Agenda - 05/08/2000 CITY CO(]NCIL AGENDA
/vIA)' 8, 2000 - 7:00 P.M.
27'0 lVlontgornery Street * * Woodburn,
Oregon
CAIJL TO ORDER AND FLAG SALUTE
ROLL CALL
ANNOUNCEMENTS AND APPOINTMENTS
A. 2000-01 City of Woodburn Operating Budget - Public Hearing on
May 15, 2000 - 7:00 p.m. - City Hall, Council Chambers.
pBESENTATIONS/PROCLAMATIONS
A. Presentation: Bus Route Change
B. Proclamation: Public Works Week (with attached program for the week).. 4B
COMMITTEE REPORTS
A. Chamber of Commerce.
B. Woodburn Downtown Association.
o
COMMUNICATIONS
A. Report from Woodburn Barracuda Swim Team .....................
BUSINESS FROM THE PUBLIC (This allows the public to introduce items for
Council consideration not already scheduled on the agenda.)
CONSENT AGENDA - Items listed on the consent agenda are considered routine
and may be enacted by one motion. Any item may be removed for discussion at
the request of a Council member.
A. City Council minutes of April 24, 2000 meeting .....................
B. Draft Planning Commission minutes of April 27, 2000 ...............
C. Draft Museum Committee minutes of April 3, 2000 .................
D. Building Activity Report for April 2000 ............................
E. Claims for the month of April 2000 ...............................
9. PUBLIC HEARINGS (None scheduled for this date)
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8B
8C
8D
8E
Page 1 - Council Agenda of May 8, 2000.
10.
TABLED BUSINESS
A. Special Event Policies and Permit Revisions
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11.
GENERAL BUSINESS
A. Council Bill No. 2043 - Ordinance annexing S.36 acres of property located
north and south of Hwy. 214 and east of Front Street and amending
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the Zoning Map ..............................................
B. Council Bill No. 2044 - Resolution authorizing execution of a Collective
Bargaining Agreement with the Woodburn Police Association ........ 11B
C. Council Bill No. 2045 - Resolution establishing employee compensation
including salary and benefits ................................... 11C
D. Bid award: City Hall Annex roof replacement ...................... 11D
E. Contract award: Hawley Street/Wilson Court storm sewer improvement 11E
I~F
F. Bus Route Modification .......................................
G. Sound amplification permit - Salvador's Bakery .................... 11G
12. PUBLIC COMMENT
13. NEW BUSINESS
14. SITE PLAN ACTION
15. CITY ADMINISTRATOR'S REPORT
16. MAYOR AND COUNCIL REPORTS
17.
EXECUTIVE SESSION
A. 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 under the
authority of ORS 192(1)(h); B. To consider records that are exempt by law
from public inspection pursuant to ORS 192.660(1)(0.
18. ADJOURNMENT
Page 2 - Council Agenda of May 8, 2000.
Mayor's I City Council's Report on the Tulip Festival Invitational, 2000
The Woodburn Barracuda Swim Team (WBST) hosted their second Annual Tulip Festival
Invitational on Saturday the 8th of April, 2000. The 4-hour event drew 206 swimmers representing
12 teams from St. Helens to Stayton. Our own Barracudas placed 3rd in the Women's
competition, 4th in the Men's competition and 4th overall in the Team competition.
Although not perfect, the feedback received from Officials, Coaches and parents indicates
that the meet was well-run and is becoming a class event in the Willamette Valley. Many of the
teams who participated had never been to our facility and the remarks overheard when they first
entered ranged from "Wow! Awesome!" to "Very impressive."
The Woodburn community truly pulled together to make the event the success that it was.
Although the official Corporate Sponsor is not local, but has local ties, there were 28 local
businesses who donated goods for our raffle or use in our concession stand or paid a fee for
advertising space in our program.
Brochures and flyers advertising the Tulip Festival and the Woodburn Company Stores
were made available to all participants and their families. The structure of the meet itself allowed
for plenty of time for visitors to our city to participate freely in all that Woodburn has to offer, most
specifically the Tulip Festival and the Company Stores.
The Barracuda Board of Directors and parent support staff also want to publicly
acknowledge and thank the Aquatic Center Management and Staff for going beyond the call of
duty to make this meet a success. Kathy stayed very late Friday night to help set up the electronic
timing system and her staff were courteous and helpful at the meet itself. The Woodburn
Memorial Aquatic Center was represented very well at this meet.
Overall, the meet was a huge success and we believe presented Woodburn, its people and
its businesses, in a very positive light. Our expectations are that the Tulip Festival Invitational will
grow into a well-respected and much anticipated Spring event in the greater Willamette Valley.
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APRIL 24, 2000
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0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, APRIL 24, 2000.
CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding.
0007 ROLL CALL.
Mayor Jennings Present
Councilor Bjelland Present
Councilor Chadwick Present
Councilor Figley Present
Councilor Kilmurray Present
Councilor Pugh Present
Councilor Sifuentez Absent
Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director
Tiwari, Park & Recreation Director Westrick, Finance Director Gillespie, Police Chief
Null, Library Director Sprauer, Public Works Manager Rohman
0038
Mayor Jennings stated that Councilor Sifuentez had a work-related emergency and will be
unable to attend this meeting.
He also stated that the City had received numerous telephone calls regarding a meeting
notice distributed to households in the neighborhoods surrounding Legion Park. He
informed the public that the notice was not published by the City but by a group of
private citizens who want to address the Council on an issue of concern to them.
ANNOUNCEMENTS.
A) Special Council Meeting: Administrator Brown stated that the Saturday Market
organizers were temporarily held up in receiving conditional use approval at the Planning
Commission meeting, however, staff feels that the parking lot problem will be resolved at
the April 27th Commission meeting. Following this meeting, the Council will need to
hold a special meeting to (1) adopt an ordinance which would close parking lot for the
Saturday Market event and (2) to extend City liability coverage for this event.
It was the consensus of the Mayor and Council to hold the Special Council meeting on
Thursday, May 4th, 7:00 p.m. at City Hall. If the location of the meeting needs to be
changed, it will be so noted in the Special Council Meeting Notice.
B) Budget Committee Meeting: The next Budget Committee meeting will be held on
Tuesday, April 25~, 5:00 p.m., in the City Hall Council Chambers.
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C) Adult Reading Contest: Mayor Jennings stated that interested persons are
encouraged to contact Librarian Judy Brunkal regarding this contest which is being
sponsored by the Woodburn Public Library and the Woodbum Book Outlet.
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COMMUNITY CENTER VISIONING PROCESS.
Parks Director Randy Westrick reviewed the work completed to date by the focus group
on this project. The validation portion of this process is scheduled to end by May 18a'
which will still provide sufficient time for the Council to consider placing a bond issue on
the November ballot. He provided a summary of the features that the town hall and focus
groups decided upon and presentations will soon be made to local organizations to obtain
input from the public on these features. Additionally, volunteers will be surveying the
neighborhoods to see how local citizens would utilize a community center so that the
focus group can make recommendations to the Council on a project proposal.
0295
PRESENTATION: LIBRARY EMPLOYEE AWARDS.
Library Director Sprauer informed the Council that Librarian Judy Brunkal was recently
named as Library Employee of the Year 2000 by the Oregon Library Association. She
stated that Ms. Brunkal has been employed by the City since 1983 working as a Reference
Librarian, Adult Outreach Program Coordinator, and she organizes the Library displays.
Her accomplishments were reviewed by Director Sprauer which included the Chautauqua
series, book discussion groups, Rosie to Roosevelt program, and "Let's Talk About It"
program.
Judy Brunkal stated that the events that she has been overseeing continue to grow and she
hoped that the City will be able to continue to provide these well attended programs.
Director Sprauer also named Shirley Baumgardner as Woodburn Library Employee of the
Year 2000 for her work in the Circulation department over the last several years.
Ms. Baumgardner accepted the award and expressed her appreciation to the library staff
for their willingness to work as a team, and to the City for their support of library
programs.
Lastly, Director Sprauer named Mary Lou Bellante as Volunteer of the Year 2000. She
stated that she had been a volunteer for approximately 10 years and has done a variety of
jobs including the removal of books out of the Library's data base when they are no
longer available for circulation.
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CHAMBER OF COMMERCE REPORT.
Greg Hansen, representing the Chamber Board, updated the Council on upcoming
Chamber events:
1) Business After Hours will be held at Chemeketa Community College beginning at 4:30
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p.m. and they will be celebrating their 30th anniversary.
2) Chamber Forum will be held on May 17m, 12:00 noon at the Family Medical Center.
Guest speaker will be Larry Krieghauser, Drums of Fire, who will be speaking on the
musical event to be held at Legion Park on July 7th.
3) Woodburn Tulip Festival went very well this year and T-shirts are still available for
$10.
0578
WOODBURN ROTARY REPORT.
Patrick Vance stated that a group of 10 Russian architects, builders, and designers are
visiting Marion County under the auspice of the United States Information Agency in
their product enhancement program. This group recently spent 3 days in Woodbum
visiting local companies and projects to learn first-hand how Americans get the work
completed. He publicly thanked Fleetwood Homes, Silvercrest Western Homes, Marion
County Housing Authority, Park Street Houses, John Hudanish, Judge Jan Zyryanoff,
Father Porfiric Toran, Mayor Jennings, Frank Tiwari and the Public Works staff for their
contribution in making this visit successful.
0695
WOODBURN LIVABILITY TASK FORCE.
Pete McCallum, Co-Chair, thanked the Mayor and those Councilors who participated in
last Saturday's city-wide clean-up day. He stated that there were approximately 40
people who participated and a majority of the work focused on clean-up along Highway
99E, Highway 214, and selected streets of Woodbum. Approximately 75 bags of litter
were picked up by the participants. The Task Force learned a great deal from this first-
time event and he thanked the City for sponsoring this event, Roth's and McDonald's for
providing refreshments, Woodburn High School for allowing the use of parking area,
Woodburn Police Department for use of their Community Action Vehicle, SOLO for the
design of the T-shirts, and Oregon National Guard for providing team leaders. He also
acknowledged advertisements made by the local newspaper, businesses, and school
reader boards to publicize this event.
0900
LETTER FROM UNITED DISPOSAL SERVICE (UDS) SUMMARIZING YARD
DEBRIS CLEAN-UP.
Mayor Jennings stated that United Disposal held their annual free clean-up day on March
25th. This year, UDS hauled away (1) 7 - 48.9 yard industrial size drop boxes of yard
debris, (2) 1 - 48.9 yard industrial size drop box of wood, and (3) 1 - 48.9 yard industrial
size drop box of scrap metal.
0937
Rob Mill, 1375 Alexandra Ct., apologized for the inconvenience that the notice may have
caused City staff. In regards to Fiesta Days, he stated that he personally did not have a
problem with this event since it has many positive aspects, however, there are some
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negative impacts on his neighborhood which may be due to the proximity of Alexandra
Court to Legion Park. One of the main concerns is noise and amplified music and he
recounted an incident last year in which he was inside his home located about 2-3 blocks
away from Legion Park and the glass in his china hutch was vibrating because of the bass
noise from the Park. Additionally, a concern is the length of time in which the amplified
music is allowed in that it never shuts down at 10:00 pm rather it continues to 10:15 pm
or after and for those local residents that go to work the next morning at an early hour, the
noise does present a problem. Other concerns are traffic, both vehicular and pedestrian,
and the garbage left in the area. He suggested a shuttle service from either the high
school or other local large parking area to alleviate some of the traffic and parking
concerns. He urged the Council and Latin American Club to take into consideration the
concerns of the residents in the surrounding neighborhoods and still be able to have a
successful festival.
Mayor Jennings stated that item on the agenda for this meeting is a Special Events
package policy and permit from the Park and Recreation Board and it is not site specific.
This package will take in all of the parks and it is not open for public debate at this time.
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Bill Mueller, 1450 Alexandra Ave, stated that his main concern is the drinking of
alcoholic beverages in the backyard area of Hoodview Church and the public urination
that occurs. Even though this happens periodically during the year, this festival time
seems to generate more of this type of unacceptable behavior. He expressed his opinion
that when the City gives an event permit, they should have adequate parking and patrols
in order to stop this type of activity in their neighborhoods.
1143
Cindy Vetter, 1650 Alexandra Ave, read a letter on behalf of Terry Robinson, 1400
Alexandra Ave., expressing support for Hoodview Church not installing a fence around
their field in order to provide neighborhood children a place to play. However, it was
suggested that trash cans be placed on the property to provide for disposal of trash and
signage to inform people that alcoholic beverages are not allowed on the property.
Ms. Vetter stated that she has also seen a lot of play activity on the Church's property and
also felt that installing a fence would detract from the area and would not necessarily
solve the problems which currently exist.
Mayor Jennings stated that the Council would not ask anyone to place a fence on their
property since it is none of the City's business as to whether a property owner decides to
install a fence other than the fence must conform to City ordinance standards.
1225 Bill Griegorioff, 1106 Park Ave., stated that the parking problem associated with the
Fiesta is of a concern since it is very difficult for him to even pull out of his driveway and
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motorists have even parked in their driveway instead of the along the street.
1260
Marguerita Garcia, 512 N. Third St., stated that as President of the Latin American Club,
she wanted to respond to the complaints being voiced by residents in the area surrounding
Legion Park. She stated that the problems they are bringing forth are problems that she
faces in her neighborhood during the course of the year. To her knowledge, there has
never been a driveby shooting in or by the Park during the festival days. She also felt that
the noise level was not as loud as what was mentioned earlier by one of the residents.
She also stated that her organization had tried to meet with the City numerous times to
discuss these issues but have not had any success meeting with the Councilors, Park &
Recreation Director Westrick and City Administrator Brown. She stated that there
organization did have a meeting in which all city officials were invited to attend to
discuss some of these issues but only Councilor Sifuentez attended. Following that
meeting, Councilor Sifuentez was supposed to set up another meeting date in which staff
would attend, however, that meeting date never materialized. She expressed her concern
that the City is doing things and not even communicating with them. She reiterated that
they have been trying to meet with the City but have been unsuccessful and it has not
been for lack of trying on their part. This festival has been successful for the last 35 years
and they want to continue this cultural festival event.
Mayor Jennings took exception to items brought forth by Ms. Garcia in that he had
chaired a meeting in which she had attended and, at that time, the Latin American Club
was told that staff would be working with their organization and members of the elected
body would attend if appropriate. He also took exception that she was blaming the City
for being uncooperative when that has not been the case.
Ms. Garcia stated that they have invited the staff and Council to their club meetings but
no one has attended these meetings except for Councilor Sifuentez at the one meeting.
She also reiterated she was attending this Council meeting because of the information on
the flyer which was distributed in the neighborhoods surrounding Legion Park.
Mayor Jennings stated that the meeting the Club had called only invited a select number
of Councilors and he assured Ms. Garcia that staff would meet with their organization on
an agreeable date and time.
Councilor Kilmurray took exception to comments made by Ms. Garcia in that Ms. Garcia
said that none of the Councilors took an interest to come, when in fact, most of the
Councilors were not invited thereby making it impossible for them to attend.
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City Administrator Brown stated that this discussion could go on for a period of time,
however, he wanted the Council to know that the staff has made some effort to contact
the Latin American Club since the date Councilor $ifuentez attended their meeting. To
date, the staff and Latin American Club have not met and he agreed that it needs to be
done since the City has a number of issues that they want to discuss with the organization.
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He stated that he and the Parks Director are available through Wednesday of this week
and, if that is not convenient, the first part of next week is also available for a meeting
date. He stated that he had tried to contact Ms. Garcia, however, the telephone numbers
on the letters from the Club were for someone other than her. He reiterated that staff is
available to meet with the organization and he suggested that she leave him with a
telephone number where he can contact her tomorrow to set up a meeting date and time.
1640
CONSENT AGENDA.
A) Council regular and executive session meeting minutes of March 27, 2000;
B) Planning Commission minutes of March 23 and April 13, 2000;
C) Library Board minutes of March 8 and April 12, 2000;
D) Park Board minutes of April 11, 2000;
E) Claims for the month of March 2000;
F) Building Activity Report for the month of March 2000;
G) 1999 Traffic Citation Statistics;
H) Police Department activities for January 2000;
I) Dept. of Land Conversation & Development notice of approval of Recreation, Parks
and Open Spaces Plan and Historic District and Downtown Plan; and
J) Dept. of Environmental Quality (DEQ) Vehicle Emissions Screening May 11 - 13, 2000.
FIGLEY/PUGH... consent agenda be adopted as presented.
Councilor Kilmurray informed Chief Null that she was pleased to see that traffic citations
are being given to motorists traveling on Highway 99E.
The motion passed unanimously.
1670
COMMUNITY ART PROJECT.
City Administrator Brown stated that the City had been asked as to whether or not a couple
of City buildings could be utilized to exhibit artwork. A proposal was submitted by Molly
Murphy who is attempting to organize a classes through Chemeketa Community College.
If approved by the Council, the City Hall and Library would be the locations in which the
artwork would be shown. Issues relating to security and liability waivers would be worked
out with the artists at a later date.
BJELLAND/FIGLEY .... approve the use of the City Council Chambers and Library as
locations for Community Art Project showings.
The motion passed unanimously.
1755 COUNCIL BILL NO. 2039 - RESOLUTION AUTHORIZING COLLECTIVE
BARGAINING AGREEMENT WITH AMERICAN FEDERATION OF STATE~
COUNTY, AND MUNICIPAL EMPLOYEE.q (AFSCME) LOCAL 642,
Councilor Chadwick introduced Council Bill 2039. Administrator Brown read the bill by
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1795
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 No. 2039 duly passed.
COUNCIL BILL NO. 2040 - RESOLUTION AUTHORIZING SUBMITTAL OF AN
APPLICATION TO THE STATE PARKS AND RECREATION DEPARTMENT FOR
A LOCAL GOVERNMENT GRANT FOR PHASE 2B OF CENTENNIAL PARK.
1835
Council Bill No. 2040 was introduced by Councilor Chadwick. The bill was read by title
only since there were no objections from the Council. On roll call vote for final passage, the
bill passed unanimously. Mayor Jennings declared Council Bill No. 2040 duly passed.
COUNCIL BILL NO. 2041 - RESOLUTION ENTERING INTO A COOPERATION
AGREEMENT WITH MARION COUNTY HOUSING AUTHORITY.
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Council Bill No. 2041 was introduced by Councilor Chadwick. Administrator Brown read
the bill by title only since there were no objections from the Council.
Councilor Bjelland questioned if the agreement is to be renewed annually.
Administrator Brown stated that the agreement is renewed from time to time as the number
of units in the City limits changes. In any event, the dollar amount will change from year to
year depending on the value of the properties involved or the gross rentals that are taken in
on the properties, whichever is less.
On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared
Council Bill No. 2041 duly passed.
BID AWARD: EFFLUENT REUSE SYSTEM BID PACKAGE 4: BIO-SOLIDS PUMP
STATION, SCREEN SYSTEM, AND YARD PIPING.
Bids were received from the following contractors for the above construction work at the
Wastewater Treatment Plant: Corp. Inc. Construction, $575,355.00; W.G. Moe, $642,500.00;
Triad Mech, $681,486.00; Emery & Sons, $720,310.00; Baseline Ind., $748,756.00; and
Fowler, $785,113.86. Staff recommended the acceptance of the low bid which was less than
the engineer's estimate of $650,000.00.
FIGLEY/PUGH... award the contract to Corp. Inc. Construction for the construction of a
bio-solids pump station, drying bed upgrade, and piping in the amount of $575,355.00. The
motion passed unanimously.
1935
BID AWARD 20-14: USED SEDAN AND PICK-UP TRUCK.
Bids were received from the following dealerships for a used mid-size sedan: Hubbard
Chevrolet, $11,200.00; Hubbard Chevrolet, $11,700.00; Power Chevrolet, $12,200.00; Miles
Chevrolet, $12,248.00; Berg Chevrolet, $12,709.00; Hillyer's Ford, $12,747.00; Power
Chevrolet, $13,200.00; Power Chevrolet, $13,400.00; Friendly Chevrolet, $13,877.00;
Hershberger Motors, $14,400.00; Colvin Ford, $14,623.00; and Traschel Buick, $14,860.00.
Since the mileage on the vehicles from Hubbard Chevrolet exceeded the mileage limit set
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within the specifications, staff recommended that the low bid from Power Chevrolet be
approved.
Bids were also received from the following dealerships for a used pick-up truck: Hillyer's
Ford, $10,750.00; Colvin Ford, $11,680.00; Hershberger Motors, $11,810.00; Colvin Ford,
$12,004.00; and Hubbard Chevrolet, $12,134.00. Staff recommended the acceptance of the
Iow bid from Hillyer's Ford since it met the bid specifications.
Councilor Pugh questioned if the City was restricted in giving the bid to the lowest bidder
when a local dealership is only $48 higher than the lowest bidder.
City Attorney Shields stated that, under state law, the City is required to award the bid to the
lowest responsible bidder.
Councilor Pugh stated that, in the future, he would like to see local businesses awarded the
bid if the bid is within a certain percentage amount of the lowest bidder.
Staff will research this issue for the Council.
FIGLEY/BJELLAND ... reject the two bids from Hubbard Chevrolet for City of Woodbum
Bid No. 20-14 for not being in compliance with specification and award the bid to the lowest
responsible bidder, Power Chevrolet, for $12,200.00 for a used mid-size sedan. The motion
passed unanimously.
Public Works Manager Rohman stated that the vehicles from Hubbard Chevrolet had 28,000
and 29,000 miles respectively and the bid specifications stated 25,000 miles or less.
On roll call vote, the motion passed 4-0-1 with Councilor Pugh abstaining.
FIGLEY/PUGH...award City of Woodburn Bid 20-14 for a used pick-up truck to Hillyer' s
Ford for $10,750.00. The motion passed unanimously.
2108 SPECIAL EVENT PACKAGE FROM RECREATION AND PARK BOARD.
FIGLEY/BJELLAND ... adopt the attached Special Event Policies and Revisions to the
Special Event Park Use Permit.
Councilor Kilmurray stated that parking is a problem as it relates to special events and she
questioned if there is anything the City can do to help reduce this problem. Additionally,
garbage is another issue that needs some attention.
Director Westrick stated that, when negotiating special event permits, alternatives relating
to parking can be discussed such as use of a shuttle service. He stated that Legion Park has
only 80 specified parking spaces, therefore, this issue does need to be worked out. Regarding
litter in the neighborhood during the fiesta days, the Public Works Street crew did pick up
litter in the neighborhoods and the costs were billed backed to the deposit collected by the
Latin American Club for the fiesta event. It was noted that not all of the streets were picked
up by the Street crew and it was later in the week when the work was done rather than during
or immediately after the event.
Councilor Pugh stated that he supported the concerned property owners who would like some
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protection for their own lifestyles and he questioned if there should be something in the
package that would require that the City to find another parking area and to use the City
buses to transport people to Legion Park.
Discussion was held on how the City could partner with the sponsors of special events at
Legion Park in order to help reduce the parking problem around Legion Park. Concern was
also expressed in incorporating language into the permit that would require trash pick-up in
areas outside of the park.
Director Westrick stated that the documents before the Council would apply to any event at
any one of the City park facilities. Each event will have special circumstances for which the
staff will provide an addendum to the permit.
Councilor Kilmurray suggested that parking be listed under 7(H) within the Special Event
Park Use permit which refers to Ground Set Up Plan.
Director Westrick stated that the Council adopted the Special Event Park Use permit a couple
years ago, and, more recently, the Board has recommended a change to the permit to clarify
the insurance requirements which is why the park use permit is back before the Council. He
agreed that an off-site parking plan under 7(H) of the park use permit and item K under the
Grounds Set Up Plan within the Special Event Policies and Fee Schedule should be added
to address the concerns of local residents.
Administrator Brown suggested that staff bring back revised language at the next regular
meeting.
Councilor Figley encouraged the organizers of large events to communicate with the
neighborhood watch associations in order to minimize problems that seem to exist.
PUGH/KILMURRAY ... table this item to cover the two areas previously discussed and
brought back for Council review at the next Council meeting. The motion passed
unanimously.
2748 WATERLINE EASEMENT FROM SENIOR ESTATES GOLF & COUNTRY CLUB.
Staff recommended the acceptance of a utility easement from the Senior Estates Golf &
Country Club in conjunction with the completion of the waterline installation as required as
a condition for the construction of the Woodbum Company Stores factory outlet
development.
FIGLEY/KILMURRAY ... utility easement from Senior Estates Golf and Country Club be
accepted. The motion passed unanimously.
2767 EXTENSION OF "NO PARKING" AREA ON EVERGREEN ROAD.
Mayor Jennings stated that he would like to see this "No Parking" extended to the south edge
of Stacy Allison Way for the purpose of a creating a future right turn lane. He stated that he
has discussed this concept with the Public Works Director and he is in agreement with this
concept. He also stated that, from a safety issue, he would like to see "No Parking" on the
west side of Evergreen from Highway 214 to Stacy Allison Way.
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Public Works Director Tiwari stated that Evergreen will be an issue for internal widening
since the stacking distance on Evergreen is becoming more apparent. At this time, he
recommended that the action as presented, with the modification to extend south to Stacy
Allison Way, be approved and to address the west side of the street at a later date.
PUGH/KILMURRAY... "No Parking" be on both sides of Evergreen Road from Highway
214 to the south side of Stacy Allison Way.
Further discussion was held on the motion and the need to extend the "No Parking" to both
sides of the street.
The motion passed unanimously.
3032 SOUND AMPLIFICATION PERMIT: CHEMEKETA COMMUNITY COLLEGE
Tape 2
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CINCO de MAYO CELEBRATION.
The College requested permission to use sound amplification equipment on Thursday, May
4t~, from 12:00 noon to 10:00 pm for the purpose of utilizing a PA system for compact disc
and cassette music with the possibility of a live band. This request is being made in
conjunction with the College's annual Cinco de Mayo celebration. Staff recommended that
the permit be approved for the hours of 12:00 noon to 9:00 pm..
BJELLAND/FIGLEY ... approve a sound amplification permit for ChemeketaWoodburn
Campus for Thursday, May 4~, from 12:00 noon to 9:00 p.m..
Councilor Kilmurray expressed her appreciation to the Chief for the change in the time to
9:00 p.m. in that it will limit the number of complaints from the neighbors.
The motion passed unanimously.
SOUND AMPLIFICATION PERMIT: IGLESIA PENTECOSTES CHURCH.
A request was made by Pastor Vargas of Iglesia Penecostes Church for the use of sound
amplification equipment in Library Park on May 6, 2000 between 2:00 pm to 4:00 pm. The
Church will be presenting a Christian play on the Library Park stage.
FIGLEY/KILMURRAY... approve a sound amplification permit for Iglesia Pentecostes
Church for Saturday, May 6, 2000, from 2:00 pm to 4:00 pm. The motion passed
unanimously.
0040
RENEWAL OF AUDIT CONTRACT.
FIGLEY/KILMURRAY... authorize the Mayor to sign the contract extension for auditing
services for years ending June 30, 2000 and June 30, 2001.
Councilor Pugh questioned when the City would be going out for proposals since there is
finn in Canby that is interested in submitting a proposal for auditing services.
Finance Director Gillespie stated that the guidelines he has used in the past is to initially
provide a 3 year contract and renewals would be available for 2 years up to a total of 7 years
provided that the service is acceptable. In this case, the accounting firm Boldt, Carlisle, &
Smith is concluding their first 3 years as the City's auditors and staff is proposing a two year
Page 10 - Council Meeting Minutes, April 24, 2000
8A
COUNCIL MEETING MINUTES
APRIL 24, 2000
TAPE
READING
extension to their contract which does include some adjustments to the annual cost for this
auditing service.
0100
CITY ADMINISTRATOR'S REPORT.
(1) Building Inspection Services:
Administrator Brown provided an oral report regarding the staff analysis as to whether or not
the City should continue to utilize a contract service for Building Inspection services or to
hire 2 full-time staff to take care of the City's expected load over the next 5 years. Unless
otherwise directed by the Council, he will be giving the contractor 60 days notice that the
City will be no longer be needing his services and, in the meantime, recruiting for a Building
Official position and Permit Processing position. It is anticipated that there will be ample
building permit activity to cover both of those positions and to build a financial cushion for
those years in which building activity may drop. He also stated that, effective July 1st, the
law changes in that the requirements for independent contractors to provide building
inspection services has gotten more intense and our contractor is unsure if he could continue
to provide the contractual services within the new law requirements.
Councilor Kilmurray questioned if the City would be putting the new employees at risk of
not having a position with the City over the next few years due to potential reduction in
building activity.
Administrator Brown stated that it may be a possibility if the building activity drops and the
financial situation is such that the City needs to reduce its workforce in that area.
(2) Sound wall on Woodland Avenue:
Administrator Brown stated that a condition of approval on Phase I of the factory outlet
development requires the construction of a sound wall on Woodland Avenue to span the
distance of the backyards of the homes along Woodland Avenue and one home along Myrtle
Street whose sideyard abuts Woodland Avenue. A 7 foot high block wall extending 370 feet
will be constructed with some type of vegetation planted in front of the wall in order to
screen the block wall. He stated that the City notified each affected property owner about
1 month ago so that they would not be surprised when the wall construction begins. Other
than some minor paperwork items, this is the last of the conditions that needed to be met on
this project. The City will be contributing about $4,600 towards this project to insure that
the wall is extended the distance listed above and funds for this expense have been budgeted
for in the Capital Improvement budget.
(3) Oregon Downtown Solutions Conference: Administrator Brown stated that he would be
attending this conference on April 27 and 28, 2000 which will be held at Hood River.
(4) Electrical failure at the Aquatic Center: A power outage on April 12t~ did bring the
facility down for 1 day and there was damage to the pumps that circulate water in the training
Page 11 - Council Meeting Minutes, April 24, 2000
8A
COUNCIL MEETING MINUTES
APRIL 24, 2000
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pool and the spa. The estimated repair cost is $4,100 of which the City has a $1,000
deductible and the balance of the cost will be reimbursed by our insurance company. A peak
protector is being installed that will protect the pumps in the future in the event we
experience another power surge at the pool.
O356
MAYOR AND COUNCIL REPORTS.
Councilor Chadwick expressed her appreciation to the Parks Department for starting their
work on Senior Estates Park and the residents are very pleased to see that the work is
beginning.
Councilor Bjelland stated that residents who have not completed their census forms yet will
probably be visited by a Census Bureau employee. He stated that it is very important to
count all of our residents since it is an important element in determining the amount of funds
that are allocated to the City. He urged those who have not completed the form to do so as
soon as possible.
He also stated that he has been invited back to Washington D.C. to the Census Bureau since
he had previously raised concern about the way they have asked the questions in the census
information specifically about defining the housing types and the need to update their survey
forms to reflect those types.
Councilor Pugh suggested that a nice "Welcome to Woodbum" sign be placed in the vicinity
of Woodland Avenue in front of the sound wall.
Mayor Jennings thanked everyone who participated in "Clean-up Woodbum" day. He also
stated that he and Administrator Brown would be meeting with Barb Iverson of Wooden
Shoe Bulb Co. to talk about the City's role in next year's Tulip Festival. Additionally,
Legion Park has been plowed, an underground sprinkling system installed, the ground has
been seeded and it will be ready for the soccer tournament during Mexican Fiesta, and for
Drams of Fire musical event. He expressed his appreciation to the Parks maintenance crew
for getting the work completed.
Mayor Jennings stated that Jo Ann Bjelland is coordinating a fundraising drive to purchase
flower baskets to be hung on utility poles along Highway 99E/214 and in the downtown area
and he encouraged the public to contribute to this fundraiser.
In regards to the Latin American Club Fiesta, he expressed his opinion that a common
meeting ground can be obtained and ]~e hoped that no one was offended by comments made
at this meeting. Communication is a key element in making this event work out for all
concerned parties.
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COUNCIL MEETING MINUTES
APRIL 24, 2000
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0612
ADJOURNMENT.
FIGLEY/KILMURRAY... meeting be adjourned. The motion passed unanimously.
The meeting adjourned at approximately 8:45 p.m..
APPROVED
RICHARD JENNINGS, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodburn, Oregon
Page 13 - Council Meeting Minutes, April 24, 2000
WOODBURN PLANNING COMMISSION
April 27, 2000
CONVENED The Planning Commission met in a regular session at 7:00 p.m. with
Chairperson Young presiding.
ROLL CALL
Chairperson Young P
Vice Chairperson Cox P
Commissioner Fletcher P
Commissioner Grijalva P
Commissioner Lima P
Commissioner Mill A
Commissioner Bandelow P
Commissioner Lonergan P
Commissioner Heer A
Staff Present:
Jim Mulder, Senior Planner
Scoff Clark, Assistant Planner
8B
Chairperson YounR welcomed everyone in the audience. He also provided an opening
statement for the Public Hearing.
MINUTES
Vice Chairperson Cox referred to the second paragraph on page 6 and commented the
next to the last sentence that reads: "Based on this, Staff notified both the applicant and
the property owner 20 days prior to the public hearing." Vice Chairperson Cox believed it
was the tenant and the property owner that were notified rather than the applicant.
Staff concurred.
Chairperson Young pointed to his comment found in the Reports section of page 7. He
remarked he was misinformed and he apologized to Specialty Polymers for commenting
that they were on the list of the ten largest polluters in the State. He indicated he thought
he said Specialty Polymers were on the list of the ten largest haz-waste generators in the
State and not polluters.
Vice Chairperson Cox moved to approve the minutes of the April 27, 2000 Planning
Commission meeting as corrected. Commissioner Lonergan seconded the motion. Motion
unanimously carried.
Commissioner Grijalva's presence in the meeting was acknowledged by Commissioner
Lima.
Planning Commission Meeting - April 27, 2000 Page 1 of 11
8B
BUSINESS FROM THE AUDIENCE
None
COMMUNICATIONS
A__~. Council Meeting Minutes of March 27, 2000
PUBLIC HEARING
A_~. Conditional Use 00-03. Saturday Market on Warzynski Plaza in downtown
Woodburn from May 6 thru October 28 from 9 am to 12 noon (continued from
April 13, 2000).
Staff provided an update regarding this application. He informed Mr. Kim's main concern
was liability coverage for this project. He reported Mr. Kim's attorney spoke with City
Attorney, Bob Shields and worked out an agreement. Staff indicated he was informed this
afternoon that Mr. Klm has signed that agreement. It was announced by Staff that City
Council is moving their special meeting from Monday, May 1st to Thursday, May 4th. He
indicated a back up plan to barricade Mr. Kim's portion of the lot off was provided in case
an agreement was not reached. He indicated this would also be the plan utilized if for
some reason in the future Mr. Klm would like to rescind this agreement. Staff
recommended approval of the Final Order.
Vice Chairperson Cox inquired what would be done about blocking off neighborhood
streets if the fall back plan were to be utilized?
Staff clarified neighborhood streets are not being blocked off. He indicated this was
something that was mentioned possibly in the future if the market were to substantially
grow.
Commissioner Lima asked what type of traffic is being referred to in case there is a
possibility that we have to follow the back up plan?
Staff replied it would be vehicular traffic. Access to Mr. Kim's parking spaces would be
reserved Friday night and during the event on Saturday.
Vice Chairperson Cox wondered whether it is necessary to approve the markets hours of
operation until 3 p.m. He thought perhaps it would make better sense to approve it until
5 p.m., 5:30 p.m. or 6 p.m., recognizing that they do not plan to stay open that late now
but also recognizing that if it goes well they may want to.
Staff responded the intent was to allow them load up time after the market took place and
if it did work out allow them additional time if the market is going really well at noon. He
indicated it would be uncalled for to close it down at that point. Staff stated if the
Commission did allow it be open until 5 p.m., they would have to allow some time beyond
that for load up.
Planning Commission Meeting - April 27, 2000 Page 2 of 11
Vice Chairperson Cox inquired if the Ordinance to be passed by Council will be time
sensitive?
Staff indicated his understanding is that City Council is basing theirs on 3 p.m. However,
the Commission may recommend to change the closure time to 5 p.m. if they so wish.
TESTIMONY BY THE APPLICANT
Mike Bergeron, 798 Wilson St, Woodburn commented in addressing the hours for the
market they took into consideration the fact that they are starting with a new market and
not a large amount of vendors. Additionally, they spoke with the vendors they presently
have about the hours of operation. He stated the produce vendors want to be out of the
market by noon. A lot of the arts and crafts vendors pretty much felt they would be done
by noon, I p.m. or 2 p.m. Mr. Bergeron stated 3 p.m. just sounded like a good time frame
to be out. He indicated since they have to come back before the Commission each year
for market approval, the hours of operation may be readdressed at that time.
Commissioner Lima questioned Mr. Bergeron whether they have been able to obtain any
more vendors? He also asked what is the total for vendors so far?
Mike Bergeron answered they signed up two more vendors and are still pushing hard for
more. Mr. Bergeron reported they have about 10 or 12 vendors. He addressed the
temporary closure and traffic flow. He stated the way the parking lot is laid out when you
come in off of Hayes Street the arrows that are painted in the parking lot shows someone
coming in off of Hayes and circling thru and around the lot by the plaza and exiting over on
Garfield. He stated they figured they would come in off of Garfield and go straight thru the
lot and be able to easily pull into the parking spaces if they had to use that plan.
DISCUSSION
Chairperson Younq
Commission.
closed the public hearing and opened the discussion from the
Commissioner Lima moved to approve Conditional Use 00-03 with the conditions noted in
the Staff Report. Commissioner Bandelow seconded the motion.
Commissioner Lonergan remarked he was not present at the last meeting. He stated he
is a member of the Downtown Commission and an officer of the Downtown Committee.
Commissioner Lonergan said he is strongly in favor of this project but since he is an officer
of the Committee he should remove himself from the voting process.
Motion carried with Commissioner Lonergan abstaining from voting.
Vice Chairperson Cox inquired if a motion is needed to approve the Final Order?
Staff responded it would have been appropriate to actually make a motion to adopt the
8B
Planning Commission Meeting - April 27, 2000 Page 3 of 11
Final Order since the Commission is doing a final action on this project.
Chairperson Young stated he is sure that everything is in order but he prefers to be able
to review the material before he signs it.
Staff interjected the Commission may take a 5-minute recess to allow everyone to read the
Order.
The Commission decided to take a 5-minute recess to review the Final Order.
Chairperson Young referred to page 9 in the Findings, "Applicants have indicated that the
market vendors will not use utility connections at this time." He asked if there is anything
available there that can be used in the future?
Staff answered there is a lead for power there at this time. He said none of the vendors
have chosen to utilize that.
Vice Chairperson Cox moved to approve the form of Final Order as presented to the
Commission and authorize the Chairperson to sign it. Commissioner Lima seconded the
motion, which carried.
B_~. Site Plan Review 00-02, Conditional Use 00-01, to construct building additions
to an existing industrial facility totaling 14,000 sq. ft. located between
Progress Way and the Union Pacific Railroad, Specialty Polymers, applicant.
Staff read the applicable ORS Statement and provided a presentation as reflected in the
Staff Report. He indicated he made a mistake in the Staff Report by stating that the area
will be vacated. Staff said they are actually going to supplement the existing reactor. He
explained the process is they take the raw materials, add water in a catalyst and then that
becomes their polymer at that point. Approval of this project was recommended by Staff.
Commissioner Fletcher asked what are the chemicals that come in the tankers?
Jeff Southwell commented styrene, vinyl acetate and (uracrolate?) which are all organic
chemicals. He added these are all controlled by the EPA and tightly regulated.
Staff interjected it would be more appropriate for the applicant to address his question
during the hearing process.
TESTIMONY BY THE APPLICANT
Jeff Southwell, Manager of Special Projects, Specialty Polymers explained the handling
of these types of chemicals are controlled by the EPA.
Commissioner Fletcher inquired if the nature of the these chemicals are highly volatile?
8B
Planning Commission Meeting - April 27, 2000 Page 4 of 11
8B
Jeff Southwell reported you should not smoke around the chemicals or ingest them. He
stated he has MSDS forms available for the Commission. He said they bring the chemicals
in 20,000 to 30,000 gallon rail cars and unload them in the areas where there are separate
reservoirs around it. Each reservoir is capable of containing one whole tank in case of
rupture or spill. He further reported there are pollution controlled devices on top of the
reservoirs to prevent the chemicals from seeping into the atmosphere. He indicated they
currently have six reactors on site. He said the addition of a few more reactors would
simplify their adhesive process. He reported it is easier from management's standpoint
to add a couple of reactors and have staffwork 5 days a week, 24 hours a day rather than
7 days a week. Additionally, the office will be expanded and additional storage space will
be added.
Chairperson Young asked Mr. Southwell what is the end product?
Jeff Southwell answered it is a water based polymer used for paints and edge coating. He
said they sell to Sherman Williams, Rodda and Miller Paints.
Vice Chairperson Cox inquired how many plants does Specialty Polymers have that do this
type of processing?
Jeff Southwell said they have two locations. He stated they just opened their second
location in South Carolina.
Vice Chairperson Cox questioned where is their corporate headquarters?
Jeff Southwell replied it is here in Woodburn.
Chairperson Young addressed the parking issue and asked Mr. Southwell if they only have
six employees?
Jeff Southwell responded No. He indicated they probably have close to fifty employees
on site. He explained they are split out over three shifts so they are not there all at once.
Chairperson Young commented the process sounds very fascinating.
Jeff Southwell referred to Chairperson's comment regarding pollution. He stated this is
something Specialty Polymers takes very seriously not just because of EPA regulations.
He does not look at Specialty Polymers as a haz-waste generator. He reported what
Specialty Polymers emits per year into the air is less than the local gas station because
they control it. Additionally, he reported they are allowed to release about 50 tons into the
air every year where they are under a ton in actual emissions. Any water type hazards are
recycled via a filtration system.
Commissioner Bandelow inquired if Specialty Polymers started in Woodburn?
Planning Commission Meeting - April 27, 2000 Page 5 of 11
8B
Jeff Southwell replied affirmatively. He informed the Commission his father started the
company back in 1969 out of his garage. In 1973 he opened building 1 with one reactor
and nowthey have six reactors and looking at a couple more. There have been four to five
expansions over the years. He stated 100% of the stock is owned by his father.
Bill Pease, BMGP Engineers, 1045 13th St. SE, Salem, OR stated there are approximately
maximum of 40 employees on the larger shift. He indicated he has provided for some
expansion. He commented Mr. Rob Mendenhall and Mr. Bob Benck are both wrong in
their statements in the Staff Report because he can build these buildings and make them
work within allowable areas. He also mentioned they have a fully contained subsystem
internal to the buildings in the process areas in the event that something goes wrong in a
building. All of the contained curbs and sumps will be contained within the building and
pump recycled.
Commissioner Lima asked what is the timetable for the construction?
Bill Pease replied they are hoping to get the addition onto Building 2 done this summer
followed by the storage addition to Building 1. Progressing immediately behind it the
loading dock. He indicated between the two it will probably be a winter project. He said
they would expect the work to buildings 1 and 2 be done within a year because they have
to keep production going. Additionally, he informed the reactor is about a year away and
probably six months or so behind that would be the expansion of the northerly end of
Building 3.
Vice Chairperson Cox referred to one of the proposed conditions in the Staff Report that
the project shall be initiated within one year and building permits for everything shall be
issued within two years. He asked Staff whether this is a normal timetable or one that has
been adjusted for this project?
Staff responded it has been adjusted. He explained the one year is the typical requirement
for any site plan review.
Bill Pease interjected they requested that they consider giving them a little extension
because the Commission does not want to see him again a year from now when they come
back for the second half of the project. They felt it was in everyone's best interest to go
and accomplish all that they intend to accomplish within the next two years in one
application.
Commissioner Lonergan asked if Mr. Pease did the engineering on the property in South
Carolina?
Bill Pease replied affirmatively. He remarked a local civil engineer did all the site work and
he did the building.
Commissioner Lima referred to the reactors and the venting of fumes into the atmosphere.
Planning Commission Meeting - April 27, 2000 Page 6 of 11
He commented he lives very close to the project and requested reassurance from the
applicant that in a worst case scenario it will not be a three mile island.
Jeff Southwell said they have taken the liberty to re-label the reactors as mixing vessels.
He explained you certainly would not want to smoke around the polymer because it is
volatile. However, the reactors are filled with 15,000 gallons of water and they feed
polymer (raw material) at a fixed rate of 5 or 6 gallons per minute. They then add a
catalyst which starts the reaction. He clarified if the reactor were to get too hot, there is
a rupture disk that is built into the reactors that comes up and goes right down thru the floor
into the containment area in the reactor room. He assured the Commission the
neighborhood is very safe.
Vice Chairperson Cox inquired if Staff is satisfied with the parking spaces and is as stated
in the Staff Report and meets the code?
Staff clarified originally the applicant were going to provide 63 parking spaces. Staffs
maximum requirement was 50. He stated Staff is satisfied with that.
Chairperson Young mentioned testimony by the applicant and testimony by proponents
were combined. He asked if there were any other proponents that would like to speak in
favor of the project.
TESTIMONY BY OPPONENTS
None
Chairperson Young closed the public hearing and opened discussion by the Commission.
DISCUSSION
Commissioner Bandelow commented she is in favor of success and expansion. She will
make her decision assuming that the Staff Report was done in their usual good fashion
and that the applicant will be meeting the criteria. She sees no problem with the expansion.
Commissioner Grijalva made a motion to accept the project.
Vice Chairperson Cox concurred with Commissioner Bandelow. He stated the project is
very non-controversial from a land use point of view. The only concern he possibly sees
arising would be because of the materials utilized and the potential bad things that can
occur from that. He indicated he certainly hopes the EPA and DI:Q do their jobs.
Commissioner Fletcher inquired whetller a DEQ permit is required before or after issuance
of building permit?
Chairperson Young replied it is required prior to issuance of a building permit.
8B
Planning Commission Meeting - April 27, 2000 Page 7 of 11
8B
Commissioner Lima commented it seems to be a good project and he has nothing against
it.
Commissioner Lonergan indicated he has no concerns and agrees with the
Commissioners. He seconded Commissioner Grijalva's motion to accept the project.
Chairperson Young referred to the conditions of approval that state evidence of DEQ, EPA
standards and all fire requirements are going to be met. He said he leaves this work to
those people who have the expertise.
Vice Chairperson Cox stated for the record he assumes that the motion was the approval
be granted subject to the conditions stated in the Staff Report.
Commissioner Grijalva replied yes.
Chairperson Younq interjected Staff will bring back findings at the next meeting.
Motion unanimously carried.
FINAL ORDERS
A_~. Conditional Use 00-03. Saturday Market on Warzynski Plaza in downtown
Woodburn from May 6 thru October 28 from 9 am to 12 noon
Motion for this order was made during the conclusion of the public hearing. Vice
Chairperson Cox moved to approve the form of Final Order as presented to the
Commission and authorize the Chairperson to sign it. Commissioner Lima seconded the
motion, which carried. Commissioner Lonergan abstained from voting because although
he favors the project, he is an officer of the Downtown Committee and felt he should
remove himself from the voting process.
DISCUSSION ITEMS
A__~. Partition 00-02, request to partition 1 lot into 2 lots located at 275 N. Arney
Road, Moore Clear Company, applicant. (Administrative Approval)
Commissioner Lima asked if there are any potential buyers for the parcel?
Staff replied Elmer's Restaurant is looking into that site.
Commissioner Lima questioned where the entrance would be on this site?
Vice Chairperson Cox also questioned where the joint easement is and why there is a 12
foot wide jog along the southerly line?
Staff reported the partition line follows the lease line which now is to become a property
line because Elmer's wants to buy their part and Arby's is going to lease their part from Mr.
Bush. Staff indicated there is no new entrance off Arney Road. He said their will be a
Planning Commission Meeting - April 27, 2000 Page 8 of 11
8B
driveway on each property off of the existing entrance driveway. Staff further stated the
parking lots are interconnected. Additionally, there is a reciprocal parking and access
agreement that has already been recorded on the property.
Vice Chairperson Cox questioned if the right-of-way for ^rney Road is 12 feet wider there
than it is along the rest?
Staff responded it is just excess right-of-way.
Commissioner Lima moved to approve Partition 00-02. Commissioner Fletcher seConded
the motion, which unanimously carried.
B__~. Variance 00-02, reduce the required front yard setback from 22 feet to 21.5 feet
on three contiguous residential lots in the Ironwood at Tukwila Subdivision,
Centex, applicant. (Administrative Approval)
Commissioner Grijalva moved to accept Variance 00-02 as presented. Commissioner
Lonergan seconded the motion. Motion unanimously carried.
Vice Chairperson Cox clarified the applicant built differently than the plan submitted to City
Staff. Therefore, it is a mistake made by the applicant and not by Staff.
Staff interjected the applicant still has over 21 ~ foot setback and the RS zone setback is
20 feet. The Tukwila PUD developer established 22 feet setback on their own. Therefore,
they are really not going less than what the City normally would require.
C.~. Variance 00-03, requesting a small variance to lot coverage standards
whereby a lot coverage of 39.2% is proposed and 37.5% is allowed, located at
1319 Umpqua Road, Brian Pascoe, applicant. (Administrative Approval)
Commissioner Lima moved to accept Variance 00-03. Motion was seconded by
Commissioner Griialva.
Vice Chairperson Cox asked if this will be a duplex?
Staff answered it will not be a duplex. He said they can not add another kitchen.
Vice Chairperson Cox stated he has no problem with the project as long as it remains
single family dwelling.
Motion unanimously carried.
REPORTS
None
Planning Commission Meeting - April 27, 2000 Page 9 of 11
8]]
BUSINESS FROM THE COMMISSION
Commissioner Lima pointed out the 76 Gas Station has several vehicles for sale on site
and wondered if they have a license to do such?
Staff will check into this issue.
Vice Chairperson Cox interjected they also run a tow service out of there and from time to
time there will be a whole bunch of vehicles in various states of wreckage. He commented
they are either illegal or they are skirting the spirit of what should be happening along
there.
Staff remarked he does not know how long they have been doing that. He will also inquire
about this issue.
Commissioner Bandelow mentioned there are junk cars parked at the southeast corner of
99E and Young Street. She indicated some are for sale and others are just junk.
Staff indicated this is one property that City Staff has dealt with in the past. The vehicles
were spilling out into the right-of-way and Public Works had to go out and mark it so that
they could not park in the right-of-way. He reported this is a property that the City is very
interested in getting upgraded. Staff informed the Commission Pacific Pride is upgrading
their site with substantial landscaping improvements.
Commissioner Fletcher requested a status update regarding the ditch by Henry's Farm.
Commissioner Bandelow commented she was supposed to receive a memo this week from
Frank Tiwari but she has not seen anything.
Staff replied he did not receive it and Steve Goeckritz has been out in training and was out
ill today and therefore he does not know whether he received any correspondence
regarding this issue. Staff will hopefully bring a response for the next meeting.
Commissioner Bandelow interjected this issue needs to be addressed before it becomes
a serious and expensive problem for the City and the homeowners.
Commissioner Lima mentioned there is a pot hole on Highway 214 next to Tierra Lynn.
He asked if there is a number he can call to report these?
Staff replied he will speak with Public Works and he will also check to see if there is a
phone number available and bring back at the next meeting.
ADJOURNMENT
Vice Chairperson Cox moved to adjourn the meeting. Commissioner Grijalva seconded
the motion. Motion carried. Meeting adjourned at 8:20 p.m.
Planning Commission Meeting - April 27, 2000 Page 10 of 11
8B
APPROVED
ROYCEYOUNG, CHAIRPERSON
DATE
ATTEST
Jim Mulder, Senior Planner
City of Woodburn, Oregon
Date
Planning Commission Meeting - April 27, 2000 Page 11 of 11
455 North Front Street i,~ Woodburn, Oregon 97071 ~ (503) 982-9531
Woodburn Museum Committee Meeting Minutes for April 2000
Museum Gift Shop ~ April 3, 2000 ;~ Z'OO pm
8C
Call to Order
Meeting called to order in the Museum Gill Shop at 7:00pm on April 3, 2000.
II.
III.
Comnfittee Members:
Hazel Smith
Vance Yoder
Cindy Thomas
Leonard Van Valkenberg
Staff:
Matt Smith
Committee Business
Present Bill Klein
Present Loy Kirksey
Present Amber Velasco
Present /~Ed Kahut
rresent~~ ~%%'
Absent
Present
Absent
Absent
The Committee discussed the
members indicated that the
sufficient in modified
prepared by the next
that the Committee will take, and
led tbr the former Museum Board would be
that an updated set of bylaws would be
The Committee also discussed mission of the Museum and the Museum Committee,
and addressed the goals and objectives tbr the upcoming year. Committee members
indicated that the mission statement tbr the tbrmer Board was also sufficient, and stall'
indicated that a revised version will be presented at the next scheduled meeting. The
Committee unanimously agreed that a primary goal tbr the next year is to increase
Museum attendance, and that more special events are needed to draw the public in.
Stall' recommended that the Committee meet once every two months to better address
the workload for Staff' and for the Committee. Committee members approved the
change. The next regularly scheduled meeting was set on Monday, June 5m, 2000, at 7:00
pm in the Museum Gilt Shop.
Communications and Correspondence
Discussion regarding the status of the bell recently loaned to the Woodburn Fire District
was postponed until contact has been made with District officials. Committee members
Museum Comnu'ttee Minutes
April $, 2000 ,~ Page I of ~°
8C
unanimously and strongly indicated their interest in ensuring the bell and related
materials were returned to the Museum following the Fire District's Centennial
Celebration.
IV. Museum Use Report
Stall' and Committee members reported that attendance has slowed recently, a historically
consistent trend during the winter months. Stall' indicated that the new sign-in sheet and
closer tracking of visitation levels will be reported to the Committee in tile coming
months.
V. Discussion Items
Discussion covered a variety of issues. Staff' recommended that a facilities use program
and form be developed, and indicated that a draft program and form will be presented at
the next meeting. Committee members suggested the volunteer base can be
improved if the volunteers were given incentives ;., providing them with specific tasks,
setting goals for the number of hours the Mus, to be open to meet grant
application requirements).
Staff stated flint a home school group was '
Committee members indicated their
displays be included, and that local
well.
in pre front window displays.
that multi-cultural
be approached to prepare displays as
Staff stated the intention to
requested guidance re
showing time on Friday
matinees. Members also
Project be tied in wifl~ front
movies at the Bungalow Theater, and
Committee members indicated that a 1:30pm
:rable tbr seniors, file target audience tbr the Friday
support tbr the project, and suggested that the
displays and future rotating exhibits.
Committee members suggested that the Museum tie in displays and efforts with the
evolving excursion train effort, to emphasize the historic aspects of tim rail line through
Woodburn.
VI. Adjourn
The Committee meeting adjourned at 8:45 pm.
Museum Committee MiJmtes
April $, £000 ~. Page 2 ol'2
Community
Development
270 Montgomery Street
Woodburn, Oregon 97071
8])
MEMORANDUM
(503) 982-5246
Date:
To:
From:
Subject:
May 1, 2000
Steve Goeckritz, Community Development Director
Robert 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 04/00
A/P CHECK LIS'lING FOR THE MONTH OF APRIL 2000
8E
CHECK
NO
50108
50109
50110
50111
50112
50113
50114
50115
50116
50117
50118
50119
50120
50121
50122
50123
50124
50125
50126
50127
50128
50129
50130
50131
50132
50133
5O134
50135
50136
50137
50138
50139
50140
50141
50142
50143
50144
50145
50146
50147
50148
50149
5015O
50151
50152
50153
50154
DEPARTMENT
POST MTR-VARIOUS
SERVICES-NON DEPT
PETTY CASH-VAi~OUS
SERVICES-POLICE
SERVICES-BUILDING
SERVICES-WATER
SERVICES-PARKS
SERVICES-POLICE
SERVICES-POIJCE
SERVICES-POLtCE
SERVICES-POLICE
SERVICES-PUB WKS
SERVICES-WATER
VOID
VOID
VOID
SUPPLIES-PARKS
SUPPLIES-ADMIN
SUPPLIES-ENG
REFUND-WTR/SWR
REFUND-WTWSWR
REFUND-WTR/SW~
REFUND-VV~SWR
REFUND-VV'I~SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-WTR/SWR
REFUND-VVTR/SWR
SERVlCES-ATI'Y
SERVICES-ADMIN
SERVICES-PLANNING
SERVICES-LIBRARY
SERVICES-ENG
SERVICES-POLICE
SERVICES-POLICE
SUPPLIES-PLANNING
SERVICES-PLANNING
SUPPLIES-ENG
SERVICES-POLICE
SERVICES-PARKS
SERVICES-PARKS
SUPPLIES-VVWTP
SERVICES-ENG
SUPPLIES-WWTP
SERVICES-WWTP
SERVICES-ST/WTR
VENDOR NAME VENDOR DATE
NO
US POSTAL SERVICES 020089 4/3/00
CHAMBER OF COMMERCE 022510 4/5/00
~ OF WOODBURN 015255 4/5/00
MCCURDY TRAVEL 012365 4/7/00
RLM CONSULllNG 017257 4/7/00
VALLEY MAILING 021044 4/14/00
TUALATIN VALLEY YOUTH NONE 4/14/00
BEAVERTON POLICE DEFT NONE 4/14/00
CHEMEKETA COMM COLL 002410 4/14/00
AMERITEL INNS NONE 4/14/00
ROGUE REGENCY NONE 4/14/00
BOBS BACKHOE 001325 4/14/00
VALLEY MAILING 021044 4/20/00
VOID VOID
VOID VOID
VOID VOID
RODDA PAINT NONE 4/21/00
MULTI-CRAFT PLASTICS NONE 4/21/00
METRO TRANS COMM NONE 4121100
DG BRACKENBROUGH NONE 4/21/00
VIRGIL STAMPS NONE 4/21/00
K TEL.ESCHOW NONE 4/21/00
AL AUDET NONE 4/21/00
SCOTT .1OHNSTON NONE 4/21100
3.A. SWEE NONE 4/21/00
CHANDLER & NEWVILLE NONE 4/21/00
ED LOWELL NONE 4/21/00
WBN DISCOUNT FOODS NONE 4/21/00
PURDYS CAR WASH NONE 4/21/00
OLI REGISTRAR NONE 4/21/00
OR NATURAL STEP NONE 4121100
OCPDA NONE 4/21/00
ANNA ASHBY NONE 4/21/00
ACWA NONE 4/21/00
WASHINGTON CO SHER2FF NONE 4/21/00
CME DEFT CARES NONE 4/21/00
PSU POPULATION NONE 4/21/00
OR CLq'Y PLAN DIR NONE 4/21/00
OR LAW INSTITUTE NONE 4/21/00
O.E.D.I. NONE 4/21/00
A&A PEST CONTROL 0OO011 4121100
ABBYS PI27.A 000027 4/21/00
ADS EQUIPMENT 000050 4/21100
AEROTEK INC 000080 4121100
PIONEER AMERICA 000136 4/21/00
AMER WATERWKS ASSN 000360 4121100
ARAMARK UNIFORM 000534 4121100
AMOUNT
$1,ooo.oo
$2,000.00
$157.49
$269.00
$9,932.61
$1,230.40
$265.00
$95.00
$138.00
$204.00
$1~.40
$16,713.38
$495.60
$o.oo
$o.oo
$o.oo
$235.78
$145.60
$503.00
$'9.23
$27.65
$30.33
$27.65
$34.48
$27.65
$42.28
$37.88
$23.10
$23.o9
$154.oo
$115.00
$75.OO
$25.00
$35.00
$10.00
$190.00
$20.00
$170.00
$301.OO
$365.00
$210.00
$34.45
$880.50
$510.OO
$1,304.OO
$45.00
$73.14
Page 1
A/P CHECK LISTING FOR 'I'HE MONTH OF APRIL 2000
50155
50156
50157
50158
50159
50160
50161
'5016,?.
50163
50164
50165
50166
50167
50168
50169
50170
50171
50172
50173
50174
50175
50176
50177
50178
50179
50180
50181
50182
50183
50184
50185
50186
50187
50188
50189
50190
50191
50192
50193
50194
50195
50196
50197
50198
50200
50201
50202
50203
SERVICES-VARIOUS
SERVICES-PUB WKS
SUPPLIES-PLANNING
SERVICES-VARIOUS
SERVICES-PARKS
SERVICES-COURT
SERVICES-POLICE
SUPPLIES-PARKS
SUPPLIES-PARKS
SUPPLIES-ENG
SERVICES-TRANSIT
SUPPLIES-POI TCE
REIMBURSE-ADFIIN
SUPPLIES-WATER
SERVICES-PLANNING
SERVICES-NON DEPT
SERVICES-RSVP
SERVICES-PUB WKS
SERVICES-HOUSING
SERVICES,-WWTP
SUPPLIES-PARKS
SERVICES-POLICE
SUPPLIES-VARIOUS
SUPPLIES-WATER
SUPPLIES-VARIOUS
SERVICES-PUB WKS
SERVICES-HOUSING
SERVICES-POLICE
SERVICES-ADMIN
SERVICES-PUB WKS
SER¥ICES-WWTP
SUPPLIES-FINANCE
SERVICES-FINANCE
SERVICES-WATER
SERVICES-PUB WKS
SUPPLIES-PARKS
SERVICES*PARKS
REIHBURSE-FINANCE
SUPPLIES-VARIOUS
SUPPLIES-POLICE
REIMBURSE-WWTP
SUPPLIES-POLICE
SERVICES-STREET
SUPPLIES-STREET
SUPPLIES-WWTP
SUPPLIES-(: GARAGE
SUPPLIES-VARIOUS
SERVICES-POLICE
SERVICES-VARIOUS
ARCH PAGING 000535 4/21/00
ARTISTIC SIGNS 000540 4/21/00
AWARDS & ATHLETICS 000580 4/21/00
AT & T 000623 4/21/00
METROCALL 000655 4121100
AT&T LANGUAGE LINE 000659 4/21/00
B.M. CLEANING 001030 4/21/00
BARK BOYS INC 001138 4/21/00
HOUSEHOLD BANK 001199 4/21/00
BI MART CORP 001275 4/21100
BIO-MED TES'rlNG 001280 4/21/00
BOCHSLER HARDWARE 001359 4/21/00
30HN BROWN 001490 4/21/00
BROOKS PRODUCTS 001561 4/21/00
ROGER BUDKE 001580 4/21/00
BULLARD, KORSHO.1 001584 4/21/OO
CANBY TELEPHONE 002062 4/21/00
CAPITAL VALUATION 002082 4/21/00
3OHN CARLSON CONST 002138 4/21/00
CH2M-HILL 002478 4/21/00
COASTWIDE LAB 002626 4/21/00
COLUMBIA GORGE CTR 002679 4/21/00
COMARK GOVERNMENT 002684 4/21100
CONSOLIDATED SUPPLY 002770 4/21/00
CTL CORP 002926 4/21/00
DAILY 3OURNAL 003020 4/21/00
DALES ROOFING 003030 4/21/00
DBS HEALTH INFO OO3090 4/21/00
DC DOORS OO3097 4/21/OO
DE HAAS & ASS(X: 003108 4121100
DEPT OF ENV QUALITY 003205 4/21/00
DIALAMERICA MARKET 003221 4/21/00
DIRECT LINK 003240 4/21/00
ENGELMAN ELECTRIC 004190 4/21/00
FCS GROUP 005072 4/21/00
FESSLER NURSERY OO5090 4/21/00
FIGARO$ PIZZA 005092 4/21/00
BEN GILLESPIE 006189 4/21/00
GW HARDWARE 006405 4/21/00
HARRIS UNIFORMS OOTOO0 4/21/00
STEWART HARTLEY OO7095 4/21/00
HILL DONNELLY 007220 4/21/00
HIRE CALLING 007240 4/21/00
HOME DEPOT 007280 4/21/00
INDUSTRIAL FASTNERS 008073 4/21/00
INDUSTRIAL SOURCE 008088 4/21/00
IND WELDING OO81OO 4/21/00
lOS CAPITAL 008118 4/21/00
IKON OFFICE 008119 4/21/00
$153.95
$111.70
$30.30
$46.40
$14.03
$347.56
$200.00
$1,348.00
$874.65
$79.71
$1OO.OO
$207.90
$201.88
$2,4O6.48
$6,9O7.5O
$33.OO
$19.95
$5oo.oo
$490.00
$17,186.12
$4,364.00
$53.40
$591.59
$315.91
$7,960.71
$165.75
$2,525.00
$31.27
$120.OO
$1,074.15
$4.08
$69.97
$315.00
$13.57
$6,938.55
$36.55
$67.50
$7.00
$337.08
$2,758.40
$75.00
$381.35
$1,126.62
$29.85
$28.66
$23.34
$3,203.85
$1,208.72
$719.47
Page 2
A/P CHECK LISTING FOR THE MONTH OF APRIL 2000
50204
50205
50206
50207
50208
50209
50210
50211
50212
50213
50214
50215
50216
50217
50218
50219
50220
50221
50222
50223
50224
50225
50226
50227
50228
50229
50230
50231
50232
50233
50234
50235
50236
50237
50238
50239
50240
50241
50242
50243
50244
50245
50246
50247
50248
50249
50250
50251
50252
SERVICES-ENG
RETMBURSE-POLICE
SUPPLIES-VARIOUS
SERVICES-.WATER
SUPPLIES-ADMIN
SERVICES-VARIOUS
SUPPLIES-POLICE
SERVICES-WATER
SERVICES-PARKS
PERMITS-WWTP
SUPPLIES-PLANNING
SUPPLIES-STREET
SUPPLIES-PUB WKS
SUPPLIES-VARIOUS
SUPPLIES-VARIOUS
SERVICES-HOUSING
SUPPLIES-PUB WKS
SERVICES-POLICE
SUPPLIES-ENG
SERVICES-POLICE
SERVICES-PARKS
SUPPLIES-PARKS
SERVICES-VARIOUS
SUPPLIES-LIBRARY
SUPPLIES-BUILDING
SERVICES-VARIOUS
SERVICES-ENG
SERVICES-WWTP
SERVICES-ATTY
SERVICES-BUILDING
SERVICES-POLICE
SUPPLIES-POLICE
SERVICT_S-VARIOUS
SERVICES-POLICE
SUPPLIES-WWTP
SUPPLIES-STREET
SUPPLIES-PARKS
SERVICES-PARKS
SUPPLIES-STREET
SUPPLIES-POLICE
SERVICES-VARIOUS
SERVICES-WATER
SUPPLIES-WWTP
SUPPLIES-WWTP
SERVICES-PARKS
SUPPLIES-POLICE
SUPPLIES-RSVP
.lOBS AVAILABLE
SANTIAGO KENT
KEY BUSINESS PROD
TIMO T KORKEAKOSKI
LbL. BUILDING
LAWRENCE CO
LEGISLATIVE COUNSEL
LINDS MARKET
MANFULL CURTIS ENG
MARION CO BLDG INSPEC
MARION COUNTY TREAS
MAULDING CONST
MCCORMICK BARKDUST
MCSI
METROFUELING
MOLALLA COMM
DANNY NANEZ
NATL BUS FURN
NATL NOTARY ASSN
NESSCO SUPPLY
NORCOM
NORTH COAST ELEC
NW OUTCK)OR EQUIP
NW NATURAL
OFFICE DEPOT
OFFICE MAX
ONE CALL CONCEPTS
ONSITE ENVIRON
OR ANALYTICAL LAB
OR CITY ATrYS ASSOC
OR DEPT OF CONSUMER
OR DEPT OF MTR VEH
OR DEPT OF TRANS
OR FIRE EQUIPMENT
OREGONIAN PUBLISH
OVERHEAD DOOR
PACIFIC PRINTERS
PAULS SMALL ~
PIONEER GLASS
PLANK CO
POCKET PRESS
PORT GENERAL ELEC
RADIX CORP
RED WING SHOE
RED WING SHOE
DAVID REED & ASSOC
ROSE CITY STAMP
ROTHS IGA
009105
010058
010076
010298
011010
011175
011200
011240
012060
012090
012223
012305
012350
012404
012448
012563
013010
O13023
013082
013160
013198
013215
013296
013350
014029
014031
014054
014055
014107
014145
014200
014240
014260
014304
014653
014700
015058
015175
015225
015330
015362
015368
015420
017035
017137
017138
017141
017314
017340
4/21100
4121100
4/21100
4121100
4121100
41211oo
4/21100
4/211oo
4121100
4/21/oo
4/21100
4121100
4/21100
4/21/00
4121100
4/211oo
4/211oo
4/211oo
4/21/oo
4/21/oo
4/21/oo
4/211oo
4/21/oo
4/211oo
4/21/oo
4/21/oo
4/211oo
4121100
4/2110O
4121100
4/21/oo
4121/00
4/21/oo
41211O0
41211O0
4121100
4/21/00
4/211oo
41211oo
4/21/00
4121100
4121100
4/21/00
4/21/00
4/211OO
41211OO
4121100
4121100
4/21/oo
$248.40
$130.00
$50.82
$1,550.oo
$237.03
$2OO.00
$TOO.OO
$3o.oo
$650.00
$595.OO
$52.55
$1,254.01
$4,174.46
$946.18
$3,000.00
$4,475.60
$34.OO
$6.76
$20,681.25
$286.40
$121.19
$4,8~.59
$182.23
$262.56
$354.60
$2,158.60
$1,680.00
$85.0o
$2,327.94
$6.50
$40.0o
$66.50
$776.79
$325.00
$44.82
$39.71
$419.55
$2,477.90
$555.49
$255.13
$32,757.46
$256.74
$116.80
$114.75
$z,ooo.oo
$39.15
$20.17
Page 3
A/P CHECK LtS'I'[NG FOR THE MONTH OF APRIL 2000
50253
50254
50255
50256
50257
50258
50259
50260
50261
5O262
50263
5O264
50265
50266
50267
5O268
50269
50270
50271
50272
50273
50274
50275
50276
50277
50278
50279
5O28O
50281
50282
50283
50284
50285
50286
50287
50288
50289
50290
50291
50292
50293
5O294
50295
50296
50297
50298
50299
5O3OO
50301
SUPP! TES-PLANNING
SUPPI rES-LIBRARY
SUPPLIES-TRANS~
SUPPI 1F_.S-WATER
SUPPLIES-PARKS
SERWCES-POI.~CE
SERV~CES-LtBRARY
SUPPLIES-TRANSTT
SERVZCES-PARKS
SERViCES-PARKS
SUPPI TES-PC~CE
SERV~CES-ENG
REiMBURSE-COURT
SUPPI 1'ES-VARiOUS
RE~MBURSE-POL.tCE
SUPPLiES-COURT
LEASE PAY-PUB WKS
SUppI TES-PUB WKS
SUPPI..tES-VARtOUS
SERVICES-VARIOUS
SUPPLIES-WW'rP
SERV~CES-VAR.IOUS
SERViCES-VARIOUS
SUPPLIES-pOI tCE
SUPPI I'ES-WWTP
SUPPLtES-~'REET
SUPPL]ES-I..~BRARY
SUPPt.IES-TRANSTI'
SER~CES-SELF INS
REIMBURSE..PARKS
SERVICES-.POLtCE
SERVICES-POI. ICE
SERViCES-PUB WKS
SERV~CES-POLtCE
SUPPI rES-VARiOUS
SUPPLtES-WWTP
REiMBURSE-WATER
INTERE~-.NON DEFT
PETTY CASH-VARIOUS
PICKUP-PUB WKS
CAR-VAR3OUS
SERViCES-CABLE TV
SUPPI I'ES-ENG
SERViCES-WATER
VOID
VOID
VOID
SERViCES-VARieS
SALEM PP~NT~NG
SALEM TROPHY
SCHETKY NW SALES
SEARS COMMERCIAL
SEWING & VACUUM CTR
SHOOTERS MERCANI~LE
SIEMENS BUILDING
SKAGGS PUBLIC SAFETY
S.O.S. LOCK SERV
STATESMAN JOURNAL
TAYLOR ELECTRIC
TAYLOR MOTORCYCLE
TEK SYSTEMS
MARY TENNANT
US OFFTCE PRODUCTS
TOPHEALTH
WES & 7TNAIDA TORAN
TRAFfiC DATA SERV
UNOCAL ERNIE GRAHAM
UNTTED DISPOSAL
US GOVT BOOKSTORE
US WEST COMM
US WEST COMM
VIKING OFF'rCE
'VWR SC~ENTTFIC
WALI.~NG SAND
WALMART STORES
WESTERN BUS SALES
W~LL CHAP RED CROSS
KATHY W~LLCOX
WILSONV'[LLE LOCK
WBN FAMILY CLINIC
WBN INDEPENDENT
WBN RAD]'u~,.TOR
YES GRAPHICS
ZEE MEDICAL
.lOAN PREZEAU
CRAIG REALTY
cTrY OF WOODBURN
HILLYERS MID C['TY
POWER. CHEVROLET
WCAT
EOFF ELECTi:LTC
VALLEY MA~NG
VOTD
VOID
VOID
OR SCHOOL BOARD ASSOC
018110
018141
018240
018318
018405
016453
018457
018515
018608
O1876O
019030
019033
019046
019055
OlglO0
019165
019182
019183
019215
020010
020020
02O061
020091
020095
021180
021300
022029
022035
022175
022328
022390
022422
022587
022630
022700
024025
025070
045525
002892
015255
007228
NONE
022547
00424O
0210'!4
VOID
VOID
VOID
NONE
4/21/00
4/21/oo
4/21/o0
4/21/o0
4/21/00
4/21/00
4/21/00
4/21/00
412110O
4/21/00
4/21/00
4/21/00
4/21/oo
4/21/oo
41211OO
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/21/00
4/25/OO
4/25/0O
4/25/00
4/26/00
4/27/OO
4/28/OO
$59.90
$56.50
$57.41
$580.23
$1,275.00
$57.50
$6O9.OO
$26.95
$8.OO
$497.50
$62.4O
$39.98
$1,472.OO
$17.00
$5,O68.99
$185.16
$538.15
$2,8OO.OO
$2,310.00
$1,049.82
$569.60
$2O6.87
$4,189.13
$30~.04
$12.75
$4,022.04
$178.34
$228.88
$289.80
$34.o2
$335.25
$148.00
$45.OO
$30.OO
$701.00
$101.55
$38.00
$361.50
$124.70
$10,750.00
$12,235.00
$2,348.44
$53.95
$307.20
$o. oo
$o.oo
$o.oo
$882.0o
Page 4
A/P CHECK 11'STING FOR THE MONTH OF API:CtL 2000
50302
50303
50304
5O305
50306
50307
50308
50309
50310
50311
50312
50313
50314
50315
50316
50317
5O318
50319
50320
50321
50322
50323
50324
50325
50326
50327
50328
50329
50330
5O331
50332
50333
50334
5O335
50336
50337
50338
50339
50340
50341
50342
50343
50344
50345
5O346
50347
50348
50349
50350
SERViCES-PARKS
SUPPItES-WWTP
SUPPLIES-WWTP
SUPPU:ES-I.IBRARY
SUPPItES-IJBRARY
SUPPItES-I TBRARY
SERVICES-WWTP
SERVZCES-PUB WKS
REFUND-BUS ItC
SERVICES-LZBRARY
SUPPItES-WATER
SERVZCES-VARZOUS
SERVICES-PARKS
SERVZCES-ENG
SERVZCES-VARIOUS
SERVICES-LIBRARY
SERVZCES-WATER
SERVZCES-VARIOUS
SERVZCES-POItCE
SERVICES-VARIOUS
SUPPLtES-ENG
SUPPItES-VARIOUS
SUPPItES-POLtCE
SUPPLtES-LZBRARY
SERVICES-WWTP
RE[MBURSE-LZBRARY
SERViCES-PLANNING
SERVICES-POItCE
SUPPItES-PARKS
SUPPLZES-PARKS
RETAINAGE-PUB WKS
SERVZCF_.S-ADM[N
SUPPLZES-VARIOUS
SUPPItES-PUB WKS
SERVICES-COURT
f4EMBERSH[P--PARKS
SERVICES-PUB WKS
SUPPI. IES-WWTP
SUPPLZES-VARIOUS
SUPPItES-POI TCE
SERVZCES-ENG
SERVICES-POLtCE
SUPPLZES-STREET
SUPPItES-PARKS
SUPPLZES-VARZOUS
SUPPItES-VARIOUS
SERV~CES-WWTP
SUPPItES-PARKS
SERVZCES-WWTP
TERRY WHITNEY
GI.J~M PUBI TCATIONS
POWELLS ~
SUSAN STRAUSS
CRISTY R GILMER
OR I TBRARY ASSN
DCBS
TRAVELODGE
V~CTOR BALTAZAR
DONAL WILIC[NSON
AbA DRZLItNG
AbA PEST CONTROL
ACE SEPTIC
AEROTEK INC
AtR TOUCH CELLULAR
AM I. JBRARY ASSOC
AMTEST OREGON LLC
ARAMARK UNIFORM
AUTO ADDITIONS
AT&T
BEN FRANKItN
BIMART CORP
R.R. BOWKER
BROWN & CALDWELL
3UDY BRUNKAL
ROGER .] BUDKE
CASE AUTOMOTIVE
CASCADE COLUMBLA
ClTY OF WOODBURN
CLASSIC INTE~ORS
COASTAL FARM
C~ GOVERNMENT
MARGOT COMLEY
COSTCO WHOLESALE
CRANE & MF. ASETH
CRONATRON WELDING
DAV~SON AUTO PTS
DAV~SON AUTO PTS
DEP PR/NTER SUPPORT
EDWARDS EQUIPMENT
EMER MEDTCAL PROD
FAMIItAN NW
FARM PLAN
I~SNER PUMP
lAMES W FOWLER CO
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
NONE
000010
000011
OOOO31
000113
O00250
OOO534
000558
000623
001205
001275
001359
001375
001573
001576
001580
002190
002218
002226
002525
002570
002625
002684
002686
O0288O
002896
002915
O0308O
OO31O8
003140
O04O86
004143
005030
005062
005130
005147
005215
4/28/00
4/28/OO
4/28/00
4/28/00
4/28/00
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
412810O
4/28/OO
4/28/00
4/28/00
4/28/OO
4/28/O0
4/28/00
4/28/oo
4/28/0o
4/28/00
4/28/OO
4/28/OO
4/28/0O
4/28/OO
4/28/OO
4/28/0O
4/28/00
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/00
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/00
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
$20.00
$126.95
$.54.45
$7g. OO
$39.85
$20.OO
$100.00
$198.03
$35.oo
$2,970.00
$299.25
$582.50
$175.00
$1,052.35
$145.OO
$225.75
$1,OO6.28
$286.00
$1OO.48
$6.99
$394.96
$103.95
$172.75
$122,409.62
$15.OO
$3,555.50
$1,004.17
$36o.oo
$1,330.16
$49,850.85
$1,577.82
$651.98
$1,027.65
$150.OO
$1OO.O0
$7,727.41
$197.93
$412.91
$8.98
$4,894.30
$359.50
$410.72
$269.20
$4,293.74
$828.12
$23,267.OO
$138.24
$947,166.09
Page 5
A/P CHECK LISTING FOR THE MONTH OF APRIL 2000
50351
50352
50353
50354
50355
50356
50357
50358
50359
50360
50361
50362
50363
50364
50365
50366
50367
50368
5O369
50370
50371
50372
50373
50374
50375
50376
50377
50378
50379
50380
50381
50382
50383
50384
50385
50386
50387
50388
50389
50390
50391
50392
50393
50394
50395
50396
50397
5O398
50399
SERVICES-POLICE
SUPPLIES-STREET
SERVICES-LIBRARY
SUPPLIES-VARIOUS
REIMBURSE-POLICE
SERVICES-STREET
MEMBERSHIP-ADMIN
SUPPLIES-C GARAGE
SERVICES-FINANCE
SERVICES-PARKS
SUPPLIES-VARIOUS
SUPPLIES-STREET
SUPPLIES-VARIOUS
SUPPLIES-PARKS
SERVICES-PUB WKS
SERVICES-POLICE
SUPPLIES-VARIOUS
SERVICES-WWqT
SUPPLIES-PARKS
SERVICES-COURT
SUPPLIES-PARKS
SUPPLIES-LIBRARY
SERVICES-HOUSING
SUPPLIES-VARIOUS
REIMBURSE-PLANNING
SERVICES-HOUSING
SERVICES-PARKS
SERVICES-VARIOUS
SERVICES~PARKS
SERVICES-LIBRARY
SERVlCES-ENG
SERVICES-PUB WKS
SUPPLIES-STREET
SERVICES-RSVP
SUPPLIES-WWTP
SUPPLIES-PARKS
SUPPLIF. S-WWTP
SUPPLIES-WWTP
SUPPLIES-VARIOUS
SUPPLIES-STREET
SUPPLIES~POLICE
SUPPLIES-VARIOUS
SUPPLIES-LIBRARY
SERVICES-PARKS
REIMBURSE-LIBRARY
SUPPLIES-PARKS
SUPPLIES-WWTP
SERVICF. S-LIBRARY
SERVICES-ENG
FOTO MAGIC
GK MACHINE
GE CAPITAL
GW HARDWARE
LINDA HEDRICKS
HIRE CALLING
I.C.M.A.
INDUSTRIAL SOURCE
IKON TECH SERV
IOS CAPITAL
IKON OFFICE
INLAND FOUNDRY
INTERSTATE AUTO
KEIZER OUTDOOR EQUIP
KEY INVESTMENTS
LBd. BUILDING
RANDALL LANGBEHN
LINCOLN EQUIPMENT
MSI GROUP
MARION ENVIRON
MARSHALL CAVENDISH
MERIDIAN PLUMBING
MR P'S AUTO PTS
3IM MULDER
NAGL FLOOR COVER
NATIONAL REC & PARK
NEXTEL COMM
NW ELEVATOR CO
NW LIBRARY BINDERY
ONSITE ENVIRON
OR DEPT OF TRANS
PACIFIC INTL PIPE
PACIFIC PRINTERS
PAULS SMALL MTR
PEPSI COLA
3ACK RAWLINGS
RED WING SHOES
ROTHS IGA
SALEM BLACKTOP
SANDERSON SAFETY
s F~ SCHWAB TIRE
SIERRA SPRINGS
SONITROL
LINDA SPRAUER
SPRINT ROTHHAMMER
STATESMAN 3OURNAL
3M
TEK SYSTEMS
005258
OO6OO9
006079
OO64O5
007114
007240
008023
008088
008117
008118
008119
008130
008295
010045
010067
010080
011010
011029
011250
012015
012227
012235
012429
012510
012670
O13004
013090
013188
013275
013293
014055
014260
015035
015058
015175
015225
017054
017138
017340
O18O60
018173
018300
O1846O
018605
018710
018713
018760
019002
019046
4/28/00
4/28/00
4/281OO
4/28/00
4/28/OO
4128100
4/28/o0
4/28/oo
4128100
4/28/OO
4/28/00
412810O
4128100
4/28/00
4128100
4/28/OO
4/28/00
4/28/00
4/28/00
4/28/00
4/28/00
41281OO
41281OO
4128100
4/28/oo
41281oo
41281oo
41281oo
4128100
412810O
4/28/00
4/281OO
4/28/00
41281OO
4/28100
4/28/O0
41281OO
4/28/00
4/28/oo
4/28/oo
4/28100
41281OO
4128100
4/28/OO
4/28/0O
4128100
4/28/00
4128100
4128100
$90.20
$36.06
$167.63
$649.76
$137.12
$466.38
$570.53
$61.83
$2,887.50
$463.29
SS&Si
$2,140.00
$161.64
$623.16
$15,196.91
$3,488.OO
$986.94
$149.oo
$39.31
$12s.oo
$12.20
$142.81
$357.OO
$24.61
$17.25
$2,740.OO
SSO.OO
$1,134.20
$3OO.OO
$648.00
$803.20
$3.84
$1,928.00
$199.76
$274.89
$201.90
$227.89
$164.20
$65.29
$316.10
$2~.OO
$309.78
$139.50
$5o.oo
$662.68
$7.16
$167.44
$26,011.58
$368.00
Page 6
A/P CHECK LISTING FOR THE MONTH OF APRIL 2000
50400
50401
5O4O2
50403
5O4O4
5O4O5
504O6
50407
5O4O8
5O4OO
5041O
50411
50412
50413
50414
50415
50416
50417
50418
50419
5O420
50421
50422
50423
50424
50425
50426
50427
50428
50429
50430
50431
50432
50433
50434
50435
50436
50437
5O438
50439
5O440
REIMBURSE-COURT
SUPPI tES-VAP~OUS
REIMBURSE-POLICE
SUPPLIES-WWTP
SUPPLIES-RSVP
SERV~CES-~NANCE
SUPPLIES-WATER
SUPPI TES-STREET
SUPPLIES-VARIOUS
SUPPLIES-ATTY
SERV~CES-ENG
SUPPLIES-VARIOUS
SUppI 1'ES-VARIOUS
SERViCES-PARKS
SUPPI TES-PARKS
SERViCES-POLICE
SERVICES-COUNCIL
SERVICES-POLICE
SUPPlES-VARIOUS
SUPPLIES-WWTP
REIMBURSE-RSVP
REiMBURSE-RSVP
REiMBURSE-RSVP
REIMBURSE-RSVP
REg~,IBURSE-RSVP
REiMBURSE-DAR
REZMBURSE-DAR
REiMBURSE-DAR
REIMBURSE-DAR
REiMBURSE-DAR
REiMBURSE-DAR
REIMBURSE-DAR
REiMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
R~MBURSE-DAR
REIMBURSE-DAR
REIMBURSE-DAR
REiMBURSE-DAR
MARY TENNANT
US OFFICE PRODUCTS
SARAH TOTTEN
UNOCJ~ ERNIE GRAHAM
US POSTAL SERV
US WEST COMM
LFI'[LTFY TRAtLER
V~ESKO QUALITY CONCRETE
WALMART STORES
WEST GROUP
WZLHEI.M ENGINEERING
WIll CHAP RED CROSS
WITHERS LUMBER
WBN FAMILY CItNIC
WBN FERTiLiZER
WBN FIRE DISTRICT
WBN FLORIST
WBN HIGH SCHOOL
WBN RENT-ALL
ZEE MEDICAL
ALMEDA QUIRING
MARIAN REED
3UNE WOODCOCK
RICHARD SNYDER
STEVE STURN
3AY WOODS
DOROTHA BORLAND
SALLY BUSE
3ANICE DAVIS
CORNELIUS DONNELLY
LEONARD GIAUQUE
AGNES HAGENAUER
FRED HAYES
BEULAH 3ORDAN
3 WARD O'BRIEN
MARILYN PARADIS
]OAN PREZEAU
GERTRUDE REES
LOLA SPERATOS
STEVE STURN
HATTIE VANDECOVERING
019055
019100
019188
020010
020090
020095
020163
021140
022035
022160
022322
022328
022445
022587
022590
022595
022600
022615
022708
025070
035608
035615
035648
035655
035664
035763
O45100
045110
045230
045290
045310
045315
045320
045497
045512
045525
045545
045560
O45585
045670
4/28/OO
4/28/00
4/28/00
4/28/00
4/28/OO
4/28/OO
4/28/00
4/28/OO
4/28/OO
4/28/OO
4/28/OO
4128100
4/28/00
4/28/00
4/28/00
4/28/00
4/28/00
41281O0
4/28/00
4/28/00
4128100
4/28/00
4/28/OO
4/28/00
4/28/00
4/28/00
4/28/00
41281OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
41281OO
4/28/OO
4/28/OO
4/28/OO
4/28/OO
41281oo
4/28/00
4/28/00
4/28/OO
$10.00
$316.58
$91.05
$471.40
$232.00
$796.15
$107.87
$1,434.48
$74,71
$138.50
$89.10
$1,1OO.91
$433.89
$111.OO
$159.94
$250.00
$35.00
$175.00
$470.00
$208.85
$13.oo
$14.OO
$26.OO
$24.00
$29.00
$35.00
$31.50
$81.25
$7.75
$181.OO
$186.00
$69.25
$225.00
$71.25
$79.50
$36.50
$98.25
$77.25
$7.50
$137.OO
$9.75
$1,505,247.00
Page 7
10A
Memo
from:
Woodburn Recreation and Parks Department
and City Council via John Brown, City Administrator'
Mayor
D. Randall Westrick, Recreation and Parks Director ! I '
date: May 5, 2000
subject: Special Event Policies and Permit Revisions
RECOMMENDATION:
Adopt the attached Special Event Policies and Revisions to the Special Event Park Use Permit with revisions
requested at the April 24, 2000 City Council meeting.
BACKGROUND:
At the April 24, 2000 City Council meeting, the Council reviewed the Special Event Park Use Permit and
Special Event Policies as recommended by the Woodburn Recreation and Parks Board. At that meeting, the
Council tabled the matter and asked staff develop language within the two documents that requires event
organizers to submit to the City plans for off-site parking during events that require a Special Event Permit.
The Council also expressed concerns that neighborhood relations could be improved if event organizers
provided a special notice to neighbors that outline dates and times and describe an upcoming event.
DISCUSSION:
Attached are revised Permits and Policies that address City Council concerns regarding off-site parking and
neighborhood relations. Added to the Permit is Section 8 that describes a required Off-site Parking Plan. A
section within Polices has also been added on page 5 titled "Off-site Parking Plan."
On page 2 of the Special Event Policies, staff included a paragraph that allows the City to negotiate co-
sponsorship agreements. Event agreements negotiated through a co-sponsorship agreement might not adhere
to all the policies and fees outlined in the Special Event Policies.
Staffhas also included a section within the Policies on page 5 titled "Neighborhood Relations." This section
encourages event organizers to distribute flyers describing the event to neighbors surrounding a park where a
permit is approved for an event.
Attachments:
Special Event Park Use Permit
Special Event Policies
cc: Woodburn Recreation and Parks Board
IOA
CiO/oF Woodburn
St~cial Event Park Use Permit
Upon payment of the proper fees, the following named Permittee is issued this Special Event Park Use
Permit for use of - - for the dates specified herein. This permit is subject to all park rules, policies and
regulations, and to the conditions set forth below.
Name of Representative
Company/Organization
Day Phone/Evening Phone
Address City State Zip
Tax I.D. # Park
LOCATION: This Permit is issued for - - (hereinafter referred to as "the Park") for- -
(hereinafter referred as "the Event").
2. DATES AND TIME: This permit is valid for - - day(s) on the following date(s):
- - The Permittee a~rees that the hours of operation shall be as follows:
Event Set up and Preparation:
Event Operation:
Event Clean Up and Move Out:
o
o
PARK AREA: The exact area within the Park, for the Permit operation will be agreed upon
between Recreation and Parks Director and the Permittee. However, if mutually agreeable terms
cannot be reached, the Recreation and Parks Director's decision on the park shall be final.
CONTACT PERSON: The Permittee agrees that - - is/are the contact person(s) for the Event
and shall remain on site and available during the entire period of the Event. Failure of the
Permittee to have the contact person on site and available during the period of the Event shall
constitute a revocation of this Permit.
FEE: The Permittee agrees that for the privilege of operating under this Permit, the Permittee
shall pay the City the fee of $- -, as established by the City Council resolution. The Permittee
shall remit payment of the fee to the Recreation and Parks Director.
SECURITY DEPOSIT: The Permittee agrees to deposit the sum of $- - with the City upon
execution of this permit as a security deposit to be applied to repair damages to the Park or to the
City property caused by the Permittee or to remedy other default under this Permit. Within thirty
(30) days after termination of the Event under this permit, the City shall either refund the security
deposit to the Permittee or shall give the Permittee a written accounting stating the basis of the
IOA
Special Event Park Usc Permit
Pal~¢ 2
o
10.
11.
12.
City's claim to all or part of the security deposit. If costs of repairing damages to the Park
exceed the amount of the security deposit, the Permittee agrees to be responsible for all excess
costs.
GROUND SET UP PLAN: The Permittee agrees to submit to the Recreation and Parks Director
for approval a Ground Set Up Plan fourteen (14) calendar days before occupying the park as
stated in Section 2. of this Permit. This Plan shall specify:
A. All temporary fence lines including entrance gates, emergency exits and access lanes and
C.
D.
E.
F.
G.
service entrances.
Ride and attraction locations.
First Aid stations.
All food and beverage and other vending locations.
Utility vehicle, ambulance and event truck parking.
Ticket sales booths.
Security personnel.
OFF-SITE PARKING PLAN: The Permittee agrees to submit to the City at least fourteen (14)
calendar days prior to the event, a plan for off-site parking. This plan will describe what measure
that the Permittee has taken to reduce on-street parking in surrounding neighborhoods. The plan
will document agreements with off-site parking lot owners to park cars for the event and
agreements with a bus or transit company to shuttle event attendees to and from the site.
Furthermore, the plan shall include a schedule, routes and delineate pick up and drop off
locations at the off-site parking lots and the park where the event is taking place.
SECURITY PLAN: The Permittee agrees to submit to the police Chief for approval a Security
Plan. This plan shall include the following:
A. The number of private security officers.
B. The locations where each private security officer is stationed.
C. The hours each private security officer is scheduled to work.
D. A crowd control plan.
E. Proof of bonding of the private security company.
F. Proof of license and certification of the private security company by the Oregon
Department of Public Safety Standards and Training.
The Security Plan shall be finally approved by the City by issuance of this Permit and the
Permittee shall abide by the Plan as a condition of this Permit.
TOILETS: The Permittee agrees to provide at least - -portable toilets and shall clean and service
these toilets throughout the Event on a frequent basis. At least two toilets shall be designated for
disabled.
TRASH CONTAINERS: The Permittee agrees to provide at least - -trash container(s) and shall
empty these containers on a frequent basis throughout the Event and dispose of the trash.
CLEANUP: The Permittee agrees to perform ongoing daily litter and trash cleanup of the entire
permit site during the Evem and at the conclusion of the Event. At the conclusion of the Event,
Special Event Park Use P~rmit
Pai~e 3
10A
13.
14.
15.
16.
17.
18.
the Permittee agrees to restore the Event site to the condition existing prior to the Event so that
it is useable no later than 5:00 p.m. on - -.
PROMOTION OF SPECIAL EVENT: Any promotion of the Event shall be entirely by the
Permittee at its own expense. The Permittee agrees not to publicize, promote, or otherwise
advertise the Event at the park location until this permit is issued without permission from the
Recreation and Parks Director.
INDEMNIFICATION: The Permittee waives all claims against the City, its officers, agents and
employees, for loss or damage caused by, arising out of or in any way connected with the
exercise of this permit. The Permittee agrees to save harmless, indemnify and defend the City,
its officers, agents and employees, from any and all loss, damage or liability which may be
suffered or incurred by the City, it's officers, agents and employees caused by, arising out of or
in any way connected with exercise by the Permittee of the rights hereby permitted, except those
arising out of the sole and direct negligence of the City.
INSURANCE: Without limiting the Permittee's indemnification of the City, the Permittee shall
provide and maintain at its own expense during the term of this Permit comprehensive general
liability insurance and comprehensive auto liability insurance with a combined single limit of
$1,000,000 per occurrence. Such insurance shall be primary to other insurance maintained by
the City and shall name the City as additionally insured. Permittee shall provide the City a copy
of such a certificate of insurance at least 10 days prior to entering the park for event preparation
and set up as indicated in Section #2 of this Permit.
Failure of the Permittee to procure or maintain the required insurance shall constitute a
revocation of this Permit.
COMPLIANCE WITH PARK RULES: The Permittee agrees to comply with all policies, rules,
and laws governing the operation of the Park, and not alter or damage the Park's natural or
cultural resources in any way through the support or operation of the Permit activities, and to be
responsible for and fully repair all damage to park facilities and resources which may result from
any operations under this Permit.
AUTHORITY TO SUSPEND OR CANCEL: In the event that the City Administrator or
Recreation and Parks Director find that the activities being conducted under this Permit endanger
the health and safety of any person, or will cause damage to real property, or that the Permittee
has not complied with any of the terms and conditions of this Permit, the City, through the action
of any of the above-named City officials, may suspend or cancel this Permit. The City reserves
the right, at its discretion, to suspend or cancel this Permit at any time without incurring any
liability to the Permittee whatsoever.
OTHER APPROVALS AND PERMITS: The Permittee agrees and understands that, apart from
this Permit, it is necessary to obtain other permits and approvals in order to conduct the Event.
The Permittee understands and agrees that these permits and approvals include, but are not
limited to, the following:
Special Event P~rk Use Pcrtnit
Pa~e 4
10A
19.
20.
21.
22.
B.
C.
D.
E.
For food booths, the Permittee must require vendors to obtain the approval of the Marion
County Health Department.
For any carnival rides, the Permittee must obtain inspection and approval of the State of
Oregon, Building Codes Division.
An emergency access plan for the Event must be approved by the Woodburn Fire
District.
A sound amplification permit for the Event must be obtained from the Woodburn City
Council.
A dance permit must be obtained through the Woodbum City Recorder for any public
dance.
ANTI-DISCRIMINATION/COMPLIANCE WITH LAWS: The Permittee agrees not to
discriminate against any individuals on account of color, race, religion, ancestry, or national
origin and to comply with all applicable federal, state and local rules, regulations and ordinances.
ASSIGNMENT: The Permittee understands and agrees that this Permit is a license agreement
and is not a lease, and that the Permit is a personal, revocable and unassignable permission to
perform the acts herein set out without reserving or granting to the Permittee any interest in real
property or other interest.
PERMITTEE STATUS: The parties hereto agree that the Permittee, it officers, agents and
employees, in the performance of this permit shall act in an independent capacity and not as
officers, employees or agents of the City.
NO THIRD PARTY BENEFICIARIES: This Permit is not intended nor shall it be construed
as granting any rights, privileges, or interests in any third party without mutual written agreement
of the parties hereto.
PERMITTEE:
CITY OF WOODBURN:
By.' By:
Title:
Date: Date:
D. Randall Westrick, Recreation and
Parks Director
cc.'
City Administrator
Police Chief
Parks & Facilities Superintendent
Recreation Supervisor
IOA
Special Event Policies
City of Woodbum
Recreation and Parks Department
Draft Date: May 5, 2000
SPECIAL EVENT POLICIES & FEE SCHEDULE
The Special Event Policies & Fee Schedule applies to facility use requests that will attract more than 1,000
visitors and require the exclusive use of an entire park. Included within these policies and fee schedules are
activities where the purpose of the event is to distribute information and/or introduce a product that may
result in any present or future donations or sales. Also included are events where concessions, sales or
carnival rides and attractions are a part of the event.
These fees and policies guide the organization and production of events promoted independently from City
sponsorship. Agreements with promoters, organizers and event producers to prepare events and activities
in which the City is a co-sponsorship will be negotiated on a case-by-case basis. Depending upon the
nature of a proposed co-sponsored event, policies and fees outlined in these policies may or may not apply.
Permits for events of the size and nature described above will be considered for approval only for Legion,
Settlemier and Centennial Parks.
These policies are adopted to guide the use of City parks for large special events. Final approval for any
event will not be final until a Special Event Park Use Permit is signed, all fees and deposits are paid,
necessary permits are obtained and appropriate certificates of insurance are filed with the City.
ON-SITE MANAGEMENT STAFF
The City will assign to be on-site at least eight hours each day an event is open to the public. Staff will be
responsible to assist organizers event access, compliance with park rules and provisions of an approved
Special Event Use Permit and other concerns regarding park facilities. City management staff will also
monitor compliance with regulations that other agencies might impose and will advise those agencies of
possible violations.
GROUNDS SET UP PLAN
The applicant must submit to the Recreation and Parks Director for approval a Grounds Set Up Plan
fourteen calendar days before occupying the park. This Plan shall specify:
Bo
C.
D.
E.
F.
G.
H.
I.
J.
All temporary fence lines including entrance gates, emergency exits and access lanes and
service entrances.
Ride and attraction locations.
First Aid stations.
Power generators.
Locations where propane gas will be used.
All food and beverage and other vending locations.
Utility vehicle, ambulance and event truck parking.
Ticket sales booths.
Location for security personnel.
Portable toilet locations.
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Special Event Policies
City of Woodburn, Recreation and Parks Department
Page 2
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Facility Maintenance personnel are available by appointment to answer questions regarding individual park
facilities. They can assist with developing site plans, locating underground utilities, making suggestions on
how to reduce turf and facility damage and for on-site consultation both prior to and during set up. Facility
management personnel will be on-site during the event to assist with emergencies.
Grounds Set Up Plans are subject to the review and approval of the Woodburn Fire District and the
Woodburn Police Department.
EVENT SECURITY
Event organizers will to submit to the police Chief for approval a Security Plan. This plan shall include the
following:
A.
B.
C.
D.
E.
The number of private security officers.
The locations where each private security officer is stationed.
The hours each private security officer is scheduled to work.
Proof of bonding of the private security company.
Proof of license and certification of the private security company by the Oregon
Department of Public Safety Standards and Training.
MUSIC/PA
All amplified music or use of a PA system in any park requires a sound amplification permit issued by the
Woodburn Police Department. No sound amplification of any kind will be permitted without an approved
permit. To minimize impacts on surrounding neighborhoods, the Recreation and Parks Department will
regulate the location and placement of all PA systems used as a part of a special event. The Police
Department in consultation Recreation and Parks Department site management personnel will monitor and
regulate sound volume.
DANCE PERMIT
Any public dance activities associated with a special event requires a dance permit issued by the Woodburn
Police Department. No public dancing will be permitted without an approved permit.
NAILS 1N TREES PROHIBITED
To keep trees healthy and to protect maintenance workers, the use of nails in trees is prohibited. Should a
saw ever be needed to remove or repair a tree, nails can damage equipment and severely injure workers
should a saw strike a nail. Therefore, the use of nails in trees is prohibited.
OTHER APPROVALS AND PERMITS
Apart from permits required by the City of Woodburn, it is necessary to obtain other permits and approvals
from other agencies to conduct an event. These permits and approvals include, but are not limited to, the
following:
Special Event Policies
City of Woodburn, Recreation and Parks Department
Page 3
IOA
For food booths, organizers must require vendors to obtain the approval of the Marion
County Health Department.
For any carnival rides, organizers must obtain inspection and approval of the State of
Oregon, Building Codes Division.
Event organizers may be required by the City to show written proof that these permits were secured.
Organizers should keep these permits on premises during the event and be prepared to produce them
immediately upon request.
UTILITIES
Some parks have 110V/20 amp electricity available for special events. This may not be adequate for your
event. Should you require additional power and need to bring in a generator(s), all placement of generators
must be noted on the approved Grounds Set Up Plan. This includes large generators that serve multiple
booths or attractions and small generators that serve individual booths or attractions.
The use of propane for cooking during a special is acceptable. However, such use is subject to the
inspection and regulation of the Woodburn Fire District.
RESTROOMS
Within Woodburn's parks, events that fall within the Special Event Policies will require portable
restrooms. The City requires organizers to provide one portable restroom for every 125 expected to be in
attendance at any given time the event is open to the public. Five percent of all portable restrooms must
meet ADA standards for accessibility. When portable restrooms are required, the first portable placed on
site must meet ADA standards. When restrooms are required in two or more locations, each location must
include an ADA approved restroom. Organizers will clean and service these facilities on a frequent basis
throughout the event.
TRASH CANS & REFUSE REMOVAL
Event organizers will require each vendor or exhibitor to provide two trash cans for each food vendor (at
least one for public use and at least one for vendor use) and one trash can for non-food exhibitors.
Exhibitors will be required to empty these trash cans as needed.
The City requires organizers to provide at least one trash can for every 125 expected to be in attendance at
any given time the event is open to the public and will empty the trash cans on a continual basis so that they
do not overflow. These trash cans are in addition to those provided by vendors and exhibitors. The City
will make available to the organizer all trash cans normally available within a park as well as any others
within the Department's inventory that are not in use at another park or event. Event organizers are
responsible for all expenses to remove litter and trash fi'om a park or facility.
Event organizers will continually patrol the park to pick up litter before, during and after an event is open
to the public.
Special Event Policies
City of Woodburn, Recreation and Parks Department
Page 4
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PUBLIC ACCESS
Event organizers with permission (through an approved Grounds Set Up Plan) MUST adhere to that plan.
At no time will an event be allowed to put fencing across a sidewalk or other public right of way without
the written permission of Recreation and Parks Director or his/her designee.
Stakes put into the ground to support fencing cannot exceed 8" in depth without flagging of underground
utilities. No staking is allowed on any paved surfaces without prior approval fi.om the Recreation and
Parks Department.
ON-SITE VEHICULAR TRAFFIC
To ensure the safety of event visitors, organizers and exhibitors, vehicular traffic within any park during
the hours an event is open to the public is prohibited without permission from the City's on-site staff.
Approved vehicular movement is restricted to designated paths, roads and parking areas.
OFF-SITE PARKING PLAN
Since parking at Woodbum's. parks is limited, the City will require event organizers to submit off-street
parking plans that will reduce impacts to surrounding neighborhoods. This plan will document agreements
with off-site parking lot owners to use parking lots and transportation companies or agencies to transport
event visitors. The plan will also provide a schedule and a ronte that shows drop-off and pick up points.
NEIGHBORHOOD RELATIONS
Became large events have a significant impact on neighborhoods, after an application is approved, the City
encourages event organizers to the surrounding neighborhood. The flier should include dates, times and a
description of the event planned. It should also invite the neighborhood to participate in the event and
provide a City phone number to call should a concern arise. The City will work with event organizers to
delineate the extent of flyer distribution. Event organizers should plan a neighborhood clean up detail to
pick up litter lef~ by event organizers who park throughout residential neighborhoods and business districts.
VENDORS & EXHIBITORS
Event organizers are responsible to communicate all park and event rules, regulations and permit
requirements. Vendors must also complete application forms supplied by the City. The City expects that
organizers will make every effort to seek compliance with these rules. However, the City reserves the right
to expel from a facility any vendor that the City determines is not in compliance with provisions of the
permit or City rules & regulations. The City will report suspected code violations to appropriate regulatory
agencies.
Special Event Policies
City of Woodburn, Recreation and Parks Department
Page 5
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FEES & DEPOSITS FOR SPECIAL EVENTS
Fee or Deposit Amormt Description
Special Event Permit $1,275 This fee allows for three days of non-exclusive use
for event set up, one day for the event and two days
of non-exclusive use for event break down. Event
organizers needing additional days for set up, event
and/or breakdown will be charged at $400 per day.
Additional Days $ 400 This fee applies to days an event organizer needs
beyond the days described above.
Attraction Fee (per attraction per $ 50 Attractions include carnival rides & games (each
event) separate ride or game is a separate attraction
qualifying for the fee), games, food vending
This Fee applies only if the concessions, sales and information booths. Event
amount is greater than the total organizers will be allowed two booths at no charge
Fees For the Special Event Permit for event administration and information.
and AdditionM Days combined.
Deposit/per day $ 750 In addition to the user fee, event organizers will be
required to submit a security deposit in the amount of
$750 per day. Charges to the deposit will be made to
repair damage beyond normal wear and tear, for set
up days beyond three days and break down beyond
two days (charged at the "Additional Days" rate) and
park facility restoration including turf & vegetation,
buildings, utilities and other physical park features.
The deposit will also cover expenses when park staff
is necessary for a pre-event set up and post event
clean up beyond 24 hours. Such will be charged at
$34.62 per hour. Event organizers will be billed for
expenses in excess of deposits retained. Deposits will
be returned within 30 days from vacation of the park.
The Recreation and Parks Department will prepare a
complete cost accounting for fees, labor, materials
and services for expenses withheld from a deposit.
Special Event Policies
City of Woodburn, Recreation and Parks Deparhuent
Page 6
MEMO
TO:
FROM:
DATE:
SUBJECT:
City Council through City Administrator
Public Works Program Manager
May 2, 2000
Ordinance Approving Annexation 98-04, Zone Change 98-05 and
Partition 98-05
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RECOMMENDATION:
Approve the attached ordinance which approves annexation of approximately 5.36 acres,
partitioning of the property into two parcels and changing the zoning of the two parcels to light
industrial and public use to comply with the city's comprehensive plan.
BACKGROUND:
At a public hearing held on July 26, 1999 the City Council closed the hearing and directed staff to
prepare an ordinance approving the annexing of approximately 5.36 acres to the city. The property
was bisected by Highway 214 and the comprehensive plan had different proposed zoning for both
parcels. The attached ordinance, therefore, also approves partitioning of the property into two
parcels and changing the zoning of the two parcels to light industrial and public use to comply with
the city's comprehensive plan. This approval will allow the city to purchase the parcel zoned public
use for potential future wastewater collection system improvements. The purchase will be
completed after the annexation, partition and zone change are finalized.
This approval has been delayed more than would usually be anticipated. The primary cause was
surveying for the partition which had not been done prior to the hearing. Miscommunication between
the city, the surveyor and the Marion County Surveyor's office lead to the majority of the delay.
Some of the application paperwork also had to be reaccomplished because of the delays.
RR\Ig
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COUNCIL BILL NO. 2043
ORDINANCE NO.
AN ORDINANCE ANNEXING INTO THE CITY OF WOODBURN APPROXIMATELY
5.36 ACRES OF PROPERTY LOCATED TO THE NORTH AND SOUTH OF
HIGHWAY 214 AND TO THE EAST OF FRONT STREET; AMENDING THE CITY OF
WOODBURN ZONING MAP FROM MARION COUNTY "URBAN TRANSITION
FARM" (UTF) TO CITY OF WOODBURN "LIGHT INDUSTRIAL" (IL) FOR THE LOT
PARTITION TO THE NORTH AND TO CITY OF WOODBURN "PUBLIC SERVICE"
(PS) FOR THE LOT PARTITION TO THE SOUTH; GRANTING THE PARTITION
APPLICATION AS SUBMITTED TO THE WOODBURN PLANNING COMMISSION;
AND DECLARING AN EMERGENCY.
WHEREAS, the Woodbum Comprehensive Plan and Zoning Map have established
certain land uses within the City of Woodbum's Urban Growth Boundary; and
WHEREAS, the Woodbum City Council has reviewed the record in Annexation Case
98-04; Zone Map Amendment 98-05 and Minor Partition 98-04 and considered all of the
evidence presented; and
WHEREAS, public hearings have been conducted before the Planning Commission and
City Council and all of the testimony presented has been considered; NOW, THEREFORE,
THE CITY OF WOODBURN ORDAINS AS FOLLOWS:
Section 1. That the real property subject to these land use applications is legally described
in attachment "A," which is affixed hereto and by this reference incorporated herein.
Section 2. That the subject property is depicted on the map which is affixed hereto as
attachment "B," and is, by this reference, incorporated herein.
Section 3. That based upon the findings and conclusions, which are affixed hereto as
attachment "C" and are, by this reference, incorporated herein, the subject property is hereby
annexed to the City of Woodburn.
Section 4. That Minor Partition Application 98-09 involving the subject property is
hereby granted as approved by the Planning Commission. A copy of the partition plat is affixed
hereto as attachment "D" and is, by this reference, incorporated herein.
Section 5. That, pursuant to the partitioning process, the subject property will be divided
into two parcels, Parcel No. 1 and Parcel No. 2. Parcel No. 1 lies to the north and is legally
Page 1 - COUNCIL BILL NO.
ORDINANCE NO.
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described in attachment "E," affixed hereto and incorporated herein. Parcel No. 2 lies to the
south and is legally described in attachment "F," affixed hereto and incorporated herein.
Section 6. That the Woodbum Zoning Map is hereby amended as to Parcel No. 1 of the
subject property from Marion County "Urban Transition Farm" CUTF) to City of Woodbum
"Light Industrial" (IL) based upon the findings and conclusions which are affixed hereto as
attachment "C."
Section 7. That the Woodbum Zoning Map is hereby amended as to Parcel No. 2 of the
subject property from Marion County "Urban Transition Farm" (UTF) to City of Woodbum
"Public Service" (PS) based upon the findings and conclusions which are affixed hereto as
attachment "C."
Section 8. 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 passage by
the Council and approval by the Mayor.
^pp oved as to cx/-D
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 2 - COUNCIL BILL NO.
ORDINANCE NO.
ATTACHMENT
Page I of
Order No. 258580-M
PRELIMINARY TITLE REPORT
November 11, 1999
Page 4
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AH that property lying Southerly of State Highway 214 and Easterly of Southem Pacific
Railroad, of the following described property Marion County, Oregon.
Beginning at the most Northerly Northwest comer of Lot 7, Block 1, Walilale Home Tracts
in Township 5 South, Range 1 West of the Willamette Meridian in Marion County,
Oregon, thence South 40° 48'West 49.90 feet to the most Northerly comer of Lot 8 in said
Block; thence South 1° 15' West along the East line of said Lot 8, a distance of 448.14 feet
to the Southeast comer thereof; thence North 88° 45' West along the South line of said Lot,
378.91 feet to a point on the Westerly line of said Walilale Home Tracts; thence South 40°
48' West along said Westerly line 447.18 feet to the most Westerly comer of Lot 4, Block 2,
thereof, being in the center of Creek; thence Northwesterly along the meanders of the
center line of said Creek, and the Northerly line of land conveyed to Fred J. Monnier by
deed recorded in Volume 224, Page 101, deed Records for Marion County Oregon, 224.00
feet to the Easterly line of the Southern Pacific Railroad company right of way; thence
North 41° 15' East along the Easterly line of said fight of way 885.00 feet, more or less, to a
point on the Westerly extension of the North line of said Walilale Home Tracts; thence
North 89° 41' East 299.00 feet to the place of beginning.
SAVE AND EXCEPT: Beginning on the Westerly line of Walilale Home Tracts in
Township 5 South, Range 1 West of the Willamette Meridian in Marion County, Oregon,
at a point which is 613.01 feet South 40° 48' West from the most Northerly Northwest
comer of Lot 7, Block 1 thereof; thence North 88° 45' West 292.05 feet to a point on the
Easterly llne of the Southern Pacific Company Railroad right of way; thence South 41° 15'
West along the Easterly llne of said right of way, 64.68 feet; thence South 88° 45' East,
292.05 feet to a point on the Westerly line of said Walilale Home Tracts; thence North 40°
48' East 64.81 feet to the place of beginning.
SAVE AND EXCEPT: that portion acquired by the State of Oregon, by and through its
State Highway Commission for the relocation of State Highway No. 214 by decree entered
into Marion County Circuit Court, April 17, 1972, Case No. 74662.
MAP
ATTACH M ENT ~.,=,.=~,~=
Page.-t-- o~ ~-L-----
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/ ,,' x'~ RELOCATED STATE HIGHWAY 214- MT HOOD AVENUE
FINAL ORDER ANNEXATION g8-04, ZONE MAP AMENDMENT g8-0§, MINOR PARTITION gs-0g Page 4 of 6
EXHIBIT "A"
FINDINGS AND CONCLUSIONS
ATTACHMENT ~-~
Page / of --~
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BACKGROUND FINDINGS
FINDING: The purpose of the application is to change the land designation for the
subject property to bring it into compliance with the comprehensive plan which
requires that the lot be partitioned to correct a potential split zoning situation and
allow the lot to the south to be sold.
ANNEXATION
FINDING: The proposal is to annex 5.19 acres of territory to the City of
Woodburn. The subject property is Tax Lot 600, Marion County Assessor's Map
SS, lW, Section 8BC. It abuts the existing city limits on the north, west and east
boundaries. See map and legal description included on pages 4 and 5.
FINDING: The applicant filed an annexation petition and consent representing all
owners. The petition complies with the consent required under ORS Chapter 222,
Annexation.
STATEWIDE GOALS
FINDING: The City of Woodburn has established a land use notification and
hearings procedures to assure access by citizens.
FINDING: This Goal requires that the City coordinate the annexation application
with affected governmental units during amendments to its plan. To the extent
that this annexation request constitutes an amendment to the City's
Comprehensive Plan, the City will make this land use decision by coordinating with
Marion County, the Oregon Department of Transportation, and the Department
Land Conservation and Development, as well as other affected governmental
entities.
FINAL ORDER ANNEXATION g8-04, ZONE MAP AMENDMENT 98-05, MINOR PARTITION 98-09 Page I of 6
FINDING:
ATTACHMENT
Page ~ of
No other natural resource issues are apparent for the subject property.
FINDING: There are no documented hazards associated with the subject
property. The subject property is not within the 100-year flood plain according to
the maps prepared by FEMA.
FINDING: The subject property has not been identified by the City as a potential
park site for any type of recreational facility..
FINDING: This Goal is implemented by the Transportation Planning Rule. The City
of Woodburn has implemented the Transportation Goal and the Transportation Plan
Rule through the adoption of an acknowledged Transportation System Plan (TSP)
in 1996 (Ordinance 2170). That plan accounts for the development of all the land
within the Urban Growth Boundary as depicted by the Woodburn Comprehensive
Plan.
The TSP fulfills the Transportation Goal through facility plans for streets, bicycles,
pedestrians, and transit; implementation priorities and a financing program. The
City has established a transportation framework that reflects the annexation and
urbanization of the subject property.
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FINDING: The proposal does not require any changes in the standards that
implement the functional classification of streets.
WOODBURN COMPREHENSIVE PLAN
FINDING: The proposed annexation is consistent with the Woodburn
Comprehensive Plan in that it is a proposal to permit the urbanization of the
subject property, subject to a concurrent Comprehensive Plan map amendment.
There are no County regulations that preclude the proposed annexation.
FINDING: The proposed annexation is found to be consistent with the applicable
portions of the Woodburn Comprehensive Plan. The proposal is consistent with
the Marion County Comprehensive Plan in that the County Plan establishes the
Urban Growth Boundary as the area specifically set aside for urbanization after
annexation to the City.
WOODBURN ZONING ORDINANCE
FINAL ORDER ANNEXATION 98-04, ZONE MAP AMENDMENT 98-05, MINOR PARTITION 98-09 Page 2 of 6
FINDING:
Plan map.
ATTACHMENT ~ ,,,
Page,
The proposed zone amendments comply with the city's Comprehensive
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MINOR PARTITION
FINDING: The Minor Partition is required to preclude a split zoning situation after
the annexation of the lot is completed
FINDING: The Minor Partition is required to allow the sale of the lot to be
partitioned to the south of Mt. Hood Avenue.
FINAL ORDER ANNEXATION g8-04, ZONE MAP AMENDMENT 98-05, MINOR PARTITION 98-09 Page 3 of 6
ATTACHMENT
Page ! of I
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Hibbard-Doss
Partition Plat
Legal Description
Parcel No. 1
Beginning at the initial p°int, being the most northerly Northwest corner of lot 7 of
Walilale Home Tracts (Volume 7, page 64, Book of Town Plats, Marion County,
Oregon) in Section 8, Township 5 South, Range 1 West of the Willamette Meridian
in the City of Woodburn; thence S 44° 52' 18" W along the westerly line of lot 7
a distance of 49.82 feet to the most northerly corner of lot 8 of Walilale Homes
Tracts; thence S 04° 31' 53" W along the east line of lot 8 a distance of 375.04
feet to a point on the northerly right of way line of State Highway//214; thence N
79° 35' 32" W, along said right of way, 379.65 feet to a point; thence N 72° 14'
47" W, along said right of way, 149.62 feet to a point; thence N 79° 09' 49" W,
along said right of way, 18.21 feet to a point on the east right of way of the
Union Pacific Railroad (formerly Southern Pacific Railroad); thence N 43° 57' 27" E
along said right of way 434.14 feet to a point, thence S 85° 57' 45" E, 297.95
feet to the point of beginning. Containing 3.67 acres more or less.
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ATTACHMENT ~ ...
Page _Z--- of I
Partition Plat
Legal Description
Parcel No.2
Beginning at the initial point, being the most northerly northwest corner of lot 7 of
Walilale Home Tracts (Volume 7, Page 64, Book of Town Plats, Marion County,
Oregon) in Section 8, Township 5 South, Range I West of the Willamette Meridian
in the City of Woodburn; thence S 44° 52' 18" W along the westerly line of lot 7,
a distance of 49.82 feet to the most northerly corner of lot 8 of Walilale Home
Tracts; thence S 04° 31' 53" W along the east line of lot 8, a distance of 459.63
feet to the southwest corner of lot 7 and the southeast corner or lot 8; thence N
85° 25' 52" W, a distance of 378.91 feet to the southwest corner of lot 8; thence
S ~.~.° 07' 08" W, 45.39 feet to a point on the south right of way line of State
Highway//214, being the true point of beginning of Parcel No. 2; thence
continuing S ~.~.° 07' 08" W, a distance of 430.38 feet to the centerline of Mill
Creek; thence N 39° 56' 16" W, a distance of 226.72 feet to a point on the
easterly right of way line of the Union Pacific Railroad (formerly Southern Pacific
Railroad): thence N 43° 57' 27" E along said right of way, 220.11 feet to a point
on the southerly right of way line of State Highway//214; thence S 85° 25" 52" E
along said right of way 293.26 feet to the true point of beginning of Parcel No. 2.
Containing 1.69 acres more or less.
liB
May 8, 2000
TO:
FROM:
SUBJECT:
Honorable Mayor and City Council
John C. Brown, City Adminiztrator~0
Bar~ainin~ Azreement with Woodburn Police Association
Recommendation:
It is recommended the City Council adopt the attached resolution
approving a bargaining agreement with the Woodburn Police Association,
effective July 1, 2000 through June 30, 2003.
Background:
The existing bargaining agreement with the Woodburn Police
Association (WPA) was approved in early 1998, and expires June 30,
2000. The agreement followed an arbitration ruling sought after
negotiations came to an impasse. In dispute were salary increases offered
by the City. The arbitrator ruled in the City's favor, but advised the City
to examine the salary packages of surrounding communities, and make
Woodburn's salaries more competitive if it was found to be necessary.
An evaluation conducted in early 1999 showed Woodbum officers
were paid less than officers in many of our comparable communities. The
Police Chief reported salary disparities made it difficult to attract and
retain qualified and quality officers, which was impacting the department's
effectiveness. In response, the City Council unilaterally offered the WPA a
two-year increase package to bring them closer to the middle of the field of
comparable salaries. An increase in Spanish and Russian language
incentive pay was also offered, to encourage and support a more bi-lingual
police force. The WPA rejected the proposal, as it would have extended
what the WPA considered undesirable working conditions for a year longer
than the existing contract.
Dl~cuzzton:
Negotiations for the contract year beginning July 1, 2000
commenced in January 2000. The City Administrator and Police Chief
represented the City, and the Police Association president and shop
steward represented the union, rather than negotiating through paid
intermediaries. The City's bargaining goals were to increase Woodburn's
competitiveness with other agencies in recruiting and retaining qualified
and quality police personnel; to build a more bilingual workforce; creating
alternatives to the standard 5-8 workweek; and improving the
union/management relationship to foster a more productive working
Honorable Mayor and City Council
May 8, 2000
Page 2.
lib
environment. The Police Association's primary concern was to increase
salaries to levels comparable to surrounding communities and to better
compensate officers on special duty assignments or officers injured in the
line of duty. To a lesser degree, union goals also focused On/addressing
working conditions such as flexible scheduling, consolidating training to
reduce callbacks, and eliminating bailiff requirements for officers testifying
in court cases.
Tentative agreement was reached in late March. Contract language
was redrafted in April, although minor language changes are still being
worked out. A draft agreement is included as an attachment to this
report. The attached resolution would approve and authorize the City
Administrator to execute an agreement that will not differ substantially
from the attached draft. Significant components of the agreement: are:
Work Schedule: The agreement accommodates 5-8, 4-10, or 4-12
work schedules, which allows the department to employ 4-12
schedules. The Police Chief retains the right to change schedule
options, based on changes in manpower and/or demand for service.
The time required between shift changes will be reduced from 12
hours to 10 hours.
The 4-12 schedule affects patrol officers and shift supervision.
Management and detectives continue on 5-8 schedules. Although they
will be working a greater number of hours each week, the 4-12 schedule
provides officers more days off. Employees and management view this as
a benefit that is expected to help retain officers. Other benefits include
reduction of shift rotations, promoting a "team" approach to policing. The
schedule also eliminates seniority issues related to the current practice of
shift bidding, and is expected to enhance the benefits the City can offer to
attract quality applicants.
Wages: A six (6) percent increase in base salary, effective July 1,
2000, with subsequent increases of three and one half (3.5) percent
at July 1,2001 and three (3) percent July 1, 2002. This represents
a cumulative increase of 13 percent over the life of the agreement.
The wage package places Woodburn salaries at or above the salary
levels of a majority of our comparator cities, based on current
comparisons. This is expected to reduce turnover, and to offer a more
attractive salary to quality applicants.
Honorable Mayor and City Council
May 8, 2000
Page 3.
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Salary Schedule: The "A' training step is eliminated. All new
employees hired on the training schedule will be hired at what is
currently the "B' training step, which will hereafter be considered
the training step. Lateral transfers may be hired at higher than the
first step of the salary range. For other than trainees, the first step
advancement will occur at six months, with subsequent
advancements twelve months following.
Salary Schedule changes are intended to make starting salaries
more attractive for semi-trained recruits, provide greater flexibility and
salary options to attract fully trained lateral transfer applicants, and
lessen the impact on new hires when they start making PERS
contributions (six months after the hire date).
· Holidays: Martin Luther King's Day will be an additional holiday.
This offers an additional benefit, with little monetary cost, is
consistent with the benefit offered to AFSCME-represented employees, and
reflective of the legal holidays adopted by Federal, State, and local
agencies.
Light Duty Pay: Light duty pay will be increased from 90 percent to
100 percent of the employee's base rate, for those employees with
job related injuries.
Only one light duty position exists. Past practice has been to reduce
the salary of an employee on light duty to Step 1 of their salary range,
regardless of their range on regular duty. Previous practice penalized
employees, and is viewed as equitable when employees are injured in the
line of duty.
· Language incentives: Spanish and Russian language incentives will
be increased from two (2) percent to seven (7) percent.
Incentives are intended to promote a more bi-lingual and therefore
effective workforce, and provide another enhancement to the City's salary
and benefit package for new hires. The incentives are also intended to
compensate for the additional responsibilities placed on Spanish and
Russian speaking employees in assisting other officers and the
department.
Honorable Mayor and City Council
May 8, 2000
Page 4.
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Incentive Pays: A five percent incentive for officers assigned to
motorcycle duty, for only the time they are on such duty. A ten
percent incentive for SRT team members, for only the time they are
on SRT duty or on-call for SRT duty.
These incentives compensate officers for special duty assignments
that are considered potentially more hazardous than, and require
technical skills in addition to those required for, regular duty.
· Detective Clothing Allowance: The allowance is increased from $40
to $50 per month.
Officers assigned to detective duty are required to wear civilian
dress clothing rather than uniforms, for which an allowance is paid.
Detectives must often supplement their dress clothing wardrobes, at
considerable expense, to have adequate clothing for the workweek. This
increase helps offset the costs of those purchases.
In its entirety, the bargained agreement appears to accomplish the
Mayor and Council's goals to increase Woodburn's competitiveness with
other agencies in recruiting and retaining qualified and quality police
personnel; to build a more bilingual workforce; and to create alternatives
to the standard 5-8 workweek. The agreement also addresses the WPA's
concerns regarding setting salaries comparable to those in surrounding
communities and that compensate officers on special duty assignments or
those injured in the line of duty. The agreement also addressed many of
the working condition issues raised by the union. Further, I believe the
management changes Chief Null has implemented since his appointment
and the manner in which bargaining was conducted this year work toward
the Council's goal of improving the union/management relationship to
foster a more productive working environment.
For the foregoing reasons, your Council's approval of the agreement
is respectfully recommended.
Financial Impact:
The estimated cost of the recommended agreement, for FY 2000-
2001, is approximately $72,000. Costs in excess of current personnel
costs, for the second and third years of the agreement, excluding
scheduled salary step advancements are approximately $124,000 and
$145,000 respectively. The three-year total cost of the contract in excess
management, including, but not limited to, directing the activities of the department, determining
the levels of service and methods of operations, including subcontracting and the introduction of
new equipment; the fight to hire, layoff, transfer, and promote; to discipline or discharge
probationary employees without limitation and non-probationary employees for just cause; to
determine work schedules and assign work, and any other such fight (and function) not
specifically referred to in this Agreement. Management fights, except where abridged by
specific provisions of this Agreement, are not subject to the grievance procedure.
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ARTICLE 5 - STRIKES AND LOCKOUTS
Inasmuch as there are other means, both by law and through this Agreement for the
resolution of disagreements that may from time to time arise, the parties agree as follows:
A. Lockout:
During the term of this Agreement, the City shall not, as a result of a dispute with
the Association, deny employment to any employee covered by the terms of this
Agreement.
B. Strike:
During the term of this Agreement, the Association or its members will not
participate in any strike, slowdown, or other concerted activity, to include the observance
of the picket line of another labor organization. In the event of a violation of the above
by the Association or members of the bargaining unit, the City may discipline, including
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discharge, any employee involved in such prohibited activity on a uniform or selective
basis.
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ARTICLE 6 - ASSOCIATION BUSINESS
Association Representatives:
The Association agrees that members selected to serve as official representatives
will be certified in writing to the City. Employees designated as Association
representatives, when involved in meetings with the City under the grievance procedure,
shall be allowed time off with regular pay for that purpose when such meetings occur
during the employee's scheduled work hours.
Special Conferences:
Special conferences for important matters may be arranged between the Association
and the City upon mutual agreement of the parties. Such meetings shall be arranged in
advance, and an agenda of matters to be discussed at the meeting shall be presented at the
time the agreement to confer is made. Two (2) official Association members shall be
permitted to attend such conferences without loss of pay to the extent such meetings are
scheduled during on-duty hours of the members so attending.
ARTICLE 7 - PERSONNEL MANUAL/CONTRACT
The City agrees to furnish each employee of the bargaining unit with a copy of the City
Persormel Manual, Department Rules and Regulations, and a copy of this contract. The cost of
printing and assembling copies of this contract will be borne by the Association. New
employees shall be provided with the above at the time of their appointment. All updates,
additions, and/or modifications to the above shall also be supplied on a timely basis. In the event
of any conflict between the City Personnel Manual, Department Rules and Regulations, and the
~'Pau~ Nul! 2TWood,,b, urnproposalS,wpd page 7 !
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contract, the contract governs.
ARTICLE 8 - SENIORITY
General Provisions:
1. "Seniority," for purposes of vacation accrual, is determined by the length of an
employee's continuous service with the City.
2. "Classification Seniority" as used in this Agreement shall mean the length of an
employee's continuous service in current job classification listed in Appendix A
hereof and, in addition thereto, any service in a position that supervises that
classification.
3. The City will provide the Association with a copy of the seniority and a
classification seniority list on July 1 of each year.
4. An employee shall lose all seniority credit, including seniority for layoff and recall,
in the event of voluntarily quitting or discharge.
5. The revised definitions of seniority and classification seniority shall not be
construed so as to reduce the previously credited seniority or seniority within
classification of any bargaining unit employee. The rate of vacation accrual shall
be determined by "seniority" and the order of vacation bidding, shift bidding, and
layoff shall be determined by "classification seniority."
Layoff:
In the event of a layoff for any reason, employees shall be laid off in the inverse
order of classification seniority as defined in A(2), above.
Recall:
Employees shall be called back from layoff in inverse order of layoff.
The City shall notify laid-off employees in the order of their seniority within
classification of a position opening by certified letter, return receipt requested, at their
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address of record as maintained in the Personnel office. Laid-off employees shall have
seven (7) calendar days from receipt of such notification in which to indicate their
acceptance or rejection of the position and an additional fourteen (14) days therefrom in
which to begin active employment. The City may, however, specify a later reporting
date.
If an employee fails to respond to such correspondence sent to his/her last-known
address (return of certified letter), or if he/she rejects any position offered to him/her,
he/she shall forfeit all reemployment rights. Employees who wish to waive
reemployment rights may do so by written notification to the City.
Employees returning from layoff shall have all previously accrued sick leave and
seniority reinstated, but shall not receive benefits for the period of the layoff.
ARTICLE 9 - OUTSIDE EMPLOYMENT
A. Activities that are Not Related to Law Enfomement:
Employees wishing to engage in off-duty employment with another employer must
obtain approval from the City by submission of a request in writing for such approval.
Such written request shall specify the name of the prospective employer, the job title of
the position, and a description of the nature of the work to be performed. Upon receipt of
such request, the City shall have the right to contact the prospective employer to
independently determine the nature of the employment being considered. The City shall
normally approve or deny a request for outside employment within three (3) business
days of its receipt.
The City shall not deny a request for approval of outside employment unless there
is a conflict of interest. For purposes of this Article, a conflict of interest shall include
any circumstance wherein the employee's or overall department effectiveness would or
might be impaired as a result of the publicts knowledge of the nature of the outside
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employment.
When permission to engage in outside employment is granted, it shall not be
construed to in any manner compromise the employee's obligation to the City to be
available for overtime, call-out, and shift change on the same basis as other employees
who work in the same classification. In addition, the employee shall schedule the outside
employment in such a manner so as to have at least eight (8) hours off for rest prior to the
start of each regularly scheduled City shift.
Activities That are Law Enforcement Related:
The City may from time to time agree to provide law-enforcement-related services
to other public agencies, local merchants, or other organizations. When employees are
detailed to such activities, the employee shall continue to be subject to the direction and
control of the Chief of Police and shall receive all benefits and rights afforded by this
Agreement. However, service in law enforcement training activities, e.g., service as a
DPSST instructor, shall be governed by the provisions of Section A, above, and not by
the provisions of this section.
ARTICLE 10 - WORK OUT OF CLASSIFICATION
When in the City's sole discretion an employee is temporarily appointed to a higher
classification, he/she shall receive a five (5) percent pay increase for all time spent in such
assignment. All such appointments shall be by written notification to the employee.
ARTICLE 11 - HOURS OF WORK
Work Day:
A day is defined as a twenty-four-hour (24-hour) period commencing with the
employee's scheduled shift day. A normal work day for employees shall consist of either
eight (8) hours per day on the basis of a five-day work week schedule (5-8 plan) or ten
,
(10) hours per day on the basis of a four-day work week schedule (4-10 plan). All
employees, except for relief officers shall be assigned a normal work schedule consisting
of five (5) consecutive eight-hour (8-hour) work days or four (4) consecutive ten-hour
(10-hour) days, with the same starting time for each day. The provisions of this section
shall not apply during the week when a shift rotation occurs.
During the life of this agreement, the parties may mutually agree to implement a
twelve-hour (12-hour) day schedule. If the parties mutually agree to reopen for this
purpose, the parties will meet and negotiate the schedule and the compensation for any
additional hours worked.
Meals and Breaks:
Except for court days, training days, and days when traveling outside the City,
employees shall be entitled to one (1) twenty-minute (20-minute) break per work clay,
and one (1) thirty (30)-minute meal period during the work day. During the
employee's break and meal period, the employee shall remain on on-duty status
and shall be subject to call-out in cases of immediate need.
Work Week:
A normal work week shall consist of forty (40) hours of work during a seven-day
(7-day) calendar period commencing m/dnigSt~..~-.,e"~':"" 0001 Monday, and ending
midnight of the following Sunday.
Shift Changes:
Except in the case of an emergency, an employee shall be scheduled to receive at
least eight (8) hours off between the scheduled end of shift and scheduled start of the next
shift. If the employee does not receive at least twelve (12) hours off between the
scheduled end of his/her shift and the scheduled start of the next shift, all non-overtime
hours worked that fall within twelve (12) hours of the end of the prior shift shall be paid
at the overtime rate.
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Shift changes that occur without seven-day (7-day) prior notification will be subject
to the overtime requirements of Article 12 hereof, or if the employee would receive
greater benefits, all time worked outside the employee's next originally scheduled work
day to a maximum eight (8) hours shall be at the overtime rate. However, if a shift
change without seven (7) days prior notification is the result of another employee's use of
sick leave, bereavement leave, administrative leave, holiday leave taken as a result of a
personal emergency, resignation with less than seven (7) days (actually worked) notice,
or industrial accident, the schedule change shall, for purposes of overtime payment, be
treated as though seven (7) days prior notification had been given.
The City may designate up to twenty-five percent (25) of the patrol officers on each
shift (rounded up to the nearest whole number) per shift as relief personnel. Relief
personnel rather than other patrol personnel shall, to the maximum practical extent, be
subject to changes in shift when the need for such change occurs.
Days off may not be split.
Shift Trades:
Shift trades will be allowed when both employees submit written request
seventy-two (72) hours in advance specifying both the initial and the reciprocal trade that
is to be made, subject to the following:
1. No employee will work two shifts without at least twelve (12) hours off between
said shifts.
2. City operations and employee safety will not be adversely affected by the shift
trade.
When a shift trade occurs, each employee will for pay purposes be treated as
though he/she worked his/her scheduled shift. However, in the event of a shift
extension,
the employee working the extra time will receive the pay for same at his/her
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established overtime rate.
Shift Rotation:
1. Shift Scheduling: The regular shift rotation shall occur approximately every three
(3) months and shall be scheduled so as to coincide with the start of the academic
quarter at the local community college. The shift scheduling process shall allow
the employee to select two (2) of the four (4) shift schedules (after seven years with
the Woodburn Police Department, an employee may select all four shift schedules
he or she is to work during the year) that he or she is to work during the year, as
follows:
a. On or around February 15 of each year, the City shall first post a master
schedule of the anticipated available shifts for each quarter of the year and the
first quarter of the following year, which shall include days and hours to be
worked for each position.
b. Each employee, starting with the employee who has the most classification
seniority, shall in turn indicate his or her preference as to any two (2) of the
four (4) shift tours that he or she wishes to work among those indicated on
the master schedule that have not been previously selected by more senior
employees. However, any patrol officer who at the time of selection of shifts
for the following year worked twenty (20) or more days in a three-month
(3-month) shift tour on a shift other than the shift he/she selected as a result
of shift reassignment pursuant to part 2c below, shall select by seniority three
(3) of the four (4) shift tours that he or she will work. Employees shall be
allotted seven (7) days in which to complete the shift bidding process.
c. Within seven (7) days after all employees have made two (2) (or 3, if
applicable) shift tour selections, the City shall, without limits as to its
discretion, schedule the remaining shift tours for each employee so as to
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o
complete the work schedule for the year from the listed shifts.
Exceptions: With regard to the above procedure, it is recognized that the
scheduling of shifts on the basis of employee preference will not be allowed to
interfere with the City's ability to provide the best and most cost-effective service to
the public. By way of example therefor, the following exceptions to the above shift
scheduling procedures are made:
a. Probationary employees shall not be subject to the provisions of this section
F.
b. Employees assigned to a particular activity that is traditionally associated
with specific work schedules shall not be subject to the provisions of this
section. Examples of such assignments include the following:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
Overtime Work:
As used in
Investigations
Drug enforcement
Inter-Agency Task Force assignment
Traffic detail
School Resource Officer
Community Policing Officer
Canine Unit
ARTICLE 12 - OVERTIME
this Agreement, overtime shall mean that time an employee is
authorized and directed to work in excess of eight (8)_~ o~ ten (10) hours or twelve (12)
hours, as appropriate, in one or on any day, or in addition to a scheduled forty-hour
(40-hour) shift week. Overtime shall be computed to the nearest quarter-hour. The City
has the unqualified right to require employees to work overtime.
Call-Out:
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IIIII
Time worked that is not in conjunction with a shift shall be paid at a minimum of
three hours, except for scheduled department meetings. If employees are not provided
seven (7) days written notice of departmental meetings, employees shall be entitled to
receive the minimum three (3)-hour call-out pay for such meetings. If an employee is
called out to work and that callout is subsequently canceled, the employee shall receive a
callout as provided herein unless such cancellation occurs within ten (10) minutes of the
first notification to report to work.
Duty-Connected Court Appearance:
A duty-connected court appearance shall be considered work time, and any
expenses associated therewith shall be reimbursed. The employee shall not be required to
perform other duties not related to the court appearance, unless another call out is paid.
All witness fees, mileage allowance, and related remuneration paid to the
employee for appearance in court proceedings shall be turned over to the City.
ARTICLE 13 - TIME OFF IN LIEU OF HOLIDAYS
Accrual:
Employees will accrue eigktxv~rox 8.67 hours per month for time off in lieu of
holidays. Time off in lieu of holiday which is taken by an employee will be charged to
the nearest quarter (lA) hour, to the employee's accumulated holiday time account.
Employees may only accrue a maximum of ninety~...~:~ rn,:x~, vj 104 hours of time off in lieu
of holidays. Accruals of nincts' .... ~:~ ~rr~x~ 104 hours or less shall be allowed to carry over
from year to year. The employee shall be compensated in cash on a monthly basis for all
holiday time that is in excess of the nmet;,'~...~ ..~. ~ .... ,-v~°'~ ..~--,~ .... ~ 104 hour maximum.
Utilization:
Holiday time off that is taken in conjunction with a vacation pursuant to Article
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IIIII
mo
14(B) shall not be subject to the following provisions: Requests for accrued holiday time
off shall be in writing and submitted to the on-duty supervisor. Such requests shall be
approved or denied within three (3) business days (Monday through Friday, excluding
holidays) of the date the request is submitted. However, holiday time-off requests for the
next shift bid year cannot be submitted before March 1 of the prior shift bid year. The
City shall not be required to approve a holiday time-off request if doing so would require
a change in shift for another employee, other than a relief officer, or result in inadequate
coverage or the payment of overtime to another employee.
Termination of Employment:
Upon the termination of a regular, non-probationary employee, all earned but
unused holiday time shall be paid at his/her current wage rate.
ARTICLE 14 - VACATIONS
Accrual Rate:
The accrual of vacation shall be as follows:
Years of Service
Monthly
Accrual Number of Days
in Hours Accrued Annually
0 through 5 6.67 10
6through 10 10 15
11 10.67 16
12 11.33 17
13 12 18
14 12.67 19
15and over 13.33 20
Accrued vacation shall be credited as earned vacation for each month of service, in
15
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accordance with A, above, except that vacation accrued during the first twelve (12)
months of continuous service shall not be credited as earned vacation until the employee
completes the first twelve (12) months of continuous service.
Utilization:
Any vacation accrued in excess of two (2) times the annual accrual will be
forfeited, provided that in the event an employee is unable due to departmental
operational needs to take a vacation, he or she may request and be granted a waiver in
writing so as to allow for the accrual beyond the above maximum for a specified period.
Such waiver period shall normally not exceed four (4) months in duration.
On or around March 1 st of each year, each employee shall be allowed to sign up for
one (1) continuous vacation period for the ensuing shift bid year. The above-specified
vacation sign-up shall be conducted on the basis of seniority within class, with the most
senior employee having the first vacation choice. Employee shall be allotted seven (7)
days in which to complete the seniority-based vacation sign-up process, and the City shall
have seven (7) days after its completion in which to approve or deny the vacation
requests. All vacation other than as specified above shall be in increments of one (1) day,
or longer, and shall be requested not less than two (2) weeks prior to the first day of the
requested vacation. Such vacation shall be approved or denied on a
first-request-received-has-priority basis within three (3) business days of the day of
receipt of the request, but not before the seniority bidding process has been completed for
the period in question. An employee may combine his/her accumulated holiday time
with vacation when scheduling vacation time off.
Cancellation of Vacation:
In the event an employee is involuntarily required to work during his/her vacation,
he/she shall receive time-and-one-half for all time worked and shall have the option of
receiving vacation pay for the time involved (for a total of two-and-one-half times the
16
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regular hourly rate) or having the vacation time reinstated to his/her vacation account for
use at a later time.
In addition, if an employee's seniority-bidded vacation is canceled by the City for
reasons that are not beyond the control of the City, and if the employee has made
non-refundable deposits that must thereby be forfeited, he/she shall be eligible for
reimbursement subject to the following. At the time of notification of vacation
cancellation--which must be hand-delivered to the employee--the employee must advise
the City of the fact that certain non-refundable deposits may have been made and the
nature thereof. Within seventy-two (72) hours of receipt of the notice of vacation
cancellation, the employee must submit appropriate documentation to verify any
non-refundable deposits. The provisions of this section shall not prevent an employee
from voluntarily canceling and/or rescheduling a vacation without the payment of a
premium for the time involved.
Termination of Employment:
Upon the termination of a regular, non-probationary employee, earned but unused
vacation time shall be paid at his/her current wage rate.
ARTICLE 15 - SICK LEAVE
Accrual:
Sick leave with pay shall accrue at the rate of eight (8) hours per month of
employment, to a maximum accrual of nine hundred sixty (960) hours.
Utilization:
Sick leave shall be available for the following:
1. Personal illness or injury that is not job-related:
Leave will be allowed only when an employee is unable to work because of
illness or off-the-job injuries and not for disabilities resulting from outside
17
employment. Verification of illness by a doctor's certificate may be requested by
the City for the third and any subsequent day of absence within any single pay
period. The employee must be able to resume his/her normal work duties upon
return to work. A doctor's certificate verifying that the employee is able to resume
his or her normal work duties may be required.
Workers' Compensation:
Any bona fide illness or injury sustained in connection with City employment
or in law-enforcement-related outside employment shall qualify as cause for sick
leave for the first three (3) calendar days of such illness or injury if the total
duration of such illness or injury does not exceed fourteen (14) calendar days. Sick
leave payments will also be made in coordination with weekly time-loss benefits
for which the employee is eligible to receive from the established disability plan or
Workers' Compensation, as appropriate, so as to equal his or her regular net pay.
When coordinated payments are made, the employee's sick leave account will be
charged a prorata amount based upon the relationship the payment bears to the
employee's regular daily wage. The employee shall continue to receive health,
long-term disability, and life insurance benefits provided herein during which time
the employee is on designated leave under the Family and Medial Leave Act
(FMLA). Following the expiration of the FMLA entitlement period, health,.
long-term disability, and life insurance benefits will continue to be paid by the CiW.
provided that the employee continues to have leave hours charged against their
leave bank (sick, vacation, holiday) as part of the coordinated benefit provision
provided herein for duration of the employee's employment with the City.
If an employee qualifies for disability as provided for in this section and is
given a light duty assignment, the employee shall suffer no loss of pay or benefits
as a result of that assignment.
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ipau[ NUll' ~oOd, burnProposals.,wP,d,,, ,,' ................ ]] ...... .......... ]--~]]]]]]] ]~"~'-~-]]]]]]]]]]]]~
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Medical Appointments:
Sick leave shall be utilized for medical appointments that cannot reasonably
be scheduled during off-duty time on an hour-for-hour basis to the nearest quarter
(¼) hour.
Family Illness:
When an employee must be away from the job because of an illness in the
immediate family, such time off shall be granted for such time as is required to
arrange for altemative care and charged against sick leave time. Immediate family
is defined as husband, wife, mother, father, grandparents, son, daughter, brother,
sister, father-in-law, mother-in-law, or other relative living in the employee's
household.
Limitations:
1.
New Employees:
Sick leave shall not be available for utilization until after the first ninety (90)
days of employment have been completed.
Notification:
The employee shall notify his or her immediate supervisor in accordance with
procedures that may be established by such supervisor of the need for sick leave as
soon as possible after his or her knowledge of the need.
Appearance in Court:
If an employee is required to appear in court on a day that the employee is off
on sick leave, the employee shall, notwithstanding the requirements of Article 11,
Hours of Work, and Article 12, Overtime, not be eligible for extra pay for the first
eight (8) hours of the court appearance. An employee shall not be charged sick
leave for the hours worked pursuant to this section.
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A. Jury Duty:
Co
ARTICLE 16 - OTHER LEAVES
IIIII
D.
An employee shall continue to receive his/her regular salary for the period
of required services as a juror. All monies received for jury duty will be
surrendered to the City. Employees on jury duty shall be changed to a duty
assignment commencing at 8:00 a.m. and ending at 5:00 p.m. and shall not
receive a paid lunch period for the time served on jury duty. In addition, if the
deliberations of the jury extend beyond 5:00 p.m., the employee shall not be
entitled to any overtime pay. Employees will report for work when less than a
normal work day is required by such duty.
Voting Leave:
When an employee's work schedule is such that he/she would not be able
to vote prior to or after his/her normally scheduled working hours, he/she may be
granted a reasonable time off duty to vote without loss of pay or accrued
vacation or sick leave.
Leave of Absence Without Pay:
A regular, non-probationary employee may be granted leave of
absence without pay up to twelve (12) months when the work of the
department will not be handicapped by his/her absence. Requests for such
leaves must be in writing and must establish reasonable justification for the
approval by the City. Leaves of absence for longer than two (2) weeks
must be approved by the City Administrator.
Limited Duty Assignments
When an officer who has been injured is certified as fit for limited or light-duty but not
full duty, the City shall provide employment subject to the following limitations:
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1. The maximum duration of such employment shall be six (6) months.
2. Pay for such position shall be as follows:
a. If the disability was the result of an injury suffered in the course of
employment with the City, the employee shall receive n/net;, ........ v,,w.., (99°,¢)
one hundred percent (100%) of his or her base rate including educational
incentive pay, but not including overtime, FTO pay, and the like.
b. If the disability is not the result of an injury suffered in the course of
employment with the City and, except as excluded below, the employee shall
be paid at the police officer trainee rate B.
With respect to both a. and b., above, there shall be no charge to sick leave or
supplemental pay available from the employee's accumulated sick leave bank for the time
spent working in a limited-duty capacity. Paid leave time, including sick leave at the
employee's regular hourly rate, shall, however, continue to be available while on a
limited-duty assignment.
When it is practical to do so, the City shall also modify the work schedule of
limited-duty employees so as to allow the employee to participate in physical therapy and
attend medical appointments.
3. There shall be a limit of one (1) full-time equivalent employee (FTE) placed on
light-duty positions. In the event more than one (1) employee is eligible to be
placed in the position, the City shall first offer such work to the employee(s) who
suffered an injury in the course of employment with the City.
4. The officer must be able to work in the evidence room, take phone inquiries, and
conduct background checks/investigations by phone, do filing, and perform various
other office tasks in order to qualify for the light-duty position.
5. With regard to non-duty-connected disabilities, there must be a medical opinion
indicating that the employee will likely be fit to return to full duty within the six
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(6)-month period, and of the employee's fitness to work in the light-duty position.
The City shall have the right to obtain a second medical opinion at its own expense
in order to verify any medical opinion it has received from the employee's
physician.
6. Limited-duty work shall not be offered to an officer who is disabled as a result of
his/her misconduct or in the course of a non-City activity that was or could have
been covered by Workers' Compensation. Assignment to limited duty shall be
voluntary, except that the City may involuntarily assign an employee to limited
duty if the disability was the result of an injury suffered in the course of
employment with the City.
Bereavement Leave:
1. In the event of a death in the employee's immediate family, an employee
shall be granted a leave of absence of up to five (5) calendar days per
occurrence without loss of pay. The amount of bereavement leave granted
(not to exceed five (5) calendar days per occurrence) shall be reasonably
appropriate and necessary under all the circumstances.
2. Immediate family is defined as husband, wife, mother, father, grandparents,
son, daughter, brother, sister, father-in-law, mother-in-law, or other relative
living in the employee's household.
3. This leave shall be separate from sick leave and shall not accumulate from
year to year.
4. In the event of a death of a co-worker, employees may request and be
granted vacation leave or other mutually agreeable time off to attend the
funeral. In instances where the essential work of the City would be
seriously handicapped by the temporary absence of a group of employees
in a division, the City may set a reasonable limit on the number of
22
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employees that are to receive such leave.
Military Leave:
Military, altemative service, and Peace Corps leave shall be granted in
accordance with Oregon Revised Statutes.
ARTICLE 17 - SALARIES
Appendix A:
Salaries covered by this Agreement shall be in accordance with the
schedule set forth in Appendix A, attached hereto and incorporated herein. Each
employee shall be paid at one of the steps in the range prescribed for his/her
classification as prescribed herein.
New Employees:
A new employee who is Oregon DPSST certified will normally be hired at
Step 1 or above e~ the range established for the classification to which he/she is
assigned. Employees who do not have DPSST certification shall be placed at
the trainee level Stc~ A until completion of six (6) months of service and then
placed at '-;-~......~ .~.~ .... ~.' ~.~,.~*~ - ~ Step 1 until completion of the probationary period.
Step Advancement:
Except as specified above for trainees, and as specified below for non-PERS
new hires, a new employee or promoted employee is eligible for consideration for
advancement to the next step of the salary range of his/her classification at the
beginning of the next pay period following completion of twelve (!2.) months of
service in the pdor step, and until he/she reaches the top of his/her range,
subject to the provisions of Section D hereof. A new employee, who is not a
member of the PERS system upon his/her hire, shall be eligible for advancement to the
next step of the salary range following completion of six months of service in the prior
23
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step, subsequent steps will occur following the completion of twelve-months of service.
Denial of Step:
If a step advancement as provided for in Section C of this Article is to be
denied, the employee shall be given notice of such denial in writing. The notice
of denial must also state the reason for the step denial and, where applicable,
specify the standards that must be achieved before the step increase will be
granted.
Field Training Officer:
Officers performing the duties of FTO or Trainer shall receive a premium of
5% in addition to his/her regular pay, not including overtime or educational
incentive pay. FTO/Trainer pay shall be effective only when the employee is
spending the majority of his/her time in direct supervision of the trainee (i.e.,
riding in the same car), and not for the remainder of the FTO/Trainer assignment.
Spanish Incentive and Russian Incentive:
Any employee demonstrating wdtten and oral proficiency in the Spanish or
Russian languages shall receive, in addition to his/her regular pay, a two ~srccnt
r,~o/_~k_,w seven percent (7%) premium. The City is to determine the level of proficiency
required and the manner of testing that proficiency.
ARTICLE 18 - EDUCATIONAL INCENTIVE PAY / PREMIUM PAY / HAZARD
PAY
Intermediate Certificate:
Each officer who possesses an Intermediate DPSST certificate from Oregon DPSST
and who accomplished one (1) or a combination that is in the aggregate equal to one (1)
of the following during the preceding fiscal year shall, in addition to his/her regular pay,
receive a five percent (5%) premium.
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1. Sixteen (16) hours of approved DPSST law enforcement training on his or her own
time and expense.
Three (3) academic quarter-hours of college credit coursework that is: a) work
related, or b) required as a component of an approved degree program.
All academic coursework must be approved in advance by the City.
Advanced Certificate:
Each officer who possesses an Advanced DPSST certificate from DPSST and who
accomplished one (1) or a combination that is in the aggregate equal to one (1) of the
following during the preceding fiscal year shall, in addition to his or her regular pay,
receive a ten percent (10%) premium.
1. Thirty-two (32) hours of approved DPSST law enforcement training on his or her
own time and expense.
2. Six (6) academic quarter-hours of college credit coursework that is: a) work
related, or b) required as a component of an approved degree program.
All academic coursework must be approved in advance by the City.
Any employee assiqned as a motorcycle officer shall receive hazard pay equal to
five percent (5%) of his/her base pay while so assiqned.
Any officer belonqinq to the SRT Team or its equivalent shall receive, as hazard
pay, an amount equal to ten percent (10%) of his/her base pay for all hours
worked on a SRT Team call-out or incident. (Excludes traininq and report
ARTICLE 19 - EXPENSES
For out-of-town travel on City business, employees
reimbursement for their reasonable, actual receipted expenses.
shall be eligible for
25
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ARTICLE 20 - CLOTHING AND UNIFORM
If an employee is required to wear a uniform, such uniform shall be furnished to
the employee by the City. The cost of the uniform shall be paid by the City. For sworn
employees, the uniform shall include body armor, leather, and weapon. The City may
approve alternative weapons and leather which the employee shall provide at his/her
own expense. Body armor shall be replaced in accordance with the manufacturer's
recommendation.
The City will provide a clothing allowance for employees while assigned to
plainclothes duty, on an actual reimbursement basis, not to exceed ?.0 $50 per month.
ARTICLE 21 - MANDATORY TRAINING
Training Defined:
The kinds of training that may be conducted pursuant to the provisions of this
Article shall include such activities as DPSST-approved classes, college-level
instruction, firearms qualification, and instruction as to departmental methods or
procedures.
The City agrees to meet and confer with the Association with respect to the
selection and scheduling of mandatory training activities.
Cost of Training:
The City shall pay all costs of mandatory training.
Pay for Training:
Notwithstanding other provisions of this Agreement and to the extent permitted by
law, the City shall have the right to pay employees at their straight-time hourly rate for
training activities that the employee is required to attend which do not fall within the
employee's regularly scheduled hours of work.
When a particular class or training activity is to be offered at two or more different
26
/////
D.
times, and when there is a choice between scheduling an employee to attend the training
during his/her regular work hours or outside his/her regular work hours, the employee
shall, to the extent permitted by the City's reasonable operating needs, be scheduled to
participate in the training during his/her regular work hours.
Firearms Qualification:
The City shall schedule not less than six (6) opportunities for each officer to
practice shooting his/her firearm each year. Not less than cne 5~:ndr:d t;;'cnty
(!20) one hundred (100) rounds per participant shall be provided for each such
opportunity. Included within the above-specified six (6) opportunities shall be not less
than four (4) qualifications.
ARTICLE 22 - FRINGE BENEFITS
Medical:
The City shall continue to provide the existing League of Oregon Cities Plan V -
PPO $100 deductible with well baby coverage, or an equivalent (in the aggregate)
alternative medical insurance plan for all employees and their enrolled
dependents.
Vision:
The City shall continue to provide the existing League of Oregon Cities
UCR, or an equivalent (in the aggregate) alternative vision plan for all employees
and their enrolled dependents.
Dental:
The City shall continue to provide the existing or an equivalent (in the
aggregate) dental insurance plan for all employees and their enrolled
dependents.
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Life Insurance:
For the duration of this Agreement, the City shall provide the following:
1. A $!0,990 $2,5,000 twenty-four (24)-hour term life and accidental death_ and
dismemberment, policy.
2. A $10,000 on-duty life policy that is in addition to the above.
3. A $1,000 twenty-four (24) hour life double-indemnity accidental death and
dismemberment policy.
Retirement:
The City agrees to continue to ~rc¥/de a ~^*; ....... ~"~ '~ ........ ~
requir~m~ntz ,of !aw participate in the Public Employees' Retirement System, which
includes crediting of accumulated sick leave toward improved retirement
benefits.
To the extent permitted by Section 414(H-2) of the Internal Revenue
Service Code, employee payroll deductions towards the cost of retirement shall
be made on a pre-taxable income basis.
ARTICLE 23 - PERSONNEL FILE
File Review:
Each employee shall have the right, upon request, to review and obtain at
his/her own expense, copies of the contents of his/her personnel file, exclusive
of materials received prior to the date of his/her employment by the City.
Removal:
Letters of warning, upon request of the employee, shall be removed at the
end of eighteen (18) months, provided there are not subsequent warning letter(s)
or disciplinary action during the intervening period of time. All other disciplinary
documents shall become a permanent record in the personnel file.
28
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File Additions:
Each employee shall have the right to read and sign any written material of
an evaluative nature that is placed in his/her personnel file. This includes merit
ratings, written reprimands, demotions, suspensions, or discharge. Any
employee may respond in writing to any item placed in such personnel file, and
said response shall become a part of said file.
ARTICLE 24 - PROBATIONARY PERIODS
Probationary periods shall apply to both new employees and employees having
received a promotion; and such periods shall be eighteen (18) months for all employees
new to the department and for all promotions. At or prior to the completion of the
probationary period, a new employee may be discharged and a promoted employee
may be restored to his/her former classification without any reason, justification, or
cause being shown.
New employees who are certified and have prior experience may be hired above
the Step I rate. ^ .... ' ....... ";-"'~ "~'"" ~'" "'"""~'"' ~"- "'~ ......... * *" *~'" """*
Ao
ARTICLE 25 - DISCIPLINE AND DISCHARGE
No employee shall be disciplined without just cause and due process.
Due Process:
The following procedures shall be honored if disciplinary action is being
considered.
a. Before any decision to take disciplinary action is finalized, the following
shall occur:
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(1) The employee will be informed of the charges in writing and given the
information that is the basis for possible disciplinary action.
(2) After the employee has been informed of the charges, he/she shall
have the opportunity to meet and discuss the matter with the
supervisor who initiated the charges. If the employee chooses to
meet with the supervisor to discuss the charges, he/she shall be
allowed to have a representative of the Union present.
b. After the decision is made, the employee shall be given written notification
thereof. If the decision is adverse to the employee, the employee shall
have the opportunity to include a statement in his/her defense in his/her
personnel file.
Just Cause:
For purposes of this Article, just cause shall require that no employee shall
receive a written reprimand, be suspended without pay, or terminated without
just cause. If a question as to just cause exists, it may be resolved by
submission to binding arbitration pursuant to the provision of Article 27.
Limitations:
Oral reprimands and warnings shall not be considered disciplinary actions
and shall not be subject to the provisions of this Agreement. A written reprimand
shall not be subject to the Due Process steps outlined in Part A of this section
but shall be subject to the Just Cause provisions of Part B hereof. If the City has
reason to reprimand an employee, it shall be one in a manner that is least likely
to embarrass the employee before the other employees or the public. The
Association shall be forwarded a copy of any correspondence sent to the
employee.
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ARTICLE 26 - EMPLOYEE RIGHTS
The following provisions apply to any interview which the supervisor has reason
to believe could result in disciplinary action.
A. Prior to the interview, the employee will be informed of the nature of the
allegations. The employee will also be notified that he or she has a dght to
have an Association representative present at the interview. The
notification provisions contained herein are not applicable to a criminal
investigation under Section 26B of this Article.
B. In a non-criminal investigation, the employee may be required to answer
any questions reasonably related to the subject matter under investigation.
The employee may be disciplined for refusing to answer such questions. In
a criminal investigation, the employee shall be informed that he or she is
not required to answer questions and is not required to participate in the
interview. If the employee chooses to either not answer or not participate in
the interview in a criminal investigation, the employee shall not be subject
to discipline for exercising those privileges.
C. In situations involving the use of deadly force, the employee shall be
afforded reasonable opportunity to consult with an Association
representative or attorney prior to being required to give an oral or wdtten
statement about the use of such deadly force.
ARTICLE 2?- SUBSTANCE ABUSE
th,.,,
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, ,,1~,~$ ~~ , ,~,,,~, ,
-2-) The emp!cyce ...... , -~ a
reecmmendaticns az tc +h~ specific testing ...........
32
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The substance abuse policy, includinq the testinq of an employee, shall be in
accordance with General Order Number One adopted September 7, 1999.
ARTICLE 28 - GRIEVANCE PROCEDURE
Definition:
A grievance for the purpose of this Agreement is defined as an alleged
violation of this Agreement.
Time Limits:
The time limits set forth herein shall be modified only by written agreement.
Failure by the City to respond within a specified time limit shall constitute
rejection of the grievance at that step and thereby allow the Association to
proceed to the next step within the applicable time limit. Failure by the
Association to proceed to the next step within the applicable time limit. Failure
by the Association to file a grievance within the time limit specified in each step
shall constitute an acceptance of the City's position on the issue.
Procedure:
In an effort to provide for a peaceful procedure for resolution of disputes,
the parties agree to the following grievance procedure:
Step 1 - Immediate Supervisor: The employee or the Association shall submit
the grievance in writing to the most immediate supervisor outside the bargaining
unit within fifteen (15) days from the occurrence thereof, or the employee's
knowledge thereof. The written grievance shall include: 1) a statement of the
specific City action or lack of action which is the cause of the grievance; 2)
specific provision(s) of the contract (by Article and Section(s) violated); and 3)
remedy sought. The supervisor shall make a written response to the grievance
within ten (10) days.
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Step 2 - City Administrator: If the grievance remains unresolved, the grievance
shall be submitted within ten (10) days of the date of the response was received,
or within ten (10) days of the date that the response was due if no timely
response is received, to the chief administrative official of the City by forwarding
a copy of all materials submitted or received at all pdor steps to the City
Administrator with a cover letter specifying that the matter is being pursued to the
second step. The City Administrator and his/her designee shall meet with the
Association within ten (10) days of receipt of the grievance and shall make a
written response to the grievance within ten (10) days of the meeting.
Step 3 - Arbitration: If the grievance is not resolved, it may be submitted within
fifteen (15) days of the date the response was received, or within fifteen (15)
days of the date that the response was due if no timely response was received,
to the arbitrator in the following manner:
1. The Association shall serve notice to the City Administrator of intent to
arbitrate and on the same date request a list of five (5) names from the
State Conciliation. Within seven (7) days of receipt of the list, the parties
shall alternately strike one (1) name from the list, until only one (1) is left.
The one (1) remaining shall be the arbitrator.
2. The arbitrator shall render a written decision within a reasonable time. The
powers of the arbitrator shall be limited to interpreting this Agreement and
determining if it has been violated. The arbitrator shall have no power to
alter, modify, add to, or detract from the terms of this Agreement. The
decision of the arbitrator, provided it is within the scope of this Agreement,
shall be final and binding on both parties.
Expenses for the arbitrator's services and the proceedings shall be
borne equally by the parties. However, each party shall be completely
34
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responsible for the cost of preparing and presenting its own case, including
compensating its own representatives and witnesses. If either party
desires a record of the proceedings, it shall solely bear the cost of
producing such a record.
ARTICLE 29 - SAVINGS CLAUSE
Should any Article, or portion thereof, of this Agreement be held unlawful or
unenforceable by any court of competent jurisdiction, such decision of the court shall
apply only to the specific Article or portion thereof, directly specified in the decision.
Upon the issuance of such a decision, the parties agree to negotiate a substitute, if
possible, for the invalidated Article or portion thereof.
ARTICLE 30 - TERM OF AGREEMENT
This Agreement shall be effective upon the date of signing except that ~
economic provisions shall be retroactive to July 1, !997 2000, and shall remain in
full force and effect through June 30, 2999 2003. This A~reement shall also remain
in effect through any negotiations for a successor a~reement. This Agreement shall not
be modified in whole or in part by the parties except by instrument, in writing,
duly executed by both parties.
The parties acknowledge that during the negotiations which resulted in this Agreement,
each had the unlimited right and opportunity to make demands and proposals with respect
to any subject or matter appropriate for collective bargaining and that the understandings
and agreements arrived at by the parties after the exercise of that right and opportunity are
set forth in this Agreement. Therefore, the City and the Association, for the life of this
Agreement, each voluntarily and unqualifiedly waives the right, and each agrees that the
other shall not be obligated to bargain collectively with respect to any subject or matter,
35
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even though such subjects or matters may not have been within the knowledge or
contemplation of either or both of the parties at the time that they negotiated or signed-
this Agreement. All terms and conditions of employment not covered by this Agreement
shall continue to be subject to the City's direction and control.
The wage scale provided for and in effect on June 30, 2000, shall be amended and modified as
follows:
The Trainee Step A shall be deleted and the wage scale shall be increased by six percent
(6%) effective July 1, 2000.
Effective July 1, 2001, the wage scale in effect on June 30, 2001, shall be increased by
three and one-half percent (3.5%).
/////
/////
/////
/////
/////
/////
Effective July 1, 2002, the wage scale in effect on June 30, 2002, shall be increased by
three percent (3%).
Executed this __ day of
, 1998 2000.
FOR THE CITY:
FOR THE ASSOCIATION:
Signature
Title
Date
Signature
Title
Date
36
[-~aut Null- WoodburnProposals.~8
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APPENDIX A - WAGES
Trainee
Step A B 1 2
Police Officer 2422 257g 2702 2~45
4
Trainee
Step A B 1
Police Officer 2505 2555 27S3
3
5
C. Effective July 1, ~ 2.000:
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Trainee
Step A B 1 2 3 4 5
Police Officer 25.,°9 2735 2555 39!2 3!6! 2222 3429
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May 8, 2000
TO:
FROM:
SUBJECT:
Employees
Honorable Mayor and City Council ~
John C. Brown~ City Administ~ator~
Cost of Liv4n_~ Ad. tus~m~ents for Non-Represented
Recommendation:
It is recommended the City Council adopt the attached resolution
establishing employee compensation including salary and benefits, for
management/ non-union general service employees.
9ack, round:
In the past, the City Council granted the same cost of living
adjustments (COLA) to non-represented employees as were negotiated
with represented employees.
Discussion:
AFSCME-represented employees did not receive COLA-based
adjustments for 1999-2000. Rather, they received salary adjustments
based on a new comparable worth-based salary structure established by
the City Council. Conversion to the structure resulted in an average
increase of approximately 2.7 percent, and was retroactive to October 1,
1999. 1999-2000 adjustments for sworn personnel were based on the
previous employment contract, and reflected a 3 percent COLA. Salary
adjustments for sworn personnel that were just negotiated for 2000-2001
addressed a different set of conditions and goals, and result in a six
percent COLA.
Based on past practice, to avoid salary compaction between the
various classifications, and to maintain consistency with the timing of
salary adjustments granted to represented groups, it is recommended the
Council approve a COLA for management and non-represented employees
retroactive to October 1, 1999. Because of the differences between the
salary adjustments granted to the represented groups and adjustment
methodologies used, it recommended that management and non-
represented employee COLAs be based on the one-year change in
consumer price index (CPI) for September 1999; 2.8 percent. Pursuant to
employment contract provisions, it is also recommended that a 2.8
percent COLA should be given to the City Attorney and City Administrator.
Honorable Mayor and City Council
May 8, 2000
Page 2.
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One component of the agreements bargained with unions this year
was to add Martin Luther King Jr.'s Day as a paid holiday. Another
component of both agreements are incentives for certifications in Spanish
or Russian language. Sworn personnel are eligible for a seven (7) percent
language incentive, AFSCME employees are eligible for a two (2) percent
incentive. Accordingly, and to maintain consistency between groups, it is
recommended that the Martin Luther King Jr. Day holiday be extended to
the management and non-represented group, and that they are eligible to
receive a two (2) percent language incentive.
As an unrepresented group, this set of employees has not made a
practice of regularly reviewing salary and benefit packages with the City
Council. They have typically shared the benefits granted to other groups.
This year we will review management salaries and converting to a pay-for-
performance-based system. Management's benefits, and those of non-
represented general service employees, should also be evaluated, as they
would be under collective bargaining. Managers have indicated an
interest in considering cafeteria options related to sick leave, educational
incentives, insurance coverage, and conversions of various leave
accumulations to cash. They have also indicated an interest in
considering changes in comp. time policies, severance packages, and the
potential for employment contracts. Recommendations in these areas will
be forthcoming as part of the pay-for-performance review, and through the
revision of the Personnel Policy Manual scheduled for 2000-2001.
In the meanwhile, a change to vacation leave policy is recommended
now, because it may adversely affect some employees before the
aforementioned changes are made. Employees can currently maintain an
accumulation of twice their annual vacation leave. Amounts in excess of
the limit on December 31st are forfeited. The attached resolution will
permit employees to convert up to 40 hours of leave in excess of the limit
to cash. This change in policy recognizes that vacation leave is an earned
benefit, and that managers are unfairly deprived of the benefit when
workloads prohibit using it.
Finally, the attached resolution places on the salary range three
positions for which classifications/reclassifications were found necessary.
Two result from an adjunct to the classification study conducted for
AFSCME represented employees. The third reflects the decision to
terminate the contract for building inspection services and re-hire city
employees in that function. These changes address the records supervisor
clerk position established in 1999-2000, the recreation supervisor, and
Honorable Mayor and City Council
May 8, 2000
Page 3.
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the building official. The first two positions have are established at grade 6
on the scale. The last position is reclassified from grade 9 to grade 1 1, to
reflect greater minimum technical qualifications than were required of the
previous building official.
A schedule detailing adjustments for each wage classification is
included as an attachment to the enabling resolution.
Financial Impact:
Funding to support this increase was appropriated for 1999-2000,
and anticipated a three percent increase effective October 1, 1999. The
total cost for FY1999-2000 is estimated at $35,000.
JCB
COUNCIL BILL NO.
RESOLUTION NO.
2045
A RESOLUTION ESTABLISHING EMPLOYEE COMPENSATION INCLUDING
SALARY AND BENEFITS.
WHEREAS, the City Council has reviewed the pay plan and benefit
compensation recommendation of the City Administrator as required by Rule 9 of the City's
Personnel Policy and Procedure Manual; and
WHEREAS, the City Council is obligated per Section 11 of the Woodburn City
Charter to establish compensation for each City officer and employee; now, therefore,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. The salary range schedules for all management/non-union general
service employees defined as full-time employees under Rule 2 of the City's Personnel Policy
and Procedure Manual is attached as "Exhibit A" and hereby adopted retroactive to October 1,
1999.
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Section 2. All full-time non-union employees certified to speak and/or write in
the Spanish or Russian language shall receive an additional two percent (2%) of base pay
retroactive to October 1, 1999. This certification program is voluntary and requires the employee
to provide translation services when requested in accordance with City procedures.
Section 3. As provided for in "Exhibit A", the Building Official position has
been reclassified from grade 9 to grade 11, the Police Records Clerk Supervisor is established at
grade 6, and the Recreation Supervisor position is established at grade 6. All other adjustments
to grade level designations that have been previously approved by the City Council during the
current fiscal year are incorporated into "Exhibit A".
Section 4. Pursuant to the provisions within the employee contracts for City
Administrator and City Attorney, a Cost of Living Adjustment (COLA) equal to the amount
given to other non-union general service management employees (2.8%) is extended to these
employees retroactive to October 1, 1999.
Section 5. Effective calendar year 2001, employees covered under Section 1 of
this Resolution shall be granted an additional legal holiday, Martin Luther King Jr.'s Day, to be
taken on the third Monday of January.
Section 6. Effective calendar year 2000, all non-union employees with vacation
hours accrued in excess of their maximum accumulation at the close of December 31 st of each
year shall receive cash compensation for up to 40 hours of vacation for the purpose of reducing
the accumulated vacation hours back to the maximum accumulation level. Any remaining
balance of vacation hours still in excess of the maximum accumulation, after the compensated
hours have been reduced from the employee's vacation account, shall be forfeited.
Page 1 - COUNCIL BIIJ~ NO.
RESOLUTION NO.
llC
Section 7. Compensation benefits including, but not limited to, medical premium
coverage (EBS Plan V/S100 deductible), dental premium coverage (EBS Dental Plan II), long
term disability, life insurance, retirement, deferred compensation, leave allowances, step
advancements, and incentive adjustments are hereby maintained at current service levels adjusted
for premium increases, or decreases in accordance with agreed upon distributions as contained
within the fiscal appropriations of the City of Woodburn.
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 2 - COUNCIL BILL NO.
RESOLUTION NO.
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NON-UNION GENERAL SERVICE EMPLOYEES
COMPETENCY/MERIT SALARY SCHEDULE
Effective Date: October 1, 1999
ENTRY
GRADE RANGE
01 Admn. Secretary 2202 - 2312
Aquatic Program Mgr.
02 Code Enf. Officer 2312 - 2428
03 Asst. Aquatic Mgr. 2428 - 2549
Executive Secretary
Rec. Coord. I
04 Rec. Coord. II 2549 - 2676
RSVP Program Coord.
05 2676 - 2810
06 Aquatic Center Mgr 2810 - 2951
Records Clerk Supervisor
Recreation Supervisor
O7 2951 - 3O99
08 Asst. Wastewater Supt. 3099 - 3254
Parks Supt.
Water Supt.
Street Supt,
City Recorder
Senior Planner
09 3254 - 3417
10 3417 - 3588
11 Wastewater Supt. 3588 - 3767
Building Official
Library Director
Parks & Recreation Dir.
Public Works Manager
Finance Director
Community Devlp Dir.
Asst. City Engineer
12 3665 - 3848
13 3848 - 4153
14 4153 - 4361
15 4361-4579
16 4579-4808
17 4808-5048
18 Public Works Dimctor 5048-5300
"EXHIBIT A"
STEPA STEPB STEPC STEPD
2428 2549 2676 2810
2549 2676 2810 2951
2676 2810 2951 3099
2810 2951 3099 3254
2951 3099 3254 3417
3099 3254 3417 3588
3254 3417 3588 3767
3417 3588 3767 3955
3588 3767 3955 4153
3767 3955 4153 4361
3955 4153 4361 4579
4153 4361 4579 4808
4361 4579 4808 5048
4579 4808 5048 5300
4808 5048 5300 5565
5048 5300 5565 5843
5300 5565 5843 6135
5565 5843 6135 6442
MERIT
RANGE
2811 - 2881
2952 - 3025
3100 - 3176
3255 - 3335
3418 - 3502
3589 - 3678
3768 - 3861
3956 - 4054
4154-4257
4362-4470
4580-4693
4809-4928
5049-5174
5301-5433
5566-5704
5844-5989
6136-6288
6443-6603
11D
MEMO
TO:
FROM:
SUBJECT:
DATE:
City Council through City Administrator~~'~
Public Works Program Manager/~'"~ ~
Bid Award for City Hall Annex Roof Replacement
May 1, 2000
RECOMMENDATION:
Award City of Woodburn Bid 20-16 for replacement of the roof at the City Hall Annex
to Bell Roof Company for $20,690.00.
BACKGROUND:
City of Woodburn bid number 20-16 for replacement of the roof at the City Hall
Annex was opened and read at 2:00 P.M. on April 17, 2000. Results were:
Bidder Amount
Bell Roof Company
Leigh's Roof Service
King Roofing, Inc.
Harris Roofing, Inc.
20,690.00
22,330.00
29,300.00
29,585.00
After occupying the City Hall Annex it was determined that the roof was in need of
replacement. After this bid was advertised, it was determined that the lower layers
of the existing roof contained non-friable asbestos. An addendum to the bid proposal
was issued and the bid period was extended to allow bidders to evaluate this
additional information as part of their bid proposal. The funds for this work were
budgeted as part of the supplemental budget process.
MEMO
To: For Council Action, through the City Administrato q,~
From: Randy Scott, CE Tech HI, through the Public Works Director~
Subject: Contract award for Hawley Street-Wilson Court Storm Sewer Improvement
Date: May 4, 2000
RE,COMMENDAT[0N:
It is being recommended the City Council award the construction contract to the lowest
responsible bidder, Hubco Excavation Inc. for the Hawley Street-Wilson Court Storm Sewer
Improvement in the amount of $36,986.00.
BACKGROUND:
The contract is in conjunction with Project No. 950079-35, Bid No. 20-17, the installation of
approximately 340 lineal feet of 18" dia. storm sewer main at Hawley and Wilson Street. The
existing storm sewer system is to being replaced to increase the capacity. The existing storm
sewer is an older shallow system with adverse grade providing insufliciem capacity to serve the
drainage basin.
lie
The project will be funded using approved storm sewer system capitol outlay budgeted funds.
Staff received a total &twelve qualified bids as listed below
1. Hubco Excavation $36,986.00
2. Bob's Backhoe, LLC $37,740.42
3. Scharff Bros. $39,821.00
4. Alpine Construction. $40,454.47
5. North Santiam Paving $40,970.00
6. Commercial Redi Mix $41,847.00
7. Miller and Sons $43,621.75
8. Sun Quest Construction $44,756.95
9. Kyllo Constriction $46,977.60
10 Northwest General $52,625.00
11 Cooper $60,148.75
12 Rasch Contractors $60,857.00
Engineers Estimate $41,324.50
The low bidder is 10% below the engineers estimate, therefor staff is recommending the contract
be awarded.
Attachment "A" is a Project Location Map
ATTACHMENT "A"
liE
PLAN VIEW
PROJECT
SIT
LOCATION MAP
NTS
llF
MEMO
TO:
FROM:
SUBJECT:
DATE:
City Council through City Administrator~
Public Works Program Manager
Bus Route Modification
May 2, 2000
RECOMMENDATION:
Approve changes to the bus route as presented and direct staff to bring back to
Council at a later date an implementation plan for a fare increase.
BACKGROUND:
Staff presented proposed route and system changes for the city fixed bus route
which included adjustments to the existing route to increase the amount of time
allocated for loading and unloading passengers. The route adjustments also add
stops that have been requested by riders and make rider safety enhancements.
Staff recommends council approve the presented changes,
Staff also proposed increasing the fare for the bus to 91.00 from the current 9.75.
The fare was last increased in July 1995. Staff is requesting that council direct
staff to return to council at a later date with and implementation plan for this
increase.
11G
City of Woodburn
270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2352
Date:
From:
To:
Through:
May 2, 2000 ~
Paul Null, Chief of Poll _~ ~
Mayor and City Councll~-~-'~
John Brown, City Administratorz~
Subject: Sound Amplification Permit- Salvador's Bakery
Ordinance 1900, 3, (5)
The use or operation of an automatic or electric piano,
phonograph, loudspeaker or sound-amplifying device so
loudly as to disturb persons in the vicinity thereof or in such
manner as renders the same a public nuisance; provided
however, that upon application to the Council permits may
be granted to responsible persons or organizations to
broadcast programs of music; news speeches or general
entertainment.
The police department has received a request for a sound amplification permit from
Salvador Larios of Salvador's Bakery Ill, 320 N. Pacific Highway. The permit request is
for Sunday, May 14, 2000, from 10:00 a.m. to 7:00 p.m. The permit is to allow for a
Mothers Day Celebration in which a live band will be performing. The event is held
outdoors, in the parking lot of the establishment.
In May of 1999, Mr. Larios held a similar event at his business. Mr. Larios obtained a
sound amplification permit but failed to comply with established hours of operation. Mr.
Larios was cited into Municipal Court for violation of city ordinance and was ordered to
pay a $125.00 fine.
On April 20, 2000, I spoke with JoAnn Beck, attorney representing Mr. Larios, regarding
the violation of the ordinance and traffic problems identified at last years event. We
discussed actions which could be taken to assure similar problems would not occur
again this year. On April 21, 2000, I received a letter from Mr. Larios establishing
actions he will take to mitigate anticipated problems.
Recommendation: The City Council approve a sound amplification permit for Salvador
Larios for Sunday, May 14, 2000, from 10 - 7:00 p.m.
llG
April 7, 2000
Chief Paul Null
Woodbum Police Deparmaent
270 Montgomery St.
Woodbum, OR 97071
Dear Chief Null:
I am writing to request permission for a permit to have a Mother's Day Celebration in the
parking lot of Salvador's Bakery III at 320 N. Pacific Highway with a live band and
amplified music on Sunday, May 14, 2000, between the hours of 10:00 a.m. and 7:00 p.m.
It is my intent to serve free cake and to hold a drawing for some cash prizes in honor of all
mothers who attend.
Please advise.
Yours truly,
SALVADOR LARIOS
~ . llG
April 21, 2000
Chief Paul Null
Woodburn Police Department
270 Montgomery Street
Woodburn, OR 97071
Dear Chief Null:
In support of my request for a sound permit for the Mother's Day Celebration to be held in
the parking lot at Salvador's Bakery III, 320 N. Pacific Highway with a live band and
amplified music on Sunday, May 14, 2000, I offer the following assurances:
I will abide by the hours set for the celebration; the music and sound system
will be turned off at the time set in the permit.
I will not purposely create excessive volume; however, it must be understood
that live bands in the outdoors do produce sound that is not contained and does
carry on the airwaves.
In an effort to prevent parking problems, it is my intent to request those who
wish to attend to park in the public parking lots in the downtown area. I will
provide two vans to shuttle the people from downtown to the celebration at the
Pacific Highway store.
In addition, I will provide staff to control traffic and direct parking to do all
that is possible to prevent those attending from spilling over into the street.
I consider this celebration as a service to the community. It is my way of doing something
nice for all mothers on their special day. Thank you for your consideration of my request
for a sound permit as contained in my letter to you dated April 7, 2000.
Yours truly,
SALVADOR LARIOS
CITY OF WOODBURN
270 Montgomery Street · Wooctburn, Oregon 97071 · (503) 982-5222
TDD (503) 982-7433 · [AX (503) 982-5244
4B
PROCLAMATION
FOR
Public Works Week in Woodburn
WHEREAS, public works services provided in our community are an integral and
necessary part of our citizens' everyday lives; and
WHEREAS, the health, safety, comfort and economic vitality of this community
greatly depend on the facilities and services such as water, wastewater and other waste
collection and disposal, streets, transportation, etc. and
WHEREAS, the quality and effectiveness of these facilities, as well as their
planning, design, and construction are vitally dependent upon the efforts and skills of the
public works officials; and
W//EREAS, the efficiency of the qualified and dedicated personnel who staff
public works departments are materially influenced by the people's attitude and
understanding of the importance of the work they perform; NOW THEREFORE
BE IT RESOLVED, that I, Richard Jennings, Mayor of the City of Woodbum,
Oregon, do hereby proclaim May 22-26, 2000 as "PUBLIC WORKS WEEK" in
Woodburn, Oregon, and call upon all citizens and civil organizations to acquaint
themselves with the problems involved in providing our public works and to recognize
the contributions that public works officials make every day to our health, safety and
comfort.
chard Jennings,,~jMayor
WOODBURN PUBLIC WORKS DEPARTMENT
PUBLIC WORKS WEEK ACT[V~FC;
MAY 22 - 26, 2000
"PROUD TO CARE FOR PEOPLE
AND
ENVZRONMENT OF THZS COMbtUNZTY"
4B
Monday, May 22 - Kick Off
9:00 a.m. - Ribbon Cutting by Mayor .lennings for modified bus service mute
on 22nd 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 .lennings will officially start up the newly constructed
Vanderbeck Wastewater Pump Station,
2:15 p.m. - Site visit by Mayor .lennings 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 .luly 1999.
(9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & free Dial-a-Ride Van service)
Wednesd~3y, May 24
(9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & flee 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.
Jn
(9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & free Dial-a-Ride Van service)
(9:00 a.m. - 5:00 p.m. - Free Bus Service on modified schedule & free Dial-a-Ride Van service)
MEMO
TO:
FROM:
SUBJECT:
DATE:
City Council through City Administrator
Public Works Program Manager
Bus Route Modification [REVISED]
May 2, 2000
RECOMMENDATION:
ACTION 1:
Approve changes to the bus route as presented and direct staff to
bring back to Council at a later date an implementation plan for a fare
increase.
ACTION 2: Approve extension of No Parking area in front of City Hall Annex on
Garfield Street as outlined in Public Works request.
BACKGROUND:
Staff presented proposed route and system changes for the city fixed bus route
which included adjustments to the existing route to increase the amount of time
allocated for loading and unloading passengers. The route adjustments also add
stops that have been requested by riders and make rider safety enhancements.
Staff recommends council approve the presented changes.
Staff also proposed increasing the fare for the bus to $1.00 from the current $.75.
The fare was last increased in July 1995. Staff is requesting that council direct
staff to return to council at a later date with and implementation plan for this
increase.
MEMO
TO:
FROM:
SUBJECT:
DATE:
City Administrator for Council Action
Julie Moor~,~.xE. Tech III through Public Works Director
No Parking Bus Stop Sign
May 8, 2000
RECOMMENDAT!,ON:
It is recommended that the installation of a bus stop be approved on Garfield Street in
from of the City Hall Annex and an existing 20 minute parking sign be moved one space
to the east. (See attached map).
BACKGROUND:
Woodburn Transportation is modifying the fixed bus rome to take into consideration
concerns and requests from passengers and growth within the city. The new route, which
will go into effect on May 22, 2000, will now start from Garfield in front of the City Hall
Currently along the Garfield side of the Annex there are three parking spaces between
First Street and the alley. The middle space has a 20 minute parking sign. In order for
the bus to make a stop on Garfield it will be necessary to remove two on-street parking in
this arem It is proposed that in order to provide adequate room for a bus stop the 20
minute parking sign be moved one space to the east and the other two remaining spaces
be eliminated.
~,aa.qS :lsJ~ 'N
NON-UNiON GENERAL SERVICE EMPLOYEES
COMPETENCY/MERIT SALARY SCHEDULE
Effective Date: October 1, 1999
ENTRY
GRADE RANGE
01 Admn. Secretary 2202 - 2312
Aquatic Program Mgr.
02 Code Enf. Officer
"EXHIBIT A"
03
Asst. Aquatic Mgr.
Executive Secretary
Rec. Coord, I
STEPA STEPB ~TEPC STEPD
2428 2549 2676
2312-2428 2549 2676 2810
2428-2549 2676 2810 2951
2810 2951 3099
04 Rec. Coord. II 2549 - 2676
RSVP Program Coord.
Management Anaylst I
Aquatic Center Mgr
Records Clerk Supervisor
Recreation Supervisor
05
2676-2810 2951 3099 3254
2810-2951 3099 3254 3417
O6
Asst. Wastewater Supt.
Parks Supt.
Water Supt.
Street Supt.
City Recorder
Senior Planner
O7
2951- 3099 3254 3417 3588
3099-3254 3417 3588 3767
08
3254-3417
O9
Wastewater Supt.
Building Official
Library Director
Parks & Recreation Dir.
Public Works Manager
3417-3588
10
Finance Director
Community Devlp Dir.
Asst. City Engineer
3588-3767
3665-3848
3848-4153
11
12
13
3588 3767 3955
3767 3955 4153
3955 4153 4361
14
15
16
4153 4361 4579
4361 4579 4808
4153- 4361 4579 4808 5048
17
4361 -4579 4808 5048 5300
4579-4808 5048 5300 5565
4808-5048 5300 5565 5843
5565 5843 6135
18 Public Works Director 5048 - 5300
MERIT
RANGE
2810 2811-2881
2951 2952-3025
3099 3100-3176
3254 3255-3335
3417 3418- 3502
3588 3589-3678
3767 3768-3861
3955 3956-4054
4153 4154-4257
4361 4362-4470
4579 4580-4693
4808 4809-4928
5048 5049-5174
5300 5301-5433
5565 5566-5704
5843 5844-5989
6135 6136-6288
6442 6443-6603
CHEMEKETA C DPE TIVE
REGIONAL LIBRARY
.SERVICE
Chemeketa Cooperative Regional Library Service (CCRLS)
Chemeketa Cooperative Regional Library Service is a public cooperative providing
services to fifteen public libraries and one public library district in Marion, Polk, parts of
Yamhill and Linn counties, and Chemeketa Community College Library. The purpose
of CCRLS is to provide improved public library service to all district residents. CCRLS
began in 1973 through a federal grant. It has been funded through Chemeketa
Community College since 1974. CCRLS provides an overlay of services, while
members retain local control of their libraries.
Member libraries:
Amity Public Library
Chemeketa College Library
Dallas Public Library
Dayton (M. Gilkey) Public Library
Independence Public Library
Jefferson Public Library
Lyons Public Library
McMinnville Public Library
Monmouth Public Library
Mt. Angel Public Library
Newberg Public Library
Salem Public Library
Sheridan Public Library
Silver Falls Library District
Stayton Public Library
Willamina Public Library
Woodbum Public Library
CCRLS services:
· an automated catalog of holdings of member libraries
· courier service
· reimbursement to members for lending to other libraries and to noncity patrons
· reimbursement for materials lost to noncity patrons
· leased collection of bestsellers for small libraries
· reimbursement for meeting attendance
· grant for children's services from state monies
-administration
CCRLS functions through these organizations: the Polk, Yamhill and Marion (PYM)
library directors' group, which includes directors from all member libraries; the CCRLS
advisory committee, which includes representative library directors, lay members, a city
manager, a State Library representative and the executive director of the Mid-
Willamette Valley Council of Govemments; and the Chemeketa Community College
Board of Education, which has goveming authority over CCRLS.
CCRLS · RO. Box 14007 · 4000 Lancaster Dr. · Salem, OR 97309-7090
C MEKE CGDP
REGIONAL DBRARY
.S RV CE.
May 5, 2000
TO:
CCRLS Advisory Committee
PYM Library Directors
FR: Linda Cochrane
At PYM May 5, 2000 meeting, members passed a motion that as of July 1, 2000 the · geographical zones will be abolished
· libraries will review patron applications to verify city or noncity status
· noncity patrons will all receive a basic level designation giving them one book and one
hold unless they pay a household fee
· each CCRLS member city/district will receive formula based reimbursement payments
commensurate with those received in 1999-2000 plus a minimum of 3.5%
· libraries will charge a universal fee that will be $25 for noncity patron per household for
fiscal year 2000-2001 with the recommendation to increase the fee to 75% of parity in
fiscal year 2001-2002 and to full parity in fiscal year 2002-2003
· fees will be retained by the city/district collecting the money
· libraries will continue to have the authority to establish local policy for patrons'
accessing their collections and services
· libraries will not override one hold policy for patrons receiving basic level of service
· procedure to be reviewed by July 2001
The CCRLS Advisory Committee members voted to endorse PYM's motion at their May 10.
CCRLS Member Libraries
Estimated Local Tax Effort for Library - 1997-98
Adjusted Operating Effective Tax
County CCRLS Member 1997-98 A.V. Expenditures Rate/S1000 A.V.
Marion Jefferson 53,282,140 20,012 0.3756
Mt. Angel 86,423,374 54,121 0.6262
Sc, lorn (Combined) 5,308,293,410 1,904,334 0.3587
Salem (Marion) 4,626,203,339
Silver Falls Library 557,305,835 357,493 0.6415
Stayton 267,424,033 90,412 0.3381
Woodbum 572,263,537 287,470 0.5023
Bal. of County 4,013,022,288
Polk Dallas 392,665,133 284,789 0.7253
Falls City 19,291,058
Independence 137,360,110 106,000 0.7717
Monmouth 169,277,862 282,226 1.6672
Salem (Polk) 682,090,071
Willamina (Polk) 10,902,259
Bal. of County 770,077,394
Yamhill Amity 32,846,743
Dayton 42,797,095 22,642 0.5290
McMinnville 1,063,998,935 512,948 0.4821
Sheridan 87,055,809 56,666 0.6509
Willamina (Combined) 48,854,756 25,657 0.5252
VVillamina (Yamhill) 37,952,497
Bal. of County 804,183,485
Linn Lyoris 31,218,290 16,064 0.5146
Bal. of County 133,566,481
Weighted Average
Tdtal of CCRLS Members $ 8,870,358,120 $ 4,020,834 0.4533
Note: Adjusted Operating Expenditures is Personal Services and Materials and Services less Library
Library generated and outside revenue including estimated CCRLS Use-based Reimbursement.
Apdl 3, 1998
Moore Breithaupt & Associates
SPECIAL ME~
WOODB URN CITY CO UNCIL
Thursday, May 4, 2000- 7:00p. m.
CALL TO ORDER
ROLL CALL
BUSINESS
A. Downtown Parking Lot Closure for Saturday Market
1) Adopt the Ordinance Prohibiting Parking in a Portion of the
Downtown Area to Prevent Interference with Saturday Market
2) Authorize the City Administrator to Execute the License Granting
the city Use and Authorization to Place Parking Restrictions on
Private Property
B. Consider Extending Insurance Coverage for Certain Special Events.
4. ADJOURNMENT
May4, 20O0
TO:
FROM:
SUBJECT:
Honorable
Mayor and City Council_~
John C. Brown, City Administrator~ t/
Downtown Parking Lot Closure for Saturday Market
Recommendation:
It is recommended the City Council:
1) Adopt the attached Ordinance Prohibiting Parking in a Portion of the
Downtown Area to Prevent Interference with Saturday Market; and
2) Authorize the City Administrator to execute the attached license granting the
City use and authorization to place parking restrictions on private property,
related to the Saturday Market.
Background:
On April 27, 2000, the Woodburn Downtown Association (WDA) obtained the
Planning Commission's approval to conduct a Saturday Market in the Parking lot located
at First Street between Hayes and Garfield Streets. The City's Zoning Ordinance requires
"outdoor markets" held in the Downtown Design and Conservation District must be
approved by the Commission as a conditional use. The Commission's final order
approving Conditional Use 00-03 is included as Attachment 1 to this report.
Discussion:
The Saturday Market will be held every Saturday between May 6 and the end of
October 2000, from 8 a.m. until approximately noon. The WDA wants to close the
parking lot from Friday night until 3 pm Saturday afternoon, to assure the lot is clear
from obstructions and vehicles and ready for set up prior to the 8 am start time.
The Police Department advises that to close the parking lot and allow for parking
enforcement, the City Council needs to adopt an enabling ordinance. The Police
Department also advises signs indicating that parking is prohibited in the lot during
specified hours must be posted before enforcement occur.
This special Council meeting was scheduled to allow the City Council to consider
an ordinance (Attachment 2), which provides for such closure and signage.
In the course of preparing for the Planning Commission meeting, it was
discovered that a portion of the downtown parking lot is privately owned. The owners of
that portion of the lot have indicated they will allow for both Saturday Market use of their
property, and restricted parking on their property, if the City will execute a license
agreement and extend liability insurance coverage to the property during the Saturday
Honorable Mayor and City Council
May 4, 2000
Page 2.
Market. A copy of the license agreement is included as Attachment 3 for your
consideration.
The WDA's application to the Planning Commission contemplated lot closure
between the hours of 1 lpm on Friday night, and 3 pm Saturday afternoon. Following the
Planning Commission's April 27, 2000 action, City staffwas contacted by the Elk's
Lodge and asked to delay closure until Fridays at midnight, as the Elks use the parking
lot in association with their Friday evening activities. Accordingly, the ordinance
presented for your consideration prohibits parking in the lot from midnight Fridays until
3 pm Saturdays.
This special meeting of the City Council was scheduled to allow for your
consideration of the attached enabling ordinance, to authorize execution of the license
agreement, and to approve extending liability insurance coverage to the Saturday Market
event and the private property in question prior to commencement of the Saturday Market
on May 6th. As the Saturday Market appears to be of benefit to the vitality of the
downtown area and the entire Woodbum community, your apProval of the recommended
actions is respectfully requested.
JCB
Attachments
Woodburn Public Library
FY1998-99
CURRENT SERVICES PROVIDED
AMOUNT/VALUE
Use-based Reimbursement
Lost Books Reimbursement
Net lending
Children's Grant - [Woodbum's portion is .0625% of the Grant]
Courier Service --[.0549% of the deliveries were made to Woodbum] --[Woodbum received 18,594 library items]
CCRLS Automated System Investment for
Woodbum Public Library:
· CCRLS pays ongoing maintenance for all
· Annual Operation Prorated [5.62%]
· System Hardware Prorated
· Dynix Software Prorated
· Services per port
· Site Telecommunication [at Woodburn]
· Site Peripherals [at Woodbum]
TOTAL
$21,805
$13,513
$13,474
$9,143
$8,223
$10,200
$45,083
$1,146
$ 918
$ 1,664
$ 1,271
$76,358
$126,440
ATTACHMENT
Page I of
CITY OF WOODBURN
270 Montgomery Street · Woodbum, Oregon 97071 · (503) 982-5222
TDD (503) 982-7433 · FAX (503) 982-5244
IN THE PLANNING COMMISSION OF WOODBURN, OREGON
CONDITIONAL USE 00-03
FINAL ORDER
WHEREAS, a request was made to the Planning Commission to hear a proposal
for an outdoor "Saturday Market" to be held every Saturday from May 6 to October 28 in
the City parking lot, in Downtown Woodburn next to the Warzynski Plaza, and;
WHEREAS, the Planning Commission reviewed the matter at their regularly
scheduled meeting on April 13, 2000, and continued said hearing to April 27, 2000,
and;
WHEREAS, the Planning Commission considered the written and oral testimony
presented by staff, the applicants, and other interested persons to the proposal, and;
WHEREAS, the Planning Commission closed the hearing, and;
WHEREAS, the Planning Commission moved to approve CU 00-03 and
instructed staff to prepare findings and conclusions.
NOW, THEREFORE, IT IS HEREBY ORDERED BY THE COMMISSION:
The Planning Commission hereby approves Conditional Use 00-03. 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: . Ro~::e Youn~Cha~rperson
FINAL ORDER - CU 00-03 "Saturday Market"
Page
/
ATTACI-LM ENT . .--~-..--
Page ~ of ~
EXHIBIT "A"
FINDINGS AND CONCLUSIONS
I. RELEVANTFACTS:
The City lot/Plaza presently accommodates off-street parking for neighboring
businesses, visitors and individuals taking either the City buses or Greyhound
buses, which service the adjacent bus depot. There are currently 41 parking
spaces and three handicap spaces on the site. These spaces are intended to be
used as reserved vendor spaces during the Market times.
The site is located in the Downtown Design and Conservation District (DDCD). An
outdoor market is permitted as a conditional use. This location is designated on the
Comprehensive Plan Map as Commercial. The site can be identified on Marion
County Tax Assessor Maps as Map No. 51W18AB Tax Lots 2800 & 3200.
Tax Lot 2800 is privately-owned. The City is required to reach an agreement with
the property owner of said parcel in order for the Market to close off and utilize the
entire lot, as indicated in Conditions of Approval # 7. If an agreement is not in
place, the Market will be limited to the front half of the lot to allow the owner of Tax
Lot 2800 vehicular access.
South of the site on Garfield Street is the City of Woodburn Public Works Annex,
Discoteca Jalisco video and jewelry store, and the Pizza Cabana restaurant. East
of the site across the Mayor's Alley is Lupita's Restaurant, the old Salud Medical
building and the Greyhound Bus Depot. North of the site on Hayes Street is a
vacant parcel (adjacent to the alley), St. Lukes Church and Mexico Lindo Imports.
On the west side of the site on First Street is Oregon Legal Services, Woodburn
Radiator & Glass and Orrin Grover Law Offices.
II. APPROVAL CRITERIA:
A. Woodburn Comprehensive Plan
Bo
Woodburn Zoning Ordinance
Chapter 8 General Standards
Chapter 10 Off-Street Parking, Loading & Driveways
FINAL ORDER - CU 00-03 "Saturday Market"
Page 2
ATTACHMENT ~ --
Page /5 of /
III.
Chapter 14 Conditional Use
Chapter 40 Downtown Design and Conservation District
C. Woodburn Downtown Development Plan
D. Woodburn Landscaping Policies and Standards
E. Woodburn Access Management Ordinance
F. Woodburn Transportation Systems Plan
G. Woodburn Sign Ordinance
FINDINGS
A. Woodburn Comprehensive Plan
IX.
Goals and Policies
P. Downtown Design and Conservation District
Goal P-6 Attract Business to the DDCD
FINDINGS: The Saturday Market is part of an on-going effort to revitalize
and attract social and business activity to Woodburn's DDC District. It is
proposed to be an outdoor sales and entertainment event in the open area
of the Warzynki Plaza, which would result in a highly visible civic and
business attraction to visitors and residents. By serving as such, the
Woodburn Downtown Association and City staff expect the Market to
increase awareness of and interest in Woodburn's downtown, thereby
attracting more business activity. The Downtown Association and staff
believe that the Market will serve a crucial role in revitalizing Woodburn's
downtown.
As discussed throughout this report, all applicable goals and policies in the
Woodburn Comprehensive Plan have been satisfied through the
implementing ordinances of the adopted zoning ordinance and other
ordinances in affect at this time.
FINAL ORDER - CU 00-03 "Saturday Market"
Page 3
ATTACHMENT ....
Page. ~ of
Parks and Recreation Comprehensive Plan Update
Goal R-'I It is the goal of the City to provide adequate parks, recreation
facilities, and open space to maintain Woodburn's livability and manage
growth, and to provide social, economic and environmental benefits to
individuals, families and the community.
Goad R-2 Downtown Woodburn should remain a centerpiece of activity,
culture, and commerce within the City ......
FINDINGS: The Market would be an event which would provide social
benefits to individuals, families, and the community by serving as a place of
interaction. Furthermore, an outdoor market would help the downtown serve
as a centerpiece of activity and culture by welcoming community interaction,
and it should have long-term, positive effects on commerce due to
increased downtown activity.
B. Woodburn Zoning Ordinance:
1. Chapter 8 General Standards
Section 8.190. Vision Clearance
FINDINGS: The applicants are not proposing any temporary or
permanent structures or objects in required vision clearance areas as
part of the Market.
2. Chapter 10 Off Street Parking, Loading and Driveway Standards:
FINDINGS: Section 40.150 of the Zoning Ordinance states that there are
no minimum parking requirements within the DDC District. On-street
parking is available adjacent to the site on Hayes, First and Garfield Streets.
Subject to City Council approval, the Warzynski Plaza will be barricaded off
at access points for a time to include market hours. The Market is proposed
as a pedestrian-oriented event, and only limited vehicular movement and
access will be permitted on site during market hours.
FINAL ORDER -
The closure of the City lot for the Market must be approved by the City
Council through Ordinance. The Woodburn Police Department requires
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signage to be posted making notification of the times of closure, and that
vehicles found parked in the lots during closure hours are subject to towing.
Since no permanent structures are proposed as part of this application, this
request is not subject to loading area requirements. The Market Committee
will be responsible for coordinating access, loading and unloading, and any
other necessary vehicle movement during market hours, with the exception
of emergency vehicles.
3. Chapter 14 Conditional Use
Section 14.010. General Concept. A Conditional Use is an activity
which is basically similar to other uses permitted in the district but due
to some of the characteristics of the Conditional Use, which are not
entirely compatible with the district, such use could not otherwise be
permitted in the district. A public hearing and review of the proposed
Conditional Use by the Planning Commission will insure that the use
will be in consonance with the purpose and intent of the district.
Section 40.060. Conditional Uses. When authorized under the
procedure provided for Conditional Uses, in this Ordinance, the
following uses will be permitted (in the DDC District):
(7) Outdoor Markets
FINDINGS: The proposed Market is by definition an "outdoor market". This
request is expressly permitted as a Conditional Use in the Downtown
Design and Conservation District.
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;
FINDINGS: Section 14.030 of this Chapter states that the Planning
Commission has the authority to grant Conditional Uses which are permitted
in applicable districts. An outdoor market is permitted as a Conditional Use
in the DDC District. Therefore, the Planning Commission has the power to
grant the proposed Conditional Use for the subject site.
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(b) That such Conditional Use, as described by the applicant, will be
in harmony with the purpose and intent of the district;
FINDINGS: The DDCD purpose statement directs the City to "protect and
enhance the City's attractions for tourists and visitors" and to "strengthen
the economy of the City." An outdoor market in Woodburn's downtown
would not only be in harmony with such intents, it would serve a crucial role
in fulfilling the intents and purposes for the downtown.
Due to the visual attraction and interest outdoor markets can create, this
proposal has the potential to draw local residents and outside visitors and
tourists. Such an attraction could create new economic opportunities for the
City by bringing more human activity and shopping downtown. The DDC
District is intended to be the commercial hub of the VVoodburn community,
and as a result, economic viability in the downtown as an important element.
The proposed Saturday Market would enhance the City's visitor and tourist
attractions, and should have a positive, long-term effect on the City's
economy.
(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.
FINDINGS: It is anticipated that the Market will grow and expand.
Therefore, a condition of approval states that the Market may be reviewed
annually as determined by the Planning Commission. The condition also
states that substantial expansion of the Market area or periods of operation
will require application for a new Conditional Use Permit or the land use
application required at such time. This and the other conditions provided in
this report are based on the above criteria and how the anticipated growth
of the Market may impact public health, safety and welfare.
The City intends to provide the Market's liability insurance for the first
season. Depending on the Market's success, the City and the appropriate
committee may reach a new insurance agreement which is deemed
appropriate at such time.
FINAL ORDER - CU 00-03 "Saturday Market"
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ATTACHMENT /
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4. Chapter 40 Downtown Design and Conservation District
Section 40.010 Purpose. Buildings, objects, structures, and sites in
the Downtown Design and Conservation District having special
historic, architectural, or cultural significance should be conserved as
a part of the City's heritage. New development should be designed
to be compatible with traditional downtown building forms found within
the area. To this end, regulatory controls and administrative
procedures are necessary for the following reasons:
(a)
(b)
(c)
(d)
(e)
(O
Stabilize and improve property values through restoration
efforts;
Promote the education of local citizens on the benefits
associated with an active historic preservation program;
Foster civic pride in the beauty and noble accomplishments of
the past;
Promote remodeling and infill developments which are of a
high quality and are consistent with traditional design found
within Downtown Woodburn;
Protect and enhance the City's attractions for tourists and
visitors; and
Strengthen the economy of the City.
FINDINGS: As previously stated, the proposed Market would serve as an
attraction which should strengthen the City's economy through increased
business activity in Woodburn's downtown. In addition, the Market would
serve as a hub for social, recreational, cultural and civic activities. This has
the potential to promote awareness and interest in the downtown, which
may in turn attract new business establishments and foster civic pride.
C. Woodburn Downtown Development Plan
THE VISION
Social
Downtown is a place where a diverse community comes together to
work, shop, and play. It is a mirror of the community, the community's
"living room". All persons in a community feel welcome in, and a part
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FINAL ORDER - CU 00-03 "Saturday Market"
ATTACHMENT
of, their downtown.
Actions to address the social elements of downtown life include:
· Design events to be inclusive to all community groups
FINDINGS: One of the purposes of the proposed Market is to attract social
activity into the downtown. It is intended to be diverse due to the multi-
cultural make-up of the area, and in this sense, it is an event intended to
invite and welcome all persons in the community.
Attractors
Downtown is the center of community life, and serves as a focus to
define the community's historic and cultural heritage. A community
market brings the City's diverse communities together every week.
Downtown's architecture and unique businesses serve as a regional
attractor. In addition, downtown offers events and opportunities that
draw people together to mingle, learn, and enjoy.
Actions to provide downtown attractors include:
· Promote cultural diversity through a variety of events and
celebrations.
· Develop a plan for a community market downtown and
coordinate with community events.
FINDINGS: The Market would be an opportunity to recognize Woodburn's
downtown as the center for community life by welcoming diverse social
groups to a single event. Not only would it be a place for business,
socializing and enjoyment, the Market would also provide a means of
educating the public on and displaying the community's historic and cultural
heritage. This could be accomplished by setting up a vendor(s) for such
purposes.
THE PLAN
Public Market
FINAL ORDER - CU 00-03 "Saturday Market"
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ATTACH..M ENT t/fl/..
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Opportunity for a third public attractor, a flexible public market
location, is planned for the city parking lot located on First between
Hayes and Garfield Streets. During weekdays, the lot will be
designed for parking. On specific evenings and weekends, the lot can
be converted to a public market location with utility connections,
lighting and supporting improvements. The paving surface will remain
asphalt, but simple paint can be used to simultaneously organize the
space for parking and festival market uses. In the long term, a shelter
or other structure should be considered as a permanent improvement.
FINDINGS: This proposal is for an outdoor market open to the public, and
it is in the exact location as indicated in the Downtown Development Plan.
This proposal is an initial implementation of the Public Market as described
above. The applicants have indicated that the Market vendors will not use
utility connections at this time.
D. Woodburn Landscaping Policies and Standards
FINDINGS: There is existing, intermittent landscaping along the perimeter
of the parking lot. The applicants are not required to further address
landscaping standards as part of this request. The Market Committee and
vendors are responsible for keeping the existing landscaping in good order
during market hours. This responsibility has been included as a condition of
approval.
E. Woodburn Access Management Ordinance
FINDINGS: The Market area is proposed to be barricaded at all access
points during market hours to prevent free vehicular access. The Market is
intended to be reserved for pedestrian activity. Limited, non-emergency
vehicular access and movement would be permitted as necessary for vendor
activities, primarily for loading and unloading. The Market Committee shall
be responsible for coordinating any such vehicle movement in a manner
which is safe for pedestrian activity.
F. Woodburn Transportation Systems Plan
FINDINGS: One of the intents in this Plan is to promote the use of
transportation modes other than single-occupancy vehicles (SOV's). The
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FINAL ORDER - CU 00-03 "Saturday Market"
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Page 14:) of
City bus route runs adjacent to the proposed Market site. Therefore, the
proposed location would encourage Market visitors to arrive by multi-modal
means of transportation. Since the location would be in the city center, this
proposal would encourage transit and pedestrian-oriented modes of travel.
The presence of sidewalks in and around the downtown would further
encourage pedestrian travel to and from the proposed Market location.
G. Woodburn Sign Ordinance
FINDINGS: The applicants intend to use signage during the market hours
to advertise and direct visitors and residents to the Market. A condition of
approval states that any signs used in conjunction with the Market shall be
in compliance with applicable requirements in the Woodbum Sign Ordinance.
IV. CONCLUSION:
Based on the information in this final order and the applicable review criteria, this
proposal satisfies all approval criteria relating to a Conditional Use Permit.
FINAL ORDER - CU 00-03 "Saturday Market"
Page 10
ATTACHMENT.
Page ...LL. of
EXHIBIT "B"
CONDITIONS OF APPROVAL
CONDITIONAL USE PERMIT 00-03
Community Development Department
The proposed event shall be in substantial conformance with the submitted
application and plans dated March 8, 2000, unless substantial changes are
approved by the Planning Commission at a future date.
The Saturday Market Committee and vendors shall be responsible for
keeping the site and adjacent landscaping clean and in good order. The
existing pavement surface shall not be broken or penetrated for reasons
associated with the Market event unless approved by the City.
Restroom and food facilities shall be in compliance with Marion County
Health Department requirements. All necessary permits and licenses shall
be obtained by vendors prior to storing, serving and selling food products.
Restroom facilities shall be available during the event. If restrooms are off-
site, directional signage shall be provided.
All temporary structures and objects shall be adequately weighted or secured
in their designated locations to withstand expected weather elements and
Market activity.
The Market is approved for operation on Saturdays (May 1 through October
31) between the hours of 7:00 a.m. and 3:00 p.m. This Conditional Use
Permit may be reviewed annually as determined by the Planning
Commission. Substantial expansion of the Market area or periods of
operation shall require application for a new Conditional Use Permit or the
land use application(s) required at such time.
Any signs erected on or off-site as part of the Saturday Market shall be in
compliance with the applicable City sign regulations.
The approved site plan, Exhibit "C", is only valid if an agreement is in place
between the City and the property owner of Tax Lot 2800, T5S RIVV Section
18AB. Said agreement must allow Tax Lot 2800 to be utilized for the
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proposed Market. At any time such an agreement is not in place, the
appli.cant shall only utilize the portion of the site as shown on Exhibit "D" (this
plan maintains access to Tax Lot 2800).
FINAL ORDER - CU 00-03 "Saturday Market"
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i
sT~Q£ET
ATTACHMENT
Page / of
COUNCIL BILL NO.
ORDINANCE NO.
AN ORDINANCE PROHIBITING PUBLIC PLACE PARKING IN A PORTION OF THE
DOWNTOWN AREA TO PREVENT INTERFERENCE WITH SATURDAY MARKET
OPERATIONS, PROVIDING FOR CIVIL ENFORCEMENT, AND DECLARING AN
EMERGENCY.
THE CITY OF WOODBURN ORDAINS AS FOLLOWS:
Section 1. Purpose. The City Council finds that the Saturday Market serves a public
purpose and is conducted on premises open to the public. The limited clearing of public parking
spaces will facilitate a safe, effective, and efficient operation of the Saturday Market.
Section 2. Definitions. In addition to those definitions contained in the "Oregon
Vehicle Code," the following definitions apply:
(A) "Administrator" shall mean the City Administrator or designee.
"Public Parking Space" shall mean every public way, road, street, thoroughfare,
and place open, used or intended for use by the general public for
parking motor vehicles.
(c)
"Downtown Parking Lot" shall mean the parking lot bordered by Garfield Street
on the South side, North First Street on the West Side, and West Hayes Street on
the North side and which is described as Township 5 South, Range 1 West,
Section 18AB of the Willamette Meridian, Tax Lots 2800 and 3200.
Section 3. General Provisions. In addition to the applicable sections of the "Oregon
Vehicle Code," prohibited parking, no person shall park or stand a motor vehicle in a public
parking place within the Downtown Parking Lot between the hours of 12:00 a.m. Friday and 3:00
p.m. Saturday as posted by a lawfully erected parking limitation sign for the clearance of motor
vehicles on account of Saturday Market operations.
Section 4. Administration. The Administrator shall be responsible for the installation
and maintenance of applicable parking signs and for the enforcement of this ordinance.
Section 5. Civil Infraction Assessment. A violation of any provision of this
ordinance constitutes a Class 5 civil infraction and shall be dealt with according to the procedures
established by Ordinance 1998.
Page 1 - Council Bill No.
Ordinance No.
ATTAGHMENT ~
P~ge ~ of
Section 6.
Towin~ and Storage.
(A) Any motor vehicle violating the provisions of this ordinance shall constitute a hazard
to the public safety and may be towed and stored at the registered owner's expense if left
unattended. The registered owner shall be liable for the cost of towing and storage, even if the
vehicle was parked by another person.
(B) Towing and storage of any motor vehicle pursuant to this ordinance does not
preclude the issuance of a citation for violation of any provision of this ordinance.
Section 7. Disposal of Motor Vehicle. After a motor vehicle is towed under the
authority of this ordinance, it shall be disposed of in the manner provided by ORS 819.180 to
ORS 819.260.
Section 8. Severability. If any section, clause, or phrase of this ordinance or its
application to any statute, is determined by any court of competent jurisdiction to be invalid or
unenforceable for any reason, such determination shall not affect the validity of the remainder of
this ordinance or its application.
Section 9. Eme~ency 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 passage by the Council and approval by the Mayor.
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 2 - Council Bill No.
Ordinance No.
THIS license entered into this day of
2000, by and between BOB SOK ~ KIM and ~Y AE K KIM,
husband and wife, 1773 12th Street, Hood River, Oregon 97031,
hereinafter called "GRANTOR" and the City of Woo~urn, a
municipal corporation of the State of Oregon, hereinafter called
"LICENSEE."
WHEREAS, GRANTOR is owner of that certain real property
located in the City of Woodburn described herein; and
WHEREAS, said real property abuts the downtown Woodburn
municipal parking lot located on the east side of First Street
between Garfield and Hayes Streets, which will be used to conduct
Saturday Market; and
WHEREAS, LICENSEE desires to facilitate the operation of
Saturday Market by placing parking restrictions on the premises
where it is conducted, including the real property owned by
GRANTOR; and
WHEREAS, in order for LICENSEE to place and enforce said
parking restrictions on GRANTOR'S property during Saturday Market
it will be necessary for GRANTOR to grant this License to
LICENSEE;
NOW, THEREFORE, GRANTOR hereby grants LICENSEE this License
for use of the following described real property to conduct
Saturday Market:
Beginning at a point on the Southerly boundary line of
Hayes Street in the City of Woodburn, Marion County,
Oregon, which is South 48° 45' East 75.00 feet from the
most Northerly corner of Lot 8, Block 2, of the City of
Woodburn, Marion County, Oregon, (See Volume 1, Page
39, Record of Town Plats of Marion County, Oregon);
thence South 41° 15' West parallel with the
Northwesterly line of Lots 8 and 7 in said Block 2,
100.00 feet to the southwesterly line of said lot 7;
thence South 48° 45' East along the Southwesterly line
of said Lot 7, 25.00 feet to the most Southerly corner
of said Lot 7; thence North 41° 15' East along the
Southeasterly line of Lots 7 and 8, 100.00 feet to the
most Easterly corner of said Lot 8; thence North 48°
45' West along the Northeasterly line of said Lot 8,
25.00 feet to the place of beginning.
As part of said License, LICENSEE shall have the right to
allow said property to be used to conduct a Saturday Market every
Saturday from 9:00 a.m. to 12:00 noon from May 6 to October 28,
2000. LICENSEE shall insure that said property is maintained in
PAGE 1 - LICENSE
ATTACI-I_M ENT ~.-.,~
Page ~ of ~
a clean and sanitary condition during the period of its use and
at the conclusion of each Market day. LICENSEE agrees that the
~uidelines attached hereto as Exhibit A will be imposed on the
Saturday Market operations.
Under said License, LICENSEE shall have the further right to
place parking restrictions on said property and enforce these
restrictions between the hours of 11:00 p.m. Friday and 3:00 p.m.
Saturday during the weekends when Saturday Market is held.
As a condition of this License, LICENSEE shall maintain
liability insurance covering said property during the times and
dates Saturday market is conducted in the amount of One Hundred
Thousand and no/100 Dollars ($100,000) per injury or death to any
one person, Five Hundred Thousand and no/100 Dollars ($500,000)
for injury to or death of any number of persons in one occurrence
and property damage liability in the amount of Fifty Thousand and
no/100 Dollars ($50,000). Such insurance shall specifically
insure LICENSEE against all liability assumed by it hereunder as
well as liability imposed by law, and shall insure both GRANTOR
and LICENSEE but shall be endorsed as to create the same
liability on the part of the insurer as though separate policies
had been written for GRANTOR and LICENSEE.
Done the day and date first above written.
GRANTOR
LICENSEE
Gm. To
PAGE 2 - LICENSE
Woodburn Downtown Saturday Market 2000 Guild lines
ATTACH ENT '~
Page ~.~ of ~
1. The Woodbum Downtown Saturday Market provides direct marketing outlets for the
sale of farm produce, flowers, nursery stock, honey, meat and dairy products, eggs,
certain farm processed foods, farm food products processed off site and non food value
farm products as well as hand crafted items that have been juded.
2. Each vendor must have grown or personally made at least 75%, by value, of the
products that s/he offers for sale at the market. This nde does not authorize reselling the
remaining 25% in the manner of retail establishments. The intent is to allow vendors to
accommodate informal arrangements with Mends and neighbors. Products not grown by
vendors should be accepted on a consignment basis, so that risk is bom by producers.
Vendors consigning for others are required to display a small sign identifying the
producer(s) of such items.
3. All products offered for sale at the markets must comply with state and federal
standards governing weight, packaging, display and labeling. Vendors must learn and
follow Farmers' Market Guidelines issued by the Food Safety Division of the Oregon
Department of Agriculture. Produce sold as organically grown must be either certified by
an organic certifying organization or registered with the ODA.
4. Vendors are responsible for obtaining all necessary licenses and permits, which should
be available upon request. Nursery stock and processed foods are regulated by the
Oregon Department of Agriculture.
5. Live animals and non hand crafted items are not allowed for sale except for drinks
such as cokes and waters.
6. Since the committee cannot assume responsibility for product liability, vendors are
encouraged to purchase product liability insurance and are required to do so if potentially
baTardous foods, as defined by OAR 603-25-010(20), are sold. All processed and
restaurant style food vendors are required to carry such insurance.
7. The Saturday Market Board shall employ a fair and equitable vendor selection
process. The association may choose to apply preferences for local businesses and
vendors using Oregon or locally grown food products and crafts where applicable.
8. All vendors will be at their spaces by the start of each market; arriving at lea~t one
hour before hand is strongly recommended. Vendors are required to stay during the entire
market. Vendors who must leave early due to emergencies must inform the market
management so that appropriate traffic control measures can be taken.
9. All vendors must furnish a garbage container of some kind at their space.
10. No electricity or water is available at this time on the premises.
EXHIBIT "A"
MEMO
TO :
THROUGH :
FROM :
DATE :
SUBJECT :
Mayor and Council
John C. Brown, City Administrat
Mary Tennant, City Recorder
May 2, 2000
Extension of City Liability Insurance Coverage
Recommendation: By motion, the Council authorize extension of City Liability Insurance for
the Saturday Market to be held each Saturday beginning May 6, 2000 and ending October 28,
2000; (2) the July 4th celebration to be held on July 4, 2000 at the Woodburn High School athletic
field; and (3) the Drums of Fire musical event to be held July 7, 2000 at Legion Park.
Discussion:
(1) The Saturday Market will be held in the downtown parking lot (Warzynski Plaza)
beginning May 6th and ending the last Saturday in October. This event is being
organized by the Woodbum Downtown Association (WDA) and they have requested that
City liability insurance be extended to cover this local event. In addition, as a portion of
the parking lot on which the Saturday Market will be held is privately owned, the owners
have requested the City to extend liability insurance to their property during the hours of
the event. A licensing agr~ment between the City and the property owners requires the
City to provide a Certificate of Insurance naming the owners as an additional insured.
(2)
The City has been a co-sponsor for the July 44 celebration since it's inception in 1990.
The event is held at the Woodburn High School athletic field and, even though the School
District does not charge a fee for the use of their facility, they do require a Certificate of
Insurance.
(3)
Lastly, in past years, liability insurance has been extended for the Drums of Fire musical
event which is held at Legion Park. Even though the City does not receive any direct
proceeds from this event, the sponsors have generously given their time and financial
support to make major improvements to Legion Park and stadium.
Financial Impact: There is no financial impact to the City for extension of liability coverage in
that no additional premiums are assessed by our insurance carrier.
Honorable Mayor and City Council
May 8, 2000
Page 5.
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of current costs and excluding the effect of salary step advancements is
estimated at $296,000. Funding will be provided by from the General
Fund, from proceeds of property taxes associated with growth. Pursuant
to Budget Committee policy, a portion of the proceeds from property taxes
associated with growth is reserved for specified expenditures, including
police personnel costs.
JCB
Attachments
liB
COUNCIL BILL NO. 2044
RESOLUTION NO.
A RESOLUTION AUTHORIZING EXECUTION OF A COLLECTIVE
BARGAINING AGREEMENT WITH THE WOODBURN POLICE
ASSOCIATION EFFECTIVE JULY 1, 2000 THROUGH JUNE 30, 2003.
WHEREAS, the purpose of said labor negotiations is to reach an agreement on
matters relating to wages, hours, working conditions, and fringe benefits for certain represented
employees, and
WHEREAS, the City of Woodbum and the Woodbum Police Association have
bargained in good faith and understand the personnel, financial, and organizational impacts
related to said agreement, now, therefore,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That the Mayor and City Administrator are authorized to execute and
administer on behalf of the City of Woodburn the "Agreement Between the City of Woodbum
and Woodbum Police Association", once the agreement is in an approved and final form based
on the tentative agreements between the two parties.
Approved as to Form~f'~}~;~ '~/-~'/7-~OOO
City Attorney Date
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
APPROVED
RICHARD JENNINGS, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodbum, Oregon
Page 1 - COUNCIL BILL NO.
RESOLUTION NO.
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This Agreement is agreed to between the City of Woodbum, Oregon, hereinafter called
the City, and the Woodburn Police Association, hereinafter called the Association. This
Agreement is entered into for the purpose of fixing the wage scale, schedule of hours, and
conditions of employment affecting members of the bargaining unit.
The purpose of this Agreement is to set forth the full agreement between the parties on
matters relating to employment relations.
ARTICLE 1 - RECOGNITION
The City recognizes the Association as the sole collective bargaining agent for all regular
employees employed in job classifications covered by this Agreement as listed in Appendix A
hereof.
The parties further agree that the classifications of Sergeant, Lieutenant, Deputy Chief,
Chief, and Administrative Secretary are specifically excluded from the bargaining unit.
The accrual of all paid time off benefits and fringe benefits (Article 22) is predicated
upon a regularly scheduled, forty (40)-hour work week. Employees who work less than forty
(40) hours per week shall have all such benefits prorated based upon the relationship their work
hours bear to forty (40) hours, except that employees who work less than twenty (20) hours/week
shall not be eligible for fringe benefit (Article 22) coverage.
III/I
IIIII
IIIII
/////
ARTICLE 2 - ASSOCIATION SECURITY
Association Dues:
The City agrees to deduct once each month from the pay of employees covered by
this Agreement as applicable:
t~5~l' ~dl[-~WooClb~u r n P,,[oposal S,wp~~-
11B
1. The Association membership dues and assessments of those Association members
who individually request such deductions in writing.
2. In lieu of paragraph ! of this Article, a monthly service fee equal to the cost, to the
extent permitted by law, of negotiations and contract administration as certified in
writing by the Association to the City, not, however, to exceed the uniformly
required dues of members, from any employee who is a member of the bargaining
unit and who has not joined the Association within thirty (30) days of this
Agreement, or within thirty (30) days of becoming an employee, whichever is later.
3. The Association expressly agrees that it will safeguard the rights of non-association
of employees, based upon bona fide religious tenets or teachings of a church or
religious body of which such employee is a member. As to any such employee,
such sums paid by such employee shall be equivalent to regular Association dues
and shall be paid to a non-religious charity mutually agreed upon by the employee
making such payment and the Association, or in lieu thereof, the employee shall
request that such inqieu-of-dues payment be not deducted and shall make such
payment to a charity as heretofore stated and shall furnish written proof to the
Association and the City, when requested, that this has been done.
4. The amounts to be deducted shall be certified to the City by the Treasurer of the
Association, and the aggregate deductions of all employees shall be remitted,
together with an itemized statement, to the Treasurer of the Association by the 10th
day of the succeeding month after such deductions are made. Such itemized
statement shall also include annotation as to any new hires or terminations.
Notification of new hires shall take place at the time the first dues payment is to be
paid and shall include the employee's name, Social Security number, mailing
address, and job title.
5. Provided the City acts in compliance with the provisions of this Article, the
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Association will indemnify, defend, and hold the City harmless against any claims
made and against any suit instituted against the City as a result of the City's
enforcement of the above provisions or as a result of any check-off errors.
B. Bulletin Board:
The City agrees to furnish and maintain a bulletin board within the Police
Department to be used by the Association for the posting of notices and bulletins relating
to the Association.
C. Association Activities:
Except as otherwise provided in the Agreement, during their working hours,
Association members shall not engage in solicitation for membership in the Association,
the collection of fees or dues for the Association, or carry on other business activities of
the Association, provided that this provision shall not prohibit conversations concerning
Association matters which do not interfere with the work and duties of any City
employee.
D. Payroll Deductions:
All other previously established payroll deductions shall continue to be offered so
long as the present level of employee participation does not decrease.
ARTICLE 3 - NON-DISCRIMINATION
The provisions of this Agreement shall be applied equally to all employees in the
bargaining unit without discrimination as to age, marital status, race, color, sex, creed, religion,
national origin, or political affiliation. In light of state and federal discrimination remedies, the
provisions of this Article 3 shall not be subject to arbitration under the grievance procedure or
serve as the basis for any other claim of a violation of this Agreement.
ARTICLE 4 - MANAGEMENT RIGHTS
The City shall retain the exclusive right to exercise the customary rights and functions of