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Minutes - 05/22/2000 COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MAY 22, 2000. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0007 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Pugh Sifuentez Present Present Present Present Present Present 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 0021 ANNOUNCEMENTS. A) Budget Hearing: The City Council will hold a budget hearing on Monday, June 12, 2000,7:00 p.m., City Hall Council Chambers, on the City Budget for fiscal year 2000-01. B) Public Works Week - May 22-26, 2000: A list of scheduled activities was included in the agenda packet. The public was reminded that the modified bus route will begin on May 22"d and "free" transit service will be provided to its customers during this week of service. C) Notice of Library Board vacancy: Persons interested in being appointed to the Library Board to fill the current vacancy which expires on December 31, 2002 are asked to contact Mayor Jennings. D) Library Board Meeting Date: The Board now meets on the second Wednesday of every month in the City Hall Council Chambers at 12:00 noon. However, the next meeting is scheduled for May 31, 2000, 12:00 noon, since the last two meetings were canceled due to the lack of a quorum. It was noted that the meetings are now being televised over the community access channel. 0055 PRESENTATION: BUILDABLE LANDS AND URBANIZATION PROJECT. Community Development Director Goeckritz provided background information on this project which began in 1998. The Council had appointed 1110cal citizens to work on the Growth Management Program with the primary objective being formulating strategies that would insure that sufficient land would be available for Woodburn for its future Page 1 - Council Meeting Minutes, May 22, 2000 . . - "-'r COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING growth in residential, commercial, and industrial activities. This committee worked with staff and consultants to review past growth trends and potential forecasts of future growth over the next 20 years. One of the issues that had been in contention was the population figure for the City as provided by the Dept. of Economic Development and Marion County. The Committee was given, and accepted, the population figure of 26,290, however, the several committee members felt that the number was too high and others felt that the number was substantially low and should be in the 30,000 range. It was noted that the growth rate projection is 2.1 which is similar to what was in the last decade. He stated that the Buildable Lands and Urbanization Project report was provided to the Planning Commission and Council in March 2000. The Commission has reviewed the report and they are in 100% agreement with the Growth Management Committee's recommendations. He stated that the Commission did have some concerns on the scenarios and recommendations developed by the Committee and those issues have been included in the Council agenda packet, along with a questionnaire, for the Council to respond back to staff on these issues. He reiterated that the Buildable Lands and Urbanization Project report provides a guide on goal policies and language which would be put into land use ordinances. He requested that the questionnaires be returned to him by June 8th so that it can be on the June 12th Council agenda. Mayor Jennings stated that the report includes a lot of public input which was obtained during the committee review process. Director Goeckritz stated that the City is in the periodic review process of our Comprehensive Plan and it is hoped that this process will be completed by next year. Councilor Figley stated that, in her review of the report, she was interested in the residential aspect of the report and she had wanted the units per acre and density quantified so that she would be able to respond to that issue. Councilor Bjelland stated that he would be interested in knowing if any other cities in Oregon have minimum lot size requirements of 8,000 sq. ft.. Director Goeckritz stated that he was not familiar with any jurisdictions that had that minimum requirement, however, he has had contact with a couple of Planning Directors who have said that their jurisdictions are moving in that direction rather the smaller lot sizes. 0444 PRESENTATION: STORMWATER MANAGEMENT OVERVIEW AND ISSUES. Public Works Director Tiwari stated that the stormwater management plan consists of the following components: 1) stormwater quantity, and 2) stormwater quality. The presentation for this meeting will be focused on stormwater quantity whereas the stormwater quality issue will be presented to the Council later this year. In regards to stormwater quantity, flow and storage issues are being addressed and policies implemented in years past are being reviewed. He reminded the Council that there will be additional public input before any final action is taken on adopting a Stormwater Page 2 - Council Meeting Minutes, May 22, 2000 _ .. __.._,.~.._.~'.__ _...,'0 .w_"__"'_"'_'__' __. .~-~~""'__._"_____~ COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING Management Plan. He stated that the Woodburn Area Watershed is worth preserving both in and around Woodburn and it is necessary to enhance and protect what is currently available. Mayor Jennings questioned if wetland mitigation is really accomplishing the preservation of wetlands. Director Tiwari stated that it does take a number of years to bring the new wetland area back to the same level of the original wetlands area. Gordon Merseth, Merseth Engineering, stated that urbanization eventually leads the City to take action to address watershed and storm water control issues. Developing a stormwater management plan will address issues on how to preserve, enhance, and protect the drainage ways that are currently available and prevent future damage to the system. He reviewed the stormwater drainage areas within the City which include primary drainage ways (serves more than 150 acres), secondary drainage way (serves 50- 150 acres), and local drainage ways (serves less than 50 acres). He stated that detention facilities are designed to channel stormwater into a purposely built low area so that it can hold water until the bulk of the storm has passed and then it releases water back into the stream or storm drain lines at a slower rate. He reviewed the Watershed System features which includes: (1) responsibility for almost 9,000 acres of drainage area; (2) two major watersheds; (3) 41,780 feet of major stormwater facilities within the City; (4) serving approximately 5,500 individual properties; and (5) maintaining an existing investment estimated at $20 million. He reviewed the work completed as of this date to quantify the system. This involved creating a computer model of both of the streams which will generate numbers for future system development. Other work completed includes review of flow regulations and a complete system inventory which has been plotted on City maps. A working document and a basic flow management plan is currently being worked on by staff. Mayor Jennings questioned the widening versus deepening of Goose Creek which is part of the stormwater drainage system. Director Tiwari stated that widening of Goose Creek provides for more storage of stormwater during periods of high waterflow. Mr. Merseth also reviewed the goals that have been established as part of this project: (1) mitigate the downstream impacts on downstream properties; (2) establish a drainage route system; (3) establish detention performance criteria; (4) provide for a safe and economical stormwater conveyance system; (5) identify a reimbursement system; (6) establish system ownership criteria; (7) provide for maintenance of the system; (8) compliance with state and federal rules and regulations; and (9) preservation of the natural floodwater storage volume. He briefly reviewed the issue of flow conveyance and explained that the primary drainage ways have the ability to carry the floodwaters that occur during a 1 in 100 year event Page 3 - Council Meeting Minutes, May 22, 2000 . '~--~-.,......-^'_."._--,.__.~ '" -" ,,-- ,_."_...",,.,~._~_._..__.,_._-~-_.__.__.. COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING while the secondary drainage way provides for a 1 in 50 year event and the local drainage way provides for a 1 in 25 year event. He also stated that it is possible for an event to occur more frequently and/or in successive years and the stormwater plan will address what would be acceptable as it pertains to flow conveyance. Director Tiwari also reminded the Council that property owners cannot block drainage areas and they must allow the drainage to pass through their property. Mr. Merseth also stated that, in regards to storage and detention, it is necessary to protect the natural system so that it will contain the water from a 100 year flood. The detention ponds would utilize existing approved methods to store the water from a 25 year event. He also stated that the plan would also provide for the shifting of a floodplain by providing for an equal volume of storage in that same area so that the impact of the flood downstream is mitigated. 1770 Director Tiwari stated that staff will be having an information meeting with the Planning Commission, neighborhoods will be involved over the next few months and, once all the information is gathered from the public, a workshop will be held with the Council to review the comments. Following the workshop, a public hearing will be held before the City Council with the adoption of the master plan in March or April 2001. He reminded the Council that future issues to be brought before them will be water quality regulations and the financing plan to respond to the new regulations. It is anticipated that these issues will be brought up during the upcoming winter months. Director Tiwari also reminded the public that this is "Public Works Week" and he stated that his employees have done a wonderful job over the years and it is their efforts which keeps this community in a better condition. On behalf of the City, he thanked them for all that they do for the City. 1880 CHAMBER OF COMMERCE REPORT. Doug Templeton, Chamber representative, mentioned the following upcoming Chamber events and announcements: 1) Business after Hours will be held on Thursday, May 25th, 4:30 pm, at the Woodburn High School. Activities include visitation of the Metals Lab, entertainment by the school band and choir, and food prepared by the Hospitality and Tourism class. 2) the public was reminded that US West Dex has set up a container in the north parking lot of Woodburn Company Stores for phone book recycling and the container will be there until June 21". 3) On behalf of the Chamber and US West, they thanked the City for usage of the Council Chambers for the Internet training classes last week and it is hoped that US West trainers will be back in September for "Business Week in Woodburn". Page 4 - Council Meeting Minutes, May 22, 2000 ,,~_,h...~_,___.,.., _,,'___'_~~"" - .---'-.-,-''-..'-- ,--*~~--,,-, COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING 1966 WOODBURN DOWNTOWN ASSOCIATION (WDA) REPORT. Doug Templeton, representing WDA, stated that the Saturday Market event is going well, however, they are still looking for a few new vendors. Additionally, the organizers would like to provide live entertainment during this weekly event. 2018 Preston Tack, 2197 Camilla Way, expressed his hope that, in respect to the stormwater presentation, there are regulations in effect now that would preserve the integrity of the intent of the stormwater plan. 2059 CONSENT AGENDA. A) Special Council meeting minutes of May 4, 2000 and regular Council meeting minutes of May 8, 2000; B) Draft Planning Commission meeting minutes of May 11,2000; C) Draft Recreation and Park Board meeting minutes of May 9,2000; and D) Building activity report for April 2000. FIGLEY/SIFUENTEZ... accept the Consent Agenda as presented. The motion passed unanimously. 2075 COUNCIL BILL 2046 - RESOLUTION ENTERING INTO A CONTRACTUAL SERVICES AGREEMENT AND DESIGNATING HUGGINS INSURANCE SERVICES. INC.. AS THE CITY'S INSURANCE AGENT OF RECORD. Councilor Chadwick introduced Council Bill 2046. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2046 duly passed. 2110 COUNCIL BILL 2047 - RESOLUTION CERTIFYING THE ELIGIBILITY OF THE CITY TO RECEIVE STATE-SHARED REVENUES DURING FISCAL YEAR 2000-01. Council Bill 2047 was introduced by Councilor Chadwick. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2047 duly passed. 2142 COUNCIL BILL 2048 - ORDINANCE CREATING A LIBRARY BOARD. DEFINING ITS DUTIES. AND REPEALING ORDINANCE NO. 1797. Councilor Chadwick introduced Council Bill 2048. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Councilor Pugh questioned if the Library Board had expressed an opinion on the expansion of the Board from 5 members to 7 members and on the inclusion of a high school student as a Board member. He also expressed his opinion that if a high school Page 5 - Council Meeting Minutes, May 22, 2000 .~_... ~......__....._,~_........_....,.. ~._.~..~_, n._" COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING student is appointed, the student appointment be limited to an individual who is a senior in high school and would be pursuing library services as a future line of work. Mayor Jennings stated that it is his intent to appoint a junior or senior high school student since the term of this particular position is for two (2) rather than four (4) years. Councilor Bjelland stated that he did not object to the concept of adding the student position but was surprised to see it on this agenda since the Council had not had specific discussion on this issue. He suggested that, in the future, the established procedure be followed which includes initial Council discussion and subsequent direction to staff to prepare an ordinance based on the outcome of the discussion. Mayor Jennings reminded the Council that he had told them about 6 months ago that he would be adding a student to each of the Boards. Administrator Brown stated that a recent resignation of a Board member is part of the reason for the submission of the Council Bill. The proposed ordinance would expand the size of the Library Board since they have been having a difficult time in getting enough members to attend in order to have a quorum. It is also the intent of the Mayor to recruit a high school student in the last two years of their high school education. Councilor Bjelland stated that he does not disagree with the intent of the proposed ordinance, however, he is referring to the process involved and would like staff to follow the process in the future if a policy decision is before the Council. Councilor Pugh agreed with Councilor Bjelland and reiterated that the Council needs to know how the Library Board feels about the proposed changes. Library Director Sprauer stated that she does not see much change in the proposed ordinance other than the number of members and she had suggested the number increase as a method of having sufficient members attend a meeting in order to have quorum. She does feel that the proposed ordinance clarifies that the Board is advisory rather than a policy making Board following the last major Charter Amendment. She stated that she had not discussed this issue with the current Board members. Councilor Kilmurray expressed her opinion that high school juniors are capable of giving input as a Board member and she suggested that the meeting time be adjusted so that more Board members can attend. On roll call vote for final passage, the vote was 5-1 with Councilor Pugh voting nay. Since the bill did not pass by a unanimous vote of the Council at the first meeting in which it was introduced, Council Bill 2048 will be brought back at the next regular meeting for another reading and final vote. Councilor Pugh requested that Board input be obtained by the next meeting and a report be given to the Council. 2579 CUSTODIAL STAFF CHANGES. Administrator Brown reviewed the staff memo requesting Council approval to eliminate 2 part-time custodial positions and replace those positions with 1 full-time custodian. Page 6 - Council Meeting Minutes, May 22, 2000 COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING The new full-time custodian would work an afternoon/evening shift and would be responsible for closing City buildings in the evening hours along with locking gates in various city parks after dusk. This position change will involve some additional benefit costs, however, staff feels that the efficiency gained will outweigh the additional costs. BJELLANDIFIGLEY... authorize one additional full-time custodial position in the Recreation and Parks Department and eliminate allocations for two part-time custodial positions. Councilor Kilmurray questioned if shift differential pay would be involved with this new position. Park & Recreation Director Westrick stated that it has been difficult to find persons willing to work part-time as custodians. Additionally, the full time position is a union position and the contract does not provide for shift differential pay. The motion passed unanimously. 2771 CONTRACT AWARD FOR STREET REPAIR IMPROVEMENTS (BID #20-18), Bids for miscellaneous street repairs were received from the following contractors: Roy L. Houck Construction, $42,409.00; Morse Bros., $58,480.00; North Santiam Paving, $60,900.00; Salem Road & Driveway, $60,914.73; and D & D Paving, $66,516.00. Staff recommended the acceptance of the low bid from Roy L. Houck which was below the engineer's estimate of $54,615.00. FIGLEY/SIFUENTEZ... award the construction contract to the lowest responsible bidder, Roy L. Houck Construction, for the street repair improvements in the amount of $42,409.00. The motion passed unanimously. 2789 BID AWARD #20-19: HYDRAULIC BREAKER (Public Works). Bids for a hydraulic breaker were received from the following vendors: Western Power & Equipment, $13,976.00, and Halton Rental, $18,544.17. Staffrecommended the acceptance of the low bid from Western Power & Equipment. FIGLEYIPUGH... award bid #20-19, hydraulic breaker, to Western Power & Equipment in the amount of $13,976.00. The motion passed unanimously. 2820 APPROVAL OF RECOMMENDATION TO OREGON DEPT. OF TRANSPORTATION (ODOT) FOR A SPEED ZONE CHANGE FROM 55 TO 45 MPH AT HIGHWAY 99E/MACLAREN. Staff recommended that the Council authorize the submission of a speed zone request for evaluation of the segment of Highway 99E from the Highway 211/214 intersection to the north city limits and that the request include that the speed limit be reduced from 55 MPH to 45 MPH. PUGHlKILMURRA Y.... direct staff to submit a speed zone request to ODOT to evaluate Highway 99E from the Highway 211/214 intersection to the north city limits and Page 7 - Council Meeting Minutes, May 22, 2000 COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING the request will recommend a 45 MPH speed for this section. The motion passed unanimously. 2867 GRANT APPLICATION TO OREGON HERITAGE COMMISSION RE: CARNEGIE LIBRARY RENOVATIONS. Staff requested Council authorization to submit a grant application to the Oregon Heritage Commission in an effort to obtain a $25,000 grant towards the $168,000 project cost to renovate the Carnegie Library. Other funding sources will include the Library Endowment Fund, General Fund, and other fund-raising efforts. FIGLEY IKILMURRA Y... authorize Mayor to sign a grant application to the Oregon Heritage Commission in the amount of $25,000 to support the cost of renovating Carnegie Library. The motion passed unanimously. 2902 SITE PLAN ACTIONS. A) Specialty Polymers Expansion - Conditional Use #00-01 and Site Plan Review #00-02: No action was taken by the Council on this issue. B) Pacific Pride Remodel - Site Plan Review #00-03: No action was taken by the Council on this site plan review. 2918 MAYOR AND COUNCIL REPORTS. Councilor Figley stated that, as a fill-in for the Mayor, she had presented 3 young men with City Certificates of Achievement last Saturday as part of the Eagle Scout Court of Honor. These individuals were Mason Haycock, Rex Doman, and Ethan Leder. For their Eagle Scout award, Mason Haycock did park bench painting and upgrading in Library Park, Rex Doman collected eye glasses for distribution in 3n1 World Countries, and Ethan Leder cleaned up Pioneer Cemetry in the Mt. Angel area. Councilor Figley also stated that another meeting was held regarding train service between Woodburn and Stayton/Aumsville area on the Willamette Valley Railroad line. The group is in the middle of putting together a feasibility study grant that will include excursion rail, commuter rail, and enhanced freight service on the line. It will also study the costs for operating a diesel line as opposed to restoring our own steam engine. Councilor Kilmurray stated that she had the opportunity to participate in the Safe Kids Fair sponsored by the Woodburn Fire, Woodburn Ambulance, and the 3 car dealerships near the 1-5 interchange. There were in excess of 200 bicycle helmets given away to kids and the number of attendees were far more than the number of helmets distributed. Councilor Bjelland updated the public on the hanging basket program which is being worked on by the Livability Committee. Brackets will be installed on the utility poles beginning next week with the hope that the baskets along Highway 214 will be in place Page 8 - Council Meeting Minutes, May 22, 2000 "",.- "- -" .-- "f'- . ""_. -".,_.__._,.-.~"_._.._,.~"" - ...._._._._~---...._,,~-.... COUNCIL MEETING MINUTES MAY 22, 2000 TAPE READING by Memorial Day with the rest of them installed by June 3'd. They have enough funds to purchase 55 baskets at this time and they hope to have sufficient funds for 60 baskets. Contributions continue to be welcomed and our local citizens, along with tourists, will be surprised with the beautiful baskets. Tape 2 Councilor Sifuentez stated that she will be bringing the MacLaren School arts and culture display down to the Library or Museum at the end of the month for public viewing. Mayor Jennings stated that he will be bringing an ordinance to the Council in the near future to add a student position to the Park Board membership. He stated that the Park Board requested this change and he feels that the youth need to be involved in the City. In regards to the Library position, he would be appointing an individual who does have an interest in the Library. He also stated that the two students appointed to the Community Center Steering Committee and to the Museum Board are doing an excellent job. 0119 ADJOURNMENT. FIGLEY/SIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:30 p.m.. APPROVED ~ RI HARD JE GS, M YOR ATTEST ~~~ Mary 1'l!Tln!tnt, Recorder City of W oodbum, Oregon Page 9 - Council Meeting Minutes, May 22, 2000 -...-..~ '~^_".-...--~- --_....-,._...~_._,~--,-,,_.._.__._._---~ ~,~.,-~=----"