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Agenda - 05/22/2000
CITY COEIIYCI£ AGEIYDA A4ay 22, 2000 - 7:00 p.m. 270 A4ont`Eomery Street ~ ~ Wooclburn, Ore.Eon e CALL TO ORDER AND FLAG SALUT_E ROLL CALL ANNOUNCEMENTS AND APPOINTMENT_S A. Public Hearing - 2000-01 City Budget, June 12, 2000 7:00 p.m. at City Hall. B. Public Works Week - May 22 - 26, 2000 (Schedule of activities attached) C. Notice of vacancy on the Woodburn Library Board (term expiring 12/31//2002). Interested persons please contact the Mayor. D. The Woodburn Library Board now meets on the second Wednesday of every month at City Hall, Council Chambers at 12:00 noon. For lack of a quorum, the last two meeting were canceled. The next meeting of the Library Board will take place on Wednesday, May 31, 2000, 12:00 noon, Woodburu City Hall. 3B PR E£ENTATIONS/PROCLAMATIONS. A. Status Update: Woodburn Buildable Lands and Urbanization Project .... 4A 4B B. Stormwater Management Overview and Issues ..................... o COMMITTEE REPORTS A. Chamber of Commerce. B. Woodburn Downtown Association. o o COMMUNICATION~ BUSINESS FROM THE PUBLI .C. (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 Coundl member. A. City Council minutes of May 4, 2000 spedal meeting and May 8, 2000 regular meeting .............................................. 8A Page 1 - Woodburn City Council Agenda, May 22, 2000. Draft Planning Commission minutes of May ! 1, 2000 ................ 8B Draft Recreation and Park Board minutes of May 9, 2000 ............. 8C Building Activity Report for April 2000 ............................ 8D 10. 11. PUBLIC HEARINGS (No public hearing were scheduled for this date) TABLED BUSINESS GENERAL BUSINESS A. Council Bill No. 2046 - Resolution entering into an agreement and designating Huggins Insurance Services, Inc. as City's insurance agent of record .............................................. 1 lA Bo Council Bill No. 2047 - Resolution certifying the eligibility of the City to receive state-shared revenues during FY 2000-01 ................ 1lB Co Council Bill No. 2048 - An Ordinance creating a Library Board, defining its duties and repealing Ordinance No. 1797 ......................... 11C D. Custodial staffing changes ..................................... llD E. Contract award for miscellaneous street repairs ................... 11E F. Bid award to purchase of a hydraulic breaker ...................... 11F Go Ho Approval of recommendation to Oregon Department of Transportation for a speed zone change from 55 to 45 mph at Highway 99E/MacLaren 11G Approve grant application to the Oregon Heritage Commission related to Carnegie Library renovations ................................ 11H 12. 13. 14. 15. 16. 17. 18. PUBLIC COMMENT NEW BUSINESS SITE PLAN ACTIONS A. Specialty Polymers expansion .................................. 14A B. Pacific Pride remodel ......................................... 141t CITY ADMINISTRATOR'S REPORT MAYOR AND COUNCIL REPORTS EXECUTIVE SESSION ADJOURNMENT Page 2 - Woodbum City Council Agenda, May 22, 2000. 4A Community Development 270 Montgomery Street MEMORANDUM Woodburn, Oregon 97071 (503) 982-5246 Date: To: From: Subject: May 17, 2000 Mayor & City Council thru City Administrator Planning Commission 5~.~, VVoodburn Buildable Lands and Urbanization Project RECOMMENDATION: The City Council approve the proposals of the Buildable Lands Committee and Planning Commission and instruct staffto draft language that will be incorporated into the Comprehensive Plan and implementing ordinances during the Periodic Review process. OVERVIEW: The Buildable Lands and Urbanization Project Report was developed over a ten month period by an eleven (11) member Committee appointed by the City Council. The groups objective was to recommend proposals to the City Council and Planning Commission that ensures there will be sufficient land available for VVoodburn to meet its future housing, commercial and industrial needs to the year 2020. The bulk of the text consists of information regarding Woodburn that assists stake holders in arriving at conclusions and recommendations for Council review. The rationale and proposals arrived by the Growth Management Committee are found on pages 10-27 and Appendix G, H, and I. Also incorporated in this report is an alternative growth management scenario produced by the consultant and is found on pages 28 through 46 of that report. The Planning Commission's recommendations are attached to this memorandum and should be incorporated as Appendix K in your Buildable Lands Report Your last attachment is a questionnaire. Keep in mind a few of the Growth Management Committee's recommendations pertaining to lot size, expansion of the UGB for industrial activity and the use of the "base case" scenario may come under strict scrutiny by some governmental jurisdictions. For this reason, staff would appreciate your response to the following questions to make certain the Council either is supportive or not of these recommendations. Consider this an open book test with no answer or suggestion that is incorrect. Staff would appreciate that you return this questionnaire by June 1, 2000 so all comments can be incorporated into a report for Council discussion on June 12, 2000 4A APPENDIX K RECOMMENDED COMPREHENSIVE PLAN AND ZONING ORDINANCE AMENDMENTS Planning Commission Recommendations RECOMMENDATION: The Planning Commission fully supports the recommendations and rationale of the Growth Management Committee regarding the proposed amendments to the City's Comprehensive Plan and implementing Ordinances. OVERVIEW: In April, the Planning Commission reviewed the Buildable Lands and Urbanization project. The Commission's response to the committee's proposal was positive. This support was further evident when they responded to a staff buildable lands questionnaire pertaining to housing densities, UGB expansion, additional zone district designations and growth scenarios. The Commission discussion primarily focused on the residential aspects of the report. Basically, the Commissions one concern was the issue of encouraging larger residential lot sizes which do not reflect the states objectives of requiring maximum lot sizes substantially smaller than proposed by the Buildable Lands Committee. For this reason the Commission response to the Buildable Lands Project Report focused on the residential density issue. Although the Commission supports that proposal it assumes it is the one issue that will most likely be contested by DLCD. OBSERVATIONS: Woodburn's Buildable Lands and Urbanization Projects points out the fact that single family detached housing, on average, realizes a density of less than six dwelling units per net acre.' When 25% is excluded per acre for infrastructure, i.e. rights-of-way and easements, the average lot size is 5,445 square feet. In turn, the average sales price of a home in Woodbum is $121,092 compared to $133,500 in Mount Angel and 161,746 in Silverton, two of Woodbum's close neighbors. I E.D. Hovee & Co. Memorandum Figure 10 l:\Community Dcvelopmcnt~Planning~vlisc¢llancoushMiscellanc°us ' 2000~viisc~Recommcnded Comp & ZO Amcndmcnts.wpd 4A Average Sales Prices b~ Cit~ (1996-1998~ Average Annual City 1996 1997 1998 % Increase Keizer $125,273 $132,584 $140,356 5.8% McMinnville $141,538 $139,836 $150,211 3.1% Mount Angel $102,917 $143,350 $133,500 16.2% Silverton $I 13,818 $127,995 $161,746 19.4% Woodburn $102,416 $105,541 $121,092 8.9% Source: Willamette Valley Multiple Listing Service / E.D. Hovee & Co. Interestingly many of the newer subdivisions coming online in Woodburn such as Henry's Farm and Heritage Park reflect housing prices more in line with Silverton. Also, these subdivisions represent a lot size greater than the City's average with a lot size average greater than 7,000 square feet. Additionally, when comparing household incomes, the income range group that has grown the fastest from 1990 to 1998 are those in the 50,000-99,999 range. In 1990, this group represented 10.3% of the population by 1998 that number increased to 20.2%. Furthermore, the income range for those having a household income less than 15,000 has shrunk from 28% of the households in 1990 to 15.5% in 1998. Woodburn Zip Code Household Income Distribution {1990-1998) Income Range 1990 1998 Less than $15,000 28.0% 15.5% $15,000 to $24,999 25.3% 17.6% $25,000 to $49,999 35.3% 42.3% $50,000 to $99,999 10.3% 20.2% $100,000 to $149,999 0.7% 3.5% $150,000 or More 0.4% 0.9% Source: U.S. Census Bureau and CACI Inc. / E.D. Hovee & Co. I:\Community Development~PlanninggVliscellaneousqVliscellaneous. 2000~Misc~Recommended Comp & ZO Amendments.wpd 4A This is an encouraging economic indicator that shows Woodburn's transition from a rural · farm community to one that is becoming much more diversified in its economic make up. Other observations and conclusions reached by the Commission are: To attract residential developments with higher end housing stock to accommodate the upper 50% of our population. Woodburn should be interested in capturing more high end jobs to induce developers to build higher end housing units. · A balance of housing types has not been realized to date. Woodbum has an adequate inventory to build out the remainder of its residential land, yet to be annexed, into 8,000 square feet lots and still possibly exceed its projected population base of 26,290 by the year 2020. PROPOSED COMPREHENSIVE PLAN GOALS & POLICIES: GOAL: Provide a wider range of housing alternatives that encourages larger residential lot sizes providing a balance to the City's housing needs. Policies: Require Single Family Residential properties that are annexed to the City be a minimum of 8,000 square feet in size (exceptions for PUD's). This will require amending the City's zoning ordinance. Encourage residential properties annexed be designed as Planned Unit Developments (PUD's). Provide incentives that encourage the development of PUD's. Allow a mix of uses within a residential PUD being annexed that provides such amenities as private or public parks, open space and low intensity neighborhood commercial uses. Encourage a diversification in housing values and types that reflects a City in transition from a lower income community to a middle income community. Encourage a variety of densities and types of housing to accommodate Woodbum's growing middle and upper middle income housing needs. RECOMMENDATION: Create a Zone District that allows for elderly care facilities exclusive of the multi-family district designation or allow as a conditional use in the single family residential zone. l:\Community Dcvclopmcnt~Planning~4isccllancousRvlisccllancous. 2000~vlisc~Rccommcnded Comp & ZO Amcndmcnts.wpd CiTY OF WOODBURN 270 Montgomery Street · Woodburn, Oregon 97071 · (503) 982-5222 TDD (503) 982-7433 · FAX (503) 982-5244 4A BUILDABLE LANDS QUESTIONNAIRF Residential Growth The Growth Management Committee (GMC) has recommended that a Single Family Zone District designation that requires a minimum lot size of 8,000 square feet for all subdivisions and partitions annexed to the City be considered. See pages 14-18 Item 4 and Appendix I. The consultant's recommendations are found on pages 33-34. 1. What are your thoughts on the Growth Management Committee position? What goals and policies would you recommend be incorporated in the comprehensive Plan to justify the adoption of this residential district? Industrial Growth The Growth Management Committee and consultant reached different conclusions regarding industrial land needs. The consultant recommended that excess residential land within the City's UGB be utilized for industrial uses. The GMC concluded that "heavy" industrial uses be established on the periphery of the City. This would require the expansion of the UGB in three areas of the City. 4A The Committees recommendation is found on Page 22 and Appendix H while the consultant's proposal does not really speak to this issue. Do you find the Committee's proposal to expand the UGB to accommodate industrial uses reasonable? Why or why not? 4. If so, do you agree with the three areas as proposed? To address the consultant's recommendation to utilize land within the City's UGB for industrial use the GMC proposes the zoning would be that of several commercial and residential zoned areas be changed to allow a mix of commercial and industrial uses. Stringent design guidelines would be put in place and the uses would need to be compatible with one another to ensure high quality development. The GMC's proposal is found on pages 12-14 and Appendix G and I. The consultant's response is found on pages 32-33. .~. What are your thoughts of this concept? Se What are some of the types of commercial and industrial uses you find would be compatible in this mix? 7. What are some uses that would not be compatible? Base Case Scenario Do you agree with the GMC's decision to use the base case scenario (Page 7), which is basically a continuation of recent growth trends, as the model on which to develop growth management policy recommendations? 4A General Question Do you have additional thoughts as to issues that should be addressed or additional policies or goal statements that could be added to Appendix I based on issues raised in this report. I:XCommunity Dcvclopment~lanning~vlisccllaneous~vlisccllancous - 2000~disc~uildablc Lands Questionnaire - Blank.w]xl 4B PROJECT SUMMARY for the STORMWATER MANAGEMENT PLAN CITY OF WOODBURN May 22, 2000 INTRODUCTION The City has undertaken a study to address issues surrounding management and responsibility for storm runoff control. The guiding document in this endeavor is the Stormwater Management Program (SMP). Accompanying the SMP will be a Stormwater System Master Plan, a complete inventory of the storm drainage system currently owned and maintained by the City, identification of capital improvement projects necessary for continued operation of the system, a financing plan for projects and the storm water system. BACKGROUND It is common for a city to develop public utilities to serve its citizens. Traditional public utilities include the water system, the sanitary sewer system, and the street and traffic control system. With increased awareness of the impact uncontrolled storm runoff has on public facilities and a clear need to protect human lives and property, city staff has been working within the guidelines for storm water control adopted by the Council and documented by ordinance. Recognizing the impacts that continued growth has on storm water flows and water quality, city staff began development of the Stormwater Management Program and its supporting documents. Most of the storm water runoff in Woodbum is collected by Mill Creek with lesser amounts flowing to Senecal Creek and the Pudding River. This "natural' system has been in place long before the city came into existence and has functioned as Page I of 4 nature intended. In years past, when development was less intense and runoff quantity, while increasing, was of little immediate consequence, the City could afford to focus its resources on more pressing problems. However, the City Council was far-sighted to approve storm water detention requirements on new developments ahead of many other communities. The management of runoff and protection of human life and properties is of increased importance due to high growth experience by the City. Recognizing this, the Federal Emergency Management Agency (FEMA), the Environmental Protection Agency (EPA) and the Oregon State Department of Environmental Quality (DEQ) have adopted regulations guiding storm water management. The stormwater plan under discussion addresses the following goals: · Mitigate the hydraulic impacts on downstream properties and drainage conveyance structures resulting from increased runoff due to urbanization of parcels within the drainage basin. Provide for the conveyance of stormwater to established drainage ways in a safe and economical manner. Establish a drainage routing plan that designates watershed limits in developing areas which do not directly abut an existing drainage way or a public storm sewer system facility. · Establish detention performance criteria limiting stormwater discharge rates to a level which limits impacts on downstream properties and structures to Storm Water Management Plan Summary Page 2 of 4 4B acceptable levels. · Integrate and formalize existing policies and provide developers with a known and predictable set of detention standards. · Identify a mechanism whereby developers and property owners can be reimbursed for constructing or enlarging drainage system facilities which solely increases capacity to upstream users. · Establish standards whereby the public or private nature of the ownership of storm water and detention facilities may be made. · Provide for maintenance of storm water conveyance and detention facilities. · Comply with state and federal rules and regulations pertaining to stormwater and runoff management. · Continue preservation of natural floodwater storage volume. Storm Water Management Plan Summary Page 3 of 4 4B STORMWATER SYSTEM MASTER PLAN The Stormwater System Master Plan defines the utypical" storm patterns experienced in Woodburn using historical data, defines the capacity of the natural stream corridors found in the City, and assesses the capacity of developed storm water facilities within the City. The Plan also spells out the criteda for management of storm water runoff where land development has yet to occur or where redevelopment will take place. Traditionally, the storm drainage system has been considered a part of the street system with operations and maintenance costs coming from gas tax and some support from general fund sources. In 1992, the Environmental Protection Agency adopted storm water pollution control regulations that will eventually impact all communities in the country. Initially, the EPA's attention has been on cities over 100,000 population. Subsequent phases of the regulations will bdng these issues to smaller cities such as Woodbum. With these regulations and the need to continuously extend and expand the storm water system, Woodburn will need to develop a method of funding the storm water system. The Stomwvater System Master Plan Working Document establishes guidance for development of the stormwater system for land development with particular emphasis on larger developments and most industrial and commercial properties. In general the proposed plan defines that the primary drainage ways be designed for 100 year storm, the secondary for 50 year storm and local for 25 year storm. The existing council approved detention requirements continue to be used for new developments with minor modifications only. Subsequent actions: Future Issues: (information provided in the Council meeting) (information provided in the Council meeting) Storm Water Management Plan Summary Page 4 of 4 8A 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. 0007 CONVENED. ROLL CALL. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. Mayor Jennings Present Councilor Bjelland Absent Councilor Chadwick Present Councilor Figley Present Councilor Kilmurray Present Councilor Pugh Present Councilor Sifuentez Present 0020 0029 0043 0063 Page 1 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 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. ANNOUNCEMF. NTS. 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.. 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. 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 Hwy. 214/Park 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 mn more - Council Meeting Minutes, May 8, 2000 8A 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 1 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 0811 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 of this 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. 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 8A COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING O851 CHAMBER OF COMMERCE REPORT. Doug Templeton, representing the Chamber Board, informed the Council of the upcoming Chamber events: 1) Business After Hours, May 11th, 4:30 pm., at Chemeketa Community College (Woodbum Center) - the school will be celebrating their 30* anniversary and they will be providing information on their new building and design. 2) Chamber Forum, May 17~', 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 7~ 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 2"a Annual Tulip Festival Invitational meet on April 8t~ 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 8A 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 Woodbum" sign be placed in the area. 1258 CONSENT AGENDA. 1) 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 1373 TABLED BUSINESS: SPECIAL EVENT POLICIES AND PERMIT REVISIONS. FIGLEY/KILMURRAY .... 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. FIGLEY/KILMURRAY... Special Event policies and the permit revisions presented to the Council at this meeting be adopted as presented. The motion passed unanimously. COUNCIL BILL 2043 - ORDINANCE ANNEXING 5.36 ACRE,q 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 Il 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 .4 COLLECTIVE BARGAINING AGREEMENT WITH TI-IF~ 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 8A 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 - RF. SOLUTION ESTABLISHING EMPLOYEE 1579 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. BID AWARD #20-16: CITY HALL ANNEX ROOF REPLACEMF~NT 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 1628 CONTRACT AWARD #20-17: HAWI,F~Y STREET-WII,SON COURT STORM SEWER IMPROVEMENT. Bids for this storm sewer project were received from the following contractors: Hubco Excavation, $36,986.00; Bob's Backhoe, LLC, $37,740.42; Scharff Bros, $39,821.00; Alpine Construction, $40,454.47; North gantlam 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 thc construction contract to the lowest responsible bidder, Hubco Excavation, Inc. for thc Hawley Street-Wilson Court storm sewer improvement in the amount of $36,986.00. The motion passed unanimously. BUS ROUTE MODIFICATION PUGH/KIL~~y... accept the bus route changes. The motion passed unanimously. Page 5 - Council Meeting Minutes, May 8, 2000 8A 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 III, located at 320 N. Pacific Highway on May 14t" between the hours of 10:00 am and 4:00 pm. Staff recommended approval of this request. SIFUENTEZ/FIGLEY... 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. PUGH/KILMURRAY... move to rescind the motion regarding acceptance of the bus route changes. The motion passed unanimously. PUGH/FIGLEY... 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. PUGH/KILMURRAY... 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 3ra 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 8A 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 Al'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 7th. 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 I-5 interchange sometime between August and September 2000. Page 7 - Council Meeting Minutes, May 8, 2000 8A COUNCIL MEETING MINUTES MAY 8, 2000 TAPE READING 2535 2566 EXECUTIVE SESSION. Mayor Jennings entertained a motion to adjourn to executive session under the authority of ORS 192.660(1)(h) and ORS 192.660(1)(0. FIGLEY/SIFUENTEZ... adjourn to executive session under the statutory authority listed by the Mayor. The motion passed unanimously. The Council adjoumed to executive session at 8:16 p.m. and reconvened at 8:50 p.m.. Mayor Jennings stated that no decisions were made in executive session. FIGLEY/KILMURRAY... 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 RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, May 8, 2000 Executive Session COUNCIL MEETING MINUTES May 8, 2000 8A DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MAY 8, 2000. CONVENED. The Council met in executive session at 8:20 p.m. with Mayor Jennings presiding. ROLL CALL. Mayor Jennings Present Councilor Bjelland Absent Councilor Chadwick Present Councilor Figley Present Councilor Kilmurray Present Councilor Pugh Present Councilor Sifuentez Present Mayor Jennings reminded the Councilors and staff that information discussed in executive session is not to be discussed with the public. Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant The executive session was called under the following statutory authority: 1) ORS 192.660(1)(h) 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; and 2) ORS 192.660(1)(f) to consider records that are exempt by law from public inspection. ADJOURNMENT. The executive session adjourned at 8:48 p.m.. APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodbum, Oregon Page 1 - Council Executive Session Minutes, May 8, 2000 8A SPECIAL COUNCIL MEETING MINUTES MAY 4, 2000 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MAY 4, 2000. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0010 ROLL CALL. 0048 Mayor Jennings Present Councilor Bjelland Present Councilor Chadwick Present Councilor Figley Present Councilor Kilmurray Present Councilor Pugh Absent Councilor Sifuentez Absent Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant DOWNTOWN PARKING LOT CLOSURE FOR SATURDAY MARKET Administrator Brown stated that the Woodbum Downtown Association (WDA) had received a Conditional Use approval from the Planning Commission on April 27, 2000 for the purpose of conducting a Saturday Market in the downtown parking lot located at First Street between Hayes & Garfield Streets. During the Commission's hearing, it was brought to their attention that a portion of the downtown parking lot is privately owned. The owners are willing to allow for Saturday Market use along with closure of the parking lot during the same hours as the public lot is closed provided that the City executes a license agreement and extends liability insurance coverage to the property during the Saturday Market event. The Conditional Use application requested closure of the parking lot from 11:00 pm Friday night to 3:00 pm on Saturday. The Elk's Lodge subsequently requested a delay in the Friday night closure hour to 12:00 midnight since they have functions on Friday night that often last until midnight. Staff has reviewed this request and is willing to change the time in which the parking closure would commence. He stated that WDA has requested that the City extend their liability coverage for the first year of this event to help them offset some of their initial expenses. The Council Bill included in the packet will provide for closure of the parking lot from 12:00 midnight to 3:00 pm on Saturday afternoon. Additionally, staff has made a modification to Section 3 of the bill which adds the following sentence: "This section shall not apply to vehicles which are necessary for Saturday Market operations". Staff recommends that the Council adopt the Council Bill, license agreement, and extension of liability insurance. Hazel Smith, representing Saturday Market Committee, stated that the Market will Page 1 - Special Council Meeting Minutes, May 4, 2000 TAPE READING 0230 SPECIAL COUNCIL MEETING MINUTES MAY 4, 2000 include items such as fresh flowers, handcrafts, metal art, trees, shrubs, vegetable and bedding plants, handmade wood items, and food. COUNCIL BILL 2042 - ORDINANCE PROHIBITING PUBLIC PLACE PARKING IN A PORTION OF THE DOWNTOWN AREA TO PREVENT .INTERFERENCE WITH SATURDAY MARKET OPERATIONS, AND 8A 0266 0295 PROVIDING FOR CIVIL ENFORCEMENT. Council Bill 2042 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 2042 duly passed with the emergency clause. LICENSE AGREEMENT. FIGLEY/KILMURRAY... approve the license agreement between Bob and Amy Kim and the City of Woodbum as included in the agenda packet. The motion passed unanimously. City Attorney Shields stated that there is a signature line on the license agreement for the City Administrator and, for the record, he assumed that, by passage of the motion, the City Administrator was authorized to sign the license agreement. It was the consensus of the Council that the Administrator is authorized to sign the document. EXTENSION OF LIABILITY INSURANCE FOR COMMUNITY EVENTS. Administrator Brown stated that periodically the City co-sponsors some community events and, in the past, has extended City liability insurance coverage to cover these events. Staff recommends that City liability insurance be extended to cover the following upcoming events: (1) Saturday Market to be held on each Saturday beginning May 6, 2000 and concluding October 28, 2000, which would also cover the insurance provision within the license agreement with the private property owner; (2) July 4th Celebration to be held at the Woodbum High School athletic field; and (3) Drums of Fire musical event to be held July 7, 2000 at Legion Park. It was noted that there will be no additional premiums paid by the City to cover these events. Mayor Jennings expressed his support for the extension of the coverage since many city employees are involved in these programs and they participate on their own time rather than regular work hours. FIGLEY/BJELLAND... City authorize extension of City liability insurance for the following events: (1) Saturday Market from May 6t~ to October 28, 2000; (2) July 4th Celebration on July 4, 2000; and (3) Drums of Fire to be held on July 7, 2000. The motion passed unanimously. Page 2 - Special Council Meeting Minutes, May 4, 2000 TAPE READING 0383. SPECIAL COUNCIL MEETING MINUTES MAY 4, 2000 Mayor Jennings stated that he had received an invitation to the Oregon Garden for an upcoming event on May 18"' and he invited interested Councilors to attend this program. ADJOURNMENT. FIGLEY/KILMURRAY .... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:16 p.m.. 8A APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 3 - Special Council Meeting Minutes, May 4, 2000 WOODBURN PLANNING COMMISSION May 11, 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 A Commissioner Lima P Commissioner Mill P Commissioner Bandelow P Commissioner Lonergan P Commissioner Heer P Staff Present: Steve Goeckritz, Community Development Director Jim Mulder, Senior Planner Scoff Clark, Assistant Planner 8B Chairperson Young provided an opening statement for the Public Hearing. MINUTES Commissioner Lonergan moved to approve the minutes of the April 27, 2000 Planning Commission meeting. Commissioner Fletcher seconded the motion which carried. BUSINESS FROM THE AUDIENCE None Chairperson Young acknowledged Vice Chairperson Cox's presence in the meeting. COMMUNICATIONS A_.~. Council Meeting Minutes of March 27, 2000 PUBLIC HEARING A_. Site Plan Review 00-04, Centennial Park expansion, Woodburn Parks & Recreation, applicant. Chairperson Young opened the public hearing. Staff read the applicable ORS Statement. He recommended approval of this proposal. Staff stated Randy Westrick would provide the Staff Report. Planning Commission Meeting - May 11, 2000 Page 1 of 7 8B TESTIMONY BY THE APPLICANT Randy Westrick, City of Woodburn Recreation & Parks Director walked through the phasing plan listed on page 5 of the Staff Report. He reported Phase II will include construction of three ball fields, a portion of the parking and a restroom. Other pieces of Phase II include the court area and a picnic shelter. Randy further commented Phase III includes construction of the concession/store keeper shack and complete athletic lighting of the whole complex. He stated a funding package has been put together to begin this summer. He further informed the Commission the entire park is irrigated and drained to maintain excellent athletic turf and nice looking areas. Randy explained they have designed an additional 112 parking areas that are over and above the standards. He indicated they have an agreement with the School District to utilize their parking area. Commissioner Mill requested an update regarding the right-of-way issue. Randy Westrick explained the transportation plan indicates a portion of the park will be part of the south by-pass. When the park was purchased through the Land Wa}er Conservation funding source, a contract was signed that said the park would be used for outdoor recreation purposes. Randy stated they are not planning any structures or any types of development that would be expensive to replace. He indicated depending on the final outcome of where that by-pass will be built they can build a playground, picnic shelter or even additional parking if they need it. They might want another access to parking into the park when the 2 acre area comes into development. Randy remarked 2 acres would have to be replaced with similar value and similar utility into the inventory of outdoor recreation space as a result of losing 2 acres for transportation. He informed the Commission if this condition is ignored, we would be out of compliance with the contract and it would make it impossible for the City to receive Federal and State funding programs. Commissioner Lonergan expressed his concerns with the joint use of soccer and baseball fields. He commented they are not a good mix on the same field and inquired if there is going to be any way to control that and keep the soccer players off the baseball fields? Randy Westrick replied the City has a lot of soccer fields. He reported those activities are Recreation & Parks programs and take place under their supervision. Randy said they have no problems with kids going onto the soccer fields and ruining them. TESTIMONY BY PROPONENTS Herb Mittmann, 365 Ironwood Terrace, Woodburn reported he is a member of the Recreation and Park Board. He commented the board reviewed the whole proposal and recommend that it be built as proposed. TESTIMONY BY OPPONENTS None Planning Commission Meeting - May 11, 2000 Page 2 of 7 8B DISCUSSION Chairperson Young Commission. closed the public hearing and opened the discussion from the Commissioner Lonergan moved to accept Site Plan Review 00-04 subject to the conditions in the Staff Report and requested Staff return with facts and findings as well as a Final Order. Commissioner Lima seconded the motion. Motion unanimously carried. FINAL ORDER A.~. Site Plan Review 00-02, Conditional Use 00-01, to construct building addition~ to an existing industrial facility totaling 14,000 sq. ft. located between Progress Way and the Union Pacific Railroad, Specialty Polymers, applicant. Vice Chairperson Cox moved to approve the Final Order. Commissioner Lima seconded the motion, which carried. DISCUSSION ITEMS A.~. Site Plan Review 00-03, remodel of Pacific Pride Gas Station located at 2221 N. Pacific Hwy., Westlake Consultants, applicant. (Administrative approval) Commissioner Mill commented he sees this as an improvement to the site. Commissioner Lonergan agreed with Commissioner Mill. However, he expressed his concerns with the truck access into and out of the site since the plan calls for the elimination of two entrances. He stated he is concerned with the fuel trucks crossing an extremely busy interchange. Staff clarified the fueling trucks come down from Highway 99E and turn onto Young Street. At this point, ODOT would not have any restrictions on the turns onto Highway 99E. Commissioner Lonergan inquired if there is any way the fuel delivery service be limited to evenings so there would be less hardship on the traffic flow on Young Street and Highway 99E? Staff replied he is not familiar as to how to establish and enforce that as a condition. He commented if the turns were to become an issue to ODOT, a median to restrict a left hand turn could be put in place. Another possible option would be to put a right turn only sign for exiting vehicles. Staff remarked signs are as effective as the person that is driving. Commissioner Lonergan further expressed his concerns that there will be a truck and trailer sitting there at unknown times of the day waiting to turn in there thus, backing up traffic. Staff said the width of the driveway itself are fairly good sized turning radius'. Planning Commission Meeting - May 11, 2000 Page 3 of 7 8B Commissioner Bandelow addressed Commissioner Lonergan's concerns and stated the fuel trucks would still be able to enter the site even if there were someone getting fuel. She further added, as a customer, she does not remember having gone in there where there was more than one other party at that same time. Furthermore, she stated she has never seen a fuel truck while getting her fuel there. Vice Chairperson Cox stated he has no problems with the proposal. He reminded the Commission that this is not a public hearing. He commented if there are concerns about the design that the Commission feels are serious, we should then ask that the proposal be set for a public hearing. Chairperson Younq said he is comfortable seeing this flow chart pattern because he did not think that they could go behind the pad. He thought they needed to come around between the landscaping and the field pad. Commissioner Lima commented that although the proposal is an improvement to what is presently there, he is concerned with the traffic flow in and out especially on Highway 99E. Staff interjected the conditions of approval are requiring them to obtain a permit through ODOT. He stated ODOT provided comments that they are not in the permit process with the applicant. Additionally, ODOT has and will continue to have the ability to address that if it indeed becomes a problem. He further added there are currently no turning restrictions. Commissioner Mill remarked he sees the reasoning for a concern but he thinks we may be making the proverbial mountain out of a molehill on this one. Chairperson Young interjected tanker drivers are the best drivers on the road because there is too much hazard if they are not good drivers. Commissioner Fletcher moved to accept Staffs approval. Commissioner Mill seconded the motion. Motion unanimously carried. B. Plannin9 Commission Buildable Lands Report' St--afl indicated the report is for Commission review. He commented he is preparing the same questionnaire that he provided the Planning Commission to the City Council and they will be reviewing the Buildable Lands Project with them. Staff stated the Council will then provide instructions to Staff as to what they want to see incorporated into the Comprehensive Plan and/or Zoning Ordinance. The Commission took a 5 minute recess to review the provided information. Chairperson Young said the concerns had by the Commission were the lot size. He stated Planning Commission Meeting - May I1, 2000 Page 4 of 7 8B they have a lot of density issues already and built alot of our area to that standard and now they would like to be able to have a little bit larger lot. Staff commented one of the things pointed out in the report that might be a reflection of what happens in our community in the future is what we see at Henry's Farm and Heritage Park. He reported all of the lots in Henry's Farms are actually 8,000 square feet and greater in size and many of the lots in Heritage Park also reflect that. Staff inquired if there is something more the Commission would like identified on the report in the way of recommendations or potential policies statements? Chairperson Young referred to the Campus concept and said he does not see it being addressed as an alternative. Staff explained he did not want to be repetitive on everything that the Commission agreed with in regards to the Buildable Lands Committee. Staff remarked there was concurrence on the part of the Commission and the only thing that was really discussed was the limitation in a couple of the types of commercial uses that you would not want to see on- site in a mixed used campus, i.e., service stations. He said he did not go into great detail on some of the finite points that the Commission made in regards to those types of issues. Chairperson Young commented he is excited about that concept. Staff indicated he can emphasize that issue on the report. Vice Chairperson Cox pointed out it should be clear that the Commission supports the Buildable Lands Committee recommendations and their rationale for those decisions and incorporate these additional facts. Otherwise, this looks like this is the only reason that we are supporting it. Staff said this is a very good point and it is sure easy enough to incorporate those words and rationale. Vice Chairperson Cox commented he feels the report is okay. Commissioner Bandelow concurred with Vice Chairperson Cox and stated she likes the recommendation that the Commission indicated they wanted to see something in the zoning that will allow for elder care in regular residential not necessarily multi-family zoning. REPORTS A. Planing Tracking Sheet (revised) C'--ommissioner Bandelow asked what is the reasoning behind the Boones Ferry Place appeal? Staff replied they do not know all the reasons yet because they have not filed their brief Planning Commission Meeting - May 1I, 2000 Page 5 of 7 8B outlining all their arguments yet. Vice Chairperson Cox inquired who filed the appeal? Staff responded Mr. Hubenthal, one of the neighbors there appeal it. B. Buildin.q Activity for April 2000 S-~aff reported the peak in activity in 1998 was due to the Factory Outlet facility. He commented that is not considered to be the norm but Staff believes we will probably hit 30 and 32 million in construction this fiscal year. Staff also reported we might be a little down from that next year, projecting 30 to 31 million of new construction. C. Goose Creek Ditch St--aff said Frank Tiwari, Public Works Director provided a chronological presentation of events taken place to the City Council last Monday night. He indicated Frank did not close the presentation on a very optimistic note in regards to being able to do what the City would like to do which is to culvert Goose Creek. Public Works are still communicating with the Corp of Engineers trying to come to some resolution that is in favor of the City. Staff also stated that Frank, at this time, does not feel that optimistic about the City's position. Commissioner Bandelow asked if the Corp of Engineer an absolute authority in this issue? She commented she finds this really disturbing that they would have authority over an 800 foot ditch in Woodburn. Staff remarked the Corp of Engineer is a Federal agency and therefore there would be some sort of appeal process which would be lengthy and burdensome. He stated they have jurisdiction of the waters of the United States. Vice Chairperson Cox said perhaps we should not take this adamant position of the Corp of Engineers as your final answer. Commissioner Mill suggested contact be made with both Senator offices and with Darlene Hooley's office and get some type of congressional inquiry or investigation going. BUSINESS FROM THE COMMISSION Commissioner Lima complemented Staff for the follow-up on the Planning Commission's comments. Chairperson Young interjected he has heard comments from the public that supported the Commission on some of these questions also. Chairperson Young questioned Staff if the telephone number for ODOT would only be for State Highways? Planning Commission Meeting - May 11, 2000 Page 6 of 7 8B Staff answered affirmatively. ADJOURNMENT. Commissioner Mill moved to adjourn the meeting. Commissioner Lima seconded the motion which carried. Meeting adjourned at 8:15 p.m. APPROVED ROYCEYOUNG, CHAIRPERSON DATE ATTEST Jim Mulder, Senior Planner City of Woodburn, Oregon Date Planning Commission Meeting - May 1I, 2000 Page 7 of 7 8C MINUTES WOODBURN RECREATION & PARKS BOARD May 9, 2000 Council Chambers, Woodburn City Hall 1. CALL TO ORDER - The meeting was called to order at 7 p.m. by Chair Darryl Kellyl: 2. ROLL CALL - MEMBERS PRESENT: Darryl Kelly, Jan Greenwell, Herb Mittmann, Sharon Felix, Frank Anderson and Council Liaison Kathy Figley. Melissa Tittle~t~nd~ for the Steering Committee. MEMBERS ABSENT: Debbie Wolfer and Patricia Watts STAFF PRESENT: Randy Westrick, Director; Kathy Willcox, Manager Aquatics Division; Pat Chandler Smith from the Office. 3. APPROVAL OF MINUTES - Herb Mittmann moved to accept the Minutes of the unanimously April Meeting. Sharon Felix seconded his motion, and it passed ' · 4. BUSINESS FROM THE AUDIENCE - There was none. 5. BUSINESS FROM THE DIRECTOR - Division Reports Kathy Willcox, in addition to her written report for the Board, commented on the local student swim lessons, saying that those from Washington Elementary, the last in the district, would be done by June l0d'. She said that the Aquatic Center's Spa Day was a success, with 71 attending out of 75 reservations made. Kathy Figley added that the event had been a lot of fun. Sharon Felix asked whether or not it would become an annual event, and Kathy said she expected that it would, since it was profitable. Darryl Kelly asked about the given statistics on admissions. Kathy told him that the facility was not at capacity all the time. It is slow during the middle of the day, with both mornings (classes) and evenings full. The months of June, July, and August are the heaviest, while September, she added, is the slowest time, generally. She repotted that revenues to date are up 23% over those of last year. Randy told the members, for Brian, that Centennial had been used for a soccer tournament over the weekend, and that there were few traffic problems, that the parking facility at Valor had been used well, to everyone's satisfaction. We have had rainouts for ball games. This time of year, Randy continued, is John's busy time. New staff has helped, and the parks look good. Some were closed today, May 9m, Randy said, because of high winds; and staff was on call if there were any trees down due to the weather. The new drainage system is in the ground at Senior Estates Park, he added. Both the irrigation and the tuff await repairs from its installation. Legion Park is growing grass and will be ready for both the Drams of Fire event and the Fiesta. Randy asked the membership to call Darlene Hooley's office and register their approval of her vote in favor of the Consereation and Reinvestment Act, HR 701, in the House of 8C Representatives May 10, 2000. The proposed measure could add $10 million federal dollars to Oregon's park development. It has 300 sponsors. All of the delegation except one are in favor of it, he said; it has strong bi. partisan support. He hoped that it would pass without amendment. 6. COMMUNITY CENTER VISIONING PROCESS - Initial Validation Survey,,. results were handed out to the Board; conversation centered around making the comparisons.' between the information tabulated from both the Town Meeting and the Focus Meeting, afi:l ~e ' averages of the rankings on the validation cards. Randy said the schedule had been revised to: · 0 th t allow more time for input- the deadline for returning cards ~s now the 19 of ~aY- .:.~e Board se n c~.4,.~ c'-----;-*~ xa~;..~ ~.~ X~av 23~d to compile and compare the info~fiori!~'~Randy said he would see if an architect could attend that meeting to begin to develop .a building program (square footage estimates and costs) for the proposal. ~ Darryl Kelly suggested that where to build a community center not b~'~an issue until the whatwas decided. There was discussion between members about whether to sail the bond without a site, and begin another community engagement process to determine where to locate the facility. Kelly reminded everyone that the bond was also about parks renovation. It was even suggested that a list of available sites be submitted to the public for their preferences. Randy said that he felt people would be reluctant to approve such a measure without all of the information. Frank Anderson asked whether available sites belonged to departments within the City or to the City, itself. He reminded members that sometimes bonds had provided enough to purchase lands, but not enough to develop them. Randy said that would not happen in this case. Members expressed concern about alienating voters; there was an apparent consensus that the location of the community center be the last thing discussed, and some felt that, as in the case of the school district bond, the site ought to be left out, and the specifics decided by the public at a later date. 7. CENTENNIAL PARK SITE PLAN - Randy repotted that the application and staff report for the second phase of development at Centennial Park, included in the Board packet, will be presented this week to the Planning Commission for a scheduling of a formal hearing and approval. Discussion followed about changes in the site plan: a parking lot taken out of the proposal and whether or not that omission would leave enough spaces; the bi-pass options at the southern end of the property, and the limitations placed on development of that property because grant monies purchased it; and showers in the restroom, which Randy told members would be used for storage instead. Members were reminded of the agreement with Valor School, which will add to the availability of parking. Randy gave the board an update on the timing of grants monies and how this will work into construction. 8. FACILITY OPERATIONAL POLICIES - The Special Events Policies, Randy reported, have been approved by the Council and will be in place to guide summer activities. There were minor changes that had to do with off-site parking and neighborhood courtesy. The door will be kept open for co-sponsorship with the City for large special events. 9. CURRENT & FUTURE BOARD BUSINESS - The intergovernmental agreement 8C for cooperative facilities use with the School District is still being negotiated. Frank Anderson took the opportunity to commend Brian on the multi-registration for youth programs, saying that it has not only taken care of long lines, but also adds to predictability for programing. Dartyl Kelly invited the public to attend meetings of the Board. Randy told members that he was planning a picnic for employees on Friday, June 16, perhaps at Champoeg Park, and W6uld like to have the members attend. 10. ADJOURNMENT - Darryl Kelly adjourned the meeting by consensus at 7:55 p.m. Community Development 270 Montgomery Street Woodburn, Oregon 97071 81) MEMORANDUM (503) 982-5246 Date: To: From: Subject: May 1,2000 Steve Goeckritz, Community Development Director Robed L. Mendenhall, Building Official Building Activity for April 2000 1998 1999 2000 Dollar Dollar Dollar No. Amount No. Amount No. Amount New Residence Value 5 $535,496 19 $1,680,771 4 $497,314 Multi Family 0 $0 0 $0 0 $0 Residential Adds & Alts 11 $98,412 3 $59,000 5 $84,000 Industrial 3 $3,634,807 0 $0 0 $0 Commercial Value 4 $388,200 0 $0 0 $0 Signs, Fences, Driveways 3 $3,460 2 $1,450 2 $10,126 Manufactured Homes 1 $46,508 2 $121,365 0 $0 TOTALS 27 $4,706,883 26 $1,862,586 11 $591,440 July 1 - June 30 Fiscal Year To Date $45,634,377 $26,682,982 $27,332,632 RLM:nd Bldg~activity 04100 11A MEMO TO : THROUGH : FROM : DATE : SUBJECT : Mayor and Council John C. Brown, City Administrator Mary Tennant, City Recorder May 17, 2000 Extension of Insurance Agent of Record Agreement Recommendation: Council adopt accompanying Council Bill authorizing execution of an agreement with Huggins Insurance Services, Inc. for Insurance Agent of Record services during fiscal year 2000-01. Back~,round: Huggins Insurance Services, Inc., has been appointed as the City's Agent of Record since 1994 and, during that time period, has provided the City with more than satisfactory service. In both 1994 and 1997, the City had solicited proposals from various Insurance Agents and, following reviewing of proposals submitted, selected Huggins Insurance Services as our Agent of Record. The proposed agreement will extend the current agreement for one year and provide for an increase in compensation from $7,000 to $7,500 less direct commissions paid to Huggins Insurance Services. Over the next few months, staff will proceed with evaluating our current risk management service needs and develop a Request For Proposal document for solicitation to qualified agents. Financial Impact: The City has paid $7,000 annually, less direct commissions, to Huggins Insurance Services during the current 3-year agreement. This agreement would increase the fiscal year 2000-01 compensation to $7,500, less direct commissions. Sufficient funds have been budgeted for within the Self-Insurance Fund to pay for this administrative expense. COUNCIL BILL NO. 2046 llA RESOLUTION NO. A RESOLUTION ENTERING INTO A CONTRACTUAL SERVICES AGREEMENT AND DESIGNATING HUGGINS INSURANCE SERVICES, INC. AS THE CITY'S INSURANCE AGENT OF RECORD. WHEREAS, the current agreement with Huggins Insurance Services, Inc. will expire on June 30, 2000, and WHEREAS, the risk management service provided by Huggins Insurance Services, Inc. has been more than satisfactory over the term of the current agreement, and WHEREAS, the City has determined that a one-year extension to the agreement authorized by Resolution No. 1413 would facilitate the procurement of insurance proposals prior to July 1, 2000, now therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn enter into an agreement with Huggins Insurance Services, Inc. retaining that firm as the City's Insurance Agent of Record. Section 2. That the terms and conditions of said agreement are hereby adopted. The entire agreement being appended to this resolution and, by reference, incorporated therein. Section 3. That the Mayor is authorized to execute and the City Administrator, or his designee, to administer said agreement on behalf of the City. Approved as to form:~ ,(~/~~ City Attorney Date APPROVED RICHARD JENNINGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. RESOLUTION NO. CONTRACTUAL SERVICES AGREEMENT THIS AGREEMENT, entered into this day of ,2000, by and between the City of Woodburn, hereinafter referred to as "Client", and Huggins Insurance Services, Inc., hereinafter referred to as "Agent". WITNESSETH WHEREAS, the Client intends to engage and does hereby engage Agent to serve as Client's Insurance Agent of Record. NOW THEREFORE, for the consideration hereinafter set forth, it is agreed by and between the parties as follows: The Agent shall provide professional services to the Client as follows: (A) Supervise the placement and service of all Client's bonds and insurance, with the exception of Employee benefits, including but not limited to, services as outlined in Agent's Proposal to Client, dated May 23, 1997. (B) Work to be performed by Agent of Record includes services generally performed by Agent of Record in their usual line of business. (c) The parties of this agreement intend that the relation between them is that of employer - independent contractor. No agent, employee, or servant of Agent of Record shall be or shall be deemed to be the employee, agent or servant of the Client. (D) Agent of Record shall defend, indemnify and hold harmless Client and its agents or assigns from and against all liability or loss and against all claims or actions based upon or arising out of damage or injury to persons or property caused by or sustained in connection with their performance of this contract by Agent of Record. (E) Agent of Record shall maintain in effect a comprehensive general liability (including professional liability) policy with an Errors and Omissions policy with a minimum limit of $1,000,000 per occurrence. Said policy shall include a 30-day notice of cancellation clause to the Client. A certificate of insurance evidencing all insurance required by this agreement shall be delivered to the Client prior to commencement of any services. Page 1 - Huggins Insurance Services, Inc. Contractual Services Agreement llA llA (F) Agent of Record shall provide evidence of workers' compensation insurance, or by signing this agreement, represents that Agent is a sole proprietor and therefore exempt from the laws requiring workers' compensation coverage. Agent of Record shall also defend, indemnify and hold harmless Client against all liability and loss in connection with and shall assume full responsibility for, payment of federal, state, and local taxes or contributions imposed, or required under unemployment insurance, social security, and income tax laws, with respect to Agent of Record' s employees engaged in the performance of this agreement. (G) In the event any payment made pursuant to this agreement is to be charged against federal funds, Agent of Record certifies that the agency is not currently employed by the federal government and the amount charged does not exceed the normal charge for the type of services provided. The Client agrees: (A) To assist Agent by placing at his or her disposal available written data pertinent to the proposed project or service. (B) To guarantee access to the Client's property and records as required by the Agent to perform his or her services under this agreement. (c) To give prompt notice to Agent whenever the Client observes or otherwise becomes aware of any deficiency in the proposed project or services. IlL The Agent and Client agree: (A) In the event a suit or action is instituted by either party to procure any remedy for breach hereof, it is understood and agreed by the parties hereto that the prevailing party shall be awarded such sum as the court may adjudge as reasonable attorney's fees in such suit or action, including fees on appeal. (B) The additional provisions as set forth in "Exhibit A" as attached hereto are made a part of this agreement. (C) Either party may cancel this agreement by giving ninety (90) days written notice. (D) This agreement will expire on June 30, 2001. Page 2 - Huggins Insurance Services, Inc. Contractual Services Agreement 05/18/00 THU 13:03 FAX 503 399 4658 HUGGINS INS 05/,17/00 17:00 8803 982 5244 WDBN Pt~LIC WKS ~.~ IrtlGGINS INS 002 ~oo4 Thc Client agrees to compensate the Agent in thc following manner: As consideration for services, Client agrees to pay an aunual fee of $'/,~00.00 by AuguSt 1~, 2000 for brokerage services provided by this agreement. Agent agrees, subject to all relevant market conditions, to use its best efforts to obtain insuran~ coverage for Chent on the b~sis of a net prcmlum without commissions payable to Huggins Insurance Scr~tees, Inc.. In the event Huggins hsuranee Services, Inc. is wq~ by agreements with instm:rs or otherwise, to receive commissions on any such coverage obta/ned, Huggins Insurance Services, Inc. agrees, if and to the extent permitted by the law applicable to such insurauee transactions, to credit all such commissions received against, and as a credit to the fees described above. IN WITNESS WHEEEOF, thc parties hereto have made and executed this agreement the day and year first 'above written, with July 1, 2000 as the effective date of this agreement. AOENT: Huggins Insurance Services, Inc. Accouut Executive Date CLIENT: City of Woodbum Richard )ennings Mayor Page 3 - Huggins Insurance Services, Inc. Contractual Services Agreement llA EXHIBIT "A" CITY OF WOODBURN INSURANCE AGENT OF RECORD Agent of Record will: Obtain and currently maintain an insurance program that will assure both maximum risk coverage and cost effectiveness to the City, and recommend insurance coverages for unique risks that may arise. Maintain insurable values on buildings and insured equipment at replacement values to include new construction and make statement available to the administration by August 31 of each year. Prepare specifications for entire insurance program and present to Administration for approval. When specifications are approved, the Agent of Record will secure competitive proposals from insurance carriers for all coverages for which the Agent of Record is given responsibility. Award contracts in compliance with City of Woodbum purchasing rules. Be available to the Administration for advice and consultation on insurance matters, and to assist the administration in its risk management and safety programs. Maintain an adequate claims record to show number and type of claims, dollar amount of paid claims, and total dollar amount of reserves on open claims by policy type. These records should be available to the City upon request and the annual totals should be included in the annual report to the City. Review all loss control recommendations made by governmental agencies or insurance carriers, work with City to facilitate compliance, and, when appropriate, suggest alternative means of compliance. Notify the City of all expirations of insurance contracts at least 60 days prior to the expiration date, and assist the City in the processing of claims. For annual budgeting purpose, supply the City with estimated premiums that will be required for the next fiscal year. This would require a study to project new total property values including any completed construction or contemplated acquisitions. This is due during the month of December 2000. Prepare an annual report for delivery to Administration. This report includes any pertinent information relative to new or changed coverages, companies, amounts or premium, term of policies and deductibles. New rulings by the Insurance Service Office or the Insurance Commissioners may also be included. 9. Comply with all applicable Equal Employment Opportunity laws and regulations. COUNCIL BILL NO. 204? RESOLUTION NO. A RESOLUTION CERTIFYING THE ELIGIBILITY OF THE CITY OF WOODBURN TO RECEIVE STATE-SHARED REVENUES DURING FISCAL YEAR 2000-01. WHEREAS, Oregon Revised Statutes 221.760 provides that the officer responsible for disbursing funds to cities under ORS 323.455, 366.785 to 366.820 and 471.805 shall, in the case of a city located within a county having more than 100,000 habitants according to the most recent federal decennial census, disburse such funds only if the City provides four or more of the following services: (1) Police protection, (2) Fire protection, (3) Street construction, maintenance, and lighting, (4) Sanitary sewer, (5) Storm sewers, (6) Planning, zoning, and subdivision control, and (7) one or more utility services, and WHEREAS, City officials recognize the desirability of assisting the state officer responsible for determining the eligibility of cities to receive such funds in accordance with ORS 221.760, now, therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn hereby certifies that it provides the following four or more services enumerated in ORS 221.760: (1) (2) (3) (4) (5) (6) Police protection; Street construction, maintenance, and lighting; Sanitary sewers; Storm sewers; Planning, zoning, and subdivision control; and One Utility service. Approved as to Form: City Attorney Date APPROVED RICHARD JENNINGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST Mary Tennant, City Recorder City of Woodburn, Oregon Page 1 - Council Bill No. Resolution No. lib llC May22,2000 TO: FROM: SUBJECT: Honorable Mayor and City Council John C. Brown, City Administrator Library Board Ordinance Revisions Recommendation: It is recommended the City Council adopt the attached Ordinance Creating a Library Board, Defining its Duties and Responsibilities, Repealing Ordinance No. 1797, and Declaring an Emergency. Background: The Mayor and City Council recently established a policy to include high school students as members of advisory boards, commissions and committees. One student was appointed to the Museum Committee, and another to the Community Center Visioning Task Force. The Mayor has indicated an interest in providing additional opportunities for student participation on advisory committees, when allowed by law. The Library Board is a five-member body that advises the Mayor and Council on matters involving the management, rules, and regulations of the library. The Mayor recently received a resignation from one member, leaving a vacancy to be filled. The Library Director has indicated that it is sometimes difficult to obtain a quorum at Library Board meetings, which delays business. The Director has indicated an interest in expanding the membership of the Board, to increase the likelihood of obtaining quorums. Discussion: The resignation of a Library Board member provided an oppommity to make changes in the Board's enabling ordinance, to address the Mayor and Council's interest in student involvement and the Director's interest in expanding Board membership. Attached, for your consideration and approval is an ordinance that expands the current Library Board membership to seven members. It includes a high-school student, to provide a link between school programs and/or senior projects. Registered voters will fill remaining seats. Member qualifications include residency in the City or urban growth boundary, and background or interest in library science, management and operations, or literacy. Terms are for four years and staggered excepting the student seat, which is a two-year term coinciding with a student's Junior and Senior years. Minor modifications also reflect the Board's advisory capacity to the Mayor and City Council in adopting operating rules and regulations. Financial Impact: There is no financial impact from the recommended action. Library Board members serve without pay, as is customary with City boards, commissions, and committees. JCB IlC COUNCIL BILL NO. 2048 ORDINANCE NO. AN ORDINANCE CREATING A LIBRARY BOARD, DEFINING ITS DUTIES AND RESPONSIBILITIES, AND REPEALING ORDINANCE NO. 1797 AND DECLARING AN EMERGENCY. THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. Purpose. The Woodbum Public Library Board is hereby created to advise and make recommendations to the Library Director and the Mayor and City Council, on all matters related to the management of the library and rules and regulations governing the use of the library. Section 2. Board Membership. The Board shall consist of seven (7) members, appointed by the Mayor with the approval of the City Council, and shall be responsible to the Mayor and City Council. Six (6) members shall be appointed from resident voters of the City or of the urban growth boundary. The seventh member shall be appointed from the student body of Woodbum High School and need not be a resident voter. Members shall possess a background and interest in library science and programs, library management and operations, or literacy. Members shall serve without pay. Terms of office, excepting that of the member appointed from the student body from Woodburn High School shall be four (4) years from the date of appointment and staggered so three positions will expire every two years. The term of office for the member appointed from Woodburn High School shall be two (2) years from the date of appointment, which shall be in August. All other appointments shall be made annually, in December, or upon the expiration or other termination of the member's term of office. Each member of the Committee serves at the pleasure of the Mayor and City Council and may be removed prior to expiration of their terms without cause or hearing. Members may be removed by the Mayor pursuant to City resolution. In addition to the appointed members, the Mayor or the Mayor's representative and the Director will serve as ex-officio members. Section 3. Meetings. The Board shall meet at such times as the Board may determine are appropriate and necessary. All Board meetings shall be conducted in accordance with the bylaws of the organization, the provisions of this ordinance and with law. Section 4. Officers. The Library Board shall, at its first meeting, elect a chairman and such other officers as the Board may deem appropriate. Officers shall have such duties and authority as the Board shall establish, consistent with its bylaws, other provisions of this ordinance and with law. Section 5. Board Responsibilities. The Library Board shall have the responsibility for advising and making recommendations to the Library Director and to the Mayor and Cour~cil, on all matters pertaining to the planning, acquisition, development and management of the library. Page 1 - Council Bill No. Ordinance No. llC Section 6. Budget. The Library Board shall participate in the preparation of the annual budget and shall recommend to the Budget Officer a budget for the expenditure of all funds produced by tax or other means for the development, promotion and management of the library in the City of Woodburn. Section 7. Rules and Regulations. The Library Board shall recommend to the Mayor and City Council reasonable rules and regulations governing the use of and proper conduct in the library in the City of Woodburn. Section 8. Supervision of Director. The City Administrator shall have the responsibility for the hiring, termination, discipline and any other personnel actions affecting the Library Director. The Board shall act in an advisory capacity in the selection, discipline, or termination of the Director. Section 9. Internal Administrative Policies and Procedures. The City Administrator shall be the fiscal and internal administrative agent for the library and the department shall operate in conformance with City administrative procedures including those pertaining to the following: (1) Personnel, including recruitment, selection, classification and pay for department staff; (2) Personnel matters, including discipline and grievances; (3) Receipt, disbursement and accounting for monies; (4) Maintenance of general books, cost accounting records, and other financial documents; (5) Purchasing; (6) Budget administration; and (7) Operation and maintenance of equipment and buildings. Section 10. Assistance to the Board. The Director shall assist the Board in the performance of its duties, and shall prepare reports as requested by the Board. Section 11. Annual Reports. The Library Board shall make a full and complete annual report to the City Council and make such other reports as may be required by the Mayor and Council. The Library Director shall be responsible for the preparation of the report with Board input. Section 12. Repeal. Ordinance No. 1797 is hereby repealed. Section 13. Emergency Clause. This ordinance being necessary for the public peace, health and safety, an emergency is declared to exist and this ordinance shall take effect immediately upon Approved as to form: ' ~- ~ 0'~ v City Attorney Date Approved: Richard Jennings, Mayor Page 2 - Council Bill No. Ordinance No. liD Memo from: date: subject: Woodburn Recreation and Parks Department Mayor & City Council via John Brown, City Administrator D. Randall Westrick, Recreation and Parks Director ~J May 19, 2000 Custodial Staffml~ Changes RECOMMENDATION: Authorize one additional full-time Custodial position in the Recreation and Parks Department and eliminate allocations for two part-time Custodial positions. BACKGROUND: Since September of 1999, the City has added more than 25,000 square feet in building and office space. This square footage includes office and public space at the Wastewater Treatment Plant, City Hall Annex and the Settlemier Park Youth Activity Center. The Facilities Maintenance Division now maintains and operates approximately 230,000 square feet of building space including City Hall, the Library, Woodburn Community Center, Legion Park Drop-in Center and Woodbum Memorial Aquatic Center in addition to the properties previously mentioned. DISCUSSION: Currently, a crew of two full-time and two part-time custodians maintain the City's buildings. This proposal recommends increasing that staffto three full-time with no part-time custodians. The new staffing arrangement will provide several benefits. This position will allow the Facilities Maintenance Division to staffan evening shift from 1:00 p.m. to 10:00 p.m. This shift will provide coverage at City Hall for evening meetings. The night Custodial would conduct a Custodial cleaning routine and would be responsible for building and facility security by locking City Hall, the Woodburn Community Center and Centennial Park when all activities are complete for the day. This practice is seen as important in reducing vandalism and increasing security for City facilities. Finally, the full-time position will be more attractive for recruiting staff. The Facilities Maintenance Division has had difficulties recruiting staffwhen the part-time positions have been open. To: From: Subject: Date: MEMO For Council A~ion, through the City Administrator Randy Scott, C.£. T~ch HI, through the Public Works Dire~tor ~ ~. Contra~ award for Street Repair Improv~nents May 18, 2000 COMM I I A IO : It is being recommended the City Council 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. BACKGROUND: The contract is in conjunction with Project No. 2000026-28, Bid No. 20-18, for miscelanous Street Repair Improvements. Surface course repairs (removal and replacement of asphalt wearing course) will be constructed on West Hayes between Cascade Drive and Settlemier. Treadway repairs (removal and replacement of the asphalt wearing course, base and subase material) will be constructed on Tukwila Drive and South Woodland. Crack sealing will be done on Brandywine Ct., Kelowna Ct., Kelowna St. and Front Street between Hardcastle and Cleveland. The above street repairs are in addition to the normal maintenance, patching and crack sealing that the City of Woodbum Street Department routinely performs. liE The project will be funded using approved roadway maintenance budgeted funds. Staff received a total of five qualified bids as listed below 1. Roy L. Houck $42,409.00 2. Morse Bros. $58,480.00 3. North Santiam Paving $60,900.00 4. Salem Road & Driveway $60,914.73 5. D & D Paving $66,516.00 Engineers Estimate $54,615.00 The Iow bidder is 22% below the engineers estimate. Staff has contacted the lowest bidder, they have indicated that they are comfortable with the bid as submitted. Staffis therefor recommending the contract be awarded. llF MEMO TO: FROM: SUBJECT: DATE: City Council through City Administrator Public Works Program Manager Bid Award for Hydraulic Breaker May 18, 2000 RECOMMENDATION: Award City of Woodburn Bid Equipment for $13,976.00. 20-19 a hydraulic breaker to Western Power & BACKGROUND: City of Woodburn bid number 20-19 for one hydraulic breaker was opened and read at 2:00 P.M. on May 17, 2000. Results were: Western Power & Equipment Halton Rental ~ 13,976.00 918,544.17 The hydraulic breaker expenditure is included in this fiscal year's approved budget in the amount of $15,000 and staff is recommending that the bid be awarded to Western Power & Equipment. MEMO TO: FROM: DATE: SUBJECT: City Council through City Administrator~'~- Public Works Program Manager May 19, 2000 MacLaren/99E Intersection and 99E Speed Concerns llG RECOMMENDATION: Direct staff to submit a speed zone request to the Oregon Department of Transportation to evaluate Highway 99E from the Highway 211/214 intersection to the north city limits. The speed zone request will recommend a 45 mph speed for this section. BACKGROUND: In November of 1999 the city received signed petitions from a number of employees at the Oregon Youth Authority MacLaren facility. The petitions were directed to the Oregon Department of Transportation (ODOT) and to the city. It was determined by a pdor study that the traffic signal warrants were met at the intersection of Industrial Way and Hwy 99E, however, a new study needs to be completed for speed data collection on 99E north of the Hwy 214 intersection. ODOT agreed to do the signal warrant evaluation and they are required by statute to do the speed study. ODOT is now nearly complete with their evaluation and, while no report has been issued, they have provided some information on the results. On the warrant evaluation, the last traffic counts done in the area were from 1990, so ODOT ordered new counts for the intersection. They were not able to get the counts done before the holiday season so these were delayed until after January 15. Utilizing the new traffic counts ODOT has determined that the intersection meets some of the twelve traffic signal warrants. The traffic from Industrial Avenue is sufficient to meet some of the volume warrants. There was not enough accident history, however, to qualify for the safety warrant. ODOT indicated that the MacLaren entrance traffic was not high enough to satisfy any of the volume warrants. Further, the signal would compete with other warranted signals for inclusion in the State Transportation Improvement Program. ODOT also completed a speed study for this section of highway. The posted speed on this section of roadway increases from 45 mph to 55 mph at approximately the south edge of the MacLaren facility. The ODOT speed study determined that the 85th percentile speed through this section is about 55 mph. The 85th percentile speed in traffic engineering is the speed that a "reasonable and prudent" driver would operate at along a particular stretch of roadway. It is often used as a determinant for what a reasonable regulatory speed should be along a particular section of roadway. By statute, ODOT has control of speed zone designations on all roads and streets in the state. Staff is recommending that council direct staff to submit a speed zone request for evaluation of the segment of Highway 99E from the Highway 211/214 intersection to the north city limits. It is further recommended that the speed zone request, that the speed in this section be reduced from the existing 55 mph to 45 mph, be submitted. RR\MacLaren99Espeed May22,2000 llH TO: FROM: SUBJECT: Honorable Mayor and City Council John C. Brown, City Administrator Orefon Heri~Ee Commission Grant Application Recommendation: It is recommended the City Council authorize a grant application to the Oregon Heritage Commission, in the amount of $25,000, to support the cost of renovating the Carnegie Library. Background: Consulting architects conducted an exterior condition assessment on the Carnegie Library in 1999. They determined several improvements are needed to avoid further deterioration, and eventual loss of the building. These include re-roofing, replacing gutters and downspouts, re- pointing masonry and rebuilding loose areas, repairing or replacing woodwork at some soffits and window sashes, re-directing site drainage, and repainting. The estimated cost of these items is $168,000. To fund these improvements, staff has proposed sharing costs in roughly equal amounts between the Library Endowment Fund, the General Fund, and through the fund-raising efforts of the Library Board. Accumulating sufficient funding is expected to take two years. Accordingly, the project is scheduled for delivery in 2001-02 in the City's Capital Improvement Plan. Earlier this month the Budget Committee approved an appropriation of $25,000 in the 2000-01 budget, which represents one half of the General Fund share of project costs. An equal amount will need to be appropriated in 2001-02. Discussion: The Oregon Heritage Commission allocates grants, up to $25,000, for projects like the Carnegie renovation. The Library Director is preparing a request for $25,000, which will reduce reliance on fund raising sources. The application deadline is May 31, 2000. The Heritage Commission requires the project for which funding is sought, and the funding application, be approved by the applicant's governing body. It appears a letter signed by the Mayor and the City's fiscal officer is sufficient to meet that requirement. Monday's City Council meeting is the last opportunity to approve the project and the grant application to the Oregon Heritage Commission Honorable Mayor and City Council May 22, 2000 Page 2. llH before the grant deadline. As indicated, the application is currently being prepared. A letter approving the application will be provided to the City Council for its consideration and approval at the May 22, 2000 meeting. Financial Impact: The Heritage Commission grant, if obtained, will reduce project reliance on fund raising, and may result in a reduction of the share of costs to be supported by the General and Library Endowment funds. JCB cc: Library Director (iq/o[ Noodburn 270 Montgomery Street VVoodburn, Oregon 97071 503-982-5222 May 22, 2000 RE: Oregon Heritage Commission Grant Program Dear Sirs: The City Council of the City of Woodburn authorized this grant application in the amount of $25,000 to support the cost of renovating the exterior of the Carnegie Library at their regularly scheduled meeting of May 22, 2000. Consulting architects completed an exterior condition assessment on the Carnegie Library in September 1999, which cost $5,561. The architects' estimate of cost for this project is $168,650. To fund these improvements, the City's budget committee has approved a proposed plan for sharing costs in roughly equal amounts from the Library Endowment fund, the General Fund and through the fund-raising efforts of the Library Board. Accumulating sufficient funding is expected to take at least two years, without the aid of outside grant resources. While the City is optimistic that fund-raising will be solidly supported by the community, it is questionable whether that phase of the funding plan can be completed by the two-year target established by the needs assessment and the City's Capital Improvement Plan. One half of the General Fund share is included in the proposed 2000-2001 fiscal year budget, with the intention of the committee being to include the second half in the 2001-2002 budget. The City of Woodburn is prepared to go forward with this project in order to preserve and protect the historic significance of this building. Your monetary assistance will be greatly appreciated. Sincerely, Richard Jennings Mayor cc: John Brown, City Administrator 14A Community Development 270 Montgomery Street MEMORANDUM Woodburn, Oregon 97071 (503) 982-5246 Date: To: From: Subject: May 18, 2000 Mayor and City Council thru City Administrator~ Planning Commission Conditional Use 00-01 and Site Plan Review 00-02 Specialty Polymers, Inc. II. III. APPLICATION INFORMATION: Applicants: Jeff Southwell Specialty Polymers, Inc. 2475 Progress Way VVoodburn, OR 97071 William R. Pease BMGP Engineering, Inc. 1045 13th Street Salem, OR 97302 Property Owner: Specialty Polymers 2475 Progress Way Woodburn, OR 97071 Application Deemed Complete: March 10, 2000 120 Day Rule Deadline: July 7, 2000 Staff Report Available for Public Review: April 20, 2000 NATURE OF APPLICATION: The applicants are requesting Conditional Use and Site Plan Review approval to expand the Specialty Polymers manufacturing and warehousing facility. The existing facility makes up approximately 58,000 square feet in building space, and the proposed additions would add approximately 14,000 square feet. The request would result in additional warehouse, production, and office building space. The proposed additions are in response to existing and anticipated growth in the industry. RELEVANT FACTS: The property is located in the Woodburn Industrial Park Addition on the west side of Progress Way, between Hwy 214 and Industrial Avenue. The site comprises two parcels, which are identified on Marion County Assessor Maps as Map No. 51W08B, Tax Lots 900 and 1101. The subject property is 5.25 acres in size. The designated zoning is Industrial Park (IP) District, and it is indicated on the Comprehensive Plan Map as Industrial. Specialty Polymers is a facility which manufactures water-based polymers for paints and adhesives. The facility has previously been approved and expanded through the following land use approvals: CU 94-02, CU 98-03, SPR 91-13, SPR 94-20, SPR 97-01, and SPR 98-03. This proposal is for an office, storage, warehouse, and reactor addition. The reactor is proposed to be an addition to Building 3 and is where adhesives are to be processed. The new reactor is proposed to replace the existing reactor in Building 1. There is an existing tank farm on site, and the tanks house raw materials which are received by the adjacent rail line. It has been indicated that the raw materials are hazardous and require proper storage and handling techniques. These materials are then fed by 2-inch lines to the reactor, and in this case new lines would have to be placed to the new reactor. The existing reactor is to be vacated once the new reactor is in place. The raw materials transfer lines are placed in a concrete ditch which is covered by metal grating, and it has been indicated that the lines are inspected every week for safety and maintenance purposes. Once the raw materials are in the reactor, they are combined through a controlled process with water and a catalyst. This process results in a non- hazardous polymer substance used for paints and adhesives, which is then transported from the site by tank trucks. The applicants indicate that there will be no change in current facility operations as part of this proposal. A condition of approval states that the applicants shall comply with all applicable State and Federal regulations regarding the use of hazardous substances as part of the facility's operations. The condition further states that evidence of necessary DEQ (Oregon State Department of Environmental Quality) approvals shall be provided to the City prior to issuance of building permits. Attached is the Planning Commission's final order. 14A CITY OF WOODBURN ~270 Montgomeq/Street · Woodbum, Oregon 97071 · (503) 982-5kx22 TDD (503) 98~-7433 · FAX (503) 982-5244 14A IN THE PLANNING COMMISSION OF WOODBURN, OREGON CONDITIONAL USE 00-01 SITE PLAN REVIEW 00-02 FINAL ORDER WHEREAS, a request was made to the Planning Commission'to hear a proposal to expand the Specialty Polymers industrial facility, and; WHEREAS, the Planning Commission reviewed the matter at their regularly scheduled meeting on April 27, 2000, and; WHEREAS, the Planning Commission considered the written and oral testimony presented by staff and the applicants to the proposal, and; WHEREAS, the Planning Commission closed the hearing, and; WHEREAS, the Planning Commission moved to approve CU 00-01 & SPR 00- 02 and instructed staff to prepare findings and conclusions. NOW, THEREFORE, IT IS HEREBY ORDERED BY THE COMMISSION: The Planning Commission approves Conditional Use 00-01 and Site Plan Review 00-02 for the expansion of Specialty Polymers. Said decision is based on substantial evidence presented at the hearing and the findings and conclusions contained in Exhibit "A" and conditions of approval in Exhibit "B", which are attached hereto and by reference incorporated herein. Approved: ' Date FINAL ORDER - CU 00-01, SPR 00-02 Specialty Polymers Page I 14A EXHIBIT "A" FINDINGS AND CONCLUSIONS Aa Woodburn Comprehensive Plan FINDING: Applicable goals and policies have been satisfied through the implementing ordinances of the adopted zoning ordinance and other ordinances in affect at the time of approval. The subject site and all surrounding properties have a Comprehensive Plan designation of Industrial. Therefore, the proposal is compatible with surrounding land uses. 1. Woodburn Zoning Ordinance (a) Chapter 8 General Standards Section 8.190 Vision Clearance FINDING: The existing driveway accesses as shown on the site plan indicate an adequate vision clearance area. The proposal complies with this policy. 2. Chapter 10 Off Street Parking, Loading and Driveway Standards: Section 10.050 Off-Street Automobile Parking Requirements. Off Street automobile parking shall be provided in the amounts not less than those listed below: Section 10.050 Off-Street Automobile Parking Requirements. Off Street automobile parking shall be provided in the amounts not less than those listed below: (cc) Storage Warehouse; Manufacturing Establishment; Air, Rail, or Trucking Freight Terminal: (1) 0 - 49,999 square feet of floor area, one space per 5,000 square feet , or one space per employee, whichever is greater; (2) 50,000 - 99,999 square feet of floor area, one space per 10,000 square feet, or one space per employee, whichever is greater. (fO When a parking requirement is stated in terms of employees, it Page 1 14A means the maximum number of employees who will be at the site at one time, either on a single shift or an overlap of shifts. FINDING: The facility currently takes up approximately 58,000 square feet in building space. With the proposed addition of 14,000 square feet, the total building area will be approximately 72,000 square feet. This requires a minimum of 12 parking spaces. The applicants have indicated that there are currently 40 employees, and up to 10 additional employees are expected as a result of this expansion. As a result, a minimum of 50 parking spaces are required, and the applicants are proposing a total of 63 spaces. Section 10.060 Off Street Loading Requirements (2) A minimum loading space size of 12 feet wide, 30 feet long, and 14 feet high when covered shall be required as follows: (1) For buildings except residential and those uses entirely for office use; Up to 2,000 square feet of gross floor area - one space (2) For each additional 40,000 square feet of floor area or any portion thereof- one space. FINDING: Based on the total existing and proposed building space of approximately 72,000, the facility is required to have 3 loading spaces. There are currently has 8 loading spaces, 4 of which are covered. All existing loading spaces exceed the size requirement. The applicants are proposing an additional loading dock with enough space to accommodate two loading spaces. 3. Chapter 11 Site Plan Review Section 11.070. Criteria for Evaluating a Site Plan. The following criteria shall be used in evaluating a Site Plan: (a) The placement of structures on the property shall minimize adverse impact on adjacent uses. FINDING: The proposed expansion buildings will not encroach into required setbacks and will not exceed height restrictions. All surrounding land uses are industrial in nature, therefore, this proposal will not cause adverse impacts on adjacent land uses. Page 2 14A (b) Landscaping shall be used to minimize impact on adjacent uses, (c) Landscaping shall be so located as to maximize its aesthetic value. FINDING: No landscape buffering is required since the surrounding land uses are industrial. Landscaping has been provided as required through previous land use approvals, and such landscaping has been well- maintained. The applicant is not proposing additional landscaping as part of this proposal. Landscaping standards have been met on the subject site to the maximum extent feasible. (d) Access to the public streets shall minimize the impact of traffic patterns. Wherever possible, direct driveway access shall not be allowed to arterial streets. Wherever possible, access shall be shared with adjacent uses of a similar nature. FINDING: The site has two existing accesses onto Progress Way, which is classified as a Service Collector. Neither serve as shared accesses. The applicants are not proposing any new access as part of this request. Existing public street access is appropriate for this facility, and the applicants are not required to further address access as part of this proposal. (e) The design of the drainage facilities shall minimize the impact on the City's or other public agency's drainage facilities. FINDING: There is an existing drainage system on-site which meets City standards. Storm runoff will be conveyed to the City system. The proposed development will have minimal impact, and the existing system can adequately accommodate this expansion. Any necessary drainage issues will be addressed during construction plan approval through Public Works. The design encourages energy conservation, both in its siting on the lot, and its accommodation of pedestrian and bicycle traffic. FINDING: The proposed expansions are to be attached to the existing structures, and this should conserve energy since the new buildings will be served by the utilities of the existing structures. There are no sidewalks along Progress Way. However, the paved street area is wide Page 3 14A enough to safely accommodate pedestrian and bicycle traffic, and Progress is a local street with a speed limit of 25 MPH. Pedestrian and bicycle traffic accommodations are provided to the maximum extent practical. (g) The proposed site development, including the architecture, landscaping and graphic design, is in conformity with the site development requirements of this Ordinance and with the standards of this and other ordinances insofar as the location and appearance of the proposed development are involved. (h) The location, design, color and materials of the exterior of all structures and signs are compatible with proposed development and appropriate to the character of the immediate neighborhood. FINDING: The building expansions are proposed to match the exterior appearance of the existing buildings which were approved through previous land use proposals. The existing and proposed buildings are compatible with those on adjacent properties, which are also used for industrial purposes. 4. Chapter 14 Conditional Uses Section 14.070. Findings of the Planning Commission. Before granting a Conditional Use, the Planning Commission shall determine: (a) That it has the power to grant the Conditional Use; (b) That such Conditional Use, as described by the applicant, will be in harmony with the purpose and intent of the district; (c) That any condition imposed is necessary for the public health, safety or welfare, or to protect the health or safety of persons working or residing in the area, or for the protection of property or improvements in the neighborhood. FINDING: The existing use to which the applicant is requesting expansion is permitted as a Conditional Use in the IP District. Therefore, the Planning Commission has the power to grant this proposal. The expansion will be in harmony with the purpose and intent of the district since industrial land uses are permitted in such district, and the request is for expansion of an industrial use. The attached conditions of approval Page 4 14A are proposed in order to ensure public health, safety, welfare, and to protect property and improvements as indicate. 5. Chapter 34 IP - Industrial Park District Section 34.020. Pollution Authority. All uses specified in Section 33.010 and 33.040 or Section 34.020 and 34.030 or Section 35.010 and 35.030 shall obtain approval from the Oregon State Department of Environmental Quality and/or the Mid-Willamette Valley Air Pollution Authority before approval by the City. Such approval shall take into consideration air quality, heat, glare, light, noise, sewage and vibration. FINDING: A condition of approval has been added which states that prior to building permit approval, the applicants shall provide the City with evidence of DEQ approval of the proposed expansion. Section 34.030. Conditional Uses (1) Any use provided in Section 33.040 Section 33.040. Conditional Uses (1) Chemical, fertilizers, insecticides, paint and allied products manufacturing FINDING: The proposal is to expand an existing facility in which polymers for paints and adhesives are manufactured. The use and expansion thereof is permitted as a Conditional Use as indicated above. Section 34.070. Open Storage Yards (1) All yard areas, exclusive of those required to be landscaped as provided in Section 34.080, may be used for parking, materials, and equipment storage yards, or areas as may be used for the purposes permitted in the IP District provided such yard area is enclosed with a fence or wall placed at a height of seven feet. Any fence, wall or hedge may be located on the property line except it may not enclose landscaped yards, as set forth in Section 34.080 below. (2) The surface of such area shall be paved or graveled and maintained at all times in a dust-free condition; except, that all automobile and truck parking and loading areas shall be Page 5 14A E= paved, as provided in Chapter 10. (3) Any lighting maintained in conjunction with material and equipment storage areas shall be so oriented as to not shine on or reflect into abutting properties or streets. FINDING: There is no open storage proposed as part of this request. All existing and proposed loading areas are provided with paved surfaces. Any future open storage will be required to comply with the standards set forth in this section. Woodburn Access Management Plan FINDING: Applicable goals and policies of this plan have been satisfied through previous development of the site. The applicant is not required to further address access issues as part of this proposal. There are two existing accesses which comply with City standards, and they are anticipated to meet demands for the facility once expanded. Woodburn Transportation Systems Plan FINDING: The facility uses both trucking and rail transportation for its operations. By using more than one mode of transportation, this facility compliments the Transportation Systems Plan. All other applicable goals and policies of this plan have been addressed and met through previous development on the site. Woodburn Landscaping Policies and Standards FINDING: Applicable policies and standards have been met through previous development of the property. Adequate landscaping exists on the site and has been well-maintained. The applicants are not required to further address landscaping as part of this proposal. Woodburn Sign Ordinance FINDING: No new signage is being proposed as part of this application. There is one existing monument sign along the street frontage which is in compliance with the appropriate sign standards. VI CONCLUSION AND RECOMMENDATION: Based on the information in this report, the findings required to approve the proposed Conditional Use and Site Plan Review can be made. Staff Page 6 14A Vg recommends approval of the proposed expansion to Specialty Polymers, Case File No. CU 00-01, SPR 00-02, subject to the conditions of approval listed below. FINDINGS: A. Woodburn Comprehensive Plan FINDING: Applicable goals and policies have been satisfied through the implementing ordinances of the adopted zoning ordinance and other ordinances in affect at the time of approval. The subject site and all surrounding properties have a Comprehensive Plan designation of Industrial. Therefore, the proposal is compatible with surrounding land uses. B. Woodburn Zoning Ordinance (a) Chapter 8 General Standards Section 8.190 Vision Clearance FINDING: The existing driveway accesses as shown on the site plan indicate an adequate vision clearance area. The proposal complies with this policy. 2. Chapter 10 Off Street Parking, Loading and Driveway Standards: Section 10.050 Off-Street Automobile Parking Requirements. Off Street automobile parking shall be provided in the amounts not less than those listed below: Section 10.050 Off-Street Automobile Parking Requirements. Off Street automobile parking shall be provided in the amounts not less than those listed below: (29) Storage Warehouse; Manufacturing Establishment; Air, Rail, or Trucking Freight Terminal: (1) 0 - 49,999 square feet of floor area, one space per 5,000 square feet , or one space per employee, whichever is greater; (2) 50,000 - 99,999 square feet of floor area, one space per 10,000 square feet, or one space per employee, whichever is greater. (fO When a parking requirement is stated in terms of employees, it means the maximum number of employees who will be at the Page 7 14A site at one time, either on a single shift or an overlap of shifts. FINDING: The facility currently takes up approximately 58,000 square feet in building space. With the proposed addition of 14,000 square feet, the total building area will be approximately 72,000 square feet. This requires a minimum of 12 parking spaces. The applicants have indicated that there are currently 40 employees, and up to 10 additional employees are expected as a result of this expansion. As a result, a minimum of 50 parking spaces are required, and the applicants are proposing a total of 63 spaces. Section 10.060 Off Street Loading Requirements (2) A minimum loading space size of 12 feet wide, 30 feet long, and 14 feet high when covered shall be required as follows: (1) For buildings except residential and those uses entirely for office use; Up to 2,000 square feet of gross floor area - one space (2) For each additional 40,000 square feet of floor area or any portion thereof- one space. FINDING: Based on the total existing and proposed building space of approximately 72,000, the facility is required to have 3 loading spaces. There are currently has 8 loading spaces, 4 of which are covered. All existing loading spaces exceed the size requirement. The applicants are proposing an additional loading dock with enough space to accommodate two loading spaces. 3. Chapter 11 Site Plan Review Section 11.070. Criteria for Evaluating a Site Plan. The following criteria shall be used in evaluating a Site Plan: (a) The placement of structures on the properly shall minimize adverse impact on adjacent uses. FINDING: The proposed expansion buildings will not encroach into required setbacks and will not exceed height restrictions. All surrounding land uses are industrial in nature, therefore, this proposal will not cause adverse impacts on adjacent land uses. Page 8 14A (b) Landscaping shall be used to minimize impact on adjacent uses. (c) Landscaping shall be so located as to maximize its aesthetic value. FINDING: No landscape buffering is required since the surrounding land uses are industrial. Landscaping has been provided as required through previous land use approvals, and such landscaping has been well- maintained. The applicant is not proposing additional landscaping as part of this proposal. Landscaping standards have been met on the subject site to the maximum extent feasible. (d) Access to the public streets shall minimize the impact of traffic patterns. Wherever possible, direct driveway access shall not be allowed to arterial streets. Wherever possible, access shall be shared with adjacent uses of a similar nature. FINDING: The site has two existing accesses onto Progress Way, which is classified as a Service Collector. Neither serve as shared accesses. The applicants are not proposing any new access as part of this request. Existing public street access is appropriate for this facility, and the applicants are not required to further address access as part of this proposal. (e) The design of the drainage facilities shall minimize the impact on the City's or other public agency's drainage facilities. FINDING: There is an existing drainage system on-site which meets City standards. Storm runoff will be conveyed to the City system. The proposed development will have minimal impact, and the existing system can adequately accommodate this expansion. Any necessary drainage issues will be addressed during construction plan approval through Public Works. (0 The design encourages energy conservation, both in its siting on the lot, and its accommodation of pedestrian and bicycle traffic. FINDING: The proposed expansions are to be attached to the existing structures, and this should conserve energy since the new buildings will be served by the utilities of the existing structures. There are no sidewalks along Progress Way. However, the paved street area is wide Page 9 14A enough to safely accommodate pedestrian and bicycle traffic, and Progress is a local street with a speed limit of 25 MPH. Pedestrian and bicycle traffic accommodations are provided to the maximum extent practical. (g) The proposed site development, including the architecture, landscaping and graphic design, is in conformity with the site development requirements of this Ordinance and with the standards of this and other ordinances insofar as the location and appearance of the proposed development are involved. (h) The location, design, color and materials of the exterior of all structures and signs are compatible with proposed development and appropriate to the character of the immediate neighborhood. FINDING: The building expansions are proposed to match the exterior appearance of the existing buildings which were approved through previous land use proposals. The existing and proposed buildings are compatible with those on adjacent properties, which are also used for industrial purposes. (d) Chapter 14 Conditional Uses Section 14.070. Findings of the Planning Commission. Before granting a Conditional Use, the Planning Commission shall determine: (1) That it has the power to grant the Conditional Use; (2) That such Conditional Use, as described by the applicant, will be in harmony with the purpose and intent of the district; (3) That any condition imposed is necessary for the public health, safety or welfare, or to protect the health or safety of persons working or residing in the area, or for the protection of property or improvements in the neighborhood. FINDING: The existing use to which the applicant is requesting expansion is permitted as a Conditional Use in the IP District. Therefore, the Planning Commission has the power to grant this proposal. The expansion will be in harmony with the purpose and intent of the district since industrial land uses are permitted in such district, and the request is for expansion of an industrial use. The attached conditions of approval are proposed in order to ensure public health, safety, welfare, and to Page 10 14A protect property and improvements as indicate. 5. Chapter 34 IP - Industrial Park District Section 34.020. Pollution Authority. All uses specified in Section 33.010 and 33.040 or Section 34.020 and 34.030 or Section 35.010 and 35.030 shall obtain approval from the Oregon State Department of Environmental Quality and/or the Mid-Willamette Valley Air Pollution Authority before approval by the City. Such approval shall take into consideration air quality, heat, glare, light, noise, sewage and vibration. FINDING: A condition of approval has been added which states that prior to building permit approval, the applicants shall provide the City with evidence of DEQ approval of the proposed expansion. Section 34.030. Conditional Uses (1) Any use provided in Section 33.040 Section 33.040. Conditional Uses (1) Chemical, fertilizers, insecticides, paint and allied products manufacturing FINDING: The proposal is to expand an existing facility in which polymers for paints and adhesives are manufactured. The use and expansion thereof is permitted as a Conditional Use as indicated above. Section 34.070. Open Storage Yards (1) All yard areas, exclusive of those required to be landscaped as provided in Section 34.080, may be used for parking, materials, and equipment storage yards, or areas as may be used for the purposes permitted in the IP District provided such yard area is enclosed with a fence or wall placed at a height of seven feet. Any fence, wall or hedge may be located on the property line except it may not enclose landscaped yards, as set forth in Section 34.080 below. (2) The surface of such area shall be paved or graveled and maintained at all times in a dust-free condition; except, that all automobile and truck parking and loading areas shall be paved, as provided in Chapter 10. Page 11 14A (3) Any lighting maintained in conjunction with material and equipment storage areas shall be so oriented as to not shine on or reflect into abutting properties or streets. FINDING: There is no open storage proposed as part of this request. All existing and proposed loading areas are provided with paved surfaces. Any future open storage will be required to comply with the standards set forth in this section. C. Woodburn Access Management Plan FINDING: Applicable goals and policies of this plan have been satisfied through previous development of the site. The applicant is not required to further address access issues as part of this proposal. There are two existing accesses which comply with City standards, and they are anticipated to meet demands for the facility once expanded. D. Woodburn Transportation Systems Plan FINDING: The facility uses both trucking and rail transportation for its operations. By using more than one mode of transportation, this facility compliments the Transportation Systems Plan. All other applicable goals and policies of this plan have been addressed and met through previous development on the site. E. Woodburn Landscaping Policies and Standards FINDING: Applicable policies and standards have been met through previous development of the property. Adequate landscaping exists on the site and has been well-maintained. The applicants are not required to further address landscaping as part of this proposal. F. Woodburn Sign Ordinance FINDING: No new signage'is being proposed as part of this application. There is one existing monument sign along the street frontage which is in compliance with the appropriate sign standards. VI CONCLUSION AND RECOMMENDATION: Based on the information in this report, the findings required to approve the proposed Conditional Use and Site Plan Review can be made. Staff recommends approval of the proposed expansion to Specialty Polymers, Case File No. CU 00-01, SPR 00-02, subject to the conditions of approval listed below. Page 12 14A EXHIBIT "B" CONDITIONS OF APPROVAL CONDITIONAL USE PERMIT 00-01 SITE PLAN REVIEW 00-02 Community Development Department Conditions: The proposed development shall be in substantial conformance with the preliminary plan and application submittal dated February 24, 2000. The property owner and applicants shall submit to the Community Development Department a signed "Acceptance of Conditions" agreeing to all conditions of approval prior to issuance of building permits for the project. The signed document must be received by the Community Development Department before the project approval becomes effective. The project shall be initiated within one year from the date of approval, and building permits for all remaining phases of this approval shall be issued within two years of said date. Submit to the Community Development Department a lighting plan prior to building permit issuance. Any conditions attached to the approval of the site plan shall be conditions on the issuance of a building permit. A violation of the conditions shall be considered a violation of the ordinance. Public Works Conditions: o Final plans shall conform to the construction plan review procedures and standards. The plan shall be submitted to the City for review and shall be approved prior to any building permits being issued. The applicant is responsible for obtaining permits from any state, federal or regulatory agencies which may require approval and/or permit. Evidence of DEQ approval is required prior to issuance of building permits. o Additional back flow prevention devices shall be located and installed in accordance with City Standards and Specifications if additional service is requested for the building, meters to be located in the public Page 13 14A right-of-way or easement. Contact Larry Arendt, City of Woodburn Cross Connection Inspector, 503-982-5283. o Provide City of Woodburn property easements for any on-site city maintained facilities. 10. No additional water or waste water service is being requested. If additional service is required, existing on-site facilities shall be extended to provide service. 11. Fire protection requirements shall comply with applicable standards as set forth by the VVoodburn Fire District. Page 14 Community Development 270 Montgomery Street MEMORANDUM Woodburn, Oregon 97071 (503) 982-5246 14B Date: To: From: Subject: May 18, 2000 Mayor and City Council thru City Administrator Planning Commission q-~(.-co Site Plan Review 00-03 Pacific Pride II. APPLICATION INFORMATION: Applicants: Marc Nelson Marc Nelson Oil Products, Inc. 1555 Silverton Road N.E. Salem, Oregon 97303 Ronald K. Rooks, P.E. Westlake Consultants, Inc. 15115 SW Sequoia Parkway, Suite 150 Tigard, Oregon 97224 Property Owner: Marc Nelson Marc Nelson Oil Products, Inc. 1555 Silverton Road N.E. Salem, Oregon 97303 Application Deemed Complete: April 7, 2000 120 Day Rule Deadline: August 7, 2000 Staff Report Available for Public Review: May 4, 2000 NATURE OF APPLICATION The applicants request administrative site plan approval to refurbish an existing Pacific Pride commercial refueling station located on the southwest corner of Young Street and Hwy 99E. The proposed site plan Page 1 14B includes replacement and upgrade of the fueling dispensers, service building, drainage facilities, paved surface, upgrading of street access points, and the addition of landscaping. The applicants are also proposing an additional 12,000 gallon fuel storage tank on site and a canopy over the fuel dispensers. The purpose of the project is to upgrade the existing facility and expand the availability of fuel products. The existing use of the site will remain the same. III. RELEVANT FACTS: The site is located at 293 N. Pacific Hwy, further described on Marion County Tax Assessor Maps as T5S R1W 17BB Tax Lots 7200 and 7300. The site is zoned Commercial Retail (CR) District and is designated on the Comprehensive Plan Map as Commercial. This activity is permitted in the CR District as an Optional Business (Optional Business is described in Section 29.080, page 7 of this report). The property is fiat and partially paved. The pavement is broken up and has poor drainage capability. There is a landscaped hedge on the western/rear property line and a chain link fence along the southern property line. The adjacent properties are both in the same zoning district as the subject property, but they consist of residential uses. There are currently four access points on the site, two along each street frontage. The applicants are proposing to close off two access points, one along each frontage. The two remaining access points will be reconstructed and located as far away from the adjacent intersection as feasible. Community Development Department Conditions: The proposed development shall be in substantial conformance with the submitted preliminary plan (Exhibit "A") dated March 31, 2000, except as otherwise amended by these conditions. All landscaping shall be maintained year round. A permanent, automatic irrigation system is required. Plantings shall be watered regularly and in a manner appropriate for the specific plant species through the first growing season, and dead and dying plants shall be replaced by the applicant during the next planting season. No buildings, structures, storage of material, or parking shall be permitted within the required landscape and buffer areas. Page 2 14B Proposed street trees shall be a minimum of 10 feet in height when planted. An additional tree shall be provided in the landscape planter between the canopy and the sidewalk along Hwy 99E. Additional shrubs shall be provided in said planter to provide a solid vegetative screen between the highway and the fuel pumps o Curbing, striping, sprinkler system, and lighting shall be kept in good condition. Any damage shall be repaired in a timely manner. o The property owner/applicants shall submit to the Community Development Department a signed "Acceptance of Conditions" agreeing to all conditions of approval prior to issuance of building permits for the project. The signed document must be received by the Community Development Department before the project approval shall become effective. The applicant(s) shall provide a lighting plan to the Community Development Department prior to issuance of building permits. o The project shall comply with the Woodburn Sign Ordinance, which currently prohibits sandwich board signs. Any conditions attached to the approval of the site plan shall be conditions on the issuance of a building permit. A violation of the conditions shall be considered a violation of the ordinance. Public Works o Final plans shall conform to the construction plan review procedures and standards. The plan shall be submitted to the city for review and shall be approved prior to any building permits being issued. 10. On site existing water wells and subsurface sewage disposal systems shall be abandoned in accordance with State Regulations. 11. All work within the State Highway right-of-way shall require approval and permit from the Oregon Department of Transportation. 12. The applicant is responsible for obtaining permits from any state, federal or regulatory agencies which may require approval and/or permit. 13. All work shall conform to the City of Woodburn Standards and all Page 3 14B State Building Codes. STREET AND DRAINAGE: 14. All parking and driving surfaces shall be improved with a hard surface of either asphaltic concrete or portland cement concrete. 15. The applicant proposes to improve the on-site drainage system by discharging to the existing storm sewer system on Young Street. The existing drainage pattern indicates the current surface runoff utilizes this system however with the additional impervious surface capacity may be of issue. Applicant is to provide city with a hydraulic analysis for review, on-site detention may be required if the exiting system does not have sufficient capacity. 16. The existing access from the site onto Pacific Highway 99E is controlled and permitted through the Oregon Department of Transportation (ODOT). The applicant shall obtain a new road approach from ODOT prior to building permits being issued. 17.The elimination of one driveway on Highway 99E and one driveway on Young Street is being proposed by the applicant and shall be a condition of approval. The access onto Young Street is not most desirable but with the elimination of the existing, does improve the traffic circulation. 18. The access on Young Street shall be a minimum of 50 feet from the intersection of Highway 99E and Young Street, the distance is to be measured from property line. 19. The existing drainage from surrounding properties shall not be blocked or impounded by this development. SANITARY SEWER: 20. Sanitary sewer service can be provided from the existing sanitary main traversing across the west portion of the applicants property as shown on the site plan. Additional sanitary sewer service shall to utilize this system. 21. Comply with wastewater requirements in regard to oil/water separator. Contact Larry Arendt, City of Woodburn Industrial Waste Coordinator, 503.982.5283 Page 4 14B WATER: 22. Domestic water service and fire protection is currently being provided from the existing water line on Young Street and a fire hydrant located adjacent to Pacific Highway. No additional service is being requested. 23.The existing service shall be upgraded with a backflow prevention device and shall be located and installed in accordance with City Standards and Specifications. Contact Larry Arendt, City of Woodburn Industrial Waste Coordinator, 503.982.5283 24. Fire protection requirements shall comply with the Woodburn Fire District's standards. Attachments Attachment "A" Attachment "B" Exhibit "A" Exhibit "B" Woodburn Fire District Comments Oregon Department of Transportation Comments Site Plan Review Application Preliminary Development Plans Page 5 WOODB URN FIRE DISTRICT Prevention Division Site Plan Review Comments 14B Memo To: Scott Clark, Planner City of Woodburn From: Robert Benck Fire Marshal Date: 04-21-00 Facility/Project Name: Pacific Pride SPR-00-03 Location: 293 N. Pacific Hwy. Occupancy Class: B A. Access: 1. Exterior of Facility: Minimum access is provided to all sides of the facility. 2. To Interior of Facility: NA B. Building Exit System: Items to be addressed when plans are submitted to Building Official. (Any changes to the items below need to be reviewed) 1. Occupant Load: NA for this review 2. Number of Exits: 3. Exit Hardware: 4. Exit Signage: 5. Emergency Lighting: C. Fire flo~v/ Water Supply: 1500 GPM E. Sprinkler/FDC: NA F. Alarm System: NA G. Premise Identification: To be posted and observable from the public way and meet city of Woodburn slandards. H. Special Occupancy Requirements: All underground tanks are to meet and be tested according to OUFC requirements Fire District to be notified 24 hours in advance of any required test of tanks or piping. Fire District to be notified of date and time of tank removals, all tanks to be removed from property and disposed of according to State of Oregon requiremems. Dispensing Station to meet OUFC Article 52 requirements. L Building Size & Limitations/Type of Construction: NA J. Fire and Life Safety Review Requirement: If required they will be performed by the city of Woodburn Building Official. K. Special Comments: An onsite water supply system must. be available, operational and acceptable to the city prior to the construction of combustible buildings. Access during construction must support the weight of Fire Apparatus and allow access to facility. COMPLIANCE WITH THESE REQUIREMENTS DOES NOT CONSTITUTE PERMISSION TO BUILD. BUILDING PERMITS AND PLANS REVIEWS BY THE APPROPRIATE BUILDING OFFICIAL IS REQUIRED. PERMITS AND APPROVED PLANS MUST BE ONSITE DURING CONSTRUCTION. 14B WOODBURN FIRE DISTRICT 1776 Newberg Hwy. Woodburn, OP~ 97071 (503) 982-7305 ext. 13 or 982-2360 Fax (503) 981-.5004 14B Oregon- Department of Transportation PERM1T OFFICE 8-8-5 Ai'rport~ Rd-. SE Salem, OR. 973-1.0 FAX (503)-986-288-1 DATE: FROM: REMARKS: Rich Krog Distdct 3 Permit Specialist '~ (503) 986-5776 Pages: (including the cover sheet), 14B PROJECT REFERRAL DATE: April 11, 2000 TO' Project Applicant Marion County Woodburn Fire District Woodburn School District D.S.L. D.L,C.D. Engineering Department (Randy Scott) ODOT: Dan Fricke/Don Jordan Parks Department Woodburn Police Department Street Division Water Division Wastewater Division Building Department Other PROJECT: Site Plan Review 00-03 to refurbish the Pacific Pride fueling station, located at 293 N. Pacific Hwy, by replacing the drive surface, constructing new accesses, relocating fuel dispensers, and adding landscaping. Please submit written comments by May 3, 2000. If comments are not submitted prior to the above date, it will be assumed that you do not have any comments on this proposal. A Facilities meeting has been scheduled for Tuesday, April 18 at 10:00 a.m. to address any concerns regarding this proposal. The meeting will be held in the City Hall conference room. Please contact Scott Clark at (503) 980-2431 if you have any questions. 10'-0" / , .--.---_ .: COMMERCIAL FUELING BLACK WITH WHITE 14B~ (LETTERS & BORDE,,/ RED VERMILLION -- -ORAGE YELLOW 6" STEEL POLE 0 z PLASTIC FACE ONE 4'x10' DOUBLE FACE INTERNALLY ILLUMINATED DISPLAY DISPLAY MANUFACTURED WITH SHEET METAL SKIN OVER DOUBLE ANGLE IRON FRAME. SIGN ILLUMINATED WITH 48" 800 M.A. FLORESCENT TUBES. 5.8 AMPS. 2'xS'x6' DIRECT BRURIAL CONCRETE FOOTING PACIFIC PRIDE SIGN EXHIBIT 1 8 IDAT£ 3-24-00 IOn^~N u~ RKR CHECKED BY REVISIONS ~ "°'1,321-0.:3 CONSULTANTS mc ~..,NGINEF.,RING · SURVEYING ® PI.,ANNIJ~ L ~111111/ CITY OF WOOOBURN. OREGON ~ '~ ~ PRELIMINARY LANDSCAPE PLAN ~ .... ~."~-~ U~U 000~ ;; 60 ~I 6~ JeN DaM 6~p 14B © 3> 0 15'-0"- I~ o~-~ MINtMUM Z coo Z ~ [ ' -'~I~'~" ~z~ c,.~ oF wooo.u.., o..co. III------.~ESTLAKE WOODBURN PUBLIC WORKS DEPARTMENT PUBLIC WORKS WEEK ACT[VIT[ES MAY 22 - 26, 2000 "PROUD TO CARE FOR PEOPLE AND ENVZRONt4ENT OF THIS COI~IHUNITY" Monday, May 22 - Kick Off 9:00 a.m. - Ribbon Cutting by Mayor .lennings for modified bus service route on 22r~ anniversary of Woodburn Transportation Service. Woodburn Transit bus and Dial-a-Ride service will be free to customers during this week. 7:00 p.m. - Storm Water Management Issues: A brief presentation in the regular City Council meeting. Tuesday. May 23 10:00 a.m. - Recognition of support service contributions 1:30 p.m. - Ground breaking for project to replace lead jointed water pipe with ductile iron pipe in downtown alley adjoining City Hall Annex. 2:00 p.m. - Mayor ]ennings will offidally start up the newly constructed Vanderbeck Wastewater Pump Station. 2:15 p.m. - Site visit by Mayor 3ennings to observe the cracksealing and patching work by Public Works crew to prepare pavement for resurfacing followed by a tour of streets that have been resurfaced since.July 1999. (9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & free Dial-a-Ride Van service) Wednesday, May 24 (9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & free Dial-a-Ride Van service) Thurday, May 25 12:00 noon -- PUBliC WORKS EMPLOYEES APPRECATION lunch Downtown followed by Employee of the Year Selection Ceremony. in (9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & free Dial-a-Ride Van service) ~-'rk:!av, May 26 (9:00 a.m. - 5:00 p.m. - Free Bus Servlc~ on modified schedule & free Dlal-a-RJde Van sen,ice)