Agenda - Goal Setting 01/25/03
CITY COUNCIL GOAL SETTING WORKSHOP
Board Room
Salud Medical Center
1175 Mt. Hood Avenue
Woodburn, OR 97071
January 25, 2003
AGENDA
8:30 to 9:00: Introduction - Figley, Brown
A. Review of 2001 Goal Setting Workshop
Vision, Mission, Goals
B. Review roles of Mayor, City Council, City Manager, and Staff:
9:00 to 10:15: Progress Report on 2001 goals - Brown, All
A. Overview - how it all fits together
B. Completed projects, within the context of Goals
C. In-progress projects, within the context of Goals
D. Planned projects, within the context of Goals
10:15 to 10:30: Break
10:30 to 11:45: Discuss (All) City Council Satisfaction with:
A. Progress
B. Existing Goals
C. City Manager and Staff Performance
11:45 - 12:30: LUNCH
12:30 to 3:30:
(as needed)
Establish goals for 2001-03 (All)
A. Delete undesireable Goals
B. Revise and expand existing goals
C. Establish additional goals
3:30 to 4:00: Other
Adjourn
.'-'-""-'~~-"'.'
T T
I
r }'
January 17,2003
TO:
FROM:
SUBJECT:
Honorable Mayor and City Council
John C. Brown, City Administrator
City Council Goal Setting Session
The goal setting session is set for January 25, 2003 at 8:30 am in the Salud Medical
Center boardroom. I'll arrive around 8 am to set up, and will have a light breakfast for
you. We need to finish by 4 pm. Accordingly, I've put together an agenda that gets us
out by the appointed time. The agenda is attached.
Also attached, for your use in preparing for goal setting activities are:
. A copy of your vision, mission, and goal statements from 2001;
. A summary of
completed goals
goals in progress, and
pending/ uninitiated goals
. Copies of Department progress reports; and
. A discussion of issues and priorities provided by Mayor Figley.
Department head attendance is optional. The session is to give the seven of you an
opportunity to plan the next two years with me. Department heads are welcome to
observe but will not be participating. One or two of your departments have identified
issues they would like you to consider during the goal setting session. These are
included in their progress reports. Mayor Figley has also provided an issues and
priorities list for your discussion. Each of you is encouraged to develop your own list of
goals, either those we are already working towards, or new ones to supplement or
supplant them. I will provide a list of my own recommendations at the goal setting
session, as they are still being developed.
Because several of you have asked for these documents, also included for your
information and discussion is the newest revision of the tree ordinance, and a list of
proposed fees and charges associated with its administration.
These materials are provided now to offer you ample opportunity to review them, and
to call me with any questions or suggestions you may have. In the meanwhile, Jan will
be calling each of you next week to pull together the lunch order.
I look forward to a productive session. If you have questions, please call.
JCB
~.._,,,....-.........~..--...----,'""---'-
, 1
1
r t
-~~- _~~J J\ccvflUIlCIlW:-i-i .t1flllUUll fv~runz nUdger
VISION STATEMENT
Woodburn will be a vibrant, full-service, market-based community that retains its small town
feci and values. Woodburn will be a community of unity, pride, and charm. It will be a
sustainable, but technologically advanced community with a [uncLional multi-modal
transportation system. Woodburn will thrive as a regional focus for the advancement and
enjoyment of the arts, culture, leisure and recreational activities, and be a great place to live.
MISSION STATEMENT
Ult is the mission of the Woodburn City Council to Make Woodburn a Great Place to Be."
MAJOR GOALS FOR 2002-2003
.:. Provide a broader range of affordable youth activities:
~ Continue to provide existing youth programs
~ Develop additional activities and programs
~ Seek funding to support/offset program costs
.:. Celebrate culture and diversity:
~ Continue, strengthen and expand existing events: Tulip Festival, 4th of July,
Christmas, Fiesta Mexicana
~ Develop a "signature" event, specific to Woodburn
.:. Build a new Community Center:
~ Establish citizen's committee
~ Evaluate fmancing alternatives
~ Evaluate facilities and select site
~ Develop facility and site plan
.:. Community Engagement and Communications:
~ Continue existing efforts
~ Expand outreach activities
~ Provide for bi-lingual capability at public meetings - audio and translation
~ Improve staff capability and consciousness
.:. Revitalize Downtown Woodburn:
~ Complete Urban Renewal Plan
~ Establish Urban Renewal Agency
Departments
36
City Council
0--'-'._._'_0_" , 'f
y
t...
r ..
THE CITY OF WOODBURN
2002-2003 Ruommended Annual Program Budget
~ Complete Comprehensive Plan Amendments
~ Seek Grants for early years' CIP
~ Deliver program
~ Renovate 347 Front Street
.:. Pursue Economic Development:
~ Complete Economic Opportunities Analysis
~ Adopt Public Investment plan
~ Implement Public Investment plan
~ Detennine and organize for business recruitment responsibilities
~ Recruit business
.:. Develop Necessary Systems Infrastructure:
~ City wide circulation
~ Water treatment and storage
~ Storm drainage
~ WWTP collection
.:. Enhance and Improve Livability:
~ Adopt revisions to code enforcement- related City Ordinances
~ Promote public awareness of code requirements through education
~ Increase Code enforcement activities
~ Revise Sign Ordinance
~ Beautify City Properties
~ Property maintenance recognition activities
~ Volunteer coordination project
.:. Manage Growth:
~ Annex all "islands" within city limits
~ Complete Development Code
~ Complete Comprehensive Plan and Transportation System Plan amendments
~ Urban Renewal
~ Undertake necessary UGB amendments
.:. Museum Development:
~ Complete strategic plan
~ Shift emphasis from museum as a repository to museum that functions as part of
the community
Departments
87
City Council
. _."--.-.---"-~._.. T ,
1
r" ..
2002-2003 Ruommended Annual Program Budget
.:. Park Development:
.. Replace Legion Park Lights
.. Construct Heritage Park ADA improvements
.. Complete drainage and irrigation improvements at Burlingham Park
.. Complete Centennial Park Phases II and III
.. Complete Senior Estates Park Drainage improvements
.. Develop Hermanson Park III
.:. Build a Skate park:
.. Select Site
.. Complete Site Plan and Facility design
.. Obtain Funding
.. Construct Skate park
.:. Encourage and employ Sustainable practices:
.. Establish City policies
.. Revise procurement procedures
.. Train staff (ongoing)
.. Design and offer, or support programs
.. Composting
.. Recycling and use of recycled materials
.. Energy efficiency
.. Reduced chemical interaction with land, air and water
.. "Green Building"
.. Public education
.. Provide a good example
.:. Team Building:
.. Continue current activities
.. Employee recognition program
~ Organize departments for most efficient service delivery
.:. Develop Technological Infrastructure:
~ Telecommunications
~ Other, as identified by Economic Opportunities Analysis
<. Plan and Deliver Transportation System Improvements:
Departments
38
City Council
. ..
T ~
1
r......
r ..
11"11: \...11 r VI; yyuuVBURN
2002-2003 Recommended Annual J>rogram Budget
Regional
.. Re evaluate and amend the Transportation System Plan
.. Coordinate with County on 2nd Interchange and So. Bypass
Local
.. Pave all streets
.. Install curb and sidewalks on some streets
.. Ready projects for grant opportunities
.. Develop intercity transit
.. Develop Bike/Ped/Golf cart paths in greenways
Departments
89
City Council
-----., ...
1 ,
~
,.. ~
i
2001-03
Activities m Progress
~
City Council Goa
Provide a broader range of affordable youth activities
ongoing
Continue to provide existing youth programs
Teen Scene Program to be implemented in 2003
Develop additional activities and programs
-
to be completed early 2003
Comprehensive review of Aquatic Center fees underway,
Seek funding to support/offset program costs
Celebrate Culture and diversity
Planning underway for 2003 Tulip and Berry Festivals
strengthen. expand existing events
Continue
Evaluating September 16th (Mexican Independence Day) celebration
Develop a "signature" event
Community Engagement and Communications
Ongoing
Continue existing efforts
through departments, CRO
Ongoing
Expand Outreach Activities
Continue to seek bi-Iingual candidates, offer training, and language incentives
mprove Staff capability and consciousness
J
Planning for FY 2003-04 implementation underway. Revised cash flows and valuation
information to be provided to Council in January 2003
Revitalize Downtown Woodburn
Urban Renewal Program
Deliver
Architectural diagrams to be delivered in Spring 2003. Pending grant funding
fayade work to be completed Spring/Summer of 2003.
Renovate 347 Front
Pursue Economic Development
tasks associated with urban growth
review
On hold - working on periodic
boundary expansion.
mplement Public Investment Strategy
~
Boones Ferry Widening Project to commence in early 2003
Ongoing efforts to work with ODOT, MWACT, and OTC to obtain funding
for Highway 214 widening and 1-5 interchange improvements
Develop Necessary Systems Infrastructure
City Wide Circulation
..
Land Use actions related to construction are underway
Majority of Construction work to be bid May, 2003
and Storage
Water Treatment
Master Plan and implementing policies to be presented to Council prior to
May 2003, and implemented July 1. 2003
Storm Drainage
...
Enhance and Improve Livability
be presented to Council in 2003
wi
Nuisance Ordinance being revised
Revisions to Code enforcement-related Ordinances
Adopt
Police Department activities
Additional CRO/Livability Task Force/
Promote public awareness of code requirements
Underway, pUblic process to be initiated Spring 2003
Revise Sign Ordinance
7,500 budgeted to complete west side of City hall landscape renovation in 2003
Beautify City Properties
Livability Takes Force
Ongoing
Property maintenance recognition activities
]
Manage Growth
Underway, anticipate completion of June 2003
Complete Comp Plan and TSP Amendments
to be initiated second half of FY 2003-04
Planning underway,
Urban Renewal
Draft completed in January 2003
Museum Development
Complete Strategic Plan
Oral History project on-going, partnerships with Woodburn
High School and Chemeketa College. Potential Spanish language
movie series at Bungalow Theater
be re-bid in 2003 seeking lower bid price
Fall. 2002, delayed to Spring 2003
Construction begins 1/03
Ongoing in 2003
Ongoing In 2003
Underway, anticipated completion 2003
Highway 214 project-design submitted to ODOT, funding of 599,999 committed by ODOT
Lighting Grant of 200,000 requested to augment project. Lighting may occur in 2003
Sidewalk project may be built by 2004
Planned City projects have been itemized and prioritized on a needs and
priorities listing used to obtain state funding
Shift emphasis from museum as a repository to museum
that functions as part of the community
Park Development
Construct Heritage Park ADA improvements
Develop Hermanson Park
Build a Skatepark
Construct Skate Park
Team Building
Employee Recognition Program
Organize Departments for efficient service delivery
Plan and Deliver Transportation Improvements
Amend TSP
Install Curb and Sidewalks on some streets
Ready Projects for Grant Opportunities
....
project planned for
Wi
Wetlands enhancement
Project bid in 2002
...
J
!
t
~
I
Pending/unmitiated 2001-03 Goals
J
City Council Goa,l
Downtown Plan revision has not occurred to determine if or how much
These items are on hold, pending actions to complete periodic review tasks
necessary to support an urban growth boundary amendment
On hold, pending periodic review tasks
Held to January 2003.
Not initiated due to time and training
"
"
"
To be included in bid specs for public works and capital projects
Emphasis placed on periodic review tasks needed to complete UGB expansion
Revitalize Downtown Woodburn
Complete Comprehensive Plan Amendments
Encourage and employ Sustamable practices
Establish City Policies
Undertake necessary UGB amendments
nfrastructure
Revise Procurement Procedures
Design and offer, or support programs
Composting
Recycling and use of recycled materials
Adopt Public Investment Plan
Implement Public Investment Strategy
Recruit Business
Pursue Economic Development
Enhance and Improve Livability
Coordination Project
Develop Technologica
Manage Growth
Volunteer
j
....
..
Others, as identified by Economic Opportunities Analysis
Plan and Deliver Transportation Improvements
City Staff to review County TSP update materials, and visa versa
Not initiated due to lack of funding and public interest
Not initiated.
Co ordinate with County on 2nd Interchange and Bypass
Develop intercity transit
Develop Bike/Ped/Golf cart paths in greenways
J
...
]
Accomplishments for 2001-03
]
Activity
Project or
Goa.l
City Counc
teen dances
youth sports, dance, afterschool club, swim
various Library reading and youth programs
Provide a broader range of affordable youth activities
Continue to provide existing youth programs
~
added evening story time in Spanish and morning story time for toddlers
on a weekly basis, added kids' book club for ages 10-12 and teen group,
Develop additional activities and programs
at Library
Teen scene grant acquired 2002
nstituted fees for after school club
Seek funding to support/offset program costs
Tulip Festival Promotions, 2001 and 2002
Assisted coordination of Fiesta Parade, 2001
Christmas festival of music, 2001
2002
Celebrate Culture and diversity
Continue, strengthen. expand existing events
4th of July 2001
Music In and 2002
Downtown Tree-lighting ceremonies, 2001, 2002
Dia De Los Muertos observances, 2001, 2002
Dia de Los Ninos observance 2002
Various
2001
the Park program
]
that celebrate diversity
library programs
Berries, Balloons and Blues Festival. 2002
Develop a "signature" event
All Completed 2001/2002. Bond Measure Failed in
election conducted November 2002
Build a New Community Center
Establish a Citizen's Committee
Evaluate Financial Alternatives
Public Meeting/Hearing notices, public service announcements
water billing inserts, Recreation Reporter, flyers,WCAT,
neighborhood watch. Etc.
Quarterly Newsletter - first issue October 2002.
January 2003.
Education videos produced by Community Services Officer and
aired on WCA T
Community Relations Officer attending various community events
issue
Second
Meza-Perfecto in May 2002
City Wide Diversity Training Conducted in November 2001
Tested and Certified 7 employees for language incentive pay,
Hired bi-lingual employees in Municipal Court, Code Enforcement,
City Administrator's Office. Bilingual staff directly serving the public includes
12 police department staff and staff in Finance, Planning, Courts, Library
Recreation and Parks, and City Administrator's Office.
ncreased AFSCME Language Incentive to 2.5%
Done
1 0/02
Shell completed
Commenced November 2001
Evaluate Facilities and Select Site
Develop Facility and Site Plan
Community Engagement and Communications
Continue existing efforts
Expand Outreach Activities
Provide Bi-Lingual Capability at Public Meetings
Improve Staff capability and consciousness
Revitalize Downtown Woodburn
Establish Urban Renewal Agency
Complete Urban Renewal Plan
Seek Grants for early years' CIP
Renovate 347 Front
.
]
...
12/01
12/02
March 2001
Done. June 2001
Community Incentive Grant application
for Association Hall fa<;ade and interior
Community Incentive Grant applications submitted
for Association Hall FaCf8de and Downtown plaza
submitted
Hired Javier
J
,
I
J
Selected Faltade Design In December 2001
Done, June 2001
Underway with urban growth Boundary expansion activities
nterchange
funding in
Obtained Transportation Growth Management
update to be completed by June 2003
Successful efforts in 2001 to obtain STIP funding for partial
improvement. Successful efforts in 2002 to include additional
2004-07 STIP for interchange improvement.
Completed Widening and renovation of E. Hardcastle in 2002
TSP
Grant,
Purchased Toran Property. 2001
Loan Funding obtained in 2001. Water rate study completed in 2001
Implemented Rate adjustments to support plant expansion
Obtained Smith property, 2002
Project underway, wells drilled on Parr Rd and Smith Property sites.
Contract for water control center and well houses let in January 2003
Plan. 2002
WWTP and collector upgrade project 2002
Adopted new noise ordinance
Adopted new traffic ordinance
Completed television presentations on noise ordinance, animals at large.
Produced bi-lingual documents, including ordinances on code requirements.
Attended public events to talk about noise ordinance requirements.
activities 60 percent
Filled second CE position, increased code enforcement
since 2001 and 48 percent between 2002 and 2003
Pursue Economic Development
Complete Economic Opportunities Analysis
Develop Necessary Systems Infrastructure
City Wide Circulation
Water Treatment and Storage
Storm Drainage
WWTP Collection
Enhance and Improve Livability
Revise code enforcement-related Ordinances
Promote Public Awareness of code requirements
Increase Code Enforcement Activities
...
....
t
Council approved Storm Drainage Master
Completed
J
Rehabilitated Carnegie Building, 2001
Renovated landscape on So. Side of City Hall, 2002
Participated in Flower Basket Program 2001, 2002
Increased tulip and daffodil plantings at city hall, 2001
Created Annex and City Hall signage
Renovated shell of Association Hall
Plantings and flag pole added to Annex
2002
Oral history program instituted in 2001
Displays rotated to reflect seasonal activities and special events
Acquisition of document imaging equipment and photo archive
computer equipment from State Archives.
Done 2001
ballfield)
Livability Task force property pride awards, 2001,
restroom
Done 2002
Done 2001
Completed Phase IIA, 2001 (Parkinglot,
Ordinance adopted May, 2002
Done, June 2001
Beautify City Properties
Property maintenance recognition activities
Manage Growth
Annex All Islands
Complete Development Code
Museum Development
Complete Strategic Plan
Shift emphasis from museum as a repository to museum
that functions as part of the community
Park Development
Replace Legion Park Lights
Complete Burlingham Park Drainage and Irrigation
Complete Senior Estates Park Drainage Improvements
Complete Centennial Park Phases and I
Build a Skatepark
...
04
J
All Completed 2002
Select Site
Complete Site Plan
Obtain Funding
]
1/2003
to start
12/2002. Construction
Ground broken
Skate Park
Construct
Limited - eliminated purchase of disposable styrofoam products
recycled and salvaged building materials in Association Hal
reconstruction
Encourage and employ Sustainable practices
Establish City Policies
....
training to managers
Provided limited "Natural Step'
Train City Staff
Team Building
staff.
2002
Transferred Facilities and Parks Maintenance to Public Works, 2001
Internal re-organization at Library, 2002
Aquatic Center management reorganization 2002
Participated in CCRLS Library District Feasibility Study
Revised Personnel Polices and Procedures Manual, trained a
Various departmental training
Dinner/Awards held in May, 2001
service delivery
Employee Recognition Program
Organize Departments for efficient
Develop Technological Infrastructure
]
introduced fiber optics to
Adopted Master Telecommunications Franchise
Negotiated Franchise with Gervais Telephone
Southern Woodburn
Telecommunications
Renewed CATV Franchise and Transferred Franchise to Willamette
PEG, INET development, System Upgrade including broadband and high
speed internet capability by January 2004.
mplemented City Geographic Information System (GIS)
Obtained TGM grant funding In late 2002
Hayes Street sidewalks completed in October 2001
Obtained sidewalk grant for 214 adjacent to WHS
Installed sidewalks as part of E. Hardcastle project
Negotiated paving of Arney Lane in association with Company Stores
Completed West Lincoln Storm Drain Project, in anticipation of paving
Approved LID for, and repaved E. Hardcastle
Approved Soones Ferry LID in anticipation of widening/resurfacing project -
to proceed in 2003
Completed Reapportionment of Council Wards in 10/01
Completed FY 2001-02 and 2002-03 budgets
Completed reviews and supplemental budget hearings for 2000/01 and 01/02
Completed financial system conversion, 2002
Implemented automated police records management system, 2002
Concluded AFSCME wage and working conditions negotiations, 2001
Completed Emergency Response Plan, 2001
Other
Plan and Deliver Transportation Improvements
Amend TSP
Install Curb and Sidewalks on some streets
Pave All Streets
Other Major Projects
.
J
-
J
. Provide a broader range of affordable youth activities:
retain all
. Celebrate cul~e and diversity (replace):
Continue to produce Berry Fest, and participate in 4th of July and Tulip
Fest as lqng as is necessary
Reduce qr eliminate direct City involvement in producing festivals and
events
Coordin'!lte transfer of responsibilities to existing agencies, or establish
appropdate agency
provide financial support through TOT grant program for eligible
activitie$
limit City involvement to providing locations (parks, plazas, etc.)
pursuant to applicable rules and regulations, indemnification, and
limited staff support
. Build a new Community Center:
Place this item on hold for this goal period, due to lack of community
su pport
. Community Engagement and Communications:
I
Retain:
Continue existing efforts
Expand ~utreach activities
Provide tor bi-lingual capability at public meetings - audio and
translation
Improve staff capability and consciousness
Add:
Increase use of video production, community access television, and the
Internet to educate and inform
Develop automated telephonic information system for answering
frequently asked questions
. Revitalize Downtown Woodburn:
Retain:
Complete Comprehensive Plan and Zoning Amendments, as applicable
Seek Grants for early years' CIP
Modify:
Complete exterior renovation of 347 Front Street
evaluate potential for sale of building after exterior renovation
r 1
Add:
Implement Urban renewal program
develop 1 year capital budget
t r""
n I
develop 6 year Capital Improvement Program
in~tiate short term and longer term borrowings
develop commercial and residential rehabilitation guidelines
dtt.. velop guidelines for rcsidcntial assistance
. c:orl-.u..;a....r--c /It......./-
Initiate cflpital project
Convert 1 st Street Parking lot to plaza
acquire remaining property
develop design
construct improvement
. Pursue Economic Development:
Retain:
Adopt P~blic Investment plan
Implement Public Investment plan
Determ41e and organize for business recruitment responsibilities
Recruit l>usiness
Add:
Initiate slite-specific urban growth boundary amendment
Comple~e periodic review work tasks and TSP update
. Develop N ece$sary Systems Infrastructure:
Retain:
City wide circulation
Water treatment and storage
Storm drainage
Add:
seek and promote competition to provide high speed Internet
Develop I-net capabilities pursuant to CATV Franchise
. Enhance and Improve Livability:
Retain:
Adopt revisions to code enforcement- related City Ordinances
Promote public awareness of code requirements through education
Increase Code enforcement activities
Revise Sign Ordinance
Beautify City Properties
Property maintenance recognition activities
Volunteer coordination project
. Manage Grow~h:
Retain:
Complete Comprehensive Plan and Transportation System Plan
amendments
_~"_'M",, .... . ...
1 i
r-
II r
Urban Renewal
Undertake necessary UGB amendments
Add:
update development code to correct deficiencies and address changes in
law and circumstances
annex key properties inside urban growth boundaries
. Museum Development
Evaluateiand approve appropriate strategic plan alternative
Shift emlPhasis from museum as a repository to museum that functions as
part of the community
Promote oral history program and interactive exhibits
Create more partnership opportunities with K-12 schools and
college/ continuing education
Transfer operating responsibility and ownership of museum facility to
viable ot~tside agency
. Park DevelopI1l-ent
Retain:
Construct Heritage Park ADA improvements
Complete Centennial Park Phases II and III
Develop Hermanson Park III
Add:
complete master plan for Legion and Settlemier Parks
Acquire property adjacent to Legion Park for multi-purpose use
. Build a Skate park
Construct Skate park
. Encourage and employ Sustainable practices (Retain, but do as opportunity
arises)
Establish City policies
Revise procurement procedures
Train staff (ongoing)
Design and offer, or support programs
· Composting
· Recycling and use of recycled materials
· Energy efficiency
· Reduced chemical interaction with land, air and water
· II green building"
· p\lblic education
Provide a good example
f T
IT"'"
TT I'
. Team Building and Employee Development
Retain:
Continu~ current activities
EmploY€le recognition program
Organiz~ departments for most efficient service delivery
Add:
Seek additional employee training opportunities as funding permits
Develop additional employment contracts with Middle-managers
. Develop TechI1ological Infrastructure
Retain:
Telecomplunications - high speed Internet and I-net capability
Other, as identified by Economic Opportunities Analysis
. Plan and Deliver Transportation System Improvements
Regional
Retain:
Re evaluate and amend the Transportation System Plan
Coordinate with County on So. Bypass
Add:
Establish LID's for remainder of Boone's Ferry and Country Club
Rd. widening projects
Deliver Boone's Ferry and Country Club Rd. widening projects
Coordinate with ODOT to complete 1-5 interchange Right Turn lane
project
Continue to seek funding for 1-5 interchange and Highway 214
widening projects
Local
Retain:
Pave all streets
Install curb and sidewalks on some streets
Ready projects for grant opportunities
Seek opportunities to develop intercity transit
Develop Bike/Ped/Golf cart paths in greenways
Suggested Additions:
. Fiscal Stability
- seek project specific funding to support road and sidewalk work
- seek and develop new revenue sources to support adult and youth programs
- seek and develop new revenue sources to support other city programs
- promote fiscal accountability among all city employees, and provide
incentives for cost-saving ideas
1 ,.
,.~
TT I'
· Increase Participation in the State and Federal legislative process
· Provide a broader range of self supporting adult activities
· Construct a new ~lice Facility
- identify location
- acquire site
- identify sountes of construction funding
- conduct successful bond measure
. Expand Library
- identify sountes of construction funding
- conduct succEf'ssful bond measure
~-_.~.,' .,
1 .,.
IT"
TT r
Public Works Comments on Major Goals for 2002-2003
.:. Develop Neqessary System Infrastructure
~ City \/Vide Circulation - The city continues to work with ODOT 'and
the ottiler partners involved in improvements to the seriously
conge~ted 1-5 interchange and Highway 214. The city will also
look at additional circulation improvements including a southern
arteriall connection as part of the update of the Transportation
System Plan. The Hardcastle Avenue improvements improved
northeast traffic flow while improvements at the 99E/211/214
intersection completed by the developers of the Safeway project
enhanced through traffic flow on Highway 99E. The Soones Ferry
Road project and proposed Soones Ferry and Highway 214
improvements will also improve traffic movement.
~ Water Treatment and Storage - The city is proceeding with design
work ~tilizing an expert professional engineering firm selected by a
reque$t for proposal process. The contract for the first phase,
constrlJcting two wells, was awarded and will be complete by
Febru~ry 2003. The contract for the second phase, well houses
and th~ water control center, is likely to be awarded in January
I
2003. . The land use actions required for project construction are
underway and should be completed by March 2003. The bidding
on the third phase, which includes the majority of the construction,
is scheduled for May 2003. The city has obtained low interest
loans through the State of Oregon Economic and Community
Development Department to fund the project.
~ Stann Drainage - The Storm Drainage Master Plan has been
completed. The Plan has been reviewed by the Community
Development Department in connection with the Periodic Review of
the city's land use regulations and policies. The master plan and
implementing pOlicies will be submitted to City Council for adoption
prior to May 2003 so that enforcement can begin during fiscal year
2003-2004.
~ WWTP Collection - Wastewater Collection - Construction of
improvements to the Westerly Relieving Interceptor (WRI) was
completed in 2002, providing additional planned sewer capacity for
future growth. (The additional capacity will greatly reduce the
possibility of backwater-caused spills through manhole covers
during heavy rainstorms.) Infiltration and Inflow (III) removal was
accomplished at several locations. A major, undetected infiltration
......-..... .... ....
T T
I T ~
IT I
leak was corrected in connection with the WRI project. Roof drains
at the City Hall Annex, which formerly discharged to the sanitary
sewer, were rerouted to storm drain. Contract has been awarded
for th~ sanitary sewer rehabilitation in the alley east of the Annex.
ReplaCement of sewer main and capping of abandoned service
lines Will reduce inflow to the sewer system. Sewer pump stations
(Mill Oreek, Greenview, and Industrial Way) have, or are scheduled
for upgrades. A new pump and improved piping have been installed
at Mill.Creek. The other stations, having reached the age when
replacement parts are no longer available, will be replaced with
new submersible pumps. Engineering on these projects is being
finaliz~d. Construction of one or both pump stations will be
completed in fiscal year 2003/2004.
.:. Enhance an~ Improve Livability
~ Beau~fy City Properties - The Public Works Department has
assumed responsibility for parks and building maintenance.
Emphasis has been placed on higher level maintenance of the
city's buildings and grounds in a manner that, within the budgeted
allocation, presents a good appearance to residents and visitors.
.:. Plan and Deliver Transportation System Improvements
Reaional
~ Reev..luate and amend the Transportation System Plan - The
city has received a Transportation Growth Management Grant to
complete the TSP update and consultants are at work on the
project. Public involvement open houses will begin in February
2003 and the majority of the update should be complete by July
2003.
~ Coordinate with County on 2nd Interchange and South Bypass -
Marion County is also in the process of updating their
Transportation System Plan. City staff is involved in reviewing the
county's progress and will work to ensure these concerns are
addre$sed. County staff members are part of the city's
TransJjK>rtation System Plan Technical Advisory Committee.
1 .,.
t ,. ~
TT 'If
1 ,
Local
~ Pave all Streets - Council has approved funds in the budget to
assisl in improvement of gravel streets. The first street to be
improved as part of this program is West Lincoln Street. Council
has qirected completion of an engineers report for formation of a
local :improvement district (LID) to pave this street. The engineers
reporjt is nearing completion and should be presented to council in
February 2003. Public Works has consistently completed all street
resurfacing projects that have induded in the approved Capital
Improvement Program (CIP) each fiscal year.
~ Inst~1 curb and sidewalks on some streets - There have been
sideWalks added as part of projects. The sidewalk constructed
along West Hayes has improved safety for children walking to
Nelli~ Muir School. This safety improvement was accomplished
with rjnajor support from the residential subdivision developer and
secothdary support from the school district. Sidewalks have also
been added to Hardcastle Avenue. When construction of the first
phase of the Soones Ferry Road improvements begins in February
2003. sidewalks will be added first on the west side which will also
enhahce the safe movement of elementary and middle school
children to schools from the residential areas to the north.
~ Develop intercity transit - local funding does not exist for this
service. Discussions are continuing with SMART in Wilsonville and
Salem Area Transit on the possibility of their interconnecting
service stopping in Woodburn.
I v.
IT r
WOODBURN POLICE DEPARTMENT
270 Montgomery Street Woodburn, Oregon 97071
Phone: (503) 982-2345 FAX: (503) 982-2370
Scott D. Russell · Chief of Police
Deborah H. Youmans. Oeputy Chief
Date: January 6, 2003, 2002
To:
John Brown, City Adm.. inistrato~
Scott Russell, Chief of Policejf"
From:
Re:
Accomplishment of Goals
Maior Council Goals:
Community Engagement and Communications:
During the past biennium the Woodburn Police Department has increased it's bilingual capabilities by
hiring two additional bilinguaiI officers and a bilingual code enforcement officer, brining the total to 8
bilingual police officers, 1 bilingual code enforcement officer, and 3 bilingual records clerks.
We have also ensured that all critical documents are available in bilingual form
Enhance and Improve Livability:
New sound Ordinance Completed and Adopted
New Traffic Ordinance Completed and Adopted
New Nuisance Ordinance nearly completed
Code requirement education completed in partnership with other city departments and the media in the
form of bilingual flyers on code requirements and media coverage
Code Enforcement activities have increased by 48% over the last year and by 60% over the last two years
Team Building:
The department has implemented team-policing allowing for consistent patrol work teams and
supervision. Department supervisors have been trained in team building and group management
techniques to help deliver the best possible service to our citizens. Consistent team and department
meetings have been implemented to improve information sharing.
, "
t ..,. ~
IT ..
Department Goals:
Maintain a target clearance rate of 45% for Part I & II crimes through maintaining adequate staffing levels
for the department; training jn sound investigative techniques; and continued work with neighborhood
watch groups. (Completed by December 2003)
As olNovember I, 2002 the (iepartment has maintained a Part 1 & II clearance rate of 42. 4%. During the
last six months the department has been faced with temporarily reduced manpower due to the lack ol
quality applicants to fill several vacant posit ions, recruit officer in training, and officer injuries. As the
manpower situation improve,\' we believe the clearance rate will also climb to meet our goal.
Replace police departments records management system (RMS).
The main portion of the Depwtments new RMS system went live January 1, 2003. Several additional
components of the system will be added over the next few months to increase officer efficiency and ability.
To insure the public has confidence in the police department that racial profiling is not occurring, the
department will develop an i~formation management system to capture demographic profiling information
by June 2003.
The new RMS system posses$es the capability to capture the information necessary for a racial profiling
analysis. While this data catJ be camured additional systems may be required for proper analvsis of this
data. To date the state of Oregon has not determined a standard data set to be collected for racial
profiling data analysis. Once the state establishes the data set to be captured and analyzed we can then
determine if an additional system would be required to analyze our collected data, and compare our data
on a equal plain with other communities in the state.
Raise the operational standards of the department by participating in a new state level accreditation
program. This program ensures the police department will meet nationally recognized operational
standards. These operational standards represent law enforcement's best practices from across the nation.
The accreditation process takes 3-4 years to complete. By June 2003 the department will have completed
the application process, establish and provide training to the accreditation team, and develop an
implementation plan.
The department has begun the application process for accreditation, the Chief and Deputy Chief have
completed training on the implementation process, and are in the process of selecting an implementation
manager from staff
2
1
t Y ~
IT f
CITY OF WOODBURN
Community Develt;,pment
MEMORANDUM
270 Montgomery Street
Woodburn, Oregon 97071
(503) 982-5246
Date:
January 7, 2003
To:
From:
John Br~wn, City Administrator
Jim Mulder, Director of Community Development /;}: )
Community Development Department 2002-03 Project Status Report
Subject:
CURRENT STATUS OF MAJOR OBJECTIVES FOR 2002-2003:
1. Upgrade and expand Geographic Information System (GIS)
Status: A GIS sY$tem has been implemented as of February 2002. This system has
been continually $xpanded as existing databases and spatial data are supplemented
and new databas~s and spatial data are developed.
2. Complete Periodic Review by July 2003
Update Transportation System Plan (TSP) by July 2003;
Status: The City has received a Transportation and Growth Management (TGM)
Grant from the Oregon Dept. of Transportation (ODOT) to update the TSP. The
project is underway and is expected to be completed by July 2003.
· Update Buildable Lands Inventory and Housing Needs Assessment by Fall 2002
Status: Buildable Lands Inventory and Housing Needs Assessment have been
updated as of December 2002.
Update comprehensive plan map and amend cornprehensive plan goals and
policies by July 2003;
Status: These updates will be formulated after land use alternatives are
developed in conjunction with TSP update and various land use related studies
are completed or updated (e.g., Buildable Lands Inventory and Housing Needs
Analysis). Anticipated to be completed by Summer 2003.
Prepare land use alternatives and select preferred land use alternative by Fall
2002
Status: Preliminary land use alternatives have been prepared as of December
2002. Selection of preferred land use alternative anticipated by April 2003.
T T
t V ~
n r
Revise Sign Ordinance by December 2002;
Status: Sign Ordinance revisions are underway, but have been delayed by
heavy staff workload and transition in staffing. Draft Sign Ordinance anticipated
to be completed by June 2003.
Complete Public Facilities Plan by Summer 2002;
Status: The water and wastewater portions of the plan are complete and the
storm water portion of the plan was completed Fall 2002.
Initiate necessary Urban Growth Boundary expansion by July 2002.
Status: TSP update and other land use studies and analysis must be completed
before a comprehensive UGB expansion can be made. Potential application for
UGB expansion would likely occur Fall 2003.
3. Implement computerized building permit issuance and tracking system by Fall
2002
Status: Tracking system has been implemented as of December 2002.
4. Reestablish Housing Rehabilitation Program by Fall 2002
Status: Reestablishment of Housing Program has been delayed by heavy staff workload
and transition in staffing. Program anticipated to be reestablished by July 2003.
T 1
I r-
n I'
CITY OF WOODBURN
Community Deve~'Opment
MEMORANDUM
270 Montgomery Street
Woodburn, Oregon 97071
(503) 982-5246
Date:
January 7, 2003
To:
John Brown, City Administrator
From:
Jim Mulder, Director of Community Development
1
/7-1.
I
Subject:
Community Development Department Accomplishments During
Calendar Years 2001 and 2002
1. Completed new Wo<)dburn Development Ordinance.
2. Completed EconomiC Opportunities Analysis and Economic Strategy.
3. Assisted in establishing Urban Renewal District.
4. Assisted in completi<m of redistricting of Council Wards
5. Closed out Housing Rehabilitation Program.
6. Received periodic review grant to cornplete periodic review and urban growth boundary
expansion.
7. Updated Buildable Lands Inventory and Housing Needs Assessment.
8. Implemented a Geographic Information Systern (GIS).
9. Implemented building permit tracking system.
10. Took over issuance of electrical and plumbing permits from Marion County to provide a one-
stop shop for all building related permits (Marion County still provides inspections).
11. Received grant to update the Transportation System Plan.
12. Participated in Marion County Growth Management Project.
13. Reviewed several large projects including Phases II and III of Woodburn Company Stores,
expansion of WalMart, new Safeway shopping center, and Evergreen Retirement Facility.
14. The following positions were filled during this period: Community Development Director,
Senior Planner, Associate Planner, Building Official, Building Inspector, Building Permit
Specialist, and GIS/CAD Technician.
~...~ ..
.
11"""
IT ..
Memo
From:
Woodburn Recreation and Parks Department. 270 Montgomery Street. Woodburn, OR 97071
(503) 982-5264. Fax (503) 982-5244
John Brown, City Administrator )
D. Randall Westrick, Recreation and Parks Director \fS
January 10, 2003
To:
Date:
Subject:
Department Progress to Accomplish Council 01-02 Goals
The Recreation and P~rks Department is pleased to report significant progress in helping to
accornplish goals the pty Council established two years ago. Below is a summary of the
work completed and s~ggested direction for the next two year period.
o Provide a broader range of affordable youth activities:
· Continue to provide existing youth programs.
In the fall of 2001, the Recreation and Parks Department relocated the Drop-in Centers
previously located at $ettlemier and Legion Parks to Lincoln and Washington Elementary
Schools. This move provided better facilities, more room, greater visibility and improved
access for the programs. Renamed Afterschool Club, the program now serves nearly 300
children per day, more than double the number served at the Drop-in Centers located within
the parks.
The Recreation and Parks Department offers comprehensive perfonning arts activities for
children through the Dance Dance Dance program. This program serves more than 150
\
youth with offerings of jazz, tap, lyrical and hip hop dance and music and dance theatrical
production. Through unique programming. Dance Dance Dance has expanded services to
more boys, teenagers and adults.
The Woodbum Memorial Aquatic Center offers a full range of activities for youth including
swim instruction. recreational swimming and competitive programs provided through the
Woodbum Barracuda. Swim Team and local high schools. Last year. WMAC staff taught
1.500 lessons. sponsored four special events for young people and hosted special teen swim
nights each Friday night.
Youth sports are a staple of the Recreation and Parks Department activities program. The
Department organizes programs for a wide array of ability levels and age groups in soccer,
baseball/softball, basketball and football.
The Department offe$d a limited program of activities geared toward teenagers. These
programs consisted of monthly dances hosted by OJ's at the Woodburn Community Center.
..,. .,.
I 'f""
n ..
· Develop addftional activities and programs.
Through a partnership with Woodbum Together and the Woodburn School District, the
City is now organizing a comprehensive program of activities for teenagers through the
Teen Scene progrCllm. Funded through a grant from the Office of Juvenile Justice
Delinquency Preve~tion (OJJDP), Teen Scene will feature programs based at a middle
school center locat~ at Settlemier Park and a high school center located at Legion park.
In November, the City Council appointed a youth advisory council that is meeting now to
assist with programming the centers. Ultimately, the goal of this program will be to reduce
teenage use of drugs. tobacco and alcohol. The Recreation and Parks Department is
currently recruiting a coordinator funded through this grant.
The Recreation and Parks Department is seeking to continue to expand after school
services through a 21 sl Century Community Leaming Center partnership with the
Woodbum School Pistrict and other local service agencies and organizations. This
program provides federal grant dollars to school districts and community partners who
band together to u$e schools and other community resources to enhance the lives of
students and their families. The Department is now working with School District staff to
convene a group to identify needs and opportunities for new and expanded services during
after school time, weekends and school vacations.
· Seek fundin9 to support/offset programs costs
Teen Scene is fund~d for as many as five years through the OJJDP's community support
program. Expanded services as a part of the Afterschool Club program would be provided
through a 21st Centl(Jry Community Learning Center grant funded through a federal grant
administered by the Oregon Department of Education.
Demand for Aftersclhool Club services has steadily grown since the program moved onto
school sites. To COr1trol and offset costs for the City to provide this service, the Department
has capped program enrollment at 150 children per site and instituted an annual $30 per
child registration fee~ The fee is expected to generate an additional $9,000 to $10.000 per
year. Both sites now are maintaining waiting lists.
Woodburn Memorial Aquatic Center staff is now conducting a comprehensive review of all
fees to assure that programs are recovering the maximum possible costs. This review
takes into account fees for non-resident use, costs for personnel and materials, pool
operation and promotion. The fee structure will take a "formula approach" to calculating
fees for 10-punch cards and monthly and annual memberships.
IJ Build a new Community Center:
In May of 2001, the City Council appointed a 12-member Community Center Planning
Committee to complete the following tasks:
· Evaluate facilities and select a site
· Develop a facility and site plan
Department Progress To Accomplish Council 01.Q2 Goals. Page 2
T 1
... T ~
TT Ir
· Recommend funding altematives
CCPC accomplished completed all the assigned tasks. In addition, they recommended
that the City declare the current community center surplus and liquidate the building to help
fund a replacement.
CCPC recommended and the City Council approved a $5.8 million funding package that
included a general obligation bond, Systems Development Charges, proceeds from the
liquidation of surplus city property and grants, comrnunity development funds. In
November of 2002, voters turned down a general obligation that would have funded about
65 percent of the prqject.
Replacing the Woodburn Community Center remains as a need. The building's condition
continues to deteriqrate. The most recent problems occurred when the water system
failed and caused f1Qoding that damaged a downstairs office. Because they are no longer
safe, the exterior stairs that lead to the second floor storage are closed. Since the interior
stairs are narrow, this limits the second floor storage capabilities within this portion of the
building.
o Park Development
· Replace Legion Park Lights
In the summer of 2001, the City worked with PGE to replace aging electrical gear
associated with the Legion Park soccer field lighting. This project replaced old equipment
that could have presented an environmental hazard.
· Construct Heritage Park ADA improvements
The Public Works Department is now coordinating this project. Bids to construct an ADA
accessible entry poiht exceeded the budgeted funds. The City will ask for bids again in
March for a project to be constructed in April or May.
· Complete drainage and irrigation improvements at Burlingham Park
Through a $50,000 grant from the Burlingham Trust, the City installed an irrigation system,
security lighting and new playground at Burlingham Park. The playground was installed
through the efforts of an Eagle Scout candidate.
· Complete Centennial Park Phases /I & 11/
The most recent phase of the Centennial Park development project included construction
of a 150-car parking lot, rest room, and ballfield. A third ballfield is about 30 percent
complete.
Because project costs exceeded original estimates, the third ballfield planned for the
project is not complete. Tasks remaining to complete the ballfield include: pouring
concrete for the pl~. backstops, final grading and irrigation. Staff is preparing unit cost
Department Progress To Accomplish Council 01-02 Goals. Page 3
---..'..............- 'I'
1 T
j T"
n r
estirnates from park plans and specifications to approach private donors and volunteers to
cornplete this phase of project.
Centennial Park has proven to be an important asset toward meeting a growing need for
sports fields in Woodburn. The Park hosts most Woodburn Youth Ball Association games,
all WRPD Youth Soccer Program games, Woodburn Soccer League and Willamette
Soccer League adult programs, Walt's Run. Woodburn Berry Festival and in 2002 the site
of the Woodburn Invitational Baseball Tournament as well as County and Regional Jr.
State charnpionship baseball tournarnents. Activities are scheduled at Centennial Park on
a regular basis from March through October.
· Complete Sfmior Estates Park Drainage improvements
In the spring of 2001, the City designed and constructed a new drainage system for the
northern section of Senior Estates Park. This drainage system replaced a deteriorated
system that no lon~er drained this portion of the park. With this project's completion,
maintenance crews are able to mow turf without becoming stuck and park visitors are able
to use this portion of the park year round.
· Develop He/111anson Park III
The Luckey Comp~ny has submitted applications to construct a wetland enhancement
project at Hermans~n Park III according to a plan recommended by the Recreation and
Parks Board and approved by the City Council. The project was originally scheduled for
fall of 2002. However, concerns about silt runoff into Mill Creek delayed the project. This
project is scheduled to begin when the soil at the park has dried sufficient to support
equipment needed to reshape the ground. Staff expects that the project will begin late
spring with a mid summer completion.
o Build a Skate Park
· Select a Site
· Complete S~e Plan and Facility design
The Recreation and Parks Department worked with the Woodburn Skate Park Committee
and project design QOnsultant PUrkiss Rose - RSI to select the Settlemier Park location for
the facility in summer of 2001, the Recreation and Parks Board reviewed the proposed
location and preliminary design and recommended both to the City Council. The Council
approved the site and preliminary design in the winter of 2002 as a part of a resolution
authorizing application for Land and Water Conservation Funds to construct the facility.
Purkiss Rose - RSI completed all necessary construction plans and specifications that
were used for bidding the project last fall. In November, the City Council awarded a
construction contract for the project.
· Obtain Funding
Funding for the project was secured through a variety of sources including private
donations, City's general fund, Parks Systems Development Charges and a federal Land
and Water Conservation Fund grant.
Department Progress To Accomplish Council 01-02 Goals. Page 4
1 !
I V ~
n r
· Construct Skate park
On January 2, 2003, the Oregon Parks and Recreation Department provided to the City a
Notice to Proceed. With this Notice, the City is authorized to begin construction of the park
through a construction contract. Construction is scheduled to begin in January.
o Concerns for 2003-04
· Revise the Parks and Recreation Comprehensive Plan
This plan was last Updated in 1999. Because of underestimated population projections,
the plan is flawed. The plan projects Woodburn's 2020 population at 26,290. Based on
this projection, the plan does not call for adding community parkland to the City's park
inventory. However, recent population projections at 35,000 to 40.000 in 2020 will result in
a need for adding c<;:>mmunity parkland.
Parks Systems Development Charges are based on the conclusions of this document.
Therefore, SDC's We are now collecting do not take into account the need to acquire
property to meet fut~re community and municipal park needs.
· Master Plan the Greenway System
Woodburn's Green'flay system is a valuable and untapped resource for recreation and
non-motorized tran$portation. Within neighborhoods that are deficient in neighborhood
parks, greenway properties could also serve as parks. These areas are largely
undeveloped. The City needs a master plan to guide development of these areas. Such a
plan should take intb account recreation opportunities, wildlife enhancement, storm water
management and non-motorized transportation potentials. The plan should also develop
strategies to acquire properties to provide a continuously linked system. Such a plan is
needed to provide a basis for funding requests to state and federal agencies that can
provide assistance for transportation, wildlife habitat enhancement and recreation projects.
· Recreation Services Master Plan
The Parks and Recreation Comprehensive Plan guides the development of facilities
through 2020. While the Plan is based on surveys and a basic understanding of programs
and activities. it does not project future program demand. The Recreation and Parks
Department is interested in developing a plan that would analyze current trends and
identify needs and gaps in service. This plan could provide direction for program
development into the future. It could also provide an analysis of potential program partners
and entrepreneurial activities that could surplus funds to help offset program costs for
subsidized programs.
cc: Recreation and Parks Board
Department Progress To Accomplish Council 01-02 Goals. Page 5
1
11' '"
TT III'
The Library supports the Woodburn City Council's mission "to Make Woodburn a Great
Place to Be" by:
~ Providing a broader range of affordable youth activities:
Continuing to provide the existing youth programs as well as adding
an evening story time in Spanish and a morning Infant-Toddl~r
story time, both on a weekly basis. We have started a weekly 'Kids
Book Clvb for ages 10- 12, and a Teen Group which meets once a
month with various activities. We have successfully sought and
obtained funding for one additional program for youth from the
Ezra Jack Keats Foundation.
~ Celebrating Culture and Diversity:
The library continues to address this goal through various programs
and activities, Le. Spanish story time, Cinco de Mayo, Dia del
Muertes! Dia del Ninos, holiday and special exhibits in the main
lobby, etc.
~ Enhancing and Improving Livability:
The refurbishing of the exterior of the Carnegie building has made a
great difference in the appearance of the corner of Garfield and
Second Streets, addressing the goal of Beautifying City properties.
This project was accomplished partially with grant funds.
~ Encouraging and Employing Sustainable Practices
Ongoing efforts of staff training keeps the library staff up-to-date.
Seven library staff members attended an all-day conference
specifically for library employees at Wilsonville, OR in October 2002.
Occasionally teleconferences are available at little or no charge
and every effort is made to have staff attend the session live, or
have an opportunity to view the session later on videotape. The
annual conference of the Oregon Library Association offers many
training opportunities and library staff attends as funding and
schedules allow.
~ Team Building:
The library has done some re-organizing during this year due to
resignations, retirements, etc. The changes are designed to give
the most efficient and professional service possible.
, ,
t ,~
n 11'
MAJOR OBJECTIVES FOR 2002-2003
.:. Increase the att~ndance at the library for the 2002-2003 fiscal year (as counted
by the 'people (:ounters' on the entry doors) by 1.5%.
The attendance. at the library for the 2002-2003 fiscal year is only half finished and
the first 6 months shows a slight decrease Oust over 1%) over the last 6 months of 2001.
The reasons for this decrease is unclear, but some contributing factors may be:
In July 2002 the final increase in the fee to out of City patrons went into
effect. The cost Ifor a family library card increased from $40 to $60 per
year per household. This fee was phased in by libraries in the Chemeketa
Cooperative Re$)lonal Library Service (CCRLS) to off-set the disparity of the
amount paid by City residents for library service as compared to the cost
to out of City (b'!'t within CCRLS) residents - $1.08 per $1,000 vs. $0.08 per
$1,000 property tax valuation. To lessen the impact to youngsters ages 0 -
14 years, the Iib~ary offers a 'CARE' card without charge for them to be
able to check out materials from the Juvenile collection of the library. All
non-City CCRLS iresidents may have a 'basic' card without charge which
allows one item checked out and one item on hold at a time. The drastic
increase in the unemployment rate may be a contributing factor for
several of these patrons as to whether or not they pay the fee for a family
card or how oftEtn they visit the library. However, in times of recession
libraries tend to see an Increase In usage, rather than a decrease. The
library's staff has been plagued by serious family Illnesses, retirements,
etc. The library Is now fully staffed, as of October 2002 for the first time in
about 3 years.
Hopefully,.
.:. Increase the circulation of materials for the 2002-2003 fiscal year by 3%
The circulation of materials at the library for the 2002-2003 fiscal year is only half
finished and the first 6 months shows a decrease (8.73%) over the last 6 months of 2001.
The reason for this decrease is unclear, but one contributing factor may be that more
patrons are using the computers themselves and staff likewise uses the computers more
to meet the patrons' needs. Again, the second six months, which normally are much
busier will see an increase to bring this fiscal year's total circulation equal to If not
exceeding the previous year
.:. Re-arrange and re-Iocate the library collection in such a way as to make it more
user-friendly and a better utilization of space and staff resources.
1 1
, ~
n lr
In September while the library was closed to the public for a day for staff training,
the IS and building mqintenance staff helped to move and re-arrange various areas of
the library, including tt1le adult reference and public use computer stations. The
changes made a gre~t difference, gained some space for parts of the collection,
(primarily the adult audio visual materials,) made the entire area look less cluttered and
increased the staff's vikibility of the public computers.
.:. Obtain grants or special funding for three new or expanded projects or programs
by June 30, 2003.
A grant of $22,4j47.72 was received from the Bill and Melinda Gates Foundation to
purchase four new col\nputers for public use and provide staff training on the computers
in order that they would be able to assist patrons' use. This coincided with the City's IS
fund upgrade of some very old computers, so the adult, public computer area has eight
'new' computers for internet and word processing activities as well as four additional
'express' internet connections with a time limitation and stand up usage. The library
through CCRLS has upgraded the access to the library catalog from 'dumb terminals' to
PCs and there are four of these In the adult area and two more in Youth Services.
The youth services area has also been updated and has eight computers with a variety
of programs to serve various ages from preschool through early teens. One of these are
connected to the Internet, filtered.
A grant has beEtn received from the Ezra Jack Keats Foundation for special
activities in Youth Services. A window painting workshop will take place on Saturday,
January 18, 2003 with scenes from the Caldecott Award winning book, A Snowy Day, by
Ezra Jack Keats. The f~Jnding allow for each child who participates in the painting to
also have their own copy of the book.
Staff Is pursuing funding for adult programs, but it looks rather grim for the
Chautauqua programs this year as the funding through the Oregon Committee for the
Humanities where we have received funding in the past. This means that if we are able
to offer these programs, we will HAVE to find other means of funding for It.
.:. Hold the 'FIRST ANNUAL RETREAT' for the Library Board & Library Director.
This item is on the agenda for the regular monthly meeting Wednesday, January
15, 2003. There have been openings on the board, so It seemed reasonable to walt until
the vacancies were (mostly) filled before planning this activity.
.:. Obtain costs associated with expanding library services in the present location
&/or other locations, including the possibility/feasibility of remote branch(es) of
the library.
Four architectural firms with library experience are being asked, through
the experience of their interior designers, to submit a Request for Information
.., ,.
l' ~
ii ..
(RFI) or Request for Proposal (RFP) to professionally evaluate the best usage of
the existing library $pace especially as it relates to more public access to the
Carnegie Building portion.
. I 1
I J ~
n I'
PRIORITIES AND ISSUES FOR 2003-2004
Communications wit~ the Public:
I. Web site enh~ncements. I would like to see pages for all of the departments with
answers to commonly asked questions (surely, the departments know what those
are!) and a linik for people to e-mail the department if their question is not
answered. It 190ks like some of the department pages are getting there -
community dltvelopment, for example. There are so many simple questions
people have with one or two sentence answers, giving them the ability to find
those answers on a 24/7 basis seems to just make sense.
2. Telephone sY$tem upgrades. I am really, truly committed to having people get a
live human when they call the main line during business hours. However, I also
think that 24 bour information lines that also have the ability to let the caller leave
a voice mail message have their place. I would want the lines to be publicized as
automated information lines, and offer people both a published list of the general
topics and a menu within those topics. This would be a convenience both for
callers who want a short answer to a simple question and for after-hours inquiries.
Parks
1. Centennial Park. I realize the fundamental issue is money. I'm tired of the jokes
about how w~ named it because it's going to take 100 years to get it done. I would
like to see a plan and a budget for what it will take for completion, without any
assumptions ~bout the availability of volunteer labor. I'm particularly concerned
about the partially completed field, where the infrastructure in place should make
it a comparatively easy project to complete, but the infrastructure will deteri9rate
over time if it is not incorporated into a completed field. If we can quantify
specifics of what we need for that field and what it costs, we can go begging for
donations, if necessary.
2. Aquatic Center. Are we finally squared away on the humidity control and other
maintenance issues on the pool, once the chemical separation building is
complete?
Facilities
1. Maintenance standards. Without beating this to death, grounds and building
maintenance seems to be a very mixed bag. Things run the gamut from fairly nice
to pathetic. I think we need to determine what a minimum acceptable standard is
and then decide how that is to be maintained. The possibility of contracting out
landscape and building maintenance should be explored, keeping in mind that our
previous experiences with this have not been really satisfactory.
1 ~
t T'
n r
One request and one offer of help. Please, can't we have a functioning irrigation
system in the City Hall lawn? As to the void left by the removal of those horrid
holly bushes, I would be delighted to assist in the selection of some floribunda
rose bushes. I could probably also enlist the help of Ken and Christine Pomeroy,
the people across from the Aquatic Center with all of the rose bushes (they are
HARD CORE rose exhibitors), in the selection process or in supervising some
young backs doing the planting.
2. Scheduled maintenance and general property management. We need to set up
some schedules for routine maintenance and predictable capital outlays for all of
our buildings, in the same manner that a professional property manager would. Of
course some things just cannot be anticipated, but it's pretty easy to guesstimate
the life span of paint, flooring, plumbing fixtures, etc. It seems to me that we have
had a numbef.of situations in recent years where we spent more money being
reactive than we would have being proactive.
3. Do facilities meet needs? I think we should always be keeping an eye on whether
facilities have outlived. their use, whether upgrades are wise and ought to be added
to capital budgets (example: does the Library need wiring upgrades like those
required by the City Hall emergency?), and where we should plan ahead for sale
and lease or construction of new facilities.
Related to thi$, I am pleased that we have proceeded with the appraisal and
review of some of the obviously surplus property and hope we go ahead with
listing it for sale.
Also related to this, I think the whole Council would be very interested in hearing
how the Hershberger building and the other contiguous facilities are now being
used and what plans, if any, exist for using them more effectively.
Planning and Land Use:
1. I would like to update the entire Council on the progress of our consultant's work on
the economic development issues and the other issues related to making our case for
expansion of the UGB. It's a complex process under the best of circumstances, and I
would appreciate an explanation of where we are in that process.
2. I understand we have funding for the consultant on the transportation plan update.
How are we coming on that?
3. How are we coming on the sign ordinance?
4. We need to revive the Housing Rehabilitation program, now that we have the funds
available. I think a fringe benefit to doing this is that we can try to locate a consultant
who has the construction management expertise to administer this program, who can then
also be of benefit as Orban Renewal seriously gets under way.
T ,.
I 'If''"
TT J!
Urban Renewal:
l. I know we won't have any actual funds until Fall 2003, but I don't think it's too soon
to begin planning. When is it time for the entire CouncilfUrban Renewal board to get
together and start discussing some of these issues?
2. Ifwe are all or mostly in agreement about eliminating the parking lot/open air drug
market, it is probably time to involve the Urban Renewal agency, some of the nearby
businesses, and others in the planning process for the plaza that is going to replace it.
3. I know Chemeketa is negotiating with Union Pacific for more land east of the tracks
for additional parking. I think we need to be in communication with them and also pursue
our conversations with UP about the wye area and any other areas currently owned by UP
that they or we might have an interest in obtaining control of.
Library:
1. We need to stop wasting the space in the old Carnegie Building. I understand there are
some ideas afloat for using these areas for media and for the children's area. I would
hope staff is encouraged to implement them.
2. As I stated during the last budget cycle, I would encourage the use of a professional
interior designer to evaluate both the Carnegie building and the main library. I'm not
talking about fancy furniture or paying someone to pick colors for us, I'm talking about
efficient and attractive use of limited space.
3. If an honest evaluation of how best to use the existing space leaves us with the
conclusion that we still need more, I would be willing to support and promote a bond for
expanSIOn.
Museum:
I. I think we really need to be aggressive in looking at foundation and individual
donor sources for continuing and expanding operations. In my dreams, the city
would function as a foster parent for the museum, which would eventually take on
a new life as a private nonprofit. The next best case is that its activities attract
funding that limits the public investment to the building and a portion of the staff.
2. In my opinion, the museum in its present location and state of organization does
not present a particularly attractive candidate for many potential donors. (At best,
the organization and presentation of the present collection have been improved
enough that they shouldn't scare off local donors of artifacts any more.) With our
unique cultural mix and our Ice Age artifacts, we should be. We need to promote
ourselves and backed it up with some special exhibits, efforts to collect oral
history, and partnerships with educational institutions or other museums.
T 'f
t 'f'"
n '!If
I'm also willing to take the lead in putting together a special exhibit or two - I
have enough contacts to do something on our railroad history or cross-cultural
needlework techniques, for example. In the past, there has been some discussion
of collecting oral history, and I think that would also be an excellent thing to
focus on.
3. We really need to stay in the loop on the Ice Age National Park project.
Public Works
1. In the past couple of years, I think the governing body has made it clear that we
expect developers to pay for improvements associated with their projects and that
our strong preference is that they be completed or paid for up front. If for any
reason they are not, we need a legally binding agreement obligating the developer
to perform at a later date or limiting future property owners' right to object to
LID assessments to complete them.
2. We all recogtIize that there are emergencies where a key city employee (city
manager, potice chief, wastewater superintendent) may need to make a unilateral
decision that may push the envelope of previously asserted policy. I don't think
any of us would beat up a staff member who exercised their best possible
judgment under extreme circumstances.
Having said that, I think there is no excuse for a staff member, particularly below
the department head level, to waive stated policy or circumvent clearly stated
Planning Commission or City Council decisions. At the minimum, the reason
should be compelling, the decision should be run through the city manager, and
the problem that led to the action should be communicated to the appropriate
body.
3. Why can't we get acceptable performance from street contractors?
4. How are we going to handle improvements of Country Club Road?
I , '"
iT lr