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Minutes - 04/24/2000 COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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 Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Pugh Sifuentez Present Present Present Present Present Present 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. 0044 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 25th, 5:00 p.m., in the City Hall Council Chambers. Page I - Council Meeting Minutes, April 24, 2000 "l' 'W'..'- '_'n~_.". .._._~.___."..___". ,..,,,.--,.._.__.~-.-._.~-.,,,,- COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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 Woodburn Book Outlet. 0170 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 18th 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 ofthe Library's data base when they are no longer available for circulation. 0535 CHAMBER OF COMMERCE REPORT. Greg Hansen, representing the Chamber Board, updated the Council on upcoming Chamber events: I) Business After Hours will be held at Chemeketa Community College beginning at 4:30 Page 2 - Council Meeting Minutes, April 24, 2000 -.1'-- ."...-...... _-0",,_,__ __,__,_',H_ ____..""""___"_'_ ,.. _"..._.~_.____,___ -- COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING p.m. and they will be celebrating their 30th anniversary. 2) Chamber Forum will be held on May 17th, 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 Woodburn 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 Woodburn. Approximately 75 bags oflitter 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 (oDS) 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 (I) 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 Page 3 - Council Meeting Minutes, April 24, 2000 ~ - ,-_. ..--..,..-......--...' ....'....'" _.~"_...,..._........_----_.....+ COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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. 1085 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 Page 4 - Council Meeting Minutes, April 24, 2000 , ". ..~. ......... COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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. 1570 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 Sifuentez 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. Page 5 - Council Meeting Minutes, April 24, 2000 ,.,.,__"~ ._..____ ~.,.._.....,.._..__...n_'___'.._~,.~ COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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 II, 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. FIGLEYIPUGH... 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 ARTPRO.JECT. 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. BJELLANDIFIGLEY.... 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 EMPLOYEES (AFSCME) LOCAL 642. Councilor Chadwick introduced Council Bill 2039. Administrator Brown read the bill by Page 6 - Council Meeting Minutes, April 24, 2000 ___'.' ._.m..,.,._"_.,__._4_'.'~"~__'T'"__ COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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. 1795 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. 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. 1835 COUNCIL BILL NO. 2041 - RESOLUTION ENTERING INTO A COOPERATION AGREEMENT WITH MARION COUNTY HOUSING AUTHORITY. 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. 1895 BID A WARD: 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. FIGLEYIPUGH... 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 A WARD 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 Trasche1 Buick, $14,860.00. Since the mileage on the vehicles from Hubbard Chevrolet exceeded the mileage limit set Page 7 - Council Meeting Minutes, April 24, 2000 '. 4 l"~-T-" .~.~.~._......,---,..-._-_._-,---" COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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 low 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. FIGLEYIBJELLAND... reject the two bids from Hubbard Chevrolet for City ofW oodburn 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. FIGLEYIBJELLAND ... 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 Page 8 - Council Meeting Minutes, April 24, 2000 ,...._.._.,._-".-.._.._--""----~_...... COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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 anyone 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. PUGHlKILMURRA Y ... 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 W ATERLINE 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 Woodburn Company Stores factory outlet development. FIGLEYIKILMURRA Yon 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. Page 9 - Council Meeting Minutes, April 24, 2000 COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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. PUGHlKILMURRA Y... "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 CINCO de MAYO CELEBRATION. The College requested permission to use sound amplification equipment on Thursday, May 4th, 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.. BJELLANDIFIGLEY ... approve a sound amplification permit for Chemeketa Woodburn 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. Tape 2 0029 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. FIGLEYIKILMURRAY... 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. FIGLEYIKILMURRA Y... 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 firm 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 -.,-. d.,,", .__..~.w~m. _"_......-.._..___""._,~".._~.......'...__r- 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. (I) 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 I", 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 A venue and one home along Myrtle Street whose sideyard abuts Woodland A venue. 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 I 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 12th did bring the facility down for I day and there was damage to the pumps that circulate water in the training Page II - Council Meeting Minutes, April 24, 2000 .. -....^ COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 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. 0356 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 Woodburn" sign be placed in the vicinity of Woodland A venue in front of the sound wall. Mayor Jennings thanked everyone who participated in "Clean-up Woodburn" 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 Drums 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 he 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. Page 12 - Council Meeting Minutes, April 24, 2000 ,~"., .-.. ''''''r ....,._-~_.~-~..,.,.,..< -.",-. ," .,-_..__._...~._~ _._-~. COUNCIL MEETING MINUTES APRIL 24, 2000 TAPE READING 0612 ADJOURNMENT. FIGLEYIKILMURRA Y... meeting be adjourned. The motion passed unanimously. The meeting adjourned at approximately 8:45 p.m.. APPROVED ATTEST fY/~ -;;::'Y'-~ Mary Tenn t, Recorder City of Woodburn, Oregon Page 13 - Council Meeting Minutes, April 24, 2000 .-~-l .---T-. ,