the State on the other hand in connection
with the events which resulted in such expenses,judgments,fines or settlement amounts, aswell as any other relevant
equitable considerations.The relative fault of the Grantee on the one hand and of the State on the other hand shall be
determined by reference to,among other things,the parties'relative intent,knowledge,access to informatiel and
opportunity to correct or prevent the circumstances resulting in such expenses,judgments,fines or settlement amounts.
The Grantee's contribution amount in any instance is capped to the same extent it would have been capped under Oregon
law if it had sole liability in the proceeding.
Grantee shall take all reasonable steps to cause its contractor(s)that are not units of local government as defined in
ORS 190.003,if any,to indemnify,defend,save and hold harmless the State of Oregon and its offices,employees and
agents("Indemnitee")from and against any and all claims,actions,liabilities,damages,losses,or expenses(including
attorneys' fees)arising from a tort(as now or hereafter defined in ORS 30.260)caused,or alleged to be caused,inwhole
or in part,by the negligent or willful acts or omissions ofGrantee's contractor or any of the officers,agents,employees or
subcontractors of the contractor("Claims").It is the specific intention of the parties that the Indemnitee shall, in all
instances,except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee,be
indemnified by the contractor from and against any and all Claims
12. Governing Law: The laws of the State of Oregon(without giving effect to is conflicts of law principles)govern all
matters arising out of or relating to this Agreement,including,without limitation,its validity,interpretation,constructmn,
performance,and enforcement.Any party bringing a legal action or proceeding againt any other party arising out of or
relating to this Agreement shall bring the legal action or proceeding in the Circuit Court of the State of Oregon for
Marion County. Each party hereby consents to the exclusive jurisdiction of such court,waives any obyction to venue,
and waives any claim that such forum is an inconvenient forum.
13. Repayment: In the event that the Grantee spends grant funds in any way prohibited by state or federal law,or for any
purpose other than the completion of the project,the Grantee shall reimburse the State for all such unlawfully or
improperly expended funds. Such payment shall be made within 15 days of demand by the State.
14. Termination:This contract may be terminated by mutual consent of both parties,or byeither party upon a 30-day notice
in writing, delivered by certified mail or in personto the other party's contact identified in the Agreement On termination
of this contract, all accounts and payments will be processed according to the financial arrangements set forth heein for
approved services rendered to date of termination. Full credit shall be allowed for reimbursable expenses and the non-
cancelable obligations properly incurred up to the effective date of the termination.
15. Entire Agreement: This Agreement constitutes the entire Agreement between the parties.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. There are no understandings,Agreements, or representations, oral or written, not specified herein
regarding this Agreement.The Grantee,by signature of its authorized representative on flee Agreement, acknowledges
that the Grantee has read this Agreement,understands it, and agrees to be bound by its terms and conditions."
fI,
25
Iii♦ 4
B V'
June 12, 2017
TO: Mayor and City Council through City Administrator
FROM: James C. Ferraris, Chief of Police
SUBJECT: Redflex Contract Extension Amendment
RECOMMENDATION:
It is recommended the City Council authorize the City Administrator to sign the
attached Third Extension of the Agreement with Redflex Traffic Systems, Inc. to
provide Red Light Photo Enforcement Services.
BACKGROUND:
In 2010, the City entered into an Agreement with Redflex Traffic Systems, Inc. to
provide Red Light Photo Enforcement Services. The initial term of the Agreement
expired on June 30, 2015. In 2015, the City Council authorized an extension of
the Agreement until June 30, 2016. The current extension will expire June 30,
2017. The city has (6) 1-year extensions available.
The City has the legal right to renew the Agreement for another one (1 ) year
period at its discretion, and Staff believes that it is in the City's interest to exercise
this option.
DISCUSSION:
Red Light Photo Enforcement Services currently includes one set of equipment
located at the intersection of State Hwy. 99E and State Hwy. 211/Mt. Hood Ave.
The City and Redflex have enjoyed a professional working relationship and
Redflex has provided exceptional service. Redflex has already agreed to the
proposed extension of the Agreement.
FINANCIAL IMPACT:
Contract terms remain unchanged and Redflex receives a portion of fines
collected from violations captured by the system. There is no direct cost to the
City Budget.
Agenda Item Review: City Administrator_x_ City Attorney_x Finance_x
26
THIRD EXTENSION OF THE AGREEMENT WITH REDFLEX TRAFFIC SYSTEMS, INC. TO
PROVIDE RED LIGHT PHOTO ENFORCEMENT SERVICES TO THE CITY OF WOODBURN,
OREGON
THIS THIRD AMENDMENT to the Agreement with Redflex Traffic Systems, Inc. to
provide Red Light Photo Enforcement Services to the City of Woodburn,
Oregon is entered into this 1 t day of July, 2017 (the "Effective Date") by and
between the City of Woodburn, Oregon (the "City"), and Redflex Traffic
Systems, Inc. ("Redflex") (collectively referred to as the "Parties")
A. In 2010 the Parties entered into an Agreement (the "Original Agreement")
with Redflex Traffic Systems, Inc. to provide Red Light Photo Enforcement
Services to the City of Woodburn, Oregon; and
B. The Original Agreement was amended to extend the term of the Original
Agreement from June 30, 2015 to June 30, 2016 (the "First Amendment")
and the second extension from June 30fhi, 2016 to June 30th, 2017 (the
"Second Amendment") (the First Amendment and Second Amendment
together with the Original Agreement, the "Agreement"); and
C. The City has the right to renew the Agreement for an additional one (1)
year period at its discretion; and
D. The City has determined that it is in the City's interest to exercise its renewal
option;
NOW THEREFORE, in consideration of the mutual covenants and agreements set
forth herein:
1 . Pursuant to Article 11, Section 2, the City exercises its option to extend the
Agreement until June 30, 201'8.
2. Except as expressly amended in this Third Amendment, the terms and
conditions of the Agreement shall remain in full force and effect. To the
extent that this Third Amendment conflicts with the terms and conditions
of the Agreement, this Third Amendment shall control.
CITY OF WOODBURN: REDFLEX TRAFFIC SYSTEMS, INC.:
2
By: By:
Scott Derickson, City Administrator Michael Finn
Title: President and CEO
THIRD EXTENSION OF REDFLEX AGREEMENT
27