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Minutes - 01/20/2001 Workshop COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 TAPE READING 01 DATE. SALUD MEDICAL CLINIC BOARD ROOM, 1175 MT. HOOD AVENUE, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 20, 2001. CONVENED. The goal setting workshop convened at 8:40 a.m. with Mayor Jennings presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Nichols Sifuentez Present Present (9:05 am) Present Present Absent Present Present Staff Present: City Administrator Brown, City Attorney Shields, and Recorder Tennant Staff members also present for a portion of the day: Public Works Director Tiwari, Police Chief Null, Community Development Director Mulder, Parks & Recreatin Director Westrick 05 Administrator Brown stated that the purpose of this workshop is to exchange ideas as to what the Council would like to see done within the community in the short and long term, and it will be staff's job to figure out how to deliver the Council's goals. He reviewed his goals for this workshop which included Council consensus on a vision statement, a mission statement, and establish Council goals for 2001/ 2003 along with long term goals that would span over the next 20 years. As part of the 1999 retreat, professional consultants were brought in to help the Council through the initial process. A mission statement was developed at that time but he felt that it was not specific enough. He expressed a desire that, by the conclusion of this workshop, more specific vision and mission statements will be developed along with goals for the next 2,5, 10 and 20 years. He also requested that the Council provide him with feedback on (1) the staff's progress as it relates to existing goals and (2) the method to be used in providing the public with an annual report on the status of goals. Discussion was held regarding the role of Mayor, Council, Administrator and staff. Administrator Brown stated that the Council makes policy decisions and, even though department heads provide information directly to the Councilors, he still likes to be kept informed as to what issues are being addressed. Additionally, if directions are to be given to the staff, that goes through him since it is his job to administer and the staff's job to carry out the work. In his opinion, this arrangement has been working well and the Page 1 - Council Meeting Minutes, January 20,2001 COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 TAPE READING Councilors agreed that it should continue in this manner. It was noted that the Mayor and Council do not need to go through the City Administrator in order to discuss an issue with the City Attorney since the City Attorney is a direct employee of the Council. He reiterated that he would like to be kept informed as much as possible so that he is not caught unaware of issues within the City. Some discussion was held in regards to opening up the lines of communication with the School District. It was the consensus of the group that Councilor Sifuentez and Administrator Brown will meet quarterly with Dr. Reeves to try and improve communications. Mayor Jennings stated that the Library Board and Fire Board have been complimentary on the attendance of a Councilor at their meetings along with the input the Councilor provides to their respective Board. He also stated that former Councilor Pugh and Councilor Bjelland have been active participants on the Mid Willamette Area Commission on Transportation and their work has paid off since it now appears that the City is on the STIP (statewide transportation improvement program) for improvements to the 1-5 interchange. Administrator Brown stated that the 1999 Values established by the Council were as follows: (1) clean and safe community; (2) attractive community; (3) friendly community; (4) community that celebrates diversity; (5) fully functional and convenient transportation system; (6) self-contained: people can live, work, be educated and entertained without leaving the City; (7) recreation and cultural opportunities for all ages and interests; (8) well-planned community; (9) well-educated community; and (10) well-reasoned decisions reached through teamwork between the Mayor, City Council, City Administrator, and staff. It was a consensus of the group present that the values were still valid with the addition of working towards open communications and public participation, creating a sustainable community, and replacing the well-educated community with well-informed or engaged community. The Vision statement was the next topic of discussion. The Administrator stated that he had re-wrote the 1999 Vision Statement to be more expansive with the values and goals that the Council had agreed to at their first retreat. The Council agreed that the revised vision statement more clearly outlines their vision for our community. Discussion was held on the Council's visions as to what Woodburn should look like over the next 20 years. Those visions included (1) good public transportation system both inside the City and between Portland and Salem, (2) clean air and water, (3) sustainable, (4) diversity, (5) tree-lined streets, (6) livable environment, (7) Urban Growth Boundary be the city limits, (8) improve the commercial environment and/or infrastructure of the Page 2 - Council Meeting Minutes, January 20,2001 COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 TAPE READING older sections of the community, (9) an attractive commercial, industrial, and residential blend, (10) improve the first impression tourists and motorists have when entering the City, (11) revitalization of the downtown area, (12) improve the telecommunications infrastructure within the City, (13) maintain a small town atmosphere, (14) provide public spaces that are used by citizens for socializing; and (15) increase the number of family oriented businesses. The Council re-wrote their Vision Statement to read as follows: Woodburn will be a vibrant, full-service, market-based community that retains its small town feel and values. Woodburn will be a community of unity, pride, and charm. It will be a sustainable, but technologically advanced community with afunctional multi-modal transportation system. Woodburn will thrive as a regional focus for the advancement and enjoyment of the arts, culture, leisure and recreational activities, and be a great place to live. 29 The Council then reviewed their Mission Statement for 1999 and changed it to read as follows: "It is the mission of the Woodburn City Council to Make Woodburn a Great Place to Be" Tape 3- Side A Administrator Brown then reviewed the 1999 Council goals which are summarized in the following broad categories: (1) Growth management and long term planning, (2) livability, (3) recreation, culture, and leisure, (4) transportation system improvements, (5) infrastructure and facilities, (6) downtown revitalization, (7) team building, (8) citizen engagement and communication, (9) housing, (10) safety and law enforcement, and (11) education (focusing on the Library). It was the consensus of the Council to compile a list of specific goals rather than broad categories. Administrator Brown included in the workshop agenda packet a progress report on projects completed during 1999 and 2000 as it relates to the broad categories listed above. He summarized the work accomplished to date and updated the Council on the status of work-in progress. The Council provided input as to their views as to what, if any, additional work needed to be completed by the staff on the 199912000 goals. Tape 3 - Side B and Tape 4 Following the lunch break, the Council discussed current and future issues of interest for the purpose of developing their current goals for 2001/2003, mid-range goals of 3 to 10 years, and long term goals of 10 to 20 years. Following is a summary of the goals agreed to by the Council: Goals: Provide a broader range of affordable youth activities: Page 3 - Council Meeting Minutes, January 20,2001 COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 TAPE READING Continue to provide existing youth programs Develop additional activities and programs Seek funding to support/offset program costs Celebrate culture and diversity: Continue, strengthen and expand existing events: Tulip Festival, 4th of July, Christmas, Fiesta de Mexicana Develop a "signature" event, specific to Woodburn Build a new Community Center: Establish citizen's committee Evaluate financing alternatives Evaluate facilities and select site Develop facility and site plan Community Engagement and Communications: Continue existing efforts Expand outreach activities Provide for bi-lingual capability at public meetings - audio and translation Improve staff capability and consciousness Revitalize Downtown Woodburn: Complete Urban Renewal Plan Establish Urban Renewal Agency Complete Comprehensive Plan Amendments Seek Grants for early years' Capital Improvement Program (CIP) Deliver program Renovate 347 Front Street Pursue Economic Development: Complete Economic Opportunities Analysis Adopt Public Investment plan Implement Public Investment plan Determine and organize for business recruitment responsibilities Recruit business Develop Necessary Systems Infrastructure: City wide circulation Water treatment and storage Storm drainage Wastewater Treatment Plant collection Page 4 - Council Meeting Minutes, January 20,2001 TAPE READING COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 Enhance and Improve Livability: Adopt revisions to code enforcement- related City Ordinances Promote public awareness of code requirements through education Increase Code enforcement activities Revise Sign Ordinance Beautify City Properties Property maintenance recognition activities Volunteer coordination project Manage Growth: Annex all "islands" within city limits Complete Development Code Complete Comprehensive Plan and Transportation System Plan amendments Urban Renewal Undertake necessary UGB amendments Museum Development Complete strategic plan Shift emphasis from museum as a repository to museum that functions as part of the community Park Development Replace Legion Park Lights Construct Heritage Park ADA improvements Complete drainage and irrigation improvements at Burlingham Park Complete Centennial Park Phases IT and ill Complete Senior Estates Park Drainage improvements Develop Hermanson Park ill Build a Skate park Select Site Complete Site Plan and Facility design Obtain Funding Construct Skate park Encourage and employ Sustainable practices Establish City policies Revise procurement procedures Train staff (ongoing) Page 5 - Council Meeting Minutes, January 20, 200 I COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 TAPE READING Design and offer, or support programs Composting Recycling and use of recycled materials Energy efficiency Reduced chemical interaction with land, air and water "green building" public education Provide a good example Team Building Continue current activities Employee recognition program Organize departments for most efficient service delivery Develop Technological Infrastructure Telecommunications Other, as identified by Economic Opportunities Analysis Plan and Deliver Transportation System Improvements - Regional Re evaluate and amend the Transportation System Plan Coordinate with County on 2nd Interchange and South Bypass - Local Pave all street Install curb and sidewalks on some streets Ready projects for grant opportunities Develop intercity transit Develop bike/pedestrian/golf cart paths in greenways Tape 5(A) 36 Administrator Brown questioned the Council as to how they would like to see progress tracking and reporting formats in the future. It was the consensus of the Council to not prioritize goals and list in alphabetical order. Side B Discussion was also held on how an annual report should be presented to the citizens. Mayor Jennings stated that he has given a "State of the City" report annually outlining what has been accomplished and what will be done. He offered to include some additional information that would be more expansive as an annual report. It was the consensus of the Council to have the Administrator provide a more extensive Page 6 - Council Meeting Minutes, January 20,2001 COUNCIL WORKSHOP MINUTES JANUARY 20, 2001 TAPE READING budget message which would include the status of goals. Additionally, future use of the internet via City website to update the community on the City goals. Additionally, the Council suggested that the goals be reviewed annually in a half-day session for the purpose of keeping them updated on the progress made by staff. Administrator Brown stated that he will be submitting a report to the Council at their February 12th meeting at which time they can formally adopt the goals established at this workshop. The meeting concluded at 3:00 p.m. APPROVED C~~-'!~ Richard Jennings, ayor .." ATTEST Mary Ten t, Recorder City of Woodburn, Oregon Page 7 - Council Meeting Minutes, January 20,2001