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Agenda - 09/24/2001 , AGENDA WOODBURNCITYCOllNCIL SEPTEMBER 2~ 2(}()1- 7.-(}() p.M. 270 MontgrJmery Street * * Woodhurn, Oregon 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: A. Public Hearing: Water System Development Charges - October 8, 2001 7:00 p.m. at City Hall Council Chambers. B. Public Hearing: Wal-Mart Zone Change - October 8, 2001 at City Hall Council Chambers. C. Citywide Cleanup - Saturday, October 6, 2001. Contact Kezia Merwin at 980-2478 or Pete McCallum at 982-5741. Appointments: None 4. PRESENTATIONS/PROCLAMATIONS A. Community Center Planning Committee Update - Flurry Stone . . . . . . .. A 5. COMMITTEE REPORTS A. Chamber of ~ommerce. B. Woodburn Downtown Association. 6. COMMUNICATIONS A. Letter from PGE regarding October 1, 2001 rate increases ........... A 7. BUSINESS FROM THE PUBLIC (This allows the public to introduce items for Council consideration not already scheduled on the agenda.) 8. CONSENT AGENDA - Items listed on the consent agenda are considered routine and may be enacted by one motion. Any item may be removed for discussion at the request of a Council member. A. Woodburn City Council minutes of September 10, 2001 regular and executive meetings .......................................... Recommended action: Approve the Woodburn City Council minutes of September 10,2001 regular and executive meetings. B. Woodburn Planning Commission minutes of August 23, 2001 .......... Page 1 - Woodburn City Council Agenda, September 24,2001. Recommended action: Accept the Woodburn Planning Commission minutes of August 23, 2001. C. Woodburn Library Board minutes of September 12, 2001 ............. Recommended action: Accept the Woodburn Library Board minutes of September 12,2001. D. Claims for the month of August 2001 .............................. Recommended action: Accept the claims for the month of August 2001. E. Memorandum Opinion 2001-03 - Reapportionment of Council Wards... Recommended action: Receive Memorandum Opinion 2001-03. F. 2006 International Municipal Lawyers Association conference informational report ............................................ Recommended action: Receive report. 9. TABLED BUSINESS 10. PUBLIC HEARINGS 11. GENERAL BUSINESS A. Council Bill No. 2344 - Resolution adopting guidelines, procedures and process for obtaining city tourism and economic development grant funds ................................................... 1 A Recommended action: Adopt the Resolution. B. Council Bill No. 2345 - Resolution authorizing the transfer of operation contingency appropriations during fiscal year 2001-02 for engineering architecturafdesign services relating to City Hall basement .......... 1 B Recommended action: Adopt the Resolution. C. Council Bill No. 2346 - Resolution establishing employee compensation including salary and benefits .................................... 1 C Recommended action: Adopt the Resolution. D. Council Bill No. 2347 - Ordinance repealing the schedule of fees and Charges for city services adopted in 2000 and adopting the 20011-2002 I Revised Schedule of Fees and Charges for City Services. . . . .. . .. . . ... liD Recommended action: Adopt the Ordinance. I I E. Council Bill No. 2348 - Resolution entering into Amendment Number 1 to 2000 Fund Exchange Agreement No. 18655 with the State of Oregon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1 E Recommended action: Adopt the Resolution. F. Request for sound amplification permit from Farmworker Housing Development Corp on Sunday, October 7, 2001 from 3:00 - 5:00 pm Page 2 - Woodburn City Council Agenda, September 24,2001. at Nuevo Amanecer on Fifth Street and Mt. Hood Avenue. ... ....... . IF Recommended action: Approve a sound amplification permit for Farmworker Housing Development Corp. G. Contract award: West Hayes and Gatch Street resurfacing improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1 G Recommended action: Award the construction contract to the lowest responsible bidder, Parker Northwest Paving Company in the amount of $60,742.75 for the resurfacing improvements for West Hayes Street and Gatch Street H. Contract award: Boones Ferry Road and Country Club Road storm drain and sanitary sewer improvements ..................... 1 H Recommended action: Award the construction contract to the lowest responsible bidder, North Santiam Paving Company in the amount of $299,977.25 for the Boones Ferry Road and Country Club Road storm drain and sanitary sewer improvements. 12. PUBLIC COMMENT 13. NEW BUSINESS 14. PLANNING COMMISSION ACTIONS - These are Planning Commission actio s that may be called up by the City Council. A. Denial of Subdivision 01-01 and Variance 01-06, a request to subdivide a 1.91 acre site into 5 residential lots located at 1810 and 1820 E. Hardcastle Avenue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1 A 15. CITY ADMINISTRATOR'S REPORT 16. MAYOR AND COUNCIL REPORTS 17. EXECUTIVE SESSION To conduct deliberations with persons designated by the governing body to negotiate real property transactions pursuant to ORS 192.660(1)(e). 18. ADJOURNMENT Page 3 - Woodburn City Council Agenda, September 24,2001. Woodburn Recreation and Parks Department 4A Memo Date= Mayor and City Council via John Brown, City Administ~or D. Randall Westrick, Recreation and Parks Director~ September 17, 2001 Community Center Planning Committee Update To: From: Re: At the September 24, 2001 City Council meeting, Coomunity Center Planning Committee Co-chair Fluny Stone will update the Council on the Committee's progress toward accomplishing the tasks the Council ouUinecl for the Committee last spring. Fluny is planning an oral presentation during the Committee Reports section of the Council agenda. Attached is an ouUine of his report. Attachment Presentation Outline Woodburn City Council September 24,2001 7:00 p.m., City COWlcil Chamber 4 1. Committee Formed a. Co-chairs - Flurry Stone, Joan Garren b. Sub-committees 1. Grants 11. Community Involvement Ill. Publicity 2. Reviewed Work ofWRPB Visioning Process a. Developed a Phasing Program i. Phase 1 - 6,000 sf Multi purpose room, 1,500 sf classroom, 2,500 sf activity room, offices (total 15,500 sf) 11. Phase 2 - RecreationlExhibition Pavilion 111. Performing Arts Theater 3. Surplus Property Appraisal (currently in progress) a. Woodburn Community Center b. Community Garden/relocated 4. Reviewed and Selected a Recommended Site a. Centennial Park b. Community Garden c. Legion Park d. Settlemier Park (Recommended) i. Centrally Located 11. City-owned 111. Adjacent to the Aquatic Center IV. Potential expansion for all three phases v. Will c.2mplement Urban Renewal District activities 5. Portland Metropolitan Facility Tour a. Connestoga Recreation and Aquatic Center (Tualatin Hills Park and Recreation District) b. Southwest Community Center (portland Parks Bureau) c. East Portland Community Center (Portland Parks Bureau 6. Tasks to be Completed a. Develop a Site Plan b. Draft a Conceptual Floor Plan c. Propose a Funding Program 7. Com pletion Date a. Package of Recommendations for the City COWlcil after November 1,2001 6A Portland General Electric Company 121 SW Salmon Street · Portland, Oregon 97204 September 6, 2001 Mr. John Brown City of Woodburn 270 Montgomery St. Woodburn, OR 97071 Dear Mr. Brown: In April, I sent you a letter addressing issues about energy supply, prices, and conservation. At that time we acknowledged that these are unprecedented times in the energy industry and Portland General Electric (PGE) was very concerned about the impact of rising wholesale energy costs on the prices our customers pay. To update you on the latest, on Friday, August 31, the Oregon Public Utility Commission (OPUC) issued its order regarding PGE's request for a price increase to be effective October 1, 2001. Residential customers will see a price increase of approximately 32-34%, small commercial customers will see an increase of about 40%, and larger commercial industrial customer's bills will increase from 40-50%. This is the first significant price increase we've asked the OPUC for in over a decade. We've held prices down as long as we could, but expensive wholesale power and fuel costs are forcing us, just like other utilities across the west, to raise our retail prices. If energy prices decline, the OPUC has a mechanism in place to return savings to our customers. PGE is committed to helpinG.. you hold down your energy costs. Please contact me if you would like to meet with the PGE account manager or an energy efficiency expert. It's possible you will receive calls from citizens and businesses in your community regarding utility rate increases so I have enclosed more detailed information with this letter on the price increase and how PGE is preparing to communicate and assist customers. Feel free to put this information in your newsletters and web site. My phone number is (503) 464-8565. Deane Funk PGE Government Affairs enclosures Connecting People, Power and Possibilities ~9 6 NEWS RELEASE FOR IMMEDIATE RELEASE August 3 1, 2001 For more information please contact: Kregg Arntson, PGE, 503-464-7695 Scott Simms, PGE, 503-464-7342 After hours line, 503-251-4099 Oregon Public Utility Commission Approves PGE Price Increase Wholesale power and fuel costs dictate retail price increase Portland, Ore.-Portland General Electric (PGE) received approval today from the Oregon Public Utility Commission (OPUC) on proposed prices to take effect for PGE's retail customers on October 1,2001. Driven by dramatic increases in prices PGE pays for wholesale power and fuel to generate power, PGE's retail prices will increase approximately 31.5 percent for residential customers, about 37 percent for smaller business customers and about 53 percent for commercial industrial customers. Final numbers will be calculated in September. "These are unprecedented times. We're very concerned about the impact of rising energy costs on our retail prices and have worked hard to keep these costs as low as possible," said Peggy Fowler, CEO and president ofPGE. "This is the first significant price increase . we've asked for in over a decade. We've held prices down as long as we could, but expensive wholesale power and fuel costs are forcing us, just like other utilities across the west, to raise our retail prices." Fowler explained that PGE prices, adjusted for inflation, are actually lower now than 15 years ago. Over the past five years, PGE has been successful in keeping its operational costs per kilowatt-hour flat, while increasing services and maintaining the best reliability record of any utility in Oregon. "We're looking for ways we can help customers manage their energy costs," Fowler said. "At the same time, we'll watch for opportunities to reduce our price increases if we see a significant and sustained drop in the amount PGE pays for power and fuel." Earlier this year, PGE had requested a 16.5 percent rate increase to take effect in January 200 I, but withdrew it on Dec. 21, 2000, in favor of a "power cost adjustment" - more - 6A OPUC approves PGE price increase Page 2 mechanism which allows PGE to share net gains or losses with PGE customers. PGE worked with the OPUC and consumer groups to develop this unique formula which helps PGE adjust retail prices up or down to respond more quickly to an increasingly volatile wholesale market. PGE will be reviewing power costs on a quarterly basis and differences will be credited or charged to customers according to this formula. "Delivering reliable, safe power is our top priority," said Pamela Lesh, PGE vice president, Public Policy and Regulatory Affairs. "Our regulated prices reflect the operating costs we incur to provide the power our customers need." Lesh explained that to ensure a reliable supply, PGE has been purchasing power well in advance to meet customer needs. Unfortunately, these purchases for 2002 came in the midst of a regional shortage caused by high demand and low water, and resulted in a premium." PGE offers all customers help with reducing their electric bills, including rebates on energy efficiency products, energy audits on qualifying homes, tax credits, and free advice on improving energy efficiency of homes and businesses. Residential and business customers can visit www.PortlandGeneral.com. or call the PGE Energy Experts at 800-722-9287. To support customers who need help paying their utility bills, PGE works with a variety of government and social service agencies to make sure they have access to energy assistance funds. The company also helps fund Oregon HEAT and the Community Energy Project, two non-profit organizations dedicated to helping customers pay their energy bills and make energy efficiency improvements. "We have many ways we can help customers manage their energy costs," Fowler said. "We want to work with our customers to help the~ find solutions." Portland General Electric (PGE) is the single largest distributor of Oregon's electrical energy needs in one of the fastest growing economies in the nation. As a fully integrated utility, PGE serves more than 730,000 residential, commercial and industrial customers in northwest Oregon. PGE's Internet address is www.PortlandGeneral.com. ### COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 8A TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 10, 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 McCallum Nichols Sifuentez Present Present Absent Present Present Present Present Staff Present: City Administrator Brown, Assistant City Attorney Won, Public Works Director Tiwari, Community Development Director Mulder, Police Chief Null, Parks & Recreation Director Westrick, Public Works Manager Rohman, Management Analyst Smith, Building Official Nelson, City Recorder Tennant Mayor Jennings stated that Councilor Chadwick was out of town on vacation. 0069 ANNOUNCEMENTS. A) Woodburn Aquatic Center is closed for annual maintenance and it is anticipated to be re-opened by September 28, 2001 B) Special Council Workshop will be held on Monday, September 17,2001,7:00 p.m.l, City Hall Council Chambers, regarding City Council ward redistricting I C) Woodburn Library Adult Program: On September 13,2001, 7:00 p.m., in the I Woodburn High School small commons, a program entitled "Proper Ladies" will be 1 performed by Deborah Goss and Anabel Graetz who will be dressed in elegant Victori costumes and they will sing old favorites to the audience. D) Park Board Vacancy: Mayor Jennings stated that Janet Greenwell has recently t moved out of the City and has resigned from the Park Board. He urged citizens interest d in being appointed to this position to contact the City Administrator's office for an I application form. 0153 Police Chief Null stated that an arson fire at an apartment complex last Friday night ha displaced approximately 80 people. The Police Department is assisting these people in collecting usable clothing, bedding, and furniture. The general public is invited to deli r those items to either City Hall or the Woodburn Armory. If items need to be collected, members of the Police Department will pick up the items and deliver them to the Armo Page 1 - Council Meeting Minutes, September 10, 200 1 . I 8.h COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING Mayor Jennings also stated that cash donations are also welcomed and checks should b made out to the American Red Cross in the name of the fire victims. 0267 PROCLAMATIONS: A) WOODBURN FALL CLEAN-UP MONTH 2001: Mayor Jennings read the proclamation declaring the Woodburn Fall Clean-up Month from September 7,2001 to October 6,2001 which will culminate in a city-wide clean-l p along the major thoroughfares of the City on October 6th. The Livability Task Force continues to organize clean-up programs to make the City more livable and he urged citizens to take pride in the City and participate in this city-wide clean-up effort. B) DISABILITY EMPLOYMENT AWARENESS MONTH: Mayor Jennings read a proclamation declaring October 2001 as Disability Employment Awareness Month in the City and he urged citizens to learn more about the people with disabilities, their strengths, abilities, and programs which are designed to meet their needs. 0430 PRESENTATION: SUMMARIZED OVERVIEW OF WASTEWATER PROJECTS. Public Works Director Tiwari stated that the purpose of this presentation is to cover the entire wastewater project which has been worked on by the City over the last several years. In future meetings, brief presentations will be made on the collection system, main treatment plant, and the re-use (also known as poplar tree plantation). He stated that the w~ewater project was a major project beginning in 1991-92 and is now just being completed. The project need was well-defined in that the existing treatment plant was reaching the end of its useful life since the plant was in operation fc r 20 years. New stringent water quality regulations were introduced by Department of Environment Quality (DEQ) which could not be met by the existing plant. Additionall), more capacity was needed for growth within the City. To date, there has been no legal challenges even though some issues had been brought to the Council that needed to be resolved through Council action. Other outcomes as a result of this project include (1) environmental enhancement, (2) funding of the project within the budget in addition to securing low cost financing over the next 20 years, and (3) this project is technically superior and considered to be an example by DEQ and unique in the nation. He stated that the project worked so well for the following reasons: (1) early identification of futu e problems such as legal, environmental, funding, technical, and time line; (2) sufficient time was devoted towards developing an alternative solutions; (3) teamwork involved between the public, policy makers, staff, consultants, contractors, and the state agencies (4) a reasonable time was allowed for engineering work; and (5) construction was divid d into different manageable contracts to keep the costs within the projected budget. He Page 2 - Council Meeting Minutes, September 10, 200 1 TAPE READING \ , I SA COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 stated that there were changes made between the initial design phase to final constructi The initial plan designed in 1994 involved project costs estimated at $38,354,000 based on 1994 dollars. Many changes were made to the design of the treatment plant, collecti n system, and plantation, however, the actual cost, including some funds in placed in reserve, is $38,361,736 which is within 0.2% of the original estimate. He stated that th project did meet the defined goals and it will serve a population of 30,000. In the futur , the City will convey information to the public through (1) informational flyers and (2) public tours of the facility next summer. He stated that the staff will use the same approach in working on the upcoming water treatment project. He also stated that the City will need to evaluate the re-use system (poplar tree plantation) over the next few years. He reiterated that staff will be making individual presentations at future meeting on the collection system, treatment facility, and re-use system. Mayor Jennings questioned what, if anything, is being done about mandating agencies located upstream from the City to correct their pollution of the stream. Public Works Director stated that this is a political area for DEQ and solutions need to e addressed. Mayor Jennings stated that there is concern expressed by local residents in that the City was required to make changes to their treatment facility and spend $38 million while upstream polluters are not be required to meet regulations at the same time. Director Tiwari stated that some action is being taken through an alternative solution which has more of a green way kind of approach whereas some other citizens are saying that the green way approach is not acceptable and the same requirements should be met y all jurisdictions. Councilor Bjelland questioned if the final design will have a capacity 30,000 as provide for initially. Director Tiwari stated that the capacity for the treatment facility will be at least 5% roo for the same cost. For the collection system, he was unsure as to how much more than estimated would be available. This project was phased with the first phase being $38 million and the second phase estimated at $11 million. It is anticipated that the second phase of the project will serve 42,000 population with expansion work to begin around 2010. Research will continue in order to obtain the optimal project as the time approaches for the expansion. Councilor McCallum stated that he had recently toured the facility and was very impressed with the project. He stated that the project improves the livability of the community. He also stated that he was impressed with the monetary savings by utilizin existing portions of the previous plant and in looking into future expansion. Mayor Jennings also stated that the City owes a debt of gratitude to the Citizen Committee who worked diligently on this project and did a great job. Page 3 - Council Meeting Minutes, September 10, 200 1 8 COUNCIL MEETING MINUTES SEPTEMBER 10,2001 TAPE READING 1745 COMMUNICA TIONS: CASCADE PARK RETIREMENT CENTER 20TH ANNIVERSARY OPEN HOUSE. The Council received an invitation to the open house scheduled for Saturday, Septemb r 15th, between 2:00 pm and 4:00 pm.. This event will be held at the Center located at 9 0 N. Cascade Dr. and will include a buffet and entertainment. 1785 CONSENT AGENDA. A) Approval of City Council minutes of August 27, 200 1 ; B) Acceptance of Livability Task Force minutes of July 26, 200 1; C) Acceptance of Museum Committee minutes of May 14,2001; D) Acceptance of Community Center Planning Committee minutes of August 30, 200 E) Receipt of Planning tracking sheet dated August 14, 200 1 ; F) Receipt of Building Activity Report for August 2001; G) Receipt of Police Department Activity Report for July 2001; H) Receipt of status report on westerly relieving interceptor sewer construction along Highway 214; and I) Receipt of status report on pedestrian improvement project - design of sidewalk alo g Highway 214. FIGLEYINICHOLS.... adopt the consent agenda as presented. The motion passed unanimously. 1818 TOURISM AND EeONOMIC DEVELOPMENT GRANT GUIDELINES. FIGLEY/SIFUENTEZ... approve the attached guidelines for City of Woodburn touri t and economic grant. Councilor Bjelland questioned if anyone other than the Chamber of Commerce would qualify for meeting these guidelines. Administrator Brown stated that he had been informed today that the Chamber did not even meet these guidelines since he had been too restrictive in limiting non-profits to 50l(c)(3). He did not realize that there were 6 categories of non-profits, therefore, he i recommending that the Council change the language to Non-profits. This change will open up the grant program to more than the Chamber of Commerce. He stated that the concern he had in developing this program was to show accountability and the guidelin s have been established for the purpose of achieving the Council goals but, as a recipient of the funds, you need staff and, as part of your mission, either economic development or tourism, but also accountability so that the money is used properly. The idea is that whoever receives the funds will use it wisely for the purpose that it is intended to be us d for. Councilor Figley stated that the Oregonian Railway Historical Society would be able to apply for grant funds if it had an employee or could adapt themselves if necessary to apply for the grant program. Page 4 - Council Meeting Minutes, September 10, 200 1 RA COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING Councilor Bjelland expressed his concern that the program have some level of flexibilit that would allow other nonprofit organizations to apply for grant funding. Councilor McCallum stated that under the classification, Woodburn Together could qualify for funds, however, their mission is not tourism or economic development inste d it is community promotion. Councilor Bjelland reiterated that his concern is about restricting the number of nonpro t organizations that would have access to the funds. Administrator Brown stated that the program was designed to include eligible applicant for those groups that had either tourism or economic development within their major goals. A concern expressed by the Council is the full-time staff member requirement. e stated that the idea behind this meeting's discussion is to get feedback from the Council before a final decision is made on the guidelines. He stated that he can modify that portion of the guidelines but reminded the Council that there should still be some language in the guidelines that would require a point of contact person and list someone who would be responsible for the grant funds. The Councilors agreed that the guidelines should continue to show accountability and it was noted that there is some protection in the guidelines in that it is a reimbursement program rather than an outright grant. Administrator Brown stated that other areas of protection are a money match requireme t and a minimum grant of $2,500. He stated that the guidelines were not meant to limit t e recipient to only one organization, however, the guidelines are intended to try and limit the gross number of applying organizations to a manageable level. Councilor Figley stated that she was pleased to see the accountability of funds as a requirement rather than giving out the funds as a donation. Administrator Brown stated that he would be bringing the guidelines back for final approval in a Council Resolution. The motion to approve the guidelines as modified passed unanimously. 2427 AUTHORIZATION TO PURCHASE MOBILE DATA COMPUTER EOUIPMENT UTILIZING EXISTING PUBLIC AGENCY CONTRACT WITH THE CITY OF SALEM. Staff recommended that the City utilize an existing public agency contract with the City I of Salem for the purchase of 7 mobile data computers which have been budgeted for ! within the City's budget for fiscal year 2001-02. I FIGLEYINICHOLS... authorize utilizing an existing public agency contract with the City of Salem for the purchase of 7 mobile data computers and modems from DA T A91 for $44,408.25. Councilor Bjelland questioned if these are laptop computers. Chief Null stated that they have a separate CPU system with the screen mounted on the dashboard of the car with a detachable keyboard. Additionally, it is an external modem Page 5 - Council Meeting Minutes, September 10, 200 1 RA COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING which allows for the communication outside in the car. This computer is made for vehicles and it resists high heat and cold temperatures. This system is a 3 watt modem that runs off of cell towers and, following a recent test from the phone company, the system had a strong signal in the W oodbum area. Councilor McCallum questioned the ability of the City to upgrade this equipment as technology changes. Chief Null stated that this system is fully upgradeable and this system will be connecte to the City's current IS system for replacement in future years. Mayor Jennings stated that this system will reduce the amount of radio traffic which means that the officer can receive information instantaneously rather than waiting for a reply from dispatch. The motion passed unanimously. 2668 LIQUOR LICENSE APPLICATION: OREGON BERRY INN RESTAURANT. 2994 Newbere: Hie:hwav. FIGLEY/SIFUENTEZ... approve an off-premise sales liquor license for Oregon BeIT) Inn Restaurant. Mayor Jennings questioned the need for a restaurant to sell liquor to be taken off premi e. Chief Null stated that this restaurant receives a lot tourists and this license will allow th" business owner to sell Oregon wines to travelers. It was noted that this license will allo~ the business owner to sell wine and/or beer but it is the intent of the business owner to sell only wine. The motion passed 4-1 with Councilor Nichols voting nay. 2790 LIQUOR LICENSE APPLICATION: CHALET RESTAURANT CAFE. 1001 Arnev Road. FIGLEY/SIFUENTEZ... approve a limited on-premise sales and off-premise sales liquor license for Chalet Restaurant. Mayor Jennings questioned if the Chalet Cafe has received approval from Woodburn Company Stores. Chief Null stated that he did not know if approval had been received or if the tenant needed permission, however, the outlet mall has received special liquor licenses in the past and they have served alcohol at the site. It was also noted that several factory outlet malls have wine stores and they do serve alcohol beverages by the drink. Following a brief discussion on this license application, the vote on the motion to appro e the license passed 4-1 with Councilor Nichols voting nay. Page 6 - Council Meeting Minutes, September 10,2001 KA COUNCIL MEETING MINUTES SEPTEMBER 10,2001 TAPE READING 3006 LIOUOR LICENSE APPLICATION: DON PEPE'S. 450 N. First Street. FIGLEY/SIFUENTEZ.... Council approve a full on-premise sales liquor license for D n Pepe's Restaurant. Councilor Figley stated that she was in support of the application since the applicant, Jo e Alvarez, had signed a voluntary compliance plan. Chief Null stated that he had met with Mr. Alvarez, along with his interpreter, and they had reviewed each one of the elements within the plan. The motion passed 4-1 with Nichols voting nay. 3092 CONSIDERATION OF THE MASTER FEE SCHEDULE. Management Analyst Smith stated that there were some typographical errors in the draf schedule and he reviewed the changes with the Council. FIGLEY/SIFUENTEZ... approve the 2001-2002 draft Master Fee Schedule and set September 24,2001 as the date for adoption. The motion passed unanimously. 3395 CITY ADMINISTRATOR'S REPORT. 1) Status of the Salud Building, 349 N. Front St.: Administrator Brown stated that th design drawings for a I-story treatment and a 2-story treatment are completed. Approximately $300,000 has been budgeted towards the improvement of the building a d the two sets of drawings were designed in order to give the Council a choice on the typ of improvement. The City has put this project out to bid and a pre-bid conference is scheduled for September 20,2001. The bid proposals are to be returned by September 27th and contractors are being asked to submit two bids, one for each treatment. Additionally, contractors are being asked to provide plans that include maximum reuse existing materials or credit to the City for those materials that can be salvaged. If bids received are within the budgeted price range, staff will bring the bids to the Council at e first meeting in October. It is anticipated that the completion date for this project willlf in early 2002. I i i 2) Update on Oregon Transportation Investment Act: Public Works Manager statt that the City's application for funds would fall within modernization projects and it is anticipated that the Mid Willamette Area Commission on Transportation (MW ACT) w II receive approximately $17 million for appropriation to projects within their area. In regards to project submittal timeline, the City will need to submit an advance copy of 0 r project application to Oregon Department of Transportation (ODOT) by September 21, 2001 which will allow ODOT staff time to review the various applications and make recommendations. The applications will then be submitted to MW ACT on October 4, 2001. The City has until October 5,2001 to get a completed application packet to OD T Region II, however, it is anticipated that the application packet sent in on September 2 , 200 1 will be close to the final product but minor changes will be allowed until October Page 7 - Council Meeting Minutes. September 10.2001 .RA COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING 5th. A special meeting will be held by MW ACT on October 18,2001 to finalize their decision on their project priorities. He stated that staff is looking at submitting an application that would include work at the 1-5 interchange and some widening of Highway 214 with estimated costs close to $17 million. Sources of additional City fun s that are being considered to meet the leverage of funds criteria established by the State include (1) an existing interchange project in the Statewide Transportation Improvemen Plan (STIP) totaling $4.2 million remain for use in the interchange area and widening along Highway 214, (2) Traffic Impact Fees for work on the interchange and Highway 214 widening; and (3) urban renewal funding for widening of Highway 214 from Evergreen Ave. to the east. He stated that these additional funds will help to make the City's project more competitive when reviewed by ODOT staff. Councilor Nichols questioned what impact the petition being circulated to vote on the urban renewal plan will have on this application. Administrator Brown stated that if the petition results in a election, the City will not be able to use potential urban renewal funds as a match. Therefore, the amount of money available for a city match will be less thereby making us less competitive. He expresse concern in that if only a portion of the total project is funded since the City did not hav the projected match funds, then ODOT will spend transportation improvement dollars i another jurisdiction. In the event the urban renewal plan is approved by the voters, the City will then have the match funds available but there is no guarantee that the State wi 1 then provide the remaining funds to make the widening improvements on Highway 214. He also stated that if-the urban renewal plan is placed on the ballot, the City will need t take a much less active role than what has been done up to this point in time. Impartial information can be provided by the City but a political action committee will need to b formed to carry forward with promoting urban renewal. It was noted that the deadline r submitting the signatures is September 13th at 5:00 p.m.. To date, the City Attorney h prepared, and published, the ballot title as required by state law. Councilor Bjelland questioned if the $17 million request covers total project cost or do s the matching funds increase the total project cost. Public Works Manager Rohman stated that the total project cost is approximately $22 million. Councilor Bjelland stated that he would not be in attendance at the next Council meetin , however, in his conversation with individuals on MW ACT, he feels that the two projec s being considered for funding is Woodburn and Newberg/Dundee. It is his understandi g that Newberg/Dundee will be submitting a request for the full amount of money. As a strategy, he feels that it would be advantageous to the City to submit a proposal that is r $16.9 million but break it down into phases. MW ACT will be prioritizing projects and submitting their recommendation to Region IT who will then select projects from the 4 Area Commissions on Transportation and make a recommendation on prioritization to e full Oregon Transportation Commission. At the last MW ACT meeting, there was a lar e Page 8 - Council Meeting Minutes, September 10,2001 8A COUNCn... MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING number of supporters of the NewberglDundee project who spoke on behalf of the proj t. He suggested that the City try to do likewise at the October 5th public hearing in order t gain support for the Woodburn project. He stated that there are no matching funds for he Newberg/Dundee project at this time and supporters are trying to raise funds in an effo to go back to Washington, D.C., to try and get funding for their project. The applicati for the Newberg/Dundee project will be for approximately $17 million and it will prov de funds for design, environmental impact statements, and some property acquisition. He reiterated that Woodburn needs to be well-represented at the October 5th meeting in or er to successfully compete for these funds. This will include attendance by Representativ s and Senators from this region, Mayor Jennings, Chamber of Commerce, and any other interested parties that can either attend or submit letters in support of the need to have he interchange and Highway 214 widened to deal with the serious traffic issues that addre s not only Woodburn but the surrounding communities. He stated that there has been so e interest expressed by MW ACT members to distribute funds to more than 1 jurisdictio . The Oregon Transportation Commission is the final arbitrator of projects to be funded and, based on information they have distributed, they would like to have projects in which the public can see results which is what Woodburn's project would provide rath r than the Newberg/Dundee project. 5994 Mayor Jennings stated that there is currently $4.2 million in the STIP to construct the right-turn lane at the interchange. He stated that the City's project will involve construction whereas the NewberglDundee project will not include construction. He suggested that the Cjty's application provide for 2 or 3 phases rather than going in wit a $16 million project with no flexibility. Councilor Figley stated that she is already committed to attending the October 5th meet ng in order to make a presentation on the East Marion Rail project and she will also lobb on the City's project. Tape 2 0018 MAYOR AND COUNCIL REPORTS. Councilor Bjelland recounted some of the information brought forth by supporters of t e NewbergIDundee project at the last MW ACT meeting. He reiterated that the Oregon Transportation Commission is looking at funding projects that will see results within t e next few years which may be to the City's advantage. If the City's application is brok n down into projects, it will give the City some flexibility when it comes to the negotiati ns that will take place at the October 18th MW ACT meeting when the final recommendaf on is made by MW ACT to the Oregon Transportation Commission. Councilor Bjelland stated that the Mid Willamette Valley Community Development Partnership will be meeting next week. At this meeting, the prioritization for the use f lottery funds will be developed for the current budget year. Once the list is developed, he will get the information back to the City so that projects can be submitted. Page 9 - Council Meeting Minutes, September 10, 2001 8 COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING Councilor Sifuentez requested that the traffic reader board can be placed on Lincoln Street since she has received a number of complaints from residents regarding the increased speed of motorists on this street. Councilor Nichols stated that, after the unfortunate tragedy involving the death of polic officers in the Albany area, it makes him appreciate the City's police officers for the w rk they do, and the citizens within the community should do likewise. Additionally, he congratulated the Fire Department for 100 years of service and they should also be giv n a "thank you" for a job well done since they also put their lives on the line. Councilor Figley agreed with the comments made by Councilor Nichols. She also thanked the Fire Department for their years of service and, even though there was a lot tragedy last Friday night when so many of our residents lost their possessions and residences as a result of the apartment fire, the Fire Department did a tremendous job there were no injuries or loss of life. She also stated that the Fire Department did have nice little parade on Saturday, however, she wished it had been better publicized. Lastl , the East Marion Rail Project has incorporated and organizers are setting up an organizational board meeting on Wednesday. The group will have sub-committees an they are seriously beginning the planning and zoning process in the 4 cities along the r line and to begin looking for funding. She will be reporting periodically back to the Council on the progress made by the committee along with fundraising activities. Councilor McCallum also congratulated the Fire Department. The open house was ve informative and he enjoyed the dinner. He also thanked the Police Department and all emergency service workers who protect the citizens in our community. Additionally, he expressed his appreciation to the Mayor for the Proclamation regardin Woodburn's Clean-up month and specifically the October 6th Clean-up Day. The Livability Task Force is combining with the Tulip Festival Committee to plant tulips 0 October 6th which will enhance Woodburn during the spring months. Councilor McCallum stated that, in the last agenda packet, a status report from staff indicated that Union Pacific Railroad would be making repairs to the Hardcastle Ave. crossing during the month of September. He infonned the citizens that it is the responsibility of Union Pacific to keep the railroad tracks in good repair, however, they are on their own time schedule. City staff and ODOT have been trying to get Union Pacific to move faster in making the repairs since, under law, only the railroad can mak repairs to their tracks. Mayor Jennings stated that he, along with Public Works Director Tiwari and Parks & Recreation Director Westrick, had been at the fire scene last Friday night and, if there c be any good that became apparent following the incident, there were 3 or 4 of the very Page 10 - Council Meeting Minutes, September 10, 2001 s COUNCIL MEETING MINUTES SEPTEMBER 10, 2001 TAPE READING prominent Hispanic members of our community that walked up to him and commented on how, when people work together, things can happen. They were very grateful to the City for their presence and in providing vans for transportation to the Armory. This became an effort in which everybody worked together, both Anglo and Latino, offering assistance to those who were displaced. He was very impressed with the community response and it proved that Woodburn is a City of Unity and people are willing to help. 0606 EXECUTIVE SESSION. Mayor Jennings entertained a motion to adjourn to executive session under the authorit of ORS 192.660( 1 )(i) to review and evaluate the performance of the City Administrato . FIGLEY/SIFUENTEZ... adjourn to executive session under ORS 192.660(1)(i). Th motion passed unanimously. The meeting adjourned to executive session at 8:40 pm and reconvened at 10:01 p.m.. Mayor Jennings stated that no decisions were made by the Council in executive sessio He stated that the evaluation will be continued in two weeks. Mayor Jennings stated that Council President Figley will be fulfilling one of his duties it relates to an Eagle Scout ceremony since he will be participating as a member of a 4- person panel that will be at the Oregon Assoc. of Nurserymen meeting that day to disc ss the impact of the Layno population. He assured the Council that this will be a positive meeting with the association. 0690 ADJOURNMENT. FIGLEYIBJELLAND... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 10:03 p.m.. APPROVED RICHARD JENNINGS, MAYOR ArrEST Mary Tennant, Recorder City of Woodburn, Oregon Page 11 - Council Meeting Minutes, September 10,2001 Executive Session COUNCIL MEETING MINUTES September 10, 2001 8 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 10, 2001. CONVENED. The Council met in executive session at 8:45 p.m. with Mayor Jennings presidin ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley McCallum Nichols Sifuentez Present Present Absent Present Present Present Present Mayor Jennings reminded the Councilors and staff that information discussed in executive sessio IS not to be discussed with the public. Staff Present: City Recorder Tennant, City Administrator Brown (9:00 pm to 9:58 pm) The executive session was called under the statutory authority of ORS 192.660( 1 )(i) to review an evaluate the performance of the City Administrator. ADJOURNMENT. The executive session adjourned at 9:58 p.m.. APPROVED RICHARD JENNINGS, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - Council Executive Session Minutes, September 10,2001 8B WOODBURN PLANNING COMMISSION August 23, 2001 CONVENED The Planning Commission met in a regular session at 7:00 p.m. with Chairperson Yo ng presiding. ROLL CALL Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Young Cox Fletcher Miller Lima Mill Bandelow Lonergan P P P P P A P A Staff Present: Jim Mulder, Community Development Director Naomi Zwerdling, Senior Planner Scott Clark, Assistant Planner Chairperson Young provided an opening statement for Public Hearing. MINUTES A. Minutes of AUQust 9. 2001 PlanninQ Commission MeetinQ Commissioner Bandelow moved to accept the minutes as presented. Vice Chairperson Cox seconded he motion, which unanimously carried. BUSINESS FROM THE AUDIENCE Don Bear. 375 Columbia Drive. Woodburn. OR thanked the Planning Commission for upholding he conditions of approval requiring the block wall in the Montebello Subdivision. COMMUNICATIONS A. City Council MeetinQ of Julv 23. 2001 PUBLIC HEARING A. Subdivision 01-01 and Variance 01-06 re uest to subdivide a 1.91 acres site into 5 residen ial lots located t 1810 and 1820 E. Hardcastle Avenue Plus Interiors Geo e Wilhe m applicant. Staff read the applicable ORS Statement and provided a presentation as reflected in the Staff Report. S aff recommended approval of the Variances, the Subdivision application and the recommended condition of approval. Commissioner Bandelow inquired whether the property directly south of the proposed project is outside he City limits but inside the Urban Growth Boundary? Staff answered affirmatively. Vice Chairoerson Cox requested clarification regarding the distance from the edge of the easement to he line that abuts the driveway of the existing house? Staff replied the distance is under 44 feet including the easement and the portion of the track of land. He reported the private driveway pavement is proposed to be 24 feet wide. Planning Commission Meeting - August 23. 2001 Page 1 0 6 8E Chairoerson Younq asked what the criteria is for low density residential as far as units per acre? Staff answered it is roughly six units per acre as noted in the Comprehensive Plan. He stated all the tax lots are Single Family Residential. Commissioner Lima questioned who will maintain the lane? Staff responded one of the conditions is that they enter into a maintenance agreement for the private rive and that it be required to be maintained and kept clear of obstruction. The "No Parking" signs woul be erected along the private lane. Commissioner Lima also inquired whether the City or the owners enforce the No Parking? Staff explained one of the conditions requires that they create a Homeowner's Association to enforce He commented the City could enforce it, if need be, because it is a condition of approval. Ex Parte Contacts Chairperson Younq, Vice Chairperson Cox and Commissioner Lima indicated they drove by the site. Testimony by Applicant Georqe Wilhelm. Wilhelm Enqineerinq, PO Box 561. Woodburn. OR stated he is representing the applic nt, Lazar Kalugin. He commented this is an infill project where the geometry is the primary reason for the Variances. Mr. Wilhelm further remarked they believe this is the most practical way to utilize this resident ally zoned property. He indicated Staff has provided a good review of the criteria and agrees with Staff that his application meets all of the requirements for approval of both the Subdivision and the Variance applicati ns. Vice Chairperson Cox asked Mr. Wilhelm if Mr. Kalugin owns the existing new house on the property. Georqe Wilhelm replied Mr. Kalugin owns the property but there is an offer on the property and he intend to sell it. Commissioner Lima requested clarification regarding the possibility of the private lane continuing south nd connect to the east at a later date. He also questioned whether the applicant has no plans on building on the two lots at this point? GeorQe Wilhelm clarified the private road may continue to the south and then it would go to the east be ore reaching the southerly boundary. It was indicated by Mr. Wilhelm that the Fire Department wants a restric ion to only build on the north end of those two lots. He stated his client would agree with that because that w uld allow for further development of the southerly two lots later on. Testimony by Proponents None Testimony by Opponents Henry C. JaeQer. 1830 E. Hardcastle. Woodburn. OR remarked his property is east of the proposed proj ct. He expressed concerns about the amount of parked cars at the four homes located on the east side of his property. Mr. Jaeger commented since those homes were built he has had two pickups, a car and a oat broken into. Additionally, he has had radios and about $600 worth of tapes stolen out of his vehicles. He indicated none of this started happening until those homes were built. Mr. Jaeger questioned who would I mit the amount of vehicles that can be parked on the property so that you do not have more than one family Ii ing in the house? He also expressed concerns regarding the "No Parking" signs and inquired who would enf rce that? In closing, Mr. Jaeger asked where will the utilities and sewer lines be located? Chairperson YounQ asked Mr. Jaeger if his property is also long? Planning Commission Meeting - August 23. 200] Page 2 0 6 8B Henrv Jaeaer answered affirmatively. Vice Chairperson Cox questioned if Mr. Jaeger's home is located on the Hardcastle end of his track? He Iso inquired whether he has any long term plans about developing the back portion of his property or selling i for development? Henrv Jaeaer responded his home is located on the Hardcastle end. He stated he has a storage buil ing behind the home. Mr. Jaeger commented if he was approached right he would probably entertain the i ea of selling the property. Rob Van Cleave. 1810 Hardcastle. Woodburn. OR remarked these lots are directly behind his home a d it is his driveway that is being talked about for the access. He commented according to the easement stand rd, the applicant has the right to use his driveway to access the property in the back. However, if they ma e it into a road, it makes it theirs and he can not use it. He also indicated he was approached by the appli nt for a utility easement and he turned them down. Mr. Van Cleave questioned how are they going to run th se utilities? Additionally, he remarked the main door that he uses will be right along the edge of the driveway nd he will be stepping right out onto a road if the applicant puts in a road. Vice Chairperson Cox asked Mr. Van Cleave if his driveway comes out in the area that is part of he easement? Rob Van Cleave answered the driveway is an easement. He stated the easement was created before he owned the property because the previous property owner sold the easement. Commissioner Bandelow inquired how the easement is worded as to whether or not it was granted to al ow them access to their property or was it granted to allow the access to the rear property? Staff interjected they got the deeds on the two properties affected by this subdivision when the applicati ns were received and they included the easement language for that easement. He indicated they consulted ith legal staff to make sure what it allowed access to. According to their read of the easement, it allowed acc ss to the rear and to the south of the property for the proposed subdivision request. Commissioner Bandelow questioned Staff if Mr. Van Cleave's property met the setbacks if that easem nt becomes part of a paved road? Staff replied affirmatively. Applicant Rebuttal Georae Wilhem remarked he has no response to most of Mr. Jaeger's comments. However, as far as he utilities, they will be in the private driveway. He reported the easement was created by Partition Plat 95 2 and stated a copy of such was included in the Staff Report. Mr. Wilhelm said they did not enter onto Mr. an Cleave's property when they did the survey work. He stated he does not know exactly where his house i in relation to the indicated property lines. Chairperson YounQ requested clarification as to where the asphalt lies in relationship to Mr. Van Clea e's property. Georae Wilhem referred to the blueprint and clarified there is a 24 foot easement that goes to the west. Th re is a new pin which is an open circle 20 feet westerly from that enclosed circle. Mr. Wilhelm further stated he pavement would be east of that pin. Therefore, it would not go the full 24 foot width of the easement. He id it would probably be 8 feet easterly from the maximum width of that easement. Vice Chairperson Cox commented Mr. Van Cleave's driveway is actually further west than the curb th t is going to be installed as part of this road and therefore, we will not be encroaching any further or closer to his Planning Commission Meeting - August 23. 2001 Page 3 0 6 8B #4 at this point and as it was pointed out by Vice Chairperson Cox, this is bound to come back in the fu ure for more Variances. In closing, Commissioner Lima said he is against this project. Chairoerson YounQ remarked he has concerns with the access to Mr. Van Cleave's property. He stat d it does not appear to be enough room for Mr. Van Cleave to park next to his home and be clear of the pri ate road that goes back to the rest of the development. Additionally, he pointed out the lots that are planne for the development are around 6,000 square feet. He indicated Lot 3 and Lot 4 would accommodate fo r of those lots each which would be a total of eight more. Chairperson Young remarked that would make it igh density zoning as opposed to low density that is currently zoned for. He commented in order for Cente nial Drive to connect you would have to go across Mr. Jaeger's property but the property that he was addres ing as well. Lastly, he expressed concerns regarding the parking situation. Commissioner Miller questioned whether it would be easier to make this into a public street? Chairperson Younq interjected the standards would be for a public street rather than a private drive. Vice Chairperson Cox moved to deny Subdivision 01-01 and Variance 01-06 approval and requested that taff return with facts and findings to support the Commission's decision based on the comments made toni ht. Commissioner Lima seconded the motion. Motion unanimously carried. B. Zone Chan e 01-04 zone chan e from Marion Coun UTF Urban Transition Farm to Ci of Woodburn CG (Commercial Genera!), 3002 Stacy Allison Way, Wal-Mart. applicant. Staff read the applicable ORS Statement and provided a presentation as reflected in the Staff Report. recommended approval of the Zone Change request based on the information in the report. Commissioner Miller asked if this property was missed when everything was annexed into the City? Staff explained the zone change was not determined at the time the City annexed all of the islands into the City limits. Commissioner Fletcher asked what is the relationship between the applicant and the owner? Staff replied the applicant is the legal counsel for the property owner. Ex Parte Contacts ~ Chairperson Younq commented we are all familiar with the site. He stated this is the area with the explosive growth in the City right now. Testimony by the Applicant Mike Robinson. 900 SW 5th. Suite 2600. Portland. OR 97204 agreed with the Staff Report. However he pointed out that he typically makes the property owner the applicant because it looks odd to have the atto ey as the applicant. Mr. Robinson further stated he is representing Wal-Mart in this matter. He reporte for whatever reason, this area was overlooked when all of the property was originally annexed and develo ed as Wal-Mart. He credited Planning Staff for discovering that omission and brought it to his attention. Mr. Robinson added this application is entirely consistent with Section 4.10 of Woodburn Zoning Ordinan Chairperson YounQ stated for the record that this property is 34,05 feet wide and 1,329.76 feet long. Testimony by Proponents Scott Franklin. Pacific Land Desion. 10121 SE Sunnvside Rd. Suite 215. Clackamas. OR 97015 reiter ted Mr. Robinson's statement and stated he is acting as a representative for Wal-Mart stores. Vice Chairperson Cox questioned Mr. Franklin whether his firm is working on the plans for the expansio of the Wal-Mart site? Planning Commission Meeting - August 23, 200] Page 5 0 6 8B Scott Franklin replied affirmatively. Testimony by Opponents None Discussion Chairperson Younq closed the public hearing and opened the discussion to the Planning Commission Vice Chairperson Cox commented the request meets all of the requirements and it is more or Ie s a housekeeping Zone Change. He stated he favors the application. Commissioner Bandefow agreed with Vice Chairperson Cox. Commissioner Fletcher concurred with his fellow Commissioners. Commissioner Lima moved to approve Zone Change 01-04 and requested Staff return with facts and findings. Commissioner Bandefow seconded the motion, which unanimously carried. FINAL ORDER None DISCUSSION ITEMS None REPORTS A. Plannina Proiect Trackina Sheet (revised 8-13-01) B. Buildina Activity for Julv 2001 BUSINESS FROM THE COMMISSION ADJOURNMENT Vice Chairperson Cox moved to adjourn the meeting. Commissioner Lima seconded the motion which ca ried unanimously. Meeting adjourned at 8:16 p.m. APPROVED ON V?!l3(o1 OAT C)-IS-Of Date Planning Commission Meeting - August 23, 2001 Page 6 0 6 8C MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: September 12, 2001 ROLL CALL: Phyllis Bauer Marie Brown Ardis Knauf Kay Kuka - Present - Excused - Present - Present Barbara Pugh Kevin Schiedler Pat Will Mary Chadwick Ex-Officio - Excused - Present - Present - Excused STAFF PRESENT: Linda Sprauer, Director Judy Coreson, Recording Secretary GUESTS: None CALL TO ORDER: President Kay Kuka called the meeting to order at 12 Noon. SECRETARY'S REPORT: The monthly Board minutes of July 11, 2001 were approved as submitted. CORRESPONDENCE: None PUBLIC COMMENT: None DIRECTOR'S REPORT: Monthly Statistics: The monthly statistics were self-explanatory. number of people visiting the library for the month of August 15,584. Even though circulation statistics has shown a decreas circulation, the number of people visiting the library has increase Activities: A list of activities was distributed to the Board. "Pro er Ladies" will be presented by Deborah Goss and Anabel Graetz fr m Cambridge, MA, on Thursday, September 13, at 7 pm at he Woodburn High School Lectorium. In elegant costumes, they ill perform "Victorian Voices: Fun and Games", singing old favorites nd rare gems a capella. Beginning Tuesday, September 25, "Pri e Time Family Reading Time" is scheduled from 6 to 8 pm in the M Iti- Purpose and Carnegie Rooms at the library every Tuesday for ix weeks. This program is a reading, discussion and storytelling ser es based on illustrated children's books. This project is made possi Ie 1 '8C through a partnership between the Louisiana Endowment for Humanities (NEH) and the American Library Association Pu Iic Programs Office funded by an NEH grant. English and Spa ish Storytimes, Internet classes and the Book Discussion Gr up continues. Staff News: Mary Parra, Childen's Librarian, resigned effec ive August 31,2001, to take a librarian position at Nellie Muir Elemen ary School. The position is advertised and closes September 21. M ry will be retained on an hourly basis to conduct the "Prime Time Fa ily Reading Time" program, as she went to New Orleans for training for this program. Volunteer of the Month: Mary Singer was chosen Volunteer of he Month for August and Jesse Hodo was chosen for the mont of September. Grants: The "Ready To Read" grant has been submitted. The Dist ict LSTA grant is underway. They are gathering information for his feasibility study. OLD BUSINESS: Carnegie Exterior Project Update: The Carnegie building restorat on has begun. The brick is in the process of being cleaned. Som of the windows will be replaced. Hopefully, the roof project will s art soon while good weather continues. PNLA.. Conference Reports: Linda, Kay and Kevin reported on he sessions that they attended at Pacific Northwest Library Associati n. Woodburn/Canby Exchange Cards: The Director of the Canby Iibr ry indicated they were having difficulties with the Woodburn/Ca by Exchange Cards. Linda agreed with her since the Woodburn n n- resident fees have increased. Woodburn Public Library has had an agreement with Canby Public Library for a number of years. By t is special agreement and upon presentation of a valid Canby Pu lic Library card, a patron card could be issued for use in Woodb rn Public Library. This card was valid at Woodburn's library only a d did not allow holds or requests for materials from other libraries in t e CCRLS area (Chemeketa Cooperative Regional Library Servic ). The Canby patrons live in Clackamas County and pay taxes to support the Library Information Network of Clackamas Cou ty (L1NCC) and have access to the services of all of the libraries in t at network. Linda proposed to the Library Board to eliminate t e Library Board Minutes - 9/12/01 2 8C "handshake" agreement with Canby Library as of October 1. Curr nt cards would be honored until they expired. The Library Board vo ed unanimously to eliminate this agreement. NEW BUSINESS: L1NCC Conference: This conference is scheduled for Frid y, October 12, at the Wilsonville Holiday Inn. If any of the 80 rd members want to attend, please let Linda know. Some of the libr ry staff will be attending. Library Board Training: It was decided that Thursday, October 4, fr m 3 to 5 pm will be a Library Board training time at the library. Library Closure: The Library Board approved Linda's request to cI the library for a staff training/work day for Friday, October 19. BUSINESS TO/FROM THE CITY COUNCIL AND/OR MA VOR: None ADJOURNMENT: The meeting was adjourned at 12:45 pm. Respectfully Submitted, Cl~)~J, ~rJ ~-Zoreson Recording Secretary Library Board Minutes - 9/12/01 3 8D AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 CHECK DEPARTMENT VENDOR NAME VENDOR DATE NO NO 56448 SERVICES. PARKS WILSONVILLE LANES NONE 811/01 56449 SERV1CES.PARKS OAKS PARK NONE 811/01 56450 SERVICES.VARIOUS US POSTAL SERVICES 020089 811/01 56451 SERVICES. PARKS REGAL CINEMAS NONE 812/01 56452 VO I D VOID VOl D 56453 VO 10 VO 10 VO I 0 56454 VO I 0 VO I 0 VO I 0 56455 SUPPUES.UBRARY ELECTRONIC HANDBOOK NONE 8/3/01 56456 REFUND.WTRISWR CENTEX HOMES NONE 8/3/01 56457 REFUND-WTRISWR CENTENNIAL HOMES NONE 8/3/01 56458 SUPPUES.PARKS SS&S OREGON NONE 8/3/01 56459 SERVICES-POLICE OXFORD SUITES NONE 8/3/01 56460 SUPPLIES. LIBRARY MACGREGORS PUBLISH NONE 8/3/01 56461 SERVICES-MUSEUM TAP PLASTICS NONE 8/3/01 56462 SUPPLIES-LIBRARY CHUCK STENBERG NONE 8/3/01 56463 SUPPLlES.WATER A&A DRILLING SERVICE 000010 8/3/01 56464 SERV1CES.ENG AEROTEK1NC 000080 8/3/01 56465 SUPPLlES.L1BRARY AMERICANA PUBLISH 000370 8/3/01 56466 SERVICES.VARIOUS ARAMARK UNIFORM 000534 8/3/01 56467 SERVICES.WWTP AT&T 000623 8/3/01 56468 SERVICES-POLICE BM CLEANING SERV 001030 8/3/01 56469 SUPPlI ES-C GARAGE HOUSEHOLD BANK 001199 8/3/01 56470 SUPPUES.VARIOUS BIMART CORP 001275 8/3/01 56471 SERVICES- FI NANCE CANBY TELEPHONE 002062 8/3/01 56472 SERVICES.POLlCE CASE AUTOMOTIVE 002190 8/3/01 56473 SUPPUES.PARKS CASCADE COLUMBIA 002218 8/3/01 56474 SUPPLIES-LIBRARY CHEMEKETA COMM COll 002410 8/3/01 56475 SUPPLlES.lIBRARY CHIVERS 002460 8/3/01 56476 RET AINAGE.AOMIN ~ C1TV OF WOODBURN 002526 8/3/01 56477 SERVICES-POLICE CODE 4 PUB SAFETY 002629 8/3/01 56478 SUPPLIES. WATER CONSOLIDATED SUPPLY 002770 8/3/01 56479 SERVlCES-WWTP CORP INC 002879 8/3/01 56480 SUPPlIES.VARIOUS CTl CORP 002926 8/3/01 56481 SUPPlIES-L1 BRARY DONARS SPANISH BOOK 003250 8/3/01 56482 SUPPUES.WATER FAMIUAN NW 005030 8/3/01 56483 SERVICES.ADMIN FI RST CASCADE CORP 005130 8/3/01 56484 SERVICES-PARKS FIRST STUDENT 005143 8/3/01 56485 SUPPUES.UBRARY GALES GROUP 006015 8/3/01 56486 SUPPLlES.FINANCE GOYT FIN OFFICERS 006238 8/3/01 56487 SUPPlI ES. YMrP WW GRAINGER 006283 8/3/01 56488 SUPPUES.ENG GW HARDWARE 006405 8/3/01 56489 SERVICES.PARKS HERSHBERGER MTRS 007150 8/3/01 56490 SERVICES.WWTP HIRE CALLING 007240 8/3/01 56491 SUPPU ES.U BRARY INGRAM D1ST 008116 8/3/01 56492 SUPPlIES.ATTY LEGISLATIVE COUNSEL 011200 8/3/01 56493 SUPPLIES-LIBRARY LI BRARY ASSOC 011244 8/3/01 56494 SERVICES.COURT MSI GROUP 012015 8/3/01 56495 SERVICES. CABLE TV MUNICOM 012690 8/3/01 Page 1 AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 ',SD I 56496 SERV1CES-WWTP NEALS FRAMERV 013146 8/3/01 .52 56497 SERVICES.PARKS NEXTEL COMM 013188 8/3/01 156. 56498 SUPPLIES-WATER NORLlFT OF OREGON 013200 8/3/01 595.0 56499 SUPPLlES.PARKS NW RECREATION 013310 8/3/01 775. 56500 SERVICES. VARIOUS NW NATURAL 013350 8/3/01 $2 551.6 56501 SERVICES.ENG ONSITE ENVIRON 014055 8/3/01 0.8 56502 SERVICES.POLlCE OR DMV 014240 8/3/01 $9. 56503 SUPPLlES.WATER US FILTER 015065 8/3/01 $3 040. 56504 SERVICES. POLICE PARAGON LANDSCAPE 015118 8/3/01 720.0 56505 SUPPLlES.WATER PLATT ELECTRIC 015340 8/3/01 $11.7 56506 SERVICES.FINANCE POLAR SYSTEMS 015370 8/3/01 $9 389.6 56507 SERVICES. VARIOUS PORT GENERAL ELEC 015420 8/3/01 $13551.9 56508 SERVI CES. PARKS PORT GENERAL ELEC 015422 8/3/01 $5,817.3 56509 SERVICES.WWTP PORT GENERAL ELEC 015423 8/3/01 $ '200'1 56510 SUPPLlES.POLlCE POSITIVE PROMOTIONS 015464 8/3/01 281.0 56511 SUPPLlES.WWTP PRAXAIR DI5T 015480 8/3/01 $14.0 56512 SERVICES-VARIOUS QWEST 016201 8/3/01 193.4 56513 SERVICES- VARIOUS QWEST 016202 8/3/01 $1,119.3. 56514 SUPPLlES.LlBRARY QWEST DEX 016203 8/3/01 $88.9~ 56515 SUPPLI ES. PARKS SCOT CUSTODIAL 018308 8/3/01 165.0P 56516 SUPPLlES.POLlCE SCOTSS CYClI NG 018310 8/3/01 101.8~ 56517 SUPPLlES.L1BRARY SOUTHERN OR HIST 018617 8/3/01 $20. 56518 SUPPLlES.PARKS TAYLOR MOTORCYCLE 019033 8/3/01 $ ,009. e&519 SERVICES.ENG TEK SYSTEMS 019046 8/3/01 460. 56520 SUPPLlES.VARIOUS US OFFICE PROD 019100 8/3/01 $ ,961. 56521 SUPPLIES-VARIOUS UNOCAL:ERNIE GRAHAM 020010 8/3/01 313. 0 56522 SERVICES.FI NANCE US BANK 020058 8/3/01 400.00 56523 SERVI CES. PARKS VERIZON WIRELESS 021123 8/3/01 $19.1:4 56524 SUPPLlES-ATTY WEST GROUP 022160 8/3/01 27.50 56525 SUPPLlES.L1BRARY WILLAMETTE WEEK 022375 8/3/01 $74.~ 56526 SERVICES.POLlCE WBN FLORIST 022600 8/3/01 $45. 56527 SUPPLlES.WATER WBN RENT.ALL 022708 8/3/01 $85. 56528 SUPPLlES.ADMIN WBN TOGETHER 022750 8/3/01 $200. 0 56529 SUPPLlES.L1BRARY WORLD MEDIA EXPRESS 022815 8/3/01 $555.09 56530 SUPPLIES. VARIOUS YES GRAPHICS 024025 8/3/01 $ ,306.QO 56531 REI MBURSE-RSVP BILL FAULHABER 035240 8/3/01 $35.00 56532 REIMBURSE.RSVP DONNA GRAMSE 035260 8/3/01 $26.~ 56533 REIMBURSE-RSVP VADA OWENS 035590 8/3/01 $5. :0 56534 REI MBURSE.RSVP JUNE WOODCOCK 035648 8/3/01 $17.00 56535 REI MBURSE. RSVP JAY WOODS 035763 8/3/01 $33.00 56536 SERVICES.PARKS WILSONVILLE FAMILY NONE 8/9/01 $591.25 56537 SERVICES.WATER VALLEY MAl LI NG 021044 8/9/01 $686.40 56538 VOID VOl D VO I D $0.00 56539 VOID VO I 0 VO 10 $0.00 56540 VOID VO 10 VOID $0.00 56541 SUPPLlES.WWTP ADIRONDACK DIRECT NONE 8/10/01 $38.()4 56542 SERVICES-FINANCE MT BACHELOR VILLAGE NONE 8110/01 $217.$0 56543 SERVICES.COURT VALLEY RIVER INN NONE 8110/01 $289.59 56544 REFUND.PUB WKS JM GIRARD NONE 8/10/01 $62.50 56545 SERVICES.COURT OACA NONE 8/10/01 $125.00 Page 2 I AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 i~D I 56546 SERVICES-POLICE OR DMV 014240 8110/01 56547 SUPPLlES-C STORES ADVANCED LASER 000066 8/10/01 56548 SERVICES-WWTP AFFORDABLE CLEANING 000083 8/10/01 56549 SERV1CES-STREET AG WEST SUPPLY 000096 8110/01 56550 SUPPLlES.WWTP ALEXANDER HAMIL TON 000119 8/10/01 56551 SERVICES- TRANS ALL OUT FIRE & SAFETY 000130 8/10/01 56552 SUPPLlES.VARIOUS AM FIRE PROTECT1ON 000222 8110/01 56553 REIMBURSE-WWTP LARRY ARENDT 000497 8/10/01 56554 SERVICES. VARIOUS ARCH WI RELESS 000535 8110/01 56555 SERVICES-WWTP AT&T 000623 8/10/01 56556 REIMBURSE.POLlCE ROBERT BALDWIN 001071 8/10/01 56557 SERVICES-ATTY BEERY & ELSNER LLP 001230 8/10/01 56558 SUPPLlES.WWTP BLACK BOX CORP 001286 8110/01 56559 SERVICES. VARIOUS BOLDT CARLISLE & SMITH 001345 8/10/01 56560 SERVICES-PLANNI NG ROGER BUDKE 001580 8/10/01 56561 SERVICES-SELF INS CIS:C1TV CTY lNS 002488 8/10/01 56562 SUPPLI ES-STREET COLUMBIA SUPPLY 002681 8/10/01 56563 SERVICES-POLICE MARGOT COMLEY 002686 8/10/01 56564 SERVICES. POLICE COMPAQ FlN SERV 002724 8/10/01 56565 SERVICES-FI NANCE DIRECT LINK 003240 8110/01 56566 SERVICES.FI NANCE DP NORTHWEST 003264 8/10/01 56567 SERVICES. POLICE DAVID DRYDEN 003280 8/10/01 56568 SERVICES. POLICE EVEN FREE 004428 8/10/01 56569 SUPPLlES.WWTP FIELD INSTRUMENTS 005091 8/10/01 56570 SUPPLIES-PARKS FISHERS PUMP 005147 8110/01 56571 SERVICES.WWTP HIRE CALLI NG 007240 8/10/01 56572 SERVICES.WWTP IKON OFFICE 008119 8/10/01 -56573 SUPPUES-C STORES lAZERQUICK 0111n 8/10/01 56574 SERVICES-WATER LI NOS MARKET 011240 8/10/01 56575 SERVICES-POLICE L T J ENTERPRISES 011365 8/10/01 56576 SERV1CES.PUB WKS ~ MARION CTY CLERK 012087 8/10/01 56577 SERVICES. VARIOUS MARION CTY TREASURY 012223 8/10/01 56578 SERVICES.POLlCE MARK CARROLL SONS 012230 8/10/01 56579 SUPPLIES-VARIOUS METROFUEUNG 012448 8/10/01 56580 SERVICES-WWTP MOLALLA COMM 012563 8/10/01 56581 SERVICES. POLICE NORCOM 013198 8110/01 56582 SERVICES.WWTP N CREEK ANAL YT1CAL 013216 8110/01 56583 SUPPLI ES.WWTP NORTHSTAR CHEMICAL 013235 8/10/01 56584 SERVICES. STREET NW NATURAL 013350 8/10/01 56585 SERVICES. STREET ONE CAll CONCEPTS 014054 8/10/01 56586 SERVICES-ENG ONSITE ENVIRON 014055 8/10/01 56587 SERVICES-NON DEPT OR DEPT OF ADMIN SERV 014198 8/10/01 56588 SERVICES. PO Ll CE OR DMV 014240 9110/01 56589 SERVICES.STREET OR DEPT OF TRANS 014260 8110/01 56590 SUPPLIES. POLICE OR FIRE EQUIPMENT 014304 8/10/01 56591 SERVICES-PARKS OR REC & PARKS 014431 8/10/01 56592 SUPPLlES.WATER PAC STATES CAST IRON 015050 8/10/01 56593 SUPPLI ES-STREET PLATT ELECTRIC 015340 8/10/01 56594 SERVICES. VARIOUS PORT GENERAL ELEe 015420 8/10/01 56595 SUPPLI ES-STREET POTTERS INDUSTRIES 015468 8/10/01 Page 3 AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 8D 56596 SUPPUES.VARlOUS PUBUC WORKS SUPPLY 015648 8/10/01 56597 SERVICES. VARIOUS QWEST 016202 8/10/01 56598 REIMBURSE.PARKS BRIAN SJOTHUN 018456 8/10/01 56599 SUPPUES.WATER SIX STATES DlST 018513 8/10/01 56600 SUPPLlES.C GARAGE SPENCER ENVIRON 018691 8/10/01 56601 SERVICES.ENG TEK SYSTEMS 019046 8/10/01 56602 SUPPlIES.VARIOUS US OFFICE PROD 019100 8110/01 56603 SUPPLIES-STREET TRAFFIC SAFETY 019220 8/10/01 56604 SERVICES.STREET UNION PACIFIC RAILROAD 020015 8/10/01 56605 SERVlCES.VARIOUS UNITED DISPOSAL 020020 8/10/01 56606 SUPPLIES-WWTP USA BLUEBOOK 020046 8/10/01 56607 SUPPLlES.WWTP US CRANE & HOIST 020057 8/10/01 56608 SUPPlIES.'WWTP US GOV'T BOOKSTORE 020061 8110/01 56609 SUPPLlES-ENG UTILITY VAULT CO 020165 8/10/01 56610 SERVICES-ADMIN VALLEY MAILING 021044 8/10/01 56611 SERVICES-SELF INS VP CONSULTING 021260 8/10/01 56612 SUPPLIES. OAR WILCO FARMERS 022292 8/10/01 56613 SERVICES.WWTP WILLAMETTE FENCE 022335 8/10/01 56614 SERVICES.CABLE TV WCAT 022547 8110/01 56615 SERVICES. POLICE WBN GARAGE DOOR 022605 8/10/01 56616 SUPPLlES.VARIOUS YES GRAPHICS 024025 8/10/01 56617 PAYROLL. PUB WKS ICMA RETIREMENT 008023 8/13/01 56618 PETTY CASH.VARIOUS CITY OF WOODBURN 015255 8/14/01 56619 SERVICES.WATER VALLEY MAILING SERV 021044 8/16/01 56620 VOl D VOID VOl D 56621 VOID VO I D VO I D 56622 VOID VOID VOID 56623 VOl D VOID VOID 56624 VOl D VOID VOID 56625 SERVICES. PARKS ULTIMATE ENTERTAINMENT NONE 8/17/01 56626 REFUND.WTRlSWR -LUCKEY CO NONE 8117/01 56627 REFUND. WTR/SWR MARK NYMAN NONE 8/17/01 56628 REFUND.WTR/SWR HENRY JAEGER NONE 8/17/01 56629 REFUND.WTRlSWR BOYD WILSON NONE 8/17/01 56630 REFUND.WTR/SWR SPRINGHAVEN APTS NONE 8/17/01 56631 REFUND. WTR/SWR EDWARD DICKENSON NONE 8/17/01 56632 REFUND.WTRISWR LUCKEY CO NONE 8/17/01 56633 REFUND-PLANNI NG HOLIDAY BUILDERS NONE 8/17/01 56634 REFUND-PARKS KI NGS DEN NONE 8/17/01 56635 SERVICES-PARKS AUSTIN WOLFER NONE 8/17/01 56636 SERVICES. POLICE EAGLE CREST RESORT NONE 8/17/01 56637 SERVICES.POLlCE MT BACHELOR VILLAGE NONE 8/17/01 56638 SERVICES-POLICE EUGENE HILTON NONE BI17/01 56639 SUPPLIES. POLICE CHAINC NONE 8/17/01 56640 SERVICES. POLICE FBINAA OREGON CHAPTER NONE 8/17/01 56641 SERVICES.PLANNING LCOG.OPI NONE 8117/01 56642 SERVICES. POLICE SDSD CONFERENCE NONE 8/17/01 56643 SERVICES.ENG AEROTEKINC 000080 8/17/01 56644 SERVICES.WATER AMTEST OREGON 000400 8/17/01 56645 SERVICES.PUB WKS A.1 STRAIGHT LINE 000412 8/17/01 Page 4 AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 8D 56646 SERVICES.WATER ARAMARK UNIFORM 000534 8/17/01 56647 SERVICES.ENG A.T.E.P INC 000550 8/17/01 56648 SERVICES.PARKS METROCALL 000655 8/17/01 56649 SERVICES.POUCE LANGUAGE UNE SERV 000659 8/17/01 56650 SUPPLIES-POLICE BLUMENTHAL UNIFORM 001310 8/17/01 56651 SUPPLIES-WATER BROOKS HARDWARE 001480 8/17/01 56652 SERVICES.'WWTP BROWN & CALDWELL 001573 8/17/01 56653 SUPPLI ES-WWTP BUCHANAN AUTOMATION 001579 8/17/01 56654 SERVICES. POLICE BULLARD,SMITH,JERNSTEDT 001584 8/17/01 56655 SERVICES.PARKS C.G. CONSTRUCTION 002380 8/17/01 56656 SERVICES-SELF INS CIS CITY CTYINS 002488 8/17/01 56657 SERVICES. PARKS COLLINS MECHANICAL 002635 8/17/01 56658 SUPPUES.STREET COLUMBIA SUPPLY 002681 8/17/01 56659 SUPPlIES.WATER CONS SUPPLY 002770 8/17/01 56660 SERVICES.WWTP CORPINC 002879 8/17/01 56661 SERVICES.ENG CRANE & MERSETH 002896 8/17/01 56662 SUPPLlES.WWTP CRONATRON WELDING 002915 8/17/01 56663 SERVICES-POLICE CRYSTAL SPRINGS WTR 002919 8/17/01 56664- SERVICES. VARIOUS DE HAAS & ASSOC 003108 8/17/01 56665 SUPPLlES.ADMIN THE DESK DEALER 003215 8/17/01 56666 SUPPLlES.STREET ENVIRO CLEAN EQUIP 004206 8/17/01 56667 SUPPUES-WTR FAMIUAN NW 005030 8/17/01 56668 SERVICES-PARKS FIRST STUDENT INC 005143 8/17/01 56669 SERVICES. PARKS FORD MOTOR CREDIT 005248 8/17/01 56670 SERVICES.PARKS FOTO MAGIC 005258 8/17/01 56671 SERVICES. PARKS FOURSOM GOLF CARS 005265 8/17/01 56672 SUPPLI ES-FI NANCE FRYS ELECTRONICS 005405 8/17/01 56673 SUPPUES-STREET GK MACHINE 006009 8/17/01 56674 SERVICES. PARKS GELCO CONSTRUCTION 006058 8/17/01 56675 SUPPLIES-PUB WKS HAL TON CO 007046 8/17/01 56676 SERVICES. PARKS ~ HERSHBERGER MTRS 007150 8/17/01 56677 SERVICES. PARKS HUBBARD PLUMBI NG 007323 8/17/01 56678 SERVICES-SELF INS HUGGINS INS AGENCY 007333 8/17/01 56679 SUPPUES.'WWTP INDUSTRiAl WELDING 008100 8/17/01 56680 SERVICES.C STORES 10S CAPITAL 008118 8/17/01 56681 SERVICES-BUILD INTl CONF OF BUILDING 008290 8/17/01 56682 SERVICES. PARKS KUNERT ELECTRIC 010360 8/17/01 56683 SERVICES-NON DEPT LEAGUE OF OR CITIES 011110 8/17/01 56684 SUPPlIES.WATER LITTLE CHEMICAL 011285 8/17/01 56685 SUPPUES.WATER MANUFACTURES TOOL 012070 8/17/01 56686 SERVICES.WWTP MARION CTY SHERIFFS 012190 8/17/01 56687 SERVICES.WWTP MORSE BROS 012611 8/17/01 56688 SERVICES.PARKS MUFFLERS HITCHES 012655 8/17/01 56689 SERVICES. ENG MULTI TECH ENG 012682 8/17/01 56690 SERVICES. PARKS NATIONAL REC & PARKS 013090 8/17/01 56691 SERVICES.ENG ONSIlE ENVIRON 014055 8/17101 56692 SERVICES. RECORDER OR STATE POLICE 014535 8/17/01 56693 SUPPlIES.WATER US FILTER 015065 8/17/01 56694 SUPPLIES. PARKS PEPSI COLA 015225 8/17/01 56695 SERVICES.VARIOUS PORT GENERAL ELEC 015420 8/17/01 Page 5 AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 8D 56696 SERVICES. PARKS PURK1SS ROSE RSI 015670 8/17/01 56697 SERVICES-WATER QWEST 016202 8/17/01 56698 SUPPlI ES. PARKS RADIO SHACK 017030 8/17/01 56699 SERVI CES. PARKS RSS ARCHITECTURE 017346 8/17/01 56700 SUPPLIES. VARIOUS LES SCHWAB TIRE 018300 8/17/01 56701 SERVICES-WWTP SIERRA SPRINGS 018460 8/17/01 56702 SERVICES-NON DEPT ST ATESMAN JOURNAL 018760 8/17/01 56703 REI MBURSE-WWTP CURTIS STULTZ 018805 8/17/01 56704 SERVICES. PUB WKS SUNHAWK INTL 018815 8/17/01 56705 SUPPLIES-VARIOUS CORPORATE EXPRESS 019100 8/17/01 56706 SERVICES.STREET THE THALER CO 019128 8/17/01 56707 SUPPLI ES.PARKS THOUSAND MILE OUTDOOR 019146 8/17/01 56708 SUPPLI ES. STREET UNOCAL:ERNIE GRAHAM 020010 8/17/01 56709 POSTAGE-PARKS US POSTAL SERV 020090 8/17/01 5671 0 SUPPLlES.STREET WILCO FARMERS 022292 8/17/01 56711 SERVICES. PARKS WBN FLORIST 022600 8/17/01 56712 SERVICES. NON DEPT WBN INDEPENDENT 022630 8/17/01 56713 SUPPLI ES. VARIOUS YES GRAPHICS 024025 8/17/01 56714 REIMBURSE.WATER BEULAH JORDAN 045320 8/17/01 56715 PETTY CASH.VARIOUS CITY OF WOODBURN 015255 8/17/01 56716 SERVICES-COURT VALLEY RIVER INN NONE 8/21/01 56717 SERVICES.COURT OR MUNI JUDGES ASSOC NONE 8/21/01 56718 SERVICES-WATER CHECK POINT NONE 8/22/01 56719 SERVICES.WATER VALLEY MAILING 021044 8/23/01 56720 SERVICES-LIBRARY BILL HUGHES NONE 8/23/01 56721 SERVICES-POLICE MCCURDY TRAVEL 012365 8/23/01 56722 PETTY CASH.VARIOUS CITY OF WOODBURN 015255 8/24/01 56723 SERVICES.WNTP CITY OF PORTLAND NONE 8/27/01 56724 SERVICES. WATER VALLEY MAILING 021044 8/30/01 56725 VOID VOID VOID 56726 VOID ~VOID VOID 56727 VO I D VOID VOID 56728 REFUND.WTR HENRY JAEGER NONE 8/31/01 56729 REFUND.WTRlSWR SANDSTRUM HOMES NONE 8/31/01 56730 SUPPlIES-WWTP CHARNSTROM NONE 8/31/01 56731 SERVICES. POLICE NATIONAL CRIME PREV NONE 8/31/01 56732 SUPPLIES. MUSEUM ALA NONE 8/31101 56733 REFUND. WTR/SWR LUCKEY CO NONE 8/31/01 56734 REFUND.BUILDING LAYLA MORIMOTTA NONE 8/31/01 56735 REFUND.PARKS ADRIAN QUINTERO NONE 8/31/01 56736 SUPPLlES.POLlCE DAN CHRISTENSEN NONE 8/31/01 56737 SERVICES-POLICE HOWARD JOHNSON NONE 8/31/01 56738 SERVICES-RECORDER EAGLE CREST INN NONE 8/31/01 56739 SERVICES.WWTP AIRBORNE EXPRESS NONE 8/31/01 56740 DUES-MUSEUM PORTLAND OR VISITORS ASSOI NONE 8/31/01 56741 REFUND. BUS LICENSE WOODBURN MUFFLER NONE 8/31/01 56742 REFUND. BUS LICENSE RUTH A DOMAN NONE 8/31/01 56743 SERVICES-POLlCE DPSST REGIONAL TRAIN NONE 8/31/01 56744 SERVICES.BUILDING OR MECH OFFICIAL ASSOC NONE 8/31/01 56745 SERVICES-VARIOUS A&A PEST CONTROL 000011 8/31/01 Page 6 A/P CHECK LISTING FOR THE MONTH OF AUGUST 2001 8D 56746 SERVICES. PARKS ABBYS PIZZA 000027 8/31/01 56747 SERVICES. PARKS ACE SEPTIC 000031 8/31/01 56748 SUPPLlES.WWTP ABIQUA SUPPLY 000034 8/31/01 56749 SUPPLIES-WATER ADAMS CONSUL T1NG 000046 8/31/01 56750 SERVICES.ENG AEROTEKINC 000080 8/31/01 56751 SUPPLlES.PARKS ALL TEAM IMAGE 000133 8/31/01 56752 SUPPLIES. PUB WKS ALS GARDEN 000160 8/31/01 56753 SERVICES.WATER AMTEST OREGON 000400 8/31/01 56754 SUPPLlES.VARIOUS A.l COUPLING 000409 8/31/01 56755 SUPPLIES-BUiLDING ANDERSON GRAPHIC 000429 8/31/01 56756 SERVICES-VARIOUS ARAMARK UNI FORM 000534 8/31/01 56757 SUPPLEIS-WWTP ATCOINTL 000549 8/31/01 56758 SUPPlIES.VAR1OUS AWARDS & ATHLETICS 000580 8/31/01 56759 SERVICES.VARIOUS AT&T 000623 8/31/01 56760 SUPPLIES-PARKS BASHORS 001156 8/31/01 56761 SUPPlIES-C GARAGE BATTER1ES NW 001159 8/31/01 56762 SUPPLl ES. PARKS HOUSEHOLD BANK 001199 8/31/01 56763 SUPPLI ES.STREET BEN.KO-MATIC 001200 8/31/01 56764 SUPPlIES.PARKS BEN FRANKLIN 001205 8/31/01 56765 SUPPLlES.VARIOUS BIMART CORP 001275 8/31/01 56766 SERVICES.ENG CASE AUTOMOTIVE 002190 8/31/01 56767 SUPPlIES.PARKS CASCASE COLUMBiA 002218 8/31/01 56768 SUPPLIES-PARKS CASCADE POOL 002226 8/31/01 56769 SUPPLI ES-PARKS CDW GOVERNMENT 002320 8/31/01 56770 SUPPUES.'WWTP CHERRY C1TY ELECTRIC 002424 8/31/01 56771 SUPPLlES.VARIOUS COASTAL FARM 002625 8/31/01 56772 SERVICES-POLICE MARGOT COMLEY 002686 8/31/01 56773 SUPPlIES.WATER CONSOLIDATED SUPPLY 002770 8/31/01 56774 SUPPLlES.WATER E.S. CONSTANT CO 002773 8/31/01 56775 SUPPLlES-WWTP CRONATRON WELDING 002915 8/31/01 56776 SUPPlIES.VAR1OUS - CTL CORP 002926 8/31/01 56777 REIMBURSE.PARKS KRISTI DAVIDSON 003072 8/31/01 56778 SUPPLlES.VARIOUS DAVISON AUTO 003080 8/31/01 56779 SUPPlIES.'WWTP DELL COMPUTER 003113 8/31/01 56780 LOAN PAY.WWTP DEPT OF ENVIRO QUALITY 003205 8/31/01 56781 SERVICES.FINANCE DP NORTHWEST 003264 8/31/01 56782 SERViCES. PARKS ENGELMAN ELECTRiC 004190 8/31/01 56783 SUPPLlES.VARIOUS FAMILlAN NW 005030 8/31/01 56784 SUPPU ES. VARIOUS FARM PLAN 005062 8/31/01 56785 SERV1CES-PARKS FIRST STUDtNT 005143 8/31/01 56786 SUPPLI ES-PARKS FISHERS PUMP 005147 8/31/01 56787 SERVICES-POLICE FOTO MAGIC 005258 8/31/01 56788 SUPPUES.STREET GK MACH1NE 006009 8/31/01 56789 SUPPLlES.POLlCE GALLS I NC 006011 8/31/01 56790 SERVICES.WWTP GE CAPITAL 006045 8/31/01 56791 SUPPUES.UBRARY GE CAPITAL 006079 8/31101 56792 SUPPLI ES. PARKS GOAL SPORTING GOODS 006217 8/31/01 56793 REIMBURSE-PARKS JENNI FER GOODRICK 006225 8/31/01 56794 SERVICES.COURT MARK GORELI K 006232 8/31/01 56795 SUPPLIES. VARIOUS GW HARDWARE 006405 8/31/01 Page 7 AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 8D 56796 SERVlCES.WWTP HlRE CALUNG 007240 8/31/01 $5309.6Q 56797 SERVICES.SELF INS HUGGINS INS AGENCY 007333 8/31/01 $3 971'5 56798 SUPPLlES.VARIOUS INDUSTRIAL WELDING 008100 8/31/01 135.9 56799 SUPPUES.UBRARY lNGRAM DIST GROUP 008116 8/31/01 $1,342. 56800 SERVICES. VARIOUS 10S CAPITAL 008118 8/31/01 913.57 56801 SERVICES-WATER IKON OFFICE 008119 8/31/01 $11.0~ 56802 SUPPLlES.C GARAGE INTERSTATE AUTO 008295 8/31/01 $90.27 56803 SERVICES.WWTP ITT FL YGT CORP 008395 8/31/01 246.0p 56804 RENT .POLlCE KEY INVESTMENTS 010080 8/31/01 $ .592.; 56805 SUPPLlES.VI\RIOUS L & L BU1LO\NG 011010 8/31/01 392. 1 56806 REIMBURSE-FINANCE GERALD LEIMBACH 011190 8/31/01 $85.; 56807 SUPPLlES.PARKS LINCOLN EQUIPMENT 011250 8/31/01 160.0 56808 SERVICES-TRANSIT M&M AUTO WRECKlNG 012003 8/31/01 $65.00 56809 SERVICES.BUILDING MARION CTY BLDG 012090 8/31/01 $187.~0 56810 SERVICES. POLICE MARION CTY TREASURY 012223 8/31/01 $280.79 I 56811 SERVICES-PARKS MARION ENVIRON 012227 8/31/01 $12.~0 56812 SERVICES. POLICE MARK CARROLL SONS 012230 8/31/01 $500.<)0 56813 SUPPLlES.WWTP MCGUIRE BEARING 012384 8/31/01 $109.89 56814 REI MBURSE. MUSEUM KUlA MERWIN 012440 8/31/01 $73.$7 56815 SUPPLlES.vARIOUS METROFUELlNG 012448 8/31/01 $ ,502.86 56816 SUPPLI ES. TRANSIT MR p'S AUTO PARTS 012510 8/31/01 $57.99 56817 SERVICES-POLICE MUFFLERS HITCHES 012655 8/31/01 $360.00 56818 SERV1CES.WWTP MURRELL.HICKEY 012699 8/31/01 $1,321.40 56819 SUPPLI ES.STREET NEWMAN TRAFFIC SIGNS 013170 8/31/01 $312.00 56820 SERVICES.VARIOUS NEXTEL COMM 013188 8/31/01 1,473.70 56821 SERVICES.ADMI N NORCOM 013198 8/31/01 $ 1,590.00 56822 SERVICES.WWTP NORTH CREEK ANALYTICAL 013216 8/31/01 $234.00 56823 SUPPLlES-WWTP NORTHSTAR CHEMICAL 013235 8/31/01 3,938.55 56824 SERVICES.ENG NW GEOTECH 013287 8/31/01 2,882.28 56825 SERVICES-VARIOUS ONE CALL CONCEPTS 014054 8/31/01 $77.40 56826 SERVICES-ENG - ONSlTE ENVlRON 014055 8/31/01 1,255-00 56827 SUPPlIES.ATTY OR DMV 014240 8/31/01 $23.00 56828 SERVICES.STREET OR DEPT OF TRANS 014260 8/31/01 $ 2,600.00 56829 SUPPU ES. MUSEUM OR HISTORICAL SOCIETY' 014317 8/31/01 $48.00 56830 SERVICES.PARKS OR REC & PARKS 014431 8/31/01 $40.00 56831 SUPPLlES.TRANSIT OTIS FRICTION 014690 8/31/01 $304.48 56832 SUPPUES-VARIOUS PAULS SMAll MOTOR 015175 8/31/01 $590.10 56833 SUPPLlES.PARKS PEPSI COLA 015225 8/31/01 $697.70 56834 SUPPLlES.WWTP PLATT ELECTRIC 015340 8/31/01 $352.26 56835 SUPPLIES-PARKS PORTLAND BOTTUNG 015415 8/31/01 $355.76 56836 SUPPLlES-WWTP PORTLAND PRECISION 015447 8/31/01 $18.50 56837 SUPPLlES.WWTP PRAXAIR DIST 015480 8/31/01 $14.46 56838 SUPPLIES. PARKS PROMOTIONS WEST 015563 8/31/01 $214.80 56839 SUPPLlES.WWTP QUALITY CONTROL SERV 016063 8/31/01 1,001.00 56840 SERVI CES. Fl NANCE QWEST 016202 8/31/01 $223.00 56841 SERVICES.WATER RADIX CORP 017035 8/31/01 $256.74 56842 SUPPlI ES. PARKS RIDDEL ALL AMERICAN 017205 8/31/01 $252.00 56843 SERVICES.POLlCE RI NGEYS RADAR 017210 8/31/01 $122.02 56844 SUPPLI ES-PARKS ROTHSIGA 017340 8/31/01 $454.79 56845 SERVICES. VARIOUS LES SCHWAB TIRE 018300 8/31/01 $1,714.37 Page 8 AlP CHECK LISTING FOR THE MONTH OF AUGUST 2001 8D 56846 REIMBURSE.ATTY N ROBERT SHIELDS 018450 8/31101 56847 SUPPLIES-POLICE SILKE COMM 018467 8/31/01 56848 SUPPlIES.STREET SILVERTON FOUNDRY 018475 8/31/01 56849 SERVICES-PARKS SONITROL 018605 8/31/01 56850 SERVICES-PARKS SOS LOCK SERVICE 018608 8/31/01 56851 SUPPLIES-PARKS SPORTS SUPPLY GROUP 018694 8/31/01 56852 SERVICES. POLICE STATE OF OREGON 018753 8/31/01 56853 SERVICES-NON DEPT STATESMAN JOURNAL 018760 8/31/01 56854 SERVICES.STREET 301 LLC 019004 8/31/01 56855 SUPPlIES.ADMIN TAP PLASTICS 019025 8/31/01 56856 SERVICES.ENG TEK SYSTEMS 019046 8/31/01 56857 SUPPLlES.WWTP UNOCAL:ERNIE GRAHAM 020010 8/31/01 56858 SERVICES. POLICE VERIZON WIRELESS 021124 8/31/01 56859 SUPPlI ES.PARKS VIKING OFFICE 021180 8/31/01 56860 SERVICES. PUB WKS VISTICAS TREE EXC 021201 8/31/01 56861 SUPPLIES-FINANCE WALL STREET JOURNAL 022030 8/31101 56862 SUPPlI ES-POLlCE WATERSHED 022082 8/31/01 56863 SUPPLI ES-STREET WEAR GUARD 022115 8/31/01 56864 SUPPlI ES.TRANSIT WESTERN BUS SALES 022175 8/31/01 56865 SUPPLIES. PARKS WI LL RED CROSS 022328 8/31/01 56866 SUPPLIES-PARKS WILSONVILLE LOCK 022422 8/31/01 56867 SUPPlIES.PARKS WITHERS LUMBER 022445 8/31/01 56868 SERVICES-PARKS WOLFERS HEATING 022460 8/31/01 56869 SUPPLlES.VARIOUS WBN FERTILIZER 022590 8/31/01 56870 SERVICES.POllCE WBN FLORIST 022600 8/31/01 56871 SERVICES.WATER WBN GARAGE DOOR 022605 8/31/01 56872 SERVICES. VARIOUS WBN INDEPENDENT 022630 8/31/01 56873 SUPPlIES.VARIOUS WBN RENT.ALL 022708 8/31/01 56874 SUPPLIES-VARIOUS YES GRAPHICS 024025 8/31/01 56875 REIMBURSE.RSVP DOROTHY COOMBS 035220 8/31/01 56876 REIMBURSE.RSVP ~ BILL FAULHABER 035240 8/31/01 56877 REIMBURSE.RSVP DONNA GRAMSE 035260 8/31/01 56878 REIMBURSE.RSVP CHARLES MOHLER 035555 8/31/01 56879 REIMBURSE.RSVP VADA OWENS 035590 8/31/01 56880 REI MBURSE-RSVP JUNE WOODCOCK 035648 8/31/01 56881 REI MBURSE.RSVP JAY WOODS 035763 8/31/01 56882 REIMBURSE.DAR DOROTHA BORLAND 045100 8/31/01 56883 REI MBURSE-DAR SALL Y BUSE 045110 8/31/01 56884 REI MBURSE.DAR CORNELIUS DONNELLY 045230 8/31/01 56885 REIMBURSE.OAR AL T A FULLER 045270 8/31/01 56886 REIMBURSE.OAR LEONARD GIAUQUE 045290 8/31/01 56887 REIMBURSE. OAR AGNES HAGENAUER 045310 8/31/01 56888 REI MBURSE. OAR FRED HAYES 045315 8/31/01 56889 REIMBURSE.DAR ROBERT HURST 045318 8/31/01 56890 REIMBURSE.DAR BEULAH JORDAN 045320 8/31/01 56891 REIMBURSE. OAR J WARD O'BRIEN 045497 8/31/01 56892 REIMBURSE.DAR STEVE STURN 045585 8/31/01 $2,474 208.88 Page 9 MEMO 8tE From the office of the City Attorney TO: MAYOR AND CITY COUNCIL ( N. ROBERT SHIELDS, CITY A TIORNEY f/' t J MEMORANDUM OPINION 2001-03 REAPPORTIONMENT OF CITY COUNCIL WARDS FROM: RE: DATE: SEPTEMBER 21, 2001 The City Administrator requested that I prepare this Legal Opinion in response to some questions which were raised at the September 17, 2001 ward boundaries workshop. NRSlkv Attachment \8E MEMORANDUM OPINION 2001-03 TO: MAYOR AND CITY COUNCIL JOHN C. BROWN, CITY ADMINISTRATOR N. ROBERT SHIELDS, CITY ATTORNEY tItt ~ SEPTEMBER 21, 2001 FROM: DATE: SUBJECT: REAPPORTIONMENT OF CITY COUNCIL WARDS I. Back~round: On September 17, 2001 the City Council conducted a ward boundaries workshop. The City has contracted with the Mid-Willamette Valley Council of Govemments (COG) to develop ward population data. The City Council has indicated that it will use a set of criteria, also applied in 1991, to assist it in redrawing the ward boundaries. II. Question: What is the authority does the City Council have to reapportion wards and what legal standards govern this process? III. Answer: The City Council is vested with a large amount of discretion in apportioning wards as long as it complies with the Woodburn City Charter and the federal Equal Protection Clause, which requires that substantial equality of population be achieved within the wards. IV. Discussion: In order to understand the legal requirements for the adjustment of local ward boundaries, it is important to know what is required on the federal and state levels. Confusion and misunderstanding can result when important distinctions between federal, state and local processes are not recognized. Different legal standards applicable to each of these levels. A. U.S. Con~ressional Reapportionment The primary purpose for the federal census is to apportion members of the U.S. House of Representatives among each of the states based upon population. This is legally required by 8E Memorandum Opinion No. 2001-03 September 21, 2001 Page 2 Article I, Section 2 ofthe United States Constitution which reads as follows: Representatives and direct taxes shall be apportioned among the several states which may be included within this union, according to their respective numbers... The actual enumeration shall be made within three years after the first meeting of the Congress of the United States and within every subsequent term of ten years, in such manner as they shall by law direct. The U.S. Supreme Court has decided numerous cases in this subject area. Wesbe v. Sande s, 376 U.S. 1 (1964) and a number of subsequent cases have required that the population of Congressional districts within the same state be as nearly equal in population as practicable. legal standard for the drawing of U.S. Congressional districts is one "strict equality." For instance, the U.S. Supreme Court struck down one federal reapportionment plan with an over range of less than 1 % because another plan also before the Legislature had demonstrated that n even smaller range was practicable. B. State Redistrictin2 Requirements Reynolds v. Sims, 377 U.S. 533 (1964) is the famous case where the U.S. Supreme Court rule that both houses of a bicameral state legislature must be districted on a population basis. This ruling was not based upon Article 1, Section 2, but upon the Equal Protection Clause of the Fourteenth Amendment. In articulating the legal standard for the redistricting of state legislatures, the Supreme Court stated that "mathematical nicety is not a constitutional requisite" but that "the overriding objective must be substantial equality of population among the various districts." This legal standard for state legislative redistricting plans is far more liberal than the "strict equality" standard applied to U.S. congressional reapportionment. For example, the U.S. Supreme Court, in several cases, has upheld legislative redistricting plans with overall range 0 less than 10%, even if the plans did not justify why the 10% deviation was necessary. In addition to federal constitutional requirements, Article IV, Section 6 of the Oregon Constitution sets out a specific process for the reapportionment (or redistricting) of state legislative districts. This state constitutional requirement is implemented by ORS 188.010 which provides: The Legislative Assembly or the Secretary of State, whichever is applicable, shall consider the following criteria when apportioning the state into congressional and legislative districts: (1) Each district, as nearly as practicable, shall: (a) Be contiguous; 8E Memorandum Opinion No. 2001-03 September 21, 2001 Page 3 (b) Be of equal population; ( c) Utilize existing geographic or political boundaries; (d) Not divide communities of common interest; and (e) Be connected by transportation links. (2) No district shall be drawn for the purpose of favoring any political party, incumbent legislator or other person. (3) No district shall be drawn for the purpose of diluting the voting strength of any language or ethnic minority group. (4) Two state House of Representative districts shall be wholly included within a single state senatorial district. In summary, state redistricting is subject to the federal constitutional requirements of the Equ 1 Protection Clause, the state constitutional requirements of Article IV, Section 6, and the state statutory requirements. C. Apportionment of City Council Wards The U.S. Supreme Court has held that local government ward boundaries are also legally subj ct to the requirements of the federal Equal Protection Clause. However, cases which have considered this issue have stated that apportionments conducted by local governments are accorded even more latitude than state legislative redistricting. For instance, in Abate v. Mun t, 403 U.S. 182 (1971) 18 members of county government were apportioned among five cities, resulting in an overall range of 11.9 percent. The Court noted that: In assessing the constitutionality of various apportionment plans, we have observed that viable local governments may need considerable flexibility in municipal arrangements if they are to meet changing societal needs. . . These observations, along with the facts that local legislative bodies frequently have fewer representatives than do their state and national counterparts and that some local legislative districts may have a much smaller population than do congressional and state legislative districts, lend support to the argument that slightly greater percentage deviations may be tolerable for local government apportionment schemes. . . . In addition to the federal constitutional requirements, local legal requirements apply. Both municipal charter and ordinance provisions are applicable. 8E Memorandum Opinion No. 2001-03 September 21, 2001 Page 4 IV. Reapportionment of Woodburn City Council Wards: A. Woodburn City Charter Section 7 of the Woodburn City Charter addresses the apportionment of wards and provides a follows: The city shall be apportioned into six wards for nomination and election of councilors. The Council of Woodburn shall alter the ward boundaries to maintain an equal population distribution not less than once every ten years. B. Equal Protection Clause Additionally, as stated above, the constitutional requirements of the federal Equal Protection Clause apply. This means that substantial equality of population must be achieved within the wards, without requiring mathematical precision. As a practical matter, based upon the curre t case law, this means that an overall range of 10% would likely pass judicial scrutiny. C. Ward Reapportionment Criteria In 2001, the City Council has indicated that it will use the same criteria to guide it in determi the reapportionment which it used in 1991. Most of these criteria are also contained in ORS 188.010, which was quoted above. It is lawful and within the City Council's prerogative to u e these criteria. However, it is clear that ORS 188.010 does not legally control the City Council's reapportionment decision because it does not apply to city ward reapportionment. ORS 188. 10 is only applicable to state redistricting decisions. While the City Council can lawfully use the historic criteria, neither the federal constitution n r the charter require that these criteria be applied. The City Council has the discretion to use, modify or reject these criteria as long as the reapportionment results in substantial equality of population within the wards. SF MEMO from the office of the City Attorney FROM: MAYOR AND CITY COUNCIL N. ROBERT SHIELDS, CITY ATTORNEy~,t..J TO: RE: 2006 1M LA CONFERENCE DATE: SEPTEMBER 19, 2001 At the 2001 International Municipal Lawyers Association (IMLA) conference recently held in New Orleans, the IMLA governing board voted to have the 2006 IMLA conference in Portlan , Oregon. This is exciting because the conference location rotates amongst hundreds of cities in the United States and Canada and the organization has not met in Oregon for about 50 years. I have been asked to serve on a statewide organizing committee to host the IMLA conference. Other members of the committee are Jeff Rogers, Portland City Attorney; Glenn Klein, Eugen City Attorney; Pam Beery, gty Attorney for numerous small Oregon cities; Ed Sullivan, City Attorney of Oregon City; Jeff Condit, a private practitioner; Pete Wells, Pendleton City Attorn y and Dan Olson, Washington County Counsel. I wanted to bring this matter to your attention before becoming involved. Even though my participation in activities such as this involves a certain time commitment, I believe that this is far outweighed by the benefits to the City in developing these connections with other municipalities. NRSlkv .1A September 24, 2001 TO: FROM: SUBJECT: Honorable Mayor and City Council La. ~ John C. Brown, City Administrato~V" Tourism and Economic Development Grant Guidelines Recommendation: It is recommended the City Council adopt the attached resolution establishing guidelines for a City Of Woodburn Tourism and Economic Development grant. Background: Ordinance 2290 increased the Transient Occupancy Tax and dedicated the proceeds of the increase to activities that support tourism and economic development. The Ordinance provides for a distribution of funds to the City of Woodburn and to local organizations seeking funding for projects that will forward the City Council's tourism and economic development goals. The ordinance specifies that monies allocated to local agencies will be distributed through a grant program, and provides for establishment of procedures, via resolution, to govern administration of the program. On September 10, 2001 the City Council approved guidelines for the tourism and economic development grant. Guidelines include an application processes, eligible activities, applicant qualifications, award criteria, and recipient responsibilities. Discussion: The attached resolution formalizes the guidelines approved by the Council on September 10, 2001. The guidelines are revised, pursuant to your direction, to broaden the definition of "non-profit" and to eliminate the full-time, permanent, staffing requirement for applicant agencies included in the draft guidelines. Pursuant to the attached guidelines, eligible agencies will be local government, or non-profit agencies that have tourism or economic development as a significant 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. Eligible applicants will also be subject to a 1-1 match requirement. Upon adoption of the attached resolution, City staff will direct a notice of funding availability to interested agencies and organizations. It is anticipated Honorable Mayor and Council September 24, 2001 Page 2. l~A this will occur annually, in September. Supplemental distribution of funds may also occur at mid-year, depending on funding availability. City staff will evaluate the grant proposals that are received using the eligibility and review criteria provided in the guidelines, 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. As indicated in the September 10, 2001 staff report, the guidelines are intended to insure that TOT monies are granted to only qualified applicants, to provide uniformity for the purpose of evaluating grant proposals, and to insure that grantees are held accountable for their use of these funds. For these reasons, and to formalize your September 10th approval of the grant guidelines, your adoption of the attached resolution is respectfully recommended. JCB Attachments IIA COUNCIL BILL NO. 2344 RESOLUTION NO. A RESOLUTION ADOPTING GUIDELINES, PROCEDURES AND PROCESS FOR OBTAINING CITY TOURISM AND ECONOMIC DEVELOPMENT GRANT FUNDS PURSUANT TO ORDINANCE NO. 2057 (THE TRANSIENT OCCUPANCY TAX ORDINANCE). WHEREAS, the City established a transient occupancy tax by the passage of Ordinan e No. 2057 (the Transient Occupancy Tax Ordinance); and WHEREAS, the Transient Occupancy Tax Ordinance was recently amended by Ordinance No. 2290 so that beginning with fiscal year 2001-2002, 2/9 (22.222%) of the anticipated transient occupancy tax funds will be made available by the City for distribution through a competitive grant process to agencies who promote tourism and/or economic development among their major activities; and WHEREAS, the City Council, pursuant to the Transient Occupancy Tax Ordinance, needs to establish policies and procedures governing the application and award process for thes tourism and economic development grants; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The TOURISM AND ECONOMIC DEVELOPMENT GRANT GUIDELINES, PROCEDURES AND PROCESS, which is affixed hereto and incorporated herein as Attachment "A" is hereby adopted. Approved as to formm-~~ N. Robert Shields, City Attorney t:::t- 2-D - 200 Date Approved: Richard Jennings, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. RESOLUTION NO. ATTACHMENT Page --L of 1'1 A 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 City 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: 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 FederallD number, registered with the internal revenue service, to qualify for funding. The number must coincide with the applicant's organization name. ATTACHMENT Page.....db... of l1A 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 must 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 A. Submitting institution - only one organization. Any other institutions involved in the project must be listed under collaborating or ATTACHMENT O::lOP. ~ of ttA 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. B. Type of Institution - refers to the legal status of the institution, Le. local government agency, or non-profit organization. C. Authorized representative - the person within the submitting organization who is legally responsible for receiving grant funds. D. Include name, title, mailing address, phone, and fax. E. 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. 2. 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. 3. 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. 4. Project Description - Provide concrete details of the project background, methodology, and anticipated results. Include in that discussion the need for WTEDG assistance. 5. 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 (Le., 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. 6. 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 . Technical approach . Timing of project delivery ATTACHMENT Page --=L of ii}l . 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 financial report. The grantee is required to submit documentation of all expenditures, such as invoices or cancelled checks. Cost reimbursements will ATTACHMENT Page...!L of be based upon financial report documentation, and will not be released until expenditures have been approved by City Staff. llA 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. ltB September 24, 2001 TO: FROM: SUBJECT: Honorable Mayor and City Council \ ^~ John C. Brown, City Administrator.LJ71[,./ Contingency Fund Transfer for Architectural Design Services Recommendation: It is recommended the City Council: 1. Adopt the attached resolution approving a transfer of $5,500 from General Fund Operating Contingencies (001-000-921.000) to the City Administrator- Professional Services account (001-121-616.419) for architectural design services associated with partially remodeling the City Hall basement; and 2. Authorize the City Administrator to execute an agreement for Architectural Design services with the consulting firm of Hennebery-Eddy Architects in an amount not-to-exceed $5,500. Background: Several City Departments occupy space in the City Hall basement, including the City Administrator's Office, City Attorney's Office, and the Finance, Police, Community Development, and Recreation and Parks departments. Staff housed in the basement includes the Management Analyst and Museum, Events, and Grants Manager positions in the City Administrator's Office, the Assistant City Attorney, both Information Services positions, and an Evidence Technician. Record archives and supply storage are also located in the basement. As well, NORCOM leases space for Police, Fire and Emergency response dispatching. These functions generally occupy previously constructed spaces located at the basement perimeter, and leave a large area of the basement unused. Discussion: In the last three years the City acquired additional space for the Public Works and Police departments, which provided some relief from overcrowding and made available space in the basement that was formerly used by the Public Works Engineering division. The basement space is not suitable for activities that serve the general public, due to accessibility concerns, but is suitable for storage and functions that do not requir~ face-to-face contact with the Public. Honorable Mayor and City Council September 24, 2001 Page 2. lIB I Recent growth of city departments, added functions, and record retention and working condition requirements has created need for additional space. As there is space available in the basement, departments seek to make use of that space. The police evidence function needs more secured space due to the length of time evidence must be retained, and because of occupational safety concerns for staff. Secure and climate controlled space is needed for the museum's stored collections until a new museum location is obtained, and NORCOM wants to add conference space. Both the museum and NORCOM have monies available to construct space, but are awaiting an approved plan before they can proceed. To address Police, Museum and NORCOM needs, some existing archive and material storage will need to be relocated. It should be noted that Police functions will eventually be housed in another location, as will Museum storage. This may also be the case with NORCOM. Consequently, a remodel of existing basement space will be temporary in nature. To properly assess the space needs of those wanting to use the basement and to obtain accurate cost estimates for budgeting purposes, a determination of the appropriate amount and location of space required for each of the aforementioned uses should be conducted, with an evaluation of needed modifications to mechanical, electrical, and plumbing systems. Once that determination is made, a cost estimate of only that work which must be done to address near-term needs should be developed. Finally, a set of construction drawings must be ass~bled, so the project can be bid. These products are either beyond the job scope, technical ability, or time of City staff to provide. Accordingly, it is recommended the City retain an architectural and design consultant to perform this work. The City recently used the architectural and design consulting firm of Hennebery- Eddy to complete an Americans with Disabilities Act (ADA) assessment of City facilities. Hennebery-Eddy was hired as the successful low-bidder in a competitive bid, and provided the City with a high-quality work product. Because of their familiarity with City facilities, including the basement space, it is recommended that Hennebery-Eddy be retained to provide the currently contemplated services. Hennebery-Eddy estimates a not-to-exceed cost of $5,500 for assessment, cost estimating and design work (Attachment 1). As funds for these services were not included in the 2001-02 budget, a contingency fund transfer is necessary if the firm is to be retained. A contract will also need to be executed with Hennebery- Eddy, which will be in substantially the same form as the draft example provided in Attachment 1. Honorable Mayor and City Council September 24, 2001 Page 3. Accordingly, it is recommended the City Council adopt the attached resolution approving a transfer of $5,500 from General Fund Operating Contingencies (001- 000-921.000) to the City Administrator - Professional Services account (001-121- 616.419) for architectural design services associated with partially remodeling the City Hall basement. It is further recommended the City Council authorize me to execute a contract with Hennebery-Eddy in an amount not-to-exceed $5.500. Financial Impact: The recommended action will result in a reduction of $5,500 in General Fund Operating Contingencies for 2001-02. Contingencies are currently budgeted at $792,890. JCB I1B Hennebery Iddy AnhiteUs lIB DRAFT ATTACHMENT Page ---J- of 7 September 200 I John C. Brown City Administrator City of Woodburn 270 Montgomery Street Woodburn, Oregon 97071 RE: Woodburn City Hall Basement Feasibility Study Dear Mr. Brown: Thank you for asking us to provide this Proposal/Agreement for Architectural Design Services for preparation of a feasibility study for improvements to the City Hall Basement. PROJECT DESCRIPTION Based on our conversation at your office on August 21, 2001 we understand that you wish to fully develop the Basement area of the existing City Hall to incorporate new offices or expand offices currendy located there. At this time, you endeavor to prepare an analysis of the feasibility and preliminary planning for this work. SCOPE OF SERVICES Hennebery Eddy Architects, Inc. will provide programming and design services for the interior renovation of the existing City Hall Basement. We propose to divide our services into the following: · Programming Phase consisting of one (I) meeting each with the representatives up to six (6) departments wishing to locate functions in the Basement or having input to the design, to establish the space needs program for the project. A space program listing spaces, their respective sizes and a narrative describing the relationship between spaces will be the product of this phase. · Pre-design/Feasibili1;y Phase consisting of developing alternate concepts for feasibility analysis in terms of general building code implications and facility usage. This phase will include one (I) meeting with both you and the department representative's review alternate concepts. · Schematic Design Phase consisting of Preliminary Floor Plans illustrating the scale and relationship of project components. This information will be used as a tool in the preparation, by a qualified contractor, of the general cost implications of the proposed project. This phase will include one (I) meeting with you to review the completed schematic design and preliminary construction cost estimate. · Mechanical and Electrical Engineering Written narrative descriptions evaluating the state of your current systems and their adequacy to support projected future loads will be prepared as a part of the pricing exercise. PROPOSAL ASSUMPTIONS Our Proposal/Agreement is based upon the following project assumptions: · Programming meetings with the department representatives shall be scheduled to occur on the same day. 921 SW WASHINGTON STREET SUITE 2S0 PORTLAND OREGON 97205 (503) 227 4860 TEL (503) 227 4920 FAX www.henneberyeddy.com Hennebery Iddy Anhiteus ATTACHMENT Page..2!:- of I fIB . A qualified general contractor will provide preliminary construction cost estimates. · Hennebery Eddy Architects, Inc. assumes no responsibility for any identification. removal and other work incidental to asbestos or any other hazardous material related to the Project and, therefore, no services are included within the range of this Proposal/Agreement. · There are no structural, fire protection or detailed interior design services are included in our Proposal/Agreement. . Design Development, Construction Documents, Bidding and Negotiation and Construction Administration Services are not included within the scope of this Agreement. These Services can be provided under a separate agreement. · Existing base drawings of the building will be provided by the Owner. Extensive and detailed field verification of dimensions indicated on these documents is not included within the scope of this Agreement. · The services of special engineering or design consultants other than those specifically listed in the Scope of Services are not included within the scope of this Agreement but can be provided as an Additional Service if required. · If Owner driven changes or regulations not in effect at the time this Proposal/Agreement is executed, impact the project's Scope of Services, program, schedule, or Proposal Assumptions, these changes will be completed as Additional Services. · In executing this Agreement both parties recognize the fact that conditions may dictate the need to place the project on hold or terminate it completely at any time. I n such case, the Owner shall provide written notice to this effect and will be responsible for time and materials expenses up to the date of Hennebery Eddy Architects, Inc. receipt of that notification. · There are no three-dimensional views (renderings) included in this Proposal/Agreement. COMPENSATION Based on the Assumptions and Scope of Services indicated, our fee is on a time basis to a maximum of Five Thousand Five Hundred Dollars ($5,500.00). Our services will be billed monthly on a time basis against this maximum at the rates listed below. This fee does not include reimbursable expenses, which are also listed below. . For Basic and Additional Services our standard hourly billing rates are: Principal: $IIO/hr. Interior Designer Project Manager. $75-95/hr. Intern Architect Project Architect: $75-95/hr. Administrative: These rates are adjusted annually. $70-80/hr. $50-70/hr. $'l0/hr. REIMBURSABLE EXPENSES Reimbursable expenses are in addition to the Compensation for Basic and Additional Services and include expenditures made by Hennebery Eddy Architects, Inc. its employees and consultants in the interest of the Project. These expenses are invoiced at 1.15 times our monthly totals and are listed as follows: . Expense of transportation in connection with the Project. . Long distance telephone calls in connection with the Project. 7 September 200 I City of Woodburn Woodburn City Hall Renovation Page 2 H~nnebery Iddy Archite(ts lIB ATTACHMENT Page......3... of I · Expense of reproduction, CAD plotting, facsimile transmission, postage and handling of documents sent to the Owner and Contractors or produced for Hennebery Eddy Architects, Inc. and their consultants' internal project management. BILLING · Payment for services shall be made monthly based upon monthly billings. Billings are due fifteen (15) days past the date of the invoice and will be charged a late penalty of 1-112% per month on the unpaid balance after the due date. If payment under this Agreement is not received within fifteen (15) days of the due date, Hennebery Eddy Architects, Inc. may elect, without prejudice to any other rights of Hennebery Eddy Architects, Inc., to suspend all of the duties under this Agreement. The Client agrees to pay reasonable collection and attorney's fees required to collect should the account associated with this Proposal/Agreement become delinquent. OTHER PROVISIONS · Notwithstanding any other provision in this Agreement to the contrary, nothing contained shall be construed as: constituting a guarantee, warranty or assurance, either express or implied, that the Architectural Services will yield or accomplish a perfect outcome for the project; or obligating the Architect to exercise professional skill or judgment greater than that which can reasonably be expected from other architects under like circumstances; or an assumption by the Architect of the liability of any other party. · The terms and conditions of this Agreement contain a series of separate agreements. If in any proceeding the court or arbitrators shall refuse to enforce all of the separate agreements, any unenforceable agreement be deemed reduced or eliminated from the terms and conditions for the purpose of such proceeding, but only to the extent necessary to permit the remaining agreements to be enforced in such proceeding. If this Proposal/Agreement is acceptable to you, please sign where indicated below. Please return one copy to our office and retain the other copy for your files. If there are any questions, please let us know. Sincerely, Hennebery Eddy ArChitects, Inc. john Sargent, AlA Project Manager Proposed by, ~ Hennebery Eddy Architects, Inc. Accepted by: a.17/C' Date john C. Brown City Administrator City of Woodburn Date jDS Cc: Paul Null 7 September 200 I Oty of Woodburn Woodburn Oty Hall Renovation Pa&e 3 COUNCIL BILL NO. 2345 RESOLUTION NO. A RESOLUTION AUTHORIZING THE TRANSFER OF OPERATING CONTINGENCY APPROPRIATIONS DURING FISCAL YEAR 2001-2002. WHEREAS, Oregon Revised Statutes 294.450 allows for the transfer of operatin contingency appropriations within a fund to an existing appropriations category within the same during the year in which appropriations are made, and lIB WHEREAS, a transfer of General Fund operating contingency appropriations to t e City Administrator's office budget is necessary for engineering architectural design services relating t a City Hall basement feasibility study, now, therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That authorization is hereby given to transfer the following operating contingency appropriations: GENERAL FUND - City Administrator's Office: Transfer From: Operating Contingency (001-000-921.000) Transfer To: Materials & Services - Professional Services (001-121-616.419) $ 5,500 $ 5,500 Approved as to Formm.~ ~ City Attorney q-ZI-Z09( Date APPROVED RICHARD JENNINGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. RESOLUTION NO. ~lC September 24, 2001 TO: FROM: SUBJECT: Honorable Mayor and City Council I~- John C. Brown, City Administrato~ Cost of Living Adjustments for Non-Represented Emvloyees Recommendation: It is recommended the City Council adopt a Resolution Establishing Employee Compensation Including Salary and Benefits, for management/non-union general service employees for the year 2001-02. This will result in: 1. a 2.7 percent cost of living adjustment for full-time and regular part- time and seasonal non-union employees, effective October 1, 2001; and 2. continuation of current benefits with adjustments for premium increases. Background: The City Council has traditionally granted the same cost of living adjustment (COLA) to non-represented employees as were negotiated with represented employees. The most recent COLA adjustments for AFSCME-represented and non-union and management employees were approved in September 2000. Discussion: The current bargaining agreement with AFSCME provides for a Consumer Price Index (CPI)-based COLA, effective October 1, 2001, for the 2001-2002 fiscal year. This is the last year of the existing contract with AFSCME, which is effective through September 2002. Pursuant to the contract, COLA is calculated using the change in the urban consumers index for the Portland area from June 2000 to June 2001. That change is a 2.7 percent increase over 2000. Benefits within the contract remain unchanged. Based on past practice and to avoid salary compaction between the classifications, it is recommended your Council approve a 2.7 percent COLA for management and non- represented employees, effective October 1, 2001. Schedules detailing the effect of increases on each affected wage classification are included as exhibits to the enabling resolution. Financial Impact: The total cost, all funds, of the recommended COLA for the remainder of fiscal year 2001-02 is estimated at $34,671. The General Fund cost for the remainder of fiscal year 2001-02 is estimated to be $22,232. Monies were appropriated in 2001-02 budgets to support these costs. JCB IIC COUNCIL BILL NO. 2346 RESOLUTION NO. A RESOLUTION ESTABLISHING EMPLOYEE COMPENSATION INCLUDING SALA AND BENEFITS. WHEREAS, the City Council has reviewed the pay plan and benefit compensation recommendation of the City Administrator as required by Rule 9 of the City's Personnel Policy an Procedure Manual; and WHEREAS, the City Council is obligated per Section 11 of the Woodburn City Ch rter to establish compensation for each City officer and employee; now, therefore, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The salary range schedule for all management/non-union general service employees attached hereto as "Exhibit A" are hereby adopted effective October 1, 2001. Section 2. The salary range schedule for all non-union part-time and seasonal empl attached hereto as "Exhibit B" are hereby adopted effective October 1,2001. Section 3. Pursuant to the provisions within management employee contracts, a C Living Adjustment (COLA) equal to the amount given to other non-union general service manage employees is extended to these employees. Section 4. Compensation benefits including, but not limited to, health insurance (p emium levels same as AFSCME contract), long term disability, life insurance, retirement, deferred compe sation, leave allowances, step advancements, and incentive adjustments are hereby maintained at current s rvice levels adjusted for premium increases, or decreases in accordance with agreed upon distributions contained within the fiscal appropriations of the City of Woodburn. Approved as to form~ .~ I">f<::::) q - 2/- 2' ~ , City Attorney Date APPROVED RICHARD JENNINGS, MAYOR Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder A TrEST Mary Tennant, Recorder City of Woodburn, Oregon Page I - COUNCIL BILL NO. RESOLUTION NO. IIC NON-UNION GENERAL SERVICE EMPLOYEES IIEXHIBIT All SALARY SCHEDULE EFFECTIVE DATE: OCTOBER 1, 2001 GRADE STEP A STEP B STEP C STEP D STEP E 01 Admn Secretary 2575 2703 2838 2980 3055 Aquatic Prgm Mgr 02 2703 2838 2980 3129 3207 03 Asst. Aquatic Mgr 2838 2980 3129 3285 3367 Executive Secretary Rec. Coord. I 04 Rec. Coord. II 2980 3129 3285 3449 3535 RSVP Program Coord Mgmt Analyst I Community Relations Officer 05 3129 3285 3449 3621 3712 06 Aquatic Center Mgr 3285 3449 3621 3802 3897 Records Suprv. Recreation Suprv. 07 Mgmt Analyst II 3449 3621 3802 3992 4092 08 Asst. WWTP Supt 3621 3802 3992 4192 4297 Parks Supt Water Supt. Street Supt. Senior Planner Asst. Library Director 09 Senior Engineering Tech. 3802 3992 4192 4402 4512 10 3992 4192 4402 4622 4738 11 WWTP Supt. 4192 4402 4622 4853 4974 Building Official 12 Library Director 4402 4622 4853 5096 5223 13 Parks & Rec. Director 4622 4853 5096 5351 5485 Public Works Mgr. Project Engineer 14 Finance Director 4853 5096 5351 5619 5759 Comm. Devlp Dir Asst. City Engineer 15 5096 5351 5619 5900 6048 16 5351 5619 5900 6195 6350 17 5619 5900 6195 6505 6668 18 5900 6195 6505 6830 7000 FLAT RATE: City Recorder 4561 Public Works Director 7327 City Attorney 7237 City Administrator 7328 Asst. City Attomey $32.92 per hour " , IIC HOURLY RATES FOR PART-TIME AND SEASONAL EMPLOYEES "Exhi bit B" EFFECTIVE OCTOBER 1, 2001 RANGE STEP A STEP B STEP C STEP D STEP E PT - 1.0 LIBRARY PAGE 6.50 6.83 7.17 7.53 7.91 CLERICAL AIDE PT - 7.0 CLERK I 8.83 9.27 9.73 10.22 10.73 PT - 7.5 CUSTODIAN 9.05 9.50 9.98 10.48 11.00 PT - 8.0 LIBRARY ASSISTANT 9.27 9.73 10.22 10.73 11.27 PT - 8.5 CLERK II 9.50 9.98 10.48 11.00 11.55 PT - 9.0 9.73 10.22 10.73 11.27 11.83 PT - 9.5 9.98 10.48 11.00 11.55 12.13 PT - 10.0 RSVP ASSISTANT 10.22 10.73 11.27 11.83 12.42 PT - 10.5 CLERK III 10.48 11.00 11.55 12.13 12.74 PT -11.0 BUS DRIVER 10.73 11.27 11.83 12.42 13.04 PT - 11.5 11.00 11.55 12.13 12.74 13.38 PT - 12.0 ADMN. SECRETARY 11.27 11.83 12.42 13.04 13.69 PT - 12.5 11.55 12.13 12.74 13.38 14.05 EVIDENCE TECH. - PT - 13.0 11.83 12.42 13.04 13.69 14.37 WWTP LAB HELPER PT - 13.5 LIBRARIAN 12.13 12.74 13.38 14.05 14.75 PLANNING TECH. PT - 14.0 UTILITY WKR I 12.42 13.04 13.69 14.37 15.09 PERMIT SPECIALIST PT - 14.5 12.74 13.38 14.05 14.75 15.49 PT - 15.0 ENGINEERING TECH II 13.04 13.69 14.37 15.09 15.84 DRAFTSMAN PT - 15.5 WWTP OPERATOR I 13.38 14.05 14.75 15.49 16.26 CODE ENF OFFICER MEMO tlD To: From: Via: Subject: Date: Mayor and City Council Matt Smith, Management Analyst \/' P John C. Brown, City Administratord""' 2001-2002 Master Fee Schedule September 24, 2001 Recommendation: It is recommended that the City Council approve the attached ordinance adopti g the 2001-2002 Master Fee Schedule. Background: The draft 2001-2002 Master Fee Schedule was presented to Council at the Sept mber 10,2001 Council meeting. Following a brief discussion regarding corrections to the schedule, the Council approved the draft as amended and directed staff to bring the Schedule back at the September 24, 2001 meeting for adoption. Discussion: The attached schedule reflects the corrections identified for Council and the September 10, 2001 meeting, as well as other minor changes to correct clerical errors. ere is one additional change to tEe schedule that was not discussed with the Council on September 10th: notary fees are eliminated. This reflects management's recent directi n to staff to cease providing notary services to the public. The number of City staff license to provide these services had diminished in recent years, and providing these services dis pts the ability of those employees still licensed as notaries to complete their core duties. s well, the City is not adequately compensated for the time spent by employees providin these services to the public because of statutory limitation on the fees, which may be charged. Conclusion: The Schedule contains fees that reflect the cost of providing service to the publi , and Council direction regarding the appropriate rate of recovery for each of those fees. Accordingly, your approval of the attached schedule is recommended. Financial Impact: The increase in fees and charges resulting from the recommended schedule is estimated at $42,000 for 2001-2002. lID COUNCIL BILL NO. 2347 ORDINANCE NO. AN ORDINANCE REPEALING THE SCHEDULE OF FEES AND CHARGES FOR CITY SERVICES ADOPTED IN 2000, ADOPTING THE 2001-2002 REVISED SCHEDULE OF FEES AND CHARGES FOR CITY SERVICES; PROVIDING FOR T E ANNUAL REVIEW OF SAID FEE SCHEDULE; REPEALING ORDINANCE NO. 22 PROVIDING FOR THE ANNUAL REVIEW OF SAID FEE SCHEDULE AND DECLARING AN EMERGENCY. WHEREAS, the City of Woodburn has conducted an extensive and exhaustive analys's of its services, the costs reasonable borne of providing those services, the beneficiaries of tho e services, and the revenues produced by those paying fees and charges for special services; an WHEREAS, the City wishes to comply with both the letter and the spirit of the Oreg n Constitution, applicable state statutes, and limit the growth of taxes; and WHEREAS, the City desires to establish a policy of recovering the full costs reasona ly borne of providing services of a voluntary and limited nature, such that general taxes are not diverted from general services of a broad nature and thereby utilized to subsidize unfairly and inequitable such special services; and WHEREAS, a schedule of fees and charges to be paid by those requesting such speci I services needs to be adopted so that the City might carry into effect its policies; and WHEREAS, it is the intention of the City Council to develop a revised schedule offe s and charges based on the Ciry's budgeted and projected costs reasonably borne and to review e schedule on an annual basis, NOW, THEREFORE THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. Repeal. The 2000-2001 Master Fee Schedule adopted on October 9,200 as Ordinance 2272 is hereby repealed. All fees and charges which are inconsistent with this Ordinance are hereby repealed. Section 2. Fee Schedule Adoption. The City hereby adopts the 2001-2002 Master F e Schedule affixed hereto as Attachment "A" listing applicable fees and charges which shall be charged and collected for those services enumerated. Section 3. Separate Fee For Additional Process. All fees set by this Ordinance are each identified process; additional fees shall be required for each additional process or servic Page I - COUNCIL BILL NO. ORDINANCE NO. lID I that is requested or required. Where fees are indicated on a per unit of measurement basis, th fee is for each identified unit or portion thereof within the indicated ranges of such units. Section 4. Review. It is the intention of the City Council to review the fees and char es adopted by this Ordinance on an annual basis based on the City's next annual budget and all t e City's costs reasonably borne as established at the time and, if warranted, to revise such fees a d charges based thereon. Section 5. Emereency Clause. This ordinance being necessary for the immediate preservation of the public peace, health and safety, an emergency is declared to exist and this ordinance shall take effect immediately upon passage by the Council and approval by the May r. Approved as to formCf'J.~ ~ City Attorney c,- Z/.. Z.OO / Date APPROVED: RICHARD JENNINGS, MAYO Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder A TrEST: Mary Tennant, ~ity Recorder City of Woodburn, Oregon Page 2 - COUNCIL BILL NO. ORDINANCE NO. ATTACHMENT tID THE CITY OF OODBU 2001-2002 Master Fee Schedule Adopted September 24/ 2001 . . Current Cost of Fee as a % Rccom'd Adopted . . . Regulation, Product, or Service F S' f C t "Cost F Notes (Addlllonal Fees, Units, etc.) ee ervlce 0 urren Recovery ee - :." ' ',' " .", <, .. .."v" .. ......,.. . L." Annexations Zone Map Amendment Comprehensive Plan Amendment Conditional Use Minor Variance Major Variance Appeal of Land Use Action to Planning Commission Appeal of Land Use Action to City Council Minor Partition (3 lots or less) Major Partition (involves road) Lot-Une Adjustments Subdivision (4 lots or more) P.U.D. (4 lots or more) Site Plan Review (based on square footage) ~nder 4,000 sq. ft. -4,000 sq. ft. - 24,999 sq, ft. -25,000 sq. ft. - 99,999 sq. ft. -100,000 sq. ft. - 199,999 sq. ft, -200,000+ sq. ft. Sign Ordinance Compliance Permit ~nder 30 sq. ft. -30-75 sq. ft. -76-150 sq. ft ft. Mechanical (aU fees do not include 7% slate surcharge) Base Fee Forced Air> 100,00 BTU Forced Air < 100,00 BTU SuspendedlRecessed WavFloo< Mounted Unit Heater Compressor 3hp f100,000 BTU Boiler Compressor 15hp f500,OOO BTU Boiler Compressor 30hp f1 ,000,000 BTU Boiler Compressor 50hp f1 ,750,000 BTU Boiler Compressor over 50hp f1 ,750,000 BTU Boiler Air Handling Unit to 10,000 CFM Air Handling Unit over 10,000 CFM Evaporative Cooler Domestic Hood Commercial Hood Domestic Incinerator Commercial Incinerator .Exhaust Fan & DuctlDryer Vent Wood Slove, Gas Decorative Appliance Appliance Vent Nollnduded in Appliance Repair/Alteration/Addition of Heating or Cooling Gas Une 14 Outlets Additional Gas Outlets Gas - Une Without Appliance Fire Damper or Water Heater Regulated but Undassified Equipment Smoke DetectorfShut Down Residential (.. lea do not Include ~ sm" ~, Total Valuation" -$1.00 to $500.00 -$501.00 to $2,000.00 lID Community Development ATTACHMENT $1,354 $1,365 99% 100% $1,365 ATTACHMENT $1,429 $1,435 100% 100% $1,435 Page _ of $1,429 $1,435 100% 100% $1,435 $873 $883 99% 100% $883 new fee $674 nfa 100% $674 $973 $984 99% 100% $984 new fee $454 nfa 55% $250 fee limited to maximum per H 2371 $942 $916 103% 100% $916 $957 $979 98% 100% $979 $1,130 $1,161 97% 100"10 $1,161 $289 $299 97% 100% $299 $1,593 $1,623 98% 100% $1,623 plus $11 per lot $1,900 $1,928 99% 100% $1,928 plus $15 per lot $1,150 $1,172 98% 100% $1,172 $1,874 $1,910 98% 100% $1,910 $2,683 $2.740 98% 100% $2,740 $5,761 $5,920 97% 100% $5,920 $11,346 $11,653 97% 100% $11,653 new fee $28 nfa 100% $28 new fee $100 nfa 100% $100 new fee $150 nfa 100% $150 new fee $264 nfa 100% $264 $10.00 nfa nfa nfa $25 $6.00 nfa nfa nfa $14 $7.50 nfa nfa nfa $27 $6.00 nfa nfa nfa $14 new fee nfa nfa nfa $15 new fee nfa nfa nJa $30 new fee nfa nfa nfa $42 new fee nJa nfa nfa $65 new fee nfa nfa nfa $95 $4.50 nJa nfa nfa $14 $7.50 nJa nfa nfa $22 $4.50 nfa nfa nfa $15 $4.50 nfa nfa nfa $10 new fee nfa nfa nfa $40 $30.00 nfa nfa nfa $19 $30.00 nfa nfa nfa $76 $3.00 nfa nfa nfa $6 $7.50 nfa nfa nJa $14 $3,00 n/a nfa nfa $9 $3.00 nfa nfa nfa $14 $2.00 n/a n/a nJa $6 $0.50 nfa n/a nfa $2 $3.00 nfa nfa nfa $16 $3.00 n/a nfa nfa $10 $4.50 nfa nfa nfa $13 new fee nfa nfa n/a $6 $10.00 n/a n/a nJa $13.00 $10.00 nJa n/a nJa $13.00 for the first $500, plus $1.95 for additional $100.00 or fraction thereof, to and Includi $2,000 2001-2002 Master Fee Schedule (A ed) . P$ge 1 of 7 lID: $42.25 for the list $2,000, plus $7.80 for $1,000.00 offraction thereof, \0 including $25,000 -$25,001.00 10 $50,000.00 $170.50 n/a nla n/a $221.65 for the first $25,000, plus $5.85 each additional $1,000.00 or fraction thereof, to a including $50,000 -$50,001.00 10 $100,000.00 $283.00 n/a nJa n/a $367.90 for the first $50,000, plus $3.90 each additi()nal $1,000.00 or fraction thereof, to a including ~100,OOO -$100,000 and up $433.00 n/a n/a n/a $562.90 for the first $100,000, plus $3.251 r each additional $1.000.00 or fradion thereof Commercial fa" fea do not Include 7% stat. surcharge) Total Valuation" -$1.00 to $500.00 $10.00 n/a n/a n/a $10.00 -$501.00 10 $2,000.00 $10.00 n/a nJa n/a $10.00 for the fllSt $500. plus $1.50 for ea additional $100.00 or fraction thereof, to and includi $2,000 -$2,001.00 10 $25,000.00 $32.50 n/a n/a nfa $32.50 for the first $2,000, plus $6.00 for additional $1,000.00 or fraction thereof, to a including $25,000 -$25,001.00 to $50,000.00 $170.50 nfa nfa nfa $170.50 for the first $25,000, plus $4.50 for each additiQnal $1,000.00 or fraction thereof, to a including $50,000 -$50,001.00 to $100,000.00 $283.00 n/a nfa nfa $283.00 for the first $50,000, plus $3.00 for each additiqnal $1,000.00 or fraction thereof, to a including $100,000 -$100,000 and up $433.00 n/a nfa n/a $433.00 for the first $100,000, plus $2.50 1 each additional $1,000.00 or fradion thereof Other Inspections Outside Normal Hours $45 $48 94% 100% $48 charged per hour Re-Inspections (for which no fee specifically indicated) $35 $48 73% 100% $48 each Inspections (for which no fee specifically indicated) $45 $48 94% 100% $48 charged per hour Plan Review (Mechanical) 25%01 n/a n/a n/a 25%01 mechanical mechanical permil permit Plan Review (Structural) 65% of nfa nfa nfa 65%01 structural structural permit permit Plan Review (Fire, ute Safety) 25% of n/a nfa n/a 25% of structural structural permit permit Additional Plan Review $45 $48 94% 100% $48 required by changes, additions, or visions to approve plans, charged per hour Invesligations Fee $45 $48 94% 100% $48 .. Current fees for residential and commercial have the same additional fees as those described in the 'notes' section for the new commercial fees. Finance Copy Fees (documents) $0.05 $0.05 100% 100% $0.05 fee charged per page side (plus a resear lee of $29A1our. charged to the Ilea-est 114 hour only for x duplicative requests requiring Oller 114 hour of rese ) Copy Fees (tapes) $3.00 $3.00 100% 100% $3.00 fee charged per tape (plus a resea-ch fee of $2!Mloo(, cI\arged to the nearest 114 hour only for complex du icative requests requiring Oller 1/4 hour of research) Public Dance Permits $120 $129 93% 100% $129 fee charged per dance, $300 pery ar(feeapplles only to groups charging admission) Uen Search Fees (per request) $15 $15 100% 100% $15 Uen Filing Fees (per request) $32 $33 98% 100% $33 NSF Check Fee -first and second time $20 $6 341% 341% $20 -remainder $25 $6 426% 426% $25 -avoidance payment $10 $6 170% 170% $10 payment made to avoid water s ut-off (in addition 10 check fee) Copy of the Budget $0 $25 0% 0% $0 Uquor Ucense -new (all types) $100 nJa nfa n/a $100 plus noticing costs in the event of a ~ange in ownership $75 n/a nfa n/a $75 plus noticing costs in the event of a enial 4:hange in location $75 n/a nJa n/a $75 plus noticing costs in the event of a enial 4:hange in privilege $75 n/a n/a n/a $75 plus noticing costs in the event of a nial -renewal (alllypes) $35 n/a n/a n/a $35 plus noticing costs in the event of a nial -temporarylspecial even I liquor license $35 n/a n/a nfa $35 plus noticing costs in the event of a ial Sound Amplificalion Permit $24 $25 96% 100% $25 Solicitor's Ucense -new $63 $88 72% 100% $88 -renewal new fee $32 nla 100% $32 2001-2002 Master Fee Schedule (Adop . Page 20'7 . . Current Cost of Fee as a % Recom'd Adopted . , . Regulation, Product, or Service F S' f C t ',Cost F Notes (Additional Fees, Units, elc.) ee ervlce 0 urren Recovery ee $132 97% $40 100% Public Works Construction Permit for Work in the Public Right of Way (Ordinance #1795)BCosl of Improvement: -under $5,000 5% of cost n/a n/a -$5,000 - $25,000 $250 n/a n/a -$25,000 - $100,000 $1,000 n/a n/a -{)ver $100,000 $3,000 n/a nfa Weep Holes -first -each additional Sewer Tap Water Service Installation Charges (Ord #1866) -3/4. line and 518. meter -1. line and meter -1-112" line and meter Fines for Overdue Ubrary Materials Key Ring Cards and Replacement Cards Charge for Interlibrary loan (Ills) $0.10 $1.00 return post + lending cMgeS list price $0.05 $16 $21 $15 $75 $40 lost Books and Materials Printing, Computer Camegie Room Use Mulli-Purpose Room Use Room Use Monitor Fee Non-Resident Borrowing Card (Outside CCRLS) Non-Resident Borrowing Card (Inside CCRlS) PoliceIT rafflc Accident Reports Records Computer Scans Archived Records Retrieval Statutory Vehide Impoundment (Resolution #1497) Fingerprinting (for the School District) Police Investigations Nuisance Abatement Fees (Ordinance #1822) -first hour -each additional hour or fraction thereof $21 $14 $42 $150 $21 $54 $128 contractor costs Vegetation Abatement Fees (Ordinance #1822) -first hour -each additional hour or fraction thereof $128 $40 $30 $15 $100 -'2:' line and meter $200 $300 cost del. by City cost del. by City cost del. by City $20 -3' and larger line and meter Charge for leak Adjustment Service Library $0,54 19% $1.13 89% $64 5% $64 31% $0,05 100% $13 124% $16 131% $16 93% $117 64% $117 34% Police $22 95% $15 95% $44 95% $194 77% $22 95% $57 95% $132 97% contractor 100% costs $76 $19 $125 39% 79% 80% ATTACHMENl -"1 III $232 $337 $1,095 86% 89% n/a 19% 89% 5% 64% 34% $0.10 charged per day (all items, i uding videos) $1.00 per card (fee established by C RlS) return post + fees average $3 lending charges list price or default price (fees average $0.05 charged per page $16 charged per hour (fee for groups chargi admission $21 charged per hour (fee for groups chargi admission Iy) $16 charged per hour for room use after bu iness hours' addition to the room use fee (fee lor groups chargi admission Iy) $75 for non-residents outside the CC LS system rldaries $40 for non-residents inside the CCR system rldaries $1,246 n/a n/a n/a 31% 100% 124% 131% 100% 100% $25 81% 100% $22 fee charged for average research time ndudes Irst $1.00 e<k:h additional page) $15 fee charged for average research time ncludes first $1.00 each additional record) $44 fee chacged per hour with a minimum of $10. in the report fee (plus $1.00 per record) $150 $22 fee charged per person $57 fee charged per hour 100% 77% 100% 100% 100% 100% $132 first hour of nuisance abateme t contractor costs 100% $132 first hour of obnoxious vegetation batement 100% $40 nla 5% of cost 5% of cost but not less than $1 n/a $250 plus 4% over $5,000 n/a $1,000 plus 3% over $25,000 n/a $3,000 plus 2% over $100,000 39% $30 79% $15 80% $100 97% $225 96% $325 98% $1,075 98% $1,225 nla cost del. by costs determined by City (plus 15 of said cost for City administrative and overhead ex se) . 81% $20 deducted from total credit of Ie k adjust~nt (Ordinance #1866) Reconnect for Non-PaymenVService (Ordinance #1965) Restored: -full payment during bus. hrs $20 $22 92% 92% $20 when bill has been paid in full lUS when paid between 8 am and 4 pm -full payment after bus, hrs (ADD) $50 $87 57% 57% $50 after business hours are paymenls be n 4 pm and $am -full payment on holidays, weekends (ADD) $50 $87 57% 57% $50 -turn on/off $20 $22 92% 92% $20 lor other reasons other than non emergency such as waterline or Curb Cuts $35 $38 92% 92% $35 fee for two (2) cuts Approaches $1.50 $1.50 100% 100% $1.50 fee charged per foot T&E $1.00 $1.00 100% 100% $1.00 fee charged per $1,000 of valua . Blue Prints 2001-2002 Master Fee Schedule (A ed) . P.3of7 . Current Cost of Fee as a % Recom d Adopted , , . Regulation, Product, or Service F S 'ce of C t ~c Cost F Notes (Additional Fees, Units, etc.) ee ervl urren Recovery ee -24. X 36" (fun sheet) -18. x 24. (half sheet) Roll Stock 24' x 36. (Aerials, Ward Maps, 1.=800' City Maps) Construction Standard Specifications Benchmark Monument Map/Reference Design Standards (in draft) Monthly Water Service Related Charges Deposit Application (Ordinance #1965) Other Deposit Amount -1' -1-112. -2. -3. $10 $10 $0.25 $5,00 $35 $5 $20 $13: $13 $0.25 $13 n/a n/a n/a 78% 79% 100% 39% nJa n/a n/a 78% 79% 100% 78% n/a n/a n/a $40 n/a n/a n/a $40 n/a n/a n/a $45 n/a n/a n/a $85 n/a n/a n/a $170 n/a n/a n/a $275 n/a n/a n/a $540 n/a n/a n/a $600 n/a n/a n/a $20 $20 100% 100% --4. -6' -8' Bulk Water Rate (Ordinance #1866) Meter Error (when custome< requests the city to test the meler serving individual's premise IOrdinance #11866J) -5/8. - 3/4' $20 $97 21% 21% -1. $30 $117 26% 26% -1-112' $65 $117 56% 56% -2" $100 $187 54% 54% -3' $130 $187 70% 70% --4. $150 $347 43% 43% -6. $165 $347 48% 48% -8. $175 $347 50% 50% Outside City Limits Surcharge for Water Charge$:Ordinance #1965) 1,5 factor n/a nJa n/a surcharge Hardship Relief (Ordinance #1965) 40% nJa n/a n/a Hydrant Relocation varies nJa n/a n/a Street Vacation Request new fee $560 n/a 100% Recreation and Parks 'lID $10 $10 $0.25 fee charged per square foot $10 $40 $5 $20 fee and cost of service estimat $40 deposil amount nolless than Q( an arno I equal to estimated 3 month bill, althe discretion of the city $40 $45 $85 $170 $275 $540 $600 $20 1st 500 cubic feet (minimum) pi s $0,86 ~r 100 cubic feetlhereafler $20 $30 $65 $100 $130 $150 $165 $175 1.5 factor surcharge factor is 1.5 for all rates charges for services surcharge outside city 40% 40% by submitting proof of $10. or less yeal1y inoome varies fee determined by the Water Oi ision $560 fee only charged to persons other an the City Council -child (0-3 with paid adult) $0 $5 0% 0% $0 -youth (4-18) $1.25 $7 18% 22% $1.50 ... -adu~ (19 and up) $2 $6 36% 44% $2.50 -honored citizens (seniors and disabled) $1.75 $6 28% 32% $2.00 Punch Cards -<:hild (0-3 with paid adult) $0 $45 0% 0% $0 -youth (4-18) $12 $68 18% 20% $14 -adult (19 and up) $18 $56 32% 40% $23 -honored citizens (seniors and disabled) $16 $62 26% 29% $18 Memberships (3 months) -individual (4 and up) $38 $51 75% 75% $38 -<ouple $60 $101 59% 59% $60 -family $75 $152 49% 49% $75 Memberships (annual) -individual (4 and up) $130 $203 64% 64% $130 --couple $210 $406 52% 52% $210 -family $260 $606 43% 43% $260 Pool Rentals -1-50 swimmerslhour $76 $90 84% 100% $90 -51-100 swimmerslhour $101 $113 90% 100% $113 -101-150 swimmerslhour $126 $158 80% 100% $158 -151-200 swimmersJhour $151 $203 74% 100% $203 Lifeguard Training $120 $136 88% 88% $120 including books-36 hours 2001-2002 Master Fee Schedule (Adop ~ . Page" of 7 . . Current Cost of Fee as a % Recom Adopted . . . Regulation, Product, or Service F S' f C t ',Cost F Notes (Additional Fees, Units, etc.) ee ervlce 0 urren Recovery ee ATTA(;I1Mt:N I ~I lID 'WSI Jr. Lifeguard Training Swimming Lessons Adult Swimming Lessons Private Swimming Lessons Semi-Private Swimming Lessons $90 $35 $25 $28 $60 $72 $215 $116 $30 $30 $90 $90 42% 30% 83% 93% 67% 80% 42% 30% 83% 93% 83% 80% $90 including books40 hours $35 24 hours $25 session-8 lessons in 4 weeks $28 15+-session-8lessons in 4 weeks $75 minimum 4 lessons-per 30 minutes $72 minimum 4 lessons-per 30 minutes, 2 per ons similar age and ability Aquatic Center-Non-Resldent Fees Daily Admissions --child (0-3 with paid adult) $0 $5 0% 0% $0 -youth (4-18) $1.75 $7 26% 30% $2.00 -adult (19 and up) $2.50 $6 44% 53% $3.00 -honOfed citizens (seniOfs and disabled) $2.25 $6 36% 40% $2.50 Punch Cards --child (0-3 with paid adult) $0 $45 0% 0% $0 -youth (4-18) $16 $68 24% 25% $18 -adult (19 and up) $23 $56 41% 50% $27 -honored citizens (seniOfs and disabled) $20 $62 32% 36% $23 Memberships (3 months) -individual (4 and up) $50 $51 99% 99% $50 -couple $80 $102 79% 79% $80 -family $100 $152 66% 66% $100 Memberships (annual) -individual (4 and up) $170 $203 84% 84% $170 -couple $280 $406 69% 69% $280 -family $350 $608 58% 58% $350 Pool Rentals -1-50 swimmerslhour $91 $90 101% 100% $90 -51-100 swimmerslhour $116 $113 103% 100% $113 -101-150 swimmerslhour $141 $158 89% 100% $158 -151-200 swimmerslhour $166 $203 82% 100% $203 Lifeguard Training $140 $136 103% 100% $136 induding books-36 hours WSI $110 $215 51% 51% $110 induding books-40 hours Jr. Lifeguard Training $45 $116 39% 39% $45 24 hours ,Swimming Lessons $30 $30 100"/. 100% $30 session-8 lessons in 4 weeks Adult Swimming Lessons $33 $30 110% 100% $30 15+-session-8 lessons in 4 weeks Private Swimming Lessons $72 $90 80% 100% $90 minimum 4 lessons-per 30 minutes Semi-Private Swimming Lessons $84 $90 93% 93% $84 minimum 4 lessons-per 30 minutes, 2 pe ns similar age and ability '~fi]~@";I.~'~~}~!;;In ,. -1~t~~~:lO;<!<~ 'Dances $3 $3 100% 100% $3 per event Special Trips varies varies nfa nfa varies per event Dance Class $20 $24 83% 83% $20 per session-4 weeks, 1 hr. dasses Production Dance & Perfonnance $40 $45 89% 89% $40 per session-12 weeks, 1 hr. dasses Martial Arts $19 $19 100% 100% $19 Open Gym -adult (per 1 2 hr visit) $1 $1 100% 100% $1 -adult (1512 hr visit punch card) $15 $17 88% 88% $15 -youth (1 hr visit) $0 $1 0% 0% $0 Youth Soccerl8asketball --one player per family $18 $24 75% 75% $18 -two players per family $34 $48 71% 71% $34 -three players per family $50 $72 69% 69% $50 -four players per family $66 $97 68% 68% $66 Adult Softball Management Fee $110 $122 90% 90% $110 per team Adult Basketball Management Fee $1,258 $1,481 85% 85% $1,258 per season Summer Day Camp -per week $30 $49 61% 61% $30 -all 5 weeks $150 $245 61% 61% $150 2001-2002 Master Fee Schedule (Adopted) . ~age 5 of lID -Centennial PlIl1< (adult soccer) -Centennial Park (softballlbaseball) Field Prep (all fees per game) -softballJbaseball $35 $37 95% 95% $35 chalking, dragging, setting bases -soccer $35 $37 95% 95% $35 chalking Athletic Field Ughting $15 $20 75% 75% $15 all fees per hour-Settlemier & Legion Parks Deposits (per youth rental) $25 n/a n/a n/a $25 Deposits (per adult rental) $50 n/a n/a n/a $50 facility Re~.nmel'Clal Woodburn Community Center (all fees per hour) -auditoriumlfireside room $36 $25 144% 144% $36 -auditoriumlfireside room (wnood and beverages) $50 $43 116% 116% $50 -kitchen (wlroom rental) $25 $25 100% 100% $25 -kitchen (alone) $27 $25 108% 108% $27 ~tire building $45 $43 105% 105% $45 Deposit (per rental) $50 nla n/a n/a $50 Facility Monitors (building staff) $10 $10 100% 100% $10 City Hall Council Chambers (all fees per hour) ~ambers room $36 $25 144% 144% $36 ~ambers room wlfood and beverages $50 $43 116% 116% $50 -kitchen (w/room rental) $25 $25 100% 100% $25 -kitchen (alone) $27 $25 108% 108% $27 Deposit (per rental) $50 nla nla n/a $50 Facility Monitors (building staff) $10 $10 100% 100% $10 Pari< Facilities (per day) -Legion Park Picnic $50 $39 128% 128% $50 -Settlemier Park Picnic $50 $39 128% 128% $50 -Burlingham Park Picnic $37 $39 95% 95% $37 -Senior Estates Park Picnic $37 $39 95% 95% $37 Athletic Fields (per hour) -Settlemier Park (softballlbaseball) $10 $18 56% 56% $10 -Legion Pari< (softballlbaseball) $10 $18 56% 56% $10 -Settlemier Park (youth soccer) $10 $18 56% 56% $10 -Legion Park (adult soccer) $25 $18 139% 139% $25 -Centennial Park (youth soccer) $10 $18 56% 56% $10 -Centennial Park (adult soccer) $25 $18 139% 139% $25 -Centennial Park (softballlbaseball) $10 $18 56% 56% $10 Field Prep (all fees per game) -softballlbaseball $35 $37 95% 95% $35 chalking, dragging, setting bases -soccer $35 $37 95% 95% $35 chalking Athletic Field Ughting $15 $20 75% 100% $20 all fees per hour.Settlemier & Legion Parks (per youth rental) $25 n/a n/a nla $25 adult $50 n/a n/a n/a $50 Event Permit (one day) $1,275 $1,275 100% 100% $1,275 PlUS Additional Days $400 $400 100% 100% $400 OR Per Event Per Attraction Fee $50 $50 100% 100% $50 whichever is greater Community Garden Plots (Resident and Non-Resident) -15t 20' X 40' Plot $22 $22 100% 100% $22 -2nd 20' x 40' Plot $22 $22 100% 100% $22 2001-2002 Master Fee Schedule (Adopted) · rage 7 of llE MEMO FROM: City Council through City Administrato~ Public Works Program Manager 4ft------ TO: SUBJECT: Amendment to Surface Transportation Program (STP) Fund Exchange Agreement DATE: September 1 9, 2001 RECOMMENDATION: Approve the attached resolution entering into an amendment to an eXisting fund exchange agreement with the State of Oregon to exchange federal highway program funds for state funds. BACKGROUND: The federal Transportation Efficiency Act for the 21 st Century (TEA-21) enacted in 1999 continued the Surface Transportation Program (STP) which was instituted as part of the Intermodal Transportation Efficiency Act of 1991 (lSTEA). The STP funds still must be utilized on each federal fiscal year under TEA-21 rules. The Oregon Department ~f Transportation (ODOT) in conjunction with the League of Oregon Cities developed a program after ISTEA was enacted that allowed a city to exchange $1 .00 of this federal STP funding for 94<:: of state funds which could then be utilized for a much wider variety of projects than authorized under federal funding utilization requirements. The project the city used for the federal fiscal years 1998,1999 and 2000 fund exchange program was the widening and addition of bicycle and pedestrian facilities on Boones Ferry Road and Country Club Road. Additional funding has been assigned to Highway 214 high school sidewalk project. The time period for use of funds for both 1998 and 1999 are close to expiration or will expire prior to project completion. The Oregon Department of Transportation, in order to insure that the city can utilize these funds fully, has agreed to amend the agreement for fiscal year 2000 fund exchange to include the funds from 1998 and 1999 to extend the time that the city has to utilize these funds. Staff recommends that the resolution entering into the amendment to the fiscal 2000 agreement be approved. ,lIE COUNCIL BILL NO. 2348 RESOLUTION NO. A RESOLUTION ENTERING INTO AMENDMENT NUMBER 1 TO 2000 FU 0 EXCHANGE AGREEMENT NO. 18655 WITH THE STATE OF OREGON A 0 AUTHORIZING THE MAYOR AND CITY RECORDER TO SIGN SUCH AGREEMENT WHEREAS, the State of Oregon acting through its Department of Transportati n is authorized to enter into cooperative agreements with cities for the performance of work on certain types of improvement projects with the allocation of costs on ter s and conditions agreeable to contracting parties pursuant to ORS 190.110, 366.7 and 366.775, and WHEREAS, the City of Woodburn has applied to exchange federal funds fr fiscal years 1998,1999 and 2000 for state funds to assist with the project or widening and addition of bike lanes, sidewalks, storm drainage and signal modificatio s on Boones Ferry Road and Country Club Road, and WHEREAS, the State of Oregon, Department of Transportation determined t at for fiscal years 1998,1999 and 2000 the city's project were eligible for the exchan e of funds, and WHEREAS, there have been delays in completion of the city's project and t time period for use of the exchange funds from fiscal years 1998 and 1999 are clo to expiration or will expire by the completion of the project, and WHEREAS, the State of Oregon, Department of Transportation, has approv d the incorporation of the exchange funds from fiscal years 1998 and 1999 in 0 Agreement Number 18655 for fiscal year 2000 exchange funds, and WHEREAS, the State of Oregon, Department of Transportation, has provid d an amendment to Agreement Number 18655 for fiscal year 2000 exchange funds t at changes the exchange to be $254,070 in federal funds for $238,825 in state fun NOW THEREFORE: Page 1 COUNCIL BILL NO. RESOLUTION NO. THE CITY OF WOODBURN RESOLVES AS FOLLOWS: IrE ! Section 1. That the City of Woodburn enter into Amendment 1 to 2000 Fund Exchange Agreement No. 18655, which is affixed as Attachment "A" and by this reference incorporated herein, with the State of Oregon acting by and through its Department of Transportation to exchange $254,070 in federal funds for $238,825 in state funds to assist with the project for widening and addition of bike lanes, sidewalks, storm drainage and signal modifications on Boones Ferry Road and Country Club Road. Section 2. That the Mayor and City Recorder of the City of Woodburn are authorized to sign said agreement on behalf of the City. Approved as to form;-h.<""yrr- ~ City Attorney Cf - 1"1- zalQ J Date APPROVED: Richard Jennings, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, Recorder City of Woodburn, Oregon Page 2 COUNCIL BILL NO. RESOLUTION NO. September 12, 2001 ATTACHMENT -A Page -L of l/- lIE Misc. Contracts & Agreeme ts No. 18655, Amendme t 1 FUND EXCHANGE AGREEMENT City of Woodburn Amendment 1 The State of Oregon, acting by and through its Department of Transportation, hereinafter referred to as State. and the City of Woodburn, hereinafter referred to as City, entered into an Agreement on November 13. 2000. Said agreement covers the 2000 Fund Exchange to make improvements to Boones Ferry Road. It is now detennined by State and City that the Agreement referenced above, althoug remaining in full force and effect, shall be amended by this Amendment No. 1 to incorporate the 1998 and 1999 Fund Exchange amounts available to the City into thi agreement and add those amounts to the City's 2000 Fund Exchange amount. The agreements for the 1998 Fund Exchange (No. 17048, executed on January 28, 1999 and the 1999 Fund Exchange (No. 17678, executed on November 30, 1999) shall be tenninated by this Amendment No.1. Item No.2 of the Terms of Agreement. Page 1. which now reads: To assist in funding the project, Agency has requested State to exchange 2 00 Federal Funds. which have been allocated to Agency, for State funds based on he following ratio: $94 State for $100 Federal Based on this ratio, Agency wishes to trade $92,378 Federal Funds for $86, 35 State Funds. Shall be amended to read: To assist in funding the project, Agency has requested State to exchange 19 8. 1999, and 2000 Federal Funds, which have been allocated to Agency, for St te funds based on the following ratio: $94 State for $100 Federal Based on this ratio, Agency wishes to trade $254.070 Federal Funds for $238, 25 State Funds. ATTACHMENT A Page ~ of 4- lIE Agreement No. 18655, Amendment 1 State of Oregon and the City of Woodburn Page 2 Item No.4 of the Tenns of Agreement. Page 1. which now reads: The term of this agreement shall begin on the date all required signatures are obtained and shall terminate within two calendar years following that date, unless otherwise extended or renewed by formal agreement of the parties. Shall be amended to read: The term of this agreement shall begin on the date all required signatures are obtained and shall terminate on December 31,2002, unless otherwise extended or renewed by formal agreement of the parties. Item No. 5D of the Tenns of Agreement. Page 2, which now reads: This Fund Exchange shall be on a reimbursement basis, with State funds limited to a maximum amount of $86,835. All costs incurred in excess of the fund exchange amount will be the sole responsibility of Agency. Shall be amended to read: This Fund Exchange shall be on a reimbursement basis, with State funds limited to a maximum amount of $238,825. All costs incurred in excess of the fund exchange amount will be the sole responsibility of Agency. Item No. 51 of the Tenns of Agreement, Page 3. which now reads: Agency shall compile accurate cost accounting records. Agency shall bill State in a form acceptable to State no more than once a month for costs incurred on the project. State will reimburse Agency at 100 percent of the billing amount not to exceed $86,835. The cost records and accounts pertaining to the work covered by this agreement' shall be retained for inspection by representatives of State for a period of three years following final payment Copies shall be made available upon request Shall be amended to read: Agency shall compile accurate cost accounting records. Agency shall bill State in a fonn acceptable to State no more than once a month for costs incurred on the project. State will reimburse Agency at 100 percent of the billing amount not to exceed $238,825. The cost records and accounts pertaining to the work covered by ATTACHMENT~-- Paga-A~ of~ iE Agreement No. 18655, Amendment 1 state of Oregon and the City of Woodburn Page 3 this agreement shall be retained for inspection by representatives of State for a period of three years following final payment. Copies shall be made available up n request Item No. 5K of the Tenns of Agreement, Page 3, which now reads: Agency, its consultants or subcontractors, if any, and all employers working unde this agreement are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017 which requires them to provide workers' compensation coverage for all their subject workers. Shall be amended to read: Agency, its consultants or subcontractors, if any, and all employers working unde this agreement are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017 which requires them to provide workers' compensation coverage for all their subject workers, unless such employers are exempt under ORS 656.126. Agency shall ensure that each of its contractors complies with these requirements. SIGNA TURE PAGE TO FOLLOW AfTeement No. 18655, Amendment 1 State of Oregon and the City of Woodburn Page 4 r1E , . ATTACHMENT A Page ~ of ?I. IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. The Financial Services Branch Manager approved the City's 1998 Fund Exchange on December 8, 1998; the 1999 Fund Exchange on September 20, 1999; and the 2000 Fund Exchange on September 5, 2000. The Oregon Transportation Commission on March 18, 1999, approved Subdelegation Order 2, in which the Director grants authority to the Executive Deputy Director/Chief Engineer to approve and sign agreements over $75,000 when the work is related to a project included in the current Statewide Transportation Improvement Program. STATE OF OREGON, by and through its Department of Transportation QTY OF WOODBURN, by and through its elected offidals By By Executive Deputy Director/Chief Engineer Date Mayor By OtyRecorder APPROVAL RECOMMENDED By Date Region 2 Manager Agency Contact: Randy Rohman, Public Works Program Manager City of Woodburn 270 Montgomel)' street Woodburn, OR 97071 Date APPROVED AS TO LEGAL SUFFICIENCY By . Assistant Attorney General Date _, ,7 . I1F City of Woodburn Police Department Staff Report 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2352 Date: September 13, 2001 Paul Null, Chief of POliCe@ Mayor and City Council John Brown, City Administrato~ From: To: Through: Subject: Sound Amplification Permit - Farmworker Housing Development Corp. Ordinance 1900, 3, (5) The use or operation of an automatic or electric piano, phonograph, loudspeaker or sound-amplifying device so loudly as to disturb persons in the vicinity thereof or in such manner as renders the same a public nuisance; provided however, that upon application to the Council permits may be granted to responsible persons or organizations to broadcast programs of music; news speeches or general entertainment. The police department has received a request for a sound amplification permit from Larry Kleinman representative of Farmworker Housing Development Corporation. The request is for Sunday, October 7, 2001, from 3:00 - 5:00 p.m. The permit is to allow for a ground breaking ceremony for the Cipriano Ferrel Education Center. The event will take place at Nuevo Amenecer housing project located at Fifth Street and Mt. Hood Hwy. Recommendation: The City Council approve a sound amplification permit for Farmworkers Housing Development Corporation for Sunday, October 7,2001, from 3:00 - 5:00 p.m. po un :;)035821031 '.qlF Sep 10 01 04a16p Farmworker Housing Development Corporation Corporacion de Desarrollo de Vivienda Campesina September 10,2001 Chief Paul Null Mayor Richard Jennings City Hall Woodburn Calli - Home Rc: Request for u..;;e of outdoor sound amplification equipment Nuevo Amanecer housing project Sunday, October 7th, 3:00 to 5:00 PM Gentlemen. We write to request that the City Council grant FHDC a permit to use outdoor sound a.lllplifiCClLiull clluipment for an event on Sunday, October 7tb from 3 :00 PM to 5:00 PM at the Nuevo Amaneccr housing project on Fifth Street in Woodburn. The event, to which all city leaders and citizens are invited. is the groundbreaking ceremony {or tbe Cipriano Ferrel Education Center. The only purties likely LO be affected by our use or :sound tA.{uipment will be the residents of Nuevo Amanecer. We expect that they will be enthusiastically participating in this exciting event and will not be inconvenienced or object. Please direct any questions you may have about this request to me (I can be reached at QR?-0?.43) or to FHDC Executive Director Roberto Fr<U1co. Thanks for considering oue request and we hope to see you on the 711:1. Sincerely, ~~ ,my Kl. mman Hoard T ea~urer 160 West Cleveland Street · Woodburn, Oregon 97071 · (503) 981- t 618 Fax (503) 9 t -36p2 To: From: Subject: Date: ..dU~ For Council Action, through the City Administrator .d.. Randy Scott, C.E. Tech III, through the Public Works Directort"" ~ ./ Contract award for West Hayes and Gatch Street Resurfacing Improvements September 20, 200 I l~G MEMO RECOMMENDATION: It is being recommended the City Council award the construction contract to the lowest responsible bidder, Parker Northwest Paving Co. for the Resurfacing Improvements for West Hayes Street and Gatch Street in the amount of$60,742.75. BACKGROUND: The contract is in conjunction with Project No. 2001-058-37, Bid No. 22-06, for resurfacing West Hayes Street and Gatch Street. West Hayes Street will be resurfaced from Harvard Drive to Evergreen Road, Gatch Street will be resurfaced from Lincoln Street to Hardcastle Avenue. The project includes surface repairs for the areas offailure and then placement of a 1 1/2" wearing course over paving fabric. The project will be funded using approved resurfacing/maintenance budgeted funds. Staff received a total of six qualified bids as listed below 1. 2. 3. 4. 5. 6.. Parker Northwest Paving Co. Morse Bros. Roy L Houck North Santaim Paving Salem Road & Driveway D & D Paving $60,742.75 $69,981.65 $70,012.80 $82,021.35 $85,149.15 $85,787.75 Engineers Estimate $77,891.00 The low bidder is 22% below the engineer's estimate, therefor staff is recommending the contract be awarded. MEMO ~ For Council Action, through the City Administrator Randy Scott, C.E. Tech III, through the Public Works Director Contract award for Boones Ferry Road & Country Club road Storm Drain and Sanitary Sewer Improvement September 20, 2001 To: From: Subject: Date: IH ~iEi- RECOMMENDATION: It is being recommended the City Council award the construction contract to the lowest responsible bidder, North Santiam Paving Company in the amount of $299,977.25, for the Boones Ferry Road and Country Club Road Storm Drain and Sanitary Sewer Improvement. BACKGROUND: The contract is in conjunction with Project No. 2001-011-30, Bid No. 21-11, for installation of Storm Drain on Boones Ferry Road and Country Club Road and a Sanitary Sewer on Country Club Road. Both facilities are being extended to provide service to the future water treatment site located at 1084 Country Club Road and to also provide some additional storm water capacity on Boones Ferry and Country Club Road. This needs to be completed prior to surface improvements ofBoones Ferry Road and Country Club Road scheduled for next summer. The project will be funded using the following budget line items. 363-631-722.002, Well Site/Country Club! St. CIP 466-611-745-003, Restoration Sys. Exp.l Water Sys. 466-611-745.004, Utility Extension to Well Site/ Water Sys. 470-611-714.001, Water Sys Expansion! Cap. Funds From Operations $55,000 $50,000 $169,000 $26,000 (portion of 40K ) Staff received a total of twelv.e qualified bids as listed below 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. North Santiam Paving Company S-2 Contractors G.V.S. Contracting Valley Pacific Construction Bill Erickson Heavy Construction Saunders Company Kerr Contractors Eme.ry & Sons Brian C1ompton Exc. Scharff Bros. Dunn Construction Canby Excavation $299,977.25 $323,738.00 $328,870.00 $357,707.00 $359,087.00 $365,200.00 $377,109.25 $379,562.00 $401,367.95 $424,748.00 $458,656.00 $480,080.70 $311,000.00 The low bidder is 3.5% below the engineer's estimate; therefor staffis recommending the contract be awarded. Engineers Estimate Attachment "A" is a Project Location Map ~. ~~ 56 G). ra,t .~ ~ ~I~ W -~ -~W tntn ~ ""\ ~ '~' < ::: - ~ ~ IIr~ ~ !l : ~ ......~f-- r--I~. GJ ~ .~!,.,: ~ - (E 3;,t 3: 9 e M.~ . 2 .; 13' . ::3:>~. ~o>~. U C/) q ,. . ~ g '-.. . . .. .. -; . , . '-J I~/ t-cZ '0 < ~ '4 - m_ :::> --1 o. >- g: JJ~L- - .........~ ... I~ ~ !LI ~~ (ntIJ i , i-- I~ 1 (f) - >- 0::: IZ --" W I'-. IS _ 'ttHJ.37'tt r- r--'" --- T : T / I~ I I I I I ~~~ . - I J I J is VNNV\fl' VI I I I I I I A I AVM ~OlS\f AVM ~OlSV I : I I r-r ]t; I I ~ ~ J~ 0 ~ t-C ~ Z ~ 00 ll.c '"'" l I I I J 0::: is aO:Jvr 0::: a ,0 oj ~ 0::: <( Z Z ~ - 0::: W <( CDl ~ t- is 1~3ao~ I liB - J t I "i I I l' i : CITY OF WOODBURN Community Development t4A I ; u.' .. MEMORANDUM 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-5246 Date: September 24,2001 Honorable Mayor and City Council thru City Administrator~ Jim Mulder, Director of Community Development 1vl Planning Commission's Action on Subdivision 101 . and Variance 01- 06, a five-lot residential subdivision at 1810 and 1820 E. Hardcastle. To: From: Subject: At their meeting of September 13, 2001, the Planning Commission adopted a Final Order denying a Subdivision and three Variance requests to subdivide two residential parcels into five lots. This decision is final unless the City Council calls this decision up for review. Applicant: George Wilhelm Wilhelm Engineering, Inc. P.O. Box 561 1771 Mt. Jefferson Ave Woodburn, OR 97071 Property Owner: Lazar Kalugin Quality Plus Interiors, Inc. - 11220 Portland Road NE Salem, OR 97305 NATURE OF THE APPLICATION: The applicant proposed to subdivide two residential properties into five lots for future residential use. The proposed subdivision included three variance requests: 1) to allow five lots to access a private drive when four is the maximum permitted, 2) to allow the private drive serving the subdivision to extend beyond the 150-foot depth maximum to 250 feet, and 3) to allow four of the lots to be created without public right-of-way frontage, rather they would be accessed by a private drive. RELEVANT FACTS: The subject properties are located on the south side of E. Hardcastle Ave between Hwy 99E and the easterly city limit. The properties are addressed at 1810 and 1820 E. Hardcastle Ave, further identified on Marion County Assessor Maps as Township 5 South, Range 1 West, Section 8DC, Tax Lots 6000 (1820 E. Hardcastle) and 6101 (1810 E. Hardcastle). 1 .. '14~ The combined size of both subject properties is 1.91 acres (83,200 square feet). L 6000 is 1.05 acres and TL 6101 is 0.86 acres. The proposed lots range in size fr m 6,020 square feet to 29,500 square feet with widths of no less than 70 feet and lengt s of no less than 86 feet. Four of the five lots were proposed to be accessed by a 24-f ot wide private drive within a 39-foot wide private right-of-way. Most of this private right- f- way was proposed to be within a separate tract of land, but portions needed to exte d onto an existing and proposed single-family lots through easements. The site is virtually flat with no more than one (1) foot of change in elevation. T e property consists of trees and vegetation, some of which were to be removed as part of this project. TL 6101 is currently vacant, and TL 6000 has a shed which was to e removed and a new single-family home which was to remain. This existing home w s proposed to be located within Lot 1. The subject site is zoned Single-Family Residential (RS) and has a Comprehensi e Plan Map designation of Low Density Residential. Adjacently located to the west is a two-family home (duplex) neighborhood zoned Multi-Family Residential (RM) Distri t. The city limit is along the south of the property, and the adjacent property to the so th consists of an orchard which is under Marion County zoning of Single-Family (R ) Residential. This is the only adjacent property that is not within the Woodburn city Ii it. The adjacent property to the east is zoned RS and has a single-family home. To t e north on the opposite side of Hardcastle is also a two-family home (dupl x) neighborhood zoned RM. 2 i .. ., . . '. . .. . '~s nO~\~~~l Woodburn, Port1aD.d:'~ito can enjoy the' symphonY'3f:., museum,'theI( opera,th~ter :-:;"~,.;~,"'~~/''-. performances, NBA basketball, D1iti~f ~ . '" -, . -">::?:,,.,J-~.:t~i-'_\:' baseball, plus horse and dog raciIii portlafi International! ' Airport offers visitors convenient travel to anyplace in the world. Salem, 17 miles south, is Oregon's State capital and home of the State Fair. Skiing, I ~ . fishing, hiking, camping and boating are all available in the nearby Cascade mountains. The Oregon Coast is a short 11/2 hour drive. PORTLAND OREGON .+'* OYY. I CANBY./ 29 mi. / , . AURORA . " COAST . NEWBERG ST. PAUL "~";' :." .. MOLlALA " ,............-. 19 mi. ~ 13 mi. "'-' . SILVERTON N W.E 17mi ~ ,~ . SALEM I COAST . Woodburn Area Chamber of Commerce 2241 Country Club Road 97071 Phone 503-982-8221 Fax 503-982-8410 www.woodburnchamber.org Woodburn 1ftf Chamber .jCommerce tain :~!~maiJ.'tbWrf . charm and ':historic downtown...... it poss~~ !t~~,~~' 1 y. .. }.~op~~on.: .fx0.~)~~r1\11gIOs, c' Latinos, RussianS,and Menn6l1ites.i '.' Whether you come to dine at one of the ethnic restaurants, shop at a Mexican tienda, attend the Fiesta de Mexicana, or visit the traditional onion dome buildings, woodburn provides a unique cultural ~ opportunity for visitors. The Woodburn Company Stores, the Woodburn Dragstrip, the Mount Angel Octoberfest, the Woodburn 'fulip Festival, as well as the antiques of Aurora, local wineries and an abundance of state parks are all within 15 minutes. { I i ! :. ~ I - I HAWTHORN ~ - I,,:>; Ii stJITl:S -- > 1 I I ~ ~ J l , ( ~ 120 N. Arney Rd. Woodburn, OR 97071 503-982-1727 www.hotels-west.com Delicious hot breakfast buffet, 24 hour pool (seasonal) 24 hour spa & sauna, exercise room, video rentals, in room coffee, hair dryers, irons, fresh baked cookies. Next to Woodburn Company Stores. [lJ61 RV PARK 115 N. Arney Rd. Woodburn, OR 97071 1-888-988-0002 www.woodburnrv.com Daily, weekly, montWy rates. Full hookups, up to 60' pull thrus, showers, laundry, store, rec room, swimming pool (seasonal), playground. Easy on/off 1-5 exit. l t i 1 J 1 , , , , ~ Woodburn mlnn 1025 N. Pacific Hwy. (99E) Woodburn, OR 97071 503-982-9741 www.woodburninn.com New luxurious rooms, microwave, refrigerator, NC, in room coffee. Centrally located to all area attractions. Restaurant & shopping adjacent. ({j)ft~ ~"lTm 503-678-2195 www.willamettegables.com Bed & Breakfast. Five luxury rooms, gourmet breakfast, five acre country estate 10 minutes north of Woodburn on banks of Willamette River in the heart of wine country. '" . L.'.~;~..:' .. '.: ~~, PJJesf; 7b~ March Woodburn Dragstrip Season Begins Mid-March- Mid-April Woodburn Tulip Festival Wooden Shoe Bulb Company July Drums of Fire Drum Corps International Show (DCI) July 4th Chuckwagon Breakfast Old Fashion 4th of July Picnic and Fireworks July 1-4 MolaIla Buckeroo July 1-4 St. Paul Rodeo Mid-July Hubbard Hop Festival 1st Weekend in August Mexican Festival Mid-September Mt Angel Octoberfest Mid-November Holiday 'Iree Lighting Woodburn Company Stores December Festival of Lights - F t ~ ) f ~ s I -