Loading...
Minutes - 09/24/2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 24, 2001. CONVENED. The meeting convened at 7:00 p.m. with Council President Figley presiding. 0020 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley McCallum Nichols Sifuentez Absent Absent Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Community Development Director Mulder, Police Chief Null, Public Works Manager Rohman, Management Analyst Smith, City Recorder Tennant Council President Figley stated that the Mayor was on vacation and Councilor Bjelland was out of town on business obligations. 0069 ANNOUNCEMENTS. A) Public Hearing on Water System Development Charges: Hearing will be held before the City Council on October 8, 2001, 7 :00 pm, in the City Hall Council Chambers B) Public Hearing on Wal-Mart Zone Change: Hearing will be held before the City Council on October 8,2001, 7:00 pm., in the City Hall Council Chambers C) Citywide Clean-up - Saturday, October 6,2001: Councilor McCallum stated that the Livability Task Force is coordinating this event and citizens are urged to participate. Woodburn High School east parking lot, 8:30 am, will be the meeting place for those who wish to participate in the clean-up along the major streets within the City. He stated that this year, the Task Force is teaming up with the Tulip Festival Committee and tulip bulbs will also be planted on October 6th, Contact persons for participating in this event are Kezia Merwin and Councilor McCallum. 0181 COMMUNITY CENTER PLANNING COMMITTEE UPDATE. Flurry Stone, Committee Chairperson, provided an overview of the Committee's work to date on planning for a new community center. For planning purposes, this project has been broken down into 3 phases with Phase I being just a Community Center, Phase n being a Pavilion for exhibits, and Phase III being a Performing Arts Center. The Page 1 - Council Meeting Minutes, September 24,2001 ~ COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING Committee has been concentrating on just the Community Center at this time since, in his opinion, it is a project that can be achieved with the other phases being accomplished at a later time. The Committee will keep these two phases in mind as they go through the process in how they will fit into the Community Center. In a recent W oodbum Independent article, most of the issues in the article have been discussed by the Committee. At the time the Committee began their work, they were given 4 sites to evaluate those being Centennial Park, Legion Park, Settlemier Park, and the community gardens (located at Park Ave and Alexander). The Committee had tentatively settled on a building with 15,000 sq. feet and, after looking at the parking requirements for a building this size, the Committee felt that Settlemier Park would be the best site available for the new Center. He stated that the Committee members were given the opportunity to bring forth other site options but no one identified any other sites within the City that could be used for this project. He reiterated that no blueprint has been made as to the size or specific location of the proposed building but the issue that the Committee focused on was parking requirements for the facility. He stated that the Committee has been following a fairly aggressive schedule in order to develop a proposal by November 1, 2001. At their September 27th meeting, they will begin with the room layouts and the square footage needed within the facility. He encouraged interested citizens to attend the meetings to provide input on this project. Councilor Nichols questioned the if access to Settlemier would be available from Front Street. Chairperson Stone stated that there is an existing entrance on Front Street and, with the future improvement of Front Street, the Committee looked at the access as an advantage to this site. Additional landscaping would be included in this project to beautify the area around the facility. He assured the Council that the Committee would be taking the minimum amount of space in Settlemier Park if the Center is located at this site. Additionally, it is the intent of the Committee not to remove any trees from Settlemier Park. Councilor Nichols expressed concern in that all of the city-owned sites would not be large enough to provide for a Community Center the size that is needed for our growing community in addition to meeting the parking requirements. Chairperson Stone stated that they had visited 3 facilities in Portland and each facility has parking problems. In addition to the parking currently at Settlemier Park, there is on- street parking in the vicinity and a city parking lot 1 block north of Settlemier Park. Some additional parking area could be constructed in the open field area near Front Street. Councilor McCallum encouraged the Committee to look very closely at the parking issue since there are livability issues that will be addressed if the new Center is located in a neighborhood. Page 2 - Council Meeting Minutes, September 24, 2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING Councilor Chadwick questioned if the K-Mart building was considered by the Committee. Chairperson Stone stated that the issue was brought up, however, it is his understanding that the City would then be buying additional property and taking commercial property off of the market. He reiterated that he is not an expert on the 4 sites that were given to the Committee but they have been moving forward based on the direction given to the Committee to date. Council President Figley questioned if population projections were used in regards to the size of the facility when doing comparisons since she also has similar concerns as expressed by Councilor Nichols. Chairperson Stone stated that general discussion has been on the size of the community in the future and the need to build a center to meet those needs. After the recent site visits, there may be a need to increase the square footage to 20,000 but this size will be determined during the next few weeks. He also stated that the Committee is looking at a 20 year projection and, if the building and parking requirements do not meet the space available at Settlemier Park, the Committee will be back before the Council to look for a different site. He reiterated that the Committee is looking at Phase I at this time and the next 2 phases can be added in the future. In his opinion, the pavilion (Phase II) could be located at the community garden location which is located adjacent to the Woodburn Armory and the Performing Arts Center could be at some other location. Councilor Nichols expressed concern in having separate locations which may not be cost effective for the City. Chairperson Stone briefly discussed some of the amenities provided at centers visited by the Committee. Additionally, he stated that the Committee has also been taking into consideration the Parks & Recreation Director's management perspective as it relates to location of the center at Settlemier Park in that their would be one manager for two facilities. 1640 Councilor Sifuentez stated that she is part of the Community Center Planning Committee and they are trying to maximize the dollars since it will need to go before the voters for approval. Chairperson Stone reiterated that the Committee has not specifically identified rooms to be included in the center, however, he stated that they are looking at a fairly large square footage multi-purpose room, small kitchen, several classrooms to be used for a variety of purposes, and an outside fenced area. He reminded the public that the next Committee meeting will be held on Thursday, September 27th, 7:00 p.m., at City Hall. 1915 PRESENTATION: HUMAN RIGHTS AWARD. Scott Summers, representing the Human Rights Commission, stated that the Commission presents 6 awards annually to recognize people within the community who work to bring the cultures and peoples together to build a stronger sense of community. To recognize Page 3 - Council Meeting Minutes, September 24, 2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING the work being done at the Woodburn Public Library, he presented awards to Mary Parra, Childrens' Librarian, and Judy Brunkal, Adult Program. He stated that the Library has been a gathering place for all cultures, and they have provided tri-lingual signage, story telling programs in Spanish, a Russian Folk tale program, provided traditional Mexican folk arts, sponsored a local Mexican artist, a story-time program in Russian for pre-school children, and Music in the Park utilizing both Russian and Mexican musicians. Mary Parra and Judy Brunkal expressed their appreciation to the Commission for the awards. Judy Brunkal also reminded the public of upcoming Library events: (1) October 14th - "Authors at the Library" featuring Robert Pyle with his lecture titled "Life as Fieldtrip", 1 :00 p.m., in the City Hall Council Chambers. (2) October 15th - Preview of an OPB documentary "Promises" focusing on the conflict in Jerusalem with John Mandeville from Portland State University being the featured speaker. This program will be held at the Woodburn Chemeketa Center in Room 102. (3) October 27th - As part of City-wide celebration of Dia de los Muertos, a traditional MexicanlHispanic-American holiday. An alter will be built by Antonio Ramos and Susan Dearborn Jackson will give a bi-lingual explanation of this Hispanic holiday at 1 :00 p.m. with a childrens' craft by a young male artist from Mexico. 2276 CHAMBER OF COMMERCE REPORT. Mary Graves, representing the Chamber Board, updated the Council on upcoming events: 1) Business After Hours will be held on September 28th from 4:30 pm to 6:00 pm at the Safeway Shopping Center featuring Dip N Donuts, Figaro's Pizza, and Piper's Jewelry. 2) Chamber Forum on October 17th, 12:00 noon, Woodburn Crossing Conference Center, with the guest speaker being Dr. Gretchen Schuette, President of Chemeketa Community College. 3) Business After Hours will be held on October 18th at which time the Chamber will be celebrating the opening of their new Chamber office. This event will be hosted by Mid- Valley Bank who will also be celebrating their 3rd anniyersary in Woodburn. She also stated that the new Tourism brochure has been printed and will be distributed outside of the City to attract tourists into the area. This project has been completely funded by 9 area businesses or attractions and, not only was enough money raised for the brochures to be printed but they will use some of the money to buy distribution outside of the City. Copies of the brochure were distributed to the Council. 2497 COMMUNICA TIONS: LETTER FROM PORTLAND GENERAL ELECTRIC (PGE) REGARDING OCTOBER 1. 2001 RATE INCREASES. Administrator Brown stated that the letter was included in the agenda packet to give Councilors information on the increases in the event they received telephone calls from constituents. Page 4 - Council Meeting Minutes, September 24,2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING 2543 Ralph Wieting, 1900 Hayes Street, stated that he has been a resident of the City since May 2001 and, following the terrorist attack on September 11 th, he had inquired of the City staff information on the City's water system. He stated that his background has been in transportation, chemical, military and Deputy Fire Chief. He is very concern about water contamination with all of the recent problems and feels that City staff is providing too much information to citizens on the number of water wells and the location of the wells, and, if information is to be given out, only those people in which the staff member has known for the last 5 years be provided with the information. He felt that each pumping station should have an alarm system installed and monitored by the dispatch center as a measure to safeguard the City's water supply. He also felt that the news media is giving out too much information on military strategy and other types of terrorist activities that may cause the public to be in great danger. He stated that he regularly views the Council meetings on Cable TV and feels that City officials are doing a fine job and, as a member of the community, he urged the City to safeguard the City's water supply. Council President Figley expressed her appreciation to Mr. Wieting for his comments and this recent terrorist event has brought forth a need to review the City's disaster plan. 3000 CONSENT AGENDA. A) approve the regular and executive Session Council minutes of September 10,2001; B) accept the Planning Commission minutes of August 23,2001; C) accept Library Board minutes of September 12, 2001; D) accept Claims for the month of August 2001; E) receive Memorandum Opinion 2001-03 on Reapportionment of Council Wards; and F) receive the 2006 International Municipal Lawyers Association conference informational report. MCCALLUMlSIFUENTEZ... adopt the consent agenda as presented. The motion passed unanimously. 3024 COUNCIL BILL 2344 - RESOLUTION ADOPTING GUIDELINES. PROCEDURES AND PROCESS FOR OBTAINING CITY TOURISM AND ECONOMIC DEVELOPMENT GRANT FUNDS. Council Bill 2344 was introduced by Councilor Chadwick. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2344 duly passed. Page 5 - Council Meeting Minutes, September 24,2001 I I ~ 8A COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING 3137 COUNCIL BILL 2345 - RESOLUTION AUTHORIZING TRANSFER OF OPERATING CONTINGENCY APPROPRIATIONS DURING FISCAL YEAR 2001-02. Council Bill 2345 was introduced by Councilor Chadwick. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2345 duly passed. 3200 COUNCIL BILL 2346 - RESOLUTION ESTABLISHING EMPLOYEE COMPENSATION INCLUDING SALARY AND BENEFITS. Council Bill 2346 was introduced by Councilor Chadwick. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2346 duly passed. 3260 COUNCIL BILL 2347 - ORDINANCE REPEALING THE SCHEDULE OF FEES AND CHARGES FOR CITY SERVICES ADOPTED IN 2000 AND ADOPTING THE 2001-02 REVISED SCHEDULE OF FEES: REPEALS ORDINANCE NO. 2272. Council Bill 2347 was introduced by Councilor Chadwick. The two readings of the bill were read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2347 duly passed with the emergency clause. 3418 COUNCIL BILL 2348 - RESOLUTION ENTERING INTO AMENDMENT NUMBER 1 TO THE 2000 FUND EXCHANGE AGREEMENT NO. 18655 WITH THE STATE OF OREGON. Councilor Chadwick introduced Council Bill 2348. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Figley declared Council Bill 2348 duly passed. 3494 REOUEST FOR SOUND AMPLIFICATION PERMIT: F ARMWORKER HOUSING DEVELOPMENT CORP. Farmworker Housing Development Corp. submitted a request for a sound amplification permit for Sunday, October 7th, from 3:00 pm to 5:00 pm for the purpose of utilizing sound amplification equipment in conjunction with their groundbreaking ceremony for the Cipriano Ferrel Education Center. SIFUENTEZlMCCALLUM... grant the sound amplification permit to the Farmworker Housing Development Corporation. The motion passed unanimously. Page 6 - Council Meeting Minutes, September 24,2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING 3545 CONTRACT A WARD: WEST HAYES AND GATCH STREET RESURFACING IMPROVEMENTS. Bids for the resurfacing of West Hayes and Gatch Streets were received from the following contractors: Parker Northwest Paving Co, $60,742.75; Morse Bros., $69,981.65; Roy L. Houck, $70,012.80; North Santiam Paving, $82,021.35; Salem Road & Driveway, $85,149.15; D & D Paving, $85,787.75. Staff recommended the acceptance of the low bid which was 22% below the engineer's estimate. NICHOLS/SIFUENTEZ... award the contract to the lowest responsible bidder, Parker Northwest Paving Co., in the amount of $60,742.75 for the resurfacing of West Hayes and Gatch Streets. The motion passed unanimously. 3600 CONTRACT A WARD: BOONES FERRY ROAD AND COUNTRY CLUB ROAD STORM DRAIN AND SANITARY SEWER IMPROVEMENTS. Bids for the installation of a storm drain on Boones Ferry Road and Country Club Road and for sanitary sewer line improvements on Country Club Road were received from the following contractors: North Santiam Paving Co., $299,977.25; S-2 Contractors, $323,738.00; G.V.S. Contracting, $328,870.00; Valley Pacific Const., $357,707.00; Bill Erickson Heavy Construction, $359,087.00; Saunders Company, $365,200.00; Kerr Contractors, $377,109.25; Emery & Sons, $379,562.00; Brian Clompton Exc. $401,367.95; Scharff Bros. $424,748.00; Dunn Construction, $458,656.00; and Canby Excavation, $480,080.70. Staff recommended the acceptance of the low bid which was 3.5% less than the engineer's estimate. SIFUENTEZlNICHOLS.... award the Boones Ferry Road and Country Club Road storm drain and sanitary sewer improvements to the lowest responsible bidder, North Santiam Paving Co., in the amount of $299,977.25. The motion passed unanimously. 3700 NEW BUSINESS: ARCHITECTURAL DESIGN SERVICES. Administrator Brown referred back to Council Bill 2345 in which operating contingency funds were transferred for the purpose of conducting a feasibility study on a partial remodel of the City Hall basement. He requested Council authorization for him to execute a contract with Hennebery-Eddy Architects in an amount not to exceed $5,500.00 (copy of draft contract included in the agenda packet). SIFUENTEZlNICHOLS.... 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 $5,500.00. The motion passed unanimously. 3800 PLANNING COMMISSION ACTIONS. A) Denial of Subdivision 01-01 and Variance 01-06: Request to subdivide a 1.91 acre site into 5 residential lots located at 1810 and 1820 E. Hardcastle Avenue. The Council took no action on this Planning Commission action. Page 7 - Council Meeting Minutes, September 24, 2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING 3840 CITY ADMINISTRATOR'S REPORT. A) Administrator Brown updated the Council on the bid solicitation process regarding the City building located at 347 N. Front Street (also known as the Salud building). He stated that a pre-bid conference was held on September 20th in which 5 contractors had attended and he is confident that several bids will be submitted for the demolition/reconstruction project. Even though staff still plans on bringing the bids before the Council on October 8th, the bid opening has been extended to October 4,2001 in order to have an asbestos assessment completed in advance of the bid opening. Staff is in the process of collecting bids from environmental consulting agencies who do the basic asbestos assessment and it is estimated that this service will cost approximately $3,000.00. Completing this assessment in advance will insure a lower bid price from the contractors. B) As a follow-up to the Transportation Funding Bill process and the activities at last month's MW ACT (Mid Willamette Area Commission on Transportation) meeting, he stated that MW ACT will evaluate proposals for grant funding at their October 4,2001 meeting. The City has submitted an application for $16.9 million in the Transportation bill funding to augment the approximately $4.2 million that is currently in the STIP (Statewide Transportation Improvement Plan) and $2.1 million of Traffic Impact Fees that the City has placed in reserve for future improvements. This package would seek approximately $23 million which will include the full interchange improvement as per the ODOT preferred alternative as well as widening Highway 214 from the interchange east to Cascade Drive. Without the reliance of additional funds from other city sources such as Urban Renewal for the purpose of extending the widening of Highway 214 further east to Front Street, staff felt that an application which reflects known funding sources would be to the City's advantage. Staff is also trying to put together a delegation of representatives of the Woodburn community who will attend the MW ACT meeting on October 4th. MW ACT will begin their public hearing process at 6:00 p.m. and, following the hearing, MW ACT will recommend to the full Oregon Transportation Commission the projects they would like to see funded in Region ll. Staff feels that the City has a very competitive application and it is hoped that the City will have a large contingent of individuals who will speak: briefly on what the project means to them and to the community as a whole. Council President Figley stated that she would be attending this hearing since she will also be doing a presentation on East Marion County Rail. 4286 MA YOR AND COUNCIL REPORTS. Councilor Sifuentez informed the Police Chief that the traffic on Lincoln Street has slowed down now that school has started. Councilor McCallum stated that the Woodburn Kiwanis organization is also a participant in the October 6th city-wide cleanup. In regards to the repairs to the Hardcastle railroad Page 8 - Council Meeting Minutes, September 24,2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING crossing, he has not seen any activity to date and he suggested that staff give Union Pacific another reminder call since they had promised to take care of the crossing by the end of September 2001. As the liaison Councilor to the Fire District, Councilor McCallum stated that he had attended the September 11 th Fire Board meeting. It was a very subdued meeting as they remembered their comrades and he expressed the City's expression of sympathy and thanks to the Fire District who serves our community. Council President Figley stated that it was rather soberly to think that at the last meeting, the Council offered condolences to the families of the two police officers who were killed and to the state trooper who was severely injured. The very next day, terrorist activity invoked more tragedy of great magnitude and it magnifies the expression of thanks that needs to be given to emergency personnel for all that they do in protecting and saving lives of citizens. Council President Figley also thanked Director Westrick for the replacement of the glass blocks with concrete blocks at the Aquatic Center. The glass blocks formed a wall which provided a target for vandalism. Council President Figley stated that, at the last meeting, the Council held an executive session for the purpose of evaluating the City Administrator's performance over the last year. It had been planned to hold a second executive session to discuss compensation, however, under an Attorney General's opinion, discussion of compensation is not an appropriate purpose for holding an executive session. Therefore, the Mayor has appointed himself and Council President Figley as the committee to meet with Administrator Brown to negotiate terms of the Administrator's contract which will then be brought back to the full Council for review. Councilors can individually discuss this issue with the Mayor following his return from vacation on Wednesday. Councilor Sifuentez stated that the staff at MacLaren will be part of the clean-up actiyities on October 6th and they will begin their work at the Maclaren access on Highway 99E and will pick-up litter down to AI's Fruit & Shrub. Councilor McCallum stated that the October 6th event will include not only the clean-up but tulip planting and, for gifts, there are flower planter boxes being sold at the Chamber office which are being made by the students at MacLaren. 4835 EXECUTIVE SESSION. Council President Figley entertained a motion to adjourn to executive session under the authority of ORS 192.660(1)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions. SIFUENTEZlMCCALLUM... Council adjourn to executive session under ORS 192.660(1)(e). The motion passed unanimously. Page 9 - Council Meeting Minutes, September 24, 2001 COUNCIL MEETING MINUTES SEPTEMBER 24, 2001 TAPE READING The Council adjourned to executive session at 8: 12 p.m. and reconvened at 8:38 p.m.. 4855 Council President Figley stated that no action was taken by the Council while in executive session. 4890 ADJOURNMENT. NICHOLSIMCCALLUM... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:39 p.m.. APPROVED ATTEST M~---r-~~ Mary Te ant, Recorder City of Woodburn, Oregon Page 10 - Council Meeting Minutes, September 24,2001