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Agenda - 09/10/2001e AGENDA ~VOODB URN CITY COUNCIL SEPTEMBER 10~ 2001 - Z'OO P. M. 270Montgomery $~et ~ ~ ~Voodburn~ Oregon CALL TO ORDER AND FLAG SALUTE ROLL CALL ANNOUNCEMENTS AND APPOINTMENTS Announcements: A. The Woodburn Aquatic Center is closed for annual maintenance and should reopen by September 28. B. Special Council Workshop - September 17, 2001 - 7:00 p.m. concerning City Council ward redistricting. C. Woodburn Library Adult Program:"Proper Ladies" - Deborah Goss and Anabel Graetz, in elegant Victorian costumes, will sing old favorites, September 13, 2001, 7:00 p.m. at Woodburn High Small Commons. Appointments: PRESENTATIONS/PROCLAMATIONS Proclamations: A. October 2001 - Disability Employment Awareness Month ............. 4A B. Woodburn Fall Cleanup Month 2001 September 7 - October 6, 2001 .................................... 4B Presentations: C. A Summarized Overview of Waste Water Projects - Frank Tiwari (At suitable future meetings, brief presentations will be made on (1) collection system, (2) main plant, and (3) the poplar plantation.) COMMITTEE REPORTS A. Chamber of Commerce. B. Woodburn Downtown Association. COMMUNICATIONS - None BUSINESS FROM THE PUBLIC (This allows the public to introduce items for Council consideration not already scheduled on the agenda.) Page 1 - Woodburn City Council Agenda - September 10, 2001. ge CONSENT AGENDA - Items listed on the consent agenda are considere, d routine and may be enacted by one motion. Any item may be removed for discussion at the request of a Council member. A. Woodburn City Council minutes of August 27, 2001 .................. 8A Recommended action: ~lpprove the Woodburn City Council minutes B. Woodburn Livability Task Force minutes of July 26, 2001 ............. 8B Recommended action: Accept the [Yoodburn Livability Task Force minutes of July 26, 2001. C. Woodburn City Museum Committee minutes of May 14, 2001 ......... 8C Recommended action: ~4ccept the [Foodburn City Museum Committee minutes of May 14, 2001. D. Community Center Planning Committee minutes of August30, 2001 .... 8D Recommended action: Accept the Community Center Planning Committee minutes of ~lugust 30, 2001. E. Planning Tracking Sheet dated August 14, 2001 ..................... 8E Recommended action: Receive the Planning Tracing Sheet dated,4ugust 14, 2001. F. Building Activity Report for August 2001 ........................... 8F Recommended action: Receive the Building Activity Report for ~lugust 2001. G. Police Department Activity Report for July 2001 ..................... 8G Recommended action: Receive the Police Department ,4ctivity Report for July 2001. H. Status repor~on westerly relieving interceptor - sewer construction in Highway 214 ................................................. 8H Recommended action: Receive the status report. I. Status report on pedestrian improvement project - design of sidewalk in Highway 214 .................................................. 8I Recommended action: Receive the status report. e 10. 11. TABLED BUSINESS PUBLIC HEARINGS - None GENERAL BUSINESS A. Tourism and Economic Development Grant Guidelines .............. llA Recommended action: ,4pprove the guidelines for a City of Woodburn tourism and economic development grant program. Page 2 - Woodburn City Council Agenda - September 10, 2001. 12. 13. 14. 15. 16. 17. 18. Bo Authorization to purchase computer equipment through existing public agency contract with the City of Salem ............... Recommended action: Authorize utilization of an existing public agency contract with the City of Salem for the purchase of 7 mobile data computers and modems from DATA911for $44,408.25. llB C. Liquor license application: Oregon Berry Inn Restaurant ............ llC Recommended action: Approve an Off-Premise Sales liquor license for Oregon Berry Inn Restaurant. D. Liquor license application: Chalet Restaurant, Inc .................. liD Recommended action: Approve a Limited On-Premise Sales and an Off-Premise Sales liquor license for the Chalet Restaurant, Inc. E. Liquor license application: Don Pepe's Restaurant .................. liE Recommended action: Approve a Full On-Premise Sales liquor license for Don Pepe's Restaurant. F. Consideration of the draft Master Fee Schedule .................... 11F Recommended action: Provided the fee schedule is acceptable, direct staff to prepare an ordinance implementing the Master Fee Schedule. PUBLIC COMMENT NEW BUSINESS PLANNING COMMISSION ACTIONS - These are Planning Commission actions that may be called up by the City Council. None CITY ADMINISTRATOR'S REPORT A. Salud Building status report (verbal report). B. State Transportation Bill and City's planned actions (verbal report). MAYOR AND COUNCIL REPORTS EXECUTIVE SESSION To review and evaluate the performance of the City Administrator, pursuant to ORS 192.660(1)(i) ADJOURNMENT Page 3 - Woodbum City Council Agenda - September 10, 2001. 4A PROCLAMATION DISABILITY EMPLOYMENT AWARENESS MONTH OCTOBER 2001 WHEREAS, 20% of the population of the United States of America is comprised of persons with disabilities; and WHEREAS, current studies place unemployment among the country's people with disabilities at more than 70%; and WHEREAS, more than two-thirds of adults with disabilities in this country desire to work but cannot find employment; and WHEREAS, the Americans with Disabilities Act provided civil rights protection for America's 49, 000, O0 persons with disabilities, and WHEREAS, America's shrinking labor force requires employers to utilize untapped human resources, such as persons~with disabilities, NOW, THEREFORE, BE IT RESOLVED THAT The month of October 2001, is designated as DISABILITY EMPLOYMENT AWARENESS MONTH IN WOODBURN, and I call upon residents of Woodburn to observe the month by learning more about people with disabilities, their strengths, abilities and the programs which are designed to meet their needs. Signed this 5th day of September, 2001. 4B PROCLAMATION WOODBURN FALL CLEANUP MONTH SEPTEMBER 7- OCTOBER 6, 2001 WHEREAS, the goal of the Woodburn Fall Cleanup Month 2001 is to bring together youth, government, businesses and the community to help clean up the City and share pride in Woodburn; and WHEREAS, all citizens of Woodburn play a vital role in making Woodburn a more livable place; and WHEREAS, the Woodburn Livability Task Force organized cleanup programs in the fall and spring to make Woodburn a more livable city; and WHEREAS, the Woodburn Fall Cleanup Month 2001 will extend from September 7h to October lgh, culminating in a citywide cleanup along the major thoroughfares in our city on October tgh; and WHEREAS, the livability of the Woodbum community will be enhanced by these efforts; NOW, THEREFORE, BE IT RESOLVED THAT I, Richard Jennings, Mayor of the City of Woodburn, Oregon, do hereby proclaim September "Woodburn Fall Cleanup Month 2001" in the City of Woodburn, and call .upon all citizens, businesses, churches, and civic organizations to recognize that livability starts in your own front yard, to work with your friends and neighbors during the month of September to make Woodbum a beautiful place to live, and to take pride in your City and participate in the citywide cleanup effort on Saturday, October6, 2001. Signed this 5th day of September, 2001. COUNCIL MEETING MINUTES AUGUST 27, 2001 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, AUGUST 27, 2001. CONVENED. The meeting convened at 7:00 p.m. with Council President Figley presiding. 0020 ROLL CALL. Mayor Jennings Absent Councilor Bjelland Present Councilor Chadwick Present Councilor Figley Present Councilor McCallum Present Councilor Nichols Present Councilor Sifuentez Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Community Development Director Mulder, Police Chief Null, Parks & Recreation Director Westrick, Public Works Manager Rohman, City Recorder Tennant 0036 Council President Figley stated that the Mayor was not in attendance at this meeting since he was working at the Oregon State Fair which is something he has done for many years. ANNOUNCEMENTS. A) Labor Day Holiday Closures: In observance of the Labor Day Holiday on Monday, September 3, 2001, the Woodburn Public Library, Aquatic Center, and City Hall will be closed. B) Music in the Park: Upcoming musical event at Library Park: August 28, 2001, 7:00 p.m. w Allesandro's Jazz Quartet and the Bill Hughes Band 0104 APPOINTMENT: COMMUNITY CENTER PLANNING COMMITTEE. Mayor Jennings appointed Phil Hand to serve on the Woodburn Community Center Planning Committee. NICHOLS/SIFUENTEZ... approve the appointment of Phil Hand to the Community Center Planning Committee. The motion passed unanimously. 0134 PRESENTATION: SKATE PARK COMMITTEE. Park & Recreation Director Westrick stated that the Skate Park Committee will be looking at a final plan design just prior to the next Park & Recreation Board meeting. A final recommendation will be presented by the Skate Park Committee, along with our Skate Park consultant, to the Recreation & Park Board at their September meeting. At Page 1 - Council Meeting Minutes, August 27, 2001 TAPE READING O3O8 0406 0448 COUNCIL MEETING MINUTES AUGUST 27, 2001 this time, the tentative location of the Skate Park will be within Settlemier Park. Evan Thomas, Skate Park Committee Chair, stated that their committee has raised approximately $12,000 over the past few months. He thanked Silverton Hospital, Wal- Mart, MacLaren, and Drums of Fire for their monetary contributions to this project. In addition to the major contributors, several committee members assisted with Drums of Fire set-up and received $300; Debbie Bramlage (Day & Leisure Spa) dontated $120 from haircuts given during the month of April; Eric Hefler donated $30 in lieu of paying Evan Thomas and his brother who assisted him with his moving; and the Fourth of July donation can contained $20. Lastly, Debbie Bramlage organized a raffle with the prize being a new skateboard. The drawing was held just prior to this meeting and the winner of the drawing was Nevin Shook. CHAMBER OF COMMERCE REPORT. Kristi Olson, representing the Chamber Board, informed the Council of the upcoming Chamber events: 1) Chamber Forum lunch will be held on September 19t~, 12:00 noon, at the Woodburn Crossing Conference Center. Guest speaker for this event will be Stan Bunn, State Supt. of Schools. 2) Chamber Business Showcase will be held on September 20a~ at the Woodbum Crossing Conference Center beginning at 12:00 noon and concluding at 6:00 p.m.. She stated that there will be approximately 33 businesses involved in this year's event. CONSENT AGENDA. 1) Regular and executive session Council minutes of August 13, 2001; 2) Planning Commission minutes of July 26, 2001 and August 9, 2001; and 3) Hardcastle Railroad Crossing update. NICHOLS/SIFUENTEZ... approve the consent agenda as presented. The motion passed unanimously. COUNCIL BILL 2338 - ORDINANCE APPROVING AND CONSENTING TO 8A THE TRANSFER AND ASSIGNMENT OF A CABLE TELEVISION FRANCHISE FROM NORTH WILLAMETTE TELECOM (DIRECT LINK) TO WILLAMETTE BROADBAND LLC. Council Bill 2338 was introduced by Councilor Chadwick. Recorder Tcnnant read the two readings of the bill by title only since there were no objections from thc Council. Administrator Brown stated that the staff report is included in the agenda packet which gives background information on the transfer. There are a number of legal requirements that need to be met under federal law and the City is working within a 120-day window on this issue. The request for the transfer was made to the City in May 2001. He stated that the City hired a Cable TV consultant last year for the purpose of doing the analysis Page 2 - Council Meeting Minutes, August 27, 2001 TAPE READING COUNCIL MEETING MINUTES AUGUST 27, 2001 work relating to the transfer of the franchise and to assist the City in developing a new franchise agreement. As a condition of this new transfer, there would be a new franchise document negotiated between the City and DirectLink and, to the degree allowed by law, Willamette Broadband. In the report, the consultant states that Willamette Broadband has put together everything that they are required to do under federal law. In looking at the financial capability of the company, it has good financial backing, a good business plan that takes into account the types of things that it should in making this decision, the plant is being purchased for a conservative price, and the company has anticipated the cost of system upgrade. The only question that has been raised is that the company has very limited experience operating as this company. The principals of this company have come together from other places with a lot of experience but this is a relatively new venture. For that reason, staff is recommending that, in the proposed transfer ordinance, a number of conditions have been included that would provide for some level of security such as performance bonds, guarantees of performance, and financial securities to make sure that the City is covered in the unlikely event of a default. The proposed ordinance also has a provision (Section 1, item b) whereby the City is asking for independent unconditional guarantees of franchise performance by all of the principals of Willamette Broadband which does include a number of different partners. He stated that the provision may not be legally allowed and, if it is not allowed, then staff will be back before the Council to discuss this provision. He reiterated that the City is working within a 120-day rule and staff is recommending approval of the ordinance with the understanding that staff may be back to the Council ~tithin the next couple weeks asking for a modification to the ordinance. Councilor Bjelland questioned if the negotiation of an extension of the franchise is a separate process from this transfer. Administrator Brown stated that the transfer and extension are separate processes, however, the ordinance does tie the processes together. At this time, the City is within the window for franchise renewal that occurs before the current term expires (October 2002). The City will need to renew a franchise with either the transferee or the transferor. The City has made this transfer conditional upon a successful completion of negotiations with a document that is mutually agreeable to both parties. Councilor Bjelland stated that an interest he has expressed in the past relates to access to broadband capacity that most people in the City do not have and cable is one way in which that type of broadband access can be provided from the internet. He questioned if the new company has indicated if they would bring broadband capabilities to Woodburn residents and, if so, what time frame they are looking at to provide that service. Administrator Brown stated that staff has provided the franchisee with a form of a franchise document that includes the technical requirements that the City would expect to see occur during the franchise period. This document also includes a time frame for system upgrade. Staff has not met with the franchisee to discuss the finer points of the 8A Page 3 - Council Meeting Minutes, August 27, 2001 TAPE READING 1176 1230 COUNCIL MEETING MINUTES AUGUST 27, 2001 document and actual negotiations will take place within the next 90 days. He reminded the Council that staff did conduct a community ascertainment study, held public workshops, and surveyed the community to accumulate supporting documentation for what is being asked for in the next franchise document. Pete Luscombe, President of Willamette Broadband, stated that there are details to be worked out but he feels that those details can be worked out between the City and his company. He stated that they will be upgrading the system and will, most likely, bring in broadband services and modems since that is what the their business is about and they hope to make it successful. There is not a set timetable as of yet and he would anticipate providing the additional services within the next two years. He reiterated that the details on how many more channels and the type of broadband services are not clear yet but there will be some improvements. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2338 duly passed with the emergency clause. COUNCIL BILL 2339 - RESOLUTION ADJUSTING WATER RATES. Council Bill 2339 was introduced by Councilor Chadwick. The bill was read by title only since there were no objections from the Council. On roll call vote, the bill passed unanimously. Council President Figley declared Council Bill 2339 duly passed. The effective date of this resolution is November 1, 2001. COUNCIL BILL 2340 - RESOLUTION ENTERING INTO AN AGREEMENT WITH THE SALEM AREA TRANSIT DISTRICT KNOWN AS THE "STF 108 8A 1300 AGREEMENT" FOR FISCAL YEAR 2001-02. Councilor Chadwick introduced Council Bill 2340. 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. Council President Figley declared the bill duly passed. COUNCIL BILL 2341 - RESOLUTION ENTERING INTO GRANT AGREEMENT NO. 20013 WITH THE STATE DEPT. OF TRANSPORTATION FOR OPERATING ASSISTANCE FUNDS DURING FISCAL YEAR 2001-0 . Council Bill :2341 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. Council President Figley declared Council Bill 2341 duly passed. Page 4 - Council Meeting Minutes, August 27, 2001 8A¸ COUNCIL MEETING MINUTES AUGUST 27, 2001 TAPE READING 1357 COUNCIL BILL 2342 - RESOLUTION ENTERING INTO AGREEMENT NO. 20031 WITH STATE DEPARTMF~NT OF TRANSPORTATION FOR CAPITAL ASSISTANCE FUNDS TOWARDS TIlE PURCHASE OF A NEW CITY BUS. 1438 Council Bill 2342 was introduced by Councilor Chadwick. Recorder Tennant read the bill by title only since there were no objections from the Council. Public Works Manager Rohman stated that the City is the recipient of a $124,904 capital assistance grant from the State towards the purchase of a new City bus. The City's match is approximately 10% which is about one-half of the amount the City would have had to match if federal funds had been received. The cost for the new bus is included in the City budget for the current fiscal year. On roll call vote for final passage, Council Bill 2342 passed unanimously. Council President Figley declared the bill duly passed. COUNCIL BILL 2343 - RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT WITH CHEMEKETA COMMUNITY COLLEGE FOR PARTICIPATION IN THE CHEMEKETA COOPERATIVE 1510 REGIONAL LIBRARY SERVICE (CCRLS). Council Bill 2343 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. Council President Figley declared Council Bill 2343 duly passed. AUTHORIZATION TO UTILIZE AN EXISTING PUBLIC AGENCY CONTRACT WITH DOUGLAS COUNTY FOR THE PURCHASE OF A NEW STREET SWEEPER. Staff recommended that the Council authorize the utilization of another public agency' s contract as provided for under ORS 279.015. In this case, Douglas County had solicited bids for a vacuum sweeper of the size and equipment features required by the City. Bids from vendors that were submitted to Douglas County were as follows: Ben-Ko-Matic Equipment Co., $147,750.00; and Pacific Equipment Co., $149,402.00. BJELLAND/SIFUENTEZ... authorize an existing contract with Douglas County to purchase a street sweeper offered by Ben-Ko-Matic Equipment Co. for $147,750.00. The motion passed unanimously. 1556 REQUEST FOR SOUND AMPLIFICATION PERMIT AND STREET CLOSURE FOR ALEXANDRA AVE. FROM PARK AVE. TO TIERRA LYNN STREETS FOR VICTORY OUTREACH MINISTRY. A request for a sound amplification permit and street closure was submitted by Suzanne Ybarra on behalf of Victory Outreach Ministry. This event would be held on September 15th from 3:30 pm until 8:00 pm.. Page 5 - Council Meeting Minutes, August 27, 2001 COUNCIL MEETING MINUTES AUGUST 27, 2001 TAPE READING NICHOLS/SIFUENTEZ... approve the request for a sound amplification permit and street closure as recommended by staff. The motion passed unanimously. 1620 REQUEST FOR SOUND AMPLIFICATION PERMIT FOR TEMPLO GETHESEMANI-APOSTOLIC CHURCH OF JESUS CHRIST. A request for a sound amplification permit was submitted by Daniel Nava on behalf of the Templo Gethesemani-Apostolic Church of Jesus Christ. They will be conducting a musical evangelical outreach event on September 22na between 12:00 noon and 4:00 pm at Library Park. SIFUENTEZ/NICHOLS .... grant the request for a sound amplification permit as recommended by staff. The motion passed unanimously. 1661 CITY ADMINISTRATOR'S REPORT. 1) Transportation Funding Application: Public Works Manager Rohman stated that HB 2142 was passed by the legislature which provided $400 million in bonding authority for modernization, pavement preservation, and bridge projects (2001 Oregon Transportation Investment Act). The Oregon Transportation Commission (OTC) has outlined guidelines on how the funds will be apportioned. There will be $200 million for modernization projects of which $68 million has been allocated to Region 2. The projects have to be submitted to Region 2 by October 5t~. Prior to that date, the Mid- Willamette Area Commission on Transportation (MWACT) will have to review the projects, therefore, the City will need to submit its application into ODOT for review who will then submit to MWACT. Prior to this legislative act, the City's I-5 interchange project was #2 on the MWACT list while the #1 project was the Newberg/Dundee bypass project. In reviewing the eligibility criteria, the City's project fits well within the OTC criteria, however, the City may need to do a little more work on our own Transportation System Plan related to the interchange study work performed by the State and the City's adopted Transportation Plan. In staff's opinion, the Newberg/Dundee project does not meet all of the eligibility criteria at this time while the City's project does fit within the eligibility criteria and would have a strong chance of being selected by OTC for funding. The City's Urban Renewal Plan has looked at the widening of Highway 214 past the limits of the interchange project (Hwy. 214 at Evergreen east to the Hwy. 214 underpass at Front Street) and staff feels that the leveraging of potentially additional funds would further the project to include more widening of Highway 214. One of the constraining factors as a result of this project is that the State intends to let two separate bond issues and, in their plan, the funds will need to be expended by October 2008. In looking at the environmental process, acquisition of right-of-way, professional engineering and design associated with the interchange project and construction time, it is staff's feeling that the City fits very well into the time criteria and it gives the City some time to potentially line up additional match funding through the Urban Renewal program. Page 6 - Council Meeting Minutes, August 27, 2001 8A COUNCIL MEETING MINUTES AUGUST 27, 2001 TAPE READING 2322 Councilor Bjelland questioned if a decision has been made as to whether or not the City's project will encompass both the interchange project and the widening of Hwy. 214 to Front Street underpass project or just the interchange project. Public Works Manager Rohman stated that the project that has been under discussion at various levels of the State and MWACT deals only with the interchange, however, extending the project shows fairly significant leveraging of additional money from the Urban Renewal funds which could have a very significant effect since it is a prioritized factor established by OTC. At this time, there has been limited discussion with ODOT on the Hwy. 214 project extension. Councilor Bjelland stated that the $68 million for Region 2 includes 3 other area commissions, therefore, it is anticipated that only 1/4 of the funds will be made available for funding within the Mid Willamette Area Commission on Transportation and there is the potential that each area will only be able to fund 1 project out of the available funds. Councilor Figley questioned that if the City would have a money match available through other sources if the Urban Renewal program is not in place at the time decisions are made by MWACT and/or OTC. Administrator Brown stated that urban renewal would generate enough money to make this project work, however, the City has been reserving system development charges for the interchange project and widening of Highway 214. He did not feel that a 10% match would be sufficient leverage to complete both projects and the more money available will improve the City's chances to compete for available funds. The concern at this point is to communicate to the ~ate that this is a source of funds available to the City. In his opinion, the City will be a lot less competitive if urban renewal is not a source of funds available for project improvements and it is hoped that the other criteria will carry more weight in getting project approval rather than the leveraging of other funds. Councilor Bjelland stated that, as a member of MWACT, the prioritized factors are looked at closely and the more the City can show leverage to support the project the greater the chance that the City's project will be selected. Since Woodbum will be one of the larger projects submitted, we may be able to receive $12-$14 million supporting Woodburn's infrastructure and transportation needs. He stated that it is very critical that the Council do everything in its power to give the City the best chance it can in being successful in competing for available transportation funds. 2762 2) City Administrator's Evaluation: Administrator Brown requested that the Council evaluate his performance at the next regular meeting. He also requested that prior to the meeting, the Council review his current employment agreement which expires September 10, 2001. Page 7 - Council Meeting Minutes, August 27, 2001 COUNCIL MEETING MINUTES AUGUST 27, 2001 TAPE READING 2852 MAYOR AND COUNCIL REPORTS. Councilor McCallum stated that the Woodburn Fire District will be 100 years old on September 8th and he will be attending the dinner scheduled for that evening. In addition, he encouraged the public to contact the Fire District to obtain a schedule of events that will be occurring the day. Councilor Figley also congratulated the Fire District on this special event and sent her regrets for not being able to attend the dinner since she will be attending a previously scheduled private event. Councilor Sifuentez encouraged the Woodburn community to continue to visit the Saturday Market which will be held through the end of October. This market has a lot to offer such as woodcrafts, plants, and vegetables. The Saturday Market, located in the downtown parking lot (Warzynski Plaza), is open every Saturday from 9:00 am to 3:00 pm. 3007 ADJOURNMENT. NICHOLS/MCCALLUM... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:54 p.m.. APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, August 27, 2001 The City of Woodburn Livability Task Force Mission Statement: "lt is the mission of the Livability Task Force to create and promote programs that result in a cleaner community where there is pdde in property ownership, with a full range of commercial services, and with ample recreational, cultural, .and entertainment activities for all age groups. It is the Task Force's further mission to create ahd promote an environment where all residents can feel safe, will interact with each other, will celebrate their unique traits and diversity, and can share a strong and common sense of community.' 8B Woodburn Livability Task Force Meeting Minutes - July 2001 City Hall Conference Room ~July 26, 2001 ~ 7:00 pm I. Call to Order Meeting called to order in the City Hall Conference Room at 7:15 on July 26, 2001. Task Force Members: Pete McCallum Mike Bergeron Lisa Ellsworth Betty Guzman Present Jane Christoff Absent Absent Nancy A. Kirksey Present Present Victoria Bellum Absent Absent JoAnn Bjelland Absent Kezia Merwin Present II. Correspondence A. None ffl. Approval of May minutes IV. Progress Reports A. Front Street Park. Betty Guzman was not present and therefore there was not any significant update about the progress made on the project. C. Farmers Market (Saturday Market). Lisa commented that the market has experienced an increase of visitors and vendors. The estimated attendance fo rthe markets are between 300-500 visitors each week and the vendors number between 8 and 12. Many customers use Senior Nutrition and WIC coupons indicating the rise in the Senior Citizen and lower-income patronage. The car show on Father's Day and the Strawberry Shortcake events were both successful for the market and more events are in the planning stage. D. Flower Baskets. JoAnn was not in attendance to make an update. Livability Task Force Minutes July 26, 2001 ~Page I of 2 ' 8B E. Water Bill Fliers. Kezia showed the group the last water bill flier and discussed the content of the next flier. Potential issues to highlight in the upcoming cycle are the Fall clean-up, the City's leaf disposal program, and vehicle parking on sidewalks and lawns. V. Discussion Items A. Fall Clean up. Will coordinate with the Oct. 6th Tulip Bulb Planting and the Tulip Festival Committee on this. B. Large Trash Pick up. Nancy suggested a smilar program like that in Silverton's Milltown where there is a large item trash pick up day. Proposed speaking to United Disposal about providing this service for free. Pete and Nancy will contact U.D. April is targeted time. C. Noise Abatement Ordinance. The update has been postposed until the August Meeting per City Attorney, Bob Sheilds. D. Community Pride/Awards Program. Lisa suggested sending thank you/recognition cards to businesses and homeowners who do improvements to or maintain their properties. It would be an informal process and the task force would ask the Police and others to inform the group about potential properties in the community deserved of recognition. All present though that this would be a worthwhile project. E. Prioritize Goals.~ Identified Goals are: Increase number of task force members Increase visibility of group Support Urban Renewal Develop Multi-media materials (community education effort) Community Involvement Projects: Flower Baskets, cleanup days, awards, code review, media campaign Volunteer development F. Tentative Meeting Schedule: Third Tuesday of every month (Aug. 21, Sept. 18, Oct. 16, Nov. 13, Dec. off) VI. Adjourn The Committee adjourned at 9:40 p.m. Livability Task Force Minutes July 26, 2001 ~Page 2 of 2 Woodburn World's Berry Center Museum 455 North Front Street ~ Woo<ibm, Oregon 97071 ~ (503) 982-9531 Woodburn City Museum Commiftee Meeting Minutes - May 2001 Museum Gift Shop ~May 14, 2001 ~ 7:00pm I. Call to Order II. III. IV. Meeting called to order in the Museum Gift Shop at 7:00pm on May 14, 2001. Committee Members: Hazel Smith Vance Yoder Cindy Thomas (Chair) Leonard Van Valkenberg Staff: Kezia Merwin Absent Present Present Present Present Bill Klein Loy Kirksey (Vice-Chair) Amber Velasco Ed Kahut Absent Present Present Absent Committee Business The Committee reviewed and unanimously approved the draft minutes, with acknowledged chan~es, for the March 2001 meeting. Correspondence A. Have added the museum as an affiliate of Oregon Historical Society. This gives the museum the ability to qualify for many assistance programs and borrowing exhibits. Some of the programs have a fee attached. B. Students from teacher Diana Allowitz's class sent thank you letters to museum volunteers. The students had come to the museum on a school field trip they took last month. Museum Use Report Staff reported visitor attendance during March through May at 210 visitors. This was up from 65 visitors during the December through March period, Museum Comraittee Minut~ May 14, 2001~Page 1 of 4 8C although it is instructive to note that the museum is closed during the month of January. Discussion Items New Storage area under office. A new wall was constructed that has allowed for the area under the office in the museum to serve as storage for larger, less delicate items in the museum's collections. This will also enable for the rotation of exhibits. Theater Use. The Bungalow Theater is currently being used by a Latino theater group for practice space. The theater was also used to show films to the five classes of elementary students that visited during April/May as well as was rented for a homeschooling graduation ceremony. Security System. The additional funds request to finance a security system was approved. It is planned that a security system will be installed during Summer 2001. The security system will allow the museum to borrow exhibits from other institutions as well as provide a measure of safety for the museum's own collections. Book Sale. On April 21, the theater gift shop was the location of a used book sale that netted the museum 261.00. The funds will help finance new exhibit pedestals. Historical Walking Tour. The walking tour which took place on April 14, was very successful, drawing 17 participants ranging in age from 2 to 89. The walk focused on the downtown locations and several of the participants added their own memories to the tour, creating a very interactive experience. Kezia Merwin has planned three other walking tours during the summer, each with a different focus. Construction of a new doorway from museum to theater. The request for funds to create a passway through the front of the theater and museum was approved. The doorway will allow for the front area of the theater to serve as additional exhibit space. Construction on that project will begin in mid-summer. Museum Committee Minutes May 14, 2001~ Page 2 of 4 Donated Items. The museum has received donated items including: an extensive collection of rocks, fossils, bones, and butterfly speciments: an Native American fishing net rock anchor; a world war II merchant marine uniform; a matchbook collection; and two cannonballs from Fort Vancouver. Exhibit Pedestals. The high school woodshop students are making ten pedestals for the museum. They will be used for exhibiting larger, less fragile items. Publicity Brochures. The need for developing publicity materials has prompted a search for volunteers with publishing software experience. Chemeketa and PC users groups have been identified as potential resources for assistance. Oregon Heritage Conference Update. May 4 & 5 were the dates of the conference which Kezia Merwin attended. The conference had several optional sessions and Kezia attended the ones whose topics included: planned giving/bequests, new exhibit theory, working with the press for historical publicity, and organizing museum collections. These were all useful in different ways although the collection management and planned giving sessions were particularly inform~ative. Meyer Memorial Trust Grant. The Woodburn Museum has recieved a $6,400 grant for the construction of a environmentally controlled, secure storage space in City Hall basement. The monies will cover the expenses of construction and interior shelving. Ice Age Flood Interpretive Center. The NPS has considered Woodburn as a site for an interpretive center, although several other Oregonian cities are also under consideration. The museum intends to create an exhibit about the flood regardless of the NPS's decision. The Missoula Flood was instrumental in the natural history of the region and therefore the museum has an obligation to that history. Endowment Fund. The Museum Committee agreed that an endowment fund needs to be established for reasons of attracting future donations. Currently Mu~,um Committee Minute~ M, ry 14, 2001.~Page 3 of 4 8C VI. there is $4,000 available to start the fund. Committee-Identified Discussion Items Student Committee Member. Amber Velasco will serve as student committee member through August and then the Mayor will need to appoint a replacement. The committee agreed that some sort of farewell celebration should be planned. Installment of new exhibits. The installment will take place during the summer of 2001. Advance volunteer help is being solicited. Farmer's Market. The Saturday market is an opportunity for the museum to gain visitors. The museum will set out pamphlets at the market's information table to distribute to the shoppers. VI. Adjourn The Committee adjourned at 8:40 p.m. VII. Approval of Minfites Approved: 0~ ~~ CindydFl~omas, Chairperson Date: o° - J o- o / Attest: Date: Kezia Merwin, Museum Director Museum Committee Minute$ May 14, 2001.~Page 4 of 4 already available parking, and the proximity to downtown. Randy drew the discussion back to Legion Park briefly, stating that building there would cause the park to lose a soccer field, and that it was unacceptable to have all parking for the proposed center across the busy street because of the safety issues. Flurry also expressed concern about the traffic flow from 214. Patty asked if the tennis courts at Settlemier could be relocated to the community gardens. Randy said that it was a possibility, as would be relocating them to Centennial Park. In response to discussions about the NPS problems, Randy assured the Committee that we would be able to work with them on this project to find a mutually agreeable solution to these issues. He also commented on the synergy of locating the community center within the Urban Renewal District, and the tourist train that is planned to be located across the street. Preston Tack moved to recommend Settlemier Park as the location for Woodburn's new community Center. David Vancil and Melissa Tittle seconded the motion. The motion passed unanimously. Minutes from July 19 and August 23 were passed unanimously. 5. Future Trip: Randy reminded the group that the van would leave at 8 am on Saturday, September 8, and all those able to attend the tour of Portland area community centers were encouraged to attend. For those that are unable to attend, assurances were made that many questions would be asked (specifically about building costs, operating costs and revenue) and that many pictures would be taken. 6. Adjournment: The meeting was adjourned by general consensus at 8:15 -2- MINUTES Community Center Planning Committee Meeting Thursday, August 30, 2001 7:00pm City Council Chambers 8D 1. Call to Order: The meeting was called to order at 7:10 pm by Flurry Stone. 2. Roll Call: Members present: Flurry Stone, Chair; Preston Tack, Patricia Eamons, David Vancil, Melissa Tittle Staff present: Randy Westrick, Director; Jennifer Goodrick, AA. Members Absent: Joan Garren, Vice Chair; Butch Flomer, Pamela Kilmurray, Carmen Ramirez, Kevin Hendricks, Elida Sifuentez, Sharon Felix. 3. Approval of Minutes: Minutes from the July 19 and August 23 meetings were approved unanimously. 4. Site Analysis: After a brief overview of the August 23 meeting and the notes from Randy provided in their packet, the committee began discussing the merits of each park, noting that Settlemier was the only park that would accommodate all three phases. David Vancil expressed his concerns that all three phases of the proposed community center would cover up a significant portion of the park, which was not only undesirable, but would complicate the City's agreement with the National Parks Service. Flurry asked Randy about the possibility of replacing any lost acreage at Settlemier Park with acreage in the South Hermanson neighborhoods, and what would be happen if we were to be in violation of those agreements. Randy briefly explained the process of communicating with the NPS and his business interactions with them in the past; that they have no legal recourse if we were to break the agreement, but that we would probably have difficulties in obtaining grant monies from certain organizations if we were found to be in violation. Randy reiterated that he does want to comply with our NPS agreements. There was discussion about the lack of neighborhood parks in the newly developed south Hermanson area of town, and how that would be a wonderful way to replace open space that might be lost in the building of the Community Center. David Vancil raised the point that even if land was replaced elsewhere that putting buildings all over Settlemier Park wasn't acceptable and that perhaps the Committee should go to the City Council with a secondary recommendation that the Council consider that new property be purchased on which to build a new Community Center. After much discussion, Phil Hand clarified that the purpose of this meeting is to choose a site to recommend to the City Council. Randy reiterated that all sites would work for Phase I, and that each site had pros and cons, which had been discussed during the last several meetings. Flurry stated that he thought Settlemier was the best choice because of the Aquatic Center, -1- CITY OF WOODBURN Community Development MEMORANDUM 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5250 Date: To: From: Subject: September 4, 2001 Jim Mulder, Community Development Director Building Division Building Activity for August 2001 1999 2000 2001 Dollar Dollar Dollar No. Amount No. Amount No. Amount New Residence Value 27 $3,525,926 5 $611,297 7 $785,493 Multi Family 0 $0 0 $0 1 $4,305,576 Residential Adds & Alts 5 $59,800 0 $0 11 $75,126 Industrial 0 $0 0 $0 0 $0 Commercial Value 0 $0 0 $0 7 $4,847,060 Signs, Fences, Driveways 13 $33,200 7 $15,650 6 $67,445 Manufactured Homes I $40,000 I $34,995 0 $0 TOTALS 56 $3,658,926 13 $661,942 32 $10,078,201 July 1 - June 30 Fiscal Year To Date $6,060,454 $1,344,175 $11,906,213 IACommunity Oevelopment~Bldg~Building Activity~Building Activity - 2001~activity -August 2001 .wpd City of Woodburn Police Department STAFF REPORT 270 Montgomery Street Woodburn, Oregon 97071 Date: September 4, 2001 From: ./~..~Null~, Chief of Police To: Mayor and Council Thru: John Brown, City Administrator Subject: Police Department Activities - July 2001 (503) 982-2345 8G 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 statistics, and comparisons to 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. I MEMO To: From: Subject: Date: The Mayor and Council through City Administrator David N. Torgeson, P.E., through the Public Works Director Status Report- Westerly Relieving Interceptor September 5, 2001 Sewer Construction in Highway 214 Because of foreseeable conflicts with planned sidewalk projects in Highway 214, sewer construction has been undertaken before the sidewalk project begins. (See attached vicinity map.) The City Council authorized a construction agreement with Geico Construction on August 13, 2001. A permit from ODOT, necessary before work could begin, was received on August 21. At the time of this writing, excavation had begun at a new sewer manhole situated west of the Mill Creek Pump Station. Trenching for the new sewer pipe had also progressed westerly along the south side of the highway. According to the contractor's schedule, the pipe will be installed to the point where it crosses Highway 214 in approximately nine days. The crossing will be made with a boring machine, and will not involve disruption to the highway. No complaints have been received by Public Works from motorists or neighbors, even though traffic has encountered slight delays during work hours. Special efforts were made to safeguard pedestrians. A temporary gravel pathway was installed on the opposite side of the roadway. Illuminated message boards and lighting plants were also situated at each end of the project. The message boards and lighting were not required by ODOT, but were in response to an assessment of pedestrian activities, made by Public Works staff dudng the first days of school opening. Construction of the new sewer main is expected to be fully complete and cleaned up by October 12, 2001 Attachment: Vicinity Map 8I-1 t '",% 8I MEMORANDUM To: From: Date: Subject: The Mayor and Council through City Administrator David Torgeson, Assistant City Engineer September 5, 2001 Status Report- Pedestrian Improvement Project- Highway 214 Design of Sidewalk in Hi.qhwa¥ 214 New sidewalk will be constructed during spring and summer 2002, filling gaps where no sidewalks presently exist. (See attached site plan.) On the south side, 3,450 lineal feet of eight-foot concrete sidewalk are proposed adjacent to the eastbound lane. The project begins just northeast of the Nuevo Amanecer Apartments, on the south side of Highway 214. The eastern terminus occurs about 350 feet from Park Street. A sidewalk ramp will connect with Front Street. This ramp will be situated, in part, on the City-owned Sewer Pump Station property. Sidewalk on the north side of the highway will begin near Meridian Drive and ends at the Front Street ramp (Phase 1). A second phase of the project, not a part of the current project, will later extend walkway to the Salud Medical Center. The sidewalk project will include permanent installation of timed, flashing warning lights, which will alert motorists to pedestrian activity at the median crossing near the entrance to the High School. Permanent streetlighting will also be installed in association with Phase I construction, on both sides of the roadway near the crossing island. Preparations for the sidewalk are presently underway on several fronts. Work is neadng completion on the Parallel Westerly Relieving Interceptor, being installed at the south edge of the roadway. (The sewer must be finished before the site can be readied for the sidewalk.) Public works staff is currently preparing engineering design for Phase I of the project. This phase occurs in close proximity to Goose Creek. The design includes use of wall systems that will enable minimum disturbance to riparian and wetland areas. (Other systems may create situations that cause involvement of Division of State Lands and US Army Corps of Engineers, which could cause additional delays of the project.) ODOT must approve of all project elements. Regular fccdback from the design review team, currently composed of ten ODOT staff, is incorporated in the design effort. It is expected that design, review and preparation of final contract documents will be completed in early spring 2002. Bidding will occur before the end of the current school year, allowing construction to take place dudng the summer recess. Attachment: Site Plan Page I of I 8! llA September 10, 2001 TO: FROM: SUBJECT: Honorable Mayor and City Council John C. Brown, City Administrator Tourism and Economic Development Grant Guidelines Recommendation: It is recommended the City Council approve the attached guidelines for a City Of Woodburn tourism and economic development grant. Background: On June 11, 2001, the City Council adopted Ordinance No. 2290 which increased the Transient Occupancy Tax and dedicated the proceeds of the increase to activities that support tourism and economic development. Ordinance No. 2290 provides for a distribution of funds to the City of Woodbum, and to local organizations seeking funding for projects that will forward the City Council's tourism and economic development goal. The ordinance specifies that monies allocated to local agencies will be distributed through a grant program, and provides for establishment of procedures to govern administration of the program. The ordinance was effective July 11, 2001. Discussion: Since adoption of Ordinance 2290, Staff has developed recommended guidelines, for the tourism and economic development grant. Guidelines include an application processes, eligible activities, applicant qualifications and award criteria. Woodburn guidelines were based on the provisions of similar programs conducted by the City of Ashland, Dauphin County, Pennsylvania, and the States of Nebraska, Connecticut, and North Carolina, and are intended to provide for uniformity in evaluating grant proposals, and for accountability of grant recipients. Pursuant to the attached guidelines, eligible agencies will be local government, or non-profit agencies that have tourism or economic development as a fundamental part of their mission or objectives, and the organizational ability to deliver a project. Eligible activities will include those that promote or enhance tourism through marketing and/or development of opportunities and activities, or those that enhance and diversify the local economy, or support the expansion of existing small businesses or the development of new businesses. lip The application process and requirements are detailed, as are the criteria for evaluating proposals funding proposals. City staff will evaluate grant proposals, and recommend agencies for funding to the City Council. A grant contract will be required, which will include standard city provisions and detail both status and financial reporting requirements. Contracts terms will not exceed one year. Grant payments will be provided on a reimbursement of approved costs basis, pursuant to 1-1 matching requirements and submission of cost documentation. Also attached, for your information, is a draft of the grant application. The application will be refined, as necessary, based on your comments and suggestions regarding the proposed guidelines. It is anticipated that notice of funding availability will be issued annually, in September. If dedicated revenues exceed the total of grants allocated in a given year, the City will reserve the right to carry funds over to the following grant year, or to issue notices of funding following the mid-year budget review. The attached guidelines are intended, to insure that qualified applicants are granted the use of these funds, to provide uniformity for the purpose of evaluating grant proposals, and to insure that grantees are held accountable for their use of these funds. As it is believed the attached guidelines address those concerns, your approval of that document is respectfully recommended. JCB Attachements llA CITY OF WOODBURN TOURISM AND ECONOMIC DEVELOPMENT GRANT GUIDELINES, PROCEDURES AND PROCESS INTRODUCTION: Beginning FY 2001-02, the Woodburn City Council will appropriate two ninths (22.222%) of the anticipated Transient Occupancy Tax (TOT) monies for tourism and economic development. Those monies will be distributed through a competitive grant process to agencies who have tourism promotion or economic development as a fundamental part of their mission, who will forward the City Council's purposes in creating and allocating grant funding, and who can demonstrate the ability to deliver projects that will benefit the Woodburn economy. Projects that will be considered for funding must have a definable impact on the travel and tourism industry, or on diversifying and strengthening the local economy. The minimum amount for a single project shall be $2,500. WTEDG funds cannot represent more than 50 percent of a project's total cost. Funding will be provided, on a reimbursement basis, up to a not-to-exceed amount specified by contract. In the event that total revenues from the portion of TOT dedicated to tourism and economic development activities are not sufficient to reimburse the full cost of awarded grants, reimbursements shall be distributed in lesser amounts, proportionate to actual revenues received. GRANT PURPOSES: · Promote existing tourist attractions and events · Create a greater diversity of cultural events and activities that will attract tourists to the C~ity Of Woodburn · Encourage the implementation of cooperative tourism development projects and activities · Promote diversification of the City's economic base · Promote projects and activities having the capacity to enhance long-term economic growth · Promote and assist existing small businesses · Provide technical and financial assistance for the expansion of existing businesses · Provide technical and financial assistance for the development of new businesses ELIGIBLE APPLICANTS: 501 (c) (3) non-profit organizations and governmental agencies may apply. Non-profit organizations must include tourism and/or economic development or marketing among their major activities. Applicants must have a Federal ID number, registered with the internal revenue service, to qualify for funding. The number must coincide with the applicant's organization name. Applicants must employ at least one permanent, staff member. Applicants must be located with the city limits of the City Of Woodburn. Applicants must demonstrate a fiscal accountability system that insures the money will be spent in the manner indicated by the grant application. ELIGIBLE PROJECTS: Examples of projects that will be considered for funding include but are not limited to: · marketing efforts to attract tourism · development of tourism opportunities and attractions · projects and activities having the capacity to enhance long-term economic growth A matching formula of 1-1 is required. Priority will be given to projects that reflect new and innovative ideas. Priority will also be given to tourism related projects that encourage prolonged stays, and to economic development-related projects that create employment opportunities with a minimum annual wage of $35,000. APPLICATION PROCESS: · Completed applications must be submitted on forms provided by the City Of Woodburn. Forms may be photocopied. · Five (5) copies of the completed application package must be submitted. · Applicants may be asked to provide additional information to the City. Applicants mus~be willing to negotiate the grant agreement so as to ensure the best use of these funds. · City staff will review and evaluate applications for eligibility of proposing organizations and activities. · A project review team will review qualifying applications. The project review team may seek input from project sponsors or applicants during the application evaluation process. · The project review team will make recommendations to the City Council. · The City Council will determine grant approvals, subject to execution of contracts with the successful applicants. APPLICATION INSTRUCTIONS: Please see the descriptions below of the information that must be submitted to constitute a competed application. 1. Applicant Information llA Submitting institution - only one organization. Any other institutions involved in the project must be listed under collaborating or participating individuals or organizations. Applicant must provide a brief history of their organization including years of operation, office location, list of officers, mission statement and objectives, and past experience delivering projects similar to that being proposed. Type of Institution - refers to the legal status of the institution, i.e. local government agency, or 501 (c) (3) non-profit. Authorized representative - the person within the submitting organization who is legally responsible for receiving grant funds. Include name, title, mailing address, phone, and fax. Project Director. The name, address, phone, fax and e-mail of the person designated to receive routine correspondence regarding the contents and status of the project. Proposed Time Frame of Project - Provide a project timeline, including key milestones to mark progress. Projects must be completed within one year of the execution of a grant contract. Project Objective - Explain what is intended to be achieved, and its significance, by carrying out the proposed project. This should describe the goals of the project, and not project activities. Project Description - Provide concrete details of the project background, methodology, and anticipated results. Include in that discussion the need for WTEDG assistance. Project Budget - Please prepare a detailed project budget. Indicate the total cost of the project, and the portion of the budget for which WTEDG funds are requested. Provide an estimate of all project revenue, broken down by earned income, grants and contributions, and in-kind services. Expenses must be segregated into the following cost categories: personnel, materials and services, and capital items, and broken down by line item (i.e., advertising, printing, etc.) Provide the total cost for each specific line item and specify the amount of support for each requested from WTEDG. Please provide documentation of all matching funds and in-kind contributions. Collaborating or Participating Organizations/individuals - Specify all individual or organizational partners involved in the planning or execution of the proposed project and summarize their involvement. EVALUATION CRITERIA: Proposed projects will be evaluated on the following criteria: · Organization and experience ' llA · Technical approach · Timing of project delivery · Partnerships with business and other organizations · Budget. There must be an adequate level of financial support (public and private) already committed to the project. · The project's potential for long-term positive impacts on the local economy · The project's potential for long-term sustainability · The project's readiness to proceed CONTRACT REQUIREMENTS: Applicants approved for a grant will be sent a notice of grant award, and a copy of the City's standard contact language. Grantees will have 30 days to submit all required documentation. This will include: An executed contract, including a Grant Summary form. The grant summary will include a scope and description of the project, goals, objectives, and anticipated results, project timelines and milestones, project director and if, applicable, staff, and a detailed project budget. Proof of Insurance. Proof of insurance, as required pursuant to City standards must be submitted. Corporate/Certified Resolution. This is a document accepting grant funds and accompanying requirements and restrictions, and certifying who is empowered to execute, deliver, and sigh on behalf of the project. Non-Profit Status. Grant awardees must provide proof of non-profit status. Verification of Matching Funds. Grantees must show proof of matching funds. Statement of Assurances. A statement of assurance, executed by the authorized representative, indicating that the grantee agrees to abide by all applicable City Of Woodburn policies, procedures, and requirements. REPORTING REQUIREMENTS: Status Reports. The grantee will submit progress reports on a quarterly basis. Status reports will include a discussion of progress toward meeting goals, objectives, and milestones, and will provide quantitative documentation of the effectiveness of the project to that point in time. Status reports will also provide detail regarding project revenues and expenditures. The final report shall include information for the immediately preceding quarter and for the entire grant period. Financial Reports: Financial reports shall be provided quarterly, in conjunction with the status reports. All expenditures of the project must be outlined in the ' ' llA financial report. The grantee is required to submit documentation of all expenditures, such as invoices or cancelled checks. Cost reimbursements will be based upon financial report documentation, and will not be released until expenditures have been approved by City Staff. Audit: If grantee is subject to a federal or state single audit, it must have an audit of its accounts performed annually and a copy submitted to the City of Woodburn. If the grantee is not subject to a single audit, then it shall be subject to a project-specific audit of its accounts within ninety days of the completion of the Project unless otherwise required. An independent accounting firm, at the sole expense of the grantee, shall conduct such an audit. The cost of such an audit will be considered as a cash match, for the purposes of meeting match requirements. In¢or?o 9 : Submitting Institution: type of Institution: Mailing Address: City/Zip: Authorized Representative: Phone: Title of Authorized Representative: Fax: Federal Tax ID: IRS Class (Exemption): Grant Amount Requested ($2,500 minimum): Matching Funds (source must be identified in the Project Budget]: $ Project Director: Phone: Address: Fax: City/Zip: E-Mail: What is your organization's mission statement and objectives?: Briefly describe the history of your organization (including years of operation: Pescri. be the experience your organization has with projects similar to that being proposed: List the officers/board members for your organization: Provide a project timeline, inClUding key milestones to mark progress. Projects must be completed within one year of the execution of a grant project. Explain what is intended to be achieved, and its significance, by carry/ng out the proposed project, mis should describe the goals of the project, and not project activities. Provide concrete detailed project background, methodology, and anticipated results. Include in that discussion the need for WTEDG assistance. the portion of the budget for which WTEDG funds are requested. Provide an estimate of all project revenue, broken down by earned income, grants and contributions, and in-kind services. Expenses must be segregated into the following cost categories: personnel, materials and services, and capital items, and broken down by line item (i.e., advertizing, printing, etc.). Provide the total cost for each specific line item and specify the amount of support for each requested from WTEDG. Please provide documentation of all matching funds and in-kind contributions. COMMI'rl'ED PENDING (Project Revenue that [Project revenue that PROJECT REVENUE hC/~ t~'~n Dromised~ has not been confirmed~ Earned Income: $ $ Grants & Contributions: $ $ In-Kind Services: $ $ TOTAL REVENUE: $, ~ TOTAL REQUESTED TOTAL EXPENSES PROJECT EXPENSES ffr9rn fh~ wT~pgl /for this ~)roiect] Personnel Total Personnels $ Materials & Services Total Materials & Services $ $ Capital Items Total Capital Items $ $ TOTAL PROJECT EXPENSES $ $ Specify all individuals or organizational partners involved in the planning or execution of the proposed project and summarize their involvement. llA City of Woodburn Police Department STAFF REPORT 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2345 Date: From: To: August 27, 2001 Paul Null, Chief of Polic{ Mayor and City Council Through: John Brown, City Administrator Subject: Authorization for Mobile Data Computers and Modems Recommendation: The Woodbum City Council authorize utilizing an existing public agency contract with City of Salem for the purchase of seven (7) Mobile Data Computers and modems from DATA911 for $44,408.25 The police departments budget for FY 2001-2002 includes $49,000. for the purchase of seven (7) mobile data computers and modems. The city sought out existing contracts that other public agencies in the state had awarded for the purchase of mobile data computers. There was one existing contract, City of Salem, that met the police departments requirements for mobile computers. ORS 279.015(1)(g) authorizes the city to use other public agency's contracts if they: 1) meet public contract requirements, 2) allowed other public agencies usage of the contract, and 3) the original public contracting agency concurred. The city evaluated Salem's contract agreement and all three of the above cofiditions were met. Staff is recommending that authorization be given to using an existing contract from City of Salem to purchase mobile data computers and modems from Data911 for $44,408.25 llB City of Woodburn Police Department STAFF REPORT 270 Montgomery Street Woodburn OR 97071 (503) 982-2345 Date: From: To: September 5,2001 _ ~ Through: John Brown, City Administrator Subject: Liquor License Application - Oregon Berry Inn Restaurant Applicants: Oregon Berry Inn Restaurant Since 1995 James L. Gulick 1170 Willow Creek Dr. NW Salem, OR 97304 Myma I. Gulick 1170 Willow Creek Dr. NW Salem, OR 97304 Location: Oregon Berry Inn Restaurant 2994 Newberg Hwy Woodburn, OR 97071 Ph. 503-981-2331 Current Licence Type: Limited On-Premise Sales - Allows for the sale of Malt Beverage, Wine, and Cider Additional Privilege Request: Off-Premise Sales -Allows for sale of Malt Beverage, Wine, and Cider for offpremise consumption. Recommendation: The Woodburn City Council approve a Off-Premise Sales liquor license for Oregon Berry Inn Restaurant, 2994 Newberg Hwy., Woodburn. On August 22, 2001, the police department received an additional privilege application for a liquor license from Mr. and Mrs Gulick, owners of the Oregon Berry Inn Restaurant. Mr. & Mrs Gulick currently have a liquor license which was obtained in February of this year. The applicants are requesting additional privileges in order to sell bottled Oregon wines to out of state travelers. llC cc OLCC Applicant City of Woodburn Police Department STAFF REPORT 270 Montgomery Street Woodburn OR 97071 (503) 982-2345 Date: From: To: September 6, 2001 Paul Null, Chief of Poli(e ~~ Mayor and City Council Through: John Brown, City Administrator Subject: Liquor License Application - Chalet Restaurant Inc. Applicants: Chalet Restaurant Inc. James L. Gulick 1170 Willow Creek Dr. NW Salem, OR 97304 Myma I. Gulick 1170 Willow Creek Dr. NW Salem, OR 97304 Location: Chalet Cafe 1001 Arney Road Woodbum, OR 97071 Ph. 503-371-~9740 Manager: Mary Schaffer 4985 13th St. NE Keizer, OR 97303 Licence Type: Limited On-Premise Sales - Allows for the sale of Malt Beverage, Wine, and Cider, and Off-Premises Sales - Allows for sale of Malt Beverage, Wine, Cider for off premise consumption Recommendation: The Woodbum City Council approve a Limited On-Premise Sales and a Off-Premise Sales liquor license for Chalet Restaurant, Woodburn. On August 22, 2001, the police department received an application for a liquor license from Mr. and Mrs Gulick, owners of the Chalet Restaurant. The department has completed an extensive background and criminal records investigation on the applicants and the restaurant manager, Mary Schaffer. The applicants and manager have no criminal record and nothing of a questionable nature was found in their backgrounds. liD Mr. Gulick was contacted during the course of the investigation in regards to the operational plan for his establishment. His business hours of operation are 9:00 a.m. to 8:00 p.m. Monday through Sunday which are in conjunction with the Company Stores hours of operation. A police records check of the business revealed the police department has responded to this location four times since it's opening in 2000. Each call was related to thefts from the premises. The police department has received no communication from the general public or surrounding businesses in support of or against this establishment receiving a liquor license. cc OLCC Applicant City of Woodburn Police Department 270 Montgomery Street Date: From: To: STAFF REPORT WoodbumOR 97071 (503) 982-2345 September 5, 2001 Paul Null, Chief of Polic Mayor and City Council Through: John Brown, City Administrator Subject: Liquor License Application - Don Pepe's Applicants: Jose Alvarez 2552 SE 92,~d Ave. Portland, OR 97266 Ph. 503-788-4367 Location: Don Pepe's 450 N. First Skeet Woodbum, OR 97071 Ph. 503-981-9593 Licence Type: Full On-Premise Sales - Allows for the sale of Distilled Spirits, Malt Beverage, Wine, and Cider Recommendation: The Woodburn City Council approve a Full On-Premise Sales liquor license for Don Pepe's Restaurant. On August 17, 2001, the police department received an application for a liquor license from Mr. Alvarez, owners of Don Pepe's Restaurant. The department has completed an extensive background and criminal records investigation on the applicant. The applicant has no criminal record and nothing of a questionable nature was found in his background. Mr. Alvarez has never held a business license and has no history with OLCC. Mr. Alvarez business hours of operation are 7:00 a.m. to 10:00 p.m. Monday through Sunday. On August 24, 2001, I met with Mr. Alvarez in regards to the operational plan for his establishment. Mr. Alvarez understands the work the Woodburn Downtown Association, the police department, and City of Woodburn have done over the years to improve livability in the downtown core area. In the spirit of this understanding, Mr. Alvarez and the police department developed a plan to prevent criminal activity from occurring at his establishment (Plan Attached.) This plan is entered into voluntarily and is not being recommended as a condition of approval. The police department has received no communication from the general public or surrounding businesses in support of or against this establishment receiving a liquor license. liE cc OLCC Applicant 11E Don Pepe's 450 N. First Street Woodburn, OR 97071 Woodburn Police Department 270 Montgomery Street Woodburn, OR. 97071 Don Pepe's Community Policing Plan Recognizing that the City of Woodbum and local business owners are striving to make the downtown area a safe and viable business district, Jose Alvarez, owner of Don Pepe's, and the Woodburn Police Department have worked together to develop a plan to prevent criminal activity from occurring at the licensed establishment. 1. Owner or manager will make all employees aware of the Community Policing Plan. Require all employees to attend and successfully complete an alcoholic servers class approved by the OLCC prior to serving any alcoholic beverage. 3. No alcoholic beverages will be sold before 10:00 a.m., nor after 10:00 p.m. 4. Alcoholic beverages will be served only with meals ordered and consumed on the premise. 5. No dancing will be allowed in the establishment. 6. Live music will be limited to stereo system, Karaoke, and non-amplified bands. The owner or designated management person approved by the OLCC, will be at the licensed premises at all times. For special functions (private parties), management shall provide notification of such an event to the Chief of Police seven days in advance of the event. o Owner or employees will bar any patron(s) who is reasonably suspected of, or observed engaged in, illegal drug or criminal activity. 10. Owner or employees will notify police of any patron(s) who is reasonably suspected of, or observed engaged in, illegal drug activity, criminal activity, or who cause or initiates fights, create disturbances, or trespass upon the premises. If an arrest is made, the owner or employee will sign a citizens arrest form when applicable. 11. ste Alvarez ~)n Pepe's Employees who knowingly violate store policies, OLCC laws and administrative rules, or state statutes, in the course of business, will be terminated. Paul E. Null Chief of Police Date MEMO llF To: From: Via: Subject: Date: Mayor and City Council Matt Smith, Management Analyst John C. Brown, City Administrator Consideration of the 2001-2002 Draft Master Fee Schedule For Council Meeting of September 10, 2001 RECOMMENDATION: It is recommended that the City Council consider the 2001-2002 Draft Master Fee Schedule, and set September 24, 2001 as date for adoption. BACKGROUND: Council adopted the first annual Master Fee Schedule in September 1998, and provided for the annual review and revision of the Schedule within the adopted ordinance. The Schedule was most recently amended in June 2001 to increase the Library borrowing card fee for non-residents within the CCRLS boundaries. Provided for your consideration is a revised Master Fee Schedule for 2001-2002. Adoption of the schedule is recommended for your September 24, 2001 meeting to allow for direction provided by Council at this meeting. DISCUSSION: The criteria for establishing the cost of a municipal service are elaborate. In brief, they include all personnel costs associated with the service (i.e., salaries and benefits), operating expenses, and all applicable indirect costs (e.g., building and equipment maintenance). The Finance Director developed a detailed worksheet that enabled each depaxcment to calculate this cost. Having determined an actual cost of each service, and the current rate of recovery, the Council may now determine what the rate of recovery should be. Rates for many fees were adjusted last year to a 100% recovery rate, while others were set at less than 100% recovery. Full cost recovery is the desirable result of this exercise, but many fees represent charges for activities that the City would like to encourage (e.g., strong recreation programs, protecting the integrity of the water delivery system). By not charging 100% recovery, Council is choosing to subsidize the activity. In the Master Fee Schedule, staff has identified the current fee (column 2); measured and adjusted the cost of service to reflect inflationary and operational changes, or improvements made to the formula used to determine cost of service based on experience and corrective action (column 3); compared that cost with the current fee (column 4); and recommended what it believes is a reasonable rate of recovery (column 5) with a corresponding proposed new fee (column 6). Estimated costs of service are rounded to the nearest dollar. Recommended fees greater than Mt#to t~ Comtdl Regarding 2001-2002 Matter Fee SchiCk Paget · 'llF ten dollars are rounded to the nearest dollar. Fees with a cost recovery greater than 100% reflect either an effort to participate in commercial user's profits by setting fees at a market rate, in the case of multiple fees in the Commercial Facilities Rental section for Recreation and Parks and in the Library, or to discourage payees from writing bad checks, in the case of the NSF Check fee in Finance. NOTABLE CHANGES: Community Development. Six new fees have been added this year. The Sign Ordinance Compliance Permits recover costs for ensuring compliance with the sign ordinance. The Compliance Permit is separated into four fees, with each fee charged based on the square footage of the sign under review. The original Variance fee has been separated into two fees, one for minor variances requiring an administrative decision, and one for major variances requiting Planning Commission approval. The new fee for an Appeal to the Planning Commission is charged to applicants who appeal an administrative decision to the Planning Commission. Applicants whose appeal is approved by the Planning Commission will have their fee refunded. Remaining Planning fees are adjusted incrementally to account for current costs of service. The Building Division fees have been added to the Community Development section of the 2001-2002 Master Fee Schedule draft. Current fees are based on outdated standards, and the resulting fees are lower than fees charged by other local jurisdictions and less than the estimated cost of service. The recommended fee increases are based on industry-standard fees set by the International One and Two Family Dwelling Code for residential building fees, the Uniform Building Code for commercial structural fees, and on the average fee level of six local jurisdictions of similar size and Marion County for mechanical fees. To comply with state statute, Building Division staff also compared the three fee standards with the fees charged by neighboring communities, and found that then recommended increases are within the average__fee range for our area. Furthermore, Building Division staffposted the recommended new fees in the Building office for review by building contractors. The majority of contractors who reviewed the fees indicated to staff that the recommended fees are acceptable. Finance. The Lien Search Fee was inadvertently left out of previous fee schedules, and has been inserted in the 2001-2002 draft schedule. The search fee has traditionally been charged as $15. Our cost of service analysis indicates that this fee is an accurate reflection of the actual cost of set, rice, and the fee will therefore remain unchanged. The Liquor License fees were adjusted at the beginning of 2001 in response to new maximum fee levels set by state statute. The number ofliqu0r licence fee types have also been increased to better differentiate the types of licensing activities. The three new fee categories-changes in ownership, location, and privilege-were previously charged under the tire "renew license" and will now be charged as separate licensing activities. The Solicitor's license is split into a fee for new licenses, and a fee for license renewals. License renewals require less staff time to process than new licenses, and the new fee has been set accordingly. The cost of service and resulting fee associated with the new licenses has also been increased, reflecting a new charge of $12 by the State for required fingerprinting services. M~to to C~#neil IL, gat'ding 2001-2002 Mattor F~ $ched~k Page2 llF Other Finance fees are increased incrementally to reflect current costs of service. Library. A small number of Library fees are increased to reflect current costs of service. The remaining fees are unchanged, reflecting Library management's intent to remain consistent with other libraries in the CCRLS district. Police. Fees are adjusted incrementally to reflect current costs of service. Public Works. Two new fees are added to the Water Service Installation fees, for lines with a diameter of 1-1 1/z" and 2". The fees were previously lumped together as water service lines "1 V2" and larger," with costs listed as "cost determined by City." The Public Works Department indicates that these fees can be estimated accurately enough for each line size to identify standard fees. The Bulk Water Rate fee remains the same, but now has an additional fee of $0.86 for each 100 cubic feet exceeding the base fee. This additional fee more accurately reflects the cost of providing water to users in excess of the standard allotment. The Hardship Relief subsidy remains unchanged, but the standard for qualifying for relief has been increased from $6,000 or less in yearly income to $10,000 or less. This maximum reflects inflationary changes in the cost of living. A fee for street vacations requested by persons other than the City Council is included in the 2001-2002 schedule. The recommended fee of $560 reflects the cost of performing the tasks associated with the request, and for notification and publication costs. The fee is not charged if the vacation is initiated by the City Council. A small number of other fees are increased incrementally to account for current costs of service. The remainder of Public Works fees are unchanged, reflecting Public Works efforts to protect the integrity of the water, street, an~d sewer infrastructure. Water and wastewater related fees were originally placed in the fee schedule in anticipation of using the schedule as a vehicle for rate increases based on inflation. After further review by staff, the fees have been removed in the 2001-2002 schedule to allow for their review and adjustxnent in the most appropriate forum: the water and sewer rate studies and their corresponding ordinances and resolutions. Recreation and Parks. Pool daily admission and punch card fees are increased for the first time since the opening of the pool facility. The fees are increased approximately 16%, and are expected to generate approximately 12% more revenue overall. Other fees including the fee for private swimming lessons and for pool rentals are increased to recover more for activities that provide an exclusive service. The methodology used to determine costs of service for pool programs is changed in the 2001-2002 schedule to ensure consistency with the methodology used by other City deparmaents. This change resulted in changes in the cost of service for the majority of pool fees, and entailed three minor fee reductions in the non-resident section-for pool rentals, lifeguard training, and adult swimming lessons-to bring the fees within the cost of service. The remainder of the fees in the pool section are unchanged, reflecting the Deparunent's intent to keep fees at a level that generates the most use. The majority of fees for Recreation programs and facilities use rental fees also remain M~r~o to Co..dI R~.& 2007-2002 Master Fee Sched~k P~t 3 unchanged, reflecting the DepaxL~nent's belief that the fees are set at the appropriate recove~ rate. The single exception is the athletic field lighting fee for commercial use, which is increased by 1/3 to reflect increasing costs for electricity. CONCLUSION: The schedule will be formalized per Council direction at this meeting, and the revised version will be brought back to you at the September 24, 2001 meeting for adoption. Mtnt. t. C.n#dl R~ardinS 2001-2002 Ma#er F,, Sc;~dMt Page 4 2001-2002 Master Fee Schedule (Draft)