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Minutes - 01/10/2000 COUNCIL MEETING MINUTES JANUARY 10, 2000 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 10, 2000. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0010 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Pugh Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Park & Recreation Director Westrick, Police Chief Null, Finance Director Gillespie, Public Works Manager Rohman, City Recorder Tennant Mayor Jennings welcomed Councilor Pugh back, however, since he is still recovering from an operation last month, he will be leaving prior to the executive session. 0025 ANNOUNCEMENTS. A) 1999-2000 Supplemental Budget Hearing: The City Budget Committee will hold a public hearing on Saturday, January 15,2000,9:00 a.m., in the City Hall Council Chambers. B) Public Hearing: A continuation of the public hearing on Oakwood Subdivision will be held before the Council on January 24, 2000, 7:00 p.m., in the City Hall Council Chambers. 0062 CHAMBER OF COMMERCE REPORT. Phil Hand, Chamber President, informed the Council of the two upcoming activities that may be of interest to the City: 1) On January 19th, 12:00 noon, Mayor Jennings will present a State of the City report at the Woodburn Family Medical Center; and 2) On February 24th, the First Citizens Award Banquet will be held at the United Methodist Church. Nominations are being sought for a number of awards given at this annual event. Page 1 - Council Meeting Minutes, January 10,2000 , > ..,_"_ ...___.___ ......._____.. .._". ._"__,,_"..".,~_'__ M....._"_,_.~.____~ COUNCIL MEETING MINUTES JANUARY 10, 2000 TAPE READING 0116 WOODBURN DOWNTOWN ASSOCIATION (WDA) REPORT. Frank Lonergan, representing the WDA, read a letter from Beverly Kountney, WDA President, who was unable to attend this meeting due to illness. In the letter, Ms. Koutney questioned the commitment of the City to assist the revitalization of the downtown area. She acknowledged that assistance had been given in the tree planting projects and in the downtown plaza, however, she requested that the downtown projects be a primary commitment of the City and annual budgetary funding be allocated towards projects within the downtown master plan. Mr. Lonergan reiterated that the City has helped with some of the projects, however, he encouraged the Council to allocate some funds each year for downtown improvements. He stated that the WDA is working hard and putting in a lot of volunteer hours but they cannot do it on their own and he suggested that the City consider this as an on-going project with some funding commitment. Administrator Brown stated that a decision was made this year to shift the tree grant money to Centennial Park in recognition of an unusual donation from a tree farm supplier who was willing to match the City in the provision of trees dollar for dollar. In the past, the City had been using Public Works staff time worked on downtown projects as a match rather than actual cash. In regards to the downtown plan adopted about a year ago, it was required as part of the periodic review. The plan covers the Downtown Conservation District and it does establish design review and protections for the downtown area. Within his 1999-2000 goals provided to the Budget Committee and Council, he included an Urban Renewal study for the downtown area. If it becomes feasible to create an Urban Renewal area, the master plan and capital improvements will come out of the Urban Renewal district. It has been the staff's position that until the buildings show some sign of improvement and business opportunities are created, the downtown area will not turn around. Staff will continue to pursue grant opportunities and he informed the Council that one is being reviewed now that would provide approximately $76,000 for street light improvements. 0365 PRESENTATION: CERTIFICATES OF RECOGNITION TO DOROTHY SENA TRA AND LEE EHRENS. Park & Recreation Director thanked Dorothy Senatra for her willingness to serve on the Park Board and he reminded her that the City still has work for her on special projects. Mayor Jennings presented her with a Certificate of Recognition and informed the public that she would continue to work on the visioning process for a Community Center and the Park renovation project. He expressed his appreciation to her for all of the work she has done for the City. Ms. Senatra stated that serving on the Board was a learning experience for her since she was unaware of all of the activities that are made available to the youth in our Page 2 - Council Meeting Minutes, January 10,2000 ,-....-< ,~'_._~~--_......... -~..~...,.. '___"",4.- COUNCIL MEETING MINUTES JANUARY 10,2000 TAPE READING community. She also stated that there needs to be a new Community Center and park facility improvements and she looks forward to serving on these committees. Lee Ehrens will also receive a Certificate of Recognition for his many years of service as a Park Board member. He recently resigned from the Board since he is very active in the Bulldog Association and in attending sporting events in which his children participate. He has also stated that he is willing to work on the visioning process for a new Community Center and park renovation projects. 0500 CONSENT AGENDA. A) Regular and executive session City Council minutes of December 13,1999; B) Planning Commission minutes of December 9,1999; C) Claims for the month of December 1999; and D) Building activity report for December 1999. FIGLEYIPUGH... consent be adopted as presented. The motion passed unanimously. 0515 COUNCIL BILL 2015 - ORDINANCE AMENDING ORDINANCE 2018 TO INCORPORATE FEDERAL FLOOD PLAIN MAP AND REGULATION CHANGES. Councilor Chadwick introduced Council Bill 2015. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2015 duly passed with the emergency clause. Public Works Manager Rohman stated that effective date of the ordinance is January 19, 2000 and staff anticipates receipt of the new maps shortly after that date. 0612 COUNCIL BILL 2016. ORDINANCE CREATING A MUSEUM COMMITTEE AND DEFINING ITS DUTIES AND RESPONSIBILITIES. Council Bill 2015 was introduced by Councilor Chadwick. The two readings ofthe bill were read by title only since there were no objections from the Council. Mayor Jennings stated that he anticipated bringing the list of appointments back to the Council at their first meeting in February. He will be meeting with the High School's Junior Class on January 14th to discuss this opportunity with the students and hopefully receive applications from interested students. He also stated that Committee members need not be residents of the City and members need to possess a background and interest in historic collections, historic preservation, and local and/or natural history. Mayor Jennings informed the Council that 3 of the current Museum Board members would like to be on the Committee plus he has two other individuals who have also expressed an interest in serving on the Committee. Page 3 ,Council Meeting Minutes, January 10,2000 , . _.,~. .~-........~.." ._.__....._-~,--- .._--_.~--"...,.- -~.. COUNCIL MEETING MINUTES JANUARY 10, 2000 TAPE READING On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2016 duly passed with the emergency clause. 0704 COUNCIL BILL 2017. RESOLUTION DIRECTING PLACEMENT OF A STOP SIGN ON VANDERBECK AT BOONES FERRY ROAD. Council Bill 2017 was introduced by Councilor Chadwick. Recorder Tennant read the bill by title only since there were no objections from the Council. Mayor Jennings questioned if the new street will remain named as Vanderbeck even though the roadway to the west of this development has been blocked off except for access by emergency service vehicles. Chief Null stated that he had no problem with keeping the street name the same to the Boones Ferry Road intersection. Mayor Jennings questioned the narrowness of the street at the Boones Ferry Road intersection compared to the street widths within the actual development. Director Goeckritz stated that this was an unusual situation in that the property owner adjacent to the intersection was not willing to sell any of his property, therefore, the developer had a limited amount of right-of-way in which to build the roadway entrance. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2017 duly passed. 0814 COUNCIL BILL 2018 . RESOLUTION ENTERING INTO AN AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES FOR NORTH AND SOUTH FRONT STREET IMPROVEMENTS. Council Bill 2018 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 2018 duly passed. 0850 ACCEPTANCE OF UTILITY EASEMENT: HIDDEN CREEK PROPERTIES. Staff recommended the acceptance of a utility easement from Hidden Creek Properties LLC in conjunction with the Vanderbeck Pump station construction. FIGLEYIKILMURRAY... accept the utility easement as shown as attachment B in the agenda packet. The motion passed unanimously. 0870 REOUEST FOR "NO PARKING" ON VANDERBECK ROAD FROM BOONES FERRY ROAD WEST APPROXIMATELY 400 FEET. Community Development Director Goeckritz stated that the property owner to the north did not wish to participate in this development nor was the developer able to secure additional property from the property owner in order to provide for a 34 foot width street. Staff recommended that the 24 foot section of roadway beginning at the Boones Ferry Road intersection and going west approximately 400 feet be designated as a "No Parking" area on both sides of the street. Page 4 - Council Meeting Minutes, January 10,2000 ----.-----...'" ..".._~._-,'- _.__.,-,-~.,..._.__....~---_._--_.~-----...... COUNCIL MEETING MINUTES JANUARY 10,2000 TAPE READING FIGLEYIKILMURRA Y.... Council approve the installation of "No Parking" signs on Vanderbeck Road from Boones Ferry Road west approximately 400 feet on both sides of the street. The motion passed unanimously. 0918 BID AWARD: LIBRARY HVAC UPGRADE. Bids were received from the following contractors for upgrades to the Library's Heating, Ventilation, and Air Conditioning (HV AC) system: C & R Mechanical, Inc, $184,800.00; Hydro-Temp Mechanical, $194,800.00; C J Hansen Company, $201,780.00; Portland Mechanical Contractors, $207,500.00; and Gormley Plumbing and Heating, $229,084.00. Staff recommended the acceptance of the low bid from C & R Mechanical, Inc. FIGLEY/SIFUENTEZ..,low bid from C & R Mechanical in the amount of $184,800.00 be accepted. The motion passed unanimously. 0931 BID A WARD (20-10): USED PICKUP TRUCK - STREET DIVISION. Bids were received from the following car dealerships for a used pickup truck with less than 10,000 miles: Hillyer's Ford, $11,747.00; and Miles Chevrolet, $13,923.00. Staff recommended the purchase of a 1998 Ford Ranger with 4,063 miles on the odometer from Hillyer's Ford. FIGLEYIKILMURRAY..,low bid from Hillyer's Ford in the amount of $11,747.00 be accepted. Councilor Pugh questioned if both parties were provided with an opportunity to bid on a sub,compact pickup. Public Works Manager Rohman stated that bid from Miles was for a Chevrolet S-10 which is also a sub-compact pick-up. The motion passed unanimously. 0975 PUBLIC HEARING: TUKWILA PLANNED UNIT DEVELOPMENT. Mayor Jennings stated that a special Council meeting will be held on January 17,2000 for the purpose of holding this public hearing since the 120 day rule is in effect and Council action needs to be taken by January 27, 2000. The applicant is looking at some final drawings that would take care of the Planning Commission's objections and they are making changes that would conform with a majority of the Commission's conditions. Therefore, he stated that he would open this hearing and requested that a motion be made to continue the hearing to January 17, 2000. Mayor Jennings declared the public hearing open at 7:35 p.m.. PUGHlFIGLEY... continue the public hearing to a Special meeting on January 17,2000, 7:00 p.m., in the Council Chambers. The motion passed unanimously. Page 5 - Council Meeting Minutes, January 10,2000 ~,.._.,--- ,..__."._._u ....._.._n.". .~..._--,-_., ,-,.__.<,...-,----,.._- COUNCIL MEETING MINUTES JANUARY 10, 2000 TAPE READING 1048 PUBLIC HEARING. WOODBURN AMBULANCE FRANCHISE RATE INCREASE. Councilor Kilmurray declared a conflict of interest since her daughter works for this company. Mayor Jennings declared the public hearing open at 7:37 p.m.. Finance Director Gillespie stated that the ambulance rates for service provided within the city limits are adopted by Council Resolution. Regulations have changed regarding reimbursement for mileage from the point of dispatch to the incident and, more recently, Medicare has changed their reimbursement rates to where they are no longer paying mileage costs to the incident. Woodburn Ambulance has requested the following changes to the fee schedule: (1) an increase in the base rate based on average cost of responding miles and (2) the elimination of the rate for responding miles. The net effect will be that there will be no change in the Ambulance revenue collected nor will there be an impact on the franchise fee payable to the City. The proposal is to increase the base rate by $36 to a new base rate of $661.00. Noone in the audience spoke either for or against the proposed change in the fee schedule. FIGLEY ISIFUENTEZ... direct staff to draft a Resolution supporting the increase as proposed by Woodburn Ambulance and it be brought back to the Council at the next regular meeting. On roll call vote, the motion passed 5-0-1 with Councilor Kilmurray abstaining based on her declared conflict of interest. 1197 MAYOR AND COUNCIL REPORTS. Councilor Pugh thanked the citizens and the Council for their cards and support during his recovery from his recent surgery. 1225 EXECUTIVE SESSION. Mayor Jennings stated that the State Statute requires the Chair to cite the statute provisions that pertains to the legislative body going into executive session. Therefore, he requested a Council motion to adjourn to executive session under the authority of ORS 192.660(1)(d), 192.660(1)(e), and 192.660(1)(f). FIGLEYIBJELLAND... adjourn to executive session. The motion passed unanimously. Councilor Pugh left the meeting at 7:43 p.m.. The Council adjourned to executive session at 7:43 p.m. and reconvened at 8:25 p.m.. 1309 Mayor Jennings stated that no decisions were made in executive session. The Mayor questioned the Public Works Director as to why the sidewalks on Hardcastle are not level to the roadway at this time. He also suggested that a letter be sent to the residents along the street to explain the situation. Page 6 - Council Meeting Minutes, January 10,2000 , ,.. ~,._ ,._..___...,. ..~., ."W~U____.",._.._.' ,,__,"___'_'___~""__'''''_' _.--..._,...,..,,,.._,,,~_.----,..... COUNCIL MEETING MINUTES JANUARY 10, 2000 TAPE READING Director Tiwari stated that in relation to the grade of the sidewalk, the roadway pavement will be up or down depending upon the location of the catch basin for drainage. The sidewalk is following the exact grade of the future roadway which is different from the existing roadway. He also stated that the drainage problems in the area will be resolved when the new road is constructed. Even though it may take another two years to get the new roadway, the sidewalk was a safety issue that needed to be addressed in advance of the roadway construction. In regards to the open ditch on one side of the roadway, it will no longer exist once the new roadway is constructed. 1563 FIGLEYIBJELLAND... Council approve execution of the lease between the City of Woodburn, Lessee, and Wes and Zinaida Toran, Lessor, subject to the attachment of an accurate legal description. On roll call vote, the motion passed 5-0 (Councilor Pugh absent). 1588 ADJOURNMENT. FIGLEY/SIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:37 p.m.. APPROVED I RICHARD JE ,MAYOR ATTEST ~;-~ M Te ant, Recorder City of Woodburn, Oregon Page 7 - Council Meeting Minutes, January 10,2000