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Minutes - 02/12/2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, FEBRUARY 12, 2001. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0020 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Nichols Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Police Chief Null, Community Development Director Mulder, Finance Director Gillespie, Public Works Manager Rohman, Park & Recreation Director Westrick, Asst. City Engineer Torgeson, City Recorder Tennant 0064 ANNOUNCEMENTS. Mayor Jennings wished the City of Woodburn and the State of Oregon Happy Birthday. He reminded the public that Woodburn was incorporated as a city on February 14, 1889. A) City closures: In observance of President's Day, City offices and the Library will be closed on Monday, February 19th. B) Supplemental Budget Hearing for 2000-2001: A public hearing on the 2000-01 supplemental budget will be held before the City Council on Monday, February 26th, 7:00 pm, in the Council Chambers. C) Storm Drainage Presentations: Staff will be making presentations on upcoming storm drainage issues at the following locations: February 15,2001 - 4:00 pm to 7:00 pm - Valor Middle School February 20,2001 - 2:00 pm to 4:00 pm - Senior Estates Clubhouse February 22, 2001 - 4:00 pm to 7:00 pm - Washington Elementary School APPOINTMENTS. Mayor Jennings appointed the following individuals to serve on City Boards/Committees: Park and Recreation Board: Frank Anderson reappointed to serve with his term expiring December 31,2003; and Budget Committee: Don Bear to serve an unexpired term ending on December 31, Page 1 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING 2001. NICHOLS/FIGLEY... approve the appointments to the Park & Recreation Board and Budget Committee as presented. The motion passed unanimously. 0187 PROCLAMATION - SPAY DAY USA 2001. Mayor Jennings proclaimed February 27,2001 as "Spay Day USA 2001" and the month of February 2001 as "Prevent a Litter Month", and urged local citizens to either have their own cats and/or dogs spayed or neutered, or to sponsor the spaying or neutering of another person's dog or cat. Barbara Cannon, representing the local humane society program, provided the Council with a 15-minute video to show them the work being done by humane societies and animal protection organizations to try and reduce the overpopulation of these animals. She urged local citizens to volunteer their time or give monetary or educational support to promote spaying or neutering of dogs and cats. 0435 PRESENTATION: STORM WATER FEDERAL REGULATIONS. Public Works Director Tiwari stated that stormwater issues relating to the quantity of stormwater, and detention ponds have been discussed numerous times before the Council. The stormwater issued being presented at this meeting relates to the quality of stormwater. He also stated that the upcoming presentations on February 15th, 20th, and 22nd will be in the form of an open house in which citizens can drop by and discuss stormwater issues with the staff and consultant. Asst. City Engineer Torgeson stated that upcoming stormwater regulations will eventually require the City to apply for a permit since our stormwater discharges to the Pudding River. The City is considered a small MS4 (Municipal Separate Storm Sewer System) and, when in applying for a permit, the City must conform to the following minimum control measures: I) public education, 2) public involvement, 3) detection of elicit discharges, 4) program for dealing with construction site runoff and erosion, and 5) post management for stormwater in new development and redevelopment. It is anticipated that the regulations for the City will go into effect in June 2003, however, the DEQ will not officially notify cities of the need to apply for a permit until December 2002. Between now and December 2002, the City will be undertaking a program to periodically test stormwater discharges at different times of the year so that a base level can be established. He reiterated that DEQ is still formulating the permit process and policies which will be announced in the latter part of2002 or early 2003. It was also noted that the stormwater program will be tied into the City's TMDL's (total maximum daily load) and it is more than likely that the City will have a program that addresses chemistry of discharges, pollutants, and elicit discharges. There may be a need to treat some stormwater elements since the stormwater does discharge into the Pudding River which is a receiving stream that has a an established TMDL. Page 2 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING Public Works Director Tiwari stated that this program focuses on the quality of the water in the river. At this time, the City is discharging wastewater effluent into the Pudding River which is at a level that does not harm aquatic life. Stormwater, however, may affect aquatic life since untreated stormwater pollutants flowing to the river may be harmful to aquatic life. By starting this program in advance, the City hopes to be able to manage this program in a cost effective manner and to know in advance what kind of pollutants are being discharged to the river. Some discussion was held regarding potential cost for this type of program and the methods that will be used to determine what the quality of the stormwater is before it gets to the city limits versus the stormwater that flows out of the City to the Pudding River. 1900 CHAMBER OF COMMERCE REPORT. Don Judson, representing the Chamber Board, briefly reviewed the upcoming Chamber events: 1) Business After Hours - February 15th at Tukwila between 4:30 pm and 6:00 pm; 2) Chamber Forum - February 21 st at Woodburn Crossing. Guest speaker will be Mayor Jennings who will give the "State of the City" report. 3) Chamber Forum - March 21st at Woodburn Family Medical Clinic. This program will be on "Drug Free Workplace" and will begin at 7:45 am. 4) Distinguished Service Award (DSA) Banquet - February 22nd at Cascade Park. This annual event will honor local citizens for their contributions to our community. The event will be a semi-formal dinner with the social hour beginning at 6:00 pm and dinner being served at 7:00 pm. Advance reservations are required and can be obtained by calling the Chamber office. The Master of Ceremonies for this year's event will be Bob Atkins. He also stated that approximately 40 applications were received for the Executive Director position. A selection committee has narrowed down the list to 16 candidates and a supplemental questionnaire has been sent to those individuals. The questionnaires are due back by this Friday and the committee will then narrow down the list to 8 candidates. It is anticipated that the interview process will be conducted during the first week in March with selection of a new director shortly thereafter. 2184 A.W.A.R.E. FOOD BANK FUNDRAISER. Councilor Sifuentez stated that, annually, the Governor's Food Drive generates approximately $4,000 from MacLaren School alone for the local food bank. She has been working with the AW.AR.E. Food Bank to expand the project to generate more money for the food bank. Nancy Stone, Executive Director of AW.AR.E., expressed her appreciation to the City for the opportunity to raise funds for the food bank. She briefly summarized the numbers of families currently being served and stated that the food bank serves the Woodburn, Gervais, Hubbard, Aurora, St. Paul, and Donald area. She stated that the food bank is Page 3 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING completely funded by donations from individuals, churches, and local businesses, and utilizes many volunteers. With the recent announcement of the closing of AgriPac, they have seen an influx of new people at the food bank asking for assistance. The Heart-to- Heart fundraiser will be held in February and donation forms will be located at numerous businesses throughout the City. By donating $1, the food bank will be able to purchase 6 Ibs of food which will be used by needy families within our area. 2405 Preston Tack, 2197 Camilla Way, introduced Robert Day who is the Vice-President of the Senior Estates Board of Directors and chairs its Community Relations Committee. Robert Day, 1032 Stanfield Rd., stated that the Mayor has agreed to meet with them on Friday, February 16th, 2:00 p.m., to share with them his expertise in city government and to discuss some of the major issues before the City. Councilors Nichols, Chadwick, and Figley have also been invited to attend this meeting. The agenda includes topics related to 1) urban renewal update, 2) Cole project on Country Club Road, 3 ) Vanderbeck Lane agreement, 4) Ward boundary revisions, and 5) I-5/Hwy. 214 interchange. He expressed his hope that the Councilors will be able to attend so that input can be given and/or received on these issues. 3015 CONSENT AGENDA. A) City Council minutes of January 22,2001 and Council workshop minutes of January 20,2001; B) Library Board minutes (draft) of December 13,2001; C) Pedestrian Improvement Project on Highway 214 Status Report; D) Police Department Activity report for December 2000; E) Claims for the month of January 2001; F) Building Activity Report for January 2001; G) Planning Project Tracking Report; and H) Library Monthly statistics report for December 2000. FIGLEY/SIFUENTEZ...adopt the consent agenda as presented. The motion passed unanimously. Mayor Jennings stated that Congressional Representative Darlene Hooley recently presented the Woodburn High School student body with a Congressional Award for their efforts in getting changes made to the school entrance way which accesses directly onto Highway 214. 3112 PUBLIC HEARING: IRONWOOD SUBDIVISION EASEMENT VACATION. Mayor Jennings declared the public hearing open at 7:48 p.m.. Public Works Director Tiwari stated that the area proposed to be vacated is located in Ironwood at Tukwila Subdivision. When the subdivision was originally plotted, it provided for a 20 foot wide public utility easement adjacent to all lots fronting the public streets within the subdivision. Since the City only needs a 10 foot wide utility easement, Page 4 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING the remaining 10 foot easement would be given back to the adjacent property owners. All property owners were contacted of which 87% of the owners responded favorably for the vacation of the 10 foot strip. There were 9 property owners that did not respond either for or against and there were no written objections received from any of the property owners. It was noted that the sidewalks within the subdivision are located within the 10 foot easement being retained by the City. Terry Goodman, WRT Designs, stated that they had erroneously platted the 20 foot utility easement and he urged the Council to agree to the vacation of the outside 10 foot portion of the easement. No one in the audience spoke either for or against the proposed vacation of the outside 10 foot width of the existing 20 foot utility easement. FIGLEY/KILMURRAY... instruct staffto prepare an ordinance vacating the outside 10 foot portion of the existing 20 foot utility easement within the Ironwood at Tukwila Subdivision. On roll call vote, the motion passed unanimously. 3645 COUNCIL BILL 2288 - ORDINANCE ADOPTING SUPPLEMENTAL FINDINGS WHICH SUPPORT APPROVAL OF SITE PLAN REVIEW #99-14 TO CONSTRUCT A 102 SUITE RETIREMENT FACILITY ON THE WEST SIDE OF BOONES FERRY RD. AND SOUTH SIDE OF COUNTRY CLUB LANE. Council Bill 2288 was introduced by Councilor Chadwick. 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 2288 duly passed with the emergency clause. 3792 COUNCIL BILL 2289 - RESOLUTION ENTERING INTO STATE REVOLVING FUND LOAN AGREEMENT NO. 98412. AMENDMENT NUMBER 2. WITH DEPARTMENT OF ENVIRONMENTAL OUALITY. Councilor Chadwick introduced Council Bill 2289. 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 2289 duly passed. 3879 COUNCIL BILL 2290 - RESOLUTION ENTERING INTO A SITE LEASE AGREEMENT WITH UNION PACIFIC RAILROAD FOR ANTENNA SPACE ON THE CITY WATER TOWER. Councilor Chadwick introduced Council Bill 2290. Recorder Tennant read 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 2290 duly passed. 3952 COUNCIL BILL 2291 - RESOLUTION ENTERING INTO AGREEMENT WITH ROBERT DORTIGNACO. AlA. FOR ARCHITECTURAL SERVICES FOR Page 5 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING IMPROVEMENTS TO THE EXTERIOR OF THE CARNEGIE PORTION OF THE LIBRARY. Councilor Chadwick introduced Council Bill 2291. 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 2291 duly passed. 4053 COUNCIL BILL 2292 - RESOLUTION ENTERING INTO AGREEMENT WITH HDR ENGINEERING. INC.. FOR A PILOT STUDY OF A PROPOSED WATER TREATMENT SYSTEM. Council Bill 2292 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 City plans on chlorinating the water as a method of water treatment. Public Works Manager Rohman stated that the initial plans are not to chlorinate the water, and the water treatment process will include the removal of iron and manganese. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2292 duly passed. 4177 OREGON LIQUOR CONTROL COMMISSION (OLCC) ANNUAL LICENSE RENEWALS. Police Chief Null recommended the renewal of the following liquor licenses for 2001: Off-Premise Sales - O'Donnell Enterprises (AM-PM Mini Mart), Bi-Mart #643, Crossroads Grocery & Deli, Gary's Market #1, Lind's Plaza Market, OLCC Store #60, Piper's Jewelry, Rite Aid #5337, Roth's Foodliner, Safeway Store #407, Salvadore's Bakery I, Salvadore's Bakery III, Senior Estates Restaurant, Shop N Kart, Su Casa Imports, 7-11 Store #2353-17416B, Westview Texaco, Woodburn Fast Serve (Woodburn Chevron), and Young Street Market. Full On-Premise Sales - Chu's Eatery, Eagles Lodge #3284, Elk's Lodge #2637, La Estrellita Mexican Restaurant, OGA Members Course, The Pier, Yun Wah Chinese Restaurant, and Los Cabos Mexican Restaurant. Limited On-Premise Sales - Abby's Pizza Inn, Arandas Taqueria, Denny's at Woodburn, Don Pedros Express, La Unica, Pizza Hut, Senior Estates Restaurant, Taqueria Guadalajara, The Raven Inn, and Woodburn Lanes. He also recommended that the compliance plans for The Raven Inn and La Unica be removed while the compliance plans for Chu's Eatery and Arandas Taqueria remain in place. Councilor Kilmurray questioned as to how long compliance plans remain in effect. Chief Null stated that compliance plans remain in effect for as long as it is necessary to correct the problems. By maintaining compliance for a period of time, the establishment may eventually be taken off the plan. In the event an establishment deteriorates, it will come back to the Council for review and possible denial. Page 6 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING FIGLEY/SIFUENTEZ... recommend annual renewal ofliquor licenses for the listed businesses to the Oregon Liquor Control Commission for the year 2001, and remove compliance plans as a condition of approval for The Raven Inn and La Unica. The motion passed 5-1 with Councilor Nichols voting nay. 4475 LIQUOR LICENSE APPLICATION - OREGON BERRY INN RESTAURANT. 2994 Newbere Hiehway. A limited on-premise sales license was submitted by James & Myrna Gulick. The staff report recommended that recommendation to approve the license be forwarded to the Oregon Liquor Control Commission (OLCC). FIGLEY/SIFUENTEZ... approve a limited on-premise sales liquor license for the Oregon Berry Inn Restaurant. The motion passed 5-1 with Councilor Nichols voting nay. 4675 BID AWARD: USED PICKUP (Public Works). Bids were received from the following vendors: Hubbard Chevrolet, $7,800.00; Hubbard Chevrolet, $11,800.00; Chuck Colvin Auto, $11,805.00; Hillyer's Ford, $12,460.00; Canby Ford, $12,600.00; Trachsel, $13,500.00; and Hubbard Chevrolet, $15,800.00. Staff recommended that the low bids from Hubbard Chevrolet be rejected since the bids not meet specifications, and the next lowest bid from Chuck Colvin Auto be accepted. FIGLEYIKILMURRAY... reject the two low bids received from Hubbard Chevrolet for bid #21-08 due to the fact that they did not comply with specifications. The motion passed unanimously. FIGLEY/SIFUENTEZ.... award City of Woodburn Bid #21-08 for a used pickup to the lowest responsible bidder, Chuck Colvin Auto, in the amount of$II,805.00. The motion passed unanimously. 4752 CITY COUNCIL VISION. MISSION AND GOALS FOR 2001. FIGLEY/SIFUENTEZ... adopt the City Council Vision and Mission Statement and Goals for 2001 as provided for in the memorandum from the Administrator. Mayor Jennings stated that he will be establishing some commissions and committees to work on the goals. Additionally, copies of the goals, mission and vision statements will be distributed at the Chamber Forum on February 2pt. Administrator Brown stated that the statements and goals will also be added to the City's website and posted at various city buildings. The motion passed unanimously. 5020 CITY ADMINISTRATOR'S REPORT. Public Works Director stated that the City is now looking into water treatment processes and suggested that a workshop be held to give the City's consultant an opportunity to give the Council information on the plan that is being developed. Page 7 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING It was the consensus of the Council to meet on Monday, March 5th, 6:00 p.m., in the Council Chambers. 5300 MAYOR AND COUNCIL REPORTS. Councilor Nichols received the impression that the meeting at the Community Center on the Urban Renewal program was well-received and well-presented by the consultants and staff. Councilor Figley concurred that the meeting was positive and productive. In regards to Council goals, she was impressed as to the number of goals that were accomplished last year and felt that the local citizens need to be made aware of these accomplishments. Administrator Brown stated that the memo outlines what projects are finished and/or in progress, along with the new Council goals. The memo is included in the agenda packet which is available for public review either at City Hall or the Library. Additionally, a copy of the full agenda packet is also posted on the City's website. During the budget process, he will be expanding his budget message to include a section on how well the goals are being met. Councilor Bjelland stated that the Mid-Willamette Valley Area Advisory Commission on Transportation met last week and recommended approval of Woodburn's request for a $200,000 ODOT Pedestrian and Bicycle Block Grant program funds for the sidewalks along Hwy. 214 that will connect the between Park Avenue and the High School He also stated that Mid-Willamette Valley Community Development Partnership Board of Directors is meeting tomorrow to receive the report and recommendations from the multi-region grant committee, the Rural Investment committee, and the Regional Development Growth Management committee. One of the projects to be funded by lottery dollars allocated to this program is the GIS program of which Woodburn will receive some funds for computer hardware and software to help the City develop its GIS program. Several other programs will be funded that will have an indirect impact on the City such as technology awareness and education at the high school and community college levels to improve the learning in technological fields for students to better prepare our labor force for the future. Councilor Sifuentez stated that donors to the Heart-to-Heart fundraiser can obtain a receipt from the AW.AR.E. Food Bank upon request. She also stated that she has invited the staff to a Hawaiian lunch at MacLaren on February 16th with proceeds from this luncheon being donated to the Food Bank. Councilor Chadwick agreed with Councilor Nichols that the meeting was well attended and appreciated having interpreters available at the program. Councilor Nichols also stated that he appreciated having the agenda packet copied on both sides of the paper which will save not only on the amount of paper used but also on storage. Administrator Brown reminded the Council that one of their goals was sustainability and Page 8 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING saving paper is one way of working toward this goal. Additionally, in the future, the City will no longer use styrofoam cups or plates because of disposal issues and only paper products will be used. Mayor Jennings stated that he did speak with Congresswoman Darlene Hooley today and informed her that the City finally got on the Statewide Transportation Improvement Plan (STIP) for funding of improvements to the 1-5 interchange. He stated that the federal transportation funding program for 2002 will be discussed by Congress in this session and he will be working with the City Administrator to work on obtaining some federal funding to be added to the State's $4.2 million. Congresswoman Hooley was agreeable to meeting the City officials during her next visit to Oregon provided that the City has a plan ready to discuss with her. The Mayor also stated that the pedestrian and bicycle walkway project along Highway 214 is being expanded from the original $350,000 project to approximately $600,000. The $200,000 grant will give the City a good start on the project but revenues, outside of the City's contribution, will be needed from other sources to complete the project. Mayor Jennings also stated that he had met with the Senior & Law Enforcement Together (SALT) group and he was impressed with the group's positive comments regarding the City. Councilor Chadwick stated that she had spoken to a member of the group following the meeting who was very pleased with the Mayor and his report. 6512 EXECUTIVE SESSION. Mayor Jennings entertained a motion to adjourn to executive session under the authority of ORS 192.660(1 )(h) 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, and ORS 192.660(1)(f) to consider records that are exempt by law from public inspection. FIGLEYINICHOLS... adjourn to executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 8:23 p.m. and reconvened the meeting at 8:58 p.m.. Mayor Jennings stated that no decisions were made by the Council in executive session. The Mayor informed the Council that he is working on trying to get the new City logo digitized for the purpose of having the logo on shirts for City Hall staff. Tape 2 Councilor Sifuentez stated that she, along with Administrator Brown, met with Dr. Jack Reeves from the School District to discuss improved communications between the City and School District. She reminded the Council that Dr. Reeves is willing to address issues of concern on an individual basis. Page 9 - Council Meeting Minutes, February 12,2001 COUNCIL MEETING MINUTES FEBRUARY 12, 2001 TAPE READING It was suggested that, at the next meeting, Dr. Reeves be queried as to the status of year- round school. Brief discussion was held regarding the upcoming Distinguished Service Award Banquet and it was decided that the City will pay for the meals for those Councilors attending the banquet. Mayor Jennings stated that he, along with Administrator Brown, would be meeting with Representative Cliff Zauner tomorrow and they will be discussing upcoming state legislation with him. 0325 ADJOURNMENT. FIGLEYINICHOLS... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:05 p.m.. APPROVED~~ RIC ARD JENN GS, A YOR --- ATTEST (Y\~~ ~+ Mary Te nt, Recorder City of Woodburn, Oregon Page 10 - Council Meeting Minutes, February 12,2001