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Minutes - 04/08/2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 8, 2002. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0030 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley McCallum Nichols Sifuentez Present Present Present Present Present Present Present (left at 8:30 pm) Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Deputy Police Chief Russell, Community Development Director Mulder, Finance Director Gillespie, Library Director Sprauer, Sr. C.E. Tech. Scott, City Recorder Tennant 0090 ANNOUNCEMENTS. Mayor Jennings stated that he, along with other City officials and members of the community, have received an invitation from the Woodburn School District to take a SAT test on April 16th, 2:30 p.m., at French Prairie Middle School. He encouraged those individuals who received invitations to take the test on that date. A) Recreation and Park Board meeting of April 9,2002 has been rescheduled to April 16,2002 at 6:00 p.m in Settlemier Park. B) Tulip Festival Parade, Cruise-In and Walk-About are scheduled for Saturday, April 13, 2002. Mayor Jennings stated that he will be out of town and unable to participate. The Fire Department will be providing a Fire Truck for the Councilors to ride on during the parade. C) Budget Committee Workshop will be held on Tuesday, April 9,2002, 7:00 p.m., in the City Hall Council Chambers. D) Woodburn Spring Community Clean-Up Day has been scheduled for Saturday, April 20, 2002. E) Woodburn Public Library Activities: 1) "Responding to Terrorism, Challenges for Democracy" is a 3-part series with Dr. Gary Perlstein from Portland State University. This program will be held on April 15, 22, & 29,2002 beginning at 1:00 p.m. each day in the Library's Multi- Purpose Room. Page 1 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING 2) Chautauqua Program: "A Celebration of Poetry Month" by John Daniel and Floyd Skloot will be held on Sunday, April 21'\ 2:00 p.m., in the City Hall Council Chambers. Mayor Jennings also stated that the public hearing on E. Hardcastle Avenue street improvement previously scheduled for this meeting will be changed to April 22, 2002 due to a printing error made by the local newspaper. 0333 PROCLAMATION - NATIONAL LIBRARY WEEK. Mayor Jennings proclaimed the week of April 14 - 20,2002 as National Library Week in the City and he urged local residents to support and make use of our local library. Library Director Sprauer stated that there are some activities planned for that week at the City's Library with a kick-off on Monday, April 14th, called "Check-it-Out- Y ourself Day" at the Library. Staffwill be assisting patrons with utilizing the Self Check-out unit and, if they are able to get at least 100 patrons to check out their own items, the Library will be eligible for a random drawing for a $1,000.00 donation to the Library. 0540 CHAMBER OF COMMERCE REPORT. Greg Lundeen, representing the Chamber, provided the Council with the following information on upcoming Chamber events: 1) On April 11 th at the LaQuinta Inn, Business After Hours will be held between 4: 3 0 pm and 6:00 pm with a special hosting of photography work by local photographer Dan Dinges. Also featured will be Mr. Dinges's print for the Tulip Festival. The event will also include the sale of Tulip Festival wine, live music, and special hors d'oeuvre. 2) On April 17th in the Rose Room at the Woodburn Crossing Conference Center, the Chamber Lunch Forum will be held at 12:00 noon. Guest speakers will be from OSHA who will providing an update on OSHA's new standards and on their consultant services. In regards to Chamber business during the month of March 2002, he provided statistical information on the number of telephone calls received, visits to the Vistitor's Center, e- mail contacts, and web-site hits. 0676 LIVABILITY TASK FORCE REPORT. Councilor McCallum, co-chair of the Livability Task Force, informed the public that Saturday, April 20th, will be the annual Spring Clean-up Day in Woodburn. Individuals interested in helping to clean-up the sides of the roadways and downtown Woodburn are invited to meet at either the Woodburn High School or Downtown at 8:30 a.moo He stated that there are a number of organizations willing to help this year and it continues to grow in the number of volunteers willing to participate. He reminded the public that this event is held both in the Spring and in the Fall and he encouraged the public to volunteer. Page 2 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING Councilor Sifuentez stated that MacLaren School will be doing the clean-up along Highway 99E from Patrick Industries (north city boundary) to Ai's Fruit & Shrub. 0840 Joe SimonofT, 1420 Commerce, stated that he lives right across from Legion Park and he expressed his appreciation to the City for the clean-up of that area. Additionally, he stated that the zoning of his and his neighbor's property has been a problem for many years and, with the current zoning, it is impossible to develop. He requested that when the City does amendments to the zoning map later this year, the zoning of the property in this area be changed to light industrial or multi-family residential. Mayor Jennings stated that all of the blackberry vines just outside of Legion Park on the west side are now gone and the area graded which has made it much more attractive. Administrator Brown stated that Mr. Simonoff's property is affected by the new ordinance and the actual zoning will be dealt with at a later date. 1043 CONSENT AGENDA. A) approve regular and executive session Council minutes of March 25,2002; B) accept the Planning Commission minutes of March 14, 2002; C) accept the Library Board minutes of March 20,2002; D) accept the Livability Task Force minutes of February 19, 2002; E) accept the final official canvass of votes for the March 12, 2002 Special Election; F) receive the Planning Project Tracking Sheet dated March 28, 2002; G) accept the Building Activity Report for the month of March 2002; H) approve the claims for the month of March 2002; and I) receive the Library Activity Report for the month of February 2002. Mayor Jennings referred to the Building Activity Report for March 2002 which shows that the building values year-to-date is in excess of $57 million which is substantially higher than in prior years. FIGLEY/SIFUENTEZ... consent agenda be adopted as presented. The motion passed unanimously. 1120 COUNCIL BILL 2379 - ORDINANCE REGULATING NOISE WITHIN THE CITY. AND PROVIDING FOR ENFORCEMENT OF NOISE REGULATIONS. Councilor Chadwick introduced Council Bill 2379. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Councilor Bjelland stated that Section 6(A) seems to be missing a word in the last sentence of the first paragraph. Attorney Shields agreed that the sentence should be changed to read"... source of the sound, which sound exceeds...". Councilor Figley requested reassurance that, under Section 7(C), a person could be cited if their car alarm is activated repeatedly through the night because an animal jumps on the Page 3 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING car or pedestrians are walking alongside the car. Deputy Chief Russell stated that Section 6(B)(3) does address a prohibited noise as that being a motor vehicle anti-theft system that sounds for more than 20 minutes, and, in the case of a repeating noise, it would be considered as a nuisance and a citation could be issued under the ordinance. Mayor Jennings questioned if this ordinance is enforced by Code Enforcement Officers only or can Police Officers issue citations under this ordinance. Deputy Chief Russell stated that this type of call is considered a non-emergency complaint. All officers will be trained to use the sound level meter which gives specific decibel readings at a set time in specific areas. He stated that the ordinance does include specific items that are considered obnoxious or nuisance noise whether they are over the nuisance level or not. On subjective types of noise such as music, the sound level meter will provide an objective standard rather than subjective. It was also noted that this ordinance gives the Police Chief authority to issue sound amplification permits subject to Council review if there was a dispute with the Police Chief s decision. Sergeant Torres demonstrated the use of sound level meter. As a guide to what decibel levels are recorded for certain sounds, he stated that a police siren will have a reading of approximately 65 whereas the refrigeration unit on the railroad tracks might have a decibel level in the evening at 80. If a person calls in a complaint, the officer will take the decibel reading from the victim's property and action, if any, would be taken based on that reading. It was noted that, in regards to music, bass amplification sound is the biggest complaint received which is a lower sound level. Live band amplification tends to result in a higher decibel reading. Deputy Chief Russell stated that the decibel levels established in the proposed ordinance is the best estimate in which staff and the Livability Task Force think is appropriate based on what other cities have done and on studies done by Police department staff. Attorney Shields requested that an amendment to made to the Council Bill before it is adopted so that the Council bill can be changed by the City Recorder. BJELLAND/MCCALLUM... amend the Council Bill to add the two words "which sound" to the sentence. The motion passed unanimously. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2379 duly passed with the emergency clause. 2099 COUNCIL BILL 2380 - ORDINANCE ADOPTING THE WOODBURN DEVELOPMENT ORDINANCE. AMENDING THE OFFICIAL ZONING MAP OF THE CITY. REPEALING ORDINANCES NO. 1807.2076. AND 2186. AND SETTING AN EFFECTIVE DATE. Council Bill 2380 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 Page 4 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2380 duly passed with an effective date of July 1, 2002. 2204 COUNCIL BILL 2381 - RESOLUTION AMENDING RESOLUTION NO. 1670 - RESOLUTION OF INTENT TO IMPROVE EAST HARDCASTLE AVENUE FROM HIGHWAY 99E TO THE EAST CITY BOUNDARY. Councilor Chadwick introduced Council Bill 2381. Recorder Tennant read the bill by title only since there were no objections from the Council. Mayor Jennings stated that this bill reschedules the public hearing date to April 22, 2002 since there was a publication error in the local newspaper. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2381 duly passed. 2278 COUNCIL BILL 2382 - RESOLUTION ENTERING INTO A WATER / W ASTEW ATER FINANCING PROGRAM FINANCIAL ASSISTANCE AWARD CONTRACT. LOAN AGREEMENT. AND PROMISSORY NOTE WITH THE STATE OF OREGON. Council Bill 2382 was introduced by Councilor Chadwick. The bill was read by title only since there were no objections from the Council. Mayor Jennings stated that he was pleased to see this contract before the Council since it secures financial assistance from the State relating to the City's water treatment project which will include the removal of iron and manganese from the well water. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2382 duly passed. 2342 BID NO. 22-18: HARD HOSE REEL (Wastewater Division). Bids for a self-retrieving hard hose reel to be used in the poplar plantation were received from the following vendors: Fisher Mill Supply, Inc., $34,950.00; Ernst Hardware Co, $35,200.00; and AG West Supply, $35,893.00. Staff recommended the acceptance of the low bid which was below the budgeted amount of$40,000.00. FIGLEYINICHOLS.... award City of Woodburn Bid No. 22-18 for a hard hose reel to Fischer Mill Supply, Inc., for $34,950.00. The motion passed unanimously. 2371 BID NO. 22-23: UTILITY VEHICLE (Sewerline Maintenance). Bids for a utility vehicle to be used by personnel in accessing storm and sanitary sewer lines located in drainage ways were received from the following vendors: Ernst Hardware, $9,300.00; Lenon Implement, $9,559.00; Salem Farm and Garden, $10,174.00; Fisher Implement, $10,573.00; and Taylor Honda, $10,584.00. Staff recommended the acceptance of the low bid which was below the budgeted amount of$IO,OOO.OO. FIGLEY/SIFUENTEZ... award City of Woodburn Bid No. 22-23 for a utility vehicle to Page 5 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING Ernst Hardware for $9,300.00. The motion passed unanimously. 2438 ENGINEERING REPORT: BOONES FERRY ROAD IMPROVEMENTS. Public Works Director Tiwari distributed a revised copy of the engineering report to the Council in order to correct a small calculations error. He stated that Boones Ferry Road is an arterial street which currently has 2 traffic lanes with no sidewalks or curbs. The proposed improvements will provide for a 48 foot wide street with 2 travel lanes, a turn lane, and bikelanes in each direction. This is a populated residential area and there are a lot of children walking in the area which is making it necessary for sidewalks for each direction. He reviewed the current status of the Local Improvement District (LID) process and, once the report is approved by the Council, the next step will be to hold a public hearing in which the benefitted property owners can provide input on the proposed project. He outlined the project assessment boundaries along with the percentage to be charged to properties based on their proximity to Boones Ferry Road and whether or not it is primary or secondary access. Additionally, there are 5 tax lots that are located outside of the city limits but those properties will benefit from the improvement. The City has contacted Marion County regarding the use of Traffic Impact Assistance Development charges collected by the County to pay the portion of cost that would have been incurred by the 5 lots since the City cannot legally bring those properties into the assessment district. No formal agreement has signed, however, the County has indicated that they did not see a problem with paying the proposed cost of$14,967.00. The proposed assessment district in this report covers the area from Goose Creek north to Hazelnut Drive. Since the street will much wider than a 34' local street and will require more structural strength, the City will pickup a share of the total cost and the assessment to properties will distributed based on costs associated with a local street improvement. The breakdown of costs are as follows: City share - $548,718; Benefitted Property (LID) share (properties within city limits) - $811,602; and Benefitted Property (Marion County Traffic Impact Assistance Development funds) - $14,967. Mayor Jennings questioned why the Woodburn School District is not a part of the assessment district since they have an access road to Hazelnut Drive near Front Street. Director Tiwari stated that the School's main entrance is off of a minor arterial, i.e. Front Street plus a another major arterial, Highway 214. Since there is an access onto Hazelnut Drive, he felt that the School District could be included if the Council so chooses. After some discussion, Director Tiwari responded that, although the School District will be donating right-of-way (12 1Iz feet or more in depth) in the vicinity of the Boones Ferry Road/Highway 214/Settlemier Avenue intersection improvement in order to shift the intersection alignment to preserve the trees on Settlemier Avenue, this has not entered into developing cost allocation. Even if the School District is assessed, the impact to individual properties will be quite small since the District property would be at a 65% level due to its distance from Boones Ferry Road. Page 6 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING Director Tiwari reviewed the categories of properties being assessed as follows: 1) Properties will full and direct access at 100% assessment based on area of property, trips generated, and no developer contribution; 2) Properties will full access at 100% assessment based on area of property, trips generated, and, if applicable, a reduction due to a developer's contribution; and 3) Properties with a defined reduced access at 65% based on area of property and trips generated with no developer contribution. Property owners that have direct access and require an approach, there will be a fixed cost of $500 added to those properties for each approach. He stated that the 65% was derived from a professional engineering consultant's traffic study adopted by the Council previously when the development for these properties was being considered by the Council. Mayor Jennings questioned why property owners west ofBoones Ferry are being charged at 100% level when they could utilize existing roadways in Senior Estates rather than utilizing Boones Ferry Road. Director Tiwari stated that the City would like to discourage motorists from using streets in Senior Estates and all property owners on the west side are being treated alike. 4169 In regards to determining the method of assessing the properties, staff based 25% of the cost on property area (square footage) and 75% on vehicle trips. This method is consistent with the East Hardcastle Avenue proposed local improvement district. The area calculation is based on the square footage and with a structure on it or approved for future building. In regards to trip generation, the traffic engineer's units for loading are being used which is broken down to single family residential, mulitple residential, golf course, and planned unit development. He stated that vacant City property located within the assessment district is being charged as if it has all allowable structures on the property since it is zoned single family residential. Director Tiwari further discussed the distribution of cost to the City and property owners. Of the total cost, the City would pay approximately $286,051 from Traffic Impact Fees due to increased capacity and $262,667 from Street CIP to pay for two-thirds of the cost of under grounding utilities. The benefitted properties would pay the remaining one-third cost for undergrounding utilities ($131,333) plus $679,729 for the 34' wide street improvement. The estimated cost for the total project is $1,374,747. Councilor Bjelland questioned if the undergrounding cost allocation has been used in the past by the City. Director Tiwari stated that this is a policy decision to be made by the Council since it has not been used in the past. This issue will be brought before the Council in the future as other improvements are proposed within the City and funding availability may be an issue. Mayor Jennings stated that City is picking up $548,718 of the total cost which is approximately 40% of the total project cost. Director Tiwari reiterated that the subsidy amount is greater than what a local street Page 7 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING improvement subsidy would be since it is an arterial street. Any changes made in a specific property assessment will have very little change on the other street assessments. He also briefly discussed the Heritage Park developer's contribution which reduces the assessment amounts for those properties in that development by a per lot basis. The developer for Henry Farms subdivision has not agreed as of this date to make a contribution towards this project. When the Boones Ferry Road improvement was being discussed, these two subdivisions were in the process of being considered by the City. He stated that if other developers in the assessed area are willing to contribute a portion of the cost on behalf of property owners in their development, the City will make the adjustment to the applicable properties on a per lot basis. Councilor McCallum expressed his opinion that he would like to see that all developers be given an opportunity to contribute before any final assessment is adopted by the Council. Director Tiwari stated that this project will be completed in two schedules with Schedule I being the improvement from Goose Creek to Vanderbeck and Schedule II from Vanderbeck to Hazelnut Drive. If, after the hearing, the project moves forward, it is anticipated that Schedule I will be completed in the summer and fall of 2002 and Schedule II will be completed in 2003. The assessment process as proposed will cover the entire project. Tape 2 Councilor Sifuentez left the meeting around 8:30 p.m. due to illness. Director Tiwari reiterated that no assessment will be made to the benefitted properties for improvements already made such as sewer line and storm drain lines. It is proposed that a 10-year payment plan be available through the Bancroft Bonding program at an interest rate of6.5%. Staff is hopeful that construction costs can be financed through interfund borrowing so that bonds will not need to be sold in the immediate future. However, the process being followed is legally correct so that bonds can be sold in the future if necessary. Options available to the Council at this time are: 1) approve the report as presented; 2) require staff to make some modifications to the report; or 3) reject the report. 0235 Councilor McCallum requested clarification on the developer contribution issue since, based on comments made by Director Tiwari, the developers who have voluntarily contributed to this project did have some promises made or some things had occurred that are different than a number of the developers of property in the benefitted area because there was nothing being proposed at the time those developers were submitting plans to the City for approval. Director Tiwari stated that the developers on the east side ofBoones Ferry Road did not have any requirements even though they were made aware that something would happen in the future since Boones Ferry Road has only limited capacity but when the west side was developed, there was an intensive requirement that would need the roadway improvement. Page 8 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING 0447 NICHOLS/FIGLEY.... approve the report as presented. Councilor Bjelland commented on the need for the Council to address the policy decision included in the report relating to the City's contribution of a significant amount of cost sharing of underground utilities which will come before the Council in future projects. Councilor McCallum expressed his hope that this project is not delayed since there is a long standing safety issue that needs to be taken care of, the area is becoming more populated with a large number of children, and the traffic on the roadway continues to Increase. The motion passed 5-0 (Councilor Sifuentez was not present at the time of the vote). 0600 CITY ADMINISTRATOR'S REPORT. 1) Administrator Brown corrected a statement that he had made earlier in response to Mr. Simonoff's issue on zoning changes to his property. He reminded the Council that Mr. Simonoff's property was brought into the City as an annexed island last year and, at that point in time, the City indicated that the zoning of the property would be looked at in the future. In the code adopted at this meeting, no changes were made to the Comprehensive Plan. The particular piece of property owned by Mr. Simonoffhad been zoned as Urban Transition Farm, however, under the new code, it has been rezoned as Public because that is the underlying Comprehensive Plan designation for that piece of property. Staffwill be contacting Mr. Simonoff this week to let him know that the City will not be taking any steps to rezone his property, however, he could follow the process to obtain a zone change if he so desired. In regards to the Development Ordinance, the City had provided notice to the State during the review process that the City would be following a post-acknowledgment process on this ordinance as opposed to looking at this ordinance as a periodic review task. Under the post-acknowledgment process, it gives interested parties 21 days to appeal the passage of this document and, if that time lapses and no appeal is filed, then the ordinance goes into effect. Staff feels that this is the appropriate treatment for this type of document since it is a legislative action, however, there are still a number of periodic review tasks that are still underway and will require some re-visitation of the development ordinance in the future once some of the decisions relating to the periodic review have been made. 2) Administrator Brown stated that last Monday he had received a letter of resignation from Police Chief Null indicating that he would be retiring from City service effective May 31, 2002. Within the department, he feels that Deputy Chief Russell will be a good candidate to replace Chief Null on a permanent basis and he will be discussing an employment contract with him which, once terms are agreed upon, will be brought back to the Council for consideration and approval. He also stated that Deputy Chief Russell has recently been accepted to attend the FBI Academy and his training will begin in July 2002. Chief Null has agreed to come back as interim Police Chief during the time period in Page 9 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING which Chief Russell is in training. Mayor Jennings stated that he is impressed with the abilities of Scott Russell and feels that he will do a great job for the City. He also felt very encouraged with the progress of the department in that promotions can be made from within the department rather than doing a state or nation-wide search for this position. 3) Administrator Brown also stated that there are a few policy issues that need to be discussed before there is another immediate need to generate a letter to the Oregon Transportation Commission (OTC). He distributed a draft letter to the Council that related to the City seeking funding for the 1-5 interchange and Hwy. 214 widening project. The legislature in another special session has augmented the earlier $400 million funding with another $100 million in funding and the City was contacted late Friday evening and advised that the OTC was meeting this Wednesday and Thursday on this issue and there was a strong likely hood that they would be making a decision on distribution of those funds. Administrator Brown stated that he had been asked to pull together information that would promote Woodburn's interchange project and how the City might be able to use a much smaller allocation of funds that could provide for the completion of the continuous right turn lane onto 1-5 northbound and to widen Highway 214 to the east to Oregon Way. Issues that came up included a City match to the work that would be done and the possibility of the City acquiring either all or some portion of the right-of-way from the Shell station eastward to Oregon Way. Staff has calculated the amount of available funds from traffic impact fees which is approximately $2.2 million depending upon what work was being done on the interchange project. The segment being discussed for improvement would allow for $1.1 million to be used towards the City's match. The remainder of the traffic impact fee funds are earmarked for the interchange itself, and more toward the partial cloverleaf identified as part of the preferred alternative and lesser amounts adding up to $600,000 that would widen Oregon Way to Cascade and Cascade to Boones Ferry Road. In the event he is required to write another letter to OTC in the interim period of time before the next Council meeting, he requested Council conceptual approval that it is satisfactory for the City to commit itself to apply these fees in whole or in part to this project as the City's match depending upon what the State has in mind for the project. The other policy choice is how the money is used and he would like to express, on behalf of the Council, that the City is interested in funding only construction activities. He feels that right-of-way acquisition is a lengthy process and that portion of the project should be done by the State. Mayor Jennings stated that he had reviewed the figures with the Administrator and he feels that it is imperative that, within the $2.2 million, the City hold back the money for the sidewalks which needs to be done since it is a safety issue. He feels uncomfortable with allowing use of City funds for right-of-way acquisition since right-of-way costs are an unknown value and it may cost more than budgeted to obtain the right-of-way whereas the Page 10 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING match for the construction activities is a known quantity. Councilor Bjelland stated that another option would be to say that, at a minimum, the City's investment would be pro-rated since having matching funds is one of the criteria that OTC is looking for in the future in selecting the projects for funding. The more money the City can put up as a match will put the City in a better standing over communities that may not have has much money available as matching funds for a construction project. He stated that it is imperative to word the letter that would protect the City from funding an investment that does not actually lead to construction activities. He did not object to spending 20%-25% of the City's matching funds on right-of-way acquisition as long as the State is picking up the balance of acquisition costs. Councilor Figley expressed her opinion that she does not want to spend the matching funds on costs that would not result in actual construction, however, she did not object to a percentage amount as suggested by Councilor Bjelland. Administrator Brown stated that the draft letter was informational only and would not be going to the State unless it is asked for by the State. He stated that, rather than the OTC making a decision this week, it was decided that the OTC would be discussing criteria and it is presumed that the Area Commissions on Transportation would be able to recommend projects for funding. It is anticipated that the City would need to submit another letter by the first week in May that would reflect whatever set of criteria has been established by the OTC and submit it to the appropriate body. He stated that the ODOT Regional Manager had informed him today that the issue of matching funds would be very important with the OTC and the City's match being discussed is about 10% of the overall estimated cost of the total project originally proposed. However, once a project has been defined and costs determined, the Council may want to look at the City's Traffic Impact Fees and adjust those fees accordingly so that the City can put the cost of the expansion onto additional development in the community which, in turn, will raise additional match money to meet criteria and become eligible for whatever improvements the State may want to put into this project. Councilor Bjelland stated that the $100 million is a maximum number allocated by the legislature and there has been some discussion that the amount available will be $65 million. The OTC is looking at the criteria to select the projects and, OTC Commissioner John Russell who represents Region II, was in attendance at the last MW ACT meeting and he had made some comments that were not very favorable to the 1-5 interchange project. After he made those comments, Councilor Bjelland told Mr. Russell and MW ACT that calling it the Woodburn interchange was a misnomer since it is the North Marion interchange serving a large scale community within a 20 mile radius. The problems at the interchange have arisen from the growth of the whole region and motorists use this 1-5 access whether they be from Hubbard, Gervais, St. Paul, Mt. Angel, etc.. He stated that he had also brought up the issue that the Area Commission of Transportation, in going through the STIP process, is having difficulties in dealing with Page 11 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING the small amount of funding that is available for each region since one project alone can take up several years of funding for the entire three-county region. He had suggested to Mr. Russell that the OTC set aside a certain amount of funding to address these large projects which will not be available for funding through the normal channels and that they look at these projects state-wide on a periodic basis rather than regional through the STIP. In his opinion, OTC needs to develop a better method in which to prioritize and evaluate improvement projects. Mayor Jennings stated that the same issue came up before MW ACT when he was serving on the Commission and, at that time, MW ACT decided that it was an 1-5 interchange located in Woodburn and it was a regional problem that included the tri-county area. He expressed his appreciation to Councilor Bjelland for objecting to the comments made by Mr. Russell and making the statements that reflect the regional interchange issue. 2300 Administrator Brown stated that the Public Works Department had removed the berry bushes in the vicinity of Legion Park, and reminded the Council that this is another area of maintenance in which Director Tiwari has taken over as part of his management responsibilities. He stated that Mr. Simonoff had brought the problem to Director Tiwari's attention and staff proceeded to evaluate the situation and the assigned work was done by staff. He expressed his appreciation to Director for not only getting this project completed but in other areas in which improvements are being made in the City. 2365 MAYOR AND COUNCIL REPORTS. Councilor Bjelland stated that a majority of his report was made earlier regarding MW ACT and OTC. He stated that he will continue to work with these commission members to help them understand the traffic situation at the interchange and hopefully get them to move in a direction more favorable and understanding of the City's traffic issues. He stated that he had made a plea that, in the future when large projects are reviewed, there is a systematic process in place that allows an objective analysis of these projects. Mayor Jennings stated that after the formation ofMW ACT, the commission formed a Technical Advisory Committee (TAC) which was a review process each project went through before it came back before MW ACT. It is his understanding that T AC has not met in over two years. Councilor Bjelland stated that they have asked that T AC be involved in assessing and providing objective criteria that would allow for a comparison of various proposals that have been submitted for consideration. Councilor Nichols expressed his hope that local residents will turn out for the Tulip Festival parade this Saturday. There has been a lot of work done in organizing this event and he felt confident that it would be a success. Page 12 - Council Meeting Minutes, April 8, 2002 COUNCIL MEETING MINUTES APRIL 8, 2002 TAPE READING Councilor Nichols expressed his hope that local residents will turn out for the Tulip Festival parade this Saturday. There has been a lot of work done in organizing this event and he felt confident that it would be a success. Councilor Figley stated that she is also looking forward to the parade and hoped that there will be a lot of spectators. Councilor McCallum congratulated Councilor Sifuentez in organizing the "Taste of Woodburn" event held earlier today as a fundraiser for the A WARE Food Bank. Councilor Sifuentez, along with Cathy Heisen and Nancy Stone, did a great job and this event raised over $1,000 for the Food Bank. He also stated that Woodburn Together will hold their annual meeting on April 25, 2002 beginning at 6:30 p.m. at Tukwila Center for Health and Medicine. The meeting will consist of award presentations and an overview of their program. Guest speaker at this meeting will be Marion County Commissioner Randy Franke. Lastly, Councilor McCallum congratulated Chief Null on his upcoming retirement and, based on his working relationship with Deputy Chief Russell, he feels confident that Scott Russell will do a good job for the City in the years to come. Mayor Jennings stated that Councilor Sifuentez had left him a note before she left this meeting to share with the Council that today's event raised $1,060.00 which will purchase approximately 6,960 pounds of food. The Mayor also reminded the public that Councilor Bjelland's wife is, once again, heading up the Flower Basket drive and, to date, orders for baskets have increased. Donations are being accepted to help with this program. He also commented on the floral display in front of City Hall and expressed his appreciation to staff in keeping this area attractive. 2880 ADJOURNMENT. FIGLEY /MCCALLUM... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:16 p.m.. APPROVED~ RI ARD JENN S, A YOR ATTEST ~~ M ~ant, Recorder City of Woodburn, Oregon Page 13 - Council Meeting Minutes, April 8, 2002 r nr t