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Minutes - 10/08/2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 8, 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 Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Community Development Director Mulder, Police Chief Null, Finance Director Gillespie, Public Works Manager Rohman, Park & Recreation Director Westrick, City Recorder Tennant 0045 ANNOUNCEMENTS. A) Woodburn Aquatic Center has resumed regular hours of operation following closure of the facility for annual maintenance; B) City Council Workshop will be held on Monday, October 15,2001, 7:00 p.m., in the City Hall Council Chambers for the purpose of meeting with the Community Center Planning Committee to discuss the Community Center plan; C) Public Hearing - October 22,2001: A hearing will be held before the Council at 7:00 pm., City Hall Council Chambers, regarding an appeal of the Planning Commission denial of Subdivision 01-01 and Variance 01-06 (request to subdivide 1.91 acre site into 5 residential lots located at 1810 and 1829 E. Hardcastle Ave.); D) Prime Time Family Reading: The Library will host this program on October 2, 9, 16 and 23,2001, from 6:00 pm to 8:00 pm., in the Library's Multi-Purpose and Carnegie Rooms; E) Board/Commission Vacancies: Citizens interested in serving on the Planning Commission or Recreation & Park Board are encouraged to submit an application; F) Dia de Ios Muertos - Honoring Our Ancestors: Councilor Sifuentez briefly explained the Dia de los Muertos celebration which is a Hispanic celebration to honor their ancestors. This celebration will begin on October 23rd and conclude on November 3rd. Page I - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING 0235 APPOINTMENT: RECREATION & PARK BOARD. Mayor Jennings appointed Woodburn High School student Ty Burlingham to the Recreation & Park Board with his term to expire in September 2003. The Mayor stated that Mr. Burlingham is a 4th generation Burlingham and each generation of his family has been very involved in the community. FIGLEyIMCCALLUM.... approve the appointment ofTy Burlingham to the Recreation and Park Board. The motion passed unanimously. Ty Burlingham stated that he is excited in becoming a Board member and is very interested in working on upcoming projects such as the Skate Park. 0408 Mayor Jennings introduced Senator Peter Courtney who, if the Secretary of State approves the State redistricting plan, will be the State Senator representing Woodburn. Peter Courtney expressed his desire to work with local citizens, Mayor, Council, and City staff on any issue that may effect the Woodburn community. He stated that he had attended the groundbreaking ceremonies for the Cipriano Ferrel Education Center and he was very impressed with the friendliness ofthe Woodburn citizens. Additionally, he had an opportunity to appear before the Mid- Willamette Area Commission on Transportation (MW ACT) on behalf of the City in order to provide testimony on the need for the interchange improvements and widening of Highway 214. On October 18th, he will be in attendance at the MW ACT meeting as requested by the Mayor. Mayor Jennings thanked Senator Courtney for his efforts last week at the MW ACT meeting and for attending the groundbreaking ceremony. 0666 CHAMBER OF COMMERCE REPORT. Don Judson, President of the Chamber Board, stated that the Board had recently completed their annual planning retreat and they have expanded their goal in raising Chamber membership from 5,000 to 30,000 in an effort to make this a better Chamber. Upcoming events are as follows: 1) The first full-day session of their Leadership Youth Program will begin on Tuesday which is modeled after a successful effort in Salem. This program will involve 21 students from Woodburn High School (sophomores and juniors) and the students will meet one day a month for the next 9 months on various sessions such as history, culture, legal system, business, commerce, and government. Students will also complete a community project of their choosing. 2) The Chamber Forum will be held on October 17th, 12:00 noon, at Woodburn Crossing with the guest speaker being Dr. Gretchen Schuette, President of Chemeketa Community College. 3) On October 18th, the Chamber will host Business after Hours at their new office at Woodburn Crossing. He stated that the Visitor's Center is receiving twice as many visitors daily at the new office and the Chamber is looking seriously at opening the Page 2 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING Visitor's Center on weekends next year. He also distributed copies of the new Chamber's Community Guide publication which will be used as a sales tool in (1) developing the economy of Woodburn, (2) recruiting teachers for the School District, and (3) forwarding to businesses located outside of the City who are interested in knowing more about Woodburn. He stated that the new Chamber Director had prepared this type of publication for the Chamber office he had worked at previously. The Woodburn Independent did some of the writing and editing in addition to putting the publication together for the Chamber. Councilor Figley stated that she had seen the publication prior to this meeting and she congratulated the Chamber in publishing an excellent publication. 0993 CONSENT AGENDA. A) approve Council workshop minutes of September 17, 2001, and the regular and executive session minutes of September 24, 2001; B) accept the Planning Commission minutes of September 13, 2001; C) accept the Community Center Committee minutes of September 27, 2001; D) accept the Building Activity report for September 2001; E) accept the Planning Project Tracking sheet dated September 17, 2001; and F) receive the Ordinance Revision Update / Livability Task Force Report. FIGLEy/SIFUENTEZ.... adopt the consent agenda as presented. The motion passed unanimously. 1026 PUBLIC HEARING: WATER SYSTEM DEVELOPMENT CHARGES. Mayor Jennings declared the public hearing open at 7:16 p.m.. Public Works Manager Rohman stated that the system development charge is a component of the Water Master Plan. Notices of this hearing were sent to parties that had indicated an interest in being notified of any amendments to any of the City's system development charges in addition to being advertised in the local newspaper. He stated that the amendments being recommended to the Council were developed by the Water Master Plan Committee with the assistance of a consultant who completed a water rate study and had reviewed the Water system development charges with the Committee. John Ghilarducci, Consultant with Financial Consulting Solutions Group, reviewed background information on system development charges and on how these funds can be spent by the City. He reminded the Council that these charges are assessed at the time of development and can be spent for capital improvements only. The two elements within the system development charge are reimbursement fee (any related capital facilities) and improvement fee (capital increasing facilities only). These fees can be spent differently therefore, he suggested that the fees be tracked separately since the reimbursement fee has more flexibility in spending over the improvement fee. He reviewed the process in calculating the system development charge along with the proposed system development Page 3 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING charges as recommended by the Water Master Plan Committee. Under the recommendation, the reimbursement fee would be $3.39 per gallon per day, the improvement fee would be $4.12 per gallon per day, and the total system development charge, including an administrative cost recovery of 3.07%, would be $7.84 per gallon per day. For the purpose of comparing the cost increase, he stated that the current single family residence system development charge is approximately $1,450.00 while the new system development charge would be $2,085.00. A comparison of the proposed charge to other nearby cities results in an average system development charge of$2,380.00. 1807 No one in the audience commented on the proposed water system development charges. Mayor Jennings declared the public hearing closed at 7:28 p.m.. FIGLEy/SIFUENTEZ.... direct staff to prepare a resolution adopting the revised Water System Development Charge methodology and the revised Water System Development Charge rates. The motion passed unanimously. 1900 PUBLIC HEARING: 2001 LOCAL LAW ENFORCEMENT BLOCK GRANT. Mayor Jennings declared the public hearing open at 7:30 p.m.. Police Chief Null stated that the City was awarded a $10,893 block grant in July 2001. This grant, along with a local match of $1 ,21 0, brings the total amount funds to be utilized under the grant to $12,103. He stated that the following two conditions must be met before funds can be requested from the Dept. Of Justice: (1) an advisory board makes a non-binding recommendation to the Council, and (2) a public hearing is held to allow for public input. A needs assessment was conducted by staff and it was determined that equipment could be used in 5 different police programs: 1) digital fingerprint system, 2) patrol bicycle replacement, 3) digital camera system, 4) vehicle video camera, and 5) laptop mobile data computers. Since the Police Department is in the process of implementing a wireless communication system by installing 7 computers within the patrol vehicles, staff recommended the purchase of laptop mO,bile computers which would allow the department to expand the wireless technology outside of the patrol vehicles. The units would be used by the detectives, special patrol details, evidence technician, and administration. The Local Law Enforcement Block Grant Advisory Committee has concurred with the staff s recommendation to use the funds for the purchase of the lap top computer terminals and related software. Councilor McCallum stated that he serves as member of the Local Law Enforcement Block Grant Advisory Committee in his capacity as President of Woodburn Together. He also stated that Woodburn Together has no financial obligation to this program but their organization does participate as part of their community service efforts. Bob Hayes, 612 N. Cascade, stated that he is a volunteer for the Marion County Sheriffs office and also volunteers as a mentor at MacLaren School. He stated that he is very proud of our law enforcement personnel in our community and, in light of what occurred Page 4 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING last month in our country, the City needs to do all that they can for our law enforcement personnel. Councilor McCallum stated that Chief Null always comes prepared to their meetings and provides the committee members with funding recommendations. Mayor Jennings declared the public hearing closed at 7:37 p.m.. FIGLEYINICHOLS... approve the receipt and allocation of Local Law Enforcement Block Grant funds for the purchase of Mobile Data Computer equipment and software. The motion passed unanimously. 2387 PUBLIC HEARING: ZONE CHANGE #01-04 (Applicant: Wal-Mart Real Estate Business Trust). Mayor Jennings declared the public hearing open at 7:38 p.m.. Recorder Tennant read the land use statement required under ORS Chapter 197. Community Development Director Mulder stated that the applicant has requested to change the zoning ofa small strip ofland (.91 acre) located south of the existing Wal- Mart store from Marion County UTF (Urban Transition Farm) to the City's CG (Commercial General District) zone. This strip ofland was part of the island annexation approved by the Council in June 2001 and, at that time, the Council did not do any zone changes on those parcels. The applicant is requesting that the zone be changed to General Commercial in that they have a submitted a proposal for an expansion of the Wal-Mart store that will go across this property. The Planning Commission approved the final order recommending the zone change following their September 13,2001 hearing on this application. No one in the audience spoke either for or against the proposed zone change. Mayor Jennings declared the public hearing closed at 7:45 p.m.. FIGLEYINICHOLS... concur with the Planning Commission's final order on Zone Change #01-04 and direct staff to prepare an ordinance to substantiate the Council's decision. The motion passed unanimously. 2928 CITY COUNCIL WARD BOUNDARIES. Administrator Brown reviewed the process followed to date in reapportioning the population ward boundaries and re-drawing new boundaries. The City had contracted with the Council of Governments to work on this project since they had the technical ability and equipment to re-draw the boundary lines using census data. Representatives of two community groups had previously approached the Council on maintaining communities of common interest as a criteria of reapportionment. Other criteria included (1) keeping population as equal as possible, (2) wards be contiguous, (3) communities of common interest not be divided, (4) utilize existing geographical or political boundaries, (5) boundary lines not be drawn favoring any political party, incumbent legislator, or other person, (6) boundary lines not be drawn for the purpose of diluting the voting Page 5 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING strength of any language or ethnic minority, and (7) each incumbent's residence be retained within the same ward number. During the workshop last month, the Council reviewed 4 alternatives and, during the workshop, COG was asked to prepare a 5th alternative that combined alternatives 3 and 4. The alternatives before the Council at this meeting are as follows: (1) Alternative 3 - provides for compact district bounds with close population deviation from the target population of 3,350 and the Hispanic population within the wards are fairly represented in about 2/3 of the community; (2) Alternative 4 - took the same set of parameters but took into account future growth in 3 of the district's where the City anticipated growth, therefore, the population deviation is slightly lower in those wards in anticipation of a lessor population difference between wards when this exercise is completed 10 years from now; and (3) Alternative 5 - maintained the same approach but sought to provide for greater representation of the Senior Estates community in Ward 4. Once the Council has selected an alternative, staff will bring back an ordinance for Council adoption which would establish the new ward boundaries. 3266 Councilor Bjelland stated that he was strongly in favor of Alternative 5 since it gives the best distribution of community of common interest to Senior Estates and to the Hispanic population. Additionally, the population deviation is only a 2.7% change either over or under the target population. Councilors Sifuentez and Chadwick indicated that either Alternatives 4 or 5 would be acceptable to them. Councilor Nichols favored Alternative 5 even though the population within each ward will be out of balance by the time the next decennial census is completed. Councilor Figley stated that her concern is that the City follow the law and, in her opinion, either Alternative 3, 4, or 5 would be fine. Her preference would be either Alternative 4 or 5. Councilor McCallum stated that the City was well served by utilizing the services of the Council of Governments. He agreed with Councilor Figley in that he could live with Alternatives 3, 4, or 5 and felt that the Council has done an excellent job of responding to the groups that came in and made suggestions. He expressed concern with the criteria of projecting out future population growth but, once the Council looked at the criteria in Alternative #4, a pretty good job was done in this area. In Alternative #5, adjustments were made that people had asked for which resulted in 4 wards being heavily Latino and 2 wards encompass Senior Estates. This alternative indicates that the City has done a good job of meeting needs addressed by the groups. He reiterated that he would be happy with either Alternative 3, 4 or 5 but Alternative 5 is an excellent alternative. In regards to the use of the term communities of common interest, he hoped that the City can get this bias with whatever plan is chosen and get back to being one community of common interest and that is Woodburn, Oregon, USA. He stated that he would be pleased to Page 6 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING represent any of these wards. Mayor Jennings stated that either of the Alternatives would be acceptable to him, however, he would prefer to use an alternative that would include some projected growth. 3721 FIGLEYIBJELLAND... select Reapportionment Alternative 5 and direct staff to prepare an ordinance relating to reapportionment of the ward boundaries. The motion passed unanimously. 3762 RESCHEDULE NOVEMBER 12. 2001 COUNCIL MEETING DATE DUE TO OBSERVANCE OF VETERAN'S DAY HOLIDAY. It was the consensus of the Council to reschedule the November 12,2001 regular Council meeting to Tuesday, November 13,2001. 3824 COUNCIL BILL 2349 - RESOLUTION ENTERING INTO A CONTRACT WITH CITY COUNTY INSURANCE SERVICES TRUST FOR MEMBERSHIP IN THE RISK SHARING POOL. Councilor Chadwick introduced Council Bill 2349. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared the bill duly passed. 3905 COUNCIL BILL 2350 - RESOLUTION EXTENDING WORKERS' COMPENSATION COVERAGE TO VOLUNTEERS. Council Bill 2350 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. Mayor Jennings declared Council Bill 2350 duly passed. 3966 COUNCIL BILL 2351 - RESOLUTION ESTABLISHING A PUBLIC HEARING DATE FOR THE VACATION OF A PORTION OF AN EXISTING SANITARY SEWER EASEMENT AND TWO UTILITY EASEMENTS. Council Bill 2351 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. Mayor Jennings declared Council Bill 2351 duly passed. 4038 COUNCIL BILL 2352 - ORDINANCE AMENDING ORDINANCE 1998 (CIVIL INFRACTION ORDINANCE) TO PROVIDE THAT AN UNCLASSIFIED CIVIL INFRACTION CONSTITUTES A CLASS I CIVIL INFRACTION. Councilor Chadwick introduced Council Bill 2352. The two readings of the bill were read by title only since there were no objections from the Council. Mayor Jennings stated that it had come to the City's attention that some ordinances, such as the sign ordinance, did not specify a penalty provision for code violations. This Page 7 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING ordinance will provide the Enforcement officers the authority to write citations for violations. In regards to the sign ordinance, there is no grandfather clause that would be applicable and Code Enforcement officers will issue citations as is done with any other potential violation of the law. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2352 duly passed with the emergency clause. 4278 LIOUOR LICENSE APPLICATION: D & D RESTAURANT (1615 Mt. Hood Ave). An application for a Limited On-Premise liquor license was submitted by Terence & Janet Priser, owners ofthe D & D Restaurant. Chief Null recommended that the license be approved. FIGLEY/SIFUENTEZ... approve a Limited On-Premise liquor license for D & D Restaurant. The motion passed 5-1 with Councilor Nichols voting nay. 4323 INTERGOVERNMENTAL AGREEMENT: TRAFFIC SAFETY GRANT AWARD. The City was awarded two safety grants totaling $8,000 for seat belt enforcement and DUll traffic safety with grant funds to become available October 1,2001 and to be spent by September 30, 2002. FIGLEYINICHOLS.... approve receipt and allocation of grant awards for traffic enforcement and approve the intergovernmental agreement with the Oregon Dept. Of Transportation, Transportation Safety Division, through the Oregon Association of Chiefs of Police, and the Woodburn Police Department. The motion passed unanimously. 4358 CONTRACT AWARD: FINANCIAL SYSTEM SOFTWARE. FIGLEYINICHOLS.... award the contract for financial system software to New World Systems, direct staff to finalize negotiations of the contract, and authorize the City Administrator to sign the contract. The motion passed unanimously. Finance Director Gillespie stated that staff had used a model Request for Proposal (RFP) from the Government Finance Officer's Association which is a very thorough document that City staff tailored to our needs. Proposals were sent to 29 vendors, however, responses were only received from 5 vendors. He reviewed the process followed which resulted in the selection of New World Systems. Three teams were formed representing management, technical (finance and technical support), and users. Each team established their own criteria and prioritized a vendor list. Representatives from each team then met as a group and selected one vendor, New World Systems, as the financial systems software for the City. Even though this process involved a lot of staff time, he felt that it provided assurance that the right product would be purchased to meet user needs and it provided documentation as to why another vendor was not selected. He stated that the Page 8 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING RFP allows the City to evaluate attributes other than cost such as usability, support, and financial stability of the vendor. It was noted that the life cycle cost for New World is the middle vendor of the three finalists which reflects management's view of value, the user team's considerations of individual sub-systems within the software programs, and the finance team's evaluation of workflow and information accessibility and analysis. The current financial software has been used for 12 years and it is anticipated that the new financial system software should last 6 to 10 years. Councilor McCallum requested clarification of the maintenance agreement costs. Finance Director Gillespie stated that the City is currently paying approximately $6,000 annually for support from the vendor. In the three proposals before the Council, the annual maintenance fees range from $23, 000 to $33,000. He stated that the these fees are reflective ofthe current market for a windows based product. New World Systems does not charge additional fees when new versions and/or upgrades are released whereas the other vendors do have a charge in addition to the annual maintenance fee. Councilor Figley questioned if staff has seen the New World financial package at another site in Oregon. Director Gillespie stated that New World does not have their product installed in an Oregon site. Staff did 3 reference checks for each vendor and, for the New World System, the closest site was Bountiful, Utah. New World System is giving the City a $40,000 discount in order to be a demonstration site in the northwest. The references were done via telephone and the respondents gave a very solid report on the New World System. It was also noted that NORCOM is using New World software for their dispatch system and they will also be the software vendor for the mobile units being installed in the City's police cars. New World has been in business for approximately 20 years. In regards to conversion, Director Gillespie stated that he has told New World that he wants the conversion for general ledger completed by the end of March 2002, payroll and personnel by March or April 2002, and Utility Billing to follow the payroll and personnel module. On roll call vote, the motion passed unanimously. 5550 CONTRACT AWARD: LIOUID SPREADER - Wastewater Division. Bids for a 1500 gallon liquid manure spreader attachment were received from the following vendors: Fisher Mill Supply, Inc., $12,478.00; Lenon Implement Co., $12,635.00; and Ernst Hardware Co, $13,402.00. Staff recommended the acceptance of the low bid which was less than the budget estimate of$13,800. FIGLEY/SIFUENTEZ... award the contract for a poplar plantation liquid spreader to Fisher Mill Supply, Inc., the lowest responsible bidder, in the amount of$12,478.00. The motion passed unanimously. Page 9 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING 5680 CONTRACT AWARD: ORCHARD TRACTOR - Wastewater Division. Bids for a low profile orchard tractor to be used in the poplar plantation were received from the following vendors: Fisher Mill Supply, Inc., $49,994.00; Ernst Hardware Co., $52,300.00; and Lenon Implement Co., $52,850.00. Staff recommended the acceptance of the low bid submitted by Fisher Mill Supply, Inc. which was below the budget estimate of $50,000. FIGLEY/SIFUENTEZ... award the contract for a poplar plantation orchard tractor to Fisher Mill Supply, Inc., the lowest responsible bidder, in the amount of $49,994.00. The motion passed unanimously. 5739 CONTRACT AWARD: HARD HOSE REEL - Wastewater Division. The only bidder for a self-retrieving hard hose reel to be used in the poplar plantation was received from Ernst Hardware Co. in the amount of $34,750. Staff recommended that the bid be rejected and the re-advertisement process be followed since the specification for one custom component used on the hose reel system was not clearly identified thereby creating confusion amongst the prospective bidders. FIGLEYINICHOLS... reject bid #22-11 for a poplar plantation self-retrieving hard hose reel and allow staff to re-advertise after specification modification. The motion passed unanimously. 5783 CONSIDERATION OF CITY ADMINISTRATOR EMPLOYMENT AGREEMENT. Mayor Jennings stated that the Administrator was entitled to the COLA adjustment per his contract plus the new agreement provides for a 5.8% pay/benefit increase. In looking at outside comparator cities, the Administrator will be paid in the middle based on the evaluation he received last month. The Mayor stated that he and Council President Figley both felt that the pay adjustment was fair and he expressed his opinion that the City Administrator has gone forward with the extra step in not only putting in a lot of extra time on City business but has probably saved the City this much money if not more. FIGLEY /NICHOLS... approve and authorize the Mayor to execute the attached employment agreement with John C. Brown. The motion passed unanimously. 6230 PLANNING COMMISSION ACTIONS: A) Site Plan Review #01-11- Additions to the Woodburn High School Athletic Fields. No action was taken by the Council on the Planning Commission's decision. 6340 CITY ADMINISTRATOR'S REPORT. A) Update on 347 N. Front Street: Administrator Brown stated that the asbestos assessment did reveal some small amounts of abatement work in the floor and ceiling Page 10 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING tiles amounting to approximately $7,000. This information has been provided to the 5 prospective bidders and bids will be opened next week. It is anticipated that the bid results will be included in the October 22nd agenda for a Council decision. B) Mid Willamette Area Commission on Transportation (MW ACT) Meeting of October 4, 2001: Administrator Brown stated that a delegation representing Woodburn did attend the MW ACT meeting for the purpose of providing input to the Commission regarding the Transportation Improvement Act funding and recommendations for the Region II projects that would be submitted to the Oregon Transportation Commission (OTC). The City had submitted an application for a $23 million interchange/widening project. He stated that the City did have a group of individuals who spoke on the City's behalf which included Senator Courtney, Representative Zauner, Mayor Jennings, Council President Figley, and representatives from the Chamber, School District, and Fire District. Even though there were a larger number of individuals present promoting the NewberglDundee project, he felt that the testimony given by our supporters weighed just as heavily. Staff is hopeful that MW ACT will make a decision that is favorable to the City at their October 18th meeting and this project will move forward to the OTC for its consideration. 6697 MAYOR AND COUNCIL REPORTS. Councilor Bjelland concurred with the Administrator that the representatives from Woodburn did an excellent job in presenting the project to MW ACT. Even though the City's representatives were outnumbered by NewberglDundee, there are times when a small number can be more effective in getting the information across to the decision makers. He stated that the process is still being discussed by the MW ACT Chair and the Regional ODOT Representative, however, it may be similar to the process used in dealing with the prioritization ofthe preservation projects that MW ACT dealt with at the last meeting. The next meeting is a special meeting for MW ACT on October 18th at which time MW ACT will be asked to prioritize the modernization projects that had been submitted by the October 5th deadline. The next step will be for MW ACT to, most probably, recommend two larger scale projects and several smaller scale projects which would then go to Region II for review. Region II consists of 3 area commissions on transportation and Lane County and one member from each commission and Lane County will attend the Region II meeting. The projects selected by Region II will be forwarded on to OTC for final selection of the projects for funding out of the Transportation Improvement Act. When prioritizing the preservation projects, MW ACT members were asked to individually prioritize the 6 projects and to rank them from 1 to 6. Selection was then determined by adding up the scores put on by each member of the commission and the project with the highest score was the project selected as MW ACT's #1 project. He noted that the preservation project selected as #1 is a Woodburn project that being Hwy. 214 improvements between Woodburn and Mt. Angel. He stated that he will continue to Page 11 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING promote what he feels is the most legitimate use the funds that being the improvement of interchange and widening ofHwy. 214. 0312 Mayor Jennings stated that MW ACT scores projects by a ranking system since, at the time MW ACT was chartered, it was set-up whereby there are no motions for a simple majority vote and the consensus method is used. Councilor Bjelland stated that the Newberg/Dundee project will need to overcome some significant barriers before that project every really gets funded. He hopes to be able to make this point, along with a few others, to other members of MW ACT and why the Woodburn project can be completed within the funding provided by the Transportation Improvement Act. The application for the NewberglDundee project is asking for approximately $18 million for an environmental impact statement and some right-of- way acquisitions, however, this total project will cost anywhere between $90 million and $200 million which will require Federal Highway dollars to support the majority of the project. He learned today that to use Federal Highway dollars that a match of State funds is required and it is normally in the area of 20%. Traditionally, the only source of State funds has come out of State gas tax funds which are used to fund projects in the STIP (State-wide Transportation Improvement Plan). He stated that the Newberg/Dundee project is a concept and there is no final route established nor have they addressed the environmental, land use, or other issues that will need to be addressed satisfactorily before a project of that type can be moved forward. He reiterated that the Woodburn project already has $4.2 million in the STIP and these additional funds from the Transportation Improvement Act will complete the project thereby making it a more logical use of the dollars within the region. 0671 Councilor Bjelland stated that one other project that Woodburn might have from the preservation project funding is the improvement ofHwy. 211 from Woodburn to Molalla. This a lower rated prioritized project but, because of the amount of funding set aside for preservation projects, there is a reasonable chance that this project may make it as well. Councilor Sifuentez reminded the public that the Museum has a new addition which is very well done and it is another piece of history that the City can be proud of. She also stated that on November 16th, MacLaren School is celebrating their 75th anniversary and tours will be conducted during the afternoon. Lastly, she stated that, when picking up litter along the highway last Saturday, there were a lot of weeds growing in sidewalk cracks and she questioned who was responsible for weed control. Director Tiwari stated that the property owner is responsible for keeping the sidewalks clean and weed free. However, in those cases where the weeds are between the curb and sidewalk, often times the City will get involve to keep the weeds under control. 0898 Councilor Chadwick expressed her appreciation in having Councilor Bjelland looking out for the City's transportation needs. Page 12 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING Councilor Nichols stated that he had received a complaint from individuals regarding cars being parked in the right-of-way. One of these individuals received a citation and has been going around town and seen other cars parked in the right-of-way but nothing seems to happen even though the owners of those vehicles are in violation of the law. Chief Null stated that parking in the right-of-way can be handled by Code Enforcement or by a Police Officer. Citations are issued by the officers if they see a violation and they have time to deal with the issue. Councilor Nichols also questioned if any action was going to be taken regarding installation of alarm systems at the water wells. Mayor Jennings stated that he has discussed this issue with staff and it would be very difficult for anybody to contaminate the City's water system. The water is drawn up from the well directly into pipes and then to the reservoir. The doors to the well house are locked and, right after the September 11 th terrorist act, all of the well houses were checked and the doors were still locked. The cost for installing a video monitoring system in extremely high for what it would protect. Administrator Brown stated that, as the City looks at the system design for the new water system, security will be one of those issues that will be built into the process. With respect to City security, staff is looking at all of our systems at this time. He has been in contact with Representative Darlene Hooley's office to see if any federal funding may be available for an assessment and plan development. The City is looking at all of our city systems and will be taking care of those that need to be strengthened. Councilor Nichols also requested that the City check the plywood on the top of the building at 347 N. Front since it seems to be loose and he does not want the boards to fall down to the sidewalk area and potentially injuring a pedestrian. Administrator Brown stated that no plans have been made to do anything more with the building other than making the improvements soon to be decided upon by the Council. Staff will look at the plywood to make sure it is secured. Councilor Nichols stated that, in talking to a local landscape contractor, now is the time of year to spray for weeds with long roots and, in a lot of our city streets, these type of weeds are growing in the cracks and spraying would be beneficial to preserve the streets. Councilor Figley concurred with Councilor Sifuentez that the remodeled Museum looks great and it is wonderful to have a clean, well-organized facility that will provide for a rotation of the displays. She stated that Kezia Merwin has done a very good job with not only with the Museum but with the event planning she is doing including the upcoming Dia de los Muertos event. Councilor McCallum stated that the Fall Clean-up day was held last Saturday, and MacLaren participated on Friday. An excellent job was done by all of the participants. The Saturday effort concentrated from Boones Ferry Rd. to Hwy. 99E and the downtown Page 13 - Council Meeting Minutes, October 8, 2001 COUNCIL MEETING MINUTES October 8, 2001 TAPE READING area. There were a number of groups involved and he gave credit to the Girl Scouts Troop 343, Boy Scouts 152, Woodburn High School Key Club, Portland General Electric, Woodburn Kiwanis, Downtown Association, Tulip Festival Committee, and the Livability Task Force. He also thanked the Mayor for his presence at this event, to the Police Department and Public Works Department for their assistance, and to McDonalds and Salvadore's Bakery. Councilor McCallum also requested that staff remind Union Pacific that it is now October and the work on the Hardcastle railroad crossing still needs to be done. 1416 Mayor Jennings stated that the Livability Task Force has been diligently working on revisions to city ordinances and he thanked the Task Force for their continued effort in making Woodburn a more livable community. He also reminded the Council that the League of Oregon Cities conference will be held in November and Councilors interested in attending need to finalize arrangements with the Administrator's office so that reserved hotel rooms not to be used can be released. 1614 ADJOURNMENT. FIGLEY/SIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:55 p.m.. APPROVED ~~ RI HARD JENN GS, ijA YOR ATIEST /f~~ Mary T e ant, Recorder City of Woodburn, Oregon Page 14 - Council Meeting Minutes, October 8, 2001