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Minutes - 05/08/2000 COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING 0001 DATE, COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MAY 8, 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 Absent 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, Management Analyst Smith, City Recorder Tennant 0020 Mayor Jennings stated that Councilor Bjelland had called earlier today to let the Mayor and Council know that he was unable to attend this meeting. 0029 ANNOUNCEMENTS, A) Public Hearing before Budget Committee: On Monday, May 15, 2000, the Budget Committee will hold a public hearing on the Fiscal Year 2000-01 City budget, which includes State Revenue Sharing funds, in the City Hall Council Chambers at 7:00 p.m.. 0043 Mayor Jennings stated that he has asked Director Tiwari to provide the Council with a short status report on the Goose Creek storm drainage issue at this meeting. 0063 PRESENTATION: BUS ROUTE CHANGE, Public Works Manager Rohman stated that the main reasons for the proposed change are to improve customer service and route safety. Many transit riders have requested that the City add the Factory Outlet to the route, and to improve access to Salud Health Center at H wy. 2l4IPark Avenue. In order to make these changes, low use areas will no longer be served. It was noted that the Dial-a-Ride van service is now a 5-day per week service which has made transit service to many elderly and disabled citizens more accessible. The proposed route will also require the relocation of the downtown bus stop from Hayes Street to Garfield Street and the Council will be asked to make some parking adjustments on Garfield and Front Street. In order to improve safety and to make the route run more Page I - Council Meeting Minutes, May 8, 2000 ~ 'f ..'."'M".__."-__---.-.~"-.....-".......--~.-...,-.....--.-- ....,.." COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING efficiently, the Transit service will start to shift towards designated stops rather than a flag stop. He reviewed the proposed route which will continue to take I hour to complete. If approved by the Council, the new route will begin with the start of Public Works Week on May 22,2000. Councilor Sifuentez questioned the proposed change from the flag stop to designated stop since some elderly citizens have a difficult time walking the distance to a designated stop. Public Works Manager Rohman stated that it is intended to move towards the designated stop since it will allow bus drivers to maintain a reliable service. In the event an elderly or disabled individual is unable to walk to the designated stop, they are encouraged to utilize the Dial-a-Ride van service which picks up riders at their home, takes them to their destination within town, and brings them back to their residence. 0328 STATUS REPORT: GOOSE CREEK STORM DRAIN. Public Works Director Tiwari stated that he has scheduled a presentation for the next regular meeting on Storm Water management issues since the City is in the process developing a Storm Water Master plan. One of the projects of interest is the Goose Creek storm drain which is located north of Lincoln Elementary School and runs from Senior Estates to Mill Creek. The area which is of most concern is located between Senior Estates and Boones Ferry Road since it is a large open ditch that parallels homes built in the Henry Farm subdivision. He stated that the ditch was enlarged, with permission, in width but not in depth for the purpose of providing more water storage area in the event of heavy rainfall/flooding conditions. The School District and some property owners would like to have the area piped with safety being a major factor in this request. In order for the City to pipe the ditch, approval is required from the Division of State Lands and the Corps of Engineers. As ofthis date, the Corps of Engineers have not given their permission and he is doubtful that it will be given. He also stated that not all of the property owners have given easements to the City and the cost sharing with the property owners has not been agreed upon by all of the owners. The City did solicit bids for this project but has not awarded any contract since permission had not been obtained from the Corps of Engineers. Staff continues to try and work with the Corps to come up with a solution to this issue. He reminded the property OWners in this area that the ditch can not be filled and Ordinance 2018 restricts construction in a drainage area. Staff feels that the final outcome will be dependent upon a decision from the Corps of Engineers. 0811 PROCLAMATION: PUBLIC WORKS WEEK, Mayor Jennings proclaimed the week of May 22-26,2000 as "Public Works Week" in the City and he urged local residents to learn about the services provided by the public works divisions and to recognize the contributions that public works staff make daily to residents health, safety, and comfort. Page 2 - Council Meeting Minutes, May 8, 2000 ~ 'f T COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING 0851 CHAMBER OF COMMERCE REPORT. Doug Templeton, representing the Chamber Board, informed the Council of the upcoming Chamber events: 1) Business After Hours, May 11 th, 4:30 pm., at Chemeketa Community College (Woodburn Center) - the school will be celebrating their 30th anniversary and they will be providing information on their new building and design. 2) Chamber Forum, May 17th, 12:00 noon, Woodburn Family Medical Clinic - Guest speaker will be Larry Krieghauser who will talk about the Drums of Fire musical event being held on July 7th at Legion Park. 3) US West Foundation for Woodburn Area Chamber of Commerce will conduct free internet training classes beginning May 17th. These classes will be held at City Hall and registration is required by contacting the Chamber office. 0914 WOODBURN DOWNTOWN ASSOCIATION (WDA) REPORT, Doug Templeton, WDA Chair, stated that there were approximately 12 vendors at the Saturday Market displaying a large variety of food, plants, produce and handcraft items. They are still signing up vendors for participation during the upcoming months. He stated that members of WDA recently visited Hood River to see the results of their efforts to rehabilitate a downtown area. They did a very nice job and an influx of funds from an Urban Renewal District is the contributing factor in making this improvement. He urged the Council, along with the citizens of Woodburn, to support the downtown area and help bring it back to a viable business district. 1046 LETTER FROM WOODBURN BARRACUDA SWIM TEAM. The Swim Team hosted their 2nd Annual Tulip Festival Invitational meet on April 8th and they provided a written report to the Council on this event. It was noted that there were 206 swimmers representing 12 teams and this event proved to be successful. They thanked the Aquatic Center staff for their help with this event. 1060 Tom Waggoner, 849 Woodland Ave., objected to the height of the sound wall that will be installed along Woodland Avenue which is one of the conditions imposed on the developer of the factory outlet mall. He felt that a 7' sound wall at ground level is too high and suggested that it be 7' at street level. Mayor Jennings stated that the height of the wall has been determined through a public hearing process and to make a change in the height, the entire hearing process would have to be re-opened. Administrator Brown also stated that the placement of the wall will allow the City to keep the utilities on the street right-of-way side of the wall. Mr. Waggoner also suggested that any vegetation that is planted grow quickly and provide a lot of foilage to cover up the wall area. Page 3 - Council Meeting Minutes, May 8, 2000 COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING He also stated that the garden area in the median is looking very nice and he urged Councilors to drive past the area to see what has been done by the local residents. He also suggested that a "Welcome To Woodburn" sign be placed in the area. 1258 CONSENT AGENDA, I) Council minutes of April 24, 2000; 2) Draft Planning Commission minutes of April 27, 2000; 3) Draft Museum Committee minutes of April 3, 2000; 4) Building Activity Report for the month of April 2000; and 5) Claims for the month of April 2000. FIGLEY/SIFUENTEZ,.. consent agenda be adopted as presented. The motion passed unanimously. 1273 TABLED BUSINESS: SPECIAL EVENT POLICIES AND PERMIT REVISIONS, FIGLEYIKILMURRA Y.... Special Event policies and permit revisions be removed from the table. The motion passed unanimously. Director Westrick stated that language relating to an off-site parking plan was included in both the policies and permit documents. Additionally, in the policies document, a section was added that recommends to event organizers that they do some neighborhood relations before the event occurs which will not only provide marketing for the event and give residents in the area some time to plan ahead. A section was also added that would allow for negotiation of co-sponsored activities. FIGLEYIKILMURRA Y.., Special Event policies and the permit revisions presented to the Council at this meeting be adopted as presented. The motion passed unanimously. 1373 COUNCIL BILL 2043 - ORDINANCE ANNEXING 5,36 ACRES OF PROPERTY LOCATED NORTH AND SOUTH OF HWY, 214 AND EAST OF FRONT STREET AND AMENDING THE ZONING MAP, Councilor Chadwick introduced Council Bill 2043. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Public Works Director Tiwari stated that a portion of the property being annexed is being purchased by the City for the Phase II pump station and the City does have a force main on that property. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared the bill duly passed with the emergency clause. 1475 COUNCIL BILL 2044 - RESOLUTION AUTHORIZING EXECUTION OF A COLLECTIVE BARGAINING AGREEMENT WITH THE WOODBURN POLICE ASSOCIATION. Council Bill 2044 was introduced by Councilor Chadwick. The bill was read by title only Page 4 - Council Meeting Minutes, May 8, 2000 ~ .. ...,.,..."~.."._~- "''''~''--'--~'''-~---'--''""_.'-"' .~ "-"'_.~~'''---''-'-"--'.'-'-----' COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING since there were no objections from the Council. Mayor Jennings expressed his appreciation to Administrator Brown, Chief Null, and the members of the Police Association bargaining team for their efforts in working out this agreement. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill duly passed. 1520 COUNCIL BILL 2045 - RESOLUTION ESTABLISHING EMPLOYEE COMPENSATION INCLUDING SALARY AND BENEFITS, Councilor Chadwick introduced Council Bill 2045. Recorder Tennant read the bill by title only since there were no objections from the Council. Administrator Brown stated that a revised "Exhibit A" had been distributed to each of the Councilors since the Management Analyst position had been inadvertently left off the schedule which was included in the packet. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2045 duly passed. 1579 BID AWARD #20-16: CITY HALL ANNEX ROOF REPLACEMENT, Bids were received from the following contractors: Bell Roof Company, $20,690.00; Leigh's Roof Service, $22,330.00; King Roofing, Inc., $29,300.00; and Harris Roofing, Inc., $29,585.00. KILMURRAY/SIFUENTEZ,.. award bid #20-16 for replacement of the roof at the City Hall Annex to Bell Roof Company in the amount of $20,690.00. The motion passed unanimously. 1600 CONTRACT AWARD #20-17: HAWLEY STREET-WILSON COURT STORM SEWER IMPROVEMENT. Bids for this storm sewer project were received from the following contractors: Hubeo Excavation, $36,986.00; Bob's Backhoe, LLC, $37,740.42; Scharff Bros, $39,821.00; Alpine Construction, $40,454.47; North Santiam Paving, $40,970.00; Commercial Redi Mix, $41,847.00; Miller and Sons, $43,621.75; Sun Quest Construction, $44,756.95; Kyllo Construction $46,977.60; Northwest General, $52,625.00; Kasey Cooper, $60,148.75; and Rasch Contractors, $60,857.00. It was noted that the engineer's estimate for this project was $41,324.50. FIGLEY/SIFUENTEZ,.. award the construction contract to the lowest responsible bidder, Hubco Excavation, Inc. for the Hawley Street-Wilson Court storm sewer improvement in the amount of $36,986.00. The motion passed unanimously. 1628 BUS ROUTE MODIFICATION. PUGHlKILMURRAY... accept the bus route changes. The motion passed unanimously. Page 5 - Council Meeting Minutes, May 8, 2000 ~ 'f .,_......>.~~_~,..___.~___.~., ..~~L.>._~,.. ..,_~> COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING 1638 SOUND AMPLIFICATION PERMIT, A letter requesting permission to use sound amplification equipment as part of a Mother's Day Celebration was submitted by Salvador Larios. The event would be held at his business, Salvador's Bakery ill, located at 320 N. Pacific Highway on May 14th between the hours of 10:00 am and 4:00 pm. Staff recommended approval of this request. SIFUENTEZlFIGLEY... grant Salvador's Bakery permission to use sound amplification equipment on Mother's Day as requested. Councilor Kilmurray stated that she was impressed with the letter sent to Police Chief Null outlining what he was going to do to make it a successful event. The motion passed unanimously. Public Works Manager Rohman stated that a revised memo was submitted to the Council that included a second action that needed to be taken by the Council on the bus route issue. PUGHlKILMURRA Y.., move to rescind the motion regarding acceptance of the bus route changes. The motion passed unanimously. PUGHlFIGLEY,.. approve changes to the bus route and to the extension of the "No Parking" area in front of the City Hall Annex on Garfield Street. Discussion was held as to what action the staff was hoping to receive from the Council regarding future bus fare increases. Administrator Brown stated that staff would like to delay action on any fare increase until after July at which time staff will know if an initiative ballot measure will be on the November ballot that pertains to fee increases. PUGHlKILMURRA Y... add to the motion that staff will come back to the Council at a later date with a recommendation on a fare increase. The motion passed unanimously. 1830 CITY ADMINISTRATOR'S REPORT, Administrator Brown stated that he would be out of the office on Wednesday and Thursday of this week to attend training on the next phase of Incident Command and Director Tiwari will be in charge while he is away. He also stated that the Budget Committee has tentatively set aside funds in next year's budget for consultant costs to do an Urban Renewal feasibility study and a plan to establish an Urban Renewal District for the downtown and other potential areas of town. It was noted that an Urban Renewal District is used as a financing tool to generate funds in order to make necessary repairs to infrastructure and buildings for the purpose of rehabilitating the areas within the district. In anticipation of this proposal being approved by the Committee and Council, he had informally found 3 consultants who are qualified to do this work, interviewed them, and have received written proposals from 2 of the consultants with the 3'd written proposal to be received later this week. If this issue moves through the Committee and Council and funds are allocated, the City will be in a position to begin the study soon after the start of the new fiscal year. Page 6 - Council Meeting Minutes, May 8, 2000 ... ,. . COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING 1942 MAYOR AND COUNCIL REPORTS, Mayor Jennings stated that he had recently attended a Cinco de Mayo celebration at MacLaren School and he read a humorous letter that was read at this celebration by one of their presenters. He also stated that he had attended the Saturday Market and, for the first one, he felt that it was well attended. He reiterated that there was a variety of vendors selling food, crafts, and nursery stock and he was very pleased with this event. Additionally, the flower basket program is off to a good start and Chairperson Jo Ann Bjelland has informed him that contributions are coming in more than what she had anticipated. To date, there are 50 baskets ordered and they will be placed on utility poles along Highway 214, Highway 99E, near the Factory Outlet Mall, and in the downtown area. He thanked the public for their support of this new program to beautify the City. Mayor Jennings also stated that Jack Bigej of AI's Fruit & Shrub has agreed, at cost, to sell aggregate concrete culvert pipes for flower pots which would be placed on the northwest and southwest corners of the downtown parking area. He stated that, before summer is over, the citizens will see some improvements. Administrator Brown stated that he has started an in-house program in which City employees can spend 2 hours each month (alternate Fridays) to help with yard work or other chores that need to be done around City buildings. Hopefully by next month, the weeds will be taken care of and flowers planted thereby taking more pride in our buildings. This is similar to an Adopt a Park program and the Council and/or other members of the public are encouraged to participate. Mary Chadwick stated that barkdust was spread at Senior Estates Park last Saturday by volunteer members of the Latter Day Saints Church and she expressed her appreciation to the group of volunteers who have made the park look very attractive. Councilor Sifuentez stated that MacLaren School had adopted Highway 99E in front of the school and she will be working on that program this year. She also thanked the Mayor for his going out to MacLaren to read the proclamation at their Cinco de Mayo celebration. Mayor Jennings stated that Councilor Sifuentez received an award that day from the Oregon Youth Authority for her efforts in the Volunteer Program and he also thanked her for her volunteer work. Councilor Figley thanked the pool staff, volunteers and donors for the Mother's Day event which was held at the Aquatic Center on Sunday, May 7'h. She stated that 75 ladies participated and everyone seemed to enjoy themselves. Councilor Pugh stated that ODOT is planning on installing the sign bridge at the 1-5 interchange sometime between August and September 2000. Page 7 - Council Meeting Minutes, May 8, 2000 . ".",". 'lit . COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING 2535 EXECUTIVE SESSION, Mayor Jennings entertained a motion to adjourn to executive session under the authority of ORS I 92.660( I )(h) and ORS 192.660( I )(f). FIGLEY/SIFUENTEZ,.. adjourn to executive session under the statutory authority listed by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 8: 16 p.m. and reconvened at 8:50 p.m.. 2566 Mayor Jennings stated that no decisions were made in executive session. FIGLEYIKILMURRAY... City Attorney file the record with LUBA in the case of Hubenthal vs City of Woodburn, and be directed not to file a brief on behalf of the City. The motion passed unanimously. Mayor Jennings stated that the developers attorneys have intervened in this case. 2615 ADJOURNMENT. FIGLEY/SIFUENTEZ,.., meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:53 p.m.. APPROVED ATTEST~ ~c-* Mary enn , Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, May 8, 2000 ~ 'I' ~._,~~---~"--_...~_..~_._..