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Minutes - 01/25/2003 Workshop COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Tape I DATE. CONFERENCE ROOM, SALUD MEDICAL BUILDING, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 25, 2003. CONVENED. The Council met in a goal setting session at 8:40 am with Mayor Figley presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox McCallum Nichols Sifuentez Veliz Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant, Public Works Director, Parks & Recreation Director Westrick Mayor Figley stated that, in more recent years, goal setting sessions have been held every two years for the purpose of updating the Mayor and Council on staff progress and to establish new goals for upcoming years. This session also gives new Councilors an opportunity to share their ideas and priorities some of which may be included in the list of goals to be adopted by the Council during a regular meeting. City Administrator Brown will facilitate this work session and other staff members are present to answer questions only and not participate in the discussion. Administrator Brown reviewed the process he will follow at this work session. He provided the Mayor and Council with a packet of current goals, vision and mission statement, and progress reports from Department Heads on current goals. City Administrator Brown discussed the existing relationship between the City Administrator, Council, and Mayor as defined in the City Charter. The Council agreed that the existing relationship is working well and required no changes. Review 2001 Goal Settin~ Workshop. The mission statement "It is the mission of the Woodburn City Council to Make Woodburn a Great Place to Be" is a holdover from the 1999 goal setting session. It was the consensus of the Mayor and Council to make no changes to the mission statement at this time. Administrator Brown also reviewed the Vision Statement and, following some Page I - Council Workshop Minutes, January 25,2003 .---". . , T ,. r I 11 r T r COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING discussion on the content of the statement, it was the consensus ofthe Council to keep the statement as it currently reads. Administrator Brown updated the Council on the following list of the major goals for 2002-03 : - Provide a broader list range of affordable youth activities. It was noted that the Parks & Recreation Department is a major contributor to this goal but the Library has also expanded their programs for youth. Recent grant funding for a Teen Scene program is the largest amount of money secured by the City to provide a program to youths in the middle and high school age group. - Celebrate culture and diversity: Administrator Brown stated that progress in this area is due in large part to the Events/Museum/Grant Writing Coordinator, who is currently working on increased activities during the Tulip Festival. It was consensus of the Council to support events such as the Berry Festival and Christmas Program but there should be minimal staff involvement in these programs. Volunteers should be the organizers rather than relying on City staff to organize and monitor the events. One "signature" event specific to Woodburn was supported by the Council. Side B - Build a new Community Center: It was noted that the Council had submitted a bond measure to the voters, however, it did not receive voter approval at the November 2002 general election. - Community Engagement and Communications: Administrator Brown reviewed various methods used by the City to disseminate information to the public. It was noted that Community Relations Officer Javier Perfecto has been able to develop a variety of educational materials, videos, and community outreach programs in order to assist departments in their work with the public. It was suggested that the City provide some publications in the Russian language especially in the Code Enforcement area. - Revitalize Downtown Woodburn: Administrator Brown stated that the urban renewal district was approved by the voters and the Council will be moving forward with that program. Staff will continue to apply for grant funding to help fund projects in the early years of this program. - Pursue Economic Development: It was noted that the Economic Opportunities Analysis has been completed and staff continues to work on various aspects of this report. - Develop Necessary Systems Infrastructure: Discussion was held on advances the City has made in the area of transportation and city- wide circulation. The water treatment and storage project is underway and water wells are being drilled adjacent to Centennial Park and just west of Settlemier Park. Page 2 - Council Workshop Minutes, January 25,2003 -.- -.--. l ~ ..." .. WI , r' COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING - Enhance and Improve Livability: Administrator Brown reiterated that video presentations have been made to educate the public in this area. Staff will continue to bring code enforcement provisions to the Council for consideration. It was noted that Code Enforcement activities are up 60% since 2001. Staff is also working on beautification projects relating to City buildings and grounds. - Manage Growth: Administrator Brown stated that the Council has annexed the "islands" within the city limi ts and adopted the Woodburn Development Code. Staff continues to work on (1) plan amendments to the Comprehensive Plan and Transportation System Plans, (2) Urban Renewal, and (3) urban growth boundary amendments. - Museum Development: The strategic plan for the museum has been completed but has not been presented to the Council as of this date for review and/or adoption. Tape 2 Side A - Park Development and Skate Park: Administrator Brown stated that the Skate Park construction is underway in Settlemier Park. Other park projects on the list of goals include replacement of Legion Park lights, construction of Heritage Park ADA improvements, drainage and irrigation improvements at Burlingham Park, completion of Centennial Park Phases II and III, completion of Senior Estates Park drainage improvements, and development of Hermanson Park III. It was noted that of the projects listed, the Legion Park lights, Burlingham Park, and Senior Estates park improvements have been completed. - Encourage and employ sustainable practices: Administrator Brown stated that the City has a long way to go on this goal and staff will continue to work towards achieving this goal as time permits. - Team Building: In more recent years, the employee recognition dinner has developed into a well-attended staff event. Reorganization of departments in Public Works, Library, and the Aquatic Center has also been accomplished in an effort to provide more efficient service delivery. - Develop Technological Infrastructure: Telecommunication systems within the City include Gervais Telephone, WCAT, and Willamette Broadband, and pending development of an I-Net. The City has also been working on inputting data into the City's geographic information system (GIS) for planning and public works operations. Page 3 - Council Workshop Minutes, January 25,2003 --'''- ~ 1 1 1" II II r r 1 1 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING - Plan and Deliver Transportation System Improvements: Staff is in the process ofre-evaluating the Transportation System Plan. In regards to local streets, the West Lincoln Street drainage project has been completed with the next step being the formation of a local improvement district to pay for street improvements. ACTIVITIES IN PROGRESS - 2001-03. Administrator Brown reviewed the status of activities currently in progress outlined under the same major categories. - Provide a broader range of affordable youth activities: It is an on-going project to continue to provide existing youth programs. The Teen Scene program will be implemented in early 2003 and will provide activities and programs for middle and high school youth. A comprehensive review of Aquatic Center fees is also underway and should be completed in early 2003 for the purpose of seeking funds to support and/or offset program costs. - Celebrate Culture and Diversity: Planning is underway for the 2003 Tulip Festival in the spring and the Berry Festival in the summer. Staff is also working on the development of a "signature" event on September 16th which is Mexican Independence Day. Discussion was held on the City's initiation of community events but continuation of the event in future years needs to be a partnership with other community organizations taking the lead role in organizing the event. - Community Engagement and Communications: Staff continues to expand outreach activities using primarily the expertise of the City's Community Relations Officer. It was also suggested that the City look into utilizing radio advertisements/public announcements as another source of community outreach. It was noted that diversity training has not been provided to non-Police Department staff since 2001 and new staff members should be included in any upcoming diversity training program. Councilor Bjelland provided the Council with statistical infonnation on the demographics of Wood bum and, with the rapid growth in minority population in our community, there is a need for more program activities to serve these people than in some public works areas. Side B - Revitalize Downtown Woodburn: Planning is underway to deliver the urban renewal program to the Council beginning in fiscal year 2003-04. In regards to the renovation of the Association Building (347 N. Front Street), grant funding has been applied for to help offset costs to complete the facade work in the spring/summer of2003. No funds are currently available for making internal improvements to the building. Page 4 - Council Workshop Minutes, January 25,2003 T 1 I 1 .. . WI , T 1 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING - Pursue Economic Development: It was noted that the Public Investment Strategy is currently on hold while periodic review tasks associated with the expansion of the urban growth boundary is being worked on by staff. -Develop Necessary Systems Infrastructure: In regards to city-wide traffic circulation, the Boones Ferry widening project is scheduled to begin in the spring of 2003. Staff continues to work with MW ACT and ODOT to obtain funding for Highway 214 widening and 1-5 interchange improvements. Construction work on water treatment and storage facilities will begin in the summer of 2003 and land use actions related to the construction project are underway. In regards to storm drainage, the Master Plan and implementing policies will be presented to the Council for review and adoption prior to May 2003 with an proposed implementation date ofJuly 1,2003. - Enhance and Improve Livability: Administrator Brown stated that the nuisance ordinance is being revised and it will be presented to the Council in 2003. Staff is also working on activities that would promote public awareness of code requirements. Sign Ordinance revision is also underway but it is taking longer than originally planned due to lack of available staff time. Discussion was held on the process staff is following in order to prepare a draft ordinance for Planning Commission and Council review. Administrator Brown stated that he is planning to present for discussion a draft sign ordinance to a Focus Group representing City residents and businesses in order to refine and complete the ordinance. Tape 3 In regards to beautification of City properties, it was noted that the landscaping renovations to the west side of City Hall will be completed in 2003, and flag pole was erected at the Public Works annex in 2002. - Manage Growth: It is anticipated that the Comprehensive Plan and Transportation System Plan amendments will be completed in June 2003. Planning is under for the Urban Renewal District and should be initiated by the second half of fiscal year 2003-04. - Museum Development: The draft Strategic Plan was completed in January 2003. Another goal is to shift the emphasis from the museum being a repository to a museum that functions as a part of the community. - Park Development and Skate Park: Construction of the Skate Park began in January 2003. In regards to Hermanson Park, the wetlands project will begin in the spring of2003 and the contractor will need to work out any irrigation issues that may arise. - Plan and Deliver Transportation Improvements: Administrator Brown stated that amendments to the Transportation System Plan should be before the Council by the end of this calendar year. He also discussed financial and Page 5 - Council Workshop Minutes, January 25,2003 ,--_., 1 T f 1 1'" I 11 I T ~ COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING project related issues on the sidewalk and lighting of Highway 214 in the vicinity of the high school. Administrator Brown also reviewed the list of2001-03 goals that are still pending and/or uninitiated as of this date in each of the areas outlined above. Side B City Administrator and Staff Performance Issues. Discussion was held between the Administrator and Council on staff expectations in the upcoming year as it relates to performance issues. Establishment of Goals for 2003-04. Administrator Brown provided the Mayor and Council with draft goals for discussion purpose from which they developed the following list of goals for 2003-04: Provide a Provide a broader range of quality, affordable, youth activities: Continue to provide existing youth programs Develop additional activities and programs Seek funding to support/offset program costs Implement Teen Scene program Avoid/eliminate duplication of effort with other programs Evaluate and monitor structure and quality of programs Focus greater attention on evening and weekend programs Explore partnerships with non-profits/public/faith-based agencies Provide a broader range of self supporting adult activities Survey demand for adult programs, through RSVP Avoid duplication of programs offered by other agency Develop opportunities to meet un-met demand for self-supporting adult recreational programs and activities. Celebrate culture and diversity: Reduce or eliminate direct City involvement in producing festivals and events (emphasize facilitation instead of production) Continue to produce Berry Fest, and participate in Christmas, 4th of July and Tulip Festival as long as is necessary Increase coordination with Settlemier House and French Prairie Historical Society for Christmas activities Coordinate transfer of responsibilities to existing agencies, or establish appropriate agency provide financial support through TOT grant program for eligible activities Page 6 - Council Workshop Minutes, January 25,2003 -.--,- ~ , -y 1'"1'" II 'E WI I r r COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING limit City involvement to providing locations (parks, plazas, etc.) pursuant to applicable rules and regulations, indemnification, and limited staff support Continue Library Events Tape 4 Evaluate City Facilities for Retention, Expansion, Acquisition, and Relocation: (To be developed at a separate workshop) Community Engagement and Communications: Continue existing efforts Expand outreach activities to include Russian language translation of important documents as resources allow Provide for bi-lingual capability at public meetings - audio and translation Improve staff capability and consciousness 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 Augment public information and advertising activities in "Independent" and "Statesman Journal" with other publications and in other media. Revitalize Downtown Woodburn: Complete Comprehensive Plan and Zoning Amendments, as applicable Seek Grants for early years' Capital Improvement Projects Complete exterior renovation of 347 Front Street and evaluate potential for sale of building after exterior renovation Implement Urban renewal program develop 1 year capital budget develop 6 year Capital Improvement Program revisit design choices develop commercial and residential rehabilitation guidelines develop guidelines for residential assistance initiate short term and longer term borrowings Initiate capital project Convert 1 st Street Parking lot to plaza acquire remaining property evaluate street/circulation configuration alternatives develop design construct improvement Page 7 - Council Workshop Minutes, January 25,2003 -.--. ... . , 1 r I m COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Pursue Economic Development: Adopt Public Investment plan Implement Public Investment plan Determine and organize for business recruitment responsibilities Recruit business Initiate site-specific urban growth boundary amendment Complete periodic review work tasks and TSP update Develop Necessary Systems Infrastructure: City wide circulation Water treatment and storage Storm drainage seek and promote competition to provide high speed Internet Develop I-net capabilities pursuant to CATV Franchise 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 V olunteer coordination project Reinstate Residential Rehabilitation Program Manage Growth: Complete Comprehensive Plan and Transportation System Plan amendments Urban Renewal Undertake necessary UGB amendments update development code to correct deficiencies and address changes in law and circumstances Initiate site-specific urban-growth boundary expansions annex key properties inside urban growth boundaries as opportunities arise Museum Development: Shift emphasis 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 Page 8 - Council Workshop Minutes, January 25,2003 - -_..........- 1 T 1'" - 1'" .. m TAPE READING COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 Evaluate and approve appropriate strategic plan alternative Transfer operating responsibility and ownership of museum facility to viable outside agency Park Development: Construct Heritage Park ADA improvements Complete Partially completed ball field at Centennial Park Develop Hermanson Park III complete master plan for Legion and Settlemier Parks Encourage and employ Sustainable practices (as opportunity arises): Establish City policies Revise procurement procedures Train staff (ongoing) Design and offer, or support programs S Compo sting S Recycling and use of recycled materials S Energy efficiency S Reduced chemical interaction with land, air and water S "green building" S public education Provide a good example Team Building and Employee Development: Continue current activities Employee recognition program Organize departments for most efficient service delivery Seek additional employee training opportunities as funding permits Develop additional employment contracts with Middle-managers Incorporate diversity training into new-hire regimen, and conduct regular and recurring diversity training for existing employees Tape 5 Develop Technological Infrastructure: Telecommunications - high speed Internet and I-net capability Other, as identified by Economic Opportunities Analysis Page 9 - Council Workshop Minutes, January 25,2003 .- 1 '" , r r I m COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Plan and Deliver Transportation System Improvements: Regional Re evaluate and amend the Transportation System Plan Coordinate with County on So. Bypass 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 Pave all streets Install curb and sidewalks on some streets Ready projects for grant opportunities Seek opportunities to develop intercity transit Develop Bike/Pedestrian/Golf cart paths in greenways Evaluate need for and cost effectiveness for traffic calming devices 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 Increase Participation in the State and Federal legislative process: increase coordination with League of Oregon Cities and State/Federallegislative delegations on legislative matters of interest to Woodburn increase participation of staff and elected officials in testimony before legislative committees increase positions taken on matters of pending legislation with potential impact to City TREE ORDINANCE. Discussion was held on how to proceed with proposed changes to the draft tree ordinance. Concerns were expressed regarding potential property rights issues in those instances where trees are located outside of the public rights of way. It was the consensus of the Council that property owners would be (1) prohibited from removing trees that were planted or existing on the property which was part of a development's condition of approval, and (2) prohibited from logging lots prior to development. Discussion was held on preservation of heritage trees, however, a list of those trees needs to be developed. Page 10 - Council Workshop Minutes, January 25,2003 ._'-.- .. T T 1 r I m COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING The Council agreed that if a verified and comprehensive list was developed by privates parties they would be willing to consider implementing a tree preservation program based on voluntary participation of the tree owner. It was noted that the Woodburn Development Ordinance contains tree provisions and there was Council support for modifications to the Development Ordinance that would require a permit process if more than one significant tree as defined in the Development Ordinance is proposed to be removed. It was the consensus of the Council that staff will not continue their efforts to develop a tree ordinance and changes proposed by the Council will be considered during the annual review of the Development Ordinance. The work session concluded at 3:55 p.m.. ATTEST~ ~ Mary Ten ant, Recorder City of Woodburn, Oregon Page 11 - Council Workshop Minutes, January 25,2003 .._-".-- . 1 r r I ]