April 23, 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
FRANK LONERGAN,COUNCILOR WARD V
APRIL 23, 2018- 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:
None.
Appointments:
None.
4. COMMUNITY/GOVERNMENT ORGANIZATIONS
None.
5. PROCLAMATIONS/PRESENTATIONS
Proclamations:
A. Child Abuse Prevention 1
B. EI Dia del Nino 2
Presentations:
C. 2018 Spring Pavement Maintenance Project 3
6. COMMUNICATIONS
None.
7. 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.**
April 23, 2018 Council Agenda Page i
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 April 9, 2018 39
Recommended Action: Approve the minutes.
B. Woodburn City Council Executive Session minutes of April 9, 42
2018
Recommended Action: Approve the minutes.
C. Appointment of Administrator Pro Tem 43
Recommended Action: It is recommended the City Council
appoint Assistant City Administrator Jim Row as Administrator Pro
Tem for the period May 9 through May 21, 2018.
D. Crime Statistics through March 2018 44
Recommended Action: Receive the report.
E. Building Activity for March 2018 49
Recommended Action: Receive the report.
9. TABLED BUSINESS
None.
10. PUBLIC HEARINGS
None.
11. GENERAL BUSINESS-Members of the public wishing to comment on items of general
business must complete and submit a speaker's card to the City Recorder prior to
commencing this portion of the Council's agenda. Comment time may be limited
by Mayoral prerogative.
A. Utility Assistance Program - Change in Program Administrators 50
Recommended Action: Authorize the City Administrator to execute
an agreementwith Love INC of North Marion County (Love INC) to
administer a utility assistance program.
B. Award of Construction Contract for the 2018 Spring Pavement 57
Maintenance Project, BID #2018-03
Recommended Action: That the City Council, acting in its
capacity as the Local Contract Review Board, award the
construction contract for the 2018 Spring Pavement Maintenance
April 23, 2018 Council Agenda Page ii
Project to the lowest responsible and responsive bidder, CPM
Development Corporation dba River Bend Materials in the amount
of $446,884.50.
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
15. ADJOURNMENT
April 23, 2018 Council Agenda Page iii
"P"ROCLAMATION
CHILD ABUSE PREVENTION MONTH
WHEREAS,, every child deserves to live in a safe, loving and caring family
environment; and
WHEREAS, in 2016 there were 11,843 reported victims of child abuse and neglect
in Oregon, of which 19 resulted in death. Of those reported cases, 1,255 were victims in
Marion County; and
WHEREAS, we endeavor to join together as individuals, organizations, and
government agencies to prevent child abuse in our county by providing opportunities to
educate, train, and support caregivers by raising awareness of relevant topics,including child
development, basic-care skills, discipline strategies, and goal-setting for parents; and
WHEREAS, by strengthening families and providing safe, stable, and nurturing
environments that are free from violence, abuse, and neglect, opportunities are created for
children's optimal growth and success, ensuring a secure future for our communities, where
the needs of children are a priority and the needs of families are met;
WHEREAS,the City of Woodburn has arranged for the overpass lights to shine blue
during the first two weeks in April to bring attention and awareness to the issue of child
abuse and neglect in our communities,
NOW, THEREFORE, 1, Kathryn Figley, Mayor of the City of Woodburn ask
everyone to join together in protecting our children, and do hereby proclaim April 2018, as
"CHILD ABUSE PREVENTION MONTH"
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the
City of Woodburn to be affixed this 231' day of April 2018.
katbryn igley, Ma or
fty Fl
Ooodburn t)
_of,
PROCLAMATION
El Dia del Nino
April 2 , 2018
WHEREAS, literacy is the foundation of learning and is essential to
the growth and success of all children; and
WHEREAS, many of the nations of the world, and especially within
the Western Hemisphere, celebrate El. Dia del Nifio in recognition and
celebration of their children, and
WHEREAS, well-educated and literate children are critical to
Oregon's economic future; and
WHEREAS, the importance of reading and education are most often
communicated through family members, and supported by such public
institutions as public libraries, with their literacy programs for children and
families,
THEREFORE, 1, Kathryn Figley, Mayor of the City of Woodburn,
proclaim April 28, 2018, the official
El Dia dei Niftn
and encourage the people of Woodburn to join in this observance.
IN WITNESS WHEREOF, I hereunto set my hand and caused the
seal of the City of Woodburn to be affixed this 23rd day of April 20 1 S,
/
w,
athryn ngle ,J
City of ..M
+� urn
2
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iii � / ii / /oir�i�i iii i .,��,.
1%����i/�%G///%//��/�%�//%/G/pii////ii�%1!�iii/iiiii�/oi��� // /
"MME
le
Jif �11f=.
2018 SPRING PAVEMENT MAINTENANCE PROJECT
Selection Procedure
StreetSaver - Pavement Management Software
Contains/Stores Existing Pavement Conditions for II Streets
within the City
Provides Recommended Street Sections for Asphalt
Pavement Restoration Based on Specified Criteria
PCI (Pavement IICondition
Index is a I index between 0 and 100 which is used
to indicate the general condition of a pavement
"MME
�s G PAVEMENT MAINTENANCE PROJECT
iii
Selection Procedure (Continued)
Description of Pavement Condition Index (PCI) Values
(85...., .] �� ���, i ��.1.,.,,,,,,,,,,,,, L....iu �� ' sl ���: D r � iu 0 it � �it �,ro a it)(D it
N;;; iu s tlir s s, ir ) D Oiu de, 0 0 dN;;; circ iu it c ( e
Very Good (70-85) - Very Few Distresses, No Rutting,
No
Base Failures
Good (60-70) — Few Localized Distresses, Minimal Base
Failures
Fair (50-60) — Progressive Cracking, Few Base Failures,
Localized Distresses
o o it -1-o a lir e. i ir,)a ) I,,,,,o C a i ze d Base I,,,,:a it aire s
a t )s, 1-(..:.%, ir,i s ie lira C i ir,)g
lir lir s iiia lir I iru I lir iii lir s I I iii iiia
ssiii lir viii iiia
"MME
PAVEMENT MAINTENANCE PROJECT
Selection Procedure (Continued )
Streets with PCI Values Between:
70 & 85 - Should be "Crack-Sealed" ievident
60 & 70 - Candidates for a ThinI I I
50 & 60 - Ideal Candidates For A Thin
Overlay
,.0 & 5 - Candidates For A ThickerIAlthough
Some ACPR 's Are LikelyiCondition
• PCI Values Below 40 are Generally Candidates for Major
Rehabilitation or Full Reconstruction of the Street Section,
Although. . . .if Selected Asphalt Concrete Pavement Repairs are
implemented, the PCI value can increase to between 50 and
70, Making The Street a Viable Candidate for a Thin or Moderate
Asphalt Concrete Pavement Overlay, thus Saving Costs Versus a
Full Street Section Rebuild or Major Rehabilitation.
"MME
I p/p/p/w-
Jlf JIf llll/
2018 SPRING PAVEMENT MAINTENANCE PROJECT
Factors to Consider When Eva luating/Prioritizing
the Optimal Location & Timing of Paving Projects
• Pavement Condition Index
• Proposed Underground Utility Installations
• City Maintenance Projects
• Franchise Utility Installations
• Future Capital Improvement Projects
• Proposed Development
• Volume of Traffic
• Type of Traffic
• Street Classification
• Existing Cross Slope of Pavement
• Existing Pavement Section (Evaluated Via Pavement Cores)
• Overall Cost-Effectiveness for the City (Pavement Performance
Curve)
100
CL
80
� ooiiJliiiIIIIJ`(�I6Iy'Iillill"hr'n7ill4iiIpU«y�Nrrrr'iioil�l;iii((I;iVu���Il Jlll'�ilflll,iil�
60 M ,,...a.am �_mmm �_mmm �_mmm �_mmm ---M--- M--- MM-- M--,�
Poor
��IlilioiioullVilmVm�puuugVlllill'�IIIYIIIIIIII'Y'.YIIIII�,'plliNl�l'�1111�61��Ildllllllllllldlllllllll'I���Itl�'YIYYIW�I'��V�IIIII'i'Illi'"'IIIIII
0
u
w 20..
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uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu
0-
P nt Age
a„
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0
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"MME
„f G PAVEMENT MAINTENANCE PROJECT
Selected Streets
• Industrial Avenue - Progress Way to Hwy 99E
" Asphalt Concretev i r
" Asphalt ConcretevOverlay
• National Way - North of Industrial Avenue
" Grind of Existing
" Asphaltic ConcretevInstallation
1 i , l if Needed
• Robin Avenue - Just East of Woodland Avenue
" Asphalt Concretev it
1 i , l if Needed
0 We may expand the limits is work up to Arney
dependingr i conditions
"MMEW/1112
..
)�11�1J1J1111//' i,
018 SPRING PAVEMENT MAINTENANCE PROJECT
Selected Streets ( Continued )
• Tukwila Drive - Miller Farm Rd to Hazelnut Drive
• 3" Asphalt Concrete Pavement Repairs (ACPR)
• 2" Asphalt Concrete Pavement Overlay
• Hazelnut Drive - Just South of Tukwila Drive
• 3" ACP
• 2" Asphalt Concrete Pavement Overlay
• Crack Sealing
• Settlemier Avenue ® Parr Road to Hwy 214
• Boones Ferry Road ® Hwy 214 to City Limits
Residential• Streets - Smith Drive, I I I
Street, is
Maple Street, Austin Avenue, Smith Court, and
���t�G✓/�//U9�/vi/U/rro a
��1✓ f 1 ��JlflfJf/�� /l %///�l r////
SAW CUT, EVEN,
VERTICAL FACE AT
MATCH LINE AS SHOWN
ON PLAN TACK COAT ALL VERTICAL EDGES IN
EXISTING
CRUSHEDi NEW 3—INCHLEVEL 3, i CONFORMANCE TO SECT. 00730
,
AGGREGATE EMULSIFIED ASPHALT TACK COAT.
/2—INCH DENSE HMAC
EXISTING AC
EXISTING,
DETERIORATED AC
SHALL BE REMOVED,
i��✓� 47,11
11�'�� gylrla ,� ._.:. AND IS INCIDENTAL
TO THIS BID ITEM.
1
r6
INSTALL GEOTEXTILE FABRIC
NOTES:
UNDISTURBED 1. EXISTING CRUSHED AGGREGATE & AC
SUBGRADE SECTIONS VARY ON SITE CONDITIONS,
ASSUME 3" EXST. AC DEPTH.
PREP. AND RECOMPACT
EXST. BASE ROCK 2. CONFORM TO OREGON STANDARD
SPECIFICATION SECTION 00748 AND AS
MODIFIED BY SPECIAL PROVISIONS.
3" ASPHALT CONCRETE PAVEMENT REPAIR
SCALE: NTS
��t�G///U9E/vi/U/rro a
SAW CUT, EVEN,
VERTICAL FACE AT
),-��—MATCH LINE AS SHOWN i
i
EXISTING ON PLAN TACK COAT ALL VERTICAL EDGES IN
CRUSHED CONFORMANCE TO SECT. 00730
AGGREGATE NEW 5—INCH, LEVEL 3, EMULSIFIED ASPHALT TACK COAT.
1/2—INCH DENSE HMAC
EXISTING AC
t �
f 001
EXISTING,
DETERIORATED AC
,a SI g!
SHALL BE REMOVED,
ri) rJ.A z � At//
�Y� 2" +i
`ja� a ?I � r� r,r iv1'arvl�l 9/iPlrrr AND IS INCIDENTAL
TO THIS BID ITEM.
Ph,R a
ol
r')4s�sfh�; � farl fh f
!
fafl a`)hi1 bFNrjrJ .,t.rY.u:Yrf1 M`.. .............. 7,7
INSTALL GEOTEXTILE FABRIC
NOTES:
UNDISTURBED 1. EXISTING CRUSHED AGGREGATE & AC
SUBCRADE SECTIONS VARY ON SITE CONDITIONS,
ASSUME 3° EXST. AC DEPTH,
PREP, AND RECOMPACT
EXST. BASE ROCK 2, CONFORM TO OREGON STANDARD
SPECIFICATION SECTION 00748 AND AS
MODIFIED BY SPECIAL PROVISIONS.
5" ASPHALT CONCRETE PAVEMENT REPAIR
SCALE: NTS
low
EXISTING NEW 5-INCH, LEVEL 3, EXISTING
STREET 1/2-INCH DENSE HMAC STREET
SURFACE SURFACE
i Ir 772�7�'"
SAW-CUT SAW-CUT VERTICAL FACE
VERTICAL FACE
INSTALL AND COMPACT
1"-MINUS CRUSHED AGGREGATE
INSTALL GEOTEXTILE FABRIC TO MINIMUM DEPTH SHOWN
12" MIN DEPTH, RESIDENTIAL
NOTES:
1. CONFORM TO OREGON STANDARD SPECIFICATION SECTION
00748 AND AS MODIFIED BY SPECIAL PROVISIONS.
2. AC CUTTING, AC REMOVAL, EXCAVATION, FABRIC, FILL, AND NEW
AC ARE CONSIDERED COMPLETE AND SHALL BE INCIDENTAL.
17" ASPHALT CONCRETE PAVEMENT REPAIR (�
SCALE: NTS
frii/✓%// �i// Tim i�,.
l�
PLAN NOTES-O
1, GRIND AND REMOVE 4-INCH EXISTING AS
PAVEMENT AND PLACE 5-INCH
�. THICKNESS OF LEVEL 3, 1/2-INCH ACP
77
c MIXTURE SURFACE IN ACCORDANCE WITH
SECTION 00744 OF THE OREGON
STANDARD SPECIFICATIONS77 ,
� 2 PLACEEMULSIFIED ASPHALT TACK COAT
ON EXISTING SURFACE IN ACCORDANCE
WITH THE OREGON STANDARD
SPECIFICATIONS.
Fri =
3. INSTALL 12"WIDE WHITE THERMOPLASTIC
PAVEMENT MARKING"STDR BAR'AS
DIRECTED DY THE ENGINEER.
I 1
NATIONAL WAY
GENERAL NOTES•
_�' --- 1, PROTECT AND ADJUST ALL VALVE BOXES,
--- i MANHOI,ES AND MDNUMENT BOXES TO
GRADE AND AS DIRECTED BY THE
�- ENGINEER, TYPICAL
2. PROVIDE WORK ZONE TRAFFIC CONTROL
IN ACCORDANCE WITHSECTION 00220
AND 00225 AND AS AS
BY
.... I ...... .... SPECIAL PROVISIONS.
j
A. APPROXIMATE AFFECTED AREAS:
42,683 SOFT
PLAN
BID SET
K2EL REVISIONS:
2018 SPRING PAVEMENT MAINTENANCE 2018 E0o] 28
BURMARCH- 18
NATIONAL WAY
It
l�
y
us i
r// /i�'/J"�/lfrf'%J fl r l � �f�� �Y � ♦ ♦ ♦ � �
l�
PLAN NOTES-0
�- - I, 7FT WIDE COLD PLANE PAVEMENT
1 REMOVAL,0-INCH TO 2-INCH DEPTH OF
'.. EXISTING AC PAVEMENT IN ACCORDANCE
WITH SECTION 017620 OF THE OREGON
STANDARD SPECIFICATIONS.
r -
2. PLACE PAVEMENT OVERLAY GEOTEXTILE
FABRIC AND 2-INCH THICKNESS OF
n n LEVEL 3, IA-INCH ACP MIXTURE SURFACE
•-" IN ACCORDANCE WITH SECTION 00744 OF
THE OREGON STANDARD SPECIFICATIONS.
J a 3. CONSTRUCT 3-INCH ASPHALT CONCRETE
"
PAVEMENT REPAIR (ACPR). LOCATIONS AS
1 "� f ------ — - -- DIRECTED BY THE ENGINEER,SEE DETAIL
93 ON SHEET 11.
4. USE VAL"UUM PICK UP BROOM TO GLEAM
1
SURFACE AFTER COLD PLANE REMOVAL
OPERATIONS ARE COMPLETED AND PLACE
y 1 PAVEMENT OVERLAY CFOTFXTII.F FABRIC
AND EMULSIFIED ASPHALT TACK COAT ON
EXISTING SURFACE IN ACCORDANCE WITH
THE OREGON STANDARD SPECIFICATIONS.
5 INSTALL REG12 WIDE WHITE THERMOPLASTIC
14
3 _ 7 5 PAVLM o BARKI tNGTOP BAR"A
6. INSTALL 4'PAINTED LONGITUDINAL
6 I
J
YELLOW CENTER LINE.As DIRECTED BY
J � � �• U THE ENGINEER.
A b f ulpyyy xnrvnpNfyMYVY IP" aurvwR wd Aw :�
n INQUI ;�{ AYE c 7. INSTALL 4'PAINTED LONGITUDINAL
.1 'yj"r SJ 1.t'7 C
,. _ --.
'a Waramnnlnuuvwno» uumnir ei mmouuuA.w rcaan nwuR �imnuuuxm'uLlN uuwLwmu vmveu+� ^^.Nu.; DOUBLE YELLOW NO—PASS LINE,AS
DIRECTED BY THE ENGMEER
a) �nep.'annm
GENERAL NOTES
PROTECT AND ADJUST ALL VALVE BOXES,
r - MANHOLES AND MONUMENT BOXES TO
.n GRADE AND AS DIRECTED BY THE
FNGINFFP,TYPICAL
' J 2. PROVIDE WORK ZONE TRAFFIC CONTROL
., IN WITH SECTION 00220
AND 0022 00225 AND A5 AMENDED BY
I _... ... .... ;, :.:
SPECIAL PROVISIONS.
A. APPROXIMATE AFFECTED AREAS:
• 72.823 SOFT
PLAN
1"-1ao°
BID SET
oxlSonfcRrv4�oap nc, ck/[i Fn: - REVISIONS, r ego
2018 SPRING PAVEMENT MAINTENANCE 201818 007 28
OOTDT Tn MARCH E2018
VUR
DBINDUSTRIAL AVE
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fir.✓/ ,/i, /
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I � � / I � / ����i, it��i r�/// � ✓;,� %/�6 r/�,,Gf'/ /„;l/�
� � �,� i� i ✓y�dJ ori a�; � �' J��i. ,'� ��j;// � ���, ?y�r�/�/I��l �/r. l l
N
u . � /�,, pi �; ,j ��t/" ����i�%G//I�/,✓i,/% ly i p�'��til/�,� iy� l
li� �f i o � /� �✓/iv/'/� �i�l/��i Irl ri l� � �%✓ ���✓
� � /� ! �✓ �/�� if j(l''l'� f � V
r// /i�'/J"�/lf�f'%J fl r l >/ �f�� �Y � ♦ ♦ ♦ � �
l�
111-91%&�W 1"N III i1iiiiiii
PLAN NOTES-O
I, I. CONSTRUCT 5—INCH ASPHALT CONCRETE
A
PAVEMENT REPAIR(ACPR) PER DETAIL#1
ON SHEET II.
I 2- USE VACUUM PICK UP BROOM TO CLEAN
SURFACE AFTER COLD PI.ANF REMOVAL
OPERATIONS ARE COMPLETED AND PLACE
PAVEMENT OVERLAY GEOTEXTILE FABRIC
AND EMULSIFIED ASPHALT TACK COAT ON
EXISTING SURFACE IN ACCORDANCE WITH
THE OREGON STANDARD SPECIFICATIONS.
"T,
f 3_ INSTALL 8"WIDE PAINTED LONGITUDINAL
f WHITE FOG LINE,AS IBY THE.
ENGINEER-MATCH TO EXISTING PAVEMENT
� 6 �/ L T � MARKING
?J I 7 - J / 4. INSTALL 0'WIDE PAINTED LONGITUDINAL
r
16 WHITE-ANF LINE,AS DIRFCTFD BY THE
ENGINEER.
\ 5. INSTALL 12"WIDE WHITE THERMOPLASTIC
..� PAVEMENT MARKING 12"WIDE
CROSSWALK LINE AS DIRECTED BY THE
ENGINEER. MATCH TO ENISTMG PAVEMENT
�( MAR
INSTALL PAVEVENT2'AIDE NHITE OD
MARHER NG"S ARj SSTIC
6
- - IRECTEDBY THE ENG RADTO
Q 4. OBI NfL'AVE EXISTING PAVEMENT MARKING.
7. INSTALL WHITE THERMOPLASTIC
PIGHT/LFFT TURN ARROW AS DIRECTED
——
___ � BY THE ENGINEER.
I
1
1 2
GENERAL NOTES,
I. PROTECT AND ADJUST ALL VALVE BO%E5,
j MANHOLES AND MONUMENT BOXES TO
GRADE AND AS DIRECTED BY THE
ENGINEER,TYPICAL.
2. PROVIDE WORK ZONE TRAFFIC CONTROL
IN ACCORDANCE WIT[] 5ECTION G0220
AND 00225 AND AS AMENDED BY
'- SPECIAL PROVISIONS_
I
I
A. APPROXIMATE AFFECTED AREAS.
• 2,522 sgft
PLAN
—40'
BID SET'
axSPP RNAL uRnwNiuG� oavzoxruGonEux. .� REVISIONS: vrrlH P
>-1 2018 SPRING PAVEMENT MAINTENANCE 2018-0 28
MA
2�018
ROBIN AVEASAE —
RwEP
6
��Gt�G�/rr//U9�/vi/U/rro a
r// /i�'/J"�/lf�f'%J fl r l � �f�� �Y � ♦ ♦ ♦ � �
l�
III�IIII�UIIUIIUpIIIUIIUIIIII���I�(�IIIIIID��Illlll�l�iiii °°��`� .w��.0� �/ ,�uri�° � . , °"�
urlIloN ..w,,.
J
,,,; � �����171i✓. ,, / ��)r.�ii/ l ///,/iii ���/
a
r�r y
f�ii/✓%// �i// Tim i�„
r// /i�'/J"�/lf�f'%J fl r l >/ �f�� �Y � ♦ ♦ ♦ � �
l�
PLAN NOTES
/ 1_ 7FT WIDE COLD PLANE PAVEMENT
/
%J REMOVAL,0-INCH TO 2-INCH DEPTH OF
J /� EXISTING AC PAVEMENT IN ACCORDANCE J
WITH SECTION 00620 OF THE OREGON
STANDARD SPECIFICATIONS.
2. PLACE PAVEMENT OVERLAY GEOTEXTILE
FABRIC AND 2—INCH THICKNESS OF
_ LEVEL 3, 'A—INCH ACP MIXTURE SURFACE
IN ACCORDANCE WITH SECTION 00144 OF
THE OREGON STANDARD SPECIFICATIONS.
3, CONSTRUCT 3—INCH ASPHALT CONCRETE
PAVEMENT REPAIR (ACPR). LOCATIONS AS
f - DIRECTED BY THE ENGINEER.SEE DETAIL
T
.. - f(3 ON SHEET Il.
4. USE VACUUM PICK UP BROOM TO CLEAN
I
1 `
J / —
/ , N ,'p PEER SURFACE AFTER COLD PLANE REMOVAL
OPERATIONS ARE COMPLETED AMC PLACE
EXS SPK :
PAVEMENT OVERLAY GEOTE%TILE FABRIC
AND EMULSIFIED ASPHALT TACK COAT ON
EXISTING SURFACE IN ACCORDANCE WITH
/ THE OREGON STANDARD SPECIFICATIONS,
4� Z
', FI'� 5. INSTALL 8"WIDE PAINTED LONGITVDINAL
WHITE FCC LINE AS DIRECTED BY THE
/ 2 ENGINEER MATCH TO EXISTING PAVEMENT
MARKING.
E. INSTALL.4"PAINTED LONGITUDINAL
YELLOW
CENTER
THE ENGINEER. MAITDIRECTED
BY
CH O EXISTING
PAVEMENT MARKING.
4 1 �
3 5 1 4
2G .
TYPE A CURB IND r �' GENERAL NOTES-
GUTTER TYP. *� 1_ ADJUST ALL VALVE BOXES AMC
i
1 4 MANHOLES TO GRADE AND AS DIRECTED
G
BY THE ENGINEER TYPICALPROTECT AND
ADJUST ALL VALVE BOXES, MANHOLES
AND MONUMENT BOXES TO GRADE AND
� \ AS DIRECTED BY THE ENGINEER,TYPICAL,
ERST. PAVER
CROSSWALK V`. 2 PROVIDE WORK S
N ACCORDAANCEWITH SECTION 00220
t f A
TYPE 'A' CURB AND ��
AND 102.25 AND AS AMHADEO LHY
J GUTTER, TYP. � �Y'` SPECIAL PRGVISIaNs.
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J L I A. APP4'3OXIMA1't AfhECYtD AREAS:
— I I • 20,700 59FT
PLAN 3.D43 SOFT
1-50, BID SET
s�EL �`'' REVISIONS. 11
DE Ic nr
awsartc xu onnwNa ''^f 2818 SPRING PAVEMENT MAINTENANCE 2018 E887 28
^Oi ODBUR MARCH E2018
TUKWILA DRIVE
HAZELNUT DRIVE 7xo.
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2018 SPRING PAVEMENT MAINTENANCE PROJECT
ADDITIONAL PAVEMENT MAINTENANCE OPTIONS
Due to Lower than Expected Bids for this Project, Following are
Pavement Preservation Options that are Being Considered as
a Potential Change Order to this Project:
• 2nd Street - Cleveland Street to Montgomery Street
• Additional 3" Asphalt Concrete Pavement Repairs at
Various Locations Throughout the City
• Crack Sealing
• Other Pertinent Locations, Depending on Available Funding
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COUNCIL MEETING MINUTES
APRIL 9, 2018
0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY
OF MARION, STATE OF OREGON, APRIL 9, 2018
CONVENED The meeting convened at 7:00 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor Carney Present
Councilor Lonergan Present
Councilor Schaub Present
Councilor Morris Present
Councilor Ellsworth Present
Councilor Serratos Present
Staff Present: City Administrator Derickson, City Attorney Shields, Assistant City
Administrator Row, Economic Development Director Johnk, Public Works Director
Lilj equist,Deputy Chief Pilcher,Communications Coordinator Horton, City Recorder Pierson
0:01 APPOINTMENTS
Schaub/Carney... appoint Sharon Corning, Brenda Valentin-Bravo, Judy Massaia, and Phil
Scott to the Public Arts and Mural Committee. The motion passed unanimously.
Ellsworth/Schaub...appoint Eric Swenson to the Woodburn Tourism Advisory Committee.
The motion passed unanimously.
PROCLAMATIONS/PRESENTATIONS
National 9-1-1 Telecommunicator Week —Mayor Figley proclaimed the week of April 8-
14, 2018 as National 9-1-1 Telecommunicator Week.
Public Works Director Liljequist introduced Brian Young the City's new water
superintendent.
Water Master Plan — Brian Ginter, PE, with Murraysmith provided a presentation on the
City of Woodburn's Water System Master Plan. He added that the next step in the process is
to adopt the Water System Master Plan which is scheduled for the May 141h City Council
meeting.
BUSINESS FROM THE PUBLIC
Dan Wren, a candidate for Marion County Circuit judge introduced himself to the City
Council.
Ian Niktab, 456 McLaughlin Dr., asked what the next steps for the community center are.
Assistant City Administrator Row answered that the next step is going to be for the consulting
team to come up with a few design plans and then do another community outreach meeting to
get feedback on the designs. The results of the those meetings will then be brought back to
Council for further direction.
Page 1 - Council Meeting Minutes, April 9, 2018
39
COUNCIL MEETING MINUTES
APRIL 9, 2018
0:03 CONSENT AGENDA
A. Woodburn City Council minutes of March 26, 2018,
Lonergan/Schaub... adopt the Consent Agenda. The motion passed unanimously
0:04 CALL-UP BRIEFING: PLANNING COMMISSION APPROVAL OF A
CONDITIONAL USE APPLICATION FOR ZAPATERIA EL JALISCIENSE AT 263
N. FRONT ST (CU 2018-01)
Council declined to call this item up for review.
0:24 CITY ADMINISTRATOR'S REPORT
City Administrator Derickson handed the Council a flyer that will be going to residents which
provided information on the water system as well as letting them know that the City is
analyzing its water service rates.
0:38 MAYOR AND COUNCIL REPORTS
Councilor Carney stated the he attended the Acts of Shooting &Public Violence workshop at
the Foursquare Church on April 7. He added that it was well attended and the presenters did
a good job.
Councilor Lonergan stated that he attended Greeters on Friday to hear the Mayor's State of
the City Address.
Mayor Figley thanked those that were able to attend her State of the City Address and that she
appreciates the support. She added that there is a lot to look forward to in Woodburn.
Councilor Ellsworth stated that it was nice to see so many people attending the Mayor's State
of the City Address and noted that the Mayor's Prayer Breakfast is taking place on April 17th.
She added that the Metropolis has its First Friday event coming up and that the Tulip Festival
is taking place.
Councilor Schaub stated that the Mayor's State of the City Address blew her away. She added
that she is looking forward to the First Friday event at Metropolis as well as the tulip festival.
EXECUTIVE SESSION
Mayor Figley entertained a motion to adjourn into executive session under the authority of
ORS 192.660 (2)(h) and ORS 192.660 (2)(f). Morris/Lonergan... move into executive
session. The motion passed unanimously. The Council adjourned to executive session at 8:02
p.m. and reconvened at 8:42 p.m. Mayor Figley stated that no action was taken by the Council
while in executive session.
COUNCIL BILL NO. 3062 - AN ORDINANCE AMENDING ORDINANCE 2545
(THE SOLICITATION ORDINANCE)AND DECLARING AN EMERGENCY
Lonergan introduced Council Bill 3062. Recorder Pierson read the bill twice by title only
since there were no objections from the Council. On roll call vote for final passage, the bill
Page 2 - Council Meeting Minutes, April 9, 2018
40
COUNCIL MEETING MINUTES
APRIL 9, 2018
passed unanimously. Mayor Figley declared Council Bill No. 3062 duly passed.
ADJOURNMENT
Morris/Ellsworth... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:43 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 3 - Council Meeting Minutes, April 9, 2018
41
EXECUTIVE SESSION
COUNCIL MEETING MINUTES
APRIL 9, 2018
DATE CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF
MARION, STATE OF OREGON,APRIL 9, 2018
CONVENED The Council met in executive session at 8:03 p.m. with Mayor Figley presiding.
ROLL CALL
Mayor Figley Present
Councilor Carney Present
Councilor Lonergan Present
Councilor Schaub Present
Councilor Morris Present
Councilor Ellsworth Present
Councilor Serratos 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, Assistant City Administrator
Row, Deputy Chief Pilcher, Communications Coordinator Horton, City Recorder Pierson
Others Present: None.
The executive session was called:
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).
ADJOURNMENT
The executive session adjourned at 8:42 p.m.
APPROVED
KATHRYN FIGLEY, MAYOR
ATTEST
Heather Pierson, City Recorder
City of Woodburn, Oregon
Page 1 —Executive Session, Council Meeting Minutes, April 9, 2018
42
�'I'1 r I Iii♦ r}
B V'
April 23, 2018
TO: Honorable Mayor and City Council
FROM: Scott C. Derickson, City Administrator
SUBJECT: Appointment of Administrator Pro Tem
RECOMMENDATION:
It is recommended the City Council appoint Assistant City Administrator Jim Row
as Administrator Pro Tem for the period May 9 through May 21 , 2018.
BACKGROUND:
Pursuant to Section 21 (e) of the Woodburn Charter, the City Council shall
appoint an Administrator Pro Tem as appropriate. Assistant City Administrator
Jim Row has agreed to serve in this Pro Tem capacity from May 9 through May
21 , 2018. The Pro Tem Administrator shall possess the powers and duties of the
Administrator, as limited by the Charter.
FINANCIAL IMPACT:
There is no financial impact associated with the recommended action.
Agenda Item Review: City Administrator_x_ City Attorney_x Finance_x
43
4/16/2018 Woodburn Police Department
MONTHLY ARRESTS BY OFFENSES
2018 Year to Date
CHARGE DESCRIPTION Jan Feb Mar Total
AGGRAVATED ASSAULT 2 2 6 10
ANIMAL ORDINANCES 4 2 3 9
ASSAULT SIMPLE 4 4 15 23
BURGLARY-OTHER STRUCTURE 0 3 0 3
BURGLARY- RESIDENCE 2 0 1 3
CRIME DAMAGE-NO VANDALISM OR ARSON 5 0 1 6
CUSTODY- MENTAL 4 2 8 1
DISORDERLY CONDUCT 3 8 18 29
DRIVING UNDER INFLUENCE 11 4 8 23
DRUG LAW VIOLATIONS 10 10 7 27
DWS/REVOKED -FELONY 1 0 0 1
DWS/REVOKED-MISDEMEANOR 1 4 0
ELUDE 1 0 1 2
EXPLOSIVES 0 0 1 1
FAILURE TO REGISTER AS SEX OFFENDER 1 0 0 1
FORCIBLE RAPE 1 0 0 1
FRAUD -OF SERVICES/FALSE PRETENSES 1 0 0 1
FUGITIVE ARREST FOR ANOTHER AGENCY 52 25 16 93
HIT AND RUN FELONY 0 0 2 2
HIT AND RUN-MISDEMEANOR 4 1 1 6
IDENTITY THEFT 0 0 1 1
INTIMIDATION /OTHER CRIMINAL THREAT 5 4 4 13
INVASION OF PERSONAL PRIVACY 0 0 1 1
KIDNAP -FOR ADDITIONAL CRIMINAL PURPOSE 1 0 0 1
MINOR IN POSSESSION 5 4 0 9
MOTOR VEHICLE THEFT 1 1 2
OTHER 7 2 4 13
RECKLESS DRIVING 1 0 2 3
RECKLESSLY ENDANDERING 5 0 0
RESTRAINING ORDER VIOLATION 2 1 2
ROBBERY- BUSINESS 1 1 1 3
RUNAWAY 0 0 1 1
EX CRIME -CONTRIBUTE TO SEX DELINQUENCY 0 1 01 1
EX CRIME -EXPOSER 1 0 0 1
EX CRIME -FORCIBLE SODOMY 1 0 0 1
EX CRIME -MOLEST(PHYSICAL) 0 0 1 1
EX CRIME -NON FORCE SODOMY 0 0 1 1
EX CRIME -NON-FORCE RAPE 0 1 1 2
EX CRIME -OTHER 0 1 0 1
EX CRIME -PORNOGRAPHY/OBSCENE MATERIAL 0 0 2 2
TALKER 1 1 0 2
TOLEN PROPERTY- RECEIVING,BUYING,POSSESSING 0 1 0 1
HEFT- BICYCLE 1 0 0 1
HEFT- BUILDING 1 01 01 1
HEFT- FROM MOTOR VEHICLE 2 0 1 3
HEFT-OTHER 3 2 3 8
HEFT-SHOPLIFT 6 6 8 20
RAFFIC VIOLATIONS 21 7 7 3
RESPASS 9 4 6 19
UNAUTHORIZED ENTRY INTO MOTOR VEHICLE 2 0 1 3
ANDALISM 07 0 7
EAPON -EX FELON IN POSSESSION 2 1 0 3
EAPON -POSSESS ILLEGAL 2 1 1
Page 1 of 2
44
4/16/2018 Woodburn Police Department
MONTHLY ARRESTS BY OFFENSES
2018 Year to Date
Jan Feb Mar Total
2018 Total 187 111 138 436
2017 Total 135 169 176 480
2016 Total 143 109 143 39
Arrests/Year
500
400
H 300
N
v
Q 200
100
0
2016 2017 2018
Year
Page 2 of 2
45
4/16/2018 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
2018 Year to Date
CHARGE DESCRIPTION Jan Feb Mar Total
AGGRAVATED ASSAULT 1 2 9 12
ANIMAL ORDINANCES 2 1 2
ARSON 1 0 0 1
ASSAULT SIMPLE 9 14 15 38
BURGLARY- BUSINESS 2 8 4 1
BURGLARY-OTHER STRUCTURE 3 2 1 6
BURGLARY- RESIDENCE 3 1 8 12
COMPUTER CRIME 0 0 1 1
CRIME DAMAGE-NO VANDALISM OR ARSON 13 11 16 40
CUSTODY- MENTAL 4 2 9 1
DISORDERLY CONDUCT 4 10 5 19
DRIVING UNDER INFLUENCE 11 4 8 23
DRUG LAW VIOLATIONS 10 8 6 2
DWS/REVOKED- FELONY 1 0 0 1
DWS/REVOKED-MISDEMEANOR 1 6 0 7
ELUDE 2 2 3 7
EXPLOSIVES 0 1 0 1
FAILURE TO REGISTER AS SEX OFFENDER 1 0 0 1
FORCIBLE RAPE 4 2 0 6
FORGERY/COUNTERFEITING 3 3 3 9
FRAUD- BY DECEPTION/FALSE PRETENSES 3 4 3 10
FRAUD- CREDIT CARD/AUTOMATIC TELLER MACHINE 2 1 1
FRAUD- OF SERVICES/FALSE PRETENSES 3 0 0 3
FUGITIVE ARREST FOR ANOTHER AGENCY 36 20 14 70
HIT AND RUN FELONY 0 0 2 2
HIT AND RUN-MISDEMEANOR 22 13 12 47
IDENTITY THEFT 1 3 3 7
INTIMIDATION /OTHER CRIMINAL THREAT 5 7 2 1
INVASION OF PERSONAL PRIVACY 0 0 1 1
KIDNAP - FOR ADDITIONAL CRIMINAL PURPOSE 1 0 0 1
MINOR IN POSSESSION 2 2 0
MISCELLANEOUS 30 19 21 70
MOTOR VEHICLE THEFT 10 14 5 29
NON CRIMINAL DOMESTIC DISTURBANCE 10 6 10 26
OTHER 7 3 3 13
PROPERTY- FOUND LOST MISLAID 1 4 2 7
RECKLESS DRIVING 3 2 4 9
RESTRAINING ORDER VIOLATION 3 2 1 6
ROBBERY- BUSINESS 1 1 0 2
ROBBERY- CAR JACKING 0 1 1 2
ROBBERY- OTHER 2 2 1
ROBBERY- RESIDENCE 0 1 0 1
RUNAWAY 0 0 3 3
SEX CRIME - CONTRIBUTE TO SEX DELINQUENCY 0 1 0 1
SEX CRIME - EXPOSER 1 01 0 1
SEX CRIME - FORCIBLE SODOMY 1 0 0 1
SEX CRIME - MOLEST (PHYSICAL) 0 0 1 1
SEX CRIME - NON FORCE SODOMY 0 0 2 2
SEX CRIME - NON-FORCE RAPE 0 1 3
SEX CRIME - OTHER 1 1 0 2
SEX CRIME - PORNOGRAPHY/OBSCENE MATERIAL 1 0 2 3
STALKER 1 1 0 2
STOLEN PROPERTY- RECEIVING,BUYING,POSSESSING 1 1 0 2
SUICIDE 0 0 1 1
HEFT- BICYCLE 2 1 1
HEFT- BUILDING 5 3 6 1
HEFT- FROM MOTOR VEHICLE 42 14 26 82
Page 1 of 2 46
4/16/2018 Woodburn Police Department
MONTHLY CRIMINAL OFFENSES
2018 Year to Date
an Feb Mar Total
HEFT- MOTOR VEHICLE PARTS/ACCESSORIES 1 5 3 9
HEFT- OTHER 30 24 22 76
HEFT- PICKPOCKET 0 1 0 1
HEFT- PURSE SNATCH 1 0 0 1
HEFT- SHOPLIFT 11 13 20 4
TRAFFIC VIOLATIONS 28 10 9 47
TRESPASS 21 4 8 33
UNAUTHORIZED ENTRY INTO MOTOR VEHICLE 14 0 3 17
VANDALISM 23 17 23 63
VEHICLE RECOVERD FOR OTHER AGENCY 4 1 4 9
WEAPON - EX FELON IN POSSESSION 2 1 0 3
WEAPON - POSSESS ILLEGAL 2 2 1
WEAPON -SHOOTING IN PROHIBITED AREA 0 1 3
Jan I Feb I Mar Total
2018 Total 1 4091 284 317 1,010
2017 Total 1 3221 2921 35 969
2016 Total 1 2651 2371 282 78
Offenses/Year
1200
1000
900
W 600
LL
0 400
200
0
2016 2017 2018
YEAR
Page 2 of 2 47
Woodburn Police Department
ORDINANCE VIOLATIONS
2018 Year to Date
4/16/2018
Ordinance Discription Jan Feb Mar Total
Animal Complaint 35 27 38 100
Ordiinance -Abate/Nuisances 1 1 1 3
Ordinance -Abandoned Vehicles 83 58 59 200
Ordinance -Abate Graffiti 6 10 4 20
Ordinance - Land Use Violations 0 1 0 1
Ordinance -Oth Violation 51 36 54 141
2018 Total 176 133 156 465
2017 Total 94 126 176 396
2016 Total 122 159 131 412
Ordinance Violations / Code Enforcement Officers
450
400
350
N
300
Z
O 250
F
0 200
150
100
50
0
2016 2017 2018
COMBINED TOTAL-CODE ENFORCEMENT OFFICERS
Ordinance Violations / Year
500
400
N
Z
300
O
F
O 200 /
100
0
2016 2017 2018
YEAR TOTALS FOR ALL OFFICERS
1
48
CITY OF WOODBURN
Community Development Department
MEMORANDUM
270 Montgomery Street Woodburn, Oregon 97071 (503)982-5246
Date: April 4, 2018
To: Chris Kerr, Community Development Department Director
From: Building Division
Subject: Building Activity for March 2018
............__.......................
2016 2017 2018
No. Dollar Amount N o. Dollar Amount No. Dollar Amount
----------- . ......
......................
Single-Family Residential 1 $167,634 0 $0 7 $1,542,503
Multi-Family Residential 0 $0 0 $0 0 $0
Assisted Living Facilities 0 $0 0 $0 0 $0
Residential Adds &Alts 4 $166,237 5 $35,300 7 $486,219
Industrial 0 $0 1 $25,000 4 $25,000
Commercial 11 $1,000,324 6 ITmmmmmmmm $2,084,099 8 $3,159,612
Signs...a...nd"----F_e"nc e s—----------
0 $0 1 $7,500 0 $0
...........
Manufactured Homes 0 $0 0 $0 0 $0
.... .............i .......
TOTALS 15 $1,334,195 13 $2,151,899 22 $5,213,334
.........................
Fiscal Year to Date (July 1 — $22,108,839 $16,7405100 $40,425,727
June 30)
IXornmunity Development\Bu i I ding\B ui I ding Activity\B1dgAct-2018\Bldg Activity-Mernos\rnerno-2018-3 March.doc
49
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BU
Pri,,�arrt rr rf aA'!87
April 23, 2018
TO: Honorable Mayor and City Council
FROM: Jim Row, Assistant City Administrator
SUBJECT: Utility Assistance Program - Change in Program Administrators
RECOMMENDATION:
Authorize the City Administrator to execute an agreement with Love INC of North
Marion County (Love INC) to administer a utility assistance program.
BACKGROUND:
In FY 15/16, the City Council approved the execution of a contract for the
administration of a utility assistance program with Mid-Willamette Valley
Community Action Agency (MWVCAA). That agreement was terminated
approximately 12 months later after it was determined that MWVCAA did not
provide assistance to any Woodburn residents.
In November 2016, the City entered into a similar agreement with the Society of
St. Vincent DePaul (SVDP). Since that agreement was executed, SVDP has issued
assistance totaling $1 ,675 to 23 Woodburn residents. This agreement expired
February 9, 2018. As we go through the agreement close out process, SVDP will
provide the City with all funds which haven't been disbursed on behalf of utility
customers.
The City typically issues 15-20 shut of notices each week. The majority of the
accounts are brought current, resulting in approximately 5-8 actual weekly shut
offs.
DISCUSSION:
Representatives of Love INC recently informed the City that they are very
interested in administering the City's utility assistance program because it aligns
well with their mission of connecting families in need with local churches, service
agencies and community programs that can provide support.
Agenda Item Review: City Administrator_X_ City Attorney_X_ Finance_X_
50
Honorable Mayor and City Council
April 23, 2018
Page 2
Love INC originally incorporated as a nonprofit in 2009 and significantly increased
its work in the local community when new leadership took the helm in 2013. Love
INC works to eliminate poverty by employing a three pillar approach:
1 . Meeting the immediate needs of individuals in poverty. Love INC provides
access to essential services, such as food, clothing, school supplies, dental
services and furniture to 35-50 people from 10-12 families each week.
2. Meeting relational needs. Love INC works to help people emerge from
poverty by providing life skills training, mentors and encouraging
productive friendships.
3. Community Unity. Love INC brings together the community's key social
service providers and governmental organizations to attack the causes
of poverty through collaborative efforts, such as the Service Integration
Team (SIT).
The City's utility assistance program is intended to provide aid to residents who
are experiencing difficulty in paying theirwater/ sewer bills. Qualifying applicants
will be eligible to receive a maximum of $150.00 per account per 12-month
period. Financial assistance will be paid directly from Love INC to the City and
will be applied to the customers' outstanding balance. Eligibility criteria
established for the utility assistance program is as follows:
• Applicant resides in the City of Woodburn and demonstrates an
emergency need;
• Applicant is the City of Woodburn utility account holder for which
assistance is requested or an individual who has demonstrated financial
responsibility for the delinquent account;
• Applicant has received and can show a past due notice and/or shut-off
notice due to utility-related fees;
• Applicant has not received more than $150.00 in utility assistance from this
Program during the previous 12 months; and
• Applicant can show that Applicant or Applicant's demonstrated financial
need meets Love INC's established criteria.
FINANCIAL IMPACT:
The City budgets $5,000 annually in support of this program. As we close out
their agreement, SVDP will return approximately $8,000 to the City. Love INC's
initial $5,000 funding will be provided from these funds.
51
Love INC of North Marion County
Utility Assistance Program Services Agreement
THIS UTILITY ASSISTANCE PROGRAM SERVICES AGREEMENT ("Agreement"), is
made as of the last date of signatures indicated below ("Effective Date"), by and
between the City of Woodburn, an Oregon municipal corporation (the "City"), and
Love INC of North Marion County, an Oregon domestic nonprofit corporation ("Love
INC").
WHEREAS, the City desires to provide emergency utility assistance to its residents,
and Love INC has experience providing, and desires to provide the services necessary
to administer such an assistance program;
The parties agree as follows:
AGREEMENT
1. Services.
1.1. Utility Assistance Program. The "Services" to be provided under this Agreement
are for the administration of a Utility Assistance Program ("Program"). The
Program's purpose is to assist in settling the delinquent City of Woodburn utility
accounts of customers that are in jeopardy of having their utility services shut off
due to lack of payment.
1.2. Administration of Services. Subject to the provision of this Agreement, Love INC
shall administer a Program for the benefit of City residents that meet the
selection criteria set out under Section 4.2.
2. Payment. The City shall pay an initial amount of Five Thousand Dollars ($5,000.00) to
Love INC upon the Effective Date of this Agreement. Love INC shall allocate this
Payment(s) as follows:
2.1. Custody and Safekeeping. Love INC shall open and maintain a dedicated
checking account in its name at a local financial institution qualified by the
Oregon Public Funds Collateralization Program (PFCP) for the sole purpose of
administering the Program and shall deposit the Payment into this account.
Authorized Love INC representatives shall be the sole signers on the account.
Love INC shall notify the City at least five (5) business days in advance of
changing financial institutions.
Pagel of 5
52
Love INC of North Marion County
Utility Assistance Program Services Agreement
2.2. Fees and Expenses. Banking fees necessary to open and operate the bank
account, and supplies necessary to provide the Services under this Agreement,
such as check stock, shall be an allowable expenditure from this bank account.
Additionally, Love INC may retain 10% of actual financial utility assistance
provided under this agreement as a reimbursement for program administration
expenses.
2.3. Utility Assistance. Over the life of this Agreement, Love INC may write checks
against this account in accordance with providing services under this
Agreement.
3. Additional Funding. Subject to the availability of sufficient appropriations, the City
may provide Love INC with additional funding under this Agreement. In such
circumstances, Love INC shall deposit the funds into the dedicated bank account
and administer the funds in the same manner as set out in Section 2.
4. Provision of Services.
4.1. Scope. In servicing this Program, Love INC has the discretionary authority to pay
utility bills and fees on behalf of Eligible Customers (defined in Section 4.2) for all
City provided water and sewer utility services. Payment assistance shall be
provided at a maximum of $150.00 per account per 12-month period. Love INC
shall ensure that all utility bill payments are made directly to the City and shall
not make any direct financial allocations to eligible customers.
4.2. Selection of Eligible Customers. Love INC shall only provide financial assistance
to those customers that meet the following general eligibility criteria, or modified
Love INC criteria established with the City of Woodburn's approval:
4.2.1. Applicant resides in the City of Woodburn;
4.2.2. Applicant is the City of Woodburn utility account holder for which
assistance is requested or an individual who has demonstrated financial
responsibility for the delinquent account;
4.2.3. Applicant and/or Applicant's household has not received more than
$150.00 in utility assistance from this Program during the previous 12 months;
4.2.4. Applicant demonstrates an emergency need;
4.2.5. Applicant has received and can show a past due notice and/or shut-off
notice due to utility-related fees;
Page 2 of 5
53
Love INC of North Marion County
Utility Assistance Program Services Agreement
4.2.6. Applicant can show that Applicant or Applicant's demonstrated financial
need meets Love INC's established criteria.
An applicant that meets the selection criteria outlined above, and who can
readily be assisted by Love INC, meaning Love INC can pay an amount needed
to avoid shut-off or pay past-due amounts, will be designated as an "Eligible
Customer."
In executing and providing Services under this Agreement, Love INC is prohibited
from discriminating against applicants on the basis of race, color, national origin,
religion, sex, gender identity (including gender expression), sexual orientation,
disability, age, marital status, family/parental status, military status, or other
classes protected under Oregon or federal statutes.
4.3. Quality of Services. Love INC shall perform the Services in a competent manner
by staff/volunteers who have been trained in the Program's eligibility
requirements, Love INC's screening criteria, and reporting procedures.
4.4. Accounting Reports. Love INC shall keep accurate and complete financial
records which reflect Services delivered and banking fees paid under this
Agreement.
4.4.1. Checking account statement. Love INC shall provide, or cause to be
provided, a copy of the monthly bank statement to the City no later than
thirty (30) days following each calendar month end or termination of this
Agreement.
4.4.2. Program activity. Love INC shall provide a report of assistance provided,
denied requests, and expenses charged to the checking account in
administration of the Program within thirty (30) days following each calendar
month, or termination of this Agreement.
5. Term, Renewal, and Termination.
5.1. Initial Term. The initial term of this Agreement commences upon the Effective
Date and runs for a period of one (1) year.
5.2. Renewal. This Agreement may be renewed upon the mutual written agreement
of both parties for succeeding one (1) year periods.
Page 3 of 5
54
Love INC of North Marion County
Utility Assistance Program Services Agreement
5.3. Termination. This agreement terminates as follows:
5.3.1. -Upon nonrenewal at the end of the initial term ora successive renewal
term;
5.3.2. By mutual consent of both parties; or
5.3.3. By either party unilaterally by giving at least thirty (30) days prior written
notice to the other party.
5.4. Effect of Termination. Upon termination, Love INC shall return to the City any
unexpended funds remaining in the dedicated bank account (under Section
2.2).
6. Point of Contact. The City shall designate and identify a point person to work with
the Love INC under the terms of this Agreement. Love INC shall submit all
documents and reports identified in Section 4. To the City's point of contact. The
City's Assistant Finance Director will serve as the City's point of contact until or unless
another individual is designated.
7. Notice. Any Notice provided for or concerning this Agreement shall be in writing
and be deemed sufficiently given when personally delivered or mailed by Certified
mail, or emailed to the respective address of each party as follows:
a) Love INC, Attn: Curt Jones, Executive co-Director, 1560 Hardcastle
Ave, Woodburn, OR 97071 .
b) City of Woodburn, Attn: Jim Row, Assistant City Administrator, 270
Montgomery Street, Woodburn, Oregon 97071 .
8. Relationship of the Parties. Love INC shall at no time hold itself out as an agent,
subsidiary, or affiliate of the City. This Agreement will not be construed so as to
create a partnership between the parties or a relationship between the City and
any suppliers, employees, contractors or subcontractors used by Love INC to carry
out functions or Services under this Agreement. Additionally, each party shall obtain
prior written approval from the other party prior to using the other party's
trademarks, trade names, logos, or images (collectively, " Proprietary Marks") in
connection with carrying out projects or activities under this Agreement. This applies
to all uses regardless of whether on the web, in print, or in any other media. Once
approved, similar uses in the same context and format will not require additional
Page 4 of 5
55
Love INC of North Marion County
Utility Assistance Program Services Agreement
approval. In the event this agreement expires or terminates for any reason, each
party shall immediately discontinue using the other Party's Proprietary Marks.
9. No Third Party Beneficiaries. No provision of this Agreement is intended or will be
construed to confer upon or give to any person or entity other than the signatories
to this Agreement any rights, remedies or other benefits under or by reason of this
Agreement.
10. Governing L� aw. Oregon law governs this Agreement without respect to conflict of
law principles.
11 . Merger. This Agreement is the final, complete, and exclusive statement of the
parties' agreement on the matters contained in this Agreement. It supersedes all
previous negotiations and agreements.
The parties have executed this Agreement effective as of the last date of signature
specified below.
CITY OF WOODBURN, Love INC of North Marion County,
An Oregon municipal corporation an Oregon domestic nonprofit corporation
Scott Derickson, City Administrator Curt Jones, Executive co-Director
Date Date
Page 5 of 5
56
Iii♦ 4
B V'
April 23, 2018
TO: Honorable Mayor and City Council through City Administrator
FROM: Eric Liljequist, Public Works Director
SUBJECT: Award of Construction Contract for the 2018 Spring Pavement
Maintenance Project, BID #2018-03
RECOMMENDATION:
That the City Council, acting in its capacity as the Local Contract Review Board,
award the construction contract for the 2018 Spring Pavement Maintenance
Project to the lowest responsible and responsive bidder, CPM Development
Corporation dba River Bend Materials in the amount of $446,884.50.
BACKGROUND:
The subject Maintenance Project is identified in the approved budget for fiscal
year 2017/18. This project involves maintenance of existing pavement at various
locations throughout the City. This maintenance project includes the
replacement of deteriorated pavement, the construction of asphaltic concrete
overlays and the preservation of existing roadways.
Staff utilized a competitive sealed bidding process to solicit bids for completing
the identified public improvements. Bids were publically opened April 12, 2018.
Three (3) bids were received as follows:
CPM Development Corporation dba River Bend Materials $446,884.50
Knife River Corporation - Northwest $458,888.00
North Santiam Paving Co. $488,460.00
The Engineer's Estimate is: $584,770.00
Agenda Item Review: City Administrator_x_ City Attorney_x Finance—x-
57
Honorable Mayor and City Council
April 23, 2018
Page 2
DISCUSSION:
This project is a continuing effort by the Public Works Department to maintain
and preserve existing pavement throughout the City transportation system. This
project includes pavement maintenance activities on Industrial Avenue,
National Way, Robin Avenue, Tukwila Drive and Hazelnut Drive.
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 the contact be awarded.
FINANCIAL IMPACT:
The subject project is identified in the adopted fiscal year 2017/18 Budget and
funded by the Street Maintenance Fund (Fund 140).
58