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Minutes - 01/14/2002 COUNCIL MEETING MINUTES January 14, 2002 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 14,2002. 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 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, Park & Recreation Director Westrick, Asst. City Engineer Torgeson, Public Works Manager Rohman, City Recorder Tennant 0078 ANNOUNCEMENTS. A) Holiday Closures: All City offices and the Woodburn Public Library will be closed on Monday, January 21,2002, in observance of Martin Luther King Jr. holiday. The Woodburn Aquatic Center will be open on that day. B) Woodburn Company Stores public hearing: A continuation of this hearing before the City Council is scheduled for Monday, January 28,2002, 7:00 p.m., in the City Hall Council Chambers. C) Woodburn Development Ordinance public hearing: A hearing on the proposed ordinance will be held before the Woodburn Planning Commission on Thursday, January 24,2002, 7:00 p.m., in the City Hall Council Chambers. D) Indoor Playground Program: Parks & Recreation Director Westrick stated that this new program is designed for parents with children from toddler age to 5 years old, It will be held every Thursday at the Community Center beginning February 7,2002 from 9:30 am to 11 :00 am. There will be a $1.00 charge to help offset costs for equipment. The program will be overseen by volunteers and, once the weather warms up, they plan to have the program at one of the parks. One of the City's partners with this program is Silverton Hospital and some of their expertise will be used to help operate this program. Additionally, the Aquatic Page 1 - Council Meeting Minutes, January 14, 2002 I T 11" COUNCIL MEETING MINUTES January 14,2002 TAPE READING Center will be expanding their Parent-Tot swim program to both Tuesday and Friday from 9:30 am to 11 :00 am beginning in February 2002. APPOINTMENTS. Mayor Jennings appointed Jim Cox to the Planning Commission to serve a 4-year. He stated that, under the Ordinance, Commission terms are for 4 years or until such time as a successor is appointed. On December 31, 2001, the 4-year terms for Jim Cox and Rob Mill expired, however, they are still considered as Planning Commission members since no successor was appointed. He had delayed in making appointments to these positions since the proposed Woodburn Development Ordinance would reduce the number of Planning Commission members from 9-members to 7-members. Since Mr. Cox was recently voted as Commission Chair, he has decided to re-appoint Mr. Cox to the Commission. Mr. Mill will continue to serve on the Commission until such time as a final decision has been made on the number of Commission members. NICHOLS/FIGLEY... approve the re-appointment of Jim Cox to the Planning Commission with a term to expire on December 31, 2005. The motion passed unanimously. 0322 CHAMBER OF COMMERCE REPORT. Alma Grijalva, representing the Chamber, provided the following information on upcoming Chamber events: 1) Chamber Forum - January 16,2002, 12:00 noon, at the Rose Room in the Woodburn Crossing Plaza. This forum is being sponsored by Les Schwab Tire and the guest speaker will be Mayor Jennings who will give the "City State of Address". 2) Chamber Annual dinner will be held on January 17,2002 at the Orchards Grill at Tukwila. This event will be celebrating the Chamber's diversity and is sponsored by Allstate Castillo-Grijalva Agency, Hallmark Properties, and Fidelity National Title. 3) Business After Hours will be held on Thursday, February 14,2002, at Cascade Retirement Center from 4:30 pm to 6:00 pm. 4) Chamber Forum - February 20,2002, at 12:00 noon. The topic for this forum is an Urban Renewal presentation to be made by the Woodburn Livability Committee. She also reminded the Council that the Distinguished Service Awards dinner will be held on Friday, March 1,2002. This event will be sponsored by Mid-Valley Bank. The location of the event has not been finalized as of this date. 0415 SKATE PARK COMMITTEE REPORT. Evan Thomas, representing the Skate Park Committee, expressed his appreciation to the Council and community for their support towards this project. Over the next 3 or 4 months, the Committee will be meeting regularly to work on fundraising projects and final project details. To date, there has been $12,000 raised towards the $20,000 goal. Page 2 - Council Meeting Minutes, January 14,2002 I r COUNCIL MEETING MINUTES January 14,2002 TAPE READING Bruce Thomas stated that the kids will be making a concerted effort to raise the additional funds over the next few months. They will be preparing press releases and brochures for distribution within the community. Presentations will also be made to identified local businesses to solicit donations either in cash, materials, and/or services. He also displayed a 3-D design of the Skate Park which will be on display at City Hall. Donations can be made to the City Recreation & Parks and they will be placed in the Skate Park fund. It is hoped that construction will begin during the summer months. 0695 WOODBURN DOWNTOWN ASSOCIATION (WDA) REPORT. Bruce Thomas, representing the Downtown Association, stated that the WDA Board met last Saturday for a 4-hour planning session for the coming year and, as a result of this session, they are committed to the Saturday Market along with other smaller projects which will clean-up and beautify the area. He stated that there are 16 members that regularly attend the meetings and they are all willing to participate in the projects being planned for this year. There will be an annual dinner and auction in March to help support the activities of the WDA. He also stated that the two big projects planned are Saturday Market and lights on the trees. 0779 COMMUNICATIONS - NOTICE FROM MARION COUNTY REGARDING PLANNING COMMISSION VACANCY. Mayor Jennings stated that the City had received a notice from Marion County that applications for a Marion County Planning Commission position are currently being accepted. He encouraged local citizens interested in serving on the County Planning Commission to apply for this position. 0801 CONSENT AGENDA. A) Approve the Council regular and executive session minutes of December 10, 2001, and the Council special and executive session minutes of December 19,2001; B) accept the Planning Commission minutes of November 29,2001 and December 6, 2001; C) accept the Livability Task Force minutes of October 23,2001; D) accept the Recreation and Park Board minutes of December 11, 2001; E) accept the Community Center Planning Committee minutes of December 6, 2001; F) accept the Library Board minutes of December 12, 2001; G) accept the annual Audit Report for Fiscal Year 2000-01; H) receive the Electric franchise options report; I) approve the claims for December 2001; J) receive the Building report for December 2001; K) receive the Planning Project Tracking Sheet dated January 2,2002; L) receive the sewer pump stations update report; Page 3 - Council Meeting Minutes, January 14, 2002 'I T COUNCIL MEETING MINUTES January 14,2002 TAPE READING M) receive the Urban Renewal status report; N) receive the staff report regarding the End of the Fall 2001 Leaf Pick-up Period; and 0) receive the 1-5 Sign Bridge update report. FIGLEY/SIFUENTEZ... adopt the Consent Agenda as presented. Mayor Jennings stated that he was glad to see that the sign bridge at the 1-5 interchange is now under construction. The motion passed unanimously. 0842 PUBLIC HEARING: WOODBURN COMPANY STORES PHASES II AND III. Mayor Jennings declared the public hearing open at 7:18 p.m. and he requested that the Council continue the hearing to January 28,2002. FIGLEY/SIFUENTEZ... continue the public hearing to the regularly scheduled meeting of January 28, 2002 at 7:00 p.m.. The motion passed unanimously. 0873 COUNCIL BILL 2365 - RESOLUTION SETTING THE AMOUNT OF THE PARKS AND RECREATION SYSTEM DEVELOPMENT CHARGE. AL TERNA TIVE RATE REVIEW FEE. AL TERNATIVE PAYMENT REOUEST FEE IMPOSED BY ORDINANCE NO. 2250 AND ESTABLISHING AN EFFECTIVE DATE FOR THE IMPOSITION OF THE FEES. Council Bill 2365 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 2365 duly passed. 0943 COUNCIL BILL 2366 - ORDINANCE ADOPTING THE WOODBURN PERSONNEL POLICIES AND PROCEDURES MANUAL FOR CITY EMPLOYEES. Councilor Chadwick introduced Council Bill 2366. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Councilor McCallum congratulated the staff on ajob well-done in preparing the updated policies and procedures manual. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2366 duly passed. 1042 COUNCIL BILL 2367 - RESOLUTION DIRECTING CITY ENGINEER TO PREP ARE ENGINEERING REPORT FOR STREET IMPROVEMENTS ON E. HARDCASTLE AVE. FROM HWY. 99E TO THE EAST CITY BOUNDARY. Councilor Chadwick introduced Council Bill 2367. 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 2367 duly passed. Page 4 - Council Meeting Minutes, January 14,2002 11 ~ COUNCIL MEETING MINUTES January 14, 2002 TAPE READING 1088 COUNCIL BILL 2368 - RESOLUTION AUTHORIZING EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT WITH MARION COUNTY FOR COORDINATION OF THE WOODBURN YOUTH PEER COURT. Council Bill 2368 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 2368 duly passed. 1143 LIOUOR LICENSE APPLICATION: HUBER'S ON THE GREEN (Senior Estates Restaurantl. A liquor license application was submitted by Senior Estates Golf & Country Club, Inc. and Duane and Jeannette Huber for a Limited on Premise Sales and an Off-premise Sales license. The application would drop a previous licensee and add the Huber's as a new partner. Chief Null recommended that the license be approved. Councilor Figley questioned if the license allows both on-site consumption and the sale of wine and/or beer to be taken off premise. Chief Null stated that the Restaurant has had both the on-premise and off-premise licenses in place for a number of years. FIGLEY/SIFUENTEZ... approve a Limited On-Premise Sales and a Off-Premise Sales liquor licenses for Senior Estates Country Club and Mr. & Mrs. Huber at 1776 Country Club Road, Woodburn. The motion passed 5-1 with Councilor Nichols voting nay, 1220 TOURISM AND ECONOMIC DEVELOPMENT GRANT FUNDING. FIGLEY /NICHOLS... grant the Transient Occupancy tax. revenue earmarked for the 2001-2002 Tourism and Economic Grant funding as follows: 1) Woodburn Chamber of Commerce in an amount not to exceed $35, 200, and 2) Woodburn Downtown Association in an amount not to exceed $2,500. Councilor Bjelland requested staffto summarize how the funds will be used by the recipients. Administrator Brown stated that grant to the Chamber will provide for a Visitor's Bureau for tourism opportunities both in Woodburn and in the greater Woodburn area. It will also support the promotional activities, development of brochures, and development of other directories and information that can be distributed locally and in other Visitor Centers. There will be some staff assistance funding to help manage that activity and to help represent the Chamber within the Visitor's Bureau. It will also cover a portion of the cost of supplies and a percentage of some of the equipment being used to generate the documents. The grant amount is approximately 80% of what was requested in the grant application. In regards to the Downtown Association grant, it will support the advertising and promotional activities relating to the Saturday Market such as purchasing radio spots, media advertising, and banners. A selection committee was formed consisting of a group Page 5 - Council Meeting Minutes, January 14,2002 n T COUNCIL MEETING MINUTES January 14,2002 TAPE READING of local business people who are in the hospitality trade to assist in the reviewing of applications and in recommending funding levels for the selected applications. Councilor McCallum questioned if both applicants applied for funds for projects they are currently doing or if they are new projects for the organizations. Administrator Brown stated that both groups are have been doing the rudiments of the projects but the groups would like to do a much better job in getting the information out to the public. This also involves the ability of the groups to fulfill an established goal. He also stated that there was a development proposal that was submitted to assist the downtown area, however, it needed more work on the details before funding would be considered. The City will be negotiating a fee-for service contracts for both of these groups and the evaluators have suggested that quarterly disbursements be made based on some level of reporting activity on the contracts. Mayor Jennings stated that he was pleased that members ofthe tourism industry were the ones who made the recommendations on the grant funding rather than the City Council. Councilor Figley stated that she would like the recipients ofthe grants to report back to the Council within the next 6 to 9 months as to what has been accomplished as a result of the grant funding. The motion to award the grants passed unanimously. 1666 CITY ADMINISTRATOR'S REPORT. Administrator Brown expressed his appreciation to the Department Heads who personally worked on the Personnel Policies & Procedures Manual. This document has been put through a number of revisions and there have been a lot of practical application discussions about how every one of these policies was going to work, the kinds of problems that staff hoped to resolve, and the way in which this document can be fairly and equitably delivered to all city employees. He also thanked Matt Smith who was assigned the task of keeping track of all of the revisions, compiling the document, and preparing the summary report in the agenda packet. 1742 MAYOR AND COUNCIL REPORTS. Councilor Nichols stated that he had recently visited the Chamber office and was impressed with their facility which provides a very welcoming location for visitors to our community. Councilor Figley agreed with the comments made by Councilor Nichols and encouraged the public who have not seen the new Chamber office to visit it in the near future, Councilor McCallum stated that Woodburn looked great during the Christmas and New Year season. He thanked the Woodburn Kiwanis and Chamber for sponsoring the Christmas lighting program which has helped to get more residents into the holiday spirit. Councilor Bjelland stated that there will be a meeting on Thursday, January 17th at 6:00 pm in the Keizer City Auditorium, regarding the proposed extension of the commuter rail Page 6 - Council Meeting Minutes, January 14, 2002 11 ... i COUNCIL MEETING MINUTES January 14,2002 TAPE READING system from Wilsonville to Salem. At this meeting, various scenarios will be persented involving the Beaverton- Wilsonville commuter rail line and they will talk about what might be involved in extending the line on into the Salem area. Mayor Jennings thanked the Police Department for his annual tour ofthe City on New Year's Eve. He stated that he witnessed the well-spent money put into the mobile data terminals in the police cars and he encouraged Councilors who have not seen this equipment in use that they go on a 2-hour ride along with a patrol officer once the remainder of the computer software has been installed. 2017 EXECUTIVE SESSION. Mayor Jennings entertained a motion to go into executive session under the authority of ORS 192.660(l)(h), 192.660(1)(t), and 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 7:36 pm and reconvened at 8:12 pm. 2038 Mayor Jennings stated that no decisions were made by the Council during the executive seSSIOn. FIGLEYINICHOLS... direct staff to proceed with purchase of property located adjacent to the Country Club Rd. well site known as tax lot 600 on the map of the property for the price of $235,000.00. The motion passed unanimously. 2090 ADJOURNMENT. MCCALLUMlBJELLAND... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:15 p.m.. APPROVED ) RICHARD JENNINGS, ATTEST fYl~~- Mary T e t, Recorder City of Woodburn, Oregon Page 7 - Council Meeting Minutes, January 14,2002 11 ...