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Minutes - 07/10/2000 COUNCIL MEETING MINUTES JULY 10,2000 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JULY 10,2000. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0007 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Pugh Sifuentez Present Present Present Present Present Present Absent Staff Present: City Administrator Brown. City Attorney Shields, Public Works Director Tiwari, Park & Recreation Director Westrick, Community Development Director Goeckritz, Finance Director Gillespie, Deputy Chief Russell, Public Works Manager Rohman, City Recorder Tennant 0029 Bruce Thomas, representing Drums of Fire, Inc., stated that the musical event was a success and special thanks were given specifically the Mayor and Council, Parks & Recreation staff, Woodburn Transit System, volunteers. Woodburn School District, and to the event attendees. This was a wonderful event and their organization was proud to organize this event for our community. Molly Murphy, Woodburn Art Center. stated that paintings displayed in the Council Chambers were drawn by local artist Bill Howard. The oil paintings are predominately of a western theme and she invited the public to attend his reception at City Hall on Thursday, July 13th, from 12:00 noon to 5:00 p.m.. On behalf of the Art Center, she expressed her appreciation to the Council for the opportunity to use the Chambers for the purpose of displaying the work of local artists. Mayor Jennings also read a segment of an Ann Landers article which talked about our Country's 4th of July celebration and the outcome ofthe original signers of the Declaration of Independence. 0020 PRESENTATION: POPLAR TREE PLANTATION STATUS. Mark Madison, CH2M Hill project engineer, provided the Council with a brochure that provides general information on the poplar plantation which can be inserted in the water/sewer bill envelope. His slide presentation included pictures of the poplar tree Page 1 - Council Meeting Minutes, July 10,2000 COUNCIL MEETING MINUTES JULY 10,2000 TAPE READING plantation from March 1999 to June 2000 to illustrate the growth pattern of the trees to date. He also showed slides ofthe demonstration plot planted in 1995. He stated that the tree farm utilizes effluent from the treatment plant facility that is not discharged to the Pudding River. The trees are growing approximately 10 foot per year and continue to use more water as they grow. The sprinkler irrigation system throughout the plantation is providing maximum tree growth since the water contains nutrients. He stated that there are 84 acres of trees planted of which 4 acres were planted in 1995. Additionally, a biosolids pump station is under construction that will pump the liquid biosolids, which is very high in nutrients and a good fertilizer, out to the trees and apply it to the tree bases. The plan is to harvest the trees located on the 80 acre site on a rotation basis whereas the original 4 acre demonstration plot will remain intact and be available for public access in a park-like setting with interpretative signs. Public Works Director stated that the City used to have a problem with all of the debris collected by the street sweeper however, with this process, the plastic can be removed through a screening process with the rest of the debris deposited onto the plantation. This method of disposal will save the City a lot of money in the future due to this alternative method of disposing debris. 0550 PRESENTATION: COMMENDATION AWARD TO HEATHER WEBBER. Karen Schultz, Executive Director of the Willamette Chapter of the American Red Cross, presented Heather Webber, lifeguard at the Aquatic Center, a Health and Safety Commendation from the Red Cross for her quick thinking in taking control of a situation at the pool which saved a swimmer's life. Kathy Willcox. Aquatics Manager, stated that Ms. Webber has only been on staff since the end of March 2000 and this incident took place about a month later. She was able to revive the young man by giving rescue breathing and the staff is very proud of her for her actions. 0635 FRIENDS OF THE PARK AWARDS. Director Westrick stated that. as part of the Parks and Recreation Month celebration, the Parks Board has decided to recognize 3 supporters of various Park programs. The first award was presented to Dr. Jack Reeves, representing the Woodburn School District, for their support and cooperation in initiating a Drop-In facility at Lincoln School in the afternoons following the morning summer school classes. The second award was presented to Dallas Figley for his volunteer work at the Aquatic Center and other community events during the year. Lastly, an award was presented to Leroy Limb and Beverly Parkhurst, representing the Church of Jesus Christ Latter Day Saints. for their willingness to adopt the Senior Estates Park as an on-going project. Mr. Limb stated that they will be working at the Park on July 22"d to help put gravel on the paths. general clean-up and pruning. Page 2 - Council Meeting Minutes, July 10, 2000 COUNCIL MEETING MINUTES JULY 10, 2000 TAPE READING 0787 PROCLAMATION: PARKS AND RECREATION MONTH. Mayor Jennings proclaimed the month of July as Parks and Recreation Month in the City of Woodburn and urged local residents to recognize and enjoy the benefits and services provided by the Parks and Recreation Department. 0841 CHAMBER OF COMMERCE REPORT. Patrick Vance, representing the Chamber Board, provided information on the upcoming Chamber events: 1) Business after Hours on July 13th, 4:30 p.m, at the Best Western Hotel; 2) Business after Hours on July 27th, 4:30 p.m., at Woodburn CarCraft; 3) Chamber Golf Tournament will be held on August 25th at the Senior Estates Golf course; 4) Business Showcase will be held on September 21" at the Woodburn Armory; and 5) the Tourism Committee is tentatively planning for the kick-off of the Silver Falls Tour Route through Woodburn will be scheduled for the end of September. He also stated that the Russian group of architects and engineers that previously visited our area have requested for more information on the wastewater project and he expressed his appreciation to the Public Works staff for their quick response to this request. 0956 ANNOUNCEMENTS. A Special Council meeting will be held on Monday, July 17th, 7:00 p.m., Council Chambers, to discuss the 1-5 corridor Refinement Study. The public is urged to attend this meeting to learn more about. and provide input, on the study which affects the 1-5 interchange area. 0980 Patrick Vance. stated that Health Care professionals from Mexico are touring Woodburn on July 17th and the Mayor and Council are invited to attend a luncheon at the Salud Medical Clinic. These Health Care professionals are visiting Oregon to learn more about the health care delivery to farm laborers. These professionals are guests of the State and Clackamas Community County in a project called "Oregon-Mexico Health Professional Exchange 2000". 1059 CONSENT AGENDA. A) Council meeting minutes of June 26. 2000; B) Recreation and Park Board minutes of June 27, 2000 (draft copy); C) Planning Commission minutes of June 22, 2000 (draft copy); D) Museum Committee minutes of June 5, 2000 (draft copy); E) Police Department activities report for February 2000; and F) Summer water use information. Page 3 - Council Meeting Minutes. July 10.2000 1r COUNCIL MEETING MINUTES JULY 10, 2000 TAPE READING FIGLEYIPUGH... adopt the consent agenda as presented. The motion passed unanimously. 1080 COUNCIL BILL 2058. RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT WITH CITY OF SALEM FOR USE OF SALEM SENIOR CENTER FOR RETIRED SENIOR VOLUNTEER PROGRAM (RSVP). Councilor Chadwick introduced Council Bill 2058. 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. Mayor Jennings declared Council Bill 2058 duly passed. 1113 REOUEST FOR CONNECTION TO CITY SANITARY SEWER SYSTEM. Mayor Jennings requested that the annexation be completed before the connection to the sewer system is made which is consistent with past action taken by the Council in a similar situation. The property is located at 770 N. Pacific Highway and is currently outside of the city limits. PUGHlKILMURRA Y... amend recommendation that Condition #4 be added which requires the annexation of the property before the connection is made to the sewer ssystem. The motion passed unanimously. FIGLEYIBJELLAND... connection be permitted with the 4 conditions listed in the memorandum dated July 6. 2000 as amended. The motion passed unanimously. 1186 PARKS AND COMMUNITY FACILITIES BOND. Director Randy Westrick stated that the Comprehensive Parks & Recreation Master Plan updated was completed in November 1999 and the plan update calls for the renovation of parks and replacement of the Community Center. Since then, the Mayor challenged the Board to get community involvement to determine what a new Community Center should look like and, following several town hall and focus group meetings, came up with several options for consideration. The option being recommended by the Board for acceptance (Option #4) would provide for a 32,874 sq. ft. Community Center which includes an exhibit/recreation pavilion, multi-purpose room, food preparation kitchen, activity room, teen center, and performing arts center. Additionally. the Board is requesting that the bond include funds for making some renovations at each existing park. He stated that primary funding source for park construction is system development funds which is only available for expanding capacity. Facility renovation does not qualify for the utilization of system development charges and the bond measure would provide funding to make necessary renovations. Additionally, there are some grant programs that will be available within the next few years and, if the City is successful in obtaining grant funds, there will be some funds targeted for renovation. He briefly reviewed potential sites for the new Center and, due to prior utilization of grant funds at Legion and Page 4 - Council Meeting Minutes, July 10,2000 ., ., .-.". ...._.,,"~_._..._._-~..~.~""..__.._,--,~ , COUNCIL MEETING MINUTES JULY 10,2000 TAPE READING Settlemier parks, the city-owned sites available for the Center are located at Centennial Park and the Community Gardens (Park Ave). Mayor Jennings questioned if a skate park was included in this bond proposal. Director Westrick stated that bond money will be set aside for a Skate Park. Darryl Kelly, Park Board Chairman. stated that the Board is committed to constructing a Skate Park and he also stated that he is a believer in renovating the parks within the City along with building a new Community Center. Phil Hand, Chamber President, stated that Woodburn is becoming a convention type of City and people are looking at Woodburn as a tourism type of locality. He cited a number of large groups that will be coming to Woodburn over the next couple of years for their state and/or regional conference site. However, Woodburn is lacking in having a facility that would provide a good place for people to meet and the Community Center will bridge this gap that we are now experiencing. A new Community Center will improve the image of Woodburn and the business community is in favor of the current proposal. Councilor Bjelland questioned the location of the community garden site and the amount of acreage at that site. Director Westrick stated that the 5-acre site is located just north of the Armory and the acreage would include the area currently being used as a community garden plus the public works shop area. Councilor Bjelland also questioned the distribution of bond proceeds for the Community Center versus park renovations. Director Westrick stated that approximately $3.8 million of the bond proceeds would be used to fund the Community Center and $1.2 million would be used to fund park renovations. The total estimated cost for the Community Center is $5 million and the balance of funds needed to complete the Community Center project would be obtained through liquidation of property (current community center), existing city funds, and possible grant funds. Following a brief discussion on the funding sources. Councilor Figley suggested that the financial chart previously submitted to the Park Board be included in the next Council packet since it more clearly outlines the breakdown of costs for the Community Center and park renovation project. Councilor Pugh expressed his concern as to how much support will be provided by the public in order to get this measure approved by the voters. Councilor Figley stated that she has been involved in the process of trying to solicit citizen opinions on this issue and she is pleased with the comments she received. Additionally. the committee is looking at designs that will allow for expansion of either the facility and/or parking in future years if the need arises. FIGLEYIPUGH... adopt the Woodburn Community Center Project Program, Option No. 4; Park Renovation Project list; and direct staff to prepare an ordinance, ballot title, and explanatory statement for a $5 million bond election for the November 7, 2000 ballot. Page 5 - Council Meeting Minutes, July 10,2000 .. COUNCIL MEETING MINUTES JULY 10,2000 TAPE READING The motion passed unanimously. 2038 CENTENNIAL PARK PHASE II DESIGN CONSULTANT. Staff recommended the acceptance of the proposal from Leisinger Designs for Centennial Park Phase 2. It was noted that this firm had prepared the final site plan, and plans and construction specifications for Centennial Park Phase I and staff was pleased with the service provided by the firm. FIGLEYIKILMURRA Y... authorize staff to draft a contract with Leisinger Designs for preparation of construction specifications and plans and construction supervision for Centennial Park Phase 2 not to exceed $36,100. The motion passed unanimously. 2091 MEMORANDUM OF AGREEMENT - NORTH MARION COUNTY YOUTH SERVICES TEAM. An ORS 190 agreement is currently in effect, however. the involved agencies have decided to update the agreement to be consistent with current state statutes. This update requires the signature of each involved agency and staff requested authorization to sign the memorandum of agreement on behalf of the City. FIGLEYIKILMURRA Y... authorize the Chief of Police to enter into an ORS 190 agreement with the North Marion County Youth Services Team. The motion passed unanimously. 2104 STORM SEWER EASEMENT: LINKS AT TUKWILA. Staff recommended the acceptance of a storm sewer easement being conveyed by the Oregon Golf Association in conjunction with the Links at Tukwila Subdivision. FIGLEYIKILMURRY... accept the storm sewer easement as described on Attachment "B" in the agenda packet. The motion passed unanimously. 2118 SOUND AMPLIFICATION PERMIT. The House of Zion Christian Fellowship requested permission to use sound amplification equipment on Friday, July 14th, 6:00 pm to 7:30 pm, at Library Park for music and voice amplification. FIGLEYIBJELLAND... approve a sound amplification permit for House of Zion Christian Fellowship for Friday, July 14,2000. from 6:00 pm to 7:30 pm at Library Park. The motion passed unanimously. 2\32 PROCESS FOR EVALUATING THE CITY ATTORNEY AND CITY ADMINISTRATOR. Administrator Brown stated that the state statute requires the Council, in public session. to evaluate the evaluation tool that is used to determine the performance of the Administrator. Last year, the City Attorney requested that this same process be used for Page 6 - Council Meeting Minutes, July 10, 2000 -~,~.~"---,-~---".,.,~_._,. .."-.-...,,.....-.......--.. 1f COUNCIL MEETING MINUTES JULY 10, 2000 TAPE READING his position and the Council decided to follow the same evaluation process. By contract, the Council is required to evaluate the City Attorney annually each July and the Administrator in September. The evaluation format and process included in the agenda packet is the same as what was used last year. It was suggested that job descriptions be provided to the Councilors when the evaluation forms are distributed so that the evaluation of job performance is based on job responsibilities. Additionally, a list of major accomplishments during the year be forwarded to the Council. There were no comments made by the public on the evaluation form. PUGHlFIGLEY... continue to use the current evaluation form. The motion passed unanimously. 2313 Bill Wyatt, 1920 E. Hardcastle, stated that the signs which prohibited truck traffic on E. Hardcastle were removed when the sidewalks were installed along that street. Since then, large semi-trucks are using that street as a cut-off between Highway 211 and Highway 214. He is very concerned with the increased use of this roadway as a truck route and requested the replacement of the load limit signs at both ends of the street. Director Tiwari stated that he did not think that this road was a designated truck route and, if that is the case, staff will replace the load limit signs. 2610 MAYOR AND COUNCIL REPORTS. Councilor Kilmurray stated that she enjoyed the Drums of Fire and the fireworks display during the past week. Councilor Figley thanked Vee Ott for her role in coordinating the 4th of July celebration. She stated that there were many other people associated with the city as staff. elected officials, and spouses who also put in a lot of work on the 4th to help make this event a success. Mayor Jennings also thanked Larry Grosjacques who was also a co-chair for this event. and. for a short program, he felt that the fireworks was one of the best he has ever seen. Councilor Bjelland agreed that the fireworks was a spectacular display. Mayor Jennings expressed his dismay in that 3 out of 4 flags located in our parks were burnt and he reminded the public that it is a violation of a federal law to burn the US flag and violations of this law will not be tolerated. The Mayor also stated that the Tour Route sign on Settlemier near the Church Street intersection still has a cedar branch blocking the sign and he requested staff to trim the branch. Page 7 - Council Meeting Minutes, July 10. 2000 ., ... ..----'- ""---~ COUNCIL MEETING MINUTES JULY 10, 2000 TAPE READING The Mayor also thanked the community for their participation in the 4th of July event. There was an estimated 3.500 people at the high school field in addition to all of the spectators along the roadways. Over 1,000 hot dogs and 600 hamburgers were sold at this event and, due to the early sellout of food products, more will be ordered for next year. In regards to the Drums of Fire musical event, the Mayor stated that this event was sold out for the first time ever and it was a very good show. 2680 EXECUTIVE SESSION. Mayor Jennings entertained a motion to adjourn to executive session under the authority of ORS I 92.660( I )(h) and I 92.660( I )(1). FIGLEYIPUGH... adjourn to executive session under the state statutes cited by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 8:23 pm and reconvened the meeting at 8:47 p.m.. 2880 Mayor Jennings stated that no decisions were made in executive session. BJELLANDIPUGH... accept the settlement proposal offered by James W. Fowler Co. in the amount of $94,492.09 to settle the case of James W. Fowler Co. v. City of Woodburn, Marion County Circuit Court No. 00C14813, and authorize the City Attorney to prepare the necessary settlement documents for execution by the City Administrator. On roll call vote, the motion passed unanimously. 2922 ADJOURNMENT. FIGLEYIPUGH... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:49 p.m.. APPROVED ATTEST /1.~ /~ Mary Tenn t, Recorder City of Woodburn. Oregon Page 8 - Council Meeting Minutes, July 10,2000 1r