Agenda - 07/10/2000Woodburn City Council Agenda
270 Montgomery Street
JULY 10, 2000- 7:00 P.M.
CALL TO ORDER AND FLAG SALUTE
ROLL CALL
PRESENTATIONS AND ANNOUNCEMENTS
A. Poplar Plantation Status
:
B. Friends of the Park Awards
C. Special City Council meeting: July 17, 2000, City Hall Council Chambers to
discuss the I-5 Corridor Refinement Study.
APPOINTMENTS/PROCLAMATIONS
A. Parks and Recreation Month .......................................... 4A
COMMITTEE REPORTS
A. Chamber of Commerce.
6. COMMUNICATIONS
BUSINESS FROM THE PUBLIC (This allows the public to introduce items for
Council consideration not already scheduled on the agenda.)
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.
B.
C
D.
E.
F.
City Council meeting minutes of the June 26, 2000 regular meeting ............ 8A
Dra~ Recreation & Parks Board minutes of June 27, 2000 ................... 8B
Dral~ Planning Commission minutes of June 22, 2000 ....................... 8C
Drat~ Museum Committee minutes of June 5, 2000 ........................ 8D
Police Department Activities Report for February 2000 ..................... 8E
8F
Summer water use information ........................................
PUBLIC HEARINGS
None
Page 1 -Agenda, City Council ~;ffMeeting July 10, 2000
10.
11.
TABLED BUSINESS
None
GENERAL BUSINESS
C.
D.
E.
Council Bill No. 2058 - Resolution entering into agreement with City of Salem
for use of Salem Senior Center ....................................... 11A
Request for connection to City sanitary sewer ............................ 1 lB
Parks and Community Facilities Bond .................................. 11C
Centennial Park Phase II Design Consultant ............................. 11D
Authorization of North Marion County Youth Services Team "
Memorandum of Agreement ......................................... 11E
Acceptance of storm sewer easement .................................. 11F
Sound amplification permit - House of Zion ............................. 11G
Process for evaluating the City Attorney and City Administrator .............. 11H
2. PUBLIC COMMENT
13. NEW BUSINESS
14.
15.
SITE PLAN ACTIONS
None.
CITY ADMINISTRATOR'S REPORT
16. MAYOR AND COUNCIL REPORTS
17.
18.
EXECUTIVE SESSION
To consult with counsel concerning the legal rights and duties of a public body
with regard to current litigation or litigation likely to be filed, pursuant to ORS
192.660(1)(h).
To consider records that are exempt by law from public inspection, pursuant to ORS
192.660(1)(0.
Page 2 - Agenda, City Council of Meeting July 10, 2000
CITY OF
270 Montgomery Street ·
WOODBURN
Woodlourn, Oregon 97071 · 982-5222
July is Parks & Recreation Month
Whereas, the Parks and Recreation profession in Oregon promotes personal, community,
economic and environmental health; and
Whereas, our parks help to preserve and protect the natural and cultural resources of
Oregon; and
Whereas, Parks and Recreation services support more productive workforces, enhance the
desirability of locations for business and families, and stimulate tourism to increase a total
community develop model; and
Whereas, Parks and Recreation strengthens health and wellness and reduces health care
costs; and
Whereas, strengthens community image and a sense of place and increases cultural unity;
and
Whereas, Parks and Recreation fosters human development, helping young people develop
and grow into healthy adults, and helping adults continue to live longer and healthier; and
Whereas, Parks and Recreation strengthens safety and security and reduces juvenile crime;
and
Whereas, in recognition of all the benefits that a community derives from strong park
facilities and recreation programs Woodburn has supported and fostered a well-rounded
Recreation and Parks Department; and
Whereas, effective recreation programs and attractive and safe parts are critical in making
Woodburn a Great Place to Be!
Now, therefore be it proclaimed the City of Woodburn urges all residents to enjoy and
recognize the social, physical, mental, economic, environmental and community benefits derived
from the services and facilities the Recreation and Parks Department offers and recognize July as
"Parks and Recreation Month" in Woodburn
Signed this day of July, 2000.
~~Ric ard lennings~a/\
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COUNCIL MEETING MINUTES
JUNE 26, 2000
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0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, JUNE 26, 2000.
Mayor Jennings called for a moment of silence in memory of Lee Vetter,~ho passed
away on Saturday. Mr. Vetter was actively involved in numerous community service
programs within our community.
CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding.
0017
ROLL CALL.
Mayor Jennings Present
Councilor Bjelland Present
Councilor Chadwick Present
Councilor Figley Present
Councilor Kilmurray Present
Councilor Pugh Present
Councilor Sifuentez Present
Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director
Tiwari, Park & Recreation Director Westrick, Community Development Director
Goeckritz, Finance Director Gillespie, Police Chief Null, Library Director Sprauer, Public
Works Manager Rohman, City Recorder Tennant
0035
ANNOUNCEMENTS.
A) Notice of Library Board vacancy: Mayor Jennings stated that two adult positions
on the Board are currently vacant. Additionally, he is in the process of selecting a student
to be one of the Board members as provided for within the new ordinance. Director
Sprauer is interviewing 4 applicants for the position and he will interview those
applicants once she has concluded her interviews.
B) Chuckwagon Breakfast: The 4Th annual Chuckwagon Breakfast will be held on July
4~ at Legion Park from 6:00 am to Il:00 am.
C) 4a' of July Celebration: The Woodburn 4~ of July Celebration will be held at the
Woodburn High School athletic field beginning at 1:00 pm with the fireworks display
beginning at 10:00 p.m.. Local citizens are encouraged to attend this annual event which
provides games and entertainment for the whole family.
D) Drums of Fire Musical Event: The Drums of Fire Drum Corp. competition will be
held at Legion Field on Friday, July 7~, at 7:00 p.m.. Mayor Jennings stated that tickets
are still available for this event.
E) Office Closures: City offices and the Public Library will be closed on Tuesday, July
4th, in observance of the July 4th Holiday.
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F) Oregon Heritage Grant Award for Woodburn Carnegie Library: Library Director
Sprauer thanked the Mayor and Council for their part in securing the grant award in the
amount of $25,000. She stated that (1) completion of the engineering study to determine
the work and estimated costs for repairs were completed along with (2) t~e commitment
from the Budget Committee to begin setting aside funds for this project in the next fiscal
year provided the Oregon Heritage Commission with proof that the City was committed
to completing this project. Even with this grant award, the Library Board will still be
conducting fundraisers to generate an additional $15,000 to fulfill the Board's
commitment to this project.
G) Governor's Livability Award for Wood Park Terrace: Mayor Jennings stated that
the City received the Governor's award at the Oregon Livable Conference which was held
last week in Portland. The award was for Wood Park Terrace based on the innovative
ideas of Administrator Brown, Woodburn School District Superintendent Dr. Reeves,
Marion County Housing Authority, and many other private panners. He stated that this is
the second award this project has received and it is now in for a nation-wide award. If the
project receives the nation-wide award, it will receive a $50,000 grant.
0175
PRESENTATION: "READY TO READ" PROGRAM.
Mary Kay Dahlgren, representing the Oregon State Library, stated that the Woodbum
Public Library has been a recipient of grant funds for this program for several years. The
purpose of the program is to establish, develop, or improve public library services for
children age 0-14 years. In 1998-99, the State Library funded 109 projects and, out of
those projects, the Woodburn project was chosen as one of 6 Outstanding Projects state-
wide. The City's project utilized grant funds to continue a cooperative venture with Head
Start by providing storytimes, a free book for each child, and festive programs during
Spring Break and Summer Reading Program.
Mary Parra, Childrens Librarian, accepted the award on behalf of the Woodbum Public
Library.
0290
PRESENTATION: BUILDABLE LANDS.
Community Development Director Goeckritz stated that, over the last several months, the
Growth Management Committee, Planning Commission, and Council have evaluated
alternative growth strategies for the City over the next 20 years. The Growth
Management Committee was directed to 1) evaluate whether there is sufficient land
within the existing Urban Growth Boundary to accommodate the needs for commercial,
industrial, and residential growth, 2) evaluate whether there is adequate housing choices
within our community, and 3) evaluate if housing and development needs can be met
while carrying out other land use requirements under the statutes. He reviewed the issues
the Growth Management Committee had to address in order to complete the project. He
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stated that the Committee built two different scenarios one being a base case scenario
(involving Urban Growth Boundary expansion) and the second being confining growth to
the City's existing Urban Growth Boundary. The second scenario was developed by the
planning consultants, however, it was the recommendation of the Growtl~ Management
Committee to look at growth potential utilizing the base case scenario. The Buildable
Lands document reflects the Committee's recommendation in addition to the
recommendations of the consultants. As a result of the study, the Committee concluded
that there is adequate land for residential development to the year 2020 based on a
population base of 26,290. In regards to commercial land, overall, they felt that there is a
substantial land already zoned, and potentially available, for expansion. In regards to
industrial land, the Committee primarily focused on this area since they were trying to
identify where industrial uses should be in the future. Before staff develops any policies
or goals for the future, he requested Council guidance on the following issues: 1) lot size
minimums or maximums, 2) light industrial locations; and 3) mixed use campus district
concept. He suggested that a Council workshop be held to clarify the issues sometime
within the next few weeks.
Brief Council discussion was held regarding the mixed use campus concept and how
design standards might be incorporated to accommodate this type of land use. It was the
consensus of the Council to meet in a workshop session as requested by staff.
Administrator Brown stated that he had planned on holding public meetings on July 17th
and 31st to discuss the 1-5 refinement study. He suggested that a workshop be scheduled
for 6:00 p.m. on July 31st for the purpose of meeting from 6:00 pm to 7:00 pm on the
specific issues addressed at this meeting. No objections were raised by the Councilors on
this suggested workshop date and/or time.
0802 PRESENTATION: WASTEWATER TREATMENT PLANT UPDATE.
Public Works Director Tiwari stated that the current plant has been operational since
1980 and the new plant will begin its operations in 2001. The new plant is now in the
final stages of completion and within the initial financial forecasts. He reminded the
Council that this project began in the early 1990's but is moving along as planned.
Woody Muirhead, Brown & Caldwell project consultant, stated that the major
components of this project are 1) main plant upgrade, 2) collection system upgrades, and
3) poplar tree plantation. The existing treatment plant is reaching the end of its useful life
and is at capacity. The new plant will meet new stringent water quality limits and it is
designed for phased expansion as the City grows. This presentation focused on the
treatment plant facility improvements which involved the following contracts: 1)
Headworks and Faculative Sludge Lagoons (this contract has been completed and is
operational); 2) construction of maintenance building and the control building expansion
(currently underway); and 3) construction of the remainder of the plant (to be completed
this winter with start-up and testing through the summer of 2001). He stated that the
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construction is 65% complete and he informed the Council that the original electrical sub-
contractor has been recently replaced by the contractor. In regards to plant operation, he
stated that the draft operations manual for the new plant has been submitted to the Dept.
of Environmental Quality (DEQ) for their review, and staff training has I~een initiated.
Councilor Pugh questioned if the City has entered into any contract with paper companies
regarding the poplar tree plantation.
Director Tiwari stated that there is no contract at this time and the market will determine
who will be the buyer/seller of the trees. It will be dependent upon the type of logs that
can be harvested which is something that will not be known until the trees are further
along it their growth. Brief discussion was also held on the use of ultraviolet rays for
disinfection whether it be in wastewater or water treatment.
CHAMBER OF COMMERCE REPORT
Administrator Brown, representing the Chamber Board, provided information on the
following upcoming Chamber events and activities:
1) Employer Network meeting will be held on Wednesday, June 28~h, 12:00 noon, at the
Best Western. Guest speaker will be Trent Whitford, Director & Chief Staff Attorney of
the Labor & Enforcement Law Services of Cascade Employers Association, who will
speak on Discipline and Discharge.
2) The tourism committee of the Chamber will be meeting on Thursday, June 29th, 10'00
am with the topic being planning for the Silver Falls Tour Route which is scheduled for
kickoff in Woodburn at the end of July.
3) Business After Hours will be held on Thursday, July 13th, at the Best Western Hotel
beginning at 4:30 p.m..
CONSENT AGENDA.
A) City Council regular and executive session minutes of June 12, 2000;
B) Planning Commission minutes (draft copy) of June 8, 2000;
C) Building Activity Report for May 2000;
D) Status report on the I-5 sign bridge; and
E) Rural Investment Program Grant application to assist in funding of sidewalk project
along south side of Highway 214 between Neuvo Amancer apartment complex and Park
Avenue.
FIGLEY/PUGH... adopt the consent agenda as presented. The motion passed
unanimously.
Mayor Jennings expressed his appreciation of the State's recent movement to proceed
with the I-5 sign bridge installation.
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1570
Administrator Brown requested that an additional agenda item be considered by the
Council under General Business (item K) relating to Liability, Property, and Workers'
Compensation insurance coverage during fiscal year 2000-01.
It was the consensus of the Council to add this item to the agenda. ~
1592 COUNCIL BIl.lJ 2054 - ORDINANCE ADOPTING A CITY BUDGET FOR
1634
FISCAL YEAR 2000-01 AND LEVYING TAXES.
Council Bill 2054 was introduced by Councilor Chadwick. Recorder Tennant read the
two readings of 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 2054 duly passed with the emergency clause.
COUNCIL BILL 2055 - ORDINANCE DECLARING CITY'S ELECTION TO
RECEIVE STATE REVENUE SHARING FUNDS DURING FISCAL YEAR 2000-
1669
2001.
Councilor Chadwick introduced Council Bill 2055. The two readings of the bill were
read 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 2055
duly passed.
COUNCIL BIIJl. 2056 - ORDINANCE AMENDING THE MASTER FEE
SCHEDULE TO INCREASE THE NON-RESIDENT LIBRARY CARD FEE.
1717
Council Bill 2056 was introduced by Councilor Chadwick. The two readings of the bill
were read 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 2056 duly passed with the emergency clause.
COUNCIL BI!.IJ 2057 - ORDINANCE CREATING A PARK AND RECREATION
BOARD, DEFINING ITS DUTIES AND RESPONSIBILITIES, AND REPEALING
ORDINANCE NO. 1796.
Councilor Chadwick introduced Council Bill 2057. Recorder Tennant read the two
readings of the bill by title only since there were no objections from the Council.
Mayor Jennings stated that the major change in the ordinance relates to the composition
of the Board in that the 7th Board member will be a Woodburn high school student
serving a 2 year term. It was also noted that the current Park Board members are in
agreement with the appointment of a high school student.
On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared
Council Bill 2057 duly passed with the emergency clause.
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1774 APPOINTMENT TO PARKS AND RECREATION BOARD.
Mayor Jennings appointed Melissa Tittle to serve as the high school student
representative on the Board with her term to expire on July 31, 2001 since she will be
entering her last year at Woodburn High School. In the future, it is intenOed to appoint a
student entering their junior year and the term would extend for two years. He stated that
Ms. Tittle has been an enthusiastic member of the Community Center Visioning
Committee and he feels that she would be an asset to the Board.
FIGLEY/KILMURRAY ... approve the appointment of Melissa Tittle to the Park &
Recreation Board with her term expiring on July 31, 2001. The motion passed
unanimously.
1847
CONTRACT AWARD: MOBILE DIESEL GENERATOR UNIT.
Bids for the generator unit were received from the following vendors: Halton Equipment
Co., $37,243.00; Cummins NW, $37,317.00; E C Power Systems, $39,965.00; and
Pacific Detroit Diesel, $43,595.00. Staff recommended the acceptance of the low bid
from Halton Equipment.
FIGLEYfPUGH... award the contract for the purchase of a mobile diesel generator unit
to the low bidder, Halton Equipment Co., in the amount of $37,243.00. The motion
passed unanimously.
1862 AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH DLCD FOR
1884
PERIODIC REVIEW GRANT.
The City has been awarded a $50,000 grant from the State Dept. of Land Conservation
and Development (DLCD) towards costs associated with a Economic Opportunities
Analysis and Land Suitability Study which is required as part of the City's periodic
review process. The City's contribution towards this study is estimated to cost $35,000
which has been included in the general fund budget for fiscal year 2000-01.
FIGLEY/SIFUENTEZ .... authorize the City Administrator to execute a grant agreement
with the State Dept. of Land Conservation & Development for an Economic
Opportunities Analysis and land Suitability Study. The motion passed unanimously.
REQUF.~gT FOR SOUND AMPLIFICATION PERMIT: MUSIC IN THE PARK
EVENTS.
Staff recommended the issuance of a sound amplification permit to the Woodbum Public
Library in conjunction with their Music in the Park series which will be held on Tuesday
evenings from 7:00 pm to 8:00 pm beginning July 11~ and ending August 29~.
FIGLEY/BJELLAND... approve a sound amplification permit for Woodbum Public
Library for each Tuesday, July through August of 2000, from 7:00 pm to 8:30 pm at
Library Park. The motion passed unanimously.
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1907 SOUND AMPLIFICATION PERMIT AND STREET CLOSURE: DRUMS OF
1934
1965
2025
FIRE MUSIC EVENT.
A sound amplification permit and street closure request was submitted by Drums of Fire,
Inc., for their annual music event to be held on Friday, July 7'h, at Legion~Field. The
street closure would affect Park Avenue from James St. to Alexandra Ave.
FIGLEY/SIFUENTEZ.... approve a sound amplification permit for Drums of Fire on
July 7, 2000, from 7:00 pm to 10:30 pm, and street closure of Park Avenue from
Alexandra Ave. to James Street from 4:00 pm to 11:00 pm.. The motion passed
unanimously.
REQUEST FOR STREET CLOSURE: ALEXANDRA COURT
NEIGHBORHOOD.
Staff recommended closure of Alexandra Court on July 4a~ from 10:00 am to 11:00 pm to
allow their neighborhood to hold their annual Fourth of July activities.
Mayor Jennings stated that this is the 12t~ year in which the neighborhood has held this
annual all-day gathering.
FIGLEY/KILMURRAY... approve the street closure of Alexandra Court on July 4,
2000 from 10:00 am to 11:00 pm.. The motion passed unanimously.
INSURANCE PROPOSALS FOR FISCAL YEAR 2000-01.
A memo was distributed to the Council just prior to the meeting which recommended the
acceptance of the following insurance proposals: (1) General liability, auto liability, and
physical damage insurance from City County Insurance Services (CIS); (2) Property
insurance from Northland Insurance; and (3) Workers' Compensation insurance from
CIS.
FIGLEY/KILMURRAY .... authorize the following insurance contracts for fiscal year
2000-01: (1) continuation of Liability and Auto Physical damage insurance coverage
through City County Insurance Services; (2) Property insurance coverage through
Northland Insurance; and (3) continuation of Workers' Comp paid loss retrospective
insurance coverage through City County Insurance Services. The motion passed
unanimously.
SITE PLAN ACTIONS.
A) Site Plan Review 00-04: Centennial Park Phases 2 & 3:
Councilor Figley questioned if the City should be pursuing the dedication of a 100 foot
strip at the south end of the park and, if it is dedicated, what would be the ramifications as
a result of grant funds being used to purchase the property.
Administrator Brown stated that the Transportation System Plan currently indicates that
the City will providing a south arterial that will be somewhere within the Urban Growth
Boundary and the Centennial Park strip is as far south as the City can get at this time. In
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the planning process to date, dedication of the land is included, ff the Council elected not
to dedicate the land, then the issue of placement of the south arterial needs to be
addressed. Additionally, there are issues involved in giving up the right-of-way and what
it means to granting agencies that have helped to pay for the park acquisition.
Discussion was held regarding the possibility of calling up the site plan and then limiting
it to one issue - that being the dedication of the 100 foot strip.
Attorney Shields stated that if it is called up by the Council for a public hearing, then any
activity on the property will need to be delayed until after the hearing and final approval
is given.
Director Westrick stated that all of the conditions of approval can be met, however, plans
for beginning the park improvements will be delayed until late summer.
Following some additional discussion, it was suggested that the 100 foot strip of land be
dedicated as provided for within the conditions of approval, however, if at a later date it is
determined that the land is not needed, then it be vacated. It was also stated that there is
no specific date in which the property needs to be dedicated.
Director Westrick stated that the State was recently given a site plan that includes park
development and staff was careful not to include improvements within the 100 foot area
that would be expensive to remove in the event the strip was to be used for transportation
purposes. As long as the City uses the land for park purposes, the National Park Service
is not going to be concerned. However, when the land is used for transportation
purposes, they may, at that time, ask that funds used for the acquisition be refunded to the
federal agency.
It was the consensus of the Council not to call up this site plan review.
2439 CITY ADMINISTRATOR'S REPORT.
A) Portable Toilet Ordinance: Administrator Brown stated that correspondence has been
forwarded to the Council raising concern regarding portable toilets in school yards and in
Centennial Park. The City's current solid waste ordinance allows portable toilets in
special event situations or construction zones for a limited period of time. Otherwise, a
property is required to hook-up to, and use, the sewer system. In the school yards and
Centennial Park, the portable toilets have been placed to accommodate after hour sports
events. With the recent approval of the Centennial Park site plan, restrooms will be
constructed within the near future. Another concern has been that the portable toilets
should have a higher level of hygiene such as ability to wash hands either with water or
with a waterless product, and cleanliness of the portable unit. He stated that the schools
have increased the maintenance schedule and hand washing facilities have been made
available. He stated that he will be drafting an ordinance that would allow, under a
permit process, the placement of portable toilets on public properties for a specified
period of time. The concerns on maintenance and hygiene would also be incorporated
into the ordinance language.
oO
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No objections were voiced by the Council on the proposed ordinance amendment.
Councilor Kilmurray questioned if a portable toilet can be temporarily placed on private
property for the purpose of providing an additional facility when a large party is being
held. ,,
Attorney Shields stated that the current ordinance only allows for construction projects.
B) I-5 Refinement Study: Administrator Brown stated that he would be scheduling public
meetings on the I-5 Refinement Study on July 17 and 31, 2000. The meetings will begin
at 7:00 p.m. and representatives from Oregon Dept. of Transportation will be assisting in
the presentations. He reminded the Council that a workshop will be held at 6:00 p.m. on
July 31 ~t to further discuss the Buildable Lands report.
C) Building Inspections: Administrator Brown stated that the City has been trying to fill
the newly created Building Official position, however, to date, the recruitment has been
unsuccessful. He is obtaining building inspection proposals from RM Consultants and
Marion County in which work would be paid for on an hourly basis. Numbers are still
being compiled and he will enter into a short term contract with one of the two firms until
a Building Official can be hired. He also stated that any money paid up front to RM
Consultants for permits taken out prior to July 1st will be inspected by RM Consultants as
required by the current contract with RM Consultants.
2972 MAYOR AND COUNCIL REPORTS.
Councilor Pugh stated that the concrete wall along Woodland Avenue looks better than
he had originally anticipated, however, the curb on Woodland has been damaged and it
needs to be either repaired or replaced. Additionally, he questioned if a sidewalk can be
placed in the right-of-way next to the wall.
Director Tiwari stated that the curb will need to be replaced if it has been damaged by the
contractors. He will have his staff look into the sidewalk issue and report back to the
Council.
Tape 2
Councilor Figley questioned when the south Settlemier Avenue resurfacing project
would begin.
Director Tiwari stated that the project will begin during the month of July 2000.
Councilor Kilmurray questioned if Public Works staff has had an opportunity to look into
the possibility of installing speed bumps in residential areas.
Director Tiwari stated that staff has done some preliminary research on this issue,
however, Administrator Brown would like to make sure that this issue is reviewed by all
affected agencies before a policy recommendation is made to the Council.
Councilor Kilmurray also stated that Mr. Sol has informed her that the City had initially
talked to him 2 or 3 weeks ago about the storm water back-up on to his property (located
at Hardcastle/Orchard Lane), however, no further contact has been made by the City and
it is unknown as to what the status is on correcting this problem.
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Director Tiwari stated that one of his staff members will be contacting Mr. Sol tomorrow.
Councilor Bjelland updated the public on the flower basket program. To date, 81 baskets
have been acquired and contributions continue to be accepted. There have been many
positive comments about the baskets and it is hoped that they will be flo,~ering into the
month of October.
Councilor Bjelland also stated that there is a car repair business at the corner of Highway
214 and Highway 99E that leaves an excessive number of cars that are being worked on
in the open area on whereas they are supposed to be worked on only in the garage. He
stated that this area is an eyesore and, with the promotion of the Silver Falls Tour Route,
he questioned if something can be done to improve this area.
Administrator Brown stated that staff will look into this issue in order to try and get the
are cleaned up.
Councilor Sifuentez stated that she had recently had lunch at Tukwila and she was
impressed with the beauty of the area.
Councilor Chadwick expressed her appreciation to the Woodburn Independent for the
printing of the Council agenda in the Saturday edition of the newspaper.
Councilor Chadwick also stated that the Woodburn Independent had a very nice article on
Dallas Figley.
Mayor Jennings requested that a tree limb be removed that is blocking the Silver Falls
Tour Route sign on Settlemier Avenue.
Mayor Jennings also complimented the public works staff on the striping of Evergreen
Road and, in his opinion, the traffic flow has improved.
He also mentioned that Nita Mart, Police Dept. Secretary, has created an Activities
Calendar that lists every activity going on in the City during the month of July. He
expressed his surprise in seeing so many activities and it is his understanding that she will
continue to develop a monthly calendar of events.
Lastly, he stated that he had been asked by the League of Oregon Cities to participate in
an assessment center for the selection of two senior staff assistants for the League office.
This process was held earlier today and he felt that he had learned a lot from this
experience.
0325
ADJOURNMENT.
BJELLAND/FIGLEY... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at 8:38 p.m..
AT'rEST
APPROVED
Mary Tennant, Recorder
City of Woodburn, Oregon
Page 10 - Council Meeting Mintages, June 26, 2000
RICHARD JENNINGS, MAYOR
8B
MINUTES
WOODBURN RECREATION & PARKS BOARD
June 27, 2000
Council Chambers, Woodburn City Hall
1. CALL TO ORDER - The meeting was called to order at 7 p.m. by Chair Darryl Kelly.
2. ROLL CALL - MEMBERS PRESENT: Jan Greenwell, Pat Watts, Herb M,~ttmann, Sharon
Felix, Darryl Kelly, Council Liaison Kathy Figley
MEMBERS ABSENT: Frank Anderson, Melissa Tittle
STAFF & RESOURCES PRESENT: Randy Westrick, Director; Brian
Sjothun, Recreation Services Manager; Pat Chandler Smith; Randy Saunders, architectural
consultant; Dallas Figlo/
3. APPROVAL OF MINUTES - Herb Mittmann moved to accept the Minutes of the
May 9m Meeting, and Sharon Felix seconded his motion. It passed unanimously.
4. BUSINESS FROM THE AUDIENCE - There was none.
5. FRIENDS OF THE PARKS, 2000, AWARDS NOMINEES - Herb Mittmann
moved that the nominees submitted by staff be approved for designation to the Council for 2000's
Friends of the P~rks awards; Jan Greenwell seconded his motion. It passed unanimously.
Darryl Kelly asked that the groups/individuals considered be put on the agenda in May of
next year so that there would be more time for Board involvement.
6. PARKS & FACILITIES COMMUNITY ENGAGEMENT PROGRAM. A
third option was given members by Randy Saunders that gave a cost analysis for the community
center proposed construction. This one differed in that square footage had been reduced: a
recreation pavilion was suggested to provide an indoor reef play area that was the size of a single
basketball court; offices had been combined without a staff lunchroom; and a smaller performing
arts element was presented.
Randy Westrick said that there were three multi-purpose areas in the proposal - the recreation
pavilion, which could be utilized for exhibitions, the activity room which could house a dance
studio, and the multi-purpose room itself, which could be partitioned into two or three separate
areas.
Members reviewed the suggestions and the list of 'soft' costs that Randy Saunders had
prepared. Herb Mittmann wanted to know where costs for parking and landscaping were, and
Randy told him tho/were folded into the cost per square foot.
Darryl Kelly asked where the park renovation monies were in this $5 million dollar bond
proposal. He said he would rather see the performing arts facility left out, if it meant there would
be no funds for the renovation projects. Randy Westrick reminded members that a bond was only
one source of revenue available. Darryl said he wanted the public to know that within the bond
will be monies for renovation.
Using Comprehensive Plan Consultant, Don Ganer's formula, it was shown that an
average cost for a homeowner to approve and pay for the bond amounted to 69¢ per thousand.
Examples of other bond measures that had failed were brought up; the members felt they failed
because people did not know how much it was going to cost them individually.
Other funding sources were discussed, including both state and federal grant monies.
Sharon Felix wanted to know if the size of the performing arts element could be enlarged using
grant monies. Darryl Kelly brought up the federal surplus, and Randy suggested that members tell
their congressmen that they would like parks strongly supported. ..
Dallas Figley asked if the computer/study space was to be included. Sharon sought
information on the location of a dance studio in the proposal. There was conversation about the
teen center, what would be provided, as well how it would be run. Randy brought some of his
experiences to light the possibilities for the youth and their part of the facility. He also said that
the RSVP office would be included in the office space.
Following this discussion, Darryl Kelly asked members if they were comfortable with what
was being suggested. Herb Mittmann said he thought this last proposal was better than what
members had looked at earlier. Jan Greenwell made a motion that the Recreation and Parks
Board recommend to the City Council that a $5 Million bond be sought for park renovation and
the construction of a new community center, using this Option 3 as the model. Sharon Felix
seconded her motion, and it passed unanimously.
There was discussion about the site of the community center. Opinions differed on
whether or not a site had to be chosen before the idea went to the public for their support. Randy
said that the Council was not interested in buying additional properties, but rather using what the
City already owned. He repeated the four po~ible parcels of which he was aware, and members
talked about some of the pro's and con's of each. It was suggested that the plans could be copied
on transparencies which could then be laid on top of a map of each area, so that the board could
see how things would fit. Members asked Randy to ascertain whether or not the Council wanted
a site recommendation from them. Of general concern was the issue of parking and
neighborhood impact.
7. BUSINESS FROM THE BOARD - Darryl Kelly asked for member volunteers to help
sand the locomotive for a new paint job this summer. He r, aid that there was to be a Southern
Pacific convention in the Pordand area with some 3000 visitors attending, and that he expected
Woodburn to enjoy busloads of folks coming to see the train.
8. ADJOURNMENT - Darryl Kelly adjourned the meeting at 7:55 p.m. The next meeting
of the Board will be on the 11 of July at 7 p.m.
8B
WOODBURN PLANNING COMMISSION
June 22, 2000
CONVENED The Planning Commission met in a regular session at 7:00 p.m. with
Chairperson Young presiding.
ROLL CALL
Chairperson Young P
Vice Chairperson Cox P
Commissioner Fletcher P
Commissioner Grijalva P
Commissioner Lima P
Commissioner Mill A
Commissioner Bandelow P
Commissioner Lonergan P
Commissioner Heer P
Staff Present:
Steve Goeckritz, Community Development Director
Jim Mulder, Senior Planner
Scott Clark, Assistant Planner
8C
Chairperson Youn.q provided an opening statement for the Public Hearing.
MINUTES
Commissioner Lima referred to page 2 of the minutes and pointed out the name aDennis"
was misspelled. He also pointed to Commissioner Mill's statement found on page 7 and
stated the word aworst" should be replaced with "worse" and that Mayor Jennings'
comments should read, "...give it administrative approval and then go to Mr. Vredenburg..."
Vice Chairperson Cox moved to approve the minutes of the June 8, 2000 Planning
Commission meeting with the noted corrections. Commissioner Griialva seconded the
motion. Motion carried.
COMMUNICATIONS
A._=. Council Meeting Minutes of May 22, 2000.
Chairperson Youn.q thanked Staff for providing the Council Meeting minutes to the
Commission.
BUSINESS FROM THE AUDIENCE
None
PUBLIC. HEARING
A-- Site Plan Review 00-05, request to approve a site plan for an 8-plex multi-
family residential complex, t035 E. Lincoln Street, Mark Nyman, applicant.
Planning Commission Meeting - June 22, 2000
Page 1 of 16
Chairperson Youn.q opened the public hearing.
Staff provided the Commission with a color material board. Staff read the applicable ORS
Statement and provided a presentation as reflected in the staff report. He referred to the
second sentence found on page 9 of the Staff Report Staff Comments that reads Uthis
requires a total of 12, 800 square feet". Staff stated it should actually read 11,800 square
feet. Staff recommended approval of this project.
Vice Chairperson Cox inquired whether the color board that was passed around could be
marked as an exhibit?
Staff responded it will be marked as Exhibit I,
Commissioner Bandelow stated for the record that she did have contact with one of the
land owners just a few doors down from this property. She added it did not affect her
opinion one way or the other regarding the project.
Vice Chairperson Cox questioned what the color board is supposed to show?
Staff replied the colors on the board are different alternatives that the applicant is looking
at using. The picture is the unit on it's site in Newberg.
Vice Chairperson Cox asked if this wood material will be on the exterior of the units but in
a different color?
Staff answered affirmatively.
Commissioner Lonergan inquired where on the map is the garbage enclosure indicated?
Staff responded it was not indicated on the preliminary map and is why it is a condition of
approval. Staff stated they will have to review this at the time it comes back with the
enclosure indicated on the map.
Vice Chairperson Cox referred to the Police Department comments. He asked if Staff is
asking the Commission to forego their right to review the lighting plan?
Staff replied No. He mentioned the Police Department conditions were reviewed with the
Planning Commission at a previous meeting. Staff stated there are no lighting standards
in which case there are no standards to apply to the review of the lighting outside of a
standard that requires it not to bleed over to the neighboring property. Staff indicated they
only look at the lighting so that it is shielded so that it is not going to bleed over to the
adjacent property.
Vice Chairperson Cox questioned if the Planning Commission does not have to see that?
8C
Planning Commission Meeting - June 22, 2000
Page 2 of 16
8C
Staff stated the Commission can certainly see the lighting plan if they wish to do so.
Commissioner Bandelow referred to the change in the pavement with regards to the Fire
District's concerns and questioned how will they be able to turnaround just by that
additional amount of pavement?
Staff commented the cars would hopefully be in the parking spaces but there is a 24 foot
drive aisle which the fire truck can back into.
Commissioner Grijalva inquired where does it indicate that this building is,.going to be high
quality, safe, sanitary and up to code?
Staff replied the Building Official strongly indicated that when this project comes in for
building permit issuance he is going to follow the current State and City codes as far as
upgrading the building.
Commissioner Grijalva questioned whether this project would be considered as a remodel
rather than new construction?
Staff responded it is considered new construction as far as application and building codes.
He said it would most likely be required to re-plumb and rewire the building to meet current
codes and would also have to meet current codes structurally.
Vice Chairperson Cox interjected this information is incorrect. He stated the Staff Report
does not say this and the Building Inspector report indicates the opposite. Vice
Chairperson Cox remarked the report states to move the building, their foundations,
electrical and plumbing have to be brought up to current codes but the rest of the structure
only has to comply with the codes that were in force when the building was built, which
might have been 40 or 50 years ago.
Commissioner Lonergan asked what is the age of the building?
Commissioner Griialva also inquired whether our earthquake standards apply to this
building?
Staff also stated this was also discussed with the representative of the applicant who is
present at tonight's meeting. Staff said they were led to believe by the Building Official that
it would be considered as new construction and those would be the standards that would
be applied. He stated the building is about 40 years old.
Commissioner Griialva remarked she needs more information before she can go forward
in bringing this type of facility that is 40 years old.
Commissioner Lima requested clarification regarding the dotted lines found on the site
plan.
Planning Commission Meeting - June 22, 2000 Page 3 of 16
8C
Staff said the lines indicate pavement or asphalt.
Vice Chairperson Cox inquired whether the Fire District's concern that there be access
within 150 feet to all parts of the structure has been met or resolved?
Staff answered it has been resolved as part of this pavement expansion. He indicated the
Fire Marshall was satisfied with that expansion.
Vice Chairperson Cox expressed his concerns with the Staff Report indicating one thing
from other departments and then Staff informs the Commission that tl~ey now have a
different position of what it said in the reports. He stated he would like them to write,
amend or write a different report to say those things and should be made part of the
record.
Commissioner Heer and Commissioner Lonergan concurred with Vice Chairperson Cox.
Vice Chairperson Cox suggested to go ahead and obtain testimony from the applicant and
the public and then either keep the hearing open or close the hearing but keep it open for
purposes of additional staff report.
Staff stated testimony can be taken, leave the hearing open and come back and present
any new information and allow the applicant to respond at that point.
Commissioner Grijalva inquired if she can obtain a list of items to be addressed?
Staff will obtain something from the Building Official that is more specific.
Vice Chairperson Cox pointed out it will present a real problem if they try to follow the
statute because who knows what Newberg building codes were in effect 40 years ago
when this building was built. He commented he hopes the Building Official would address
in his updated report how he proposes to resolve that. Vice Chairperson Cox further
remarked he would like it to be resolved in a way that most protects the public interest. He
indicated he has nothing against the applicant but has no grave desire to skate over
anything just because it easier for the applicant.
Commissioner Griialva asked if the work is going to be done on-site in Woodburn or on-site
in Newberg before they get here?
Staff replied the work would be done in Woodburn. The building will be transported here
and the foundation built. All of the structural work as well as the electrical and plumbing
will be done on-site here.
Commissioner Heer expressed her concerns that the 40 year old siding might contain
asbestos.
Planning Commission Meeting - June 22, 2000
Page 4 of 16
8C
TESTIMONY BY THE APPLICANT
Mark Nyman, 12403 Fry Road NE, Aurora, OR 97002 addressed some of the comments
and concerns. He indicated in speaking with the Fire Marshall he was not concerned about
the turnaround but was concerned with the 150 foot access to the back part of the building
which they addressed. Mr. Nyman reported the Fire Marshall indicated his concern would
be addressed by increasing the asphalt by 20 feet. The apartment facilities will be
upgraded on the premises because things would break in the process of moving the
building to Woodburn. It was indicated by Mr. Nyman that he is not committed in creating
a slum in the community of Woodburn. His commitment is to create a great place for
people to live that is safe and nice for the community. He commented they would have
addressed the issue of lighting but it was not addressed during the process. Mr. Nyman
reported the siding is not asbestos but cedar shakes. He stated he had the Building
Inspector go out to Newberg to take a look at the building to make sure he was going to
be okay with the building before he purchased it.
Commissioner Fletcher asked if the 40 year paint that is presently on the building contains
lead?
Mark Nyman responded he could not be able to answer that but they will be putting new
paint on the building.
Commissioner Bandelow interjected there is danger in the paint for the person living there
if they get down through the paint. She indicated this is why it is required as a disclosure
that there is lead in that paint because of the age of the building. The biggest degree in
danger is for the people that are actually doing the work on the property because they
would be creating a lead dust when they sand and/or change window sills.
Vice Chairperson Cox asked what will the new heating system be in the new units?
Mark Nyman said it will be baseboard heating for right now but they are investing gas and
forced air.
Vice Chairperson Cox inquired if there are no heating ducts right now and if they are all
baseboard?
Mark Nyman replied affirmatively. He indicated they plan on putting something underneath
the building when they put the foundation on.
Commissioner Bandelow questioned if this is going to be part of a larger development
eventually because when they were moving dirt around it looked like they were going over
several lots?
Mark Nyman responded this is just one development. Leroy Miller owns the property next
door and he offered the dirt which he got from the Marion County Housing project. Mr.
Planning Commission Meeting - June 22, 2000
%
Page 5 of 16
8(
Nyman explained Leroy Miller grated his site to a level site and then brought the dirt over
to his property.
Vice Chairperson Cox asked Mr. Nyman if he plans to continue to own the existing single
family house as well as the apartment site that is there now or will he sell it off after the
minor partition has been done?
Mark Nyman indicated he plans to continue to own it.
Commissioner Lima questioned what is the total investment in this project, for Mr. Nyman
if this goes through?
Mark Nyman answered $100,000.
Commissioner Lima also inquired if Mr. Nyman has an idea of where the garbage
enclosure will be located?
Mark Nyman stated they are open for comments and/or suggestions.
Commissioner Lima pointed out an area that he felt is suitable for garbage enclosures. He
also expressed his concerns in having 8 units in an area that is quite secluded because
that is an invitation, at times, for burglary. Commissioner Lima suggested the applicant
consider installing more lighting than whatever is standard in the community because they
would like to protect Mr. Nyman's investment too.
Commissioner Griialva asked if there will be an on-site manager representing Mr. Nyman
in working with the residents there or will Mr. Nyman hire a property management and
there will not be someone on site?
Mark Nyman replied he has not made a decision on this issue. At this time, he is planning
on managing it himself and having some assistance.
Commissioner Lonergan questioned Mr. Nyman what market is he trying to reach and has
he set a price yet on rentals?
Mark Nyman answered lower to middle income. Rental prices would be $450 for a one
bedroom unit and $550 for two bedroom unit.
Commissioner Heer expressed her concerns regarding the plan not containing a lot of
green space.
Staff remarked there is a landscape plan for Commission review. He reported the Staff
Report states at least 20% of the site needs to be landscaped. The applicant is providing
almost 40% which is all around the outside which is why it appears deceptive.
Planning Commission Meeting - June 22, 2000
Page 6 of 16
8C
Vice Chairperson Cox remarked the landscape plan is not professionally prepared and you
can not tell anything about what goes where. He suggested the applicant be required to
provide a landscape plan that means something.
Commissioner Griialva inquired if there will be a designated area for play, picnic or family
group area in the project?
Mark Nyman responded he will make sure that happens. He referred to Commissioner
Grijalva's question regarding management and asked if she had any concerns about that?
Commissioner Grijalva stated she worked with the Farm Worker Housing Development
Corporation and they really strongly believe in having on-site management to supervise
families and to be there to respond to things as they happen. Commissioner Grijalva
further commented the City of Woodburn has a wonderful program with the Police
Department that works with apartment managers on how they can make those homes safe
and make a community in itself. Residents should have that immediate access to deal with
problems and questions as they come up. She stated resources should be provided to
families i.e., play areas. In closing, Commissioner Grijalva said families should be
supported as a whole.
Mark Nyman asked Commissioner Grijalva if she would be willing to work with him to have
this happen.
Commissioner Grijalva reported there are other facilities where they have on-site
management, Marion County Housing Authority Project - Wood Park Terrace, Nuevo
Amanecer and Esperanza Court. She stated the Police Department could refer him to the
facilities that have gotten certification that he can talk to who have a specific program just
for this.
Mark Nyman commented he is very open to work with the community to have it be a better
place to live.
TESTIMONY BY PROPONENTS
Bill Nuess, P.O. Box 6813, Aloha, OR 97007-0813 stated he is working with Mr. Nyman
in trying to put this project together. He said he has had substantial talks with Rob
Mendenhall about many of the issues the Commission has raised. The earthquake issue
has been discussed and addressed. Mr. Nuess stated they are required to do shear on
the comers and strap it as new. He stated Rob Mendenhall crawled underneath the
building and checked it out pretty extensively and informed him he had no problems but
that they would have to comply with several issues. Mr. Nuess said he indicated to Mr.
Mendenhall at that time that they would be replacing the plumbing and wiring. In regards
to the garbage enclosure, Mr. Nuess stated they are planning on running a pad out from
the northwest comer of the existing parking lot out towards the property line and having the
enclosure over there so that there will not be any access or turnaround problem on the end
of the building where the fire trucks would be turning around. Additionally, he indicated
Planning Commission Meeting - June 22, 2000
Page 7 of 16
8C
Bob Benck, Woodbum Fire District, discussed the turnaround problem and the fact that he
wanted them to have a hammer head in there. Mr. Nuess said by creating that further to
the comer of the building, would alleviate Mr. Benck's concern of the 150 foot access back
to the rear comer of the building but it also would resolve the situation of where he could
pull his fire trucks nose in first and then back up into the parking lot and back out. He
remarked 24 foot wide space is required and they have a 26 foot wide space which gives
him quite a bit of room to turnaround in that particular area. In respect to the lighting plan,
Mr. Nuess commented it was not required at this stage of the game by Planning staff but
in his discussions with Rob Mendenhall, they do have an understanding that it has to be
non-obtrusive to other neighbors and will be pointing into the property and not ending up
going through the outside and bothering any of the neighbors. He went on'to address Vice
Chairperson Cox's concerns regarding ORS 455.410 and said that the electrical and
plumbing has to be brought up to code. Mr. Nuess reported the odds are good that the
windows will be replace with up-to-date vinyl. He indicated when the roof was replaced
five years the insulation was re-sheathed and re-roofed with steel and insulated above and
below the building and will be up to current insulation standards on the floor and on the lid
as required by the code. Mr. Nuess also referred to the letter from the Fire Marshall. He
indicated the wood on the board provided to the Commission is a representative sample
of what is on there. He said there are no asbestos shakes on it whatsoever. Mr. Nuess
commented the color scheme of the building is one that leaves room for variation as far as
what makes everybody happy. It was reported that the building was completely primed and
re-painted with a high quality acrylic latex and will be re-painted again once it is moved to
it's new location. He also said the initial pad for the building was completed and a lot of
dirt was brought over to smooth out the Miller site next door to satisfy Mr. Miller with the
temporary storage of the dirt that was placed on his property and the rest of the dirt that
was not needed and brought over onto Mr. Nyman's property. Mr. Nuess commented he
has no problem with the Police Department lighting requests. It was indicated by Mr.
Nuess steel doors with deadbolts were placed front and rear when the facilities were
remodeled thus providing great ingress and egress. As far as the designated play area,
he said realistically this would go south of the parking area between the existing single
family residence and the asphalt because there will be grassy area there. He indicated
they have double the green space that is required. In closing, Mr. Nuess said the fence
going along their property and the school will provide more of a security situation to the
school because it will keep the kids from crossing over the school property because they
will not be able to get out there anymore.
Commissioner Lonergan asked Mr. Nuess how will this building be moved to Woodburn?
Bill Nuess replied it will be moved in four pieces.
Commissioner Lima inquired if the applicant would consider speed bumps on the long
stretch of road?
Bill Nuess responded this is a valid concern and would be perfectly acceptable as far as
they are concerned.
Planning Commission Meeting - June 22, 2000
Page 8 of 16
8C
Vice Chairperson Cox referred to the Police Crime Prevention Report recommendations
and inquired if the applicant is willing to comply with that recommendation and put in
signage and have the on-site managers enforce it so that tenant and visitor cars do not
wind up parked all along there?
Bill Nuess answered they had already planned on placing no parking signs along there
because it creates an ingress and egress problem.
TESTIMONY BY OPPONENTS
Jean Williamson, 2770 Alvarado Terrace S., Salem, OR 97302 reported she owns the
single family rental unit at 993 E. Lincoln St. which is next to the proposed project. She
requested additional time to review this project because there is a little bit of confusion as
far as when they bought the property on how far over they were allowed to have. She
expressed her concerns with the 24 foot driveway going in will basically come right up to
the back door of her property. Jean Williamson reported she has two parking spots there
for her renters. She asked whether there will be a fence going along there. Additionally,
she expressed her concerns with the resale value because they will be turning the whole
feel of that property into something totally different now. She mentioned her biggest
concern is with the property value going down. She pointed out according to many units
are going in, this project will not have any parking for any visitors. Jean Williamson
expressed her concerns about the overall appearance of this project, driveway space, on-
site/off road parking and lighting. In summary, she requested additional time to find out
about her driveway space.
Commissioner Lonergan asked if it is a question of ownership or right-of-way?
Jean Williamson indicated her husband stated it is "adverse position" because they were
under the impression when they bought the property they had so many feet from the house
before a road could be built. She stated the previous property owners were under the
same impression that there was about 15 feet from their parking space that you could not
put a driveway on. Jean Williamson would also like to see where the pins are on the
property.
Staff stated in this case the property has already been surveyed. He indicated whether
they have a claim to the property under "adverse possession" is for the judge to decide as
part of a civil matter and not for the City to become involved in.
Vice Chairperson commented we would have to assume that whatever the survey shows
is where the property lines are and if there is some "adverse possession"claim something
will have to be done about that.
Commissioner Bandelow requested clarification as to how far fo[ward is the fence going
to be and will you be able to see Lincoln Street?
Bill Nuess replied the fence will be in the back area.
Planning Commission Meeting - June 22, 2000
Page 9 of 16
8C
Staff interjected the fence will have to meet vision clearance requirements.
Janet Henry, 993 E. Lincoln, Woodburn, OR reported she is the resident of this rental
property. She expressed her concerns regarding the quality of the residential area and the
parking issue. Janet Henry indicated the front house is a three bedroom house and at any
number of times there are between 6 to 8 cars in the joint parking space and on the street.
She said she agrees with the Police report suggestion that there be restrictive parking on
either side of the driveway. However, she is concerned that the residents at 1035 E.
Lincoln will not have enough parking for all their cars because they literary come up all the
way to the driveway as well as take up all the parking right now. ~
Vice Chairperson Cox asked Mrs. Henry if the rental house on this property and her house
share a parking area?
Janet Henry replied when she moved into the home there were no tenants in 1035 E.
Lincoln and her understanding was that Mr. Nyman had just purchased the property when
she moved in. She stated they were under the impression they had an easement that was
granted to them from the original owners. When the Williamson's purchased the house
at 993 E. Lincoln, the Dodges owned the property at 1035 E. Lincoln and the Dodges had
granted an easement of access so that the Williamson's could always have access to their
back porch.
APPLICANT REBUTTAL
Bill Nuess clarified that they did not find any easements on record on the piece that they
are looking at according to the information he has from title reports. However, he does not
have any problem in accommodating Mrs. Williamson in working something out with
access off of the driveway to solve that issue. Mr. Nuess also explained there is
considerable room coming east of that property line to accommodate that off-site parking
for 1035 E. Lincoln. He referred to the question raised regarding Mr. Nyman's investment
of only $100,000. He cladfied Mr. Nyman will have close to $230,000 wrapped in this
project when it is completely finished. As far as to concerns regarding the tenants quality
next door, he commented it is discriminatory and illegal. Mr. Nuess remarked hopefully
these issues can be resolved as far as if there are too many cars being parked there then
perhaps restrictive parking would be a good idea. He commented he has been on-site
several evenings and has not seen substantial number of cars there. Additionally, Mr.
Nuess said the surveyor would have notified them if there was an easement there of record
that created a problem. He explained if there is something recorded from the Dodge's to
the Williamson's, there should be something set up so there is an irrevocable reciprocal
egress and ingress easement. He stated this is not difficult to do.
Commissioner Fletcher asked what does the City ordinance state in regards to how many
people can live in a house according to the square footage?
Staff cladfied there are no limits as far as City code if they are related individuals.
However, you may only have up to five unrelated persons i.e., group home, in a single
Planning Commission Meeting - June 22, 2000
Page 10 of 16
family house. State Health code would govern as far as health and sanitation problems.
Mark Nyman addressed the comment about the quality of tenants that live in the house
and stressed his tenants have pride in ownership. He reported they have done a great job
in keeping up the landscape, painted the porch and they pay their rent on time. Mr. Nyman
remarked he has only seen two or three vehicles in the driveway at any given time.
DISCUSSION
Vice Chairperson Cox moved to continue the public hearing on this matter until the next
regularly scheduled meeting at which time the record will be kept open to obtain updated
Staff Reports, answer some of the questions raised and to clear up d~screpanc~es between
the Staff Report; and that we give the applicant additional time to respond to anything
raised in the Staff Reports. Commissioner Lima seconded the motion.
Staff read off the issues to be addressed as indicated by the Commissioners. · Clarification from the Building Official on his position as far as how the Building
Code would apply to this building.
· Fire Marshall to revise his comments based on the latest plan.
· Applicant indicate specific locations of each plant on the landscape plan.
· Clarification regarding how far down the applicant is required to put the fence in.
· Identify a family play area on the landscape plan (if possible).
· Include as a condition of approval that there be "no parking" signage in the
driveway.
· Speed bumps.
· Courtesy photo of the front side of the building (if possible).
END OF TAPE 1
Bill Nuess interjected the front side of the building is exactly the same as the back side and
that the doors and configuration are the same.
Continuation of issues to be addressed as indicated by the Commissioners. · Building Official to address lead paint and asbestos issues.
· Type of heating (gas or electric)
· Resident management
Motion unanimously carried.
FINAL ORDER
A__~. Variance 00-04, variance request to maintain a six (6) foot cyclone fence with
slats on the north side of the property instead of the seven foot cedar "good
nei;Ihbor" fence that was imposed as a condition of approval of the Wood
Park Terrace apartment complex in Site Plan Review 98-25,1025 Park Avenue,
Marion County Housing Authority. aDr)licant-
Planning Commission Meeting - June 22, 2000
Page 11 of 16
8C
Vice Chairperson Cox moved to adopt the Final Order for Variance 00-04 and instructed
it be signed by the Chairperson on behalf of the Planning Commission. Commissioner
Bandelow seconded the motion, which carried.
DISCUSSION ITEMS
A._~. Hank Vredenburg to discuss the Woodburn High School monument sign.
Hank Vredenburg, 900 Wilson St., Woodburn reported the previous High School Principal
ordered a sign for the school and Rick Ranoine worked in the development of the remodel
of the High School. He stated they are now gone and he was asked ,to take over the
reader board project. Mr. Vredenburg informed the Commission he came before them last
summer and requested a Variance. He indicated in looking at the Site Plan he
unfortunately missed the limitations contained as to size of the sign. The sign ordered was
larger than the one contained in the Site Plan. Mr. Vredenburg said two signs will be
removed and replaced with one monument sign. The reader board is 12 feet long and in
the original site plan it was 8 feet long. He pointed out that although there is more footage
than the original site plan it is less square footage than what is up right now. Mr.
Vredenburg requested permission to put the larger sign up with the same conditions as
before.
Vice Chairperson Cox conveyed when the approval was originally given it was with the
understanding that the existing signs would be removed.
Hank Vredenburg interjected the existing reader board sign would be removed not the
existing Woodburn High School sign.
Commissioner Bandelow expressed her concerns about setting precedent. She stated the
Commission does not want to create problems by just automatically approving something
because it is the school district and then have this come back to haunt them.
Commissioner Lonergan concurred with Commissioner Bandelow. He commented
Woodburn does not have a strong sign ordinance to begin with.
Commissioner Lima expressed his concerns with the situation where mistakes are
inadvertently made and the Commission are placed in a position where they have to be
the judge in deciding who made a good or bad mistake. Furthermore, he also expressed
his concerns in approving items after the fact.
Hank Vredenburg understood the Commissioner's concerns and said they are doing some
work with the school that would not get done if they had to hire somebody to come in and
do it. He said they are doing a lot of the work themselves. Mr. Vredenburg pleaded
ignorance that he has been trained as an educator and not as an engineer. He stated if
necessary, they would comply and redesign the sign and make it within the 42 square feet.
However, a lot of the attractiveness of the sign would be lost
Planning Commission Meeting - June 22, 2000
Page 12 of 16
8C
Commissioner Lima stated the Commission should be strict in the approval that is granted
because he does not want this type of situation to continue to be a problem that will
bounce back at the CommissiOn all the time. He understood it is not Mr. Vredenburg's
fault.
Hank Vredenbur,q communicated he has learned quite a bit from this experience and he
will not make this mistake again.
Commissioner Grijalva inquired when will the sign be put up once it is approved?
Hank Vredenbur.q responded the sign has been delivered. He indicated'~e is quite busy
at the present time but will be able to devote time in putting the sign in once the athletic
fields are in. Mr. Vredenburg reported the cost of the sign is a lot more to install than
originally planned because they have to come from within the building with the telephone
fiberoptic lines to the sign.
Vice Chairperson Cox asked what is the cost of the sign and the cost of installation?
Hank Vredenburg answered $31,000 for the sign and approximately $15,000-$20,000 for
installation. He pointed out it is all non-taxpayer monies. Funding is coming from a grant
and a local donation fund.
Vice Chairperson Cox also inquired how much money derives from the grant and how
much of it is donor money?
Hank Vredenburg replied a family set up a fund for the sign.
Commissioner Grijalva moved to allow the Planning Director the discretion to grant a
substantial conformance with the Variance for the Woodburn High School monument sign.
Commissioner Bandelow seconded the motion. Motion unanimously carried.
B. Miller Links Subdivision regarding condition of approval of Vanderbeck Road.
J~hn Brown, Woodbum City Administrator, 1579 Constitution Avenue, Woodburn, OR
explained several months ago the Public Works Director spoke to the Commission about
a number of items. He stated several questions were raised regarding Vanderbeck Road
and how it was that they had gone from a condition of approval for a 34 foot improved road
section curb to curb to the 27 foot road section that is now connecting to Boones Ferry and
widens once we get inside the confines of the subdivision to 34 feet. Mr. Brown indicated
he does not believe that all of the Commissioners were satisfied with the answer that was
given that evening and certainly the Mayor and member of the Council weren't either as
they asked that question at a subsequent City Council meeting. He said he has been
asked by members of the Commission and also the Mayor to investigate just exactly what
happened and how that change was made. Mr. Brown reported his research revealed it
is very clear that the Planning Commission did in fact condition a 34 foot wide fully
improved road curb to curb all the way out to Vanderbeck. In fact, the applicant drew their
Planning Commission Meeting - June 22, 2000
Page 13 of 16
- 8C
original plans showing that particular road improvement. He stated when that got to
engineering staff, they looked at the 34 foot roadway within a 40 foot right-of-way which is
what we thought we had at that time out at Vanderbeck and Boones Ferry. Engineering
staff discussed with the Community Development Director the fact that they were not
physically able to build that improvement within a 40 foot right-of-way. Mr. Brown said the
improvement itself, including the curbs, gutter and the sidewalk on one side, does actually
fit inside 40 feet but we needed the space to work as well and we would have been working
on private property. The engineering staffdiscussed this with the Community Development
Director and from that discussion the decision was made at staff level to require only the
27 foot improvement. He mentioned this provides for one half of the 34 foot improvement
and then a 7 foot travel lane. A temporary curb has been installed along the northerly
boundary of that roadway and the intention was to add the other seven feet at the time the
property to the north was brought into the City and developed. Mr. Brown explained the
failure occurred at that point because there was a decision made at staff level to go
forward with the change in the plans rather than to come back to the Commission and
review that condition of approval and explain what the problem was then ask for their
blessing on the smaller roadway or give them the opportunity to stop the project at that
point. Without assessing a lot of blame, Mr. Brown indicated he looked to senior staff and
department heads to make these kinds of decisions and have the good judgement to bring
this back to the Commission or City Council. He commented that is where the failure
occurred. However, he said as he looks at what the engineering staff did from a technical
stand point it makes good sense based on the problem that they were facing. Because
there isn't anything in writing, he has not been able to determine why we did not consider
asking for a temporary easement onto the private property to the north. Additionally, Mr.
Brown stated he is responsible in looking at processes and practices and trying to find
ways to improve those. In this particular instance, in talking with the Community
Development Director, it is very obvious the first step is to always think about bringing it
back to the Commission when there is a condition of approval involved. He said some
type of tracking mechanism needs to be devised to make sure that each of the
departments understand that they have a role to play and there are conditions that they
need to be mindful of and that there is an official course of action that needs to be taken
any time there is a problem that arises. Mr. Brown commented the Community
Development Director is in the process of developing a check list that will at the tail end of
a process allow each of the departments to sign off before final occupancy permits are
given. As we look towards the repaving and widening of Boones Ferry Road, which is
online for this coming year. They will go ahead and as part of that road widening, finish
the widening of Vanderbeck Road as well so that it is 34 feet so it works the way that it was
intended to work the whole way along. In closing, Mr. Brown apologized to the
Commission for having taken the time to render a good decision and then have it changed
without them having any knowledge of that.
Chairperson Young appreciated Mr. Brown's coming in and explaining the situation to the
Commission.
Planning Commission Meeting - June 22, 2000
Page 14 of 16
8C
REPORTS
A__. Planning Trackinq Sheet (revised)
Commissioner Lima asked Staff why was the application for the Medical Center deemed
incomplete?
Staff replied they did not submit the required submittals but they will be returning with the
required information.
Commissioner Fletcher inquired where the medical center will be located?
Staff responded it will be located on the north side of Al's Fruit & Shrub.
Commissioner Bandelow pointed out it is Ars Fruit & Shrub auxiliary parking.
Staff interjected they have notified Al's Fruit & Shrub that they are in violation of the parking
standards and they would also have to remove the sign.
Commissioner Bandelow asked if the shopping center at the intersection of 99E and 211
is the Albertsons project?
Staff indicated it is the Safeway project.
Be
Building Activity for May 2000
BUSINESS FROM THE COMMISSION
Chairperson Younq requested an update regarding the deteriorating Salud building.
Staff commented he can not give the Commission an accurate update regarding this issue
but he will bring back some information at the next meeting as to where it is in the process.
Vice Chairperson Cox requested an updated Planning Commission list to include fax and
e-mail addresses.
Staff stated this information will be included in the next packet.
ADJOURNMENT
Commissioner Griialva moved to adjourn the meeting. Commissioner Fletcher seconded
the motion which carried. Meeting adjourned at 8:00 p.m.
APPROVED
ROYCE YOUNG, CHAIRPERSON
DATE
Planning Commission Meeting - June 22, 2000
Page 15 of 16
8C
ATTEST
Jim Mulder, Senior Planner
City of Woodburn, Oregon
Date
Planning Commission Meeting - June 22, 2000
Page 16 of 16
455 North Front Street ~'~ Woodbum, Oregon 97071 I~ (503) 982-9531
Woodburn Museum Committee Meeting Minutes for June 2000
Museum Gift Shop ,~'Jun¢ ,~, 2000 i,~ 7:00 I)m
8D
Call to Order
Meeting called to order in the Museum Gilt ShoI) at 7:00I)m on June 5', 2000.
II.
Committee Members:
H~el Snfith Present Bill Klein Absent
Vance Yoder Present Loy Kirksey Present
Cindy Thomas Prescott ,~ Anti)er Velasco Present
Leonard Van Valkenberg Present FA Kahut Absent
Matt Smith Present
Committee Business
The Comnfittee rewewed and U~*6~fly approved the dralt minutes tor tim April
meeting. The Commi~ee ~o4Kv[~0 ~d un~imously approved the drdt Commiuee
Bylaws ~(1 Commiuee ~s ~b~Cfives tbr 2000-2001.
The Commiaee mended thd~;~fls ~d Objectives to include the tbllo~ng:
1 (e)-Providing Sp~ish ~d Russi~ l~e exhibim ~d pro,ms, ~d recruit a
Sp~isb-spe~ng host for the Museum Irecommended by Commi~ee member Yoder];
~d 3(d)-Conmcfing potenfi~ volunteers person~ly [recommended by commi~ee
member Smifl~l.
The Committee nominated and unanimously elected Committee members tbr tim
following positions:
Committee Chair:
Committee Vice-Chair:
Cindy Thomas
Ix)y Kirksey
The Chair will serve tbr a period of two years. To comply with the Bylaws and stagger
the elections, the Vice-Chair will serve tbr a period of one year, at which time a vote will
be held to elect a Vice-Chair to a full two year term.
Museum Cotnmittee Mb:utes
Jut~e $, 2000 ~ Page 1 o1'-9
8D
III. Communications and Correspondence
None.
IV.
Vo
VI.
Museum Use Report
Stall' ret)orted fl~at attendance tigures have been climbing from February through May.
Stall' noted that less fl~an 1/3 of the visitors come t?om Woodburn, ~m(l recommended
that advertizing and outreach ettbrts include cities to fl~e norfl~ an(l soufl~ of Woodburn.
Discussion Items
The Comnfittee reviewed tim drat~ Recreation mid Parks Facilities Use Policies, and
indicated fl~at the Policies would sutticienfly se~e the nee(Is of the Museum, with minor
moditicafions. Su~ested moditicafions tbcused on cb~$ng
or~fizafion~ s~ucture of file Museum (e.g., substitute retErences to P~ks s~t'
m~agement ~fl~ Museum s~t' and managemen0,~
S~t' reported fl~at fl~e Volunteer Sclmtluhn~eetm~ have been successthl, and ~11
continue to be used to coordinate the acfih~es of fl~e volunteers, and to tr~n
volunteers.
S~t' reported fl~at loc~ diswibutors and~h~h~)>roduction complies bare been
conucted re~ding how to comply~0~ ct~yrtght laws when sbomng movtes at
Bun~ow Theater. S~[ inrtic~i~d a fi a de letl report re.(ling fl~ose responses u411 be
provided at tim next re~l~ly sch~'ffiled meeting.
Adjourn ~
The Commi~ee meeting adjourned at 8:00 pm.
Museum Committee Migrates
Juice ~ .2000 I~ Page .2 o1'_9
City of Woodburn ~
Police Department STAFF REPORT
270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2345
Date:
From:
Thru:
June 27, 2000
_aul Null, Chief of Police
Mayor and Council
John Brown, City AdministratOr
Subject:
Police Department Activities - February 2000
8E
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. The report is in conformance with Federal Bureau of
Investigations national guidelines for crime classifications and is reported to the State of Oregon
Law Enforcement Data System via the Regional Automated Information Network.
Should you have questions or wish further information, please contact me.
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MEMO
TO:
FROM:
City Council Through City Administrator'~~
Public Works Program Manager/~~-'~-
SUBJECT: Summer Water Use Information for the Public
DATE: July 5, 2000
The City of Woodburn has an adequate supply of water to supply the needs of its
residents. In the summer, when water use is at its highest, the city suggests that
residents make some adjustments to how they use water for outside uses such as
watering of yards and gardens. Water use during the hottest part of the summer is
often three to four times the quantity used during the winter.
Occasionally during the summer, the city water use will exceed the amount that the
wells can produce and the water tank is drawn down to make up the difference.
Staff recommends that residents adjust the timing of their outside water use,
particularly for lawn watering, during hot summer periods. This will help insure that
there is an adequate supply for residents use and also reserve capability to meet fire
protection demands if they are needed.
Lawn watering during the cool parts of the day, generally before 10:00 a.m., is best
since it reduces the amount of water that evaporates and reduces the potential for
disease. A good way to see if the lawn needs watering is to step on the grass. If the
grass is stepped on and it springs back it does not need water. If it stays flat, it is
time to water. When watering, do it long enough for the moisture to soak down to
the roots where it will do the most good. A good guide is to water long enough to
fill up an empty tuna fish can with water. Also position sprinklers so water lands on
the lawn or garden and not on paved areas.
Other hints to reduce outside water consumption include sweeping your driveway and
sidewalks instead of hosing them off with water. Do not run the hose while washing
the car. Also check for leaks that may be present in the sprinkling system or other
outside water devices.
By reducing outside water use during the hottest part of the day from 2:00 p.m. to
10:00 p.m. Woodburn residents can insure that there is an adequate supply of water
for use by residents and sufficient reserve capacity to meet potential fire protection
needs. Once again there is no shortage of water for domestic use.
I1A
Memo
from:
date:
subject:
Woodburn Recreation and Parks Department
Mayor and City Council via John Brown, City Administra~to~
D. Randall Westrick, Recreation and Parks Director \lixi
July 6, 2000
Salem Senior Center, Co-Sponsorship A[3reement
RECOMMENDATION:
Authorize the attached Council Bill authorizing the Mayor and RSVP Coordinator to sign the co-
sponsorship agreement with the Salem Senior Center for office space for the Salem area RSVP
representative.
BACKGROUND:
The RSVP program based in Woodburn coordinates volunteer services throughout Marion County.
The attached Co-sponsorship Agreement provides office space at the Salem Senior Center for the
coordinator in Salem. This Agreement, essentially unchanged from past years, has worked well for
both agencies.
Included in the current Agreement is an increase in the annual contribution that RSVP makes to the
Salem Senior Center from $400 per year to $500 per year. This amount is included in the RSVP
budget and is covered by the RSVP grant.
Attachment
COUNCIL BILL NO.
RESOLUTION NO.
2058
llA
A RESOLUTION ENTERING INTO AN AGREEMENT WITH THE CITY OF
SALEM FOR THE USE OF THE SALEM SENIOR CENTER BY THE RETIRED
SENIOR VOLUNTEER PROGRAM.
WHEREAS, the City of Salem operates the Salem Senior Center; and
WHEREAS, the City of Woodbum administers the Retired Senior Volunteer
Program (RSVP) through the Federal Action Program; and
WHEREAS, the City of Salem has agreed to the use of the Salem Senior Center
for RSVP activities, pursuant to the terms of a written agreement; now, therefore,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That the City of Woodburn enter into an agreement with the City of
Salem for the use of the Salem Senior Center for RSVP program activities, a copy of said
agreement which is attached hereto and, by this reference, incorporated herein.
Section 2. That the Mayor and RSVP Coordinator are authorized to sign said
agreement on behalf of the City of Woodburn.
Approved As To Form: _/$./ N: i~_[~_r~ .qht~.lcl~l
City Attorney
APPROVED:
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
Date
RICHARD JENNINGS, MAYOR
Page 1 - COUNCIl. BILL NO.
RESOLUTION NO. .'
SALEM SENIOR CENTER
CO-SPONSORSHIP AGREEMENT
I1A
between
the City of Salem,
an Oregon Municipal Corporation
(CITY)
and
the City of Woodburn,
an Oregon Municipal Corporation
(USER)
WHEREAS, the Retired and Senior Volunteer Program (RSVP) can provide meaningful
participation in their communities to the retired population through outreach to the community by placing
seniors in nonprofit, nursing, governmental facilities, or other community agencies as volunteers, and
WHEREAS, volunteer opportunities for seniors in Salem, Oregon, include but are not limited to:
The State Capitol, Marion County and City of Salem offices, Salem Hospital, Life Line, Arts
Commission, Migrant Workers Project, Golden Clowns, Knitters Circle, Boys & Girls Club,
Salem/Keizer Schools, nursing and care homes, Literacy Council, Mano a Mano, Salem Outreach Shelter,
Women's Crisis Services,
NOW THEREFORE
IN CONSIDERATION of the mutual obligations and benefits herein set forth, the parties agree as
follows:
1. CITY OBLIGATIONS
1.1
CITY shall provide Room 24 in its Salem Senior Center for office space for the RSVP for
up to 20 hours a week and space for activities as can be accommodated. When Room 24
is not in use for the RSVP, the Senior Center may schedule it for other uses, e. g., tax and
personal counseling. USER is entitled to use the Classroom or Auditorium when space
is requested by USER, and can be accommodated in the Senior Center's Facility Use
Schedule. USER may use the photocopy machine.
1.2
CITY shall allow the use of facilities and equipment at the Salem Senior Center for the
uses specified in Section 1.1. Such use is subject to all generally applicable policies and
procedures that the CITY may adopt and amend from time to time.
1.3
CITY shall provide building supervision during the hours of RSVP use of the Salem
Senior Center. 'Building supervision" means opening and closing the building, turning
on and off lighting and heating/cooling system, and providing access to special equipment
G:tGroup~comaerv~CONTRAC~2000-2001~mJ12660~.aqr
~an 6/01/00
t
RSVP Agreement
Page 2 of 4
approved for RSVP's use. CITY shall have no obligation to supervise t~e conduct of the
RSVP Coordinator or volunteer participants in the program. Senior Center Supervisor or
designee may take any actions they deem appropriate to prevent misuse of or damage to
the City's property. They may also act to stop conduct that violates any law, ordinance,
or established Salem Senior Center use and conduct policies.
1.4
CITY shall schedule the Salem Senior Center and coordinate programs and uses at the
facility. CITY shall perform this obligation using their sole discretion within the
framework of the annually approved Facility Use Schedule. CITY's goal is to assure
access to and use of the Salem Senior Center by the broadest possible range of groups,
activities, and interests to serve Salem's senior community. No single group or
¢ .
organization shall be given any preferred or preemptive status in scheduhng use of the
Salem Senior Center facilities, equipment and space.
1.5
CITY shall assure USER timely, periodic opportunity for communicating complaints,
requests, suggestions, and comments relating to the Salem Senior Center and its operation
to the Salem Senior Center Supervisor.
1.6
CITY shall provide at no cost, limited access to a telephone for local and toll-free calls by
USER for purposes related to RSVP and activities under this Agreement. CITY is not
obligated to provide toll call access.
1.7
The Salem Senior Center Supervisor shall serve as a liaison to RSVP to assist in
coordinating and facilitating RSVP's use of the Center and minimize conflict with other
Center users.
1.8
CITY shall provide USER timely information about Senior Center policies and operations
that affect RSVP's activities at the Salem Senior Center.
1.9
CITY shall publicize RSVP activities where appropriate in the sole discretion of CITY's
Senior Center Supervisor.
1.10
CITY may provide co-sponsorship, partial funding, or both for certain special activities
at the Salem Senior Center as may be separately agreed upon between the parties.
Availability of City funds depends on budget authorization. Planning for such events must
start enough before the CITY's budget review process to allow their consideration.
USER OBLIGATIONS
2.1
All USER activities shall be open to all persons age 50 and older regardless of the person's
race, gender, ethnic background, national origin, or disability.
2.2
USER shall be solely responsible for recruiting and, if necessary, providing mileage
compensation for persons to carry out all of its activities.
llA
G:~G~OUp~CO~Serv~CONTRAC~2000-2001~aJI2660[.a~r
man 6/01/00
e
RSVP Agreement
2.3
Page 3 of 4 ! I A
USER, its officers, directors, staff, and volunteers will cooperate full3' with the CITY
officers and staff of the Salem Senior Center. USER will follow all rules, regulations, and
policies established for the Salem Senior Center. USER will assure that its representatives
and patrons follow such policies in activities, programs, and meetings conducted or
sponsored by RSVP.
2.4
USER shall be solely responsible for obtaining all required licenses, permits, and
registrations necessary for the lawful conduct of its affairs, programs, events, and
activities.
2.5
Should USER require special equipment or fixtures that would also benefit and be shared
by CITY, the parties shall, by separate agreement, provide for acquisition, reimbursement,
and ownership of such.
2.6
USER will provide information regarding RSVP for publication in Salem Senior Center
Update newsletter as space is available.
2.7
USER agrees to make an annual contribution of $500.00 to CITY for RSVP activities and
business.
INSURANCE AND INDEMNITY
3.1
USER shall provide for supplemental car insurance for those RSVP members who
maintain their own insurance and are in the process of using a personal car in the delivery
of RSVP duty.
3.2
USER agrees to indemnify the City of Salem, its officers, employees, and agents from all
claims, demands, suits and legal actions including appeals arising out of or in connection
with RSVP's activities under this Agreement.
3.3 "Indemnify," as used herein, means to indemnify, defend, and save harmless.
MISCELLANEOUS
4.1
This Agreement represents the complete understanding of the parties concerning the
subject matter hereof. All prior agreement, representations, and negotiations, written and
oral, relating to the subject matter of this Agreement are hereby repudiated and set aside.
4.2
This Agreement may be amended only by written instrument executed with the same
formalities as the Agreement itself.
4.3
In the event any term of this Agreement shall be held invalid or unenforceable, the parties
declare that any such holding would not affect their willingness to enter into all other
terms hereof, and such holding shall not affect the validity and enforceability of the
remainder of this Agreement.
G: ~,Gz'oup~comservtCONTRACT~2000-2001 ~at112~07.. ag-"
man 6/01/00
RSVP Agreement
Page 4 of 4 1 IA
4.4
Failure of either party to object to an event of default, breach, or inadequate performance
by the other shall not constitute a waiver of the offended party's right to object to future
events, whether of the same or different nature. No provision of this Agreement shall be
held waived or modified by a party's past failure to assert its rights to full and faithful
performance.
4.5
This Agreement shall take effect as of July 1, 2000 through June 30, 2001 unless sooner
terminated as provided in Section 4.6.
4.6 Notwithstanding Section 4.5, either party may terminate this Agreement:
4.6.1
In the event of a continuing material breach by the other, provided that the
offended party has given the other not less than 30 days written notice to cure the
breach and the other party does not effectively cure the breach within that time.
The remedy of termination as provided herein shall be in addition to and not in lieu
of any other remedy available at law or equity.
4.6.2 Without cause by giving not less than 30 days prior written notice.
5. NOTIFICATIONS
All notices and communications regarding this AGREEMENT shall be made through the
following persons:
CITY: Barbara Roberts, Communi _ty Resources/Recreation Superintendent (588-
6261), whose address is 555 Liberty_ Street SE, #300, Salem, OR 97301 and
Marilyn Lester, Salem Senior Center Supervisor (588-6303), whose address is
1055 Erixon St NE, Salem, OR 97303.
USER: Susan Fofana-Dura, Project Director (503-982-5256), whose address is
491 N Third Street, Woodburn, OR 97071.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names
by their duly authorized representatives as of the dates set forth below.
CITY OF SALEM, OREGON
CITY OF WOODBURN, OREGON
By:
By:
Mayor
Date:
RSVP Coordinator Marion County RSVP
Date:
City of Salem, City Manager
Date:
G: ~Group~ coase-rv~ CONTRACT~2000 -2001 ~tal 126607. agr
man 6/01/00
lib
To:
From:
Subject:
Date:
MEMO
City Administrator for Council Action~
Randy Scott, CE Tech HI, Through the Public Works Director '~
Providing Connection to City Services at 770 N Pacific Highway
July 6, 2000
RECO ,MMENDATION: It is being recommended that the city council approve the request for
connection to city sanitary sewer service to property currently located outside the city boundary,
at 770 North Pacific Highway. The approval is subject to the following conditions.
1. The property is to be annexed into the city within a six month period. The applicant has made
application to thc Community Development Department for annexation. ( sec attachment "A", the
properly signed annexation petition and consent ).
2. The existing subsurface sewage disposal system shall be abandoned in accordance with state
regulations.
3. All applicable fee~ be paid by thc property ovmcr.
BACKGROUND;. IVlx. Tony Miller, M. L. Miller Construction representing Mrs. Maxine Hartke, the
property owner of the pared located at 770 North Pacific Highway has requested to be allowed to connect to
city sanitary sewer. The property is not located within the city boundary. Currently the sanitary service is
being provided by an on-site subsurface sewage disposal system which has failed.
The public sanitary sewer main adjacent to this property was installed in conjunction with the Country Side
Living Residential Care Facility and was funded by the owner of that development. Reimbursement
agreememts where requested by the owner, however the property subject to such reimbursement is outside of
the city boundary therefore could not be assessed or made subject to any reimbursement ordinance by the
City of Woodbum
The annexation application has been provided, the owner has submitted the application and paid the
appropriate fees for annexation through the Community Development DepOt.
A~g to the Community Development Department, after the submitted application is deemed complete
the process to complete th~ ~nnexation could take up to three or four months. Therefore at the request of the
property owners representative it is being brought I~fore the council for comideration prior to the
completion of the mnex~fion process. It has been City Councils policy not to allow city sorvi~ to the
properties located outside the city limits mad unwilling to snnex~ This property owaer however has stmed the
mmexafion process and therefore, connection to city sewer service may be allowe&
ARachmem "A' Is The Annexation Petition And Consent
Atlachmem "B" Is The Request To Connect
A_tt~c-hmem "C" Is A Location Map
~NNEXATION PETITION/~ND ¢~ONSENT
tl~e um:lecsigned legal owne~- o¢ corrtract pu~chase~ and resident etecto¢$ of a ~ pal'cel of..land herein
~cribed and attached to this Aru~xation Petition as Exhibit I, petition the Honorable Mayo~ and Ci~ Council of
/oodl~Jm for em~exatio~ of that cet~a~ property to the City of Woodbuen. We fu~th~ desice that by th;s petition that
the oe~aln property be am~exed to and be included within the CO¢l~O~ate limits of the City of Woodbum, Oregon, a
municipal corporation, and we do hereby consent to such acu~cattcm, without the ¢~cessity of any election being
called with the area above clescdbed, and we do hereby coctse~t that the City Coca-K~ of the City of Woodbum,
Ocego~, take steps as are necessary to determine wheth~ or not the said above described area shall be annexed.
ATTACHMENT "A"
11B
Abr, er~ee Owne(;) or Contract Purchaser{s|:
Address:
Resident OwneHs) or Contract Purch~eHs)
that ace Resident Elector(s)*:
Address:
Re~le~t Electors* that are not Land Owners: Address:
Resident Ejectors means Registered Voters
STATE OF OREGON )
I. ~ ~ ,,,;,4.,, . elng du~y sworn upon oath, say that l secured each name appeadng on the
within and fmegoing petition, end each name was signed freely, veluntadly, without undue influenoe of any nature
and under no ndsrepresentatlon es to the facts, further affirm, that to the best of my knowledge the Individuals above
named constitute a majority of the electors registered in the territory proposed to be annexed and the owners/contract
purchasers o~rno~e .titan half of the land In that territory.
ANNEXATION PETITION AND CONSENT
DIEDRE ANNE WELL
NOTARY PUBLIC - OREGON
. I~_ _ . __
ATTACHMENT "B" 1 lB
To the City Council and Mayor:
The septic system at 770 Pacific Hwy has stopped working. We would like to annex the property and hook
up to the city sewer system. We had Roto Rooter come out and had the lines rec. o~ded, they reported back
that the system was beyond repair. We would like to start hooking up to the ci'ty sewer system while we are
annexing into the city limits.
Sincerely,
M.L. Millex Construction, Inc.
-~90
12
O0
_cb
1540
i560
liB
IIC
Memo
from:
date:
subject:
Woodburn Recreation and Parks Department
Mayor
and City Co aRc il via John Brown, City Administ~tor~Y'~
D. Randall Westrick, Recreation and Parks Director
July 3, 2000
Parks and Community Facilities Bond
RECOMMENDATION:
As recommended by the Recreation and Parks Board, 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 ballot statement for a $5 million bond election for the
November 7, 2000 ballot.
BACKGROUND:
On November 23, 1999, the City Council adopted the Woodbum Parks and Recreation
Comprehensive Plan Update. This Update provides a framework to guide the development of
Woodburn's park and recreation facilities through 2020. Included within the Update is a Capital
Improvement Plan that calls for extensive renovation of Woodbum's parks and the construction of
a new Community Center.
Also in November 1999, the Recreation and Parks Board began to design a community engagement
process to develop a vision and funding for a new community center and park renovation projects
(Attachment 1). By January 11, 2000, the Board had developed a program that included a Town Hall
meeting, Focus Group and extensive community survey. The Community Engagement Program
concluded in May. Through the month of June, the Board has worked with local architect, Randy
Saunders, to develop a Project Program and Cost Analysis for the Community Center (Attachment
2).
DISCUSSION:
At a special June 27, 2000 meeting, the Recreation and Parks Board unanimously voted to
recommend to the City Council a $5 million bond issue that will construct a Community Center
according to the attac~ Project Program and renovate and construct park improvements according
to the attached Funding Strategies 2001-07 (Attachement 3). Besides bond revenue, this strategy
also contains other funding methods that include grants, liquidation of City property and Systems
Development Charges.
Parks and Community Facilities Bond
Page 2
~2
I1C
Key elements of the 32,874 sr. Community Cemer Project Program include:
· 7,600 sf. Exhibit/Recreation Pavilion for court games, indoor play, exhibitions large group
meetings.
· 4,000 sr. Multipurpose Room with folding walls for dividing into classrooms, meeting rooms,
banquet and dining rooms for senior meals and banquets.
· Food Preparation Kitchen for senior meals and banquets.
· 3,200 sf. Activi(y Room for aerobics, dance, self defense and other recre.~tional programs.
· 1,250 sf. Teen Center.
· 13,500 sfi PerForming Arts Centerwith 300-350 seats.
Park renovation projects are included for the following facilities:
· Burlingham Park
· Senior Estates Park
· Nelson Park
· Heritage Park
· Legion Park
· Settlemier Park
Park construction projects include:
· Skate Park.
· Cemennial Park Phase III
The City Council has given the Recreation and Parks Board informal direction to pursue a site for the
Community Center City-owned property. In consideration of that direction, the Board has identified
four sites. Those sites include:
Cemennial Park (Toran Property)
Settlemier Park
Legion Park
Community Garden
The project's architectural consultant has applied the building's square feet calculations to current
Zoning Ordinance parking and landscaping standards. Based on these calculations, the consultant
suggests a minimum site size of three acres. However, to be safe, recommends 3.5 acres.
The need for 3.5 acres precludes Settlemier Park. The suitable acreage at Settlemier Park is not large
enough to accommodate the building site. A second concern precludes the Legion Park and further
complicates siting the building at Settlemier Park. Both Legion and Settlemier Parks have Land and
Water Conservation Fund contracts that helped to fund park improvements. Those contracts require
the City to maintain the property for outdoor recreation. A community center is not considered
outdoor recreation. If the City were to build a community center within either of these two parks,
the contracts require City to purchase replacement property and improvements of equal or greater
llC
Parks and Community Facilities Bond
Pa[~e 3
value to the property taken out of the park boundaries. If either of these two sites were used for a
community center, then the City would have to purchase replacement sites. These restraints leave
the Centennial Park site and the Community Garden site as alternatives. The Recreation and Parks
will further study these two site alternatives should the City Council request a specific
recommendation.
Attachments
llC
ATTACHMENT 1
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IIC
ATTACHMENT 2
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PAGE ONE
COST ANALYS.lS
WOODBURN COMMUNITY CENTER - OPTION NO. 4
WOODBURN, OREGON
RSS ARCHITECTURE, P.C.
ARCHITECT'S PROJECT NO. 2019
VESTIBULE/ENTRY FOYER: 100
LOBBY: 400
RECEPTIONIST: 150
COAT ROOM: 84
REGISTRATION AREA: 144
PUBLIC RESTROOMS: 840
CENTER DIRECTOR'S OFFICE: 180
PARKS DEPARTMENT DIRECTOR'S OFFICE: 180
PARKS DEPARTMENT WORK ROOM: 300
PARKS DEPARTMENT RECREATION
SUPERVISOR OFFICE: 144
PARKS DEPARTMENT STORAGE ROOM: 100
RSVP OFFICE: 120
TEEN CENTER: 1,250
EXHIBIT/RECREATION PAVILION: 7,600
EXHIBIT/PAVILION STORAGE: 240
EXHIBIT/PAVILION OFFICE/FIRST AID ROOM: 150
MEN'S RESTROOM: 672
WOMEN'S RESTROOM: 672
MECHANICAL ROOM: 300
GENERAL STORAGE: 300
OUTDOOR EQUIPMENT STORAGE: 240
JANITOR CLOSET: 100
FOOD PREPARATION KITCHEN: 704
MULTI-PURPOSE ROOM: 4,000
MULTI-PURPOSE ROOM STORAGE: 240
JANITOR CLOSET: 64
AUDIO-VISUAL STORAGE ROOM: 100
SFX $115.00 ISF=
SFX $110.00 /SF =
SFX $100.00 /SF=
SF X $85.00 ]SF =
SF X $95.00 /SF =
SFX $150.00 ISF =
SF X $95.00 /SF-
SF X $95.00 /SF =
SFX $110.00 /SF=
SF X $95.00 /SF =
SFX $80.00 /SF=
SF X $95.00 /SF =
SFX $115.00 /SF=
SF X $95.00 /SF =
SF X $80.00 /SF =
SF X $95.00 ISF =
SFX $165.00 /SF=
SFX $165.00 /SF=
SF X $75.00 /SF =
SF X $80.00 /SF =
SF X $75.00 /SF =
SF X $80.00 /SF =
SFX $180.00 /SF =
SFX $110.00 /SF=
SF X $80.00 iSF =
SF X $80.00 /SF =
SF X $85.00 /SF =
I1C
JUNE 28, 2000
$11,500.00
$44 000.00
$15 000.00
$7 140.00
$13 680.00
$126 000.00
$17 100.00
$17 100.00
$33,000.00
$13,680.00
$8 000.00
$11.400.00
$143750.00
$722 000.00
$19 200.00
$14 250.00
$110.880.00
$110 880.00
$22,500.00
$24,000.00
$18,000.00
$8,000.00
$126,720.00
$440,000.00
$19,200.00
$5,120.00
$8,500.00
SQUARE FOOTAGE SUB-TOTAL:
5% CIRCULATION/UTILITY
AREA CONTINGENCY:
19,374 SF
969 SF X $85.00 /SF = $82~365.00
COST SUB-TOTAL:
$2,192,965.00
PERFORMING ARTS THEATER:
13,500 SF X $135.00 /SF = $1,822,500.00
PAGE TVVO
June 28,2000
COST ANALYSIS (CONTINUED)
WOODBURN COMMUNITY CENTER - OPTION 4
WOODBURN, OREGON
RSS ARCHITECTURE, P.C.
ARCHITECT'S PROJECT NO. 2019
???????????
SITE PURCHASE
LAND/BUILDING PREPARATION
LAND SURVEYS
HAZARDOUSqVIATERIALS SURVEYS
GEO-TECHNICAL INVESTIGATIONS
ENVIRONMENTAL-IMPACT STUDIES
HISTORIC-PRESERVATION STUDIES ,'
APPRAISAL FEES
INTERNAL STAFF COSTS
ADVERTISING
PRINTING
LEGAL FEES
BUILDING PERMITS
BUILDERS RISK INSURANCE
FINANCE COSTS
CONSTRUCTION CONTINGENCY (UNFORSEEN CHANGES)
PROJECT CONTINGENCY (DISCRETIONARY CHANGES)
PROFESSIONAL CONSULTING SERVICES
ARCHITECTURAL/ENGINEERING FEES AND REIMBURSABLES
PRE-CONSTRUCTION COST/SCHEDULE MANAGEMENT FEES AND REIMBURSABLES
PROGRAMMING FEES
MOVEABLE FIXTURES, FURNISHINGS, AND EQUIPMENT
SPECIAL EQUIPMENT, SUCH AS VOICE/DATA HEAD-IN, SATELLITE, AND SECURITY SYSTEM
LOW-VOLTAGE CABLING NOT INCLUDED IN ELECTRICAL CONTRACTS
SPECIAL OWNER CONSTRUCTION
ARTWORK
RELOCATION AND OCCUPANCY
OCCUPANCY PERMIT
OPEN HOUSE/DEDICATION
INFLATION FACTOR
COMMISSIONING SERVICES
INITIAL OPERATING COSTS (OFFICE SUPPLIES, BUILDING SUPPLIES)
llC
"SOFT' COSTS (ABOVE): $4,015,955.00 X 25% =
$1,003,989.00
ESTIMATED PROJECT COST
$5,019,454.00
END OF COST ANALYSIS
PAGE ONE
IIC
-'June 28, 2000
MEMO
TO:
Randy Westrick
City of Woodbum Recreation & Parks Department
270 Montgomery Street
Woodbum, Oregon 97071
FROM:
RE:
Randy Saunders
RSS ARCHITECTURE, P.C.
2225 Country Club Road
Woodburn, Oregon 97071 ,
PROGRAM DEVELOPMENT AND PRELIMINARY COST ANALYSIS
WOODBURN COMMUNITY CENTER
Architect's Project No. 2019
I have done some quick calculations on parking requirements for the proposed
community center - to estimate a minimum site size.
The City of Woodburn Zoning Ordinance does not designate parking requirements for
a community center, so I have used the following:
· Community Center: one parking space per 200 square feet of gross floor
area (this is the zoning ordinance requirement for
restaurants)
· Performing Arts Theater: one parking space for every four seats
19,374 square feet of community center results in 97 parking stalls. A 350 seat theater
results in 88 parking stalls. Net result: 185-200 parking stalls required.
A rule of thumb we use for parking lots is 490 square feet per vehicle to account for the
stall, drive aisles, and landscaping. 490 square feet x 200 stalls - 98,000 square feet
of parking.
98,000 square feet of parking + 19,374 square feet of community center + 13,500
square feet of theater = 130,874 square feet; this is almost exactly 3 acres.
Based on the above we envision a minimum size of 3 acres being needed, 3.5 acres
to be safe, and more yet if future expansion is to be accounted for.
Thought this would be good information for you.
END OF MEMO
IIC
ATTACHMENT 3
Dev~ SOC Pad< Bond Grants Othe~ To(al
A Park (Boc.-~ X~ng) S775,000 $775,00O
B Budingtmm Pink S150,000 $150,000
Ren~. _~:<~
Senior F~es Park $'70,000 S70.000
B
Nalson Pink $100,000 $100,000
B
A I-le~ Park Access $12,500 S12,500
I,,~-owne~s
Neighbodmod Pm~ Ta~al $775,000 $0 $320,000 $0 $12,5(X) $1,107,500
,-- J - -&4=. ....... ~ ..... ' . .... ~ , ....
A 2; 3basebalVso~ball $175,0(X:) $78,500 $300,000 $50.000 $603,500
A Skate P,m'k $50~000 $.50,000 $100~000
A -~,t~-~,~-r P~ Renov~k:xl ~.~zurO00 $320~000
Municip~ & Commu~ty $175,000 $79~,500 $350,000 $50,000 $1,373,500
I
Locoma~ve Pt. $12,000 $12,000
B
B Museum Renovalion $12,500 $12.500
Westside Ac~ Center $135,450 $79,550 $215,(XX)
A (B~llr.~h~ Park)
Community Center $695,000 $3,805.000: $500,000 $5.000.000
A C, onstructio~. Phase 1
Cultl.~al & ~.li~oeic ~d330,.450 $3,884,550 $24,500 $500.000 $5,239,500
Total
A I,I1.111 ~he~ $63,000 $37,000 $100,000:
I~-.~ ~A~-'~:~I P~hs
Up~ade Wy~ Park
A All-wether $18.900 $11.100 $30.000
NC~,~ ~.~c~ ~-~ Palhs
B P~aygmund
Upgrade Playground &
I & III
Gmem, mys& Natural $81.9~0 $0 $48,100 $65,000 $195,000
ResouecesTa~al
De~doprnent SDC Park Bond Grants Other Total
Ne~hb~i-~od Parks $775~000 $0 $320~000 $0 $12~500 $1~107.500
Municipal & Community
Pinks $175.000 $798.500 $350.000 $50.000 $1.373.500
Cultural & Histodc Total $830~450 $3~884~550 $24t500 $500~000 $5~239~500
Greenways & Natural
R _ _~_ _~e~__Tolal $81~900 $0 $48t100 $65~000 $195~000
T.e.~ $775.000 $1.087.350 $5.003.050 $422.600 ~627.500 $7.915.500
IIC
ATTACHMENT 4
-- IlC
Cost per 1,000 Calculations $5 million
Bond
Valuation in Year Cost per Monthly
1, O00's 1, 000 Cost
$75
2001 $0.69 $4.34
2021 $0.25 $1.57
Avg. $0.44 $2.73
$100
2001 $0.69 $5.78
2021 $0.25 $2.09
Av~]. $0.44 $3.65
$125
2001 $0.69 $7.19
2021 $0.25 $2.60
~Avg. $0.44 $4.58
$150
2001 $0.69 $8.62
2021 $0.25 $3.13
Avg. $0.44 $5.50
$175
2001 $0.69 $10.06
2021 $0.25 $3.65
Avg. $0.44 $6.42
$200
2001 $0.69 $11.50
2021 $0.25 $4.17
Avg. $0.44 $7.33
$225
2001 $0.69 $12.94
2021 $0.25 $4.69
Avg. $0.44 $8.25
$250
2001 $0.69 $14.38
2021 $0.25 $5.21
Avg. $0.44 $9.17
liD
from:
date:
subject:
Woodburn Recreation and Parks Department
Council via John Brown, City Administra~~X
Mayor
and
City
D. Randall Westrick, Recreation and Parks Director ~j,
July 6, 2000
Centennial Park Phase II Design Consultant "
RECOMMENDATION:
The Recreation and Parks Department recommends that the City Council authorize staffto 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.
BACKGROUND:
Since the Budget Committee approved Cemennial Park's Phase 2 construction budget, staff has
developed an Request for Proposal (RFP) for design services for this phase of the project. On June
27, 2000, the Recreation and Parks Department opened one response to the RFP from Leisinger
Designs. The cost to the City is within the project budget.
DISCUSSION:
Normally, the City would like to receive more than one proposal. However, stafffeels confident that
the design team that Leisinger Designs has assembled is equal to the specifications outlined in the
RFP. Leisinger Designs prepared the final site plan, plans and construction specifications for Phase
I. The Recreation and Parks Department was pleased with the quality, timeliness and thoroughness
of the services provided. This firm was also very helpful with managing the project to a successful
conclusion.
Attachment
Request For Proposals
Centennial Park, Phase II
City of Woodb.urn, Recreation and Parks Department
The City of Woodburn is now seeking proposals from .selected firms to complete design tasks for the Centennial
Park Phase II project. Firms wishing to submit responses shall answer this request by Tuesday, June 27, 2000
at 3:00 p.m. when sealed written proposals will be publicly opened in the City Council Chambers at Woodburn
City Hall, 270 Montgomery Street, Woodburn, Oregon. Responses can be mailed or delivered to the Woodburn
Recreation and Parks Department, 270 Montgomery, Woodburn, OR 97071.
All questions concerning the proposal or scope of work should be directed to Randy Wes~ick Recreation and
Parks Director, 270 Montgomery Street, Woodburn, Oregon, 9707 l, Telephone No. (503) 982-5265. For a
copy of the Proposal Instructions and Scope of Work, please contact the Recreation and Parks Department.
PR OJECT 0 VER VIEW
Centennial Park is a 26-acre community park site located at 828 Parr Road (west of Valor Middle School) in
Woodburn. The City is in the second phase of a three-phase development plan for the park. Below is an
outline of the phasing plan for the project.
liD
Centennial Park Phasing Plan
Phase 1
(Complete)
· Access Road
· Parking
· Extend loop water system
· 2-soccer fields
· l-baseball/softball field
· Playground
· Landscaping
· Security lighting
· Site amenities
Phase2
· 2-baseball/softball fields
· l-baseball field
· Parking
· Access paths
· Landscaping
· Hard court game area
· Security lighting
· Site amenities
· Restroom
Phase3
Outdoor athletic facility
lighting
Concession/restroom
building
Picnic shelter
All athletic fields include irrigation and drainage to ensure year around and all-weather use.
Funding is currently available for Phase II of the project. However, the City is interested in developing a design
and construction scheme that will fully integrate Phase II elements according to the attached site plan. The
park should be designed and constructed so that Phase Il improvements are accomplished with minimal impact
to Phase I and the use of the facilities.
SCOPE OF DESIGN SER VICES
I. Construction Documents
· Grading plan
· Utilities plan
· Irrigation plan
· Planting plan
· Lighting plan
· Technical specifications
· Construction cost estimates
2. Construction Staking
3. Construction Inspection
4. Project Schedule
INFORMA TION/INS TR UCTIONS
The proposal must contain brief descriptions of similar work performed for clients, including the dates
of work, and the name and phone number of the clients.
Proposals shall include a description of professional experience related to services sought by the
proposal and performed by the lead person or current staff members proposed to be used on this
proposal.
The proposal must show the approximate number of hours and hourly rate for each person and all
other costs. Expenses should be separately identified and estimated.
RFP's will be evaluated according to qualifications. Proposers should provide fee information with
the proposal in a separate sealed envelope. This envelope will be opened in the presence of the
successful proposer. Only the envelope of the successful proposal will be opened.
5. The consultant will be expected to meet the qualifications contained in this RFP.
Proposals must be executed in the name of the firm followed by the signature of the officer authorized
to sign for the firm and the printed or typewritten designation of the office held, together with
certification the proposal has been authorized by the firm's controlling members. The address of the
provider shall be typed or printed on the proposal form and shall include tax identification numbers
and the state in which it is incorporated, if applicable.
Proposals which are incomplete or which are conditioned in any way, or which contain erasures or
alterations, may be rejected as incomplete.
o
At any time prior to the date and hour set for the receipt of proposals, a provider may withdraw his/her
proposal. Withdrawal will not preclude the submission of another proposal prior to the hour and date
set for the opening of the proposal.
liD
Centennial Park, Phase !1
Page 2
10.
II.
12.
It is the policy of the City of Woodburn to promote equal opportunity to ali persons regardless of race,
color, religion, national origin, sex, age, or disability, in respect to employment housing and public
services forced by obligations assumed by the City as a condition of receipt of federal and state funds.
This policy thus becomes an obligation which must be assumed by the Consultant as well.
Proposals not meeting these requirements may be rejected if, in the City's opinion, such rejection is
in the best interest of the City.
It is the intent of the City to make a selection from the Proposals submitted. The City may select more
than one proposal where the individual(s) who are not the top selection may nonetheless be selected
to serve as alternates in the event of professional ethical dilemma or the City is u~able to negotiate a
contract. However, more information may be requested if two or more proposals seem to be equally
qualified.
Questions and ideas concerning the scope of work, are invited and should be directed to Randy
Westrick, Recreation and Parks Director at (503) 982-5265.
13.
Three (3) copies of the proposal must be submitted to Randy Westrick not later than Tuesday, June
27, 2000 at 3:00 p.m. when sealed written proposals will be publicly opened in the City Council
Chambers at Woodburn City Hall, 270 Montgomery Street, Woodburn, Oregon.
14.
The proposals submitted may be considered preliminary with a final scope to be agreed upon after
consultant selection.
E VA L UA TION CRITERIA
2.
3.
4.
5.
6.
Specialized experience, capability, and technical expertise.
Resources available to perform the work.
Record of past performance.
Availability to the project locale.
Familiarity with the project and project locale.
Proposed project management techniques.
Proposals will be evaluated by Randy Westrick, Recreation and Parks Director and Recreation Parks
Department staff.
PR OJECT SCHEDULE
Time is of the essence with this project. The City is working with the Oregon National Guard to complete
rough grading for the project in July of 2000. The City intends to complete the parking lot and restroom by
October 31,2000 and construct the ballfieids and landscaping in spring of 2001.
FUR THER INFORMATION, QUESTIONS
Anyone seeking more information on the project should direct inquiries to Randy Westrick, Recreation and
Parks Director at (503) 982-5265.
liD
Roquest for Proposals
Centennial Park, Phase I1
Page 3
8O 'NSnS(]O0~
),iBrd 7VlNNaZN39
0 0 o
0 N
D
liD
City of Woodburn
Police Department
270 Montgomery Street
Date:
From:
To:
Through:
STAFF REPORT
WoodbumOR 97071
June 23, 2000
Paul Null, Chief of
Mayor and City Council
John Brown, City Administra
Poli~
(503) 982-2345
Subject:
North Marion County Youth Services Team - Memorandum of Agreement
liE
In 1994, the City of Woodburn entered into a North Marion County Youth Services Team
memorandum of Agreement with other law enforcement agencies, school districts, Oregon
Youth Authority, and other public agencies. The purpose of this agreement is to provide a
coordinated community based delivery system of crisis intervention, counseling, consultation
and referral, training to youth, their family and community, and to promote cooperation and
understanding between the different agencies.
Even though the term of the agreement is perpetual, involved agencies feel it is time to review
the agreement, revise agreement to be consistent with current state statutes, update participating
agencies and signatures. Such intergovemmental agreements are authorized under Oregon
Revised Statute, Chapter 190 (ORS 190.)
Recommendation:
The city council authorizes the Chief of Police to enter into an ORS 190 agreement with the
North Marion County Youth Services Team.
liE
NORTH MARION COUNTY YOUTH SERVICES TEAM
MEMORANDUM OF AGREEMENT
This MEMORANDUM OF AGREEMENT entered into this day of
the following governing bodies or agencies through their authorized agents.
,2000 and between
Woodburn School District # 103C
Mt. Angel Police Deparanent
Silver Falls School District #4J
Mt. Angel School District #91
Gervais School District #1
Marion County Juvenile Department
Willamette ESD
Silverton Together
Woodburn Police Department
Hubbard Police Department
Marion County Health Department
Woodbum Adult & Family Services
Silverton Police Department
Aurora Police Department
Gervais Police Department
Oregon Youth Authority ~
Woodburn Together
North Marion School District
French Prairie Community Progress Team
WHEREAS, the parties desire to set forth the working relationship between the above agencies to operate
the North Marion County Youth Services Team, hereinafter called YST. the parties agree as follows:
1. PURPOSE
The purpose of the North Marion County Youth Services Team is to provide a coordinated
community based delivery system of crisis intervention, counseling, consultation and referral, and
training to youth, their family and community, and to promote cooperation and understanding
between the different agencies. The system is directed toward aiding in prevention and early
intervention of social, individual, family problems, and delinquency in the North Marion County
area. This is a cooperative agreement pursuant to ORS chapter 190. No decision of the North
Marion County Youth Services Team Policy Board will obligate the governing bodies of the
member agencies.
POLICY BOARD
An interagency Policy Board, hereinafter called "Board", has been established and includes
representatives from all participating agencies. By-Laws have been developed and approved
which detail the activities of the Board. The By-Laws are marked Attachment C, which is
attached hereto and by this reference made a part hereof. The Board has administrative and
guideline development responsibilities within the overall policy constraints of each party of the
team. The Board will appoint a Team Coordinator from the team personnel who will assume
responsibilities listed in Attachment D, which is attached hereto and by this reference made
hereof.
TEAM PERSONNEL
Woodbum School District #103C, Silver Falls School District #4J, Mt. Angel School District #91,
Gervais School District #1, Marion County Juvenile Department, Willamette ESD, Silverton
Together, Woodburn Police Department, Hubbard Police Department, Gervais Police Department,
Oregon Youth Authority, Woodburn Together, French Prairie Community Progress Team, and
North Marion School District, Marion County Juvenile Department, Marion County Health
Department, and Woodburn Adult & Family Services.
liE
FUNDING AND SUPPORT
The funding provided by participating school districts shall be based upon:
A. The Board establishing the per student assessment based upon the YST annual budget.
B. The student enrollment figures will be obtained from the Oregon Department of
Education for the December 31 st report.
DATA COLLECTION/EVALUATION
Agencies will utilize the data collection form included in Attachment B, which is'attached hereto,
and by this reference made a part hereof, for the purpose of recording and evaluating team
activities and service delivery. Parties will insure that confidentiality of records will be
maintained.
CONFIDENTIALITY OF STUDENT INFORMATION
The governing bodies and agencies which are signators to this Memorandum of Agreement
acknowledge that the North Marion School Districts may disclose certain personally identifiable
student information when the disclosure of that information is related to a court's or juvenile
justice agency's ability to serve the needs of the student prior to the student's adjudication under
ORS Chapter 4419C. The signators to this agreement certify that if any of its employees or agents
receive personally identifiable student information, the signators' agent or employee will not
disclose that information to a third party other than another court, juvenile justice agency, or a
person or organization providing direct services to the student on behalf of a juvenile justice
agency.
TIME OF PERFORMANCE AND TERMINATION
This agreement will be effective when signed by an authorized agent of participating
agencies.
This agreement may be reviewed annually, however, the agreement will remain fully in
effect except as provided below:
1. An individual agency may terminate participation by giving 30 days written
notice to the Board.
2. The Board may take action to alter or terminate the agreement at any time.
New amendments to this agreement will be recorded in the Board minutes and a dated,
revised copy of the agreement will be sent to each participating agency.
lie
8. NORTH MARION COUNTY YOUTH SERVICES TEAM SIGNATURES
Woodbum School District # 103C Date Silver Falls School District #4J Date
,,
Mt. Angel School District #91 Date Gervais School District # I Date
Marion County Juvenile Dept. Date Willamette ESD Date
Silverton Together Date Woodbum Police Dept. Date
Hubbard Police Dept. Date Mt. Angel Police Dept. Date
Silverton Police Dept. Date Aurora Police Dept. Date
Gervais Police Dept. Date Oregon Youth Authority Date
Woodbum Together Date North Marion School District Date
French Prairie CPT Date Marion County Health Dept. Date
Woodbum Adult & Family Svcs. Date
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BY-LAWS
NORTH MARION COUNTY YOUTH SERVICES TEAM
ARTICLE 1: NAME
The organization shall be known as the North Marion County Youth Services Team Policy Board.
Hereafter it shall be referred to al the "Board" in these By-Laws.
ARTICLE Il: PURPOSE
The purpose of the North Marion County Youth Services Team is to provide a coordinated
community based delivery system of crisis intervention, counseling, consultation and referral, and
training to youth, their family and community, and to promote cooperation and understanding
between the different agencies. The system is directed toward aiding in prevention and early
intervention of social, individual, family problems, and delinquency in the North Marion County
area. This is a cooperative agreement pursuant to ORS Chapter 190. No decision of the North
Marion County Youth Services Team Policy Board will obligate the governing bodies of the
member agencies.
The purpose of the Board is to develop and implement policies and procedures for the operation of
the North Marion County Youth Services Team. The scope of the Board includes the parameters
of the Team's actions, setting standards of service to include specific change objectives.
The Board monitors and evaluates the actions of the Team specific to the determined objectives.
Finally, the Board guides the contracted agency in setting and overseeing the Team's office
budget.
ARTICLE III: MEMBERSHIP
SECTION A. COMPOSITION
The membership of the Board shall consist of representatives of participating agencies in the
North Marion County Youth Services Team and persons from units of government, public
agencies, private organizations, and other persons designated by the Board to serve and assist the
Team in fulfilling its goals.
SECTION B. APPOINTMENT
Members of the Board shall be appointed by the participating agencies to serve for one (1) year.
A member may be re-appointed. The maximum number shall be set by the Board. The agency
representative should be from a management level and capable of speaking for the agency.
SECTION C. APPOINTMENT OF NEW MEMBERS
Additional members may be appointed upon recommendations of the Board.
liE
N. Marion By-Laws Continued
SECTION D. TERMINATION
The Board shall recommend to the appointing authority removal of any member whom the Policy
Board believes is no longer eligible for membership. More than three consecutive absences
without good cause may cause the Board to recommend removal. Resignations shall be submitted
to the Chairperson of the Board and forwarded to the appointing authority.
SECTION E. MEETINGS
A minimum of one meeting per quarter will be held at such places that may be designated by the
Board and/or Chairperson. Notice of meeting times, location, and agenda shall be mailed to
members seven (7) days prior to each meeting. The next Board meeting will be announced at the
end of each meeting.
SECTION F. SPECIAL MEETINGS
Special meetings may be held upon call of the Chairperson and/or a petition of one half of the
current members with three days notice being given.
SECTION G. QUORUM
A quorum sufficient to conduct any business of this Board shall be 30% of the total membership
provided three (3) of the five (5) following school districts are represented: Woodburn #103C,
Mt. Angel #91, Silver Falls #4J, North Marion, and Gervais #1.
SECTION H. VOTING
Each member will have one vote equal to that of all other members.
SECTION I. MINUTES OF MEETINGS
Minutes shall be recorded by the Program Coordinators or their representatives and shall be
distributed to each member of the Board no less than seven (7) days prior to the next regularly
scheduled meeting of the Board.
ARTICLE IV: OFFICERS
SECTION A. ELECTION OF OFFICERS
The Board, at their June meeting or next regularly scheduled meeting, should a June meeting not
be held, shall elect from the Board Membership a Chairperson and Vice-Chairperson to serve for
terms of one (1) year. The Chairperson may not serve as Chairperson of the Board for more than
two (2) years.
SECTION B. DUTIES OF OFFICERS
The Chairperson shall preside at all meetings of the Board when in attendance. In his/her absence,
the Vice-Chairperson shall preside. In the absence of either the Chairperson or Vice-Chairperson,
the Board shall elect a Chairperson pro-tem to conduct appropriate business for that meeting.
liE
N. Marion By-Laws Continued
ARTICLE V: SPECIAL COMMITTEES
The Board may authorize the Chairperson to appoint special committees and sub-committees from
time to time giving consideration to balanced representation on each to deal with specific
problems or issues. All such appointed committees are required to report their information and/or
recommendations to the Board. All appointments shall be reviewed annually.
MEMO
To: For Council Action, through the City Administrato
From~
Subject:
Date:
Randy Scott, C.E Tech III, through the Public Works Directo~::~
Acceptance of Storm Sewer Easement, Links at Tukwila
July 5, 2000
IIF
RECOMMENDATION:
It is being recommended that the City Council Accept the attached Storm Sewer Easement as
described on Attachment "B"
BACKGROUND:
The Storm Sewer Easement is being conveyed by the Oregon Golf Association in conjunction
with the Links at Tukwila Subdivision. The easement is to be used for storm water runoff
discharging to the existing natural drainage way.
Included as Attachmem "A" is a map showing the boundary of the Storm Sewer Easement
Included as attachment "B" is the properly signed Storm Sewer Easement
llF
TTACHMENT "B"
STORM DRAINAGE EASEMENT
KNOW ALL MEN BY THESE PRESENTS, that Oregon Golf Association, an Oregon
Non-Profit Corporation for the consideration of no dollars but for other valuable considerations
to them paid, the receipt whereof hereby is acknowledged, hereby do forever grant unto the CITY
OF WOODBURN, a Municipal Corporation of Marion County, Oregon, a permanent
right-of-way and easement over and along the full width and length of the premises described as
follows, to-wit:
Beginning at a point on the Southerly line of Parcel 3 of Partition Plat No. 2000-37
recorded in Reel 1683, Page 581, Deed Records for Marion County, Oregon, which point bears
South 86o47'00" East 429.00 feet and North 88035'34TM East 200.18 feet and North 59°27'16''
East 22.74 feet from the most Southerly Southwest comer of said Parcel 3 and being situated in
the Northeast Quarter of Section 7, Township 5 South, Range I West, Willamette Meridian in
Marion County, Oregon;
thence South 24034'56TM East 60.00 feet;
thence North 59027, 16" East 35.00 feet;
thence North 24°34'56TM West 60.00 feet to a point on the Southerly line of said Parcel 3;
thence South 59°27, 16" West along said Southerly line, a distance of 35.00 feet to the
Point of Beginning.
with the right, privilege and authority, to said Grantees, to construct, maintain, replace,
reconstruct, remove, and add to, a storm drainage pipeline or pipelines, with all appurtenances
incident thereto or necessary therewith, in, under and across the said premises, and to cut and
remove from said right-of-way any trees and other obstructions which may endanger the safety or
interfere with the use of said pipelines, or appurtenances attached or connected therewith; and
the right of ingress and egress to and over said above described premises at any and all times for
the purpose of doing anything necessary or useful or convenient for the enjoyment of the
easement hereby granted.
THE GRANTEES SHALL, upon each and every occasion that such storm drainage
facility is constructed, maintained, replaced, reconstructed or removed, or added to, restore the
premises of the Grantors, and any improvement disturbed by the Grantees, to as good condition
as they were in prior to any such installation or work, but if not practicable, then pay to Grantors
reasonable compensation.
THE GRANTORS, heirs and assigns, reserve the right to use the premises for walkways,
driveways, planting, and related purposes, and all storm drainage facilities shall be at a depth
consistent with these purposes. EXCEPTION: No structure shall be placed within the easement,
or within 45° projection upward from the bottom of the pipe.
llF
REC'D
JUN 2 $ 2000
WOOOBURN COMMUNITY
OEVELOPMENT DEPT.
I1F
Oregon Golf Association
Accepted by the Woodburn City Council
on ,199_
Mary Tennant, City Recorder
City of Woodbum, Oregon
~PUBLIC FOR OREGON
My Commission Expires:
STATE OF OREGON )
) ss
COUNTY OF MARION )
bv '
On this the :2:3 day of "' ~- , Y9 , befpre me a Notary Public
in and for the County and State persoria~ appeared CB,,-,--x~: ~, ( ~: o--') ~ '~ k~ ~ o ,~- , known
to me to be the same person whose name is subscribed to the within instrument and
acknowledged that they voluntarily executed the same for the purpose therein contained.
IN WITNESS WHEREOF, I hereunto set my hand and official ~"T" c~zszc 'ON
J NOO31:IO-OFI~ nd AMVi ON
J N3S~V,.LY~
Be£ore me: j was
NOTARY
OFFICIAL SEAL J
LYNDA LATtNES EN J
NOTAJ~Y PUBLIC-OREGON J
COMMISSION NO. 32~753 J
,0~MMI,~,~ION ff-X~.~81t ::3,~, 2g 2003
. I
IIG
City of Woodburn
Police Department
Staff Report
270 Montgomery Street
Date:
From:
To:
Through:
Woodburn, Oregon
July 6, 2000
Paul Null, Chief of Police
Mayor and City Council
John Brown, City Administrator~~'
97071
(503) 982-2352
Subject: Sound Amplification Permit - House of Zion Christian Fellowship
Ordinance 1900, 3, (5)
The use or operation of an automatic or electric piano,
phonograph, loudspeaker or sound-amplifying device so
loudly as to disturb persons in the vicinity thereof or in such
manner as renders the same a public nuisance; provided
however, that upon application to the Council permits may
be granted to responsible persons or organizations to
broadcast programs of music; news speeches or general
entertainment.
The police department has received a request for a sound amplification permit from
Lynne Kettering, representative of House of Zion Christian Fellowship. The request is
for Friday, July 14, 2000, from 6:00 to 7:30 p.m., at Library Park. The permit is to allow
for music and voice amplification.
Recommendation: The City Council approve a sound amplification permit for House of
Zion Christian Fellowship for Friday, July 14, 2000, from 6:00 p.m. to 7:30 p.m. at
Library Park.
CC
Linda Sprauer, Library
Randy Westrick, Parks
I1G
POLO GARCIA, Pastor
438 OGLE ST. · WOODBURN, OR 97071 · Church: 503/981-9130 · Res: 503/981-8042
July 10, 2000
TO:
FROM:
SUBJECT:
Mayor and City Cou ~n~
City Administrator~L~-~
Executive Employee Performance Evaluations
Recommendation:
It is recommended the City Council provide an opportunity for public comment on
the form and process for evaluating the City Administrator and City Attomey. ,
Back~round:
Last August the City Council discussed a form and process for evaluating the City
Administrator and City Attorney. State statute requires an opportunity for public comment
on the process for evaluating the City Administrator. The City Attomey suggested the same
opportunity for public comment be given before the Council evaluated his performance. An
evaluation format was approved and used for the Attomey, in August, and the Administrator
in September. The approved form allowed you to rate your executive managers on the basis
of how well we perform our job responsibilities, on our work methods, and our personal
work characteristics. It also allowed you to establish a performance development plan for us
for the coming evaluation period. That plan is the basis for subsequent evaluations. The
form also defined criteria and provided a framework for compensation adjustments.
Discussion:
The City Attorney's evaluation for the year 2000 is scheduled for July. Attached is
the approved evaluation form. It is provided for your review and comment, prior to that
evaluation, so any changes you want to make can be publicly discussed.
You will again be asked to approve an evaluation format. Each of you will complete
the form prior to evaluations of the City Attorney and myself. Mr. Shields' evaluation is
scheduled for July 24, 2000. My evaluation is scheduled for September 11, 2000.
Evaluations will be conducted in closed session unless either of us requests an evaluation in
open session. You would discuss your individual rating responses and comments in the
evaluation session, and assign, by consensus, an overall rating. Compensation adjustments
would be based on that consensus. Actions to be taken in conjunction with the evaluations
will occur in open session.
Conclusion:
Your meeting of July 10, 2000 will offer the opportunity for public comment on the
evaluation process required by statute, prior to Mr. Shields' evaluation in August, and my
evaluation in September. Should you have any questions, comments, or concerns regarding
the proposed form or evaluation process, please contact me at your earliest convenience.
JCB
CITY OF WOODBURN
EXECUTIVE EMPLOYEE PERFORMANCE EVALUATION
I1H
!Name
Department/Division
Title/Classification
Evaluation Date
Time in Classification
- -l Date 0-f-La t- vaiUation
Part 1. Rating on Performance of Job Responsibilities. List in priority the four or five job
responsibilities performed by the employee, referring to job description for the classification. Evaluate
and assign the standard which best relates to the employee's performance during the review period.
State the reasons for your selected rating in the space provided for comments.
Part 2. Rating on Work Methods and Desirable Characteristics. Rate the Employee on the work
being performed and on achievement of desirable work characteristics by assigning the standard
which best relates to the employee's performance during the review period. State the reasons for
your selected rating in the space provided for comments. Ratings should be awarded based on
employee's performance for the entire rating period, and not based on an isolated incident.
Part 3. Summary of Overall Performance. Rate the employee's overall performance, based on
the ratings assigned in Parts 1 and 2.
Part 4. Compensation Adjustment. Indicate, based on overall performance whether employee's
performance warrants a merit increase or other compensation adjustment. Compensation
adjustments shall not be granted for overall performance which does not consistently meet job
requirements. Compensation adjustments may be granted for performance which consistently meets
job requirements, but shall be limited to the percentage of increase granted to other management
employees for annual step adjustments within their salary ranges. Compensation adjustments shall
be granted for unique and exceptional performance or performance which frequently exceeds job
requirements. Such adjustments shall be negotiated between the City Council and the executive
employee.
Part 5. Performance Development Plan.
A. Detail areas where improvement in employee's performance is required.
B. Indicate specific goals and objectives to be achieved by employee during coming rating
pedod.
C. Identify, with employee's assistance, actions to be taken, and resources needed to assist
employee in improving performance and achieving goals and objectives for the coming
period.
Executive Employee Performance Evaluation
Page I of 6
IIH
1. Unique and exceptional performance achieved by very few individuals.
The employee consistently exceeded all key performance expectations: required practically no
direction and work quality and quantity were consistently excellent. With this rating, you are
recognizing really outstanding worth to the organization. This performance category should be
reserved for performance that clearly exceeds expectations in all key areas.
2. Performance that consistently meets and frequently exceeds job requirements.
The employee fully met and frequently exceeded performance expectations: quality and quantity
of work were very good and minimal supervision was required, assignments v~re completed on
time or ahead of schedule, and extra projects and tasks were taken on while principal
responsibilities were done well. This rating means the employee clearly achieved more than a
manager might have been reasonably expected to achieve.
3. Performance that consistently meets job requirements.
The employee met and sometimes exceeded performance expectations with a normal amount of
supervision: completed projects and programs on time and with normal follow-up required while
quality and quantity of work were good. This rating is for those who have surpassed expectations
in some elements of performance while meeting or even occasionally falling short of expectation
in others. Since this category represents fully competent performance and it will be given to
about half of the employees, it should be viewed as a good appraisal rating.
4. Performance where improvements are needed to meet some job requirements.
The employee is performing slightly below the minimum requirements for the position:
improvement is needed to meet the normal performance requirements to remain in the current
position. This rating indicates that without significant improvement in the near future, termination
should be considered.
5. Performance which is unacceptable.
The employee did not meet several performance expectation: assignments were not
accomplished as scheduled or quality of quantity of work was unacceptable and intensive
direction and corrective counseling were required. This rating signifies that, overall, the work was
not satisfactory and immediate significant improvement required if the employee is to remain in
the position.
Executive Employee Performance Evaluation
Page 2 of 6
IlH
Job Responsibilities
Executing Work
Job Knowledge
Quality of Work
Quantity of Work
Timeliness of Work
Overall Rating for Category
Comments:
Personal Work Characteristics
1 Attitude .........
, Initiative
Problem Solving and Creativity
Executive Employee Pedormance Evaluation
Page 3 of 6
Accessability
Taking Calculated Risks
Stability Under Pressure
Political Skills
Overall Rating for Category
Comments:
llH
Interpersonal Relations
Teamwork
Communication
Customer Service
Overall Rating for Category
Comments:
Resource Management
Leadership
Managem;nt-and S[iP;i~i;0ry ,~ k-i-il;- ..............
Financial Management
Supervi$incj and Motivatin[t Subordinates
Overall Rating for Category
Executive Employee Performance Evaluation
Page 4 of 6
Other Skills Specific to this Position
1.
'1 2 3 4 ~ 5
Overall Rating for Category
Comments:
Overall Rating (Circle One)
Comments:
2 3 I 4 5
Check One
!None
Standard Step Adjustment
Greater than Standard Step Adjustment
Executive Employee Performance Evaluation
Page 5 of 6
IIH
Areas where improvement in employee performance is required:
Goals and objectives for coming rating period:
1.
4.
Actions and resources to assist employee in improving performance and achieving goals and
objectives for the coming period.
Rater's Signature i Date
· Employee Signature !Date
Employee Comments (if any):
Executive Employee Performance Evaluation
Page 6 of 6