June 11, 2018 Agenda FIGLEY,MAYOR
HRYN
CITY OF W OO D B U R N JUAN SERRATOS,TCOUNCILOR WARD 1
LISA ELLSWORTH,COUNCILOR WARD II
CITY COUNCIL AGENDA ROBERT CARNEY,COUNCILOR WARD III
SHARON SCHAUB,COUNCILOR WARD IV
L FRANK LONERGAN,COUNCILOR WARD V
JUNE 11 , 2018- 6.30 P.M. ERIC MORRIS,COUNCILOR WARD VI
CITY HALL COUNCIL CHAMBERS-270 MONTGOMERY STREET
6:30 PM - WORK SESSION
A. City Hall HVAC Replacement, Roof Repair and Remodel Project
6:50 PM - URBAN RENEWAL MEETING
7:00 PM - REGULAR CITY COUNCIL MEETING
1. CALL TO ORDER AND FLAG SALUTE
2. ROLL CALL
3. ANNOUNCEMENTS AND APPOINTMENTS
Announcements:
A. The July 23 City Council meeting/Community Barbecue will
take place at Centennial Park at 5:30 pm
A1212ointments:
None.
4. COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
5. PROCLAMATIONS/PRESENTATIONS
Proclamations:
None.
Presentations:
A. Taste of Woodburn
6. COMMUNICATIONS
None.
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 11, 2018 Council Agenda Page i
7. 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 minutes of May 14, 2018 1
Recommended Action: Approve the minutes.
B. Woodburn Planning Commission minutes of March 22, 2018 4
Recommended Action: Accept the minutes.
C. Building Activity for May 2018 6
Recommended Action: Receive the report.
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
A. Fiscal Year (FY) 2018-2019 State Revenue Sharing
B. Fiscal Year (FY) 2018-19 City Budget Adoption
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. Council Bill No. 3065 - A Resolution Declaring the City of 7
Woodburn's Eligibility and Election to Receive State Revenue
Sharing
Recommended Action: Conduct a public hearing to receive
comment on the possible uses/distributions of state revenue
sharing funds and adopt a resolution declaring the City's
eligibility and election to receive these funds.
B. Council Bill No. 3066 -A Resolution Adopting the Fiscal Year(FY) 10
2018-2019 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
June 11, 2018 Council Agenda Page ii
for FY 2018-19, inclusive of a $20,000 increase in Police
revenue for school resource officers.
C. Council Bill No. 3067 - A Resolution Adjusting Water Rates and 16
Repealing Resolution No. 1742
Recommended Action: After an opportunity for public
comment, adopt a resolution establishing Water Rates pursuant
to the recently updated Water Master Plan and rate study;
Repealing Resolution No. 1742.
D. Council Bill No. 3068 - A Resolution Approving Transfers of FY 21
2017-2018 Appropriations
Recommended Action: Adopt the attached resolution
approving a Transit budget transfer for fiscal year 2017-2018.
E. Teen Center Agreement 25
Recommended Action: It is recommended that the City
Council authorize the City Administrator to enter into a
management agreement with the Boys and Girls Club of Salem,
Marion, and Polk Counties.
F. Acceptance of a Public Utility Easement at 160 W. Cleveland 27
Street, Woodburn, OR 97071 (Tax Lot 051 W18BA10100)
Recommended Action: That City Council accepts a Public
Utility Easement for public facilities granted by Farmworker
Housing Development Corp (FHDC), property owner of 160 W.
Cleveland Street, Woodburn OR 97071 (Tax Lot
051 W1 8BA10100).
G. Award a Contract for Architectural & Engineering Services to 32
DECA Architecture, Inc.
Recommended Action:Thatthe Woodburn City Council, acting
in its capacity as the Local Contract Review Board, award a
Contract for Architectural & Engineering Services to DECA
Architecture, Inc. and authorize the City Administrator to sign
the Agreement.
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.
None.
13. CITY ADMINISTRATOR'S REPORT
14. MAYOR AND COUNCIL REPORTS
June 11, 2018 Council Agenda Page iii
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
June 11, 2018 Council Agenda Page iv
COUNCIL MEETING MINUTES
MAY 14, 2018
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, MAY 14, 2018
CONVENED The meeting convened at 7:01 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
Councilor Serratos Present
Staff Present: Assistant City Administrator Row, City Attorney Shields, Police Chief
Ferraris, Public Works Director Liljequist, Finance Director Montoya, Community
Development Director Kerr, Building Official Cuno, Deputy Chief Pilcher, Lieutenant
Millican, Communications Coordinator Horton, Executive/Legal Assistant Basargin
0:00 ANNOUNCEMENTS
The filing period for Mayor and Council positions will open May 30, 2018. Positions to be
voted upon at the November 6, 2018 general election are Mayor, Councilor -Ward III,
Councilor-Ward IV,Councilor-Ward V. Candidate filing forms and instructions are available
from the City Recorder and are posted on the City website.
City Hall, the Library and the Transit System will be closed Monday, May 28 in observance
of Memorial Day. The Aquatic Center will be open from 9:00am—5:00pm.
The City Council Meeting scheduled for Monday, May 28 has been cancelled in observance
of Memorial Day.
APPOINTMENTS
Schaub/Ellsworth...Appoint Lori Powers to the Woodburn Tourism Advisory Committee.
The motion passed unanimously.
0:03 SWEARING-IN CEREMONY
Police Chief Ferraris swore in Geoff Carpenter, who has been promoted to Sergeant.
The Mayor called for a 15 Minute Recess.
0:29 PROCLAMATIONS/PRESENTATIONS
Public Works Week—Mayor Figley read a proclamation declaring May 20-26, 2018 Public
Page 1 - Council Meeting Minutes, May 14, 2018
1
COUNCIL MEETING MINUTES
MAY 14, 2018
Works week.
Police Memorial Week —Mayor Figley read a proclamation declaring May 15, 2018 Peace
Officers' Memorial Day and the week of May 13-19, 2018 as Police Memorial Week.
National Foster Care Month — Mayor Figley read a proclamation declaring the month of
May to be National Foster Care Month.
Water rates —Deb Galardi with the Galardi Rothstein Group provided a presentation on the
Water Rate and SDC study they performed and provided recommendations to the Council.
There was a consensus of the City Council to go with Option 3.
Auto Theft Program — Deputy Chief Pilcher provided information on the City's auto theft
program which has the police department partnering with local auto parts stores to provide
steering wheel lock devices to Woodburn residents who are owners of 1990-1998 Honda
Accords and Civics that have been stolen in last 12 months.
0:51 CONSENT AGENDA
A. Woodburn City Council minutes of April 23, 2018,
B. Building Activity for April 2018.
Ellsworth/Schaub... adopt the Consent Agenda. The motion passed unanimously.
1:53 COUNCIL BILL NO. 3064 —A RESOLUTION INITIATING CONSIDERATION OF
LEGISLATIVE AMENDMENTS RELATED TO THE PLANNED UNIT
DEVELOPMENT SECTION OF THE WOODBURN DEVELOPMENT ORDINANCE
Ellsworth introduced Council Bill No. 3064. Executive/Legal Assistant Basargin read the bill
by title only since there were no objections from the Council. Community Development
Director Kerr provided a staff report. On roll call vote for final passage, the bill passed
unanimously. Mayor Figley declared Council Bill No. 3064 duly passed.
2:16 OREGON E-PERMITTING PROGRAM
Building Official Cuno provided a staff report. Morris/Schaub... authorize the City
Administrator to sign a new Intergovernmental Agreement with the State of Oregon, through
the Department of Consumer and Business Services and the Building Codes Division,to enter
into a cooperation agreement for access and implementation of the E-Permitting System. The
motion passed unanimously.
2:26 AWARD A CONTRACT FOR STREET SWEEPING SERVICES TO NRC
ENVIRONMENTAL SERVICES, INC.
Carney/Ellsworth... the Woodburn City Council, acting in its capacity as the Local Contract
Review Board, award a Contract for Street Sweeping Services to NRC Environmental
Services, Inc. and authorize the City Administrator to sign the Agreement. The motion passed
Page 2 - Council Meeting Minutes, May 14, 2018
2
COUNCIL MEETING MINUTES
MAY 14, 2018
unanimously.
CITY ADMINISTRATOR'S REPORT
Assistant City Administrator Row had nothing to report.
MAYOR AND COUNCIL REPORTS
Councilor Carney stated that it is nice to see Chief Ferraris honoring new recruits at City Hall.
Councilor Ellsworth reminded people that the Taste of Woodburn is coming up June 2-3 in
the Downtown Plaza.
Councilor Schaub apologized to any senior citizens she may have offended when she said
"stick it to them."
Councilor Morris thanked staff for the presentations and hard work.
2:29 ADJOURNMENT
Morris/Ellsworth... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 9:29 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, May 14, 2018
3
WOODBURN PLANNING COMMISSION PUBLIC
HEARING/MEETING MINUTES
March 22, 2018
CONVENED: The Planning Commission met in a public meeting session at
7 p.m. in City Hall Council Chambers, with Chair Charles Piper presiding.
ROLL CALL:
Chair Piper Present
Vice-Chair Corning Present
Commissioner Aiken Present
Commissioner Bandelow Present
Commissioner Comer Absent
Commissioner Dos Reis Present
Commissioner Lassen Present
Staff Present: Chris Kerr, Community Development Director
Colin Cortes, Senior Planner
Gustavo Gutierrez-Gomez, Community Relations Manager
Introduction
Chair Piper opened the workshop/meeting at 7 pm and led the flag salute.
Minutes
None; last meeting was work session only.
Business from the Audience
None
Communication
None
Public Hearing:
A. 263 N Front Street (CU 2018-01) Zapateria el Jalisciense
There were no challenges regarding ex-parte contact, site visits, or conflict of
interests.
Applicant Cesar Mora, 263 N Front Street, spoke to the Commission, stating his
belief that his business brings both people and income to Woodburn. His words
were translated by Community Relations Manager Gustavo Guiterrez-Gomez.
Testimony by proponents: None
1
4
Testimony by opponents: None
The public hearing was closed and the Commission discussed the application.
Chair Piper said he would entertain a motion to approve CU 2018-01, subject to
the Conditions of Approval and with authorization for the Chair to sign the Final
Decision. It was approved unanimously.
Elections
Commissioner Ellen Bandelow was elected as Planning Commission Vice-Chair,
Commissioner Needed for Arts and Mural Committee
Community Director Chris Kerr told the Commission that the City Council wishes
to expand the newly named Arts and Mural Committee from five members to
nine, including a member of the Planning Commission. Commissioner Corning
volunteered to join.
Updates from Staff
Director Kerr stated that Commissioner Frank Comer has resigned from his
position, since he's moving. He recommended that existing Commissioners
encourage others who might be a good fit, to apply.
Adjournment
The meeting was adjourned..
APPROVED o�
Ellen Bandelow, Vice- air Date
ATTEST
C s Kerr Date
Community Development Director
City of Woodburn, Oregon
2
5
CITY OF WOODBURN
Community Development Department
MEMORANDUM
270 Montgomery Street Woodburn, Oregon 97071 (503)982-5246
Date: June 4, 2018
To: Chris Kerr, Community Development Department Director
From: Ted Cuno, Building Divisio
Subject: Building Activity for May 2018
...........
2016 2017 2018
No. Dollar Amount No. Dollar Amount No. Dollar Amount
Single-Family Residential . 0 $0 1 $199,727 0 $0
...... .. ............. .. ........ ................. ................_. .. ........................................
Multi-Family Residential 0 $0 0 $0 0 $0
................ ......................_....................._....___u___ ... ......
Assisted Living Facilities 0 $0 0 $0 0 $0
Residential Adds &Alts 6 $50,594 7 $80,516 4 $77,982
Industrial 2 $220,323 3 $21,500 1 $1,375,970
..... ._.............
Commercial 3 $165,000 13 $1,776,064 13 $3,879,253
Signs and Fences 0 $0 0 $0 1 $3,150
_...........-......... _...................m.....
Manufactured Homes 1 $10,000 0 $0 0 $0
. ........................ ......................... ........
TOTALS 12 $445,917 24 $2,077,807 19 $5,340,886
_....... I" . ... ......... ...... ..... .......... ........
Fiscal Year to Date (July 1 —
June 30 $22,703,857 $19,039,434 $48,565,952
....... ............. ......
CAUsers\tedcu\Desktop\memo-2018-5 May.doc
6
DBUR
Proe.�;:;rrreef A$'7R7
June 11 , 2018
TO: Mayor and City Council through City Administrator
FROM: Sandra Montoya, Finance Director
SUBJECT: Fiscal Year (FY) 2018-2019 Resolution Regarding State Revenue
Sharing
RECOMMENDATION:
Conduct a public hearing to receive comment on the possible uses/distributions
of state revenue sharing funds and adopt a resolution declaring the City's
eligibility and election to receive these funds.
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 2018-2019, 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 30, 2018 in the Woodburn Independent.
DISCUSSION:
Upon completion of the public hearing, consider adopting a resolution to receive
state shared revenue; $298,000 in the Approved FY 2018-2019 Budget.
FINANCIAL IMPACT:
The resolution declares the City's eligibility and qualification to receive state
shared revenue, budgeted at $298,000 in the Approved FY 2018-2019 Budget.
Agenda Item Review: City Administrator_X City Attorney_X_ Finance-X-
7
COUNCIL BILL NO. 3065
RESOLUTION NO. 2115
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 2018-2019 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. 3065
RESOLUTION NO. 2115
8
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 2018-2019 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 11, 2018 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 , 2018.
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. 3065
RESOLUTION NO. 2115
9
DBUR
Proe.�;:;rrreef A$'7R7
June 11 , 2018
TO: Honorable Mayor and City Council through City Administrator
FROM: Sandra Montoya, Finance Director
SUBJECT: Fiscal Year (FY) 2018-19 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 2018-19, inclusive of a $20,000
increase in Police revenue for school resource officers.
BACKGROUND:
The Budget Committee of the City of Woodburn met and approved the budget
of $92,465,020 on April 28, 2018. On May 30, 2018, the Woodburn Independent
published the financial summary of the Budget Committee's approved budget
and a notice of the budget hearing before the City Council, in accordance with
Oregon Local Budget Law (ORS 294.438).
Subsequent to the Budget Committee's approval of the budget, the
reimbursement for school resource officers was determined at a level of $20,000
more than shown in the budget. The General Fund resources will be increased to
reflect the $20,000 along with a corresponding increase to the General Fund
contingency. 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, inclusive of the $20,000, to be approved by
resolution.
Attachment 1 is a list of corrections made to the budget document, which will
include a $20,000 increase to the total appropriation. The City Council may take
action to adopt the budget once the public hearing has been held and
testimony has been considered.
Agenda Item Review: City Administrator_X City Attorney_X_ Finance-X-
10
Honorable Mayor and City Council
June 11 , 2018
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
percent 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 updates and
corrections shown on Attachment 1 on the subsequent page.
Upon completion of the public hearing, Council may consider a budget
amendment to show $20,000 of additional revenue for the Police school resource
officer and corresponding increase to General Fund contingency. As this
recommended appropriation will increase the contingency, the FY 2018-19
annual budget will increase to $92,485,020. 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, inclusive
of the $20,000, to be approved by resolution.
FINANCIAL IMPACT:
The resolution adopts the FY 2018-19 annual budget of $92,485,020.
11
Honorable Mayor and City Council
June 11 , 2018
Page 3
Attachment 1
City of Woodburn Budget Committee Approved Budget
June 11, 2018
Approved Budget Updates
Following the Budget Committee's approval of the FY 2018-19 budget, a few
corrections have been made.
• Page 46 - updated Police Revenue 3421 .013 Reimbursements Marion County
to reflect a $20,000 increase for school resource officers
• Page 50 - corrected department number from 01 1 to 101
• Page 59 - corrected FY 2016-17 line item 5212 Social Security to $3,723 (from
$2,723) and changed the total on the bottom to $78,828 (from $77,828)
• Page 84 - corrected Full Time Equivalent (FTE) to 4.0 and corrected scrivener
error in the last bullet of FY 2017-18 (Stare to State)
• Page 86 - corrected FTE to 5.5
• Page 112 - corrected the fourth performance measure to add the word
"Million"
• Page 120 - corrected FY 2018-19 project list which had two project titles
transposed
• Page 131 - updated the graph with data through 4/30/2018
• Page 148 - corrected the citywide transfer total to $1 ,658,800
• Page 149 - added a Revenue Source and Other Discussion section at the
bottom of the page
• Page 152 - corrected department number to IT - 152
• Page 156 - corrected Budget Summary total for FY 2017-18
• Page 173 & 174 - corrected FTE Detail by Supervising Department to move
an Administrative Specialist from Street to Engineering
• Page 198 & 199 - corrected Six Year Capital Improvement Plan to include a
grand total
12
COUNCIL BILL NO. 3066
RESOLUTION NO. 2116
A RESOLUTION ADOPTING THE FISCAL YEAR (FY) 2018-2019 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 2018-2019 Budget to
the Budget Committee at its April 28, 2018 meeting; and
WHEREAS, the April 28, 2018 Budget Committee meeting was noticed
by publication in the Woodburn Independent newspaper on April 18, 2018;
and
WHEREAS, a public hearing was held at the April 28, 2018 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 30, 2018 as
required by ORS 294.438; and
WHEREAS, subsequent to the Budget Committee meeting a $20,000
unforeseen resource was identified for school resource officer
reimbursement; and
WHEREAS, the unforeseen school resource officer reimbursement of
$20,000 is outside of Oregon Budget Law per ORS 294.338(4)&((5) and ORS
294.338(9), and the resource will be appropriated in the FY 2018-19 budget
with a corresponding increase in the General Fund contingency line item;
WHEREAS, a second public hearing was held before the City Council
at its meeting on June 11, 2018; and NOW, THEREFORE
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The City Council adopts the budget for FY 2018-2019 in the sum
of $92,485,020. A copy of the budget document is now on file at City Hall,
270 Montgomery Street, Woodburn, Oregon.
Section 2. The FY 2018-2019 amounts are hereby appropriated as follows:
Page 1—COUNCIL BILL NO. 3066
RESOLUTION NO. 2116
13
General Fund Street Fund
101-Administration 1,374,000 Street 2,614,820
125-Economic Development 149,560 Transfers Out 1,623,700
211-Police 7,688,550 Contingency 1,229,890
411-Community Services 3,490,050 Total 5,468,410
511-Planning 487,380
651-Engineering 361,000 GO Debt Service Fund
199-Non-departmental 319,000 Debt Service 553,230
Transfers Out 3,101,090
Contingency 3,949,010 Special Assessment Fund
Total 20,919,640 Contingency 22,620
Transit Fund General Cap Const Fund
Transit 639,740 Capital Outlay 2,987,000
Transfers Out 4,140
Contingency 109,920 Street&Storm Cap Const Fund
Total 753,800 Capital Outlay 4,403,800
Building Inspection Fund Street SDC Fund
Building Inspection 1,418,540 Transfers Out 2,200,000
Capital Outlay 25,000
Transfers Out 6,010 Storm SDC Fund
Contingency 987,450 Transfers Out 140,000
Total 2,437,000
Sewer Cap Const Fund
Asset Forfeiture Fund Capital Outlay 3,847,000
Asset Forfeiture 15,000
Water Cap Const Fund
Housing Rehab Fund Capital Outlay 2,827,050
Housing Rehab 21,000
Contingency 274,900 Insurance Fund
Total 295,900 Insurance 961,000
Contingency 249,430
Water Fund Total 1,210,430
Water 2,632,830
Debt Service 1,159,100 Equipment Replacement Fd
Transfers Out 34,500 Capital Outlay 970,280
Contingency 131,650
Total 3,958,080 Library Endowment Fund
Contingency 27,900
Sewer Fund
Sewer 4,508,890 Museum Endowment Fund
Debt Service 4,244,620 Contingency 860
Transfers Out 1,006,410
Contingency 225,500 PERS Reserve Fund
Total 9,985,420 Materials&Services 1,696,060
Water SDC
Transfers 902,500 Lavelle Black Trust Fund
Materials&Services 20,000
Sewer SDC Continge ncy 19,820
Transfers Out 903,410 Total 39,820
Page 2—COUNCIL BILL NO. 3066
RESOLUTION NO. 2116
14
Information Technology Total Appropriations,All Funds 67,799,140
Information Technology 987,240
Capital Outlay 50,000 Reserves,All Funds 24,685,880
Transfers Out 4,190
Contingency 192,500 Total Budget 92,485,020
Total 1,233,930
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 $576,230 for public safety
general obligation (GO) bonds. These taxes are hereby imposed and
categorized for tax year 2018-19 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 - $576,230
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 3 —COUNCIL BILL NO. 3066
RESOLUTION NO. 2116
15
�'I'1�r I Iii♦ r}
Y 9M& Item
BU
June 11 , 2018
TO: Honorable Mayor and City Council through City Administrator
FROM: Eric Liljequist, Public Works Director
SUBJECT: Resolution Establishing Updated Water Rates
RECOMMENDATION:
After an opportunity for public comment, adopt a resolution establishing Water
Rates pursuant to the recently updated Water Master Plan and rate study;
Repealing Resolution No. 1742.
BACKGROUND:
A water rate study was performed by Galardi Rothstein Group in conjunction
with the Water Master Plan that has recently been updated. This rate study
developed cost of service rate structures that fairly apportioned costs of service
among the different classes of water service customers for required operational
and capital costs.
The consultant and City staff presented the proposed water rate information at
the May 14, 2018 City Council meeting and obtained guidance on the preferred
water rate structure. The resulting water rate structure is a 10-year rate plan that
includes a 10% rate increase in each of the first two years followed by 4% rate
increases in each of the following 8 years. The first rate increase will be effective
July 1 , 2018. Subsequent increases will be effective on July 1 of each year.
DISCUSSION:
Due to the lack of increased water rates over the past decade, the City water
fund is in distress, and will require the developed rate increases to comply with
required debt coverage ratios, to provide sufficient funds for operation &
maintenance costs, and to pay off existing debt. Ordinance 1866 provides for
the establishment of water rates charges by resolution. ORS 294.160 requires the
opportunity for public comment prior to rate increases.
Agenda Item Review: City Administrator_X City Attorney_X Finance—X-
16
Honorable Mayor and City Council
June 11 , 2018
Page 2
FINANCIAL IMPACT:
The increased revenues from the updated water rates are expected to provide
required funds for water system operations, maintenance and the repayment of
water fund debt.
17
COUNCIL BILL NO. 3067
RESOLUTION NO. 2117
A RESOLUTION ADJUSTING WATER RATES AND REPEALING RESOLUTION NO. 1742.
WHEREAS, Section 12 of Ordinance No 1866 provides for water rate
adjustments to be established by City Council action, and
WHEREAS, in conjunction with the 2017 Water Master Plan work, the City
initiated a water rate study which developed cost of service rate structures
which fairly apportioned costs of service among the various classes of water
service customers for required operational and capital costs, and
WHEREAS, the water rate consultant and City staff presented the proposed
water rate information at the May 14, 2018 City Council meeting and obtained
guidance on the preferred water rate structure, and,
WHEREAS, the water rate structure is a 10-year rate plan that includes a
10% rate increase in each of the first two years followed by 4% rate increases in
each of the following 8 years, and,
WHEREAS, the future budgets must reflect the above considerations and
protect the health and safety of residents; NOW, THEREFORE
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The Council finds, after an opportunity for public comment, that it is in
the public interest to establish the following new rate schedule based on cost of
service forwater use per the water rate study based on the 2017 Water Master Plan,
to be effective on July 1, 2018 and reflected in bills thereafter:
Page 1 of 3-Council Bill No. 3067
Resolution No. 2117
18
Table(Rates-1 Forecast Rates
City of Woadmum
Single Family Residential htt✓rtnaum Charge($I tenth)
1314"meter or smaller $94.09 $15.50 $16.12 $16.76 $17.44 $18.13 $18.86 $19.61 $20.401 $2121
j1"meter $31.61 $34.77 $36A6 $37.61 $39.11 $40.67 $42.30 $43.99 $45.75 $47.58
1-112"meter $60.82 $661.910 $69.58 $72.38 $75.25 $78.26 $81.39 $'94.65 $88.04 $'91.56
2"meter $95.85 $105.4.4 $109.66 $114.05 $x918.61 $123.35 $128.28 $133.41 $138.75 $144.30
3"meter $189.30 $2082'3 $216.58 $225.22 $234.23 $24.3.60 $253.34 $263247 $274.01 $284.97
Me dear PetrihaCiAh' `e t
ogleFamily�-Inside itgr
7'74161 $1.71 $11.86 $1.95 $2.013 $2.11 $2.1 9 $2.28 $2.37 $2.47 $2.57
7Q19f(9yf $'2.20 $2.42 $2.52 $2.62 $2.72 $2.83 $2.94 $'3.06 53.18 53.31
abl9sr ,t41to $3.01 $3.31 $3.44 $3.58 $3.72 $3.87 $4.02 $4.18 $4.35 54.52
rmm
y an vmmerc a Kntnium Charge($IMonth)
r sma11er $19.10 $21 011 $21.85 $22.72 $23.63 $2'4.58 $25.56 $26.58 $27.64 $28.75
$44.11 $40.52 $50.46 $52:.4.8 $54.58 $56.76 $59.03 $61.39 $63.85 $66.40
1-112"meter $85.80 $94.38 $98.18 $102.09 $106.17 $110.42 $114.84 $119243 $124.21 $129.18
2°meter $135.84 $149.42 $155.40 $1161.82 $1168.08 $1,74.80 $181.79 $1189.06 $196.62' 5204.48
3"meter $269.26 $2916.19 $'308.04 $320.,38 $'333.17 $''346.50 $360.36 5374.77 $389.76 $405.35
4"meter $419.35 $461.29 $479.74 $498'.913 $518.89 $539.65 $561.24 $583.69 $607.04 $631.32
6"meter $836.30 $9191.913 $956.73 $995.00 $1,034.80 $1,075.19 $1,11924 $11,164.01 $1,210.57 $11,258.99
8'meter $"1,336.63 $1,470.2!9 $1,529.10 $1,590.216 $9,653.87 $1„72'0.02 $1788.821 $1,8'60.37 $1,934.78 $2,01112.17
1 O meter $1,871.28 $2,058:.41 $2,140.75 $2,226'.38 $2,315.44 $2,40'8.06 $2,504.38 $2,604.56 $2,7108.74 $2,8'17.09
tY4wMe, ar ,Pe
i1f1 1y 4iw $'1.64 $2.02 52.10 $2.18 $2.27 $2.36 $2.45' $4.55 $'2.66 $2.75
'.n"41 n Minimum Charge(,4 nnth)
314 meter or smaller $28.60 $31.46 $32.72 $34.03 $35.39 535.81 $38.2'8 $139.81 $41.401 $43.06
11'meter $87.88 $74.617 $77.66 $80.77 $84.00 $8'7.36 $90.85 $94.48 $98.28 $102.19
11-112"meter $'133.34 $146.67 $152.54 $1158.64 $'164.99 $171.59 $178.45 $11135.59 $193.011 $2'00.73
2°meter $291.90 $233.019 $242.41 $252.11 $262.19 $272.68 $283.591 $294.93 $306.73 $319.00
3"meter $421.39 $463.5x3 $482.07 $5,01.35 $521.40 $542.26 $563.95 $586.51 $609.97 56134.37
4"meter $657.06 $722.77 $'751.68 $7811..75 $'813.02 $845.54 $879.38 $914.53 $951.11 $9189.15
6"meter $1,311.71 $1,442.818 $1,500.60 $1,560.62 $1,623.04 $1,687.96 $1,755.48 $1,825.70 $1,898.73 $1',9174.68
8"meter $2,097.29 $2,307.012 52,399.30 $2,495.27 $2,595.08 $2,.698.88 $2,806.84 $2,919.11 $3,035.87 $3,157.30
110"meter $2,936.21 $3,229.813 $3,359.02 $3,493.38 $3,633.12 $3,778.44 $3,929.58: $4,0186.76 $4,250.23 $4„420.24
dV11 8 $2.17 $2.69 $2.80,
$2.91 $�is` $3.26
Outside-City tl rdnaum Charge($IMonth)
Residential 314"meter or smaller $21.14 $2325 $24.18 $215.15 $26.18 $27.21 $28.30 $129:43 $30.61 $31.83
Commercial 314"metier or smaller $28.64 $311.50 $32.76 $34.07 $35.43 $36.85 $38.32 $39.85 $41.44 $43.10
Uc1l4�111e aha �rrr ttt� tr�lt� t
ttr74tt11 $2.56 $2.82 $2.93 $3.015 $3.17 $3.30 $3.43 $3.57 $3.71 $3.86
704%0 qt $'3.30 $3.6+3 $3.78 $3.913 $4.09 $4.25 $4..42'. $4.60 $4..78' $4.97
tpa9r1l1Yyi- $4.52 $4,917 $5.17 $5..38 $5.60 $15.82 $6.05 $6.29 $6.54 $6.80
parate Filire6r)(J a Mini=Charge(SIMonth)
314"meter or smaller $5.79 $6.36 $6.62 $6.88 $7.16 $7.45 $7.74 $8.05 $8.381 $8.71
1"meter $5.79 $6.36 $6.62 $61.88 $7.16 $,7.45 $7.74 $8.05 $8.38 $8.71
1-112"meter $7.38 $8.112 $8.44 $8.78 $9.13 $9.501 $9.88 $90.27 $10.68 $11.11
!1*"meter $9.05 $9.916 $10.36 $10.77 $11.20 $19.65 $12.12 $12.80 $13.101 $13.63
3"meter $12.24 $13.47 $14.01 $14.57 $15.15 $15..75 $16.39 $'17.04 $17.72' $118.43
4"meter $15.44 $16.919 $17.67 $18'.37 $19.11 $19.87 $20.67 $21.50 $22.36 $23.25
6"meter $21.91 $24.10 $25.07 $,26,.07 $27.11 $28.201 $29.33 $30.50 $31.72 $32.99
8"meter $28.34 $311.17 $32.42 $33.7''1 $35.06 $38.48 $37.92' $39.44 $41.02 $42.66
110'"meter $28.34 $311.117 $32.42 $33.7''1 $35.06 $35.48 $37.92 $139.44 $41.02 $42.66
Page 2 of 3-Council Bill No. 3067
Resolution No. 2117
19
Section 2. That Resolution No. 1742 is hereby repealed effective July 1, 2018
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 3 of 3-Council Bill No. 3067
Resolution No. 2117
20
t,�Pr ,vera
DBURN
June 11, 2018
TO: Honorable Mayor and Council through City Administrator
FROM: Sandra Montoya, Finance Director
SUBJECT: FY 2017-2018 BUDGET TRANSFER REQUEST FOR TRANSIT
RECOMMENDATION:
Adopt the attached resolution approving a Transit budget transfer for fiscal year
2017-2018.
BACKGROUND:
Every year, after the budget is adopted by Council, unforeseen circumstances
and events arise that can require a budget adjustment. Oregon Budget Law ORS
294.463(1 ) provides for changes to adopted budgets through a resolution transfer
process when the change is between existing categories in a fund or between
funds and no more than 15 percent of the total appropriations of the fund(s).
Like the adopted budget, resolution transfer requests must be balanced; in other
words, net revenue and net expense for the request must be equal. This can be
accomplished by budgeting additional revenue, or by reducing another
expenditure category (such as contingencies).
DISCUSSION:
Budget projections indicate that the Transit Fund may have higher-than-
budgeted personnel and vehicle repairs costs in FY 2017-18. Budget Law requires
budget adjustments be made prior to over-expending a fund's total budget. In
order to remain in compliance with Budget Law, a transfer appropriation of
$10,000 is requested from Contingency to the Personnel Services and Materials &
Services categories.
Cost containment practices have been applied to hold costs.
FINANCIAL IMPACT:
Agenda Item Review: City Administrator_x_City Attorney_x Finance_x
21
Honorable Mayor and City Council
June 11 , 2018
Page 2
The Transit Contingency currently budgeted at $163,437 will be reduced to
$153,437 with a corresponding increase of $5,000 to Personnel Services and
$5,000 to Materials & Services. The total appropriations remain the same.
22
COUNCIL BILL NO. 3068
RESOLUTION NO. 2118
A RESOLUTION APPROVING TRANSFERS OF FY 2017-2018 APPROPRIATIONS
WHEREAS, ORS 294.463(1 ) permits "transfers of appropriations" within any
fund "when authorized by official resolution or ordinance of the governing body";
and
WHEREAS, ORS 294.463(2) limits "transfers of general operating contingency
appropriations to no more than fifteen (15) percent of the total appropriations of
the fund" unless adopted pursuant to a supplemental budget; and
WHEREAS, transfers made pursuant to any of the above must state the need
for the transfer, the purpose for the authorized expenditure, and the amount of
the appropriation transferred; NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That pursuant to the applicable ORS provisions cited above, the
City Council hereby approves the transfers of appropriations for FY 2017-18 in the
amount as follows:
SUMMARY OF PROPOSED BUDGET CHANGES
AMOUNTS SHOWN ARE REVISED TOTALS IN THOSE FUNDS BEING MODIFIED
Transit Fund 110
Requirement Original Transfer Revised
1 Personnel Services 365,174 5,000 370,174
2 Materials &Services 224,833 5,000 229,833
3 Contingency 163,437 (10,000) 153,437
Revised Total Fund Resources 753,444 - 753,444
Comments: Transfer for additional costs in Personnel costs and Vehicle Repair&Maintenance
Approved as to Form:
City Attorney Date
APPROVED:
Kathryn Figley, Mayor
Page 1 - COUNCIL BILL NO. 3068
RESOLUTION NO. 2118
23
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. 3068
RESOLUTION NO. 2118
24
�'I'1�r I Iii♦ r}
Y 9M& Its
BU
Pri,a�<;rrt rr rf aA'!87
June 11 , 2018
TO: Honorable Mayor and City Council through City Administrator
FROM: Jesse Cuomo, Recreation Services Manager
Via: Jim Row, Assistant City Administrator
SUBJECT: Teen Center Agreement
RECOMMENDATION:
It is recommended that the City Council authorize the City Administrator to enter
into a management agreement with the Boys and Girls Club of Salem, Marion, and
Polk Counties.
BACKGROUND:
The City and the Boys & Girls Club initiated the teen program partnership in the
spring of 2010. This action followed on the heels of operational concerns raised
in late 2009 and early 2010, which resulted in the City ceasing operations at the
Legion and Settlemier Park Teen Centers. From the perspective of both
agencies' staff, the current arrangement has been very successful.
This item will renew the "Teen Center" management agreement between the
City and the Boys & Girls Club, which will expire on June 30, 2018. The Boys &
Girls Club has operated the Settlemier Park Teen Center since 2010. While the
proposed agreement carries a three-year term, both parties still have the option
to terminate it with 60 days of notice, should changing circumstances
necessitate such action.
DISCUSSION:
The major tenants of the agreement include:
o The agreement will be effective from July 1, 2018 to June 30, 2021 , with
the option to renew.
o The Boys and Girls Club will operate the Settlemier Park Teen Center four
hours per day, Monday through Friday, a minimum of 45 weeks per year.
Agenda Item Review: City Administrator_x_ City Attorney_x Finance_x-
25
Honorable Mayor and City Council
June 11 , 2018
Page 2
o The Boys and Girls Club will continue to support and volunteer at City ran
events.
o The City will continue to pay all facility utilities charges.
o The City will continue to provide limited facility maintenance and
information technology support to the Settlemier Park Teen Center.
o The City will remain a stakeholder in the operation of the teen program
and will have input into programming decisions.
o The City will continue to pay the Club $3,750 per month for services
provided under the agreement.
FINANCIAL IMPACT:
The annual cost to the City under this agreement will be $45,000 and is included
the proposed FY18/19 General Fund Budget.
26
�'I'1�r I Iii♦ r}
B V'
June 11, 2018
TO: Honorable Mayor and City Council through City Administrator
FROM: Eric Liljequist, Public Works Director
SUBJECT: Acceptance of a Public Utility Easement at 160 W. Cleveland Street,
Woodburn, OR 97071 (Tax Lot 051W18BA10100)
RECOMMENDATION:
That City Council accepts a Public Utility Easement for public facilities granted
by Farmworker Housing Development Corp (FHDC), property owner of 160 W.
Cleveland Street, Woodburn OR 97071 (Tax Lot 051 W18BA10100).
BACKGROUND:
A public utility easement is requested in conjunction with building permit B18-
845. This public utility easement will provide a permanent easement for an
existing public sanitary sewer main through the 160 W. Cleveland Street
property.
DISCUSSION:
The Public Utility Easement is a 16 foot wide easement that is located in the
existing parking lot that extends from W. Cleveland Street to Oak Street. It
provides a permanent easement and right-of-way to construct, reconstruct,
operate, and maintain public sanitary sewer utilities.
FINANCIAL IMPACT:
There is no cost to the City for this Public Utility Easement.
ATTACHMENTS
A Copy of the properly signed public utility easement documents is included in
Exhibit "A" and Exhibit "B".
Agenda Item Review: City Administrator City Attorney Finance
27
AFTER RECORDING RETURN TO:
Woodburn City Recorder
City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
CITY OF WOODBURN, OREGON
PUBLIC UTILITY EASEMENTS
FARMWORKER HOUSING DEVELOPMENT CORPORATION, GRANTOR, grants
to the CITY OF WOODBURN, OREGON, hereinafter called CITY, a permanent easement,
including the permanent right to construct, reconstruct, operate, and maintain a sewer
main on the following described land:
See attached Exhibit "A"Legal Description of Permanent Easement and
attached Exhibit `B"Sketch for Legal Description of Permanent Easement
which are by this reference incorporated herein
GRANTOR reserves the right to use the surface of the land for any purpose
that will not be inconsistent or interfere with the use of the easement by CITY. No building
or utility shall be placed upon, under, or within the property subject to the foregoing
easement during the term thereof, however, without the written permission of CITY.
GRANTOR covenants to CITY that GRANTOR is lawfully seized in fee
simple of the above-granted premises and that GRANTOR and their heirs and personal
representatives shall warrant and forever defend the said premises and every part thereof
to CITY against the lawful claims and demands of all persons claiming by, through, or
under GRANTOR.
Public Utility Easements (Permanent)
Page 1 of 4
28
DATED this day of M e�., ) 2018.
GRANTOR:
FARMWORKER HOUSING
DEVELOPMENT CORPORATION, an
Oregon nonprofit public benefit cor rdation ,
By• -4. ( lCP'TGa dfd d% 04J^ '
Printed Name: fi�
Title:
CORPORATE ACKNOWLEDGEMENT
STATE OF OREGON, County of �V(zk tc)n ) ss.
The foregoing instrument was acknowledged before me this =; day of
2018 by as
of Farmworker Housing Development Corporation, an
Oregon nonprofit public benefit corporation, and the foregoing instrument was signed and
sealed on behalf of said corporation by authority of its Board of Directors; and each of
them acknowledged said instrument to be its voluntary act and deed.
OFFICIAL STAMP
MARIA GOULUPE AISPUWROSALE5
NOTARY SSIO C•oREcG TARY PUBLIC FOR OREGON
11-4
COMMISSION N0.989364W
MYeaMMISSION EXPIRES DECEMBER 10,2021 My Commission Expires:
City of Woodburn
270 Montgomery Street
Woodburn, OR 97071
(Grantee's Name and Address)
Accepted on behalf of the City of Woodburn:
City Recorder:
w
i
Heather Pierson
Public Utility Easements (Permanent)
Page 2 of 4
29
EXHIBIT "A"
Legal Description of Permanent Easement
A STRIP OF LAND, SITUATED IN THE NORTHWEST QUARTER OF SECTION 18,
TOWNSHIP 5 SOUTH, RANGE 1 WEST, WILLAMETTE MERIDIAN, CITY OF
WOODBURN, MARION COUNTY, OREGON, BEING MORE PARTICULARLY
DESCRIBED AS FOLLOWS:
A 16.00 FOOT WIDE STRIP OF LAND BEING 8.00 FEET ON BOTH SIDES OF THE
FOLLOWING DESCRIBED CENTERLINE;
COMMENCING AT THE SOUTHEASTERLY CORNER OF LOT 3, BLOCK 1, PARK
ADDITION TO WOODBURN, CITY OF WOODBURN, MARION COUNTY PLAT
RECORDS; THENCE, ALONG THE SOUTH LINE OF SAID LOT 3, ALSO BEING THE
NORTH RIGHT OF WAY LINE OF OAK STREET, NORTH 60°23'20" WEST, 39.03 FEET
TO THE POINT OF BEGINNING OF SAID CENTERLINE; THENCE, NORTH 41°51'20"
EAST, 208.86 FEET TO A POINT ON THE SOUTHERLY RIGHT OF WAY LINE OF
WEST CLEVELAND STREET, BEING THE TERMINATION POINT OF SAID
CENTERLINE, SAID POINT BEING SOUTH 60°21'51" EAST 113.23 FEET FROM THE
INTERSECTION OF SAID SOUTHERLY RIGHT OF WAY LINE AND THE EASTERLY
RIGHT OF WAY LINE OF SOUTH 1 ST STREET.
THE SIDELINES OF SAID EASEMENT ARE TO TERMINATE UPON THE SOUTH
RIGHT OF WAY LINE OF WEST CLEVELAND STREET AND THE NORTH RIGHT OF
WAY LINE OF OAK STREET.
REGISTERED
PROFESSIONAL
LAND SURVEYOR
OREGON _
JULY 17, 1986
LTEVEN P. BUCKLES
2231
RENEWS: 12/31/19
Public Utility Easements (Permanent)
Page 3 of 4
30
EXHIBI T
SEWER EA SEMEN T
IN THE NW 114 OF SECTION 18, T5S, R1 W, WA4, CITY
OF WOODBURN, MARION COUNTY, OREGON
DATE. JANUARY 16, 2018 SCALE 1 "=50,
FOR: FARMWORKER HOUSING DEVELOPMENT CORP.
9 00 cz
09
A\
c:)
10100
TAX LOT Irp
0 /
ro
cc \0,
LOT 5 / e
T
c� TA0000
BLOCK 1 LOT 4 PARK ADDITION TO "C �p6T
WOODBURN00 LOT 3
0, IQ
LOT 2 c:)
A
�,�" opo.15>1 tk
LOT 1
so
C o
04- z)-
REGISTERED '31
ROFE
SURVEYOR
~` /
4 FLA
LAND LAND SURVEYOR
REPPETO & ASSOCIATES, INC.
LAND SURVEYORS
OREGON PLAZA 125, BUILDING G
JULY 17, 1986 12730 SE STARK STREET
STEVEN P. BUCKLES PORTLAND, OREGON 97233
2231
rAE PHONE (503) 408-1507
RENEWS: 12/31/19 FILE.• FH17073-EX-S2.DWG
31
�'I'1�r I Iii♦ r}
Y 9M& Item
BU
Pri,a�arrt rr rf aA'!87
June 11 , 2018
TO: Honorable Mayor and City Council through City Administrator
FROM: Eric Liljequist, Public Works Director
SUBJECT: Award a Contract for Architectural & Engineering Services to DECA
Architecture, Inc.
RECOMMENDATION:
That the Woodburn City Council, acting in its capacity as the Local Contract
Review Board, award a Contract for Architectural & Engineering Services to DECA
Architecture, Inc. and authorize the City Administrator to sign the Agreement.
BACKGROUND:
The existing contract between the City of Woodburn and DECA Architecture, Inc.
for providing architectural & engineering services has expired. The City first entered
into a contact agreement with DECA in 2010. The City of Woodburn has a
continued need for Architect/Engineer Professional Services for assistance in
facilities related projects. City staff issued a Request for Proposals and through a
qualification based process, selected the firm Deca Architecture Inc. The
professional services contract is an indefinite delivery/indefinite quantity contract.
Services will be utilized for specific facilities oriented projects. Potential projects
include life/safety, space utilization, and rehabilitation of City owned or privately
owned facilities.
DISCUSSION:
The professional services contract is intended to supplement City staff in the
execution of facilities oriented projects. This expertise and capacity does not
currently exist among City staff. Due to the infrequent need for these professional
services, it is not cost effective for the City to retain these specialty services on staff.
Having completed a competitive and qualification based selection process to
identify a firm to provide facilities oriented expertise, the City can be more
responsive to addressing City facilities needs, better plan for facilities utilization, and
have better project estimates for future facilities related projects. A total of 6 firms
Agenda Item Review: City Administrator_X City Attorney_X Finance—X-
32
Honorable Mayor and City Council
June 11 , 2018
Page 2
submitted proposals. A selection panel was established to review the 6 proposals
and rank them. Deca Architecture inc.was the unanimous first choice of the panel
members. The final ranking of the 6 firms is listed below:
Firm Score
1 . Deca Architecture, Inc. 98.5
2. Carlton Hart Architecture 93.5
3. Carlson Viet Architects 92.0
4. CIDA 89.5
5. RSS Architecture 87.5
6. AC + Co Architecture 80.5
This contract is for three years with the option to extend for up to two additional
years.
The procurement process for soliciting these services and the contract award is in
conformance with public contracting laws of the State of Oregon as outlined in
ORS Chapter 279C and the laws and regulations of the City of Woodburn.
Therefore, staff is recommending that the contract be awarded accordingly to the
highest ranked proposer.
FINANCIAL IMPACT:
The professional services needed will be obtained through a project specific Basic
Ordering Agreement with Deca Architecture Inc. Basic Order Agreements will be
restricted to less than $250,000 per project. Professional services obtained for
facilities maintenance related projects will be funded through budgeted project
expenditures and will also be awarded under a Basic Ordering Agreement.
33