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Minutes - 02/25/2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, FEBRUARY 25, 2002. 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 Absent Present Present Present Absent Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Police Chief Null, Finance Director Gillespie, Park & Recreation Director Westrick, City Recorder Tennant 0040 Mayor Jennings stated that both Councilors Chadwick and Sifuentez are not in attendance at this meeting due to illness. 0084 ANNOUNCEMENTS. A) Public Hearing: The City Council will hold a public hearing on a 2001-02 Supplemental Budget at their regular meeting on March 11, 2002 at 7:00 p.m.. B) Public Hearing: The City Council will hold a public hearing on the proposed Woodburn Development Ordinance on Monday, March 11, 2002, 7:00 pm, in the City Hall Council Chambers. Mayor Jennings stated that he will be opening the public hearing as advertised, however, he will be requesting the Council to continue the hearing until March 25, 2002 at 7:00 p.m.. C) Special Election on March 12, 2002: Ballots can be deposited in the ballot box located in Woodburn City Hall during regular business hours, however, on March 12th, City Hall will remain open until 8:00 p.m. in order to give voters an opportunity to drop off their ballot before the closing time. 0139 PRESENTATION: HIGHWAY 214/BOONES FERRY ROAD INTERSECTION IMPROVEMENT PROJECT. Public Works Director Tiwari stated that the engineering report is in the development process, however, as part of this presentation, he showed the preliminary design of the intersection which has been prepared in consultation with the Oregon Department of Transportation (ODOT). He stated that this intersection is currently at a "D" level and, if Page 1 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING something is not done to improve the intersection, it will slowly deteriorate to a "F" level which is an unacceptable level. He explained that intersections should be at a "c" level and, even though a "D" level is acceptable, it reflects a slower time period in which crossings can be made by a pedestrian and in the flow of traffic. He stated that it is important that the City continue to improve this intersection even if the State does not elect to participate in funding for the improvements. He stated that staff's goal has always been to keep Settlemier Avenue aesthetically pleasing since it is a residential area lined with trees. However, there are certain trees close to the intersection which are not of any unique species that will need to be removed if the intersection is improved based on the preliminary design. In reviewing the design, the roadway would be widened both north and south ofHwy. 214 by providing for 2 lanes in each direction plus a center turn lane. Additionally, a bikelane would be installed and the traffic signal would be upgraded. ODOT had strongly suggested that a median strip in the area of Settlemier Ave. and Church Street be installed in order to reduce traffic back-up close to the intersection and this suggestion was incorporated into the preliminary design. The estimated cost for the intersection improvement is $494,722. To date, the City has not received any commitments from ODOT to assist with the funding of this improvement. The plans, however, have now been approved by ODOT and, if the City elects to proceed with this project and construction is to begin this summer, he suggested that the poles be ordered soon since it takes 4 months to receive the poles once they have been ordered. He reiterated that there are 3 trees on the east side of Settlemier Ave. that will need to be removed if the improvement is made as provided for in the preliminary design. In regards to funding sources, he suggested that the City utilize revenues from Street Capital Improvement Fund, Traffic Impact Fees, ODOT, and ISTEE (federal funds distributed to City through ODOT on state-approved projects) and the City not assess properties through a local improvement district. Councilor Bjelland questioned the compatibility of this improvement with the future widening of Highway 214. Public Works Director stated that the City has conveyed to ODOT that they want the improvement to match ODOT's plan for future widening, and according to ODOT, the plans meet their future plans. The only unknown aspect is the bike lane and, by including it in the improvement at this time, it will at least provide some additional area for ODOT to adjust lane size when Hwy. 214 is widened in the future. Councilor McCallum questioned if staff had looked at all possibilities regarding the trees near the intersection. Director Tiwari stated that he had delayed the tree issue for so long in order to see if there were any other alternatives available to make the improvements that would need to be compatible with Hwy. 214 and Boones Ferry Road. Councilor McCallum stated that the widening is necessary at that intersection in addition to improvements that will make the area safer for children crossing Hwy. 214 to the Page 2 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING schools located on Boones Ferry Road. Councilor Figley questioned where the tapering would begin to occur on Settlemier Avenue to meet the width of street from Lincoln Street south. Director Tiwari stated that the tapering will start at Church Street to Harrison Street and it will remain as 3 lanes from Harrison Street to Lincoln Street then 2 lanes south as it is currently. Councilor Nichols stated that he was glad to see the removal of the triangular island since children run across that traffic lane and motorists do not always pay attention to the pedestrian crossing. 1288 CHAMBER OF COMMERCE REPORT. Kristi Olson, Chamber Board President, informed the public that the Chamber was in support of the Urban Renewal Project which is being submitted to the voters. She highlighted the following issues the Chamber feels are positive aspects in support of the program: 1) Urban Renewal will not raise property taxes, 2) it will improve traffic circulation throughout the City, 3) it will improve the livability of Woodburn, 4) it will enhance the image of Woodburn and will become a continuing source of community pride, 5) the Urban Renewal area represents only 3% of property taxes but 11 % of total property, 6) it will increase the value of property in surrounding neighborhoods, 7) it will increase employment opportunities throughout the City, and 8) the School District will not lose current funding. Without Urban Renewal, certain areas within the district may continue to deteriorate, require more subsidies from City, risk blight expansion, make our community less safe thereby requiring more police and fire protection - all of which will result in higher taxes for the taxpayer. Upcoming Chamber events include: 1) the Distinguished Service Award dinner on Friday, March 1'\ in the Starlight Room at Woodburn Crossing; and 2) Business After Hours at Colonial Gardens Residential Living Center on March 14th from 4:30 pm to 6:00 pm. 1432 CONSENT AGENDA. A) approve the Council regular and executive session minutes of February 11, 2002; B) accept the Planning Commission minutes of January 24, 2002; C) accept the Livability Task Force minutes of February 19, 2002; D) accept the Library Board minutes of February 13, 2002; E) accept the Gervais Community Learning Center Agreement for library services; F) receive the status report on the 347 N. Front Street building rehabilitation; and G) receive the status report on the Settlemier Ave/Hayes Street pedestrian crossing improvement. FIGLEY /NICHOLS... adopt the consent agenda as presented. The motion passed unanimously. Page 3 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING 1488 COUNCIL BILL 2374 - RESOLUTION OF INTENT TO IMPROVE EAST HARDCASTLE AVE. FROM PACIFIC HIGHWAY 99E TO THE EAST CITY BOUNDARY. ADOPT THE LOCAL IMPROVEMENT DISTRICT. ADOPT THE METHOD OF ASSESSMENT. AND ESTABLISH A PUBLIC HEARING DATE. Council Bill 2374 was introduced by Councilor Bjelland. Recorder Tennant read the bill by title only since there were no objections from the Council. Mayor Jennings stated that a revised last page was given to each Councilor at the start of this meeting which changes the public hearing date to April 8, 2002. Public Works Director Tiwari stated that public notice will be given as required under the local improvement district ordinance and each property owner will receive a letter explaining the methodology and giving them the amount of their estimated assessment. On roll call vote for final passage, the bill passed unanimously. Mayor Jennings declared Council Bill 2374 duly passed. 1658 COMMUNITY CENTER PLANNING COMMITTEE REPORT AND RECOMMENDATION. Park & Recreation Director Westrick began his report by providing a chronological background on this planning project which was established as a Council goal in January 2001. The Community Center Planning Committee was appointed in May 2001 and they have been working on site selection, development of a site plan and floor plan, and developing a funding program. Initially, the Committee had looked at 3 phases to this project with Phase I being a Community Center complex, Phase II being a Gymnasium, and Phase III being a Performing Arts Center. Additionally, site locations were focused on currently owned city property rather than purchasing property with the locations being Centennial Park (also known as the Water Division property), Settlemier Park, Legion Park, and the Community Garden site (located on Park Avenue near the Woodburn Armory). Following Committee review of the sites, they recommended to the Council that the current Community Center and Community Garden be declared as surplus property with the proceeds from the sale of these properties to be earmarked towards the construction of the new Community Center. The Committee also utilized the professional services ofRSS Architecture to work on the building footprint, acreage requirements, parking needs and outdoor facility needs. The Committee conducted some site visits in the Portland metro area from which they developed their own plans for a community center. In October 2001, the Council and Committee met in a workshop to review the Committee's progress and the Council refined the mission to 1) look beyond the 4 sites originally looked at by the Committee, and 2) look at combining the 3 phases into 2 phases by segregating the Performing Arts Center and combining the community center complex and gymnasium. He stated that the Committee has developed a plan that would work for a population of 35,000 - 40,000, and the design would accommodate multi-purpose uses. The Page 4 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING recommended floor plan would provide for a 7,500 square foot activity pavilion with a commercial kitchen, a 3,300 square foot activity room, three classrooms, and offices for the Park & Recreation Dept. and building management. It was noted that Phase I, as recommended by the Committee, will require 3.24 acres of land which includes the building, parking, and outdoor spaces. In regards to Phase II, the Performing Arts Center would provide for an 800 seat theater and it would require 2.89 acres ofland for the building and parking. He reviewed building construction costs along with any additional property costs that may be required for each of the 4 alternatives identified by the Committee. It was noted that each alternative was either slightly higher or lower than $5.8 million. In regards to a funding package for Phase I, the Committee has identified a portion of systems development charges, surplus property sales, grants, fundraisers, and a general obligation bond as sources of revenue to pay for this project. He stated that the Committee is proposing that the Council provide preliminary approval of Alternative # 1 which would provide for a Community Center (Phase I only) at the Front and Oak Street site located east of the Aquatic Center. This location would provide for a campus complex thereby making the recreation services more accessible to patrons. It was noted that the tennis courts currently located at Front and Oak Street would be relocated and there would be no encroachment onto the existing Settlemier Park ballfield or tree picnic area. He also stated that the Committee does not want to pursue the Performing Arts Center at this time since the estimated cost is $8 million. However, they would like to keep this opportunity open for future consideration since there may be joint development options with other agencies or districts such as Chemeketa or the Woodburn School District. Director Westrick also stated that the Committee had discussed the acquisition and remodeling of K -Mart in lieu of building a new Center. The Committee did not feel that this would be cost effective nor is it centrally accessible to pedestrians and bicyclists. The estimated cost to acquire, remodel, and landscape the area is $9 million. Additionally, the building is substantially larger than what is needed since it is 86,479 square feet and the combination square footage requirement for both Phase I and Phase II is 60,165 square feet. Concern was also expressed by the Committee in that the Comprehensive Plan could be comprised since the City would be taking the acreage out of the commercial zone in addition to the loss of approximately $80,000 in annual property taxes. 3846 Flurry Stone, Committee Chair, stated that alternative 1 will finish the work started at the Aquatic Center by placing the Community Center adjacent to the Aquatic Center and it will keep the City services in the City Center. He solicited comments from the Council on the work done to date and questioned if any other issues needed to be addressed before the Committee submits a design and location for final approval. Joan Garren stated that the Committee had made the recommendation to locate the building at Front & Oak Street since they felt it complemented the Aquatic Center. Additionally, showers and locker rooms were not included in the Community Center since Page 5 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING those facilities are provided for in the Aquatic Center. Patti Eamons stated that this alternative also complements the Park & Recreation Department in that it provides for consolidation of offices at a central location. She also expressed her opinion that having all of the city offices downtown will give our City a more professional look as it continues to grow in size. She also felt that this alternative complements the Urban Renewal Plan and placement of the new Center in the downtown area will make this area a showpiece just like Settlemier Avenue is a showpiece in a residential area. In regards to usage of the shower facilities at the Aquatic Center, Director Westrick stated that this is an operational issue that has not yet been developed. The Center does include a changing room so that participants at the Center could change their clothes before and/or after an activity. Mayor Jennings questioned if Public Works is willing to sell the 5 acre parcel adjacent to Centennial Park. Public Works Director Tiwari stated that if the property is the selected site for the Center, the Parks Department would need to pay the Water Department for the cost of the property. The Water Department would then need to purchase another parcel of land in that area for placement of a water treatment facility. If the Council elects to use the Water Department property for the new Center, then Public Works staff will move quickly to analyze options and new sites that would meet the needs of a treatment facility. It was also noted that placement of the Center on the Water Department site will require infrastructure improvements in addition to building and land acquisition costs. 4850 Councilor McCallum questioned if it might not be advisable for the City now to look into acquiring property that would accommodate a future Performing Arts Center at current market value rather than waiting until such time as the City is ready to build the Performing Arts Center and paying the land value costs at that time. Councilor Bjelland expressed his opinion that it would be best to concentrate on Phase I at this time and, after that has been approved, begin the long term analysis of Phase II and what other ways of merging that type of Performing Arts Center with complementary facilities. Councilor Figley agreed with Councilor McCallum from the point of view that the Council needs to analyze long range issues as this Community Center plan is being developed and funding sources obtained so that the best policy decision can be made that will benefit the City in the future. She stated that she is concerned about expansion and parking issues in addition to neighborhood impact. She expressed her interest in being provided with information that Councilor McCallum has brought up for consideration. Director Westrick stated that the Committee has had the same discussion as the Council over the last month. He stated that staff has not approached the property owner to the west of Centennial Park to see if they would be willing to sell a portion of their land. Councilor Bjelland stated that placement of the Community Center at either Alternative 1 Page 6 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING (Front & Oak Street) or Alternative 2 (Water Department property) will necessitate the placement of Phase II (Performing Arts Center) at a location away from the Community Center. He felt that the decision as to whether or not additional funds are included in a general obligation bond issue for acquisition of property for Phase II could be made by the Council within a relatively short period of time. Councilor Nichols expressed his opinion that the bond issue should include funds for future land acquisition. He also expressed his support for the location and building footprint recommended by the Community Center Planning Committee. Flurry Stone stated that the Committee's primary work has been focused on replacing the Community Center which is beyond its life. The Committee did discuss short term/long term future and, in the long term future, the Committee did not want to tie themselves to a specific parcel of land since it may be several years before a Performing Arts Center could obtain funding approval. 6430 BJELLAND/MCCALLUM... give preliminary approval to Alternative #1 as submitted by the Community Center Planning Committee. The motion passed unanimously. Mayor Jennings stated that the Committee had done an excellent job in providing the 3 alternatives for Council consideration and he thanked them for their time and effort spent so far on this project. Councilor Bjelland suggested that contact be made with the City of Sweet Home who recently built a new Community Center on a limited budget and they had used some creative ways to obtain grant funds and contributions from local businesses. Flurry Stone stated that they had looked at Community Centers in Portland for the purpose of determining design but they will be looking at smaller cities to see what they did in putting together funding methods. Tape 2 0091 REQUEST FOR COUNICL DIRECTION ON FUNDING HIGHWAY 214 AND SETTLEMIER AVENUE INTERSECTION IMPROVEMENTS. FIGLEYINICHOLS... direct staff to improve the Highway 214 and Settlemier Avenue intersection, including the traffic signal device, without the use of a property assessment. Councilor Bjelland requested clarification of the motion since the recommendation is to plan to make the improvement versus actually moving forward with the improvement without knowing all of the available funding sources. Administrator Brown stated that staff is asking for a decision to take this project out of the assessment district consideration for funding. The City will be as aggressive as they can be in order to obtain funding participation from ODOT and, if the assessment method is not used, it may help the City to get funding assistance. Councilor Figley stated that it was her intent in the motion do what is needed at this time other than establishing a local improvement district. The motion passed unanimously. Page 7 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING 0290 CITY ADMINISTRATOR'S REPORT. A) Administrator Brown stated that at the mid-year budget review, staff had requested an additional $15,000 to finish off the work on the 347 N. Front Street property. He stated that no work has been done over the last two weeks since there is a need for the City and contractor to come to terms on a change order associated with the work in the building. The change order will require approximately $20,000 more than originally estimated. He stated that there have been a number of structural problems that have surfaced that could not have been foreseen until the building was torn down and the largest cost is associated with the re-design of the front and rear portions of the building to accommodate the design work previously submitted to the Council. Other items in the change order which increase the cost relate to tying into the existing walls, sheathing the elevator shafts, and reconstructing stairwells. He stated that he would like to implement the change order and come back with the funding appropriation next month as part of the supplemental budget. He reminded the Council that this phase will only close the building, make it weather tight, and clean up the parking lot. Funding for the next phase will make the building usable. It was the consensus of the Council to move forward with the change order as outlined by the Administrator. B) Administrator Brown stated that he had received a letter from the Tulip Festival Committee inviting the Council to participate in the kick-off day festivities which includes a parade. This event will be held on April 13th and he requested that if the Mayor and/or Council is interested in participating they should contact Kezia Merwin who will arrange for the cars. He stated that there will be a number of activities scheduled for that day which include a pancake breakfast at the Elk's Lodge, a Cruise-In Car Show at Lennon Implement, and various activities at the Wooden Shoe Bulb site. 0724 MAYOR AND COUNCIL REPORTS. Councilor Nichols congratulated the recipients of the Distinguished Service Awards - David Christoff, Ann Finch, Paul Null, Sf. Carolyn Hall, Mike Bergeron, Brian Bauman, and Lisa Ellsworth - who, by their efforts and volunteering, have made the community a much better place to live. Councilor Figley also extended her congratulations to the recipients, especially to Paul Null and Mike Bergeron who are City employees. Councilor McCallum expressed his congratulations to the recipients of the various service awards. He also stated that Fire Marshall Bob Benck is retiring after 17 years of service for the Woodburn Fire District and there is reception scheduled for March 11 th from 2: 00 pm to 5:00 pm at the Fire Station. Councilor McCallum expressed his appreciation to public works for the fine job being Page 8 - Council Meeting Minutes, February 25,2002 COUNCIL MEETING MINUTES FEBRUARY 25, 2002 TAPE READING Councilor McCallum expressed his appreciation to public works for the fine job being done on smoothing the pavement approach to the Hardcastle railroad crossing. Mayor Jennings stated that the last 3 recipients of the Senior First Citizen awards have been members of the Kiwanis and the last 3 recipients have been members of Toastmasters. The Mayor also stated that local resident Don Sprague, Sprague Sales, recently won the Oregon Garden & Patio "Best of Show" award at the Portland Convention Center. Mayor Jennings also stated that the Fire Training Center at Brooks is close to completion and our Fire Chief is willing to take the Mayor and Council for a tour of this state of the art training center. The local Fire District will be contracting with them to do the training of Fire District personnel. The Mayor also stated that the City Attorney has informed him that an Executive Session is not needed at this meeting. 1009 ADJOURNMENT. NICHOLSIFIGLEY... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:45 p.m.. APPROVED~.-L HARD JE IN , YOR ATIEST fI1~ ~sf Mary Te ant, Recorder City of Woodburn, Oregon Page 9 - Council Meeting Minutes, February 25,2002 r .. r