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Agenda - 09/25/2000 CITY COUNCIL AGElYDA September 25. 2000 - 7:00 P.M 270 Montgomel)' Street * * Woodbum, Oregon .- 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: A. "Sacagawea Speaks" a dramatic portrayal by Joyce Badgley Hunsaker at Woodburn High Lectorium, Friday, Sept. 29, 2000 at 7 PM ................ 3A B. Fall Clean Up : October 7, 2000 .......................................... 3B C. Tree Planting project at Legion Park: October 21, 2000. D. Public hearings on Alley Project and Parr Rd. LID's - October 9, 2000. E. Introduction of recently hired Building Official. Appointments: D. Woodburn Library Board. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 3D 4. PRESENTATIONS/PROCLAMATIONS A. Proclamation honoring Steve Goeckritz upon his retirement from City service. 5. COMMITTEE REPORTS \.~ ~.~ A. Chamber of Commerce. B. Woodburn Downtown Association. 6. COMMUNICATIONS - NONE 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 enacted by one motion. Any item may be removed for discussion at the request of a Council member. A. Council minutes of August 28, 2000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 8A Recommended action: Approve minutes. B. Draft Planning Commission minutes of August 10 & 24, & Sept. 14,2000 ....... 8B Recommended action: Accept minutes. c. Draft Library Board minutes or September 13, 2000 Recommended action: Accept minutes. D. Claims for the month of August 2000 ..................................... 8D Recommended action: Approve claims. .... .......... ... ... .... 8C E. Planning Tracking Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 8E Recommended action: Receive report. Page 1 - Agenda, Woodburn City Council of September 25,2000. 1T F. Building Activity Report for August 2000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 8F Recommended action: Receive informational report. G. Police Department Activities Report ...................................... 8G Recommended action: Receive informational report. H. Soccer field lighting at Woodburn High School Recommended action: Receive report. ..... ...... .... .... .... ... ... 8H 9. TABLED BUSINESS 10. GENERAL BUSINESS A. Council Bill No. 2263 - Resolution entering into lease of property with Union Pacific Railroad ..................................................... lOA Recommended action: Approve and authorize Mayor to execute lease agreement. B. Council Bill No. 2264 - Resolution establishing compensation for non-represented employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. lOB Recommended action: Adopt resolution establishing employee compensation including salary and benefits for management/non union general service employee for 2000-01. C. Council Bill No. 2265 - Resolution extending workers' compensation coverage to certain volunteers .................................................. tOe Recommended action: Adopt resolution extending workers' compensation coverage to certain volunteers of the City of Woodburn. D. Consideration of 2000-01 Draft Master Fee Schedule Recommended action: ........... ............ 10D E. Bid award for utility vehicle ............................................ 10E Recommended action: Award contract to Salem Farm and Garden in the amount of $5412. F. Award of contract for WWTP lab remodel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 10F Recommended action: Award WWTP remodel project to Corp, Inc. in the amount of$760,000. G. Agreement for cable television consultant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. lOG Recommended action: Authorize City Administrator to negotiate and execute agreement with MuniCom for cable television consulting services. H. Acceptance of proposal for document imaging. . . . . . . . . . . . . . . . . . . . . . . . . . . .. 10H Recommended action: Accept proposal of VP Consulting to provide imaging & document management system in amount of$22,610 and authorize staff to negotiate & Mayor to sign contract with VP Consulting for purchase, installation & maintenance of a document imaging and management system. I. Contract award for Centennial Park Phase II parking lot paving. . . . . . . . . . . . .. 101 Recommended action: Award construction contract to Morse Bros. in the amount of $74,423.25 Page 2 - Agenda, Woodburn City Council of September 25, 2000. "' J. City logo revision ...................................................... 10J Recommended action: Review logo designs and select one for use as the official logo, or reject all. K. Brokerage account with McDonald Investments ........................... 10K Recommended action: Authorize Mayor, City Administrator, Finance Director and City Recorder to sign brokerage account resolution. L. Department of Justice bullet proof vest grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 10L Recommended action: Approve receipt and allocation of grant funds. M. OLCC liquor license application - Arandas Taqueria . . . . . . . . . . . . . . . . . . . . . .. 10M Recommended action: Approve restaurant liquor license for Arandas Taqueria. N. No parking on N. Front Street north of Harrison Street . . . . . . . . . . . . . . . . . . . .. ION Recommended action: Receive public input and, if appropriate, set public hearing for October 9, 2000. 11. PUBLIC HEARINGS NONE 12. PUBLIC COMMENT 13. NEW BUSINESS 14. PLANNING COMMISSION ACTIONS - These are Planning Commission actions that may be called up by the City Council. A. Site Plan Review 00-06 - Approval to construct a 14,400 square foot industrial building on a 1.27 acre site located north of 2725 N. Front Street ............. 14A B. Site Plan Review 00-15, Variance 00-06, Partition 00-03 - Approval to construct an Auto Zone, Inc. auto parts store at 1041 N. Pacific Highway. . . . .. 14B 15. CITY ADMINISTRATOR'S REPORT 16. MAYOR AND COUNCIL REPORTS 17. EXECUTIVE SESSION A. To conduct deliberations with persons designated by the governing body to negotiate real property transactions pursuant to ORS 192.660(1)(e)Q b6dJ nail U;I;Ald tu ~ ~t lItigation or litigati9ft-likely lu be:: fil~d parSH8Rt ta ORS 192.660(1)(h). C B. To consult with counsel concerning the legal rights and duties of apublic body with regard to current litigation or litigation likely to be filed pursuant to ORS 192.660(1)(h) C. To consider records that are exempt by law from public inspection pursuant to ORS 192.660(1)(1). 18. ADJOURNMENT Page 3 - Agenda, Woodburn City Council of September 25,2000. 'II 3A SACAGA WEA ~. "~~ SPEAKS: \. "Beyond the Shining Mountains with Lewis & Clark" A dramatic portrayal by Joyce Badgley Hunsaker Woodburn High School Lectorium Friday, Sept. 29, 7 p.m. Free Admission Sponsored by Woodburn Public Library, The Friends of the Library and Chemeketa Center for Learning in Retirement. Suitable for all age levels 11 3B . to Please bring sturdy gloves, and dress for the weather. to The cleanup will focus along the sides of the road on Highway 214 and Highway 99E. to Refreshments will be served following the event. to Free t-shirts will be passed out to the first 50 volunteers to arrIve. to If you have any questions, please contact Pete McCallum at 982-5741, or Matt Smith at 982- 5228. Saturday October 7, 2000 _ ~r= .1' ~ .. .;hl-- . . ...... 4 . .................. ~, , .iv l{ JI*;~ , , Check in is at 8:30 anl at the ,,' oodburn I-ligh School Auditoriunl parking lot. "A Woodburn Livability Task Force Event" 1i 3D CITY OF WOODBURN 270 Montgomery Street . Woodburn, Oregon 97071 . 982.5222 September 21, 2000 TO: City Councilors From: Office of the Mayor Appointments The following appointments are made, subject to the approval of the Council. Please forward any adverse comments to me prior to Council Meeting Monday 25 September 2000. No reply is required if you approve of my decisions. Library Board Position I Marie V. Brown - Appointed to the unexpired term of Dorothy Jaeger, who resigned. This individual is recommended by Councilor Pugh. She is out of town so I have been unable to speak with her, however I am assured that she wants the appointment. Her term will expire on December 31 2002. Position VI Ardis Knauf - Appointed to the new position authorized by the City Council. Her term will expire on December 31 2003. I have talked with Ardis and believe she will bring an asset to the process. She is currently employed at Nellie Muir Elementary School. She has lived in Woodburn for 33 years. She is recommended by Councilor Sifuentez. Position VII Kevin Schiedler - Appointed to the new position authorized by the City Council. Kevin is a junior in Woodburn High School. He was interviewed by the Library Director and myself. I am convinced that Kevin will be an active member of the Board. His term will expire on 1 September 2002. Thank you, Councilors, very much for your recommendations and consideration of the above individuals. If 8A COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, ST ATE OF OREGON, AUGUST 28, 2000. CONVENED. The meeting convened at 7:00 p.m. with Council President Figley presiding. 0012 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Pugh Sifuentez Absent Present Absent Present Present Present Present Staff Present: City Administrator Brown, Public Works Director Tiwari, Police Chief Russell, Acting Community Development Director Mulder, Public Works Manager Rohman, Park Director Westrick, Recorder Tennant Council President Figley informed the public that Councilor Chadwick is recovering from abdominal surgery at Meridian Park Hospital and is in good spirits. 0040 ANNOUNCEMENTS. A) Music in the Park: Los Palmeros will be performing at Library Park on Tuesday, August 29,2000, at 7:00 pm.. B) Labor Day office closures: City Hall will be closed on Monday, September 4th Woodburn Public Library will be closed on September 2nd and September 4th 0054 PROCLAMATION: WOODBURN FALL CLEAN-UP MONTH 2000. Council President Figley read a proclamation declaring September 9,2000 to October 7, 2000 as Fall Clean-up Month within the City for the purpose of involving the community in sharing pride in Woodburn. The Livability Task Force has organized a clean-up program for this fall which will culminate on Saturday, October 7th, in a city-wide clean- up along the major thoroughfares within the City. Local civic organizations, businesses, citizens, and churches are encouraged to participate in this city-wide clean-up effort whether it be on their own property and/or on the October 7th highway clean-up date. Page 1 - Council Meeting Minutes, August 28, 2000 If 8A COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 0098 CHAMBER OF COMMERCE REPORT. Kristi Olson, Chamber representative, provided the following information on upcoming Chamber events: 1) Chamber Forum will be held on September 20th, 12:00 noon, Woodburn Family Medical Center, with the topic of discussion being business issues affecting Woodburn; and 2) The Chamber Business Showcase will be on September 2pl at the Woodburn Crossing Shopping Center. 0160 Walt Blomberg, Woodburn School District, stated that the School District had previously been before the Planning Commission when the initial plans for the high school athletic fields were designed and submitted for approval as part of a phase-in project. It was recently brought to their attention by Acting Director Mulder that the original site plan did not have the athletic lights around the new soccer field, therefore, the Planning Commission needs to review the proposed lighting plan. He stated that the athletic lights were in their original site plan and drawn as dots like the lights around the football field, however, the project engineer did not fully communicate to the Commission what the future intent was as it relates to field lighting. He understands the need for the site review since there are now a number of homes in the area and there may be some concern regarding lights, however, the District would like to request that this site plan review be considered as an addendum to the original plan and the Council waive the $1,000.00 fee for this review since they are on a tight budget and, as stated previously, the lights were shown on the original plan. Brief discussion was held on the original site plan document and on the action that the Council can take at this time regarding waiver of the fee. Council President Figley suggested that a staff report be presented at the next regular meeting along with alternatives available to the Council on this issue. Administrator Brown stated that it has been Council policy in the past not to waive fees. In cases where fees have not been paid by the applicant, the City has paid the fee for the applicant utilizing funds from other city sources to pay the established fees. He also stated that the document he had looked at did not have the same dots around the soccer field as what was shown around the football field. Additionally, he has spoken to Planning Commission members that reviewed the original plan and they were not aware of lights to be placed around the soccer field. Walt Blomberg stated that the Planning Commission has told them that they would expedite the process if a completed site application form is submitted. Notices would be sent to the applicable landowners so that a hearing could be held before the Commission on September 28th. He stated that he did not want to slow this process down because of the fee issue since fall sports will soon begin and it is necessary to operate the soccer field. Page 2 - Council Meeting Minutes, August 28, 2000 1! 8A COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 0450 BJELLANDIKILMURRA Y... instruct the Planning Commission to go ahead with site plan review contingent upon the Council's resolution of the fee structure so that it does not hold up the process. Councilor Pugh expressed his opinion that the fee should be waived since the Council has waived fees in the past and fairness is the issue. Councilor Bjelland stated that further information needs to be obtained before a decision is made on the fee since there are two different scenarios that involve waivers one of which is a fee waiver for a site plan review, and a second situation in which a site plan review has been conducted and, by law, a second review of the plan is necessary. Councilor Kilmurray requested that the site plan be submitted as part of the staff report. The motion passed unanimously. 0525 CONSENT AGENDA. A) Council Minutes of August 14,2000 - regular and executive session minutes B) Draft Recreation and Park Board minutes of August 8,2000 C) Request for "No Parking" on N. First Street north of Harrison Street D) Highway 99E speed zone investigation KILMURRA YIPUGH... consent agenda be approved as presented. The motion passed unanimously. 0540 COUNCIL BILL 2260 - RESOLUTION CALLING FOR A SPECIAL ELECTION TO SUBMIT TO THE VOTERS THE OUESTION OF CONTRACTING A GENERAL OBLIGATION BONDED INDEBTEDNESS IN THE AMOUNT OF $5.000.000 TO FINANCE PARKS AND COMMUNITY FACILITIES. Councilor Sifuentez introduced Council Bill 2260. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Director Westrick summarized actions taken to date by the Parks Board and the Council regarding the submittal of a ballot measure to the voters for the purpose of securing funding towards the construction of a new community center and improvements to a number of city parks. Additionally, further review of the funding strategy has been made by the Board and staff, and it is recommended that the Council accept Option 5 funding strategy which includes revised cost estimates for the Community Center. Additionally, the Bonds Project Funding strategy has been revised to reflect revisions in the Cost Analysis and conservatively estimate grant funded portions of the park improvement and renovation projects. He requested that the Council also approve the revised Bond Projects Funding Strategy. In reviewing the ballot title, he stated that it proposes a level tax rate of $.46 per $1,000 over the next 20 years. He also brought to their attention issues that may need to be addressed if the Taxpayer Initiative (statewide Ballot Measure 93) passes at the November 7th general election. This measure, which would take effect in December 2000, would require bond measures to pass by the same or greater Page 3 - Council Meeting Minutes, August 28, 2000 r 11 SA COUNCIL MEETING MINUTES AUGUST 28,2000 TAPE READING percentage than Ballot Measure 93. If both measures passed but the City's measure passed by a lesser percentage than Ballot Measure 93, the City could still sell the general obligation bonds before the effective of the statewide measure, however, it is unknown as to how the financial market will react to the sale of the bonds within the 30-day window period. Administrator Brown stated that Ballot Measure 93 also addresses increases in fees and charges which would be retroactive to December 1998 whereas bond measures would be prospective. If Ballot Measure 93 passes, another issue the City would need to address is whether or not the City could afford the new Center since fees charged for its usage would be subject to voter approval. Councilor Pugh stated that he was in favor of this proposed issue, however, he had reservations on a political action committee's ability to promote the issue over the next two months. Administrator Brown stated that the language in the ballot title does reflect language requirements included in Ballot Measure 93 so that passage of the bond measure would not be voided if Ballot Measure 93 passes and the City is able to sell bonds after the effective date of the statewide measure. He reviewed questions expressed by citizens which address location site, generation of other revenue sources to complete the project, and the performing arts facility. The revised work plan submitted by staff provides square footage of the anticipated rooms along with costs. He stated that, of the $5,000,000 proposed in the bond measure, the Community Center would be allocated approximately $4,000,000 with the balance being used to renovate and improve existing parks. He also stated that location of the new center has not been determined as of yet, however, public conversations have been that it be on either city-owned or city-controlled land. Lastly, staff will be drafting a voter pamphlet explanatory statement for submittal with the ballot. Councilor Bjelland questioned the bond interest rate that is listed in the ballot summary. Director Westrick stated that he spoke to a Seattle-Northwest representative (Financial Consultants) last Friday who provided the percentage rate and estimated costs as reflected in the ballot measure. 1004 Brief discussion was held regarding dissemination of information to the public on this measure. Council President Figley stated that she is a member of the political action committee and they have talked about strategy and, with the community visioning process , that took place prior to the proposed measure being submitted to the Council for consideration, she is encouraged by the responses from the public to date. She invited interested members of the public to join the committee in their efforts to pass this measure and a meeting of the committee will be held on Thursday evening, August 30th, 7:00 p.m., at Patterson's Restaurant. Councilor Pugh stated that he wants the neighborhoods to know what is going on and he reiterated that he is concern with the lack of time to convey the information. Page 4 - Council Meeting Minutes, August 28,2000 'II SA COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 1195 Ann Finch, 1445 James Street, stated that a number of her friends and parents of students in her classes have expressed an interest is seeing this measure approved by the voters. Councilor Bjelland suggested that materials presented to the public clearly outline what will be accomplished if the measure is approved. Walt Nichols, 413 Willow, stated that the City desperately needs a new Center that would take in all segments of our community. As a former Councilor who was in office when the present Center was purchased, the public, at that time, was concerned that it would not be used. However, it has been thoroughly used since its purchase and is too small to accommodate the City's needs at this time. In regards to the parks, upgrading neighborhood parks will provide the youth with a place to play which, in turn, may result in less crime and/or vandalism. He encouraged the community to get behind this project. Council President Figley called for a roll call vote on Council Bill 2260. The bill passed unanimously and Council President Figley declared the bill duly passed. 1528 COUNCIL BILL 2261 - RESOLUTION ENTERING INTO A GRANT AGREEMENT WITH THE STATE OF OREGON FOR TRANSIT OPERATING ASSISTANCE FUNDS. Councilor Sifuentez introduced Council Bill 2261. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2261 duly passed. 1564 COUNCIL BILL 2262 - RESOLUTION ENTERING INTO A GRANT AGREEMENT WITH SALEM AREA TRANSIT DISTRICT FOR TRANSIT OPERATING ASSISTANCE FUNDS. Council Bill 2262 was introduced by Councilor Sifuentez. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2262 duly passed. 1600 ACCEPTANCE OF DEDICATED RIGHT-OF-WAY ON SOUTH SIDE OF VANDERBECK LANE. Staff recommended the acceptance of right-of-way from Hidden Creek Properties which will provide an additional 20 feet of right-of-way which was thought to exist along the south side of Vanderbeck Lane adjacent to the Heritage Park Subdivision. PUGWSIFUENTEZ... accept the dedicated right-of-way on the south side of Vanderbeck Lane. The motion passed unanimously. Page 5 - Council Meeting Minutes, August 28, 2000 'If SA COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 1619 E. WALTER LAWSON FAMILY FUN RUN RECAP. Director Westrick stated that there were 94 participants in this event with Tom Lonergan and Sarah Woods being the winner in their categories. Since this is the first year in which the event has been held, they were able to analyze the results to see how future events can be improved. A date for next year's event has not been set yet since they would like to package together a group of activities such as the Mayor's Cup, a tennis tournament, street basketball tournament and a softball tournament. He thanked Silverton Hospital for recruiting volunteers to help with this event along with his department personnel for their assistance. Staff plans on doing some regional marketing next year to increase the number of participants. Council President Figley stated that a letter from Walt Lawson's daughter had been received expressing their family's appreciation in organizing the event in his honor. 1820 CENTENNIAL PARK UPDATE. Director Westrick stated that his staff is moving dirt at the park and preparing the parking lot area. The National Guard was originally going to assist with this project but the Governor mobilized the Guards to fight forest fires. A bid packet is being developed to deal with drainage and asphalting with the anticipation completion date of this portion of the project in October. In the meantime, the playground will be closed even though the rest of the park is open for public use. 1875 CITY ATTORNEY EMPLOYMENT CONTRACT. The employment contract presented to the Council reflected modifications to his agreement which were approved by the Council at the previous meeting. Administrator Brown recommended that the agreement be approved. SIFUENTEZ'BJELLAND.... Council approve and authorize the Mayor to execute a revised employment agreement with the City Attorney. The motion passed unanimously. 1915 PLANNING COMMISSION ACTIONS. A) Site Plan Review 00-14, Variance 00-05: Woodburn Fertilizer expansion at 868 N. Front Street. B) Site Plan Review 00-20: Woodburn Family Clinic parking expansion at 1390 Meridian Drive. C) Planned Unit Development 00-01: Modification of Links at Tukwila. No action was taken by the Council on any of the Planning Commission actions listed above. Page 6 - Council Meeting Minutes, August 28, 2000 1r SA COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 1940 MAYOR AND COUNCIL REPORTS. Councilor Pugh stated that he was not running for office within his Ward, however, Walter Nichols has filed for his position. He supports Mr. Nichols in his bid for office and reminded the public that it is important to get involved with the City. Council President Figley reminded the public that a meeting with persons interested in passing the park bond issue will be held on Thursday, August 30th, 7:00 p.m., at Patterson's Restaurant. For those that are willing to help in some way but do not want to attend meetings, she encouraged them to call her at her home. She also thanked the Fire Department in their efforts to contain a fire in an apartment building in the downtown area last Friday. This fire involved 8 different fire districts and she appreciated their ability to evacuate people, assure human safety, and protect surrounding property. She also stated that she is an owner of a building which could have suffered some damage if the fire had not been contained. Councilor Bjelland provided a short report on the Rural Investment Fund committee activities in which they recently evaluated various proposals submitted by local agencies. The projects were separated into three groups: Planning, Infrastructure, and Services. He was a member of Planning work group and they evaluated the proposals submitted which were considered as planning proposals and then rated them based on a high, medium, and low rating. At their next meeting, all three work groups will meet and select those projects that will be funded by the Rural Investment Fund. In his opinion, two projects evaluated by the Planning group that did receive the highest rating will postively impact the City. One of the projects is the Mill Creek Watershed assessment district which would provide funds for a study of the watershed in light of the salmon as an endangered species and the impact that can have on the watershed areas. The second project is a computerized mapping systems for 12 small cities which would provide software and taxation data. He stated that it was their understanding that projects with a high rating within each work group would most probably be funded and some funds will be available for projects in the medium rating. In the future, he suggested that the City should try and move forward earlier next year to get funding assistance through this program. Councilor Sifuentez informed Chief Null that she had recently received a complaint from , residents on Brown Street regarding the speed of traffic between 9:00 p.m. and 12:00 midnight and some of the residents have offered the use of their driveway for a police officer to park their vehicle. Page 7 - Council Meeting Minutes, August 28, 2000 11 SA COUNCIL MEETING MINUTES AUGUST 28, 2000 TAPE READING 2290 ADJOURNMENT. PUGHlSIFUENTEZ...meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8: 11 p.m.. APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, August 28, 2000 r '11 8B WOODBURN PLANNING COMMISSION August 10,2000 CONVENED The Planning Commission met in a regular session at 7:00 p.m. with Vice Chairperson Cox presiding. ROLL CALL Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Young Cox Fletcher Grijalva Lima Mill Bandelow Lonergan Heer A P P P P P P P A Staff Present: Jim Mulder, Acting Director of Community Development Scott Clark, Assistant Planner The beginning of the meeting was not recorded. BUSINESS FROM THE AUDIENCE None MINUTES Minutes of the July 27, 2000 Planning Commission meeting were approved. COMMUNICATIONS A. Woodburn City Council Meetina Minutes of Julv 10. 2000. PUBLIC HEARING A. Site Plan Review 00-14. Variance 00-05. reauest to replace office facilities with new administrative facilities and reauest for a Variance to allow a parkina area within the reauired set back area on Mill Street. 868 N. Front St.. Woodburn Fertilizer. applicant. Staff read the applicable ORS Statement and provided a presentation as reflected in the staff report. Staff recommended approval of this project. Vice Chairperson Cox referred to Exhibit "F" and inquired if the other lettered exhibits "A" thru "E" are part of the record on this application? Staff replied it is actually part of the staff report which was how the application was submitted. He indicated we may call Exhibit "F" , Exhibit "A" for this hearing. Vice Chairperson Cox also inquired if the Exhibits "A" thru "E" are part of the staff report? Staff responded they were not included in the Staff Report but are part of the record. EXPARTE CONTACTS Commissioner Mill, Commissioner Bandelow, Commissioner Loneraan and Commissioner Lima reported they have been customers of this facility but stated they do not feel that there is anything in their prior contact with Woodburn Fertilizer that would disqualify them from hearing this application impartially. Planning Commission Meeting - August 10, 2000 Page 1 of 11 1r SB Commissioner Lonerqan asked who uses Mill Street other than customers of Woodburn Fertilizer? Staff replied he is not personally aware of this. Commissioner LonerQan further inquired if there has ever been any attempt to look at vacating Mill Street or selling it to Woodburn Fertilizer? Staff responded he is not aware of any proposal. He stated the applicant could respond if there has been a proposal. Staff indicated the disadvantage to the applicant in having Mill Street vacated would be that they would probably lose the access onto Front Street because the railroad is trying to close down as many crossings as they can. He said if that became a private access, the railroad could likely close that crossing down which would not allow the applicant to have access to Front Street. Staff pointed out the access would then be going out to Corby Street which is a residential area. TESTIMONY BY THE APPLICANT Wallv Lien. Land Use Lawver. 1775 32nd Place, Salem. OR stated he is representing Woodburn Fertilizer. Mr. Lien commented the primary reason for not vacating Mill Street is the potential closure of the railroad crossing. He stated the way the trucks access and the way the scales are oriented they need to have access and if it becomes private it won't be too long before the railroad will close that. Mr. Lien remarked as far as they can tell there is very little public use of Mill Street because it only serves Woodburn Fertilizer. He pointed out they obtained a Variance to the setbacks when the fertilizer plant was rebuilt a few years ago. Mr. Lien said the footprint of the building will be smaller and more pedestrian friendly. He remarked the area is not heavily used and there is plenty of room to back up. Additionally, he referred to Vice Chairperson Cox's question regarding the Exhibits. Mr. Lien stated they did submit an entire packet which contains pictures of the entire site, site maps and all the background information which are part of the file. He indicated the rule is that everything that is part of the Planning department file becomes part of the record. Vice Chairperson Cox asked Staff if the packet that Mr. Lien referred to is part of the Planning Commission file and will be made part of the record? Staff replied affirmatively. Wallv Lien showed the Commission a larger version of the facility. He explained the facility is currently one- story. They are going to a ranch style two-story with porches and pillars that makes it look a lot better. Mr. Lien introduced Scott Burlingham, Scott Rorgue and Marty. Scott RorQue. 11145 Oak Meadowlane. Butteville. OR indicated he is the General Manager for Woodburn Fertilizer. He reported the business has been in operation since 1982 and this part of the facility is part of the original structure. Mr. Rorgue further mentioned there are approximately 20 people at desks in a very cramped environment. He stated the hope is to expand upwards the office so they can have a more pleasant, safe and healthy working environment. Mr. Rorgue asked the Commission to vote favorably in this request. Commissioner Lima questioned whether additional staff will be added? Scott RorQue responded No. He said the intent is not to add any desks beyond what they presently have. , Mr. Rorgue stated employees park in the upper center part of the parking area. The front parking is reserved for customers. Commissioner Fletcher inquired who owns Woodburn Fertilizer? Scott RorQue answered Scott Burlingham is the sole owner. Planning Commission Meeting - August 10. 2000 Page 2 of 11 'IT SB Commissioner Lonerqan asked when was the last time the facility has been remodeled? Scott RorQue said they added approximately 10 feet to the length of the office in 1995. Commissioner Lonerqan also inquired how many employees are there currently? Scott RorQue replied there are a total of 57 employees working between the plants and the office. Commissioner Lima inquired where are they going to operate while the construction is being done? Scott RorQue stated they propose to bring in temporary modular offices and place them in the center parking area during the remodeling process which he anticipates will take approximately two to three months. TESTIMONY BY PROPONENTS None TESTIMONY BY OPPONENTS None DISCUSSION Vice Chairperson Cox closed the public hearing. Commissioner Mill moved to approve Site Plan Review 00-14 and Variance 00-05 subject to the conditions stated in the Staff Report. Commissioner Griialva seconded the motion. Roll call was taken. Motion unanimously carried. Commissioner Fletcher left the meeting and did not return. B. Site Plan Review 00-15 and Partition 00-03. develop parcels as an Auto Zone. Inc.. auto parts store. 1041 N. Pacific Hwv.. Scott Stecklev. applicant. (Item to be continued to Auaust 24. 2000 meeting). Staff explained the applicant has requested a continuance because they have submitted a Variance request. He also said it needs to be put onto the next meeting in order to review all the requests concurrently. Commissioner Lima moved to continue the public hearing to August 24,2000 meeting. Commissioner Fletcher seconded the motion which carried unanimously. C. Planned Unit Development 00-01. United Properties reauests the side yard reauirements be reduced from six to five feet for two stOry houses. The Links @ Tukwila. north of Ironwood PUD. Tukwila Partners. aoolicant. Staff read the applicable ORS Statement and provided a presentation as reflected in the Staff Report. Staff believes the applicant's request is consistent with surrounding developments and the findings to support their request can be made and therefore, Staff recommends approval of the applicant's request. Commissioner Lonerqan requested clarification on Chapter 22 Single Family Residential District quoted in the Staff Report. He inquired why do they have a difference between 5 feet for one-story and 6 feet for two- story. Staff replied this is not something he has seen in other jurisdictions. He indicated it may have come out of the old Salem code because most of our code came out of the Salem code. Staff indicated the difference between five and six feet is probably not discernable for most people. Planning Commission Meeting - August 10. 2000 Page 3 of 11 'If 8B Vice Chairperson Cox recalled United Properties was not the applicant before. He inquired if United Properties bought the property and now is proposing to develop? Staff clarified the previous applicant was W&H Pacific. The property owner was Tukwila Partners in the previous application and United Properties has subsequently purchased the property. TESTIMONY BY THE APPLICANT Ivan Kramer. President of United Properties of Oreaon. 2620 143rd Place SE. Mill Creek. WA reported he appeared before the Commission and their proposal was rejected. However, the Commission made several suggestions at that time on how it could be improved. Mr. Kramer remarked their proposal was amended and went before Council using all of the Commission's suggestions and subsequently Council approved the project that is now under construction. He indicated they were working with Renaissance Homes, which is a good quality builder in South Portland, and they had planned to be building homes here if in fact it was approved. Mr. Kramer said they have concluded a contract with Renaissance Homes and they will be the sole builder in that first phase. He reported approximately 50% of the homes will be one-story and 15% two- story and most of the homes will have master bedrooms on the main floor. Additionally, most of the lots are 47 feet wide. Mr. Kramer indicated they had not gone into the design of homes when they first appeared before the Planning Commission and City Council. Mr. Kramer stated they are requesting to have a 5-foot setback on all homes which is consistent with the other PUD's in the neighborhood. Jimmy Bellomy. W&H Pacific. 8405 SW Nimbus Ave.. Beaverton. OR provided Exhibits that were brought before the Commission last November. He explained they have made comparisons of single family residences and two-story residences side by side. Mr. Bellomy stated all they have done for the Commission's viewing, is added the one foot in a red line illustrating the minor difference in that site plan on what they are proposing. Vice Chairperson Cox asked if there will not be two 2-stories on adjacent lots but there will always be a one- story and a two-story or will there sometimes be 2-stories? Jimmy Bellomy replied there could be any combination. Commissioner Griialva inquired why they have not determined how the homes will be designed? Jimmy Bellomy responded Mr. Kramer could speak better to that inquiry that he can since he is making the arrangements and all the negotiations with the builder. He stated construction for the subdivision improvements, Le., streets, utilities etc. are currently underway. Ivan Kramer referred to Commissioner Grijalva's question and stated Renaissance's plan is to build three or four different models some two-story and some one-story. They will have a sales center in one of those homes and they will do pre-sales from those particular models. Mr. Kramer remarked they can't predict which homes will be on which lots because they are not going to go in and just build set houses and hope that they've got it right. Commissioner Mill asked if studies have been done as far as shadow patterns that will occur with the 6-foot versus the 5-foot side yard setback? Ivan Kramer answered they have not. He commented he is not a home builder but more of a land developer. Mr. Kramer stated he has lived in projects that are closer together than this. Commissioner Mill further asked if there will be windows overlooking this space? Ivan Kramer said one of the aspects of Renaissance is that they try not to put two exact houses side by side. He indicated there may be two two-story houses side by side but they will not be the same model. Planning Commission Meeting - August 10, 2000 Page 4 of 11 11" SB Additionally, they don't like to have windows facing one another so the design would not have a window facing into a window on the other side. Vice Chairperson Cox inquired if the access ordinances only apply in industrial and commercial zones? Staff responded it applies to commercial, industrial and it may apply to multi-family but it would not apply to single family. Commissioner Lima commented he finds it difficult to understand how much of a gain the additional foot will be. Ivan Kramer replied to a qualified expert they are significant because you have a better product and floor plan when you have an additional two feet, Le., better entrance instead of a narrow 3-foot entrance. He indicated every foot of width is important. Commissioner Lima remarked an additional foot will infringe on the neighbors too. Ivan Kramer answered he thought itwould marginally infringe on the neighbors. He clarified custom homes will not be built on this site. Mr. Kramer said there will be four or five plans of which perspective purchasers will be able to choose. TESTIMONY BY PROPONENTS None TESTIMONY BY OPPONENTS None DISCUSSION Vice Chairperson Cox closed the public hearing and opened for discussion by the Commission. Commissioner Bandelow commented she has no problem in granting this Variance because it is consistent with what has been done throughout Tukwila. However, she indicated she dislikes having to change things after the fact after they have been approved. Commissioner Bandelow said she looks at new homes virtually every day and she does know that two extra feet on a home that is on a narrow lot makes a huge difference. Commissioner LonerClan concurred with Commissioner Bandelow. He stated he is familiar with Renaissance development and indicated they build quality homes. Commissioner Lonergan said it is a great addition for Woodburn. Commissioner Mill pointed out this is a crisis out of the applicant's own making. They originally came to the Commission with very small lots and went back and refined their proposal. He remarked he assumed the applicant would have not gone before the Council unless they had fine tuned their plan and were prepared to live with it. Commissioner Mill stated the applicant had a lot of opportunity to get it right and straight and is not quite sure why we are here debating this issue tonight. He pointed out there seems to be a trend lately of people coming back before the Commission and saying they didn't get it right the first time. He indicated this is something that needs to stop. Commissioner Lima concurred with Commissioner Mill. He remarked the applicant had plenty of time to review this application and they are in the business of development. Commissioner Lima finds that this application has been through the Planning Commission and the City Council so many times that he doesn't think that this is something that should be discussed at this point. Planning Commission Meeting - August 10, 2000 Page 5 of 11 1T SB Vice Chairperson Cox commented there is a difference in his opinion in terms whether you have 12-foot or 10-foot separation between two-story houses. He stated they strive for open space between houses in Woodburn. He further stated he is not in favor of amending the deal that was made. Vice Chairperson Cox said the Council should be the one to decide whether they want to amend the deal they made if the applicant chooses to appeal the Commission's decision. Commissioner Lima moved to disapprove the application for the amendment of Planned Unit Development 00-01. Commissioner Mill seconded the motion. Motion did not pass with Commissioner Lonaeran, Commissioner Bandelow and Commissioner Griialva voting No. Commissioner Loneraan moved to approve the modification at The Links @ Tukwila subject to the conditions contained in the Staff Report. Commissioner Bandelow seconded the motion. Commissioner Bandelow commented there is a difference when you add footage between houses. In this particular project and throughout most of Tukwila, it is a moot point. You do not have a feeling of space and air between units. She indicated she realizes how we all feel about the way this has been handled but we need to look at how this application stands on its own rather than to carry any bad feelings about the way this was handled before. Commissioner Bandelow said the applicant has the right to produce a good product and this request would help them achieve that. She remarked she would rather not see the Commission judge it on the way the procedure went before but simply on the merit of this particular modification. Commissioner Loneraan concurred with Commissioner Bandelow. He stated we are not losing any lots by changing the setbacks. He further added if it is going to make it a more attractive development it will get a better buyer. Commissioner Lonergan could understand and see why fellow Commissioners would vote against this project but he would like to see it judged on its own merits for what it is. Commissioner Lima expressed his concern that the Commission is dealing with situations like these more often because things are being asked to change because of oversights after the fact. He is also concerned about building houses too close together. He felt the addition of an extra foot in a house will not affect the quality of the houses being built there. Commissioner Mill stated he concurred with Commissioner Lonergan and Commissioner Lima. He stated there needs to be that open-air space between houses. He pointed out the extra foot may allow you to build a fence between that property and have a decent sized gate that you can actually get a wheelbarrow, lawn mower or maybe a small utility trailer thru. Commissioner Mill said he doesn't think this is necessarily detrimental. Additionally, he referred to the issue of setting precedent with people coming back before the Commission. He reiterated this is a crisis of the applicant's own making and therefore he will still vote No on the project. Vice Chairperson Cox indicated he is very tempted to change his vote. He said Commissioner Bandelow's comments make a lot of sense in that we should not worry about what the process was before. It is a question of whether or not what they are proposing to do is going to wind up with a good development that is going to be consistent with the overall scope of the PUD and consistent with what is going on around there. Vice Chairperson Cox further added he is familiar with Renaissance Homes and stated they do good work. Roll call was taken. Motion carried 4 - 2 with Commissioner Mill and Commissioner Lima voting No. FINAL ORDER A. Site Plan Review 00-11. Conditional Use 00-02. building additions to existing industrial facility. Willamette Industries. 2550 Progress Way. Walter F. Nielson. aoollcant Commissioner Lima moved to approve the Final Order. Commissioner Loneraan seconded the motion Planning Commission Meeting - August 10, 2000 Page 6 of 11 'IT 8B which unanimously carried. DISCUSSION ITEMS A. Site Plan Review 00-19. modular classroom for Valor Middle School. 450 Parr Rd.. Woodburn School District. applicant. (Administrative approval) Commissioner Mill inquired why the modular was sitting on top of the parking lot rather than sitting on the grass as the other one was? Staff explained it was placed onto the parking lot to get the sidewalk to line up with the deck on the east side of the building. Commissioner Griialva moved to accept Staffs decision regarding Site Plan Review 00-19. Commissioner Lima seconded the motion. Motion unanimously carried. B. Site Plan Review 00-20. expand the existina parkina area for the Woodburn Familv Clinic at 1390 Meridian Dr.. Steve Kohlbera/Leif Lindseth. applicants. (Administrative approval) Vice Chairperson Cox explained for the record that although the Commission is not having an in-depth discussion regarding these projects, the Commission did receive a lengthy Staff Report. Commissioner Lonerqan commented there was a blood drive for St. Lukes recently at this locale and there was no parking at all in the back. Commissioner Griialva inquired whether they will do additional work on the little road that goes around the building to the back parking lot? Staff stated it would act as toNo-way traffic through there and it would be tight. He indicated the Fire Marshall was not too concerned with this issue. Commissioner Mill questioned whether there is room to expand this road? Staff replied as far as he knows, they do have the room for expansion. He stated Division of State Lands were contacted because the impervious surface would add discharge into the Goose Creek drainage system and they have 30 days to get back to Planning Staff about any issues on the wetlands. Commissioner Mill inquired if there is any way that a condition can be added that if the Division of State Lands comes back and says yes, you may expand that and they would not need to come back to the Commission for any kind of a condition for expansion? Staff answered this is up to the applicant whether tbey choose to do it incrementally. He stated the applicant opted not to submit anything further. Therefore, if they wanted to do something further, they would have to go through the administrative site plan process. Commissioner Lonerqan commented United Disposal should be involved in site plan reviews regarding relocation of enclosures. Staff said this is something that can be considered. He suggested United Disposal submit a letter to the City requesting to be part of the site plan review process. Commissioner Lonerqan indicated it is his understanding that they have submitted a letter. He commented there have been problems in the past on other locations and this project is different from where the current location of the enclosure is. Commissioner Lonergan said he would like to make that part of the proposal. Staff commented this would be a policy decision that would need to be made above him as to whether this Planning Commission Meeting - August 10, 2000 Page 7 of 11 'I! 8B should be made part of that procedure. Commissioner LonerQan asked who makes that decision? Staff remarked it would probably be the City Administrator that ultimately would make that decision as far as whether they should be part of the review process. He explained the Fire District is the only non-City department that is part of our project review team. Staff mentioned he is not opposed to this at all but it is something that we would have to coordinate. He stated he would welcome the comments because that is something that Staff tries to take into consideration when reviewing access to garbage dumpsters. Staff indicated he would like to set up a meeting with United Disposal and discuss the logistics of how we would accomplish that. Commissioner Mill expressed his concerns with a private industry having some say in public policy. Staff explained certainly they have every right to review every proposal and submit their comments to Staff. Whether Staff accepts those comments or not will be up to Staff and the Planning Commission. Commissioner LonerQan mentioned United Disposal has no clue in what is being built around here unless it is initiated by the City. He said they are not trying to change any City policy at all. Staff stated he received some information from United Disposal. He indicated if we have no standards on how wide those enclosures are, then it is a problem for them and for the service. Staff spoke with Steve Goeckritz regarding this issue but since Steve has left they have not had a chance to follow up on that. Commissioner LonerQan said his immediate concern is how the trucks are going to get in and make a turn and get to the enclosure that is being relocated to the north end of the building. Vice Chairperson Cox suggested postponing a decision regarding this project until the next meeting so that United Disposal can review what is being proposed, determine if there are any problems and report back at the next meeting. Commissioner Mill suggested to formally or informally bring to the applicant's attention that this would be an ideal time to consider widening of the driveway going through there in view of the trucks coming through as well as ease of access. He also pointed out access through the back door of the building is not allowed and this creates a hazard if you have two cars and a pedestrian especially when it is raining. Commissioner Mill commented the applicant should be well advised to open that space up somewhat. Commissioner LonerQan moved to continue Site Plan Review 00-20 to the next meeting. Commissioner Griialva seconded the motion. Motion unanimously carried. REPORTS A. Buildina Activity for Julv 2000 B. Plannina Proiect Trackina Sheet - revised Commissioner Mill inquired if the Washington Elementary parking lot issue was resolved with the neighbors? Staff indicated he has not touched bases with them because the School District was supposed to meet with , the neighbors to come to some agreement based on the Staff Report and site plan. He stated he has not received word on any disagreements that have taken place with the neighbors. BUSINESS FROM THE COMMISSION Commissioner Mill asked if Code Enforcement has done a field inspection regarding the broken fence between Hood View and Shop-N-Cart? Planning Commission Meeting - August 10, 2000 Page 8 of 11 '" 8B Staff informed he has been working with Code Enforcement and it was agreed that Planning Staff would send notices of violation regarding commercial projects and Code Enforcement would take care of residential. He stated a letter will be sent to that property owner to inform them that they are in violation of site plan review approval for the fence and that it needs to be maintained. Commissioner Mill commented before Steve left he was thinking of possibly approaching it as a neighborhood nuisance issue. He stated they have well documented events of people going through there, public urination and drinking in public. Commissioner Mill said the area is now becoming an overnight camping area in between the fence with the access points so there is getting to be increased garbage on both sides because of that. He remarked the neighbors are witnessing people getting dressed and undressed behind the slats in the fence. Staff indicated he can certainly pick up from where Steve left off regarding this issue. Vice Chairperson Cox mentioned something has to be done regarding this issue because we have heard about it ever since Commissioner Mill has been on the Planning Commission. He further commented if Commissioner Mill can't get any action to what he perceives to be a serious problem, think how frustrated the average citizen must feel about trying to get the City to move off the dime on something. He stated Commissioner Mill's complaint should be used as a demonstration that indeed the City can do something if there is a violation. Vice Chairperson Cox said writing letters and phoning people is good only up to a point. At some point something else has to be done. Commissioner Mill reported he will continue to talk about this problem until something gets done. Commissioner Lima inquired what turned out to be the solution regarding the Montebello I Subdivision sidewalk and the fence? Staff responded they are going forward with the sidewalk on Montebello I. The issue of long term maintenance of the wall, landscaping and the sidewalk has not been resolved yet. He indicated Public Works and Planning Staff met with the applicant's engineer last week to discuss this issue and they did not come to any conclusive resolution of this issue yet. Vice Chairperson commented he has visions of this becoming a thing where the City assumes maintenance by default. Commissioner Bandelow interjected, it would certainly behoove the developer to take care of it before he tries to sell lots if the City makes an issue of this maintenance right from the beginning. She further stated that this is already a controversy hanging over his development and each lot owner faces the possibility that they will be responsible for maintenance of that wall and the cleaning of the sidewalks because there are no CC&R's in place. Commissioner Lima requested information regarding the meeting of the Refinement Study for the widening of the Interchange. Staff reported the Council accepted the final report at the last meeting and it has a recommended preferred alternative in it for a partial clover leaf. He stated the next step would be to go through the environmental process which would get into much more detail as far as looking at the alternatives. He clarified the City , Council have not committed to any alternatives at this point. Commissioner Lima reported more and more cars are parking by the duplex on the corner of Alexandra Avenue and Tierra Lynn. He said it has become a second driveway. Commissioner Lima provided pictures of the site. Planning Commission Meeting - August 10, 2000 Page 9 of 11 'If 8B Staff stated he has talked to the Code Enforcement Officer and he has placed this on his agenda. Commissioner LonerQan commented he was very impressed with the reports given tonight. He inquired if there is anything going on with the replacement of Steve as the Director? Staff reported Steve is still technically on the payroll using up some accrued leave until some time in October. Staff further added a decision cannot be formally made until then but he will be the acting Director of Community Development until a decision is made. Commissioner Lima suggested the Commission save the Woodburn Family Clinic Staff Report for the next Commission meeting. Vice Chairperson Cox announced a draft Zoning Ordinance that meets with approval at staff level will be ready for submittal maybe by the end of the year. He reported there are some substance changes and a lot of procedural changes. Vice Chairperson Cox said there is a consultant heading up the project and there is a committee that meets weekly. One of the issues addressed during these meetings was to create a design review board which would address design elements of the applications that the Commission sees and would kind of split the authority. He commented if the Design Review Board is created it would hopefully consist of people who are design professionals or have a particular interest and/or ability in architecture and design. He indicated it was discussed that perhaps it would make sense to reduce the Planning Commission to seven members instead of nine. Two of the nine members now serving could serve on the Design Review Board. Vice Chairperson Cox informed there is nothing official at this point and that these are just ideas that are being presented from the committee. He requested input from the Commission regarding these proposals. Commissioner Griialva wondered if this new design review process would be adding another step in the process for the applicant? Vice Chairperson Cox responded this is a concern but it would not add another step for the applicant. He explained State law requires that we have a one-stop shop permit application process. Vice Chairperson Cox also said we would have to do it within the specified time frame set by the State. He said the design review board would hear applications that involve design only with no other land use decisions other than possibly some minor variances. Staff interjected it would basically be site plan review with associated variances, possibly subdivisions and partitions. He indicated any type of legislative or quasi-judicial item i.e., conditional use permits, comp plan amendments, zone changes, annexations or other type of long-range planning issues would still be under the Planning Commission. Commissioner Griialva commented she does not see what the need would be if the Planning Commission is already fulfilling those duties to create another group for the City of Woodburn to provide Staff to support. She wondered if there is dissatisfaction with the work that this Commission is doing? Commissioner Bandelow concurred with Commissioner Grijalva. She remarked she would like to see some design criteria and minimum standards that must be met when it comes to residential and commercial. However, she does not see the purpose of creating an additional step. As far as reducing the size of the Commission, she commented part of the reason why they have been a really strong Commission is the, diversity of opinions. Commissioner Griialva remarked nine Commission members is a good number to have because we do not get all nine members at meetings. She pointed out we are not going to have 100% of all nine members at 100% of the meetings. Therefore, nine members will provide us room to be able to continue to conduct business and not continue to postpone until we get a quorum. Planning Commission Meeting - August 10, 2000 Page 10 of 11 '1f 8B Staff reiterated we are just trying to glean some of the Commission's comments on some preliminary alternatives. Commissioner Mill suggested to hire a part-time or on-call city architect or city design review person where we would have a technical expert who would be able to review these things and make recommendations from a consistent professional level. He commented this might take the place of a design review board and be easier to manage and we would still gain the expertise that we would be looking for with a design review board with qualified persons. Staff indicated Planning Staff have the expertise to review projects from an architectural stand point. Staff said although they are not architects, they have been reviewing this type of work long enough that they know how to speak their language and know what they do. Commissioner Griialva expressed her concerns with all of these ideas because she feels we already have the expertise within the group of people that are working on these projects now. She commented we do not need to spend more time or money to do the same thing we are doing now. Vice Chairperson Cox interjected as a member of the Committee he has been one of the persons who has been reluctant about the benefit of a Design Review Board. He referred to Commissioner Bandelow's concern and explained that all of the various design criteria and zones will have clear and objective standards. ADJOURNMENT Commissioner Griialva moved to adjourn the meeting which was seconded. Motion carried. APPROVED ROYCE YOUNG, CHAIRPERSON DATE ATTEST Jim Mulder, Acting Community Development Director City of Woodburn, Oregon Date Planning Commission Meeting - August 10, 2000 Page 11 of 11 1f 8B WOODBURN PLANNING COMMISSION August 24,2000 CONVENED The Planning Commission met in a regular session at 7:00 p.m. with Vice Chairperson Cox presiding. ROLL CALL Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Young Cox Fletcher Grijalva Lima Mill Bandelow Lonergan Heer A P P A P P P P P Staff Present: Jim Mulder, Acting Community Development Director Scott Clark, Assistant Planner Vice Chairperson Cox reported Chairperson Young called him stating he will not be able to make the meeting tonight. Therefore, Vice Chairperson Cox will preside at tonight's Planning Commission meeting. MINUTES A. Minutes of AUQust 10. 2000 will be available at the next Planning Commission Meeting Staff informed the Commission that the Planning Department Secretary has been out on medical leave for several weeks. He indicated the Commission will have two sets of minutes at the next meeting. BUSINESS FROM THE AUDIENCE None COMMUNICATIONS A. Special Council Meeting Minutes of Julv 17. 2000 Commissioner Lima remarked it strikes him that it will take such a long time for the Interchange completion to be done. B. Council Meeting Minutes of Julv 24. 2000 PUBLIC HEARING A. Site Plan Review 00-06. request for approval to construct a 14.400 square foot industrial buildina on a 1.27 acre site located north of 2725 N. Front Street. Trading Company. Bill Pease. applicant. Staff read the applicable ORS Statement and provided a presentation as reflected in the staff report. Staff stated the proposal meets all the development code requirements and recommended approval of this project. Commissioner Lima requested clarification regarding the building being used "for rehabilitation of manufacturing equipment and similar products. U Staff replied the applicant could address this in greater detailed than he could. Commissioner Loneraan asked if the oak tree that is presently on site would count as credit toward Planning Commission Meeting - August 24, 2000 Page 1 of 12 'If 8B landscape? He also inquired if there are a number of feet that need to be covered? Staff responded it would count as one of the trees that they are required to provide. He stated there is a requirement for trees along the street frontage and for the number of trees on the site as a whole. Staff said the oak tree was not counted toward the street frontage because it is not actually on the street frontage but did count it toward the overall site requirement for the number of trees. EXPARTE CONTACTS None TESTIMONY BY THE APPLICANT Bill Pease. 1045 13th St. SE. Salem. OR stated this is the third building in the Columbia Industrial Center. He indicated they find all of the conditions outlined in the Staff Report acceptable. Mr. Pease reported the building will match color wise with the existing buildings. He stated the intent has always been to make an integrated industrial center and it was part of the agreement when this parcel was sold that it will maintain the architectural integrity. Mr. Pease commented they have landscaped a large island around the 6-foot diameter Oak tree to protect it. He reported all of the manufacturing operation will be contained inside the building. Commissioner Bandelow asked if the remanufacturing will consist of restoration or dismantling of equipment? Bill Pease answered they deal with heavy steel sections of equipment in which they utilize plasma cutters and torches. They would take steel plates and reshape bent broken pieces by welding them back together. Commissioner Lima congratulated Columbia Steel for keeping the Oak tree on site. He commented the Commission certainly appreciates their efforts for keeping the tree. Commissioner Lima also questioned whether they will be utilizing any type of chemical that will need to be disposed of? Bill Pease replied there will be some washing solvents involved and indicated the applicant will go through the City for approval regarding what is going to be discharged into storm drains. He stated any solvents utilized will not be discharged. Mr. Pease pointed out there will be no floor drains in the manufacturing area. Commissioner Lima asked if the unpaved area will be paved? Bill Pease responded a portion of the area will be paved. He explained they proposed to gravel the area until they establish where they wanted to put the pavement. It was Mr. Pease's guess that they will probably pave a 40-foot wide strip up the side of the building and then they will let the rest of the area remain. They will probably pave a little more as they see how truck traffic develops. They have actually designed the site drainage system that will account for the future building and all of the paving shown around that building. Commissioner Fletcher asked if the used equipment will have to be steam cleaned before they rehabilitate it? He also inquired who is the rehabilitated equipment sold to? Hank Vanderwev. 11063 Matzen Dr.. Wilsonville. OR 97070 interjected, he is the property owner. He stated they never steam clean the equipment. Mr. Vanderwey explained the main part of the business is to make parts for the equipment. He indicated once in a while they will bring in the equipment and they do certain , things on them and then sell them mainly to farmers. Commissioner Cox inquired where is his business presently located? Hank Vanderwev replied it is located in Canby. Planning Commission Meeting - August 24, 2{)()() Page 2 of 12 1f 8B TESTIMONY BY PROPONENTS None TESTIMONY BY OPPONENTS None DISCUSSION Vice Chairperson Cox closed the public hearing and opened it for discussion by the Commission. Commissioner Lima moved to approve Site Plan Review 00-06 subject to the conditions reflected in the Staff Report and instructed Staff to return with a Final Order. Commissioner Loneraan seconded the motion, which unanimously carried. Commissioner Lima reiterated Commissioner Mill's comments regarding the applicant's efforts to save the Oak tree. He stated it is appreciated. B. Site Plan Review 00-15. Partition 00-03 and Variance 00-06. develop parcels as an Auto Zone. Inc.. auto parts store. 1041 N. Pacific Hwv.. Scott Stecklev. applicant. (Item continued from Auaust 10.2000 meetina). EXPARTE CONTACT Commissioner Lima stated he visited the site. Commissioner Loneraan said he is very familiar with the site and reported he believes that one of the property owner's sons is employed by him. He stated he has had no conversation with him or the property owner about this project. Commissioner Lonergan remarked he feels that the employer/employee relationship will not interfere with his ability to make an unbiased decision tonight. Staff read the applicable ORS Statement and provided a presentation as reflected in the Staff Report. Staff recommended approval of this project. Commissioner Mill asked if the applicant mentioned any future expansion plans for this property? Staff replied they have not. Commissioner Lima referred to the Driveway Standards and requested clarification regarding the shared access easement to the adjacent property to the north. Staff clarified the easement would come along the drive aisle on a portion of the parking lot. He stated the parking lot is built for that easement with the small hammer head to the north property line. Therefore, it would be shared with the future property that is now devoted to parking behind the Photo Magic if there ever were improvements or development on that property as per Access Management Ordinance requirements and under the Oregon Department of Transportation requirements. Commissioner Lima questioned Staff if the property to the north has any business relations with this property? He also asked what is the size of the rectangular area? Staff replied he is not aware of any business relations. He stated the rectangular area would probably be about 6,300 square feet. Staff reported the buffer between the properties was proposed because of the residential uses in the back. Commissioner Heer understands the value of landscaping and that we want to make sure there is plenty of good landscaping and that it is taken care of yearly. She stated the Staff Report is very specific as far Planning Commission Meeting - August 24, 2000 Page 3 of 12 ,.. 8B as how many trees and where they should go. Commissioner Heer wondered if the Commission is overstepping their bounds. She stated that although she agrees with Staffs recommendation she questioned whether this should be the property owner's responsibility to come back and tell the Commission what landscaping they are going to do? Staff replied it is the property owner's responsibility to show on their submitted landscaping plan where they want to place the plants in accordance with the City Code. Staff would then review that landscaping plan and try to work out a plan that Staff believes meets the code and meets the desires of the community as represented through the City Council and Planning Commission. He stated there is a great amount of discretion in the landscaping plan as far as what type of plants you put in, where you put them and how much coverage you have. Commissioner Lima expressed his concerns regarding crossing all those lanes oftraffic especially if the area is already being proposed for future development. He wondered where are the customers going to go? He suggested a right-turn only be recommended. Staff explained the intent behind the easement originally was to limit a number of accesses onto the highway which is the Oregon Department of Transportation's goal. They want to increase shared use and limit the actual number of accesses. Commissioner Lima made the remark that although the highway will continue to see increased traffic they still limit the access to it. Staff stated it is an area that ODOT has great concerns over. He said ODOT on one hand must provide access to this property because at this point there is not a possibility of providing a shared driveway. He indicated one cannot provide a shared driveway because of the motel to the south and the existing photo shop to the north. Staff stated restricting access to the proposed driveway would be ODOT's call. At this point they are not putting a restriction on the access as far as limiting left turns but ODOT can certainly do that at some point in the future. Vice Chairoerson Cox inquired if the property behind Photo Magic is owned by the same property owner of the photo shop and if it is two separate parcels? Staff replied affirmatively. He said the parcels are all interconnected. Staff will look into who owns that property. Commissioner Mill asked what is the procedure to close off that driveway and then bring the access in from the north through the proposed parking area? Staff responded we do not have that potential at this point because the applicant cannot force the Photo Magic property to give them access. TESTIMONY BY THE APPLICANT Scott Stecklev. 2251 E. Hancock Street. Suite 204. Newbera. OR said he concurs with Staffs recommendations as modified in Staffs presentation. He indicated the only proposal they would make to alter that would be to stop the construction of the 7 -foot fence at the northeast corner of the Woodburn Inn. Mr. Steckley explained it is primarily to preserve the site triangle coming onto the highway. He informed Auto Zone does not have any plans for future expansion on the back portion of the property. Auto Zone has , a corporate policy of being the only commercial enterprise on their sites. He indicated they look at that for being a land bank situation so that if things change they can sell that whole piece of property. Mr. Steckley further commented the shared access would be to the Photo Magic property to the north. He explained because the highway is so congested the tendency would be to use that shared access for entrance to Hardcastle to the north rather than to go the other way around and leave the Photo Magic property and get onto the highway. Mr. Steckley said this would certainly allow that access from Photo Magic to be eliminated Planning Commission Meeting - August 24, 2000 Page 4 of 12 ~ 8B at some future point in time making the intersection of Hardcastle and 99E much more safe. He stated that although they concur with the addition of the trees and arborvitae in the landscape buffer requirements, they might have some discussion along the north property as to where to stop the arborvitae and the fence. Mr. Steckley remarked they would like to keep access to that shared access easement as easy as possible to be connected. They certainly would not require the Photo Magic property to give them an easement but they are certainly welcomed to tie into it at any point in time. In closing, Mr. Steckley said ODOT is ultimately the one that governs the traffic issues on the highway. Therefore, they will tow whichever line they tell them to jump through. Commissioner Lima inquired what number of customers do they expect to have per day? Scott Steckley answered he has no number on that but he will obtain figures for staff. Commissioner Lima further questioned if this will be a retail shop only and not a repair shop? Scott Steckley replied refurbishment is not allowed on the property and there will be signage requiring that there not be any customer servicing of vehicles on the property as well. Commissioner Fletcher asked if there will be any brake work done? He also inquired if Auto Zone is a national outfit? Scott Steckley responded No. He said they will recommend customers to go down to Napa to have their brake work done. Mr. Steckley stated Auto Zone is a national chain which owns their own stores. This store would make store number 2,231 nationwide. He indicated they are second only to Walmart in terms of sales of auto parts. Commissioner Mill asked Mr. Steckley how did he decide on this particular placement of building and parking lot on his property? Scott Steckley explained Auto Zone has six standard store plans. The store plan is what drives the placement of the building onto the property and how you can gain access to the loading bays and the entrance into the building. Mr. Steckley said these are the two primary factors that they look at on how to place the building. He stated in this particular case, this is what they call a narrow lot design that allows for a corner entrance into the building as opposed to a flat building site. The next consideration is the visibility of the building from the highway. Commissioner Mill questions the need for a Variance. He stated he does not see an unreasonable hardship for the applicant. Commissioner Mill indicated he sees other ways to locate the building on the property that allows the truck and fire access and allow for parking but do not require a Variance. He asked the applicant what criterion does he follow to place the building in that particular spot versus any other spot on that property? Scott Steckley explained one of the major considerations right now is when you drive into the property you are looking at the entrance of the building and you do not have to hunt for it. Another consideration is that it allows for them to semi-conceal the trash area from the highway so even though it might be surrounded by a site obscuring fence it is actually hidden partially by the building. Mr. Steckley further clarified aesthetically it provides the maximum amount of landscaping buffer between the residential properties that are neighboring to the west and the building. It provides the most amount of visibility from the highway. ' Commissioner Bandelow said when we look at the placement of the landscaping, building and parking lot it looks like it is set up for future development. She stated the Variance criteria are there to ensure that there is a great need in order to grant a Variance. Planning Commission Meeting - August 24, 2000 Page 5 of 12 ] 8B Scott Steckley reiterated at this point in time there are no future plans. He pointed out that even if at some point 20 years from now they would have to come back before the Commission for review. He commented the Variance is not for any kind of future development but specifically for movement of trucks on the property. Mr. Steckley said there is no way that a semi-tractor trailer can maneuver within a 24-foot aisle. Commissioner Heer asked Mr. Steckley if he has talked to the church since the project borders the church parking lot? Scott Steckley answered they have not talked to them. He pointed out that the church has zero landscaping in the parking lot right now. He emphasized the Variance is for the existing building. Commissioner Bandelow interjected the Commissioners are concerned that it appears that this is being set up for future development. Scott Steckley disputed Commissioner Bandelow's comment. He stressed the 5-foot Variance is required for the truck access. Mr. Steckley stated the placement of the building is such to get a 30-foot wide aisle there which is required for the truck access. He reiterated they do not have enough room to maneuver a semi-tractor trailer in a 24-foot wide aisle. Commissioner Heer commented the applicant is testifying in a hearing and therefore is expected to be truthful in saying that there is no future development planned. Scott Steckley further added it would not preclude development on the back part ofthe property in any case if the drive aisle were shortened up to 24-feet. TESTIMONY BY PROPONENTS Eldon Toll, 821 Stark St., Woodburn informed he is one of the trustees for the Church of Christ. He stated they reviewed the notice and have no objections to the project. Mr. Toll requested clarifications regarding the site obscuring fence. He commented he could not see putting in an arborvitae hedge on a 5-foot property if we are talking about buildings that are going to be in place for a number of years. Mr. Toll wondered whether this is an appropriate place for placement of something like that because it takes a lot of attention to keep a size that will fit. Vice Chairoerson Cox clarified the chain link fence in the area between their property and the subject property will be 7 -feet high and will have slats to make it site obscuring. Eldon Toll remarked when this was discussed they made an assumption that it would be a sight obscuring fence. Staff stated the arborvitae hedge is proposed to go along the entire north boundary of the building but not across the extension of the parking area where the driveway is to be and not beyond the west end of the building. Staff explained the arborvitae is primarily there to provide some vertical relief against the back wall of the building which would be between the fence and the proposed building wall. Ashish Mistry. 13697 SW Tracy Place, Tiaard. OR informed the Commission he is the property owner ofthe property south of the project, the Woodburn Inn. He stated he can relate to the challenges of the commercial development that this project is going through, i.e., the highway access issues and the neighborhood buffer issues. Mr. Mistry reported there is an electrical easement that runs along the south ' side of his property. He wanted to share with the property owner and the Commission that PGE ran a power line buried through the property. Mr. Mistry further informed there was a plan to bring the power overhead and at that time it was denied by the Planning Commission. He stated the solution was to bring in the buried lines. He asked whether the existing fence on the northeast corner ofthe property will remain? Additionally, he inquired if there will be a continuation of that fence basically all around the property? Planning Commission Meeting - August 24, 2000 Page 6 of 12 " 8B Scott Stecklev replied whatever needs to be done. They will look at what is existing and either match it or put in a new fence if it's on the property line. Ashish Mistrv requested that the fence be continued so that it matches with the rest of the fence line. He also asked what type of signage will be going in? He expressed his concerns that it will block his existing signage. Scott Stecklev replied his pole sign will be located toward the north end of his site and be set back so that it won't block view of Mr. Mistry's sign. Ashish Mistrv commented there seems to be several auto parts businesses in the area and is unsure what is driving another business of this nature in that area? Vice Chairperson Cox remarked this is the investor's concerns. TESTIMONY BY OPPONENTS None Vice Chairperson Cox closed the public hearing and opened it for discussion by the Planning Commission. DISCUSSION Commissioner Mill commented what he is hearing from the applicant is that it is not a matter of hardship but a matter of inconvenience and some additional investment needed because we have to alter the structure of the store to get at least a 3D-foot area for a truck turnaround. He reiterated he is not seeing the need for a Variance when there are so many different alternatives for placing this building and still having great view from the highway and still meeting fire code and giving a larger parking lot than what is there now. Other than that, Commissioner Mill further mentioned he has no problems with the plan and thinks it is a nice looking building and great pains taken as far as the landscape design. He reiterated the Variance is not an issue because the building can be slightly shifted to a different location to make that Variance unnecessary. Commissioner Bandelow agreed with Commissioner Mill. She stated there may be another way to handle this because there is a lot of land left. She hopes the land stays the way it is specifically for the residents of the property that abuts the project. Commissioner Lima commented the landscaping has been well thought out. He expressed his concerns regarding the Variance request. Commissioner Heer expressed her belief that her position on the Planning Commission is not to rearrange somebody's site plan. That is what engineers get paid to do. Additionally, her sentiment is that it is their property and if that is the way they want to put their building, then that is their decision and they are coming to us for that. She indicated she is struggling with whether it creates a hardship yet nobody has a problem with it so what is the issue. Commissioner Loneraan realizes the difficulty getting into narrow parking lots and even at 27 -feet is difficult. He looks at this strictly as a safety factor and therefore he is in favor of the Variance. Additionally, he stated he does not see the problem in light of the fact that there aren't any buildings right now directly on the north end. Vice Chairperson Cox said he does not see any problems with this Variance request. The only place where it is really an issue is adjoining the church property. He commented the only person affected by it is the church which right now has a parking lot that goes right up to the property line with asphalt. Vice Chairperson Cox pointed out the site is being improved and he heard no objections from the church. He therefore agrees with Commissioner Heer on the Variance issue. He indicated he is inclined to think that Planning Commission Meeting - August 24. 2000 Page 7 of 12 8B it would be considered a hardship for the applicant to have to go back and go through the expense of designing a nonstandard building to conform with the shape of the building that the Commission may want. Commissioner Lima found it interesting that we have not heard from the property to the east. Commissioner Heer moved to approve Variance 00-06 as described in the Staff Report. Commissioner Loneraan seconded the motion. Motion carried 5 - 2 with Commissioner Mill and Commissioner Bandelow voting No. Commissioner Mill commented he voted No because he feels we should maintain consistency because he is worried about a precedence issue and other applicants that they have made change and jump through hoops in the past. . Commissioner Lima moved to approve Site Plan Review 00-15 and Partition 00-03 subject to the conditions contained in the Staff Report to include modification to Condition #4 where the fence would end at the northeast corner of the Woodburn Inn. Commissioner Heer seconded the motion which unanimously carried. 5 MINUTE BREAK FINAL ORDER A. Site Plan Review 00-14. Variance 00-05. reQuest to replace office facilities with new administrative facilities and reauest for a variance to allow a parking area within the reauired set back area on Mill Street. 868 N. Front St.. Woodburn Fertilizer. applicant. Commissioner Mill moved to accept Final Order for Site Plan Review 00-14 and Variance 00-05. Commissioner Bandelow seconded the motion. Motion unanimously carried. B. Planned Unit Development 00-01. United Properties reQuests the side vard reQuirements be reduced from 6 to 5 feet for two stOry houses. The Links @ Tukwila. north of Ironwood PUD. Tukwila Partners. applicant. Commissioner Heer reported she lives at Tukwila and therefore will abstain from voting. Commissioner Mill commented he is still convinced that this is not a good thing to do. He stated it was done for the other two PUD's at Tukwila and he feels that was something that should not have been done. Commissioner Mill further commented this as an opportunity to correct things and put it back to a reasonable side yard distance of 6-feet. He maintained his No vote on this project. Commissioner Fletcher pointed out he was not present for this hearing. Vice Chairperson Cox commented if a Commissioner who did not attend or participate in the original hearing is hardly in a position to vote on the Final Order without having any clue at all about what happened. He suggested it would not be wise for Commissioner Fletcher to vote on it. Staff indicated it is the Commissioner's choice to choose whether they want to vote or not. Commissioner Loneraan moved to approve the final order for Planned Unit Development 00-01. Commissioner Bandelow seconded the motion which carried 3 -2. Commissioner Mill and Commissioner , Lima voted No. Commissioner Heer and Commissioner Fletcher abstained from voting. Planning Commission Meeting - August 24, 2000 Page 8 of 12 8B DISCUSSION ITEMS A. Site Plan Review 00-20. expand the existina parkina area for the Woodburn Familv Clinic at 1390 Meridian Drive. Steve Kolbera/Leif Linnseth. applicant. (Continued from Auaust 10. 2000). Staff reported the issue with the north access there is a drainage swale within 20-feet. Under the current City flood plain ordinance he stated 20-feet is the minimum distance between the center line of a drainage way and any construction. Staff found that this driveway was expanded as wide as it could be to the 20-foot setback from that center line of this Goose Creek drainage basin. In addition to that, with regards to the concern about the trash enclosure, Staff stated they worked with the applicant on another location and it would be the northeast corner which has been reflected in the Conditions of Approval with the applicant's concurrence. Staff said the Staff Report also discusses future expansion of this lot. He indicated that a secondary access could be provided in the future to one or two parking lots located on the southerly two properties. Vice Chairperson Cox inquired what circumstance would trigger an access or shared parking easement? Staff replied expansion of the building or future expansion of the parking lot. He stated at that point we would want to work with the applicant to at least pursue the possibility of a second means of access to that parking lot. Commissioner Mill concurred with the administrative approval of Site Plan Review 00-20 subject to conditions contained in the Staff Report. Commissioner Lima seconded the motion. Motion unanimously carried. B. Site Plan Review 00-17. request to establish a manufactured homes sales facility at 1400 N. Pacific Hwv.. Mark Fisher. Oreaon Choice Homes. applicant. Staff provided a brief presentation. He explained the applicant would like to put in some model manufactured homes. Additionally, they would like to put an office which would also be a manufactured home identical to the model homes. Staff provided the Commission with copies of Chu's Restaurant's site plan. Vice Chairperson Cox inquired if the access from Chu's would be permanent or leased? Staff answered it would be permanent. Commissioner Bandelow asked how are the homes going to be brought into the lot? Staff stated the applicant has indicated they would bring them in the existing driveway approach on Chu's. Commissioner Bandelow pointed out 99E will come to a total stop in all directions every time a manufactured home will be pulled in or out of the lot. Commissioner Lima mentioned he has to turn left every morning coming out of Alexandra Avenue onto 99E. He commented this is not going to work unless they are planning on moving the homes from 2:00 a.m. to 5:00 a.m. Commissioner Bandelow further commented people get squeezed off when manufactured homes are \ coming out of Silvercrest because they take both lanes on Highway 214 taking up the entire street. She pointed out they are a hazard then and all they are doing is just moving down the street. Commissioner Heer inquired if it would help Chu's keep up their landscaping? Commissioner Bandelow stated she cannot see them moving anything in and out ofthere if Chu's is opened Planning Commission Meeting - August 24, 2000 Page 9 of 12 l' 8B for business. Staff interjected, the expectation is that they would be moved during off hours. Commissioner Lima referred to the Conditions of Approval Item #1 0 and Item #11 and requested clarification from Staff. Staff explained the intention was that they not display used units for sale on the property. It would only be for temporary storage. He further clarified there is a transition period when they sell a used unit. They will be able to store it here and then take it elsewhere to sell because they will not be able to sell it on this property . Commissioner Mill inquired who will enforce this? Staff replied it is a Condition of Approval therefore, it would be enforced when we receive a complaint or are made aware of it somehow that they are doing that. Commissioner Mill moved to call this project up for a public hearing. Commissioner Bandelow seconded the motion. Commissioner Fletcher asked if Chu's is going along with this project? Staff responded they have given the easement. Motion carried 6 - 1 with Vice Chairoerson Cox voting No. Commissioner Fletcher questioned if OOOT has any concerns about this project Staff reported a referral was sent to OOOT but we have not received any comments. He said the applicant indicated that they spoke with OOOT and OOOT did not have a problem with it. Staff said this project will be put on for the September 14th Planning Commission meeting. REPORTS Staff provided the Commission with a memorandum addressing various requests the Commission made in the last two weeks. Commissioner Lima expressed his appreciation for the follow-up. Commissioner Mill provided Staff with additional information regarding the Shop-N-Kart issue. He reported the fence was initially approved and came down the 3-foot height section to a dead stop in connection with the original Bi-Mart development. The Shop-N-Cart development was supposed to be the 7 -foot fence and for whatever reason it was reneged. The neighborhood in mass came to the City Council chamber and literally filled it up and the City Council came back and basically ordered the fence to be constructed to be a 7 -foot site obscuring fence to come up and meet the 3-foot fence. Commissioner Mill further commented somewhere in between Bi-Mart negotiated some kind of a sale with Shop-N-Kart and they acquired that section of the fence. He indicated he is not sure if Coastal Farms in turn purchased it from Shop-N-Cart. He further added the area that is busted out is clearly Shop-N-Cart's property. Vice Chairoerson Cox also expressed his appreciation to Staff for working on the issue regarding the inflatable soft drink cup on top of the Arco Station. He commented he saw an equally ugly inflated cellular telephone down on Highway 99. Staff stated they have received a complaint regarding the inflated cellular phone and they will respond. Planning Commission Meeting - August 24, 2000 Page 10 of 12 8B Commissioner Mill also reported he saw a tethered blimp ballooning up into the sky in the west end of town at a certain mobile home lot. Staff indicated these are issues that need to be addressed in the new sign code so that those things can be defined as to what the City wants to allow and what they do not. Commissioner Loneraan requested an update regarding the sign ordinance. Staff replied it is on the back burner until the development code is completed because they do not have the resources. He further added it was decided not to try and work on the sign code at the same time as the development code. BUSINESS FROM THE COMMISSION Commissioner Mill requested advice from Staff and the Commission in reference to the increasing problem with businesses and shopping carts being taken and left around the neighborhoods. He inquired how to create an ordinance to control and corral these carts? Commissioner Fletcher commented a lot of the grocery stores back east have a deposit for the cart. He said you do not get the cart unless you pay 25 cents. Commissioner Bandelow asked what does the citizen do with the cart who wants it off his yard? Furthermore, she inquired what occurs to the cart that has the name of the store labeled across the handle? Staff informed the Commission the unhappy reality is you are responsible for the cart if it is on your property. The City may confiscate the cart if it is on the City right-of-way. He stated he is not sure what the City's policy is regarding what they do with the property that they find on City property. Vice Chairperson Cox commented this is a problem that is prevalent everywhere. He suggested some resource, Le., League of Oregon Cities or other resource, must be able to find out for us what other cities and other jurisdictions either in Oregon or elsewhere have done. Vice Chairperson Cox also recommended researching for ordinances in place which somehow make the owners of the carts responsible and place pressure on them. Staff shared his experience in working with California. He said an ordinance was considered that stated the store would be charged five dollars for any carts picked up in the right-of-way in order for them to get them back. However, the Council did not adopt that ordinance based on the City Attorney's opinion. Staff recommended the Commission make this request directly to the City Administrator if they want the City to pursue this issue. He stated he does not see this directly as a Planning issue but it is really an issue that the City Administrator through the City Council would need to direct city resources to pursue. Commissioner Fletcher moved for Staff to put together a memo which the Commission will formally adopt at the next Commission meeting outlining the problem and a request that they do some research to find out. Commissioner Mill seconded the motion. Motion unanimously carried. Commissioner Loneraan informed he received a call from a citizen volunteer that has been working on lights at the High School. He stated they were told the lights are not in the original site plan and now they have been told that they might be able to turn the lights on. Staff confirmed a letter was sent to the High School informing them that they have installed the lights in violation of City code because they did not obtain a building permit and the lights were not approved as part of the site plan application that came before the Commission last year. Staff explained approval was granted to build the new ball fields, the concession stand, and to place new lights around the football field Planning Commission Meeting - August 24, 2000 Page 11 of 12 T I 8B only. He indicated the options are to either remove the lights or submit a site plan review application within 30 days to request approval to keep the lights but in the meantime they are not to turn the lights on. It is Staffs understanding that they did obtain an electrical permit through the County but did not come to the City for a building permit or site plan approval. Additionally, he clarified the Staff Report stated that they were only proposing additional lights around the football field and that they were not going to light the other fields. ADJOURNMENT Commissioner Mill moved to adjourn the meeting. Commissioner Lima seconded the motion. Motion carried. Meeting adjourned at 9:45 p.m. APPROVED ROYCE YOUNG, CHAIRPERSON DATE ATTEST Jim Mulder, Date Acting Community Development Director City of Woodburn, Oregon Planning Commission Meeting - August 24, 2000 Page 12 of 12 s 8B WOODBURN PLANNING COMMISSION September 14, 2000 CONVENED The Planning Commission met in a regular session at 7:00 p.m. with Chairperson Young presiding. ROLL CALL Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Young Cox Fletcher Grijalva Lima Mill Bandelow Lonergan Heer P P P (Left at 8:40 p.m.) P (Arrived at 7:05 p.m.) P P P A A Staff Present: Jim Mulder, Acting Community Development Director Scott Clark, Assistant Planner MINUTES A. Minutes of Auaust 10.2000 Commissioner Bandelow referred to her statement found on page 6 of the minutes and corrected the word "mute poinf to "moot point: Commissioner Mill pointed to his statement also found on page 6 and commented correction should be made from "wheel barref to .wheelbarrow." Commissioner Mill moved to approve the Planning Commission Minutes of August 10, 2000 with the noted corrections. Vice Chairperson Cox seconded the motion which unanimously carried. B. Minutes of Auaust 24. 2000 Commissioner Lima moved to approve the August 24, 2000 Planning Commission Minutes as written. Motion was seconded and carried. COMMUNICATIONS A. Council Meetina Minutes of Auaust 14.2000 Commissioner Mill thanked the City Council for their compliments to the Planning Commission on Montebello II with respects to not giving in on the fence versus the wall. BUSINESS FROM THE AUDIENCE None PRESENTATION A. Frank Tiwari. Public Works Director to Introduce the Storm Water Manaaement Plan Frank Tiwari. Public Works Director talked briefly about the introduction of the Storm Water Plan that is presently being developed. He explained development of the draft plan has taken place with Staff. The plan' will be then brought forward to the Commission for input next month in the form of possibly a workshop. Frank indicated the process will consist of obtaining public input, revision of plan, formal adoption of the plan by the Council and ultimately implementation. Furthermore, he reported they are currently concentrating in the area of accommodating the quantity of storm water. Frank stated the quality of water is not being discussed at this point because they are waiting to incorporate new federal government rules, but this will Planning Commission Meeting - September 14, 2000 Page 1 of 8 l' 8B be addressed early next year. Frank pointed out detention ponds have been used for more than 20 years in Woodburn before it was that popular. He stated detention ponds are generally built for 10 to 25 years storms. Frank informed the Commission there will be a lot more discussion on this topic next month. Commissioner Mill inquired if Goose Creek is outlined as one of the major storm water drainage areas? Frank Tiwari replied affirmatively. He indicated the area is a secondary drainage way and according to the plan it is possible to be piped. Frank stated they have talked to the Corps of Engineers many times. He commented there are some judgmental issues involved with this. Frank informed the battle between the Corps of Engineers and the City may not be something which is resolved with this plan. Commissioner Bandelow inquired when was the last time Frank spoke with the Corps of Engineers in relationship to Goose Creek? Frank Tiwari responded it has been a while ago. He said they indicated at that time that they will approve it but they have not. Commissioner Bandelow interjected the Corps conveyed to her that they were waiting for the City to adopt one of the three alternatives to mitigate closing the ditch and the City has not responded favorably to any of the three alternatives. Frank Tiwari reiterated Public Works have given their input regarding what they think is the correct way. Commissioner Fletcher indicated this issue should be resolved one way or the other so the property owners know what will be behind them whether it be piped or not. Commissioner Lima requested clarification regarding the 25, 50 and 100 year storm. Frank Tiwari clarified the frequency for a 50 year storm is what you can expect once in 50 years and could happen two or three years in a row and not happen for a hundred years. He stated a 1 O-year storm you would expect once every 10 years and again you can get every two or three years and then not for many years. Commissioner Lima also asked for clarification regarding Frank's statement of not recommending a retention pond for 100 year storm. Frank Tiwari explained economically it would be so expensive that it probably would not be wise to go to that. He informed most of the cities have 25 year storm retention which is the industry standard. However, he clarified this does not mean that you could not go for higher. Commissioner Mill asked what areas would we be most concerned with in terms of the potential applicant's efforts of retaining water on their properties or discharging into the system? Frank Tiwari replied they are going through the area mapping system right now with the change in topography over the last 20 years. He said this will help them determine the lower areas which would be most vulnerable to the flooding. Frank concluded they will be able to identify those areas better after the aerial map is completed and will become an integral part of their overall plan. Vice Chairperson Cox asked if the draft Storm Water Management Plan has been done in-house or with ' consultants? He also inquired what kind of management plans or ordinances do we have right now and how far back do they go since they have been updated? Frank Tiwari replied the draft Storm Water Management Plan has been done in-house and with the use of consultants. He indicated there has been a lot more work conducted in-house in this plan because there Planning Commission Meeting - September 14, 2000 Page 2 of 8 8B are a lot more policy issues and less than pure engineering data. Frank commented some of the different components were approved by the Council. The storage area for detention ponds was modified back in 1995-1998. He informed this is an essential working document that is used for detention ponds. The policies were written for major projects such as the Factory Outlet. Vice Chairperson Cox inquired if it is anticipated that we will be primarily working on new developments and projects to apply the new rules or go back and try to retrofit and put storm drains in areas where they are insufficient? Frank Tiwari responded the new rules will be applied to the new plan and they will continue to improve them in-house where there are deficiencies without using SDC funds. Commissioner Lima asked what is the expected time frame for final document? Frank Tiwari replied the draft document will be brought forward to the Commission some time next month. During the next three or four months they will be obtaining public input. He estimated they hope to take the final document before Council in March. Commissioner Fletcher left the meeting and did not return. PUBLIC HEARING A. Site Plan Review 00-17. reauest to establish a manufactured home's sales facility at 1400 N. Pacific Hwv.. Mark Fisher. Oreaon Choice Homes. applicant. Staff read the applicable ORS Statement and provided a presentation as reflected in the staff report. Staff indicated a necessary change was made on page 5 of the Staff Report on the last sentence of the second Staff Comment to indicate "The easement would grant the applicant access from the adjacent highway, across Chu's parking lot around the north of the restaurant building..." Staff stated the proposal meets site plan review criteria and recommended approval of this project. Commissioner Bandelow and Commissioner Mill inquired how will delivery time frames be enforced? Staff replied they would have to depend on comments or complaints. Vice Chairoerson Cox asked if ODOT requires special permits for manufactured homes to take them onto public highways? Staff responded they do require permits. He indicated what OOOT requires is minimal. They look at the time of day they would deliver, the route and load size. Staff informed it is a very minimal review by OOOT because they can provide those permits on the same day of the request. A new access approach permit would be required because there would be an added traffic to the driveway. Chairperson Youna questioned what does an approach permit entail? Staff answered an approach permit is the State granting access to the highway. He stated all new driveways require an approach permit but existing driveways will require a new approach permit if you are changing use or you are intensifying a use. Vice Chairoerson Cox requested clarification regarding who is the property owner and who is the applicant? \ Staff reported he contacted Marion County Assessor's Office and was told that the only record they had was that it was under contract purchase under Fisher Advisory. Commissioner Griialva commented people will be confused as to how to access this property. She also Planning Commission Meeting - September 14, 2(}()() Page 3 of 8 8B commented she can envision issues of people speeding down the highway while some are slowing down trying to get into the property. Staff commented the other option would be an off premise sign closer to the actual access way itself. Commissioner Lima referred to the Police Department Evaluation Form evaluator comment regarding plans submitted did not specify type of fencing and exterior lighting and that these are important factors for property crime prevention. He inquired whether this comment has been addressed fully in Condition of Approval Item #4? Staff commented the applicant has not proposed a substantial amount of lighting at this time. He reported it would be low voltage lighting along a walkway that would be in between the units themselves. As far as fencing, Staff stated it will go along the homes to create somewhat of a barrier. Commissioner Lima indicated it does not appear to him that the Police Department comment has been fully addressed. Staff replied they receive comments from other departments and try to accommodate them as much as possible. TESTIMONY BY THE APPLICANT Mark Fisher, 7582 SW Vlahos Drive. Wilsonville. OR 97070 clarified he initially filled out the paperwork for submission prior to the contract closing of the transaction when Salvation Army was still the owner back in May. However, submissions were subsequently delayed due to some input from Staff on the general issues that would need to be addressed. Mr. Fisher commented he did not utilize the white out on that section of the form. He reported he owns Oregon Choice Homes mutually and exclusively as a Sub Chapter S Corporation. Additionally, he explained Fisher Advisory is like an ownership entity for investment property similar to what a living trust is. Mr. Fisher stated he also owns the property that is not proposed for development. He indicated the 40-foot wide driveway is 5 feet wider than the current authorized maximum standard by ODOT. Mr. Chu did not want his parking lot or access affected and he was amenable to this development plan. Mr. Fisher pointed out this plan was the least invasive of half a dozen options that were strongly considered because it only disrupted one parking space out of his 142 total spaces. He said the signage will be the same size as Chu's signage because you can still see around it as you are coming down the highway. It was also indicated by Mr. Fisher that he will probably have an "Enter at Chu's. addendum on the sign. He stated part of the easement calls for a maximum allowable sign at the mouth of the driveway for Oregon Choice Homes with a directional arrow. Mr. Fisher commented that pulling homes into the lot seems to be a non issue in relation to the three or four beer trucks that are going into Chu's driveway on a weekly basis. Commissioner Mill asked Mr. Fisher how many move in/move outs can be reasonably expected during a 7-day period or 30-day period? Mark Fisher explained initially there would be two move ins in a 7 -day period for the first three weeks. There would be one move every two months on average after that and a move-in and move-out would occur subsequently. Commissioner Mill also questioned how much time is 99E going to be affected by blocking the driveway and \ pulling in and out? Mark Fisher replied this should be the least impacted of any other lot on 99E because of the size of the driveway. He indicated it would be two minutes tops if someone comes out the other direction and if there is congestion at the time. Mr. Fisher stated they want to avoid the congestion as much as they possibly can. He reported he is shooting for 9:30 a.m. to 11 :00 a.m. or 1 :30 p.m. to 3:30 p.m. for his target delivery times Planning Commission Meeting - September 14, 2{)()() Page 4 of 8 8B because it would be nice to be able to send the same driver back down to pick up the other half. Commissioner Mill inquired how feasible it would be to put a couple of employees on the road with an orange vest to assist and aid in that vehicle getting in and out safely? Mark Fisher responded this has never been necessary on any other lot he has been on. He said there is always a pilot car with anything coming into town. Mr. Fisher expressed his willingness to utilize Commissioner Mill's suggestion. He would defer to Morgan Driveway for their judgement for exactly what his optimum delivery is. Commissioner Lima asked Mr. Fisher if the displayed units will be sold or will they be used just as displays? Mark Fisher answered they would initially be displayed for a period of one year depending on how effective a model is. He said there would be no reason to sell the home until it becomes apparent that he needs a different home for one reason or another. Commissioner Lima requested clarification regarding the storage of used homes on the lot. Mark Fisher replied he might take a home for trade-in and put it on his lot dependent upon the quality of the home. He said he would locate an appropriate site for the used homes. Mr. Fisher explained he maintains contact with the facilities managers of already established manufactured communities for when a site becomes open. Commissioner Lima inquired if Mr. Fisher agrees with the time frames contained in Condition of Approval Item #12? Additionally, he questioned if Mr. Fisher has any concerns about vandalism? Mark Fisher replied he is okay with whatever he can get at this point. However, he does not believe that it is prudent and he would like to request consideration for a different time leeway window if at all possible. He said the permits only allow for the drivers to be on the road in daylight hours which would essentially be 6:00 a.m. to 8:00 p.m. most of the time. They have an % hour transport time if they come directly from the factory. If they don't come directly from the factory, Mr. Fisher stated his next option would be to store them around the corner which would add to the Silvercrest and Fleetwood storage area and then they would hook up first thing in the morning and do two houses on separate days. He remarked he does have concerns regarding vandalism however, but he generally tries to remain an optimist on human nature. Mr. Fisher said he will have spotlights on every corner of the homes for the back section and three for the office front and back. He indicated initially he planned to put up fancy wrought iron fencing around the whole lot but the Fire Marshall expressed concerns that he could not get within 150 feet of the models with the truck. Commissioner Bandelow pointed out the delivery time frames would eliminate six months out of the year for delivery because it is not light until eight o'clock in the winter mornings and it is dark by four o'clock in the afternoon. She does not see how the eight to six is even workable unless the models seem to turnover in the summertime and not the wintertime. Commissioner Bandelow asked Mr. Fisher if his home liquidation signs are 14 feet wide? Mark Fisher replied the signs are not 14 feet wide. He indicated he wants to maintain compatibility with Mr. Chu's signage. Chairperson Younq questioned if evening hour deliveries are not allowed on the highway or city limits? Mark Fisher replied deliveries are not allowed on a public street from dusk to dawn as per regulated by ODOT and DMV. He pointed out the worst sales lots for ingress/egress is Oakwood Homes lot where it angles back the opposite direction and the driveway is actually on the other side. Planning Commission Meeting - September 14, 2000 Page 5 of 8 8B TESTIMONY BY PROPONENTS None TESTIMONY BY OPPONENTS None Chairperson Younq closed the public hearing and opened discussion to the Commission. DISCUSSION Commissioner Mill remarked Mr. Fisher has made a really good point about Condition of Approval #12 and has allayed his fears. He suggested striking Condition of Approval #12 or include language to say .using reasonable or prudent judgement as to the movement of homes to cause the least possible interference with traffic flow both on Highway 99E and within the Chu's parking lot." Vice Chairperson Cox agreed with Commissioner Mill that the applicant has addressed the issues. He stated he did not think it was necessary to have a time frame condition after having heard what this is and considering the practicalities ofthe application. Vice Chairperson Cox referred to Condition of Approval Item #9 and requested the addition of ....and approved by Staff as conforming to what was represented." Commissioner Grijalva expressed her concerns regarding the safety of people entering and exiting. She stated it should be included in the Conditions to make sure that the directional signage is appropriate so that there is safety on that highway. Staff indicated there was a sign plan submitted but there was no sign plan submitted as far as directional signage. Vice Chairperson Cox suggested Condition #12 be replaced with a Condition that there will be a directional sign at the entrance. Commissioner Lima recommended that Conditions #10 and #11 should be combined to say that "display, storage and sale of manufactured homes will be limited to new units only and the graveled storage area will be used only for the temporary storage of new manufactured homes. " Chairperson Younq commented this is a piece of property that is difficult to utilize in the normal business sense. He stated the applicant has made it very clear that it is a good size driveway. Chairperson Young further stated Condition #12 needs to be addressed regarding delivery times. He remarked he is sure that their professional drivers would use discretion on moving at appropriate times. Commissioner Bandelow agreed with Commissioner Lima's suggestion to strike "trade in manufactured homes" from Condition #11. She said it does not look terribly attractive to have an older model trade in home sitting on the lot and she would not like to see this turn into a trade in lot in the back. Vice Chairoerson Cox moved to approve Site Plan Review 00-17 and requested Staff to return with a Final Order for the next meeting and that the approval be on the condition set forth in the Staff Report with the following changes: Condition of Approval #12 relating to times of delivery be deleted; Condition of Approval #11 be amended to exclude trade in units; and that the applicant shall install a directional sign at the driveway location to be approved by Staff within the parameters of what is required under our sign code; \ expand on Condition #9 the evidence of the recorded access to be reviewed by the Community Development Department. Commissioner Lima seconded the motion. Motion unanimously carried. FINAL ORDER A. Site Plan Review 00-06. request for approval to construct a 14.400 square foot Industrial bulldlna on a 1.27 acre site located north of 2725 N. Front Street. Tradlna Company. Bill Planning Commission Meeting - September 14, 2000 Page 6 of 8 r 8B Pease. applicant. Commissioner Mill moved to approve Site Plan Review 00-06 as specified in the final order. Commissioner Bandelow seconded the motion, which carried unanimously. B. Site Plan Review 00-15. Partition 00-03 and Variance 00-06. reauest to construct an Auto Zone. Inc.. auto parts store. 1041 N. Pacific Hwv.. Scott Stecklev. applicant. Commissioner Lima moved to approve Site Plan Review 00-15. Variance 00-06 and Partition 00-03 as specified in the final order. Vice Chairperson Cox seconded the motion. Motion unanimously carried. DISCUSSION ITEMS A. Consideration of memo to City Administrator pertainina to shoppina carts. Vice Chairperson Cox suggested it would be more accurate to state "the neighborhoods near the shopping areas along Highway 214 west of 99E" otherwise they might think we were referring to Safeway only. Commissioner Mill inquired if it would be appropriate to include a line to the effect that "the shopping carts are unsightly and definitely a visual eyesore when placed in a residential area?" Staff replied it would not be inappropriate to indicate this if the Commission wishes to. Chairperson YounQ pointed out we could make pages and pages about whether the carts are appropriate in one area and not another and that they are very useful in one capacity but not good on the street. He stated he felt Staff has addressed the issue in the memo. Chairperson Young indicated Mr. Brown is aware of the Commission's situation and feelings. Commissioner Mill moved to send the memo with the noted amendment to the City Administrator. Chairperson YounQ asked if the submitted photographs may be included with the memo? Staff stated he has spoken with the City Administrator and he was aware of what the Commission was proposing to do and he acknowledges that there is a problem. Motion unanimously carried. REPORTS A. Plannina Trackina Sheet (revised) Chairperson YounQ commented he really appreciates this format and the regular updates the Commission receive. He said it really helps to see what direction the community is going and it also helps the Commission to know what they need to be aware of. B. Buildina Activity for Auaust 2000. Staff informed the Commission that Links @ Tukwila have pulled permits on the models. He indicated Montebello are doing the infrastructure on the improvements but they still don't have a developer to build the homes or sell the lots. Staff also indicated they have received six applications for the Oakwood Subdivision. BUSINESS FROM THE COMMISSION Commissioner Mill thanked Staff for continuing to pursue the Shop-N-Cart issue with the hole in the fence. ' He commented the Council minutes for 1992 or 1993 will probably give Staff the additional needed information. Commissioner Bandelow remarked some of the businesses along Highway 99E have signage that really looks bad and are not legal. She asked if it is legal for citizens to go around picking up signs? Planning Commission Meeting - September 14, 2000 Page 7 of 8 8B Staff stated Planning Staff does not have the resources at this point in time to be actively enforcing all the signage issues. He indicated he will need to speak with the City Administrator as far as directing Code Enforcement which is done through the Police Department. Staff strongly advised against citizens enforcing city codes. He said any nonofficial sign in the public right-of-way is a violation and City Staff or authorized person can remove those. Commissioner Mill shared with the Commission that there was an article in the Oregonian a few months ago about a guy in Portland who learned the code thoroughly and goes around and keeps the area he patrols sign free. ADJOURNMENT Vice Chairoerson Cox moved to adjourn the meeting which was seconded. Motion carried. Meeting adjourned at 9:17 p.m. APPROVED ROYCE YOUNG, CHAIRPERSON DATE ATTEST Jim Mulder. Acting Community Development Director City of Woodburn. Oregon Date Planning Commission Meeting - September 14. 2000 Page 8 of 8 1" 8e MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: September 13, 2000 ROLL CALL: Phyllis Bauer Kay Kuka - Present - Present Barbara Pugh Pat Will Mary Chadwick Ex-Officio - Present - Present - Absent STAFF PRESENT: Linda Sprauer, Director Judy Coreson, Recording Secretary Mary Parra, Youth Services Librarian GUESTS: None CALL TO ORDER: President Pat Will called the meeting to order at 12 Noon. SECRETARY'S REPORT: The monthly Board minutes of May 31,2000 approved as submitted. The May and June meetings were combined on May 31. The July and August monthly meetings were not held because of a lack of quorum. PUBLIC COMMENT: None DIRECTOR'S REPORT: Monthly Statistics: The monthly statistics were self-explanatory. The number of people visiting the library for the month of August was 14,667. Activities: A list of activities was distributed to the Board. Mary Parra, Youth Services Librarian, reported on the Summer Reading Program. After a summer break, Tuesday Night at the Library resumed September 5 at 6 - 7 P.M.; Preschool Storytime resumed Wednesday, September 6 at 10:30 - 11 A.M.; and Spanish Storytime will resume Saturday, September 16 at 11 :30 - 12 Noon. A Harry Potter Party is scheduled for Saturday, October 28, 1 - 2:30 P.M. in , the Multi-Purpose Room. Judy Brunkal, Reference Librarian, has scheduled the following programs: "Sacagawea", Friday, September 29, at 7 P.M. at the Woodburn High School Lectorium. Joyce Badgley Hunsaker is an award winning historical interpreter who has achieved national acclaim for her living history portrayals.; Primus St. 1 T 8e John, A Poetry Reading and Poet Reception, Tuesday, October 3, 7 P.M. at the Woodburn City Council Chambers; and "Choices for the 21st Century", Thursday, October 19, 9 - 11 A.M. at the Woodburn Chemeketa Center. Scholar Kendall Staggs will lead a discussion on domestic and foreign policy. Staff News: Natalya Goldashkin was hired as a part-time Library Assistant to replace Sam Jordan who resigned after finding a full-time position. We are in the process of interviewing for Margaret Kleszynski's part-time Reference Librarian position, as she accepted a position at the University of Colorado. Beulah Leder, part-time Library Page, was on vacation and fell on stairs. She had leg and shoulder injuries and is recuperating at home. Mary Chadwick, City Council person who attends the Library Board meetings, has had surgery and is recovering at home. Volunteer of the Month: Joan Britt was chosen Volunteer of the Month for September. Project Update: The HVAC project is not entirely completed, but is working well. Carnegie Exterior: Within the next few weeks the refurbishing proposal determined by the engineering study will be advertised. Approximately $150,000 is needed for the total project. Funds available are: $50,000 from the Library Endowment Fund, $25,000 from the General Fund, and possibly $25,000 may be committed from next year's budget. Linda was successful in obtaining the $25,000 grant from the Oregon Heritage Commission through the State of Oregon for refurbishing the exterior of the Carnegie building. This project will be advertised so that the community will have the opportunity to donate to this project. OLD BUSINESS: None NEW BUSINESS: Bequest: A year ago Attorney Jan Zyryanoff indicated that the library was named in Albert John Saarinen's will. The estate will be settled soon with an estimated $35,000 bequested to the library. This money will be deposited in the Library Endowment Fund. Update By-Laws: The Board members will review the By-Laws at a workshop Thursday, September 28, at 3 P.M. at the library and bring any changes to the October monthly meeting for approval. Library Board Minutes - 9/13/00 2 r L1NCC Conference: The annual Library Information Network of Clackamas County will be held Friday, October 20 at the Holiday Inn Select Portland South, Wilsonville. The library will be closed on October 20 to allow all staff members to attend this conference. Linda also encouraged Board members to attend. Board members need to let Linda know by Wednesday of next week if they would like to attend. Board Recognition: Dorothy Jaeger's service on the Library Board needs to be acknowledge. A plaque will be given to her at a Woodburn City Council Meeting. BUSINESS TO/FROM THE CITY COUNCIL AND/OR MAYOR: New Library Board Members: Three new members are expected to be appointed to the Library Board at the September 25th Woodburn City Council meeting. The September 11th meeting was canceled. The three new members will be: one for the unexpired term of Dorothy Jaeger, plus another member and a st)Jdent. ADJOURNMENT: The meeting was adjourned at 12:40 P.M. Respectfully Submitted, !JA-d--; (2/Yu~1~ Judy Coreson Recording Secretary Library Board Minutes - 9/13/00 8e 3 AlP Q-1ECK usnNG FOR THE MONTH OF AUGUST 2000 8D CHECK DEPARTMENT VENDOR NAME VENDOR DATE AMOUNT NO NO 51663 SERVICES-PARKS OREGON ZOO NONE 8/1/00 $212.00 51664 SERVICES-PARKS OiILOREN MUSEUM NONE 8/1/00 $45.00 51665 POSTAGE MTR-VARIOUS US POSTAl SERVICE 020089 8/1/00 $1,200.00 51666 LEASE PAY-PUB WKS WEST & ZINAIDA TORAN 019183 8/2/00 $1,400.00 51667 SERVICES-PARKS RAUL GNU.A NONE 8/2/00 $150.00 51668 SERVICE5-PARKS WILSONVIllE lANES NONE 8/2/00 $99.00 51669 PAYROlL-VARIOUS EBS TRUST 060020 8/2/00 $427.96 51670 VOID VOID VOID $0.00 51671 VOID VOID VOID $0.00 51672 VOID VOID VOID $0.00 51673 REFUND-WTR/SWR M.A. TALLMAN NONE 8/4/00 $35.54 51674 RERJND-WTR/SWR ElEANOR MARTIN NONE 8/4/00 $8.38 51675 REFUND-WTR/SWR TAlBERT PREUIT NONE 8/4/00 $15.11 51676 RERJND-WTR/SWR ESMERELDA BENAVIDEZ NONE 8/4/00 $18.85 516n REFUND-WTR/SWR CDMSTOO< DEVELOP NONE 8/4/00 $6.46 51678 RERJND-WTR/SWR THE LUO<EY CO NONE 8/4/00 $45.88 51679 RERJND-WTR/SWR WINDSOR PROP NONE 8/4/00 $6.95 51680 RERJND-WTR/SWR MARY KONOVAlOFF NONE 8/4/00 $12.01 51681 REFUND-WfR/SWR PURDYS CAR WASH NONE 8/4/00 $9.90 51682 RERJND-WfR/SWR lAZAR KAlUGIN NONE 8/4/00 $53.96 51683 RERJND-WfR/SWR E.RUTTENOJTTER NONE 8/4/00 $22.18 51684 RERJND-WTR/SWR Ml MIllER CQNST NONE 8/4/00 $27.32 51685 REFUND-WfR/SWR GREG OUBENKO NONE 8/4/00 $92.09 51686 SERVICES-POUCE RED UON EUGENE NONE 8/4/00 $206.70 51687 SUPPUE5-WTR NiA DRILUNG SERV 000010 8/4/00 $990.00 51688 SUPPLIE5-WWTP ABlQUA SUPPLY 000034 8/4/00 $115.00 51689 SUPPllE5-FINANCE ADVAN(X.D lASER 000066 8/4/00 $249.00 51690 SUPPllES-WWTP PIONEER AMERICA 000136 8/4/00 $1,280.00 51691 SUPPllE5-PARKS AlS FRUIT & SHRUB 000160 8/4/00 $165.91 51692 REIMBURSE-WWTP LARRY ARENDT 000497 8/4/00 $42.22 51693 SERVICE5-VARlOUS AT&T 000623 8/4/00 $127.28 51694 SUPPLIES-ENG BI-MART CORP 001275 8/4/00 $30.47 51695 SERVICES-PUB WKS BROWN & CALDWEU. 001573 8/4/00 $67,337.82 51696 SERVICES-POUCE CASE AUTOMOTIVE 002190 8/4/00 $2,934.82 51697 SERVICES-WWTP ONEMAGIC SllJDIOS 002483 8/4/00 $312.50 51698 SUPPLIES-PARKS COASTAl FARM 002625 8/4/00 $7.98 51699 SUPPUES-MUSEUM CTL CORP 002926 8/4/00 $1,639.23 51700 SUPPlIES-WWTP FAMlUAN NW 005030 8/4/00 $2,On.06 51701 SERVICES-ENG FEDERAL EXPRESS 005080 8/4/00 $12.36 51702 SUPPUES-ENG GN HARDWARE 006405 8/4/00 $9.16 51703 SERVICES-STREET HIRE CAWNG 007240 8/4/00 $466.38 51704 SERVICES-ATTY INN OF THE 7TH MTN 008030 8/4/00 $138.28 51705 SERVICES-C STORES IKON OFFICE 008119 8/4/00 $439.66 51706 SUPPLIES-STREET INSERTA FIlTINGS 008135 8/4/00 $476.99 51707 SERVICES-PUB WKS KERR CONTRACTORS 010067 8/4/00 $35,459.98 51708 SUPPUES-VARIOUS L&l BUILDING 011010 8/4/00 $968.71 51709 SERVICES-POUCE M&M AUTO WREOONG 012003 8/4/00 $50.00 Page 1 1. I NP OtEa< USTING FOR THE MONTH OF AUGUSf 2000 8D 51710 SERVICES-COURT MSI GROUP 012015 8/4/00 $125.00 51711 SERVICES-VARIOUS MRN cry BLDG INSPEC 012090 8/4/00 $209.14 51712 REIMBURSE-fINANCE RIOiARD MCCDRD 012348 8/4/00 $39.99 51713 SUPPLlES-STREET MCCQRMIO< BARKDUST 012350 8/4/00 $110.00 51714 SERVICES-VARIOUS NW NATURAL GAS 013350 8/4/00 $1,105.64 51715 SERVICES-ENG ONSITE ENVIRON 014055 8/4/00 $602.40 51716 SERVICES-WWTP OR ANAl.. YTIeAL. lAB 014107 8/4/00 $789.50 51717 SERVICES-NON DEJ7T OR DEPT OF ADMIN SERV 014198 8/4/00 $2,000.00 51718 PAYROLL-VARIOUS ~~N P.E.R.S. 014424 8/4/00 $93.95 51719 SERVICES-BUILD OREGONIAN PUBLlSH 014653 8/4/00 $291.10 51720 SUPPUES-WATER PlATT ELECfRlC 015340 8/4/00 $174.87 51721 SERVICES-VARIOUS PORT GENERAL ELEC 015420 8/4/00 $1,256.20 51722 SUPP\.1ES-WATER LES SCHWAB TIRE 018300 8/4/00 $310.36 51723 SUPPlIES-POLlCE SILKE COMM 018467 8/4/00 $6,298.25 51724 SERVICES-ENG TEK SYSTEMS 019046 8/4/00 $920.00 51725 REIMBURSE-COURT MARY TENNANT 019055 8/4/00 $15.41 51726 SUPPUES-VARlOUS US OFFICE PROD 019100 8/4/00 $28.64 51727 SUPP\.1ES-STREET UNOCAL:ERNlE GRAHAM 020010 8/4/00 $545.13 51728 SERVICES-VARIOUS UNITED DISPOSAL 020020 8/4/00 $2,112.95 51729 SERVIC5-VARIOUS US WESf COMM 020091 8/4/00 $228.67 51730 SERVICES-VARIOUS US WEST COMM 020095 8/4/00 $926.84 51731 SUPPUES-POUCE veSf SHIELD 021130 8/4/00 $53.50 51732 SUPPUES-UBRARY WALMART STORES 022035 8/4/00 $22.89 51733 SUPPLlES-ENG WEST GROUP 022160 8/4/00 $176.30 51734 SUPPlIES-STREET WBN FERTIUZER 022590 8/4/00 $86.24 51735 SERVICEs-PUB WK5 WBN INDEPENDENT 022630 8/4/00 $217.50 51736 REIMBURSE-OAR OOROTHA BORLAND 045100 8/4/00 $90.83 51737 REIMBURSE-DAR SAI..L Y BUSE 045110 8/4/00 $139.50 51738 REIMBURSE-DAR CORNEUUS DONNELLY 045230 8/4/00 $142.91 51739 REIMBURSE-DAR LEONARD GIAUQUE 045290 8/4/00 $43.40 51740 REIMBURSE~OAR AGNES HAGENAUER 045310 8/4/00 $121.52 51741 RBMBURSE-DAR FRED HAYES 045315 8/4/00 $211.73 51742 RBMBURSE-DAR ROBERT HURST 045318 8/4/00 $49.91 51743 REIMBURSE-DAR BEULAH JORDAN 045320 8/4/00 $89.59 51744 RBMBURSE-WTR/DAR JOAN PREZEAU 045525 8/4/00 $291.38 51745 REIMBURSE-DAR GERTRUDE REES 045545 8/4/00 $31.62 51746 RBMBURSE-DAR LOLA SPERATOS 045560 8/4/00 $7.44 51747 REIMBURSE-OAR STEVE STURN 045585 8/4/00 $85.25 51748 LOAN-PUB WKS DEPT OF ENV QUALITY 003205 8/8/00 $167,093.65 51749 SERVICES-WATER VAJJE{ MAIllNG 021044 8/10/00 $680.80 51750 VOID VOID VOID $0.00 51751 VOID VOID VOID $0.00 , 51752 VOID VOID VOID $0.00 51753 SERVICE5-PARKS ULTIMATE ENTERTAIN NONE 8/11/00 $200.00 51754 REFUND-PARKS JOANN DIO<ENSON NONE 8/11/00 $25.00 51755 REFUND-WTR/SWR CENTEX HOMES NONE 8/11/00 $22.44 51756 SUPPUE5-UBRARY SOllD OAK SOFTWARE NONE 8/11/00 $45.95 51757 SERVICES-FINANCE OR EMPLOY DEPT NONE 8/11/00 $150.00 51758 REFUND-PARKS ALEX GOllKOVA NONE 8/11/00 $50.00 Page 2 I 1 8D AlP a-tEO< USTlNG FOR THE MONTH OF AUGUST 2000 51759 SERVICES-WWTP WASH STATE UNIV NONE 8/11/00 $295.00 51760 SUPPllES-PARKS ABBYS PIZZA 000027 8/11/00 $99.90 51761 SERVICES-ENG AEROTEK INC 000080 8/11/00 $360.00 51762 SERVICES-WATER AMTEST OREGON 000400 8/11/00 $297.25 51763 SUPPUES-ENG ANTHRO CORP 000440 8/11/00 $1,481.76 51764 SERVICES-STREET ARAMARK UNIFORM 000534 8/11/00 $37.79 51765 SERVICES-VARIOUS AROi PAGING 000535 8/11/00 $231.32 51766 SUPPUE5-POLlCE AWAADS &. ATHLETICS 000580 8/11/00 $17.25 51767 SERVICES-VARIOUS AT&T 000623 8/11/00 $43.47 51768 SERVICE5-POUCE BM a.EANING 001030 8/11/00 $200.00 51769 SERVIces-WATER BACKFLOW MNGMT 001033 8/11/00 $1,000.00 51770 SERVIces-VARIOUS BOlDT,CARUSLE &. SMITH 001345 8/11/00 $4,950.00 51771 SUPPUES-WATER CAL CONTRACTORS 002028 8/11/00 $192.70 51772 SUPPUES-PUB WKS CARlSON TESTING 002140 8/11/00 $706.00 51m SUPPUES-WWTP COASTAl.. FARM 002625 8/11/00 $192.30 51774 SUPPUE5-PUB WKS COMM BUSINESS FURN 002710 8/11/00 $368.50 51n5 SERVICE5-PUB WKS DAILY JOURNAL 003020 8/11/00 $251.88 51n6 SERVICEs-WWTP DEPT OF ENV QUAUlY 003205 8/11/00 $140.00 51m SERVICES-FINANCE DIRECT UNK 003240 8/11/00 $315.00 51n8 SUPPUES-WWTP ENG CDNTROl PROO 004180 8/11/00 $986.50 51n9 SERVICES-PARKS FARM PlAN 005062 8/11/00 $395.27 51780 SERVICES-WATER FCS GROUP 005072 8/11/00 $981.00 51781 SERVICEs-WWTP ARST CASt:ADE CORP 005130 8/11/00 $11,972.00 51782 SUPPUE5-PARKS HAa-t OiEMICAL. 007030 8/11/00 $82.60 51783 SERVICES-PARKS o HANSEN CO 007055 8/11/00 $108.00 51784 REIMBURSE-WWTP STEWART HARTLEY 007095 8/11/00 $37.70 51785 SERVICES-PARKS HERSHBERGER MTR 007150 8/11/00 $765.00 51786 SERVICES-VARIOUS HIRE CALLlNG 007240 8/11/00 $849.97 51787 SUPPUES-WWTP IND WELDING 008100 8/11/00 $31.50 51788 SERVICE5-ANANCE IKON TEOi SERV 008117 8/11/00 $375.00 51789 SUPPUES-WWTP IKON OFFICE 088119 8/11/00 $21.04 51790 SUPPUES-PARKS K8ZER OUTDOOR EQUIP 010045 8/11/00 $283.52 51791 REIMBURSE-WWTP GARY KOHAELD 010086 8/11100 $46.41 51792 SERVICES-WATER TIMO KORKEAKOSKI 010298 8/11/00 $4,961.53 51793 SERVICES-WATER UNOS MARKET 011240 8/11/00 $30.00 51794 SERVICES-STREET MARION CTY TREASURY 012223 8/11/00 $40.00 51795 SUPPlIES-STREET MCOORMIO< BARKDUST 012350 8/11/00 $80.00 51796 SUPPUES-VARIOUS METROFUEUNG 012448 8/11/00 $2,242.51 51797 SERVICE5-WWTP MOlAUA COMM 012563 8/11/00 $54.65 51798 SUPPllES-FINANCE MOORE BUS PROO 012582 8/11/00 $571.11 51799 SUPPUES-PARKS MOORE MEDICAL CORP 012588 8/11/00 $167.25 51800 SERVICEs-PUB WKS NEAl5 FRAMERY 013146 8/11/00 $49.57 , 51801 SERVICES-POUCE NORCOM 013198 8/11/00 $21,463.75 51802 SERVICE5-ENG ONSITE ENVIRON 014055 8/11/00 $602.40 51803 SERVICES-WWTP OR ANALfflCAL LAB 014107 8/11/00 $130.00 51804 SERVICEs-POUCE OR DMV 014240 8/11/00 $6.50 51805 SUPPllES-WWTP PAOAC PRINTERS 015058 8/11/00 $84.55 51806 SUPPllES-PARKS PEPSI COlA 015225 8/11/00 $793.10 51807 SERVICES-VARIOUS PORT GENERAl.. ELEC 015420 8/11/00 $22,968.22 Page 3 ,. 8D AlP DiECK USTING FOR THE MONTH OF AUGUST 2000 51808 SERVICES-ADMIN RaW ENGINEERING 017010 8/11/00 $400.00 51809 SERVICES-PARKS RYDER TRANS SERV 017500 8/11/00 $639.54 51810 SUPPLIES-PUB WI<S STATESMAN JOURNAL 018760 8/11/00 $62.40 51811 SUPPlIE5-PARKS STEARNS INC 018781 8/11/00 $347.89 51812 REIMBURSE-WATER FRANK SUTTER 018880 8/11/00 $140.00 51813 SUPPUES-POUCE TAYlOR MOTORCYQ.E 019033 8/11/00 $25.84 51814 VOID VOID VOID 51815 VOID VOID VOID $0.00 51816 VOID VOID VOID $0.00 51817 VOID VOID VOID $0.00 51818 VOID VOID VOID $0.00 51819 VOID VOID VOID $0.00 51820 VOID VOID VOID $0.00 51821 VOID VOID VOID $0.00 51822 VOID VOID VOID $0.00 51823 VOID VOID VOID $0.00 51824 VOID VOID VOID $0.00 51825 VOID VOID VOID $0.00 51826 SERVICES-ENG TEK SYSTEMS 019046 8/11/00 $1,840.00 51827 SUPPUES-VARIOUS US OFFICE 019100 8/11/00 $4,492.03 51828 REIMBURSE-POUCE SARAH TOTTEN 019188 8/11/00 $29.99 51829 SERVICES-VARIOUS US WEST CDMM 020095 8/11/00 $3,570.70 51830 SUPPlIES-PARKS WITHERS LUMBER 022445 8/11/00 $84.61 51831 VOID VOID VOID $0.00 51832 VOID VOID VOID $0.00 51833 SERVICES-VARIOUS W8N FAMILY OlNIC 022587 8/11/00 $518.50 51834 SUPPlIES-VARIOUS YES GRAPHICS 024025 8/11/00 $66.26 51835 PETTY CASH-VARIOUS CITY OF WOODBURN 015255 8/16/00 $134.52 51836 SERVICES-WATER VALlEY MAIUNG 021044 8/17/00 $578.80 51837 VOID VOID VOID $0.00 51838 VOID VOID VOID $0.00 51839 VOID VOID VOID $0.00 51840 SERVICES-WWTP A-1 AUTO ADVENTURES NONE 8/18/00 $384.38 51841 SERVICES-WWTP OCT NONE 8/18/00 $285.00 51842 SUPPLIES-MUSEUM LEN KElLEY NONE 8/18/00 $50.00 51843 SERVICES-POUCE UNOOlN CTY SHERIFF NONE 8/18/00 $no.oo 51M4 SERVICES-WWTP aTY OF PORTLAND NONE 8/18/00 $200.00 51845 SERVICE5-UBRARY RON RElAFORD NONE 8/18/00 $300.00 51846 SERVICES-STREET r-wiUELVAlDEZ NONE 8/18/00 $250.00 51847 SUPPUE5-WWTP ABIQUA SUPPLY 000034 8/18/00 $422.00 51848 SERVICES-WWTP ABLE CRANE INC 000035 8/18/00 $185.00 51849 SUPPllES-VARIOUS ADV LASE IMAGING 000066 8/18/00 $509.60 , 51850 SERVICES-ENG AEROTEK INC 000080 8/18/00 $185.00 51851 SUPPUES-WWTP PIONEER AMERICA 000136 8/18/00 $640.00 51852 SUPPUE5-ENG A-l COUPUNG 000409 8/18/00 $17.82 51853 SERVICES-PARKS METROCAU. 000655 8/18/00 $14.03 51854 SERVICES-POUCE AT&T lANGUAGE UNE 000659 8/18/00 $228.91 51855 SUPPUES-STREET BEN-Ko-MATIC 001200 8/18/00 $721.24 51856 SUPPUES-WWTP BOBCAT OF POR11.AND 001328 8/18/00 $289.28 Page 4 NP GfEO<. USTING FOR THE MOtfTH OF AUGUST 2000 8D 51857 REIMBURSE-UBRARY NANCY a:>NDIT 002755 8/18/00 $115.00 51858 SUPPlIES-WWTP CRONATRON WELDING 002915 8/18/00 $476.48 51859 SERVICES-POUCE CRYSTAL. SPRINGS 002919 8/18/00 $63.00 51860 VOID VOID VOID $0.00 51861 VOID VOID VOID $0.00 51862 VOID VOID VOID $0.00 51863 VOID VOID VOID $0.00 51864 VOID VOID VOID $0.00 51865 VOID VOID VOID $0.00 51866 VOID VOID VOID $0.00 51867 VOID VOID VOID $0.00 51868 VOID VOID VOID $0.00 51869 VOID VOID VOID $0.00 51870 SERVICES-POUCE DBS HEALTH INFO 003090 8/18/00 $30.95 51871 SERVICES-ENG DE HAAS & ASSOC 003108 8/18/00 $10,541.53 51872 SUPPUES-WATER D.R. DAVIS 003275 8/18/00 $425.00 51873 SUPPUES-WWTP ASHER IMPlEMENT 005145 8/18/00 $1,000.00 51874 SUPPUES-WWTP FISHERS PUMP 005147 8/18/00 $74.80 51875 SERVICES-PARKS FORD MOTOR CREDIT 005248 8/18/00 $8,123.53 51876 SUPPllES-WWTP WW GRAINGER 006283 8/18/00 $66.95 518n SERVICES-POlICE TONY HAL. TER 007044 8/18/00 $729.00 51878 REIMBURSE-POUCE UNDA HEDRlO<S 007114 8/18/00 $28.50 51879 SERVICES-STREET HIRE CALliNG 007240 8/18/00 $466.38 51880 SERVICE5-FINANCE IKON TEOi SERV 008117 8/18/00 $225.00 51881 SERVICES-BUILDING JOBS AVAILABLE 009105 8/18/00 $182.16 51882 SERVICES-WATER TIMO T KORKEAKOSKI 010298 8/18/00 $6,547.55 51883 SERVICES-TRANSIT M&M AUTO WREOONG 012003 8/18/00 $85.00 51884 SERVICES-VARIOUS MARION COUNTY a..ERK 012087 8/18/00 $2,045.00 51885 SUPPUES-VARIOUS METRORJEUNG 012448 8/18/00 $328.25 51886 SUPPUE5-PARKS MOORE MEDICAl.. CORP 012588 8/18/00 $343.32 51887 SERVICES-VARIOUS ONE CALL CONCEPTS 014054 8/18/00 $153.00 51888 SERVICEs-ENG ONSITE ENVIRON 014055 8/18/00 $803.20 51889 SERVICES-TRANS OR TRANSIT ASSOC 014610 8/18/00 $200.00 51890 SUPPlIES-STREET PAOFIC SAFElY 015040 8/18/00 $294.00 51891 SUPPUES-WWTP PACO PUMPS 015098 8/18/00 $4,614.00 51892 SERVICES-POUCE LAWRENCE PARADIS 015115 8/18/00 $80.00 51893 SUPPlJES-WWTP PLATT ELECTRIC 015340 8/18/00 $18.88 51894 SERVICES-VARIOUS PORT GENERAL. ELEC 015420 8/18/00 $11,498.36 51895 SUPPllES-PARKS ROSE PAPER PROD 017316 8/18/00 $2,447.04 51896 SERVICES-PARKS RYDER TRANS SERV 017500 8/18/00 $247.00 51897 SUPPlIES-TRANSIT SOiETKY NW SALES 018240 8/18/00 $260.73 51898 SERVICES-STREET SLATER OOMM 018522 8/18/00 $201.60 , 51899 REIMBURSE-UBRARY UNDA SPRAUER 018710 8/18/00 $49.71 51900 SERVICES-PUB WKS 301 LLC 019004 8/18/00 $14,250.00 51901 SERVICES-WWTP TEXT TRIEVE INC 019090 8/18/00 $334.00 51902 SUPPLlES- TRANSIT TRAFFIC SAFETY 019220 8/18/00 $462.84 51903 SUPPUES-WATER TRUSS- T STRUCTURES 019260 8/18/00 $184.00 51904 SUPPUES-VARlOUS ERNIE GRAHAM OIL 020010 8/18/00 $531.08 51905 SUPPUES-WWTP US CRANE & HOIST 020057 8/18/00 $469.92 Page 5 ~ NP CHEO< USTlNG FOR THE MONTH OF AUGUST 2000 8D 51906 REIMBURSE-POllCE JEFF WATERS 022081 8/18/00 $33.84 51907 SUPPlIES-TRANSIT WESTERN BUS SALES 022175 8/18/00 $108.11 51908 SERVICES-VARIOUS WBN INDEPENDENT 022630 8/18/00 $375.67 51909 SERVICES-VARIOUS WBN RADIATOR 022700 8/18/00 $195.00 51910 SERVICES-POllCE WBN 24 HOUR TOWING 022755 8/18/00 $57.50 51911 SUPPUES-ENG YES GRAPHICS 024025 8/18/00 $20.00 51912 SERVlCES-CABlE TV WCAT 022547 8/21/00 $1,350.00 51913 POSTAGE-PARKS US POSTMASTER 020090 8/23/00 $950.00 51914 SERVICES-WATER VALlEY MAIUNG 021044 8/25/00 $499.20 51915 VOID VOID VOID $0.00 51916 VOID VOID VOID $0.00 51917 VOID VOID VOID $0.00 51918 SUPPUE5-PARKS ACTIVE ARTS INC NONE 8/25/00 $149.95 51919 REAJND-WTR/SWR STEVEN DEBOER NONE 8/25/00 $18.45 51920 RERJND-WTR/SWR W.L WALBREOiT NONE 8/25/00 $3.11 51921 RERJND-WTR/SWR RALPH BUTLER NONE 8/25/00 $30.28 51922 REFUND-WTR/SWR SUMMERFIElD HOMES NONE 8/25/00 $43.49 51923 REFUND-WTR/SWR SANDSTRUM HOMES NONE 8/25/00 $3.64 51924 REFUND-WTR/SWR THE LUO<EY CO NONE 8/25/00 $20.96 51925 RERJND-WTR/SWR GEORGE BERTRAND NONE 8/25/00 $31.14 51926 REFUND-WTR/SWR GSEY MANION NONE 8/25/00 $108.82 51927 REFUND-BUS UC GAMMO HEAl THCARE NONE 8/25/00 $25.00 51928 SERVICES-PARKS NRPA NONE 8/25/00 $70.00 51929 SERVICES-POUCE 2000 LEOS WORKSHOP NONE 8/25/00 $105.00 51930 SERVICES-ENG URBAN WATERSHED INS NONE 8/25/00 $672.00 51931 SERVlCES-UBRARY MARIACHI LOS PALMEROS NONE 8/25/00 $100.00 51932 SERVICE5-ENG AEROTEK INC 000080 8/25/00 $180.00 51933 SERVICES-WATER AMTEST OREGON 000400 8/25/00 $2,021.50 51934 SERVICES-WATER ARAMARK UNIFORM 000534 8/25/00 $71.70 51935 SUPPlIES-PARKS AWARDS &. ATHlETICS 000580 8/25/00 $426.60 51936 SUPPUES-PARKS HOUSEHOLD BANK 001199 8/25/00 $1,557.34 51937 SUPPUES-9OlICE BlUMENllW... UNIFORM 001310 8/25/00 $238.24 51938 SERVICES-PlANNING ROGER BUDKE 001580 8/25/00 $2,947.50 51939 RETA1NAGE-PUB WKS OTY OF WOODBURN 002525 8/25/00 $55,894.31 51940 SERVICES..(X)URT MARGOT COMlEY 002686 8/25/00 $256.25 51941 SERVICES-PUB WKS CRANE &. MERSETH 002896 8/25/00 $5,214.00 51942 SERVICES-WATER DIRECT UNK 003240 8/25/00 $227.78 51943 SERVICES-WWTP JAMES W FOWlER CO 005215 8/25/00 $1,061,992.02 51944 SUPPlIES-PARKS FRYS ELECTRONICS 005405 8/25/00 $193.55 51945 SUPPl..IES-9OlICE GAL.l5 INC 006011 8/25/00 $52.98 51946 SERVICEs-UBRARY GE CAPITAL 006079 8/25/00 $167.63 51947 SERVICES-STREET HIRE CALliNG 007240 8/25/00 $466.38 , 51948 SERVICES-SElf INS HUGGINS INSURANCE 007333 8/25/00 $3,854.75 51949 SERVICES-VARIOUS IOS CAPITAL 008118 8/25/00 $1,136.84 51950 SERVICES-WATER IKON OFFICE 008119 8/25/00 $20.90 51951 SERVICES-POUCE KEY INVESTMENTS 010080 8/25/00 $3,488.00 51952 SERVICES-WATER 11MO T KORKEAKOSKI 010298 8/25/00 $2,560.00 51953 SUPPUES-ENG l&L BUILDING 011010 8/25/00 $431.10 51954 SERVICES-WWTP lEWEll YN TECH 011215 8/25/00 $1,890.00 Page 6 AlP OiEO< USTING FOR THE MONTH OF AUGUST 2000 8D 51955 SERVICES-POUCE MCOJRDY TRAVEL 012365 8/25/00 $261.00 51956 SUPPUES-VARIOUS METROFUEUNG 012448 8/25/00 $1,950.76 51957 SERVICES-VARIOUS NEXTEL COMM 013188 8/25/00 $938.63 51958 SERVICES-WATER NW NATURAL GAS 013350 8/25/00 $1,102.91 51959 SERVICEs-ENG ONSITE ENVIRON 014055 8/25/00 $803.20 51960 SUPPUES-PUB WKS PAOAC OffiCE 015042 8/25/00 $121.00 51961 SUPPLIES-PARKS JD PENCE AQUATIC 015223 8/25/00 $720.00 51962 SUPPLIES-WATER THE PlANK CO 015362 8/25/00 $115.00 51963 SERVICES-STREET PORT GENERAL ELEC 015420 8/25/00 $2,453.29 51964 SUPPLIES-WWTP QUALIlY CONTROL SER 016063 8/25/00 $952.00 51965 SERVICES-WATER RADIX CORP 017035 8/25/00 $256.74 51966 REIMBURSE-AllY N ROBERT SHIELDS 018450 8/25/00 $146.40 51967 SERVICES-ENG TEK SYSltMS 019046 8/25/00 $1,840.00 51968 REIMBURSE-COURT MARY TENNANT 019055 8/25/00 $n.oo 51969 SERVICES-PUB WKS UNION PAOAC 020015 8/25/00 $1.00 51970 SERVICES-WATER US WEST COMM 020096 8/25/00 $298.71 51971 SUPPUES-PARKS VIEKSO QUALIlY 021140 8/25/00 $1,161.91 51972 REIMBURSE-PARKS D RANDALL WESTRICK 022260 8/25/00 $25.85 51973 SERVICES-POUCE WILSONVILlE LOCK 022422 8/25/00 $59.50 51974 SERVICES-WATER WBN GARAGE DOOR 022605 8/25/00 $910.00 51975 PETTY CASH-VARIOUS 0lY OF WOODBURN 015255 8/25/00 $170.17 51976 LEASE PAY-PUB WKS WEST &. ZINAIDA TORAN 019183 8/29/00 $1,400.00 519n SERVICES-WATER VALLEY MAIUNG 021044 8/31/00 $416.40 51978 VOID VOID VOID $0.00 51979 VOID VOID VOID $0.00 51980 VOID VOID VOID $0.00 51981 REFUND-WTR/SWR E BLUST % D BLUST NONE 8/31/00 $2.35 51982 REFUND-PARKS DAUA VALDEZ NONE 8/31/00 $40.00 51983 SERVICES-COURT VALLEY RIVER INN NONE 8/31/00 $190.54 51984 SERVlCES-POUCE RIVERSIDE INN NONE 8/31/00 $325.00 51985 SERVlCE5-POUCE WIO<LANDER-ZULAWSKI NONE 8/31/00 $790.00 51986 SERVICEs-POUCE NATIONAL RIA.E ASSOC NONE 8/31/00 $350.00 51987 SERVlCES-PARKS SPIRIOON RACE MGMT NONE 8/31/00 $602.00 51988 SERVICES-VARIOUS N!J.A PEST CONTROL 000011 8/31/00 $4n.75 51989 SERVICES-PARKS ACE SEPTIC 000031 8/31/00 $619.50 51990 REIMBURSE..PQUCE JASON ALEXANDER 000120 8/31/00 $93.92 51991 SERVICES-PARKS ALLOUTFIRE&.SAFETY 000130 8/31/00 $579.25 51992 SERVICES-VARIOUS ARAMARK UNIFORM 000534 8/31/00 $1,437.43 51993 SERVICES-VARIOUS AT&T 000623 8/31/00 $73.31 51994 SERVICEs-roURT BARRAN,UEMAN LLP 001145 8/31/00 $25.00 51995 SUPPUES-PARKS BEN FRANKUN 001205 8/31/00 $78.57 51996 SUPPLIES-VARIOUS BIMART CORP 001275 8/31/00 $343.91 51997 SUPPUE5-C GARAGE BlAST CllANING 001298 8/31/00 $28.00 51998 SERVlCES-POUCE CASE AUTOMOTIVE 002190 8/31/00 $2,902.30 51999 SUPPUES-PARKS CASCADE COLUMBIA 002218 8/31/00 $1,225.00 52000 SERVICES-SElf INS as 0lY CTY INS 002488 8/31/00 $142,207.98 52001 SUPPLIES-VARIOUS COASTAL FARM 002625 8/31/00 $204.33 52002 SUPPllEs-PARKS COASlWIDE lAB 002626 8/31/00 $2,206.16 52003 SUPPLIES-FINANCE COMARK GOVT SALES 002684 8/31/00 $466.20 Page 7 8D NP OiEO< USTlNG FOR THE MONTH OF AUGUST 2000 52004 SUPPUES-VARIOUS DAVISON AUTO PTS 003080 8/31/00 $498.35 52005 SUPPUEs-POlICE DAVISON AUTO 003081 8/31/00 $6.98 52006 SUPPllES-WWTP FAMIUAN NW 005030 8/31/00 $69.70 52007 SUPPUES-VARIOUS FARM PlAN 005062 8/31/00 $123.53 52008 SUPPUES-WWTP FISHER IMPLEMENT 005145 8/31/00 $80.35 52009 SUPPUES-PARKS FOLD-A-GOAL 005202 8/31/00 $1,562.34 52010 SERVICES-POUCE FaTO MAGIC 005258 8/31/00 $76.67 52011 SUPPllES-STREET GK MAOiINE 006009 8/31/00 $144.61 52012 REIMBURSE-PARKS LESUE GREEAR 006298 8/31/00 $43.62 52013 SUPPUES-VARlOUS eN HARDWARE 006405 8/31/00 $1,143.52 52014 SERVICES-PARKS o HANSEN ro 007055 8/31/00 $481.00 52015 SERVICES-STREET HIRE CAWNG 007240 8/31/00 $513.02 52016 SUPPUES-WATER HUBBARD a-tEVROLET 007320 8/31/00 $61.96 52017 SUPPllES-STREET IND WELDING 008100 8/31/00 $61.20 52018 SERVICES-C STORES IKON OffiCE 008119 8/31/00 $426.02 52019 SUPPUES-STREET INSERTA FITTINGS 008135 8/31/00 $56.17 52020 SUPPUE5-C GARAGE INTERSTATE AUTO PTS 008295 8/31/00 $67.53 52021 SUPPUES-POUCE KUSTOM SIGNALS 010370 8/31/00 $2,878.00 52022 SUPPllES-VARIOUS 1.&L BUILDING 011010 8/31/00 $621.70 52023 SERVICES-PARKS LEISINGER DESIGNS 011202 8/31/00 $3,820.00 52024 SUPPUES-PARKS UNCOLN EQUIPMENT 011250 8/31/00 $310.68 52025 SERVICES-WWTP UNN BENTON roMM roll 011280 8/31/00 $1,251.20 52026 SERVICE5-COURT MSI COURT 012015 8/31/00 $125.00 52027 SERVICES-BUILD MAR CTY BLDG INSPEC 012090 8/31/00 $2,346.00 52028 SUPPUES-PARKS MARION ENVIRON 012227 8/31/00 $12.20 52029 SERVICES-ATTY DONNA MELENDEZ 012420 8/31/00 $11.50 52030 SUPPUES-VARlOUS MR P'S AUTO PTS 012510 8/31/00 $571.64 52031 SUPPllEs-PARKS MUFFLERS HITa-tES 012655 8/31/00 $36.00 52032 REIMBURSE-PlANNING JIM MULDER 012670 8/31/00 $9.75 52033 SERVICES-PARKS NATl REC & PARKS 013090 8/31/00 $440.00 52034 SERVICES-WWTP NEXTELroMM 013188 8/31/00 $431.32 52035 SUPPlIES-PARKS NORTH COAST ElEcrRIC 013215 8/31/00 $135.00 52036 SUPPUES-WWTP NORTHSTAR OiEMICAL 013235 8/31/00 $4,887.25 52037 SERVICES-VARIOUS NW NATURAL 013350 8/31/00 $1,206.47 52038 SERVICES-PARKS OR OEPT OF CONSUMER 014199 8/31/00 $110.24 52039 SERVICES-SELF INS PAULS AUTO BODY 015185 8/31/00 $1,023.36 520<<) SUPPUES-PARKS PEPSI roLA 015225 8/31/00 $878.20 52041 SUPPUES-WWTP PRAXAIROISf 015480 8/31/00 $14.84 52042 SERVICES-COURT PRIMA OR a-tAPTER 015538 8/31/00 $130.00 52043 SERVICES-llBRARY PROTECTION ONE 015566 8/31/00 $407.04 52044 SUPPUEs-PARKS PRO TINT WINDOW 015568 8/31/00 $3,484.80 52045 SERVICES-POUCE RAIN MARION CTY 017042 8/31/00 $15,439.75 52046 SUPPUES-PARKS ROSE PAPER PROD 017316 8/31/00 $223.50 52047 SUPPlIEs-PARKS ROTHS lGA 017340 8/31/00 $161.64 52048 SERVICES-PARKS RSS ARa-tITECTURE 017346 8/31/00 $126.00 52049 SERVICES-VARIOUS LES SOiWAB TIRE 018300 8/31/00 $1,489.89 52050 SUPPUES-PARKS SCOT SUPPLY 018308 8/31/00 $179.93 52051 SUPPUES-WWTP SIERRA WINOS 018458 8/31/00 $106.50 52052 SERVICES-PARKS SONITROL 018605 8/31/00 $50.00 Page 8 I l' NP Q-1EO< USTlNG FOR THE MONTH OF AUGUST 2000 8D 52053 SERVICE5-VARIOUS 50S LOO< SERVICE 018608 8/31/00 $226.10 52054 SUPPllE5-VARIOUS US OFFICE PROD 019100 8/31/00 $375.17 52055 SUPPUE5-WWTP UNOCAL ERNIE GRAHAM 020010 8/31/00 $588.64 52056 SUPPllE5-STREET UNITED PIPE 020030 8/31/00 $284.40 52057 SERVICES-FINANCE US WEST COMM 020095 8/31/00 $216.00 52058 SERVICES-PARKS VERIZON WIRELESS 021123 8/31/00 $19.14 52059 SERVICES-VARIOUS VERIZON WIRElESS 021124 8/31/00 $1,355.43 52060 SUPPUE5-POUCE WALMART STORES 022035 8/31/00 $104.32 52061 SUPPUE5-ATTY weST GROUP 022160 8/31/00 $157.00 52062 SUPPllES-PARKS WILL RED CROSS 022328 8/31/00 $40.00 52063 SUPPlIES-STREET WILL FLUID POWER 022340 8/31/00 $63.80 52064 REIMBURSE-PARKS KATHY WILLCOX 022390 8/31/00 $34.96 52065 SUPPUE5-VARIOUS WITHERS LUMBER 022445 8/31/00 $147.84 52066 SERVICES-PARKS WOLFERS HEATING 022460 8/31/00 $81.25 52067 SUPPlIES-PARKS WBN FERTIUZER 022590 8/31/00 $27.30 52068 SERVICES-MAYOR WBN FLORIST 022600 8/31/00 $33.00 52069 SUPPUES-VARIOUS WBN RENT-ALL 022708 8/31/00 $2,721.50 52070 SERVICES-RSVP YES GRAPHICS 024025 8/31/00 $197.00 52071 REIMBURSE-RSVP CHARLES MOHLER 035555 8/31/00 $19.00 52072 REIMBURSE-RSVP ALMEDA QUIRING 035608 8/31/00 $9.00 52073 REIMBURSE-RSVP MARIAN REED 035615 8/31/00 $11.00 52074 REIMBURSE-RSVP JUNE WOOOCOO< 035648 8/31/00 $12.00 52075 REIMBURSE-RSVP JAY WOODS 035763 8/31/00 $28.00 52076 REIMBURSE-OAR OOROTHA BORLAND 045100 8/31/00 $31.00 52077 REIMBURSE-OAR SALLY BUSE 045110 8/31/00 $158.41 52078 REIMBURSE-OAR CORNEUUS DONNELLY 045230 8/31/00 $160.89 52079 REIMBURSE-OAR LEONARD GIAUQUE 045290 8/31/00 $101.68 52080 REIMBURSE-OAR AGNES HAGENAUER 045310 8/31/00 $138.26 52081 REIMBURSE-OAR FRED HAYES 045315 8/31/00 $304.42 52082 REIMBURSE-OAR BEULAH JORDAN 045320 8/31/00 $99.51 52083 REIMBURSE-wrR/OAR JOAN PREZEAU 045525 8/31/00 $370.94 52084 REIMBURSE-OAR GERTRUDE REES 045545 8/31/00 $45.57 52085 REIMBURSE-OAR LOLA SPERATOS 045560 8/31/00 $19.84 52086 REIMBURSE-DAR STEVE STURN 045585 8/31/00 $149.42 52087 REIMBURSE-DAR HArnE VANOECOVERING 045670 8/31/00 $30.07 OIL $1,855,883.69 Page 9 ,. ~~~ ~~~~~~ ~~ ~~~ ~~ ~~ ~~ ~~ ~~~%~ %~CIl%;Sl8~~ 3~::c (,)::Cc.n::C (,) N::C c.n::C ~::c "'N CD.... >< No~.....,::c_8N>< (") "tI (") irE :I> -t i~ ::c"tl ~, z~ m::c ~ "'-tQ~ ~ ~ . 0 lDlll 3 III .&i ~ ~OC:1ll i~ .~ .f ~~ "tI ~:::JF<= i (ll Ill~ iD~ .:c '< iD '< ~ ... ~ :::J r- g ~ III if ~ I'D' ca a ... :::J la:tf !I l~ f ~ICIl z -. ... ~ :$- :t~ ~ ~ q 3'i a g- ~ 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CIl 0 <; li ;;0 ~ :I: III 0 III S' 0 lQ 0 0 li a. ~ C'l 0 0 ~ 0 o' a. ::I c.. 3' ~ c.. 3' . 8F Community Development MEMORANDUM 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246 Date: August 31, 2000 To: Jim Mulder, Acting Community Development Director From: Building Department Subject: Building Activity for August 2000 1998 1999 2000 Dollar Dollar Dollar No. Amount No. Amount No. Amount New Residence Value 5 $638,945 27 $3,525,926 5 $611,297 Multi Family 0 $0 0 $0 0 $0 Residential Adds & Alts 12 $70,957 5 $59,800 0 $0 Industrial 0 $0 0 $0 0 $0 Commercial Value 0 $0 0 $0 0 $0 Signs, Fences, Driveways 7 $11,816 13 $33,200 7 $15,650 Manufactured Homes 5 $133,891 1 $40,000 1 $34,995 TOTALS 29 $855,609 46 $3,658,926 13 $661,942 July 1 - June 30 Fiscal Year To Date $3,025,888 $6,060,454 $1,344,175 Bldg\activity 8/00 ,. r ~ City of Woodburn Police Department 8G STAFF REPORT 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2345 Date: August 29, 2000 '~J Null, Chief ofpolice Mayor and Council From: , To: Thru: John Brown, City Administrator Subject Police Department Activities - April 2000 The Consolidated Monthly Report is a monthly analysis of police department calls for service, This report lists all police department incident investigations for the month, shows year to date and compares with the previous year. 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V '. e e' c III ..J' ex O'~ II) Q,=, % "':"',9 ~ ~! ~ ~ ~'!!! ~ !I' ~ u act -c > ;z:: ct V lL. e ~ o:!: ~ ~ !!! ;:z: Il'!a- iN ,...N .... l(\ CO'" .... , , i...J I~ if2 ~ I .... ,_ 0 '-.... ... Cl ....Z a;~ .... o 1 .... N o ~8 1f 8H September 25, 2000 TO: FROM: SUBJECT: Honorable Mayor and City Council 1A.~ John C. Brown, City Administrator...LL"'/ Soccer Field Lighting at Woodburn High School Recommendation: It is recommended the City Council receive this report. Background: On June 1 0, 2000 the Planning Commission approved Site Plan Review 99-09 and Variance 99-05 associated with playing fields and attendant improvements at Woodburn High School. Installation of the playing fields commenced shortly thereafter, and lighting was installed around the football and soccer fields. Staff was subsequently contacted by planning commissioners and area residents, who expressed concerns regarding the lighting installed around the soccer field. Staff reviewed the Planning Commission's action, contacted the School District, indicated that approval for lighting around the soccer field had not been granted by the Planning Commission, and asked the District to either remove the lights or seek Planning Commission approval for a modified site plan (Attachment 1). Discussion: At your August 28, 2000 meeting a representative of the Woodburn School District appeared to request a waiver of the $1,082 fee associated with the modified site plan review. Questions were raised regarding whether soccer field lighting was identified for the Commission when it considered the site plan. Also discussed was the City's policy regarding fee waivers, and whether the circumstances surrounding the site plan warrant a waiver. The Council directed staff to investigate the matter and return at its next meeting to report its findings, so consideration of a fee waiver could be given. Through a review of the staff report and application materials submitted by the School District, a review of the minutes of the June 10m Planning Commission meeting, and through discussions with Planning Commissioners, it was determined that soccer field lighting was not included in the narrative portion of the site plan application, nor was it discussed at the Planning Commission. Neither was lighting clearly identified on the map submitted by the School District and included as part of the application package. A copy of the staff report, and site plan application is attached per the Council's August 28, 2000 direction. In its application for a modified site plan, to be considered by the Planning Commission on September 28, 2000, the District acknowledges it did not identify the soccer field lighting as part of the previous site plan review. A copy of that application is '11" Honorable Mayor and City Council September 25, 2000. Page 2. 8H not included with this report, as it is not yet available to the Planning Commission, and may subsequently be the subject of appeal before your Council. As indicated to you on August 28th, it has not been (at least in recent years) the Council's policy to grant fee waivers. Nor does it appear the circumstances surrounding the District's site plan warrant one. A modified site plan is necessary if soccer field lighting is to be approved, and staff time will be expended processing the plan and presenting it to the Planning Commission. Accordingly, a fee waiver is not recommended. The District cites lack of funding and the hardship another $ 1 ,082 fee places on the project, and the amount of volunteer effort expended to develop the sports complex. Of concern is that the fee is charged for broad site plan review, and what is presently at issue is of very narrow focus. The fee structure for site plan review does not, however, recognize that distinction. In discussing this matter with District representatives they agreed the District should seek Planning Commission approval for the soccer field lighting, and that it is appropriate for the City to recover its costs for application processing. In recognition of the volunteer effort expended on the sports complex, and the District's limited funding for the project (which is supported by tax-payers) and to compensate for the limited focus of the required site plan modification, I have offered, and the District has accepted a proposal to limit the fees to which the District will be subject. Fees will reflect only the staff time actually expended on the matter. To facilitate processing its application, the District has provided a purchase order for the full amount of the fee. The District will, however, only be charged for an amount equal to the staff time expended. Should staff time equal or exceed $1,082, the full fee will be charged. City and District staff view this proposal as fair, warranted by the circumstances, and responsive to the concerns raised by the Council on August 28th. Should you desire, based on your review of this report and the supporting materials, that fees be handled in a different manner, please provide the appropriate direction. )CB '1r ATTACHMENT I 8H Page --'-- of c:::l- CITY OF WOODBU:RN 270 MontgomeIy Street · Woodburn, Oregon 97071 . (503) 982-5222 TOO (503) 982-7433 · FAX (503) 982-5244 August23,2000 Walt Blomberg Director of Personnel and Administrative Services Woodburn School District 965 N. Boones Ferry Road Woodburn, OR 97071 Re: Soccer Field Lighting at Woodburn High School Dear Mr. Blomberg, I recently became aware that lighting was installed around the new soccer field at Woodburn High School. After researching City records,l find that the City has not granted land use approval or building permits to install the lights. I understand, however, that electrical permits have been issued by Marion County for the installation. Last year, the City granted Site Plan Review approval (Site Plan Review 99-09) for the installation of new ballfields, a concession stand, and additional lights around the football field. The School District did not request nor was any approval granted to allow lighting around the new soccer field. The installation of said lighting requires Site Plan Review approval by the City (Woodburn Zoning Ordinance Section 37.140) and issuance of building permits (Oregon Structural Specialty Code Section 106.1) by the City Building Department for a .U. Division "2" Occupancy. Therefore, notice is hereby given that said installation is in violation of City code. You have two options pertaining to this matter. First, you may remove the lights. If you choose this option, this shall be accomplished within 30 days of the date of this letter. . Second, you may submit a Site Plan Review application requesting approval of the lights. If the application is approved, building permits would then be required for the installation. If you choose this option, you must submit a Site Plan Review application within 30 days of this letter. In any event, the lights shall not be turned on until after the proper City approvals have been granted and a final inspection of the installation has been approved. If you have any questions regarding this matter, please contact me at (503) 982-5246. Hopefully, we can avoid this type of situation in the future through better coordination Page 1 of 2 1Tr / 8H ATTAC'1MENT d-- Page...:!!:- of - between the School District and the City Community Development Department. Sincerely, ~ 3a es P. Mulder A 'ng Director of Community Development cc: John Brown, City Administrator Page 2 of 2 '1f ATTACHMENT J 8H Page~ of I~ CITY OF WOODBURN 270 Montgomery Street . Woodburn, Oregon 97071 · (503) 982-5222 TOD (503) 982-7433 · FAX (503) 982-5244 STAFF REPORT SITE PLAN REVIEW 99-09 VARIANCE 99-05 APPLICANT: Rick Rainone CCMI 11850 SE Mt. Sun Drive Clackamas, OR 97015 II PROPERTY OWNER: Woodburn School District 965 N. Boones Ferry Rd. Woodburn, OR 97071 III APPLICANTS STATEMENT: The purpose is to provide improvements to the existing Woodburn High School campus. 1. Additional Play Fields a. Soccer Field b. J. V. Softball c. Varsity Baseball d. Soccer / Practice e. Football / Practice Attachment D 2. Field Lighting (Existing Football Field) Pole mounted lights to be utilized for games and some night practices. lighting system will be designed by professional lighting designers and will be designed to minimize illumination on the adjacent property. 3. Concession Stand Improvements will include a concession stand to,serve attendees at sporting events. Attachment E 4. Site Sign Site sign will serve two functions. 1) Site Sign 2) Electronic reader board. SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 1 of 8 M ATTACHMENT c:z 8H Page -2::::. 01 Ie:::; Proposed sign will improve the high schools ability to provide graphic messages. Attachment F IV RELEVANT FACTS: . The property is identified as Lots #300, 400, 500 and a portion of Lot #600 of Township 5 South, Range 1 West, Section 07 A and Lot #300 of Township 5 South, Range 1 Est of Section OaBC. . The property is identified on the comprehensive plan map a public use. . The zone designations are PA Public Amusement and Recreation District (Chapter 37 WZO Section 37.010 (e) Ball Park and PE Public and Private Educational Facilities District (Chapter 37 WZO Section 37.030 (a) School). . The zone designations allow for the proposed uses. V RELEVANT APPROVAL CRITERIA: A. Woodburn Comorehensive Plan B. Woodburn Zoning Ordinance 1. Chapter 2 Administration of the Ordinance 2. Chapter 5 Permits and Enforcement 3. Chapter 6 Planning Commission 4. Chapter a General Standards 5. Chapter 13 Variance 6. Chapter 11 Site Plan Review 7. Chapter 37 Public, Semi-Public and Governmental Use Districts C. Woodburn Landscaping Policies and Standards D. Sian Ordinance A. Woodburn Comprehensive Plan STAFF COMMENT: Appltcable approval criteria can be met through the zoning ordinance. B. Woodburn Zoning Ordinance The following sections of the Zoning Ordinance were found to be relevant SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 2 of a I TIT ATTACHMENT ~ Page~ of I S 8H to the approval of this application: Chaoter 11 Site Plan Review Section 11.030 Approval of Site Plan Required (a) No building permit for construction of structures governed by this chapter shall be issued until the Site Plan for that structure has received approval under the provisions of this Chapter. (b) Any conditions attached to the approval of the Site Plan shall be conditions on the issuance of the building permit. A violation of the conditions shall be considered a violation of this Ordinance. Section 11.070 Criteria for Evaluating a Site Plan. The following criteria shall be used in evaluating a Site Plan: (c) The placement of structures on the property shall minimize adverse impact on adjacent uses. STAFF COMMENT: At different times of the school year there will be different sport activities taking place. These activities will generate an additional amount of noise not realized in the past. Since only the football and track fields are provided lighting, other sports will be limited to the daylight hours. (b) Landscaping shall be used to minimize impact on adjacent uses and c) landscaping shall be so located as to maximize its aesthetic value. STAFF COMMENT: The sport activity play areas are laid out to maximize the use of the land available with the concession stand placed by the parking lot. Open grass play fields in staff opinion are not aesthetically offensive. As a condition of approval, the School District is required to maintain the planting strip and street trees along the south side of Hazelnut Drive the length of the school frontage. Additional right-of-way improvements in the way of sidewalks, planting strips and trees will be required for those areas not improved that are adjacent to school property on Hazelnut Drive. (d) Access to the public streets shall minimize the impact of traffic patterns. Whenever possible, direct access shall not be allowed to arterial streets. Wherever possible, access shall be shared with adjacent uses of a similar nature. SITE PlAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 3 of 8 , '1r ATTAC~ENT c3- 8H Page of 1'-., STAFF COMMENT: There are three controlled access points to the school. Highway 214 is the primary access with Front Street and Hazelnut Drive are collector Streets and serve as secondary access points. No traffic impact study was required of the School District with this application since no additional access points have been proposed. As a safety feature, fencing along Hazelnut Drive would keep activities confined to the play field. (e) The design of the drainage facilities shall minimize the impact on the city's or other public agencies drainage facilities. STAFF COMMENT: As a condition of approval the applicant will have to provide Public Works with a drainage plan prior to construction. (f) The design encourages energy conservation, both in its siting on the lot, and its accommodation of pedestrian and bicycle traffic. STAFF COMMENT: This criteria is not applicable to this proposal. (g) The proposed site development, including the architecture, landscaping and graphic design, is in conformity with the site development requirements of this Ordinance and with the standards of this and other ordinances insofar as the location and appearance of the proposed development are involved. STAFF COMMENT: The only building structure consists of the proposed concession stand. See attached elevation. Its size and location renders little visual impact relative to the size of the school complex. (h) The location, design, color and materials of the exterior of all structures and signs are compatible with the proposed development and appropriate to the character of the immediate neighborhood. STAFF COMMENT: The color of the concession stand will be blue and white. See attached elevation. In addition, the school is requesting the existing free standing sign on Highway 214 school entrance be replaced with a monument reader board sign approximately 42 square feet in size. C. Woodburn Landscaping Standards & Policies STAFF COMMENT: The Woodburn School District has a grounds maintenance crew that assures that the play fields and landscaped areas are maintained. SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 4 of 8 111" ATTAC~ENT c:.2.. 8H Page of I c.:; D. Sign Ordinance STAFF COMMENT: The School District presently has a free standing sign adjacent to Highway 214. The proposed replacement would serve two functions. It will identify the schools location to the main entrance and secondly, provide graphic messages. Presently the existing free standing sign serves the same purpose but requires the letter board messages be changed by hand. The proposed monument sign would be changed electronically. See attached elevation. Interestingly, the City's sign ordinance does not address sin age as it relates to school properties. However, strong precedence has been established that substantiates the use of sinage associated with school property. Every school in the Wooburn School District has sinage which identifies its grade level and is utilized to inform the public of upcoming events. Additionally, sinage associated with scoreboards is also typical of uses associated with sporting events especially High Schools. Lastly, the proposed sign is more attractive and can provide more information to the public of upcoming school events. The proposal is certainly in keeping with the precedence for the allowance of sinage on school property. It is Staff's opinion that sinage on school property meets the criteria test as established under the Variance criteria of Chapter 13 of the Woodburn Zoning Ordinance. Section 13.020. Conditions for Granting a Variance. The Planning Commission may permit and authorize a Variance when it appears for the application, or the facts presented at the public hearing, or by investigation: (a) That there are unnecessary, unreasonable hardships or practical difficulties which can be relieved only by modifying the literal requirements of the Ordinance; STAFF COMMENT: Not providing sinage allows no way to identify this as a school site and provides information as to its main entrance from State Highway 214. (b) That there are exceptional or extraordinary circumstances or conditions applying to the land, buildings, or use referred to in the application, which circumstances or conditions do not apply generally to land, buildings, or uses SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 5 of 8 , 1f ATTActt~ENT :L Pago of I$' 8H in the same District; however, non-conforming land uses or structures in the vicinity shall not in themselves constitute such circumstances or conditions; STAFF COMMENT: In a Public Use District involving schools, it is standard that sinage be allowed to identify grade levels and providing the public with information regarding upcoming events. Circumstances apply to this District that unfortunately where not taken into account in the sign ordinance. (c) That granting the application will not be materially detrimental to the public welfare or be injurious to property or improvements in the neighborhood of the premises; STAFF COMMENT: The use of sinage rather than being detrimental to the public will be helpful by providing identification as to the main entrance and upcoming events. (d) That such Variance is necessary for the preservation and enjoyment of the substantial property right of the petitioner; STAFF COMMENT: Allowance for the replacement of the existing sign would preserve the applicant's use to identify school property. (e) That the granting of the application will not, under the circumstances of the particular case, adversely affect the health or safety of persons working or residing in the neighborhood of the property of the applicant; and STAFF COMMENT: Staff does not find this criteria applicable to the request. (f) That the granting of the application will be in general harmony with the intent and purpose of this Ordinance and will not adversely affect any officially adopted Comprehensive Plan. STAFF FINDING: The sign ordinance does not speak of school sinage. However, the proposal is found to not adversely affect the adopted comprehensive plan. VI COMMENTS FROM OTHER DEPARTMENTS: Public Works See Attachment A SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 6 of 8 1f ATTACHMENT c2 8H Page...2- of I s'" VII ADDITIONAL STAFF COMMENTS: A. The request complies with the Comprehensive Plan and the Comprehensive Plan Map. B. The proposed use is allowed per Chapter 37 of the Zoning Ordinance. C. The site plan is in substantial conformance with Chapter 11 Site Plan Review. D. The applicant has submitted sufficient information as required per Chapter 11 Site Plan review. CONCLUSION: The applicant is requesting administrative site plan review approval of a concession stand and ball fields. The proposed use and improvements have been discussed in detail by the applicant and in this staff report. DECISION AND CONDITIONS OF APPROVAL: Approval of the placement of the structure on the subject site was granted by the Community Development Director and is subject to the following conditions of approval: 1 . The proposed development shall be In substantial conformance with the preliminary plan. 2. The School District shall maintain the planting strip and trees along the south side of Hazelnut Drive the length of the school frontage. The landscaping shall be maintained year round. Plantings shall be watered regularly, dead and dying trees shall be replaced by the applicant during the next planting season. 3. Additional right-of-way improvements regarding sidewalks, planting strips and trees shall be required for those areas not improved that are adjacent to school property on Hazelnut Drive. 4. A fence shall be constructed along Hazelnut Drive the length of the schools ball fields. 5. Final plans shall conform to the construction plan review procedures and standards. SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 7 of 8 ",. ATTACHMENT Page ~ of 'i 0<..... 1<' 8H 6. All work shall conform to the City of Woodburn standards and all State building codes. 7. Conditions of approval also include the following attachment as submitted by the Public Works Department. Any conditions attached to the approval of the site plan shall be conditions on the issuance of a building permit. A violation of the conditions shall be considered a violation of the ordinance. SITE PLAN REVIEW 99-09 Woodburn School District - Ballfields and Concession Stands Page 8 of 8 '" ATTAC~ENT PUy(: -.2-. of c:2 8H 1< SITE PLAN REVIEW WOODBURN mGH SCHOOL ATHLETIC FIELDS GENERAL CONDITIONS: 1. Final plan shall conform to the construction plan review procedures and standards. 2. All public works maintained facilities not located within the public right-of .way will require that proper easements be conveyed. 3. The applicant is responsible for obtaining pennits from any state and/or federal agencies which may require approval of pennit. 4. A Department of Environmental Quality 1200C, erosion control permit will be required. 5, Certain issues need to addressed from the previous land use approval for the school addition/remodel that remain uncompleted. 6. Fencing shall be provided adjacent to Hazelnut Drive and the Ball fields to prevent safety issues in regards to the activities and the traffic on Hazelnut Drive. 6. All work shall conform to the City of Woodburn Standards and all State Building Codes and Regulations. STREET AND DRAINAGE: 1. The proposal will utilize the existing paved driveway and parking facility, no additional conditions would be required. 2. Any proposed on.site storm sewer system will require review and approval from the Public Works Department. 3. For pedestrian safety, the sidewalk shall be completed along Hazelnut Drive from the East Boundary of this property to Mill Creek, this section is currently not improved. WATER: I. No additional water service is being requested by the applicant. If additional service is required. appropriate plans shall be reviewed and approved by the Public Works Department prior to installation. 2. No permanent structures shall be placed over the existing water main and easement traversing through this property 3. Fire protection shall be as per the Woodburn Fire Districts conditions of approval. SANITARY SEWER: I. No additional sanitary service is being requested by the applicant. If additional service is required, appropriate plans shall be reviewed and approved by the Public Works Department prior to installation. ATTACHMENT A 1r ATTACHMENT ,2 Page..-LQ.. of / ~ 8H 11850 SE Mounttlin Sun Drive. Clackamas. Oregon 97015 (503) 784-2399 FAX (503) 698-4799 April 29,1999 City of Wood bum 270 Montgomery Street Woodburn, Ore. 97071 Att: Mr. Steve Goeckritz, Re: Site Plan Review Application Additional Fields / Field Lights / Site Sign Woodburn High School The purpose of this letter is to provide a written Statement ofIntent for the improvements to the existing Woodburn High School. Described below are the improvements to the existing campus. I. Additional Play Fields ( See attached Site Plan) a. Soccer Field b. 1. V. Softball c. Varsity Baseball d. Soccer / Practice e. Football / Practice 2. Field Lighting ( Existing Football Field) Pole mounted lights to be utilized for games and some night practices. Lighting system will be designed by professional lighting designers and will be designed to minimize illumination on the adjacent property. 3. Concession Stand ( See location on attached Site Plan) Improvements will include a concession stand to serve attendees at sporting events. 4. Site Sign ( See rendering attached) Site sign will serve two functions. 1) Site Sign 2) Electronic reader board. Proposed sign will improve the high schools ability to provide graphic messages. Attached are additional application requirements: 1) Application Fee 2) 11 reduced site plans 3) Rendering of site sign 4) Labels addressed to adjacent properties. 5) Completed application form. ATTACHMENT B 11T May 17,1999 TO: City of Woodburn Planning Department From: Woodburn High School RE: New parking stalls / Woodburn High School ATTACHMENT.;l... 8H Page -1.L of / ~ Woodburn Public Schools completed a major Addition / Remodel Project at Woodburn High School in August 1998. The project included 220 new parking stalls. The new and the existing parking stalls will provide adequate parking capacity for the existing facility and the new fields proposed in this Site Plan Application. 11" ATTACHMENT c:< 8H age I ~ of I 5 ATTACHMENT C _ CJ 0- ,. e: .... N ~ ...... oS 0 ~ i '" ...... ...... 0 ...... C '" ci ... H 0\ ~ ~ ~ It -C '" N ci :En 1; 0 ) 0 P l ~ ~ ~ c .~ 1 to-.. UAIl4l8 .s \0 ~ ('t') . '1r (------1 I II> 0 ~ () M ;0 '" L.. g: 0 \ " HI ~ p l/l D ~ ~ () () ,., ,., ;0 ;0 ..... ~ ..... ~ l1' ;:; .... 0 0 C> LJ 0 ] ::: 0 < '""' !!!.. V "'''' all!! ) 0 ~~ --= o o 0 c 0 o 0 ~ III ~ *' 0 \ ~. ... . ~ , (' I o I I oy _ / / / / / / I I I I l/l ~"O !:l'" ... ...~ g:!:l o d.... 8H 11.,.81 JOS .^ 'r '----' ATTACHMENT 0 r 1W" SITE PLAN REVIEW APPUCA TION ~ ATTAC~~ENT I~ Page of 8H DIReCT QUeSTIONS TO: ~4''''''.:J~-c.. (APPUCANT NAME) ~c..I'1I ...1J ~ SO (ADDRESS) !'.f, Plf, f ~ IJ,.., ''''''-c. (TELEPHONE) c../ilc./' ~,....~, Orc, 7~- .2..31 &f 4,'" ,'-,,, .,. '70(~ PROPERTY OWNER:Jv~~1L...,..-' ~L"~ , PROJECT NAME: tV~~ A.,.~ ~'-c. LOCATION OF PROJECT:~~l '",rtv J../')t... MAP & TAX ACCOUNT NO(s): NAME OF DEVELOPER:--.WD~! b.....',..J ~CJ~.-JI ~e. ,,11 So Sc.~~..1 n ,'.(. {"'Joc,-I- ARCH./ENG.: Include 11 copies of the Site Plan including all the information required in the Zoning Ordinance, for the particular type of development proposed. All materials are to be folded and coUated. Include a detailed Statement of Intent, which describes the type and extent of the proposed operation, .any phasing of development being proposed, maintenance of landscaping, etc.. Applicant may use the attached statement page and/or include a separate statement along with this application. The statement of intent should include a discussion of the applicable approval criteria. ..................................................................... APPUCATION CHECKUST OFFICE USE ONLY Number of Copies Y/N 1. Site Plans....................... 2. Landscapellmga'n Plans... 3. Architectural Plans......:... 4. Sign Plans ..................... 5. Complete Application ...... 6. Statement of Intent ........ (11 ) (11 ) ( 4) ( 2) ( 1) ( 1) Date for Pre-application conference...Part I: Scheduled Hearing Date......................: Date of Engineering Conference.......Part II: "~ HEC'D tr APR 3 0 1999 '; r.)':}~': , ,I '; c> irlf,IJ"HiTY I.. .. "i.i;'tf DEPT. Page 6 - Standards Document f()( Site Plan Review 6J93 4 r rrr ATTAC~~ENT ~ ".J- Page' of I 5 81 (0 I certify under Denalties orovided bv law that the information contained herein is true and accurate to the best of mv knowledae and belief. . DATED this I((l~day of J,r," . 1 9 C;~ SIGNATURES of each owner (husband & wife), contract purchaser, representative. NAME Owner~...~~ ~c..~'-I' f),-, /..,."'(,.,. --... ~tX#0:'~-1--- ra P r Haser J ADDRESS & ZIP CODE g'5" ~ l:>"IV~'S ~;>/; ~4) ~~.:>J. ~'"',...'" c?I"CJ.~ q. c.>") I Re~en . 4:. #tit , ",...J .J}AI' " c.c.~~ . I J ~ ~i) 5. E. "" /-. ~c..~ 4/:-.; <- -CJ.c."~""'''' (),c. '1,01 S- I Page 6 - Standards Document f()( Site Plan Review 6IS3' .. 'rf lOA MEMO FROM: City Council Through City Administra~ Public Works Program Manager /.-1/ TO: SUBJECT: Lease Agreement with Union Pacific Railroad Company DATE: August 31, 2000 RECOMMENDATION: Approve the attached resolution authorizing the mayor to sign, on behalf of the city, a lease of property agreement with the Union Pacific Railroad Company for property upon which a portion of the city building at 121 8 Street occupies. BACKGROUND: The city owns an approximately 19,500 square foot storage building at 121 8 Street which is utilized by Public Works. A portion, approximately 4,100 square feet, of the open west end of the building sits on property that is owned by the Union Pacific Railroad Company. The city has an existing lease for use of this property for the existing building that was with Southern Pacific Transportation Company, which was acquired by Union Pacific Railroad Company in a merger. Union Pacific, since acquiring Southern Pacific, has been requiring that Southern Pacific lease agreements be converted to Union Pacific's current form of a lease on the agreement anniversary date which for this agreement is October 10, 2000. The only major difference, which also is a benefit to the city, is that the new lease agreement is for an annual term which renews automatically while the previous lease was for 30 day renewable terms. There also has been a rent increase to $3,000 annually which represents an approximately 12% increase over the last annual payment under the current lease. The general terms, Exhibit "8", of the lease contain the same basic elements as the previous lease but are rearranged and the various paragraphs are worded differently. The agreement has been reviewed by the city attorney and staff recommends that the mayor be authorized to sign the agreement on behalf of the city. 111" lOA COUNCIL BILL NO. 2263 RESOLUTION NO. A RESOLUTION ENTERING INTO A LEASE OF PROPERTY WITH THE UNION PACIFIC RAILROAD COMPANY AND AUTHORIZING THE MAYOR SIGN SAID LEASE. WHEREAS, in 1997, the City of Woodburn entered into a commercial lease agreement with the Southern Pacific Transportation Company for the lease of property where a public works shop is located; and WHEREAS, the Southern Pacific Transportation Company was legally acquired by the Union Pacific Railroad Company; and WHEREAS, it is now necessary to renew and update this lease on terms which are satisfactory to the parties; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn enter into a Lease of Property with the Union Pacific Railroad Company. A copy of said agreement is affixed hereto as Attachment "A" and is by this reference incorporated herein. Section 2. That the Mayor of the City of Woodburn is authorized to sign said lease on behalf of the City. Approved as to form~ ~ ~ City Attorney ~12 Q ( -z.e , ., Dat Approved: Richard Jennings, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon rrr lOA ATTACHMENT A Page -'-- of q Folder No. 01570-61 Audit No. 201022 LEASE OF PROPERTY THIS LEASE ("Lease") is entered into on the _ day of , 2000, between UNION PACIFIC RAILROAD COMPANY ("Lessor") and WOODBURN, CITY OF, an Oregon municipal corporation, whose address is 270 Montgomery Street, Woodburn, Oregon 97071 ("Lessee"). IT IS AGREED BETWEEN THE PARTIES AS FOLLOWS: Article I. PREMISES; USE. Lessor leases to Lessee and Lessee leases from Lessor the premises ("Premises") at Woodburn, Oregon, as shown on the print dated August 4, 1998, marked Exhibit A, hereto attached and made a part hereof, subject to the provisions of this Lease and of Exhibit B attached hereto and made a part hereof. The Premises may be used for maintenance and use of lessee owned improvements for a municipal public works shop and for purposes incidental thereto, only, and for no other purpose. Article II. TERM. The term of this Lease shall commence on October 10, 2000, and unless sooner terminated as provided in this Lease, shall extend for one year; and thereafter, shall automatically be extended from year to year. Article III. RENT A. Lessee shall pay to Lessor, in advance, rent of Three Thousand Dollars ($3,000.00) annually. The rent shall be increased by Three Percent (3%) annually, cumulative and compounded. B. Not more than once every three (3) years, Lessor may redetermine the rent. In the event that Lessor does redetermine the rent, Lessor shall notify Lessee of such change. Article IV. SPECIAL PROVISION - CANCELLATION Effective upon commencement of the term of this Lease, the Lease dated October 10, 1996, identified as Audit No. 201022 (the "Prior Lease"), together with any and all supplements and amendments, is canceled and superseded by this Lease, except for any rights, obligations or liabilities arising under the Prior Lease before cancellation, including any consent to conditional assignment, chattel agreement, or consent to sublease. The security deposit provision, if any, contained in the Prior Lease, will survive the cancellation of the Prior Lease and be made a part of this Lease. 11[ ATTACHMENT A Page ~ of c7 lOA IN WITNESS WHEREOF, the parties have executed this Lease as of the day and year first herein written, UNION PACIFIC RAILROAD COMPANY CITY OF WOODBURN By: By: Senior Manager - Real Estate Title: NOTE: Cancels and supersedes Lease Audit No. 20 I 022 dated October 10, 1996 TIT ~ .... ~ .~ \N .~~ ~ ~'\.. to.' O'~ ... 11.c) t ~ SQ. "'f~ IA.P. 737.38 ATTACHME Page.....:i. of .... ~ ~ AREA%= Ll165.35 O.09~Ac 1\& s '. . so ' il' _ !;~Y'~r~ -- -- -- - SOUTHERN PACIFIC TRANSPORTATION COMPANY ~ VALUATION SECT I ON MAP NUMBER PARCEL NUMBERISl ~ ~ AREA= Ll165.35 SQ. FT. 0.095 Ac 25 24 4 LEGEND: SALE AREA SHOWN IX>O<<1 NOTE: BEFORE you BEGIN ANY WORK. SEE AGREEMENT FOR FIBER OPTIC PROVISIONS. EXHIBIT "A" UNION PACIFIC RAILROAD COMPANY WOODBURN. MARION COUNTY. OREGON M.P. 737. 38 - WEST STAYTON BRANCH TD ACCOMPANY AGREEMENT WiTH CITY OF WOODBURN UPRRCO. R/w OUTLINED ~ADD C:/mops/sp/or/157061.S01 'ILENAME ,=AN p:/speng/or/20Iarv25024.t ,f -ILENAME IDX=568'LO.2756.0) SCALE: 1" = 100' OFF ICE OF REAL ESTATE OMAHA. NEBRASKA DATE: 8/4/1998 CAA FILE: 1570-61 '1r IND lS 11/15/99 APPROVED, LAW ATTACHMENT A Page ~ of Cf EXHIBIT B lOA Section 1. IMPROVEMENTS. No improvements placed upon the Premises by Lessee shall become a part of the realty. Section 2. RESERVATIONS AND PRIOR RIGHTS. A. Lessor reserves to itself, its agents and contractors, the right to enter the Premises at such times as will not unreasonably interfere with lessee's use of the Premises. B. Lessor reserves (i) the exclusive right to pennit third party placement of advertising signs on the Premises, and (ii) the right to construct, maintain and operate new and existing facilities (including, without limitation, trackage, fences, communication facilities, roadways and utilities) upon, over, across or under the Premises, and to grant to others such rights, provided that Lessee's use of the Premises is not interfered with unreasonably. C. This Lease is made subject to all outstanding rights, whether or not of record. Lessor reserves the right to renew such outstanding rights. Section 3. PAYMENT OF RENT. Rent (which includes the annual rent and all other amounts to be paid by Lessee under this Lease) shall be paid in lawful money of the United States of America, at such place as shall be designated by the Lessor, and without offset or deduction. Section 4. TAXES AND ASSESSMENTS. A. Lessee shall pay, prior to delinquency, all taxes levied during the life of this Lease on all personal property and improvements on the Premises not belonging to Lessor. If such taxes are paid by Lessor, either separately or as a part of the levy on Lessor's real property, Lessee shall reimburse Lessor in full within thirty (30) days after rendition of Lessor's bill. B. If the Premises are specially assessed for public improvements, the annual rent will be automatically increased by 12% of the full assessment amount. Section 5. WATER RIGHTS. This Lease does not include any right to the use of water under any water right of Lessor, or to establish any water rights except in the name of Lessor. Section 6. CARE AND USE OF PREMISES. A. Lessee shall use reasonable care and caution against damage or destruction to the Premises. Lessee shall not use or pennit the use of the Premises for any unlawful purpose, maintain any nuisance, penn it any waste, or use the Premises in any way that creates a hazard to persons or property. Lessee shall keep the Premises in a safe, neat, clean and presentable condition, and in good condition and repair. Lessee shall keep the sidewalks and public ways on the Premises, and the walkways appurtenant to' any railroad spur track(s) on or serving the Premises, free and clear from any substance which might create a hazard and all water flow shall be directed away from the tracks of the Lessor. B. Lessee shall not permit any sign on the Premises, except signs relating to Lessee's business. Page 1 of 6 G:'oLAWADMlPARII<JO\FORMS\lNOLEASE,EX8.00c '1l" INO LS 11/15/99 APPROVED, LAW ATTACHMENT~ Page ~ of (1 lOA C. If any improvement on the Premises not belonging to Lessor is damaged or destroyed by fire or other casualty, Lessee shall, within thirty (30) days after such casualty, remove all debris resulting therefrom. If Lessee fails to do so, Lessor may remove such debris, and Lessee agrees to reimburse Lessor for all expenses incurred within thirty (30) days after rendition of Lessor's bill. D. Lessee shall comply with all govemmentallaws, ordinances, rules, regulations and orders relating to Lessee's use of the Premises. Section 7. HAZARDOUS MATERIALS, SUBSTANCES AND WASTES. A. Without the prior written consent of Lessor, Lessee shall not use or permit the use of the Premises for the generation, use, treatment, manufacture, production, storage or recycling of any Hazardous Substances, except that Lessee may use (i) small quantities of common chemicals such as adhesives, lubricants and cleaning fluids in order to conduct business at the Premises and (ii) other Hazardous Substances, other than hazardous wastes as defined in the Resource Conservation and Recovery Act, 42 U.S.C. ~~ 6901, et seq., as amended ("'RCRN), that are necessary for the conduct of Lessee's business at the Premises as specified in Article I. The consent of Lessor may be withheld by Lessor for any reason whatsoever, and may be subject to conditions in addition to those set forth below. It shall be the sole responsibility of Lessee to determine whether or not a contemplated use of the Premises is a Hazardous Substance use. B. In no event shall Lessee (i) release, discharge or dispose of any Hazardous Substances, (ii) bring any hazardous wastes as defined in RCRA onto the Premises, (Hi) install or use on the Premises any underground storage tanks, or (iv) store any Hazardous Substances within one hundred feet (100') of the center line of any main track. C. If Lessee uses or permits the use of the Premises for a Hazardous Substance use, with or without Lessor's consent, Lessee shall fumish to Lessor copies of all permits, identification numbers and notices issued by governmental agencies in connection with such Hazardous Substance use, together with such other information on the Hazardous Substance use as may be requested by Lessor. If requested by Lessor, Lessee shall cause to be performed an environmental assessment of the Premises upon termination of the Lease and shall fumish Lessor a copy of such report, at Lessee's sole cost and expense. D. Without limitation of the provisions of Section 12 of this Exhibit B, Lessee shall be responsible for all damages, losses, costs, expenses, claims, fines and penalties related in any manner to any Hazardous Substance use of the Premises (or any property in proximity to the Premises) during the term of this Lease or, if longer, during Lessee's occupancy of the Premises, regardless of Lessor's consent to such use, or any negligence, misconduct or strict liability of any Indemnified Party (as defined in Section 12), and including, without limitation, (i) any diminution in the value of the Premises and/or any adjacent property of any of the Indemnified Parties, and (ii) the cost and expense of clean-up, restoration, containment, remediation, decontamination, removal, investigation, monitoring, closure or post-closure. Notwithstanding the foregoing, Lessee shall not be responsible for Hazardous Substances (i) existing on, in or under the Premises prior to the earlier to occur of the commencement of the term of the Lease or Lessee's taking occupancy of the Premises, or (ii) migrating from adjacent property not controlled by Lessee, or (iii) placed on, in or under the Premises by any of the Indemnified Parties; except where the Hazardous Substance is discovered by, or the contamination is exacerbated by, any excavation or investigation undertaken by or at the behest of Lessee. Lessee shall have the burden of proving by a preponderance of the evidence that any exceptions of the foregoing to Lessee's responsibility for Hazardous Substances applies. E. In addition to the other rights and remedies of Lessor under this Lease or as may be provided by law, if Lessor reasonably detennines that the Premises may have been used during the term of this Lease or any prior lease with Lessee for all or any portion of the Premises, or are being used for any Hazardous Substance use, with or without Lessor's consent thereto, and that a release or other contamination may have occurred, Lessor may, at its election and at any time during the life of this Lease or thereafter (i) cause the Page 2 of 6 G"lAWAOM\PARIIUO\FORMS\lNOlEASE.EXB,QOC TIr IND LS 11/15/99 APPROVED. LAW ATTACHMENT r q Page ~ of ci lOA Premises and/or any adjacent premises of Lessor to be tested, investigated, or monitored for the presence of any Hazardous Substance, (ii) cause any Hazardous Substance to be removed from the Premises and any adjacent lands of Lessor, (iii) cause to be performed any restoration of the Premises and any adjacent lands of Lessor, and (iv) cause to be performed any remediation of, or response to, the environmental condition of the Premises and the adjacent lands of Lessor, as Landlord reasonably may deem necessary or desirable, and the cost and expense thereof shall be reimbursed by Lessee to Lessor within thirty (30) days after rendition of Lessor's bill. In addition, Lessor may, at its election, require Lessee, at Lessee's sole cost and expense, to perform such work. in which event, Lessee shall promptly commence to perfonn and thereafter diligently prosecute to completion such work, using one or more contractors and a supervising consulting engineer approved in advance by Lessor. F. For purposes of this Section 7, the term "Hazardous Substance" shall mean (i) those substances included within the definitions of "hazardous substance", "pollutant", "contaminanr. or "hazardous waste", in the Comprehensive Environmental Response, Compensation and Liability Act of 1980.42 U.S.C. 99 9601, et seq., as amended or in RCRA, the regulations promulgated pursuant to either such Act, or state laws and regulations similar to or promulgated pursuant to either such Act, (ii) any material, waste or substance which is (A) petroleum. (B) asbestos, (C) flammable or explosive, or (0) radioactive; and (iii) such ~ther subfitanc@s, materials and wastes which are or become regulated or classified as hazardous or toxic I)nd@r f@derill. 5tete ar IQcall~w, Section B. UTILITIES. A. Lessee. Lessee will arrange and pay for all utilities and services supplied to the Premises or to B. All utilities and services will be separately metered to Lessee. If not separately metered, Lessee shall pay its proportionate share as reasonably determined by Lessor. Section 9. LIENS. Lessee shall not allow any liens to attach to the Premises for any services, labor or materials furnished to the Premises or otherwise arising from Lessee's use of the Premises. Lessor shall have the right to discharge any such liens at Lessee's expense. Section 10. ALTERATIONS AND IMPROVEMENTS; CLEARANCES. A. No alterations, improvements or installations may be made on the Premises without the prior consent of Lessor. Such consent, if given, shall be subject to the needs and requirements of the Lessor in the operation of its Railroad and to such other conditions as lessor determines to impose. In all events such consent shall be conditioned upon strict conformance with all applicable governmental requirements and Lessor's then-current clearance standards. B. All alterations, improvements or installations shall be at Lessee's sole cost and expense. C. Lessee shall comply with Lessor's then-current clearance standards, except (i) where to do so would cause Lessee to violate an applicable governmental requirement, or (ii) for any improvement or devi~ in place prior to Lessee taking possession of the Premises if such improvement or device complied with Lessor's clearance standards at the time of its installation. D. Any actual or implied knowledge of Lessor of a violation of the clearance requirements of this Lease or of any governmental requirements shall not relieve Lessee of the obligation to comply with such requirements, nor shall any consent of Lessor be deemed to be a representation of such compliance. Page 3 of 6 G:\LAWAOMIPARIKJOIFORMSIlNOLEASE.EX8-00c " 1lT' IND LS 11/15/99 APPROVED, LAW lOA Section 11. AS-IS. ATTACHMENT A- Page....::l- of 1 Lessee accepts the Premises in its present condition with all faults, whether patent or latent, and without warranties or covenants, express or implied. Lessee acknowledges that Lessor shall have no duty to maintain, repair or improve the Premises. Section 12. RELEASE AND INDEMNITY. A. As a material part of the consideration for this Lease, Lessee, to the extent it may lawfully do so, waives and releases any and all claims against Lessor for, and agrees to indemnify, defend and hold harmless Lessor, its affiliates, and its and their officers, agents and employees ("Indemnified Parties") from and against, any loss, damage (including, without limitation, punitive or consequential damages), injury, liability, claim, demand, cost or expense (including, without limitation, attorneys' fees and court costs), fine or penalty (collectively, "Loss") incurred by any person (including, without limitation, Lessor, Lessee, or any employee of Lessor or Lessee) and arising from or related to (i) any use of the Premises by lessee or any invitee or licensee of Lessee, (ii) any act or omission of Lessee, its officers, agents, employees, licensees or invitees, or (iii) any breach of this lease by Lessee. B. The foregoing release and indemnity shall apply regardless of any negligence, misconduct or strict liability of any Indemnified Party, except that the indemnity, only, shall not apply to any loss caused by the sole, active and direct negligence of any Indemnified Party if the Loss (i) was not occasioned by fire or other casualty, or (ii) was not occasioned by water, including, without limitation, water damage due to the position, location, construction or condition of any structures or other improvements or facilities of any Indemnified Party. C. Where applicable to the Loss, the liability provisions of any contract between Lessor and Lessee covering the carriage of shipments or trackage serving the Premises shall govern the loss and shall supersede the provisions of this Section 12. D. No provision of this lease with respect to insurance shall limit the extent of the release and indemnity provisions of this Section 12. Section 13. TERMINATION. A. Lessor may terminate this lease by giving Lessee notice of termination, if lessee (i) fails to pay rent within fifteen (15) days after the due date, or (ii) defaults under any other obligation of lessee under this Lease and, after written notice is given by Lessor to Lessee specifying the default, Lessee fails either to immediately commence to cure the default, or to complete the cure expeditiously but in all events within thirty (30) days after the default notice is given. B. Notwithstanding the term of this Lease set forth in Article II, lessor or Lessee may terminate this Lease without cause upon thirty (30) days' notice to the other party; provided, however, that at lessor's election, no such termination by Lessee shall be effective unless and until Lessee has vacated and restored the Premises as required in Section 15A), at which time Lessor shall refund to lessee. on a pro rata basis, any unearned rental paid in advance. Section 14. LESSOR'S REMEDIES. Lessor's remedies for Lessee's default are to (a) enter and take possession of the Premises, without terminating this Lease, and relet the Premises on behalf of lessee, collect and receive the rent from reletting, and charge Lessee for the cost of reletting, and/or (b) terminate this Lease as provided in Section 13 A) above and sue lessee for damages, and/or (c) exercise such other remedies as Lessor may have at law or in equity. lessor may enter and take possession of the Premises by self-help, by changing locks, if necessary, and may lock out Lessee, all without being liable for damages. Page 4 of 6 G:Il.AWAOMIPARIKXN'ORMS\lNOLEASE.EXB.OOC ,. '1r IND LS 11/15/99 APPROVED, LAW ~:~e~~~~~ ::1:= lOA Section 15. VACATION OF PREMISES; REMOVAL OF LESSEE'S PROPERTY. A. Upon tennination howsoever of this Lease, Lessee (i) shall have peaceably and quietly vacated and surrendered possession of the Premises to Lessor, without Lessor giving any notice to quit or demand for possession, and (ii) shall have removed from the Premises all structures, property and other materials not belonging to Lessor, and restored the surface of the ground to as good a condition as the same was in before such structures were erected, including, without limitation, the removal of foundations, the filling in of excavations and pits, and the removal of debris and rubbish. B. If Lessee has not completed such removal and restoration within thirty (30) days after termination of this Lease, Lessor may, at its election, and at any time or times, (i) perfonn the work. and Lessee shall reimburse Lessor for the cost thereof within thirty (30) days after bill is rendered, (ii) take title to all or any portion of such structures or property by giving notice of such election to Lessee, and/or (iii) treat Lessee as a holdover tenant at will until such removal and restoration is completed. Section 16. FIBER OPTICS. Lessee shall telephone Lessor during nonnal business hours (7:00 a.m. to 9:00 p.m., Central Time, Monday through Fridays, except for holidays) at 1-800-336-9193 (also a 24-hour, 7-day number for emergency calls) to detennine if fiber optic cable is buried on the Premises. If cable is buried on the Premises, Lessee will telephone the telecommunications company(ies), arrange for a cable locator, and make arrangements for relocation or other protection of the cable. Notwithstanding compliance by Lessee with this Section 16, the release and indemnity provisions of Section 12 above shall apply fully to any damage or destruction of any telecommunications system. Section 17. NOTICES. Any notice, consent or approval to be given under this Lease shall be'in writing, and personally served, sent by reputable courier service, or sent by certified mail, postage prepaid, return receipt requested, to Lessor at: Union Pacific Railroad Company, Attn: Assistant Vice President - Real Estate, Real Estate Department, 1800 Farnam Street, Omaha, Nebraska 68102; and to Lessee at the above address, or such other address as a party may designate in notice given to the other party. Mailed notices shall be deemed served five (5) days after deposit in the U.S. Mail. Notices which are personally served or sent by courier service shall be deemed served upon receipt. Section 18. ASSIGNMENT. A. Lessee shall not sublease the Premises, in whole or in part, or assign, encumber or transfer (by operation of law or otherwise) this Lease, without the prior consent of Lessor, which consent may be denied at Lessor's sole and absolute discretion. Any purported transfer or assignment without Lessor's consent shall be void and shall be a default by Lessee. B. Subject to this Section 18, this Lease shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, successors and assigns. Section 19. CONDEMNATION. If, as reasonably detennined by Lessor, the Premises cannot be used by Lessee because of a condemnation or sale in lieu of condemnation, then this Lease shall automatically terminate. Lessor shall be entitled to the entire award or proceeds for any total or partial condemnation or sale in lieu thereof, including, without limitation. any award or proceeds for the value of the leasehold estate created by this Lease. Notwithstanding the foregoing, Lessee shall have the right to pursue recovery from the condemning authority of such compensation as may be separately awarded to Lessee for Lessee's relocation expenses, the taking of Lessee's personal property and fixtures, and the interruption of or damage to Lessee' business. Page 5 of 6 G:v..AWMJfN'~ORMS\lNDl.EASE.EXB,OOC '. 1lT' IND LS 11/15/99 APPROVED. LAW ATTACHMENT-d- Page ~ of CJ lOA Section 20. A TIORNEY'S FEES. If either party retains an attorney to enforce this Lease (including, without limitation, the indemnity provisions of this Lease), the prevailing party is entitled to recover reasonable attorney's fees. Section 21. ENTIRE AGREEMENT. This Lease is the entire agreement between the parties, and supersedes all other oral or written agreements between the parties pertaining to this transaction. Except for the unilateral redetermination of annual rent as provided in Article III., this Lease may be amended only by a written instrument signed by Lessor and Lessee. Page 6 of 6 G:\lAWAOMIPARIKJOIFOAMS\INOLEASE.EXB.ooc ,. 'lIT' lOB September 25, 2000 TO: FROM: SUBJECT: Honorable Mayor and City Council ; ~"1h( John C. Brown, City Admlnistrator..JOY'" Cost of Living Adjustments for Non-Represented Employees Recommendation: It is recommended the City Council adopt a Resolution Establishing Employee Compensation Including Salary and Benefits, for management/non-union general service employees for the year 2000-2001. This will result in: 1. a 3.3 percent cost of living adjustment for full-time and regular part- time and seasonal non-union employees, effective October 1, 2000; and 2. continuation of current benefits with adjustments for premium increases. Background: In the past, the City Council has granted the same cost of living adjustment (COLA) to non-represented employees as were negotiated with represented employees. The most recent salary adjustments for AFSCME-represented and non- union and management employees were approved in May 2000 but were retroactive to October 1, 1 999. Discussion: The current bargaining agreement with AFSCME provides for a Consumer Price Index (CPI)-based COLA, effective October 1,2000, for the 2000-2001 fiscal year. Pursuant to the agreement, COLA is calculated using the change in the urban consumers Index for the Portland area from June 1999 to June 2000, and is a 3.3 percent increase over 1999. Benefits within the contract have not changed. Based on past practice and to avoid salary compaction between the classifications, it is recommended your Council approve a 3.3 percent COLA for management and non- represented employees, effective October 1, 2000. A schedule detailing that adjustment on each affected wage classification is included as an attachment to the enabling resolution. Financial Impact: The cost of this COLA was appropriated in 2000-01 budgets, and is estimated at $44,500. lCB !!T lOB COUNCIL BILL NO. 2264 RESOLUTION NO. A RESOLUTION ESTABLISHING EMPLOYEE COMPENSATION INCLUDING SALARY AND BENEFITS. WHEREAS, the City Council has reviewed the pay plan and benefit compensation recommendation of the City Administrator as required by Rule 9 of the City's Personnel Policy and Procedure Manual; and WHEREAS, the City Council is obligated per Section 11 of the Woodburn City Charter to establish compensation for each City officer and employee; now, therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The salary range schedule for all management/non-union general service employees attached hereto as "Exhibit A" are hereby adopted effective October 1, 2000. Section 2. The salary range schedule for all non-union part-time and seasonal employees attached hereto as "Exhibit B" are hereby adopted effective October 1,2000. Section 3. Pursuant to the provisions within the employee contracts for City Administrator and City Attorney, a Cost of Living Adjustment (COLA) equal to the amount given to other non-union general service management employees is extended to these employees. Section 4. Compensation benefits including, but not limited to, medical premium coverage (EBS Plan V 1$1 00 deductible), dental premium coverage (EBS Dental Plan m, long term disability, life insurance, retirement, deferred compensation, leave allowances, step advancements, and incentive adjustments are hereby maintained at current service levels adjusted for premium increases, or decreases in accordance with agreed upon distributions as contained within the fiscal appropriations of the City of Woodburn. Approved as to form: City Attorney Date APPROVED RICHARD JENNlNGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. RESOLUTION NO. 11r lOB NON-UNION GENERAL SERVICE EMPLOYEES IIEXHIBIT All COMPETENCYIMERIT SALARY SCHEDULE EFFECTIVE DATE: OCTOBER 1,2000 ENTRY MERIT GRADE RANGE STEP A STEP B STEP C STEP D RANGE 01 Admn Secretary 2275 - 2388 2507 2632 2764 2902 2903 - 2976 Aquatic Prgm Mgr 02 Code Enf Officer 2388 - 2507 2632 2764 2902 3048 3049 - 3124 03 Asst. Aquatic Mgr 2507 - 2632 2764 2902 3048 3201 3202 - 3281 Executive Secretary Rec. Coord. I 04 Rec. Coord. II 2632 - 2764 2902 3048 3201 3361 3362 - 3445 RSVP Program Coord Mgmt Analyst I 05 2764 - 2902 3048 3201 3361 3530 3531 - 3618 06 Aquatic Center Mgr 2902 - 3048 3201 3361 3530 3706 3707 - 3799 Records Suprv. Recreation Suprv. 07 Mgmt Analyst II 3048 - 3201 3361 3530 3706 3891 3892 - 3988 08 Asst. WWTP Supt 3201 - 3361 3530 3706 3891 4086 4087 - 4188 Parks Supt Water Supt. Street Supt. Senior Planner City Recorder 09 3361 - 3530 3706 3891 4086 4290 4291 - 4397 10 3530 - 3706 3891 4086 4290 4505 4506 - 4618 11 WWTP Supt. 3706 - 3891 4086 4290 4505 4730 4731 - 4848 Building Official 12 Library Director 3891 - 4086 4290 4505 4730 4967 4968 - 5091 13 Parks & Rec. Director 4086 - 4290 4505 4730 4967 5215 5216 - 5345 Public Works Mgr. Project Engineer 14 Finance Director 4290 - 4505 4730 4967 5215 5476 5477 - 5613 Comm. Devlp Dir Asst. City Engineer 15 4505 - 4730 4967 5215 5476 5750 5751 - 5894 16 4730 - 4967 5215 5476 5750 6037 6038 - 6188 17 4967 - 5215 5476 5750 6037 6338 6339 - 6496 18 Public Works Dir. 5215 - 5476 5750 6037 6338 6655 6656 - 6821 ,. r 'In" lOB HOURLY RATES FOR PART-TIME AND SEASONAL EMPLOYEES IIEXHIBIT B" EFFECTIVE OCTOBER 1, 2000 RANGE STEP A STEP B STEP C STEP D STEP E PT - 1.0 LIBRARY PAGE 6.50 6.83 7.17 7.53 7.91 CLERICAL AIDE PT - 7.0 CLERK I 8.60 9.03 9.48 9.95 10.45 PT - 7.5 CUSTODIAN 8.82 9.26 9.72 10.21 10.72 PT - 8.0 LIBRARY ASSISTANT 9.03 9.48 9.95 10.45 10.97 PT - 8.5 CLERK II 9.26 9.72 10.21 10.72 11.26 PT - 9.0 9.48 9.95 10.45 10.97 11.52 PT - 9.5 9.72 10.21 10.72 11.26 11.82 PT - 10.0 RSVP ASSISTANT 9.95 10.45 10.97 11.52 12.10 PT - 10.5 CLERK III 10.21 10.72 11.26 11.82 12.41 PT - 11.0 BUS DRIVER 10.45 10.97 11.52 12.10 12.71 PT - 11.5 10.72 11.26 11.82 12.41 13.03 PT - 12.0 ADMN. SECRETARY 10.97 11.52 12.10 12.71 13.35 PT - 12.5 11.26 11.82 12.41 13.03 13.68 PT - 13.0 EVIDENCE TECH. 11.52 12.10 12.71 13.35 14.02 WWTP LAB HELPER PT - 13.5 LIBRARIAN 11.82 12.41 13.03 13.68 14.36 PLANNING TECH. PT - 14.0 UTILITY WKR I 12.10 12.71 13.35 14.02 14.72 PERMIT SPECIALIST PT - 14.5 12.41 13.03 13.68 14.36 15.08 PT - 15.0 ENGINEERING TECH II 12.71 13.35 14.02 14.72 15.46 DRAFTSMAN PT - 15.5 WWTP OPERA TOR I 13.03 13.68 14.36 15.08 15.84 CODE ENF OFFICER ,. 1n" toe MEMO TO THROUGH FROM DATE SUBJECT Mayor and Council John Brown, City Administrator Mary Tennant, City Recorder rv~ September 19, 2000 Workers' Compensation Coverage for Volunteer Workers Recommendation: Council adopt the accompanying Council Bill extending workers' compensation coverage to volunteer workers in certain non-public safety classification codes. Background: The City currently has three resolutions on file with City County Insurance Services (CIS) which covers volunteers in the area of clerical, library, and fireworks display. As part of our fiscal year 2000-01 renewal package, the estimated assumed payroll for volunteers was reported to CIS as shown on the Volunteer Election form (Exhibit A of the bill). This year, CIS has requested that volunteer coverage be consolidated into one Resolution which would be renewed and updated annually. It also gives the City the ability to add volunteer coverage in other classification codes during the year without adopting a formal Resolution as required in the past. Financial Impact: Current fiscal year budget includes estimated cost for insurance coverage within each department based on hours of service provided by volunteers. ,. 1ft" toe COUNCIL BILL NO. RESOLUTION NO. A RESOLUTION EXTENDING WORKERS' COMPENSATION COVERAGE TO CERTAIN VOLUNTEERS OF THE CITY OF WOODBURN. WHEREAS, the City wishes to protect its volunteer workers from injuries arising out of or in the scope of their service to the City, now, therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. Pursuant to ORS 656.031, the City of Woodburn elects to provide workers' compensation insurance to the following classes of volunteer workers listed on the attached Volunteer Election Form (Exhibit A), by reference incorporated herein. Section 2. Hours worked by non-public safety volunteers will be accounted for on an hourly basis and hours worked will be reported in the correct class code for the type of work being performed using Oregon minimum wage. Section 3. A roster of active volunteers will be kept monthly for reporting purposes. It is acknowledged that City/County Insurance Services (CIS) may request copies of these rosters during year-end audit. Section 4. Unanticipated volunteer projects or exposures not addressed herein will be added onto the City of Woodburn's coverage agreement (1) by endorsement, (2) with advance notice to CIS, and (3) allowing two weeks for processing. It is hereby acknowledged that coverage of this type cannot be backdated. Approved as to fO~~ ((JIO City Attorney q- Zz- 20IQ'O Date APPROVED RICHARD JENNINGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page I - COUNCIL BILL NO. RESOLUTION NO. , ~ ".. loe VOL~ERELECTIONFORM Keep monthly rosters! CIS may request copies of rosters during year-end audit. Public Safety Volunteers The following volunteer positions are reported in NCCI Classification Code 8411, using an assumed monthly wage of no less than $800 per month (regardless if one day or 30 are worked) for premium payment and calculation of benefits. This assumed monthly wage may be increased at the employer's discretion in increments of $1 00. Please refer to your entity's volunteer resolutionfor the amount to use infilling out Column No.2 below. City/County Insurance Services Volunteer Election Form for Coverage Year 7/112000 to 6/3012001 Multiply (1) x (2) = Estimated Assumed Payroll Volunteer Category NCCI (1) (2) (3) Code Est. No. of Assumed 2000-01 Estimated Volunteer '. Monthly Assumed Payroll Months * Wage Ambulance Driver 8411 -- Ambulance Technician 8411 - Crime Prevention Unit 8411 - Deputy Sheriff 8411 - Emergency Medical Technician 8411 - Explorer Scout 8411 - Fire Chief! Asst. Fire Chief 8411 ~ Firefighter 8411 - Police Officer 8411 - Police Reserve 8411 - Probation Officer 8411 - Search and Rescue 8411 - Sheriff s Posse 8411 - Surf Rescue 8411 - Other (please specify) 8411 - .Using last year's rosters, estimate the number ofvolunteer months for each position and enter the total on the appropriate line in Column (I). Some volunteers are not active every rnon1h, i.c.. one volunteer firefighter may be active five months out oftbe year, two volwrtccr firefighters may be active 12 months out of1be year, and five vobmtecr firefighters may be active only one mon.tb out of the year. Thus, ~ number,ofvohmteer firefighter months woUld be 34. , ' .:: ,..,;r/:,;.:,/> t~;',~~'~.. . . '.:..-:;~\"..~..,: ,,;".,' , ~%/~:. 10f3 11r toe Other Volunteers Unpaid boards, commissions, councils, and public officials: If these officials receive any "remuneration," they would be considered subject workers and reported using regular payroll categories. If they receive no remWleration and you wish to provide workers' compensation benefits, you will need to either establish an assumed monthly wage or keep monthly time records and estimate/report assumed payroll using Oregon minimum wage. CIS has designated Class Code 8742V for this type of exposure. Please call if you have questions or need advice. Inmates/Community Service Workers: If your entity uses workers from the correctional system (Le., community service workers, inmates on work release, peer review crews, etc.), it is important to address and clarify in writing PRIOR to work inception which entity will be responsible for covering this exposure. CIS recommends you obtain a Certificate of Coverage for Workers' Compensation from the sentencing court or make arrangements to provide coverage through your own entity. If the second option is chosen, keep monthly time records and report these workers using Oregon minimum wage. CIS has designated Class Code 7720V for this type of exposure. Miscellaneous: Assumed payroll for all other volunteer elections should be computed at Oregon minimum wage using actual hours worked and reported in the appropriate NCCI classification code with a "V" added to the end. Unanticipated volunteer projects or exposure can be added on throughout the coverage year (1) by endorsement, (2) with advance notice to CIS, and (3) allowing two weeks for processing. Coverage of this type cannot be backdated. City/County Insurance Services Volunteer Election Form for Coverage Year 7/112000 to 6/3012001 Multiply (1) x (2) x (3) x (4) = Estimated Assumed Payroll Volunteer Category NCCI (1) (2) (3) (4) (5) Code Est. No. of No. of No. of Oregon 2000-01 Volunteers Hours Months Minimum Estimated per month per month per year Wage Assumed Payroll Boards. Commissions, 8742V Councils. Public Officials Building Maintenance 9015V Clerical 8810V \DJ'i ~ ,/-0 /;;.. (p ,. S-D 3, 1:10 ~ Community Center 9102V Community Service Workers 7720V Community Project , (please call CIS/or proper class cOlk) Community Sponsored Events (please call CIS for proper class cOlk) Emergency Telecommunicators 8810V Fireworks 9410V 3xl,lv.s ~ IrA~~ I,. ~;5D //7.0() I J 20f3 , 11" City/County Insurance Services 10 Volunteer Election Form for Coverage Year 7/112000 to 6/3012001 Multiply (1) x (2) x (3) x (4) = Estimated Assumed Payroll Volunteer Category NCCI (1) (2) (3) (4) (5) Code Est. No. of No. of No. of Oregon 2000-01 Volunteers Hours Months Minimum Estimated per month per month per year Wage Assumed Payroll GarbagelRefuse 9403V Hospital (please call CIS For proper class code) Inmates on Work Release 7720V Interpreters 8810V Janitorial 90l5V Landscaping 9l02V Library 88l0V I/plh .;1.5 /;}- ~..s-o ~ ?SD ~,g ~ . Lifeguards (pools) 9015V Lifeguards (beaches & rivers) 9102V Mealsite Volunteers 9079V Parks & Drivers 9102V Planting 0042V Public Health (please call CIS for proper class code) Replacement Workers RV Park 9015V Senior Center 9061 V Sewer & Drivers 7580V Sewer/Street Cleaning 9402V .. Snow Removal 9402V StreetJRoad Maintenance 5506V Victim Assistance 8810V Waterworks & Drivers 7520V c -Estimate the number of volunteer hours in each class code and enter it in Column (1). 3of3 :}f~!\ ," J' :.-, 11" Ion MEMO To: From: Via: Subject: Date: Mayor and City Council Matt Smith, Management Analyst John C. Brown, City Administrator Consideration of the 2000-2001 Draft Master Fee Schedule For Council Meeting of September 25, 2000 RECOMMENDA nON: It is recommended that the City Council consider the 2000-2001 Draft Master Fee Schedule, and set October 9,2000 as date for adoption. BACKGROUND: Council adopted the first annual Master Fee Schedule in September 1998, and provided for the annual review and revision of the Schedule within the adopted ordinance. The Schedule was revised for 1999-2000 in October 1999, and amended in June 2000 to reflect the addition of a new library fee. Provided for your consideration is a revised Master Fee Schedule for 2000- 2001. Adoption of the schedule is recommended for your October 9,2000 meeting to allow for direction provided by Council at this meeting. The recommended effective date for the Schedule is set for December 1,2000. On the ballots this November, Bill Sizemore's "Taxpayer Protection Initiative" requires voter approval for future increases in most ~tate and local government taxes, fees and charges. If passed, the initiative may require jurisdictions to refund all or a portion of taxes, fees and charges made or increased since December 6th, 1998. Pending the outcome of the election, the recommended effective date is postponed to avoid any conflicts should the initiative pass. DISCUSSION: The criteria for establishing the cost of a municipal service are elaborate. In brief, they include all personnel costs associated with the service (i.e., salaries and benefits), operating expenses, and all applicable indirect costs (e.g., building and equipment maintenance). The Finance Director developed a detailed worksheet that enabled each department to calculate this cost. Memo 10 Council Regarding 2000-2001 Masler Fee Schedule Page I '1f lor Having determined an actual cost of each service, and the current rate of recovery, the Council may now determine what the rate of recovery should be. Rates for many fees were adjusted last year to a 100% recovery rate, while others were set at less than 100% recovery. Full cost recovery is the desirable result of this exercise, but many fees represent charges for activities that the City would like to encourage (e.g., strong recreation programs, protecting the integrity of the water delivery system). By not charging 100% recovery, Council is choosing to subsidize the activity. In the Master Fee Schedule, staffhas identified the current fee (column 2); measured and adjusted the cost of service to reflect inflationary and operational changes, or improvements made to the formula used to determine cost of service based on experience and corrective action (column 3); compared that cost with the current fee (column 4); and recommended what it believes is a reasonable rate of recovery (column 5) with a corresponding proposed new fee (column 6). Estimated costs of service are rounded to the nearest dollar. Recommended fees greater than ten dollars are rounded to the nearest dollar. Public Works water and wastewater related fees are determined by a rate study and set by a committee, and are not rounded to remain consistent with that established process. Fees with a cost recovery greater than 100% reflect either an effort to participate in commercial user's profits by setting fees at a market rate, in the case of multiple fees in the Commercial Facilities Rental section for Recreation and Parks and in the Library, or to discourage payees from writing bad checks, in the case of the NSF Check fee in Finance. NOTABLE CHANGES: Community Development. Fees are increased incrementally to account for current costs of service. Finance. The liquor licence renewal fees for "A, B, and Retail Malt," and for "Package Only," have the same cost of service and corresponding fee, and are merged into a single fee titled "Renewal (all types, including package)." The "Solicitor's Licence" fee was inadvertently left out of the 1999-2000 fee schedule. The fee is reinserted in the 2000-2001 schedule, and adjusted to reflect the cost of service. Two notary fees are added to the Schedule to recover costs for notary services performed by City staff on behalf of private parties. The statute limits the first fee to $5 for activities including: taking an acknowledgment; taking a verification upon oath or affirmation; certifYing a copy of a document; witnessing or attesting a signature; and protesting commercial paper. The second fee is limited to $1 for activities including: administering an oath or affirmation without signature; taking a deposition (each page); and for all other notarial acts not specified in the statute. Memo 10 Council Regarding 2000-2001 Masler Fee Schedule Page 2 '1f ton Other fees are increased incrementally to reflect current costs of service. Library. The formula used to determine cost of service for the room use fee is unified across City departments in the 2000-2001 schedule, resulting in a reduction in the facilities use fees. The fees are charged for commercial use only, and remain over 100% cost recovery to participate in the user's profits by setting fees at a market rate. No other Library fees are changed in the revised schedule. Police. The Vegetation Abatement Fee cost of service was evaluated, based on increased experience measuring the fee, and reduced to reflect that actual experience. Other fees are adjusted incrementally to reflect current costs of service. Public Works. Fees are increased incrementally to account for current costs of service. Water and wastewater related fees and costs of service are determined by a comprehensive rate study performed periodically. The fees are not appropriate to change in the Master Fee Schedule at this time, but may be adjusted for inflation in the Schedule in the future. Recreation and Parks. Some fees are increased incrementally to account for current costs of service. The majority of fees remain unchanged, reflecting the Department's intent to keep fees at a level that generates the most use. The section contains two sets of new fees, to recover costs for private and commercial rental of the City Hall Council Chambers. The cost of service is based on square footage, combined with estimated market rates established by the Recreation and Parks Department for rental of comparably sized rooms in the Community Center. There will be no fee for civic use of the Council Chambers. CONCLUSION: The schedule will be formalized per Council direction at this meeting, and the revised version will be brought back to you at the October 9,2000 meeting for adoption. Memo 10 Council Regarding 2000-2001 Masler Fee Schedule Page 3 '1f ~ ~ .. I ~OD The City of Woodburn 2000- 2001 Draft Master Fee Schedule Presented to the Ciry Council on September 25, 2000 .- ir '1r 'llle City of Woodburn 2000-200 I Draft ;,\Iastcr Fee ~ 10 D . Current Cost of Fee as a ~c Recam'd % Recom'd Regulation Product. or Service F S of Current Cost F Notes (Additional Fees, Units, etc ) ee ervlce Cost Recave ee " ;;> ->: "'~, .v '" ~t');fA.'''' :~-'F' "':~.- " ;U'" ~";;r,:"~"\ '"''':f~~''ty:.~~'~'t:~ ""l~ . _v""""-o/~^ - ~;f-~~ '>F~" Annexations $1,280 $1,354 95% 100% $1,354 Zone Map Amendment $1,325 $1,429 93% 100% $1,429 Comprehensive Plan Amendment $1 ,325 $1,429 93% 100% $1,429 Conditional Use $818 $873 94% 100% $873 Varianoe $908 $973 93% 100% $973 Appeal of Land Use Action to City Council $912 $942 97% 100% $942 Minor Partition (3 lots or less) $898 $957 94% 100% $957 Major Partition (involves road) $1,063 $1,130 94% 100% $1,130 Lot-Line Adjustments $276 $289 95% 100% $289 Subdivision (4 lots or more) $1,498 $1,593 94% 1 00% $1,593 plus $10 per lot P.U.D. (4 lots or more) $1,772 $1,900 93% 100% $1,900 plus $14 per lot Site Plan Review (based on square footage) -under 4,000 sq. ft. -4,000 sq. ft. - 24,999 sq. ft. --25,000 sq. ft. - 99,999 sq. ft. -100,000 sq. ft. -199,999 sq. ft. ft. + fee charged per page side (plus a research fee of $28/hour, charged to the nearest 1/4 hour only for complex duplicative requests requiring over 1/4 hou r of research) Copy Fees (tapes) $3.00 $3.00 100% 1 00% $3. 00 fee charged per tape (plus a research fee of $28/hour, charged to the nearest 1/4 hour only for complex duplicative requests requiring over 114 hour of research) Public Dance Permits $115 $120 95% 100% $120 fee charged per dance, $300 per year (fee applies only to groups charging admission) LienFilin~Fees (per request) $32 $32 100% 100% $32 NSF Check Fee -first and second time $20 361% 361% $20 -remainder $25 $6 451% 451% $25 -avoidanoe payment $10 181% payment made to avoid water shut-off (in addition . to checkfee) Copy of the Budget $0 $24 0% 0%, $0 Liquor Lioenoe ' . -new (all types, including package) $174 $183 95%, 100% $183 Ius noticing costsinthe event of a dElnial -renl:)wal (all types, including package) $54 $56 96% 100% $?€l '" plu~~oti<:ing co~tsintheeVl:)nt()fCl(jl:)nial", -:-spe<:ial event liquor licence $20 $21 94%' 100% $21 Sound Amplification Permit $23 $24 96% 100% $24 Solicitor's License $54 $63 85% 100% $63 Notary Fe,es -notaryfee charges (persignature) activities identified in ORS160-100..()4oo (1)-(5) -other nota fee char es activities identified in ORS 160-1 oo~oo 61~~), Fines for Overdue Library Materials $0.10 $0.10 charged per day (all items, including videos) Key Ring Cards and Replacement Cards $1.00 $1.00 per card (fee established by CCRLS) Charge for Interlibrary Loan (ILLs) retum post + retum post + fees average $3 lending lending charges charges Lost Books and Materials list prioe $61 33% 33% listprioe or default prioe (fees average $20) Printing, Computer $0.05 $0.05 100% 100% $0.05 charged per page Camegie Room Use $19 $12 157% 132% $16 charged per hour (fee for groups charging admission only) Multi-Purpose Room Use $24 $15 159% 139%' $21 charged per hour (fee for groups charging admission only) Room Use Monitor Fee $24 $15 159% 100% $15 charged per hour for room use after business hours in addition to the room use fee (fee for groups charging admission only) Page 1 of7 '1f Current Cost of Fee as a % Recom'd % Recom'd . . RegulatIOn Product, or Service F S' of Current Cost F Notes (AddItional Fees, Units. etc.) ee ervlce Cost Recove ee 'Ibe City of\\'oodburn Non-Resident Borrowing Card (OutSide CCRLS) Non-Resident Borrowin9 Card (Inside CCRLS) $75 $120 63% 21% 2000-2001 Draft Master Fee IOn 63% $75 for non-resldents outsIde the CCRLS system boundaries $25 for non-residents inside the CCRLS system boundaries $25 $120 21% Records Computer Scans Archived Records Retrieval Statutory Vehicle Impoundment (Resolution #1497) Fingerprinting (for the School District) Police Investigations Nuisance Abatement Fees (Ordinance #1822) -first hour -each additional hour or fraction thereof Vegetation Abatement Fees (Ordinance #1822) -first hour ~ach additional hour or fraction thereof $13 $14 $40 $42 $150 $185 $20 $21 $54 $54 $130 $128 contractor contractor costs costs Construction Permit for Work in the Public Right of Way (Ordinance #1795)-Cost of Improvement: -under$5,OOQ -$5,000- $25,()(){) -$25,000 - $100,000 -over $100,000 Weep Holes-First Weep Holes--Each Additional Sewer Tap Water$4:!rvic:elnstClllationCharges {Ordinance #1866) -3/4. line and 518. meter --1' line and meter -1-112' and larger meters 92% 94% 81% 94% 100% 102% 100% 96% 100% . 5% of cost. n/a n/a $250 n/a n/a $1,000 n/a n/a $3,000 n/a n/a $30 $39 78% $15 $19 78% $100 $126 79% $200 $208 96% $300 $311 97% cost de!. by n/a n/a City. $20 $21 95% Charge for Leak Adjustment Service Reconnect for Non-PaymenUService (Ordinance #1965) Restored: -full payment during bus. hrs -full payment after bus. hrs (ADD) -full payment on holidays, weekends (ADD) -turn on/off Curb Cuts Approaches T&E Blue Prints-24' x 36. (full sheet) Blue Prints-18. x 24. (half sheet) Roll Stock 24' x 36' (Aerials, Ward Maps, 1'=800' City Maps) COI1~truc:li()l1$tCll1clClr(j$pt1<:ificati()l1s BenchITlClrkM()(1u~nt MClplReferenc:e ~i9~~~~ards ~11.2!~!tt_ ' ~1y~~~~r.!I~~R~~~Jl~rg~-", Wastewater Monthly Charges (fees are the minimum charges [Ordinance #2157)) 100% fee charged for average research time (includes first two pages, $1.00 each additional page) $14 fee charged for average research time (includes . first record, $1.00 each additional record) $42 fee charged per hour with a minimum fee of $10, in! , addition to the report fee (plus $1.00 per record) 100% 81%, $150 1 00% $21,. fee chargedJlElr person 100% $54 feechargedper hour 100% $128 first hour of nuisance abatement 100% contractor costs first hour of obnoxious vegetation abatement n/a 5% of cost 50/0 of cost but not less than $10 n/a '" $2~Q_ plusA%()ver$~,QQO, n/a' $1,000. plus3% over $25,000 n/a $3,000. plus 2% over $100,000 78% $30 78% $15 79% $100 96% $200 , 97% $300 n/a . cost de!. by costs determined by City (plus 15% of said cost for City : administrative and OVElrhEladEl)(pense) 95% $20 deducted from total credit of leak adjustment . (Ordinance#1866) $20 $21 95% 95% $20 when bill has been paid in full PLUS when paid , i , ' between 8 am an(jApm ! $50 $77 65% 65% $50. after business hours are payments betWeen 4 pm ! and 8am I $50 $77 65% 65%, $50 $20 $21 95% 95%' $20 for other reasons other than non-payment I (excludes emergency such as waterline or ! , ' equiprnent, breakage) $35 $39 91% 91%, $35, fee for two (2) cuts $1.50 $1.50. 1000/0, 100%, $1.50, fee ch?rgedper f()Ot $1.00 $1.00 100% 100% ' $1.00 fee charged per $1,000 of valuation on building permit $10 $11 91% 91% $10 $10 $11 93% 93%' $10 $0.25 $0.25 100% 100% $0.25 fee charged per square foot $5.00 $11 45% 45% $5 $35 n/a n/a n/a $35 $5 n/a n/a n/a $5 $20 n/a n/a n/a $20 fee and cost of service estimated Page 2 of7 ,. '1r . Current Cost of Fee as a 0" Recom'd % Recom'd . . Regulation Product. or Service F S' of Current Cost F Notes (Additional Fees, Units, etc ) ee ervlce Cost Recove ee The City of\Voodburn Residential-Single Family, Churches (per Unit, minimum volume 500 cf) Multi-family, Apartments, Mobile Homes in Parks, Condos, Hotel, Motel (per unit, minimum volume 500 cf) Residential Units not on City Metered Water System Commercial Businesses, Schools, RV Parks, Care Centers, etc. (per meter, minimum volume 600 cf) Industrial Volume Charge BOD Charge (per pound) TSS Charge (per pound) RV Dump Stations (per month) -for multiple RV dump stations -for individual RV units in park Septage -residential per gallon -{X)mmercial per gallon -:<lther areascharg~ Monthly Water Service Related Charges Deposit Application (Ordinance #1965) Other Deposit Amount -1' -1-112' -2' -3' -4' -6' -8' Water Monthly Rates (Ordinance #1866 modified by Resolution #1097) -5/8' - 314' -1' -1-1/2' -2' -3. -4' --6' -8' Multiple Dwelling per unit Consumption up to 3,200 cf Consumption over 3,200 d Fire Sprinkler Connection (Ordinance #1866) Bulk Water Rate (Ordinance #1866) Meter Error (when customer requests the city to test the meter serving individual's premise [Ordinance #11866D -5/8. - 314' --1' -1-1/2' -2. -3' -4' --6' -8. Outside City Limits Surcharge for Water Charges (Ordinance #1965) Hardship Relief (Ordinance #1965) Hydrant Relocation 2000-2001 Draft Master Fee S .1 or $20.20 $20.20 100% 100%. $20.20: volume charge over minimum =$3.59/100cf $20.20 $20.20 100% 100% $20.20 volume charge over minimum~$i59t16Ocf $27.38 $27.38 100% 100% $27.38. $25.54 $25.54 100% 100% $25.54 volume charge over minimum =$5.49/100cf $54.62 $54.62 100% 100% $54.62 minimum volume 1,000 cf, includes 1 st 25#BOD and 9#TSS over min. $227 $2.27 100% 100% $2.27 per 100cubic feet $0.85 $0.85 100% 100% $0.85 $0.25 $0.25 100% 100% $0.25 $25.54 $25.54 100% 100%. $25,54.. minimum/connection . .----.--........,..,...........".".....------....... $2.75 $2.75 100% 100% $2.75 minimum/connection per 50 cubic feet $0.525 $0.525 100% 100% $0.53. $25 minimum $0.070 $0.070 100% 100% $0,D7 $25 minimum $0.085 . $0.085 . 100% 100% $0,D9. per.g(lll()n .f()r residElntial.()r..colTlrrlElrcial..sept(lge. $40.00 n/a n/a n/a $40.00 deposit amount not less than or an amount equal to estimated 3 month bill, at the discretion of the $40.00 n/a n/a n/a $45.00 n/a n/a n/a $85.00 n/a n/a n/a' $170.00 n/a n/a n/a $170.00 $275.00 n/a n/a n/a $275.00. $540.00 n/a n/a n/a $540.00: $600.00 n/a n/a n/a $600.00 $7.45 $7.45 100% 100% $7.45 400 cf minimum quantity $9.75 $9.75 100% 100% $9.75 : 600 cf minimum quantity $20.40 $20.40 100% 100% $20.40 1,800 cf minimum quantity $33.10 $33.10 100% 100% $33.10 3,200 cf minimum quantity $69.40 $69,40. 100% 100%. $~~.40,....7.~..c;f.lTlinil11ulTl..q~.(Intity)... $138,~5 ..-- $1;38,~5 100% 100% ... $1~~._55L1.~.oooc;flTli.flill1~lTlq~(If1tity.. $285,55 $285.55. 100% $285,~5 ,~2,000cfll1inimurn quantity $496.90 $496.90 100% 1 $496.90. . 57,000 cfminimumquantily $7.45 $7.45 100% 100%: $7.45 $0.70 $0.70 100% 100% $0.70,per1QO cubiC; f~t ... $0.85. $0.85 100% 100% $0.85j .. per100cubic;f~t ............ ... ............... .... $3.00 $6.03 50% 50% .$3.00. ..perdiamElt~rinc~of seryiceliflEl permOflth $20.00 $20.00 100% 100% $20.00 1 st 500cubic feet(minimum) $20.00 $96.77 21% 21% $20.00 $30.00 $116.77 26% 26% $30.00 $65.00 $116.77 56% 56% $65.00 $100.00 $186.77 54% 54% $100.00 $130.00 $186.77 70% 70% $130.00 $150.00 $346.77 43% 43% $150.00 $165.00 . $346.77 48"(0 48% $J~5,00 $175.00 $346.77 50% 50% $175.00 1.5 factor n/a n/a n/a 1.5 factor' surcharge factor is 1.5 for all rates & charges for surcharge. surcharge, seryicesoutside city 40% n/a n/a nJa 40% 40% by submitting proof of $6,000 or less yearly income varies n/a n/a n/a varies fee determined by the Water Division Page 30f7 '1f The City of Woodburn 2000-2001 Draft Master Fee Ion . Current Cost of Fee as a"" Recom'd % Recom'd . . . Reacl~atlon, Product or Service F S' of Current Cost F Notes (Additional Fees, Units, etc.) ~ ee ervlce Cost Recove ee .,.,'" "" N _ ~ .<,'''9. .,"'g "'''' .., r'''-~'''' "',,~ i' ~Y1 "'... _ . I"',"'" it. . e ~ .: Aqu~~~~ter~~sldent ~ees, Daily Adl11i~sions -child (0-3 with paid adult) -youth (4-18) -adult (19 and up) -honored citiz~ns{seniors and disabled) Punch Cards -child (0-3) -youth (4-18) -adult (19-54) -honored citizens (seniors and disabled) Memberships (3 months) -individual (4 and up) -couple -family Memberships (annual) -individual (4 and up) -couple -family Pool Rentals -1-50 swimmerslhour -51-100 swimmers/hour -101-150 swimmers/hour -151-200 swimmers/hour Lifeguard Training WSI Jr. Lifeguard Training Swimming Lessons Adult Swimming Lessons Private Swimming Lessons Semi-Private Swimming Lessons Aqua1ic,.c;ent~r:-~on.Resid~nt"FfNls, Daily Admissions , -child (q~3 Yiithpaid adult) -youth (4-18) -adult (19 and up) :-h()Tl()r~clti~ens"(sElTli()rs,,ClTl<.l,clisc:lbl~) Punch Cards -child (0-3) -youth (4-18) -adult (19~?4)m -honored citizens (seniors and disabled) Memberships (3 months) -individual (4andup) -couple -family Memberships (annual) -individual (4 and up) -couple -family Pool Rentals -1-50 swimmers/hour -51-100 swimmers/hour -101-150 swimmers/hour -151-200 swimmers/hour Lifeguard Training (36 hours) $0 $0 100% 100% $0 $1.25 $2 52% 52% $1.25 $2 $4 52% 52% $2 $1.75 $3 52% 52% $1.75 $0 $0 100% 100% $0 $11.25 $22 52% 55% $12 $18 $35 52% 52% $18 $15.75 $30 52% 53% $16 $37,50 $72 52% 53% $38 $60 $116 52% 52% $60 $75 $145 52% 52% $75 $130 $251 52% 52% $130 $210 $405 52% 52% $210 $260 $501 52% 52% $260 $60 $158 38% 48% $76 $90 $236 38% 43% $101 $120 $315 38% 40% $126 $150 $394 38% 38% $151 $50 $158 32% 32% $50 36 hours $80, $?53 32% 32% $80 "inclLJ<.lingbooks-40hours, , $35, $111 32% 32% $35 30 hours $25 $79 32% 32% $25 session-8 lessons in 4 weeks $28 $89 32% 32%. $28. 15+-sessi()n-8IElsson~in4'N~ks $40 $127 32% 47% $f)O.ll1inill1urnAle~~on~~~r }QrniTlLJt~ $60 $190 32% 38% $72 minimum 4 lessons-per 30 minutes, 2 persons similar age and ability $0 $0 100% 100% $0 $1.75 $2 73% 73% $1.75 $2.50 $4 65% 65% $2.50 $2.25, $3 67% 67% $2.2!j! " $0 $0 100% 100% $0 $15.75 $22 73% 74% $16 $22.50 $35 65% 66% $23 $19.75 $30 65% 66% $20 $50 $72 69% 69% $50 $116 69% 69% $80 $100 $145 69% 69% $100 $170 $251 68% 68% $170 $280 $405 69% 69% $280 $350 $501 70% 70% $350 $75 $158 48% 58% $91 $105 $236 44% 49% $116' $135 $315 43% 45% $141 $165 $394 42% 42% $166 $60 $158 38% 38% $60 36 hours Page 4 of7 '1f 'IlK City of \,\'oodburn 2000-2001 Draft ~Iaster Fee IOn . . Current Cost of Fee as a 0" Recom'd % Recom'd . . . Regulation. Product. or Service F S' of Current Cost F Notes (Additional Fees, Units. etc.) ee ervlce Cost Recove ee WSI (including books-40 hours) Jr. Lifeguard Training (30 hours) SwilTlrning LessonS Adult Swimming Lessons Private Swimming Lessons Semi-Private Swimming Lessons $90 $45 $30 $33 $52 $78 $253 $111 $79 $89 $127 $190 36% 41% 38% 37% 41% 41% 43% 41% 38% 37% 57% 44% $110 $45 $30 $33 $72 $84 including books-40 hours 30 hours session-8 lessons in 4 weeks .......---......""...,........-----.--...."."...-----..................... 15+-session-8 lessons in 4 weeks minimum 4 lessons-per 30 minutes minimum 4 lessons-per 30 minutes, 2 persons .. similarage anda~ility Co-Rec{Teen Programs) Resident and Non-Resident Dances $2 $2 100% 100% $2 per event Special Trips varies varies n/a n/a varies per event Special Instruction Programs Dance Class $20 $24 83% 83% ..go perses~i()n-4"'Ell:lkst 1hr.c1i3sses Production Dance & Performance $40 $45 89% 89% $40 per session-12 weeks, 1 hr. classes Martial Arts $20 $19 105% 100% $19 Athletics Open Gym -adult (per 1 Y, hr visit) $1 $1 100% 100% $1 -adult (15 1 Y, hr visit punch card) $15 $17 88% 88% $15 -youth (1 hr visit) $0 $1 0% 0% $0 Youth Soccer/Basketball -one player per family $16 $24 67% 75% $18 -two players per family $30 $48 63% 71% $34 -three players per family $40 $72 56% 69% $50 -four players per family $48 $97 49% 68% $66 Adult Softball Management Fee $125 $110 114% 100% $110 per team Adult Basketball ManagelTlent Fee $1,500 $1,258 119% 100%, $1,258 . per sl:lason Summer Day Camp --per week $30 $48 -all 5 weeks $150 $243 Extended camp hours (per week) $10 $13 .-........-,.,..............."'. $67 Extended CalTlp.~()~r~(alltiweeks) Facility Rental&-Civic Woodburn Community Center (all fees per hour) -auditorium/fireside room $10 $23 43% 43% $10 -auditoriumlfjreside room.w/food and beverages $15 $41 37% 37% $15 -kitchen (w/room rental) $10 $23 43% 43% $10 -kitchen (alone) $15 $23 65% 65% $15 -entire building $35 $41 85% 85% $35 Deposit (per rent~l) $50 n/a n/a n/a $50 Facility Monitors (building staff) $10 $10 100% 100% $10 Park Facilities (per day) -Legion Park Picnic $15 $33 45% -Settlemier Park Picnic $15 $33 45% -Burlingham Park Picnic $8 $33 24% -Senior Estates Park Picnic $8 $33 24% -any entire park $150 $150 100% Athletic Fields (per hour) --Settlemier Park (softbi3ll/baseball) $5 $17 29% 29% $5 -Legion Park (softballlbaseball) $5 $17 29% 29% $5 -Settlemier Park (youth soccer) $5 $17 29% 29% $5 --Legion Park (adult soccer) $17 $17 100% 100% $17 --Centennial Park (youth soccer) $5 $17 29% 29% $5, --Centennial Park (adult soccer) $17 $17 100% 100% $17 -Centennial Park (softball/baseball) $5 $17 29% 29% $5 Field Prep (all fees per game) -softball/baseball $35 $36 97% 97% $35 chalking, dragging, setting bases -soccer $35 $36 97% 97% $35 chalking/marking Athletic.Field Lighting $15 $15 100% 100% $15 all fees per hour-Settlemier & Legion Parks Deposits (per youth rental) $25 n/a n/a n/a $25 PageSof7 '1r '111(: City of Woodburn 2000-2001 Draft Master Fee . Current Cost of Fee as a ~c Recom'd % Recom'd . . . Regulation. Product. or Service F S' of Current Cost F Notes (Additional Fees, Units, etc) ee ervlce Cost Recove ee ton DepoSits (per adult r~ntal) Facilit}l~~~tal~~~t~ Woodbum Community Center (all fees per hour) -auditoriumlfireside room -auditoriumlfireside room w/food and beverages -kitchen (w/room rental) -kitchen (alone) ~tire building Deposit (per rental) Facility Monitors (building staff) City Hall Council Chambers (all fees per hour) -<:hambers room -<:hambers room w/food and beverages -kitchen (w/room rental) -kitchen (alone) Deposit (per rental) Facility Monitors (building staff) Park Facilities (per day) -Legion Park Picnic -Settlemier Park Picnic -Burlingham Park Picnic -Senior Estates Park Picnic -any entire park Athletic Fields (per hour) -Settlemier Park (softballlbaseball) -Legion Park (softballlbaseball) -Settlemier Park (youth soccer) -Legion Park (adult soccer) --Centennial Park (yolJthsoccer) --Cent~nnial~~~k(a~~lt~?c:<:;er) . -Centennial Park (softball/l)aseball) Field Prep (all fees per game) -softball /baseball -soccer AthleticField Lighting Deposits (per youth rental) Deposi!~(per()(j~ltr~~!~I). ........ . F.~ili!Y_~~_~taI!':f~"!m~~i~~._ ... Woodbum ComrnunitYGenter (aUfeesper hour) -auditoriumlfireside room -auditoriumlfireside room w/food and beverages -kitchen (w/room rental) -kitchen (alone) -€ntire building Deposit (per rental) Facility Monitors (building staff) City Hall Council Chambers (aU fees per hour) -<:hambers room -<:hambers room w/food and beverages -kitchen (w/room rental) -kitchen (alone) Deposit (per rental) Facility Monitors (building staff) Park Facilities (per day) -Legion Park Picnic -Settlemier Park Picnic -Burlingham Park Picnic -Senior Estates Park Picnic Athletic Fields (per hour) $50 n/a n/a n/a $50 $20 $23 87% 87% $20 $25 $41 n/a 61% $25 $15 $23 65% 65% $15 $20 $24 83% 83% $20 $35 $41 85% 85% $35 $50 n/a n/a n/a $50 $10 $10 100% 100% $10 new fee $23 n/a 87% $20 new fee $41 n/a 61% $25 new fee $23 n/a 65% $15 new fee $24 n/a 83% $20 new fee n/a n/a n/a $50 new fee $10 n/a 100% $10 $30 $33 91% 91% $30 $30 $33 91% 91% $30 $8 $33 24% 24% $8 $30 $33 91% 91% $30 $150 $150 100% 100% $150 $5 $17 29% 29% $5 $5 $17 29% 29% $5 $5 $17 29% 29% $5 $20 $17 118% 100% $17 $7 $17 41% 41% .E $20 $17 118% 100% $17 $7 $17 41% 41%. $7' $35 $36 97% 97% $35 chalking, dragging, setting bases $35 $36 97%. 97% $35 chalking $15 $15 100% 100% $15 aU fees per h()ur~Settlemier& Legion Parks $25 n/a n/a n/a $25 $50 n/a n/a n/a $50 $30 $23 130% 157% $36 $50 $41 n/a 122% $50 $25 $23 109% 109% $25 $27 $23 117% 117% $27 $45 $41 110% 110% $45 $50 n/a n/a n/a $50 $10 $10 100% 100% $10 new fee $23 n/a 157% $36.. new fee $41 n/a 122% $50 new fee $23 n/a 109% $25 new fee $24 n/a 113% $27 new fee n/a n/a n/a $50 new fee $10 n/a 100% $10 $50 $33 152% 152% $50 $50 $33 152% 152% $50 $37 $33 112% 112% $37 $37 $33 112% 112% $37 Page 6 of7 '1f The City of \Voodburn 200U-2()()1 Draft ,',!aster Fee ~ ton . . Current Cost of Fee as a % Recom'd % Recom'd . . Regulation, Product or Service F S' of Current Cost F Notes (Additional Fees, Units, etc ) ee ervlce Cost Recove ee -Settlemler Park (softballlbaseball) --Legion Park (softballlbaseball) --Settlemier Park (youth soccer) --Legion Park (adult soccer) --Centennial Park (youth soccer) -Centennial Park (adult soccer) --Centennial Park (softball/baseball) Field Prep (all fees per game) -softballlbaseball -soccer Athletic Field Lighting Deposits (per youth rental) Deposits (per adult rental) Other Special Event Permit (one day) PLUS Additional Days OR Per Event Per Attraction Fee Community Garden Plots-Resident and Non-Resident 1 st 20' x 40' Plot 2nd 20' x 40' Plot _..----_._-~-- $10 $10 $10 $25 $10 $25 $10 $17 $17 $17 $17 $17 $17 $17 59% 59% 59% 147% 59% 147% 59% 59% 59% 59% 147% 59% 147% 59% $6 $36 17% 97% $35 chalking, dragging, setting bases $12 $36 33% 97% $35 chalking $3 $15 20% 100% $15 all fees per hour-Settlemier & Legion Parks $25 n/a n/a n/a $25 $50 n/a n/a n/a $50 $1,275 $1,275 100% 100% $1,275 $400 $400 100% 100% $400 $50 $50 100% 100% $50 whicheveris greater. $22 $22 100% 100% $22 . u_$2L $.2l 100% 100% .$?L__ _ - ~-_._,~---~.- --- Page 7 of7 ". tOE MEMO FROM: City Council though City Administrator .~ Public Works Program Manager /0 ~ TO: SUBJECT: Bid Award for Utility Vehicle DATE: August 30, 2000 RECOMMENDATION: Award the contract for purchase of a utility vehicle to Salem Farm and Garden for $5,412.00. BACKGROUND: The city requested bids for a four wheel, two wheel drive, gasoline engine driven utility vehicle. The bids were opened at 3:30 PM on August 25, 2000 and the results were as follows: Bidder Salem Farm & Garden Fisher-Ernst Group Lennon Implement Amount Bid $ 5,412.00 $ 5,445.00 $ 5,486.00 This vehicle will be used for maintenance operations at the wastewater treatment plant. It will replace an existing vehicle that has major mechanical problems and is at the end of its useful life. The vehicle is used around the treatment plant to carry maintenance tools and to gather samples required to monitor plant operations. Funding in the amount of $5,500 was budgeted for the purchase this fiscal year from Wastewater Treatment Plant equipment replacement funds. T MEMO tOF Subject: ~~ City Administrator for Council Actiorr<.r ' Public Works Director< &~ ~ Award of Contract for Wastewater Treatment Plant Laboratory Remodel to Corp Inc. TO: FROM: Date: September 22, 2000 RECOMMENDA nON: It is recommended that Council pass a motion to award the Wastewater Treatment Plant Laboratory Remodel project to the low bidder, Corp Inc., for the amount of $760,000 based on the attached Findings prepared by the City Attorney. Note: Although there were two irregularities in the bids received, these irregularities are not significant to require re-bidding the project. BACKGROUND: Bids for the Wastewater Treatment Plant Laboratory Remodel were opened on August 31, 2000. Nine bids were received but only eight were opened due to one of the bidders was not pre-qualified prior to bid opening. The bid results are as follows: Corp Inc. 2KG Contractors DGS General Contractors Bartel Contracting Inc. Meng-Hannan Construction The Grant Company Magno Pacific, Inc. lE. Inc. $ 760,000 $ 874,000 $ 908,000 $ 910,000 $ 938,000 $ 960,000 $ 971,500 $1,072,000 (12% below estimate) Interwest Construction not opened Engineer's Estimate $ 850,000 The two irregularities referred to earlier are as follows: 1. A standard form that complies with DEQ loan requirements was not properly completed. 2. The document that provides information about subcontractors license number and the amount of work was not completed. 1r 10F 1. DEQ required documents: As per DEQ specifications, SRF attachments were included in the bid documents. The apparent low bidder did not sign all of the documents in the bid package that were required by the Department of Environmental Quality (DEQ). The City contacted DEQ and they indicated that the low bidder should be asked to sign the forms that were not signed and that it satisfied DEQ requirements if their forms were all signed prior to contract award. The low bidder subsequently signed all required forms and DEQ has indicated that they have no concern with awarding the contract to the selected low responsible bidder. 2. Information on sub-contractors: The apparent low bidder did not include on the subcontractor disclosure form the Construction Contractor's Board (CCB) number or the negotiated bid cost for each of the listed subcontractors. However, the low bidder did fill in the form that was provided in the bid document by the consulting engineer. Future review indicates that the form should have included the additional requested information in regards to the subcontractor's CCB number and the amount of work in dollars. In evaluating existing public contracting statutes, staff and the city attorney have determined that these two items, the CCB number and the bid price, are not significantly important to our contract award decision. The name of all subcontractors is required and the selected low responsible bidder did supply a subcontractor listing as required. It has been noted by Staff that there was not a single bidder who fully complied with the rules of signing all appropriate documents required. The low bidder was pre-qualified by the Staff and is willing to correct the oversight irregularities. Therefore, staff believes that it is in the best interest of the public that the contract be awarded to the low bidder. ATIACHMENT: Findings drafted by City Attorney 1T MEMO From the Office of the City Attorney FROM: MAYOR AND CITY COUNCIL N. ROBERT SHIELDS, CITY ATTORNEY !/ItS TO: SUBJECT: FINDINGS FOR BID NO. 99-14 ADMINISTRA nON BUILDING WWTP CONTRACT AWARD DATE: SEPTEMBER 25, 2000 Attached are revised Findings for the award of Bid No. 99-14. Please substitute this document for the Findings included in your packet. The only change is the addition of the second sentence in the second to the last paragraph which states that the CCB numbers and subcontract amounts were supplied to the city. '1f BEFORE THE WOODBURN CITY COUNCIL ACTING AS THE LOCAL CONTRACT REVIEW BOARD ADMINISTRATION BUILDING INTERIOR DEMOLITION AND REMODEL WOODBURN WWTP EXPANSION AND UPGRADE BID NO. 99-14 ) ) ) ) ) ) FINDINGS The Board finds that on August 31, 2000, bids were opened for a Public Works project referred to as Administration Building Interior Demolition and Remodel W oodbum WWTP Expansion and upgrade, Bid No. 99-14. The invitation for bids was prepared pursuant to ORS Chapter 279. The Board finds that nine bids were received but only eight bids were responsive bids due to the fact that one of the bidders, Interwest Construction, had not followed the required prequalification process prior to the bid opening and did not submit a responsive bid.. The responsive bids, at the time of bid opening were as follows: Corp Inc. 2KG Contractors DGS General Contractors Bartel Contracting Inc. Meng-Hannan Construction The Grant Company Magno Pacific, Inc. J.E. Inc. Interwest Construction Engineer's Estimate $ 760,000 $ 874,000 $ 908,000 $ 910,000 $ 938,000 $ 960,000 $ 971,500 $1,072,000 (12% below estimate) not opened $ 850,000 The Board finds that the apparent low bidder was Corp Inc. with a bid of $760,000 and that this bid contained two irregularities. First, the apparent low bidder submitted, but did not sign, all of the documents in the bid package which were required by the Oregon Department of Environmental Quality. Second, the apparent low bidder submitted the subcontractor disclosure form required by ORS 279.027(2) but did not include information regarding each subcontractor's Construction Contractor's Board number or the amount of each subcontract. Page I - Bid No. 99-14 - Findings '1f The Board finds that no bid protest has been filed and that under Oregon law it is vested with broad discretion to determine the "lowest responsible bidder." In this instance, rejection of the apparent low bid would cost the city taxpayers $114,000. The Board finds that Corp Inc. substantially complied with the bid requirements concerning the Oregon Department of Environmental Quality form because all necessary forms were submitted and were subsequently signed. The Board finds that Corp Inc. substantially complied with the bid requirements under ORS 279.027(2) because the information provided by Corp Inc. was provided on a form originally provided by the city and this form was completed. . . ~i I II I. . 'I ~IIIUll' 1_1 .(jIIlU.llll ,. ~LJ IJ r ... 1 rr Rejection of the bid for this reason would cost the public more money, would be unfair to the apparent to the low bidder, and would do nothing to further the legislative objective of discouraging "bid shopping" which led to the passage of ORS 279.027(2). The Board finds and concludes that Corp Inc. is the "lowest responsible bidder" and should be awarded the bid for $760,000. Page 2 - Bid No. 99-14 - Findings '1r IOF BEFORE THE WOODBURN CITY COUNCIL ACTING AS THE LOCAL CONTRACT REVIEW BOARD ADMINISTRATION BUILDING INTERIOR DEMOLITION AND REMODEL WOODBURN WWTP EXP ANSION AND UPGRADE BID NO. 99-14 ) ) ) ) ) ) FINDINGS The Board finds that on August 31, 2000, bids were opened for a Public Works project referred to as Administration Building Interior Demolition and Remodel W oodbum WWTP Expansion and upgrade, Bid No. 99-14. The invitation for bids was prepared pursuant to ORS Chapter 279. The Board finds that nine bids were received but only eight bids were responsive bids due to the fact that one of the bidders, Interwest Construction, had not followed the required prequalification process prior to the bid opening and did not submit a responsive bid.. The responsive bids, at the time of bid opening were as follows: Corp Inc. 2KG Contractors DGS General Contractors Bartel Contracting Inc. Meng-Hannan Construction The Grant Company Magno Pacific, Inc. lE. Inc. Interwest Construction Engineer's Estimate $ 760,000 $ 874,000 $ 908,000 $ 910,000 $ 938,000 $ 960,000 $ 971,500 $1,072,000 (12% below estimate) not opened $ 850,000 The Board finds that the apparent low bidder was Corp Inc. with a bid of $760,000 and that this bid contained two irregularities. First, the apparent low bidder submitted, but did not sign, all of the documents in the bid package which were required by the Oregon Department of Environmental Quality. Second, the apparent low bidder submitted the subcontractor disclosure form required by ORS 279.027(2) but did not include information regarding each subcontractor's Construction Contractor's Board number or the amount of each subcontract. Page 1 - Bid No. 99-14 - Findings '1r lOF The Board finds that no bid protest has been filed and that under Oregon law it is vested with broad discretion to determine the "lowest responsible bidder." In this instance, rejection of the apparent low bid would cost the city taxpayers $114,000. The Board finds that Corp Inc. substantially complied with the bid requirements concerning the Oregon Department of Environmental Quality form because all necessary forms were submitted and were subsequently signed. The Board finds that Corp Inc. substantially complied with the bid requirements under ORS 279.027(2) because the information provided by Corp Inc. was provided on a form originally provided by the city and this form was completed. Rejection of the bid for this reason would cost the public more money, would be unfair to the apparent to the low bidder, and would do nothing to further the legislative objective of discouraging "bid shopping" which led to the passage ofORS 279.027(2). The Board finds and concludes that Corp Inc. is the "lowest responsible bidder" and should be awarded the bid for $760,000. Page 2 - Bid No. 99-14 - Findings 'IT lOG September 25, 2000 TO: FROM: SUBJECT: Honorable Mayor and City Council City Administrator~ Agreement for Cable Television Consulting Services Recommendation: It is recommended the City Council authorize the City Administrator to negotiate and execute agreements with MuniCom for: 1. Consulting services for cable television franchise renewal, for an amount not to exceed $21,300; and 2. Consulting services for cable television franchise transfer, in an amount not to exceed $5,760. Background: Federal Law dictates the process for renewing and transferring cable television franchises. Federal law reflects a series of Cable Television Acts enacted by Congress during the 1990's and limits local government authority over cable television regulation. In 1992 the City awarded a ten-year franchise to Northland Cable Television. In 1998, the City consented to the transfer of the franchise from Northland to North Willamette Telecom (DirectLink). The franchise with DirectLink expires in October 2002. Federal Law provides a formal process franchising authorities must follow if they are notified by the franchisee, within a six-month window at least 30 months prior to the expiration of the franchise agreement, of it's intention to seek franchise renewal. That process allows for public opportunity to provide input into satisfaction with the franchisee's performance, service, and system. It also dictates the manner in which negotiations will proceed, and be concluded. DirectLink's six-month window for initiating a formal renewal process opened in October 1 999 and closed in April 2000. On July 10, 2000 a request for franchise renewal was received from DirectLink (Attachment 1). DirectLink wishes to sell the cable system to Millennium Digital Media, a privately held company headquartered in St. Louis, Missouri. Representatives of DirectLink indicated Millennium requires a renewed franchise as a condition of sale. Discussion: '1f Honorable Mayor and City Council September 25, 2000 Page 2. lOG The City Council needs to consider two actions associated with the sale of the cable system: franchise renewal, and transfer of franchise. As indicated previously, Federal law regulates both actions. Both actions require a high level of technical competency on the City's part to assure the cable system will meet the entertainment and communication needs of residents and businesses through the coming franchise term. City staff lacks sufficient technical knowledge of cable system design or of current regulation to provide the protection to which Woodburn is entitled, or to take full advantage of the opportunities a request for franchise renewal or transfer affords. The City previously retained Stephen Jolin, a cable television consultant, to assist with the transfer of the cable franchise from Northland to DirectLink. Mr. Jolin, as the principle of MuniCom, is a recognized expert in the field of cable communications, and has extensive experience with cable television regulation from both the public and private sector. He has negotiated franchise renewals and transfers for many jurisdictions, and can readily provide the level of technical competency required to assure that Woodburn can take full advantage of opportunities associated with franchise renewal and transfer. DirectLink would like to complete both renewal and transfer of its franchise by the beginning of 2001. Based on the date of its request for franchise renewal, the City is not obligated under Federal Law to complete either action by that time. Nevertheless, if it can be done without compromising the service and system the City should enjoy, it is desirable to consolidate and expedite both processes to the extent possible. Accordingly, staff sought proposals from Mr. Jolin for consulting services for franchise renewal and transfer. Proposals were not sought from other cable consultants, as Mr. Jolin has familiarity with the Woodburn franchise, and is well regarded by the City Council due to his previous work on behalf of the City. Attached are the proposals submitted by Mr. Jolin for franchise transfer consulting (Attachment 2) and for franchise transfer (Attachment 3). Also attached is a list of Mr. Jolin's qualifications and previous clients (Attachment 4). With respect to renewal, Mr. Jolin's services extend to determining past franchise compliance, engineering and financial reviews, assessment of community needs and interests, drafting franchise language, and negotiating with DirectLink. Mr. Jolin has estimated these services will cost $21,300. Many of the foregoing services also apply to Mr. Jolin's efforts on behalf of franchise transfer, although they will be addressed in greater depth at that point. Transfer services are estimated at $5,760. It is possible those costs may be passed on to the franchisee. 11" lOG Honorable Mayor and City Council September 25, 2000 Page 3. In seeking these proposals, staff indicated the City's desires in these matters are to assure that OirectLink has met all its obligations under the existing franchise or will transfer any unmet obligations to Millennium; that a system upgrade be undertaken to provide as technologically advanced a system as can be built with system resources; that a full spectrum of programming options are available to Woodburn residents; that programming be affordable; and that the cable operator provide greater support to public access programming. Your meeting of September 25, 2000 provides an opportunity to consider contracting for cable consulting services, and an opportunity to give staff additional direction regarding the Council's goals for the cable system. Financial Impact: The total cost of the services proposed by Mr. Jolin is $27,060. That cost may be modified during finalization of work plans, and negotiation of contract documents. Funds have been retained in the cable television budget to support the cost of the recommended agreements for service. JCB :rr Ie ... ... l)ife(tlinl< OF OREGON lOG {R\LECC~"V1~~ I.JUL 1 0 2000 ATTACHMENT J Page -L- of , John Brown City of Woodburn 270 Montgomery St Woodburn, Or 97071 Dear John, As described in the Cable Act of 1992, Section 18, DirectLink requests commencement of proceedings to renew the city of Woodburn cable television franchise. DirectLink would like to begin the renewal process as soon as possible. Please call me at 266-8262 at your earliest convenience to discuss this request and set forth a timeline to complete the renewal process. I will look forward to hearing from you. Sincerely, ~~~~~ Sandra Coleman Manager, Video Services DirectLink of Oregon, Inc. 503 982 408! Fax 503 982 480' 635 Glatt eirel, Woodburn, Oregon 9707 E-mail sales@web-ster.con http://www.web-ster.com/Di rectLin Authorized Webster Internet Access TN dealer North Willamette Telecom. an affiliate of Canby Telephone Association '1f lOG COMMUNICATIONS! MuniCom ! MANAGEMENT! Stephen Jolin, Ph.D. 4820 SW Barbur Blvd. #34 Portland, OR 97201 PHONE 503 ! 227 ! 0422 FAX 503 ! 227 ! 3104 E-MAIL! s./oJin@teJeport com September 20, 2000 Via E-mail John Brown City Administrator City of Woodburn 270 Montgomery St. Woodburn, OR 97071 ATTACHMENT :.2. Page ---L- of 3 RE: CONSULTING ASSISTANCE FOR WOODBURN CABLE TELEVISION FRANCHISE RENEWAL Dear John: In accordance with our telephone conversation, I am writing with a brief proposal for assisting the City of W oodbum in its efforts to consider the renewal of its cable television franchise. My previous work with the City, along with our telephone visit, has given me an understanding of the general parameters of the renewal project. Below, please find a description of the tasks I believe would be involved in completing the project, and an estimate of the costs. For engineering work, I would use my associate Brian Nordlund ofW&H Pacific, and call upon longtime associate Marjie Lundell as a resource on performance review issues and community needs assessment. I am sending separately a list of clients and resumes. References are available upon request. TASKS 1. PRELIMINARIES. Review documents, meet with City officials, finalize workplan. (Jolin) 2. PAST FRANCHISE COMPLIANCE. Investigate and prepare report on past franchise compliance: franchise fee payments, system construction and extension, customer service, etc. (Jolin, Lundell) 3. ENGINEERING REVIEW. Do engineering review of system, prepare letter report. (Brian Nordlund, with Jolin) 4. FINANCIAL REVIEW. Do review of financial condition of system, including history of revenues, operating profits for system (to the extent data MuniCom Proposal: Franchise Renewal. September 20, 2000. Page 1 '1f ATTACHMENT ~ Page ~ of "":'-3 lOG is available), system growth, status of parent company. Prepare letter report. (Jolin) 5. COMMUNITY NEEDS AND INTERESTS. Conduct 2 workshops for community leaders and 1 public hearing, to educate on cable and ascertain community needs: system design & performance, programming, customer service, community access to system, institutional network needs, etc. Prepare report on community needs & interests. (Jolin, with Nordlund, Lundell) 6. DRAFT FRANCHISE. Prepare draft franchise agreement, incorporating community needs and interests. (Jolin) 7. NEGOTIATION ASSISTANCE. Assist in negotiations (5 half-day meetings), with preparations, revisions to franchise draft, etc. (This task may involve more or less time than estimated, due to factors outside the City's or the consultant's control.) 8. MEETINGS WITH CITY, MISCELLANEOUS. Periodic progress reports, up to 3 meetings with City officials, miscellaneous telephone consultation. (Jolin) COST ESTIMATES Estimates are based on estimates of time involved in each task, at an average of $100 per hour: Mr. Jolin's and Mr. Nordlund's hourly rate is $120; Ms. Lundell's rate is $85. Direct expenses would include travel at $ .30 per mile, printing, telecopying, and other direct, out-of-pocket costs required by the project. Every effort will be made to keep actual cost to a practical minimum. ESTIMATE OF HOURS AND COST TASK HOURS COST 1. Preliminaries 12 $1200 2. Past Franchise Comnliance 4 400 3. EnQ'ineerinQ' Review 40 4000 4. Financial Review 12 1200 5. Community Needs & Interests 40 4000 6. Draft Franchise 30 3000 7. Ne2:otiation Assistance 50 5000 MuniCom Proposal: Franchise Renewal. September 20, 2000. Page 2 '1f ATTAC~ENT 4 Page . _ of I I lOG Planning, system design and project management for development of Portland/Multnomah County Emergency Medical Services system. Planning for Portland/Multnomah County 911 emergency telephone system. Serving as management liaison with Portland Fire Bureau, Public Works Department, other agencies. Writing speeches, assisting in drafting various city legislation. BUSINESS AND FINANCE. Intermittently, 1961 to 1987. 1983-1987--Principal and President of corporation raising capital for start-up and developing businesses. Raising capital and/or serving as principal in variety of businesses--including energy, electronics, agriculture, timber. Major projects included raising funds for drilling more than 200 oil and gas wells in Pennsylvania, Illinois, Kansas and Texas. Performing financial analysis, long-range planning, market analysis, marketing, business plan preparation, return-on-investment analysis, both for own and for client businesses. Authoring Articles: "Contrarian View of Oil and Gas Investment Opportunities," The Market Chronicle, May 22, 1986; "Careful Contrarians Like Oil and Gas," Financial Services Times, June, 1986. Serving as partner, broker and manager in real estate development firm 1961-1964: Negotiating real estate sales; Producing promotional and advertising literature. Producing television commercials. COLLEGE AND UNIVERSITY TEACHING. 1969 to Present. Assistant Professor at University of Portland (full-time 1969-1975), Instructor and Adjunct Professor at Portland Community College (part-time 1973-present) and Portland State University (part-time 1984-1985) in Oregon. Teaching courses in Critical Thinking, Public Finance, Cable Television, Philosophy, Political Thought. Researching, writing, publishing. DEGREES, STUDIES, HONORS Earning Ph.D. (1970) and M.A. (1967) degrees, Philosophy, Marquette University, Milwaukee, Wisconsin. Earning B. A. (1963), English, Lawrence University, Appleton, Wisconsin. Winning Fulbright Grant for study at University of Paris, France (1968- 1969); National Defense Educational Act Title IV Fellowship (1964-1968); National Endowment for the Humanities Younger Humanist Grant (1973) Studies in Public Administration, Lewis and Clark College (1978). Jolin, Page -- 2 '1f ~~~:C~ME~l i lOG 8. Meetings with City, Miscellaneous 20 2000 Communications 9. Travel Direct Exoenses 500 Total 208 $21300 I may note that if the City wishes to conduct a scientifically valid statistical survey of cable subscriber satisfaction and needs, this can be done for approximately $9,000. I would not recommend undertaking this effort unless circumstances in negotiations make it evident it is necessary. I would be happy to further discuss any reasonable revision of the task list that would accomplish the City's purposes. I look forward to hearing from you, and to working with you and the City of Wood bum. Sincerely, ~ Stephen Jolin MuniCom MuniCom Proposal: Franchise Renewal. September 20, 2000. Page 3 'If lOG COMMUNICATIONS! MuniCom ! MANAGEMENT '/-.-ACU 3 ..... h. ,.,MENT Stephen Jolin, Ph.D. 4820 SW Barbur Blvd. #34 Portland, OR 97201 Page -L of ....I.... PHONE 503 ! 227 ! 0422 FAX 503 ! 227 ! 3104 E-MAIL! sio/in@teleoort.com September 20, 2000 John Brown City Administrator City of Wood bum 270 Montgomery St. Woodburn, OR 97071 RE: CONSULTING ASSISTANCE IN CABLE FRANCHISE TRANSFER Via E-Mail Dear John: As we discussed, here is a proposal for assisting the City in the anticipated transfer of the cable system to a new owner. In the table below, I have identified the tasks common in completing such a process, and estimated the costs involved. Cable Franchise Transfer Tasks and Estimated Cost Task Cost 1. Review and assess request for transfer from current operator, discuss with $720 City in preliminary meeting. 2. Request additional information, as necessary, regarding financial, legal and 480 technical qualifications of the proposed transferee. 3. Review and assess additional information received, discuss with City. 720 4. Identify any unmet franchise and ordinance requirements that may be 1440 remedied by cash payment or specific performance. 5. Ascertain additional appropriate conditions from City policy makers. 480 6. Conduct meetings, discussions and communications with City staff, current 960 operator and proposed transferee as necessary (assumes 2 meetings and miscellaneous communications). 7. Prepare draft transfer agreement, with appropriate conditions re: 960 . Payment or performance for any past non-compliance . Agreement to comply with current franchise, and with renewal franchise being negotiated . Guarantee by appropriate guarantor . Payment of City's transfer application processing costs . Other conditions identified by City Total $5760 MuniCom Proposal: Transfer. September 20, 2000. Page 1 '1r ATTACHMENT 3 Page 3- of d lOG Estimated cost is based on an estimate of hours required for the work at Stephen Jolin's hourly professional consulting rate of$120. Please note that considerable time has been allotted to determining possible past franchise and ordinance non-compliance by the current operator. This work would suffice and substitute also for much of the similar work anticipated as necessary in the franchise renewal process about to be conducted by the City. Please note also that it is customary for the payment of the City's franchise transfer application processing costs to be covered by the cable operator requesting the transfer. This requirement is represented above as a proposed condition of the transfer. You might want to check your current franchise and ordinance to see if there are any limits placed on the company's exposure here. If you have questions about this proposal, please do not hesitate to contact me. Sincerely, ~ Stephen Jolin MuniCom MuniCom Proposal: Transfer. September 20,2000. Page 2 '1f ATTACHMENT MunlCom Page..../ - of COMMUNICA nONS ! · MANAGEMEfVT ! Stephen Jolin, Ph.D. 4820 SW Barbur Blvd. #34 Portland, OR 97201 PHONE 503 ! 227 ! 0422 FAX 503 ! 227 ! 3104 E-MAIL! sio/in@telefJort.com 1- I I lOG MuniCom Experience in Cable Communications Management Consulting MuniCom is owned by Stephen Jolin, Ph.D., who serves as principal consultant. Mr. Jolin is former Director of the Portland, Oregon Office of Cable Communications, and has provided consulting assistance to public jurisdictions and other organizations in all areas of cable and telecommunications franchising, system ownership changes, franchise renewal, franchise negotiations, community ascertainment, institutional telecommunications, and franchise administration, since 1981. With the exception of engineering and legal analysis, Mr. Jolin personally performs all aspects of cable and telecommunications franchise assistance to local governments. Mr. Jolin at times assembles and leads teams of nationally known professionals for franchise renewal work. MuniCom team members have included Michael Katz of KF A Services, Brian Nordlund ofW&H Pacific, Sue Buske of the Buske Group, Joseph Van Eaton of Miller and Van Eaton, Jay Smith of Public Knowledge, Clifford Schrock of Cable Business Systems, and Marjie Lundell, former Cable Director of the Multnomah Cable Regulatory Commission. Recent MuniCom clients include the following among others: Alvin & Friendswood, TX (principal consultant) --Negotiation of cable company proposed change in upgrade plans, from 750 MHz fiber/coax to digital compression. Chehalis, W A (principal consultant) --Franchise renewal: financial review, technical review, community ascertainment workshops and report, PEG Access review, franchise compliance review, negotiation assistance, franchise drafting. 2000. Clackamas County, OR (principal consultant) --Franchise renewal; completed franchise 1995; led negotiations, performed PEG Access, institutional network, financial review, technical review, community ascertainment, other renewal-related work, franchise performance review, 1996-7. Curry County, OR (principal consultant) --Franchise and ordinance drafting, rate review; 1993-1994; franchise renewal, technical studies, community ascertainment, financial review, transfer of ownership, negotiations, 1999-2000. Dallas, TX --Franchise renewal, 1999- 2000. Includes community ascertainment, performance review, I-Net study, negotiations. ESD 112, Vancouver, W A Area School Districts (principal consultant) --Ascertainment of educational community PEG Access and telecommunications needs, as part of cable franchise renewal; 1995-96. Evanston, IL MuniCom, Page -- 1 '1r lOG __ Franchise renewal, financial review; 1995-96. ATTAC1MENT Page of 4- I I Farmer's Branch (Dallas suburb), TX --Franchise renewal, technical and engineering review of system; 1995. Franchise renewal, including ascertainment, performance review, I-net and PEG studies, negotiations, 1999-. Hood River, OR (principal consultant) --Franchise renewal; completed franchise 1995; led negotiations, performed PEG Access, institutional network, financial review, technical review, community ascertainment, other renewal-related work. Houston, TX--7 Houston area cities consortium __ Franchise renewal, technical and engineering review of system; 1994 Issaquah, W A (principal consultant) --Franchise renewal; leading negotiations, performed review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work; completed June, 1998. Kelso and Kalama, OR (principal consultant) --Franchise renewal; currently in process; leading negotiations, performing review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. Klamath Co., OR (principal consultant) --Franchise renewal; completed 1997; leading negotiations, performing review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. Milwaukie, OR (principal consultant) --Franchise renewal; 1997- 1999; leading negotiations, performing review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. Newberg and McMinnville, OR (principal consultant) --Franchise renewal; 1997- 2000; leading negotiations, performing review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. Novato, CA --Franchise renewal, financial review; 1994 Oakland, CA (principal consultant) --Franchise renewal: community ascertainment workshops and report; PEG Access equipment and facilities review; statistical survey. 1999-2000. Olympia, W A (principal consultant) MuniCom, Page -- 2 '1r ATTACHMENT 4- page....3- of J I lOG --Franchise renewal: financial review, technical review, community ascertainment workshops and report, PEG Access review, franchise compliance review, negotiation assistance, franchise drafting. 1999-2000. Phoenix, AZ (principal consultant) __ Franchise renewal, institutional Network study; 1994-5. Portland, OR (principal consultant) --Technical studies, franchise renewal assistance, Institutional Network study, review of grant applications for public telecommunications projects, other franchise-related work; study to establish consistent, non-discriminatory, competitively neutral policies for non- right-of-way property use by te1com providers; franchise drafting and negotiation assistance for consideration of application by four overbuilders to compete with incumbent cable provider AT&T. 1990-2000. Rockwall, TX --Franchise renewal, technical and engineering review; 1995-6. Santa Rosa, CA --Franchise renewal, financial and customer service reviews; 1994. Seattle, W A (principal consultant) --Franchise renewal ascertainment study, including PEG access, financial review, Institutional Network study, technical review, community ascertainment, ongoing financial analysis; 1992-5. Skamania County, W A (principal consultant) --Franchise renewal; completed 1995; led negotiations, performed review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. St. Helens, OR (principal consultant) --Original franchise negotiation, renewal negotiations; 1981-1993. Tacoma, W A (principal consultant) --Franchise renewal; 1995-1999; simultaneously pursuing agreements with both TCI and municipal utility; leading negotiations, assisted in review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal- related work. Thurston County, W A (principal consultant) ----Franchise renewal; completed 1993; led negotiations, performed review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. Topeka, KS --Franchise renewal, Institutional Network study; 1992. Tucson, AZ --Franchise renewal, Institutional Network study; beginning May, 1996 MuniCom, Page -- 3 '1r ATTAC';'fENT 1- Page . of II Tumwater, W A (principal consultant) -- Franchise renewal assistance; 1993. Vancouver, W A, City-County Cable Office (principal consultant) --Workshop on cable franchise negotiations for Cable Commission; 1995. Washington County, OR (principal consultant) --Franchise renewal; completed 1994; led negotiations, performed review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. West Linn, OR (principal consultant) --Franchise renewal; completed 1995; led negotiations, performed review of PEG Access and institutional network, financial review, technical review, community ascertainment, all other renewal-related work. West Sacramento, CA --Franchise renewal, financial review; 1993. Woodburn, OR (principal consultant) --Franchise renewal; 1994-1995; led negotiations, performed review of PEG Access and institutional network, financial review, technical review, all other renewal-related work. Currently in negotiations with second operator seeking to overbuild. Woodland, OR (principal consultant) --Franchise renewal assistance; 1995. Yuma, Arizona --Franchise renewal, Institutional Network study, PEG access workshops, customer satisfaction survey, community ascertainment, other renewal related work; 1993-95. References are available upon request MuniCom, Page -- 4 '1r lOG ATTAC~ENT 1- Page of I I lOG RESUME FOR STEPHEN JOLIN 4820 SW Barbur Blvd. #34, Portland OR 9720 I Tel. 503-227-0422, Fax 503-227-3104, E-mail sjolin@teleport.com ACCOMPLISHMENTS, RESPONSIBILITIES, EXPERIENCE COMMUNICATIONS MANAGEMENT CONSULTING. February, 1981 to the present. Owner and sole principal of MuniCom. Assisting Cities and Counties planning, negotiating and administering cable communications franchises in many States, including Oregon, Washington, California, Arizona, Texas and others. Major projects have included assisting in design and implementation of franchising processes, negotiations for initial franchises, franchise renewals, and transfers of cable system ownership, feasibility studies and ascertainments for municipal and educational telecommunications, evaluation of cable system construction and technical performance, evaluation of annual cable company reports, budget planning for local programming, verification of franchise fee amounts, rate review, evaluation of proposals for interconnection of area cable systems, evaluation of cable data transmission feasibility, development of PEG access programs, municipal cable system ownership study. Conducting information seminars, brainstorming, performing organizational analysis, doing feasibility studies and carrying out other work to identify communications needs and goals for organizations, and evaluate potential uses of communications technologies, including cable, satellite, telephone, audio and video production. Conducting financial and management planning for local government emergency communications and other agencies. Teaching the course "Cable Television in the Cities" in the Urban Studies graduate program at Portland State University; writing; and participation in professional organizations, including the Oregon and the National Association of Telecommunications Officers and Advisors. PUBLIC ADMINISTRATION AND POLITICS. 1975-1981. Director of City of Portland, Oregon Office of Cable Communications; Aide to Portland Mayor and City Commissioner Connie McCready. Planning and directing the City of Portland's cable communications franchising process, including preparing RFP, draft ordinance and evaluation procedure, designing regulatory process, staffing citizens' committee, evaluating cable industry proposals, holding public hearings, coordinating political process, negotiating franchise agreement. Administering Portland cable franchises. Planning and coordinating development of City-owned, closed-circuit cable system. Jolin, Page -- 1 '11" ATTACHMENT Jj. lOG page...:2-. of J I Brian K. Nordlund, PE W&H PACIFIC 8405 SW NIMBUS AVENUE BEAVERTON, OR 97008 503/626-0455 PROFESSIONAL SUMMARY Brian has over 11 years of experience in telecommunications and electrical engineering. He is a registered professional electrical engineer and has a variety of experience in utility and telecommunications. Brian specializes in the engineering and implementation of radio, cable and fiber optic systems for private and public networks. He managed the channelization effort of a private communications network, covering five states, where he developed design standards and was responsible for the design of over 700 voice and data circuits used for administration and operations of an electric utility. Brian has particular expertise in microwave system design, RF engineering, digital and analog multiplex, DC power plants and grounding systems. PROFESSIONAL EXPERIENCE Wide Area Network Studies, Phases I & II for City of Portland, Oregon Brian managed a two-year project for the City of Portland, where telecommunications infrastructure was evaluated and documented. Networking recommendations were developed for a new fiber network, designed to take advantage of existing infrastructure. The recommendations resulted in a design saving several millions of dollars over the potential cost of building the network from scratch. Network Design Support, Phase III for City of Portland, Oregon Brian managed a three-year project for the City of Portland, developing recommendations and detailed design for the implementation of the Integrated Regional Network Enterprise (IRNE). Brian and his group provided Engineering and design support for: Fiber route outside plant design, fiber installation and equipment specifications, construction administration & observation, and coordination with various public agency partners. Further technical support was provided during negotiations with several Competitive Local Exchange Carriers, who provided telecommunications infrastructure to the City as a component of their franchise obligations. Cable System Upgrade Project Management for Mount Hood Cable Regulatory Commission, Multnomah County, Oregon Brian managed a two-year project for the MHCRC, providing technical support to the Commission and Staff in support of negotiations and upgrade project oversight of AT&T Broadband Services. The incumbent cable operator, AT&T upgraded the residential cable Nordlund, Page -- 1 . r ""If' ATTACHMENT 1./ Page L.. of J J lOG network to a modem Hybrid Fiber Coax architecture, and provided a separate Institutional Network (I-Net) for use by local public agencies. Brian and his group evaluated technical and economic proposals, provided various technical reports & presentations, and provided inspection services of the upgraded systems. Cable Overbuilder Technical Review for Mount Hood Cable Regulatory Commission, Multnomah County, Oregon Brian managed a project for the MHCRC, providing technical analysis to the Commission and Staff in support of franchise negotiations with three competitive cable operators. Technical evaluations were developed, studying the Companys' experience and network design proposals. Brian and his group provided reports and presentations, comparing the proposed cable network architectures to the current state of the art. Wireless Data Radio Survey and Analysis for Multnomah Education Service District, Multnomah County, Oregon Brian managed a project for the MESD, providing radio site surveys and installation planning for 81 proposed wireless data sites. Over a three-month project, Brian and his group inspected the sites, selected optimal paths and routes between facilities, developed preliminary installation & equipment recommendations, and developed a technical report of the results. Control Center Microwave System for PacifiCorp, Portland, Oregon Brian designed an 180Hz system between two electric utility dispatch centers. The objective was to provide a reliable system, using a pair of radios already owned by the client. The path was relatively long for 180Hz, requiring special effort to provide adequate fade margin. The design combined rigid waveguide and smaller antennas to provide improved fade margin and forgiving antenna pattern. Brian also oversaw the development of all installation documentation and provided assistance during installation. Compressor Station #4 Microwave Project for Pacific Gas Transmission, Sand Point, Idaho Brian was responsible for inspecting an existing microwave system to determine the cause of poor received signa11evel. He developed a procedure to determine the effect of a potentially interfering structure, and modeled a path obstruction, determining a new antenna mounting height to optimize performance of the system. Brian also provided a redesign of an adjacent path, furnishing data for the addition of space diversity and the realignment of double passive reflectors. Microwave Inspections and Evaluation for Douglas County, Oregon Brian inspected and evaluated a 10 site, 20Hz microwave network for Douglas County, Oregon. This project required the evaluation of the entire communications system Nordlund, Page -- 2 '1f ATTAC'1MENT '-I page...::L- of I I including site facilities, AC and DC power systems, multiplexers, radios, alarm interfaces, and ancillary electronic and mechanical support systems. South Hill Microwave System Project for PacifiCorp, Rock Springs, Wyoming Brian designed a 2-hop system of 960MHz analog and 10GHz digital to connect an electrical substation to an existing digital microwave backbone. The 960MHz path was designed to be obstructed to minimize tower height while retaining adequate fade margin. The diffractive path proved to be within 1 dB of predicted after installation. Both paths of the system continue to meet the reliability criteria set by the client. Microwave System Design for Western Wireless, Portland, Oregon Brian designed an 8 hop 3-DS3 system to support a Cellular PCS network. The system was designed to support cell sites, switches, and outside trunking. The design was optimized to support a large number of low capacity spurs to cell sites while minimizing the number of broadband backbone hops. He also provided assistance during the budgeting process. Digital Synchronization System Project for PacifiCorp, Portland, Oregon Brian designed an extensive synchronization system for a large digital communications network, and continued to evaluate and modify the system as the network expanded over a three-year period. He developed a robust system, consisting of a GPS-referenced rubidium clock supporting a number of redundant, oven-stabilized clocks. Brian provided installation documentation and technician support during installation and configuration of the multiplex. System Design / Specifications for PacifiCorp, Portland, Oregon Brian managed the channelization effort of a five-state digital I analog microwave system, evaluated system capacity and developed baseband plans for the growing system. He provided installation specifications for new construction and system additions. Brian was also responsible for the development of design criteria for circuits, and over a four- year project, for the design of over 700 voice and data circuits used for administration and operations of an electric utility. Prime-Site Micro-Cell Project for Western Wireless, Portland, Oregon Brian was responsible for coordination of micro-cell installations. He developed mounting schemes for a variety of situations and coordinated work with RF Designers, construction, and Network Planning to meet on-air deadlines. Cellular RF Engineering for Western Wireless (VoiceStream), Portland, Oregon Brian was responsible for the RF design of Cellular PCS base stations. He used a computerized cellar design tool (CellCAD), and coordinated with Site Acquisition and Nordlund, Page -- 3 ,. 11" lOG ATTACHMENT if Page...L[L of /11 lOG Construction personnel regarding site selection and design documentation. Brian was responsible for engineering approval of electrical drawings for construction. Radio System Engineering Brian was responsible for radio system planning, design and implementation, and digital and analog microwave system design. His work also included path surveys and design for various microwave systems, coverage studies for land mobile systems, cellular Network RF Design and Optimization and preparation of FCC, FAA, and coordination forms. Field Inspections and Documentation Brian inspected sites planned for expansion, interviewed field personnel to determine system history and preferences, and evaluated existing antenna systems and available tower space. He also studied microwave path characteristics, recommending changes to improve system performance. Electrical Power and Grounding Brian designed the electrical and grounding systems for several communications facilities over a seven-year period. The project included grounding, AC service, DC back-up systems, electrical panel upgrades, and additions. Field Support Brian was responsible for scheduling and coordination of installations, procurement of communications equipment, preparation of detailed system installation instructions, and valuation and troubleshooting of existing and new systems. Cellular Optimization Brian was responsible for the optimization of cell sites and network parameters. He tracked network statistics and trouble tickets, and conducted field inspections of operating cell sites. Brian also issued work orders for antenna system upgrades, repairs and other improvement, and tailored network parameters (hand-off thresholds, etc.) to enhance system operation. Microwave Path and Antenna Systems Brian prepared path budgets and conducted path surveys. He recommended tower locations and heights with regard to reliability criteria and cost savings and designed antenna systems including waveguide, pressurization, and ancillary hardware. Brian also provided pertinent technical data for preparation of license applications for several projects. Nordlund, Page -- 4 '1r ATTACHMENT 1 Page -i.-L. of I J lOG Wasco Analog Baseband Upgrade for PacifiCorp, Portland, Oregon Brian evaluated an existing analog microwave system baseband. He proposed modifications to optimize performance of broadband data modems (Tl and 216 kBit), and redesigned the baseband at several sites, provided detailed installation instructions as well as provided day-to-day technical support to the field during installation. Industrial Electrical Brian designed electrical and control system installations for pulp and paper manufacturing equipment provider. Motor control center design, field wiring and schematic documentation for several customers over a two-year period. Education Bachelor of Science, Electrical Engineering, Portland State University Associate of Science, Grays Harbor Community College, Aberdeen, Washington. Professional Registration Electrical Engineer: Oregon: #16,672 Washington: #31,087 Experience System Planning and Studies Site and System Surveys, Inspections and Acceptance Circuit Design and Channelization Site and System Documentation Communications Project Management Communications Systems Design Microwave Fiber Optic Systems Point-to-Point Multipoint (MAS) Radio Telephone and PBX Systems Nordlund, Page -- 5 " IOH MEMO To: From: Via: Subject: Date: Mayor and City Council Matt Smith, Management Analyst John C. Brown, City Administrator Document Imaging and Management System Contract September 25, 2000 RECOMMENDATION: It is recommended the City Council: 1. Accept, by motion, the proposal of VP Consulting to provide an imaging and document management system for $22,610. 2. Authorize, by motion, staff to negotiate and the Mayor to sign a contract with VP Consulting for the purchase, installation, and maintenance of a document imaging and management system by Friday, September 29,2000. BACKGROUND: A Request for Proposals (RFP) for a document imaging and management system was released in September 7,2000. One proposal was received on Friday, September 22,2000. The proposal was reviewed and evaluated by the City's evaluation committee on Friday. The RFP detailed the City's requirements and budget range for the system. The small overall budget eliminated a number of vendors who are interested only in larger projects. One of the critical system requirements, that the system be tightly integrated with the City's network operating system (Novell NetWare 5.0), further narrowed the field of vendors down to one. The evaluation committee reviewed the proposal to determine whether the proposal met the City's needs within the allotted budget. The system utilizes LaserFiche software, which focuses on the needs of government and has features that are customized to meet the unique needs of municipalities. The vendor has installed systems of comparable size for eight (8) public agencies in Oregon, and has experience with our network operating system. The proposed price for the system is comparable to market prices for other systems with similar features. The selection committee unanimously agreed that the system would meet the needs of the City within the budgeted amount. The vendor will provide software and implementation services for the contracted amount of $22,61 O. The City has determined that purchasing hardware on the state contract, and coordinating that purchase with the vendor, will result in the most advantageous cost and hardware selection for the City. Including hardware, the total overall cost for the project will be $27,297. 1T IOH The project is partially funded by a $17,297 Local Law Enforcement Block Grant from the Department of Justice. The grant period expires on September 30, 2000, and funds must be obligated by that date to meet the grant requirements. A budget transfer will be necessary to augment grant funds to suppor the cost of the proposed project. That transfer will require a supplemental budget hearing. To meet the grant deadline, however, the supplemental budget hearing for the project will be held at the first meeting in October. The remainder of the cost for the project will be transferred from the general operating reserve fund at that time to supplement the grant and meet the budget requirements for the project. Funds will not be expended until the project is completed. The expected completion date is November 30, 2000. CONCLUSION: The committee recommends the system proposed by VP Consulting as the "best value" for the City. Staff recommends that Council accept the proposal and authorize the Mayor to negotiate and sign a contract with the vendor. Memo re Document Imaging and Management System Contract Page 2 '11" 101 Me_" _ Woodburn Recreation and Parl}s Department ANi! to: Mayor and City Council via John Bro~ City Administratorjul} from: D. Randall Westrick, Recreation and Parks Director V date: September 21, 2000 subject: Centennial Park Phase II - Parking Lot Construction Contract RECOMMENDATION: The Recreation and Parks Department recommends that the City Council award a construction contract to the lowest qualified hidder, Morse Bros. for the Centennial Park, Phase n - Parking Lot project in the amount of $74,423.25. BACKGROUND: On September 21, 2000, the Recreation and Parks Department opened sealed bids for the Centennial Park, Phase II - Parking Lot project. This phase of the project constructs a 1 OO-car parking facility with storm drain system at Centennial Park. Sealed bids were opened from 10 qualified bidders. The top three bidders follow. 1. 2. 3. Morse Bros. Rov L Houck Co. ~ Parker Northwest Paving Co. $ 74,423.25 $ 74,880,85 $ 76,601.90 The bid was below the engineer's estimate of $79,932.46. Project completion is required within 45 calendar days after the dated "Notice to Proceed." This improvement is a part of the Recreation and Parks Department's 2000-0 I Capital Improvement Budget. '1r MEMO lOJ To: FROM: DATE: SUBJECT: CITY COUNCIL )fA~ MATI SMITH, MANAGEMENT ANALYST, THROUGH CITY ADMINISTRATOR FOR THE COUNCIL MEETING OF SEPTEMBER 25,2000 CITY LOGO REVISION RECOMMENDA nON: Review the four draft City logo designs and select one design for use as the official logo for the City, or reject all logos presented. BACKGROUND: Interest was expressed by several different community members last summer in replacing the current City logo, which is out of date and could be viewed as depicting stereotypes that are not appropriate representations ofW oodbum. A request for proposals for the logo revision was released in April 2000. CB Grafx, a graphic design firm located in Portland, was selected to perform the task. The City negotiated a contract with the designer for $1,000 to develop an appropriate logo for the City. Through a series of revisions based on extensive comments made by senior staff, the designer developed four (4) logo concepts for Council review. Some concepts include more than one variation, hence the total of eight (8) designs to be reviewed. The design concepts are: · "Unity"-City of Unity (4 variations) . "Locomotive"-Movement Forward into the Future (1 design) . "City Icons"-Representative Symbols of the Community (2 variations) . "City Surroundings"-Representative Landscape Surrounding the Community (1 design) The logos are presented in full-size format, allowing Council to view the details of the designs, and in reduced-size format, representing what the logos will look like on letterhead. \ These designs are presented for you to review and select a single design, or to reject the designs as presented. Should Council choose to approve one logo, the selected logo will be incorporated in the City's letterhead, business cards, caps, insignias on City vehicles, patches, and on other resources currently displaying the City logo. '1f IOK MEMO Date: Mayor and Council Ben Gillespie, Finance Director t~ lfi/. John Brown, City AdministratorJyt 0~ SeptemberS, 2000 To: From: Subject: Brokerage Account with McDonald Investments Recommendation: That the Council authorize the Mayor, City Administrator, the Finance Director, and the City Recorder to sign the attached "Corporate Resolution to Open and Carry a Brokerage Account." Backeround: When interest rates are rising investing through private brokerage houses produces yields greater than investing through the Local Government Investment Pool. When rates are falling, investing through the pool is more advantageous to the City. This comparative advantage/disadvantage is because the State Pool is a blended yield of many investments made at different times and at different rates. In contrast the brokerages houses offer for sale individual investments at a rate determined by the market on that particular day. For the last three years interest rates have been stable or falling. The City has invested 100% of its excess cash with the State Pool. Now that interest rates are rising, it is in the City's interest to move some of its investments to a private brokerage house. Among the firms offering public sector investments are US Bank, Prudential Securities, and Key Bank's subsidiary, McDonald Investments. The City has dealt with all three brokerages in the past and found them all to be reputable businesses. All three firms offer competitive rates. Comparing the three firms to determine the best yield produces different results from day to day and depending on the length and dollar amount of the investment. McDonald was chosen, because they offered a favorable rate and produced a convincing analysis on one particular investment. Financial Implications: The extent of the advantage of moving $2,000,000 from the State Pool , into a private investment will vary depending on what interest rates do over the next 18 month. If interest rates increase, the City will earn $2,500 more on the investment than it would have in the pool. Ifinterest rates decline, the private investment will yield $11,400 more than the pool. The $2,000,000 investment represents 13.1% of the total invested today ($15,300,000). '11' 1 I ld I Corporate Resolution to Open and l\ C )ona nvestlnnnts <>-w Carry a Brokerage Accou 10K ;-"-. ; ...... ~"'-~ '----.......'1. (' i Dear Client: ..... '.., '. ',~) ~ \~ :...... :-', :--. ro. / I""" 0T ,'\ " r il It. ......,. :. '. L _ \.,,) '_'" "...J We are required by the New York Stock Exchange to have a Corporate Resolution of the Board of Directors covering the opening of said account. This resolution must be attested by the Secretary of the Corporation. Please read and sign the form below and return in the envelope provided. Your prompt response is greatly appreciated. ....~ J :;3'''.~ ~,:,_, ~_:I-:-/ .'~, ~_~ l~') " : -;--', '--." -, ,.... .~, ,'" " . ','" ,_:'l,_,}<-: :~:';':. ,'_ 1 ;." ",_, '-" .f'-,_ '..~.,..:!L_.. i./ _, ',. .-'~ '., 'r" ."' ;. ,",.";,;, , ".. ":" " f ';....t 1;'. -Co ~ .~ '.::'1 .~. i_ i_ ;:-..: ;:.'. :--. .~ L .,!c~[~r!B~.J;:~~~'.: :'~F' ., , ... " : ",.J. .: Sincerely, McDonald Investments Inc. NEW ACCOUNTS DEPARTMENT ~,_-:: .'-. .....;.;-... ;-T ,.-.;.......y.,;-- em, '. . J '...! S'~LJ:'4: \::o~._~~.~:~:::-'; ~ C>.,..y (~()N('I L.- e ~ I hereby certify that a meeting, duly called, of the H~ilra efDilaters of ;)JF fry OJ:: 'tX.l7YRUl.?N tJ7( , a corporation organized and existing under and by virtue of the State of J::QIJ AI ' held the day of , 19 , at which said meeting a quorum was present and acting throughout, the following preamble and resolution was adopted and ever since has been and now is in full force and effect: "WHEREAS this Corporation is duly authorized and permitted by its Charter and By-Laws to open and maintain trading accounts with brokers and to operate such Trading Accounts on margin or otherwise." "NOW THEREFORE BE IT RESOLVED that this Corporation open a trading account or accounts in its name with McDonald Investments Inc. of Suite 2100, 800 Superior Avenue, Clevelafl,d)\ Ohio 441 ~2603, sub~ct tg..the terms and conditions set forth in their uSUfI customers' agreement, and that,-~nt nAYOt:2 '-KICHlrRI2 J 5NNIN(}S , ~Cg Pre.>;dent ., or TfeiliUrer n 'L / , or anyone of them or their successors in office, may, on behalf of this aforementioned Corporation, (1) execute and deliver the said customers' agreement, (2) give orders in the said account or accounts for the purchase and sale of stocks, bonds and any other securities on margin or otherwise (including short sales and options), (3) deliver to and receive from McDonald Investments Inc. for the said account or accounts, monies, stocks, and/or securities as collateral or otherwise, (4) purchase or redeem such shares of any money market fund as described in its prospectus, including but not limited to, written and telephonic redemption of shares, check redemption of shares, and expedited redemption of shares, and (5) sign acknowledgments of the correctness of all statements of this account which authorization to each of said officers shall remain in full force and effect until written notice from the Secretary or Assistant Secretary of the revocation thereof shall have been filled with McDonald Investments Inc." I FURTHER CERTIFY that the following are signatures of the officers authorized by the foregoing resolution to act for this Corporation. k/(ltlAR1J J ENIV/N[JS PrelideAt Name {Please Print} t--? A YO~ :J{)fJ ')J C J -g",?O iNN l.J.(e President Name (Please Print) 'titE: p~siElent Signature ~"j- Y 11; 1-11 NIST~ A TaR.. XITY 7:) I'-? INTsT-P,470"l<. FlY ILL e~ Pis TfeaSYr~r Name {Please Print} ~8SYreF Signature r/NA N('(:- '7)/ ;z:?C(! r()7C //Y/) "/fE: 7)/"Rc(' l'OT<... IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of said Corporation this . 19 X 9,qt&ideflt Signature AYOFL X day of X Secretary (Officer's name in above resolution should not sign here) **This resolution cannot be used to transfer securities. ** FORM NO, 63-7702MIX 8/98 '1f City of Woodburn Police Department lOL STAFF REPORT 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2345 Date: September 7, 2000 From: --:'1lli:-Marr, Administrative S~ Through:?} ;~~ ~ull, Chief of Police ~ To: Mayor and Council . d Through: John Brown, City Administratorytl Subject: 2000 Bulletproof Vest Partnership On June 16, 1998, the Bulletproof Vest Partnership (BVP) Grant Act of 1998 was signed (Public Law 105-181). The purpose of the Act is to save the lives oflaw enforcement officers by helping agencies equip their officers with armor vests. The program is designed to pay up to 50% of the cost of approved vests during the grant period. The life of a bulletproof vest is five years, which necessitates the replacement of approximately five vests per year for our department, depending upon previous purchase dates. This year, five vests are in need of replacement, along with two additional vests required for the department's newly assigned Special Response Team officers. During the current fiscal year, $2,500.00 has been budgeted for replacement of body armor. At the current cost of vests, the amount of funding necessary to make all required purchases would total $4,193.00. The online grant application process has been completed, resulting in an approved grant amount of $2,189.00 for City of Woodburn Police Deparunent. These grant funds, along with the department's 50% match will facilitate the purchase of all vests required for our officers, both for replacement and for the two new assignments. Attached please find the grant approval document from U. S. Department of Justice, outlining the grant requirements. RECOMMENDATION: City Council approve receipt and allocation of grant funds for purchase of bulletproof vests. cc: grant file NJM 1r 10L Y:~-;';., Z ,\;'.1 :/... t: I...... ~,<~...~:;._~~~.~:. ~~\, rl"-'" ,;"\ I_~:/~ \~.~j:: f ~-A '. .:' rt~ ),? \,J-_') r~',: \;~-:-t"'':..,,, /~.~....( c...' ''', '\..'~J_~.r; ""'~ " 'S. ' ,; 1< I " \.. '\ \,/ ~'-':.fl.1 i:,\;: J" f ....-.. .v. $_D..~".'''.''''''.',..._ 0&."" ......... . e.....;...JIliItbCt::. RECEIVED' J I 1 ! j , ! I JUl 1 7 2000 J i I~"'OOOBURN POLICE OEPT j .., Nita Marr WOODBURN CITY 270 Montgomery Woodburn Police Department WOODBURN OR 97071 Date: July 13, 2000 Subject: Bulletproof Vest Program - Approved Year 20Q0 Application Notification Jurisdiction Name WOODBURN CITY Jurisdiction Approved Federal Funding Amount $ 2,189.00 Congratulations. This email serves as official notice that the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice, has approved a Year 2000 application under the Bulletproof Vest Partnership Act of 1998 (BVP) for WOODBURN CITY, in the amount of _ $2,189.00. National Institute of Justice (NIl) approved vests ordered on or after March 1, 1999 are eligible for funding. Once purchased vests have been delivered to law enforcement agencies, an online receiving report must be completed. The jurisdiction, through its Internet-based, online handbook, electronically requests payment from BJA to cover up to 50% of the cost of the vests received, in accordance with the approved funding level. Jurisdictions are responsible for ensuring that purchased vests are in compliance with applicable program standards, that the invoiced prices do not include unrelated law enforcement equipment, and that total program payments do not exceed 50% of the cost of vests purchased under this program. Jurisdictions with approved 2000 applications may request payments beginning August 1,2000. This will allow sufficient time for BJA to update its records and ensure the electronic payment process is operating properly. Jurisdictions with approved 1999 applications may continue to submit payment requests as needed. '" IOL When BJA approves and processes the jurisdiction's request for funding, funds are electronically transferred from the U.S. Treasury to the jurisdiction's bank account, as identified during the online registration process. A minimum of 25 business days may be required to process each payment request. Jurisdictions are responsible for facilitating prompt payment to vest vendors and ensuring that electronic banking and routing numbers are correct and accurate in their online BVP profile. Only law enforcement officers may receive vests through this program. According to the Act, "law enforcement officer" means any officer, agent, or employee of a State, unit oflocal government, or an Indian tribe authorized by law or by a government agency to engage in or supervise the prevention, detection, or investigation of any violation of criminal law, or authorized by law to supervise sentenced criminal offenders. Eligible officers may be full-time, part-time, paid or volunteer. Jurisdictions with approved applications must request federal payments no later than September 30th of the fourth federal fiscal year following the end of the federal fiscal year in which their application was approved. In other words, the jurisdiction has four years beyond the year of their application to receive vests and request payments. Jurisdictions may not use both BVP and Local Law Enforcement Block Grant (LLEBG) funds to purchase vestS during the fiscal year in which the LLEBG funds were awarded. Payments and transactions may be subject to audits by the U.S. General Accounting Office, U.S. Department of Justice's Office of the Inspector General and Office of Justice Programs, state or local government auditors, or auditors from independent public accounting firms. Jurisdictions must follow their local procurement policies and procedures in the purchasing of vests under this program, including the maintenance of reliable and accurate accounting systems, record keeping, and systems of internal control. Recipients of federal funds are expected to retain documentation supporting all program transactions for at least three years ~ollowing the approved application's final payment request. If any litigation, claim, negotiation, audit, or other action involving records has been started before the expiration of the three year period, the records must be retained until completion of the action - and resolution "Of all related issues, or until the end of the regular three year period, whichever is later. If you require additional information, please address your concerns to the Bulletproof Vest Program, Bureau of Justice Assistance, 4th floor, 810 7th Street, N.W., Washington, D.C., 2Q531 or call the BVP technical support staff at 1-877-75VESTS (1-877-758-3787). Thank. you. '1f 10M City of Woodburn Police Department STAFF REPORT Woodburn OR 97071 (503) 982-2345 270 Montgomery Street Date: From: To: Through: Subject: Applicant: Location: September 19, 2000 MJ Paul Null, Chief OfPOliC~ Mayor and City Council 1't? > John Brown, City Administrator Liquor License Application - Arandas Taqueria Arandas Taqueria Isidro Sevilla 5014 E. 18th St. Vancouver, W A 98661 Arandas Taqueria 550 N. First St. #5 Woodburn, OR 97071 Licence Type: Restaurant License (R) This license permits sale of beer and wine with meals in a restaurant setting. The police department received an application for a liquor license from applicant Isidro Sevilla on July 24, 2000. The department has completed an extensive background and criminal records investigation on the applicant. Mr. Sevilla has no criminal record and nothing of a questionable nature was found in the background. I met with Mr. Sevilla on September 18,2000, in regards to the operation of his business. Mr. Sevilla advised he has no prior experience with a liquor by the drink license. He advised his hours of operation will primarly be Monday through Sunday from 10:00 a.m. to 8:00 p.m. Mr. Sevilla stated he will be closing early in the evening to minimize potential criminal activity inside his establishment. He advised he has already successfully obtained a servers permit through OLCC. Mr. Seville has been advised by OLCC that his license has been approved pending a favorable endorsement from the City of Woodburn Mr. Sevilla worked with the police department in implementing an eight (8) point compliance plan which would limit alcohol consumption by patrons, restrict live music, and limit hours of alcohol consumption. (The Oregon Liquor Control Commission cannot attach the compliance plan as restrictions to the issued license as no history of violations has occurred at this establishment.) Mr. Sevilla, as a downtown business owner, has agreed to work with the police department in reducing criminal activity in the area of his business. The police department has not received any notification from neighboring business for or against the issuance of a liquor '1r 10M license. Within the last two (2) years, three (3) liquor licenses in the downtown area have been turned back in to OLee. These establishments are; El Nopal Restaurant, Pizza Cabana, and Playa De Oro. Currently, only two (2) establishments in the downtown area hold liquor licenses; Lupita's Restaurant and the Elk's Lodge. Recommendation: The Woodburn City Council approve a Restaurant Liquor License (R) for Isidro Sevilla, Arandas Taqueria, 550 N. first Street #5, Woodburn attachments Letter from OLCC Compliance Plan cc OLCC Isidro Sevilla '" ~ -Oregon 10M Liquor Control Commissio John A. Kitzhaber. M.D_. Governor September 5, 2000 Mr. Isidro Sevilla 5014 E. 18th Street Vancouver, WA 98661 Re: Restaurant Liquor License Application Arandas Taqueria 550 N. First Street Woodburn, OR 97071 Dear Ms. Sevilla: The application for a Restaurant liquor license you submitted has been investigated and approved subject to the following conditions: 1. Favorable endorsement from the City of Woodburn 2. Payment of remaining prorated annual fee: $100.00. Once all of the above conditions are fully met, I am prepared to issue you an Authority to Operate. In the meantime, please feel free to contact me should you have any questions regarding your application. Very truly yours, ~~ Randy K. Mitchell License Investigator - 10M Arandas Taqueria 550 N. First Street #5 Woodburn, OR 97071 Woodburn Police Department 270 Montgomery Street Woodburn, OR 97071 ARANDAS TAQUERIA D.L.C.C. Compliance Action Plan 1. Alcoholic beverages will be served only with meals ordered and consumed on the premIses. 2. No alcoholic beverages wil be sold before 10:00 a.m., nor after 10:00 p.m. 3. Require all employees to attend and successfully complete an alcohol servers class approved by the OLCC prior to serving any alcoholic beverage to any customer. 4. No dancing will be allowed in the establishment. 5. Live music is limited to mariachi band. 6. Designated manager or owner will be on premises at all times. 7. For special functions (private parties), applicant shall provide notification of such an event to the Chief of Police seven days in advance. 8. Will bar any patrons who are reasonably suspected of, or observed engaged in, illegal drug or criminal activity. ~~~ ISl TO Sevilla, Owner Date Arandas Taqueria g~i1& Woodburn Police Department C) ~ -IR-,2o<:o Date - ION MEMO From: City Administrator for Council Action Julie MOOflft E. Tech III through Public Works Director'" "" ~ TO: Subject: No Parking request on North First Street north of Harrison Street Date: September 20, 2000 RECOMMENDATION: If Council wishes to receive input from the area residents on prohibiting parking on one side of the street, then it is proposed that a public hearing be held on October 9, 2000 at 7:00 P.M. NOTE: It should be noted that the City standard restricts parking on the east side of street although the residents' petition states that the parking restriction be on the west side. BACKGROUND: Residents along North First Street north of Harrison Street have signed a petition requesting No Parking signs be installed along the west side of the street due to the narrow roadway width and concern over available access for emergency vehicles. There were no addresses provided on the petition but by cross checking legJ.ole signatures with water billing records 60% of the properties were verified There were several signatures that did not match water billing records or were not legJ.ole and were not figured in the percentage. North First Street has a right-of-way width of 60 feet with a paved width of 26 feet The Institute of Traffic Engineers (lTE) recommends that if the width of the street is not over 30 feet that parking should be restricted to one side of the street. Typically within the city when parking is prolnoited on one side of the street it is the East and the South sides of the streets that are signed for no parking. The Fire Department stated the Uniform Fire Code requires 20 feet of unobstructed width and therefore would support limitine pa.rlcin~ to one side of the street The Police Department suWOrts the reauest of J:he area residents but do not have strong objections $0 the existinv parkin, situation. Public Works agrees with the Ql)tion of restricting parkin\l on one side. It is recommended that if Council wishes to receive input on this issue that a public hearing be held since the street segment involved is approximately 1,800 feet in length and has had parking allowed on both sides for a long time. Staff will develop a recommended course of action and the public hearing will allow input from residents along the street .... tON 48 Properties which front First Street - 5 Vacant properties 43 26 Confirmed properties that are represented on petition 26/43 = 60% in favor of restricted parking on street ~l:1eNb ~\ &-N E:D ferrT\cN '1r D - I/-Vf./ PETITION for NO PARKING ION PETICIO PARA NO ESTACIONARCE RECEIVED AUG 1 6 2000 We, the citizens living on North First Street, from Harriso~~~~Rmnd of First, petition the City of Woodburn to put up uNo Parking" signs on the west side of the street. Nostoros les ciudadanos vivien do en North First Street solicitamos a la Ciudad de Woodburn de poner en ellado oeste letreros de la Calle Harrison hasta el final de la First Street. . \4.w;xOv m rrlctI\.CM./J (Jdktc~~e/dY~ ~~ 011 ~ ~ ~l~A~ \V\oJ~ · /Jrlv-f//r/I- 7n 011 f/ f" / b" /~~~~~ , jYlof'~> jod--l-!3ry(92- 'pI.#! al (l /ltill..f)/jJf'Z, ,R/I;:r; ff! A!IJ~J lip -d~-'--7jtj 0/~/1;~d. 5?v~ '{ fl1 (J--ry/o....- r?tL IVC(Sc 0 ~l'--. 1taA~ / fJJE 1 );p./ HAft/' T-s. )'YJ4l) MljlCl '- h ~-~ -1- 11T tl /IJv; PETITION for NO PARKING . ::'fJ4! PETICIO PARA NO ESTACIONARCE We, the~ns living on North First Street, from Harrison to the north end of First, petition the City of Woodburn to put up "No Parking" signs on the west side of the street. Nostoros les ciudadanos vivien do en North First Street solicitamos a la Ciudad de Woodburn de poner en ellado oeste letreros de la Calle Harrison hasta el final de la First Street. h~~~r:'t'~~~ Jlj_ v / ~ fJ /-{"l-VJC:'rJ 11 #k'~ fc:~L;" L:~re?- -:So u (e 'It C, g 0~ vVJ 'V1 G \ '.\ :~'" ~~;:::~r~ . i ........ s..-,~ ~t\.C~ V ~oQ 0/\ h'QvJ),e. J10rf@c ~ " " . Pa:J eh/J1~ j~\~M~:~ /Pob~ ~~ . ~~~ /Jph~u~ '. ".\ , tON , .'-'.. ~.~.~.. ;; , ~<J ~\ , \.\ " -2- '1f 0- 7-UO ION . . j-C4Jleed~~ cd~ ~~ ~~--Y< . J.~. ~~"-- ~ :;mt/l- ~~I- ~ dGfl~ ~~ ~..~~~~:;i~ ~J!;,~_ r ~ ~c---{, 1!hU~~.;--tfI7 tpd ) ~~~l~.~/~/Y~ ~~ ~/1'iLad)~(~ 7j/~) J'~~~l~~~~/dP Ar~ . ...- W~ ~~ /}/)~~L-. /YI~a.-.~ ~~ ~I ~ B-1 '10t/~ CYvucJ/o;h/Jo j~ ~~~~~ I'{ zwdLo l~-- _~ &->f -P-.uJ ~ ~7;;:: ~-cL~ ~~~ ~~~~--~~ljJ~~ ...)~.~~/. . c4-(J ~-~d-&n ~. ~~-'---~A-~~ ~--~--- . ~~..._- ~ ~ -7~ '1f I4A Community 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246 Date: September 21, 2000 To: Mayor & City Council thru City Administrator From: Planning Commission Subject: SPR 00-06; Trading Company At their regularly scheduled meeting of September 14, 2000, the Planning Commission approved with conditions Site Plan Review 00-06 to construct an industrial building on N. Front Street. APPLICANT: Bill Pease BMGP Engineering, Inc. 1045 13th Street SE Salem, OR 97302 II OWNER: Thea Vanderwey 11063 Matzen Drive Wilsonville, OR 97070 III NATURE OF THE APPLICATION: The applicant requests site plan review approval to construct a 14,400 square foot industrial building on a 1.27 acre site located north of 2725 N. Front Street. IV RELEVANT FACTS: The applicant proposes to construct a 14,400 square foot industrial building on a 1.27 acre site which is part of a larger 2.2 acre parcel. According to the applicant's statement, the building is proposed to be used for "rehabilitation of manufacturing equipment and similar products". The site plan shows conceptual future development on the remaining 0.93 acres. In the interim, this area is \ proposed to remain in its current undeveloped condition. The applicant is currently requesting approval of the proposed development on the 1.27 acre site. Future development on the remaining 0.93 acres will be subject to subsequent site plan review. '1f 14A The site is located on the north side of 2725 N. Front Street which can be specifically identified as Tax Lot 1901 on Marion County Tax Assessor's Map T5S, R1W, Section 50. The property is zoned IL (Light Industrial District) and has a comprehensive plan designation of Industrial. Abutting property to the west and south is zoned IL and designated on the Comprehensive Plan as Industrial. These properties are currently developed with industrial buildings similar to the subject building. Property to the north is zoned UTF (Urban Transition Farm) as is used for agricultural purposes. The property is located in Marion County but within the City's Urban Grown Boundary and is designated as Industrial on the Comprehensive Plan. Property to the west consists of Front Street right of way and the railroad right of way. The site is relatively level and is undeveloped. The site has been recently graded. No topographical or environmental constraints have been identified on the subject property. 'l1" 14B Community 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246 Date: September 21,2000 To: Mayor & City Council thru City Administrator From: Planning Commission Subject: SPR 00-15, VAR 00-06 & PAR 00-03 At their regularly scheduled meeting of September 14, 2000, the Planning Commission approved with conditions Site Plan Review 00-15, Variance 00-06 and Partition 00-03 to construct an auto parts retail store on the N. Pacific Hwy. I. APPLICANT: Scott Steckley Chehalem Diversified, Inc. 2251 E. Hancock Street, Suite 204 Newberg, OR 97132 II OWNER: Richard & Karen Jo Henckes P.O. Box 889 Woodburn, OR 97071 III NATURE OF THE APPLICATION: The applicant is requesting site plan approval to construct an auto parts retail store approximately 6,100 square feet in size on the N. Pacific Hwy. The proposal also includes a Variance and a Partition. The Variance is to reduce a landscape buffer between commercial and residential properties from the required ten (10) feet to five (5) feet. The variance is proposed for an area adjacent to a church parking lot, which is within a residentially zoned district. This area is on the north side of the property in ' between the proposed building and said parking lot. The variance is requested to allow a wider aisle width in the proposed parking area. The Partition is to consolidate two parcels into one. The subject site is made up of two separate lots. The applicant is proposing to construct the building over the existing property line, resulting in the need to consolidate the properties into one. '1r I4B IV RELEVANT FACTS The site is located at 1041 N. Pacific Hwy, further described on Marion County Tax Assessor Maps as Township 5 South, Range 1 West, Section 8CD Tax Lots 8201 and 8300. The site is zoned Commercial General (CG) District and is designated as Commercial on the Comprehensive Plan Map. The property is relatively flat and has an existing single-family home with two accessory structures. The Woodburn Inn motel is located directly to the south of the property along 99E, and Photo Magic is located adjacently to the north along 99E. The remainder of the property is surrounded by land zoned as Multi-Family Residential (RM) District consisting of single-family homes and a church. The existing site includes two parcels which are under the same ownership. Parcel 1 is the larger of the two which fronts on Hwy 99E. Parcel 2 is on the northwest corner of the site and is currently landlocked. Parcel 1 is approximately 40,500 square feet and Parcel 2 is approximately 3,900 square feet. Once consolidated, the subject site would be 1.02 acres in size. '1l'