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Minutes - 12/10/2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, DECEMBER 10, 2001. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0021 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley McCallum Nichols Sifuentez Present Absent Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Community Development Director Mulder, Deputy Police Chief Russell, Finance Director Gillespie, Public Works Manager Rohman, Park & Recreation Director Westrick, City Recorder Tennant 0078 ANNOUNCEMENTS. A) Holiday Closures: All City offices will be closed at noon on Monday, December 24, 2001, and will remain closed until December 26, 2001. The Woodburn Aquatic Center will be closed on December 24 and 25, 200!. All City offices will be closed on January 1, 2002 in observance of New Year's Day. B) Spanish Story time: The Woodburn Public Library will hold a Spanish Story time every Saturday morning at 11: 3 0 am during the month of December 2001. C) Tuesday Nights at the Library: The Woodburn Public Library will host this weekly gathering at the Library on Tuesday nights from 6: 00 pm to 7: 00 pm during the month of December 2001. APPOINTMENTS. Mayor Jennings made the following reappointments/appointments: Park & Recreation Board: Reappointment of Sharon Felix with her term to expire on December 31,2004. Budget Committee: Reappointment of Bruce Thomas and the appointment ofCindi Vetter with terms expiring on December 31,2004. Library Board: Reappointment of Kay Kuka and Patricia Will with terms expiring on December 31,2005. Page 1 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING NICHOLS/FIGLEY... approve the reappointments/appointments to the Park and Recreation Board, Budget Committee, and Library Board as outlined in the Mayor's letter. The motion passed unanimously. Mayor Jennings stated that he will be delaying appointments to the Planning Commission until after changes have been made to the Zoning Ordinance since the proposed ordinance calls for a reduction in the number of members (9 members to 7 members). 0213 PRESENTATION: WOODBURN DEVELOPMENT ORDINANCE (DRAFT REVISION). Community Development Director Mulder stated that it has been a goal of the Council to update the City's zoning ordinance and other related development ordinances. It has been a very involved and intensive process which began approximately 2 1Iz years ago. This process was initiated with the creation of a Focus Group which consisted of Councilor Figley, Planning Commissioner Jim Cox, and local Real Estate Broker Dave Christoff. The Focus Group initially worked out a rough draft on the new development ordinance and, once completed, the City Attorney and other staff members began their review to further refine the document by making it internally consistent and following Council policy direction. The proposed ordinance is now ready for public review and it is the intent of the staff to schedule this proposed ordinance for a public hearing before the Planning Commission on January 24, 2002 and, if agreeable by the Council, a public hearing before the Council on March 11, 2002. By combining the hearing notices, it will minimize the cost in sending the notices to all property owners within the City as required by Measure 56. He stated that the draft ordinance will combine multiple ordinances that are currently in place (zoning, subdivision, access management, landscaping, transportation, and annexation requirements) into one document. In addition, it will incorporate the Transportation System Plan implementation recommendations that were outlined by the consultants that prepared the 1996 Transportation Plan. It was noted that the proposed development ordinance will not include the City's Sign Ordinance since this project will be done after the development ordinance has been adopted. He stated that the proposed ordinance has been restructured to make the ordinance more modern, internally consistent, clearer, and easier to use. Changes in various state laws, statewide goals, and case law also necessitated the need to make changes to current City ordinances which required additional time to develop the draft ordinance. He stated that there are several chapters in the zoning ordinance that have not been incorporated into the draft development ordinance since they were either deemed unnecessary based on current circumstances or they were inconsistent with recent case law. Changes such as parking standards, landscaping standards, protection of existing trees, open space, etc., were incorporated to reflect policy choices that may achieve a more livable community. He emphasized that only changes that are supported by the City's goals and policies and the Comprehensive Plan are proposed in the draft development ordinance. Adoption of the development Page 2 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING ordinance will not require any Comprehensive Plan amendments at this time since the City is in the periodic review process and, as this process gets closer to its completion, there will be proposals for new comprehensive plan amendments which can then be reflected in future updates to the development ordinance. The proposed development ordinance would result in the consolidation and elimination of several of the current land use zones with the emphasis put into upgrading design guidelines and standards that would raise the appearance of development and increasing landscaping standards on property. A new feature of the proposed ordinance is an architectural review requirement and a significant wetlands overlay district. This will involve the establishment of a Design Review Board to review site plan applications involving buildings over 1,000 sq feet in area. The Planning Commission would function as the Board, however, the Council could establish a separate board to serve as the Design Board. The proposed ordinance also provides for the reduction of the Planning Commission from nine members to seven which would be a reasonable change if a Design Review Board is created, thereby reducing the Planning Commission's functions since most of their work now is reviewing site plans. As part of this process, staff will be updating the current zoning map to reflect the consolidations and eliminations of the different zoning districts. The proposed ordinance also includes dedication and improvement standards for streets, requires all accesses to be connected to a public street, and the standards vary depending upon the functional classification of the street. The only private streets to be allowed will be within manufactured dwelling parks. He stated that a 46-page document was included in the agenda packet which compared the existing zoning ordinance with the proposed development ordinance. Also included in the agenda packet is the complete draft ordinance for Council review. 1153 Administrator Brown stated that the draft document is approximately 95% complete, however, it will be fine-tuned over the next few weeks. Once the Planning Commission hearing is held, staff will then need to discuss recommended changes to the document with the Commission if additional changes are proposed. He encouraged the Council to review the material and contact staff prior to the Planning Commission hearing if they have any questions or concerns on the document. Councilor Figley stated that, as a member of the Focus Group, there was a enormous amount of work done by the Planning staff, City Attorney Shields, Administrator Brown, and the City's consultant Roger Budtke, to prepare this draft ordinance. The role of the Focus Group was to do a reality check, public opinion, and public policy check of the initial drafts in order to raise questions and make constructive comments. Overall, they were in agreement with the draft document. In her case, she still has issues that would require a comprehensive plan change, however, as a group, they decided they would not make changes to the comprehensive plan at this time. She expressed her opinion that this document is one that is logical, consistent, workable, and basically in line with what she feels is in concert with improving the livability within our community. Councilor McCallum also congratulated those who worked on the proposed ordinance. Page 3 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING He stated that one of his key concerns is livability in Woodburn. He also hoped that the lengthy document would be user friendly since there will be many people reviewing the document. Copies of the document will be available at City Hall and the Library for public reVIew. Mayor Jennings encouraged interested citizens to get involve and review the proposed ordinance. He also congratulated the staff in doing a great job in putting together the document. 1535 CONSENT AGENDA. A) approve the City Council minutes of November 26,2001; B) accept the Planning Commission minutes of November 8,2001; C) accept the Community Center Planning Committee minutes of November 29,2001; D) receive the Police Activity report for October 2001; E) accept the claims for the month of November 2001; F) receive the Building Activity report for November 2001; G) receive the Planning Project Status Report dated December 4,2001; H) receive the report concerning consultant selection for the Water Treatment Facility; I) receive the report concerning the Parallel Westerly Relieving Sewer Interceptor Project; and J) receive the report concerning the Government Law Section election. FIGLEY/SIFUENTEZ... adopt the consent agenda as presented. Mayor Jennings stated that he was glad to see the report on the sewer project since there is a lot of concern from the citizens on the safety of the students crossing the street and walking past the construction site. The motion passed unanimously. 1602 COUNCIL BILL 2362 - ORDINANCE GRANTING A CABLE TELEVISION FRANCHISE TO DIRECTLINK OF OREGON. INC. Council Bill 2362 was introduced by Councilor Chadwick. Administrator Brown stated that the revised ordinance, which was distributed to the Council just prior to this meeting, creates a termination for the existing franchise on January 2, 2002 so that there is no question as to which one will prevail after that date. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2362 duly passed with the emergency clause. 1722 COUNCIL BILL 2363 - RESOLUTION ELECTING APPLICATION TO THE Page 4 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING OREGON PUBLIC EMPLOYEES RETIREMENT SYSTEM STATE AND LOCAL GOVERNMENT RATE POOL. Councilor Chadwick introduced Council Bill 2363. 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 2363 duly passed. 1778 NO PARKING ZONE ON CLEVELAND STREET. Staff recommended the establishment of a no parking zone on the north side of Cleveland Street between the crosswalk on First Street south to the driveway exit for police department vehicles for the purpose of increasing site visibility when exiting the parking lot. FIGLEY/SIFUENTEZ... approve the establishment of a no parking zone along the north side of Cleveland Street between the crosswalk at First Street and the exit driveway for the Police Department. The motion passed unanimously. 1810 LOADING ZONE ON "B" STREET BETWEEN CLEVELAND AND BROADWAY STREETS. FIGLEY /NICHOLS... approve the establishment of a Loading Zone by restricting the parking on both sides of "B" Street between Broadway and Cleveland Streets. The motion passed unanimously. 1840 BID #22-17: SALE AND RELOCATION OF A HOUSE. Bids for the sale and relocation of a house located on City property at 828 Parr Road were received from the following bidders: Wes Toran, $501.00; and Emmert International, $500.00. Staff recommended that the bids be rejected and options be re-evaluated at a later date. FIGLEY/SIFUENTEZ.... reject all bids for City of Woodburn Bid No. 22-17 for sale and relocation of a house. The motion passed unanimously. 1900 CANCELLATION OF SECOND MEETING IN DECEMBER 2001. It was the consensus of the Council to cancel the December 24, 2001 regularly scheduled Council meeting. 2004 COUNCIL BILL 2364 - RESOLUTION ENTERING INTO A GRANT AGREEMENT WITH THE STATE OF OREGON FOR A PARA-TRANIST VAN. Councilor Chadwick introduced Council Bill 2364. 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 2364 duly passed. 2101 GOVERNMENT LAW SECTION ELECTION. Page 5 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING Councilor Figley announced that City Attorney Shields was elected as Chair Elect of the Government Law Section of the Oregon State Bar for the year 2002. She stated that Attorney Shields has held a number of officer roles with the Government Law Section of the Oregon State Bar over the past several years. He has proven his competence and his professional expertise as a Government Law specialist in the State of Oregon. The Government Law Section is a statewide group of approximately 500 lawyers engaged in government law practice. She stated that the Council has, over the years, tried to tell Attorney Shields that they respect his abilities and what he has done for the City and this particular recognition by other government law practitioners indicate just how highly he is thought of by his community and the general legal profession in the State of Oregon. 2225 PLANNING COMMISSION ACTIONS: A) Denial of Site Plan Review 01-09: Request to establish a construction service headquarters consisting of an office and a shop located at 395 Shenandoah Lane. No action was taken by the Council on this Planning Commission decision. 2250 CITY ADMINISTRATOR'S REPORT. A) Drawings of building design (formerly known as Salud Building): Administrator Brown distributed copies of the drawings for the window and door openings on the east and west side of the building. He stated that the contractors will soon bring down the east and west walls of the building and begin reconstruction. The architectural design work was necessary so that the contractor could place the door and window openings in the correct locations. The project is a little ahead of schedule and it is anticipated that the work will be completed by the end of February 2002. The drawings are intended to blend some of the stylistic elements of the old building while at the same time trying to tie the building into the design features of the Chemeketa expansion. It was noted that the City used Chemeketa's architect to do the drawings. He also stated that the actual design construction work will not take place this year, however, the facade improvements will be budgeted for during the next budget cycle. He stated that the drawings show a brick facade, however, the building may end up being a combination of brick and a form of stucco which will cost less than an all brick facade. Additionally, the improvements will need to go through a site review process with the Planning Commission. It was the consensus of the Council to proceed forward utilizing the architectural design as presented. B) Hardcastle Railroad Crossing: Administrator Brown stated that work is scheduled to begin on December 13th and there will be a period of time in which the street will be closed. C) Employee Potluck for Christmas Holidays: Administrator Brown stated that the Page 6 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING annual event will be held on Monday, December 17th, in the City Hall Council Chambers. Each employee has been contacted and asked to bring a canned food donation for the Food Bank. The Council is invited to attend this potluck. 2674 MAYOR AND COUNCIL REPORTS. Councilor Nichols thanked the Public Works Department for fixing the hole on Boones Ferry Road. He also invited the public to attend a Christmas program at the Church of the Nazarene, located at Hwy. 219 and Willow Avenue, on December 16th and December 17th. He also wished the Woodburn citizens a Merry Christmas and a Happy New Year. Councilor Figley also wished the citizens of the community a Merry Christmas and Happy New Year. On behalf of Woodburn Together, Councilor McCallum thanked the City Administrator, Mayor, and the City the allowing Woodburn Together to use the City Council Chambers for the public forum on Modern Threats. He also thanked Police Chief Null for his participation and help in putting together the program. Even though there were not many people in attendance, it is hoped that the citizens will be able to view it on WCAT. He also stated that he had participated in the Downtown Tree Lighting ceremony last Saturday night which included great music and the participants had a lot of fun. In regards to food banks, he stated that food drives have been conducted over the last 3 Saturdays by different organizations - Woodburn High School, Scouts, and the Woodburn Fire District. There is a great need in the community for food supplies and he congratulated those who have been going after that need. He also reminded the public that Love Santa is another food and gift project that will involve distributions to needy families later this month. He wished the citizens a Merry Christmas and Happy New Year or whatever holiday they observe at this time. Councilor Sifuentez invited the public to the celebrations at St. Luke's which will begin on December 12th with our Lady of Guadulupe celebration and on December 16th with the start of the Posada's for the next 9 days. These are cultural events, however, the public is invited to attend these celebrations at St. Luke's Rubis Hall. She congratulated Attorney Shields for his election as Chair Elect of the Government Law Section of the Oregon State Bar. She also expressed her wish that the citizens in our community would have a Merry Christmas and the hope that they have a great year in 2002. Councilor Chadwick reported that the annual RSVP Recognition Dinner was held last Saturday afternoon in which 136 active volunteers were present for the program in addition to the Advisory Board members. She stated that there were 504 volunteers that actively served during the last fiscal year with the average age of volunteers being 75. During that time period, the volunteers worked 74,808 hours for various non-profit organizations within our community. Mayor Jennings thanked Park & Recreation Director Westrick, Events Manager Kezia Page 7 - Council Meeting Minutes, December 10, 2001 COUNCIL MEETING MINUTES December 10, 2001 TAPE READING Mayor Jennings thanked Park & Recreation Director Westrick, Events Manager Kezia Merwin, and Administrator Brown for their efforts in putting together the Downtown Tree Lighting ceremony. He suggested that next year a better sound system be used at this event. He also encouraged the public to attend the Nazarene Church's Christmas program. 3353 EXECUTIVE SESSION. Mayor Jennings entertained a motion to adjourn to executive session under the authority ofORS 192.660(1)(h), ORS 192.660(1)(t) and ORS 192.660(1)(e). FIGLEYINICHOLS.... adjourn to executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 7:55 p.m. and reconvened at 8:40 p.m.. 3395 Mayor Jennings stated that no decisions were made in executive session. 3409 ADJOURNMENT. FIGLEYINICHOLS... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:41 p.m.. APPROVED ~ RICHARD JENN S, A YOR ---- ATTEST rnl1.A~' ~ M.rr~7:rder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, December 10,2001 T