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Agenda - 01/24/2000 CITY CO~IHCIL AGEIYDA January24, 2000 - 7:00p. m. 270/Vlontgomery Street - Woodbum, Oregon Se CALL TO ORDER AND FlAG SALUTE ROLL CALL ANNOUNC. FMP. NTS AND APPOINTMENTS iS, nn oullcelllellts: A. Public hearing on 1999 - 2000 City of Woodburn Supplemental Budget February 14. 9-000, 7:00 p.m. Appointments: B. Appointments to Museum Committee ............................. pRF~ENTATIONS/PROCLAMATIONS Presentations A. Human Rights Award to Milton Nixon Proclamations B. Catholic Schools Week - January 30 - February 4, 2000 ............... COMMITTEE REPORTS Chamber of Commerce. B. Woodburn Downtown Association. C. Woodburn School District. 3B 4B COMMUNICATIONS 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. City Council minutes of January 6, 2000 workshop meeting, January 10, 2000 regular and executive meeting .................... 8A Page 1 - Agenda, January 24, 2000. F. G. H. Recreation and Park Board minutes of January 11, 2000 ............. 8B Library Board minutes of December 15, 1999 ...................... 8C Human Rights Commission minutes of November 4, 1999 and January 6, 2000 ............................................. 8D Museum Board minutes of January 19, 2000 ....................... 8E Goose Creek storm drain project update ............................ 8F Status of East Hardcastle sidewalk project ......................... 8G Police Department Activities Report for September 1999 ............. 8H GENERAL BUSINESS Council Bill No. 2019 - Ordinance granting an application for Planned Unit Development 99-01 for Stage II Design Review and Minor Partition 99-05 (Links at Tukwila) ....................................... 9A Council Bill No. 2020 - Resolution establishing rates and charges for ambulance services ........................................... 9B Council Bill No. 2021 - Resolution authorizing the inclusion of certain volunteer workers under city's workers' comp insurance ............. 9C 10. 11. 12. 13. 14. 15. 16. 17. 18. TABLED BUSINESS PUBUC HEARINGS A. Continuation of hearing on Oakwood Subdivision PUBLIC COMMENT NEW BUSINESS SITE PLAN ACTIONS CITY ADMINISTRATOR'S REPORT MAYOR AND COUNCIL REPORTS EXECUTIVE SESSION A. To conduct deliberations with persons designated by the governing body to carry on labor negotiation pursuant to ORS 192.660(1)(d); B. 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, pursuant to ORS 192.660(1)(h); C. To consider records that are exempt by law from public inspection, pursuant to ORS 192.660(1)(0 ADJOURNMENT Page 2 - Agenda, lanuary 24, 2000. CITY OF WOODBURN 270 Montgomery Street · Woodbum, Oregon 97071 · (503) 982-5222 TDD (503) 982-7433 · FAX (503) 98(2-5244 3B January 19, 2000 Subject: Mayor Appointments - Museum Committee To: City Council I am making the following appointments to the Woodburn Museum Committee. In accordance with the Ordinance terms would normally be for 4 years, however I am making some 2 year appointments so that the whole committee does not have terms that all expire at one time. The student term is a 2 year appointment so the end result is that one half of the committee will need to be appointed/reappointed every 2 years. Hazel Smith Vance Yoder Cindy Thomas Leonard Van Valkenberg Bill Klein Loy Kirksey Amber Velasco (Student) Ed Kahut (ex-officio) Term to expire Term to expire Term to expire Term to expire Term to expire Term to expire 31 December 2001 31 December 2001 31 December 2003 31 December 2003 31 December 2001 31 December 2003 Term to expire 31 August 2001 To serve as an ex-officio member in order to provide good continuity. I have talked to all of the above folks personally and am convinced they all share the dream of making the Museum a very successful endeavor. Hazel Smith Ed Kahut and Vance Yoder have served on the original Museum Board and will provide continuity to the new committee. I intend to announce these appointments at the first Council meeting on January 24t~ 2000. Please contact me as soon as possible if any of you have valid objections to the appointments. Thank You woo CITY OF WOODBURN 270 Montgomery Street · Woodburn, Oregon 97071 · (503) 982-5222 TDD (503) 982-7433 ° FAX (503) 982-5244 4II PROCLAMATiON CATHOLIC SCHOOLS WEEK JANUARY 30 - FEBRUARY 4, 2000 Whereas, every year the Catholic schools throughout the United States celebrate their important contributions to the educational endeavors of our nation during a week of special activities; and Whereas, everyone has a stake in education and every citizen is responsible for the future of this country and that future will be determined by how Well we educate our children; and Whereas, the administrators and teachers at St. Luke's School are dedicated to the children and can take great pride in the fact that the school has served the Woodburn community since 1903; and NOW, THEREFORE, I, RICHARD JENNINGS, Mayor of the City of Woodburn do hereby proclaim the week of January 30 - February 4, 2000 to be CATHOLIC SCHOOLS WEEK in the City of Woodburn and ask our citizens to recognize and appreciate the many contributions of the Catholic schools. IN WITNESS WHEREOF, I have hereunto set my hand and caused the sea/of the City of Woodburn to be afl/xed this 19th day of January, 2000. City of Woodburn 8A COUNCIL WORKSHOP MINUTES JANUARY 6, 2000 TAPE READING DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 6, 2000. CONVENED. Mayor Jennings opened the workshop at 7:05 p.m.. This was a joint session with the Planning Commission to discuss transportation policy issues as it relates to the I-5 Woodburn Interchange Refinement Plan. ROLL CALL. Mayor Jennings Present Councilor Bjelland Present Councilor Chadwick Present Councilor Figley Present Councilor Kilmurray Present Councilor Pugh Absent Councilor Sifuentez Present Planning Commission members present: Irv Fletcher (arrived at 7:13 pm), James Cox, Ellen Bandelow, Terri Heer, Royce Young Also Present: Terry Cole, Oregon Dept. of Transportation, Jay McRae, CH2M Hill Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Public Works Manager Rohman, Community Development Director Goeckritz Note: This workshop was recorded, however, minutes were taken by Sandra Hillman, Public Involvement Coordinator for the Oregon Dept. of Transportation. A copy of Ms. Hillman's summary is attached as the written record for this workshop. APPROVED RICHARD JENNINGS, MAYOR ATrEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - Council Workshop Minutes, January 6, 2000 1-5 Woodbum Interchange Refinement Plan City of Woodburn Joint City Council/Planning Commission Workshop January 6, 2000 Summary Mayor Richard Jennings called the meeting to order. He asked that questions be held until the presentation had been completed. Terry Cole, ODOT and Jay McRae, CH2M Hill presented information on the study findings to date. This presentation was based on the attached slides (Attachment 1). Terry reviewed the What is this Refinement Plan? and Woodbum Refinement Plan - Process Flow slides and noted that the analysis shows that the existing interchange can be improved to meet the projected needs for year 2020. While reviewing the Refinement Plan Goals slides he also pointed out that an application for a design exception for the grade would be needed. The preferred grade is 3%, the existing grade is 5 to 5.5% and the proposed grade is 4 to 4.25%. Jay reviewed the Problem Statement and Alternatives slides. The information on the Alternatives Information slide is based on format from AASHTO. Three alternatives were analyzed by the Technical Advisory Committee and reviewed at the stakeholder meetings. They are a Partial Cloverleaf Type A or Parclo A (similar to the interchange at Stafford Road), a Tight Urban Diamond (similar to the intersection in south Wilsonville) and a Standard Diamond (similar to the existing interchange). While presenting the Alternative Evaluation slides Jay noted that costs identified for the Standard Diamond do not reflect digging out 1-5 or widening on both sides of the structure as required to achieve design standards for vertical clearance between 1-5 travel lanes and the bottom of the Highway 214 overcrossing structure. For all alternatives, there will need to be local street access in all four quadrants. Terry said that the OTC has made it clear that the cost of the project will include making the system for local access whole. Responding to a question, Terry explained that the issue of right in/right out access has not been fully examined. That issue will be explored as the environmental process is initiated and before the environmental assessment is completed. Jay continued presenting the Alternative Evaluation slides. He said that the Tight Urban Diamond was dismissed by the Technical Advisory Committee due to costs, impacts, and no operational advantages. Jay explained that the Partial ClOverleaf Type A (Parclo A) means that the loop ramps of the cloverleaf are in advance of the structure. The diagrams he was using showed widening to the north, but it could be widened to the south or some combination 8A Page 1 - Summary of Council Workshop, January 6, 2000 of north and south to accommodate this design. Local street system and access issues still need to be worked out in the hatch marked areas. Signal phasing would be two phase with no left turns for the Parclo A. The stakeholder groups preferred this alternative for the following reasons: Left turns were eliminated · ROW impacts were reduced · Lower cost Although he did not have a diagram to share, Jay explained that a fourth alternative with a diamond design on the west and a loop design on the east was proposed at a stakeholder meeting. This design would have 2 through and 2 left turn lanes from the west and 2 through and 1 right turn lane from the east on the structure. The southbound ramp traffic signal would be 3 phase with left turns on the structure and 2 phase on Hwy 214 at the northbound ramp traffic signal. This design would not perform as well as any of the other three alternatives on Hwy 214 and would cost about the same as the Standard Diamond due to the costs of widening the overcrossing structure, addition of the loop ramp, and right-of-way acquisition. There were no clear advantages to this design and Terry indicated that it does not work as a long term solution. Jay and Terry also explained that Randy Rohman and Frank Tawari had proposed adjusting the existing structure to accommodate five lanes by either eliminating the on stucture sidewalk or cantilevering sidewalks off of the existing structure. The travel lane configuration would consist of two through lanes eastbound and one left turn lane, one shared left/through lane, and one through lane westbound. Terry and Jay explained that mixed traffic flows in lanes, in combination with the split phase traffic signal circumstance that would be required would significantly impair traffic flow because east and westbound traffic on Highway 214 would not be allowed to move at the same time. The added delay would extend queuing and traffic would backup onto the local street system at Evergreen. The proposed five twelve-foot lanes would not leave space for shoulders or "shy" distances on the existing structure according to the 'as constructed' drawings. The team found no advantages to this design and a variety of disadvantages. Frank Tawari stated that the impacts on the west side of the interchange were less to Amey Road and might allow for staged or phased implementation of the ultimate solution including consideration of a second interchange. He does not want to see this option eliminated without more consideration. Terry explained that ODOT is not dismissing a phased approach and that phasing will be investigated as part of the environmental assessment. He added that, the purpose of this project is to identify the best long-range course of action for dealing with the problems at the existing interchange How we get from here to there has not yet been assessed, but depending on funding, it may have to be more incremental. Terry reviewed the Stakeholder Input Opportunities and Recommended Next Steps slides. He also distributed a handout titled, ODOT Objectives for Woodburn TSP Amendment (Attachment 2). 8A Page 2 - Summary of Council Workshop, January 6, 2000 Frank Tawari gave a brief presentation on the design that he had proposed to the team earlier. He indicated that there was 71 feet on the overpass, if you count the current sidewalks. He would like to see the cloverleaf in the southeast quadrant considered for a "quick fix". Terry indicated that taking it through the planning process would take about the same time as for any full alternatives. Frank said that the improvements to this interchange may not be needed if a second interchange is implemented. Terry reviewed ODOT and FHWA spacing standards for interstate access and said that a second interchange would not provide enough relief to the existing interchange to avoid making the level of improvements to the existing interchange identified in the Refinement Plan. The rural spacing standard is 6 miles and the urban spacing is 3 miles. Exceptions can be applied and the best that could be hoped for is a second interchange at St. Louis Road even if the exception criteria can be met. Further, the existing uses in the interchange are regional destinations in and to themselves that do not lend themselves to enough trip diversion to lessen required improvements to existing facilities. The fact of the matter is that today's traffic demands justify the addition of through lanes to Highway 214 without factoring in additional background growth in travel demand. Improvements as shown accommodate future travel demand forecasts for 2020 and beyond for 25 to 30 years assuming growth trends are as planned. John Brown gave a brief response to what he had heard during the presentations. He felt that implementing the items in the ODOT Objectives for Woodbum TSP Amendment would tie the City's hands for the future. He does not want to see the door closed on the option of a second interchange. There is an opportunity for the City of Woodburn to fund short term changes to allow to planning for a second interchange. John added that the Lands Committee has identified the need for 200 new acres in the southwest area for future development. Without the second interchange, this would be hard to accomplish. He felt that the presentation of the three alternatives at the stakeholder focus group meetings was really an exercise in identifying what they hated the least, not what they liked. A fourth alternative, like Frank's, should be considered. Terry reminded them that they did not need to avoid mention of the second interchange in their comprehensive plan. However, the need for a second interchange has to be expressed on its own merit and not as solution to the problems at the existing interchange.. ODOT's policy is to support existing comprehensive plans, but they would object to any land use or zoning amendment that can not be served by current facilities (see item 60DOT Objectives for Woodburn TSP Amendment). Members at the table expressed concern that making improvements to the existing interchange would make getting a second interchange more difficult. It was noted that DLCD and the City of Woodbum are planning an economic development study that may or may not call for a second interchange as a condition of urban expansion. The Mayor reminded everyone that the Oregon Highway Plan calls for improving existing facilities before building new ones and that doing nothing was not an option. A city council member expressed concern the by looking for the "Cadillac plan" changes that could be made now are being overlooked. She feels that history shows that 8A Page 3 - Summary of Conncil Workshop, January 6, 2000 8A study predictions are usually inaccurate and understate actual growth. She is concerned that growth in surrounding communities and the region are not given due consideration in this study. Terry explained that outlying traffic and background growth are factored in and are usually pretty accurate over 20 years. If the City believes that ODOT has underestimated the impacts of the outlying communities, that is even more reason to choose the alternative that operates best over the long-term, versus a more marginal, short-term fix. John Brown doubts that the gas tax will stay in place and expects that there will not be enough money to implement the recommended alternative. There should be a plan in place to do some improvements with or without the bond. Terry pointed out that Frank's recommended design has not been eliminated, as it actually combines elements of the two alternatives that are being considered. During the Environmental Assessment the issue of phasing can be addressed. There is stiff competition for STIP funds, but much of that competition is from high dollar projects. These high dollar projects will greatly exceed the available funds, making this project more attractive for the available dollars by comparison to other projects-it is at least not out of the question if the bond package fails. The Mayor pointed out that it is important to be as far along as possible in planning when competing for STIP funds. The Mayor submitted a paper with citizen comments from Barbara Lucas into the public record (Attachment 3). The group requested more opportunity for general public input. The Mayor does not want a "show and tell", but true public input. Terry indicated that there would be many opportunities for public input when the project moves into the environmental assessment process. Attachment 4 -Sign In Sheet Page 4 - Summary of Council WorkshOp, January 6, 2000 8A 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 Jennings Present Councilor Bjelland Present Councilor Chadwick Present Councilor Figley Present Councilor Kilmurray Present Councilor Pugh Present Councilor Sifuentez 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 19t~, 12:00 noon, Mayor Jennings will present a State of the City report at the Woodbum Family Medical Center; and 2) On February 24t~, 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 8A 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. ff 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 SENATRA 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 8A 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. FIGLEY/PUGH... 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 0612 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. COUNCIL BILL 2016 - ORDINANCE CREATING A MUSEUM COM]VHTrEE AND DEFINING ITS DUTIES AND RESPONSIBILITIES. Council Bill 2015 was introduced by Councilor Chadwick. The two readings of the 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 14a~ 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 8A TAPE READING 0704 COUNCIL MEETING MINUTES JANUARY 10, 2000 On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2016 duly passed with the emergency clause. COUNCIL BILL 2017 - RESOLUTION DIRECTING PLACEMENT OF A STOP 0814 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 Goeckfitz 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. COUNCIL BILL 2018 - RESOLUTION ENTERING INTO AN AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES FOR NORTH AND SOUTH O85O 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. 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. FIGLEY/KILMURRAY... accept the utility easement as shown as attachment B in the agenda packet. The motion passed unanimously. 0870 REQUEST FOR "NO PARKING" ON VANDERBECK ROAD FROM BOON'ES 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 securel 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 FIGLEY/KILMURRAY .... 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 (HVAC) 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 AWARD (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. FIGLEYfKILMURRAY... 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.. PUGH/FIGLEY... continue the public hearing to a Special meeting on January 17, 2000, 7:00 p.m., in the Council Chambers. The motion passed unanimously. 8A Page 5 - Council Meeting Minutes, January 10, 2000 COUNCIL MEETING MINUTES JANUARY 10, 2000 TAPE READING 1048 PUBLIC HEARING - WOODBURN AMBULANCE FRANCHISE RATE 8A 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. Woodbum 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. No one in the audience spoke either for or against the proposed change in the fee schedule. FIGLEY/SIFUENTEZ... 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)(0. FIGLEY/BJELLAND... 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 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 FIGLEY/BJELLAND... Council approve execution of the lease between the City of Woodbum, 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.. 8A APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 7 - Council Meeting Minutes, January I0, 2000 Executive Session COUNCIL MEETING MINUTES January 10, 2000 8A DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 10, 2000. CONVENED. The Council met in executive session at 7:48 p.m. with Mayor Jennings presiding. ROLL CALL. Mayor Jennings Present Councilor Bjelland Present Councilor Chadwick Present Councilor Figley Present Councilor Kilmurray Present Councilor Pugh Absent Councilor Sifuentez Present Mayor Jennings reminded the Councilors and staff that information discussed in executive session is not to be discussed with the public. Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, City Recorder Tennant The executive session was called under the following statutory authority: 1) ORS 192.660(1)(d) to conduct deliberations with persons designated by the governing body to carry on labor negotiations; 2) ORS 192.660(1 )(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions; and 3) ORS 192.660(1)(f) to consider records that are exempt by law from public inspection. ADJOURNMENT. The executive session adjourned at 8:21 p.m.. APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - Council Executive Session Minutes, January 10, 2000 MINUTES WOODBURN RECREATION AND PARKS BOARD Januar~ 11, 2000 Council Chamber, City Hall 811 1. CALL TO ORDER - The meeting was called to order at 7 p.m. by Westrick. 2. ROLL CALL - MEMBERS PRESENT: Sharon Felix, Frank Anderson, Patricia Watts, Herb Mittmann MEMBERS ABSENT: Debbie Wolfer, Kathy Figley STAFF PRESENT: Randy Director; Kathy Willcox, Aquatics Manager; John Pitt, Maintenance Smith from the Office 3. INTRODUCTION OF NEW BOARD - Sharon Felix and Herb Mittmann were introduced. They will fill Positions I and VII, following the resignation of Lee Ehrens and Dorothy Senatra. The Board welcomed them. 4. BOARD REORGANIZATION - Randy opened nominations for Chairman. Frank Anderson nominated Darryl Kelly; Jan Greenwell seconded his motion. It passed unanimously. Darryl requested nominations for Vice Chair. Darryl nominated Frank Anderson and Sharon Felix seconded his motion. Frank was unanimously elected to the post. 5. MINUTES - Minutes from the October 12, 1999, meeting were approved by consensus. 6. BUSINESS FROM THE AUDIENCE - There was none. 7. BUSINESS FROM THE DIRECTOR - a. As Brian Sjothun was coaching in Molalla, Randy Westrick reported for him on the Senior trip to see the Nutcracker in December, and Youth Basketball games in play. b. The pool facility has been host to 13 teams with some 340 swimmers during the Woodburn Invitational. Kathy Willcox said the Center cannot handle more in numbers. Two district meets are coming up in February. Frank Anderson asked how much revenue a meet realizes; Randy answered $1000 in fees for a league and the proceeds from concessions. Swim lessons for local school children are going on: North Marion, Nellie Muir, Heritage, Lincoln and Washington Elementary all send classes to the pool during the week. Kathy also reported that with the cold weather only 20 or 30 swimmers are using the facility in the evenings. Finally, she thanked John Pitt and his crew for their help when the main pool pump shut off at a swim meet shordy before Christmas. c. John Pitt reported on the current facilities' projects he and his crew have been working on at City Hall and the Annex. Their efforts on the restrooms at City Hall have saved some $12,000 in repair and remodeling costs. Other savings have been realized, because of the division's efforts at the new East Precinct and the Annex. John said that he found himself shorthanded at times because of the increased demands on the crews. He wanted the Board to be aware that the Maintenance Depa~u~ent no longer has responsibility for the parks alone, but City 8B buildings, as well. Pitt reported on the vandalism at the Settlemier Drop-In Center, a estimated to cost $780 in damages, replacing broken windows. He wanted to credit the Recreation Staff for keeping 46 youngsters who came in after school out of the from the crime scene the police needed clear, as well the broken glass found from Before the New Year, John told the Board, there had been an which caused a building evacuation. His crew's response time was only 15 uries were reported, but, he said, they were made more aware of the should be stored on site. Safety procedures have increased. Randy asked John to talk on the parmership National Guard and the Department. The Guard can provide volunteer permanent rest-rooms and parking lot at Centennial Park. They would on site, but have people with cement block, foundation and roofing Park plans could be used, and he felt that the savings would be about $40,000 costs to put the project out to bid. Darryl Kelly asked when the lights would be dropped in at Settlemier Park. John said that the poles are in and the underground wiring in place. He added that a seven foot fence is planned, and told the Board about the security system that is already installed there. Frank Anderson wanted to know if there were a bookkeeping trade-off for the savings the division realizes for the City. Randy explained that the costs for operation of this part of John's division are back-charged to all the depa~tlnents. Efficiency has increased using the division differently than it used to be, and there is less impact on the park's budget. Darryl Kelly asked about the increase in the number of facilities and whether there would be reflected in the upcoming process supplemental monies for the additional workload. John said he could see the need for more personnel for the additional square footage of facility. Services, he added, have been cut back for project work. d. Randy reported that the offices' move is immanent, waiting upon some remodeling of space at City Hall. He told the Board, too, that there are intentions to bring Centennial Park's Phase II Plans to the Planning Commission in February. He added that a State Forestry Grant is being prepared to re4orest Legion Park with Big Leaf Maple trees and other native species to replace ten trees removed last year. The American Legion will plant the trees, and there will be, under the grant, a cash match for volunteer work. A mechanical engineer has given his view of the HVAC problems at the Aquatic Center; Randy feels that the recommendations made will be supported by the Budget Committee. The automated equipment has not worked right, but that the doors don't need to be kept open now indicates that some efforts already made are helping both the air quality and the humidity. Randy invited Board members to the Training Session to be held on January 15m at the High School Commons from 4:30 to 8 in the evening. He said that everyone does such different things; that it was his hope that through planned exercises employees could become more aware of each other's role, increase team effort and focus even more dosely on quality service. 8. COMMUNITY CENTER VISIONING PROCESS. Randy asked if the Board was comfortable with the oudine he had prepared on the status of the Community Engagement Process; everyone was in accord. Answering Jan Greenwell's question about a facilitator, Randy 8B said that David Reed was to be engaged for the job at a quote of $1000. He explained Reed would be objective, without a stake in the outcomes, and bring his experience success of charettes and town meetings. Randy anticipates Budget Committee support project. Forming a steering committee to guide the process along was discussed, as several other items on the current agenda. It was suggested that several who have expressed an interest in helping (Dorothy Senatra, Lee Ehrens, student). The Board wanted members of the older committee who had workshops to be included. Pat Watts suggested that the offer be extended to those who come to the first town meeting, who groups. Rather than choosing in an either/or fashion, the Board ~/ould be of value. Frank Anderson added that large groups provide a his experience had been that the larger the group, the more difficult decisions. Darryl Kelly was interested in moving along with was discussion about key meeting dates. January 25m at 6:30 p.m. was chosen Committee meeting, to attend to details, before the next Board meeting. It appeared that all present chose to be on the Steering Committee. Staff will provide the names of community leaders to represent interest groups, those people to be invited to a town meeting on, tentatively, February 24m, perhaps at the Community Center. 9. FUTURE BOARD BUSINESS - Special Event Policies will be introduced for the Board's input at the next regular meeting. Randy told the members that he has information from the City of Pordand about how they manage large events that will help us to formulate workable policy. In addition, Facility Usage issues need to be addressed. An example of this is a joint use agreement with the school district. Herb Mittmann asked about rules to protect the parks, rules that would help prevent negative impact on the resources. One of the questions posed was whether or not Legion is a park that is capable of being the locale for events where 30,000 people attend. Randy explained, event organizers pay for rehabilitation of the grounds, etc. Board members were invited to participate in adding agenda items for future discussion. Darryl Kelly suggested that should there be any, that members call Randy with them. 10. BUSINESS FROM THE BOARD - Sharon Felix said that she had become more aware of how many smaller, neighborhood parks there are in Woodburn, and asked about the renovation of these areas. Frank Anderson spoke to the asset of neighborhood improvement. Darryl Kelly wanted to know whether the engine we are all so proud of is on a tour of the parks the department gives. He was assured that it was not left out. Darryl Kelly adjourned the meeting, by consensus, at 8:20 p.m. 8(2 MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: ROLL CALL: STAFF PRESENT: GUESTS: CALL TO ORDER: SECRETARY'S REPORT: DIRECTOR'S REPORT: December 15, 1999 Phyllis Bauer - Present Barbara Pugh - Excused Kay Kuka - Present Pat Will - Present Dorothy Jaeger - Present Mary Chadwick - Present Ex-Officio Linda Sprauer, Director Judy Coreson, Recording Secretary None President Dorothy Jaeger called the meeting to order at 12:20 P.M. following a brain-storming session for a fund-raiser for the refurbishing of the Carnegie building exterior. The monthly Board minutes of November 10, 1999 were approved as submitted. Monthly Statistics: The monthly statistics were self-explanatory. The number of people visiting the library for the month of November was 12,487. Activities: A list of activities was distributed to the Board. Area piano teachers will hold a piano recital at the library Saturday, Dec. 18, from 2 to 3:30 P.M. The library will be open on Christmas Eve, Friday, Dec. 24 from 8 A.M. to 12 Noon, and will be closed: Christmas Day, Saturday, Dec. 25; Sunday, Dec. 26; and New Year's Day, Saturday, January 1, 2000. Linda asked for the approval of the Board to close the four hours on Sunday, Dec. 26, because of a lack of staffing due to illnesses. Staff News: Sue Dawson, Library Assistant, has resigned effective December 6, but will remain on-call. Connie Constante, Library Assistant, has also resigned effective December 31 and will remain on-call. She will also continue the Saturday morning Spanish Storytime. 8(; Nicolette Wonacott's husband is now home after being in the hospital approximately a month as a result of a bad car accident. He will need therapy, rehabilitation, and more surgery. Nicolette is on Family Medical Leave through December and will be eligible for another 12 weeks of Family Medical Leave as of January 1. The Library Board decided to send a fruit basket to Nicolette. Recently Barbara Pugh's husband had emergency heart surgery and is in the hospital in critical condition. The Board will send them a card. Volunteer of the month: Kay Kuka was chosen Volunteer of the month for November. Kay comes once a week to volunteer at the library, besides serving on the Library Board. Project Update: Reader/Printer: A decision has not been made as yet concerning the purchase of a Reader/Printer. HVAC Study: The bid is out for the HVAC repairs. This Friday is a contractor walk-through. Work may begin by the beginning of March to avoid being without heat during the winter. Shelving: The new shelving is waiting for the maintenance crew to be available for final assembly. Self-Check Out: The Self-Check Out unit was put on hold, because it is necessary to do a supplemental budget for the funding. New Computers: Two new computers are in place for adults that were purchased by the Friends of the Library and the IS Fund. We have also received the grant of $1300 from the Woodburn Together Group to replace the Macintosh in the Youth Services area. Another computer will be purchased with the remainder of the grant money and IS funds. OLD BUSINESS: None NEW BUSINESS: Fund-Raiser for the Carnegie Building Exterior: The Library Board decided to pursue the idea of the Fund-Raiser. During the brain- storming session, several ideas were discussed. The Board decided to have a coordinator to be in charge of the activities. Library Board Minutes - 12/15/99 2 $C Election of Officers: The Board elected the following officers: Pat Will, President; Kay Kuka, Vice-President; and Phyllis Bauer, Recording Secretary. BUSINESS TO/FROM THE CITY COUNCIL AND/OR MAYOR: Phyllis Bauerwas re-appointed to serve another four-yearterm on the Library Board. ADJOURNMENT: The meeting was adjourned at 1 P.M. Respectfully Submitted, ,Judy Coreson Recording Secretary Library Board Minutes - 12/15/99 3 8D WOODBURN HUMAN RIGHTS COMMISSION Meeting Minutes - November 4, 1999 Roll Call President Scott Summers Vice President Wendy Veliz Commissioner Doyne Deos Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Marilyn Landeen Eliborio Fernandez Florence Jensen Waiter Howell Patricia Garcia Alicia Hernandez Present Present Absent ** Present Present Absent ** Present Absent Absent ** Advance notice of absence was given. Staff: Paul Null Present Nita Marr Absent Guests: Preston Tack Karen Slotta Minutes/September 99 - Vice Chair Veliz moved to approve the minutes. Commissioner Landeen seconded the motion, which carried. HRC Awards - At the September HRC meeting, Rosa Martinez was chosen as the first recipient of this year's award for her work with the Love, Santa Program. Shortly at, er that time Rosa was hospitaiized with a serious illness, and subsequently passed away. Suggestion was made and Commission agreed to go ahead with the award, to be presented in Ms. Martinez's honor, to her family. Staffhas contacted the family, who have expressed their appreciation for and willingness to participate in the presentation, which will take place at the November 22 City Council meeting. Business Line/Business Cards - Request was made to have the I-IRC motto "People V~luin0 I:'eople" printed on the business cards in English, Russian, and Spanish. Staffwill act on the request. The HRC voice mail phone line will be up and running soon. Commissioners discussed the logistics of monitoring the calls. Commissioner Landeen made the following motion: Staff shall be responsible to monitor the phone line, informing the Chair of any cails. Chair and Vice-Chair shail discuss each call to determine if full commission involvement is necessary. Vice-Chair Veliz seconded the motion, which carried. Preston Tack asked if the C.ommission would be posting a website, or have an e-mail address. Staff will look into the possibilities. 8D Review of Bias Crimes - Chief Null asked that this be a standing agenda item. All law enforcement agencies are required to report any bias crimes. Staff would bring any reports of bias crimes in Woodburn to this Commission for review and determination of any positive action to be taken by the Commission. Law Enforcement Non-Discrimination Resolution - Chief Null distributed copies of resolution signed by the leader of area law enforcement agencies in support of House Bill 2433, which takes a stand against the practice of race-based profiling or any other type of discrimination by the members of their agencies. Commissioner Fernandez stated he had been contacted by a Hispanic gentleman who feels that he has been stopped frequently, and for no specific reason, by an officer in Hubbard. Chief Null suggested the man contact Chief Dryden to report the incidents. The leaders of the following agencies in Marion County have signed the resolution, and should be informed of contact that is not in line with the intent of the document: Marion County Sheriff's Office: Raul Ramirez, Sheriff Aumsville Police Department: Mike Andall, Chief Aurora Police Department: Chris Conboy, Chief Gervais Police Department: Doug Boedigheimer, Chief Hubbard Police Department: Dave Dryden, Chief Keizer Police Department: Marc Adams, Chief Mt. Angel Police Department: Mike Conrad, Chief Salem Police Department: Walt Meyers, Chief Silverton Police Department: Rick Lewis, Chief Stayton Police Department: Don Eubank, Chief Turner Police Department: Ronald Stevens, Chief Woodburn Police Department: Paul Null, Chief Oregon State Police: Mark Cotter, Lieutenant Marion County District Attorney's Office: Dale Penn, District Attorney Adopt-A-Street Follow Up - Commissioner Howell reported that the entire student body of Woodburn High School has adopted the project, which will be carried out by clubs and athletic groups in the school. Mayor Jennings has been helpful in formulating the project, which the Student Leadership group is building into their Charter, and plan to offer challenges to other schools for similar projects. The group will go to the School Board for approval once the plan is finalized. Mayor Jennings has been supportive, with the possibility of City backing and insurance. The project will probably be implemented within the next few months. The school will go the Livability Task Force with a partnership idea and John Baker at the Woodburn Independent is on board for publicity. Commissioner Howell will keep the Commission informed of the project's progress,, City Motto Signs in 3 Languages - Chief Null has not received a definite answer on this yet, and is still chasing leads to find the decision maker on this issue. He will pursue and report at a future meeting. 8D e Discussion of Martin Luther King Events - In a lengthy discussion of ways for the Human Rights Commission to tie in with local celebrations, several ideas were put forth, including the following: Street fair/progressive dinner Sponsor art show through Woodburn Art Center Holocaust display available through Portland has Anne Frank exhibit with Martin Luther King Jr. portion Research traveling exhibits Put together cultural diversity event, i.e., Hispanic/Russian artwork, poetry, music, dance, and food in same place (high school or library) Members were encouraged to brainstorm with others and come back in January with ideas and potential dates. Contacts were assigned as follows: Commissioner Howell - Schools (art and music) Chief Null - Woodburn Art Gallery Karen Slotta - Members of Russian community Vice-Chair Veliz - Members of Hispanic community Commission Jensen and Karen Slotta - Members of Senior community Nita Marr - R.S.V.P. 11. Business From the Commission Commissioner Landeen voiced a concern regarding the fact that the recently appointed School Resource Officer would be armed while on the school premises. Chief Null reported that a workshop was conducted at the high school to discuss the issue. He stated that Woodburn is no different than other schools in Oregon with School Resource Officers. There are 84 schools in Oregon with School Resource Officers. In 80 of those schools, the officers are armed. These schools include Lake Oswego, Stayton, Newberg, and many others. Commissioner Howell stated the officer is in the schools as a resource, and that the teachers are very happy to have her there, and regard the situation as extremely proactive. He said the issue of the officer being armed was blown out of proportion. Commissioners Fernandez and Veliz voiced their support of the armed officer in schools. Adjournment - Meeting was adjourned at 8:45 p.m.. The next meeting is scheduled for 7:00 p.m., January 6, 1999, at City Hall Conference Room, 270 Montgomery Street. e WOODBURN HUMAN RIGHTS COMMISSION Meeting Minutes - January 6, 2000 Roll Call President Scott Summers Vice President Wendy Veliz Commissioner Doyne Deos Commissioner Marilyn Landeen Commissioner Eliborio Fernandez Commissioner Florence Jensen Commissioner Walter Howell Commissioner Patricia Garcia Commissioner Alicia Hernandez ** Advance notice of absence was given. Present Present Present Present Absent ** Present Present Absent Absent Staff'. Paul Null Present Nita Mart Absent ** Minutes/November 99 - None were presented due to Nita being on vacation. Old Business - President Summers discussed a letter he received from Marion County Housing Authority in response to a request from the commission to install a sheltered school bus stop at he new housing development on Park Ave. Marion County Housing Authority wrote they are in support of the proposal and are in the process of looldng for grant monies to provide the shelter. Marion County Housing authority is also requesting letters of support from individuals for the project. Commissioner Landeen advised she has written a letter and requested other members of the commission to do the same. Commissioner Deos posed the question on how the commission can place the HRC's meeting time, location and contact person in the Woodburn Independent. It was mentioned the local paper does receive a copy of the meeting agenda and has been asked to attend meetings in the past. Chief Null advised he would have Nita send the Independent a copy of our yearly schedule and request this information be placed in the paper along with the Human Rights Commission voice mall phone number. Commissioner Deos continued the discussion on ways to get the word out to the community that the HRC exist. Commissioner Veliz suggested the commission puts out Public Service Announcements on the local radio station. Commissioner Howell suggested information about HRC should be provided the churches in the community. Commissioner Veliz advised she looks at the Commission Board as a resource and referral service. The Board can direct citizens to the appropriate agency that can pr,ovide service to them. The board can act as a mediator in some situations and write letters. Commissioner Veliz will contact the local radio station regarding PSA's. Commissioner Howell suggested another way to get the word out is to put our meeting notices on the 8D e e e 8D local cable access channel. The board discussed the lack of attendance by some members of the commission. It was decide that President Summers would contact the absent members by phone to encourage attendance at next meeting. If they do not attend or indicate they no longer have an interest, the Mayor will be notified. Election of Officers - President Summers was nominated by Commissioner Landeen for the position of Commission President for the year of 2000 and seconded by Commissioner Jensen. Nomination was unanimously approved. Vice-President Veliz was nominated by Commissioner Howell for the position of Vice- President for the year of 2000 and seconded by Commissioner Landeen. Nomination was unanimously approved. HRC Award tt2 - Milt Nixon will receive the HRC Award at the City Council meeting on January 24, 2000. Diversity Event - Committee discussed sponsoring a diversity event sometime this spring. Commissioner Deos mentioned doing something with the Mayor's Heritage Days, or art at the Glatt House, or something in conjunction with the birthdays of Martian Luther King and/or Cesar Chavez. Commissioner Howell suggested we focus in on a community wide event that celebrates the whole community rather than an individual person. Commissioner Veliz advised she would contact the Chamber and Woodburn Together for an event we can tie into. President Summers advised he will check with the Mayor to see if we could dovetail into an existing event. Bias Crime Presentation - Chief Null reviewed and explained Oregon State Statutes as they relate to bias crime. President Scott raised question as to why "sexual orientation" was removed from the final draft of the Woodburn City Ordinance which establishes the mission of the Human Rights Commission. Chief Null did not have a reason why sexual orientation was removed. The Commission requested Chief Null to look into the matter as the commission is interested in placing sexual orientation into the ordinance. Old Business Continued - Commissioner Veliz suggested that Chief Null contact Randy Rohman to find out the status of the public bus stopping at Salud Medical Clinic. Adjournment - Meeting was adjourned at 8:30 p.m.. The next meeting is scheduled for 7:00 p.m., March 2, 1999, at City Hall Conference Room, 270 Montgomery Street. WOODBURN WORLD8 BERRY CENTER MUSEUM; Monthly Meeting 1-19-2000 I CALL TO ORDER; Chair, Nancy Kirksey called the pom~poned meeting to order at the Bungalow at 1:00 pm Members present: Yuranek, Baynham, Yoder, Westrick, H. Smith. Also City 8taffl Matt Smith, Mgr. John Brown. Absent: Eaden, E. Kahut, E. Livesay, L. Kelley, and 0. Ostrom. II MINUTE8 The Secretaryread tPle Dec. 8th minutes. Bob Baynham moved to accept them, seconded by Yoder, passed. Communications: A Christmas Lighting Participation certificate from t~e Chamber was given to Matt Smith. III TREASURE No report. Vance Yoder took care of responsive names on Certificates at First Security Bank. Bill~ $33.36 prorated dues bill from the Down Town Assoc. was presentedfor 1999 representative, H.Smith. Actior~ postponed to the new board. IV UNFINISHED BUSINESS 1. H Smith reported $230 worth of merchandise was given to the Hope & Help thrift shop. 2. Volunteer scheduling for Museum Hostson Friday & Saturday will be taken care of by Matt Smith. He willal#o ##nd l~t~ ~ the volunteers. 3. Name plates on Special Friends board is in care of Randy Westrick who has ordered them. IV NEW BUSINESS 1. Year 2000 representative to DTA postponed to new board. 2. Celebration Party~ Vance Yoder movedto hay# it F~b ~th at6~O0 pm at the Theater. Bob Baynham seconded the motion/Passed. This will be a "transition" affair. All will work on it. Planning meeting Feb 2nd at 1:30 at the theater. V ADJOURNMENT: 1:55 pm. Hazel Smith, recording secretary. MEMO To: For Council information, through the City Administrato~ From: Subject: Date: Randy Scott, C.E. Tech IH, through the Public Works Director Status of Goose Creek January 19, 2000 8F Staff updated the Council in November on the status of the Goose Creek storm sewer project. At that time staffwas still waiting for the Corp. of Engineers to process the wetlands permit for the project. We understood at that time the process to be approximately a 90 day. It appears however the process will take considerably longer then anticipated. On December 28, 1999, staff received a letter from the Corp indicating the public heating process had closed and they are now in the decision making process. Briefly, the letter identified what the Corp thought as alternatives to the installation of the storm sewer; 2. 3. 4. Leaving the creek open and planting shrubs to obstruct access. Regrading the bank's of the channel to more desirable and safe slopes Relocating the fence Stabilizing the stream's slopes and removing existing entrapment structures. The letter requested the city respond to the alternatives, in addition submit additional information in regard to the conveyance system and possible downstream degradation of the creek. The Corp also rejected staff's proposed methods of mitigation. Staff will be responding to the issue's raised by the Corp of Engineers. However, we do not feel that the final dec/sion would be approval of city's application as proposed by us more than 10 months ago. The action the Corp will take on the permit issuance according to the letter will be either permit issuance, withdrawal of denial. The city would then be able to appeal the decision if unfavorable. MEMO To: For Council information, through the City Administrator Fl-om: Subject: Date: Randy Scott, C.E. Tech III, through the Public Works Director East Hardcastle Sidewalk January 19, 2000 8G The contractor Axis Curb is completing the installation of the concrete sidewalk on the south side of East Hardcastle. The final cleanup and some minor ditch work is the only remaining items left to complete. There was some concern raised in regard to the elevation of the installed sidewalk in relation to the existing street surface. Attached for the councils information is the letter provided to the adjacent residents explaining the elevation difference. CITY OF WOODBURN 270 Montgomery Street · Woodburn, Oregon 97071 · 982-5222 8G January 19, 2000 Dear Resident A number of residents have inquired and expressed some concerns in regard to the grade the of the new sidewalk installed on the south side of East I-Iardcastle Avenue. Although I briefly explaiued in my prior notice, door banger, of construction how and why the sidewalk is being constructed, ce~_ain other issues have come to my aRention, therefore I would take this opportunity address some of those concerns. First, public works staff appreciates the interests shown from the public in the project and we are glad to discuss the futuristic approach of the construction. The existing pavement was constructed as a county road and does not met city standards in cross sectional dimensions or profile grades. In the past East Hardcastle area used to experience flooding until a new storm sewer pipe was installed approximately three years ago. The normal sequence of street improvement projects is to design and establish the profile grade, construct underground utilities, construct the street surface and then construct the sidewalk in accordance with the established grade. However in this case to provide for pedestrian safety prior to the reconstruction of East Hardcastle the future design grade of the street was established and the new sidewalk on the south side has been installed in acco~!ance with that design. The elevation grade of the sidewalk follows the fuUtre design grade of the new street and not the existing pavement grade. Although the grade of the new sidewalk may not look appropriate when compared to the grade of the existing pavement, it will look correct when reconslmction of the street takes place in the future. Reconstruction is obviously dependent on many other issues, the most important of which is the funding for the project. I hope this explanation eliminates some of the concerns. On the attached sheet I have shown an c~:amplc of thc street cross section and how it relates to the existing and future street profile. If you have any questions please don't hesitate to contact me at 980-2427. Sincerely 60' RiIW Existln§. powm.nt ~_ 22.5' Existing groun~d ,-~, P..'/,ISflNd 51~!?.1' PI~OPII. P-. City of Woodburn Police Department STAFF REPORT 270 Montgomery Street Woodburn, Oregon 97071 (503) 952-2345 Date: January 10, 2000 From:/4~Pau~l Null, Chief of Police To: Mayor and Council Thru: John Brown, City Administrator-~ Subject: Police Department Activities - September 1999 8H The Consolidated Monthly Report is a monthly analysis of police department calls for service. This report lists all police department incident investigations for the month, shows year to date and compares with the previous year. The report is in conformance with Federal Bureau of Investigations national guidelines for crime classifications and is reported to the State of Oregon Law Enforcement Data System via the Regional Automated Information Network. Should you have questions or wish further information, please contact me. 8H I 1+1191++ '-rrn .. .......... [[~$¢[[[ 0 0 8H N f~ r' COtr ClL roLL NO. ORDINANCE NO. AN ORDINANCE GRANTING AN APPLICATION FOR PLANNED UNIT DEVELOPMENT 99-01 FOR STAGE H DESIGN REVIEW AND MINOR PARTITION 99-05; ADOPTING FINDINGS; IMPOSING CERTAIN CONDITIONS OF APPROVAL; AND DECLARING AN EMERGENCY. WI~EREAS, on December 9, 1999, the Woodburn Planning Commission adopted a final order denying an application for Planned Unit Development 99-01 for Stage H Design Review; and Minor Partition 99-05; and WHEREAS, this denial was appealed to the Woodbum City Council by the applicant; and WHEREAS, the City Council conducted a public hearing on the application on January 17, 2000; and WHEREAS, in response to the concerns expressed by the Planning Commission, the applicant made certain changes to its proposal which are in substantial conformance with the original application; NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. That the real property which is subject to this application by United Properties Oregon, Inc., (the contract purchaser) is described in Attachment "A" which is affixed hereto. Section 2. That based upon the Findings and Conclusions which are affixed hereto as Attachment "B," the application on the subject property is granted. Section 3. That the application is subject to the Conditions of Approval contained in Attachment "C," which is affixed hereto and which the Council finds reasonable. Section 4. That the application is also subject to two additional conditions imposed by the Woodbum City Council, as follows: Ao That the Covenants, Conditions and Restrictions (CC &R's) be recorded by the applicant in the deed records of Marion County. That the Woodbum Planning Department record the Conditions of Approval in the deed records of Marion County. Section 5. This ordinance being necessary for the public peace, health and safety, an 9A Page 1 - COUNCIL BILL NO. ORDINANCE NO. 9A emergency is declared to exist and this ordinance shall take effect immediately upon passage by the Council and approval by the Mayor.. /.-.N Approved as to form.'~~~~')v'.,- -- } - Z l '~ Z O~ ~ 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. \ / i / / ..~ ,..~.T'~, ACHMENT "A" .~¢-li illll 9A LLI i;!:: ::: ATTACHMENT "B" FINDINGS AND CONCLUSIONS MINOR PARTITION 99-05 PLANNED UNIT DEVELOPMENT 99-01 STAGE II DESIGN REVIEW RELEVANT FACTS: The proposed development is located east of Hazelnut Drive and wraps around the OGA golf course. The property is bounded on the north side by the City's Urban Growth Boundary and to the west and south by the golf course and single family residences. This property is one of the last two residential "housing pods" left in the Tukwila development. The property can be identified as tax lot 3000 5S,IW,7AB,7A, 6D on Marion County Assessors maps. The subject property is zoned single family residential. The applicant is only requesting approval for phases one and two. Phase three is not part of the_developer's application at this time. There is currently only one public access way into the development, therefore, the applicant is proposing a secondary emergency access along the south side of the future tennis court and pool facility between Hazelnut Drive and Street A of the development. This is an exclusive easement with no parking allowed within that easement. RELEVANT APPROVAL CRITERIA: A. Woodburn Comprehensive Plan B. Woodburn Transportation System Plan C. City of Woodburn Access Management Ordinance D. Woodburn Subdivision Standards Eo Woodburn Zoning Ordinance Chapter 8 General Standards Chapter 9 Residential Standards Chapter 10 Off- Street Parking and Loading Standards Chapter 21 Planned Unit Development Chapter 22 Single Family residential District Page 1 of 7 - Findings and Conclusions 9A Chapter 39 Mandatory Parkland Dedication or Cash-in-lieu-of. F. Landscaping Policies and Standards G. Sign Ordinance A. Woodburn Comprehensive Plan FINDING: The Comprehensive Plan Map designates the concerned property as Iow density residential FINDING: Applicable approval criteria have been met through the implementing ordinances of the adopted subdivision standards, zoning ordinance and any other ordinances in effect at the time of approval. The proposed lots are part of an identifiable neighborhood. B. Woodburn Transportation System Plan FINDING: The applicants proposal meets the applicable streets standards as identified in the Transportation Plan. FINDING: The third phase of this development is not part of this approval and is dependent on some future road connection that is outside the current Urban Growth Boundary. FINDING: The emergency access way is acceptable for the first two phase only. FINDING: The Public Works staff have reviewed the applicant's traffic impact study and concurs with the summary of findings and recommendations as presented in the report. C. City of Woodburn Access Management Ordinance FINDING: The street system of a proposed subdivision is designed to coordinate with existing, proposed, and planned streets outside of the subdivision. D. Woodburn Subdivision Standards FINDING: Procedures for subdivisions and partitions are covered in Chapter III Section 6, 7, 8 of the Woodburn Subdivision Ordinance. The information requested has been addressed and submitted by the applicant. Three parcels are proposed and have been applied for. Parcels 2 and 3 as proposed, will technically be landlocked. Because the request is part of a PUD, there is flexibility in the design of the Page 2 of 7 - Findings and Conclusions 9A development that is not afforded to standard subdivisions, therefore, the standard lot width requirement (proposed lot width 47 feet verses 60 feet standard width) will not comply with section 13 B. of the subdivision ordinance. Chapter 8 General Standards Section 8.1 90 Vision Clearance FINDING: All comer lots are to meet the standard Chapter 9 Residential Standards Section 9.045 Front Yard, 9.050 Side Yard, 9.060 Rear Yard FINDING: The Woodburn Zoning Ordinance states that "every building shall setback from lot lines adjacent to streets at least 20 feet, except in the instance where the average depth of the other buildings on the same side of the street is between 20 and IO feet, then the average depth may be used." The applicant is proposing that the front yard setback be 1 0 feet minimum to front porch, 1 5 feet from property line to house face, and 20 feet from property line to garage face. Side yards will be 5 foot for a one story dwelling and 6 foot side yard for two story dwelling rear yards on the golf course are to be from 16 to 20 feet. Chapter 10 Off-Street Parking Section 10.050 (a) Single Family Dwellings (1) one and one-half spaces per dwelling unit FINDING: The applicant will provide two off-street parking spaces per dwelling unit excluding garage. Chapter 21 PUD - Planned Unit Development Section 21.010 Purpose FINDING: The site is zoned for single family development, which makes allowance for a PUD as a conditional use. The applicant is now entering stage two of the process which is referred to as design review (section 21.070). In this stage the design and size of the project are reviewed. Section 21.020 Design/Development Criteria The adequacy and continuity of public facilities is sufficient to accommodate the proposed development. Page 3 of 7 - Findings and Conclusions 9A 5. 6. 7. 8. The features of the site (such as topography, hazards, vegetation, solar access, etc.) have been adequately considered and utilized. The size of the development, site and building design and operating characteristics of the proposed development are reasonably compatible with surrounding development and land uses and any negative impacts have been sufficiently minimized. Parking areas and entrance-exit points are designed so as to facilitate traffic pedestrian safety and avoid congestion. The development design promotes energy conservation through the use of materials, landscaping and building orientation. The buildings are located so as to provide light and air according to yard requirements and afford adequate solar access where desired. The design promotes crime prevention and safety features through lighting, visibility of building entrances, secure storage areas, etc. More useable and suitable located recreation facilities and other common and public facilities are provided than would be under conventional land development procedures. FINDING: Public works has indicated that the existing storm drainage system within Tukwila Drive does not have sufficient depth or capacity to serve all phases of the development, and may not be sufficient to serve phase one. FINDING: The proposed use is residential which is compatible with the other residential uses and the golf course in the surrounding area. FINDING: The applicant proposes to develop two areas for open space. Tract "C' is approximately 15,000 square feet and will be constructed in phase 1 along with Tract "D" open space of approximately 3,680 square feet at the entrance will be landscaped and contain a monument sign and park bench. Tract "C' will contain a barbeque, picnic table, concrete walk and trash receptacle. Section 21.040 General Standards (a) Permitted uses, (b) minimum size, (c) density FINDING: Both the proposed residential and recreational uses are allowed within the planned unit development. The development meets the minimum acreage requirements. The proposed density is 5.99 units per gross acres. (d) Outdoor Living Area FINDING: required -40 % of the gross land area, of this, at least 75% shall be common or shared outdoor living area. (.40 x 1 3.68 AC = 5.472 AC required). The applicant is proposing 8.41 5 AC. Page 4 of 7 - Findings and Conclusions 9A Common/shared outdoor living area - .75 x 5.472 AC = 4.104 AC required for common outdoor area. This requirement has been fulfilled through the original approval of the golf course. (e) Indoor Living Area FINDING: As stated in Section 21.040 (e) of the Woodburn Zoning Ordinance, "Indoor recreation areas shall be provided at a rate of 10 square feet per living unit. The requirement for indoor recreation may be waived if the cost for outdoor recreation facilities is at least 75% of the estimated cost of the required indoor facilities." The minimum requirement for indoor recreation space for the project is 82 living units x 1 0 sq. feet per unit = 820 sq. feet. The indoor recreation was calculated using $1 00 per square foot. Information from Tukwila Partners indicate that the total cost of the outdoor facilities is approximately $8,500,000. Therefore, the indoor requirement is waived. (f) Under ground utilities FINDING: The utilities will be placed underground. (g) Streets: The commission may require that right-of-way width within the, development be maintained as private streets or be dedicated to the city when such is necessary in accordance with the official transportation plan map for the City of Woodburn. Such other streets necessary for the proper development of adjacent properties may also be required. Streets shall be constructed in accordance with standards established by the city engineer. FINDING: The applicants proposal meets street standards. (h) Flexible Standards. The minimum lot area, width, and frontage, height, and yard requirements otherwise applied in the district shall not dictate the strict development of the planned unit development, but shall only serve as general guidelines which may be fluctuated or adjusted to provide for a higher quality development. FINDING: The applicant has addressed these standards in his application. Section 21.070 Stage Two Design Review FINDING: The applicant has provided the necessary information and documents such as signatures of owners, identification of those involved in the design, as well the necessary copies of site plans showing the entire development, streets, driveways, sidewalks, pedestrian ways, and major landscaping features. Also included is a Page 5 of 7 - Findings and Conclusions projected schedule of completion. Chapter 22 Single Family Residential District FINDING: The proposed setbacks and lot size for The Links at Tukwila are as follows: Code front yard- 20 feet rear yard - 24 to 34 feet side yard - 5 to 6 feet lot width - 60 feet lot size - 6,000 min. lot coverage 30% to 35% height - 35 feet or two and one-half stories Approved front yard -10 feet from front porch 15 feet from property line to house face 20 feet from property line to garage rear yard - 15-20 feet along golf course 10 feet all other lots side yard - 5 feet each side for 1 story 6 feet each side for 2 story lot width - 47 feet average lot depth - 95 feet average lot size - 5,050 average lot size lot coverage- maximum 50% height - 35 feet or two and one-half stories Chapter 39 Parkland Dedication As a condition of approval of a final plat of a residential subdivision or the issuance of a building permit for the construction of a residence, each developer or builder will be required to dedicate land for parks, or cash for the development and acquisition of parks, or a combination of both at the option of the City. FINDING: The Woodburn Recreation and Parks Department is requiring that the established Systems Development Fee be $762 per lot. F. Landscaping Ordinance FINDING: The applicant has indicated that street trees, etc will be provided and maintained by the homeowners association. Preliminary drawings have been submitted showing the landscaping. G. Sign Ordinance FINDING: The applicant has not provided any information on proposed signage but stated a monument sign will be submitted to Planning staff for review. CONCLUSION: The applicant is requesting stage 2 PUD approval of 2 phases of a Page 6 of 7 - Findings and Conclusions 9A three phase residential development. This request includes approval of a partition and 82 single family lots. The proposal as submitted complies with PUD standards. Page 7 of 7 - Findings and Conclusions 9A ATTACHMENT "C" CONDITIONS OF APPROVAL MINOR PARTITION 99-05 PLANNED UNIT DEVELOPMENT 99-01 STAGE II DESIGN REVIEW Partition: 1. The partition request is for 3 parcels only. The recorded partition shall by in substantial conformance with the tentative plan for the partition and shall be platted according to standard surveying practices approved by the community development director and recorded with the Marion County Surveyor's Office. The applicant shall submit a copy of the survey and plat map indicating the partition to planning and public works departments prior to recordation with Marion County. Following recordation with Marion County, provide two (2) copies of the final plat to the planning department. Planned Unit Development: 5. Streets shall be public and dedicated. Any subdivision of the parcels shall comply with the applicable zoning ordinances and regulations and any ordinance or regulation adopted under OR 92.044 that are in effect at the time of approval. The PUD shall be in substantial conformity with the preliminary plan and the proposed phasing; except as modified by these conditions. Setbacks and other zoning standards for this development shall conform to RS district requirements except as modified as follows: front yard 1 0 feet from front porch, I 5 feet from property line to house face, 20 feet from property line to garage. Rear yard 15 to 20 feet along golf course, IO feet all other lots. Side yard, 5 foot on two sides for one story 6 foot side yards for two story. Lot width 47 feet average. Lot depth 95 feet. Lot size 5,050 average. Lot coverage 50% maximum. The applicant shall provide staff with a lighting plan for the proposed development for review by the Planning and Police Departments. Page 1 of 6- Conditions of Approval 9A 10. The applicant shall show compliance with Section 8.1 90 Vision Clearance. This information can be included in the final landscape plan. 11. The applicant shall provide staff with a copy of the final CC & R's before staff will sign off on the plat. The applicant shall also provide staff with a copy of the recorded CC & R's at Marion County. 12. Comply with single family dwelling driveway standards specified in chapter ten of zoning ordinance. 13. All fees shall be paid prior to construction. 14. Prior to building permit issuance, comply with comments as submitted by: Public Works Department Water/Wastewater Department Woodburn Fire Department Recreation and Parks Department Police Department PUBLIC WORKS GENERAL CONDITIONS: 15. Construction plans shall be submitted to the city for review and approval and shall conform to the construction plan review procedures and standards. 16. On-site existing water wells and subsurface sewage disposal systems shall be abandoned by the applicant in accordance with all state regulations and requirements 17. All city maintained facilities located on private property will require a minimum 16 foot wide easement be conveyed to the city by the property owner. This is the applicant's responsibility to provide, not the city's. 18. The applicant not the city is responsible for obtaining permits from any state, county and/or federal agencies which may require such permit or approval. 19. Applicant to provide for the installation of all franchised utilities and shall provide any required easements on the final plat. Street lighting shall also be installed by the applicant as per AGE Schedule 'B" plan. Page 2 of 6 - Conditions of Approval 9A 20. The owner/applicant shall be required to enter into an improvement agreement as outlined in the Woodburn Zoning Ordinance, Chapter III, Section 6 prior to acceptance of the final plat. In addition, prior to construction of the public infrastructure, plans shall be submitted and approved by the Public Works Department, performance bound in the amount of 1 00% of construction cost be provided and the construction permits fee's paid. 21. A Department of Environmental Quality 1 200 C Erosion Control Permit will be require on this project. 22. All work shall conform to the City of Woodburn Standards and all State Building Codes and Regulations. 23. All system development charges shall be paid at the time building permits are issued. STREET AND DRAINAGE: 24. The interior Street width of 26 feet wide curb to curb within a 50 foot wide right-of-way is acceptable if 10 foot wide utility easements are provided each side of the street. Parking will be allowed on one side only, not both sides as proposed. 25. The proposal for Tukwila Drive is 34 foot improved street curb to curb, within a 60 foot right of way, this is acceptable with a minimum, five foot utility easements provided on each side. Parking will also be restricted to one side only. 23. The existing storm drainage system within Tukwila Drive does not have sufficient depth or capacity to serve all phase's of the development, it may not even be sufficient to serve phase one. The applicant shall provide the city a hydraulic analysis for review. Storm water runoff which will not utilize the existing storm sewer system within the existing Tukwila Drive shall discharge to existing drainage ways, any third party easements required shall be provided prior to final plat approval. Pollution control devices prior to discharge into the drainage way will be required. 24. Phase one and phase two access is technically a dead end street. The private access proposal and turnaround provisions for phase one and two Page 3 of 6 - Conditions of Approval 9A 25. shall be acceptable to the Woodburn Fire District and the Woodburn Police Department for emergency access requirements. Phase three will require an additional public access prior to it°s development. Centerline curve radius dimensions on through streets and property line curve radius dimensions at intersections shall be subject the Woodburn Public Works and the Woodburn Fire Districts review and approval. 26. The city is currently in the process of formation of a Local Improvement District for Street Improvements on Boons Ferry Road. This property may be subject to a fair share cost of such improvements as determined by the City Council. 27. No structures or fences greater then 30" in height will be allowed in the sight visibility area on lots at street intersections, regardless of the approved building setbacks. WASTEWATER: 28. The existing sanitary sewer main located within Tukwila Drive only has sufficient depth to serve phase one and possibly a portion of phase two. The sanitary sewer trunk line within Mill Creek shall be utilized for the remaining portion of the project and phases, this connection will require the applicant obtain a permit form Corp. of Engineers and Division of State Lands. WATER: 32. The water main serving this development shall be a looped system. Phase one and two shall extend the existing 8" inch diameter main at the end of Tukwila Drive along Tukwila Drive and Street "A" as designated on the plan. In addition the main shall be looped back through the private access to Hazelnut Drive to complete the loop. 33. Page 4 of 6 - Phase three shall also require to be looped with its future development. With the construction of Phase one and two an 8" diameter water main shall be extended between lots 52 and 53 to provide for this future looped connection. Proper easements will be required. Fire hydrant locations and fire protection requirements shall be as per the Conditions of Approval 9A 4. Woodburn Fire Districts conditions of approval. See waste/water comments in regard to cross connection requirements. Water 35. All units that put in either a underground irrigation system, swimming pool, hot tub and fire sprinkler system will be required to install a backflow prevention assemblies (DC) (Double Checks). The assemblies shall be installed by the water meter next to the property line. Unless approved by city engineers. Please see inspector on installation standards 982-5283. Also, along the streets, Tukwila is putting in underground sprinkler systems, all systems are required to install (DC) Double Check backfiow Assemblies. Woodburn Fire District Revision 10-21-99 36. Access: Exterior of Facility Proposed emergency access way is acceptable for first phases only. Any restrictions to fire department emergency access road must be approved by the fire district and locks must by Knox type. Turn around provisions will be required at the dead end of each phase when dead end is longer than 150 feet. Note: We are opposed to a gated community with private streets as it is impossible to enforce access requirements on private roads. Circled entrance way may not provide enough width and radius for fire apparatus. More information is needed before approval. 37. Fire flow/water supply: Type V-N construction I 000 gpm 38. Hydrants: One hydrant within 250 feet of all structures. 39. Alarm system: As per ORS for single family residences 40. Premise Identification: Address to comply with City of Woodbum standards. Street names to be submitted to planning department and reviewed by Emergency service providers to avoid duplication or confusion with Page $ of 6 - Conditions of Approval existing system. 41. Building size & limitations/type of construction: Proposed zero lot line will require one hour bearing wall, see building official for any other requirements regarding occupancy or area separation. 42. Special comments: An onsite water supply system must be available, operational and acceptable to the city prior to the construction of combustible buildings. Access during construction must support the weight of fire apparatus and allow access to facility. Recreation and Parks Department 43. The recreation and parks department has reviewed the above referenced project and provides the following comment. Systems development charges for parks are calculated as follows: Phase 1 charge per unit * $762 units 44 Total $33,528 Phase 2 charge per unit * $762 units 38 Total $28,956 * Systems Development Charges are payable at rates in place at the time building permits are obtained. The city is analyzing these charges and expects to revise the amounts. Police Department A stop sign should be posted at both exit points from street "A" to Tukwila Drive. 48. Posted "No Parking" signs on one side of Tukwila drive to decrease traffic hazards caused by parking on both sides of the street. 45. A stop sign should be posted for the golf cart paths crossing Tukwila Drive. White lines should also (be) painted across the drive for the golf cart crossing. Consider the use of Low Pressure Sodium Vapor lighting for the streets. This will cut down on the glare into the residential homes around the street. 47. 25 miles an hour speed zone signs should be posted at the entrance point to the new development and at other locations along the street. Page 6 of 6 - Conditions of Approval 9B MEMO To: From: Subject: Date: Mayor and City Council Through the City Administrator Ben Gillespie, Finance ~i~t~ I )~J' Ambulance Rates January 17, 2000 Recommendation: Approve the attached ordinance setting new rates for ambulance service in the City. Background: At the conclusion of a public hearing on ambulance rates the City Council directed staff to drat~ a resolution adopting new rates. That resolution is attached. Financial Implications: These rate were designed to be revenue neutral. Consequently no change in the franchise fee paid by Woodburn Ambulance to the City is anticipated 9B COUNCIL BILL NO. 2020 RESOLUTION NO. A RESOLUTION ESTABLISHING RATES AND CHARGES FOR AMBULANCE SERVICES IN ACCORDANCE WITH THE FRANCHISE GRANTED TO WOODBURN AMBULANCE SERVICE, INC. AND REPEALING RESOLUTION 1474. WHEREAS, Woodburn Ambulance Services, Inc. has been granted a franchise to provide ambulance services within the City of Woodburn per Ordinance 2158; and WHEREAS, Section 6 of said franchise ordinance provided for the separate establishment of ambulance services rates and charges; and WHEREAS, a public hearing was held on January 10, 2000 to review the justification for increasing the current rates and charges for ambulance services; and WHEREAS, the franchisee has submitted satisfactory evidence to the City Council to justify the requested rates; NOW, THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the following definitions are applicable to the rate structure stated below: ALS Base Rate = Base rate charged to patients transported in an advanced life support vehicle. Local Convalescent = Base rate for transporting a patient from a local residence to local nursing home, or vice versa. Mileage = Mileage charged from incident to final destination (hospital). It excludes mileage from the dispatch point to the incidem. Section 2. That the request of Woodburn Ambulance Services, Inc., for rates and charges for ambulance services be approved as follows: Local Convalescent ALS Base Rate Mileage, per mile Ambulance Membership Policy (Per Year) $175.00 661.00 10.00 45.00 Page - 1 - COUNCIL BILL NO. RESOLUTION NO. 9B Section 3. Resolution 1474, passed on March 23, 1998, is hereby repealed. Approved as to form..Z~ ,~?q~~ City Attorney Date APPROVED: RICHARD JENN~NGS, 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 Woodbum, Oregon Page-2- COUNCIL BILL NO. RESOLUTION NO. 9C MEMO TO : THROUGH : FROM : DATE : SUBJECT : Mayor and City Council John Brown, City nd~.~.aistrato~ Mary Tennant ~/~ January 20, 2000 Workers' Compensation Insurance Coverage for Volunteers RECOMMENDATION: Council adopt the accompanying Council Bill authorizing the inclusion of clerical volunteers under the City's workers' compensation insurance policy with City County Insurance Services. BACKGROUND: The City's liability insurance policy does not extend coverage to for a volunteer's own bodily injury or property damage. City County Insurance Services (CIS) provides two different methods of covering volunteers one of which is a Special Risk Accident Policy and the second is Workers Compensation Volunteer coverage. The City has had a Special Risk Accident Insurance Policy in place for a number of years which covers all recreation program participants whether participating at an on-site program or on a city-sponsored trip. The second type of coverage, Workers Compensation Volunteer, requires Council adoption of a resolution authorizing coverage for a specific class of volunteers. Currently, we have a resolution in place that extends volunteer coverage to our Jesuit volunteers who perform work in the Parks and Recreation class of employees. The Council Bill before you would allow for extension of volunteer coverage to clerical employees who perform volunteer work for the City. Specifically, we now have a volunteer who performs clerical work in the Parks office two afternoons each week which supplements work performed by our Clerk Ill employee who job shares with Municipal Court. Adoption of this Council Bill would extend coverage for this specific position plus it would allow extension of coverage to other volunteers performing work in the Museum, Library, or other city offices as the need arises. It should be noted that volunteers under the RSVP program are covered under a separate policy and would not be included under the City's Workers Compensation Volunteer coverage. Financial Impact: The cost for this coverage is based on a rate of $.26 per $100 gross pay plus an assessment of $.042 per hour worked. Calculation of gross pay is based on an assumed wage of $6.50 per hour (State minimum wage) and volunteers are required to keep track of the time spent on the job. Currently, our volunteer in the Parks office works approximately 32 hours per month which equates to a monthly premium cost of $1.90. 9C COUNCIL BILL NO. 2021 RESOLUTION NO. A RESOLUTION AUTHORIZING THE INCLUSION OF CERTAIN CLASS OF VOLUNTEER WORKERS UNDER THE CITY'S WORKERS' COMPENSATION INSURANCE COVERAGE. WHEREAS, the City wishes to protect its volunteer workers from injuries arising out of or in the scope of their service to the City, now, therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn elects, pursuant to ORS 656.031/656.041, to provide workers' compensation insurance coverage to volunteers who provide volunteer work under the Workers' Compensation Class Code 8810 (Clerical Office Employees) at an assumed rate of no less than the State of Oregon minimum wage. Approved as to Form.'C~'(~(~~ City Attorney Dat APPROVED: RICHARD JENNINGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. RESOLUTION NO. JRN-24-O0 HON 16:00 LflND DEVELOPHENT OONS FAX NO, 5033708426 P, 02/02 Oesign Group PLANNERS ENGINEERS SURVEYORS SALEM .~400 STATE STREET Surr~ G-710 S,~L[~4, OR 97301 503.370.8424 F~x: 503.370.8426 Idcs~ldcdes~gmcom VANCOUVER 8513 NE H-';,a DELL AvE, Sur~ 202 VA~COUVI~, WA ?~665 360.573.0370 TOLL FREE: 503.2'~ 1.8657 FAX: 360.573.0390 ldcvOIdcdesign.com KLEIN CONSULTING ENGINEERS, INC. 3300 NW 211TM TE~CE H~.LS~ORO, OR 97124 503.858.~.242 P~,x: 503,645.5500 kce~,ldcdesign,com MECKEL ENGINEERING & SURVEYING, INC. COEUR D'AI.FNF, iDAhO www. mtckel,com January 24, 2000 Mr. Steve Goeckritz, Community Development Director 270 Montgomery Street Woodbum, OR 97071 Re. Oakwood Subdivision, Case File 99-02 Dear Steve: I have read George H. Wilhelms letter, dated 3anuary 19, 2000. In addition I faxed a copy of said letter to Tom Luckey of the Luckey Company' for his approval. I received a telephone call from Tom later that day authorizing me to accept the offer by Mr. Gregory Saverchenko to pay $3785.92 to the Luckey Company. This fee is for the cost associated with the construction of the storm drainage for Steklov Addition, Phase I, which benefits the Oakwood Subdivision. In addition I have review George Wilhelm letter, dated/ranuary 19, 2000 and I accept, for the Luckey Company, his clients offer to contribute 2.3 % of the yearly operation and maintenance cost for the detemion pond constructed for Steldov Addition, Phase I. Tom Luckey has authorized me to review and accept an offer from Mr. Saverchenko which obligates the lots within the Oakwood Subdivision, Case File 99-02, to participate in the operation and ma/ntenance of the detention pond. The Luckey Compan.v and myself appreciate the cooperation of all the involved parties and requests that the Woodbum City Council draft findings which approves subdivision 99-02..as an authorized representative for the Luckey Company I accept Mr. Savereenko offers; A one time fee of $3,785.92 and a yearly fee of 2.3% for the yearly operation and maintenance cost of the detention pond. If you have any questions or concerns please contact me at (503) 559-4664. Paul C Sedoruk JAN-24-O0 MON 16:00 LAND DEV~LOFMbN'I' CONS PA~ NV, bUddlU~q~V F, UZ/UZ Design O oup PLANNERS ENGINEERS SURVEYORS HILLSBORO (Co~'o~.'~ 3300 NW 211T~ TERRACE H~L~.ORO. OR 97124 50~.8S8.~242 Pxx: 503.~5.5500 ~,ldcdesign.com SALEM ~400 ST~?; ST~'EET SurrE G-710 SALF_~. OR 97301 503.370.8424 F~,x: 503.370.8426 Idcs@ldccles]gn.¢om VANCOUVER 8513 NE H;:,;~ D~.LL Av~, Sun'; 202 V,,Ncouvm~, WA ?9665 360.573.0370 TOLL F~;;: $03.2~1.8657 FAx: :360.573.0390 IdcvOIdcdesJgn,com KLEIN CONSULTING ENGINEERS, INC. 3300 NW 211TH TERRACE HILL~I~ORO, O~ 97124. 505.8~8.~24Z Fxx: 503.645.5500 kce~ldcdesign.com MECKEL ENGINEERING & SURVEYING, INC. COEUR D'ALFN;, I~ANO www. meckel.com January 24, 2000 Mr. Steve Goeckritz, Community Development Director 270 Montgomery Street Woodbum, OR 97071 Re. Oakwood Subdivision, Case File 99-02 Dear Steve: I have read George H. Wilhelms letter, dated ]'anuary 19, 2000. In addition I faxed a copy of said letter to Tom Luckey of the Luckey Company for his approval. I received a telephone call from Tom later that day authorizing me to accept the offer by Mr. Gregory Saverchenko to pay $3785.92 to the Luckey Company. This fee is for the cost associated w/th the construction of the storm drainage for Steklov Addition,. Phase I, which benefits the Oakwood Subdivision. In addition I have review George Wilhelm letter, dated January 19, 2000 and I accept, for the Luckey Company, his clients offer to contribute 2.3 % of the yearly operation and maintenance cost for the detention pond constructed fo~ Steklov Addition, Phase I. Tom Luckey has authorized me to review and accept an offer from Mr. Saverchenko which obligates the lots within the Oakwood Subdivision, Case File 99-02, to participate in the operation and maintenance of the detention pond. The Luckey Company and myself appreciate the cooperation of ali the involved parties and requests that the Woodbum City Council draft findings which approves subdivision 99-02. As an authorized representative for the Luckey Company I accept Mr. Savercenko offers; A one time fee of $3,785.92 and a yearly fee of 2.3% for the yearly operation and maintenance cost of the detention pond. If you have any questions or concerns please contact me at (503) 559-466~. Paul C Sedomk MUSEUM BOARD INVITES YOU TO A 2000 LEAP YEAR PARTY TO HONOR THE VOLUNTEERS AND CELEBRATE THE MUSEUMS TRANSTION TO THE 21 CENTURY JOIN US FOR FUN AND FOOD AT THE WORLD BERRY CENTER MUSEUM BUNGALOW THEATER 469 FRONT ST. FEBRUARY 29, at 6 P.M.